CHAPTER I

Introduction

The researchers enhance the previous enrolment system that provides the client a faster,

more convenient way of storing files of the student enrollees in a computer system that lessens

the effort of faculty staff every semester. This also serves as information database especially for

freshman; irregular transferee’s student and the administrator are able to get an access in their

course, subjects, and student enrollees. This information can be viewed in just seconds without,

worries that single files could get lost. As the enrollees increase every year, enrollment procedure

becomes harder to deal, this also a big help to all enrollment staff, especially under the computer

department because they are the one who are entitled to head and update the information in the

database. Having this system helps the school in upgrading the enrollment process so as they

meeting the qualities that we are trying to achieve.

Today, the use of the technology has been an effective tool on improving such as kind of

enrollment system. It improves the efficiency of the enrollment system in AMA Computer

Learning Center Los Baños hereafter to be called as ACLC-LB.

Enhancement of the previous enrollment system is the output of the project and it aim for

more accurate, user friendly and very useful system that can help data processing of enrollment.

The system as integration of two functions designed for private educational institutions which

offer computer courses.

The enrollment procedure is very hard task, from the submission of the requirements up

to the computation of payments in most of these private education and educational institution,

this is the common procedure followed during the enrollment period and usually it is done

1
manual. Records are kept in tons of paper because there is no existing database other than the

files in the cabinet. Reports are not done accurately and efficiency because problems are

encountered like date redundancy. A problem in computation of payments also encountered. In

this kind of educational institution there are one or two person assigned to process environment

and cash flow system. Time is very important for this person assigned to do this task for

attending with the students and parents concerned.

This School setting is similar in other places in our country. In every town the average of

4-5 schools has the same settings and procedures which are followed during enrollment. As the

institution continuously grows the need to enhance the system becomes a necessity.

Enhancement is one of the steps to take in order to embrace the advancement of the technology

and to maximize the available resources in the institution because most of them own a computer

and user database or electronic computer.

Background of the Study

In this generation most schools offers courses have computerized enrollment system. For

example in Sta. Rosa they are using this system to make easy the process of enrollment.

Suddenly it takes time before a student be enrolled, therefore the objective if this research is to

make enrollment much easier than doing it manually.

The enhancement of Computerized Enrollment System pushes this system into a new

level. Instead of enrolling manually, they will have option to finish their form using

computerized enrollment system.

2
 Statement of the Problem

The study aims to enhance the previous computerized enrolment system for ACLC-LB,

specifically on the process of enrolment. The problem areas are as follows:

1. What are the enhancements of the previous enrolment system?

2. What are the benefits in using computerized enrolment system at ACLC-LB?

3. What are the common problems met by the registrar in the manual enrolment system at

ACLC-LB?

Assumptions

For employees, the enhancement of the computerized system will help them more in

saving time in storing, retrieving student information and the cash inflow information. It will also

help them become productive by serving their clients confidently and reassuring that the

information they will provide is accurate. As for the students, the system will lessen their waiting

time, as well as they no longer need to repeat manually fill in the enrolment forms, avoiding

redundancy of data. And lastly, the system will keep reports updated for the school

administrators for an immediate decision-making processes and any plans needed for the

institution growth.

3
 Conceptual Framework

In our proposed system, there is the database software where all of the information about

tools and equipment are stored. The main menu has a user-friendly interface and has an

administrator input as well as administrator log-in form. In the transaction process, there is an

assurance of maximum control and the movement of tools and equipment. Though, it provides

the ease of recording, searching and editing of data input on the database. The proposed system

lessens inventory paper works as well as accurate inventory reports. Upon implementation of

the study, its efficient operation generates and maximizes the service to the staff and satisfaction

of the clients on its development.

Admission
Admission Office Input Computerized Verification
Inquiries Enrollment System
(Registrar, Cashier)

Process

Output Stamping of Form

ENROLLED
(Verified)

Figure 1. Conceptual Framework

4
 Significance of the Study

The School needs to embrace the advances application of technology particularly in the

generation of reports including enrolment reports; it seems as the solution for fast data

processing of enrollment system.

As the researchers mentioned, enrolment is an important thing in entering an institution.

With the advancement of technology, the use of the enhanced Computerized Enrollment System

provides an alternative method to make the enrollment process conveniently. By using this

enrollment system, students and office staff of the school can easily do their task with an easy

access system with just a few clicks of buttons, and filling in the form with a database system.

Enrollment process is made possible for the administration in order to analyze the result

as soon as student’s work has been completed. It allows the administrator to gather, store and

review testing information quickly more convenient and with consistent rate.

Scope and Limitations

The scope of this system includes the following processes; it is use for admission,

registration, and payment of the students to be enrolled, recording and retrieval of the student

information, computation of income on the payment from enrolment, providing of receipts for

the payments and reports to the management such as summary and cash inflow report. And its

limitation can be only used for registration purpose during enrolment and accounting transactions

are not included. The system focuses only to the student’s information.

5
 CHAPTER II

Review of Related Literature

Foreign Literature

The University of Southern California (USC), located at Los Angeles, California, USA, is

establish in 1880 as a private research institution. The university’s academic and administrative

programs are led by the president’s cabinet, which is comprised of a provost and senior vice

president for academic affairs, senior vice president for finance and chief financial officer,

senior vice president for administration, senior vice president and for university relations, and

senior vice president for advancement. USC is governed under the direction of the university’s

board of trustees and in accordance with the university by laws.

The main goal of USC is to decentralized enrolment system so that they could achieve

university’s academic and monetary success. They establish systems which provide some central

resources moreover; they accommodate and support the requirements of the whole university. It

is known as the RCMS. (Revenue center management at the University of Southern California:a

case study, Amir Rahnamay-Azar, 2008).

Edith Cowan University (ECU) is currently enrolling more than 5, 000 new students,

which has been made easier with its Oracle-based online enrolment system. This has allowed

ECU to substantially re-design its business processes. The system is known as the Edith Cowan

University Web Enrolment System (ECUWES), and replaces traditional hard copy enrolment.

According to the coordinator of Admission Support, Kerian Greenaway, the system offers

immediacy and convenience of course enrolment via the Internet. The technology in use was set

up by Oracle in 1998, when ECU moved towards creating an innovative web-based enrolment

6
and administrative system using Oracle database products. New enrolments using ECUWES are

managed differently to re-enrolment on ECUWES. New enrolments are processed while the

student is with an enrolment assistant, because there is a need to collect HECS and enrolment

papers, as well as to familiarize students with the system. In terms of re-enrolment, the student

has full control of enrolling in a six-week period, which allows for any small glitches in the

system, such as not being able to get online. ECU also previously faced difficulties with

managing student enrolment administration, as staffs were distributed across several locations, so

there was a desire for improved access and management of student information. Similarly, re-

enrolment required students to travel to the University and queue for service from administration

staff. Faculties also requested that students enroll by porting enrolment sheets on computer

bulletin boards. With ECUWES, students from remote areas and international students enjoy

easy enrolment with improved time effectiveness. There have been no major problems, apart

from a few power failures, but ECU has back-up plans, such as enrolment assistants taking up all

the paperwork and processing the information once back online. (Online Enrollment for ECU

http://www.doir.wa.gov.au)

In Veritas Parochial School Pascual, a web-based enrollment system is developed to

help both the old and new students, to enroll in a more efficient way without the hassles of

waiting long hours just to fill up forms, which sometimes become redundant, or to stand in line

and pay at the cashier. It is with the Web-based Enrollment System for VPS that this new style of

enrollment may be achieved. This new type of system offers the student with new options for

enrolling at VPS. Just by logging on to their website the student may create his new account for

the current year he is to be enrolled in. With this, all the student has to do is to fill up certain

forms that do not take more than a few minutes to accomplish. Then the records will be stored in

the school database for future references. After that the student will be given confirmation that

7
the transaction has been verified and all that the student has to do is visit the school and pay

appropriate amount for the current school year. The student may also browse the web site of VPS

and he can check his current account. He can also see the list of the school current tuition fee

rates. (Web-based Enrollment System for Veritas Parochial School Pascual, Robert John G.

And Riceo, Vincent Joel T., 2001)

Local Literature

The Academic Information Management System or AIMS has enhanced the enrollment

system and academic record, keeping of the University of Negros Occidental Recoletos in

Bacolod City. The school for easy access of students to the school and school academic records

acquired AIMS, software of Pinnacle Asia. It has systematized and consolidated the inputs of the

college registrar with the accounting office. Bro. Jaazeal D. Jakosalem, OAR, University

Property Administrator said that AIMS has made records of both offices analogous with each

other. We were able to solve ― the loopholes in the past where millions of pesos cannot be

counted because their inputs cannot be recorded, Jakosalem explained. AIMS have greatly

improved the school’s information technology infrastructure. UNO-R students and their parents

can view the academic records on-line while enrollment procedures has been reduced to only 30

minutes or so with corresponding accounts due within 5 days. School notices and

announcements may be read on-line. Faculty members may encode grades and post

course/lecture materials on-line. The school alumni here and abroad may request for their

transcript of records and receive the same on line. Jakosalem also announced that UNO-R

campus is now a WIFI zone. Foreign and graduate students may access the web at all times using

their laptops. This study is related to the proposed system because of the web-based enrolment.

8
The registrar and the students can also view their academic records using the internet. But the

difference is that in this study it is not mention that the students can pay their tuitions on-line.

(AIMS enhances enrollment system of UNO-R Bacolod http://www.uno-r.edu.ph)

In Samar State University (SSU) located at Samar Island. Technology innovations had

influenced man's work, from data processing, business transactions, research, planning,

monitoring and even in medical operation of man’s body is now entrusted to computer

technology. Samar State University (SSU) 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. (Dry-run

of Automated Enrollment System http://www.ssu.edu.ph)

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,

9
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. The only

similarities that the proponents have encountered here is that the university formulated a

powerful database that will hold large number of data and can keep track student transactions.

This is one of the goals of the proposed system that the proponents will be developing.

(Far Eastern University Enrollment System- http://www.sqlwizard.com/ewizard_testimonial.html)

10
 CHAPTER III

Methodology

In this chapter represent the methods of research used in the study, requirements analysis,

design phase, coding, testing, maintenance, population and sample, description of respondents,

research locale, data gathering procedure, statistical treatment.

Methods of Research

In discussing the details of the study, the researchers have used the descriptive method.

This method provides a detailed organizing of data and information collected, using survey

questionnaire that is answered by the respondents and with interviews, the data collected can be

easily interpreted. The researcher’s method is based on the classic life cycle or the waterfall

method:

Requirements Analysis

Design Phase

Coding

Testing and Debugging

Implementation

Maintenance

Figure 2. System Development Life Cycle

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 Requirement Analysis

After acquiring the authorization to proceed on the proposed system, the researchers have

evaluated first the existing and have identified its strengths and weaknesses using questionnaire.

The person to interview is determined first before the proceeding, followed by observations. The

facts that are gathered on the interview are verified by the researchers through observations.

Design Phase

The researchers have designed the proposed system using flowchart. It is designed to

show and follow the registration system at ACLC-LB. The interface of the program is user

friendly. In order to secure the database, it must have a username and password to login the

whole system.

Coding

The researchers have used Visual Basic 6.0 as their software application and Microsoft

Access as the database.

Testing

The functionality and operability of the new system depends on testing and debugging

phase. If there are errors encountered, adjustments are done to further improve the system. To

test if the final design functions properly, researchers shall repeat the testing and debugging

phase. This process helps the researchers to identify the missing program in the proposed

application and errors. Testing and debugging of codes are also done to ensure accuracy.

12
 Implementation

To ensure that the proposed system runs properly and is errors free, there should be an

administrator or an authorized person assigned in the maintenance of the system so that it can be

easily modified if problems arise in the system. To maintain the program, researchers must have

a monthly maintenance to improve the system. In this process, the researchers can easily trace

errors, and it can also help the user to use the program easily.

13
 Population and Sample Size

Where: n=sample Size

N=population

e=desired margins errors

n=

1 + (𝑁)(𝑒)2

162(students)

n=

1 + (162)(. 10)2

162

n=

1+ (162) (0.01)

162

n=

1+1.62

n= 62(sample size)

The researchers have used fifty-seven (57) students and five (5) respondents from the
administration staff out of 162 total population of ACLC- LB, because they are the main concern
of the said enrolment system using Sloven’s Formula.

14
 Description of Respondents

The respondents of the study are the students, administration staff of ACLC-LB, the

admission officer, registrar, accounting officer, the school directress. They evaluate the

computerized enrolment system based on survey questionnaire provided by the researchers, and

then it is analyzed, presented, and interpreted.

Research Instrument

A set of survey questionnaire is distributed. The questionnaire is designed in accordance

with the statement of the problem.

Research Locale

The study is conducted in the administration office of AMA Computer Learning Center

Los Baños at 2nd floor F&L Building, #9209 Lopez Avenue, Batong Malake, Los Baños, Laguna

from November 2011 to February 2012.

Data Gathering Procedure

The researchers have conducted interviews and have used questionnaires as data

gathering tools to acquire the needed data. The researchers have used survey questionnaire

consisting of ten statements for survey and evaluation of the system. Questions are prepared

according to the statement of the problem and features of the computerized enrolment system.

The result of the preliminary interviews are studied then verified to supplement the findings of

the study.

15
 Statistical Treatment of Data

N= total number of respondents

The Likert’s Scalar Method (LSM)

x= (SA*5) + (A*4) + (U*3) + (D*2) + (SD*1)

Where: SA= Strongly Agree

A= Agree

U= Uncertain

D= Disagree

SD= Strongly Disagree

Rating Weighted mean Interpretation

5 4.51-5.00 Strongly Agree

4 3.51-4.50 Agree

3 2.51-3.50 Uncertain

2 1.51-2.50 Disagree

1 0.00-1.50 Strongly Disagree

Table I. The Lickert’s Scalar Method.

16
 Weighted Mean

The researchers have used weighted mean in order to know the degree of importance of

each answer in the survey questionnaire. This verifies the satisfaction of the questionnaire.

The researchers have also used the Lickert’s Scalar Method as the standard method.

The formula for LSM is:

x = 5 * fi + 4 * fi + 3 * fi + 2 * fi + 1 *fi

Where: x= weighted mean

fi = frequency of the ith score

N= total number of the respondent

17
 CHAPTER IV

Presentation of Data

This chapter discussed an interpreted the data that are gathered throughout the study. Presented

here are the data gathered by the researchers in the course of survey and the evaluation of the

software. Mainly the data that are from questionnaires were analyzed and presented in very

methodical manners that are gathered throughout the study proved to be vital in the evaluation of

the study.

The researchers presented the data in a detailed concise manner. This is to ensure that the

treatment of data is gathered properly done to come up with unbiased findings of the study.

Presentation was done using tables for it to be easily understood. The tables contain the

statement, both questionnaire are answerable by five (5) degrees of emotional decisions, namely;

Strongly Agree (SA), Agree (A), Uncertain (U), Disagree (D), Strongly Disagree (SD). The

survey showed and revealed that there are certain problems that the Admin office encountered.

Analysis of Data

The data was analyzed in order to interpret it more specifically and clearly. This gave the

researchers an overview of how the result of the study would be determined. Furthermore, the

analysis of data was done to easily explain the data acquired by the researchers. After the

analysis of the data, it is interpreted in a narrative form to be easily understood by the

respondents and other readers.

18
Table 2. Responses of the 1st year respondents on Software Evaluation

Statements SA A U D SD X Interpretation

1. The program exactly serves 17 0 0 0 0 5 SA

it’s purpose, that is, enrollment
through a computer.

2. The program is accessible to 16 1 0 0 0 4.94 SA

users through personal accounts.

3. The program is error-free 15 2 0 0 0 4.88 SA

information.

4. The program is very-useful and 14 3 0 0 0 4.82 SA

nothing in the program is waste.

5. The program can detect errors, 15 2 0 0 0 4.88 SA

whether input or calculation.

6. The program can be modified, 14 3 0 0 0 4.82 SA

changed depending on the objective.

7. The program is consistent, true and 14 3 0 0 0 4.82 SA

correct.

8. The users can depend on the 15 2 0 0 0 4.88 SA

program for information and easy
enrollment system.

9. The program supports testing, 16 1 0 0 0 4.94 SA

debugging and error-finding.

10. Commands and menus are 16 1 0 0 0 4.94 SA

easy to understand and interface
is easy to navigate.

Overall weighted mean 4.89 SA

Legend: SA (strongly Agree), A (Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)

19
Table 3. Responses of the 2ndyear respondents on Software Evaluation

Statements SA A U D SD X Interpretation

1. The program exactly serves 38 2 0 0 0 4.95 SA

it’s purpose, that is, enrollment
through a computer.

2. The program is accessible to 33 7 0 0 0 4.83 SA

users through personal accounts.

3. The program is error-free 32 8 0 0 0 4.80 SA

information.

4. The program is very-useful and 31 9 0 0 0 4.78 SA

nothing in the program is waste.

5. The program can detect errors, 33 7 0 0 0 4.83 SA

whether input or calculation.

6. The program can be modified, 27 13 0 0 0 4.68 SA

changed depending on the objective.

7. The program is consistent, true and 29 11 0 0 0 4.82 SA

correct.

8. The users can depend on the 31 9 0 0 0 4.78 SA

program for information and easy
enrollment system.

9. The program supports testing, 36 4 0 0 0 4.90 SA

debugging and error-finding.

10. Commands and menus are 33 7 0 0 0 4.83 SA

easy to understand and interface
is easy to navigate.

Overall weighted mean 4.81 SA

Legend: SA (strongly Agree), A (Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)

20
Table 4. Responses of the Administration Staff on Software Evaluation

Statements SA A U D SD X Interpretation

1. The program exactly serves 0 5 0 0 0 4.00 A

it’s purpose, that is, enrollment
through a computer.

2. The program is accessible to 1 4 0 0 0 4.20 A

users through personal accounts.

3. The program is error-free 0 3 2 0 0 3.60 A

information.

4. The program is very-useful and 0 4 1 0 0 3.80 A

nothing in the program is waste.

5. The program can detect errors, 0 5 0 0 0 4.00 A

whether input or calculation.

6. The program can be modified, 1 3 1 0 0 4.00 A

changed depending on the objective.

7. The program is consistent, true and 0 4 1 0 0 3.80 A

correct.

8. The users can depend on the 2 3 0 0 0 4.40 A

program for information and easy
enrollment system.

9. The program supports testing, 0 4 1 0 0 3.80 A

debugging and error-finding.

10. Commands and menus are 3 2 0 0 0 4.60 SA

easy to understand and interface
is easy to navigate.

Overall weighted mean 4.02 A

Legend: SA (strongly Agree), A (Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)

21
Table 5. Overall survey result

Statement # SA A U D SD X Interpretation

1 55 7 0 0 0 4.89 SA
2 50 12 0 0 0 4.80 SA
3 47 13 2 0 0 4.73 SA
4 45 16 1 0 0 4.70 SA
5 48 14 0 0 0 4.77 SA
6 42 19 1 0 0 4.66 SA
7 43 18 1 0 0 4.68 SA
8 48 14 0 0 0 4.77 SA
9 52 9 1 0 0 4.82 SA
10 52 10 0 0 0 4.83 SA
Overall Weighted Mean 4.77 SA

Narrative Analysis

Table 2 to 5 shows the responses of the student and administration staff of AMA

Computer Learning Center- Los Baños in evaluating the system. At Table 2 the overall weighted

mean is 4.89, in Table 3 the total weighted mean is 4.81 where the respondents strongly agree to

the system’s accuracy, accessibility, correctness, efficiency, error-handling, flexibility, integrity,

reliability, testability, and user friendliness. In Table 4, the overall weighted mean is 4.02 where

the respondents agree to the system’s functions. In Table 5, the overall weighted mean is 4.77

where all of respondents strongly agree to the system. This means that the computerized

enrollment system should be implemented as the main process of enrolment in ACLC-LB.

22
 CHAPTER V

Summary of Findings, Conclusion and Recommendations

Summary of Findings

Base on the study conducted by the researchers and when the data obtained among the

respondents, the researchers found out that the development of the enrollment system in ACLC-

LB will impose the interactive material for the students and staffs. This study proved that

computerized enrollment system was needed, it can be a great help to the school in adding,

deleting, and updating all records of the students and in enrollment process. It speed-up the

processing of data can make accurate and organize report which is easy to understand. This

system provides result as compared to manual enrollment; it was understandable for the school to

implement this project in order to attain progress and stability of their operation particularly in

enrollment.

The descriptive method research was employed and the sampling with the proportional

allocation was used for respondents. They have sixty (62) respondents that correspond for this

study, the Administration staffs and the Students are based on the findings, analysis, and

interpretation of the result of the study, there is a significant difference in the perception of the

respondents between manual enrollment systems. The respondents have a positive approach in

the developing of computerized enrolment system.

23
 Conclusion

After the study was conducted and with the response obtained among the respondents,

researchers concluded that the development of the software product will be very helpful and

significant, in terms of providing a new enrolment process, and improvement of the recording

system.

Recommendation

After the study was conducted, the researchers strongly recommended the following:

1. The computerized enrollment system must be implemented as the main process of enrolment

in ACLC-LB.

2. The software product should be implemented as soon as possible since evaluation shows that

the software provides reliable features and it meets the expectation of the respondents.

3. Since this software may have some distinct limited capabilities and features, therefore it is

recommended also that further evaluation and studies be conducted to pursued for the

respondents, if it is mandatory, to get their desire output and satisfied their learning needs.

24