Enrollment system

1.0 Introduction
1.1 Background of the Study
Thomas Aquinas Institute of Learning school is named for St. Thomas Aquinas, a 13th century Dominican scholar and teacher considered to be one of the most brilliant minds of his time and one of the most influential thinkers in the history of the Catholic church. St. Thomas stressed the importance of having an open mind and open heart and continuously learning from our life experiences. Throughout the years, the Aquinas community has continued to foster a learning environment centered on these principles.
The Thomas Aquinas Institute of Learning is a school established for boys and girls which aim to develop well-rounded individuals, imbued with Christian values to be able to deal with the present-day realities of life, and to equip them towards a profound vision of the future.
Thomas Aquinas Institute of Learning started last 2011; it has been two years from now. The school was composed of 260 students. Due to the large number of students, grade one to grade six have morning and afternoon classes. It only accepts nursery to third year high school. The school is located at Buhay na Tubig, 4103 Imus, Cavite. Mr. Anthony G. Rackhold, MA.ed is the principal of Thomas Aquinas Institute of Learning and Ms. Ma. Louella A. Bacayu, MBA is the School Director.
Mission
Strength and confidence through truthfulness and excellence in education.
Vision
The Thomas Aquinas Institute of Learning aims to be a premium learning institution which builds a culture of excellence and dynamism today and leaders of tomorrow.
1.2 Current State of Technology
Inquiries in Thomas Aquinas Institute of Learning is accepted in the Administration Office and they will discuss the matter in accordance to the school policies, assessment curriculum and others regarding the school. Upon inquiring, they will give a student assessment form wherein you need to fill up clearly the personal data needed. After that, you have to pay bill for the entrance examination which is used to know what section do you belong. When the students register in the school, it is understood that he/she is enrolling for the entire school year. Students are required to take all the subjects which are specifically appointed in. Accordance to Department of Education specification over the six grade levels in the elementary and four year level in high school. Classes start from Monday to Friday 7:30-11:30 and resumes 1:00-4:00 in the afternoon. No students are allowed to take any subjects unless he/she satisfactory passes the pre-requisite subject. All fees are computed on a school year basis and are deemed in full upon registration. Fees can be paid by installment through this mode of payment like cash payment, Trimestral payment, Quarterly payment, and monthly payment. They monitor the payment through the accounting office. The Administration reserves the right to suspend or drop from the rolls any student who has not paid in full his/her financial obligations on or before the 3rd Quarter exam.
When a student registers in a school, it is understood that he/she is enrolling for the entire school year elementary and secondary courses, and for entire semester for the collegiate courses. To inquire in the Thomas Aquinas Institute of Learning, you need to go to the Administration Office and they will discuss all their policies, mode of payment and how to register. All students are required to take all the subjects which are specifically appointed in accordance to Department of Education specifications over the six grade levels in the element and four levels in highschool. Classes start from 7:30 until 11:30 and resumes from 1:00-4:00pm. No student ate allowed to take any subjects unless his/her satisfactory passes the pre-requisite subjects.
1.3 Project Rationale
The impact of Computer Technology in education is enormous computer itself is life made easy exacting a kind of intelligence that transcends human ability naturally.
* General Administration
An administration needs computer to keep the records of all activities in school, examinations, subjects and results, schedules of all departments, meetings and minutes, teacher-parent conferences and many other tasks. The internet helps the administration to stay in touch with the DepEd and to update curriculum and instructional programs. It can save administration valuable time which they can spend solving other school concerns.

* Accounting Department
Accounting is a busy department in school and it's staff would need a lot of papers and working hours to handle school financial records, personnel payrolls and class materials; school extracurricular activities, school building renovation and everything that cost money. Computer help administration deal efficiently with all these expenses and they are reliable in keeping records and calculating budgets. Using a software programs, the accounting can handle a hundreds of different financial records at the same time.
* Principal
The system will provide the efficiency of its benefits when it comes to weekly or monthly update of payments, regarding to its matter of discussion, the good thing is, it will lessen the work in processing the documents.
2.0 Project Description 2.1 Statement of the Problem
2.1.1 General Problem
How to develop a Computerized Enrollment System for Thomas Aquinas of Learning so that can help the students, parents and the Organization during enrollment season?

2.1.2 Specific Problem
Thomas Aquinas Institute of Learning is still using manual system. Therefore, we develop the enrollment system of Thomas Aquinas Institute of Learning that will make the admission efficient, fast and easy to every student. Manual system is time consuming like filling up forms and registering at registrar department and sometimes error may occur in writing information of students because of bad writing, by the use of computerized system, it can lessen the workload of students and the registrar department. As a result, it will benefit not only the student but the administration as a whole.
To provide a safer storage of data’s for the enrolled students, they need to have a computer based system. A computer based system is a system in which the computer plays a major role and this kind of system is needed by every companied and institutions nowadays. This is the best way of storing and retrieving data on server or hard disk rather than using papers and file cabinets. This will help the registrar of Thomas Aquinas Institute of Learning generate quick and efficient data they need. 2.2 Proposed Research Project
Enrollment serves as a vital part in the life of every student upon entering schools either public or in private. It gives students the impression on how the whole institute manages and manipulates the entire body. Moreover,enrollment serves as the first experience of all students by which he/she takes part either individually or with company of a parent or some relatives. Enrollment is considered as the first step or procedure that must be done by old students within a particular institute before the school year totally starts, but for those freshmen,or first year students (new students),they are obliged to usually take an admission test, and undergo Summer Enrichment Program prior to enrollment. Good enrollment is always an asset in an institution, pertaining to fast payment, assessment procedures, and easy transactions with a high rate of accuracy. By using the existing system during enrollment, it is the undeniably noticeable on some problems and difficulties arising from each respective procedure, hence leading to minor errors and inaccuracy. The High School Administration is one of the responsible with this matter, and the one who could allegedly change the process whenever enrollment perplexity occurs. Enrollment is more than just a word itself, because for others,it means sacrifice,hunger and dilemma, waste of time,effort and money. So by this scenario,changing the manual system to computerized one will certainly minimize the amount of time to initiate an enrollment. By having this computerized system much time is being saved by this proposed system to the High School Administration.
2.2.1 General Objectives
To develop a computerized enrollment system for Thomas Aquinas Institute Of Learning so that during enrollment season the processing will be smooth, efficient and fast for the students and parents.
2.2.2 Specific Objectives
We are specifically aimed to introduced to the school of Thomas Aquinas Institute Of Learning the beauty and functionality on using computerized enrollment system:
Provide computerized enrollment system that has the ability to track records, make corrections and that can generate data fast and effective.
Provide software that will lessen the workloads of the teachers and the administrations.
Provide a system that can secure all information and record of the students.
To develop a system that will generate the transactions in sectioning mechanism and creating class schedules of the student.
2.2.3 Scope of the system
The system is designed with five (5) platform/module namely:
Registrar Module
Enrollment Module
Cashier Module
Administrative Module
Student Information Module
The system is designed and limited for the staff and other authorized user in the high school administration to enable them to easily produce information required by the different people in the high school
The system could append instantly student enrollment, admission and assessment, faculty and staff management and also graduate management.
The system would be responsible for storing and retrieving information of a student, enrollment accounts and some student information.
The system has the capability to release required reports regarding the list of students, new enrollees, and other important reports. The system would records student information, student enrollment, fees- collected and uncollected.

2.2.3 Limitation of the system

The system is responsible for managing the whole enrollment process, especially on the setting up of enrollment procedures and other important enrollment function.
The system is also responsible for the student monitoring of accounts and subject scheduling.
Year level is already predefined in the system.

3.0 Project Management 3.1 Calendar of Activities 3.1.1 Description of Activities Data Gathering
Coding
Interview
Observation

3.1.2 Gantt Chart

3.1.3 Methodology

The proponents using the visual basic 6.0 achieved in desire outcome of the system and showed how the system runs effectively the visual basic 6.0 encompasses a broad array of software tools that has one thing in common. This will help the proponent to achieve the design and function of the system, the data given by Thomas Aquinas Institute Of Learning.
Planning
This use as a method, it is a plan that focuses the fast development of thesis proposal, the methodology that will be used in proposed system is the visual basic 6.0 to met all the requirements needed in developing the system.
Design
In creating a system’s interface is to devoted the system to enhance it like having system security, well-functioned system.
Analysis
The analyst analyzes thoroughly the organization’s documents like current state of technology, current procedure and information system used to perform any tasks or activities of the organization.

3.1.5 Software and Hardware Requirements
Software
Microsoft Access Database
Microsoft Visual Basic 6.0
Windows 7
Microsoft Word
Microsoft Excel
Microsoft Power Point
Hardware
A working pc/laptop unit