Chapter I

Introduction

In our modern world doing impossible things is now become possible. With the

help of technology, our lives become more convenient and doing things can be done so

fast. Computerization is a control system that manages, processes in industrial workplace.

It reduced human errors and processing time, thus it can boost productivity and resulted

into high quality of product produce. In information System, computerization is

concerned about interrelating different but interdependent transactions. This can result in

a system with well-integrated processes that can perform much faster and more accurate

than a manual system.

Enrollment System is a good example of a computer-generated process. This can

lessen the workload and provides accurate information needed of the school. As a result,

it will benefit not only the student but the administrations a whole.

Project Context

Major business breakthroughs that shift the Information Technology (IT) industry

landscape are built on great technology innovations. Smart technologies come up with

technical inventions, which have high potential to become a mainstream consumable

product or service.

All these have posed a problem that alarmed the researchers and decided to

pursue and resolves the enrollment problem by designing and execute a system of

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enrollment which would cater to smooth and less problematic flow of enrollment for

ROTC Program in MSU-Sulu.

Computerization is a control system that manages processes in an industrial

workplace. It decreases human errors and processes time, thus it can boost productivity

and resulted in high quality if produced products. In Information System,

computerization is concerned about interrelating processes that can perform much faster

and more accurate than a manual system. This study aims to assist MSU-Sulu to have a

much better Enrollment System for ROTC students compare to their usual enrollment

process. The proponents would make an interface of the system to the administrators of

MSU Sulu; it would also help the administration for the basic facts in using the system.

Purpose and Description

The purpose of the computerized enrollment system is to provide the students

enrolled in ROTC subject with quality services in processing enrollment. This project

aims to provide good and organize the process of enrollment to the students by

computerizing the whole function. The system also provides features to manage the

information of students, staff, and creates a schedule for subjects, and also generates

reports from enrollment details.

Objective of the System

General Objective

The main objective of the study is to replace the manual process of enrollment

particularly in ROTC subject of the said school to have an organized flow of transactions

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and easy work. The system will make the work faster, easier and more comprehensive.

This system is generally for registration and enrollment of students

Specific Objective

1. To reduce the manpower needed to facilitate an enrollment process.

2. To record the student’s information for enrollment.

3. To have more secure storage of databases.

4. To generate and print reports from the enrollment details and student

information review.

Scope and Limitation of the System

The proposed Computerized Enrollment System is created and developed for the

subject ROTC of Mindanao State University Sulu. It is used for registration and

enrollment. The system can manage the information of the students, staff, and teachers.

The system can also search all records of the students enrolled in the institution according

to the grade level. The system also generates reports from enrollment details and reviews

of student’s information. The system can also monitor the past students enrolled in ROTC

Program.

The system can also create schedules for the students for the school year. The

system will be hosted locally by the staff to avoid security threats, slow process, and to

make the system faster compare to hosting it online. The limitation of this system is only

to register and enroll students who will be enrolled in the institution. The system does not

have account transactions to be paid by the students because it only focuses on

registration and enrollment of the students.

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 Chapter II

Review of Related Systems and Studies

Within this chapter of Enrollment System Documentation Chapter 2 or Chapter 2

Enrollment System, the researchers present the related literatures and systems to the

proposed system, with this, the researchers will understand the past studies for them to

develop a more efficient and effective system to the institution and their background of

the study of Computerized Enrollment System.

Related System

Within this chapter, the researchers present the related literatures and systems to

the proposed system, with this, the researchers will understand the past studies for them

to develop a more efficient and effective system to the institution.

Information System

Information systems are used in organizations with the impartial of providing

ruthless advantage. The information system used by organization can be grouped into

different types such as schedule viewing system, management information system,

settlement support system, executive information system, expert systems and office

information system.

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 Information system is used in companies and schools to provide information

about the school faculty and company employees. A schedule system helps and provides

efficient and reliable services to the students, enrollment personnel and administration.

Furthermore, this system improved the process of searching of rooms and subject

schedules.

According to Graysail (2010), for the past several years, the official of the faculty

senate have struggled with defining teaching loads for the purposes of determining

overload situation and staffing allocations. Several ad hoc committees have looked into

the matter, without commitment.

At least since school years 1992 – 1993, the Registrar has tabulated “Faculty

Load” data by department, composing number of sections (or contact hours) taught full

time load (as determined by the department), enrollment, and enrollment by faculty. (C.F.

Niedereiter, 2007) Faculty overloading has been a known and documented problem since

as long as the school years 1992 – 1993, this fact adds to the teacher’s work freight as

well as their availability for fruitful interaction with the students.

Our proposed software will alleviate this burden and allow the teacher to have

more time in teaching and interacting with the students. This will allow the teacher to feel

more job satisfaction and giving the students the feeling of a more personalized education

within the system. Open standards Appointment Scheduling System is basically designed

for Institutions of Higher Education (IHE), but can easily being corporate into web

solutions for a variety of business lines,

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Local Studies

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. 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 schools registrar. The

students may also browse the web site of VPS and he can check his current account. He

can also refer to the list of the school current tuition fee rates (Pascual & Riceo, 2008)

According to Lopez (2005), a registration system helps and provides efficient and reliable

services to the students, enrollment personnel and administration. Moreover, this system

improved the process of enrollment in terms of searching, retrieving and subject

schedules.

While in a study conducted by Cayabyab (2007), many problems and difficulties

were identified in the existing system of Dagupan City National High School (DCNHS).

These major concerns are affecting the efficient enrollment system of students. Security
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of the students’ records were found to be at high risk. The current system may fail to

protect some important documents. It has also untimely and inefficient report generation.

A computerized system for DCNHS shall result to a significant increase in the number of

enrollees Network-Based Enrollment system Conde (2007) in his study entitled

“Network-bases Enrollment System of Paete National High School cited that the manual

process of enrollment and manual handling of information and reports of the students is

very laborious one. The proponents developed a network based system enrollment system

to the said school to solve the huge amount of task.

Garcia (2002) created the “LSPC Enrollment System”, the study can be a great

help to persons concerned during the enrollment period, the registrar, instructor of the

students as they retrieval necessary information when needed and lessen the burden

manually browsing over enrollment slip for record purposes Saayo et.al (2008) developed

the system “Network based automated Enrollment and grading system for Morong

National High School. Due to increasing population of the institution, and the school

currently implementing the manual system, every student spends a lot of time during

enrollment period, such as paying their tuition fees and processing the school

requirements. Valina et.al (2009), in this work entitled “Network-based student

Permanent Record keeping and Enrollment System of Balian National High School”.

This System was made to lessen the time and effort exerted by both student and school

employees. It is also made to give accurate reports and keep records of every students

every students and for easy and fast way of enrollment. Soria (2006), constructed a

system entitled “Network-based Computerized inventory System for the supply office o

the LSPC main campus. With the advancement of technology, devices and machines

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were improve , developed and inverted to cope up with the need of new world. There are

different systems designed for reliable, efficient and very useful to the user. Cabang et al.

(2003) developed the ‘computerized Students Record Monitoring System of Siniloan

National High School”, Computerized Student data will be exceedingly helped to the user

through continuous management of the School.

Veridiano (2001), this system was done using Microsoft Visual Basic 6.0. This

conducted system goes along the trend of computerization to be in the field of

competitiveness and survive to the complicated works. Relayo (1999) this study will

assist the researcher regarding to the use of database and Visual Basic. This system have

been designed in order to speed up the access and retrieval information and to lessen

manual effort involve in the library routine of transaction. Magalang (2003), he proposed

this to developed software that will help the management of the school “lyceum’ in

giving good service to its student in speeding of the process involve in monitoring

account acquired during the enrollment & other payment transaction. Lazaro (2004), this

study entitled “Liceo de Los Banos record monitoring system” password was created for

the protection and was designed to be user-friendly by only authorized persons and to

ensure security of data basic information. Lumbers (2002), stated in her study entitled “a

systematic enrollment process using database system in Saint John academy. Calamba,

Laguna” that the application of database system to the enrollment process will greatly

increase its efficiency; automation of enrollment process will upgrade the quality of the

services provided for the qualified enrollees. Online enrollment system An Online

Registration System was proposed to replace the manual enrollment system of Cavite

Maritime Institute in order to advance an organized flow of transaction and an ease of

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work concerned on how the manual enrollment performs throughout the institution’s

operations. The numerous transactions that the manual system covers, such as updating

and adding student records, generating the advising and assessment slips, and the like

considering the manual operating system to be inefficient for the need of the institution.

Since the study involves proper record handling, tracing the constraints and evaluation of

the manual system is essential (Bacala and Reano, 2009). 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 fide 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.

Alcuaz (1988) stated that the use of computer can give competitive advantage and

improve profitability. Computer helps to increase the productivity of people. This is true

whether they are working alone or working with others within a formal organization such

as business corporations. As said by Adrian(2011), “Lack of enrollment system in

schools can lead to chaos and troubles.” 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 it can lead difficulty both for the administration

of school and student in enrollment processes Many countries today, especially the

developing nations are challenged by the rapid technological changes. This has radically

changed the living and working styles of the entire society. This transformation has been

driven partly by rapid technological innovation. While in the 20th century, people saw

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the rise of the industrial revolution with steam-powered machines intensifying and

expanding human productive power, the 21st century was characterized by the birth of

machine-powered flight and the emergence of broadcasting and computer technologies

that extend the reach of human creativity even more and made new ways possible by

which humans could live and work together (Tinio, 2002). The transformation of manual

enrollment transaction to automate and now into a web-based automation is one example

of what was driven partly by the rapid technological innovation. Any ways just to make

work easier and faster like enrollment transactions is possible with the emergence of

computer technologies. Technology innovation had influenced man’s work from data

processing, business transaction, research, planning, monitoring and even in medical

operation on human anatomy are now entrusted to computer technology. Web

applications are popular due to ubiquity of its applications. The ability to update and

maintain web applications without distributing and installing software on potentially

thousands of client computers are key reasons for its popularity. A significant advantage

of building web applications to support a standard browser feature is the ability to

perform as specified, regardless of the operating system installed on a given client

(Bacala &Reanno, 2009). Web-based enrollment system A web-based enrollment system

has features that meet most of academic institutions system’s needs and requirements.

This includes standardized modules for student registration, enrollment, grade

management, and other modules that are deemed necessary to operate a school. 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

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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 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 schools registrar. The students

may also browse the web site of VPS and he can check his current account. He can also

refer to the list of the school current tuition fee rates (Pascual & Riceo, 2008)

Foreign Studies

According to Jennifer Rowley (2005), information systems are a tool to support

information management. Information systems are increasingly being used in

organizations with the objective of providing competitive advantage. The information

systems used by organizations can be grouped into different types such as transaction

processing system, management information system, decision support system, executive

information system, expert systems and office information system. Information

Technology has heralded the advent of the information society. The information society

may be a “virtual society”. The concepts of the electronic classroom, the electronic office

and electronic library have been explored. Information system poses a number of issues

on society in general, including: changing employment patterns, archiving, and

bibliographic control, security and data protection, intellectual property, marketplace

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issues and access. An registration system is basically included in one of the classification

of information system that is stated by the author, thus it serves as a tool to support

information management with regards to the student data, enrollment fees information

and other with a connection to the enrollment process. Every school gain competitive

advantage of having this system for they will have the capacity on handling important

information at ease and with security. The iterative implementation approach is a theory

that eliminates problems of using a waterfall study. This is invented to avoid a linear and

sequential development of study. The overall functionality of the system is broken down

into feature sets. These features sets often based upon use cases from the analysis stage,

containing group of individual features that are related, typically by a functional area

(Stephen McHenry, 2010) Adopting the theory of Stephen McHenry which is known as

the iterative implementation covers the breakdown of overall functionality of the system

to a what he called feature set and those feature sets represents different process involve

in an enrollment system. It helps locate what feature an enrollment system will have since

that this kind of systems does many activities and processes.

As said by Dunn and Scott (2005), science and technology is the root of emerging

innovations in this world. For many years now, a person in this field of expertise does not

stop to reshape the landscape of today’s business world. Enrollment system has made

huge impact into the school arena. It is a system that is built on innovative program

strategies. It is a system that will help both the enrollment personnel-in-charge and the

students to easily process the enrollment at a lesser time. Distinct from traditional

enrollment, LAN enrollment system process large assortment of student records and

provides efficient and consistent information services.

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 As stated by Holmes (2006), “The Internet is neither an extraordinary

communication tool nor revolutionary. It simply represents the current stage in the

development of human capabilities through written language, which itself derived from

the spoken form.” That statement only shows that advancement in modern technology is

at their highest peak. Nowadays, Web-based applications are widely used due to their

ubiquity. Web-based enrollment system is currently emerging on markets for they are

offering transaction convenience and service efficiency through the use of Internet. This

system becomes a powerful tool in dealing with information management regarding

enrollment transactions.

According to Forman (2007), continuing innovation in technologies can lead to

organizational changes that range from improvement of day-to-day operation and for

easy access it provides for the end users. Many schools today have adapted this

innovation in offering of their services which is parallel with the concept of Tinn (2001),

stated that the computerization responded to the call the office or any workplace to help

their daily operation. Malolos et.al (2002) stated that the study of automation is important

in the sense time it minimizes the time and effort normally exerted in manual process.

While Janes (2001) stated that computers are extremely reliable device and very powerful

calculators with some great accessories’ applications like word processing problem for all

of business activities, regardless of size, computers have three advantages over other type

of office equipment that process information because computer are faster, more accurate

more economical.

Gurewich (1999) stated that the database system makes the work faster for every

institution. For the mere fact that instead of doing things manually, with the use of

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computer technology everything is done faster. Computer- Based Enrollment system

Halili, M.C.N. (2004) that man’s actions are just involuntary movements especially when

time allow to plan his next action. These responses pass through the process of reasoning

and analysis. Huntchinson et.al (2001) stated that file is a collection of related records.

Examples are the entire student’s courses card for Anthropology 101 or the transcript of

all courses in the register’s office. Bryan (2006) emphasized the information system is a

set of people, procedures and resources that collects, transforms and disseminates

information in an organization to do’s ends rely on many types of information system

(IS). They might include simple manual information system and informal system and also

computer-based information system that uses hardware, software telecommunication and

other forms of information technology (IT). Sander (2002) computers are an intelligence

amplifier that can free human to use their time effectively. Because a computer is a fast

and accurate electronic symbol or data manipulating system that design automatically

accept and store input data process and procedure output results under the direction of the

stored program or instruction.

According to the coordinator of Admission Support of Kerian Greenaway, the

system known as the Edith Cowan University Web Enrollment System (ECUWES) had

replaced the traditional hard copy system of enrollment. The system offers immediacy

and convenience of course enrollment via the internet.

The said university in Australia is currently enrolling more than 5,000 new

students with easier transactions cause of their online enrollment system. In the local

setting, academic institutions both the private and government schools are shifting from

manual to computerized system including student registration. This is accomplished

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either on an intranet or internet-based environment. The desire to overcome these

problems and difficulties has led the acceptance of advanced technology. It includes

Local Area Network of computers, CD ROM and powerful processor. These technologies

led to the development of information databases that provides simple and prompt

retrieval of information through networking, In Local Area Network Enrollment System

(LANES), the problems on admission and evaluation of academic records, subject

reservation, assessment and payment of fees and issuance of class cards are besieged.

Likewise, searching of records is effective due to its major key that is being used in

retrieval of records.

A Local Area Network Enrollment System (LANES) is a broad system. It is a

combination of different function areas such as databases, searching, retrieval, and update

of student records, checking of students’ schedule, computation of fees. (Dzubeck, Frank,

2003) Inspired by the advancement of modern technology and the problems regarding

enrollment transactions the proponents have come up with an online enrollment system

exclusively for school with many enrollees. Several factors are considered in designing

the proposed system. First is the tedious task of filling out application forms and

inaccuracies of information provided by the students that cause delay on the enrollment

process. Other is that were problems on giving and announcing schedules of enrollees

and cause for them to be late at their very first class. The researchers gathered data

necessary in the enrollment system for the success of the study in providing benefit for

the employees and students so they can have access and have the ability to manage

information directly and conveniently. A software development and IT service firm

implemented its catalyst in Governor Andres Pascual College was integrated web

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platform to provide content management, transaction processing, marketing, and

interactive community function to the two rice schools. Catalyst deliver on the Jones

school’s 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.

Chapter III

Methodology, Results and Discussion

This section presents the strategies utilized in the assortment and examinations of

information. The approach centers around the encounters of individuals included and

endeavor to figure out the purposes for specific conduct depiction. The assessment was

completed utilizing information assortment strategies and meetings. For the most part, we

involved Twisting Technique for the entire review. Necessities examination and

documentation, plan of programming and cycles, improvement strategy and testing,

framework model and portrayal, execution plan and results are likewise included.

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 Waterfall Model Project Design Planning shows the Systems Development Life

Cycle (SDLC) is a mental model used in project management that describes the stages

involved in an information system development project from an embryonic feasibility

study through maintenance of the completed application.

Planning

To have an effective and efficient enrollment system is a plus factor to school. In

the case of MSU-Sulu, the school uses a manual system for the enrollment of ROTC

Programs. Researchers decided to propose a computerized enrollment system specifically

for ROTC Programs. The researchers see MSU Sulu as a perfect school for this proposed

system considering the bigger population of the school and its location. By the help of the

computerized enrollment system to improve the enrollment process of the school as well

as the faculty and staff of the said program.

Analysis

MSU Sulu, as a public school, needs to improve their enrollment specially in

ROTC programs by having a computerized system preferably than using the old-

fashioned way or the manual system. Since they are using pen and paper for the

enrollment, it is very difficult for them to keep the pile of papers for the record of their

students. The enrollees of the said program might also encounter errors with their records

and is needed for future used. So, computer is very much important for this suggested

system in order for the school to have a better enrollment system.

Design

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 The enrollment system that the researchers proposed is perfect for the school.

Researchers ensured that the design of the said system is suitable and easy to recognize.

By putting a simple but detailed way of design, not anyone in the school will consume

much time in using the computerized system. It will also be useful to the staff to manage

every detail in the design of the system. The researchers used Microsoft Visual Studio

2013 in making the interface of the program. Below is the initial design of the system

made by the researcher.

Splash Screen

Login Screen

Implementation

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 Before the researchers implement a system, they would like to ensure that it is

surely tested and done well. The system should be constructed in a very simple way that

is good enough to have and to reach the betterment of the system. It would be better for

the users not to delay in using the system.

Maintenance

Every system is like human; it gets tired, and gives up when it is over-used, that is

why a good maintenance of the system is needed the proposed system has a weekly back

up and support. It should also be a man friendly system so that the user will not have a

problem in using it.

Testing

After finishing the main parts of the components of the system, the proponents

gave a test sample to the end user and there is a lot of learning they encountered, it made

them know the minor and major mistakes in the system and it gave the researchers more

understanding on how to develop it.

Requirements Documentation

In order to develop the ROTC Enrollment System, the researchers need to make

necessary preparation for it. Different procedures were made to attain the objective which

includes the interviewing of Head or Coordinator of the said program.

The coordinator is questioned by the researchers about the conventional method

of transaction and task monitoring for students. The researchers also looked into whether

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the students would benefit from this method of transaction and monitoring. As a result,

we set up a foundation to learn about its benefits and drawbacks and asked the

coordinator for advice on how to manage this way.

Development and Testing

The following are the prerequisites required in creating of the said framework.

Software, hardware, and people ware are the three parts of the computer system that

make up this package.

Software Requirements:

 Operating System: Windows 7/8/10 and latest version 11

 Programming language: Microsoft Visual Studio 2013

 Database: Microsoft Access

Hardware Requirements:

 Intel Core i3 or higher

 At least 2 GB RAM or higher

 100 GB Hard Disk or Higher

 AVR/UPS 120volts

 15”/17” LCD/LED monitor

Description of Prototype

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 This portion presents the needed report layouts and screen forms of the developed

system.

Reports Layouts. In the new system, the researchers will provide sample copies of the

student’s registration report, list of students enrolled in ROTC program.

Screen Forms. To provide readers with an idea of how the system appears, the

researchers will demonstrate the screenshot layouts.

Implementation Plan

The said system will be put to the test and evaluated by the researchers so that

they could get feedback and build a reliable and effective system.

Implementation Results

The developed system was evaluated by IT Experts/Programmer of the school

using the Software Quality Model based on the criteria set forth by McCall’s.

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