Automated Enrolment System

CHAPTER 1
PROJECT OVERVIEW

BACKGROUND OF THE STUDY

The technology today plays a vital role in our society. It makes man work easier and fast. It lessens error of work by using machines. It reduces costs to an organization from paper works up to computerized working system. Many manual transactions can be computerized by using software applications or computer systems to make work easier and efficient.
Today’s technology can give a company ready access to improve product and service quality, increase productivity in smallest time possible, and communication between employees and to make things with lesser effort but having a better output.
Nowadays, companies all over the world are using the computer technology. Every business firms, offices, personal transactions and even schools had computer generated process.
According to Beegas (2010) it is almost indispensable to most industries if it deals with voluminous records. Hence, in most academic institutions, the use of computers is an immense help in managing records and files. With the volume of files such as those from students’ records, grades and others needed for the operation, the use of Computerized Enrollment System has made task simpler, easier and more efficient. A computerized enrollment system can reduce the man power needed to facilitate an enrollment process. This would also cut down on the human error aspect as well as double entries from two people enrolling at the same time.
Based on Mr. Lesther Ilagan’s (2010) published thesis, 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 administration as a whole.
Mr. David stated that , “Our new system provide system flexible and powerful model development with the Cognos Analyst component and supports any business planning or customizing of the enrollment management model,” and some of the user of the system said that the system was very helpful because the system reduced the amount of time to process. That is reason why many schools and universities already had a computerized enrollment system.
In connection to this, The Alabama State University is an example of a university in the USA which employs online ES. The system design project, Enrollment System that will provide the needed and storing information in a faster, more convenient way by storing file of the student enrollees in a computer system that will lessen the effort of faculty staff in storing files of each student every now and then. This will also serve as information especially for the irregular students, freshmen, transferee, and professor in able to get access in schedule, subject, professor, and student enrollees. This information here can be viewed in just a second without worrying that a single file is lost. The idea behind an enrollment system is not a new concept. As student enrollees increase every year, enrollment procedure become harder to deal. This will only serve to increase the problem facing enrollment that provides more easy way in enrolling.
Most likely, the enrollment at Anne Arundel Community College has increased 5 percent for every semester. And with more students on campus, the faculty and staff finds that the manual process of enrollment was a taxing task. And so they came up to an idea of employing an Enrollment System to make their job easily done, and to store students’ files without using too much space in their university.
According to Christian Le Marjo Caipang (et al. 2013), the Enrollment System for the Western Visayas College of Science and Technology is “Very Acceptable” as evaluated by the selected faculty members and staff of the school. In the light of the present findings and conclusions, the following recommendations are advanced, namely, that this enrolment system should be introduced to the school; that it should be adopted by the school to help the staff find records of students more easily and faster and the system should be utilized as a model for future research, especially for technology or computer-related research studies.
Moreover, Central Luzon State University in Munoz Nueva Ecija for the first time adopts this kind of enrollment. Its first implementation was used for only three colleges: College of Agriculture, College of Engineering and the college of Business and Accountancy. Though this implementation of hassle-free enrollment process, both the students concerned employees are benefited because it is faster than the traditional process of enrollment. It is also more secured it monitors all the fees that being collected (Balaoy,2009).
In addition, the University of Mindanao also decided to computerize their process of enrollment for the benefit of not just the vast volume of enrollees, but also for the faculty-in-charge in enrollment. Also the Computerized Enrollment System of Eva Rose Delos Santos, she stated that the growing demand for equality education and equality school becomes the criteria of students on what institution should be enrolled. Through the computerized Enrollment System, Saint Charles Academy will progress as a high tech school that which be a great advantage to San Carlos. It will also benefit directly the personnel teachers and student of Saint Charles Academy. More practically it will also increase the productivity and efficiency of the personnel-in-charge in the enrollment system. The computerized Enrollment System is offered to help the Saint Charles Academy School in their enrolling process. Based on the research of Mr. Sampaga (et at, 2012), The Luciano Millan Memorial School of Arts and Trade was one of the prominent schools in the province that offers Vocational and Technical Education. Its primary purpose was to develop, train and equip the students not only with knowledge but also skills in turn to produce quality workforce that is highly productive and adaptable to the newly emerging trends in technology. This school consists of approximately 600 students; as a result the assigned employees need to perform their work in an efficient time with precise information in order to accommodate all the enrollees and other old students. The school uses a manual method in their enrollment system. As a result they encountered unexpected problems like loss of information and slow transaction. As the proponents conducted their research and analyze the existing system, they’ve decided to recommend a computer based enrollment system at that enables the faculty and administration of the school to gain a good services for every students and to address the problems that occurs because of their manual enrollment system so that institution will be one or the leading institution in the province. Nowadays, even high school makes use of an enrollment system like the San Nicolas National High School. The system that was created by the former UCU (Urdaneta City University) students includes information pertinent data such as name, year, section, miscellaneous fees, etc. This system is design for the use of the staff to enable them to produce information required by different people. The system will make the work of faculty and staff faster, easier and more comprehensive. The Enrollment System will also store the data of the students such as name, section, schedule and fees paid. With regards to this matter, we, the researchers come up to an idea to propose a study to Cabuloan National High School to improve their enrollment process. With this, the faculty will be able to finish their task faster, easier and hassle-free. And to update the institution with today’s modern technology.

COMPANY PROFILE

The name Cabuloan was given by the early settlers due to the abundance of the luxuriant bamboo-like plants called “BOLOS”, which unfortunately are seldom found now. It’s organized about a year after the vicaria of Urdaneta was founded on January 8, 19858. The first settlers fought and worked very hard in making Cabuloan one of the barrios to organize a complete high school. With so much passion to organize a school, their hard work was rewarded in the year 1964. The Cabuloan National High School is situated in Barangay Cabuloan, Urdaneta City, Pangasinan, 3.5 kilometers away from the town proper. In connection with the nationalizations of barangay high schools which caused its separation from the site of the elementary department, the Cabuloan National High School was given an area of 2,000 square meters. The this was donated by the city government through the leadership of the city mayor, Honorable Amedo R. Perez Jr. to the Department of Education. The school was formally organized on August 1964. There were two classes, first year and second year with an enrolment of 37 and 39 students respectively. Through the forceful determination of the courageous leaders, teachers and constituents of Cabuloan and through the initiative of the Father of Barrio High Schools, Dr. Pedro T. Orata, the Cabulooan National High School was established to be one of the three first Barrio High School ever to have been established not only in Uradaneta but throughout the Philippines. Thus in the year 1966-1967, the Cabuloan National High School became a complete Secondary School. The school had already produce many professionals since the beginning of its existence. Most students attained academic achievement and became lifelong learners through the educational opportunities provided by the faculty, staff, parents and community leaders at Cabuloan.

Vision Statement: Cabuloan National High School envisions to provide quality education to the students that will equip with literacy and numeracy skills to be globally competitive guided by competent educators working collaboratively with stakeholders in a conducive and wholesome environment.

Mission Statement: Cabuloan National High School is determined to produced students who are cooperative, morraly upright and physically fit through the guidance of the dedicated, efficient and competent teachers aided by responsible parents and cooperative community.

Statement of the Problem The study aimed to develop a more efficient Enrollment System of Cabuloan National High School to make the students, faculty and staffs at ease during the process. The study sought to answer the following questions: 1. What are the existing procedures of Cabuloan National High School in the areas of: a. Admitting Students; b. Student Information; c. Viewing of Grades; d. Inputting Grades? 2. What are the current problems encountered of Cabuloan Nationa High School in the areas of: a. Admitting Students; b. Student Information; c. Viewing of Grades; d. Inputting Grades? 3. What are the system features and security measures to be integrated in the proposed Enrollment System of Cabuloan National High School? 4. What are the hardware and software requirements of the proposed system?

Objectives of the Study Especially the study aimed to achieve the following objectives: 1. What are the existing procedures of Cabuloan National High School in the areas of: a. Admitting Students; b. Student Information; c. Viewing of Grades; d. Inputting Grades? 2. What are the current problems encountered of Cabuloan Nationa High School in the areas of: a. Admitting Students; b. Student Information; c. Viewing of Grades; d. Inputting Grades? 3. What are the system features and security measures to be integrated in the proposed Enrollment System of Cabuloan National High School? 4. What are the hardware and software requirements of the proposed system?

Importance of the Study Specifically the study is very beneficial and important to the following entities:
To the CNHS. It provides easy and fast approach in registration and enrollment.
To the Administrator. This study aimed to help the administrators of Cabuloan National High School by letting them experience a much efficient and better management of the enrollment for the school.
To the Principals and Teachers. The proposed system is an effective way of scanning the students records, updating students grades, and admitting enrollees in a shorter period of time as usual. It is also a best tool to handle and keep important information of the students for their convenience and the assigned personnel.
To the students. This study brings convenience for the students to have a faster, easier and less time consuming enrollment and receiving of grades from their teachers.
To the researcher. The study will help the researchers to develop their knowledge and skills and software development through application.
To the future researcher. This project study will serve as addition to the knowledge of the future researcher about the Computerized Enrollment System.

Definition of Terms In order for this study to be better understood, the following terms were used in the this paper with the following meaning:
Administrator. The person responsible for the management works as maintenance personnel in the school. Especially, over-all in-charge of the use and operation of the system.
Computerized. From slow to faster transaction or from manual process to computer process.
Computerized Enrollment System. A man-made system that interacts with, or is controlled by one or more computers.
Database. A collection of information categorized by specific fields.
Enrollment. A process which includes a student in a specific school.
File. Collection of information of all the teachers and students of Cabuloan National High School.
Information. A record that will store in the Computerized Enrollment System.
Manual System. An old process of enrollment.
Record. Data that are attached in the computer systems.
Software. It is an output program that was developed by the researcher and was called Computerized Enrollment System of Cabuloan National High School.
System. Same as with the Software.
Testing. A process made after writing the code in able to correct some errors if present.
User. A person who operates the system or software.

Scope and Delimitation

The system will focus on the student enrollment process for the new, old and transferee students. The system includes the registration of the current and incoming students, reports needed such as the total number of enrolled students in every year level, there class advisers/faculty and it will also generate grades (general average) of the students as well as their pending requirements. The system will include grading process by only entering the computed grade for the students in every grading period.

The delimitations of the proposed system are the evaluation of the transferee students. The system is also not capable in giving actual examination grade, and other requirements like quizzes, projects, assignments and laboratory. These processes will remain manual, but the result from it may be inputted in the system as the grade of the student for the specific grading period.