Enhanced Mobile-Based Records Management and E-Payment with SMS Notification: A Performance Evaluation

Enhanced Mobile-Based Records Management and E-Payment with SMS Notification: A Performance Evaluation

Mary Jane Pagay-Cierva, LPT, MSIT., Anthony Gerant P. Garciano, DPA., Joselito Q. Borong, Ph.D, Richard Flores

Bato Institute of Science and Technology, Inc, Dolho, Bato, Leyte, Philippines

DOI: https://dx.doi.org/10.47772/IJRISS.2025.905000212

Received: 28 April 2025; Accepted: 06 May 2025; Published: 06 June 2025

ABSTRACT

In the current digital era, educational institutions face pressure to update administrative processes to meet stakeholder demands. Manual school registrar record-keeping poses challenges such as inefficiencies, delays, and security risks. An online request and e-payment system for school records management with SMS notification was developed to address these issues. This solution aims to enhance efficiency by streamlining record requests and payments, leveraging SMS gateways and online payment platforms. Key objectives include designing a user-friendly application and implementing SMS notifications for fee and request updates. While offering convenience to students, alumni, faculty, and staff, challenges such as network coverage and platform compatibility were acknowledged. The study was conducted at Bato Institute of Science and Technology, Inc. with a population of 2129 and a sample size of 100 respondents was selected using simple random sampling. The researcher used quantitative and qualitative methods to evaluate the system’s performance. Based on the gathered and analyzed data, the researcher concluded that the developed system was graded as excellent in functionality, reliability, usability, efficiency, maintainability, portability, security, and compatibility. Thus, the system was successfully designed and developed as envisioned.

Keywords: Administrative efficiency, digital transactions, mobile application, system usability

INTRODUCTION

Technology has significantly transformed daily life, including education (Johnson, 2016; World Bank, 2020). Educational institutions face increasing pressure to improve administrative processes to meet the demands of students, parents, faculty, and staff (Smith & Brown, 2018). School registrar records contain crucial information about students’ academic history and are essential for verifying credits, checking transcript accuracy, and tracking student progress and graduation rates (Doe & Lee, 2019). Managing these records is challenging, particularly when done manually, as it can lead to inefficiencies, security risks, and transcription errors (Garcia, 2017; UNESCO, 2021).

A study by Tining and Winarno (2020) demonstrated the effectiveness of combining a Document Management System with an SMS Gateway for improving data accuracy, reliability, efficiency, and cost savings. However, the Bato Institute of Science and Technology still used a manual process for requesting student records, leading to issues like lengthy paperwork, potential security breaches, transcription errors, and access delays. These challenges highlighted the need for a more efficient system.

In response, the researcher proposed a mobile-based school record management system with an e-payment platform and SMS notifications at BIST. This system aims to reduce human error, save time and resources, and enable online requests and payments, ensuring accuracy and security. Users would receive SMS notifications for confirmation and updates.

Fan et al. (2021) developed an online payment system that uses Access Control Engine authentication to provide enhanced security and flexibility. This system allows for fine-grained access control and efficient user authentication.

Several studies, including Alzahrani and Almuhanna (2020), Adeyemi and Akintoye (2020), Anarado and Okafor (2021), Azim and Mohamed (2022), and Mukherjee et al. (2022), introduced systems that incorporate e-payment and SMS notifications to increase efficiency and security in payment processes while providing a convenient payment option for users. These systems make the payment process easier and more efficient and improve user experience.

Tiwari and Singh (2020) created a payment system that allows students to pay their fees via SMS notifications, while educational institutions receive real-time notifications regarding payment status. This secure and user-friendly system provides a transparent record of all transactions.

Alzeer and Farhan (2020) focused on developing e-payment systems for universities and students to request academic records online. Wang et al. (2021) and Wong et al. (2022) explored various technologies and architectures to improve academic record requests and e-payment processes in educational institutions.

Wang and Xiao (2022) developed an online academic record request and e-payment system that uses biometrics and SMS notifications for added security. This system is designed to simplify requesting and receiving academic records and enhance their security and privacy.

Cierva (2023) conducted a comprehensive survey involving 1,309 participants to evaluate the Performance of the Bato Institute of Science and Technology Online Enrollment System. The survey considered system efficiency, response time, and user experience. The findings indicated that the system received a “Very Good” rating, particularly regarding quick response times and the absence of lags or delays. However, the study suggests room for improvement, especially regarding the system’s compatibility with smartphones, tablets, and laptops. Enhancing this compatibility can increase accessibility and convenience for users who prefer various devices.

Chung and Kim (2020) and Nikolaidou et al. (2021) found that developing mobile-based payment systems for university students could optimize payment processing and enhance the user experience. Al-Emran and Shaalan (2020) discovered that using mobile-based e-payment systems in higher education could offer several benefits, such as faster payments, less administrative work, and more transparency. Gao et al. (2021) used the modified UTAUT model to comprehend user adoption behavior of mobile payment in higher education, emphasizing the significance of performance expectancy, effort expectancy, security, and social influence. Suratno et al. (2022) found that a simple user interface design enhances acceptance of mobile-based payment technology, with trust in its security and reliability playing a more crucial role. Szymczyk and Wojciechowski (2023) proposed a Bluetooth mobile payment system for schools that is fast, secure, and easy to use without extra hardware.

Alsulaiman (2021) conducted a study on adopting mobile payment systems, highlighting the significance of security, perceived usefulness, ease of use, and consumer service quality. Customers prioritized the safety of their data and passwords and were more likely to use mobile payment systems if they were convenient and cost-efficient. Lu and Churchill (2020) emphasized trust as the most crucial factor for consumers to adopt mobile payment technology, whereas perceived risk acted as a barrier to adoption. Usefulness, ease of use, and social influence significantly encouraged consumers to use mobile payment technology. Lee et al. (2021) found that factors such as ease of use, trust, advantage, and intention significantly influenced students’ adoption of mobile payment technology, with university students being more likely to use it. Bista and Shim (2020) identified convenience, accessibility, and security as some of the significant benefits of mobile payment but also acknowledged challenges such as trust, compatibility, and infrastructure, suggesting areas for future research.

Mao et al. (2020) used the Grey Lotka-Volterra Model to study the competitive and cooperative relationship between third-party online payment systems and online banking in China, concluding that this model was superior in predicting their relationship during the pandemic. Verma and Sharma (2022) highlighted the crucial role of customer experience and convenience in building trust, increasing digital payment adoption, and driving customer satisfaction. They also suggested that payment service providers prioritize secure, user-friendly payment systems that meet customer needs. These studies demonstrate the potential of technology to streamline online payment and transaction processes in educational institutions, improving efficiency, security, and user experience.

To summarize, the studies indicate that payment systems based on mobile phones provide various advantages, including quicker and more precise payment processing, better payment security, and higher user satisfaction. Elements such as simplicity, perceived usefulness, and social impact motivate users to use mobile payment technology. Nonetheless, the adoption and usage of mobile payments are still encountering obstacles related to issues such as trust, compatibility, and security.

Conceptual Framework

Figure 1 illustrates the conceptual framework diagram representing the online records and payment management system. Users access the system through a registered website (https://recordsanddepayment.com/login), where they authenticate via the primary login. The system relies on internet connectivity as a web-based and mobile-based platform to facilitate communication between users and the server. The web server acts as the central processing unit, handling user requests and ensuring seamless interaction with the database.

The database is structured into multiple modules, including User Management, which handles authentication, roles, and profiles; Document Management, which stores and processes user-uploaded documents; Short Message Service (SMS), which likely enables notifications and verification messages; and a Payment Gateway that facilitates secure online transactions. This system follows a client-server architecture, where users interact with a web-based interface that communicates with the web server, retrieving and updating records stored in the database. By integrating these components, the system ensures efficient management of user data, documents, notifications, and payments.

Figure 1. Conceptual framework

MATERIALS AND METHODS

The researcher employed both quantitative and qualitative methods sequentially. Quantitative research involved gathering data on the system’s Performance from targeted users, while qualitative methods included interviews and supplementary observations. The study adopted an exploratory case study approach to examine individuals’ experiences, employing an interpretive method for analyzing findings.

The research was conducted at the registrar’s office of BIST. To evaluate the system’s performance, respondents were invited to complete a survey using Google Forms. A total of 100 participants took part in the survey (see Figure 2). The respondents included students and alumni, as they were the main users involved in the request and payment process, as well as staff from the registrar’s office, who were responsible for overseeing and managing the entire process.

Figure 2. Graphical illustrations of the respondents

The researcher evaluated the mobile-based and online payment system using the Product Quality-ISO 25010, providing a comprehensive framework for assessing quality. An adaptive questionnaire ensured accurate feedback tailored to users’ roles and knowledge levels—the e-payment evaluation utilized qualitative and quantitative methods, gathering student, alumni, and staff input. Additionally, a usability study assessed the mobile application’s ease of use and functionality. Overall, the research instrument facilitated a more efficient and convenient way for school management and stakeholders to access and manage important school information, with evaluations ensuring ongoing effectiveness and improvement.

Table 1. Product Quality – ISO 25010

Table 1 is adapted from our specific approach to designing and developing a mobile-based Registrar School Record Management and E-payment system. These characteristics and sub-characteristics can be used to evaluate the developed system.

The data were interpreted using statistical tools (see Table 2). Interpreting results involves understanding the insights gained from the data analysis and conclusion. Table 2 presents the 5-point Likert Scale used to evaluate the developed system, where responses are interpreted based on their corresponding numerical range and qualitative meaning. This scale was adapted from DeVellis (2017) to suit system evaluation contexts.

Table 2. Adaptive 5-Point Likert Scale for System Evaluation (Adapted from: DeVellis, R. F. (2017). Scale Development: Theory and Applications (4th ed.). Sage Publications.)

The developed system was implemented after following the phases of the modified waterfall model. The researcher surveyed the institution. The survey aims to evaluate the effectiveness of the Performance of the developed system in improving the efficiency and accuracy of academic records management and payment processing. The staff used web browsers like Chrome, Edge, Safari, and Mozilla to access the web page and test functionality, reliability, usability, efficiency, maintainability, portability, security, and compatibility. The alumni/students were also asked to download the mobile application to evaluate the e-payment and request within the mobile. Each user will be asked to log in to the system, and some users, like the alumni, were asked to register first to get their username and password as part of the testing. Figure 3 shows the user’s main login page. Figure 4 shows the registration form for alumni who still need to create an account. Figure 5 is the main login for the mobile application.

The users (respondents) were asked to navigate to the login page using their accounts. After a successful login, the user is redirected to their account dashboard. From there, the user can access the functions relevant to their role. Once the user completes their tasks, logging out of the system is recommended to avoid unauthorized access to their account.

Once the users had completed their tasks, the researcher asked them to answer the survey through Google Forms(https://rb.gy/bpn2ql). A total of 100 respondents completed the form. After the survey was completed, the researcher calculated the percentage. The statistical tool provides a general view of the study’s whole section. It also includes the scaling system, which the researcher used to monitor the respondents’ interpretation of facts. The Likert scale was used to interpret the items in the questionnaire. These data were based on the respondents’ responses.

Figure 3. Main login page

Figure 3 showcases the Main Login Page, serving as the primary access point for users to enter their accounts within an application or website. Users input their existing username and password and then proceed by clicking the “Sign In” button to gain access to their account dashboard. It is emphasized that users should maintain account security by logging out after each session, especially when using shared or public computers.

Figure 4. Registration form

Figure 4 presents the Registration Form, which was explicitly designed by the researcher for alumni and students who do not have an existing account. Users must fill out all the necessary details, including personal information such as name, email address, contact number, and date of birth. Users can submit the form for account creation upon completing all required fields. Subsequently, users await an SMS message containing their username and password.

These two figures represent crucial aspects of the user experience within the system. The Main Login Page serves as the initial point of interaction, providing a secure gateway for users to access their accounts. On the other hand, the Registration Form caters specifically to new users, offering a streamlined process for creating accounts and gaining access to the system’s functionalities.

The system aims to enhance user trust and satisfaction by ensuring a user-friendly interface and prioritizing account security measures such as password protection and session management. These features help ensure a smooth and safe user experience, encourage involvement, and facilitate effective interaction with the system’s functionalities.

Figure 5. Main login for Android mobile

Figure 5 illustrates the main login page of a mobile application. It is the central access point for users to sign in to their existing accounts or create new ones. The page offers a straightforward interface, giving users two options upon landing: signing in with existing credentials or creating a new account.

For users with existing accounts, the process is streamlined. They input their username and password and proceed by clicking the “Login” button. This direct sign-in approach ensures quick and efficient access to their accounts, enhancing user experience and satisfaction. On the other hand, the registration process is equally easy to understand for new users who wish to create an account. They are guided to the registration form section, where they provide necessary details such as name, email, birthday, and contact number. This streamlined registration process simplifies account creation, reducing obstacles and encouraging user adoption.

By offering this dual functionality on the main login page, the mobile application optimizes user experience by catering to the needs of both existing and new users. This approach facilitates seamless transitions between signing in and creating accounts and contributes to users.

Figure 6. Request status

Figure 6 illustrates the Request Status feature within the system, offering users visibility into their submitted requests’ current state or progress. This feature is designed to inform users about where their request stands and any actions required. The Request Status feature typically includes various status labels or indicators, such as “Request Placed,” “Payment Required,” “Preparing documents,” or “Completed.” These status updates serve as a roadmap for users, guiding them through the journey of their requests and providing clarity on their current status within the system.

Moreover, the Request Status feature includes real-time updates to inform users about any changes or developments regarding their requests. By keeping users informed of the latest information, the system will be transparent and accountable.

The Request Status feature enhances systems’ transparency, efficiency, and accountability. By providing users with clear visibility into the progress and outcome of their requests, this feature empowers users to stay informed and actively participate in the process.

Figure 7. SMS notifications

Figure 7 shows the SMS notification feature in the mobile-based registrar school record management and e-payment system. This feature ensures that alumni or students receive timely updates and alerts directly on their mobile phones. These include notifications about the payments and status of the request for their academic records, enhancing communication, and ensuring they are well-informed.

Figure 8. Payment through PayPal

Figure 8 shows the payment feature through PayPal in the developed system, which allows for secure and convenient online fee transactions. Alumni or students can easily make payments for their online requests directly through the mobile app, simplifying the payment process and ensuring timely financial management.

RESULTS AND DISCUSSIONS

The researcher surveyed the BIST to evaluate its Performance and consider improvements. Along with the survey, there are 2129 population and a sample size of 100 respondents who completed the questionnaire and participated in the survey. The participants were instructed to use any web browser, such as Chrome, Mozilla, or Microsoft Edge, to access the webpage for usability testing and to assess the system’s Performance. Each participant had to log into their account for the test. The Performance of the developed system was determined in terms of functionality, reliability, usability, efficiency, maintainability, portability, security, and compatibility.

Below are the portions that analyze and interpret the data from the users’ evaluation of the Bato Institute of Science and Technology-developed system, which they used during the online survey.

Table 3. Performance of the system in terms of functionality

Table 3 presents the Performance of the Mobile-based School Registrar Records and E-Payment with SMS Notification in terms of functionality, as assessed by users. Across all evaluated aspects, the system received consistently high ratings, indicating excellent Performance. Firstly, regarding task performance, 90% of respondents affirmed that the system effectively performs the required tasks. Similarly, 89% of users reported that the system’s outcomes aligned with their expectations. Additionally, a significant majority (88%) acknowledged the system’s ability to interact seamlessly with other systems, reflecting efficient integration and interoperability. Moreover, the system’s security measures, particularly its ability to prevent unauthorized access, received positive feedback from 90% of respondents. The mean scores for all evaluated items were consistently high, averaging 4.86 out of 5, indicating an excellent overall performance rating.

Table 4. Performance of the system in terms of reliability

Table 4 shows the reliability assessment results for the Mobile-based School Registrar Records and E-Payment with SMS Notification, demonstrating high Performance and user satisfaction levels across various aspects. Firstly, users reported that most faults in the system had been effectively eliminated over time, with 90% of respondents affirming this statement. These indicate a proactive system maintenance and troubleshooting approach, resulting in a reliable and stable system environment. Additionally, the system was praised for its capability to handle errors, with 90% of users acknowledging its effectiveness in managing and mitigating errors. These reflect robust error-handling mechanisms and procedures, improving the system’s reliability.

Furthermore, 90% of respondents positively rated the system’s ability to notify users about incorrect data entry, highlighting its role in ensuring data accuracy and integrity. Lastly, the system demonstrated resilience in the face of failures, with 90% of users reporting that the software resumes working and restores lost data after a failure. The mean scores for all evaluated items were consistently high, averaging 4.87 out of 5, indicating an excellent overall performance rating regarding reliability.

Table 5. Performance of the system in terms of usability

Table 5 summarizes the usability assessment of the Mobile-based School Registrar Records and E-Payment with SMS Notification, indicating a high level of user satisfaction and effectiveness in terms of usability. The findings revealed that users quickly comprehended how to use the system, with 92% affirming this statement, suggesting an intuitive interface and navigation. Additionally, 91% reported a quick learning curve, indicating accessibility to users of varying expertise levels. Most users (90%) found the system easy to utilize, highlighting its efficiency in day-to-day operations. Moreover, 82% liked the system’s interface, indicating a visually appealing design that enhanced user experience. Overall, the mean scores for all evaluated items were consistently high, averaging 4.86 out of 5, reflecting excellent Performance in usability.

Table 6. Performance of the system in terms of efficiency

As shown in Table 6, the efficiency assessment of the Mobile-based School Registrar Records and E-Payment with SMS Notification indicates high user satisfaction and effectiveness regarding system responsiveness, execution time, and resource utilization. Firstly, users reported that the system responds quickly to their inputs, with 91% of respondents affirming this statement. These suggest that the system’s Performance meets user expectations regarding responsiveness, facilitating smooth and efficient interaction with the system. Additionally, 91% of users reported that the system’s execution time is appropriate, indicating that tasks are completed within a reasonable timeframe, contributing to user productivity and satisfaction. Moreover, most users (91%) stated that the software utilizes resources efficiently, reflecting optimized resource allocation and management within the system. The mean scores for all evaluated items were consistently high, averaging 4.89 out of 5, indicating an excellent overall performance rating regarding efficiency.

Table 7. Performance of the system in terms of maintainability

Table 7 presented the maintainability assessment of the Mobile-based School Registrar Records and E-Payment with SMS Notification, indicating a high level of user satisfaction and effectiveness in diagnosing faults, accommodating changes, and facilitating testing. Users reported that system faults could be easily diagnosed, with 90% affirming this statement, suggesting practical tools and processes for issue identification and resolution. Additionally, 90% reported that the system continued functioning when changes were made, indicating flexibility and adaptability. Most users (90%) stated that the software could be tested quickly, reflecting well-defined testing procedures. Overall, mean scores for all evaluated items were consistently high, averaging 4.87 out of 5, indicating excellent Performance in maintainability.

Table 8. Performance of the system in terms of portability

As shown in Table 8, the portability assessment of the Mobile-based School Registrar Records and E-Payment with SMS Notification reveals high user satisfaction and effectiveness regarding system mobility and ease of installation. Firstly, users reported that the system can be moved to other environments, with 89% of respondents affirming this statement. While this percentage is lower compared to other items, it still indicates a significant portion of users acknowledging the system’s portability, suggesting that the system can be relocated to different environments quickly. Additionally, 90% of users reported that the software can be installed quickly, indicating a streamlined installation process that minimizes complexity and user effort. The mean scores for both evaluated items were consistently high, averaging 4.87 out of 5, indicating an excellent overall performance rating regarding portability.

Table 9. Performance of the system in terms of security

Measuring access control, validation, and authorized destruction should be implemented to prevent unauthorized access, alteration, or destruction of records, essential to a secured record management system (ISO 15489-1:2016). Table 9 provides data on the security performance of the Mobile-based School Registrar Records and E-Payment with SMS Notification. The security assessment reflects a high level of user satisfaction and effectiveness in ensuring data confidentiality, preventing unauthorized access and modification, requiring user authentication, and maintaining a system log. Users reported that the software provides data confidentiality, with 90% affirming this statement, indicating robust measures to protect sensitive information. Additionally, 90% reported that the software prevents unauthorized access and modification, highlighting its effectiveness in enforcing access controls. Most users (90%) stated that the software requires user authentication, suggesting implemented mechanisms to verify user identities. Furthermore, 90% reported maintaining a system log, indicating user activity monitoring. Overall, mean scores for all evaluated items were consistently high, averaging 4.88 out of 5, indicating excellent Performance in security.

Table10. Performance of the system in terms of compatibility

As shown in Table 10, the compatibility assessment of the Mobile-based School Registrar Records and E-Payment with SMS Notification showcases a high level of user satisfaction and effectiveness in terms of efficient functionality within a shared environment and seamless exchange of information between systems. Firstly, users reported that the software performs its required functions efficiently while sharing a typical environment and resources, with 91% of respondents affirming this statement. These indicate that the system operates effectively alongside other products or components without causing adverse impacts, ensuring smooth coexistence within the shared environment. Additionally, 92% of users reported that the software allows for exchanging and utilizing information between two or more systems, products, or components, highlighting its compatibility and interoperability capabilities. The mean scores for both evaluated items were consistently high, averaging 4.89 out of 5, indicating an excellent overall performance rating regarding compatibility.

The overall data on the Performance of the developed system shows that the overall remarks and responses were “Excellent.” The survey results showed that the system became effective along with the implementation and thus ended up with excellent remarks.

CONCLUSION AND RECOMMENDATIONS

Conclusion

The researcher concluded that implementing the Mobile-Based Registrar Records Management System with E-Payment and SMS Notification successfully achieved the study’s main objectives. The system is expected to reduce manual administrative tasks, saving time and resources for both staff and students. Its SMS notification feature will enable instant communication and updates, ensuring timely information dissemination. Additionally, integrating electronic payment functionality will streamline fee transactions, enhancing financial transparency and accountability. The system’s mobile accessibility provides convenience and flexibility, allowing stakeholders to access information and perform tasks efficiently.

Furthermore, centralizing school record management will help minimize data redundancy and errors, improving data accuracy. Continuous evaluation through user feedback and performance metrics will ensure ongoing enhancements and identify areas for further improvement. Overall, respondents expressed high satisfaction with the system’s effectiveness and found it a convenient tool for use at BIST Institution.

Recommendation

The accessibility of a mobile application is vital for reaching a diverse user base and maximizing its effectiveness. Given the rapid evolution of technology and the importance of convenience, it’s crucial to ensure that applications are available across multiple platforms. Restricting access to a single operating system, like iOS, may exclude many potential users. Therefore, it’s essential to prioritize inclusivity when developing mobile applications to ensure broad utility and reach.

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