Meridian Education Institution - Enrollment System

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Meridian Educational Institution:

Enrollment System

by

Luis Carlo A. Israel

Angelica Joyce L. Malinao

BS in Information Technology

Mapua Institute of Technology, 2010

A Research Report Submitted to the School of Information Technology

in Partial Fulfilment of the Requirements for RES100-3

Chapter I

INTRODUCTION

A school is an institution that aims to teach pupils under the guidance of teachers. It is primarily responsible in inculcating lessons, concepts and values into the minds of the students. The school administrators are in charge in managing and organizing information essential in keeping the institution stable. One vital part in managing a school is having a good enrollment system that keeps track of the number of students, as well as the inflow of money to the school. Traditionally, enrollment systems are implemented manually. Forms are given to enrollees and they fill them out using pens. Afterwards, the school administrators process them manually and compiled on large bulky file cabinets. Indeed, the manual enrollment system is very costly, time consuming and tedious. The primary complaint of school administrators with this system is the tiresome task of searching through records just to verify or query data. The fast phased advancement of technology attributed a lot to the improvement of the enrollment system. Technology enabled software developers to automate the enrollment system. The automated enrollment system helped the academe greatly. Enrollment, transactions and queries can be created in a single click. Nowadays, more schools are adapting to the change. As a result, more software developing companies are coming up with their own enrollment systems. The Meridian Educational Institution is not an exception to the dilemma. The school was established last 2005 and offers education for preschool, elementary and high school pupils. It is situated in Golden City Subd., Dila, Sta. Rosa City, Laguna and owned by Mrs. Fe Janiola, who is also the school directress. It is a private type of school that offers quality education to pupils. Ever since the school was established, the management implemented the traditional enrollment system. The growing number of enrollees is causing difficulties in managing and processing information. To remedy this backlash, our team decided to implement an automated enrollment system for them. We believe that this system will truly help the school management and will not further jeopardize them. Having an automated enrollment system has several advantages beneficial to the school itself. Firstly, it would be less expensive and less bulky since forms and file cabinets are no longer needed in the business. The database of the system is primarily responsible in keeping all information relevant to the enrollment process. Also, looking for certain data through records would be a lot easier. A search function can be used to query information in a single click. Unlike the manual enrollment system, searching for specific information would take so much time for you have to browse over piles of papers on your file cabinets. In addition, data security would be highly implemented with the automated enrollment system. Instead of keeping records on file cabinets, data will be stored on a database which makes it intangible and inaccessible to unauthorized users. Having said so, automated enrollment system also has its downsides. Firstly, power interruption would paralyze the system. Electricity runs the system and its absence would make the system useless. Another problem might occur whenever the database turns down. It should be noted that the database is an essential part of the system and its absence would also cause the paralysis of the system. These disadvantages show that a perfect system is nonexistent. All systems have their strengths, as well as weaknesses. There are several reasons why we pursued this project and they are the following: to provide an automated enrollment system beneficial to the Meridian Educational Institution; to enhance our skills in programming with databases; to be familiarized with the business flow of the academe; and to apply the lessons and concepts we have learned in college. The system we plan to develop will only focus on registering new students per school year, managing student information relevant to the business flow, monitoring cash inflows throughout the business, update fees, make queries and generate reports. Our system will not tackle management of human resources, library, grades, room, and the likes.

Chapter II

REVIEW OF RELATED SYSTEMS

Enrollment systems have been changing nowadays due to the demands of technology. Before, registration for school is done through filling up lengthy forms. However, technology brought a lot of improvements and changes. These days, enrollment systems shifted from manual to computerized and a lot of schools adopted the change. Consequently, software developers felt the need of schools and started to develop enrollment systems targeting schools and universities. There are a lot of enrollment systems available in the market. There are also software firms that offer their services to develop enrollment systems complying the needs and requirements of their clients. Listed below are some of the existing enrollment systems developed here in the Philippines. PCRx Computing Solutions Philippines developed an enrollment system suitable for universities. The company named their product A.C.C.E.S.S. which stands for Academic Community Computerized Enrolment Software System. A.C.C.E.S.S., as described by the developers[1], is a web-based enrollment and administrative school system with features that can meet most of a schools system needs and requirements. The system includes several modules necessary to run and administer a school. The predefined modules in the system includes: Registration & Enrollment, Information Management, Academics, Accounting & Finance, Reports, NSTP Reports, Quiz Management, Systems Administration Center and Auxiliary Systems. The scope of the system is too broad that only the Registration & Enrollment, Information Management, and Accounting & Finance modules will be implemented on our system. The five other modules of A.C.C.E.S.S. will not have a counterpart on our own system. However, it should be noted that A.C.C.E.S.S. targets universities, not elementary and secondary schools. The implementation of A.C.C.E.S.S. as a whole has a big difference in implementing our own system since our client is an elementary and secondary school. Another enrollment system developed here in the Philippines is the ABC. ABC has the tag line, “The cost-effective complete school automation.” As described by the developers[2], ABC is a complete solution package that is specifically designed for school processes automation. It answers the varied needs of the administration, staff, teachers, students and parents. The system contains the following modules: Admission & Curriculum Management, Enrollment Payment Procedures, Grading Automation Procedures, Students Web Portal, Entrance Examination Automation Module, Students Concerns Monitoring Module, Management Information System for Academic Executives Module, Advisory or the MIS Module for Deans and Coordinators, Library Management, Attendance Monitoring and Speech Laboratory Management. Only the first three modules of ABC will be seen our system. Basically, these modules focus solely in the enrollment of students, breakdown of fees and settlement of accounts. The remaining modules focus in the management of resources, records and finances. The scope of these modules will not be a part of our system. Another enrollment system available in the Philippines is CORE. It is an online school automation solution developed by the Campus Code. As described by its developers[3], it is a convenient online solution for processing, storing, and retrieving all of your academic data. Aside from being online, a great advantage of CORE is its ease of installation whether on elementary schools, high schools or universities. It offers several modules which include the following: Online Registration and Enrollment, Student and Faculty Profiles, Course and Subject Management, Grades Management, Scheduling and Classroom Management, Reports and Graphs and Flexible Modules. The difference between CORE and our system is its reception. The former is used online while our system is used offline. However, some of the modules of CORE can be seen our system like their Online Registration and Enrollment module, and Course and Subject Management. Another enrollment system available in the Philippines is the Private School System (PSS). What sets PSS apart from the aforementioned systems is its customizability. As described by its developers[4], it is a collection of administrative applications for private schools. The current version covers Student Information, Enrollment, Billing & Collection, Reports and Printouts. The current features PSS are the exact features implemented on our system. Like PSS, our system is capable of adjusting school fees, monitoring students’ balances and keeping track of students’ records even from past school years. Aside from accounting and inventory systems, ProInfinity developed their own enrollment system. The School Enrollment Management System, as described by its developers[5], is a custom-made enrollment system that fits all learning institutions in the Philippines. Their system offers several modules which include: Payment Management, Class Record and Reports. An edge of their system is its accounting module further subdivided into Credit and Debit Memo modules that accept adjustments on the balances. Their system is quite different from our system since it focuses more on the accounting side of the business. Based on their system description, it seems that the system just accepts payments for the sake of accounting purposes. On the contrary, our system treats every data meaningfully for they comprise a big part of maintaining the system and the school itself. Another enrollment system developed here in the Philippines is the MySchool-SMS where SMS stands for School Management System. It is developed by MySchool, a Philippine software developing company. As described by its developers[6], MySchool-SMS is a complete software package designed to help school administrators manage day-to-day school transactions efficiently. It gives the administrators more operational control and power to implement school plans and objectives expeditiously. The system also provides tools necessary in making intelligent strategic plans and operations review with its customizable reports. The system includes different modules which include: Asset Management, Employees Attendance Management, Student Administration, Library Management, Human Resource and Payroll Management, Financial Accounting, and Registration & Admission modules. MySchool-SMS provides a lot of features beneficial to schools. Aside from keeping track of the students’ enrollment and payment, it also manages salaries and records of employees. In our system, only the point of view for students is implemented. Ergo, the Student Administration and Registration & Admission modules are implemented in our system. Truly, technology solved the demands of schools in making enrollment a lot easier and faster. Due to the benefits of automated enrollment system, more software developing companies are following the trend and produce their own enrollment systems. To stand out, we assure our client that we’ve come up with an enrollment system that stands out from the rest and satisfies their requirements and needs.

Chapter III

TECHNICAL BACKGROUND AND METHODOLOGY

Requirements Specification

The school has certain business rules implemented and the enrollment system we are developing must live up to these rules. The main requirement of the system is to develop an enrollment module which enables to register enrollees on every school year. In accordance, the system is also capable of editing and viewing information of enrollees. Fees and payments are not fixed every school year. Tuition and miscellaneous fees vary every year. Ergo, the system must also permit school administrators to adjust the fees the enrollees will be paying. In relation, the system shall also be capable of accepting enrollment transactions and records them to the database. As additional functions of the enrollment system, the system must enable the school administrators to view settled transactions, as well as expected transactions. Furthermore, the system must not only list transactions and records of the current school year but also from past school years. Aside from the functionality requirements of the system, it should also be taken into consideration the software applications and hardware devices to be used. The following are the minimum hardware requirements needed to run the system: a Pentium processor of 600 MHz, 192 MB of RAM, and 1.3 GB of hard disk space. On the other hand, the following are the software requirements essential for the system to function: an operating system of Microsoft Windows XP or higher and Microsoft SQL Server for the database. The software is not just the basis of the fulfillment of the system. Quality should be also considered. The team put up two standards to measure that the system is of good quality. Firstly, the system must be understandable and comprehensive. To establish this, the system should use an adequate font size to be usable by persons with limited visual acuity. Fields shall also be properly labeled and proper error handlings must be applied. In addition, it should have a user-friendly interface so that the user will not have a hard time familiarizing the system. As much as possible, the system shall be developed as simple as it can be for ease of use. Aside from comprehensibility, the system must be auditable. This can be established by ensuring that the system shall keep a record of invoices for a long period of time. Also, the system shall maintain a record of payments regularly. Lastly, security shall be enforced within the system. Since our system mainly deals with the financial aspect of a business, security must be taken into importance. The system shall protect itself and its sensitive data from accidental, malicious, or unauthorized access, use, modification, destruction or disclosure.

Analysis The school is currently using the manual system of enrollment in registering students. Their system is actually not a problem. However, there are modern ways to deal with transactions that will surely help the establishment in processing and storing data faster and more efficient. Thus, our team decided to put up an enrollment system for the institution to achieve faster data processing and more efficient data retrieving. The enrollment system we plan to create is inclusive of an application capable of registering new students, updating their records, accepting transactions, monitoring of unpaid bills, and updating school fees. The project requires an ample amount of time to implement it. In addition, it requires proficiency in programming and managing databases. It is essential to be knowledgeable in integrating databases with programs to come up with an efficient, stable and maintainable enrollment system. It is also vital to possess knowledge on information security to ensure that the school’s data is secured and protected. It would be ideal to follow the software development life cycle in implementing the project to ensure software quality and efficiency. In order to fulfill the requirements of the client, it is best to conduct a school visit to further understand the business flow. It is also recommended to conduct interviews and set meetings with school administrators for more detailed information regarding the flow of data, as well as for clarifications. In this way, it can be determined whether it is possible to implement the system. It is also necessary to know the budget of the school to determine whether the project is economically feasible or not. Budget shall be considered during the planning stage of the project since it can be a determinant on what software applications can be used in implementing the system. In this kind of systems, licensed applications must be used. Licensed applications require huge amount of money. It would be a good move to determine the programming language and database system to be used in implementing the project. There are several programming languages, as well as database systems, available in the market but the dilemma is to pick the most efficient and most effective. Among several options, the team decided to develop the system using C# offered in Microsoft Visual Studio 2008. As for the database, the team decided to pick Microsoft SQL Server since integrating it with C# is one of the easiest yet efficient ways in coming up with a system.

Design Behind a good system is a good design. A system will not function correctly and efficiently if it was designed wrongly and inappropriately. A great importance shall be devoted in designing the database of the system. The database serves as the foundation of the system since it holds all the data essential in running the system. Taking into consideration the capabilities of the system, our team arrived with several tables essential in implementing the system. We have also carefully considered the fields that will comprise each table. In addition, we also determined the relationships of tables with each other by establish primary and foreign keys. For a deeper understanding of the tables, as well as the list of the relationships established, kindly refer to the data dictionary and entity relationship diagram on Appendix B. There are ten tables in our database – Student, Guardian, Admissions, Offerings, Payments Deadline, Payments Done, Fixed Fees, Unfixed Fees, Tuition Fee and Student Payments Deadline. Each table has several fields and is interconnected with other tables. The Student table lists all students enrolled in the school. No student shall have multiple records in this table. One student corresponds only to one record. Each student corresponds to one guardian. His guardian is listed in the Guardians table. Multiple students can have the same guardian as long as they are blood-related. The Offerings table, on the other hand, lists all the levels offered by the school every school year. Possible values are Nursery, Kindergarten, Preparatory, Grades 1 to 6, and First Year to Fourth Year Highschool. The Payments Deadline table lists the scheduled due dates of enrollees who opt to pay in installment basis. Every year, the school assigns due dates of payments and these will be stored into the database. The Payments Done table, on the other hand, lists all the transactions processed during the entire business existence. There are three subdivisions of fees in the system – Fixed, Unfixed and Tuition Fees. The Fixed Fees table lists all fees standard to all students. These include Registration Fee, ID Fee, and the likes. The Unfixed Fees table lists all fees that vary per level. These include fees for books and notebooks. The Tuition Fees lists the matriculation fee per level. The Students Payment Deadlines table lists the balances of each student. Each student may have multiple records on this table.

Development and Testing A great amount of time must be spent in coding and developing the system. It is the responsibility of the team to ensure that the system is running correctly. The system must also function according to the specifications of the client. In order to further visualize the capabilities of the target users, kindly refer to the use case diagram on Appendix C. Additionally, we have provided a use case scenario to envisage how the system works. We also included an output flowchart to visualize the program outputs whenever certain actions are triggered. Every now and then, the system shall be tested to correct bugs and errors. Repetitive testing shall be done to ensure that the system complies with the requirements and needs of the client. Additionally, we have decided to put up a test plan strategy to verify the efficiency, reliability and correctness of the system. Our test plan strategy is divided into five phases - acceptance testing, automated testing, beta testing, documentation testing, and hardware testing. In the acceptance testing phase, we will present the user interface to the school administrators and demonstrate them how the system works. If ever the clients did not like the design, improvements shall be made. If customer satisfaction was reached, we will proceed to the next test. In this automated testing phase, we will present how the data flows. This phase does not just test if the system works but also for verifying if the data flows from one table to another correctly. This phase is critical because a single mistake in the data flow mean a lot to the company. Data integrity shall be established in this phase. All primary keys and foreign keys must be configured correctly on all tables. In the beta testing phase, we will let the client to run the system by them. This phase can also serve as a training ground for the client in using the system so that they will not be having a hard time understanding the concepts behind it during the actual system use. Stability and compatibility are established in this phase. The documentation is a vital part of the system for it can be used as a guide whenever problems are encountered or whenever you have questions regarding the system. In the document testing phase, the documents will be keenly analyzed. Ambiguous and vague statements will be corrected if there are any. Lastly, the hardware testing phase involves the testing of the hardware devices that will be used in implementing the system. Of course, our team does not only focus on the software we are developing. The hardware must also be considered for the software won’t be able to run without the hardware devices. It is also a must for the developers to guarantee that the system is maintainable. To ensure this, the team decided to have maintenance check up every school year. In this way, the client will be rest assured that the system is in good condition. Specifically, the team decided to perform adaptive maintenance to the system. The school setting is not stable. Changes may occur every year and it is the responsibility of the system developers to make sure that the system runs in accordance with the requirements of the client. There are the two things we plan to implement after the system has been installed: to keep in touch with the client, listening to their feedbacks and solve their problems regarding the system; and to have updates on the program for more efficient use.

REFERENCES

[1] ACCESS. Retrived August 26, 2010, from http://access.ph
[2] Computerized School System Philippines. Retrieved September 12, 2010, from http://www.sulit.com.ph/index.php/view+classifieds/id/1386240/Computerized+School+System+Philippines+%7C+enrollment+system+philippines
[3] CORE. Retrieved September 12, 2010, from http://www.campus.ph/solutions.html
[4] Private School System. Retrieved September 12, 2010, from http://www.sulit.com.ph/index.php/view+classifieds/id/886992/Private+School+System+-+Student+Information,+Enrollment,+Billing+%26+Collection+Software
[5] MySchool-SMS School Management System. Retrieved September 12, 2010, from www.myschool-sms.com/m/erhardsoftwares

Appendix A
RELATED SYSTEMS SCREENSHOTS

Figure 1.1 Screenshot of the Academic Module of ACCESS

Figure 1.2 Screenshot of the Accounting & Finance Module of ACCESS

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Figure 2.1 Screenshot of the Student Information Module of CORE School Management System

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Figure 3.1 Screenshot of the Student Module of the Private School System
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Figure 3.2 Screenshot of the Payment Module of the Private School System
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Figure 3.3 Screenshot of the Payment Module of the Private School System

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Figure 3.4 Screenshot of the Other Fees Module of the Private School System
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Figure 3.5 Screenshot of the Enrollment Module of the Private School System

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Figure 4.1 Screenshot of the Student Information Module of MySchool-SMS

APPENDIX B
DATABASE DESIGN
Data Dictionary
TABLE NAME: STUDENT

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|StudLName |Last Name |varchar(50) |√ |n/a |n/a |
|StudFName |First Name |varchar(50) |√ |n/a |n/a |
|StudMName |Middle Name |varchar(50) | |n/a |n/a |
|StudAddress |Address |varchar(50) |√ |n/a |n/a |
|StudBirthDate |Birth Date |datetime |√ |n/a |n/a |
|StudContactNo |Contact Number |varchar(50) |√ |n/a |n/a |

TABLE NAME: GUARDIAN

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|StudNo |Student Number |varchar(50) |√ |Foreign |Student |
|GuardLName |Last Name |varchar(50) |√ |n/a |n/a |
|GuardFName |First Name |varchar(50) |√ |n/a |n/a |
|GuardMName |Middle Name |varchar(50) | |n/a |n/a |
|GuardAddress |Address |varchar(50) |√ |n/a |n/a |
|StudContactNo |Contact Number |varchar(50) |√ |n/a |n/a |

TABLE NAME: ADMISSIONS

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|AdmitSchoolYear |School Year |varchar(50) |√ |Primary |n/a |
|AdmitModeOfPayment |Mode Of Payment |varchar(50) |√ |n/a |n/a |
| |- FULL | | | | |
| |- SEMESTRAL | | | | |
| |- QUARTERLY | | | | |
| |- MONTHLY | | | | |
|AdmitDiscount |Discount |money | |n/a |n/a |
|AdmitDepartment |Department |varchar(50) |√ |n/a |n/a |
| |- PRESCHOOL | | | | |
| |- GRADE SCH. | | | | |
| |- HIGH SCH. | | | | |
|AdmitLevel |Level |varchar(50) |√ |n/a |n/a |
| |- NURSERY | | | | |
| |- KINDER | | | | |
| |- PREP | | | | |
| |- GRADE 1-6 | | | | |
| |- 1ST - 4TH YR. | | | | |
|AdmitTotalCharges |Total Amount to be paid |money |√ |n/a |n/a |

TABLE NAME: OFFERINGS

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|Department |Department |varchar(50) |√ |Primary |n/a |
|SchoolLevel |SchoolLevel |varchar(50) |√ |Primary |n/a |

TABLE NAME: PAYMENT_DEADLINE

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|SchoolLevel |School Level |varchar(50) |√ |Primary |n/a |
|ModeOfPayment |Mode of Payment |varchar(50) |√ |Primary |n/a |
|Deadline |Due date of payment |datetime |√ |n/a |n/a |
|DeadlineParticulars |States what to be payment on|varchar(50) |√ |n/a |n/a |
| |the deadline | | | | |
|DeadlineDebt |Amount to be paid |money |√ |n/a |n/a |

TABLE NAME: PAYMENT_DONE

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|AdmitSchoolYear |School Year |varchar(50) |√ |Foreign |Admissions |
|PaymentDate |Date of transaction |datetime |√ |n/a |n/a |
|PaymentORNum |Official receipt number |Int |√ |Primary |n/a |
|PaymentParticulars |States what was paid |varchar(50) |√ |n/a |n/a |
|PaymentReceived |Amount of money piad |money |√ |n/a |n/a |

TABLE NAME: FIXED_FEES

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|Department |Department |varchar(50) |√ |Primary, |Offerings |
| | | | |Foreign | |
|SchoolLevel |Year Level |varchar(50) |√ |Primary, |Offerings |
| | | | |Foreign | |
|FixedRegistrationFee |Registration Fee |money |√ |n/a |n/a |
|FixedIDFee |ID Fee |money |√ |n/a |n/a |
|FixedComputerFee |ComputerFee |money |√ |n/a |n/a |
|FixedLaboratoryFee |Laboratory Fee |money |√ |n/a |n/a |
|FixedAthleticFee |Athletic Fee |money |√ |n/a |n/a |
|FixedLibraryFee |Library Fee |money |√ |n/a |n/a |
|FixedMedicalFee |Medical Fee |money |√ |n/a |n/a |

TABLE NAME: UNFIXED_FEES

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|Department |Department |varchar(50) |√ |Primary, |Offerings |
| | | | |Foreign | |
|SchoolLevel |Year Level |varchar(50) |√ |Primary, |Offerings |
| | | | |Foreign | |
|UnfixedBooksFee |Fee for books |money |√ |n/a |n/a |
|UnfixedNotebooksFee |Fee for notebooks |money |√ |n/a |n/a |

TABLE NAME: TUITION_FEE

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|Department |Department |varchar(50) |√ |Foreign |Offerings |
|SchoolLevel |Year Level |varchar(50) |√ |Primary, |Offerings |
| | | | |Foreign | |
|ModeOfPayment |Mode of payment |varchar(50) |√ |Primary |n/a |
|TuitionFee |Tuition fee |money |√ |n/a |n/a |

TABLE NAME: STUDENT_PAYMENT_DEADLINE

|ATTRIBUTE |DESCRIPTION |TYPE |REQUIRED |KEY |REFERENCE |
|AdmitSchoolYear |School Year |varchar(50) |√ |Primary, |Admissions |
| | | | |Foreign | |
|DueDate |Deadline of payment |datetime |√ |Primary |n/a |
|Particulars |States what to be paid on |varchar(50) |√ |n/a |n/a |
| |the due date | | | | |
|AmountDue |Amount to be paid |money |√ |n/a |n/a |

Entity Relationship Diagram

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APPENDIX C

USE CASES AND FLOWCHARTS

Use Case Diagram

Use Case Scenario

ADD AN ENROLLEE: Old Student

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘Add An Enrollee’.

3. A dialog box will appear. Specify the current school year. Click OK.

4. On the Student Number field, type in the 10-digit Student Number of the enrollee.

5. Click ‘Generate Student Record’. The system automatically fills up the student and guardian information sections.

6. Specify the Department, Level, Mode of Payment and Discount (if any). Click ‘Load Particulars’. The breakdown of fees will appear afterwards.

7. Click ‘Enroll’ to confirm the student’s enrollment.

8. The Payment Deadline section gets updated.

9. Click on ‘Proceed’ to continue with the enrollment process.

10. The transaction window appears asking for the amount of money to be paid.

11. Click ‘Transact’ to confirm transaction.

12. Click ‘Cancel’ or exit to terminate.

ADD AN ENROLLEE: Student Student

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘Add An Enrollee’.

3. A dialog box will appear. Specify the current school year. Click OK.

4. On the Student Number field, click ‘Generate Student Number’ to generate a unique 10-digit Student Number for the enrollee.

5. The system enables the student and guardian information sections. Fill them up.

6. Specify the Department, Level, Mode of Payment and Discount (if any). Click ‘Load Particulars’. The breakdown of fees will appear afterwards.

7. Click ‘Enroll’ to confirm the student’s enrollment.

8. The Payment Deadline section gets updated.

9. Click on ‘Proceed’ to continue with the enrollment process.

10. The transaction window appears asking for the amount of money to be paid by the customer.

11. Click ‘Transact’ to confirm transaction.

12. Click ‘Cancel’ or exit to terminate.

EDIT STUDENT INFORMATION

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘Edit Student Information’.

3. Type the 10-digit student number in the student number field.

4. Click ‘Generate Student Record’. The disabled text boxes are now filled with their corresponding data.

5. You can now freely change the student and guardian information of the student.

6. When finished, click ‘Save’.

7. A confirmation message will appear asking if you are sure to overwrite the existing data.

7.1. If you choose Yes, the edited fields get updated in the database. A message box appears stating that editing functioned successfully.

7.2 If you choose No, it goes back to the ‘Edit Student Information’ window.

VIEW STUDENT RECORD

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘View Student Record’.

3. Type the 10-digit student number in the student number field.

4. Click ‘Generate Student Record’. The disabled text boxes are now filled with their corresponding data.

5. Specify the school year.

6. Click on ‘Load Record’ to view the transactions and information the student did for that school year.

NEW TRANSACTION

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘New Transaction’.

3. Type the 10-digit student number in the student number field.

4. Click ‘Generate Student Record’. The disabled text boxes are now filled with their corresponding data.

5. Click the ‘+’ button beside the particulars to determine which account will be settled for that moment.

6. Specify the amount paid.

7. Click on ‘Transact’ . A message box will appear prompting you that the transaction was processed successfully.

VIEW PAYMENTS: PAYMENTS DONE

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘View Payments’.

3. Select the ‘Payments Done’ tab. It is the default tab.

4. Specify the school year and click ‘View Payments’.

VIEW PAYMENTS: PAYMENTS DEADLINES

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘View Payments’.

3. Select the ‘Payments Deadlines’ tab. It is the default tab.

4. The program automatically lists all the accounts receivable.

UPDATE FEES

1. Open the ‘Meridian Learning Institution – Enrollment System’ program.

2. Select ‘Update Fees’.

3. Fill up all the fields.

4. When finished, click ‘Update’.

5. A dialog box will appear asking if you are sure with the amounts you’ve typed.

5.1 If you choose Yes, the amount will now be saved in the database and implemented.

5.2 If you choose No, you will be redirected again to the Update Fees dialog box.

Output Flowchart

Shown below is the flowchart for the ‘Add An Enrollee’ feature.

Shown below is the flowchart for the ‘Edit Student Information’ feature.

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Shown below is the flowchart of the ‘View Student Record’ feature.

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Shown below is the flowchart of the ‘New Transaction’ feature.

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Shown below is the flowchart of the ‘View Payments’ feature.

Shown below is the flowchart of the ‘Update Fees’ feature.

References: [1] ACCESS. Retrived August 26, 2010, from http://access.ph [2] Computerized School System Philippines [3] CORE. Retrieved September 12, 2010, from http://www.campus.ph/solutions.html [4] Private School System [5] MySchool-SMS School Management System. Retrieved September 12, 2010, from www.myschool-sms.com/m/erhardsoftwares Appendix A