Title: Enrollment and Payment System of Davao City SDAElementary School

Presented to:

Professor Cheryl R. Amante

Adviser
IS311 System Analysis and Design

Presented by:

System Solution and Support (SSS) Group

Dennis Espanol Alberto Cagata Janry Maglupay Erlyn Labasano Janbert Muhamad

Chapter 1 Introduction

Technology nowadays help different establishment in terms of easy and fast service they offer to their clients. Technologies not only help but also aid the growth of companies which seek assistance from technology. Wherever one may be, its presence is inevitable. Either he would be on a well developed office that resides on tall buildings or just a mere company that is just only beginning, he would notice that this particular company would not surely survive or just exist without the help of technology and among these companies are schools and universities.

Colleges and universities nowadays are just among the few that utilize technology to help them with the day to day activities that range from accepting students during enrollment to giving of grades at the end. Not only does it help students but also the employees and staff of the school.It enables the students to spend less time during enrollment and view orget their grades whenever they need it. With regards to staff and employees, it makes their work easier, more productive and efficient rather than doing it manually.

Among this schools abroad that utilizes this technology is St. Marys School. St. Marys School of Winchester is a Catholic elementary school located in Winchester, MA. The school has a long history and a strong connection with the community. Their marketing efforts in the past have been fragmented which has resulted in a decrease in student enrollment. The strategy was to demonstrate why St. Marys is a smart alternative to other private and public schools. The program which the company implements wanted to present St. Marys as a progressive Catholic elementary school that it is at present and encourages parents to think about the school and the education it provides.

The school uses The Octopus Solution to help re-build their overall branding, marketing strategy and image. While St. Marys has an excellent history and reputation, they were losing students to the highly competitive education environment. The complacent wait and see marketing approach was no longer working.

Research revealed that the school had many hidden gems. We decided to take a marketing approach that focused on the present and alumni students, especially regarding to their successes. We also surveyed parents and received numerous testimonials. We released a new logo, new website, updated brochures and o ther collateral, held numerous open houses, and formed alliances with local businesses.

One of the many positive benchmarks is that, enrollment is starting to increase. The three and four-year-old preschool program is now full. In fact, they just decided to open up another preschool class to make room for more students. (http://www.theoctopussolution.com/2010/05/26/st_marys/)

Different school institutions in the Philippines use anenrollment system to address that need of fast growing enrollees during every school opening. Different colleges employ system to hasten the procedure when it comes to students balance inquiry, grade viewing, payment and other related transaction. An example of this is the Negros Oriental State University (NORSU).To address the perennial problem in school during enrollment period, University Registrar Reymil Cadapan proposed to the university administration, a departmental enrollment system wherein enrollment is done by college. Cadapan said that the departmental enrollment system will eliminate long queues of students during enrollment because they can go directly to their respective deans or course advisers for the advising of subjects. He said that the system will be decentralized to the different colleges and will make it faster for deans to evaluate students grades.

The registrar explained in an earlier issue of The NORSUnian that complications during enrollment is unavoidable because of NORSUs large student population and that the universitys computerized enrollment system can only cater 1, 200 students every day. Thus, according to him, the best way to solve the matter is to have an enrollment in each college. My first year here, it was 2003, the enrollment was still manual, then it became computerized. The Registrars Office will not stop to make changes for the improvement of the enrollment system, he articulated.

In the meantime, the university registrar said his office still has to make a lot of preparations if ever the proposal will be approved. Apparently, it will not be implemented until we already have enough computers, at least 10 computers in every college, he related. He also pointed out that the proposal will not be pursued if the whole NORSU system will not support it. ( http://thenorsunian.com/index.php?btype=3&issorder=385&istype=1)

Most schools in the city also employ the aid of enrollment system to hasten the procedure of enrollment. The University of Mindanao, in particular, having a thousand of students, has to use system that will speed up transaction during enrollment. But this is not with the case of the Davao City SDA Elementary School, a school situated at5 Palm Drive, Bajada, Davao City. Eventhough the school caters a number of 246 students, most of the enrollment process is being done manually including the record keeping procedure that is done through Microsoft Excel spreadsheets.

As the researchers have observed the process on what the school follows, a computerized system is what is best suited to address the school needs. This system would not only hasten the process but alsoreduce the burden between the school and the students.

Statement of the problem

Having conducted the research and observation on Davao City SDA Elementary School, researchers notice some of the problems in the operation. Some of these problems may be seen unnoticed but it would contribute to the operational process of the company.

Operation of enrollment and computation of studentsaccounts. At present, the school has an enrollment and paymentsystem that is being implemented manually which is a tedious work for the user and hassle in the part of the client. Since the current enrollment system of the school entails manual procedure, it is necessary to provide a computerize one that shall address the main problem of the schools enrollment system.Another thing is that, bills incurred by students are computed

manually with the use of desktop calculator. Using calculator may not only consume time but also gives a tendency to produce incorrect computation.

User dependency to the current system.The school is currently using a system that is manually managed and for some time of using the system, the user is already dependent to it. Due to this dependency, the user tends to stick to the current system that impairs him to see the problems the manual system brought to the school. These problems tend to lessen the speed of their service and consume much of the resources of the school. One sample problem bought by this dependency is that, the user cant consider the time being spent just by enrolling a particular student using the current system which they have.

Receipt issuances to be given to students. During enrollment, payments are made by the student to be able to register to a particular school. In exchange for these payments, receipts are given to serve as proof that a student has already paid and is enrolled in a particular institution. But in the case of the DCSDAES, preprinted receipts are being utilized by the school in exchange for the payment given by the students. This consumes the time for issuing the receipts and also, most of the school resources are being consumed by preprinting pads of receipts.

Data being stored in Microsoft excel spreadsheets. The school doesnt have a database to act as repository for all the data they have acquired from the students during the enrollment. In order to facilitate the storage of such data, the school utilizes Microsoft Excel as the storage software. Its spreadsheets are being utilized to act as individual storage record. Its columns make it possible to function as guide to what is the account or what to encode. The rows, on the other hand, serve as the name of the students according to the record they present. But there are things in which using spreadsheets makes the data in jeopardy.Students records are being kept in spreadsheets making it vulnerable to alteration due to lack of security. Not only that but also encoding the students record manually is tedious and may lead to wrong data entry.

Individual students records are keep on individual stock card size columnar sheets. The school monitors every transaction the students made. From accounts incurred to

payments made, the school keeps a record of this transaction. But presently, the record keeping is done manually making it a tedious task. At the beginning of every school year, students are provided with an individual index-card-size-like columnar sheet that is where the initial accounts of the students is printed with the use of Microsoft Excel spreadsheet.Thesucceeding entries are done manually, like payments made, or other fees which the student acquired. Together with the payments manually posted are the official receipt number or OR numbers which are being used to trace the validity of the transaction. After all records are being encoded in the spreadsheet, accounts and payments are transferred to columnar sheet. Transfer of entries of students accounts and payment are done manually making it susceptible to wrong data entry and causing it the time of the in-charge and school resources.

Statement of Goals and Objectives

The study conducted in the school aims to point out the needs and provide the proper solution suited for the needs of the company. The following are the goals and objective of the study:

To automate the enrollment system of the school that shall implement computerized students account.With this new enrollment system, school shall now have the benefit of easy enrollment for it will cater computerized transaction that will handle computerized record of students account during enrollment. Computer shall now generate students accounts that can be viewedeasily in a computer rather than in a Microsoft Excel spreadsheet.The new system would also facilitate more students to be enrolled and lessen the time spend during enrollment, making it productive to both the students and the in charge of the enrollment.

To remove the dependency of the user to the current system.The school is implementing a manual enrollment and payment system. During enrollment time, numbers of students are being catered manually. Interview revealed that the user is already dependent to the system that is currently implemented by the school.

With the help of this system, user dependency to the current system shall now be removed for the system will a give user friendly interfacing making it easily adaptable to the current user and to those who will try to use it.

Automatic receipt issuance.This feature of the system shall enable the user to automatically issue printed receipts directly from the computer. The company shall need not to issue receipt via writing into the paper but the system shall naturally print a receipt after the payment is being made. Also, during examination week, the waiting time of payment and receipt issuance would be lessen with the aid of the system.

To provide a computerized individual student record that shall handle individual records and payments of the students.The new system shall handle individual transaction during enrollment and payments made during examination days. The feature that the system shall have is that, it could monitor the students accountsindividually and when it comes to payments made by student, it shall be automatically deducted to the account making it easy to determine the remaining balance of the student. This transaction can be viewed in a summary type that shall enable the user to view what are the types of accounts the student may have and the payments made which would include the amount paid, the date paid and reference number that the receipt has.

To create a database system of the school that shall cater automatic file storage and fast query system. Presently, the school utilizes Microsoft Excel as its database for keeping all the students files. With this, the system shall have its own database that will serve as storage for the datum being encoded in the system. This system shall also have a search engine that will cater easy searching and individual file retrieving for the user.

Scope and Limitations

The Davao City SDA Elementary School located at 5 Palm Drive, Bajada, Davao City is the recipient of this study. Gratifying the schools necessity by means of computerized system is what the study aims for. The scope of this study is that the system shall cover transactions related to Handling of Students Accountsand

Payment transactions. Studentsaccounts cover the bill acquired during enrollment time. Also, it will accommodate other payables that the student incurred in the school. This payment includes payments made during and after enrollment.

The system will not focus on the students grade processing and storing. Since the system will only deal with enrollment processes and payment, grade computation will not be part of it. Another thing is that, it will not also monitor students progress.

Definition of Terms

School conceptually, it is an institution for the instruction of children or people under college age. (http://www.thefreedictionary.com) Operationally, it is Davao City SDA Elementary School which will be the beneficiary of the system.

Davao City SDA Elementary School (DCSDAES) operationally, it is the church school located at 5 Palm Drive, Bajada, Davao City that shall serve as the object of the research.

System conceptually, it is an organized and coordinated method; a procedure. (http://www.thefreedictionary.com) Operationally, it is the enrollment and payment system which the DCSDAES shall acquire upon completion of the study.

Enrollmentconceptually, it is the process of registering in an educational institution. (http://www.thefreedictionary.com) Operationally, it is the system being utilized by the school in a manual procedure.

Payment conceptually, it is the act of giving money in return for goods and services rendered. (http://www.thefreedictionary.com) Operationally, it is the money given for the fees incurred by the students of the DCSDAES.

User Requirements After the consultation made with the school, the following are the prerequisite which the user set for the system to be deployed in their school:

1. The system must be user friendly and other users can easily adapt to it. 2. The system must automatically generate account during enrollment that would specify clearly the kinds of account that the student incurred. 3. The system must handle individual students account that keeps all the data, account and payments made by the student. 4. The system would handle automatic payment handling and payment deduction if payment is being made. 5. The system must feature a search engine that will facilitate easy searching of a particular student and his/her account.