ABSTRACT

The Computerized Enrolment System was proposed in replacement of the manual process of enrollment in public high schools for it to have an organized flow of transaction and an ease of work. The study is concerned on how the manual enrolment performs throughout the company’s transaction. The numerous transactions that the manual system covers, such as updating and adding student records, generating the advising and assessment slips, and the likeare commending the manual enrolment system to be inefficient for the needs of theinstitution.

Since the study involves proper records handling, tracing the constraints andevaluation of the manual system is essential. Thus, the proponents gatherednecessary data that will help in the progress of enhancing the existing system.

IntroductionNowadays computer serves as an important role in our society, most especially in school

premise. Most school uses computer to help their students deal in our modern technology. But as the population of the students continue to grow, many school face difficulties in handling their enrolment in a manual process. And one of the solutions in this problem is to make their manual enrollment into a computerized system. The system design project, Enrollment System that will provide the needed and storing information in a faster,   more convenient way by storing file of the student enrollees in a computer system that will lessen the effort of faculty staff in storing files of each student every now and then. This information here can be viewed in just a second without worrying that a single file is lost. The idea behind a enrollment system is not a new concept. As student enrollees increase every year, enrollment procedure become harder to deal. This will only serve to increase the problem facing enrollment that provides more easy way in enrolling. The proponents study focuses on the development of Computerized EnrollmentSystem for Public High school to provide solution to the problem encountered by the school in operating its manual enrollment system. This has been done by only for the benefits of the school and researchers, but also in the field of information technology in our country to create awareness about the computer based system in some developing areas. This project will be presented in computer base system on a C Sharp which is program software tool and SQL which is the database. Generally the new software program would provide ease of enrollment, timeless, in payments and provide fast response to each transaction; it will be efficient in term of speed, reliability and accuracy in this outcome of the process.The proponent come up with the study entitled Computerized Enrollment System for Public high school it became the subject because the student suffered the tedious and time consuming manual enrollment system.

The proponents main purpose is to developed a software to improved the old and manual enrollment system for Public High school to manifest the optimum benefits that the user would get once the new enrollment scheme is implemented to design an effective and efficient system in terms of speed, of reliability and accuracy and to ease the enrollment system for computerized-based system effectively to benefit both the faculty and students community. In

this study, the use of C Sharp and SQL database will help to improve the efficiency of the enrollment in the Public High school.

Background of the Study

The study intends to make a computer based system for enrollment system. The system will be

compose of system pages focuses on the Computerized Enrollment System with several features

on which teacher and students will be the user and beneficiaries of the system. These are meant

to support and to make the enrollment procedure easier than the old and manual enrollment

system.

      The researchers will develop a system that can minimize the processing time in order to

access records of the students quickly so that enrollment process will be much faster than usual.

Enrollees will be more comfortable for the system that researchers will develop because of fast

and consistent processing of schools enrollment system. Researchers of the system will be aware

of the existing problems that enrollees and the school are experiencing in the past few years to

develop a system that will provide a solution to their needs for them to be comfortable of what

the propose system will provide.

      Users or the facilitators of the propose enrollment system will also benefited   for the reason

that they will not do the usual way   they do when they are processing the enrollment forms or

records of the enrollees. Instead of doing the usual way or the manual system of processing

records of the enrollees they can now use a GUI or graphical user-interface, all they have to do is

to press the mouse and enter data of an enrollee from the keyboard to manage the propose

enrollment system.

Objectives of the Study

1. To provide a better and easier way for the enrollees to transact to their records during enrollment that is being managed by the facilitators of the enrollment system.

2. To analyze the problem through the use of Data Flow Diagram and ERD models.

3. To develop a software that will improve the old and manual enrollment process to a

computerized enrollment system for public high school.

4. To manifest the optimum benefits that the user would get once the new enrollment scheme is implemented.

5. To present the advantages of implementing Computerized Enrollment System, both for school, and students community.

6. To design an effective and efficient system in terms of speed, reliability and accuracy.

Conceptual Paradigm

Input Process Output

Figure 1. Conceptual Paradigm of the Proposed System

Student information and payments

Student information and payments stored in database.

Existing enrollment system.

Proposed enrollment system

Stored information of student and payment written in paper

Stored information of student and payments printed in paper

Significance of the Study

The preparation of such an undertaking focuses on improving the enrollment system for the benefit of both the student community and the school administration, the students shall have the opportunity to ease and reduce the time of their enrollment. They would also have an increase in awareness of the evolution of new and modern information technology. The same is true for the school administration personnel. For the school, although the full implementation of real computerized enrollment system would in our huge initial spending, the net end effect is higher productivity for its personnel and greater profits too. The administration will have the opportunity to eliminate the redundancy of works faster, response in processing the assessment of student, a reliable record keeping system and secured and efficient system in long run of the enrollment process. The student shall have the opportunity to experience the computerized enrollment system that is very needed in a school of highly competent standards.

Scope and Limitation of the Study

This study aims to develop an enrollment system for the school, the study limits on the following and functions. Store data of the students (first name, last name, middle initial, section). Records fees- collected and uncollected. (Insurance, Red Cross, etc.)Use of the system is limited to principal and faculty and staff designated to do the work. The proposed system covered the majorprocesses in the enrolment system for public high schools namely: registration of the current students, class scheduling and sectioning, assessmentof fees, file maintenance, report generation (registration form, assessment slip,student master list, and other forms and reports essential to the system). Theproposed system included the processing of student’s personal records and the modeof payment that the student would choose.

Definition of terms

The following terms extensively used in this paper were defined to provide the readers a better

understanding of the study.

Information Technology a developer that maintain the system SQL a database computer language designed for managing data in relational database management system Students user that requires enrollments Principal and Faculty user of the system Database is a structured collection of related records or data that is stored in a computer

system. A database usually contains software so that a person or program can use it to answer queries or extract desired information. The software should be referred to as the database management system.

Application is a subclass of computer software that employs the capabilities of acomputer directly and thoroughly to a task that the user wishes to perform. Thisshould be contrasted with system software which is involved in integrating acomputer’s carious capabilities, but typically does not directly apply them in theperformance of tasks that benefit the user.

User Interface is the aggregate of means by which people—the users—interact with the system—a particular machine, device, computer program or other complex tools. The user interface provides means of input and output.

Data Administration is a high-level function that is responsible for the overall management of data resources in an organization, including maintaining corporate- wide definitions and standards. A data administrator is a person who coordinates activities within the data administration department

Data Flow Diagram is a diagrammatic representation of the information flows withina system that shows how information enters the system and leaves the system, whatchanges the information and where information is stored. Data Flow Diagrams areused not only in structured system analysis and design, but also as a generalprocess modeling tool. Data Flow Diagrams show the passage of data through thesystem by using 5 basic constructs: Data Flows, Processes, Data Stores, ExternalEntities, and Physical Resources.

Structured Query Language is a computer language designed for the retrieval and management of data in Relational Database Management Systems (RDBMS), Database Schema creation and modification, and database object access control management

Application Requirements - Student’s Information Sheet, Form138, Form 137, Certificate of Good Moral Character, BirthCertificate

Advising Slip - Form that would indicate the schedule and the mode of payment that the student has chosen his/her student record would be added to the Student Master File.

Verify and Update Student Record – For the enrollment procedure of the currentstudent to proceed, he/she must update his/her student record in the Student Master File - in case, there were changes in the student’s address, contact number,course, and the like. The verification of the student record would confirm thatthe student has been cleared to proceed with the enrollment process and he/she donot lack any of the requirements for enrollment.

Secure Advising Form – The enrollee must secure an advising form because it iswhere he/she would write the schedule of the subjects that the student has chosento take for the semester.

Fill-up Registration Form – After accomplishing the Advising Form, the studentmust then fill-up the Registration Form that would indicate the class or sectionthat the student would be enrolled in and the other personal information that theschool would need from the student.

Advising Slip - Form that would indicate the schedule and the mode of payment that the student has chosen his/her student record would be added to the Student Master File.

Verify and Update Student Record – For the enrollment procedure of the currentstudent to proceed, he/she must update his/her student record in the StudentMaster File, in case, there were changes in the student’s address, contact number,course, and the like. The verification of the student record would confirm thatthe student has been cleared to proceed with the enrollment process and he/she donot lack any of the requirements for enrollment.

Secure Advising Form -The enrollee must secure an advising form because it iswhere he/she would write the schedule of the subjects that the student has chosento take for the semester.

CASE tools are software that provides automated support for some portion of thesystems development process.

Chapter IIOne of the most significant steps in a research project is conducting the

literature review. Through this chapter, the readers can familiarize to the studyof the proponents. The related and previous studies presented in this chapterwould give the readers and future researchers, an idea of the proposed system ofthe proponents. The proponents selected and reviewed these studies and previousworks to provide information for the readers.

Long Beach City College Switches On Enrollment System Kopf, David. 2007Southern California community college Long Beach City College has gone live with anew Cognos-based enrollment management system that was designed by Irvine, CA-based professional services firm e2e Analytix. Prior to installing the new system, LBCC, which has two main campuses and multiple satellites that support nine schools and 34 departments, handled its enrollment via manual spreadsheets. With no reporting, continuity, or standard practices, and with lengthy error corrections, the school’s enrollment management budgeting andplanning took up to three months to compile, consolidate, and implement.LBCC tapped e2e Analytix, which specializes in higher education, to design a web-based enrollment management system using Cognos Enterprise Planning software fromCognos Inc. (Ottawa, Ontario). Using Cognos for enrollment management was a uniqueapplication for Cognos, according to Dan Galuppo, e2e’s director of professionalservices, but the result delivers real-time data collection, consolidation,workflow, and calculations to help LBCC enrollment staff make faster and moreinformed decisions."Our new system provides flexible and powerful model development with the CognosAnalyst component and supports any business planning or customizing of theenrollment management model, said Linda Umbdenstock, LBCC’s administrative deal of planning in a prepared statement. The solution dramatically reduced the amount―of time to process, consolidate and implement forecasts. It provided real-timeservice cost and expense planning per semester."

ACM Portal http://portal.acm.org/citation.cfm?id=1181300The on-line student enrollment system enables students to enroll into their

subjects prior to the commencement of their semesters. This enrollment system notonly allows international students to enroll through internet without traveling tothe campus but also incorporates the business rules. These business rules cover awide range of regulations and policy such as subject pre-requisite, student’spayment status, course coordinator’s decision and the correspondence of students’seniority to the intended enrolling subjects. Besides business rules, the systemalso incorporates various notification mechanisms like Short Messaging Service (SMS)and E-mail. XML is used to store business rules and this allows the portability ofthe system interface to wider range of devices such as Personal Device Assistant(PDA). The interface auto-detects the user’s device either PC/laptop or much

smaller screen device such as PDA. In short, the enrolment system backend engineruns based on the business rules and front-end engine runs to provide highsatisfaction user experience. With the business and user interface, the system isable to run the workflow of the student enrolment from the online enrolment formto approval workflow cycle running in parallel with the notification capability.

Online Enrollment for ECU http://www.doir.wa.gov.au

Edith Cowan University (ECU) is currently enrolling more than 5, 000 new students, which has been made easier with its Oracle-based online enrolment system. This has allowed ECU to substantially re-design its business processes.The system is known as the Edith Cowan University Web Enrolment System (ECUWES),and replaces traditional hard copy enrolment. According to the coordinator of Admission Support, Kerian Greenaway, the system offers immediacy and convenience of course enrolment via the Internet The technology in use was set up by Oracle in 1998, when ECU moved towardscreating an innovative web-based enrolment and administrative system using Oracledatabase products.

New enrolments using ECUWES are managed differently to re-enrolment on ECUWES. New enrolments are processed while the student is with an enrolment assistant, becausethere is a need to collect HECS and enrolment papers, as well as to familiarizestudents with the system. In terms of re-enrolment, the student has full controlof enrolling in a six-week period, which allows for any small glitches in thesystem, such as not being able to get online.ECU also previously faced difficulties with managing student enrolmentadministration, as staffs were distributed across several locations, so there wasa desire for improved access and management of student information.Similarly, re-enrolment required students to travel to the University and queuefor service from administration staff. Faculties also requested that studentsenroll by porting enrolment sheets on computer bulletin boards.

With ECUWES, students from remote areas and international students enjoy easy enrolment with improved time effectiveness.There have been no major problems, apart from a few power failures, but ECU hasback-up plans, such as enrolment assistants taking up all the paperwork andprocessing the information once back online.

Illinois Virtual High School Inquiry

This online inquiry gives detailed information on persons that can be contactedwith regard to specific field; example is a general program Issues, TechnicalProblems, Faculty Information and course development. It also gives informationabout their regional coordinators for participating schools. The website has alogin feature where the students can login using their login ID. The onlineinquiry system of Illinois High School helps the authors to picture out anddevelop an ideal database structure for the system that will be proposed. Theproponents system is similar and is based on some capabilities of the system inthis study like the inquiry of courses and login feature for the students.

Web-based Enrollment System for Veritas Parochial School Pascual, Robert John G.and Riceo, Vincent Joel T., 2001

A web-based enrollment system is developed to help both the old and new students,to enroll in a more efficient way without the hassles of waiting long hours justto fill up forms, which sometimes become redundant, or to stand in line and pay atthe cashier. It is with the Web-based Enrollment System for VPS that this newstyle of enrollment may be achieved. This new type of system offers the studentwith new options for enrolling at VPS. Just by logging on to their website thestudent may create his new account for the current year he is to be enrolled in.With this, all the student has to do is to fill up certain forms that do not takemore than a few minutes to accomplish. Then the records will be stored in theschool database for future references. After that the student will be given confirmation that the transaction has been verified and all that the student has to do is visit the school and pay appropriate amount for the current school year. The student may also browse the web site of VPS and he can check his current account. He can also see the list of the school current tuition fee rates.

For further enhancement of the site, an on-line payment or e-commerce is highlyrecommended. This feature for the system could be achieved by collaboration of theschool with banks to provide easier payment and a more secure transaction.Posting of grades can also be a great addition to the site. Especially thebreakdown of each grade can be seen by the students but with utmost security.Compared to the web-based enrollment system for VPS, the proposed system for CMIwould only cover the current students; the student would also be asked to log into his or her account in the website where he/she would be asked to fill up someforms to update the school’s database. A confirmation would then be sent to thestudent that would inform him/her that the transaction is valid and had beenverified. But unlike the system, there would be another option for the mode ofpayment that the student could choose from namely, on-line payment. AIMS enhances enrollment system of UNO-R Bacolod

http://www.uno-r.edu.ph

The Academic Information Management System or AIMS has enhanced the enrollmentsystem and academic record keeping of the University of Negros OccidentalRecoletos in Bacolod City.The school for easy access of students to the school and school academic recordsacquired AIMS, software of Pinnacle Asia. It has systematized and consolidated theinputs of the college registrar with the accounting office. Bro. Jaazeal D.Jakosalem, OAR, University Property Administrator said that AIMS has made recordsof both offices analogous with each other. We were able to solve the loopholes in the past where millions of pesos cannot be counted because their inputs cannot be recorded, Jakosalem explained AIMS have greatly improved the school’s information technology infrastructure.UNO-R students and their parents can view the academic records on-line while enrollment procedures has been reduced to only 30 minutes or so with correspondingaccounts due within 5 days. School notices and announcements may be read on-line.

Faculty members may encode grades and post course/lecture materials on-line. Theschool alumni here and abroad may request for their transcript of records andreceive the same on line. Jakosalem also announced that UNO-R campus is now a WIFIzone. Foreign and graduate students may access the web at all times using theirlaptopsThis study is related to the proposed system because of the web-based enrolment.The registrar and the students can also view their academic records using theinternet. But the difference is that in this study it is not mention that thestudents can pay their tuitions on-line.

Dry-run of Automated Enrollment System

Technology innovations had influenced man's work, from data processing, businesstransactions, research, planning, monitoring and even in medical operation ofman’s body is now entrusted to computer technology. Samar State University (SSU)as one of the University in Samar Island aims to be the center of excellence ineducation had recently made changes to some of its existing systems. Theenrollment system of the university is now computerized, and other systems are onits way. This only show that they are coping with the latest technology.The Automated Enrollment System of Samar State University aims for an accurate,user friendly, efficient system that can help both the student and personnel forfast data processing of enrollment. Engr. Hediki Hashimoto, a Japanese volunteerheaded the creation and conceptualization of the system. The informationtechnology faculty from the College of Engineering and Arts and Sciences assistedhim. The system that is web based uses PHP programming language with data storedin MySQL is run through the intranet of SSU.A dry-run for this automated enrolment was done last summer and the first semesterof this school year. Offices affected with the automation were the registrar,cashier, accounting, and the Colleges of Education, Engineering, Arts and Sciences, Industrial Technology,Nursing and Graduate Studies. Feedbacks from the students were formulated when thefirst semester started. Over 75 % of them say that the automation process ofenrollment was better compared with the old system. With the good result of thedry run the automated enrolment system will be finally implemented this 2ndsemester.In this study, they have used PHP as for their programming language and they storedata using MySQL. As for the proponents they will use VB.net for their databaseand Visual Basic 6.0 for their programming language. And another difference isthat they are only automated and the system only runs through the intranet of theuniversity. This means that they can’t access the records using the Internet andoutside the school.

Far Eastern University Enrollment System

With its 25,000 students, Far Eastern University (FEU) ranks among the biggestuniversities in the country in terms of population. And with a large populationcomes multiple problems in enrollment, student records and related data. Wanting alasting solution to the problem, FEU asked consultants for recommendations. Theresult was a decision to automate FEU's enrollment system.

FEU decided to automate the enrollment system in two phases: (1), the developmentof a system for enrollment and student records for Phase I, and (2) theintegration of the student's financial records for. They worked closely withSQL*Wizard to pilot E*Wizard, an integrated system for student enrollment thatcontains modules with extensive inquiry and reporting capabilities. They alsotapped FEU's Computer Services Department to iron out kinks. They reviewedorganizational structures, assigned people to support groups and asked facultyadvisers and staff to train. She also met with the representatives of individualinstitutes and with the support of the academic managers and SQL*Wizard'stechnical group, plotted the move to launch an integrated system during the secondsemester. The preparation involved cleaning the database, standardizing labels forsubject and preparing the subject requirements.The only similarities that the proponents have encountered here is that theuniversity formulated a powerful database that will hold large number of data andcan keep track student transactions. This is one of the goals of the proposedsystem that the proponents will be developing.

Conceptual Literature

Research LiteratureThis section explains and discusses the idea that were utilized in theconceptualization of the design project and how it was applied to the present study.Through the researches the proponents came up with four relevant related studies,which were consider as basis for the pursuance of our project.A database is a special kind of file, a super file group of related files. Databasedesign to provide efficient, easy processing and access to all or most of data process bya company. [IACT 1987]Database system is designed to manage large bodies of information. Themanagement of data involves both of the definition of structure for information. Adatabase system attempts to authorize access. [DBSC 1979]It’s overall purposed is to maintain information and make that information availableor demand. In, particular, a database provides benefits such as minimal dataredundancy, consistency of data, data sharing, ease of application development,

uniform security privacy and integrity controls, data accessibility and responsiveness. Allof this benefit greatly provides a system for every satisfactory management. Informationprocessing is a dominant activity in various sectors such as government, education,trade and industry, media and entertainment information is the content or meaning ofmessage. It is knowledge and for convenience, is often recorded on a tangible mediumsuch as printed materials. A computer based system, on the other hand is a set ofinterrelated parts organized to form a whole which is designed to achieved an objective,with the advent of computers, modern organization now used computer based system inmost areas of their operation. [IACT 1978]A computer based system consists of the following: (1) Information, (2) Informalprocess of collecting, processing and disseminating information, (3) Central dataprocessing system store and process data as electronic, magnetic and physical patternthat have defined meanings. [IACT 1978]A data processing system is a system where in data are manipulated to createdesired information which will be used in processing transactions and making decision.In the input portion of this system, data is originated as activities occur and recorded onsource documents. These source documents are coded to classify them for dataprocessing. The output is the recording of information obtained from the input andmanipulation phases the recording maybe in data storage for subsequent retrieval ormaybe a report which provides information.The first related study that the proponents used was the St. Teresa’sComputerized Enrollment System developed by Sherwin Ilagan et. al. TheirComputerized enrollment system simply fascicle students listing and electronic modelsof calculation and payments. It does improvement on record keeping. [CEST 2000]The proponents noticed some similarities and differences to the presentstudy. The study mentioned above was also developed in visual basic butonly come of its functions are tackled in the present study that is, student listingcalculations of payments , and giving receipt. In addition, it differs from the presentstudy when it comes to programs ability to compute the assessment of the student.The second related study is the flex soft enrollment system, reflecting areal high-tech enrollment system. It is an online system of enrollment that involves thelatest advent of information sharing, the internet. Everything from the listing, courses,time periods, system of payments and other information are readily accessible.Applications are submitted and processed in very short period if not instantly.The flex soft enrollment system also had similarities to the present study; itis also developed under visual basic programming that also provides ways of enlistingto be stored in database. If there are similarities there is also differences, it differs interms of its functional capability, it is an online system, it also provide cost of course persemester, syllables, schedule you want and also list of instructors teaching subject. The

present study only provides enlisting, assessment and computation of payments andgiving receipts.The third related study, the automated registration system of PBMITdevelopment by Asilo, Mariane et. al. This study concentrates on the computerization ofregistration in PBMIT that includes storage, student information, assessment from andclass list, enrollment, credentials, prospectus and transcript. This system was also awindow based system that uses networking, but it differs with the software program todeveloped is an enrollment system that didn’t provide network of computers and anyadding, changing and dropping forms [ARSPBMIT, 1998]The fourth related study is the Computerized Enrollment System inHighschool Deparment of Alitagtag Coleeges which was developed by Marilou R. L atand Reina J Mandocdoc of Dela Salle Lipa. Tha main Focus of this study iscomputerization of highschool level of Alitagtag Colleges. This system provides Storageand retrieval of student information payments and generation of reports.Most of the topic discussed explained the important requirements that aresuited to be used in developing the enrollment system from simple to complex system.The proponents took up all the important functions that could greatly be used todeveloped the system. The present study has some similarities and differences when itcomes to scope and limitation of related studies discussed. Though all studies answersthe problem where they made, it effectiveness differ from each other. Based on theideas that were utilized the proponents decide to develop a software program that wouldreplace manual enrollment system of B.H.S.

Synthesis

Chapter III

Software Design and Development

Analysis of the Current System

Since the establishment of the school up to present, it has been using forms thatare to be filled up by the enrolled students so that the school can have a recordof the student’s transactions for the whole year. But as the population of theschool grows, the current system is no longer efficient and convenient toaccommodate both the school facilities and the number of the students. Theadministration now seeks a better way that would help them handle the enrolmentbetter, more efficient, and more convenient for them and for the students also.

Student must get their clearance form and class card from the registrar's office.The student must then proceed to the Registrar's Office with the accomplishedclearance and class card, and secure an advising slip. The student would then beasked to fill up the advising slip and proceed to the registrar's office forregistration form. The student would copy schedule of the class from the bulletinboard. When done copying schedule to the registration form, the student mustproceed to the Registrar’s Office for approval. If the registrar’s office approvedthe registration card, the student would proceed to the accounting office forassessment of fees. After being assessed, the student must then pay the amountindicated by the accounting office and then proceed to the registrar's office forthe validation of registration card and school ID and get class cards.

New System

Methods of Data Gathering

Functions, Features of Modules

Process Specification

Decision Tree

Program Flowchart

Entity Relationship Diagram

Hardware and Software Requirements