CHAPTER 1 BACKGROUND OF THE STUDY AND ITS SETTINGS

1.1.

Introduction

Computerization is a control system that manages processes in industrial workplace. It reduced human errors and processing time, thus it can boost productivity and resulted into high quality of product produce. In Information System, computerization is concerned about interrelating different but interdependent transactions. This can result in a system with well-integrated processes that can perform much faster and more accurate than a manual system.

Enrollment is the process of entering and verifying data of student to register on a particular school. Different interrelated processes build up enrollment procedures called Enrollment System (ES). ES are used particularly in recording and retrieving student s information. Tracking student s information is also one feature of ES, in which the school can trace the standing of a student. Verifying payments was also added to update or browse student s billings.

Enrollment System is a good example of a computer generated process. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administration as a whole.

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Enrollment System is very essential in a school. In the case of Nyongani School Inc., it is composed of a manual system. Directress used manual system in recording and retrieving student s information. She also has information about student s payment. In fact, she does all the record keeping just by using ballpen and columnar sheet. On the other hand, Registrar Department also used manual system as a way of recording and retrieving student information. Another department is Accounting Office that administers student s payment manually.

Above our observation, human interventions will highly involve in this type of system. As a result, this may involve errors and redundancy of data resulting troubles in organization.

1.2.

Background of the Company

1.2.1. History of the Company

The establishment of Nyongani School Inc. was conceived and planned during the year 1985 with the purpose of bringing quality yet affordable primary education close to the home s of some 500 children from families living within T.S. Cruz Subdivision, Interville III Subdivision, and Greenfields III Subdivision. The vision was to create a new school in the area that would help parents cut down costs on transportation allowances and safety hazards as brought about by sending kids to schools located around the busy town of Novaliches.

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The name Nyongani was proposed from the name of its founder, Dr. Tobia Nyongani. It was transferred as time goes by to relatives. In present time, the grand daughter of founder, Mrs. Thelma S. Nyongani was the school directress.

The school which was then housed on a two-storey residential building along Osmeña street formally opened in June of 1985 with only the Nursery, Kindergarten 1, Kindergarten 2 levels initially having a total enrolment of 36 students with 3 highly competent and trained teachers.

Subsequently, three levels were added yearly until the school year 1987-1988 when the first batch of grade VI students graduated. Its enrolment continued to increase in the years that followed when it market extended to other areas like Llano Road, Queensland Subdivision within its vicinity. In 1996, as it continued to attract more students, the school has to move to a new and permanent location- a 1,039-square meter lot at the corner of the Interville III Subdivision.

Meanwhile, the number of concerned parents has grown swiftly in favour of the location, functionality and curricular offerings at the same school. Given the recognition, the school recently opened the High school level to meet the demand of the parents wanting their children to continue their education in the same pre-school, elementary tradition have grown and accustomed.

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1. The school is also trying to come up with Varsity team training of different sports to pave the way towards athletic skills of all Nyongani School students.2. Nyongani School is now offering an advanced Math and Science curriculum with a full-force integration of wide variety of activities. We believe that helping the students develop 4 . self-reliance. The library with a large collection of books. Three of the classrooms can be converted into one multi-purpose function hall for small school gatherings and programs. magazines and other educational materials is also located at the second floor. talents and personal goals and be of service to our nation and its people. we envision our students to be creative and driven to realize their own dreams. Vision Statement The image we share of a successful learner is a well-rounded. the second floor was partially built which now provides 6 spacious classrooms that accommodate the growing school population. thinking and compassionate student with a strong sense of values and personality identity. hard-work and ability to work graciously with others. confident to take risks necessary to adapt to a challenging and unpredictable future.Just last 2006. Most importantly.2. We want our students to be equipped not only with the foundation skills of literacy and numeracy but also a range of goal. This year s anticipated full-grown enrolment.oriented attributes including a lively sense of curiosity. Centralized computer network system is also being applied for more convenience for the students.

3. structured by Stephen McHenry.3. thinking and caring individual who has strong desire for learning. 1. is committed to providing safe.faith in God and in their own abilities will be the best guarantee for them to achieve success in life. in partnership with the parents and the community.1. Conceptual Model of Study In this chapter.2. 5 . 1. stimulating and nurturing environment so that each child can grow to become a well-balanced. proponents used to outline possible courses of action needed to present preferred approach to use in the whole study.. A framework can help the proponents to explain why they are doing a project in a particular way. compassion for others. Iterative Implementation. Figure 1. fear of the Lord and the drive to realize one s full potential. Mission Statement The school. Conceptual Model of the Design of Enrollment System for Nyongani School Inc.

the Data Gathering. With this approach. the entire set of feature required to support a functional area and will be too large to be considered a single feature set. This gives way to the second phase.The proponents adopt the Iterative Implementation/Continuos Integration Approach otherwise known as Design Implementation Increments made by Stephen McHenry. Due to the increasing population and in demand popularity of NSI. These feature sets.T. Infrastructure and different Process Interrelationship on their Enrollment System. mission and vision). These include paying tuition fees and initialize different reports for every department. All of these are conceptualize to decide a Design Proposal. proponents focus on Enrollment System since every school has their own way of accepting student. The Framework of this design starts in knowing specific System Requirements of the school. redundancy and lots of time to process. In this phase different processes and transactions involves on registration of students. to know their existing I. Conceptual Framework of study is essential in the progress of the study and researcher s frame. and must be further divided to reduce the size. the overall functionality of the system is broken down into feature sets. proponents noticed that NSI uses a manual enrollment system that can result errors. typically by functional area. The product of the requirements and data gathering would be the Analization. 6 . As study goes on. Assorted in data gathering are Background Research (includes company background. for designing their proposal. In most cases. contain a group of individual features that are related. often based upon cases from the analysis stage. This includes identifying problems regarding existing processes of the school.

Infrastructure: Includes existing hardware and software components that can be a factor in design proposal.T. System Requirements Includes identifying existing problems regarding enrollment system of NSI. 2. c. 7 . business logic that processes data. what data is stored and used by the system. This produces functionality that the system should provide. Infrastructure and Process Interrelationship a. Data gathering was assorted in tree features namely: Background Research. Data Gathering This involves getting relevant and related data from the school that will undergo design proposal. Existing I. transactions involve in the existing Enrollment System and how they are related to each other. vision and mission that will relate to the design proposal. Existing I. b. and how the user interface should work. Background Research: Includes school s profile.Parts of Conceptual Framework: 1. Process Interrelationship: Contains processes.T. not how it is actually going to do it. which describes functions the system should perform. The result is the system as a whole and how it performs.

Billing/Payments: Includes recording. Evaluation Includes gaining feedbacks or any suggestion for improvement of the design proposal. verifying and retrieving student s information.3. Reports: Different reports will be the result of any transactions include in the design proposal. 1. Registration: Includes recording. Objective To design a Computerized Enrollment System for Nyongani School Inc. In 8 . a. Statement of the Objective 1. 5. Design Proposal Contains results and analyze it to form a design proposal. and generation of forms and other documentation. Analization Involves planning and analyzing gathered information to undergo a design proposal. In the case of NSI.4. proponents divided it in four main features that relate different department s works. 4.1. b. that will address the school s file-handling.4. c. retrieving and updating student s payments.

class scheduling and sectioning. The proposed designs also incorporate the processing of student s personal records. New student will be called Enrollee that can handle adding records of their own while old student (Student) will only update their previous record. On the other hand. In addition. and other forms and reports essential to design). proponents would also want to lessen man-power workloads and minimize time consuming enrollment activities. Accounting and registrar account will engage in their particular job mainly transaction of students record and payments. Registrar and Directress. requisites for new student (Birth Certificate.4. files maintenance and reports needed (registration form. the design system would allow four user accounts which are the Student.2. (NSI) namely: registration of the current and incoming students. Accounting. student master list.addition. Good Moral Character and Form 138) will be recognized in system design database by checkbox. Scope The proposed computerized enrollment system design covered the major processes in Nyongani School Inc. This will act as registration of student to be enrolled. The design proposed system has the 9 . especially the mode of payment student will choose. assessment slip. 1. Student user account would only access in their personal records. directress user account can access every feature of design system proposal. assessment of fees. Since one of the specific objectives of the proponents is to improve computer literacy of the community of NSI.

In the sense that money was involved in transactions of payments of students. This was also incorporate to design proposal. Delimitation The design proposed system will be limited about the evaluation of new or transferee students. These processes will remain manual done by the directress but the result from it will be the input for the proposed ES. An instance of this is the new technology of paying bills through cards and ATM 10 . 1.3. Modes of payment are also fixed. The cashier will print the summary of students with unpaid account and sent them to the respective adviser. In case of payments of students. SMS or reminders about unpaid school fees of the students. NSI do have many choices of payment for student to choose from. design system proposal would only accept data and actually the money itself. Enrollee will just choose the mode of payment.ability to verify and update student s payments. System design will not be capable to give an actual examination or evaluation of the requirements and credential of a new student.4. There will be no devices used or made in design proposal that can accept money of the student as a payment. Partner with it is the accounting personnel that will be in charge on input of the system. proposed system design will only be limited on checking if the student was paid or not. It was not design to send any mail.

The proposed design aimed to benefit the school in their enrollment facilities such as maintaining the files. The School and it s Department The main beneficiary of the study is Nyongani School Inc.5. With regards to the registrar and accounting department. 11 .. this study helped the school regarding their enrollment transactions and activities. NSI will just need to check the system for the records needed. NSI would be adapting the innovation of technology through application program database that will make their work with optimum performance. 1. The develop system will be handling the flows and problems that the organization is encountering. Significance of the Study Due to the increasing population of Nyongani School Inc. the proposed design will help the school in maintaining the data of the students and the school will not use the manual data gathering.that can result faster and ease of paying. assessment of fees and especially the Enrollment System itself. Every payment involved would be administered manually by Accounting Department.

The Proponents Proponents would also be a beneficiary of the study since they would value the importance of enhancing their skill and work performance while inheriting knowledge throughout the study. Definition of Terms Automation: Act of implementing the control of equipment with advance technology usually involving electronic hardware. It is also an integrated collection of logically related records or files consolidated into a common pool that provides data for one or more users. Database: Database is a collection of information categorized by specific fields. Automation is a condition of being automatically operated or controlled. this study could be used for their reference in having an automated enrollment system if the future researchers would like to formulate a system such as this.The Future Researchers For the future researchers. 1. 12 .6.

Sectioning: done in scheduling student in their particular class. included the professional and higher editions or sold separately. MS Office Access: is a relational database management system from Microsoft that combines the relational Microsoft Jet Database Engine with graphically user interface and software development tools. It is a member of the Microsoft Office suite of applications.Human Intervention: participation or engaging of man to any activities. 13 . Registrar: department in the school engaging in student s record and data. Retrieving: restoring. recovering data in relation to database. This stage of education is usually known as elementary education and is generally followed by middle school. Visual Basic 6.0: It is a language rapid application development environment that gives fast and easy intuitive tools to quickly develop Windows application. Transactions: assessment of fees regarding payment of students. work or even processes. Primary Education: Primary Education is the first stage of compulsory education. It is preceded by pre-school or nursery education and is followed by secondary education.

2. Although this research is highly accurate. Lack of Enrollment System in a school can lead to chaos and troubles. Students will be confused on what they should do to be able to enroll. It is extremely useful in the school in the way of working processes of enrolling become much easy.1. averages.CHAPTER 2 REVIEW OF RELATED LITERATURE AND STUDY Every piece of ongoing research needs to be connected with the work already done to attain an overall relevance and purposes. The school can trace what is the standing of the students. Jenny Anto in Descriptive Method of Study The main goal of this type of research is to describe the data and characteristics about what is being studied. it does not gather the causes behind a situation. The review of literature thus becomes a link between the research proposed and the studies already done. The idea behind this type of research is to study frequencies. Local Literature and Studies Ace Adrian Sandoval in Enrollment System Enrollment System is useful especially when the school retrieves the important information from the student. Descriptive research is mainly done when a 14 . and other statistical calculations.

They reviewed organizational structures. Far Eastern University Enrollment System With its 25. and (2) the integration of the student's financial records for. They also tapped FEU's Computer Services Department to iron out kinks.researcher wants to gain a better understanding of a topic. plotted the move to launch an integrated system during the 15 . For example. Wanting a lasting solution to the problem. It is quantitative and uses surveys and panels and also the use of probability sampling. a frozen ready meals company learns that there is a growing demand for fresh ready meals but doesn t know much about the area of fresh food and so has to carry out research in order to gain a better understanding. Descriptive Research s also called Statistical Research. The result was a decision to automate FEU's enrollment system. They worked closely with SQL*Wizard to pilot E*Wizard. assigned people to support groups and asked faculty advisers and staff to train. FEU asked consultants for recommendations. student records and related data. She also met with the representatives of individual institutes and with the support of the academic managers and SQL*Wizard's technical group. Far Eastern University (FEU) ranks among the biggest universities in the country in terms of population.000 students. And with a large population comes multiple problems in enrollment. an integrated system for student enrollment that contains modules with extensive inquiry and reporting capabilities. the development of a system for enrollment and student records for Phase I. FEU decided to automate the enrollment system in two phases: (1).

The information technology faculty from the College of Engineering and Arts and Sciences assisted him. Samar State University Automated Enrollment System Technology innovations had influenced man's work. a Japanese volunteer headed the creation and conceptualization of the system. research. efficient system that can help both the student and personnel for fast data processing of enrollment. Hediki Hashimoto. planning. Samar State University (SSU) as one of the University in Samar Island aims to be the center of excellence in education had recently made changes to some of its existing systems. from data processing. A dry-run for this automated enrolment was done last summer and the first semester of this school year. The system that is web based uses PHP programming language with data stored in MySQL is run through the intranet of SSU. The Automated Enrollment System of Samar State University aims for an accurate. user friendly. The preparation involved cleaning the database. standardizing labels for subject and preparing the subject requirements.second semester. The enrollment system of the university is now computerized. and other systems are on its way. This only show that they are coping with the latest technology. 16 . Engr. business transactions. monitoring and even in medical operation of man s body is now entrusted to computer technology. Offices affected with the automation were the registrar.

This is also known as Design/Implementation Increments. Industrial Technology. This was invented to avoid a linear and sequential development of study unlike the Waterfall Study. and the Colleges of Education. These feature sets. contain a group of individual features that are related. With this approach. often based upon use cases from the analysis stage. Feedbacks from the students were formulated when the first semester started.cashier. Arts and Sciences. accounting. the entire set of features required to support a functional area will be too large to be considered a single feature set. With the good result of the dry run the automated enrolment system will be finally implemented this 2nd semester. 2. Foreign Literature and Studies Stephen McHenry in Iterative Implementation Strategy There is another implementation approach that eliminates problems of using a waterfall study. Nursing and Graduate Studies. Waterfall Method was remove totally in industry of studies. In fact. 17 . In most cases. typically by functional area. issues come out that by using Iterative Implement. and must be further divided to reduce the size. It is known as the Iterative Implementation/Continuous Integration Approach. the overall functionality of the system is broken down into feature sets. Engineering.2. Over 75 % of them say that the automation process of enrollment was better compared with the old system.

handled its enrollment via manual spreadsheets. Synthesis The review of related literature and studies serve as a guideline and foundations of the proponents on their design proposal. which specializes in higher education. Ontario). Prior to installing the new system. which has two main campuses and multiple satellites that support nine schools and 34 departments. Using Cognos for enrollment management was a unique application for Cognos. (Ottawa. the school s enrollment management budgeting and planning took up to three months to compile. Proponents used the information of Mr. but the result delivers real-time data collection. 2. workflow. continuity.Long Beach City College Enrollment System Southern California community college Long Beach City College has gone live with a new Cognos-based enrollment management system that was designed by Irvine. With no reporting. and with lengthy error corrections. LBCC tapped e2e Analytix. and calculations to help LBCC enrollment staff make faster and more informed decisions. e2e s director of professional services. or standard practices. and implement. consolidation. Ace 18 . to design a webbased enrollment management system using Cognos Enterprise Planning software from Cognos Inc. according to Dan Galuppo. CA-based professional services firm e2e Analytix.3. consolidate. LBCC.

It is very useful in retrieving vital information of the students. SSU and LBCC which innovate their enrollment system to automation or computerized. Enrollment system is very important in a school. 19 . Proponents also compared the case of NSI enrollment system to other school such as FEU.Adrian Sandoval of enrollment system. Proponents also adopt method of study such as descriptive research. By the aid of work of other school. Since the proponents engage on ES of NSI. Without it can lead difficulty both for the administration of school and student in enrollment processes. In this theory. proponents will have an idea on how to solve problems and formulate solution of being manual transferring to computerized. observation and describing of processes will be the key in knowing weaknesses and problems of existing enrollment system. This feature sets represent different processes involves in ES activities. the overall functionality of the system are broken down to feature sets. Descriptive method of study focuses in describing the data and characteristics about what is being studied. Proponents also adopt the theory of Stephen McHenry which is the iterative implementation study.

This will give way to use the sampling method wherein data are manipulated by means of getting only sample that can represent a whole. and used quantitative approach in attaining relevant ideas that will involve in design proposal. A good instance is an enrollment system wherein student s population is much involved.1. they can achieve data by means of average answers. Description of Participants Every data to be gathered has a proof from the respondents. 20 .CHAPTER 3 METHODOLOGY AND RESEARCH DESIGN This chapter will cover the research methods of the proponents on how they gather facts and relevant data. proponents ask information in detailed questions regarding what they observed in actual to the school. 3. 3. to gather relevant data form them. Proponents interact on different participants which works are related to the design proposal. Research Design The proponents adopt descriptive study. They also adopt quantitative approach of study which observed particularly in numbers. In this scheme.2. By getting some portion in the population of students in every year level. The proponents also added instruments used in study and procedure of gathering information.

old).1. She deals with student s evaluation and also has a list of copy of students enrolled and their respective payments from the reports of registrar and accounting department. The department was also assign in sectioning of the students.3. 3. selected parents and students will be an important participant since they are the main beneficiary of the design proposal. By interview and observations. registrar department manages master list of the students (new. With the aid of surveys and sets of questionnaires about enrollment procedures. In addition to that.3. proponents will gather data about sectioning and scheduling students. Breakdown of fees and data of student s payments will help proponents to achieve the design proposal. Accounting department deals with payments of students. transferee. proponents will know problems regarding existing ES. Another department that will help the design proposal is the accounting department. By the use of this information. proponents will know current processes and transactions regarding enrollment activities.Directress was the overall head of enrollment system of NSI. On the other hand. Instruments used in Study 3. Interview Sheets 21 .

registrar and accounting department personnel since they are much involved in enrollment activities of NSI. Checklist A tabular form consist of existing hardware and software components of NSI. 22 . Different kinds of questions are indicated seeing as that proponents interviewed several kinds of personnel involve in the system. 3.3.3. Proponents used Gantt chart in order to them to monitor allotted time for the project. 1999). is a simple method of tying goals and objectives into inputs. It was consist of bars scheduled from weeks of January and March.2. 3. Proponents also include processes and transactions involved in existing enrollment system of NSI. List of hardwares and softwares are indicated with each detail specification. The following are directress. Log Frame stands for Logical Framework . Proponents used Log Frame to indicate task to be done for the project in the specific allotted time by the Gantt chart.4. 3. processes and outputs. It was so useful for them because it can add another monitor material for the progress of the study. It is a useful tool for planning and scheduling projects.3. Gantt Chart Gantt chart is a graphical representation of the duration of task against the progression of time. Log Frame According to Will Allen and Irene Guijit (Nov.Provide set of questions done by interviewer to be answer by selected respondents.3.

Procedures used in Study Interview The first procedure used by proponents was interview. mission and vision) and about the evaluation of the students. These include registration of students and payments that were assigned to registrar and accounting department.4. current processes and step-by-step transactions were also done by the used of interview.5.3. The directress was questioned about the school s background (history. Interview was done thru directress. Tabular Presentation and Analysis of Data In this part of study. registrar and accounting department personnel. Sectioning and scheduling of students were also revealed by registrar department to the proponents. 3. In addition to that. 23 . data gathered through used of instruments and procedures as a methodology of study are present and analyze in a detailed tabular form.

Table 3.1 Decision Making Table for Specific Problems related in Enrollment System of NSI

Table 3.1 shows the problems encountered by NSI in every enrollment schedule. It also includes times of occurrence of the problems, possible causes and particular solutions to the problems. The corresponding decision-makers are assigned in order to renovate and gain improvements in existing enrollment system.

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Table 3.2 Users Involve in Enrollment System of NSI According to the collected information of the proponents, table 3.2 shows three main departments of NSI and their functions on existing Enrollment System.

Directress need the form 138 (previous report card) of the new student for taking the examination. If the student passed the examination, then requirements completion, evaluation and recording of data will follow. On the other hand, if it is old student, directress will only engage in evaluation of grades and verifying data of the student. Assessment slip will provide by the directress if the student bypass all requirements.

The next step will be in accounting department. Assessment slip that comes from the directress was the input for the students to involve in payments. Receipt will be the

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output in accounting department. Afterwards, receipt will be the input for the students for them to become officially enrolled.

Table 3.3 Breakdown of Fees in each Level of Student in Enrollment System of NSI Table 3.3 shows the computation of the total tuition fees of student in respected year level. As the student s year increases, the amount of tuition fees also increases. According to an interview with the Directress, it is increasing due to the need of the students. For instance is the Computer Fee where higher student s year allotted more time on it. This breakdown of fees is fixed and may not change at all.

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Discount of Tuition Fees Registration of 2 or 3 kids of the same parents (2. Modes of Payments Cash Basis: Upon Enrollment. divided into 10 months. pay the whole tuition fees.5% discount/kid) 27 . Monthly Basis with down payment  Down Payment to be paid upon enrollment  Remaining Balance month. Straight Monthly  1st Payment upon enrollment  Succeeding Payments every 5th day of the month Late Payment will be charged 5% Interest per month of the amount due.4 Modes of Payment of Student in Enrollment System of NSI I.Table 3. payable every 5th day of the II.

5 Student s Subject and desired Time of Class in NSI 28 .Registration of 4 or more kids of same parents (1 kid {tuition fee only} [lowest grade level] no more discounts) Total Cash Payment upon enrollment (7% discount per child) Table 3.

T Infrastructure Table 4.1 Existing I. the system s Flow Chart and Data Flow Diagram. System Requirements 4. the Visual Table of Contents (VTOC).CHAPTER 4 SYSTEM DESIGN This chapter discussed processes of designing the proposed system.1. the System Context Diagram. 4. It also include the System Requirements need by the proposed system. Cost Benefit Analysis and proposed design in Graphical User Interface (GUI).1 Existing Hardware Infrastructure of NSI 29 .1.

Modification for Design Proposal 1.T. At least all PC are in Good Condition Many workstation to used in enrollment system. they only required some modifications regarding software and hardware components.2 Proposed I. Infrastructure of NSI. it may build up 30 . If we will count total number of computers to be used.Table 4. A list below shows to you some modifications and additional infrastructure for the design proposal.2 Existing Software Infrastructure of NSI 4.T. the lessen time enrollment activities consume. Infrastructure Since one of proponent s goals in this project was to design proposal by the use of the existing I. Proponents want to establish a good automated enrollment system wherein it will cost cheaper amount by using existing facilities and upgrading some of them.1.

In each department (Registrar and Accounting Department).to eleven pc. both of them can easily print summarize reports for the Directress. many workstations to use. 2. Each Printer will be assigned in the two departments namely: Registrar and Accounting Department. Every Computer must have the Design System.0 and MS Access Since every computer has the design proposal. 3. It is a must that all workstation should have the design system in order to get desired output for every process of enrollment system.0. This may facilitate both of them to initialize reports easily. This was the programming application used by the proponents to design the proposal. In another view. schedule and subjects. 31 . the faster enrollment activities would finish. 4. there would be five computers and the one left will be reserved. they can issue registration form of students with the desired section. Two Printers must Function Well. Basic debugging and coding will adopt for any clarification in the design system. Related to the first modification. For the Registrar. they must also contain the software Visual Basic 6. MS Access must also indicate in every computer because it will serve as the database of the design proposal. Visual Basic 6.

Networking Workstation in Registrar and Accounting Department will adopt a LAN connection for easily sharing of files and data they particularly needed.2 Context Diagram Figure 4. One of the external entities is the old/new students. 4. payments and 32 .5.1 Context Diagram of Enrollment System of NSI The context diagram shows the relationship between external entities of NSI and how they interact to the enrollment system and another entity. Students must complied input such as their data.

directress office need the master list of the students and summarize reports of their payments. Afterwards. but they rely on payment or fees of students. Registrar department can also verify students report and master list.must finish submission of requirements to accomplish their registration form. Student s registration form will generate with the respective section and schedule of students. 33 . They also provide official receipt for a student copy. Lastly. accounting department can also verify student report and data. data and requirements of student will be process to generate output for registrar department. directress can confirm updated students reports. Still. The same as registrar department.

4.2 Data Flow Diagram of Proposed Enrollment System for Enrollees of NSI 34 .3 Data Flow Diagram DATA FLOW DIAGRAM PROPOSED COMPUTERIZED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC. Figure 4.

DATA FLOW DIAGRAM PROPOSED COMPUTERIZED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC. Figure 4.3 Data Flow Diagram of Proposed Enrollment System for Student of NSI 35 .

36 . Flow Lines: Connect process or entity from each another. Stored Data: Any type of stored data.   diagram.  Process: Any processing function.   Decision: Decision point between two or more path in the flowchart.4 Flowcharts Figures used in Flowchart:  Off-page Connector: Create a logical connection from one process on one page to a process on another page.  On-page Connector: Create a logical connection from one symbol to another on the same page of the flowchart. Terminator: Indicated the beginning or end of the system flow of the  Data: Can represent any type of data in the flowchart.4.

10 System Flowchart of Proposed Verification of Enrollee/New Student in Enrollment System of NSI 37 . Figure 4.SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC.

SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.11 System Flowchart of Proposed Verification of Old Student in Enrollment System of NSI 38 .

SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.12 System Flowchart of Proposed Registration of Student in Enrollment System of NSI 39 .

13 System Flowchart of Proposed Mode of Payment of Pre-School Student in Enrollment System of NSI 40 .SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

14 System Flowchart of Proposed Mode of Payment of Primary Level Student in Enrollment System of NSI 41 .SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.15 System Flowchart of Proposed Mode of Payment of High School Student in Enrollment System of NSI 42 .

SYSTEM FLOW CHART PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.16 System Flowchart of Proposed Process in Confirmation that Student is Officially Enrolled in Enrollment System of NSI 43 .

5 Virtual Table of Contents (VTOC) SYSTEM VIRTUAL TABLE OF CONTENTS PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC.17 System Virtual Table of Contents of Proposed Enrollment System for NSI 44 . Figure 4.4.

Figure 4.4.6 Graphical User Interface (GUI) GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC.18 Form Login of Program for Proposed Computerized Enrollment System 45 .

1. Student User Account GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC. Figure 4.19 Form Classification of Student for Proposed Computerized Enrollment System 46 .

D.20 Student I.1 Enrollee Student User Account GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4. Tab in Student Profile Form for Proposed Computerized Enrollment System of NSI 47 .1.

Fields Restrictions: 1. 6. School Year the program will automatically set the school year. 5. Room the program will automatically set available room per section of student. Year Level assigned to be in a form of combo box where the enrollee will just select his required year level in enrollment system. Subjects the program will automatically set subjects of student since every year level has their own fixed required subjects. If it exceeds. The maximum number of student per section will be thirty. 7. Grade 1 6 & 1st Year 4th Year. 3. another section will be open for enrollees. 48 . Student numbers are set from the number of students enrolled in desired year level. 4. Time the program will automatically set time of student classes since it was fixed by the school administration for every year level. Kinder. 2. Student Number (autonumber) the program will automatically set a student number for the enrollee. Year Level: Nursery. Section the program will automatically set section for the enrollee according to the number of enrolled student in the vacant section.

GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.21 Student Information Tab in Student Profile Form for Proposed Computerized Enrollment System of NSI 49 .

First Name enrollee can enter a max of 10 characters and accept letter and number formats. 10.enrollee can enter a max of 10 characters and accept letter and number formats. Address formats.enrollee can enter a max of 10 characters and accept letter and number formats. City/Town . Middle Name number formats. Date of Birth format. Gender enrollee will have options either male or female. enrollee can enter a max of 50 characters and accept letter and number enrollee will just select the date of his birthday in the month view enrollee can enter max of 10 characters and accept letter and number enrollee can enter max of 10 characters and accept letter and 50 . 11. Age enrollee can enter a max of 2 characters and accept only number format. 8. 2. 4. State/Province .Fields Restrictions: 1. Religion formats. 9. 7. 6. 5. 3. Place of Birth . Last Name enrollee can enter a max of 10 characters and accept letter and number formats.enrollee can enter a max of 10 characters and accept letter and number formats.

22 Information Part 2 Tab in Student Profile Form for Proposed Computerized Enrollment System of NSI 51 .GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

Guardian s Name .enrollee can enter a max of 30 characters and accept letter and number formats. Occupation enrollee can enter a max of 10 characters and accept letter and number formats.Fields Restrictions: 1. Address formats. 4. enrollee can enter max of 15 characters and accept only number enrollee can enter a max of 50 characters and accept letter and number 52 . 8. Contact Number formats.enrollee can enter a max of 30 characters and accept letter and number formats. 5. City/Town . 3.enrollee can enter a max of 10 characters and accept letter and number formats. enrollee can enter a max of 30 characters and accept letter and 2. 7. State/Province . Father s Name number formats.enrollee can enter a max of 10 characters and accept letter and number formats. Mother s Name . 6.

GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.23 Registration Form Tab in Student Profile Form for Proposed Computerized Enrollment System 53 .

1.24 Form Verification of Student for Proposed Computerized Enrollment System 54 .2 Student User Account for Previous Student of NSI GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4. 55 .25 Form Verification of Student Records of Previous Student for Proposed Computerized Enrollment System of NSI.

2.26 Form Classification of Transaction of Payments of Student for Proposed Computerized Enrollment System 56 . Accounting User Account GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

27 Form Student Payment Record List for Proposed Computerized Enrollment System 57 .GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.28 Form Student Payment Transactions for Proposed Computerized Enrollment System of NSI 58 .

Date shows the day of transaction indeed. 3. Student Name max of 30 character and accept letter and number formats.Field Restrictions: 1. 4. save the student payment record transaction to the student payment 59 . Straight Monthly and Cash Basis) 6. Grade 1 -6 and 1st year 4th year) 5. Amount Paid (Currency Format) the initial payment of the student base from the mode of payment he choose. Save Button record list. Student Level combo box wherein the accounting personnel will just select the corresponding year level of the student to pay. 7. 2. Name of the student to pay. Student Number student number of the student to pay. (Kinder. (Monthly Basis w/ Down Payment. Nursery. Modes of Payment combo box wherein the accounting personnel will just select the mode of payment student to pay choose.

3.29 Form Student Record List for Proposed Computerized Enrollment System of NSI 60 . Registrar User Account GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

30 Multiple Document Interface of Proposed Computerized Enrollment System 61 . Directress User Account GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.4.

Master List creates a link to the report of list of enrolled students. (main job of Registrar Department) 3. III.26) wherein you can manage student payments. Students Registration creates a link to Form Student Profile (figure 4. (main job of Accounting Department) 4. File Transactions 1.20) wherein you can add records of student. (main job of Directress) II. 1. 62 . Student s Payment payments. edit and print student s record. Students Record List creates a link to Form Student Record List (figure 4. Record Payment creates a link to Form Classification of Transaction of Payment (figure 4. 2. Reports create a link to ready to print reports. Requirements creates a link to the feature of program wherein you can manage student requirement as resulted from their evaluation. Maintenance 1.Description of Menu Editor: I.29) wherein you can add. 2. Back-up Database one feature of program wherein you can back-up the creates a link to the report of list of enrolled student s database for the purpose of preparing it in another school year.

31 Form Checking Student s Requirement for Proposed Computerized Enrollment System of NSI 63 .GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.

5. Other Feature of Enrollment System GRAPHICAL USER INTERFACE PROPOSED ENROLLMENT SYSTEM FOR NYONGANI SCHOOL INC Figure 4.32 Form Back-up Database for Proposed Automated Enrollment System of NSI 64 .

65 . CONCLUSION AND RECOMMENDATION 5. These problems are the root cause. proponents discover problems such as student information redundancy and manual computations that will cause errors in data. All of these problems are the effects of manual enrollment system of NSI. With the help of required requirements of NSI enrollment system. By means of diagrams such as DFD and Flowchart with theories like Iterative Implementation and Descriptive Research Study. record payment management in accounting department and both of the department must comply updated reports to be submitted to directress office. the enrollment system will merge in relative processes. This can cause inaccurate information to the existing NSI enrollment system. On the other hand. proponents formulate three main processes that need innovation. surveys and keen observations. The following are registration and verification of student in registrar department. we also notice that the reports submitted to directress office are not updated.1 Summary The study was begun in analyzing the problems regarding the enrollment system of NSI. researches.CHAPTER 5 SUMMARY. With the aid of interviews. for the proponents to design automated enrollment system.

Above all. Different problems such as redundancy and errors in information of the students. They are also train to use data flow diagram. (NSI). proponents would be a beneficiary of this study since they analyze a manual enrollment system and convert it into an automated one. not updated reports submitted to directress and time consuming enrollment activities was solved through designing automated enrollment system. On the other hand.3 Recommendations Proponents recommend some training about programming in personnel and administration of NSI community since they are the main beneficiary of the design proposal. is having difficulties on their enrollment system particularly on management of students data and their payments.5. the proponents therefore conclude that the Nyongani School Inc.2 Conclusion After all the studies. surveys and even observations. proponents accept the life of being a system analyst. 66 . flow chart and other graphical method of study in presenting the flow of the system proposed. researches. 5. research and observation. They must know basic debugging and coding of Visual Basic 6. They adopt the stages in making study through the use of interviews.0 for any clarification of the design system.

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