Abstract

Title of research: Computerized Enrollment System

Researchers: Bacani, Agatha Dominique

Duran, Jayvee Glenn

Javier, Carlota

Nuval, Cyril Harvey

Degree: Bachelor of Science in Information Technology

Date of Completion: May 2018

Keywords: students, enrollment system

In this society, a lot of improvements happened by means of business, products, people

and most especially the technologies. But theres a schools or institute was still using the

old school manual system. In order to help them to lessen their tasks.

The proponents proposed an computerized enrollment system on their institution is not

only to upgrade their current enrollment system in order to lessen the time needed to

process the registration of an new or transferee enrollee but also to help their institution

to have a modernized system so they could have an easier processing system and so they

could do also their most priority task during class. More secure than the manual system

that they use before.

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1.0 Introduction

Nowadays, the technology leads in everything that we see around us. The

discovery of the computer was the great function of modernity for different to make work

adaptable, capable, and easier for the users. But having this modern technology is one of

the main problems of a school, institution or even in the government departments.

Because of expenses, the knowledge and the skills of the employees on how to operate

computers. That may lead to a poor management of that institution. It plays the vital role

in any institution for the responsible for an effective and efficient approach for both

developers and the users.

The system was generating to replace the manual process of enrollment in both

private and public schools for it to have an organized transaction of each of their students.

And to perform much faster and more accurate than the old manual system.

This Computerized Enrollment System will provide the needed and storing

information in a faster, more convenient way by storing file of the student enrollees. It

will lessen the effort and time in storing files of each of the students now and then. And it

is much more secured than manual system because the only authorized personnel or

employees will have an access to that system.

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 Background of the Study

Today, we are now engaging in the world of modernization most of the people

preferred to use a high-tech gadgets, machines, and etc. to finish their work in an exact

time with less time and effort. But instead of doing that some other schools or institutions

must considered to use the manual system because they said they are comfortable of

using that. That is the main reason why they can consume a lot of time, effort and papers

by getting the student information.

The developers developed a Computerized Enrollment System which can help to

lessen the time to encode each of the students information. The Computerized

Enrollment System composed of modules for their registration, schedule, bill, security to

their personal information and generating reports that can make their work fast and easier

and secured.

1.2 Statement of the Problem

Some of the institutions, government sectors or government departments even the

schools are still using the manual system or what we call the old school system. That's

because they still in the process where the people will fill up the information sheet and

then the registrar will encode their information unto their database which is time

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 consuming and unsecured. And we found it inappropriate that may lead to loss their files

and their personal information.

Since the data and paper is stored in filing cabinets it consumes too much place,

as the amount of work done on paper increases the filing cabinets too increases. And the

have the common errors when entering data the registrar might have accidentally

switched details and data since it is hand written there will be unavailability for future

use, since data might get misplaced during manual filing.so data wont be preserved

properly for future use.

1.2.1 General Problem

How to design and develop a Computerized Enrollment System?

The current manual system are still using papers to be able to

gather or to fill up the students information theres a possibility of data

duplication the same data gets repeated over and over since the registrar

find it hard to keep track of the documents, information and transactions

And the common errors when entering data students might have

accidentally switched details and data since it is hand written.

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 1.2.1 Specific Problem

How to design and develop a registration module that will

handle the registration of student information?

The current system or manual registration of the

enrollment system sometimes encountered misspelled names and

slow retrieval of data the information of old students and details are

stored in different parts of the site and so takes a long time to retrieve the

data. It takes a long time to find the information about a relevant

person.And has a big issue in registering the student information.

They had been using manual way to file the student information

sheets that has been filled by the parent. When finding the student

information in an emergency situation its a waste in time when the

whole system is still in manual and it is also inconvenient for the

teachers or employees.

How to design and develop a module that can manage the

schedule of the students?

The manual processes of managing the schedule of the

student are automatically known when the enrollment week are

closed. The school estimated the number of student and divides it

into particular rooms. When it comes in managing the schedule of

the student they wait the end of the enrollment before they declare

the section for every student.

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 How to design and develop a module that will manage the bill.

The process of billing in manual enrollment system is

consisting the name of the student, enrollment fee, miscellaneous

fee but no discount. As an additional problem when it comes to

their payment. The school has been using a calculator and

registered written receipts in processing the payment of an

enrollee which is difficult to manage their in enrolling their

students. it consuming more time and have a negative feedback for

every student and parents. It is hard for the registrar to manipulate

the process for particular students.

How to design and develop a security module that will secure

files from unauthorized person?

The manual enrollment system is unsecured but sometimes

loses some of the files. Also they may encountered some problems

because there is a time that some unauthorized personnel manage

files. Lack of security since data is stored in filing cabinets it is freely

available to anyone. If information falls into the wrong hands it can be

used against the company and students and can blackmail them.

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 How to design and develop a report module that will help in

generating reports?

The current system of the school is properly generating the

reports but sometimes it consume more time because the assigned

person for the module is manually arrange the reports.

1.3 Statement of Objectives

After having research and studied the situation we proposed a Computerized

Enrollment System that would help to improve the manual system to a faster and secure

transaction.

1.3.1 General Objective

To design and develop the Computerized Enrollment System.

This computerized enrollment system will improve their

enrollment transaction. The process will be effortless and less

hassle. It will provide the managing transaction and operations of

the school, as well as the security records of the students and as

well as the school information.

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1.3.2 Specific Objective

To design and develop a registration module that will handle

the student information.

It will lessen the time to input the student's information.

For the old students, the registrar will no longer input the

students information will just retrieve that information from the

database. And for the new students, the registrar will save the

students general information so that the information will retrieve

on the next enrollment.

To design and develop the module that can handle the schedule

of the students.

It will manage all the schedule of the students. It is

important because it will show the schedule of the student. And it

will automatically know the section and the assigned teacher to the

class.

To design and develop the billing module of the student.

This module makes the billing process fast and generate the

bill automatically. The mode of payment (Cash, monthly, quarterly

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 or split). Things such as Pastor Discount and Honor Discount,

Penalties and Refund will be automatic in Tuition Fee calculation.

To design and develop a security module that will secure the

files from unauthorized person.

This module will provide a log-in where only authorized

system user can access the system and the information as well.

This will secure the files and the personal information.

To design and develop a report module that will help in

generating reports.

It will generate reports like master lists of the students

enrolled and the payment records.

1.4 Significant of the Study

At the present state of technology, manual system of transaction is said to

be an old school method. But many company still using manual operations

because they believe that this system is more accurate and efficient. But this study

aims to determine the importance of having a Computerized Enrollment System

over the old school manual system. To determine which is more effective to use.

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1.5 Scope and Limitation
Scope
Transaction

Student Registration

The system will register student records together with other

information such student schedule.

Tuition and Miscellaneous Assessment

This feature will automatically compute tuition and miscellaneous

fees for a particular student.

File Maintenance

Student Maintenance

The system will manage adding and updating student information.

Faculty Maintenance

The system will manage adding and updating faculty information.

User Maintenance

The system will manage adding and updating system user

information.

Tuition and Miscellaneous Maintenance

The system will manage adding and updating tuition and

miscellaneous information.

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 Utilities

Audit Trail

The system will keep track of the process or transaction done by a

particular user.

System User Level

The system will provide a user level which manage the level of
user access. Each user will have an account will can only access certain
parts of the system.

Security Module

This module will provide a log-in where only authorized system

user can access the system and the information as well.

Report Generation

Student List

The system will be able to generate student reports.

Limitation

Acceptance of payment through credit card

The system is not capable to processing payments through credit

card since the company does not support such.

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 Record keeping of Requirements

The system does not cover keeping the hard copy of student
requirements.

Grading System

The developed system does not have its own grading system due to
the school uses the current grading system that has been ordered by the
Department of Education.

Network Connectivity

The developed system does not support network or its not an

online based system.

Attendance Monitor

Does not support attendance monitoring system for the users of the
proposed system.

Payment Process

Does not support the payment process in proposed system.

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