CHAPTER I INTRODUCTION Time becomes more and more valuable as it appears to be passing by so quickly. Every minute spent too long on doing something leads to the delay of another and somehow a lot of events seem to follow. And as the years go by, the needs of man continues to grow with it – needing to accomplish more and more things in a day that used to be deemed impossible. Nowadays, man no longer has to walk for hours just to get to his designated place. We no longer have constantly be extra careful in typing a report or writing an assignment. Nor do we have the need to wonder in the library for hours in search of resources for we have welcomed innovation long before. We have embraced the concept of technology. Technology has solved several human problems simplifying our lives yet making us more effective and efficient in terms of our work. As we develop, we take technology with us. Some may wonder why if it is as effective and efficient as it is but as we grow we tend to be more complicated thus making our present known way of doing things a bit less than how it used to be. This is where Information Technology (IT) comes in. Those who are involved in IT are those who are determined to find new ways of making complicated works into a simple task. These are the individuals who completely embrace the need for change. Today, different institutions have welcomed various means of making their work more effective and efficient in their individual workplace that would also be beneficial to their clients. One of the important sectors that should welcome innovation is the educational


institutions where millions of students enroll in each year. In line with this, it will be better for an institution to have a computer based enrollment system instead of the traditional manual system for them to have a faster and more efficient way of operation. This innovation may also be an advantage of an institution to another especially if they are located in metropolitan places. Although the development of a web based enrollment system may cost the institution, they may consider a part by part development of it starting with a web based registration system for the students. From there, they may be able to development it little by little until they have attained a complete web based enrollment system. But the possible innovation won’t come to a stop just there. The system could be the start of something new such as an online class, if the need arises for it, or an online forum wherein students and professors may continuously interact outside of the classroom. Aside from good quality education, other services of an institution may be well considered of a new student in search for a new school. A. Company Profile and Its Background Historical Background San Sebastian Recoletos College de Cavite was founded on 1966 by Augustinian Recollect Fathers. At first, the school had only a single building, part of which was the Father’s residence, with only 281 students from the high school and college departments. Over the years, the student population increased particularly in the college department. This development prompted the enhancement of the college’s pool educators as well as the corresponding expansion and upgrading of its facilities and curricular offerings.


From its humble beginning, San Sebastian College-Recoletos de Cavite continued to evolve into one of the leading educational institutions in the province of Cavite. Due to the continuously increasing student population in the college department, the institution developed the Student Information System (SIS) in 1999. This system was not actually an enrollment system but it mainly stores personal information of each college student studying in SSCRdC. However due to technology, SIS was replaced with Automated College Enrollment System (ACES) on 2000. ACES was the combination of SIS and the newly invented enrollment system, it stores personal information of each college student and at the same time stores the curriculum used by the school to be followed by the certain college student. In 2001 there were revisions with SIS and ACES that resulted into a modern version, the Integrated Information System (IIS). It was the same as ACES but there were improvements when it comes to the technicality. And today SSCRdC is using the Academic Information Management and Enrollment System (AIMES). This system was created and first used on 2009. The system stores personal information about a certain college system and simultaneously manages everything that concerns the enrollment of a specific student. It involves the subjects to be taken and not to be taken by a student, the assessment of payments in the accounting department and the record of grades received by the student in every semester he was enrolled in.


B. Statement of the Problem This study ought to identify the effectiveness and efficiency of the current registration system used in San Sebastian College Recoletos de Cavite based on the observations and interviews conducted by the researchers. This study aims to answer the following questions: 1. What is the general environment of the existing system? 2. What are the common problems encountered in the existing system? 3. Could the factors affecting the current system be lessened if not completely eliminated? 4. How would the problems in the existing system be solved by the proposal system? 5. What are the possible benefits of the proposed system? C. Project Objectives General Objectives The general objective of this study is to improve the current system in order to make it more efficient and effective in terms of the delivery and quality of services rendered to the benefactors and to develop a feasible system that would provide a more systematized and organized process. Specific Objectives 1. To analyze the system’s workflow 2. To identify what are the common problems encountered in the current system 3. To eliminate unnecessary processes involved in the current system


4. To decrease the workload of the employees 5. To lessen the amount of time needed to complete the process 6. To develop an web based registration system 7. To secure accurate data needed for the proposed system D. Scope and Limitation The proposed system is an improved and patterned procedural method used in San Sebastian College Recoletos de Cavite and the rules it requires. This system will assist the current college students of SSCRdC upon registration of their choosen subjects. The proposed system is capable of the following: 1. Assist the students regarding the subjects they may enroll in. 2. Responsible for the enlistment of students.


CHAPTER II METHODOLOGY A. System Development Life Cycle (SDLC) This study sought to improve the current registration system used by San Sebastian College Recoletos de Cavite as part of their traditional manual enrollment system. In order to make the researchers’ proposal credible and accurate, they confronted different ways in which they could achieve the best feasible results. Part of this is choosing which System Development Life Cycle (SDLC) model to use to obtain their desired results. From the various SDLC models available, the researchers decided to follow the waterfall model. This model is a series of phases wherein in each phase must be completed fully before proceeding to the next phase. However in order to lessen the risk of failure, a review takes place at the end of each phase.

Figure 1. Waterfall Model


Planning After the study, the researchers aim to achieve more convenient registration system for the betterment of the current system. The new system is expected to innovate not only for the sake of the students but also for the staffs and employees of the school as well. It is an auto-registration system that will eliminate some of the steps practiced in the existing system. There will be a decrease in the expense of supplies, specifically in papers and in ink, and the payment for the employees that should be assigned in a certain step. However, a thorough maintenance must be observed during the existence of the new system because there is a need to supervise and observe if there will be problems arising from it. Analysis The proposed system will be used by the old students of the school, wherein they will be able to search and reserve subjects in their home or anywhere as long as there is an internet connection. It will also keep the personal information and other important details about the students that are needed in the registration itself. Though the current system is also an automated one, there will be a lot of changes and omission of several steps in the proposed system. The researchers also conducted numerous search methods in order to ensure the credibility of the proposal system. The methods used as follows are the necessary actions done by the researchers for the proper analysis, interpretation, design and development of their study.  Interview An interview is a formal meeting or conversation in which the researcher asks a series of questions from credible individuals from whom the information is sought for the


study. Interviewing is the most effective way in order to understand the insights of a certain topic from different perspectives. It may be a useful tool as follow-up to certain results of surveys conducted by the researchers in order for the researchers to further investigate and know the credibility gathered information as well as to further clarify certain issues in line with the research. Open-ended questions are commonly used during interviews. Interviews are of great help to researchers for they will gain inside information about their chosen topics. Also through this method, they can gain certain feedbacks from those who may have first handedly experienced the activities involved in their study as well as from those who has enough knowledge about their research.  Document Analysis Document Analysis is a technique used in researching by reviewing existing documentations in order to extract pieces of information that are relevant to the researchers chosen topic. This method is essential to the researchers for they are given an overview about their topic. They are then made more aware of how their developed system or project should be for through this method they would know what needs to be further improved. However, this method does not only require for the researchers to comply with documents related to their topic, they may also consult to other documents in order for them to make their study more presentable by gaining knowledge on how they could organize their way of researching as well as they way on how to present it.  Observation Observation is an act or instance of noticing or perceiving. It could also be defined as an act or instance of regarding attentively or watching. The researchers consulted this kind of method for knowing how the original system works is a must in order for them to


completely understand, interpret and analyze the system’s process. Through this, their output would be more credible for they are now more aware of what should be improved in the current system.  Online Research Online research is a widely used method by most researchers for the World Wide Web is a giant storage of information. It is far more convenient to gather different credible documents as references online than by visiting different libraries to gather the pieces of information that may be of help to the researchers. Design The proposed system will be patterned to the current system but there will be some elimination of the steps the researchers want to improve. The researchers used MS Visio and MS Word for the documentation of the whole project. While in designing the User Interface, forms and reports, MS Access, MS Excel and Visual Basic were used. Implementation The researchers plan to have a trial of the system first in inputting information for it to serve as examples. And once it will be proven more effective and usable than the existing system, the researchers plan to develop or sell it in a worthy cost. And after its successful performance, there must be a post-implementation review to be able to examine its negative performance, if there will be.


CHAPTER III THE EXISTING SYSTEM A. System Description San Sebastian College Recoletos de Cavite is an institution that has been educating Caviteños for more than four decades and it still continues to share love, knowledge, virtues, and wisdom to the members of its community. In the past years, a lot of students came in and out of the institution and through those years, the technology present in our generation rapidly evolves. One of the innovations that institutions alike embrace is the online accommodations, such as student and alumni portals, of its students and alumnae. Today, SSCRdC uses the manual type of enrollment assisted by a software designed to store the information of students as well as the subjects available and related information. This system is named Academic Information Management and Enrollment System (AIMES) which has been used since the year 2009. The enrollment process the institution has been using comprises of four major steps as follows: 1. Advising 2. Assessment 3. Payment 4. Claiming of Official Student Study Load


Each of the abovementioned steps comprises of sub-steps to be done by either the student and/or the staff in charge of the process. However, this proposal will only be concerned with the first step. Advising is the step wherein the student chooses the subjects he wishes to take and register them to the Registrars’ Office. This step comprises of three major steps as follows: 1. Choosing of subjects 2. Approval of the Adviser and Dean 3. Encoding of subjects in the Registrars’ Office In choosing of the subjects the student wishes to enroll in requires him to proceed to the respective bulletins posted in different areas which is normally arranged by department, course, and year level. From the posted schedules, the student may now choose the subjects. After confirming which subjects he may enroll in, he should now transfer the needed information in to his advising form. By the time the student has fully accomplished his advising form, he may now proceed to his adviser and ask for approval. In this step, his chosen subjects may or may not yet be approved. If his chosen schedule is approved by his adviser, he would now proceed to their department and from there again ask approval from the dean. After his advising form has been approved by both his adviser and the dean, he may now fall in line in the Registrar’s Office and patiently wait for his turn in encoding of his approved schedule.


Once his schedule has been encoded, he would receive the Temporary Schedule and Assessment Form from the Registrars’ Office to be used to the next major step. B. DFD Diagram


C. HIPO Chart

D. Major Concern of the System The existing system used by the institution has its downfalls. An example of this is when it comes to B.S. Accountancy students, before their filled up advising forms may be approved, they are required to approach the dean or their advisers for the need to update their tracking forms. This unnecessary step may properly be eliminated through the use of a web based registration system along with the developed online site for the viewing of student grades. The first step to be done by the students before they may be registered is to choose the subject they wish to enroll in. This step requires the student to proceed to the respective bulletins posted by the departments in different areas and from there they would be able to choose. However, the space provided in order to view the schedules are inconvenient especially if there were already three or more students checking the schedules for he may not


be able to see the schedules properly which may result to errors in recording their chosen subjects in their advising forms. If an error is committed in this step, possibility of delay in registration is higher. Therefore this step requires too much time and effort to be exerted by the student who wishes to enroll. The next steps to be done by the student will also consume a lot of time. Not only will it depend on the staffs assigned to the specific procedures to be done, but it will also require the student to wait for his turn which may take for a few minutes to a few hours. The current system used by SSCRdC not only consumes a lot of time but it also requires a lot of effort exerted on both the student and the staff involved in the process.


CHAPTER IV The Proposed Software System A. General Description The proposed web based Student Registration System for San Sebastian College Recoletos de Cavite will provide a more organized, efficient, and effective management as compared to the fully traditional manual enrollment system used by the institution. It will accommodate the whole Sebastinian community in terms of recording, managing, updating, and monitoring the first step in completing the enrollment process. With this, the system would also be able to generate needed reports in line with its function. The system is patterned with the current system used by the institution therefore it encompasses all the aspects needed in the advising process in order to avoid confusion amongst its users. However, certain steps and inconveniencies, such as falling in line and reviewing all available blocks of each subject from all the posted schedules available, are eliminated due to the aid of the computerized system which will make the process more convenient to the users and developers. The system could also easily generate class lists based on the gathered data of the system regarding the reserved subjects. From there, they will be able to properly monitor each block. Through this, the administration may easily generate decisions in line with the enrollment process.


B. DFD Diagram



C. Technical Aspects The proposed web based system will require several minimum technical specifications. The researchers have compiled several minimum specs that will incur the least amount of estimated costs: Hardware Costs Intel Core i3-3220 (3.3G) Processor ECS Z77H2-A3 Z77 Motherboard 500 GB Hitachi Sata Hard Disk Drive Corsair 2GB DDR3 RAM Sony DRU-870 CD-ROM Case Pulse 01 Casing Logitech MK100 Keyboard Delkin M420 Mouse 15.6” Philips 166V3LSB LED Monitor Software Costs Windows 7 Starter OEM Operating System Open Office Notepad++ Text Editor Microsoft Visio Total Costs Cost per month

Php 4,950.00 4,300.00 2,300.00 750.00 920.00 995.00 480.00 195.00 2,995.00 Php 17,885.00

Php 2,050.00 2,050.00 Php 19,935.00 Php 1,661.25


Cost Beneft Anaysis Existing Student Registration System One-Time Costs Hardware Cost Software Cost Labor Cost Forms Recurring Costs Utility Expense Printing Costs Maintenance Costs Office Supplies Total Costs Cost per month

Php 250,000.00 5,000.00 2,500.00

Php 257,500.00


1,500.00 1,500.00 1,000.00 150.00

4,150.00 Php 261,650.00 Php 21,804.17

Cost Beneft Anaysis Proposed Web Based Student Registration System One-Time Costs Hardware Cost Software Cost System Development Cost Labor Cost Recurring Costs Utility Expense Maintenance Costs Total Costs Cost per month


17,885.00 2,050.00 50,0000.00 5,000.00




500.00 1,000.00

Php 1,500.00 Php 76,435.00 Php 6,369.58


D. Economic Aspects In summarizing the cost of forming a system and its amount that was gathered from the system is the Cost and Benefit Analysis is thebasic tool. For one-time cost, software worth P 2,050, hardware cost for P 17,885, labor cost of P 5,000 and System Development Cost of P 50,000. Recurring cost are the following: Utility expense of P 500, Maintenance expense of P 1,000 per year. Intangible benefits involves possible non-monetary imrpovements such as goodwill, accuracy, effectiveness, oraganization, and accuracy. These characteristics may be met through the development of the new system. E. Operational Aspects In Advising System, transaction concerning the adding and dropping of subjects would update the records of the registrar about the numbers of the student enrolled in a certain subject. This process will help in having accurate list of students and the slots which are still available. With the help of the proposed system, enrollement will be processed faster since the advising is done through computer. It is a very user friendly interface that allows mximation of utility and comprehensibility. Familiarity with the system is not supposed to take time since the sytem is easy to comprehend but its function is not taken by granted. Outputs are made to include only relevant data that sustain management needs.


F. Design and Implementation Issues Design The Online Student Registration System is a web-based system designed to make the traditional manual enrollment system of SSCRdC more convenient, organized, efficient and effective. The design of this system is made simple and user-friendly in order for the students to easily navigate through the whole registration process. The database was created through the use of Microsoft Access while the Graphical User Interface (GUI) was made possible through the combination of HTML codes. Different screenshots were made in order for the system to be visualized. It is composed of both the student view and the administration view in which different functions could be done. Upon opening of the site, both the students and the administration would see the same Log-in page wherein they would input their respective usernames and passwords. The students’ username is their student ID while their original password assigned by the system would contain the initials of their last name, first name and middle name together with the last five digits of their student ID. For example, Juan O. dela Cruz with the student number of 2011-1-0590 will have the username 201110590 and password of djo10590. The student may change his password with the aid of the ICT department however his username couldn’t be modified. The administration, on the other hand, would assign their own username and password. However, it is also impossible to modify their username but the password could be changed on a regular basis in order to improve the security of the system.


The shots made for the administration is composed of the managing, updating and tracking of student records. The old system used by SSCRdC should be implemented with this in order to minimize the possible costs incurred for the proposed system since it already contains the current needed records of its students. In this part of the system, the facilitators would be able to add, delete and modify records concerning the registration process. On the other hand, the students will see a different page concerning the registration process. In this view, they will see the suggested schedule arranged by the system and their important information. With this, they would be able to search subjects they would like to enroll in at ease. The search bar may be used to search the subject code, section or class, and the subject description. Add and drop options are also available at the right most part of the table for easier modification of the desired schedule. Once the student has finalized his subjects, he would simply have to click “Reserve” in order for the system to generate his confirmation code. This code would only be a contingency plan if ever the system couldn’t detect the students’ reserved subjects upon the claiming of the student study load. In this view, the student may also see his desired schedule in a plotted way or print his schedule in order for him to secure his own copy. Implementation Issues Although the researchers have achieved their desired results, the proposed system also can no longer be of its proper use under several situations. The proposed system can not accommodate new students (e.g. freshmen and transferees) since they have no existing record in the database system which aids the proposed system. This is also implemented in order to prevent unwanted reservations.


The system can also no longer accommodate students who weren’t able to register on time in order to avoid future problems. Students who fall under this situation would then undergo the traditional manual registration process previously mandatorily implemented to the whole Sebastinian community. Since the system would be based on the students’ information present in the existing database used by the institution, students who weren’t able to compel with the requirements (e.g. unpaid tuition fees, INC grades) needed in order to enroll for the following semester will also not be accommodated by the system. They first need to inquire to the Registrar’s Office regarding the problem after which they may use the system if the problem is solved before the end of the period allotted for registration. The system will not automatically allow a regular student to change or modify his schedule. This is in order to avoid blocks composed of less than 20 students. In order for a regular student to change or modify his schedule, he must seek permission from his respective dean. If ever there is lack of blocks available for a given subject, a group of students may request a petition to open a new block in accordance with their schedule. The Regi strars’ department would then decided whether to or not create the petitioned block. Lastly, once the student has reserved his spot and received his confirmation code, he can no longer modify his schedule unless he officially enrolls. This is to avoid further miscalculations of the number of students enrolled in a specific block and subject.


G. Screen Designs






H. Files and Database Structure TABLE 1. LOG-IN TABLE Field Name UNAME PWD Data Type Text Number Width 9 8 Description Username Password

TABLE 2. REGISTRATION TABLE Field Name RTABLE TTABLE Data Type Text Text Width 20 50 Description Registration Table Transaction Table

TABLE 3. ERROR TABLE Field Name EBOX Data Type Text Width 15 Description Error Box

TABLE 4. SUCCESS TABLE Field Name SBOX Data Type Text Width 20 Description Successful

TABLE 5. ADD STUDENT TABLE Field Name SID SFNAME SLNAME SMINAME SCOUR SSSTAT Data Type Number Text Text Text Lookup Lookup Width 9 20 20 20 Description Student ID First Name Last Name Middle Name Course Studnet Status



Text Looukup Date/Time

10 10

Address Gender Birthday

TABLE 6. STUDENT INFO TABLE Field Name PTABLE STABLE Data Type Text Text Width 20 50 Description Profile Table Subject Table

TABLE 7. SUBJECT SCHEDULE TABLE Field name SUB_ID SUB_CODE SUB_SECL SUB_DES SUB_FROM SUB_TO SUB_DAY SUB_ROOM SUB_TOTAL SUB_AVAIL Data type Number Number Text Text Date/Time Date/Time Text Text Number Number Width 10 5 5 50 4 4 3 8 2 2 Description Subject ID Subject code Section/class Subject description Beginning of the class End of the class Days of the week Where will the class take place Total slots Available slots left

TABLE 8. CURRICULUM TABLE Field Name CBOX Data Type Text Width 40 Description Curriculum Box


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