Computerized Enrollment System

1.0 Introduction
1.1 Background of the Study In these days, time, effort and money are such vital things that have to be used very efficiently to have a satisfactory outcome whatever work is to be done. Modern day technology makes life simple and easy in many ways. The discovery of the computer was the great function of modernity for different application to make work easier, more capable, and more adaptable for the humanity. It has brought a new level of knowledge that became the new standard in the industry. It made the school works more efficient for students and provided path to communicate to entire earth. Nowadays, computer based system is commonly used by every company and institution and one of this is the computerized enrollment system. Computerized Enrollment System is the must have system in a school. It is a convenient way of storing and retrieving information of a student that provides more easy way in enrolling. However, in some school or university, that is not the case. The students still undergo manual enrollment procedure which is very inconvenient and hassle on the part of both the students and personnel in charge in the enrollment process. As Computer Science students and future programmers, the researchers were interested in finding solutions to the problems and hassles encountered during the manual enrollment procedure.
1.2 Statement of the Problem
This proposal was undertaken to find out and seek solutions to the common problems encountered by old students and personnel in charge of the enrollment in Mystical Rose School of Caloocan Specifically, this proposal sought solutions to the following problems: 1.2.1 General Problem:
Inconvenience in the current system – The current system (Manual Enrollment System) requires more storage space, money, time, and effort. 1.2.2 Specific Problems:
1. Redundancy of Data – Old students manually write the same data all over again as if they were new students.

2. Bulky Storage of Student Registration Forms – In Mystical Rose School of Caloocan, Student Registration Forms are kept inside the Registrar and arranged according to their Student no. The proposed system also aims to lessen the required space for the storage of the said data.

1.3 Objectives of the Study 1.3.1 General Objectives
The main objective of this study is to create an Computerized Enrollment System for the convenience of enrollees and enrollment staff of the Mystical Rose School of Caloocan
1.3.2 Specific Objectives
1. By creating a Computerized Enrollment System, that aims to avoid the redundancy of data.
2. The system will also lessen the storage space for registration forms.
3. Importantly, to prevent records on getting old and damaged by natural calamities like rains, storms and heat.
1.4 Significance of the Study Manual Enrollment, takes up a lot of time to finish and a vulnerable to errors. Thus, it would be really helpful to build a computerized System that will hasten the enrollment process and reduce possibility of obtaining “Registration Process” errors. The proposed enrollment system will significantly decrease the time spent by the receptionist by using the purposed in making the result of time. The Receptionist making the student DATA’s in the Computer, they use Microsoft Excel, to attached the student’s records and make it deliver the productive activities in making Registration Form in Offline process. The purposed in enrollment system since the enrollment attach to the inventory report will be easier to track the student who will not pay the tuition fees and some offense in the school. The tracking system called the STUDENT no.Which will therefore lessen the chances of duplication The importance of this study may help up the said school to nurture up and elevate the functionality of the school to defy and breach their performances. The study will also help us as students to be knowledgeable enough on entering the Information Technology field as applying the lectures to actual performances. The Mystical Rose School of Caloocan was a private school in Almar at ilang-ilang street Caloocan City. Dr. Mercilina George was the preschool teacher before she got married to Dr. Rolando George. Teacher Marcie as fondly called by her pupils is really passionate teacher.

1.5 Scope and Limitation Mystical Rose School of Caloocan Offline Enrollment System is created to optimize the enrollment system currently being used by the school. The authors of this study is focused only on the proposed online enrollment system and does not include any other systems.
Scope:
* Adding and saving a student’s information. * Updating and editing students record * Viewing student information and assessments. * Viewing of enrolled subject and students information. * A graphical user interface that is easy to work through. * Deleting students records * Printing of students Registration form. * Viewing of enrolled subject and students information.
Limitations:
* Only the administrator or registration personnel can use the system. * Computing the due assessment of enrollees.
2.0 Methodology of the Study The analysis phase of a system is the most important phase when making a system that is being derived from another system. This makes requirements gathering the most crucial aspect for it makes or breaks the study. The requirements that will be obtained in this phase must be detailed and accurate for the proposed system to successfully accomplish what the current’s goals objectives are: The study was carried through interviewing the Enrollment Registration of the Mystical Rose School of Caloocan, Dr. Rolando Molano-Gregore , in order to obtain information on how their enrollment system works. A complete list of who performed the interview is seen in the front of page of this thesis. The interview took place on the month of July 2013 at the Mystical Rose School of Caloocan. Before the interview, the interviewer tried to introduce these into conversation when it seemed appropriate. Enrollment system is the must have system in school. When a student is enrolling for a specific course the school requires all necessary information of the enrollee. When the school retrives the important information from the student, the encoder now should input the details of the student in the enrollment system. Enrollment serves as a vital part in the life of every student upon entering schools or universities, either public or in private. If gives students the impression on how the whole institute manages and manipulate 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 semester per school year totally starts, but for those freshmen, or first year students(new students), they are obliged to usually take an admission test, to know and assess them right course to engage to, followed by a scheduled interview in order to give them brief instructions and information about certain issues with regard to the school’s policies, institutional programs as well as personal information, health, economic status, so on and so forth. Good enrollment is always an asset in a university, pertaining to fast payment, assessment procedures, and easy transactions with a high rate of accuracy. Therefore, good enrollment within the university, if present, can be described as civilize, organize, accurate and professional.
3.0 Review of Related Study
Enrollment in La Concepcion College La Concepcion College is a young nucleus of rich academic achievements. It takes pride in its eminent founder who is an experienced educator and businessperson to established one of the fast growing institution of deep-seated education in San Jose Del Monte City, Bulacan. Dr. Loreto F. Magpantay Ph. D. obtained her Doctor of Philosophy in Developmental Education and Master of Arts in Education major in Administration and Supervision from Metro Manila College after she finished her Bachelor’s Degree in Commerce major in Economics from Polytechnic University of the Philippines. She had served as a secondary classroom teacher for various educational institutions and a chairperson of the Social Studies Department in Paradise Farms National High School, before she established her own school. Their first process in enrollment is the regular students must go to the College enrollment evaluator and present your class cards and Registration certificate. Upon evaluation, you will be given an approval form, next go to the Computer Room assigned for you and present your old Registration certificate and Approval form to the Enrollment Adviser. The Enrollment Adviser will process your enrollment and print your new Registration Certificate. Affix your signature on the new Registration Certificate and have it signed by the enrollment Adviser. And pay the amount indicated in the assessed Registration Certificate to the cashier.

4.0 Theoretical Framework Current System Input | Process | Output | Storage | * Student Information | * Registrar ’s Office * Fill Up the enrollment registration form * Pay the enrollment fee other bills in the bank * Claim your copy of the Registration form * Storage of forms in the library | * Enrollment form copy * Assessment form copy * Requirement written in an index card | * Index Card * Folder * Filling Cabinet |

Proposed System Input | Process | Output | Storage | * Student Information * Student no. * Lastname * Firstname * Middle name * Birthdate * Gender * Address * Contact no. * Guardian * Grade level | * Complete only one course-enrollment form * By the course enrollment deadline, Bring mail,or fax the course enrollment form with or without payment | * Printed copy of students registration form . | * Database |

The Researchers proposed an Offline Enrollment System for more organized and convenient enrollment process and the main objective of the proposed enrollment system was to facilitate the overall operation of the enrollment. This Offline Enrollment System introduce the school to the modern technology through the use of the internet this will also lessen the load of the Personnel’s involve and will make the online enrollment process much accurate by minimizing the time consumed during enrollment.

5.0 Data Gathering Procedure and Output One benefit that you can get from this process is that you can actually gather raw and reliable data direct from your subjects. Although it is time consuming, you can still have very credible result from data gathering procedure. The researcher interviewed the Registrar about the software and hardware aspects of the current system the school and research about the computerize enrollment systemt by use of internet. While interviewing we do the note taking of the information of the school current system.
6.0 Documentation of the Current System 6.1 Company Background The Mystical Rose School of Caloocan, Inc. Began as Pre-school in 1993.Founded by the couple Dr. Rolando Molato-Gregore and Dr. Marceline Loqueno-Gregore. Both Doctor of Philosophy in Developmental Education. Dr. Marceline Gregore was the first teacher of the first batch of the MRSCI of preschool student, 14 Kinder 12 Prep. The next school year the population tripled. The school had to hire teacher to handle classes which teacher Marce could not attend to. After three years, year 1997 positive feedbacks flooded the school and so elementary level was offered then additional classrooms were built through the financial support of Dr. Rolando M. Gregore who was a seaman radio officer in the officer in the overseas assignment. The first school principal was the late Ma’am Elma E. Castro. The parents of the first batch of graduating grade six students requesting the administrators to offer the first year and the second year high school, and so it happened year 2000. It was school year 2009-2010 when air conditioners were installed in all of the classrooms in high school. The next year, CCTV cameras and public address system were again installed to keep tract of students behavior and performance in and outside the classrooms.
Air-conditioned classrooms in the elementary in the year of 2011-2012.

6.2 Description of the System The school’s Enrollment system is operated manually by the principal and head teachers since it was started they uses ballpens/pencils and some papers where they put information from an enrollee. An enrollee needs to take an examination before filling up an enrollment form which contains his/her personal and background information.

6.3 Data Flow Diagram Current System
1.1
Verify
Examination
paper 1.0
Answer
Examination
Paper

Answered examination paper 3.0
Verify
Assessment paper Examination Verified Examination
Principal/Personnel
Paper paper Verify enrollment
Principal/Personnel
Enrollee

and Assessment form Passed entrance exam Assessment form Filling Cabinet
Enrollee

2.0
Verify
Enrollment paper 1.2
Print
Students copy 1.0
Verify
Enrollment form Proposed System
Enrollee
Enrollment Assessment Form form

Printed Students copy Students

Updating Student Record
Mystical Rose of Caloocan 2.1
Update
Students
Information
2.0
Search
Students
Information
Enrollment System Access

Students Record Search Students Information

Update Student Information Access

Updating Student Assessment
Mystical Rose of Caloocan 2.0
Search
Students
Information
2.0
Search
Students
Information
Enrollment System Access

Student Assessment Search Student Assessment

Update Student assessment

Access

6.4. Problems Areas The general problem that the components have observed is the storage area wherein they have unorganized filling system for the students information/records.

7.0. The Proposed System

7.1 System Overview The proposed system is graphically driven program that interacts to a Database in retrieving and storing data. It functions in two days: First, is to provide availability registration online enrollment on the School of the records from the database, which ensures that all process were tracked before they are stored in database. For searching and to speed up the process for enrolling to those students.

7.2 Process Specification This is the specific process of The Mystical Rose School of Caloocan.
This documentation is all about the specific process of OFFLINE registration system of old and new students using of visual basic 0.6 version for the old and new students that enrolled. There’s having five specific processed. First is, the security log-in of the admin. Second is going to main menu. Third, if there is have a new student enrolled they need to filling-up the student profile were having a labeled like (student no, first name, surname, middle name, gender, address, guardian name, guardian contact no...)
Fourth, for the old student that enrolled again or also called as repeater, they are also have a old students_ no.. The need also to search the student no., also the computer executed the student profile of old students. Fifth, including the main menu there’s having a labeled for all the subjects to take, semester, cash and installment payment for enrolling.

7.2.1. Data Dictionary Define as a collection of descriptions of the data objects or item in a proposed system for the benefits of programmers and others who need to refer to them. The data dictionary is shown below:

1. Log-in Window: Data Element/ Field | Data Type | Size | UsernamePassword | TextText | 5050 |

2. New Student Window: Data Element | Data Type | Size | Student no. | Text | 6 | Last Name | Text | 50 | First Name | Text | 50 | Middle Name | Text | 50 | Birth Date | Text | 50 | Address | Text | 50 | Guardian | Text | 50 | Contact no. | Text | 50 | School Year | Text | 50 | Gender | Text | 50 | Contact no. | Text | 50 |

3. View Window:

Data Element | Data Type | Size | Student no. | Text | 6 | Last Name | Text | 50 | First Name | Text | 50 | Middle Name | Text | 50 | Level | Text | 50 | Birth Date | Text | 50 | Gender | Text | 50 | Address | Text | 50 | Contact no. | Text | 50 | Guardian | Text | 50 | Contact no. | Text | 50 |

4. View Subject Window: Data Element | Data Type | Size | Student no. | Text | 6 | Last Name | Text | 50 | First Name | Text | 50 | Middle Name | Text | 50 | Mathemetics | Text | 50 | Science | Text | 50 | English | Text | 50 | Filipino | Text | 50 | Aral. Panlip. | Text | 50 | Computer | Text | 50 | MAPEH | Text | 50 | T.L.E | Text | 50 |