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PEP ONLINE ENROLLMENT SYSTEM AND INFORMATION SYSTEM

A Capstone Project Submitted in Partial Fulfillment of the Requirements for the Degree of Bachelor of Science in Information Technology

In College of Engineering & Computer Studies of Divine Word College of Legazpi Legazpi City

By: James Andrew D. Atos Ron Kristofer A. Barbo単o

APRIL 2011

i


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

E D I T O R ’S C E R T I F I C A T I O N

This is to certify that the Capstone Project entitled “PEP Online Enrollment System and Information System” Prepared and submitted by James Andrew D. Atos and Ron Kristofer A. Barboño, has been edited and endorsed for Final Defense. March _____, 2011, Legazpi City.

Engr. ESTEBAN L. CAÑON Editor

ii


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

RECOMMENDATION FOR FINAL DEFENSE

In partial fulfillment of the requirements for the Degree of Bachelor of Science in Information Technology, this Capstone Project entitled “PEP Online Enrollment System and Information System” prepared and submitted by James Andrew D. Atos and Ron Kristofer A. Barboño, is hereby submitted to the Capstone Committee for consideration and approval.

Mrs. RHODORA FAYE ALIM BROSAS, MBA Adviser

In partial fulfillment of the requirements for the Degree of Bachelor of Science in Information Technology, this Capstone Project entitled “PEP Online Enrollment System and Information System” prepared and submitted by James Andrew Atos and Ron Kristofer A. Barboño, is hereby considered and endorsed for Final Defense.

Engr. CHARMY ANTIQUIERA-ARISPE, MSME Capstone Project Coordinator

iii


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

RESULT OF THE FINAL DEFENSE Researchers:

James Andrew Atos Ron Kristofer Barboño

Project Title:

“PEP Online Enrollment System and Information System”

Place: DWCL Room 302 Date: March 1, 2011 Time: 1:00PM – 2:30PM PROPOSAL DEFENSE COMMITTEE MR. CHRISTOPHER LLAMES

ACTION TAKEN ____________________

Panel Member MRS. SHERRY MAE LLANDELAR

____________________

Panel Member

Mrs. RHODORA FAYE ALIM BROSAS, MBA Adviser Engr. CHARMY ANTIQUIERA-ARISPE, MSME Capstone Project Coordinator

iv


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

CAPSTONE PROJECT II COMPLETION Project Title:

“PEP Online Enrollment System and Enrollment System”

Researchers:

James Andrew D. Atos Ron Kristofer A. Barboño

Degree Program: Bachelor of Science in Information Technology Final Defense Completed on:

March 1, 2011

CAPSTONE PROJECT COMMITTEE Name

Signature

MR. CHRISTOPHER LLAMES

____________________

Panel Member MRS. SHERRY MAE LLANDELAR

____________________

Panel Member ENGR. ESTEBAN L. CAÑON

____________________

Editor Mrs. RHODORA FAYE ALIM BROSAS, MBA

____________________

Adviser Engr. CHARMY ANTIQUIERA-ARISPE, MSME Capstone Project Coordinator v

____________________


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

CERTIFICATE OF APPROVAL This is to certify that the Capstone Project of: James Andrew D. Atos Ron Kristofer A. Barbo単o

has been approved by the Capstone Project Committee in partial fulfillment of the Requirements of the Bachelor of Science in Information Technology of College of Engineering and Computer Studies

Mrs. RHODORA FAYE ALIM BROSAS, MBA Adviser

Engr. CHARMY ANTIQUIERA-ARISPE, MSME Capstone Project Coordinator

Engr. MARTIN D. VALERAS, Jr., MET Dean

vi


Executive Summary

The Personalized Education Program (PEP), that is located at 430 F. Aquende Drive, Cruzada, Legazpi City has encountered problems regarding the school Enrollment System. The problems encountered are about the student information, registration and enrollment of the student. The school is using the manual way of enrollment system that is time consuming because of too much paper works. Our system is very efficient to use because is user friendly. The system is protected by username and password that enables users such as the registrar, cashier, student and the admin. Each user has its own account that the administrator can simply edit and update the account. The registrar, cashier, student and administrator have different function when it comes with the usage of the system. The registrar focus on the student information, the cashier is in charge of the payments of the each student. The student can view their account and their schedule using the students account. The administrator can view all the records of the student account and assessment.

Also, admin can add new registrar

and cashier that will use the system. Problems identified are all about the schools’ student information, registration and enrollment. Student records maybe lost because of too many records in the school, files or records can be easily misplaced. The

vii


registration forms that students’ should fill it up manually. Enrollment procedure is done manually. The features of the new system are quite different than the old system. In the student information or account, students can access their account using their own username and password. They can view the schedules and the assessment. The system has the online information system in which the school is advertise using the web that people using the internet can view the schools’ profile and information. The registrar the cashier and the admin work’s together in order that the system will work accurately. Administrator has the control for everything the username and password of both registrar and cashier; also can view all the records of the school the student information, student account and assessment. Registrar is in charge of the students’ records and profile while cashier is in charge of the payments of the student and assessment.

Problems encountered in the existing system in terms of

Student Information, Registration and Enrollment. The finding is that Student records maybe lost because of too many records in the school. Files or records can be misplaced. The registration is being done using registration forms that students should fill-up; also enrollment procedure is manually operated. Conclusion, Using the new system the student information is saved in the database and is secured and will not be lost and always available. With the new system registration is being done in the web, registrar will input the information about the student. viii


Features of the proposed system? The finding is that the system will have been useful in terms of enrollment and online information about the school. The conclusion is Usage of the new system will greatly affect

the

flow

Implementation

of

the

plan

to

system be

than

developed

the in

manual terms

of

way

system.

the

Student

Information, Registration and Enrollment. Findings is In terms of student information, records will be stored in the database that is easily retrieved by the user. Registration using the manual system uses paper and ball pen that enrollee should fill-up the information needed; also enrollment is manually operated. Conclusion is Student Information will be displayed in the web. Admin, registrar and Cashier will can view the student information. Registrar will do the encoding of the students profile. Enrollment will be less work because payments will print by the cashier. The

Implementation

plan

is

consists

of

project

phases,

deliverables, recommendation, key-miles stone, people involve and dependencies. The project phases includes the student information that has Student schedule, Assessment and Profile. The deliverables of student information has student schedule, assessment and students profile and recommendation is using the students account student can view their profile, total assessment and schedule of classes. Registrar can view the student information. The key mile-stones is good for 3 years and the people involve are the Registrar and Student their dependencies ix


are Student to Registrar to Administrator. Another project phases is the registration that includes update record, upload picture, delete record, insert record and view records. Deliverables is Registrar updates, upload and delete records of the student; also can view all the records regarding the

student

information.

Insert

student

information

using

the

registration form. The recommendation for this is that Registrar is responsible for the encoding the students’ information: also can update, upload, view and delete record. The people involve are the registrar and the student their dependencies are the registrar to administrator. The next project phase is the enrollment that has payment and print receipt. The deliverables is Cashier receives the payment of the student and can print the payment of the student. The recommendation for this Cashier is responsible for the payments of the student weather it is new or old. The people involve are the student and cashier their dependencies are Student to Cashier.

x


ACKNOWLEDGEMENT The researchers of the study would like to express their gratefulness and appreciation to those people who unselfishly gave their encouragement and support to make this study a reality. They then grateful to the following: Mrs. Rhodora Faye Alim Brosas, our adviser for continuous support, for freely giving her time and for sharing her ideas and suggestions for the completion of this study. Engr. Maria Charmy Antiquiera-Arispe, the Capstone Project Coordinator for her unending and untiring support and efforts, for her patience and kindness, and also for giving some advises which help us to finish the study on time. Mr.

Christopher

Paclibar

Llames

and

Mrs.

Sherry

Mae

Llandelar, for being the proponents panel and accommodating us during our data gathering procedure and for giving us his time to answer our questions related to the study. Our beloved parents and relatives, for bearing with us in all our needs, and for being understanding to complete this study. And above all, to the Heavenly Father, for the strength and intercessions. To all whom the researchers’ failed to mention, a million thanks to all of you. Godbless! James & Ron xi


TABLE OF CONTENTS Contents Title Page

Page No. . . . . . . . . . . . . . . . . . . . . ..

i

Editor’s Certification . . . . . . . . . . . . . . . . .

ii

Recommendation for Proposal Defense

. . . . . . .

iii

Result of Proposal Defense . . . . . . . . . . . . . .

iv

Capstone Project Completion . . . . . . . . . . . . .

v

Certificate of Approval . . . . . . . . . . . . . . . .

vi

Executive Summary . . . . . . . . . . . . . . . . .

vii

Acknowledgement . . . . . . . . . . . . . . . . . .

xi

Table of Contents . . . . . . . . . . . . . . . . . . .

xii

List Tables & Figures

xv

. . . . . . . . . . . . . . . .

Chapter 1- PROJECT IDENTIFICATION Project Context

. . . . . . . . . . . . . . . . . . . . .

1

Purpose and Description . . . . . . . . . . . . . . . . .

3

Objectives . . . . . . . . . . . . . . . . . . . . . . . .

6

Scope and Limitation . . . . . . . . . . . . . . . . . .

6

Significance of the Project. . . . . . . . . . . . . . . . .

7

Notes . . . . . . . . . . . . . . . . . . . . . . . . . .

9

xii


Chapter 2- RELATED LITERATURE & STUDIES Local Literature . . . . . . . . . . . . . . . . . . . . .

10

Foreign Literature

. . . . . . . . . . . . . . . . . . .

11

Local Studies . . . . . . . . . . . . . . . . . . . . . .

12

Foreign Studies . . . . . . . . . . . . . . . . . . . . .

13

Definition of Terms. . . . . . . . . . . . . . . . . . . .

15

Notes . . . . . . . . . . . . . . . . . . . . . . . . . .

18

Chapter 3- TECHNICAL BACKGROUND Narrative Explanation for Manual/Existing system. . . .

20

Context Diagram of Existing System . . . . . . . . . . .

22

Diagram 0 of Existing System . . . . . . . . . . . . . .

23

ER Diagram of Existing system . . . . . . . . . . . . .

24

Narrative Explanation for Proposed System . . . . . . .

25

Context Diagram of Proposed System. . . . . . . . . . .

28

Diagram 0 of Proposed System . . . . . . . . . . . . . .

29

Child Diagram of Proposed System . . . . . . . . . . . .

31

ER Diagram of Proposed System . . . . . . . . . . . . .

34

Normalization . . . . . . . . . . . . . . . . . . . . . .

36

Data Dictionary. . . . . . . . . . . . . . . . . . . . . .

40

Chapter 4- DESIGN & METHODOLOGY System Requirements . . . . . . . . . . . . . . . . . .

42

System Analysis . . . . . . . . . . . . . . . . . . . .

43

System Design . . . . . . . . . . . . . . . . . . . . . .

45

xiii


Source of Data

. . . . . . . . . . . . . . . . . . . . .

47

Software Development Model . . . . . . . . . . . . . . . 48 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Chapter 5- SUMMARY, FINDINGS, CONCLUSION AND IMPLEMENTATION PLAN Summary . . . . . . . . . . . . . . . . . . . . . . . 53 Findings and Conclusion . . . . . . . . . . . . . . .

54

Implementation Plan . . . . . . . . . . . . . . . . .

55

BIBLIOGRAPHY . . . . . . . . . . . . . . . . . . . . . . .

56

APPENDIX. . . . . . . . . . . . . . . . . . . . . . . . . .

58

A. Source Code . . . . . . . . . . . . . . . . . . . .

59

B. User’s Manual . . . . . . . . . . . . . . . . . . .

134

C. Permit/Letter to conduct the study . . . . . . . . . 153 D. Gantt Chart . . . . . . . . . . . . . . . . . . . . . 154 E. Compliance Report . . . . . . . . . . . . . . . . . . 156 CURRICULUM VITAE . . . . . . . . . . . . . . . . . . . . . 158

xiv


LIST OF TABLES & FIGURES Table No.

Page No.

1 Definition of Terms. . . . . . . . . . . . . . . . . . .

15

2 Normalization . . . . . . . . . . . . . . . . . . . . .

36

3 Data Dictionary . . . . . . . . . . . . . . . . . . . .

40

4 Cost & Benefit analysis Of Existing System . . . . . .

43

5 Cost & Benefit analysis Of Proposed System . . . . . .

44

6 System Design of Proposed System . . . . . . . . . .

45

7 System Design with End-User Development Of Proposed System . . . . . . . . . . . . . . . . . .

45

8 Purpose & Deliverables of Software Development Life Cycle. . . . . . . . . . . . . . . . . Figure No.

49 Page No.

1 Context Diagram of Existing System. . . . . . . . . . .

22

2 Diagram 0 of Existing System

. . . . . . . . . . . . .

23

3 ER Diagram of Existing System . . . . . . . . . . . . .

24

4 Context Diagram of Proposed System . . . . . . . . . .

28

5 Diagram 0 of Proposed System . . . . . . . . . . . . .

29

6 Child Diagram Process 2 of Proposed System

. . . . .

31

7 Child Diagram Process 8 of Proposed System

. . . . .

32

8 Child diagram Process 3 of Proposed System

. . . . .

33

9 ER Diagram of Proposed System . . . . . . . . . . . .

34

10 Software Development Model . . . . . . . . . . . . .

48

xv


CHAPTER 1 PROJECT IDENTIFICATION PROJECT CONTEXT Personalized Education Program (PEP), that is located at 430 F. Aquende Drive, Cruzada, Legazpi City was founded by Ms. Ely Carabaña, RN in the year 1998. The founder was a graduate of St. Luke’s School of Nursing in the year 1963. She was then became a Registered Nurse (RN), then became an Instructor at Far Eastern University (FEU) Institute of Nursing in year 1965. She took her MSN without thesis at the University of the Philippines, College of Nursing (1967). She finished her Master’s degree in Education (MAEd) in Bicol University (BU) year 1979, also (MHA) in Ateneo de Manila Graduate School at year 1990, PhD in progress in Bicol University (BU). She retired her Career in the year 1998. After her retirement she thought of two things of what she will do during her retirement period. She planned of building a community for retired citizen or putting up a first class pre-school. After a couple of months of thinking, she finally decided to put-up a first class pre-school. In the same year she decided to look for ideas on how to manage a school for multiple intelligence, so she went to Michigan to look for any school ideas, one of the school staff in Michigan introduced the book of Howard Gardner that will helped her on how to manage school for multiple

1


intelligence. In December 1998, she together with her relatives, went back to the Philippines. On February 1999 she consulted her brothers, sister and also she consulted the educators as well as DECS personnel on how to put up this Multi Intelligence School. After conferring, she decided to put up the school as soon as possible. The school was registered in Security and Exchange Commission (SEC) and the school was named PEP Center Foundation. The aim of the school is to provide this kind of meaningful education in a family like atmosphere of joy, open communication, freedom and creativity, which is instrumental for the children to learn without fear or inhibition.1 The establishment was built in the month of March and was ended in the month of June. The establishment has fully air-conditioned room, has its play center and steadily increasing yearly. The school opened in the month of July 1999, and it started with only 7 nursery student and 2 faculty members and now they will soon to open a secondary level. Aware of the advantage of the world wide web which is affordable to everyone, the researchers decided to design an Online Enrollment System for PEP Learning Center which will cater on providing information about the school and its activities, and most importantly making the enrollment system online. The

importance

of

making

this

system

for

the

enrollees,

administrators and registrar is for them to have an advance way of 2


enrollment system by making the enrollment procedure easier and organized. For the technology, it will make them more advanced in such a way of enrolling the student by using an advance technology.

PURPOSE AND DESCRIPTION The purpose and description of the project is stated below. It discusses all about the purpose of the system and its description: Problem Identification 1. What are the problems encountered in the existing system in terms of: a. Student Information b. Registration c. Enrollment; and 2. What are the features of the proposed system? 3. What implementation plan should be developed in terms of: a. Student Information b. Registration c. Enrollment; and

3


Description of the Existing System The existing system of the PEP Learning Center uses the typical way of enrollment process. The process of the enrollment system of the school begins if a student wants to enroll. He or she should pass first the entrance exam in order to continue for enrolling. After passing the entrance exam the enrollee will register to the registrar for filling up the student’s record that will be use in student profile. Then the enrollee proceeds to the cashier for payment of the initial fee upon enrollment. After paying the amount, enrollee will go to the principal’s office for the admission slip. This is how the existing system works.

Description of Proposed System The purpose of this study aims to develop an Online Enrollment System designed for the benefits of enrollees and for the administrators of the school and to help the PEP Learning Center of having a fast and accurate enrollment system flow. The system will have its own search engine that will be used for searching the individual student information, web page that have login page for the student to view their profile with their school assessment and also to advertise the school. And also the propose system has Cashiers’ login page to secure and manage the payments of the student, and the registrar has its login page to 4


secure and manage the student record by adding and updating the students’ record. All school facilities are based on stringent international standards. So that’s why the researchers offered them the enrollment system because that’s the only thing they do not have an Online Enrollment System that will also advertise the school. The study will focus on the enrollment system that can lessen time-consuming among administrators and enrollees. To develop a system that could make the enrollment easier by obtaining the student information and the class schedule of each student. The system that we are going to design has its own home page that will be used for advertising the school because the school doesn’t have any advertisement that will promote the school to the society. To innovate the school from the use of advance technology, the researchers use the computers’ capability of sending and receiving information with the help of internet. The system is described as an Online Enrollment System that will focus on the enrollment of the new student and old student. In the part of the administration it is a very helpful tool in their enrollment system process.

5


OBJECTIVES This study aims to design an Online Enrollment System for PEP Center School. It specifically wants to achieve the following objectives: 1. To develop a system that could make the enrollment easier, obtain the student information and the class schedule of each student. 2. To improve the enrollment procedure of Personalized Education Program (PEP) that will lessen the burden of the parents from enrolling their children. 3. To propose an enrollment system of personalized education program (PEP) that will lessen paper works. SCOPE AND LIMITATIONS This study primarily aims to develop an Online Enrollment System for PEP Center School. It is mainly intended for all those who are interested to enroll in this institution. The features of the proposed system are administrator and students profile, school facilities, school mission and philosophy, individual assessment and students schedule, school events and information. The registrar will enroll the student and for financial matter the cashier is the responsible for the students’ payment.

6


The system does not include features on the financial system through online paying, profile of the faculty, monthly and yearly income, pay pal, credit cards, entrance examination results and grades of the students.

SIGNIFICANCE OF THE PROJECT This study aims to develop an Online Enrollment System at PEP Learning Center in Albay. This study is significant to the following: PEP Administrator. This study will keep all administrative offices up to date on student information; PEP Registrar. This study will help the registrar to manage the enrolment process; Students. This study can view up to date information regarding the school, events and information from the administrator; Community. This study will help the enrollees of the community. If they want to know something about the school, they can just log on the website and they will be able to access information in a fastest possible time. This will be the most convenient and most cost effective way of getting information about the school;

7


Proponents. This study will help the proponent apply the knowledge that they gained and learned on developing applications on systems; Future Researcher. This study will help future researchers who will develop or design a system similar to the proposed system.

8


NOTES 1

PEP Learning Center Foundation, Inc. Brochure

9


CHAPTER II RELATED LITERATURE AND STUDIES This chapter presents the related literature and studies that is relevant and significant to the current studies. This presents a survey of related literature and studies which have relevant bearing upon the present study in the application of the system that would expedite the process of all aspects of transactions. LOCAL LITERATURE Carel W. Villanueva1 of Metropolitan Computer Times, a well-known architect; and contractor Gilbert Yugave stated their opinions about the importance of computer: substantial man-hours are saved, errors are lessened and productivity is increased by 60%. AIMS enhances enrollment system of UNO-R Bacolod. 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. 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.2 10


Far Eastern University Enrollment System. FEU decided to automate the enrollment system in two phases: (1) the development of a system for enrollment and student’s records for Phase I and; (2) the integration

of

the

students’

financial

records.

They

reviewed

organizational structures, assigned people to support groups and asked faculty advisers and staff for training.3 The local literature stated above is related to each other because with the usage of computer they can save time, and errors were lessened because of less paperworks. The systems were done with the help of computer that has database and the ability store records among students who uses enrollment systems. FOREIGN LITERATURE Whitten,

Bentley,

Ho4

stated

their

reason

on

Why

does

computerization help? They said computer amplifies the potential of the information system by increasing efficiency, reducing errors, and increasing effectiveness. According to James A. O’Brien, “There are many kinds of information system in the real world”. All of them use hardware, software, network, and people resources to transform data resources into information products. Some are simple manual information systems, where people use simple things such as pencil and paper, or even machines such as calculators and typewriters.5 11


Today’s technology is influenced by computers. Everywhere you go and

everything

you

do

can

be

manipulated

through

computer

transactions. Other fields incorporated computers in their processes, computerization as Alcuazd6 said, “The advent of computer and technical automation has drastically change the appearance of today’s offices.” But with the computer technology growing rapidly, the changes continue everyday in offices around the world. The use of computer technology is continuously evolving because technology doesn’t stop unless human kind is satisfied. Based on the foreign literature computers are very helpful tool. Now a days they can make work easier and efficient. LOCAL STUDIES Bagahay, Edalie G. et.al on their study: “A proposed enrollment system and records management system for B.U. College Registrar”, developed enrollment system and records management system of Bicol University Registrar Office. The objective of the study is to design an effective and efficient computer based system that will provide an increase in quality of service to the clientele. Problems are lack of equipment, delay in the submission of grades and data errors produced of manual system.7 Bacala, Mariel et.al “Online enrollment system for Cavite Maritime Institute Dasmariñas, Cavite, stated that the online Enrollment system 12


was proposed in replacement of the Manual Enrolment System of the institution to have an organized flow of transaction and an ease of work especially to the administrators of Cavite Maritime Institute.8 In the study of Paaño, Aileen P. et.al, “National Service Training Program Computer-Based Information System of Aquinas University of Legazpi”, aimed to provide a more effective information system and more accurate and efficient process of doing the system and procedures of NSTP. The researchers of the study used the software development life cycle and employed an input-process-output theory and the open system theory.9 Aldou,

Irene

G.

“Management

Information

System

for

the

Department of Tourism Regional Office No.5”, created a system that replaced manual system to computerized information system.10 Man continuously searches for improvement regarding on the way of life. Through the advancement in Science and Technology, computers were introduced which set forth a new generation in technology and computers.

FOREIGN STUDIES Patrick, H.H “Online student enrollment system”, Swinburne University of Technology, Sarawak Campus Malaysia.11 This study aims 13


to allow student Administrators to make different queries, notification mechanism, minimize human errors and service oriented satisfaction among students. Governor Andres Pascual College, 12 a software development and IT service firm implemented its catalyst integrated web platform to provide content management, transaction processing, marketing, and interactive community function to the two rice schools. This study allows the user to know the content management, transaction processing, marketing, and interactive community functions of a software development. A Management Information System (MIS) is a system or process that provides the information necessary to manage an organization effectively. MIS and the information it generates are generally considered essential components of prudent and reasonable business decisions. The importance of maintaining a consistent approach to the development, use, and review of MIS systems within the institution must be an ongoing concern to both bank management and OCC examiners. MIS should have a clearly defined framework of guidelines, policies or practices, standards, and procedures for the organization. These should be followed throughout the institution in the development, maintenance, and use of all MIS.13 The only similarities that the proponents have encountered here is that they use a very powerful database that will hold a very large number 14


of data and can keep track of the students records and transactions. This is one of the goals of the proposed system that the proponents will be developing.

DEFINITION OF TERMS The following terms were conceptually and operationally defined as shown in Table 1

TERMS Administrator

CONCEPTUAL

OPERATIONAL

Is a high-level function The

administrator

is

that is responsible for one of the important the overall management aspects of the system. of data resources in an The

administrator

organization, including presides

or

manages

maintaining corporate- the flow of resources or wide

definitions

standards. 14 Database

Is

consists

and information

in

the

system. of

an It

is

use

to

organized collection of data/records data for one or more student

store like

records,

uses, typically in digital student’s

information

form.

data

One

way

of and

any

that 15


classifying involves their

databases needs to be stored.

the

type

contents,

of for

example: bibliographic, document-text, statistical.15 Cashier

Is

an

occupation Is responsible for the

focused on the handling payments of cash money.16 Enrollment

The

act

of

of

the

students’.

enrolling; It is used by the school

registration.17

respective for enrolling students.

Registrar

A registrar is an official Is

responsible

keeper of records or a enrolment

of

for the

place where records are student and adding or kept. It may also be a updating

student

trade name or a term in information. software design.18 Student

A person engages in a It is the one who will study. One who attends use

the

proposed

a school, or who seeks system to view his/her knowledge

from profile.

16


professional teachers or from books.19

17


NOTES 1

Carel

W.

Villanueva,

“Metropolitan

Computer

Times”,

Philippines, Copyright 2

http://www.uno-r.edu.ph, July 5, 2010

3

http://www.sqlwizard.com/ewizard_testimonial.html, July

5, 2010 4

Jeffrey L. Whitten, Lounnie O. Bently, Thomas I. M. Ho,

“System Analysis and Design Methods”, Times Mirror/Mosby. 5

James A. O’Brein, “Introduction to Information Systems”, the

McGraw-Hill Companies, Inc., Copy right 1975, 1978, 1982, 1985, 1988, 1991, 1994 and 1997. 6

Manuel Alcuaz Jr., “Strategies System” Metropolitan Computer

Times, October 30, 1998, http://www.obelin.com 7

Bagahay, Edalie G. et.al “A PPROPOSED ENROLLMENT

SYSTEM AND RECORDS MANAGEMENT SYSTEM FOR B.U COLLEGE REGISTRAR”. THESIS ABSRACT. March 2001 8

www.17276104-Online-Enrollment-of-CMI.com

9

Paaño, Aileen P. et.al, “NATIONAL SERVICE TRAINING

PROGRAM COMPUTER-BASED INFORMATION SYSTEM OF AQUINAS UNIVERSITY OF LEGAZPI”, March,2002 18


10

Aldou, Irene G. “MANAGEMENT INFORMATION SYSTEM

FOR THE DEPARTMENT OF TOURISM REGIONAL OFFICE NO.5”, 11

www.siguccs.org/Conference/Fall2006/pres_pdfs/Online

%20 Student %20Enrollment%20System.com 12

http://en.wikipedia.org/wiki/Student_information_system,

July 8, 2010 13

Kendall,

Kenneth

E.

and

Kendall,

Julie

E.2002;

http://en.wikipedia.org/wiki/Management _information_systems 14

Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R.

Modern Database Management 6th Edition. Prentice Hall. 2002 15

http://en.wikipedia.org/wiki/Database, Sept. 22, 2010

16

http://en.wikipedia.org/wiki/Cashier, Sept. 22, 2010

17

http://www.brainyquote.com/words/en/enrollment

160387.html 18

http://en.wikipedia.org/wiki/Registrar, Sept. 22, 2010

19

http://www.brainyquote.com/words/st/

student224972.html, Sept 22, 2010

19


CHAPTER 3 TECHNICAL BACKGROUND This chapter presents the technical background of the current studies. This presents the figures of the existing system and proposed system namely the context diagrams, diagram 0, child diagrams, entity relationship, normalization, un-normalization and data dictionary. NARRATIVE EXPLANATION OF THE EXISTING SYSTEM Since the establishment of the school up to present, it has been using forms that are to be filled up by the enrolled students so that the school can have a record of the student’s transactions for the whole year. But as the population of the school grows, the current system is no longer efficient and convenient to accommodate both the school facilities and the number of the students. The administration now seeks a better way that would help them handle the enrolment better, more efficient, and more convenient for them and for the students also. Context Diagram of Existing System (Fig. 1): The student should get the registration from the Information Desk/Registrar’s Office. The student should pay for and take the entrance exam and oral interview. Then after proceed to the Principal and get the permit to enroll. Proceed to cashier’s office for assessment of fees and books. Then the student should present the receipts of schools fees to the Principal’s


CHAPTER 3 TECHNICAL BACKGROUND This chapter presents the technical background of the current studies. This presents the figures of the existing system and proposed system namely the context diagrams, diagram 0, child diagrams, entity relationship, normalization, un-normalization and data dictionary. NARRATIVE EXPLANATION OF THE EXISTING SYSTEM Since the establishment of the school up to present, it has been using forms that are to be filled up by the enrolled students so that the school can have a record of the students’ transactions for the whole year. But as the population of the school grows, the current system is no longer efficient and convenient to accommodate both the school facilities and the number of the students. The administration now seeks a better way that would help them handle the enrolment better, more efficient, and more convenient for them and for the students also. Context Diagram of Existing System (Fig. 1): The explanation in context diagram of existing system is that, the new student will fill up the registration form with his/her information and the old student will only update only his/her information and both student will pay for the initial fee upon enrolment. As a return to the student, he/she will be registered and gets the official receipt together with admission slip. 20


Diagram 0 of Existing System (Fig. 2): The student should get the registration form from the Information Desk/Registrar’s Office. The student should pay for and take the entrance exam and oral interview. Then the student will proceed to the principal and get the permit to enroll. He/she will then proceed to cashier’s office for initial fees upon enrollment. Then the student should present the official receipts of the fees that he/she paid to the principal’s office and get the admission slip. The student will present the admission slip to the class adviser on the first day of classes. Entity Relationship of the Existing System (Fig. 3): The entity relationship explains the relationship of student, registrar, cashier, and principal which each entity has its own attributes. The student will enroll to the registrar with his/her information, then the student will pay the initial fees and books upon enrollment to the cashier and the cashier is responsible for official receipt of the student. The principal will give admission slip to the student.

21


Registration Form Old and New Student

Payment Student Information

0 Manual PEP Enrollment System

Registered Student Official Receipt

Old and New Student

Admission Slip

Admission Slip

Principal

Fig. 1 Context Diagram of Existing System

22


1 Registrar

Student information

Add new Student Record

Student Record

Verified Student Record

D1 Student Master List Student information

2

Student Record

Update Student record

3

Official Receipt

Old/New Student

Pay Fees and Books

Payment

4 Old/New Student

Admission slip

Issuance of admission slip

Official Receipt Official Receipt

D2 Copy of O.R.

Admission slip

Principal

Official receipt

Cashier

Fig. 2 Diagram 0 of Existing System 23


Firstname

Surname

Give Report

Give Report

Principal

Firstname DateEnrolled

Middlename

O.R. No.

Amount Balance

Cashier

Registration No.

Gives Registrar Birthdate

Surname

Date Paid

Firstname

Student ID

Signature e

Surname

Firstname

Age

Enroll

Student

Pay

Fathername

Middlename Gender

Mothername Grade lvl.

Lastname Birthplace

Fig. 3 Entity Relationship of the Existing System 24


NARRATIVE EXPLANATION OF THE PROPOSED SYSTEM The proposed system is an Online Enrollment System which will help the manual enrollment system more convenient and time saver. It lessens the paper works of the manual enrollment system because the proposed system has its own database that can be stored and retrieved. The proposed system has also have an Information System of the school that will help the advertisement of the school. Context Diagram of Proposed System (Fig. 4): The proposed enhancement of the existing Enrollment System for PEP Learning Center is going to be an Online Enrollment System. It also includes the online processing of transactions needed for the business. The proposed system facilitates in keeping track of the records, transactions, and other activities of the students regarding the enrollment. The system generated reports needed by the Administrator and the students—like the Official Receipt, Student Records and Admission Slip. Diagram 0 of the Proposed System (Fig. 5): The Diagram 0 of the proposed system is stated in the figure below. The figure shows on how the proposed system works with the use of the new system. The system works with the help of registrar, cashier and the administrator, Without them the system cannot work. The registrar has its private username and password, same with the cashier and administrator. The flow of the proposed Online Enrollment System is explained well using the diagram 25


0 of the Proposed System. The Registrar gets the student information and then enrolls the student upon enrolling the student should pay for the tuition fee or the initial fee then also pays for the other fees such as books and uniforms. If already paid, the cashier gives official receipt with username and password indicated on it and also the admission slip. Child Diagram of Process 2 (Fig. 6): The child diagram of process 2 fig. 6 explains on how the student enrolls whether old or new. The registrar will input student account then will be saved to the database of student records. From the student record the old student information can be retrieve and be updated regarding his/her information and grade level then will be save to the student record. Child Diagram of Process 8 (Fig. 7): The child diagram of process 8 Fig. 7 explains on how the administrator can manage the tuition fees and other fees that can be change by inputting new data. The administrator will log-in first to view the admin page. Administrator can view the student records and accounts also can manage and update the entire data’s of the registrar accounts and cashier accounts. The Registrar can only view the student record and print the records. Child Diagram of Process 3 (Fig. 8): The child diagram of process 3 Fig. 8 explains on how to generate the student assessment. First, the administrator will check the student information from the database of student record to check if the student has been registered and to know 26


the grade level of the student. After that it will check the tuition fees and other fees of the student by its grade level. Then after that the assessment information will be calculated the total assessment of the individual students. Entity Relationship of the Proposed System (Fig. 9): The proposed system’s entity relationship is shown in Figure 9. The entities are student, registrar, cashier, assessment, payment and administrator which has their own attributes. The relationship of student and to the other entities is illustrated in the figure. The entity registrar will enroll the student and gives report to the administrator. The entity payment accepts payment from the student that will be paid to the cashier and gives report to the administrator.

27


Cashier Payment

Official Receipt

0 Old and New Student

Payment

Reports

Registrar

PEP Online Enrollment System

Student Information

Enrolled Admission slip Official Receipt

Old and New Student

Reports Admission Slip

Administrator

Fig. 4 Context Diagram of Proposed System

28


Password & Username Registrar Student Account D1

Registrar Record

Student

Username and Password

2

1 Login registrar

Student Account

Student Information

Add/Update Student Information

D2 Student Information

Registration Account Student Account

7

Check Student Account

Login student

D8

Tuition Fee

Miscellaneous fee

Tuition Fee

D6

Other Fees

Other Fee

Total Assessment

4 Payment Tuition Fee & Issuance of Admission slip

Payment Payment Table

Generate Assessment & Student Account

Miscellaneous

Print of OR & Admission Slip

D4

D5

3

Assessment Information

6

Student Record

Paid D3

Cashier Record Cashier Account

5 Cashier Username & Password

Log in Cashier

29 A B

C


C

A B D1

Registrar Record

Registrar Account

D3 Paid Student

Update Registrar Account

Username & Password

Cashier Record

Update Cashier Account

Cashier Account Update Tuition Fee

8 Reports

Update Other Fee

Reports Other Fee

D7

Admin Record

Admin Account

Update Miscellaneous Fee

Student Information

D2

Miscellaneous Fee

D8

Tuition Fee Tuition Fee

Update Data & Generate Reports

Username & Password Administrator

D5

D6

Other Fee

Miscellaneous

Student Record

Fig. 5 Diagram 0 of Proposed System

30


Student Account

2.1 Input Student Account

Student Information

2.2 Update Student Account

Student information

D2 Student Record

Student Record Student Information Student Information

D2 Student Record

Fig. 6 Child Diagram of Process 2 31


Miscellaneous Fee Miscellaneous Fee

D8 Miscellaneous Fees

Miscellaneous Fee

Admin Username & password

8.1

Log in Admin

Admin Account

D1 Registrar Record

D5 Tuition Fees Tuition Fees

Tuition Fees

Tuition & other fees

Input Data

View Reports

Other Fees

8.2

D7 Admin Record

Registrar Username & Password

Registrar Account

Tuition Fees

Tuition & Other Fees

Registrar

Account

8.3

Update Data

Student Account

D3 Cashier Record Cashiers Account Cashiers Account

Student Account

D6 Other Fees

8.4

View Records

Log in Registrar

Registrar Account

D1 Registrar Record

Paid Student

D1 Student Record

8.5

View Records

8.6 Reports

Print Reports

Student Information

D1 Student Record

Fig. 7 Child Diagram of Process 8 32


D5 Tuition Fees Tuition Fee

Student Information

3.1

Student information

Check Student Record

3.2

Check student Assessment

Student information

Other Fees

D6 Other Fees

Assessment information

D2 Student Record 3.3

Calculate Total Assessment

Total assessment

Fig. 8 Child Diagram of Process 3 33


Reg_Username

Reg_Date

Admin_Username Admin_Mname Admin_Lname

Admin_Fname

Reg_Password

Give Report

Administrator

Admin_Password

Reg_ID Registrar

Reg_Lname

Reg_Fname Reg_Mname

Admin_ID Student_ID

Gender Age

Grade level

ContactNo

Mothername Firstname BMonth

Student Address

Enroll Fathername

Middlename BDay

PlaceofBirth

Lastname

BYear

A

B

C

34


A

C

B

Give Report

Cas_Password

pay

has

Cas_Username Cas_Mname

Cashier

Cas_Fname

Tuition

Cashier_ID

Student_ID

Cas_Lname

Assessment

Check e

PaymentDate Miscellaneous

ReceiveBy

Other fees Payment_ID

Accept

Amount

Payment

Fig. 9 Entity Relationship of the Proposed System 35


TABLE 2: NOMALIZATION UNNORMALIZED StudentID

Reg_date

Stud_Firstname

Reg_ID

Stud_Middlename

CashierID

Stud_Lastname

Cas_Username

Age

Cas_Passwrod

Address

Cas_fname

Gender

Cas_Mname

PlaceofBirth

Cas_Lname

Grade Level

Tuition

BMonth

Miscellaneous

BDay

Other fees

BYear

AdminID

Mothername

Admin_Username

Fathername

Admin_Password

ContactNo

PaymentDate

Reg_Username

Amount

Reg_Password

ReceiveBy Payment_ID

1st Normal Form Table 2.1 Tbl Student Record Primary key: Student_ID Student_ID Stud_Firstname Stud_Middlename Stud_Lastname

Address

Gender

PlaceofBirth

Mothername Fathername

ContactNo

BMonth Tuition

BDay

Age

BYear

Miscellaneous

Other fee

36


PaymentDate

Amount

ReceivedBy Payment_ID

Table 2.2 Tbl Registrar Record Primary Key: Reg_ID Reg_ID

Reg_Date

Reg_Fname

Reg_Password Reg_Username

Reg_Mname

Reg_Lname

Table 2.3 Table Cashier Record Primary Key: Cashier_ID Cashier_ID Cas_Username Cas_Password Cas_Fname Cas_Mname Cas_Lname

Table 2.4 Table Admin Record Primary Key: Admin_ID Admin_ID Admin_Username Admin_Password Admin_Fname Admin_Mname

Admin_Lname

2nd Normal Form Table 2.5 Table Student Record Primary Key: Student_ID Student_ID Stud_Firstname Stud_Middlename Stud_Lastname

Address

Address

Gender

Mothername Fathername

PlaceofBirth

BMonth

BDay

Age

BYear

ContactNo

Table 2.6 Table Assessment Primary Key: Student_ID Student_ID PaymentDate

Tuition

Miscellaneous

Amount

Other fee

ReceivedBy Payment_ID

37


Table 2.7 Tbl Registrar Record Primary Key: Reg_ID Reg_ID

Reg_Date

Reg_Fname

Reg_Password Reg_Username

Reg_Mname

Reg_Lname

Table 2.8 Table Cashier Record Primary Key: Cashier_ID Cashier_ID Cas_Username Cas_Password Cas_Fname Cas_Mname Cas_Lname

Table 2.9 Table Admin Record Primary Key: Admin_ID Admin_ID Admin_Username Admin_Password Admin_Fname Admin_Mname

Admin_Lname

3rd Normal Form Table 2.10 Tbl Student Record Primary key: Student_ID Student_ID Stud_Firstname Stud_Middlename Stud_Lastname

Address

Gender

PlaceofBirth

Mothername Fathername

BMonth

BDay

Age

BYear

ContactNo

Table 2.11 Tbl Assessment Primary key: Student_ID Student_ID

Tuition

Miscellaneous

Other fee

Table 2.12 Payment Table Primary key: Payment_ID Foreign key: Student_ID Payment_ID

Student_ID

Amount

ReceivedBy PaymentDate

38


Table 2.13 Tbl Registrar Record Primary Key: Reg_ID Reg_ID

Reg_Date

Reg_Fname

Reg_Password Reg_Username

Reg_Mname

Reg_Lname

Table 2.14 Table Cashier Record Primary Key: Cashier_ID Cashier_ID Cas_Username Cas_Password Cas_Fname Cas_Mname Cas_Lname

Table 2.15 Table Admin Record Primary Key: Admin_ID Admin_ID Admin_Username Admin_Password Admin_Fname Admin_Mname

Admin_Lname

39


TABLE 3: DATA DICTIONARY Fieldname

Data Type

Table 3.0 Tbl Student Record Primary Key: Stud_id Student_ID Stud_Firstname Stud_Middlename Stud_Lastname Age Address Gender PlaceofBirth BMonth BDay BYear Mothername Fathername ContactNo.

Integer Varchar Varchar Varchar integer Integer varchar Varchar varchar integer integer varchar varchar integer

Table 3.1 Tbl Registrar Record Primary key: Reg_ID Reg_ID

Integer

Reg_Firstname Reg_Middlename Reg_Lastname Reg_Password Reg_Username Reg_Date

Varchar Varchar Varchar Varchar Varchar Varchar

40


Table 3.2 Tbl Cashier Record Primary key: Cashier_ID Cashier_ID Cas_Fname Cas_Mname Cas_Lname

Integer Varchar Varchar Varchar

Cas_Password Cas_Username

Varchar Varchar

Table 3.3 Tbl Admin Record Primary Key: Admin_ID Admin_ID Admin_Fname Admin_Mname Admin_Lname

Integer Varchar Varchar Varchar

Admin_Password Admin_Username

Varchar Varchar

Table 3.4 Tbl Assessment Primary Key: Student_ID Student_ID Tuition Miscellaneous Other fee

Integer Varchar Varchar Varchar

Table 3.5 Payment Table Primary Key: Payment_ID Foreign Key: Student_ID Payment_ID Student_ID Amount ReceivedBy PaymentDate

Integer Integer Varchar Varchar Varchar

41


CHAPTER 4 DESIGN AND METHODOLOGY

This chapter explains the system requirements namely hardware requirement, software requirements and people ware. This system requirements are more detailed description of the user requirements. They may serve as the basis for the implementation of the system and should therefore be a complete and consistent specification of the whole system. SYSTEM REQUIREMENTS (minimum requirements) o Hardware Requirements a. At least Pentium dual core or higher b. At least 512 MB Memory RAM c. Resolution Display 1028 x 768; best viewed in 1280 x 800 resolution display d. At least Video Card 256 MB e. Printer f. Keyboard g. Mouse h. CD ROM o Software Requirements a. Microsoft Windows 2007 b. Adobe Dreamweaver CS4 42


c. Adobe Photoshop CS3 d. MySQL e. Xampp Web Server o Peopleware System

Administrator.

Maintains

and

operates

the

computer system and/or network. The system administrator is usually in charge with the installation, support, and maintenance of servers or other computer systems. He is also in charge with the plan and response to service outages and other problems. Systems Programmer. The

systems

programmer

is

responsible for the efficient performance of the computer systems that are being used for the enrollment system. The systems programmer would not always write or create programs for PEP center. Programmers would also perform other tasks such as act as technical advisors to other operations personnel, continuously look for further improvements in the system if there could still be any, and recommend conversion if possible in order to optimize the performance of the system. System User. The users are those who will get the first hand encounter with the Online Enrollment System. The users should be trained on how to use the system and how to access it. The users should also be informed of the different access levels that are

43


present in the proposed system. The users are expected to be computer literate. Cashier. The cashier is responsible for the payments of the enrollees whether it is full payment or initial payment. Registrar. The registrar is the one who is in charge of the registration of the new student and updates the record of the old student. He is responsible for the management of the student records. SYSTEM ANALYSIS Table 4. Cost and Benefits Analysis of Existing System EXISTING SYSTEM Flyers

Tangible Cost P2,500.00

Handbook

Intangible Cost

P75.00/pc

Official Receipt Pad P15.00/pad Short bond paper P500.00/rim (1 rim) Envelope

P6.00/each

Total Costs P3,096.00 Tangible Benefits Less Expensive

Intangible Benefits It is accessible when there is no electricity

44


Table 5. Cost and Benefits Analysis of Proposed System Proposed System Tangible Cost PC

P30,000.00/unit

Printer

P4000.00/pc

Adobe

P2000.00

Dreamweaver CS4 Adobe Photoshop CS4

P2000.00

XAMPP web

P2000.00

Intangible Cost Installation

P2,000.00

Maintenance

P2,000.00

Electricity

P2,000.00

Training

P1,000.00

Server Total Costs P40,000.00 Tangible Benefits

Total Cost P7,500.00 Intangible Benefits

Development of IT-based Enrollment System

More accurate in data information

Less Paper works

Decrease of burden job task

Records will be organized

Wider circulation of the advertisement

45


SYSTEM DESIGN Table 6. System Design of Proposed System User Interface Update of the student information record Receipt of the students payment for tuition fees

Data Design Fast retrieval of records and update of data from the student information Updates the payment record of the student and gives receipt after payment

Process Design Fast storing of data to the database. Fast, automatic calculation of total assessment

Table 7. System Design with End-user development of Proposed System INPUT Student registration form

Input username and password of the student

PROCESS Registrar will input the data gathered from student registration form Login student

OUTPUT The student is registered

STORAGE The data given will be stored in the student database

The student account can be access and password can be change

The new password is stored in the database

CONTROL The student data can be update and delete

Every student has their own student number and password

46


Input username and password of the administrator

Login admin

The admin can access the admin page

All the data changes is stored in the database

Admin can view all the records of the registrar, cashier and student information

Input username and password of the cashier

Login cashier

The cashier can view the cashier page

All payment record is stored in the database

Cashier can view, update the payment status of the student

47


SOURCES OF DATA The primary source that was use in this study is through conducting an interview from the school that helps the proponent to gather information’s about the enrollment procedure and data needed for the success of the system.

The other sources are the use of the

graduate’s library in Divine Word College of Legazpi undergraduate thesis that helps a lot to the researchers and the use of internet.

48


SOFTWARE DEVELOPMENT MODEL

Project Identification & Selection

Project initiation & Planning Analysis

Logical Design

Physical Design

Implementation

Maintenance

Fig. 10 SOFTWARE DEVELOPMENT MODEL 49


Table 8. Purpose, Deliverables & Development Activities of Software Development Life Cycle SDLC

PURPOSE

DELIVERABLES

Project Identification and Selection

To develop a preliminary understanding of the business situation that caused the request for a new or an enhanced information system.1 To state business situation and how information systems might help to solve a problem or make an opportunities.3 To analyze the business situation thoroughly to determine requirements, to structure those requirements, and to select among computing system features.5 To elicit and structure all information requirements.7

A format request to conduct a project to design and develop an information systems solution to the business problems or opportunities.2

Project Initiation & Planning

Analysis

Logical Design

DEVELOPMENT ACTIVITIES Analyze the general flow of the school’s Enrollment system.

A written request to study the possible changes to an existing system or the development of a new system.4 The functional specifications for a system that meets user requirements and is feasible to develop and implement.6

Identify student information. Develop fast and efficient enrollment system. Analyzed all the data requirements for school’s enrollment system.

Detailed functional specifications of all data, forms, reports, display, and processing rules.8

Each student has its own student account that is secured by password. Create a stable Database for the student.

50


Physical Design

To develop all technology and organizational specification.9

Implementation

To write programs, build data files, test and install the new system, train users, and finalize documentation.11 To monitor the operation and usefulness of a system, and to repair and enhance the system.13

Maintenance

Program and database structures, technology purchases, physical site plans, and organizational redesigns.10 Program that work accurately and to specification, documentations, and training materials.12

The DBMS is use for the student’s records and their assessment.

Periodic audits of the system to demonstrate whether the system is accurate and still meets needs.14

Improve the performance of the system if errors occur.

Install MySQL for database, xampp for webserver and Adobe DW for design’s and coding.

51


Notes 1

Modern Database, 6th Edition, Jeffrey A. Hopper, et al. p 41

2

Ibid

3

Ibid

4

Ibid

5

Ibid

6

Ibid

7

Ibid

8

Ibid

9

Ibid

10

Ibid

11

Ibid

12

Ibid

13

Ibid

14

Ibid

52


CHAPTER 5 SUMMARY, FINDINGS, CONCLUSION AND IMPLEMENTATION PLAN

SUMMARY The whole study is all about the Personalized Education Program (PEP) Learning Center having their first Information System and Online Enrollment System. The objective of the study is to advertise the school in the market using online by an internet. Also the Enrollment system of the school is quite time consuming and has so much paper works, so it made the owner of the school decided what we proposed of having the Enrollment System Online, with this there will be less paper works and less burden to the staff and to the student. The System has registrar’s page, cashier’s page, students’ account page and administrators’ page. They have different functions in using the system. The Administrator is the only user that can manage the Administrator page, access and control the registrar page, cashier page and the student page. Administrator can view all the records including the Registrar and Cashier reports. For the registrar he/she is responsible for the enrollment of the old and new student that should be added in the student database. The Cashier is responsible for the payment of the student during the present school year and can generate reports. The Students Account, during the enrollment he/she will be given password 53


and username in order to access the student accounts page. The student account page can view his/her portfolio and financials and can even change his password but not the username, because the username is his own ID number and should not be changed or altered.

FINDINGS AND CONCLUSION Problems Identified

Findings

Conclusion

1. Problems encountered in the existing system in terms of: a. Student Information b. Registration c. Enrollment; and

Student records maybe lost because of too many records in the school. Files or records can be misplaced. The registration is being done using registration forms that students should fill-up; also enrollment procedure is manually operated.

Using the new system the student information is saved in the database and is secured and will not be lost and always available. With the new system registration is being done in the web, registrar will input the information about the student.

2. Features of the proposed system?

The system will have be useful in terms of enrollment and online information about the school

Usage of the new system will greatly affect the flow of the system than the manual way system.

3. Implementation plan to be developed in terms of: a. Student Information b. Registration c. Enrollment; and

In terms of student information, records will be stored in the database that is easily retrieved by

Student Information will be displayed in the web. Admin, registrar and 54


the user. Registration using the manual system uses paper and ball pen that enrollee should fill-up the information needed; also enrollment is manually operated

Cashier will can view the student information. Registrar will do the encoding of the students profile. Enrollment will be less work because payments will printed by the cashier.

IMPLEMENTATION PLAN PROJECT PHASES Student Information Student schedule Assessment Profile Registration Update record Upload picture Delete record Insert record View records

KEY PEOPLE MILEDEPENDENCIES INVOLVED STONES Using the students 3 years The Student to account student can Registrar, Registrar to view their profile, Student Administrator total assessment and schedule of classes. Registrar can view the student information. Registrar is 3 years The Registrar to responsible for the registrar Administrator encoding the and students’ student information: also can update, upload, view and delete record.

DELIVERABLES RECOMMENDATION The student information has student schedule, assessment and students profile

Registrar updates, upload and delete records of the student; also can view all the records regarding the student information. Insert student information using the registration form. Enrollment Cashier receives the payment of Payment Print receipt the student and can print the payment of the student.

Cashier is responsible for the payments of the student weather it is new or old.

3 years The Student student Cashier and cashier

55

to


Curriculum vitae


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

Name:

Ron Kristofer A. Barbo単o

Address:

Pangpang Sorsogon City

Birth Date:

March 31, 1991

E-mail Address:

Ron_barbz@yahoo.com

Civil Status:

Single

Gender:

Male

Mobile no.:

09997945346

Parents:

Angelita Barbo単o Ronaldo Barbo単o

Educational Background

Elementary Level:

Aemilianum Institute Piot, Sorsogon City SY 1997-2003

Secondary Level:

Aemilianum College Inc. Piot, Sorsogon City SY 2003-2007

Tertiary Level:

Divine Word College of Legazpi Legazpi City SY 2007-2011

158


DIVINE WORD COLLEGE OF LEGAZPI College of Engineering & Computer Studies Legazpi City

Name:

James Andrew D. Atos

Address:

51 Sikatuna St. Old Albay, Legazpi City

Birth Date:

February 23, 1987

E-mail Address:

james_atos23@yahoo.com

Civil Status:

Single

Gender:

Male

Guardians:

Mrs. Imelda A. Calvario Ms. Mayflor A. Deang

Educational Background

Elementary Level:

Albay Central School Old Albay, Legazpi City SY 1994-2000

Secondary Level:

Saint Raphael Academy Legazpi City SY 2000-2004

Tertiary Level:

Divine Word College of Legazpi Bachelor of Science in Nursing SY 2004-2006

159


Bachelor of Science in Information Technology SY 2007-2011 Legazpi City

160


BIBLIOGRAPHY Books Modern Database, 6th Edition, Jeffrey A. Hopper, et al. p 41 James A. O’Brein, “Introduction to Information Systems”, the McGrawHill Companies, Inc., Copy right 1975, 1978, 1982, 1985, 1988, 1991, 1994 and 1997. Internet http://www.uno-r.edu.ph, July 5, 2010 http://www.sqlwizard.com/ewizard_testimonial.html, July 5, 2010 www.17276104-Online-Enrollment-of-CMI.com www.siguccs.org/Conference/Fall2006/pres_pdfs/Online %20 Student %20Enrollment%20System.com http://en.wikipedia.org/wiki/Student_information_system, July 8, 2010 Kendall,

Kenneth

E.

and

Kendall,

Julie

E.2002;

http://en.wikipedia.org/wiki/Management _information_systems http://en.wikipedia.org/wiki/Database, Sept. 22, 2010 http://en.wikipedia.org/wiki/Cashier, Sept. 22, 2010 http://www.brainyquote.com/words/en/enrollment160387.html

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PEP Enrolment System  

A Compilation and Requirement for Graduation

PEP Enrolment System  

A Compilation and Requirement for Graduation

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