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Online Enrollment Management Information System

A CAPSTONE PROJECT PROPOSAL

Presented to the Faculty of the

Information Technology Department

Southern Philippines College

Cagayan de Oro City

In Partial Fulfillment

Of the Requirements for the Degree

Bachelor of Science in Information Technology

By:

Lozano, Leah

Iñigo, Rhea

Rabadon, Gabriel

Balat, Alberto
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TABLE OF CONTENTS

PAGE

TITLE PAGE i

TABLE OF CONTENTS ii

CHAPTER 1 THE PROBLEM

1.1 Introduction 4

1.2 Statement of the Problem 8

1.3 Objectives of the Study 9

1.3.1 General Objectives 9

1.4 Specific Objectives 9

1.5 Significance of the Study 10

1.6 Scope and Limitations of the Study 10

1.7 Definition of Terms 11

CHAPTER 2REVIEW OF RELATED LITERATURE AND STUDIES

2.1 Foreign Studies 12

2.2 Local Studies 13

CHAPTER 3 RESEARCH METHODOLOGY

3.1 Requirements Analysis Phase 15

3.2 Design Phase 16

3.2.1 Contextual Design 17

3.3 Implementation 18

3.4 Testing Phase 18

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3.5 Develop Solution

APPENDICES

A. Interview Questionnaire

B. Letter of Intent
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Chapter 1

THE PROBLEM

1.1 Introduction

Nowadays, computer serves as an important role in our society, most

especially in school premise because it lessens error of work by using
machines. Most school uses computer to help their students deal in the
modern technology. It makes work easier and faster and reduces cost to an
organization from paper work up to automated working system. An accurate
and efficient enrollment records help to ensure a good impression of the
institution on possible enrollees encouraging them to matriculate in the
institution.

The purpose of an enrollment process is to provide a means for staffs

and the faculty to write down data that are essential to enrollment. As the
enrollees increase every year, the enrollment procedures become harder to
deal. This only serves to slower process and confusion among the staffs and
faculty.

The system was proposed in replacement of the manual process of

enrollment in Preschool for it to have an organized flow of transaction and an
ease of work and it would help the school of Marian Good Start Preschool in
simplifying its enrollment procedures and record keeping. Marian Good Start
Preschool is still using a manual process of enrollment. The system was
designed for selected faculty members and staff to enable them to easily
produce information required by the different students in the Preschool.

Marian Good Start Preschool is a private school located in Our Lady of

Fatima Parish, Camaman-an Cagayan de Oro City with 19 years of existence
and it consist nursery, K1 and K2 levels with a population of 100-200 pupils.
The school recognizes the continued support and assistance of Camaman-an
Brgy. Council through Hon. Pedro I. Arda, Knights of Columbus Council 7443
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in their endorsement and approval to open school for evangelization,

educational and community service and supported by the retired DepEd
Supervisor and currently a Principal, Ms. Elnora R. Abuela, PhD.

The Marian Good Start Preschool is currently doing manual written in

all the activities in school like checking, computing, recording and registering
all the files and records. This process is very time consuming, hassle and
prone to error, especially that enrollment will written in the columnar.

With this, the researchers came up with the idea of developing an

Online Enrollment Management Information System in which all the
information of an enrollee, process of enrollment will be efficient. Also its easy
and convenient for the parents to monitor all information about their children in
school. The proposed system can gather data and verify the methods of
transaction and reports. As a result of the manual process of checking
computing and registering will be eliminated. Moreover, it provides a more
reliable way of enrollment and easier to check the improvement of a student in
school.

To further understand the manual process of Online Enrollment

Management Information System, a process flow is shown on figure1.0.
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Figure 1.0 Existing Manual Process Flow of Enrollment

Figure 1.0 shows the existing manual process of enrollment which is used by
Registration
the Faculty and Staff of Marian Good Start Preschool. The process begins
when the registrar validate the requirements of an enrollee by checking all the
documents needed for enrollment. The registrar will ask for the NSO Birth
Certificate of the enrollee and then the enrollment form will released. The
Problem A is when the parents will manually fill-up the enrollment form which
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is causes takes more time and effort to fill up the said form. Then the registrar
will manually validate the student information and the Problem B is manually
record the student information into columnar and the unexpected problems
such as loss of information may occur.

Figure 1.1 Proposed System Process Flow of Online Enrollment

Registration
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Figure 1.1 The process flow of the proposed system will be Online
Enrollment Registration and the process begins when the

Figure 1.1.1 Proposed System Process Flow of Enrollment

Figure 1.1.1 The process flow of the proposed system will be

Enrollment Registration and the process begins when the cashier must log
into the system and the system will verify the user’s account. The cashier can
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view list of student account, manage enrollment fees by inputting the name of
the students and look if there is remaining balance. After that, the cashier will

Figure 1.2 Shows Existing Manual Process Flow Evaluation of the

STUDENTS
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Figure 1.3 Proposed System Process Flow Evaluation of the Students

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Figure 1.4 Existing Manual Process of Enrollment Fess Payment

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Figure 1.5 Proposed System Process Flow of Enrollment Fees

Payment
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Figure 1.6 Existing Manual Process of Tuition Payment

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Figure 1.7 Proposed System Process Flow of Tuition Payment

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Figure 1.8 Existing Manual Process Flow of Books Payment

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Figure 1.9 Proposed System Process Flow of Books Payment

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Figure 1.10 Existing Manual Process Flow of Grading Sheet Reports

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Figure 1.11 Proposed System Process Flow of Grading Sheet Reports

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1.2 Statement of the Problem

Marian Good Start Preschool encountered problem on using manual in
their enrollment system. One of the most tedious and costly processes during
the school year is enrollment. Also, unexpected problems such as loss of
information may occur. A manual process of enrolment takes more time and
effort and causes delays of transactions. The school used manual system in
recording and retrieving student’s information. The Registrar. In terms of the
registration of the student, the proponents found out that the registrar are
using manual system that the school is presently using, information and
records were not kept accordingly that causes loss of important papers and
documents. The student NSO was kept by the present teacher of the students
which has no assurance of safety keeping. Retrieval of the records can be
more hassle and all are in hand written. Another problem usually encounters
are the payment transactions such as tuition payments, enrolment fees and
books payments. The cashier will manually scan the columnar if the students
has a previous balance and it takes a lot of time no matter how fast one can
type or process information, it will never be as fast as it needs to be. The
principal also encountered a problem such as manually validation of students,
check the students grades if passed or failed. Also, the parents encountered a
problem like if they want to see the grades of their children, they must go to
the school. Lastly, the teacher’s problem is manually record the scores of the
students into class records and manually calculate the grades of the student.

1.3 Objective of the Study

1.3.1 General Objectives

The aim of this project is to design and develop an Online Enrollment

Management Information System. This will serve as a new way for teachers
and other school staff in managing information. Also it will provide them a new
way of checking, computing, recording and registering information in more
accurate and faster transaction.
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1.4 Specific Objectives

 To create an Online registration for enrolees of Marian Good

Start Pre-School
 To develop an accurate and easier way of registration for the
students of Marian Good Start Pre-School
 To generates reports needed for enrolment
 To provide a user friendly enrolment website in managing
enrolment of old students, new students and transferee

 Notification about;

o The due date payments for existing balance before

end of the year
o The due date for payments
 Calculation of tuition fees, books payment and enrolment
fees payment

 Generate report of weekly and monthly payments, year-

end reports, grading sheet reports and student account

 Develop and implement Online Enrolment Management Information

System of Marian Good Start Preschool suited based on design
specification.
 Test and evaluate the accuracy and usefulness of the system

1.5 Significance of the Study

Online Enrollment Management Information System will surely help

and make their work more reliable, easier and faster. By this system it can
cater a good service to the teachers and other staffs. These are the following
people that can benefit this system: Registrar, they can easily locate or find
the records of the following students without taking time to look for it.
Students, they can easily view their subjects without having a pressure or
wasting time in looking for their respective subjects, by this they can lessen
their time and effort. Proponents, we the proponents will be able to know the
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data and codes needed to operate an enrollment system that would surely
add our knowledge regarding how this system would work in an enrollment.

1.6 Scope and Limitation of the Study

The proposed Online Enrollment Management System of Marian Good

Start Preschool was intended only for Marian Good Start Preschool to provide
interface in manage information and records. The data would be stored in the
system database in order to cater the accurate information of the student
account. As for the functionality, all of the user namely Principal, Registrar,
Cashier, Teacher, and Parent must have their own restrictive accounts. Each
of the system users has their own level of system reached. Login form would
be developed to provide security purposes to secure protection against the
unauthorized users, so that the user can enter in to the system. For more
clarification of user restrictive account would be discussed in the next
paragraph:

The Principal has all the access in terms of validating the student
evaluation and approved the evaluation, monitoring of student account,
managing of grades, managing of monthly payments and the managing of
expenses. The cashier is the one assigned in payment transactions. Teacher
is liable in monitoring the list of students and inputting grades. For registration

of new student, the registrar will be the one to approved, parents are required
to pass all the requirements needed and proceed to the cashier for the official
receipt and the cashier is quickly in putting it into the system.

1.7 Definition of terms

Computer- it is the main device that use in storing the data

Enrollment Form- a form that the parents must fill up upon requesting such
document to the school.

System- It refers to any connection or component elements for the network to

perform task
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Security- It is the ability to prevent unauthorized access whether accidentally

or deliberately to the programs or data.

Data- It is the collection of information of the students.

Principal- It is the staff member with the greatest responsibility for the
management and have the authorized over the employment (and some cases
filling) of teachers.

COR- It is a certificate that serves as a proof that a student officially enrolled.

Assessment- It is the systematic collection, review, and use of information

about educational programs.

Cashier- the one who keeping the money

Parent- is someone who fill p the enrollment form, paying the tuition fees,
enrollment fees and books

Receipt- it is a certificate that serves as a proof of payments

Registrar- responsible to manage the students information

Teacher- responsible to calculate the grades and submit to the principal

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Chapter 2

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter provides the related literature and studies. This will be a
reference for the further understanding about the Online Enrollment
Management Information System. Several related literatures explain the
purposes of the system and how it works. The Foreign and Local related
studies help the researchers to analyze the problems and function of the
system.

2.1 Foreign literature and Studies

According to The Lovely Professional University (2011) promotes a culture of

paperless University. The day to day administration and most of the University procedures
are carried out online. The University Management System (UMS), an online portal of
University, is one such innovative step of the University to provide vital information
regarding academics and other University logistics for assisting the University students,
their parents and the staff.

According to Wikipedia (2014), in the past, universities and large

school districts in particular have created their own bespoke student record systems. One
such example is the Repository of Student Information (ROSI) system at University of
Toronto. With growing complexity in the business of educational establishments, most
organizations now choose to buy customize software and increasing numbers are buying
software as a service (SAAS). Most student information systems in use today are server-
based, with the application residing on a central computer server, and being accessed by
client applications at various places within and even outside the school. But student
information systems have been moving to the web since the late 1990s and that trend is
accelerating as institutions replace older systems.

According to Richard (2004) emphasized that information about students is vital,

but time consuming to manage and it is essential that the most effective tools be used to
aid both staff and students go about their work and studies. The Cambridge Student
Information System (CAMSIS) replaced various student records system used by
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colleges, departments and universities. CAMSIS provides comprehensive and accurate

information about student body and also improves data quality reduce the administrative
burden dramatically and provides better services to both academic staff and students.

“Lack of enrollment system in schools can lead to chaos and troubles”, as stated
by Ace Adrian (2011). Students will be confused on what they should do to be able to
enroll that is why such systems is extremely useful in the way that it gives an ease on
working on enrollment processes. Enrollment is very useful in retrieving vital information of
the students. Without this, it can lead difficulty both for the administration of school and
student in enrollment process.

2.2 Local Literature and Studies

In educational institutions like Harvent School in Dagupan City,

Composed of elementary and high school level. The school puts premium to
its registration. The enrollment process is the initial stage in gathering
bonafide and accurate student information necessary to establish student
permanent records. A registration and billing system is needed by the
institution to address the stated situation.

Automation Enrollment System Gumitao (2001), system is designed to

provide reports of the list of enrollment per school year, periodical grade of
students, and list of new, old and transferees Revalla (2005) created an
Automation Enrollment System for the computer Science Department of the
Laguna College business and Arts. The study was conceived because of the
need to update the current registration system of LCBA, which is done
manually. Her study, was based on the special problem of Mr. Bonifacio E.
Bacani, Jr. about “Student Record Information System”.

Based on the researcher, a web-based enrollment system for Veritas

Parochial School (VPS) in Web Based enrollment system, Manila was
developed to help its students enroll in a more efficient way without the
hassles of waiting long hours in filling out 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.
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This new type of system offers its students new options for enrolling at VPS.
By logging on to VPS website, one can register and enroll subjects for a
school year. With these, all the students are required to fill out certain forms
that do not take more than a few minutes to accomplish. The system stores its
records in the school database for future references. Confirmation of the
transaction made by the students need to be verified, the payment of tuition
fees must be made in the school registrar.
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Chapter 3

RESEARCH DESIGN AND METHODOLOGY

Online Enrollment Management Information System of Marian Good

Start Preschool utilized the approach of the System Development Life Cycle
using Waterfall Method. In order to achieve the development of Online
Enrollment Management Information System of Marian Good Start Preschool.
The SDLC Model consists of five phases: Requirements Analysis, Design
Solution, Develop Solution, Implementation, and Testing. (See Figure 3.1).

3.1 Waterfall Method of System Development Life Cycle

3.1 Analyzing Requirements

In this phase, the proponents drafted a letter of intent to Online

Enrollment Information System of Marian Good Start Preschool (see
Appendix A) and conducted an interview in a focus discussion with the
principal and responsible for progress of Marian Good Start Preschool with a
prepared guide questions (see Appendix B) for the proponents to gather data
and to verify the methods used in conducting Marian Good Start Preschool

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transaction and reports. The proponents gather data and determined the
functionality involved in the proposed system and determined the
stakeholders of the system namely the Principal, Teacher, Registrar, Cashier,
Parents that has different functionalities which plays an important role in the
proposed system. The data being gathered were identified to help the
proponent to come up a design for the proposed system.

3.2 Designing Phase

After the interview questionnaires and survey forms are collected and
analyzed, the proponents will present the conceptualize design of the Online
Enrollment Management Information System of Marian Good Start
Preschool.In the design phase, the proponents will lay out the Context Level
Diagram of the system that will provide a clear understanding of what the
system does in order for the intended users to understand the concept of the
system. A context level diagram was provided to illustrate the data flow and
the entities involved in the proposed system.

Figure 3.2.1 shows the context level diagram of the proposed system.
The diagram illustrates the entities involved in the system along with the
different functionalities and the data flow revolving the proposed system.

The first user is the registrar. The responsible in keeping the record of every
student in Marian Good Start Pre-school, the registrar has given privileged to
add student information, manage profile student account, and delete if
necessary. The second user is principal. The principal requires to logging into
the system and the system will verify the user’s account. The principal can
also manage the list of new student evaluation and teacher’s account
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Information as well as student account information. The third user is cashier.

The cashier requires logging in into the system and the system will verify the
user’s account. The cashier will manage the books and tuition payments as
well as enrolment fees payment. The fourth user is the teacher. The task of
the teacher’s is to input a computed grades of the student under his/her
subject, the teacher has also given the authorization to send the grades to
principal. Lastly, the fifth user is the parents. The parents can view the grades,
records status of their children and register their children to specific level.

Figure 3.2.1 Context Level Diagram

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3.3 Implementation

After verifying the design phase, the preceding process will be on the
implementation of the system. In this phase, the Online Enrollment
Management Information System will be implemented using a web-based
platform in order for the school to be able to use the system for their daily
operation.

3.4 Testing Phase

In the testing phase the proponents will be able to see if there is

something to be added on the system functionality for the enhancement of
Marian Good Start Preschool. The stages of testing that the proponents will
be conducting after implementing the system are as follows:

First is the Unit testing, the proponents have to undergo unit testing
and will be using PHP Unit framework to ensure that the system operate
correctly as expected, second is the Functional testing it has to be done by
the proponents to check, if the system requirement from the client was met,
third is the Usability testing, in this stage the proponents will be able to know
about the clients opinion regarding o how user friendly the system was, fourth
is the Acceptance testing which requires the clients decision whether to
accept the system or not.

3.5 Develop Solution

In the development stage of this study, the proponents will be using the
Three Tier Architecture in the interpretation of design in Online Enrollment
Management Information System. The system can access through online
since it was a web based application.
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Figure 3.3 Three Tire Architecture

In figure 3.3 shows the Three Tire Architecture is a software design, the
researcher using the authoring software and scripts like HTML, CSS,
BOOTSTRAP, JQUERY, and PHP for the user interface which translates task
for the user to understand. For the application tier, the researcher used the
PHP server side programming to provide the functionalities of the system by
also providing a detailed process. For the Database tier, the proponents will
be using Structured Query or MySQL for storing and retrieving information.
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APPENDIX A: LETTER OF INTENT

Southern Philippines College

Julio Pacana St. Licuan, Cagayan de Oro
City
Tel. No: (088) 856-2609
January 08, 2019

Dr.Elnora R. Abuel
School Principal
Marian Good Start Pres-School
Fatima Parish Church Camaman-an, CDOC

Sir/Ma’am:

Good Day! We are Third Year BS Information Technology Students of

Southern Philippines College. In partial fulfillment of the degree Bachelor of
Science in Information Technology, we are required to conduct a system
study in any organization and consequently develop a computerized
information system that augment the efficiency and productivity relative to the
organization’s operation.

In view thereof, we humbly ask approval from your good office to allow us
to conduct a study, particularly on implementing an Online Management in
Information System of Marian Good Start Pre-School. I will be working
together with the other member of the group namely,

 Gabriel Rabadon
 Alberto Balat
 Rhea Susana Inigo

Rest assured that the data gathered will solely be used in the study and
will be held confidential. We are looking for your continuous support for the
success of our study. Thank you very much.

Respectfully yours, Noted By:

Leah V. Lozano
Project Manager MS.
LEILANIE RANARA
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IT PROGRAM
HEAD

APPENDIX B: SURVEY QUESTIONNAIRE

SOUTHERN PHILIPPINES COLLEGE

Julio Pacana Street, Licuan Cagayan de Oro City
Tel No: (088) 856-2609

The proponents of the proposed Online Enrollment Management System of Marian Good
Start Preschool System would like to conduct an interview to the principal of theMarian Good
Start Preschool to be able to gain detailed information that will help identify the common
problems encountered in gathering information to the preschool.

Name: ____________________ Date Interview:________________

Question:

1. when was your school started?

2. What are the requirements in your school?
3. Who is the one responsible in student registration?
4. What are the problems that your school has encountered or the existing
problem you have in your school?
5. Who is tasked for the evaluation?
6. When the teacher is done inputting grades in grading sheet, where did
he/she submit the grading sheet?
7. Who is person that has assign to receive the payment?
8. What are the payments for the school?
9. It is required for payment in enrolment fees.
10. How much the amount payment for the enrolment fees?
11. How much amount for tuition fees?
12. What are different sections at Marian Good Start Preschool?
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13. If student have a balance in last year enrolment, it will be added the total
amount payment and balance?
14. In the different books it is the same amount?
15. If the student not passed for evaluation what should do the student?