Butuanon Online Scholarship Application System for Butuan

City Education Development Department

1
Hannah Faye A. Capoy Hannah Irene E. Pacot2, Lovely B. Sajulan3, Alaika P. Salva4
1
Caraga State University(BSIS), 2Caraga State University(BSIS), 3Caraga State University(BSIS)
1
[email protected]@carsu.edu.ph, [email protected],
4
[email protected]

Abstract: This study developed and evaluated the Butuanon Online Scholarship Application System for the CEDD of
Butuan City. The system sought to address the challenges of the manual scholarship application process. The study
employed an iterative development model and a mixed-methods approach, including surveys and testing, to gather
requirements and evaluate the system. The SUS was used to assess user experience. Data were collected from 40
scholarship applicants and 3 CEDD personnel. The SUS results were analyzed and indicated that the BOSAS achieved
"Good" usability, with an average SUS score of 72.2. The system effectively streamlined the application process,
reducing paperwork and improving efficiency. It enhanced administrators' data management and reporting capabilities.
The study concluded that BOSAS successfully addresses the challenges of the manual system, providing a more efficient
and accessible platform for scholarship applications. The system has been officially accepted by the CEDD.

Keywords: Butuanon Online Scholarship Application System (BOSAS), System Usability Scale (SUS), City Education
Development Department (CEDD)

1.​ INTRODUCTION

[1] [2] Education is a fundamental right that 2.1 Gathering and Analyzing Data
empowers individuals and fosters societal growth by
equipping students with essential skills, knowledge, and The researchers have gathered the essential
values, significantly influencing their future aspirations quantitative data to develop the system. With the
for higher education, [3] although financial constraints cooperation of the City Education Office of Butuan
often hinder access, [4] highlighting the critical role of City, the researchers have interviewed the
scholarships in bridging this gap. To address this, the Administrative Officer(AO) of CEDD and as a result,
City Education Development Department (CEDD) of they have accumulated a copy of data such as what is
Butuan City manages the Butuan City Barangay the process of City Education when the students apply
Scholarship Program, which aims to provide financial for the scholarship, what challenges they face with the
assistance to qualified, underprivileged students for current applications system, etc. which are important
private higher education within the city. However, the material for deeper understanding the current system of
current manual application process, requiring in-person the City Education.
visits and paper submissions, presents significant The researchers have also conducted an online
challenges for both the CEDD in managing a high survey using Google Forms, which was participated in
volume of applications and for applicants who report by the current and renewal scholars of the Butuan LGU,
dissatisfaction due to long waiting times, inconvenient and before the researchers started, the researchers
office hours, and multiple visits. [5] [6] Recognizing the presented the online survey form to the City Education
potential of online platforms to overcome these personnel to validate the questions.
inefficiencies and enhance accessibility, as
demonstrated by other successful scholarship systems,
this study developed a web-based system called
Butuanon Online Scholarship Application System for
the Butuan City Barangay Scholarship Program,
enabling online submissions, document uploads,
application tracking, automated notifications, and
comprehensive report generation to improve the overall
efficiency and accessibility of the application process.

2. METHODS
Figure 2-1. Survey Result of Challenges Faced in the
This section shows how the study was conducted Walk-In Scholarship Application Process
and presents the diagrams of the system. Figure 2-1 shows the result of one of the
questions posted in the online survey. Out of 127
participants, 99(77.95%) experienced challenges in the
current scholarship application. This indicates that an scholars. Each user type has a dedicated interface to
existing problem needs to be addressed. manage their interaction with the system. Applicants
and scholars can view news or announcements, apply
for or renew the scholarship, and track the status of their
application. The AO can view student applications,
update their funds, manage news and announcements,
and view the dashboard. Additionally, the system
administrator/ IT is the one who creates login
credentials and is assigned to the general setup of the
system.
Figure 2-2. Survey Result in Interest in Online
Scholarship Application System
The survey also reveals that the current
scholars (survey participants) have shown a
great interest in scholarship online application
and renewal (see Figure 2-2).

2.2 Development of the System Using the

Iterative Model

Figure 2-5. Applicant Flowchart

Figure 2-3. SDLC Iterative Model
The researchers utilized the iterative model for Figure 2-5 shows the features that are accessible
several reasons; one of the key reasons is that the through the applicant interface. Users can navigate
iterative model's flexibility in handling changing multiple pages that are efficient for the journey of the
requirements and unexpected challenges is one of its applicants. The web-based application allows the
main features. [7]In the iterative model, development applicants to apply for the Butuanon Scholarship from
begins with a core set of requirements and a basic the comfort of their homes without the need to visit the
software product. Through subsequent iterations, office frequently, and even allows them to track their
additional features are progressively added to this status using the number the system provided and receive
foundation. This incremental approach allows an email stating whether the applicants’ application is
continuous development and refinement, ensuring the approved or rejected.
final product meets all specified needs. With these
characteristics, the development of the system has been
monitored by the City Education Development
Department (CEDD) office, and through multiple
iterations, the system meets the client’s needs.

Figure 2-4. Process of the Application

Figure 2-4 presents the interactions and
boundaries of the system stakeholders. The diagram's
double-headed arrow indicates that every system user
can send and receive data. Users can interact with the
system: The system administrator(IT), the
Administrative Officer(AO), the applicants, and the
 Figure 2-6. Scholar Flowchart Table 2.2 System Development Minimum Hardware
The scholar flowchart(Figure 2-6) illustrates the Requirements
user journey of a scholar in the Butuanon scholarship
system. It starts with the user logging in, followed by
QUANTITY MINIMUM
verification of their credentials. If successful, the user REQUIREMENTS
accesses the dashboard with options for viewing
announcements, accessing the homepage, managing 1 Personal Computer/
their profile, and logging out. For renewal applications Laptop
or document uploads, the system checks for
completeness. Missing documents trigger a modal 1 8GB RAM
window prompting the user to complete the submission.
1 Intel® CoreTM i5
Table 2.2 presents a list of minimum
hardware requirements that are necessary for
the development of the system.

Figure 2-7. System Administrator and AO Flowchart

Figure 2-7 indicates the admin and AO interface.
AO is responsible for what is shown in the user
interface, such as announcements/news, allowing
applications, updating the status of applicants’ and
renewals’ applications, and updating the funds of the
scholars. By referencing Figures 2-5, 2-6, and 2-7, we
can understand the system’s core functionality. It depicts
the login process for both users(applicant and scholar)
and administrators(AO and admin).

2.3 Hardware and Software Requirements

This section presents the list of
minimum hardware and software requirements
that the researchers use for the completion of
the system.
Table 2.1 System Development Minimum Software Figure 2-8. System Acceptance Form
Requirements The SUS (System Usability Scale)
questionnaire has been administered to both
SPECIFICATION MINIMUM
alpha and beta testers to further evaluate the
REQUIREMENTS
system's usability. The SUS is a widely used
Front-end/ UI & UX React.js, Tailwind industry standard for measuring user
CSS experience. By utilizing this scale, the
researchers quantified the system's usability
Backend Supabase and identified areas for improvement.

Integrated Visual Studio Code

Development
Environment (IDE)
Table 2.1 presents a list of software
minimum requirements that are necessary for
the development of the system.
 allows applicants to enter personal
information, upload required documents, and
submit their applications for review.

Figure 2-9. Interpreting System Usability Scale (SUS)

Score

The calculated SUS score can be

interpreted using the following guidelines in
Figure 2-9. By analyzing the SUS scores
obtained from the alpha and beta testing
phases, the researchers had gained valuable
insights into the system's strengths and
weaknesses. This information has been used to
refine the system and enhance the overall user
experience. Figure 3-2. Confirmation of Application Details

Figure 3-2 shows a digital form

3. RESULTS AND DISCUSSION displaying the applicant's personal
information. This serves to verify the accuracy
3.1 Web-based Scholarship Application of the details provided by the applicant before
System finalizing the application submission.
This aims to develop an optimized online
system that will streamline the scholarship application
process for the Butuan CEDD.
3.1.1 Application Process

Figure 3-3. Application Number

Figure 3-3 displays a confirmation

modal that appears upon successful
submission of a scholarship application. This
modal serves to verify the successful
submission of the application and provides the
applicant with an Application Number.

3.1.2 Renewal Application Process

Figure 3-1. Scholarship Application Form

Figure 3-1 presents the Scholarship

Application Form for online submission. It
 Figure 3-4. Renewal Process
Figure 3-4 presents the renewal
process, where scholars upload required
documents directly. This feature helps ensure
organized submissions and faster processing Figure 3-5. New Applicant
by administrators. The Butuanon Online
Scholarship Application System (BOSAS) 3.2.2 Generate Reports for Administration
streamlined the manual application process by to Renewal Applicant
allowing online submissions.

3.2 Automated Report Generation for

Applicant and Status Tracking
These features enhance the scholarship
program's traceability by ensuring easy access
to information. Administrators can easily
access and review organized data, streamlining
management processes. This supports efficient
decision-making and tracking throughout the
scholarship process.

3.2.1 Generate Reports for Administration Figure 3-6. Renewal Applicant

to New Applicant
Figure 3-5 shows the user interface of Figure 3-6 displays a user interface
the scholarship management system, designed specifically designed to streamline the
to streamline the evaluation process for new evaluation process for renewal applicants. The
applicants. system includes a ‘Set Application Date’
button on the right-hand side, which
administrators can use to set the renewal
application date for renewal applicants.

3.2.3 Analytics Dashboard for Scholarship

Management

The Analytics Dashboard of the

Butuanon Online Scholarship System serves as
a central tool for tracking and monitoring the
overall performance and progress of the
scholarship program. This dashboard offers a
comprehensive overview, presenting real-time
data on various key areas, such as the total
number of applications submitted, accepted, (applicants and personnel), ensuring that it
rejected, or pending, through graphs, charts, aligns with its intended purpose and usability
and tables. It can also break down data by standards.
school, barangay, or application period. These For questions 1, 3, 5, 7, and 9 (the
visual tools make it easier to interpret large odd-numbered questions), higher scores mean
volumes of data, allowing administrators to users liked the system more. The results show
make informed and timely decisions. many users were satisfied with the system. For
Question 1, about 48% of users strongly
agreed (gave 5 points), showing nearly half
3.2.4 Scholar Disbursement Management would like to use the system often. For
Interface Question 3, about 58% strongly agreed the
system was easy to use. Question 5 had about
52% of users strongly agreeing that the
system's features worked well together. For
Question 7, about 55% strongly agreed most
people would learn the system quickly.
For questions 2, 4, 6, 8, and 10 (the
even-numbered questions), lower scores mean
users liked the system more. For Question 2,
Figure 3-7. Disbursements Page about 45% strongly disagreed (gave 1 point),
Figure 3-7 shows the Disbursements meaning many users did not find the system
page of the Butuanon Online Scholarship too complex. Question 6 had about 52%
System, created for managing scholarship strongly disagreeing that the system was
payments. This interface enables efficient and inconsistent. For Question 8, about 64%
accurate scholarship disbursement by tracking strongly disagreed that the system was difficult
applicant status, verifying eligibility, and to use. The average scores at the bottom of the
maintaining organized financial records. table ranged from 2 to 4 points, with
odd-numbered questions averaging higher
3.2.5 Scholars Management Interface scores and even-numbered questions
averaging lower scores. This pattern shows the
system was easy to use, since higher scores on
positive questions and lower scores on
negative questions both mean users found the
system user-friendly.

Figure 3-8. Scholars Page

Figure 3-8 presents the Scholars page
of the Butuanon Online Scholarship System,
which shows a detailed table of scholar
information. The table included the scholar’s
name, status, and scholarship type (New or
Renewal). These features helped ensure that
all records were complete and well-organized.
The interface also supported the creation of
accurate reports, giving clear information on
scholar demographics, application statuses,
and renewal progress. This improved
transparency, accountability, and efficiency in
managing the scholarship program.

3.3 Usability Evaluation of the Online

Scholarship Application System
The results provide insights into how
well the system meets the needs of its users
 by summing the adjusted scores for odd and
even questions (Final ODD+Final EVEN).
The summation of scores row provided
Table 3-1. SUS Results Computation a clear and concise measure of the system's
Sum of Final Sum of Final Final overall usability. It was calculated by summing
ODD ODD EVEN EVEN Score
Applicant #1 17.0 42.5 16.0 40.0 82.5 the individual scores of all participating
Applicant #2 19.0 47.5 13.0 32.5 80.0 applicants and dividing the total by the number
Applicant #3 18.0 45.0 19.0 47.5 92.5 of participating applicants. Same for the SUS
Applicant #4 17.0 42.5 12.0 30.0 72.5
score of personnel was calculated by summing
Applicant #5 13.0 32.5 11.0 27.5 60.0
Applicant #6 19.0 47.5 12.0 30.0 77.5 the individual scores of all participating
Applicant #7 19.0 47.5 14.0 35.0 82.5 personnel and dividing the total by the number
Applicant #8 20.0 50.0 16.0 40.0 90.0 of personnel participants.
Applicant #9 17.0 42.5 12.0 30.0 72.5
The Applicant group is comprised of
Applicant #10 17.0 42.5 11.0 27.5 70.0
Applicant #11 15.0 37.5 7.0 17.5 55.0 forty individuals, and the Personnel group
Applicant #12 10.0 25.0 15.0 37.5 62.5 includes three respondents, with scores
Applicant #13 16.0 40.0 16.0 40.0 80.0 ranging from approximately 52.5 to 100, and a
Applicant #14 12.0 30.0 10.0 25.0 55.0 summation score of 72.2.
Applicant #15 14.0 35.0 13.0 32.5 67.5
Applicant #16 18.0 45.0 13.0 32.5 77.5
Applicant #17 15.0 37.5 5.0 12.5 50.0
Applicant #18 15.0 37.5 11.0 27.5 65.0 4. SUMMARY
Applicant #19 17.0 42.5 13.0 32.5 75.0 The Butuanon Online Scholarship
Applicant #20 18.0 45.0 8.0 20.0 65.0 Application System was developed to improve
Applicant #21 16.0 40.0 16.0 40.0 80.0
Applicant #22 20.0 50.0 20.0 50.0 100.0 the inefficient manual process previously used.
Applicant #23 12.0 30.0 9.0 22.5 52.5 In the manual process, applicants were
Applicant #24 16.0 40.0 15.0 37.5 77.5 required to submit paper forms directly to the
Applicant #25 20.0 50.0 12.0 30.0 80.0 office, often resulting in transportation costs
Applicant #26 19.0 47.5 16.0 40.0 87.5
Applicant #27 19.0 47.5 13.0 32.5 80.0 and a time-consuming submission process.
Applicant #28 15.0 37.5 6.0 15.0 52.5 Physical documents were at risk of being
Applicant #29 19.0 47.5 16.0 40.0 87.5 misplaced, lost, or damaged, especially during
Applicant #30 19.0 47.5 14.0 35.0 82.5 the rainy season or peak application periods.
Applicant #31 13.0 32.5 11.0 27.5 60.0
Applicant #32 18.0 45.0 16.0 40.0 85.0
Administrators also faced several challenges in
Applicant #33 14.0 35.0 13.0 32.5 67.5 managing the scholarship program using the
Applicant #34 13.0 32.5 10.0 25.0 57.5 manual process. Since everything was done on
Applicant #35 15.0 37.5 13.0 32.5 70.0 paper, organizing and storing documents
Applicant #36 18.0 45.0 6.0 15.0 60.0
Applicant #37 15.0 37.5 10.0 25.0 62.5
became a major task.
Applicant #38 18.0 45.0 8.0 20.0 65.0 Based on the SUS grading scale for the
Applicant #39 14.0 35.0 13.0 32.5 67.5 scholarship applicants and CEDD personnel.
Applicant #40 13.0 32.5 12.0 30.0 62.5 The summation score shown at the bottom of
Personnel #1 17.0 42.5 15.0 37.5 80.0
Personnel #2 16.0 40.0 15.0 37.5 77.5
the table is 72.2, which appears to be the
Personnel #3 15.0 37.5 15.0 37.5 75.0 combined average for all participants. This
Summation of Scores 72.2 falls under grade B, which indicates that the
system has "Good" usability (4.3.1 System
Table 3-1 presents the SUS summation Usability Scale Results). This suggests that
of score results. The sum of odd column participants found the system usable overall.
represents the total score from the
odd-numbered SUS questions, while the final
5. CONCLUSION
odd column provides the adjusted score for
The Butuanon Online Scholarship
these questions, calculated using the formula
Application System was developed to address
(Sum of ODD−5)2.5. Similarly, the sum of
the inefficiencies and challenges of the
even column shows the total score from the
traditional manual scholarship application
even-numbered SUS questions, and the final
process. The manual system was
even column reflects the adjusted score for
time-consuming, prone to errors, and lacked
these questions, computed using the formula
transparency. By moving to an online system,
(25−Sum of EVEN)2.5. The final score
many of these issues were resolved. The new
column displays the total SUS score, derived
platform allowed for faster submissions, easier
tracking, and more organized record-keeping. [7] Kumar, S. (2023). SDLC - Iterative Model.
For applicants, the system facilitates a https://www.scaler.com/topics/software-engineering/
streamlined submission procedure and iterative-model-in-software-engineering/
provides real-time tracking capabilities, [8] UIUX Trend. (n.d.). Measuring system usability:
System usability scale (SUS).
resulting in increased convenience and https://uiuxtrend.com/measuring-system-usability-sc
efficiency. ale-sus/
The CEDD has officially accepted the
system, recognizing its potential to improve
scholarship management procedures. This
acceptance underscores the system's
achievement of the study's core objectives,
particularly the system's effective transitions
from traditional paper-based forms to a digital
platform, thereby eliminating associated
inefficiencies. By leveraging technology, the
Butuanon Online Scholarship Application
demonstrates the transformative power of
digital solutions in modernizing administrative
procedures. The information collected by the
system helps officials make better choices
about funding distribution and program
improvements.

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