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 students information. Tracking

students 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 students 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.

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 students information. She also

has information about students 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 students 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 homes 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.

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 Osmea 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.

Just last 2006; the second floor was partially built which now provides 6

spacious classrooms that accommodate the growing school population.

Three of the classrooms can be converted into one multi-purpose function

hall for small school gatherings and programs. The library with a large

collection of books, magazines and other educational materials is also

located at the second floor.

This years anticipated full-grown enrolment, Nyongani School is now

offering an advanced Math and Science curriculum with a full-force

integration of wide variety of activities. Centralized computer network

system is also being applied for more convenience for the students. 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.

1.2.2. Vision Statement

 The image we share of a successful learner is a well-rounded, thinking

and compassionate student with a strong sense of values and personality

identity, confident to take risks necessary to adapt to a challenging and

unpredictable future. We want our students to be equipped not only with the

foundation skills of literacy and numeracy but also a range of goal- oriented

attributes including a lively sense of curiosity, self-reliance, hard-work and

ability to work graciously with others. Most importantly, we envision our

students to be creative and driven to realize their own dreams, talents and

personal goals and be of service to our nation and its people. We believe that

helping the students develop faith in God and in their own abilities will be the

best guarantee for them to achieve success in life.

1.2.3. Mission Statement

The school, in partnership with the parents and the community, is

committed to providing safe, stimulating and nurturing environment so that

each child can grow to become a well-balanced, thinking and caring

individual who has strong desire for learning, compassion for others, fear of

the Lord and the drive to realize ones full potential.

1.3. Conceptual Model of Study

 In this chapter, 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.

Figure 1.1. Conceptual Model of the Design of Enrollment System for

Nyongani School Inc., structured by Stephen McHenry, Iterative
Implementation.
The proponents adopt the Iterative Implementation/Continuos

Integration Approach otherwise known as Design Implementation Increments

made by Stephen McHenry, for designing their proposal. With this approach,

the overall functionality of the system is broken down into feature sets.

These feature sets, often based upon cases from the analysis stage, contain

a group of individual features that are related, typically by functional area. In

most cases, the entire set of feature required to support a functional area

and will be too large to be considered a single feature set, and must be

further divided to reduce the size.

 Conceptual Framework of study is essential in the progress of the study

and researchers frame. The Framework of this design starts in knowing

specific System Requirements of the school. This includes identifying

problems regarding existing processes of the school. Due to the increasing

population and in demand popularity of NSI, proponents focus on Enrollment

System since every school has their own way of accepting student. As study

goes on, proponents noticed that NSI uses a manual enrollment system that

can result errors, redundancy and lots of time to process. This gives way to

the second phase, the Data Gathering. Assorted in data gathering are

Background Research (includes company background, mission and vision), to

know their existing I.T. Infrastructure and different Process Interrelationship

on their Enrollment System. The product of the requirements and data

gathering would be the Analization. In this phase different processes and

transactions involves on registration of students. These include paying

tuition fees and initialize different reports for every department. All of these

are conceptualize to decide a Design Proposal.

Parts of Conceptual Framework:

1. System Requirements Includes identifying existing problems

regarding enrollment system of NSI. This produces functionality that

the system should provide, which describes functions the system

should perform, business logic that processes data, what data is

 stored and used by the system, and how the user interface should

work. The result is the system as a whole and how it performs, not

how it is actually going to do it.

2. Data Gathering This involves getting relevant and related data

from the school that will undergo design proposal. Data gathering

was assorted in tree features namely: Background Research,

Existing I.T. Infrastructure and Process Interrelationship

a. Background Research: Includes schools profile, vision

and mission that will relate to the design proposal.

b. Existing I.T. Infrastructure: Includes existing hardware

and software components that can be a factor in design

proposal.
c. Process Interrelationship: Contains processes,

transactions involve in the existing Enrollment System and

how they are related to each other.

3. Analization Involves planning and analyzing gathered

information to undergo a design proposal.

4. Design Proposal Contains results and analyze it to form a design

proposal. In the case of NSI, proponents divided it in four main

features that relate different departments works.

a. Registration: Includes recording, verifying and retrieving

students information.
b. Billing/Payments: Includes recording, retrieving and

updating students payments.

c. Reports: Different reports will be the result of any

transactions include in the design proposal.

 5. Evaluation Includes gaining feedbacks or any suggestion for

improvement of the design proposal.

1.4. Statement of the Objective

1.4.1. Objective

To design a Computerized Enrollment System for Nyongani School Inc.

that will address the schools file-handling, and generation of forms and

other documentation. In addition, proponents would also want to lessen man-

power workloads and minimize time consuming enrollment activities.

1.4.2. Scope

The proposed computerized enrollment system design covered the

major processes in Nyongani School Inc, (NSI) namely: registration of the

current and incoming students, class scheduling and sectioning, assessment

of fees, files maintenance and reports needed (registration form, assessment

slip, student master list, and other forms and reports essential to design). In

addition, requisites for new student (Birth Certificate, Good Moral Character

and Form 138) will be recognized in system design database by checkbox.

 Since one of the specific objectives of the proponents is to improve

computer literacy of the community of NSI, the design system would allow

four user accounts which are the Student, Accounting, Registrar and

Directress. Student user account would only access in their 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. This

will act as registration of student to be enrolled. Accounting and registrar

account will engage in their particular job mainly transaction of students

record and payments. On the other hand, directress user account can access

every feature of design system proposal.

The proposed designs also incorporate the processing of students

personal records, especially the mode of payment student will choose. The

design proposed system has the ability to verify and update students

payments. NSI do have many choices of payment for student to choose from.

This was also incorporate to design proposal. Enrollee will just choose the

mode of payment. Partner with it is the accounting personnel that will be in

charge on input of the system.

1.4.3. Delimitation

The design proposed system will be limited about the evaluation of

new or transferee students. System design will not be capable to give an

actual examination or evaluation of the requirements and credential of a new

student. These processes will remain manual done by the directress but the

result from it will be the input for the proposed ES.

In case of payments of students, proposed system design will only be

limited on checking if the student was paid or not. It was not design to send

any mail, SMS or reminders about unpaid school fees of the students. The

cashier will print the summary of students with unpaid account and sent

them to the respective adviser. Modes of payment are also fixed.

In the sense that money was involved in transactions of payments of

students, design system proposal would only accept data and actually the

money itself. There will be no devices used or made in design proposal that

can accept money of the student as a payment. An instance of this is the

new technology of paying bills through cards and ATM that can result faster

and ease of paying. Every payment involved would be administered

manually by Accounting Department.

1.5. Significance of the Study

Due to the increasing population of Nyongani School Inc., this study

helped the school regarding their enrollment transactions and activities. The

proposed design aimed to benefit the school in their enrollment facilities

such as maintaining the files, assessment of fees and especially the

Enrollment System itself.

The School and its Department

The main beneficiary of the study is Nyongani School Inc. NSI would be

adapting the innovation of technology through application program database

that will make their work with optimum performance. The develop system

will be handling the flows and problems that the organization is

encountering. With regards to the registrar and accounting department, the

proposed design will help the school in maintaining the data of the students

and the school will not use the manual data gathering. NSI will just need to

check the system for the records needed.

The Future Researchers

For the future researchers, 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 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.

1.6. Definition of Terms

Automation: Act of implementing the control of equipment with advance

technology usually involving electronic hardware; Automation is a condition

of being automatically operated or controlled.

Database: Database is a collection of information categorized by specific

fields. 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.

Human Intervention: participation or engaging of man to any activities,

work or even processes.

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, included the professional and

higher editions or sold separately.

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. This stage of education is usually known as

elementary education and is generally followed by middle school.

Registrar: department in the school engaging in students record and data.

Retrieving: restoring; recovering data in relation to database.

Sectioning: done in scheduling student in their particular class.

Transactions: assessment of fees regarding payment of students.

Visual Basic 6.0: It is a language rapid application development

environment that gives fast and easy intuitive tools to quickly develop

Windows application.

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 review of

literature thus becomes a link between the research proposed and the

studies already done.

2.1. 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. The school can trace what is the

standing of the students. 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.

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. The idea behind this type of

research is to study frequencies, averages, and other statistical calculations.

Although this research is highly accurate, it does not gather the causes

behind a situation. Descriptive research is mainly done when a researcher

wants to gain a better understanding of a topic. For example, a frozen ready

meals company learns that there is a growing demand for fresh ready meals

but doesnt know much about the area of fresh food and so has to carry out

research in order to gain a better understanding. It is quantitative and uses

surveys and panels and also the use of probability sampling. Descriptive

Research s also called Statistical Research.

Far Eastern University Enrollment System

With its 25,000 students, Far Eastern University (FEU) ranks among the

biggest universities in the country in terms of population. And with a large

population comes multiple problems in enrollment, student records and

related data. Wanting a lasting solution to the problem, FEU asked

consultants for recommendations. The result was a decision to automate

FEU's enrollment system.

FEU decided to automate the enrollment system in two phases: (1), the

development of a system for enrollment and student records for Phase I, and

(2) the integration of the student's financial records for. They worked closely

with SQL*Wizard to pilot E*Wizard, an integrated system for student

enrollment that contains modules with extensive inquiry and reporting

capabilities. They also tapped FEU's Computer Services Department to iron

out kinks. They reviewed organizational structures, assigned people to

support groups and asked faculty advisers and staff to train. She also met

with the representatives of individual institutes and with the support of the

academic managers and SQL*Wizard's technical group, plotted the move to

launch an integrated system during the second semester. The preparation

involved cleaning the database, standardizing labels for subject and

preparing the subject requirements.

Samar State University Automated Enrollment System

Technology innovations had influenced man's work, from data

processing, business transactions, research, planning, monitoring and even

in medical operation of mans 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 in education had recently made changes to

some of its existing systems. 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.

The Automated Enrollment System of Samar State University aims

for an accurate, user friendly, efficient system that can help both the student

and personnel for fast data processing of enrollment. Engr. Hediki Hashimoto,

a Japanese volunteer headed the creation and conceptualization of the

system. The information technology faculty from the College of Engineering

and Arts and Sciences assisted him. The system that is web based uses PHP

programming language with data stored in MySQL is run through the intranet

of SSU.

A dry-run for this automated enrolment was done last summer and the

first semester of 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 the first

semester started. Over 75 % of them say that the automation process of

enrollment was better compared with the old system. With the good result of

the dry run the automated enrolment system will be finally implemented this

2nd semester.

2.2. Foreign Literature and Studies

Stephen McHenry in Iterative Implementation Strategy

There is another implementation approach that eliminates problems of

using a waterfall study. It is known as the Iterative

Implementation/Continuous Integration Approach. This is also known as

Design/Implementation Increments. In fact, issues come out that by using

Iterative Implement, Waterfall Method was remove totally in industry of

studies. This was invented to avoid a linear and sequential development of

study unlike the Waterfall Study.

With this approach, the overall functionality of the system is broken

down into feature sets. These feature sets, often based upon use cases from

the analysis stage, contain a group of individual features that are related,

typically by functional area. In most cases, the entire set of features required

to support a functional area will be too large to be considered a single

feature set, and must be further divided to reduce the size.

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, 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

schools enrollment management budgeting and planning 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 from Cognos Inc. (Ottawa, Ontario). Using

Cognos for enrollment management was a unique application for Cognos,

according to Dan Galuppo, e2es director of professional services, but the

result delivers real-time data collection, consolidation, workflow, and

calculations to help LBCC enrollment staff make faster and more informed

decisions.

2.3. Synthesis

The review of related literature and studies serve as a guideline and

foundations of the proponents on their design proposal. Proponents used the

information of Mr. Ace Adrian Sandoval of enrollment system. Enrollment

system is very important in a school. It is very useful in retrieving vital

information of the students. Without it can lead difficulty both for the

administration of school and student in enrollment processes.

Proponents also adopt method of study such as descriptive research.

Descriptive method of study focuses in describing the data and

characteristics about what is being studied. Since the proponents engage on

ES of NSI, observation and describing of processes will be the key in knowing

weaknesses and problems of existing enrollment system. Proponents also

adopt the theory of Stephen McHenry which is the iterative implementation

study. In this theory, the overall functionality of the system are broken down

to feature sets. This feature sets represent different processes involves in ES

activities.

Proponents also compared the case of NSI enrollment system to other

school such as FEU, SSU and LBCC which innovate their enrollment system to

automation or computerized. By the aid of work of other school, proponents

will have an idea on how to solve problems and formulate solution of being

manual transferring to computerized.

CHAPTER 3

METHODOLOGY AND RESEARCH DESIGN

This chapter will cover the research methods of the proponents on how

they gather facts and relevant data. The proponents also added instruments

used in study and procedure of gathering information.

3.1. Research Design

The proponents adopt descriptive study, and used quantitative

approach in attaining relevant ideas that will involve in design proposal. In

this scheme, proponents ask information in detailed questions regarding

what they observed in actual to the school. They also adopt quantitative

approach of study which observed particularly in numbers. This will give way

to use the sampling method wherein data are manipulated by means of

getting only sample that can represent a whole. A good instance is an

enrollment system wherein students population is much involved. By getting

some portion in the population of students in every year level, they can

achieve data by means of average answers.

3.2. Description of Participants

Every data to be gathered has a proof from the respondents.

Proponents interact on different participants which works are related to the

design proposal, to gather relevant data form them.

Directress was the overall head of enrollment system of NSI. She deals

with students evaluation and also has a list of copy of students enrolled and

their respective payments from the reports of registrar and accounting

department. By interview and observations, proponents will know current

processes and transactions regarding enrollment activities.

On the other hand, registrar department manages master list of the

students (new, transferee, old). The department was also assign in

sectioning of the students. By the use of this information, proponents will

gather data about sectioning and scheduling students. Another department

that will help the design proposal is the accounting department. Accounting

department deals with payments of students. Breakdown of fees and data of

students payments will help proponents to achieve the design proposal.

In addition to that, selected parents and students will be an important

participant since they are the main beneficiary of the design proposal. With

the aid of surveys and sets of questionnaires about enrollment procedures,

proponents will know problems regarding existing ES.

3.3. Instruments used in Study

3.3.1. Interview Sheets

Provide set of questions done by interviewer to be answer by selected

respondents. Different kinds of questions are indicated seeing as that

proponents interviewed several kinds of personnel involve in the system. The

following are directress, registrar and accounting department personnel

since they are much involved in enrollment activities of NSI.

3.3.2. Checklist

A tabular form consist of existing hardware and software components

of NSI. List of hardwares and softwares are indicated with each detail

specification. Proponents also include processes and transactions involved in

existing enrollment system of NSI.

3.3.3. Gantt Chart

Gantt chart is a graphical representation of the duration of task against

the progression of time. It is a useful tool for planning and scheduling

projects. Proponents used Gantt chart in order to them to monitor allotted

time for the project. It was consist of bars scheduled from weeks of January

and March.

3.3.4. Log Frame

According to Will Allen and Irene Guijit (Nov. 1999), Log Frame stands

for Logical Framework, is a simple method of tying goals and objectives

into inputs, processes and outputs. Proponents used Log Frame to indicate

task to be done for the project in the specific allotted time by the Gantt

chart. It was so useful for them because it can add another monitor material

for the progress of the study.

3.4. Procedures used in Study

Interview

The first procedure used by proponents was interview. Interview was

done thru directress, registrar and accounting department personnel. The

directress was questioned about the schools background (history, mission

and vision) and about the evaluation of the students.

In addition to that, current processes and step-by-step transactions

were also done by the used of interview. These include registration of

students and payments that were assigned to registrar and accounting

department. Sectioning and scheduling of students were also revealed by

registrar department to the proponents.

3.5. Tabular Presentation and Analysis of Data

In this part of study, 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.
 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 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 students 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 students year allotted more time on it. This breakdown of fees

is fixed and may not change at all.

Table 3.4 Modes of Payment of Student in Enrollment System of NSI

I. Modes of Payments

Cash Basis: Upon Enrollment, pay the whole tuition fees.

Monthly Basis with down payment
Down Payment to be paid upon enrollment
Remaining Balance divided into 10 months, payable every 5 th

day of the 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.

II. Discount of Tuition Fees

Registration of 2 or 3 kids of the same parents (2.5% discount/kid)

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 3.5 Students Subject and desired Time of Class in NSI

 CHAPTER 4

SYSTEM DESIGN

This chapter discussed processes of designing the proposed system. It

also include the System Requirements need by the proposed system, the

System Context Diagram, the systems Flow Chart and Data Flow Diagram,

the Visual Table of Contents (VTOC), Cost Benefit Analysis and proposed

design in Graphical User Interface (GUI).

4.1. System Requirements

4.1.1 Existing I.T Infrastructure

 Table 4.1 Existing Hardware Infrastructure of NSI

Table 4.2 Existing Software Infrastructure of NSI

4.1.2 Proposed I.T. Infrastructure

Since one of proponents goals in this project was to design proposal

by the use of the existing I.T. Infrastructure of NSI, they only required some

modifications regarding software and hardware components. Proponents

want to establish a good automated enrollment system wherein it will cost

cheaper amount by using existing facilities and upgrading some of them. A

list below shows to you some modifications and additional infrastructure for

the design proposal.

Modification for Design Proposal

1. At least all PC are in Good Condition

Many workstation to used in enrollment system, the lessen time

enrollment activities consume. If we will count total number of computers to

be used, it may build up to eleven pc. In each department (Registrar and

Accounting Department), there would be five computers and the one left will

be reserved.

2. Two Printers must Function Well.

Each Printer will be assigned in the two departments namely: Registrar

and Accounting Department. This may facilitate both of them to initialize

reports easily. For the Registrar, they can issue registration form of students

with the desired section, schedule and subjects. In another view, both of

them can easily print summarize reports for the Directress.

3. Every Computer must have the Design System.

Related to the first modification, many workstations to use, the faster

enrollment activities would finish. It is a must that all workstation should

have the design system in order to get desired output for every process of

enrollment system.

4. Visual Basic 6.0 and MS Access

 Since every computer has the design proposal, they must also contain

the software Visual Basic 6.0. This was the programming application used by

the proponents to design the proposal. MS Access must also indicate in every

computer because it will serve as the database of the design proposal. Basic

debugging and coding will adopt for any clarification in the design system.

5. Networking

Workstation in Registrar and Accounting Department will adopt a LAN

connection for easily sharing of files and data they particularly needed.

4.2 Context Diagram

 Figure 4.1 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.

One of the external entities is the old/new students. Students must complied

input such as their data, payments and must finish submission of

requirements to accomplish their registration form. Afterwards, data and

requirements of student will be process to generate output for registrar

department. Students registration form will generate with the respective

section and schedule of students. Registrar department can also verify

students report and master list. The same as registrar department,

accounting department can also verify student report and data, but they rely

on payment or fees of students. They also provide official receipt for a

student copy. Lastly, directress office need the master list of the students

and summarize reports of their payments. Still, directress can confirm

updated students reports.

4.3 Data Flow Diagram

DATA FLOW DIAGRAM

PROPOSED COMPUTERIZED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC.

Figure 4.2 Data Flow Diagram of Proposed Enrollment System for Enrollees

of NSI

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

4.4 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.

Process: Any processing function.

Stored Data: Any type of stored data.

 Terminator: Indicated the beginning or end of the system

flow of the diagram.

Data: Can represent any type of data in the flowchart.

Decision: Decision point between two or more path in the

flowchart.

Flow Lines: Connect process or entity from each another.

SYSTEM FLOW CHART

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC.

Figure 4.10 System Flowchart of Proposed Verification of Enrollee/New
Student
in Enrollment System of NSI

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

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

SYSTEM FLOW CHART

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

Figure 4.13 System Flowchart of Proposed Mode of Payment
of Pre-School Student in Enrollment System of NSI

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

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

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

4.5 Virtual Table of Contents (VTOC)

SYSTEM VIRTUAL TABLE OF CONTENTS

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC.

Figure 4.17 System Virtual Table of Contents of Proposed Enrollment System

for NSI

4.6 Graphical User Interface (GUI)

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC.

 Figure 4.18 Form Login of Program for Proposed Computerized Enrollment

System

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

1.1 Enrollee Student User Account

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

 Figure 4.20 Student I.D. Tab in Student Profile Form for
Proposed Computerized Enrollment System of NSI

Fields Restrictions:

1. Year Level assigned to be in a form of combo box where the enrollee

will just select his required year level in enrollment system. Year Level:

Nursery, Kinder, Grade 1 6 & 1st Year 4th Year.

2. Student Number (autonumber) the program will automatically set a

student number for the enrollee. Student numbers are set from the

number of students enrolled in desired year level.

3. Section the program will automatically set section for the enrollee

according to the number of enrolled student in the vacant section. The

maximum number of student per section will be thirty. If it exceeds,

another section will be open for enrollees.

4. School Year the program will automatically set the school year.

5. Time the program will automatically set time of student classes since

it was fixed by the school administration for every year level.

6. Room the program will automatically set available room per section

of student.

7. Subjects the program will automatically set subjects of student since

every year level has their own fixed required subjects.

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

Fields Restrictions:

1. Last Name enrollee can enter a max of 10 characters and accept

letter and number formats.

2. First Name enrollee can enter a max of 10 characters and accept

letter and number formats.

3. Middle Name enrollee can enter max of 10 characters and accept

letter and number formats.

4. Age enrollee can enter a max of 2 characters and accept only

number format.

5. Gender enrollee will have options either male or female.

6. Religion enrollee can enter max of 10 characters and accept letter

and number formats.

7. Date of Birth enrollee will just select the date of his birthday in the

month view format.

8. Place of Birth - enrollee can enter a max of 10 characters and accept

letter and number formats.

9. Address enrollee can enter a max of 50 characters and accept letter

and number formats.

10. City/Town - enrollee can enter a max of 10 characters and accept

letter and number formats.

11. State/Province - enrollee can enter a max of 10 characters and

accept letter and number formats.

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

 Figure 4.22 Information Part 2 Tab in Student Profile Form for
Proposed Computerized Enrollment System of NSI

Fields Restrictions:

1. Fathers Name enrollee can enter a max of 30 characters and accept

letter and number formats.

2. Mothers Name - enrollee can enter a max of 30 characters and accept

letter and number formats.

3. Guardians Name - enrollee can enter a max of 30 characters and

accept letter and number formats.

4. Occupation enrollee can enter a max of 10 characters and accept

letter and number formats.

5. Address enrollee can enter a max of 50 characters and accept letter

and number formats.

6. City/Town - enrollee can enter a max of 10 characters and accept letter

and number formats.

7. State/Province - enrollee can enter a max of 10 characters and accept

letter and number formats.

8. Contact Number enrollee can enter max of 15 characters and accept

only number formats.

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

1.2 Student User Account for Previous Student of NSI

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

 NYONGANI SCHOOL INC

Figure 4.24 Form Verification of Student for Proposed Computerized

Enrollment System

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

 Figure 4.25 Form Verification of Student Records of Previous Student for
Proposed Computerized Enrollment System of NSI.

2. Accounting User Account

GRAPHICAL USER INTERFACE

 PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

Figure 4.26 Form Classification of Transaction of Payments of Student for

Proposed Computerized Enrollment System

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

Figure 4.27 Form Student Payment Record List for
Proposed Computerized Enrollment System

GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

 Figure 4.28 Form Student Payment Transactions for
Proposed Computerized Enrollment System of NSI

Field Restrictions:

1. Date shows the day of transaction indeed.

 2. Student Number student number of the student to pay.

3. Student Name max of 30 character and accept letter and number

formats. Name of the student to pay.

4. Student Level combo box wherein the accounting personnel will just

select the corresponding year level of the student to pay. (Kinder,

Nursery, Grade 1 -6 and 1st year 4th year)

5. Modes of Payment combo box wherein the accounting personnel will

just select the mode of payment student to pay choose. (Monthly Basis

w/ Down Payment, Straight Monthly and Cash Basis)

6. Amount Paid (Currency Format) the initial payment of the student

base from the mode of payment he choose.

7. Save Button save the student payment record transaction to the

student payment record list.

3. Registrar User Account

GRAPHICAL USER INTERFACE

 PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

Figure 4.29 Form Student Record List for Proposed Computerized Enrollment

System of NSI

4. Directress User Account

 GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

Figure 4.30 Multiple Document Interface of Proposed Computerized

Enrollment System

Description of Menu Editor:

I. File Transactions

1. Students Registration creates a link to Form Student Profile

(figure 4.20) wherein you can add records of student.

2. Students Record List creates a link to Form Student Record List

(figure 4.29) wherein you can add, edit and print students

record. (main job of Registrar Department)

3. Record Payment creates a link to Form Classification of

Transaction of Payment (figure 4.26) wherein you can manage

student payments. (main job of Accounting Department)

4. Requirements creates a link to the feature of program wherein

you can manage student requirement as resulted from their

evaluation. (main job of Directress)

II. Reports create a link to ready to print reports.

1. Students Payment creates a link to the report of list of enrolled

students payments.

2. Master List creates a link to the report of list of enrolled

students.

III. Maintenance

1. Back-up Database one feature of program wherein you can

back-up the database for the purpose of preparing it in another

school year.
 GRAPHICAL USER INTERFACE

PROPOSED ENROLLMENT SYSTEM FOR

NYONGANI SCHOOL INC

Figure 4.31 Form Checking Students Requirement for

Proposed Computerized Enrollment System of NSI
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
 CHAPTER 5

SUMMARY, CONCLUSION AND RECOMMENDATION

5.1 Summary

The study was begun in analyzing the problems regarding the

enrollment system of NSI. With the aid of interviews, researches, surveys and

keen observations, proponents discover problems such as student

information redundancy and manual computations that will cause errors in

data. On the other hand, we also notice that the reports submitted to

directress office are not updated. This can cause inaccurate information to

the existing NSI enrollment system. All of these problems are the effects of

manual enrollment system of NSI.

These problems are the root cause, for the proponents to design

automated enrollment system. With the help of required requirements of NSI

enrollment system, proponents formulate three main processes that need

innovation. The following are registration and verification of student in

registrar department, record payment management in accounting

department and both of the department must comply updated reports to be

submitted to directress office.

 By means of diagrams such as DFD and Flowchart with theories like

Iterative Implementation and Descriptive Research Study, the enrollment

system will merge in relative processes.

5.2 Conclusion

After all the studies, research and observation, the proponents

therefore conclude that the Nyongani School Inc. (NSI), is having difficulties

on their enrollment system particularly on management of students data and

their payments. Different problems such as redundancy and errors in

information of the students, not updated reports submitted to directress and

time consuming enrollment activities was solved through designing

automated enrollment system.

On the other hand, proponents accept the life of being a system

analyst. They adopt the stages in making study through the use of

interviews, researches, surveys and even observations. They are also train to

use data flow diagram, flow chart and other graphical method of study in

presenting the flow of the system proposed. Above all, proponents would be

a beneficiary of this study since they analyze a manual enrollment system

and convert it into an automated one.

5.3 Recommendations
 Proponents recommend some training about programming in personnel

and administration of NSI community since they are the main beneficiary of

the design proposal. They must know basic debugging and coding of Visual

Basic 6.0 for any clarification of the design system.