Enrollment System

1.1 Background of the Study

In the last several years, Dasmariñas City had several colleges and vocational schools, but no affordable private school to call its own. Only few parents could afford to send their children to the nearest private schools 10 or more kilometers away from the city. These parents believed in the values of private school education so they clamored for the opening of FEAPISAT.

Far East Asia Pacific Institute of Science and Technology was founded and directed by Edwin Bascon on March, 2011. As the years go by, structure improvements took place, the school built 3 branches; Tanza which iss the main branch, General Trias and now in Dasmariñas City. The private vocational school offers 2-year courses like Information Technology, Business Outsourcing Management and Hotel and Restaurant Management. Dasmariñas Branch currently has 300 students and more students are enrolling. It has 30 staff which includes the administration, registrar, accounting, instructors and maintenance.

Enrollment system plays a very important role in the school because all transactions needed are done there. The current enrollment system of the school still uses manual method which takes a lot of time and effort. In order to solve this kind of slow action, an automated enrollment system offers easier and faster transactions.

1.2 Statement of the Problem

1.2.1 General Problem

The main problem is that the current enrollment system of the school uses manual method which resulted to slow transactions.

1.2.2 Specific problem

The following are the specific problems in the manual enrollment system:

1. Enrollment transactions such as retrieving information, processing of filled-up enrollment forms, assessing and computing of tuition fees which consumes a lot of time.

2. Difficulty in managing data and information. It is hard to manage and search papers and files in cabinets where you put the student information.

3. Inability to provide faster and more reliable updates. It is difficult to update student information with a long manual process method. It takes a lot of time and pressure.

4. Very prone to inaccuracy when it comes to providing data reports.

5. Information loss and failure to back-up files when a power interruption or a natural disaster occurs because backing-up files is only done usually after office hours.

1.3 Objective

1.3.1 General Objective

The main objective of the project is to provide an automated enrollment system for the school so that all transactions get easier and faster, more reliable, organized and secured.

1.3.2Specific Objective

The following are the list of specific objectives of the project:

1. To provide faster enrollment transactions such as retrieving information, processing of filled-up enrollment forms, assessing and computing of tuition fees. It can be accomplished by the features of the system which includes gathering of information, registration of students, payments and assessment.

2. To provide ease in managing of data and information. All the data gathered from the students are being inputted into the database which can be managed and organized easily.

3. To give faster and more reliable updates on the students information. All information stored in the database can be easily updated and should provide more reliable information.

4. To provide more accurate data reports. All information stored in the database is secured and organized giving accuracy to data reports like Transcript of Records.

5. To back-up files anytime even every after transaction.

1.4 Significance of the Study

The automated enrollment system has significant roles to school operations which involve admission, registration, assessment and payments. The study will help and benefit the following persons:

1. School Management - The system will provide more structured and organized data reports that will help the school management improve their operations.

2. Employees - The system will help the employees to lessen their workload in some aspects involving various school transactions.

3. Students - The system will help the students in decreasing their time consumption in processing the registration forms.

4. Parents - Because of the fast and computerized system of enrollment, the parents will not wait for long in registration and enrolling their children.

5. Proponents - The study lets the proponents/researchers develop their skills and gain more knowledge in making an automated enrollment system.

6. Future Researchers - The system will serve as a guide/reference for future students and researchers who will conduct the same study.

1.5 Scope and Limitation

1.5.1 Scope

The automated enrollment system will be programmed and developed in Visual Basic 2010 which is an object-oriented programming language and the database that will be used is ORACLE.

There will be three levels of users in the system that will manage various operations of the school. A log-in form will appear first and each level has its own scope:

* Administrator

* Registration of Students - This process will involve gathering the information and document provided by the student in the enrollment form.

* Adding, Editing and Deleting - This contains adding, editing or deleting students information. It also involves searching students to be modified.

* Data Report - This involves the printing of receipts of the students’ payments. It also includes the schedules and subjects of the students.

* Back-up Module - The said function is included in the system to meet up with the needs in operation in case of unexpected problems to be encountered during the operation of the system. Back up functions are intended for backing-up files which will involve the database management.

* Help - The proposed system includes a module intended for the instructions regarding the specific operation of the module. The added feature provides guidelines, instructions and solutions for problems and queries encountered during the usage of the proposed system.

* Registrar/Receptionist

* Registration of Students - This process will involve gathering the information and document provided by the student in the enrollment form.

* Scheduling of Subjects and Sections - This process contains the enlistment of the student. It involves the subjects and sections related to his/her course.

* Data Report - This involves the printing of receipts of the students’ payments. It also includes the schedules and subjects of the students.

* Help - The proposed system includes a module intended for the instructions regarding the specific operation of the module. The added feature provides guidelines, instructions and solutions for problems and queries encountered during the usage of the proposed system.

* Accounting

* Assessment - This module involves the payment scheme to be dealt with by parents inclusive of the tuition fees that are intended for settlement. Included in the assessment are the modes of payment that can be convenient for the guardians like 2-4 payment schemes.

* Payments - As specified in the process of assessment, settlement of the fees is done in this process. This contains the billing system where payments are processed via cash or installment.

* Help - The proposed system includes a module intended for the instructions regarding the specific operation of the module. The added feature provides guidelines, instructions and solutions for problems and queries encountered during the usage of the proposed system.

1.5.2 Limitation

Although the system has its goals aimed, there are still some unavoidable situations and limitations.

These are the following limitations of the program:

* The system does not cover the attendance of the staff and students.

* The system will not cover the grading system of the students.

* The system does not cover the staffs’ payroll.

* The system cannot back-up files when a natural disaster occurs that can cause power interruption.

1.6 Definition of Terms

* System - a set of detailed methods, procedures, and routines established or formulated to carry out a specific activity, perform a duty, or solve a problem

* Database - a collection of related data

* Information - data that is transformed into output that is valuable to user

* Enrollment System - a system designed to perform the process involved in registration, assessments, and payments of students as well as scheduling of classes

* Software - refers to the programs within the operating system

* Database Management System - a collection of programs that enables users to create and maintain a database

* Data - covers the collection of facts that are system raw materials

* Procedures - instructions and rules that govern the design and use of a system

* System Analysis and Design - step-by-step process for developing high quality information system * Visual Basic - is a third-generation event-driven programming language and integrated development environment (IDE) from Microsoft for its Component Object Model programming model first released in 1991

* DBMS Software - software that manages the database within the database system

* Database System - refers to organization of components that define and regulate the collection, storage, management of data within a database environment

* Information System - combines information technology, people and data to support business requirements

* System Software - manages the hardware components

* Hardware - consists of everything in the physical layer of information system

* Process - describe task and business functions that users perform to achieve specific results

* People - uses and controls information systems

* Application Software - supports day to day business functions and provides users with the information they need

* Information Technology - the branch of engineering that deals with the use of computers and modern technology to store, retrieve and transmit information

* Business Profile - describes company’s overall functions, processes, organization, products, services, customers, suppliers and future directions

Chapter IV

ORGANIZATIONAL BACKGROUND

4.1 Background

4.1.1 History

Far East Asia Pacific Institute of Science and Technology was established on March, 2011 in Tanza, Cavite. It is a private vocational school founded by Edwin Bascon.

The establishment of the proponents’ chosen institution was made possible by the conceptualization and collaborative efforts and endeavour of people; primarily batch mates and relatives, interested on providing learning centre for affordable. Though a series of meetings, planning and arguments took place in the process, the finalization of their intuitive decision finally materialized upon the construction of the building of the school. Admits the burden of the processing of documents, finances spent on the construction of the building as well as the variant pressures coming from all directions that can be hindrance to the achievement of an established institution, Far East Asia Pacific Institute of Tourism Science and Technology.

4.1.2 Vision and Mission

Vision

It aims to solve the ambitions of the youth who seek good education but cannot afford expensive colleges. It has 30 staff which includes the administrator, registrar, accounting, instructors and maintenance

Mission

To provide better quality but affordable education

4.1.3 Goals and Objective

1. To create an educative community that will contribute to the

students’ growth and personal development.

2. FEAPITSAT contributes to the development of the skills and mind

of every student to the different facts of learning activities to make a person globally and professional.

3. The school hopes to perpetuate the democratic ideal to a

student’s daily life.

4. To encourage students to be thoughtful, creative, industrious in

pursuing knowledge and enhance critical thinking enabling an individual to think and solve problems constructively and fairly.

5. Keep the students well informed about global issues

technological trends, and advances as well as the risks and opportunities.

4.2 Policies, Standards, Procedures

A. Recruitment Policies and Procedure

The admission Committee admits new students on the bases of the results of their entrance tests, interviews, scholastic records and other related requirements as may be demanded in due time.

Requirements

A student to be accepted should present the following credentials:

> Duplicate Copy of Birth and Baptismal Certificates.

> Form 138 (Report Card)

> Certification of Good Moral Character signed by the Guidance Counselor or the Principal from his/her previous school.

> Two (2) 1x1 I.D. Pictures

Sectioning

> Section assignments are given by the office of the admission/registrar and will only be known on or before the opening of classes. It is expected that wherever a student may be placed.

4.3 Job Description and Experts

4.3.1 Director/Owner

Duties and responsibilities of the owner/director of the school

1. Provides leadership in formulation and implementation of the policies. Plans programs, and projects to carry out the objectives of the education for the collage adapts to the needs of the community.

2. Prepares the school programs.

3. Prepare the school budgets and works for additional and financing of the school.

4. Leads in the curriculum construction, determines what electives, and vocational courses that the school will offer ti its students.

5. Plans and organizes the co-curricular activities of the teachers and students.

6. Supervises the maintenance and up keep of the school plant and facilities.

7. Makes available to teachers, students, and other school employees the needed instructional supplies.

8. Evaluates and rates performance and recommends promotion of teachers.

9. Recommends schedule of payments of tuition fees of the students.

10. Organize the guidance program appropriate for the students.

11. Maintains good public relations program

12. Conducts in service education program to the teachers and other employees.

4.3.2 Teachers

May handle the student well, Works under general supervisions. Incumbent exercises initiative and indulgently in the performance of assigned task. Responsible for the growth and development of each individual. Maintains the good rapport with the children. Work harmoniously with her/his supervisor. Develop professional integrity.

Duties and responsibilities of teachers

1. Evaluates students’ progress and provides various experience for their continuous development.

2. Works with the other school personnel and community for the total development of the required reports

3. Supervises curricular and co-curricular projects and activities of the students.

4. Keeps students and school records and prepares required reports.

5. Coordinates and cooperates with other teachers in school pro.

6. They help students to follow the school policies, rules and regulations.

4.3.3 Registrar

Responsible for the school records of pupils and students and functions responsibilities that are explicitly stated by the school.

4.3.4 Office Personnel

Performs professional work in maintenance of employed files. Work under general supervision. Prepares literature and advertisement for applicant placement. Schedules special interview and personnel interviews to determined applicants suitability.

Chapter V

EXISTING SYSTEM

5.1 Brief description

The current enrollment system of the FEAPITSAT consist 5 major processes namely:

1. Inquiry – involves inquiry issuance of application forms and completing of requirements

2. Admission – involves taking of entrance exam for new and transferee student.

3. Registration – involves completing of registration from for enrollment validation

4. Assessment – involves assessing of subject/section together with the tuition fee.

5. Payment – specifies the mode of payment the student is required to pay

The inquiry clerk issue and application form to the student ; the students completes all the necessary data or information. After the student has completed the required information, After the enlistment, the student must go to the accounting department for assessment. The student hands over the registration form to the accounting clerk then the accounting clerk will check the number of subjects, number of laboratories, etc. the accounting clerk generates a printed out put report of the assessed registration form. After the student receives the assessed report the student goes to the cashier for payment. The cashiers verify the assessed report and will ask the student for the mode of payments he/she prefers. After paying the cashier will generate a receipt that will be issued to the student. The student goes back to the registrar can verify the receipt and generate a certificate of registration and student number if the student is a freshmen or transferee.

5.2 Inventory of IT Resources

1. Pc or personal computer

2. Telephone

3. Printers

4. Modems

After the enrollment process, the assigned registrar will input the records of the list of all student that are officially enrolled according to their subjects and student number. Telephone is used in communication for inquires. Other IT resources of the school such as printers and modems are not used during the enrollment process.

5.3 Hardware

The requirements use by the school for daily operation is:

1. Printers

2. Modems

3. Telephone

4. Personal computer

5.4 Software

The application usually use for storing, printing and providing back-up of their data.

* Microsoft excel

* Microsoft word

5.5 Input Documents

Name: Application Form

Number of copies: 1

Origin: Inquiry clerk

Recipient: Student

Purpose: for the completion of data regarding personal information and picture

Name: Registration Form

Number of Copies: 1

Origin: registrar

Recipient: Student

Purpose: For verification of enrollment

Name: Assessment Form

Number of Copies: 1

Origin: Accounting

Recipient: Student

Purpose: for payment

5.6 Files

Payment records

Field Data Type Size

Date of payment Date 10

OR number Int 50

Amount paid Double 50

Balance Double 50

Student Record

Field Data type Size

Name Text 10

Year Date 50

Address Text 50

Classification Text 50

5.7 Output Files

Name: Receipt

Number of Copies: 1

Origin: Accounting

Recipient: Student

Purpose: For the record of transaction

Chapter VI

SYSTEM OVERVIEW

6.1 System Overview

The proposed system is limited up to four processes, the gathering of requirements, registration, assessment and payment. This will not include the records of the student’s grades activities or future events that school will have. The proposed system has various elements, necessary for analysis and design. These elements are the characteristics of the system, its operations, inputs and outputs graphics, illustration and data flow and process description. The automation of the existing procedure of the present enrollment system is the center of the design phase. It serves as the guide of the proponent of this study to recommend a productive and cohesive system to overcome drawbacks encountered in the existing system. The proposed system can lessen the time needed to admit a single enrollees the following problems that were observed by the researcher upon conducting the study about the existing system of Far East Asia Pacific Institute of Science and Technology. a redundancy – the researcher noticed that for every transaction some needed information or data are always repeated.

Misplacement of files – because of the enrollment system that the school is using many files in the registrar are hard to find because some enrollment clerks many misplace some files.

The proposed system includes:

User friendliness: The system offers simplicity in manipulating commands. It offers graphical and self-explanatory icons when initialized the different functions of the system. All input forms are provided with their corresponding labels to provide cause of encoding data to the system. Backup utilities The system offers daily, monthly backup all transaction and report files. Storage’s device will have to be connected to the system in order for this feature to work. Security The system has a built in security by means by passwords. There are separate passwords for the accounting and the registrar department which access the system.

6.2 User of the System

Major User Administrator Has all access to the system and monitors all the transaction regarding the enrolment of the students.

Minor User Accounting It takes charge assessment of the student and receives the payment for the enrolment fee of the student .

6.3 Cost And Benefits (CBA)

> 6.3.1 Operational Cost (Annually)

1. Cost of Man Power ( Annually)

Faculty member 180,000.00

I.T. Adminstrator 180,000.00

Admission Officer 144,000.00

Registrar Officer 144,000.00

Accountant 204,000.00

Total 852,000.00

2. Office Supply

Bond Paper 8,000.00

Ball pen/ Pencil 2,000.00

Printer/ Ink 20,000.00

Record Book 5,000.00

Stapler 5,000.00

Envelope 5,500.00

Folder/ Fastener 5,500.00

SUBTOTAL 50,000.00

3. Utility

Electricity/ Water 100,000.00

Internet 10,000.00

Telephone 10,500.00

Rent 100,000.00

Envelope 10,300.00

SUBTOTAL 495,800.00

TOTAL 975,800.00

> 6.3.2 Development Cost (Proposed System)

Period Development (3 months)

Machines

Software

Windows XP 7,000.00

Visual Studio 6.0 3,000.00

MS Office 2007 4,000.00

TOTAL 14,000.00

Hardware

Computer 25,000.00

Printer 3,000.00

Manpower

Programmer (1) 18,000.00 54,000.00

System Analyst (1) 20,000.00 60,000.00

SUBTOTAL 114,000,00

TOTAL COST 147,500.00

> 6.3.3 Operating Cost Annually (Proposed System)

> Cost of Man Power

> Printing/ Stationary/ Office Supplies

Bond Paper 1,000.00

Ball pen/ Pencil 1,500.00

Printer/ Ink 20,000.00

Record Book 2,000.00

Stapler 1,000.00

Envelope 1,000.00

Folder/ Fastener 1,500.00

SUBTOTAL 20,000.00

> Utility

Electricity/ Water 16,000.00

Internet 3,000.00

Telephone 7,000.00

Rent 300,000.00

Tax 160,300.00

SUBTOTAL 486,300.00

TOTAL 998,300.00

> 6.3.4 Payback

Existing System: 975,800.00 Savings: 80,500.00

Development System: 147,500.00

Proposed System: 998,300.00

Year Present Value Interest Application Future Application Accumulated Future Value

1 80,500.00 1.14 70,320.00 70,329.00

2 150,820.00 1.65 231,320.00 301,640.00

3 382,140.00 1.72 532,960.00 764,280.00

4 915,100.00 1.71 1,297,240.00 1,830,200.00

5 2,212,340.00 1.71 3,127,440.00 4,424,680.00

> 6.3.5 Return of Investment

YEAR 80,500.00

MONTHS 6,708.00

WEEKS 1,677.08

DAYS 55.09

HOURS 2.30

6.4 Hardware and Software Specification

Hardware

Processor: Intel Pentium III 733 MHz. or higher

Operating System: Microsoft Windows 2000 or higher

RAM Memory: 256 MB or higher

Monitor: 1024 x 768 or higher resolution

CD ROM Drive: 52x speed

Hard Drive: 80 GB Seagate Hard disk or higher

Printer: Compatible Printer

Software

We use the Visual Basic 6.0 integrated Visual Database Tools and Data Environment Designer to visually design Oracle and Microsoft SQL Server database and create reusable data accesses queries. We also use ORACLE to create our own database solutions. Access tables support a variety of standard field types, indices, and referential integrity. ORACLE also includes a query interface, forms to display and enter data, and reports for printing. The underlying jet database which contains these objects is multi-user aware and handles record locking and referential integrity, including cascading updates and deletes.

6.5 Sad Tools

6.5.1 major cycle

6.5.2 Context Diagram

6.5.3 Level 0 Diagram

6.5.4 DFD MATRIX

Source Input Process Output Destination

Student Admission Form Admit the student Filled up admission form Admission Officer

Admission

Officer Requirements Form Requirements Gathering Registration Record Registrar

Registrar Registration Record Assessment Assessed Form Accounting

Accounting Payment Form Receiving Payment Released COR Student

6.6 Conversion method

The proponents created a computerized enrollment system for Far East Asia Pacific Institute of Science and Technology for them to have an easier and faster way of enrolling students. Since the proposed system is not Complicated and is very to learn, the school can immediately implement the proposed system if they think they can handle the way the system works. They can still apply their existing manual system while learning the procedures of the proposed system. And as a safety measure, In case the proposed system encountered technical problems, the school can still apply their old manual system as their alternative solutions while fixing the proposed system after the problems are corrected and the system properly works again, the management can continue using the proposed system.

6.7 Recovery & Back-up plan

Data's loss can happen in many ways. That is why the school needs to back up their data in case of any unexpected accidents such as nature disaster, serve crash, hardware failure, file and database corruption or even from an intruder attack. It is an essential thing to do for them to retrieve all loss data and records creating back up intervals will identify on how the system is protected. Basically, backup refers to making copies of data so that these additional copies may be used to restore the original after a data loss event. In addition to backup process, activity and change, logs are useful for monitoring backup system events. The proposed system includes a default automatic backup every five minutes. However

it can be altered and set into another time interval based from the user choice. It provides a back up on the database and restoration point to restore the previous backup database. User can also choose a manual backup wherein they can specify the