DiCNHS Enrollment Management System

University of Mindanao Digos Campus

A Project
Submitted in Partial Fulfillment of the
Requirements in IT13L (Professional Track for IT 4)

Submitted to:
Ms. Joane May B. Delima

Submitted by:
Marvin R. Alimento
Rhona Mae Magsayo
Osama C. Bugso

1
Table of Contents Pages

1.1 Project Context 2

1.2 Project Business Rules 3
1.3 Statement of the Problems 4

1.3.1 General problem 4

1.3.2 Specific problem 5

1.4 Statement of Objectives 5

1.4.1 General Objective 5

1.4.2 Specific Objectives 6

1.5 Significance of the Study: 6

1.6 Scope and the Limitation 7

1.6.1 Under the Scope: 7

1.6.2 Under Limitation: 8

1
 DiCNHS ENROLLMENT MANAGEMENT SYSTEM

1.1 Project Context

The DiCNHS Enrollment Management System (DiCNHSEMS) will help the

particular high school in Digos City National High School to ease the work of the
enrollment processes. This can help solve the problem in manually enrolling the
students by the use of this system specially in these pandemic times, it needs to have
the system or technology that can be use. This system will also help reduce the time
processing the papers of the students and excessing used of papers because majority
of the work will be on the computer by processing the data needed from the students.
The benefits of this system to the school is the ease of work by the teachers who are
the one processing the data, it is time consuming because of the use of technology and
this can also help securing the data of the students because it will be save in the
system or in the internet so that it can be restored if the data is deleted on the system
because in manual use of enrollment, they are using papers with the data of the
students that can be possibly misplaced of gone for many reasons such as fire in the
school or earthquake.

We choose the Digos City National High School for our system in the midst of
the pandemic because we observe that they are manually using the traditional way of
enrolling the students by going to school in face to face, filling the information in the
fill-up form in the box and then proceeding to write their information and if done, the
teacher will check if the information is correct and if it will be corrected then the
teacher will collect the tons of fill-up forms by the students who enroll in their school.
The second option they’ve got is by the used of google forms which is not the
accurate way of using it because of the integrity of the information and since it is high
school, the information cannot be accurate for what is needed because the teacher
cannot correct it like what they do in the face-to-face enrollment.

In addition, manually enrolling the students can be hassle specially nowadays

that the pandemic is still going on and the process can eat the time by just writing all
the information needed from the students. Teacher’s will also exceed some efforts
processing the tons of papers by the student’s information and also waste of papers
one of the reasons why people cut trees just to make a paper. The information of the

2
student’s is very important and by the use of manual process of enrollment, it is less
secure for it can be misplaced or gone. Another problem is that it is higher cost by the
used of papers, lot of ballpens and other things that is used by manually enrolling the
students. The most significant disadvantage of manual document filing is the amount
of space it consumes. While it may not seem like a big concern at first, as the national
high school grows, it will need to find a new means to store files. Otherwise, it will
occupy space simply to accommodate the files. This also implies that the teacher must
go out of ways to locate a file. This is one major headache teachers do not require. It
detracts from the productivity. In the overall process, the info of the students is going
to be hard in making changes because of the use of papers and it is hassle to use
“touch-and-go” or any eraser and then fill-up again the information of the students.
When the teacher wants to access the data in the other day, it is hard because they will
manually search the tons of papers from the students enrolled.

Furthermore, the DiCNHS Enrollment Management System is the key to the

manual process of enrollment in Digos City National High School for it is made easier
by just a few click of a buttons, teacher will now just watch student filling up the
information in the computer and if done then can check it just by scrolling the mouse
and hover it a couple of times and if all check then it will directly past to the
administrator and the administrator will be the one to secure the information of the
students. Our system is made with ease and friendly user Interface (UI) and User
experience (UX) by working hard making the system as comfortable to use as it can
be the problem solver to the admin, Staffs and students in Digos City National High
School.

1.2 Project Business Rules

This system is design to the administrator, teachers and student who are using
manually in processing the enrollment. The enrollment process is very important
because that is the starting point of why the students’ called students so we made the
system easy, reliable, fast and convenient. We the developers is implementing the
system for a purpose of an accurate process of enrollment and solving the problems of
manually enrolling the student of Digos City National High School. By these

3
thoughts, we have some business rules that will be followed to make it effective in
use.

 The teacher will create their own account in the system to know who is the
teacher that is processing the grade.
 In the process of creating the account, the teacher will choose if they will be
the “admin” (the one who control and manage the data of the student’s
enrollment form) or “client” (the one who process the information that given
by the students) and if done then it will automatically save.
 After that, the teacher will proceed to log-in their account in the log-in form.
 After logging in, the teacher will be going through the dashboard and they will
see the multiple icons use to process the enrollment form, data manipulation
and etc.
 After manipulating the enrollment process for the student’s enrollee, it is time
to save it and it should be ready to use by the students.
 In the student’s perspective, they will just fill up the information given to the
client teacher and ask in the chat section if there is a confusion filling the
needed information.
 When done, the student will just click the button “load” and it will proceed to
client teacher and check if the information is correct and if the information is
not accurate, the teacher will chat the students for further errors of info and it
will unload to the students’ fill-up form.
 Once the information is done, the student is successfully enrolled and the
client teacher will submit the information of the student to the admin teacher.
 Finally, the admin teacher will collect the information of the enrollee students
who are enrolled and manage it to where the classroom section they belong.

1.3 Statement of the Problems

This study aims to propose an enrollment system for Digos City national high
school.

4
1.3.1 General problem

The manual registration process at Digos City National High School is

inconvenient and exhausting. You can't complete out the enrollment/survey form if
you don't have access to the internet, and there are a lot of questions to answer, which
is inconvenient. Teachers must print the enrollment form after the parents have
completed it. You also need to refresh the page to continue. And it takes days, weeks
or even months to finish. Manual system put pressure on people to be correct in all
details of their work at all times.

1.3.2 Specific problem

 Manual enrollment takes a long time to handle and process the student’s
paperwork.
 Eco - unfriendly because it takes a lot of paper work, resources to save,
achieve the documents which is not profitable.
 The processing of paper works is too slow because it is manual. Staffs will
also take a long time to check the requirements of the students.

1.4 Statement of Objectives

The study's primary goal is to establish a DiCNHS enrollment mechanism.

1.4.1 General Objective

The purpose of proposed system is to provide an easier access for the enrollees
through technology. To minimize the time and effort of the students during
enrollment seasons. To helps the staff in the accounting office to input and retrieve
data in a more efficient way. Its functions relate to the collection of data and
information or the students. Other purposes of our system are to have real-time
registration of the students. A user-friendly enrollment desktop application that
managing existing student, new student, and transferees.

5
1.4.2 Specific Objectives

 To provide a database for student’s files so that the enrolling officers would
easily search, locate, and update records.
 To speed up the enrollment process.
 To secure the data, information and transaction of a student using a database
management system.

1.5 Significance of the Study:

The researchers will find the importance of this study to help the following
beneficiaries:

Student. The system will help students to have an easy transaction in processing
the enrolment. To maintain the proper managing of enrolment student should be
follow the step of enrolment so that it can proceed from the next step. And that is why
such enrollment systems is extremely useful in the way that it gives an ease on
working on enrolment processes.

Client Teacher. this system will help teacher to get the information of the
student, it helps them to organize and manage their enrollment processes so that they
can save money and time.

Admin Teacher. The system will help the admin to manage the process of
enrollment in their school and admin have an ability to control what is inside the
system and it can manipulate the system and they may benefit from the results of the
field study to activate the role of school to give a solution about the problem of the
school.

Researcher. This will help them to gain knowledge of how the enrollment
process works.

6
 Future Researcher. The study will help the researcher to guide them for their
future research and have a relevant study for the system.

1.6 Scope and the Limitation

Nowadays computer serves is an instrument into the society that is a power of

technologies and media to perform and help the organization to grow specially in
educational purposes. Most of the schools are using computers to operate the process
and the management in their school. And we are the researchers who got a brief
information about the process of enrolment in Digos City National High School that
they will need a manual computerize enrolment system to manage the process in their
school in terms of adding a student. But as the population of the students continue to
grow. School face difficulties in handling their enrolment in a manual process. To
make a solution from this problem our groups made a system to solve the problem
into their school we made a manual enrolment into a computerized system to manage
the enrollment into their school. The titled of our study is Digos City National High
School Enrollment Management System (DiCNHSEMS) this will help in the fields of
enrollment management system of the school.

1.6.1 Under the Scope

This system shall be concern with the enroll student to be record in the school
through the use of the computers. This system has an ability to save, records and to
change and edit the important data of student base of their information. The system
covers the computerization of the enrollment system including student registration
class list, teacher's report of total enrollment of the student. This study was assigned
from the teachers that they have an ability to take the student enrolled from their
school. The system gives further information about the enrollment process as to know
how many students are enrolled in every year level. The user of this system has a
responsibility to log in/log out or to register their accounts as student or a teacher. The

7
rule of the student, is to give important data or information the current records, and
important matter base from the requirements of the school so that they can enroll.
Teachers is the one who manage the student from the enrollment process, accepting
the records of their student base from the giving data into the system

1.6.2 Under Limitation

The system doesn't cover the calculation of understudy's grades, class planning,
review of subjects and instructors and paying of expenses. Not tolerating any online
installments. It can just work for secondary school enlistment purposes. It can't show
the timetable of the subject in each year level.

The admin is the one who can control and manage the enrollment details which
includes the following: section school year, list of the student, faculty and staff and
have full access to the system features, it also confirming the students who are
currently registering and/or enrolling, generating records, sectioning the students in
every year level.