Development of a Student Support Services System Through a Data Analytics Approach in the Students’ Affairs and Services Office Records Management System of Ilocos Sur Polytechnic State College - Main Campus

Abstract

In the dynamic realm of higher education, technological progress has significantly reshaped traditional records management processes, rendering them more streamlined, efficient, and accessible. Within this landscape, the management of guidance records in higher educational institutions is considered focal point, given the escalating complexity and volume of student data. Recognizing this challenge, this study aimed for the development of a streamlined web-based Guidance Records Management System (GORMS) of Ilocos Sur Polytechnic State College – Main campus, which offers a transformative solution through the integration of descriptive data analytics for a more efficient and effective student support service. Descriptive and developmental methods were used as the study involved survey and software development. The researchers employed the Agile Scrum framework methods during the development of the system then selected a total of 401 participants for system evaluation.  The insights gathered from the unstructured interviews with participants formed the foundation for the enhancement, revealing the present status of the records management of the Guidance office. The results demonstrated a substantial impact on the efficiency of records management through the utilization of the developed system, as evidenced by the overall acceptability rating of 4.69. The developed system showed its potential in streamlining workflow and optimizing operations within the Guidance office. Despite challenges, acting on the recommended improvements, particularly expanding system functionalities and leveraging predictive and prescriptive data analytics, will yield a more inclusive and insightful analysis for a streamlined student support service. Development of new features and functionalities may also be considered to improve the system scalability. Systemwide implementation of the developed system is also encouraged.