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EASTERN SAMAR STATE UNIVERSITY ONLINE ENROLLMENT SYSTEM

An Undergraduate Thesis

Presented to the faculty of the COMPUTER STUDIES DEPARTMENT College of Engineering and Technology Eastern Samar State University Borongan City, Eastern Samar

In Partial Fulfillment of the Course Requirements for the Degree BACHELOR OF SCIENCE IN COMPUTER SCIENCE

LILIAN M. ASIM

March 2012

APPROVAL SHEET This thesis attached hereto entitled ESSU ONLINE ENROLLMENT SYSTEM was prepared and submitted by the proponent Lilian M. Asim in partial fulfillment of the requirements for the degree of Bachelor of Science in Computer Science, has been defended orally and is hereby recommended for approval. BERNADETTE C. ALMEJAS JOSELITO B. MUTIA, Ph.D. IT Critic Teacher Adviser ________________________________________________________________ PROJECT DESIGN COMMITTEE

KAREN W. CANTILANG Member

KENNETH REY C. AFABLE, MIT Member

ROLANDO R. CODILAN, MIT Member

HONORATO S. ALTAR, JR, MSIT Member

JANICE DYAN G. QUILOA, MIT Member

JORGE C. MARASIGAN, JR. Member

MA. ZOSIMA L. TEJERO, MIT Member

RAL V. LOMBRIO, MATCS Member

ANDY A. LAPADA, MIT Chairman Approved and accepted as partial fulfillment of the requirements for the degree of Bachelor of Science in Computer Science.

MA. ZOSIMA L. TEJERO, MIT Department Head

LEOVIGILDO E. CARDENAS, Ph.D. College Dean

ACKNOWLEDGEMENT The author whole heartedly acknowledge the help of the following persons for being generous in giving encouragement and support in the preparation of the various parts of the study. She want to express her thanks to the following: Dr. Leovigildo E. Cardenas, the Dean of the College of Engineering and Technology, for the authorization to continue this study. Mrs. Ma. Zosima L. Tejero, Chairperson of the Computer Studies Department, for her effort in sharing her extra ordinary knowledge. Mr. Andy A. Lapada, Thesis II adviser, for his guidance throughout the course thus making the study comprehensible. Dr. Joselito B. Mutia, her adviser for the encouragement to accomplish the proposal that she have started. Mrs. Bernadette C. Almejas, her critic teacher for the patience in correcting this manuscript. To all the Panelists, thank you for the comments and recommendations that have helped for the improvement of the system. To her family and friends for being always helpful during the time of hardship and challenges she have encountered. Above all, to the Almighty God, for the wisdom and courage she achieves from above which make all things possible.

DEDICATION I dedicate this humble work to the very important people in my life, my dearest parents and family who were always there to support me financially and morally. And to the people who shared their knowledge in order to make my studies better and successful. And above all, to our Almighty Father for the wisdom, blessings and guidance in making me capable of overcoming the obstacles in life. Without your help I would never be where I am now. Thank You. -Lilian

TABLE OF CONTENTS Page Title Page Approval Sheet Acknowledgement Dedication Table of Contents List of Figures List of Tables List of Appendices Abstract CHAPTER I INTRODUCTION Background and Rationale Statement of the Problem Objectives of the Study Significance of the Study Scope and Limitation Definition of Terms Figure Definitions CHAPTER II REVIEW OF RELATED LITERATURE AND STUDIES Related Literature Related Studies 11 15 1 2 3 4 4 5 6 i ii iii iv v viii x xi xii

Synthesis Conceptual Framework Chapter III METHODOLOGY System Development Gantt Chart Data Flow Diagram Entity Relationship Diagram System Flow Chart Program Flowchart Visual Tables of Contents Input Process Output Software Specification Hardware Specification System Evaluation Research Design Research Locale Samples and Sampling Techniques Data Gathering and Instruments Used Data Analysis Cost and Benefit Analysis CHAPTER IV- RESULTS AND DISCUSSION System Development Result Screen Shots

26 27

32 32 33 36 37 38 40 41 43 44 45 45 46 46 47 48 50

56 56

System Evaluation Results CHAPTER V- SUMMARY CONCLUSION AND RECOMMENDATION Summary Conclusion Recommendation BIBLIOGRAPHY APPENDICES

60

65 66 66

LIST OF FIGURES Figure 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Description Conceptual Framework V- Model ESSU Online Enrollment Home Page ESSU Online Enrollment Register Page ESSU Online Enrollment My Account Page ESSU Online Enrollment Enrolment Page ESSU Online Enrollment Grade Page ESSU Online Enrollment Registration Form Page ESSU Online Enrollment Administrator Log-in Page ESSU Online Enrollment Administrator Index Page Gantt Chart Data Flow Diagram Context Level Diagram Child Diagram Process 1.0 Child Diagram Process 2.0 Child Diagram Process 3.0 Child Diagram Process 4.0 Child Diagram Process 5.0 Child Diagram Process 6.0 Entity Relationship Diagram System Flowchart Page 29 31 56 57 57 58 58 59 59 59 71 73 74 75 76 77 78 79 80 82 84

22 23 24 25 26 27 28 29 30 31 32 33 34

Program Flowchart Visual Table of Contents (ESSU Online Enrollment Menu) Visual Table of Contents (Home) Visual Table of Contents (Register) Visual Table of Contents (Student Log-in) Visual Table of Contents (Administrator Log-in) Visual Table of Contents (Administrator Home) Visual Table of Contents (Registrar Log-in) Visual Table of Contents (Registrar Home) Visual Table of Contents (Cahier Log-in) Visual Table of Contents (Cahier Home) Visual Table of Contents (Faculty Log-in) Visual Table of Contents (Faculty Home)

91 113 114 115 116 116 117 117 118 118 119 119 119

LIST OF TABLES Table 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Description Performance of the System in terms of Security Performance of the System in terms of Accessibility Performance of the System in terms of Accuracy Performance of the System in terms of Efficiency Performance of the System in terms of User Friendliness Summary of the Performance of Proposed System Module for Register Module for Administrator Confirm Student Information Module for Student Log-in Module for Enrollment Module for Administrator Log-in Module for Add User (Registrar) Module for Add Announcement (Registrar) Module for Add Subject (Registrar) Module for Payment (Cashier) Page 60 61 61 62 63 63 121 122 123 123 123 124 124 125 125

LIST OF APPENDICES Figure A B C D E F G H I J K L M Description Gantt Chart Data Flow Diagram Entity Relationship Diagram System Flowchart Program Flowchart Visual Table of Contents Input Process Output Evaluation Form Letter of Request Sample Reports Program Listing User Manual Curriculum Vitae Page 70 72 81 83 90 112 120 126 139 141 150 176 177

ABSTRACT Title : ESSU Online Enrollment System Lilian M. Asim Joselito Mutia, Ph. D IT

Proponent : Adviser :

Technology has been a part of human existence. Nowadays people have become independent on whatever computer technology can provide. Among its uses the website is the most popular for online interaction, messaging, and the like. Almost everyone knows how to surf the internet and the top rated website are those that provide communication for socialization, messaging and chatting. This study aimed to develop the proposed ESSU Online Enrollment System which is a solution to the needs of students for them to be comfortable of what the propose system can provide. The main objective of the Online Enrollment System is to provide a better and easier way for the enrollees to access their records during enrollment. Descriptive research, random sampling and online searching were adapted. The tool used in developing the system is the V Model. Illustration of the systems procedures is made using Gantt Chart, Data Flow Diagram (DFD), System Flowchart and Program Flowchart. The Entity-Relationship Diagram (ERD) was used to illustrate the database entities and their relationships. After the long process of conducting the study, the findings generated proved that the ESSU Online Enrollment System is useful for students. It has been proven that the ESSU Online Enrollment system is accessible and has achieved its purpose. Hence, the need for the system to be implemented.

Chapter I INTRODUCTION Background and Rationale In these days, time, effort and money are such vital things that have to be used very efficiently to have a satisfactory outcome whatever work is to be done. (http://www.oppapers.com). Modern day technology makes life simple and easy in many ways particularly a computer based system which plays a major role and this kind of system is needed by every companies and institutions nowadays. In other colleges and universities, they are already implementing online enrollment system for the ease and convenience of the students. However, in Eastern Samar State University, that is not the case. The students still undergo manual enrollment procedure which is very inconvenient on the part of the students and enrolling officers as well. The enrollment itself can be considered as a problem for the students. From evaluation to validation, it is a long process, and students have to go back and forth to different offices (accounting, registrar, and cashier) to complete the enrollment procedure. It can be tiring and a waste of time and effort. Another problem of the school is the lack of personnel especially at the cashiers office which only has four personnel to accommodate all the students during the payment of tuition fees. The outcome was that the school had a hard time in accommodating large number of students, and that made it hard for some students to wait in line (http://www.oppapers.com). To address to this existing problem, the researcher developed a system that can minimize the processing time in order to access records of the students

quickly so that enrollment process would be faster than usual. Enrollees would be more comfortable for the system that the researcher has developed because of its fast and consistent processing. The proponent of the system is aware of the existing problems that enrollees and the school are experiencing in the past few years. Thus, the researcher has developed a system that would provide a solution to their needs for them to be comfortable. The main objective of the Enrollment System is to provide a better and easier way for the enrollees to access to their records during enrollment. The enrolling officers would now be more comfortable because their work would be reduced during enrollment for its fast and easy enrollment process. Through this enrollment system, it would allow students to enroll different subjects which are done through the internet.

Statement of the Problem The enrollment process in Eastern Samar State University still undergo manual procedure which is very inconvenient on the part of the students and enrolling officers as well, it takes two to three days to complete the enrollment process. Specifically, the proposed system will sought questions: 1. What system should be developed to improve the enrollment process of Eastern Samar State University? 2. What are the characteristics of the proposed system in terms of the following: a. Security to answer the following

b. Accessibility c. Accuracy d. Efficiency e. User friendliness

Objectives of the Study This study aims to improve the student enrollment process by means of developing an ESSU Online Enrollment System. Specifically, this aims to achieve the following objectives: 1. To develop an Online Enrollment System of Eastern Samar State University for fast and easiest way of enrollment process. 2. To apply the characteristics of the proposed system in terms of Security, Accessibility, Accuracy, Efficiency and User Friendliness. a. To provide a better security of student records and capability to prevent from unauthorized access. b. To provide an easy access of data and view easily the Information of the institution. c. To provide exactness and correctness of information and conciseness of reports. d. To provide effectiveness in performing the process in less time and exerting effort. e. To provide a User-Friendly interface that will suit the knowledge level of student.

Significance of the Study Students, registrars and cashier personnel are having a difficulty in the old way of enrollment process. It takes two to three days for a student to be officially enrolled. An Online Enrollment System is the answer to this problem. With computer-based data management and other manipulation of records, it can be done by the students, registrars and cashiers personnel with less time and efforts. The proposed system aimed to benefit the following: School The main beneficiary of the study is the Eastern Samar State University. ESSU would be adapting the new innovation of technology through web that would make their work with optimum performance. Students The students would benefit by means of spending less time and effort to enroll. Proponent The proponent would also be a beneficiary of the study since the proponent would value the importance of enhancing her skills and work performance while grasping knowledge throughout the study.

Scope and Limitation The proposed online enrollment system will cover the basic processes in the enrolment system of Eastern Samar State University (ESSU) including: 1) Registration of student (old and new students as well as transferees); 2) Report

generation such as registration form, master list of student per class, number of student per year, number of student per course and number of drop outs. A Student who is not computer literate should submit first the enrollment form to the registrar and registrar personnel would be the one to complete the enrollment form of the students. This proposed system would be use for enrollment purposes only. It does not cover the online payment of tuition fees of the student and other external processes of enrollment.

Definition of Terms Accessibility capability of accessing data easily. Accuracy refers to the correctness and exactness of data free from error or mistakes. Automation is a condition of being automatically operated or controlled. Cashier is the user who is in charge in updating the statement of account of students. Database serve as the storage of students records and a collection of information categorized by specific fields. Efficiency is the effectiveness in performing the process productively in less time and effort. ESSU Eastern Samar State University (ESSU), the institution where the system was proposed and developed. Faculty is the user who gives the grades of the enrolled students in their particular handled subjects.

Guest is the user who only views the information of the institution. Master List this is the official list given to each instructor as his/her copy of the registered students. Online Enrollment this is the proposed system to be implemented to enroll students via internet. Proponent the person who proposed and designed the system. Quality refers to the contents of data and services of the system. Registrar is the user in charge in updating student account, adding subject and adding students like transferees and non-computer literate. Registration Form given to the students as the official copy of being registered and enrolled in the institution. Security capability to protect data from the hacker. Students They are the current students enrolled. Super Admin is the authorized person who handled all the transactions of the system. User-Friendliness the system is easy to learn or understand. Figure Definitions Figure definitions is the illustration of the systems procedures in developing the proposed system (ESSU Online Enrollment System ) using Gantt Chart, Data Flow Diagram (DFD), System Flowchart, Program Flowchart and the Entity-Relationship Diagram (ERD) to illustrate the database entities and their relationships. Gantt Chart

A Gantt chart is a type of bar that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Terminal elements compress the work break down structures of the project. Some Gantt chart also shows the dependency relationships between activities. Gantt chart can be used to show current schedule status using percent- complete shading and a vertical line (www.wikipedia.org). Symbol Description Represents the series of activities in the system improvement scheme. Vertical line Horizontal line Represents the number of months for the completion of the project. It starts from June and ends in May. Represents the amount of months for an activity to be done. It shows the estimate duration for completion of Shaded box ones activity.

Data Flow Diagram Data Flow Diagram is a graphical representation of the flow of data through an Information System. Often they are a preliminary step used to create an overview of the system. It can also be used to show what kind of data will be input to and output from the system, where the data will come from and go to, and where it will be stored (www.wikipedia.org). Symbol Description

It is used to depict an external entity (another department, business, a person, or a machine) that can send data to or receive data from the system. Entities

External Entity -

should be named with a noun. This shows the movement of data from one input point to another, with the head of the arrow pointing towards the

Flow of Lines datas destination. Arrow also represents data about a person, place or things. It is also a movement of directions. Rectangular with rounded corners. It is used to show the occurrence of transforming a process. A process always denotes a change in or transformation of data. Process A point in a system where information is temporarily or permanently stored or held. It is shown as a rectangle Data Store with one end open. The left side of the box maybe ruled to enter a reference number, which is the key box to the other diagram. Entity-Relationship Diagram Entity-Relationship Diagram is a graphical representation of entities and their relations to each other. It is use to define proper system boundaries. ERD is a diagram specialized graphic that illustrates the interrelationship between entities in a database (www.wikipedia.org). Symbol Description

An entity is a person, place, things, concept or event which is necessary to keep data.

Entities The square with a diamond depicts that is used to form a function from two entities. Associative Entity - This line represents a relationship that connects Many to many entities. One-to-one This line represents a (exactly one) relationship that connects entities.

System Flowchart/ Program Flowchart System flowchart is a traditional method representing in schematic form which explains the flow of data in a system. The flowchart shows the point of input and output, the logic or sequence of the various processing steps in the system, and a relationship of one element of the system to the other parts of the systems or to the information systems. (www.wikipedia.org) Symbol Alternate Process Single Document This rectangle with a wavy base represents single documents. Description Start and End of process.

This shows the process is performed without the use of computer.

Manual Process Symbols represent instruction to input or an output device. Input/output Used to show reading order or sequence in which flow chart symbols are to be read. The commonly accepted Flow of Lines practice is to indicate an arrow head if the logic is from right to left or from bottom to top. Off-Page Connector flow chart requires more than one page. On-Page Connector Indicates a question in a process flow. Used to show a jump from one point in the process flow to another. This type of connector is used instead of the on connector designates entry to or exit for a page when a

Decision Database Show a list of information with a standard structure that allow searching, adding and arranging.

Chapter II REVIEW OF RELATED LITERATURE AND STUDIES This chapter presents the related literature and studies which have direct bearing on this study. Every piece of ongoing research needs to be connected with the work already done to attain an overall relevance and purposes. The review of literature thus becomes a link between the research proposed and the studies already done.

Related Literature The technology today plays a vital role in our society. It makes man work easier and fast, lessens the error of work by using machines and reduces costs to an organization from paper works up to computerized working system. Many manual transactions can be computerized by using software applications or computer systems to make work easier and efficient. Information technology can give a company ready access to improve product and service quality, reduce costs, increase productivity in smallest time possible, communicate between employees and to make things with lesser effort but having a better output and even improve company morale.

The process of enrollment in schools nowadays requires information technology. The objective of Information Technology is to help humanity from doing loads of work over time. The cost during enrollment will be cut down and much effort will be reduced (Hashimoto, 2009). An Online Enrollment System is the way the school can find an easier and

better way to implement an enrollment system. The automation of the said system is implemented through the use of equipments like computers and printers. Users can use this equipment to work fast and it can lessen the processing time because of fast accessing of grades. The automated enrollment system minimizes the processing time in order to access records of the students quickly so that enrollment process would be faster than usual. Enrollees would be more comfortable with the system because of its fast and consistent processing. Users or the facilitators of the enrollment system would be benefited. Instead of doing the usual way or the manual system of processing records of the enrollees, they can now use a GUI or graphical user-interface, all they have to do is to press the mouse and enter data of an enrollee from the keyboard to manage the enrollment system. The main objective of the online enrollment system is that it would provide a better and easier way to transact during enrollment which is being managed by the facilitators of the enrollment system. The facilitators would now be more comfortable because their enormous works can be minimize during enrollment through the elements of a successful enrollment system such as security, efficiency, accuracy, and accessibility as well as user friendliness (http://portal.acm.org). Online inquiry system of Illinois High School gives detailed information on persons that can be contacted with regard to specific field; example is a General Program Issues, Technical Problems, Faculty Information and Course

Development. It also gives information about their regional coordinators for participating schools. The website has a login feature where the students can

login using their login ID. This online inquiry system helps the authors to picture out and develop an ideal database structure for the proposed system. The proposed system is similar and is based on some capabilities of the system in this study like the inquiry of courses and login feature for the students (http://portal.acm.org). In the Enrollment System for Veritas Parochial School (Pascual, 2001), a web-based enrollment system is developed to help both the old and new students, to enroll in a more efficient way without the hassle of waiting long hours just to fill up forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is with the Web-based Enrollment System for VPS that this new style of enrollment may be achieved. This new type of system offers the student with new options for enrolling at VPS. Just by logging on to their website the student may create his new account for the current year he is to be enrolled in. With this, all the student has to do is to fill up certain forms that do not take more than a few minutes to accomplish. Then the records will be stored in the school database for future references. After that the student will be given confirmation that the transaction has been verified and all that the student has to do is visit the school and pay appropriate amount for the current school year. The student may also browse the web site of VPS and he can check his current account. He can also see the list of the school current tuition fee rates. Posting of grades can also be a great addition to the site, especially if the breakdown of each grade can be seen by the students but with utmost security. Compared to the web-based enrollment system for VPS, the proposed system for CMI would

only cover the current students; the student would also be asked to log in to his or her account in the website where he/she would be asked to fill up some forms to update the schools database. A confirmation would then be sent to the student that would inform him/her that the transaction is valid and had been verified. Moreover, an online system with the presence of professionalism on the creation of the system, information can be well defined and easily reduced to a series of functions and characteristics. These are some important elements in the requirement for the successful development of the system. These are security, efficiency, accuracy, accessibility as well as user friendliness (Maracas, 2008). Security is an important part in ones system. This is where all the data and information should be kept secured from outside threat that might leak the vital information of the institution and privacy of the users. Efficiency is another variable that would also be used by the proponent in the development of the system. Efficiency in general describes the extent to which time or effort is well used for the intended task or purpose. This is one factor that users admire or like because of its efficiency of the flow of the system. Accuracy is the ability to be precise and to avoid error and lastly, is the Accessibility and User Friendliness. Accessibility is a general term used to describe the degree to which a device, service, or environment is available to as many people as possible. An online system should always be accessible anywhere in the world not only by the able users but also the differently able users. An online system can be handled easily by novice users (http://www.allbusiness.com).

Related Studies Local Studies Technology innovations had influenced man's work, from data processing, business transactions, research, planning, monitoring and even in medical operation of mans body is now entrusted to computer technology. Samar State University (SSU) as one of the University in Samar Island aims to be the center of excellence in education had recently made changes to some of its existing systems. The enrollment system of the university is now computerized, and other systems are on its way. The Automated Enrollment System of Samar State University aims for an accurate, user friendliness, security, accessibility and efficient system that can help both the student and personnel for fast data processing of enrollment. Engr. Hediki Hashimoto, a Japanese volunteer, headed the creation and

conceptualization of the system. The information technology faculty from the College of Engineering and Arts and Sciences assisted him. The system that is web based uses PHP programming language with data stored in MySQL is run through the intranet of SSU. A dry-run for this automated enrolment was done last summer and the first semester of this school year. Offices affected with the automation were the registrar, cashier, accounting, and the Colleges of Education, Engineering, Arts and Sciences, Industrial Technology, Nursing and Graduate Studies. Feedbacks from the students were formulated when the first semester started. Over 75 % of them say that the automation process of enrollment was better compared with the old system. With the good result of the

dry run the automated enrolment system will be finally implemented this 2 nd semester. In this study, they have used PHP as for their programming language and they store data using MySQL. and another difference is that they are only automated and the system only runs through the intranet of the university. This means that they cant access the records using the Internet and outside the school ( Dry-run of Automated Enrollment System http://www.ssu.edu.ph) 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. 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 links. They reviewed organizational structures, assigned people to support groups and asked faculty advisers and staff to train. They also met with the representatives of individual institutes and with the support of the academic managers and SQL*Wizard's technical group, plotted the move to launch an integrated system during the second semester. The preparation involved cleaning the database, standardizing

labels for subject and preparing the subject requirements. The only similarities that the proponent 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 proponent developed (http://www.sqlwizard.com/ewizard_testimonial.html) Several local studies also shows the advantage of automated enrollment system once adapted. The automated Enrollment System of Eastern Samar State University graduates studies cited that one of the problems encountered in the manual operation of the enrollment can be in retrieving records. There is work efficiency on the side of the personnel and most of all there is an assurance of accuracy and security of records (Cabsag, et.al. 2003). In Eastern Samar National Comprehensive High School, the automated enrollment system is an alternative solution to the arising problems of manual operation. It provides well with ease of speed and accuracy of enrollment transactions needed by the school. The proposed enrollment system provide reliability of files and simplicity of handling enrollment data. The system was also subjected for evaluation using appropriate statistical tools to determine its operational and technical feasibility in terms of the following criteria: reliability, simplicity, efficiency, accuracy, speed and user-friendliness (Asadon, et.al. 2005). There is also a need for an Automated Student Information and Registration at the NSTP office of ESSU-main campus for it has a tremendous workload for they are still using manual operation in processing students

records. With thousands of records to look for every time a student ask for grade evaluation. He/she would wait longer period of time to know the result. In view of the existing problems, the proponent want to eliminate and improve the existing enrollment, grade evaluation, and student information system through the development of an automated record keeping and accurate releasing of information (Ogaya et.al, 2005). In Taft National High School, it is also the desire of students as well as the administration for an automated enrollment system in order to process transaction with ease, efficiency and accuracy. However, high school enrollment hasnt changed. Long hours of waiting are still experienced because enrollment in Taft National High School is manually done. The proponent suggested a more practical way for the enrollment system of Taft National High School. With computer-based data management, locating, accessing and other manipulation of records can be made easy (Buna et, al.2001). Another Automated Grade Evaluation System using Barcode Technology would essentially provide rapid, allow easy tracking and accountability of grades. As the gathered data were tabulated and analyzed, results revealed that the automated grade evaluation system using barcode technology was more effective than the manual grade evaluation system (Abella et, al., 2007). Grade Evaluation System is the best answer and solution to the problems of the grade evaluation process such as the queues, delays in processing

inaccuracy of data entered into the evaluation sheet and a lot more of human error that are likely to occur during the evaluation of grades (Afable et,al.,2009). The enrollment system of Sta.Fe National High School is vulnerable to failures due to some inevitable situations that occur which results to feebly and slow process of operations of all documents that are kept only in a filing cabinet which are susceptible to get lost. Thus automating Sta.Fe National High School enrollment system would greatly provide excellent and reliable transactions with accurate and efficient office data that is properly secured with computer based data management, accessing and manipulation of records would be made easier since there is a database available that would serve as a repository of all files (Acol et, al.,2006). The Academic Information Management System (AIMS) has enhanced the enrolment system and academic record keeping of the University of Negros Occidental Recoletos (UNO-R) in Bacolod City. For the easy access of students to the school and school academic records acquired AIMS, software of Pinnacle Asia. It has systematized and consolidated the inputs of the college registrar with the accounting office. Bro. Jaazeal D.Jakosalem, OAR, University Property Administrator said that AIMS has made records of both offices analogous with each other. We were able to solve the loopholes in the past where millions of pesos cannot be counted because their inputs cannot be recorded; Jakosalem explained AIMS have greatly improved the schools 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 maybe read on-line (Academic Information Management System http://www.uno-r.edu.ph). Cavite Maritime Institute Online Enrollment System was proposed in replacement of the Manual Enrollment System of the institution for it to have an organized flow of transaction and unease of work especially to the administrators of Cavite Maritime Institute. The study is concerned with how the manual enrollment performs throughout the companys transaction. The numerous transactions that the manual system covers, such as updating and adding student records, generating the advising and assessment slips, and the like makes the manual enrollment system inefficient for the needs of the institution. Since the study involves proper records handling, tracing the constraints and evaluation of the manual system is essential (Cavite Maritime Institute Online Enrollment System http://www.cmi.edu.ph) Foreign Studies 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. Catalyst deliver on the Jones schools two primary criteria for selecting a web-based platform: simplifying content management; and enabling user response to information such as event RSVP and course registration. The content management tools lets the Jones school staff edit, update or add to the volume of the curriculum and event information without calling for technical assistance.

They simply cut and paste document into the content management system Audit for consistency and publish to the web. The schools audit for consistency and publish to the web. The schools diverse audiences, which include MBAs executive Mb As, executive education participants, and alumni, now receives prompt notification of news and events, and can RSVP for event or register online for Executive Education courses (Jones schools Course Registration http://www.scribd.com). The Computerized Enrollment System of Saint John Academy in Europe is the school that is privately managed. But then, the enrollment system on the said school is still in manual. The manual enrollment system was too slow and too difficult for the school to manage one thousand records of students in that school and at the same time, it is too difficult for the student to wait and stand for a long time just to enroll because of their manual process. This study aims to come up with a Computerized Enrollment system for Saint John Academy. The system will be designed for the use of European staff to enable them to produce information required by different people in a fastest and easiest way (Saint John Academy Computerized Enrollment System http://www.oppapers.com). The Enrollment System of SAF School England, is very essential. In the case of SAF School, it is composed of a manual system. Directress used manual system in recording and retrieving students information. She also has information about students payment. In fact, she does all the record keeping just by using ball pen and columnar sheet. On the other hand, Registrar Department also used manual system as a way of recording and retrieving student

information. Another department is Accounting Office that administers students payment manually. Above our observation, human interventions will highly involve in this type of system. As a result, this may involve errors and redundancy of data resulting troubles in organization (Enrollment System of SAF School England http://www.oppapers.com). Serbia Secondary School Enrollment System the secondary school enrollment system was based on the fact that the entire secondary school capacity was very close to the number of elementary school graduates who wanted to continue education. Selection was needed in order to prevent more

attractive schools from overbooking and less attractive from staying empty. The enrolment procedure regulated by the Ministry of Education (MoE) and by the Law on Secondary Education, defined that, in order to be able to enroll in a secondary school, elementary education graduates had to choose the exact school and educational profile, and to take entry exams (native language and literature, and mathematics) in the chosen school. The exams were organized in almost every secondary school, and each of them made its own list with candidates ranked according to the total score composed of the test results combined with the elementary school last grade scores organization (Enrollment System of Serbia Secondary School http://www.oppapers.com). According to Meridian Enrollment System one vital part in managing a school is having a good enrollment system that keeps track of the number of students, as well as the inflow of money to the school. Traditionally, enrollment systems are implemented manually. Forms are given to enrollees and they fill

them out using pens.

Afterwards, the school administrators process them Indeed, the manual The primary

manually and compiled on large bulky file cabinets.

enrollment system is very costly, time consuming and tedious.

complaint of school administrators with this system is the tiresome task of searching through records just to verify or query data. The fast phased advancement of technology attributed a lot to the improvement of the enrollment system. system. Technology enabled software developers to automate the enrollment The automated enrollment system helped the academe greatly.

Enrollment, transactions and queries can be created in a single click. (Meridian Enrollment System http://www.oppapers.com) The Enrollment System of Southern California Community College Long Beach City, has gone live with a new Cognos-based enrollment management system that was designed by Irvine, CA-based professional services firm e2e Analytix. Prior to installing the new system, LBCC, which has two main campuses and multiple satellites that support nine schools and 34 departments, handled its enrollment via manual spreadsheets. With no reporting, continuity, or standard practices, and with lengthy error corrections, the school enrollment management budgeting and planning took up to three months to compile, consolidate, and implement. LBCC tapped e2e Analytix, which specializes in higher education, to design a web-based enrollment management system using Cognos Enterprise Planning software from Cognos Inc. (Ottawa, Ontario). Using Cognos for enrollment management was a unique application for Cognos, according to Dan Galuppo, e2es director of professional services, but the result

delivers real-time data collection, consolidation, workflow, and calculations to help LBCC enrollment staff make faster and more informed decisions (Enrollment System for Southern California College http://www.scribd.com). In the case of Nyongani Enrollment System School the Directress used manual system in recording and retrieving students information. She also has information about students payment. In fact, she does all the record keeping just by using ball pen and columnar sheet. On the other hand, Registrar Department also used manual system as a way of recording and retrieving student information. Another department is Accounting Office that administers students payment manually. Nyongani School would be adapting the innovation of technology through application program database that will make their work with optimum performance. The develop system will be handling the flows and problems that the organization is encountering. With regards to the registrar and accounting department, the proposed design will help the school in maintaining the data of the students and the school will not use the manual data gathering. Nyongani School will just need to check the system for the records needed (Nyongani School Enrollment System http://www.scribd.com). At Synel enrollment system card or fingerprint technology are used to that record the presence, absence or lateness of students. These solutions save time and reduce costs by eliminating the daunting task of manual registration and by providing an accurate account of students which in turn ensures accuracy of payments. Furthermore, students are encouraged to take responsibility and truancy is diminished. For enhanced security, this system can be combined with

Synel's access control solution, where only authorized personnel can access the school or designated areas within the school (Synel enrollment systems http://www.synel.com). Fuji University is one of the prominent schools in Japan that offers Undergraduate and Graduates courses. Its primary purpose was to develop, train and equip the students not only with knowledge but also skills in turn to produce quality workforce that is highly productive and adaptable to the newly emerging trends in technology. This school consists of approximately 5,000 students; as a result the assigned employees need to perform their work in an efficient time with precise information in order to accommodate all the enrollees and other old students. The Fuji University, use a manual method in their enrollment system. As a result they encountered unexpected problems like loss of information and slow transaction. As the proponent conducted their research and analyze the existing system, theyve decided to recommend a computer based enrollment system at that enables the faculty and administration of the school to gain a good services for every students and to address the problems that occurs because of their manual enrollment system so that institution will be one or the leading institution in the province ( Fuji University Enrollment System http://www.asahinet.or.jp). Glenwood High School South Africa has a something that would big population and look for

help develop and ease office working condition by enrolment process is the key office maintained to

upgrading the enrolment system. Upgrading of

wherein the employee assigned in the registration

manage their time and lessen the burden as work can be done easily through the use of upgrading enrolment system. This school proposed to adapt and

accept the system that would help to facilitate easier and faster data processing. The assigned employees were able to improve and develop computer (Enrollment System Glenwood High their skill in

School South Africa

http://www.oppapers.com).

Synthesis The review of related literature and studies serve as a guideline and foundations of the proponent on their design proposal. Eastern Samar State University has a large students population thats why the process of enrollment consume a lot of time before the student became officially enrolled and it becomes a multiple problem in enrolling the students. Like other institutions, ESSU wants to solve and end this problem. The proposed system is a great help in solving the problem. Just like the Automated

Enrollment System of SSU, the proposed system aims for the efficiency, accuracy, user friendliness, security, and accessibility of both students and institution in data processing and other related data for enrollment. The proponent would also use the same language with the Samar State University (SSU) in developing the proposed ESSU online enrollment system. The software application or the languages that would be used are PHP as the programming language, Dreamweaver CS5 for designing the proposed system and MySQL that would serve as the database of the system where all the data would be stored.

The proponent also believed that the proposed enrollment system is much better than the old way of enrollment process. It would make the enrollment very fast and easy that would provide convenience to the students not to fall in line at the registrar during enrollment.

Conceptual Framework Figure 1 shows the concept on the development of the online enrollment system of ESSU. The proposed online enrollment system of ESSU would help the students and the administrators to easily conduct the enrollment of the students. The schematic diagram of figure 1 would help to illustrate the proposed system. As shown below, the proposed online enrollment system has an independent variable, and the dependent variables are efficiency, security, connectivity, cost, accessibility, user friendliness. And it also shows the factors that contribute to develop the ESSU online enrollment system. The factors and contributors or the elements are the peopleware, software, and dataware (essu website conceptual framework.doc). The peopleware are involved in the development of the system such as the web administrator, web developer and data encoder. The dataware is where data and information are taken from. This constituted the course available, subject listing, and grade evaluation. In the development of online enrollment system, this is the different languages and software applications used. The following software that the proponent used are Dreamweaver CS 5 for designing the proposed system, MySql as database server where all the data would be stored, and PHP as the programming language. In the other way around, the elements that the

proponent used in evaluating the proposed ESSU Online Enrollment System is Efficiency in which the Proposed Online Enrollment has a minimum effort when it comes to enrollment process. Once the system is implemented, the proponent assures that the said Enrollment System has accessibility because it can be access easily by the respondents or the user using a web browser. The proposed ESSU Online Enrollment System has a security in which only the administrator has a right to manipulate (add, edit, delete, retrieve, update) the data in the system. In making the Online Enrollment System of ESSU, it can be called User Friendly because it makes the enrollment easier. Another thing is the GUI of the system, where a user friendly GUI can be more understandable and presentable to the respondents or user (Maracas, 2008)

Peopleware System Administrator System Developer Users Accessibility Security User Friendliness Accuracy Efficiency

Dataware Courses Subject Listing Online Balance Inquiry

PROPOSED ONLINE ENROLLMENT SYSTEM OF ESSU

Software Mysql Dreamweaver CS5 PHP

PHP DNS HOST SITE

Figure 1: Proposed ESSU Online Enrollment System

In figure 2, it shows the developmental model of ESSU online enrollment system. It composed of eight stages namely: Requirements Analysis which includes a detailed study about the system needs, System Design where the proponent deliberate which design they would use in the system, Program Design, in this stage, the proponent also deliberate on what program they would use in developing the proposed ESSU Online Enrollment System, then the Coding stage where the proponent started to build the system or translate the design into code, another stage is Unit and Integration Testing, where the proponent conducted a partial testing if the program works properly, then the System Testing stage where the proponent conducted a whole system testing if the design and program works properly, and Acceptance Testing stage where the respondents would evaluate and validate the system. The purpose of evaluating and validating is to determine if the system meet the requirements of the respondents or user. The Operation and Maintenance system would definitely undergo changes once it is implemented. There are many reasons for the changes or change. This could happen because of some unexpected input values into the system. In addition, the changes in the system could directly affect the software operations. If problems are found during the verification and validation, the left side of the V model can be re-executed before testing on the right side (Phleeger, 1990).

V- Model

Requirement Analysis

Verify

Operation & Maintenance

Acceptance Testing System Design Validate

System Testing

Program Design Unit & Integration Testing

Coding

Figure 2: Developmental model for the proposed ESSU Online Enrollment System

Chapter III METHODOLOGY Eastern Samar State University is having a difficulty with the old way of enrollment procedure because it takes time and effort before the student is enrolled, thats why the proponents developed a proposed Online Enrollment System where the student can access the system by using the local web browser (Mozilla Fire Fox, Google Chrome, Internet Explorer etc.) without going to school. The students can view the available courses and subjects, view their balance, and tentative registration form and can easily enroll. The new student should take and pass the entrance examination and accomplished the school requirement and get their student number from the assigned personnel. The proposed system would not cover the online payment thats why both new and old students can only pay at the cashiers office.

System Development In this part of developing a system, the proponents have set the goal on what the system should be according to the respondents needs and how it should be used. Gantt Chart The Gantt chart (Appendix A) shows the schedule of the whole activities performed within a certain specified time. From the month of June to July, the proponent planned on what language she would use in building the system and what would be covered by the system. The next activity is Data Gathering for the

month of July to September. From July to October, the proponent analyzed each plan and every data she has gathered were identified and the needs were defined to determine if its sufficient for system design. Part of the system design is to have a simple and unique design. The proponent considered different aspects in the designing of the enrollment system. It started on September and ended on November. From November to January was the activity for the System Development, which includes coding in which the proponent started to build the system where in she translate the design into code. From January to March is the System Implementation but before the system implementation, it would undergo Unit and Integration Testing in which the proponent conducted a partial testing if the program works properly. And the last activity from the month of February to May is the System Evaluation which includes Acceptance Testing. In here, the respondents evaluated and validated the system to determine if the system meets the quality requirement of the respondents. Data Flow Diagram The data flow diagram is a graphical representation of the systems data and how the process transforms data. It is used in determining the system operation and its accomplishments. The Data Flow Diagram of the proposed system would be customized depending on the process of the system (Appendix B). Dataflow diagrams were used to provide a physical idea to the end user of the system where the data they input has an effect upon the structure of the whole system. The Data Flow Diagram of the proposed ESSU Online Enrollment System

would discuss each process and its operation using Context Diagram, Context Level Diagram and Child Diagram. In Context Diagram, The student or guest requests ESSU information and give the information to the ESSU Online Enrollment System, then the ESSU information would return back to the student or guest together with the registration form. The ESSU Online Enrollment System would give information to the Administrator and then the new data from the administrator would be posted to the ESSU Online Enrollment System. In Context Level Diagram, the administrator will update new data or information to the ESSU Online Enrollment System then the proposed system will send a confirmation of posting to the Administrator in the process 1.0 after that the student or guest can now requests ESSU information in the process 2.0 would select information in the database and the ESSU information would return back to student or guest. The student would give information then the process 3.0 is the validation of student information and the student information would be stored at the database under the table tbl_student_profile. After the validation of student information process 4.0 would carry the enrollment of students. The subjects are stored at the database under table tbl_subjects and while doing the subject listing it would also check the grades of student in the database under tbl_grades if the subject they want to enroll has no pre-requisite and no failed subjects from the past semester and the schedule of the student would be stored at the database under tbl_schedule. If the student is done for the subject listing the student has now a Statement of Account and the process 5.0 payment process would carry the payment of students and the statement of account of student would be stored

in the database under the table tbl_statement_of_account. If the amount is already paid, the process 6.0 releasing of registration form with official receipt to student would follow. After the discussion in Context Level Diagram is child diagram 1.0 where the administrator will enter new data or information then in the process 1.1 is the verification of the data and in process 1.2 is the posting of the new data and it will be stored in the database under the table

tbl_ESSU_Information. Followed by the process 2.0 where the student or guest requests ESSU information then process 2.1 would search the ESSU information and it would be taken from the database under the table tbl_ESSU_Information. After the ESSU information is selected process 2.2 would read and copy the ESSU information and give back the results of request to the student or guest. Third is child diagram 3.0 where student would submit requirements then process 3.1 would do the process. If theres a lacking requirement it would return back to student if the requirement is complete, it would be stored in the database under the table tbl_student_record. Once ready for registration, the student would give student information and the process 3.2 would encode student information and it would be stored in the database under the table tbl_student_profile. And process 3.3 would give the confirmation of registration. The fourth is child diagram 4.0 registered as student process, 4.1 is checking the subject offered then the subject is taken from the database under the table tbl_subjects. Then the checked subject offered process 4.2 is selecting subjects to be enrolled, followed by the process is 4.3 checking pre_requisite subject and it would be taken in to the database under the table tbl_grades And Process 4.4 would be computing

the statement of account. The fifth is child diagram process 5.0, Statement of Account process 5.1 is searching students and it would be taken from the database under the table tbl_statement_of_account. And process 5.2 is paying of balance. The last child diagram is process 6.0; amount paid process 6.1 is generating official receipt. Then process 6.2 would be the printing of registration form and process 6.3 would release the registration form to the student with official receipt. Entity Relationship Diagram Entity Relationship Diagram (Appendix C) is a graphical representation of entities and their relations to each other. It is use to define proper system boundaries. The Entity-Relationship Diagram shows the relationships between entities such as Student to ESSU Online Enrollment System, Administrator to Students, Administrator to Cashier, Cashier to Particulars and Particulars to ESSU Online Enrollment System, Administrator to Registrar, Registrar to Schedule and Schedule to ESSU Online Enrollment System, Administrator to Faculty, Faculty to Grades and Grades to ESSU Online Enrollment System. Many Students can enroll ESSU Online Enrollment System and ESSU Online Enrollment System would enroll many Students; Many Students is confirmed by many Administrator and many Administrator can confirm many students; many administrator can add many cashier and many cashier is added by many administrator; many cashier would update many particulars, many particulars is posted to ESSU Online Enrollment System and ESSU Online Enrollment System can post many

particulars, many particulars can be updated by many cashier; many administrator can add many registrar and many registrar is added by many administrator; many registrar would encode many schedule, many schedule is posted to ESSU Online Enrollment System and ESSU Online Enrollment System can post many schedule, many schedule is encoded by many registrar; many administrator can add many faculty and many faculty is added by many administrator; many faculty can compute many grades, many grades is posted to ESSU Online Enrollment System and ESSU Online Enrollment System can post many grades, many grades is computed by many faculty. System Flowchart System Flow Chart (Appendix D) is used to describe the flow of data through a complete data-processing system. Different graphic symbols represent the clerical operations involved and the different input, storage, and output equipment required. Although the flow chart may indicate the specific programs used, no details are given of how the programs process the data (http://en.wikipedia.org). In the system flowchart, it describes the process of the proposed ESSU Online Enrollment System. It shows the modules and its process such as Students, Administrator, Faculty, Cashier and Registrar. If the student is a new, he must registered first by filling out the student information then the student must submit the enrollment documents to the registrars enrolling personnel, then if all the requirements are complete, the enrolling personnel would give a student number. For the old students who already have the student number, he can

already log-in using the student number and desired password then he can view the balance, subjects list, the grades and registration form. For the administrator or super admin he knows everything, he can access the registrar, cashier and faculty page but only limited. The purpose of having a super admin is to assist registrar, cashier and faculty. If they need help, the super admin can carry their job. For the administrator, once the admin has already log-in he can update and maintain the data then he can generate and print registration form of students. For the faculty, once the faculty has already log-in, he can encode and compute the grades of the students who are enrolled in his subject. For the cashier, once the cashier has already log-in, he can update the students payment. For the registrar, once the registrar has already log-in, he can update the students data by giving the student number and also generate and print registration form. Program Flowchart A program flow chart (Appendix E) is used to describe the flow of data through a particular computer program, showing the exact sequence of operations performed by that program in order to process the data. Different graphic symbols are used to represent data input and output, decisions, branches, and subroutines (http://en.wikipedia.org). The program flow chart shows the step by step operation of the flow of data of the proposed ESSU Online Enrollment System. The main modules are Home, Requirement, Courses, Register, Administrator, and About Us. Under Home page are some quick links such us History, Vision/Mission, Academic Calendar, Announcements, Events and Gallery. Under register page is the log-in

which shows if the student has already a student number. If he has a student number, he can already log-in using student number and password and it would be retrieved to the database under the table tbl_login. For the new student, he must fill up personal information and after filling up the student information, it would be stored at the database under the table tbl_student_profile. Under administrator page, is the log-in for administrator, registrar, cashier and faculty. For the administrator or super admin, he knows everything, he can access the registrar, cashier and faculty page. Once the administrator is already log-in, some modules can be viewed such us home, registrar, cashier, faculty, report, back-up, and log-out. For the registrar, he can log-in using username and password. Once the log-in button is click and the password is not valid it would go back to log-in. If it is valid, the data would be retrieved to the database under the table tbl_admin. Once the registrar is already log-in, some modules can be viewed such us Home, Add Student, Subject List, and Log-out. For the Cashier, he can log-in, using username and password. Once the log-in button is click and the password is not valid it would go back to log-in. If it is valid, the data would be retrieved to the database under the table tbl_admin. Once the cashier has already log-in, some modules can be viewed such us Home where they can update the payment of every student, Particular and Log-out. For the Faculty, once the Faculty has already log-in, some modules can be viewed such us Home, Student Master List where they can print their master list for a particular subjects they handled, and Log-out. Visual Table of Content

The Visual Table of Contents (Appendix F) contains modules of the proposed ESSU Online Enrollment System and shows the relationships and uses of each module. The main modules are Home, Requirements, Courses, Register, Administrator and About Us. Under Home are some modules such us History, Vision/Mission, Academic Calendar, Announcement, Events, Gallery and ESSU map. For the register module it contains the personal information of students which he has to fill up then it has to be connected to the database under the table tbl_student_profile. The data should be saved to home.php. For the student login, use student number and password and it can be connected to the database under the table tbl_log-in then it would be load to index.php student account. For the Administrator log-in, use username and password and it would be connected to the database under the table tbl_admin then it would load to index.php administrator account. Once the administrator has log-in, some modules can be viewed such us, Home, Registrar, Cashier, Faculty, Reports, Back-up, and logout. For the Registrar Log-in, use username and password and it would be connected to the database under the table tbl_admin then it would load to index.php registrar account. Once the registrar has already log-in, some modules can be viewed such us Home, Add Student, Subject List and log-out. For the cashier Log-in, use username and password and it would be connected to the database under the table tbl_admin then it would load to index.php cashier account. Once the cashier has already log-in, some modules can be viewed such us Home, Particulars and Log-out. For the Faculty Log-in, use username and password and it would be connected to the database under the table tbl_admin

then it would load to index.php faculty account. Once the faculty has already login, some modules can be viewed such us Home where the instructor can encode the student grade, Student Master list that will show the subjects he handled as well as his students master lists for that particular subjects the instructor handles and Log-Out.

Input-Process-Output (IPO) The Input-Process-Output Model (Appendix G) also known as the IPO+S Model is a functional model and conceptual schema of a general system. An IPO chart identifies a programs inputs, its outputs, and the processing steps required to transform the inputs into the outputs. IPO (Input-Process-Output) is one of the most fundamental design patterns. And it makes perfect sense. Before a computer can operate a data, the data need to be entered at an input device. Now calculations may be performed. And, finally, a result may be displayed on an output device (http://en.wikipedia.org). The Input-Process-Output Model discusses the inputted data where it is stored or process and where it can be executed or outputted. First is register module, the inputted data are First name, Middle Initials, Last Name, Age, Gender, Course, College, Year Level etc. The data would be processed and the records would be saved and the output is a Successfully Registered load to login.php. The second is Module for Administrator that confirm student information where the inputted data are First name, Middle Initials, Last Name, Age, Gender, Course, College, Year Level, etc. The data would be processed and the records would be submitted and the output is Successfully Updated or confirm load to

index.php. The third is module for student log-in where the inputted data are student number and password then the data would be processed and the record would be submitted and load to index.php student account. The fourth is Module for Enrollment where the inputted data are Year Level, Semester, Subject, Subject Description, Time Slot, Room, Day, and Instructor and the data would be processed and submitted to the records then the output is successfully subject list load to index.php. The fifth is Module for administrator log-in where the inputted data are Username and Password then the data would be processed and the records would be submitted and the output is the administrator panel load to index.php. The sixth is Module for add user page where the inputted data are User Type, Username, Password, Re-Type Password and Email then the data would be processed and the record would be submitted and the output is User Successfully added load to Add_User.php. The seventh is Module for add announcements where the inputted data are Announcements and Date then the data would be processed and announcements would be submitted and load to announcement.php. The eighth is Module for Add Subject where the inputted data are Course, College, Semester, Year Level, Subject Description, etc. The data would be processed and the subjects would be submitted and the output is Successfully Add Subject would load to Add_subject.php. Lastly is the Module for Payment where the inputted data are Particular, Unit Price, quantity and Total. The data would be processed and the particular would be submitted then load to index.php. Software Specification

In order to fully develop the proposed ESSU Online Enrollment System the proponent used software applications in coding and designing. Adobe Photoshop CS4 is a graphics editing program that enables the proponent to manipulate visual images used in the system. This is developed and published by Adobe Systems. Adobe Dreamweaver CS4 (formerly Macromedia Dreamweaver) is the most powerful website designing and editing platform used by the proponent in coding and graphical design of the system. It is a proprietary web

development application originally created by Macromedia and now developed by Adobe Systems, which acquired Macromedia in 2005. XAMPP is a free and open source cross-platform web server solution stack package, consisting mainly of the Apache HTTP Server, MySQL database, and interpreters for scripts written in the PHP and Perl programming languages. This application can run on multiple types of computer systems. The proponent used this to check and review the system even without connection to the web or internet. The Apache HTTP Server commonly referred to as Apache, is web server software that provides a variety of Multi Processing Modules (MPMs) which allow Apache to run in a process-based, hybrid (process and thread) or event-hybrid mode, to better match the demands of each particular infrastructure. This implies that the choice of correct MPM and the correct configuration is important. Where compromises in performance need to be made, the design of Apache is to reduce latency and increase throughput, relative to simply handling

more requests, thus ensuring consistent and reliable processing of requests within reasonable time-frames. MySQL is the world's most used open source relational database management system (RDBMS) that runs as a server providing multi-user access to a number of databases. It is named after co-founder Michael Widenius' daughter, My.The SQL phrase stands for Structured Query Language. PHP is a general-purpose server-side scripting language originally

designed for Web development to produce dynamic Web pages. This was originally created by Rasmus Lerdorf in 1995. It is one of the first developed server-side scripting languages to be embedded into an HTML source document rather than calling an external file to process data.
Perl is a high-level, general-purpose, interpreted, dynamic programming

language but this is not used in the development of the system. Larry Wall began working on Perl in 1987 and released version 1.0 to the

comp.sources.misc newsgroup on December 18, 1987.

Minimum requirements for running the system o Local Browsers may it be Firefox, Google Chrome and Internet Explorer (only on the later versions) o Database server Hardware Specification Minimum computer hardware requirements during development: o Processor : Intel (R) Dual core processor o Memory : 1GB

o System Type : 32 bit OS (XP, Windows 7 or Vista) o Hard disk at least 80 GB or higher o Monitor: CRT or any type of monitor o AVR Minimum computer hardware requirements for running of the system: Workstation / File Server o Processor : at least dual core processor o Memory : 512 MB o Hard disk at least 80 GB or higher o Monitor: CRT or any type of monitor o AVR o Modem Printer Server: HP Jet direct 635n IPv6 / IPsec

System Evaluation This would involve the design of the research which is descriptive research, the instruments used on how the proponent gathers the data, the sample and respondent procedures and data analysis. Research Design The proponent used the descriptive survey or research, a type of research used to describe the features of the proposed online enrollment system. The gathered data from the respondents helped the proponent to identify their problem and helped her to meet their objectives.

Research Locale The study was conducted at Eastern Samar State University under the Computer Studies Department during the first semester of the school year 2011 to 2012. Samples and Sampling Techniques The respondents of this study are the students of Eastern Samar State University. The proponent used the Samples and Sampling Technique in order to get samples. The samples and sampling are the basis sampling technique used for the collection of information gathered by the proponent. The sampling techniques include each member of the students population and have a chance of being selected. The total student population in school year 2011-2012 is 4,490 and the total school personnel respondents is 25. Among the students, only 367 from its total population were the respondents of the evaluation of the online enrollment system and 25 respondents among the school personnel. And the total of 392 respondents was included in the study. The proponent used 5% marginal of error. According to Fogoso, the formula in computing the samples is as follows:

n = __N__ 1+Ne2

n = _4,490__ 1+4,490(0.05)2

n = _4,490_ = 367 12.225

Where

n = Total sample N = Total population e = Marginal error

Using the formula, the total size of the sample is computed. The proponent used percentage in computing the total respondent of every college where: Percentage = _n_ where: Percentage = number of percentage to be taken N n = total respondents N= total of population of school Percentage = _367 = 0.081 4,490 Using the formula the percentage is computed The proponent got their respondents from the different colleges of ESSU including students and some faculty members, registrar, cashier who served as evaluators of the proposed system. The proponent determined their profile of respondents according to the total percentage of every college. The sample size is composed of 10 faculty, 6 registrars personnel and 9 cashiers personnel with the total of 25 school personnel as respondents and for every college, 153 CET, 70 COED, 102 CBMA, 35 CANS and 7 CON with the respondents. total of 367 student

In adding the total respondents of school personnel (25) and

student respondents (367), the total sample size is 392. Data Gathering and Instruments Used The instruments used in gathering data are the questionnaire, interview and research. The questionnaire is composed of two parts, first part is the type of answering where the respondent rated every statement under five areas namely Security, Accessibility, Accuracy, Efficiency, User friendliness. Second part is an optional item where respondent can freely express their comments and

suggestions for the study. The proponent conducted interviews to concerned persons accompanied with questionnaire to understand what the respondents observed on the current system that they know. This was used by the proponent in gathering data which was necessary to make the proposed system become more reliable, efficient and effective to the users.

Data Analysis The proponent prepared a questionnaire for the respondents. The questionnaire was answered by rating each criterion on the areas of Security, Accessibility, Accuracy, Efficiency, and User Friendliness. The questionnaire was rated based on the rating scale where:

Scale 1 2 3 4 5 Data Treatment

Interpretation Strongly Disagree Disagree


Neither Agree or Disagree

Agree Strongly Agree

The sum of the values of each item distribution is used to determine the mean and is presented and computed using the formula. (WM) = (WX) N Where:

WM= represents the weighted mean W= represents the weight X=represents each of the item N= refers to the total number of respondents The mean is for the examination and analysis of a large collection taken from the evaluation of the system. It is helpful to be able to present a number that provides the summary of data collected and determined the effectiveness of the proposed system. The formula used to compute the overall weighted mean is: A= (wm1 +wm2 +wm3+wm4+ wm5 +)/n Where: Wm1 =represents the average weighted mean of security Wm2=represents the average weighted mean of accessibility Wm3 =represents the average weighted mean of accuracy Wm4 =represents the average weighted mean of efficiency Wm5 =represents the average weighted mean of user-friendliness The rating scale below is based from the unpublished undergraduate thesis, ESSU Website 2010 by Loste, Josie Marie and Factor, Anielyn, where the computed values were given description coinciding with the given scale as follows: Scale 4.51- 5.00 3.41 4.50 Description/ Interpretation Excellent Very good

2.61- 3.40 1.81-2.60 1.00-1.80

Good Fair Poor

Cost Benefits Analysis The cost benefits analysis is the tool which has been used to determine the cost of doing the full system. Below are the items that should be considered in determining costs. o Hardware minimum requirement Hardware minimum requirement refers to the computer hardware that would be used in system development as well as its implementation. o Hardware Cost The Hardware items below is already available in registrar and cashier offices used in manual enrollment and these items below can also be used in the proposed system. Hardware Items File Server Workstation Printer Server UPS RJ45 UTP-CAT5 Cable Modem Estimated Unit Cost 50,000.00 10,000.00 4,000.00 1,400.00 5.00 15.00 1,500.00 Qty 2 12 1 9 30 30 5 Hardware Cost 100,000.00 120,000.00 4,000.00 12,600.00 150.00 450.00 7,500.00

o Software Cost System Analyst System Programmer System Maintenance Total Cost: 12,000.00 15,000.00 /month /month

_10,000.00_ / month 37,000.00

o Cost of Supplies During Development of the System -Cost of Printing Documents 1st Semester 3,550.00 2nd Semester 5,000.00 Summer 5,000.00 Documents of the system Documents of the system Total Cost in Printing - Computer Renting 3,550.00 + 5,000.00 13,550.00 300.00/month 300.00 8 months renting of computer Total Cost in Renting Computer for 8 months _x 8_

2,400.00

o Electric Consumption During Implementation of the system (The total Power Consumption stated below is only based on 1 set PC with Monitor and 1 set Printer, more hardware devices should use a higher Watts). 1 set Personal Computer 1 set Printer Total Power Consumption 225 Watts 175 Watts 400 Watts

400- Watts x 40- hrs/week 16,000 Watt hrs/week = 16 kWh/week 32 kW consumption x 7.94 - Residential Rate per kW 254.08 Electric Consumption

16- Kilowatts (kW) x _2 weeks schedule preparation 32 Kilowatt consumption

254.08 Electric Consumption x 2 - Number of Semester 508.16 Yearly Electric Consumption

Detailed Cost Benefits Analysis ESSU Online Enrollment System o Accuracy refers to the correctness and exactness of data free from error or mistakes. Automated 50 correct students info stored/hr x 8 hrs/day 400 or more students can enroll hrs/day x 22 working days/month 44,000 correct students info stored/sem. stored/sem. Based on the computation above, the automated system can produced more accurate data than the manual enrollment system. Errors are minimized using the proposed system; the institution can save money in using the proposed system. Manual 10 correct students info stored /hr - 2 erroneous records 8 students can enroll hrs/day x 22 working day/month 7,040 correct students info

o Accessibility capability of accessing data easily Automated Manual

50 or more student records stored & retrieved/hr 10 student records stored & retrieved /hr x 8 hrs/day 400 student records/day x 8 hrs/day 80 student records stored & retrieved /day x 22 working days/month 44,000 or more student records are store. & retrieved/sem x 22 working days/month 8,800 student records are store & retrieved /sem.

The computation above shows the difference between the automated and the manual systems in terms of storing student records. It shows that the proposed system can store more student records than the manual enrollment. o Security capability to protect data from the hacker and retrieval of data. Automated The proposed system can be used in the existing computer set available in each offices (Registrar and Cashier) Manual Retrieving of records: 1 student 1 month in retrieving the records = 120 x 22__ 2,640 Data Retriever 10 min. to retrieve students 20 reams bond paper = 3,600 (180 each ream)

records or any records inside the system. Estimated power consumption 150/day x 22 days 3,300.00

10 filing cabinets (10,000 each)

= 100,000

____________________________ 136,000.00 153,300.00

136,000.00 total cost on the manual 3,300.00

132,700.00 Savings of ESSU main in retrieving the data or documents using the proposed system. o Efficiency is the effectiveness and performing the process productively in less time and exerting effort. The proposed system is efficient to the student because they can enroll very fast. Automated 50 or more students can enroll/hr x 8 hour/day 400 or more students can enroll/day x 5 days/week 2,000 or more students can enroll in one week using the proposed system. Manual 10 students can enroll/hr - 2 erroneous records 8 can enroll hr/day x 8 hr/day 64- students can enroll/day x 5 days/week 320 - students can enroll in one week using the existing system.

The computation above shows the difference between the automated and the manual process in terms of enrolling students. It shows that the proposed system can enroll 2,000 or more students in one week than the existing enrollment process. Computed Daily Average Cost Automated 15- internet/computer rental/hr x 1 hour/1day 200- fare/1day 15 total cost for internet/computer 20-price x 1 snack 20- total cost of snack 200- fare 15 - rent + 20 snack 600 - fare (3 days) + 150 snack & lunch 750.00 total cost of student in enrolling using student in enrolling using manual . process manual. x 3 days 600 total cost in fare 50- price of snack and food/day _x 3 days 150- total cost of snack and food Manual * 200-fare/day

235.00 total cost of student in enrolling using the proposed system 750 -235 515.00 savings of the student using the proposed system.

Chapter IV RESULTS AND DISCUSSION This chapter presents the overall analysis of the results of evaluation and includes discussions of the results. Part of this chapter also shows the screenshots of the Proposed ESSU Online Enrollment System both explaining its functionality. Systems Development Result With the goal of developing the proposed ESSU Online Enrollment System, the proponent used some software such as: Dreamweaver CS5 and XAMPP. In addition, she gathered information from the institution.

Screen Shots This section contains the screen shots of the proposed system together with the subpages and some details regarding on the page shown.

Figure 3: Home Page

Home Page shows some information of the institution and composes of menu such us: Requirement, Courses, Register, Administrator and About us.

Figure 4: Register Page The figure above shows the Registration of the students. The student will just filled up the needed information in order to have an account in the system. .

Figure 5: My Account Page

My Account Page shows the statement of accounts of the student for a particular semester.

Figure 6: Enrollment Page This figure shows the enrollment proper of the students where the subject listing is done. The students can choose the subjects he wants to enroll as long as it is offered for his/her course and year level.

Figure 7: Grade Page

Grade Page shows the grades of the students. The students select the year level and semester to evaluate their grades.

Figure 8: My Registration Form Page The figure above shows the registration form of the students where the schedule, room and instructor who handled the subjects and the total payment for that semester can be seen.

Figure 9: Administrator Log in Page This figure shows the Administrator Log-in using their username and password.

Figure 10: Administrator Index Page

Administrator Index Page is where the administrator can edit a student account, show registration forms and drop student. And some menus that the administrator can access such us: Registrar, Cashier, Faculty, Report and Back up.

System Evaluation Results Table 1: Performance of the Proposed System in terms of Security. Variables SA Security a. Provide accounts to the user b. Admin & User privileges Average Weighted Mean 4.66 E 256 136 266 126 0 0 0 0 0 0 4.65 4.67 E E A Respondents (n=392) NAD D SD Wm

Int

The table above shows the capability of the proposed system to protect data from the hacker with the average weighted mean of 4.66 Excellent (E), most of the respondents agreed that there should be an Admin and User privileges which is rated 4.67 Excellent (E) and it should also Provide accounts to the user which is rated 4.65 (E). Table 2 shows the capability of accessing the data easily with the average weighted mean of 4.80 and rated Excellent (E). The respondents agreed that the areas of Accessibility should be seen in the proposed system which are as follows; List of Courses rated it as 4.83 (E), Subject Listing 4.72

(E), Assessment of Grades as 4.74, Subject Offered which is 4.88 (E) and the List of the List of Instructor rated 4.90 (E). Table 2: Performance of the Proposed System in terms of Accessibility. Variables SA Accessibility a. List of Courses b. Subject Listing c. Assessment of Grades d. Subjects Offered e. List of Instructors Average Weighted Mean 327 298 291 346 353 65 80 101 46 39 0 14 0 0 6 0 0 0 0 0 0 0 0 0 0 4.83 4.72 4.74 4.88 4.90 4.80 E E E E E E A Respondents (n=392) NAD D SD Wm Int

Table 3: Performance of the Proposed System in terms of Accuracy Variables SA Accuracy a. List of Courses b. Subject Listing c. Assessment of Grades d. Subjects Offered e. List of Instructors Average Weighted Mean 296 209 204 265 180 90 178 160 60 189 6 8 28 67 23 0 0 0 0 0 0 0 0 0 0 4.73 4.54 4.44 4.50 4.40 4.52 E E VG E VG E A NAD Respondents (n=392) D SD Wm Int

The table above shows the correctness and exactness of data free from error or mistakes gained the average weighted mean of 4.52 (E). Most of the respondents agreed that the proposed system showed the correct and exact List of Courses rated as 4.73 (E) and other variables are the following; Subject Listing which is 4.54 (E), Assessment of Grades 4.44 (VG), Subjects Offered rated as 4.50 (E) and List of Instructors which is 4.40 (VG).

Table 4: Performance of the Proposed System in term of Efficiency Variables SA Efficiency a. List of Courses b. Subject Listing c. Assessment of Grades d. Subjects Offered e. List of Instructors Average Weighted Mean 194 199 214 296 250 175 165 170 90 60 23 28 8 6 82 0 0 0 0 0 0 0 0 0 0 4.43 4.43 4.52 4.73 4.42 4.50 VG VG E E VG VG A NAD Respondents (n=392) D SD Wm Int

The table above shows the effectiveness and performing the process productively in less time and exerting effort with the average weighted mean of 4.50 Very Good (VG). The respondents agreed that the proposed system should efficiently display the List of Courses rated as 4.43 (VG), Subject Listing 4.43 (VG), Assessment of Grades 4.52 (E), Subjects Offered 4.73 (E) and List of Instructors which is rated as 4.42 (VG).

The proposed system is easy to learn or understand (user friendly) with the average weighted mean of 4.75 Excellent (E), and the respondents agreed that the proposed system has a Balance Screen Color which they rated as 4.73 (E), contains Readable Text weighted mean of 4.76 Excellent (E). and Organize GUI with both average

Table 5: Proposed System in terms of User Friendliness Variables SA User Friendliness a. Balance Screen Color b. Readable Text c. Organize GUI Average Weighted Mean 290 102 300 298 92 94 0 0 0 0 0 0 0 0 0 4.73 4.76 4.76 4.75 E E E E A Respondents (n=392) NAD D SD Wm Int

Table 6: Summary of the Performance of the Proposed System Variables 1. Security 2. Accessibility 3. Accuracy 4. Efficiency 5. User Friendliness Overall Weighted Average: Weighted Mean 4.66 4.80 4.52 4.50 4.75 4.64 Interpretation Excellent Excellent Excellent Very Good Excellent Excellent

The table above shows the summary of the overall weighted mean of the

performance of proposed system which is rated as 4.64 Excellent (E). The variables namely; Security obtained a result of a weighted mean of 4.66 (E), 4.80 (E) for Accessibility, 4.52 (E) for Accuracy, 4.50 (VG) for Efficiency, and 4.75 (E) for User Friendliness. general. The said variables were rated Excellent in

Chapter V SUMMARY, CONCLUSION AND RECOMMENDATION Summary This study is conducted at Eastern Samar State University, Borongan City. It aims to develop an ESSU Online Enrollment System that would disseminate information about the institution to become competitive in the trend and technology in cyber world. This study used a descriptive method of research where in questionnaire was the instrument used in data gathering. The proposed system has the following elements that would be used in developing the system, which are: 1. Peopleware, is the person involved in the development of the system 2. Dataware, which contains the information about the institution, Courses, Subject Listing and Online Balance Inquiry 3. Software, which had been used in the development of the system. The software that were used are MYSQL, Adobe Dreamweaver CS5, Apache and PHP. Regarding the questionnaire, it had been answered by 392 respondents and the data obtained were scored using the Five-point scale. The gathered data from the questionnaire were analyzed and some mathematical formulas were applied. Based on the gathered data from the respondents, it obtained the weighted mean of 4.66 for Security, 4.80 for Accessibility, 4.52 for Accuracy, 4.50 for Efficiency, and 4.75 for User User Friendliness. The overall weighted mean of all variables is 4.64 and rated Excellent (E) in general.

Conclusion Based on the result, the following were advanced: 1. The proposed ESSU Online Enrollment System have developed along with the following components such as registration for old and new students, evaluation of grades, subject listing, and generate reports such as: registration form, student master lists, master list per class, population of the students per school year and number of dropouts. 2. The proposed Online Enrollment System was evaluated and rated Excellent (E) with a weighted mean of (4.64) in general in terms of its Security, Accessibility, Accuracy, Efficiency and User Friendliness. Recommendation The result shows that the proposed system can provide quality and user friendliness and reliable information to the students. It is recommended that the Proposed ESSU Online Enrollment System be implemented. The personnel in charge must be computer literate and must have enough knowledge to maintain the system or otherwise, hire an administrator. The user should have a fast internet connection so that the students can enroll easily. The proponents strongly recommend that a Google chrome web browser must be used in order to have a best result because it provides fast startup, fast loading of web content and it has very less design features which make it fast and safe.

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