CHAPTER 1

INTRODUCTION

Background of the study

Nowadays technology plays an important role in business operations such as

in schools. Its evolution has greatly improved different processes in school in terms of

enrolment, payments, monitoring and etc. Furthermore, its benefits helps the school

operations and student processing more convenient, faster and accurate than a

manual system.

Enrolment management system is a good example of a computer generated

process used in schools. It lessens the workloads and provides accurate information

needed by the school and provides an organized way of registering student which

avoids mix-up and confusions. Moreover, it reduces human errors, saves time and

minimizes use of paper, and provides a secured way of keeping of enrolee’s database

than the manual process. Hence, it shows how system can beneficial not just for the

students but also for the administration as a whole. Furthermore, Technology

evolution from a paper based administrative work to a strategic accomplishment has

made a great impact on the administrative cost. A large percentage of administrative

cost is spent in enrolment; major part of the administrative cost includes the process

of enrolling individuals in a health plan or students’ enrolment or for the HR related

enrolment process. Thus, in order to enhance the flexibility and security in the

enrolment process, online based enrolment methods are widely used.

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 Globally, in Indira Gandhi National Open University for instance (also known as

IGNOU) is a distance learning national university located in IGNOU road, Maidan

Garhi, New Delhi, India. According to (ndira Gandhi National Open University, 2014),

the common problems that the school has encountered is the inaccurate reports in

their daily process before and after the enrolment. The reason for this is because of

many failures by adding and retrieving the new and old student’s record which causes

a delay in transactions. As the population of the students increases, the demand for

faster system has also increased. Thus the university has decided to use an online

computerized enrolment system to facilitate the process of their regular transactions

and to lessen the paper works.

On the article entitled (Indira Gandhi National Open University, 2014) the online

enrolment process of Indira Gandhi National Open University system, is that the

enrolees and transferees students’ fills out an application form through online then

click the available program tab on the homepage of the online administration system

and select the desired program and carefully read the details including eligibility

criteria, fee details, duration, etc. After filling the mandatory information click the

"submit" button. The username will be instantly sent to the students’ via e-mail and

SMS. If you already have registered you will be an existing user then you just have to

click the "login" button. Fill in the personal details, program details, qualification

details, course details, and correspondence details. Remember, while filling

qualifications, if the students’ subjects are different than the subjects mentioned; click

the "OTHERS" and the check box. As the student proceeds in filling the form online,

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they must already have the credentials included for uploading. They must scan the

following; picture, scanned student signature, scanned of relevant educational

qualification documents, category certificate if SC/ST/OBC, SC, scanned of BPL

certificate, if below poverty line. Afterwards the student will pay the program fee

through debit/credit card (Master/Visa/Rupay). The student will have to select

debit/credit to pay the program fee and follow the online instruction to complete the

payments of the fee. After successful payment the student will be able to print/save

the payment information slip. Throughout this process by the automated enrolment

system of Indira Gandhi National Open University, it promotes accuracy and user

friendly system which helps the students and the school personnel for faster

transactions.

In the Philippines on the other hand, the use of computerized enrolment

management system greatly contributes to the workloads of those personnel under

registrar in terms of providing a fast and reliable service to the students. The system

helps the school in enhancing the procedure in managing the student records from

manually operated to a computerized system. For instance in Marcelo H. Del Pilar

National High School located in M del Pilar Sta. Isabel Malolos Bulacan, it is the largest

secondary school in Central Luzon in terms of population. According to (MHPHS Class

'85 Alumni & Friends, 2001) long ago this school encountered a problem particularly

in enrolment as their committee faces tons of work in their daily activities most

especially after enrolment because of failure to seek ways and means on how to

simplify their task. Later on the Marcelo H. Del Pilar National High School decided to

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proceed on a computerized system that makes the transaction of the school

convenient and efficient at the same time. The new students will present their

credentials to the enrolment committee which includes form 138 (report card),

certificate of good moral character, clear photocopy of NSO birth certificate, clear

photocopy of baptismal certificate if baptized catholic and equivalent document for

non-Catholics. On the other hand, the old students are required to submit their form

138 and summer grade if applicable for evaluation to the enrolment committee. After

completing all the requirements, the enrolment committee will issue a form for the

student to fill up. The enrolment form will be returned to the enrolment committee for

verification. If in case there are some fields that were not filled out, the enrollment form

be returned to the student to have it completed. The duly filled out enrolment form be

submitted to window 2 or the assessment window section for verification and

validation. The students need to wait for their names to be announced over the sound

system. When student’s name is announced, the students precede to window 3 or the

billing section window and pay necessary bills. All these data are sorted out according

to year level and gender another report generated in every after grading period is the

report card of each student. The secretary will prepare a grading sheet form and

distribute it to the subject teachers for them to fill out.

The filled out forms be submitted to the class adviser for the preparation of the

report cards. The adviser input the grades of each student per subject on the report

card manually. Every enrolment, students are required to fill out the enrolment form to

update their records. The previous records from their previous class adviser are given

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to the present class adviser the present class adviser be the one to update the records

of each student. Thus the important data will update in the student’s profile is the grade

and for the subjects. The enrolment management system of Marcelo H. Del Pilar

National High School greatly contributes on the operation of the school as it promotes

faster and accurate transaction. Furthermore they can update it easily and monitor the

student’s record with less time allotted. All modifications about student’s records will

be updated directly to the system upon enrolment. This system is also a big challenge

to the entire enrolment staff especially under the information and computer technology

department as they will be responsible for any data loss. It is considered as beneficial

with precautions as the informations submitted are considered confidential. Thus,

knowing this, it will help the institution to upgrade the system that will improve the

enrolment processes at the same time into a more secure one.

In the University of Southeastern Philippines (USeP) for instance, they became

operational in 1979 integrating the four state institutions in the region: the Mindanao

State University-Davao Branch (MSUDB), the University of the Philippines Master of

Management Program in Davao (UPMMPD), the Davao School of Arts and Trades

(DSAT) and the Davao National Regional Agricultural School (DNRAS). One will

reduce the load on the People that normally have to-do all the work. The University of

Southeastern Philippines adopted new enrollment system for this school year 2009-

2010.

According to (SANDOVAL, 2009) the online enrolment system is a good step

in providing accuracy, quick and convenient transaction. It allows the school to trace

standings of the students and their account payables. Thus, the lack of enrolment

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system in a school provokes aging and unorganized process during enrolment. It is

extremely useful in the school in a way that it makes the processes of enrolling much

easier.

Given with this manual process, it clearly shows that having an online enrolment

will be a great help in promoting a more efficient and fast transaction. For example, it

is evident that the last section for every enrolment process leads to the finance. Hence

in order to create an organize process during payments priority number system should

be used together with an electronic number caller in the cashier. On the other hand,

on the registrar department, the same should be implemented as for final records are

made through them. Online enrolment system must also at the same time be improved

together with the other departments that needs your physical presence in finalizing

the enrolment.

VFP is very a powerful tool for developing desktop applications. We have

developed a complete enrolment system for schools using VFP and now it is being

used some of the universities here in Mindanao. It has automated evaluation features,

prerequisites detections, scheduling and conflict resolution management and more. It

makes use of SQL Server as database server and VFP as front-end. Before, every

college does have their own registrar, and to the Institute of Computing, it was really

easy and fast because of the small number of students. But now, they made it fair.

Maybe the enrolment system was not really effective, but at least, there are

improvements.

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 Based on studies and observations of the proponents in local destinations

especially in Compostela Valley Province, schools are commonly using manual

enrollment system and most of their transactions are done manually. The proponents

decided to develop an enrollment management system for Compostela Seventh Day

Adventist Elementary School because of the problems they have encountered in

terms of enrolment process. This School was developed in the year 1989 since then

and until now, the school is using the manual enrolment system. They are currently

using the manual system in retrieving the students’ information and processing the

students’ payment in which they call “dossier cabinet”. In fact, they manually keep

their records though ball pen and columnar sheets and other manual procedures in

the enrolment process. Through this, errors were encountered in managing data or

information. Thus, there are possibilities to decrease the number of students who enrol

in the school because of the slow processing of enrolment and retrieving their records.

The proposed system aims to reduce the slow process of enrolment and to decrease

error through Database management. If the information of the student has an error,

the system will automatically correct, this is the easiest and fastest way and can

create.

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Statement of the problem

The study aims to improve the manual enrolment system in Compostela Seventh

Day Adventist Elementary School. The identified problems are as follows;

1. Difficulty in searching and retrieving records of the students.

The process of enrolment in Compostela seventh Day Adventist Elementary

School is currently in a manual system in which the registrar staff will keep all the

records information of the students in a cabinet. The staff usually encounters delay in

their transaction in getting the students’ data which they literally search in the cabinet.

2. Unsecured students record.

The Students’ records especially in the registrar and the finance departments are

not secured since the information is recorded in a columnar sheet where they placed in

an open cabinet where anyone can access the file and loss of students, tampered with

other person and manipulate the data.

3. Inaccurate result of computation of fees

The personnel’s experienced inaccurate computation of students’ account

because they record manually. Mainly, the problems are duplication of numbers and time

consuming of computation since the staff has to double check their paper works.

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Objectives of the Study

The following are the objectives of the proposed enrolment management system

of Compostela Seventh Day Adventist Elementary School.

1. To create automated system that would easily retrieve the students’ records

without scanning the files in manual method and to provide search engine

system that would give all reports and information of the student. Also to

provide a computer-based system that can monitor automatically determine the

growth population of the student.

2. To create a secured system that will only allow the personnel to access the data

or information of the students and to keep records using the security system.

3. To provide computer generated system that computes student account

accurately and to create reports much faster than the manual system. Since

the calculations are done automatically in software program, it will minimize

errors and increase efficiency.

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Significance of the study

The Enrolment Management System of Compostela Seventh Day Adventist

Elementary School will effectively resolve the problems of manual process of the

school. The following will be the beneficiaries for the proposed system.

 Principal

The proposed system will make it easier for the principal to manage the school

and to monitor the daily transactions of the school

 Registrar

The proposed system will make it easier for the in-charge of the registrar to

manage the records and information of the student and to secure all the data existing.

 Cashier

The proposed system will make it easier for the in-charge of the Cashier to facilitate

the daily transactions of the payments and will have less time consuming in

computation of fees and effort in checking the student account and balances manually

because everything is well-organized.

 Students

The proposed system will make it easier for the student to view their balances and

easy to get requested records from the registrar because the proposed system can

view and issue records fast and easy.

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  School

The proposed system will make the school known because of the automated

system.

 Researchers

This will be benefit for the other researchers as a guide as a resources of the studies.

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Scope and Limitation

Scope

This study and observation focuses in the enrolment management system of

Compostela Seventh Day Adventist Elementary School. Currently, the school is using

the manual process of enrolment and account assessments of the student. The

computer generated system, serve as a tool in which saving, recording, and editing of

the important information of the students. All the transactions can be done in easily

and can accurately input all information of the students’ in a hassle freeway. The

proposed system has three users the Principal/Administrator, Registrar and the

Finance Staff/Cashier.

The principal is the administrator of the system. She\he can add student, add

user set assessment or payable of every student, remind the students’ balance, enrol

student, can view the activity logs in purpose to monitor the logs every user who used

the system, generate from payment overview, personal student report, and students’

list, in short the administrator can access all in the system.

In the enrolment process, the registrar is only allowed to enrol the old and new

student. They cannot add user and only allow the user to update her/his account. The

student cannot view the user’s logs nor generate report from student account

overview.

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 In the finance department, the cashier can only process the payment

transactions and can set automatically the assessment of the account payables of

every students.

The system can produce the following reports;

 Student list report (filtered by grade level)

 Students accounts overview

 Student personal information

 Logs report and activity logs

Limitations

The Enrolment and account management system can only cater student’s

Information and accounts management, cannot generate official receipt and can’t load

subject.

The system has only three users including the administrator/principal, cashier,

and registrar. The system cannot print out students’ grades report and only for

viewing.

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Definition of Terms

The following terms below are used verbosely during the study.

Operational Terms

The definition of terms are based on observable characteristics and how it is

used in the study.

Users - is an individual who use the system for its problem solving assistance.

Reports – An official documentation for daily transaction

Transactions - information categorized by specific fields. It is also Assessment of

fees regarding payment of students.

Registrar - Department in the school engaging in student’s record and data.

Teacher - The one who enrolls the students and A member and staff of Seveth Day

Adventist Elementary School

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.

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 CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

Enrolment management is “not just an organizational concept: it is both a

process and a series of activities that involve the entire campus” (Hossler& Bean,

1990). Dennis (1998) defines enrollment management as forecasting trends that will

affect higher education and utilizing research to plan for the future. Second, Dennis

lists the following attributes of those who understand enrolment management. Hossler

and Bean conclude that there are two goals of enrolment management. “First, to exert

more control over the characteristics of the student body and two control the size of

the student body” (& Bean, 1990, p.5) given these two perspectives, one would say

that enrollment management is concerned with the attraction and retention of students

(Braxton, Vesper, & Hossler, 1995). Donhardt (1995) feels that enrollment

management involves the influence of the whole enrollment picture from recruitment

through graduation. Bateman and Spruill (1995) found that enrollment management

extends to the educational outcomes of attendance. Hossler and Bean (1990) define

enrollment management as “efforts to influence the characteristics and the size of

enrolled student bodies by directing the activities of the offices of admissions, financial

aid, new-student orientation, career planning, retention, and a number of other student

affairs areas” (Dennis, 1998). Tinto and Russo (1994) report that the success of

enrollment management programs has been only moderately successful. In traditional

way of enrolling, manual enrollment system is commonly used as a way of enrolling

students to and is continuing to be used nowadays. In manual way of registering and

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enrolling students they must have to fill up first using ball pen and an enrollment form

sheet given by their teachers. By the help of different developers and programmers,

they have developed different system about the registration and enrollment process.

Computerized, online registration and online enrollment systems that helps the school

for having an easier process of managing student information. (Agustin, 2016)

According to Aquino (2005), importance of computer application is increasing

say by day. In the latest decades of the Millennium winning organization are those

which are willing to integrate business strategy and computer information technology

in plying their respective trades. The use of computer information technology results

for them to be able to develop products fast and make decisions fast, ability to have

fluid organization structures, able to cope with the demanding work force and external

environment by the rapid development of innovative approaches and lastly using

information system confirms the company’s mission vision.

Schools use information system in the way of implementing an enrolment

system. The result for them to attract enrolees and earn an income. Enrolees are

attracted because the use of the said system makes the transaction faster and easier.

“Lack of enrolment system in schools can lead to chaos and troubles,” as stated

by Aced Adrian (2011). Students will confused on what they should do to be able to

enrol that is why such system is extremely useful in the way that it gives an ease on

working on enrolment processes. Enrolment is very useful in retrieving vital

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

the school and student in enrolment processes.

Many countries nowadays, especially the developing nations are challenged by

the rapid technological changes. This has radically changed the living and working

styles of the entire society. This transformation has been driven partly by rapid

innovation. While in the 20th century was characterized by the birth of machine-

powered flight and the emergence of broadcasting and computer technologies the

extend the reach of human creativity even more and made possible new ways by

which humans could live and work together (Tinio, 2002)

The transformation of manual enrolment transaction to automate and now into

a web based automation s one example of what has driven partly by the rapid

technological innovation. Any ways just to make work easier and faster like enrolment

transactions is possible with the emergence of computer technologies.

Technology innovation had influenced man’s work from data processing

business transaction, research, planning, monitoring and even in medical operation

on human anatomy are now entrusted to computer technology. Web applications are

popular due to ubiquity of its applications. The ability to update and maintain web

applications without distributing and installing software on potentially thousands of

client computers are key reasons for its popularity. As significant advantage of building

web applications to support a standard browser feature is the ability to perform as

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specified, regardless of the operating system installed on a given client

(Bacala&Reanno, 2009)

According to Jennifer Rowley (2005), information systems are a tool to support

information management system. Information systems are increasingly being used in

organization’s with the objective of improving competitive advantage. The information

system use by organizations can be grouped into different types such as transaction

processing system, management information system, decision support system,

executive information system, expert systems and office information system.

Information technology has heralded the advent of the information society. The

information society may be a virtual society. The concepts of the electronic classroom,

the electronic office and electronic library have been explored. Information system

poses a number of issues on society in general including changing employment

patterns, archiving, and bibliographic control, security and data protection, intellectual

property, marketplace issues and access. (Leocadio, 2014)

An enrolment system is basically included in one of the classroom of

information system that is stated by the author, thus it serves a tool to support

information management with regards to the student data, enrolment fees information

and other with a connection to the enrolments process. Every school gain competitive

advantage of having this system for they will have the capacity on handling important

information at ease and with security.

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 Adopting the theory of Stephen Mchenry which is known as the iterative

implementation covers the breakdown of overall functionality of the system to a what

he called feature sets represents different process involve in an enrolments system.

It helps locate what feature an enrolments system will have since this kind of systems

does many activities and processes.

Enrolment system has made huge impact into the school arena. It is a system

that is built on innovative program strategies. It is a system that will help both the both

enrolment personnel-in-charge and the students to easily process the enrolment at a

lesser time. Distinct from traditional enrolment, LAN enrolment system process large

assortment of student records and provides efficient and consistent information

services. (EzhrihmCradan, 2009) .

Mindanao State University-Iligan Institute of Technology (MSU-IIT) has

developed an innovative computer-based solution for tertiary schools that integrates

key activities from admission, course scheduling, registration/enrolment, assessment,

billing, cashiering, and student’s records management. It is a client-server system

which makes use of open-sourced software on its server side, thus making its

implementation very affordable even for small tertiary schools. This system, called

e.SMS (electronic-School Management System), has been used in MSU-IIT since

2001. With Linux as the server operating system and PostgreSQL as the database

engine, the e. SMS does not require buying expensive proprietary operating system

and database, saving the school hundreds of thousands of pesos. This open-sourced

software provides very good implementation flexibility, functionality, and security while

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contributing to make your school compliant with Intellectual Property Rights (IPR)

regulations. Furthermore, being SQL compliant, it is easy to implement web-based

(Intranet/Internet enabled) functions such as on-line course query during enrollment

and student information portal access (optional application which is also available).

The features are the Admission Module can enables qualified users (usually the

admission officer) to enter permanent data of students, Academic Curricula Module

can Allows qualified users (e.g. Registrar personnel) to enter description of academic

programs and subjects or courses, Pre-registration Module Facilitates entry of subject

offerings and their corresponding schedules, class size limits, room assignments and

faculty. Block scheduling is also possible. Qualified users are Registrar staff or

academic office clerks, Registration Module Handles the registration of students. It is

made up of three sub-modules: Advising, Subject controlling, and Assessment. A

Certificate of Registration (CoR) is printed after the assessment of the student’s load,

Cashiering Module Enables the cashier to accept payment of the student based on

the assessed fees.

Official receipt for payment received will also be printed, Grading Module Prints

grading sheets per subject with grades to be filled-in by the faculty. It will also accept

entry of grades by an authorized user, Records Management/Queries and Reports

Generates various reports needed by a student, academic units, registrar’s office,

management and government entities like the Commission on Higher Education and

the Department of Budget and Management, Financial Reports Prepares all

cashiering related reports and student billings, income details per cost/profit center,

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and summarized financial data (e.g. year-to-date income reports), Server Server-

grade PC (at least P4 or Xeon Processor, 1 GB ECC DRAM, SCSI Hard Disks) with

installed Linux as Server Operating System, PostgreSQL as the DBMS, and SAMBA

as the Application Server, Client Any reliable PC (at least Pentium III, 128 MB RAM)

with MS Windows 98/2000/Me/XP/Vista Operating System and LAN connection to

Server. (Mindanao State University, 2014)

This figure 1.0 shows the log in screen of enrollment system of Mindanao State

University

This Figure 1.1 shows the access of the enrollment system of Mindanao State

University

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This Figure 1.2 shows the student information and subject registration.

This Figure 1.3 shows the grades report of the students in Mindanao State University

This Figure 1.4 shows the grades report of the students in Mindanao State University

This Figure 1.5 shows the student assessment.

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 This figure 1.6 shows the student balance

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 setup by Oracle in 1998, when

ECU moved towards creating an innovative web-based enrolment 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

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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. (STUDY MOOSE, 2014)

Figure 1.0 this figure shows the log in registration of students in Edith Cowan university

Figure 1.1 this figure shows the registration form in Edith Cowan University

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 Figure 1.2 this figure shows the citizenship of the student.

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.

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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) (Course Hero inc., 2016)

igure 1.0 Logging-in the edERP student central buy using the email address and

password of the school (student number@feu.edu.ph). The password will used to

access the student portal, the password contains four numbers and characters to the

last name in capital letters of the student.

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Figure 1.1 View of the Student Central, after successfully logging-in by updating the

address before the student will proceed to pre-enrolling to update the account of the

students.

1.2 By clicking the homepage of the edERP student central, click the settings under

the account column then by clicking address book then click the edit address.

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1.3 After clicking the edit address the student will update the address by enrolling the

next semester.

1.4 At the Home page of the edERP Student Central, click “Manage Enrollment” under

the “MyAccount” column, then click “Pre-Enroll”.

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 1.5 After clicking the applicable pre-enrollment method, then click “Pre-Enroll” at

the bottom of the page. There are three (3) pre-enrollment methods as follows

1st the Free-Course Selection. Click this method if the student will enrolling in

a free section or as an irregular student. Click the method if the student will

enrolling in a block section or as regular students.

1.6 By clicking the method Department or Institute pre-assigned the student in a

particular block. The student will choose the course or block of want to pre-

enroll using the following Free-Course Selection, Batch Enrollment, Fixed

Batch Enrollment.

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 1.7 The student can search for the course that you want to pre-enroll by using the

“Course Search By”. Course search can be done by choosing Course,

Department, Building, Time or Day, and click “Search”. Result will be shown

below the search field.

1.8 The student can also search for the course you want to enroll by scrolling down

the page. You will see two tabs at the left side of the screen – “Current Year

Level Courses” and “Other Courses”. Courses in the “Current Year Level

Courses” are courses in your current year level as defined in your curriculum.

Courses in “Other Courses” are courses that you have not taken or passed in

the previous year level.

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 1.9 By Clicking on the course you want to pre-enroll, select the schedule, then click

“Save”.After choosing the course schedule, your Calendar will get updated.

1.10 After selecting the schedule then click the pre – enroll, then click the

enrollment summary will be show.

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 1.11 After showing the enrollment summary, elect Academic Year and

Academic Term

1.12 Schedule of pre-enrollment of the student will be shown.

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 CHAPTER 3

PRESENTATION AND ANALYSIS OF EXISTING SYSTEM

The existing system

The proponents conducted an interview at Compostela Seventh Day Adventist

Elementary School. Based on the observation, they found out that the school is

currently using the manual system. The principal said that they have some problems

especially in their enrolment processes. The staffs are burdened with too much work

in searching and retrieving the records of the students at the registrar department

which sometimes cause them in losing some important data of the students. They

searched and filled the data files of the student in an open cabinet that anybody can

access. This practice can possibly lead to changing and manipulating of students file

and can somehow create another problem due to unsecured reports. Some problems

identified are the inaccurate encoding of students’ grades. The finance department

encountered similar problems since they used the columnar sheets which create

duplication of records due to human errors.

The principal of Compostela Seventh Day Adventist Elementary School wanted

a computerized system to achieve accuracy of their works. The registrar can easily

retrieve the student’s record. The finance department can compute the students’

account automatically and correctly. Therefore the proponents started to study the

enrollment management of Compostela Seventh Day Adventist Elementary School

hoping to produce solution of the existing problem.

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Concept of operations

ENROLLMENT PROCEDURE

ENROLLEES FOR NEW STUDENT

1. Student will inquire requirements.

2. Put student information (general information).

3. Submit all credential (NSO, baptismal certificate, form 138, good moral).

4. Student will pay their entrance fee and other assessments.

ENROLLEES FOR OLD STUDENT

1. Give general information to the registrar

2. Registrar will search students information

3. Student will pay their entrance and old account

4. Student will provided acknowledgement receipt.

ENROLLMENT PROCESS

1. The registrar will enroll the old and new student.

2. The registrar staff will check the credentials of the new student afterwards the

staff will enroll it.

3. The finance will compute the balance of the student.

4. The finance staff will record the first payment of the new student.

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Activity Diagram

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37 | P a g e
PROBLEM ANALYSIS OF THE EXISTING SYSTEM

1. The registrar department encountered difficulties in searching and retrieving

records of the student due to losing of some important data of the student.

2. Unsecured students record both in the registrar and finance department since

the finance department records one on a columnar sheet and the registrar

department placed in an open cabinet where anybody can access the students

file.

3. The finance staff encountered computation errors in student fees the records

that cause duplication.

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 CHAPTER 4

METHODOLOGY OF THE PROPOSED SYSTEM

Gantt chart

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Use case

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Performance Criterion

The following are the requirements Analysis of the proposed system follows:

Security The system provides more consistent and

measurable security than paper-based system and
easier to limit unauthorized access. Security system
can verify the identity of computer users and limit the
privileges to use, view, and alter files. The system
also surely records the actions to establish
accountability.

Acceptability

Satisfactory or adequate by those who use it.

User – friendly The system will make the operate and understand.

Efficient The system will enable faster and more efficient

care by connecting the personal data of the
students.

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Software development Model

The history behind agile software development is one of frustration with the traditional

waterfall methodology. Agile is designed to accommodate change and the need for

faster software development (as discussed in the Agile Manifesto's Values and

Principles). The project leader typically facilitates the work of the development team,

eliminates bottlenecks, and helps the team stay focused in order to deliver software

iterations on a regular basis. It is less about milestones than it is about hours, feature

selection, prioritization, and meetings.

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Unlike the Waterfall model, the development team ultimately decides at the beginning

of a sprint (or iteration) what can be accomplished in the timeframe and sets out to

build a series of features, delivering working software that can be installed in a

production environment at the end of the sprint. Since Agile software development

methods (such as Dynamic Systems Development Method- DSDM) are flexible, most

are suitable for method tailoring – where development teams can adapt the flow to

meet the needs of the product.

The proponents decided to choose the Agile Methodology which the combination of

incremental process of model with focus on process adaptability and have iteration

involves in cross functional of working simultaneously on various areas like planning,

analysis, design, coding, unit testing and acceptance testing. This process fits to the

smaller projects and expectations and continues improvement in the system. These

are the phases that the proponents have discussed before the implementation of the

Enrollment Management System of Seventh Day Adventist Elemenrtary School.

Planning

For planning purposes, some agile methodologies also use the notion of “work items”

that can include features, bug fixes, documents, and other artifacts. But features are

the main unit of planning. Ideally, a feature should adhere to the following criteria: It

should provide business value, It should be estimable – it must have enough

definition for the development team to provide an estimate of the work involved in

implementing it, It should be small enough to fit within an iteration – therefore, if it is

too big, it should be broken down further, It should be testable – you should

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understand what automated or manual test a feature should pass in order to be

acceptable to the customer. The different methodologies use different terminology to

refer to features. It is up to the team to decide which methodology or terminology to

use. Extreme Programming (XP) uses the terms User Stories or Stories to represent

features; Scrum uses Product Backlog to describe a feature list; Feature-Driven

Development uses Feature; and DSDM uses Requirement. Similarly, there are

various lightweight versions of the Unified Process, or Agile UP that use Requirement

and/or Use Case to define incrementally deliverable functionality. Ultimately, the goal

is the same – to deliver business value regularly in small increments, and sooner

rather than later.

The proponents have spent time for gathering data’s by conducting interview in the

respondents by finding the solutions in their existing problem and to widen more the

analysis of the study by making a survey questionnaire for adding more information’s

about the existing problem.

Analysis

The purpose of analysis is to understand what will be built, why it should be built, how

much it will likely cost to build (estimation), and in what order it should be built

(prioritization). This is similar to requirements elicitation, the purpose of which is to

determine what your users want to have built. The main difference is that the focus of

requirements gathering is on understanding your users and their potential usage of

the system, whereas the focus of analysis shifts to understanding the system itself

44 | P a g e
and exploring the details of the problem domain. Another way to look at analysis is

that it represents the middle ground between requirements and design, the process

by which your mindset shifts from what needs to be built to how it will be built.

By making process by the help of gathering survey questions, the proponents’ having

more idea to identifying the critical problems and analyzing the good implementation

of the study. The proponents have come up more idea on how the system would looks

like and by the help of the survey question and recommendations on how the problem

be solve.

Design

The traditional design process plays right into a common desire among designers to

present only the most perfect products to clients. This begins in the proposal and

research phase with overly elaborate PSD mockups and continues to the final

approval phase. But for the most complex projects, it really doesn’t make sense to

design for weeks if not months in the abstract, completely devoid of client input. As

we know all too well, clients often gain a much clearer understanding of what they’re

looking for as a site comes together. What’s more, market demand has a habit of

changing quicker than designers can produce. This can be frustrating when working

within a paradigm in which rerouting is both labor and time intensive.

In this process is also known a sketch of the structure of the enrollment management

system. The proponents research more for having a guide by making the system

flowchart, use case diagram, context flow diagram and data flow diagram and

45 | P a g e
research more for the design of the system so the will have an idea on how to design

the system.

Implementation

The phase of the software development method where software has already been

debugged documented and tested. The objective of the implementation phase is to

deliver a completely functioning and documented information system.

Testing

A stage or phase where the proposed system will be given to a panel of critics and

end-users for testing. In this way, the developer can determine the response of the

user whether the system works or not.

Maintenance

Maintenance keeps the system functional at an acceptable level, correct errors and

adapts changes in the new environment to provide new features and benefits

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Context Flow Diagram

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Data flow Diagram

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Entity – Relationship Diagram

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Data Dictionary

Account_total

Fields Fields Data Types Description

Size

ID Long Auto Number ID number of the student

Integer

Grade_level Long Number Grade Level of the student

Integer

Entrance Long Number Entrance fee of the student

Integer

Tuition Long Number Tuition Fee of the student

Integer

Computer_lab Long Number Computer fee of the student

Integer

Books Long Number Books fee of the student

Integer

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 Total Long Number Total amount of all

Integer assessments’ of the student

Activity_logs

Field Fields Size Data Type Description

ID Long Integer Auto Number ID number of the

users

U_name 10 Short text Username of the

users

U_date 8 Short text Users date when

they logs in

U_action 10 Short text Users logs when

he/she perform

action to the

system

Student 10 Short text Users can add

students

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Grades

Field Fields Size Data Type Description

Student_ID 12 Short text Student ID

Student_level 4 Short text Student grade level

School_year 8 Number Students School year

Subjects 15 Short text Students Subjects

First_grading Long Number First grading students

Interger grade

Second_grading Long Number Second Grading

Interger students grade

Third_grading Long Number Third Grading students

Interger grade

Fourt_grading Long Number Fourth Grading

Interger students grade

Average Long Number Average percentage of

Interger the students grade

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Grades_history

Field Field Size Data type Description

Student_id Long Integer AutoNumber Student ID

School_year 8 Short text Students School

year

General_average 4 Short text Students general

average

Remarks 4 Short text Remarks of the

students

Parent

Field Field Size Data type Description

Student_ID Long Integer Short Text Student ID

Student_LRN Number AutoNumber Student LRN

Father_name 10 Short Text Name of the father

of the student

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 F_occupation 10 Short Text Father’s

occupation

F_religion 10 Short Text Father’s Religion

Field Field Size Data Type Description

F_contact 11 Number Father’s Contact

Mother_name 10 Short Text Mother’s name

M_occupation 10 Short Text Mother’s

Occupation

M_religion 10 Short Text Mother’s Religion

M_contact 11 Number Mother’s Contact

Parent_address 30 Short Text Parent Address

Payment

Field Field Size Data type Description

Student_ID Long Integer Short Text Student ID

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 Student_LRN Number Short Text Student LRN

Grade_level 4 Short Text Student Grade

Level

Entrance Number Number Entrance

Tuition Number Number Tuition Fees

Computer 30 Number Computer Fees

Books 30 Number Book Fees

Total Number Number Total Of all

Assessment of the

student

Discount_name 50 Short Text Discount Name

Discounted 5 Short Text Student Discount

Discount_total 10 Short Text Student Total

Discount

Total_assessment Number Short Text Total of all the

Assessment

Total_amount_paid Number Short Text Total Amount Paid

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 Total_balance Number Short Text Total Balance

Number

Payment_history

Field Field Size Data type Description

Student_ID Long Integer Auto Number Student ID

Student_LRN Long Integer Short Text Student LRN

Grade_level 10 Short Text Student Grade

Level

P_date Date/time Payment date

Explanation 50 Short Text Explainations of

the daily payments

Amount Long Integer Number Amount of the fees

Balance Long Integer Number Remaining balance

of the payment

assessments

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Requirements

Field Field Size Data type Description

Student_ID Long Integer Auto Number Student ID

Student_LRN Long Integer Auto Number Student LRN

NSO 30 Text Student

requirements

Good_moral 30 Text Student Good

moral

Form_138 30 Text Student form 138

Other_req 30 Text Other

requirements of

student

Other_status 30 Text Other status of the

student

Student

Field Field Size Data type Description

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 Student_ID Long Integer Auto Number Student ID

Student_LRN Long Integer Auto Number Student LRN

Grade_level 10 Text Student grade

level of the student

First_name 50 Text Name of the

student

Last_name 50 Text Last name of the

student

Middle_name 50 Text Middle name of the

student

Gender 20 Text Gender of the

student

Birthdate 30 Text Birthdate of the

student

Age 30 Text Age of the student

Birthplace 30 Text Birthplace of the

student

Student_address 50 Text Student address

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 Last_school 50 Text Student last attend

Enrolled_on 30 Text Student enrolled

on

Enrolled_by 30 Text Student who

enrolled by

Fullname 50 Text Full name of the

user who enroll

Student_history

Field Field Size Data type Description

Student_ID Long Integer Auto number Student ID

Grade_level 10 Short text Student grade

level of the student

School_year 15 Short text Student school

year

First_name 50 Text Student first name

Middle_name 50 Text Student middle

name

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 Gender 50 Text Student gender

Birthdate Time/date Student birthdate

Birthplace 50 Text Student birthplace

Student_address 50 Text Student address

Last_school 50 Text Student last school

attended

Father_name 50 Text Fathers name of

the student

F_occupation 50 Text Occupation of the

father

F_contact Long integer Number Contact number of

the father

Mother_name 50 Text Mothers name of

the student

M_occupation 50 Text Occupation of the

mother of the

student

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 M_contact Long integer Number Contact number of

the mother

Parent_address 50 Text Parent address of

the student

Guardian_name 50 Text Guardian of the

student

G_contact Long integer Number Contact number of

the guardian

Guardian_address 50 Text Guardian address

Relationship 20 Text Relationship of the

guardian

Full name 50 Text Full name of the

guardian

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User_info

Field Field Size Data type Description

U_ID Long integer Number User id

U_fullname 50 Text Full name of the

user

U_gender 20 Text Gender of the user

U_position 30 Text Position of the

student

U_address 50 Text Address of the

user

U_contact Long integer Number Contact number of

the user

U_username 40 Text Username of the

user

U_password 20 Short text Password of the

user

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 U_date_created Time/date User date created

account

User_logs

Field Field Size Data type Description

U_fullname 50 Text Username full

name

U_position 30 Text Username position

U_time Date/time User time in

U_date Date/time User date logs in

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 Software and hardware Specifications

The number of advantages of implementing the Enrollment Management

System for a school which may include: the ability to have a quickly transaction data

from the student from one department. The project goal is to reduce the time

consuming the transaction of the school.

The Seventh Day Adventist Elementary Enrollment Management System can

be fit on the computers and hardware specifications as follows.

Hardware Specification Hardware Specification

 Computer set  Windows 7 Professional

o Intel Dual Core 2.0 GHz  Kaspersky Anti-Virus 2011
o 1 GB RAM
 MS Office 2010
o 160 GB Hard Disk
 System cost
o DVD ROM

o 15” LCD Monitor

Server Specification
 Wireless Routers

 Hub, switches  Windows web server 2008

 UTP Cables  Kaspersky Anti-Virus 2011

 Printer  Microsoft Access

 External Back-up

64 | P a g e
 CHAPTER 5

SYSTEM DESIGN

This form is the security of the system, the user’s log-in first before he/she can
access the system.

Note: Main form depends on what kind of user you are admin, cashier and registrar.

This is the menu bar for the admin, registrar and cahier. You can select from the
different menu for assistance.

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This form is for adding of new students.

This form is to set an assessment of student, the system can automatic give their
assessment and depends on what grade level.

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This form is for updating of students.

This form is for enrollment of student.

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Note: The system message that this student has amount balance and did not
grades.

This form is for viewing of student list, it is only for viewing of students and no
buttons for print.

Note: It is sort by: All, gender, student and school year.

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This form is for adding of student grades.

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This form is for monitoring the log-in history.

This form is for monitoring the activity logs in every user’s who used the system.

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This form is for update the every students account and it is only for administrator.

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This form is for adding of user. ‘

Note: Administrator is only allowed to add user.

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The system can produced report of all students list and filtered it by grade level.

In producing reports from personal information, you have to search it by full name.

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System flowchart

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78 | P a g e
REFERENCES

1. Indira Gandhi National Open University (22 Aug, 2014) “Preamble Indira

Gandhi National Open University”

http://www.ignou.ac.in/ignou/aboutignou/profile/2

2. Indira Gandhi National Open University (August 2014) “Indira Gandhi National

Open University Online Admission”

https://onlineadmission.ignou.ac.in/admission/AboutIGNOU.aspx

3. MHPHS Class '85 Alumni & Friends (2001)

http://www.mhphs.com/pages/about.html

4. ACE ANDRION SANDOVAL (MONDAY, OCTOBER 5, 2009) “Enrollment

System - System Analysis and Design”

http://aasandoval.blogspot.com/2009/10/enrollment-system.html

5. Mark Kevin H. Agustin (2016) “Chapter II. REVIEW OF RELATED LITERATURE

AND STUDIES” http://thesisbook.readthedocs.io/en/latest/Chapter%20II.html

6. Ezhrihm Cradan (Nov 9, 2013) Chapter 2 Review of Related Literature and

Studies http://www.slideshare.net/EzhrihmCradan/chapter-2-28073663

7. Blablawriting (2014 - 2017) “Review of Related Literature of Enrolment System”

http://blablawriting.com/review-of-related-literature-of-enrollment-system-essay

8. Ezhrihm Cradan (Nov 9, 2013) Chapter 2 Review of Related Literature and

Studies http://www.slideshare.net/EzhrihmCradan/chapter-2-28073663

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 9. Mindanao State University (2014) “Computer Facilities & Support Services”

https://www.msuiit.edu.ph/offices/ictc/cfss/software.php

10. Ezhrihm Cradan (Nov 9, 2013) Chapter 2 Review of Related Literature and

Studies http://www.slideshare.net/EzhrihmCradan/chapter-2-28073663

11. Smartsheet Inc. (2017) “What Is Agile Project Management?”

https://www.smartsheet.com/everything-you-need-to-know-about-agile-

project-management

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