SITFAPMS

THE SYSTEM PROFILE

School of Information Technology Faculty Academic Profile Monitoring System (SIT-FAPMS)

Prepared By: Becasen, Jay Herold Martinez, Ramelito Sangway, Joel Sannadan, Kevin Tokyas, Delfin

University of Baguio

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Contents
1. ABOUT THE COMPANY 1.1 1.2 1.3 1.4 1.5 2. 2.1 2.2 2.3 2.4 2.5 2.6 HISTORY INFORMATION SYSTEM HISTORY ORGANIZATIONAL CHART POSITIONS SERVICES OFFERED PROCESSES SOURCE DOCUMENTS REPORTS POLICIES TABLE OF INFORMATION SYSTEM DETAILS SUGGESTIONS AND RECOMMENDATIONS 3 3 4 5 6 6 7 7 8 8 9 11 12

THE INFORMATION SYSTEM

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ABOUT THE COMPANY

1.1 History

The University of Baguio was founded on August 8, 1948 as Baguio Technical and Commercial Institute (Baguio Tech) by Dr. Fernando Gonzaga Bautista and Rosa Castillo Bautista. After two decades of service, Baguio Tech was converted into a University on August 7, 1969. In pursuit of its educational endeavors, it continued its services while ensuring the accreditation of its academic programs. After six decades of fruitful and dedicated services in the educational frontier, it was granted by the Commission on Higher Education the Autonomous Status for the first time on March 11, 2009. As a response to the demands of fast-paced technological advancements and breakthroughs during the early 80's, the UB administration decided to put up the University Computer Center (UCC) in 1983 that would enable the students to be abreast with the latest in computer technology. It has been under the College of Engineering and then College of Commerce respectively, then back to the College of Engineering after 7 years. On April 1, 2002 the College of Information and Communications Technology (ICT) was born to cater to its growing population. In the School-year 2010, following the UBs granting of Autonomous Status, the college was renamed to School of Information Technology. Before long this School together with its visions will surface as the prominent institution for Information Technology. With the aim to promote academic excellence, the School of Information Technology guarantees its facultys aptitudes through the use of Faculty Academic Profile Monitoring. This helps greatly on planning, decision-making and ensuring the accreditation of the school a fulfillment to one of the universitys thrusts. This also helps in keeping track on the faculty academic status together with the years in service and more essential fields that completes the Faculty profile.

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1.2 Information System History

The School of Information Technology Faculty Academic Profile Monitoring System started on 2002 when CICT was born. It was innate from the Faculty Academic Profile Monitoring System of the University that is managed by the Human Resource Management Center. Microsoft Word was first used to create the faculty profile. In 2006, through the use of a Spreadsheet Application particularly Microsoft Excel, the secretary found out that it is easier to do the updating and report generation of the faculty profile. The SIT FAPMS is updated periodically to reflect change in status. The Dean and the Secretary are the primary persons allowed to update a profile. If ever the two are not available, a program chair is permitted to update the profile. A facultys records are maintained with utmost confidentiality to prevent tampering, damage, loss and desecrations of privacy. The SIT FAPMS is a management tool in decision-making for the development of the SIT Facultys services, especially in the student development. It is a significant document for evaluating a faculty in order to ensure quality performance. The HRMC is responsible for receiving necessary up-todate documents from a faculty as well as verifying the integrity and validity of such. The SIT secretary will later receive a copy of the documents submitted by a faculty. Each faculty has a portfolio for storing copies of their documents, both active and inactive. A report is encoded and edited in a spreadsheet and printed for storage and for future purposes. When an authorized person asks for a copy of the report, the Faculty Profile will be modified according to the required fields by the requester.

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1.3

Organizational Chart
University of Baguio School of Information Technology
Ellen Hallover Dean

Avegale Canipas Secretary

Stephanie Pablo Program Chair

Glammoco Camora Program Chair

Perry Agustin Jr. Faculty Judith Sarmmiento Faculty

Irel Derije Faculty Gieselle Kwo Faculty

Rodolfo Amazona Faculty Romulo Ferrer Faculty

Jaime Grande Faculty Oliver Celi Faculty

Erna Kristi Martinez Faculty

Lilibeth Decena Program Chair

Meynard Soriano Acting Program Chair

Arlani Buccat Faculty Michelle Montalbo Faculty

Leah Grace Nasak Faculty Reynaldo Dait Faculty

Lorie Layugan Faculty Bryan Ruiz Faculty Cherrie Almazan Faculty

Gina Domingo Faculty

Elisabeth Calub

Faculty
Armel De los Santos

Faculty

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1.4 Positions
Dean: Mrs. Ellen Halover Head of the SIT Department who evaluates the Faculty members as well as the Program Chairs with the help of the Faculty Profile. She has the privilege over the Faculty Profile as the secretary. Secretary: Mrs. Avegale Charisma Canipas She is the primary person who creates and updates the Faculty Academic Profile Monitoring System as well as generates reports. Program Chairs: BSCS - Stephanie Pablo She heads the BSCS Department and evaluates her subordinates. She is allowed to update the system when the secretary and dean are not available. BSIT - Lilibeth Decena She heads the BSIT Department and evaluates her subordinates. She is allowed to update the system when the secretary and dean are not available. BSCOE (Acting: Meynard Soriano) He temporarily heads the BSCOE Department and evaluates his subordinates. He is allowed to update the system when the secretary and dean are not available. CTY - Glammoco Camora - He heads the CTY Department and evaluates his subordinates. He is allowed to update the system when the secretary and dean are not available.

1.5

Services Offered
Faculty Academic Monitoring It monitors the faculty academic standing, employment status and more faculty information that will ensure the facultys competency. It is used for evaluation of instructors, and for accreditation.

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2. The Information System

The School of Information Technology Faculty Academic Profile Monitoring System is a dynamic system that is used in: monitoring the faculty academic profile; evaluating faculty to ensure their competency in teaching; accreditation; Keeping track on the statistics of the Faculty Profile.

2.1

Processes
Creating a Portfolio Every faculty member will have their own portfolio for storing documents created by the secretary. Updating of the Faculty Profile Updating is done when a semester ends or before a semester begins. The Human Resource and Development Management Center forwards the needed documents to the secretary. Requisition of reports - Whenever an authorized person requests for a report, the secretary will open the document of the required date and edit it to show only the fields required by the requester. Report Generation Two reports are generated every end of a semester. The Faculty Profile Data and the Faculty Profile Statistics. The Faculty Profile Data is where the Personal Information, Employment Status, Academic Records and other employment information of each faculty are comprehended. The Faculty Profile Statistics is the report for the number of faculty members, number of Full Time or Part Time, number of Permanent of Probationary faculties and more.

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2.2

Source Documents

In order for the system to be functional, it needs input to process into meaningful information. The following are the documents needed: Certifications Certification come from different firms, organizations and companies. They can be from local and government or international trainings and certification exams. Transcript of records Consists Official Transcript of Records issued by the school or academy verified by the Labor Relations Officers that checks the validity of the credentials. Official Employment Contract This is issued by the Human Resource Department as a binding agreement between the two parties citing the details of the facultys job description and commencement and completion of the contract. Certificate of Status This is issued by the HRMC given to them by the University Promotions Board to certify a facultys rank. Current Load Schedule This document shows how many units a faculty is teaching. It also tells if a faculty is active during a particular semester or not.

2.3

Reports

The document is updated periodically at the end of a semester. Whenever an authorized person requests for reports, the secretary edits the document according to the requested details. The following are the list of reports generated by the secretary: Faculty Profile Data List of faculty members with their Current Academic Level, List of Certifications, List of Degree Finished, Date of Employment, Years of Service, Employment Status, Ranking, Subjects Taught and more. Faculty Profile Statistics Summarizes the total number of faculty members, full-time faculty, part-time faculty, permanent and probationary members. It also shows faculties with masters and doctorate degrees and/ or the total number of

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units earned. The statistics also show the number of faculty members with certifications and the number of faculty members on a specific range of years in service.

2.4

Policies
Permanent A Faculty member who has: acquired at least a Masters Degree in line with field of specialization; - taught in the University for at least two school years; - at least eight teaching loads, or at least twenty four teaching hours per week/semester during the last two school years in the university; - not violated any school policies and regulations. Probationary All new faculties shall undergo a period of probationary employment as contractual until granted a permanent status. Full Time Faculty having a minimum of 24 hours a week per semester and a minimum of 6 hours per week during summer. Part Time - A part time faculty has at least one load but cannot exceed the minimum load of a full time faculty. Full Fledged - When a faculty member successfully finishes his/her masters or doctorate degree. Length of Service - Starting from the date of employment, the length of service is counted based on the period the faculty is active.

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Faculty Ranking Ranking of employees are done not later than the end of June of each academic year. The following are the list of ranks of a faculty: - Instructor I - Should have earned a Bachelors degree, starting from date of employment to nine years in service. - Instructor II - Should have earned a Bachelors degree and served for ten to fourteen years. - Instructor III - Should have earned a Bachelors degree. - Faculty with Masters degree from date of employment to four years in service. - Instructor IV Should have earned a Bachelors degree. - Faculty with Masters degree and served for five to nine years. - Assistant Professor - Should have earned a Bachelors degree. - Should have earned a Masters degree. - Should have earned a Doctorate degree with five to nine years of service. - Associate Professor - Should have earned a Bachelors degree. - Should have earned a Masters degree. - Should have earned a Doctorate degree with ten to fourteen years of service. - Professor - Should have earned a Bachelors degree. - Should have earned a Masters degree. - Should have earned a Doctorate degree with at least fifteen years of service. Subjects Taught - A faculty should only teach a subject that he/she is qualified with. The number of loads per semester and summer is dependent on the performance evaluation done by students, program chairs and the dean.

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2.5

Table of Information System Details

Source Document /Fields
Transcript of Records Certificates Resume

User/ Position
Faculty

Process
Submits the documents to the HRMC

Output Report/ Fields

Policies
Documents will be submitted to the HRMC

Secretary

Transcript of Records Certificates Resume Employment Contract Request Letter

Updates/ creates the Faculty Profile

Rank Certificat ions Personal Information Years in service

Documents will come from the HRMC

Updates the faculty profile

Faculty Profile Faculty Profile Statistics

Request Letter should come from authorized personnel. Documents will come from the HRMC Refer to Chapter 2.4

Dean

Transcript of Records Certificates Resume Employment Contract Request Letter

Updates/ creates the Faculty Profile

Rank Certificat ions Personal Information Years in service

Updates the faculty profile

Faculty Profile Faculty Profile Statistics

Request Letter should come from authorized personnel. Documents will come from the HRMC Refer to Chapter 2.4

Program Chair

Transcript of Records Certificates Resume Employment Contract

Updates/ creates the Faculty Profile

Rank Certificat ions Personal Information Years in service

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Request Letter Updates the faculty profile Faculty Profile Faculty Profile Statistics Requester Request letter Forwards a request letter Faculty Profile Data Faculty Profile Statistics Request Letter should come from authorized personnel.

From Administration and Accreditors.

2.5

Suggestions and Recommendations

For a more efficient information system: the system should have a dedicated information system for a more secured data management, easier data processing and to enable faster retrieval of old records. the system can process individual records. there should be a soft back up for every hard copy of records. E.g. licenses/certificates. Faculty members can view their own profile.

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