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Enrolment system

By jeymenz11 Jun 30, 2015 1149 Words
Enrolment is an exciting day for every student in elementary, high school, or colleges. It is the most expected activity after summer vacation. But contrary to the expectations of the enrollees, enrolment has posed problems and hassles because it has become tedious and taxing. Sometimes the students leave it to their parents and other members of the family to enroll them. The unsystematic procedure of school during enrolment is now dreaded by them. Instead student enrollees have to stand and wait for it to finish in an hour or two, sometimes students are made to come back the next day or even after a week or so that they can be officially enrolled. All these have posed a problem which alarmed the researcher and decided to pursue in resolving the enrolment problem by designing and implementing a system of enrolment which is computerized for smooth and less problematic flow of enrolment in the Madana Mohana Academy. Madana Mohana Academy is now distinguished on its 19th year sharing wisdom on every student individual since it was founded in 1995. By 1996, there were 17 pupils, 12 in Kindergarten and 5 in Preparatory, so enrolling students manually was not yet a problem for them. With the increasing number of students they now have in elementary and high school, enrolment and recording students’ information becomes a burden. A hassle and time consuming activity not only for the faculty but also for students as well. All this enrollment problem can be resolved by designing and implementing a system of enrollment which is computerized. As a student, the researcher decided to develop a well programmed system that will build up the enrolment system of Madana Mohana Academy. The Automated Enrollment System was designed to provide efficient and accurate recording of transactions. The system was built with the use of Visual studio 2013 and for its database MySQL workbench 6.1.

Background of Study
An automated system is a system in which the computer plays a major role and this kind of system is needed by every companies and institutions nowadays. Computer based system is the best way of storing and retrieving data on the database, rather than using papers and file cabinets. This will help the registrar of Madana Mohana Academy generate a quick and efficient data they need. The Madana Mohana Academy uses a manual method in their enrollment system. As a result, they encountered unexpected problems like loss of information and slow transaction and having difficulties on transactions which consumes a lot of time. As the researcher conducted research and analyze the existing system, he decided to recommend a computer based enrollment system that enables the faculty and administration of the school to gain good services for every students and to address the problems that occur because of their manual enrollment.

Statement of the Problem
With the increasing numbers of enrollee each year, enrolment has become a burden for the students and the faculty, it will take so much time just to enroll a student by doing it manually. Not only that, recording data in a paper isn’t that secure, since data is stored in filing cabinets it is freely available to anyone. By manually recording data it can’t be avoid to commit common errors. Since everything and every detail is written down manually in paper there will be too much paper work! And by using paper stored in filing cabinets, it consumes too much space. Using manual system consumes more time and effort that’s why employees can’t maximize their work as a result it costs more expense to the institution. As for report generation, using manual system takes forever and is susceptible to mistakes because the employee will scan all the enrolled students documents sort them by category and tally the list one by one in a report form. However, in an automated system, the user can generate reports with only a click of a button. A part of the enrolment process of the academy is the financial obligation of every student. The accounts of students are interrelated with its personal information. With a manual system, the risk of committing mistakes has a high possibility. Errors appear in the computation of each students’ accounts and in the generation of payables. The automated system eliminates such errors saving time and hassle both to students and employees alike.

Statement of Objective
General Objective
The General Objective of this study is to design and develop an Automated Enrolment and Cashiering system of Madana Mohana that will address the school’s file-handling, generation of forms and other documents.

Specific Objective
Develop a system with a friendly user interface.
Develop a secure system with the use of user account with password. Develop a system that automatically generate the students’ ID of new enrolled student. Develop a system that accepts students’ registration.

Develop a system that automatically generates statement of account after a successful registration of student. Develop a system that can print the list of the students enrolled. Develop a system that will show all the enrolled students.

Develop a system that accepts payments and print receipts.
Develop a system that records daily transaction.
Develop a system that can store, update, and delete data in the database.

Significance of the Study
A system that accelerates transaction and automate the enrollment process will benefit to the following: The School (Madana Mohana Academy)
This study will provide easy and fast approach in registration and enrollment. The Registrar
This study will help them keep and handle essential information for the convenience of the students and the personnel assign to enrollment in this education institution. The Students
The students can save time in enrolling to the institution. Each student accounts and information are kept safe in the database that can be easily accessed when needed. The Researcher
This study will help the proponents gain more knowledge and a great experience in this kind of field. It is also the way that the proponents can share the knowledge on how to build this kind of system.

Scope and Limitations
The system focused in getting relevant data including data of the students and computation of necessary fees. The system is capable of printing the assessment and registration of the student. The system is capable recording all the received payments.

The system is capable of printing receipt and class list.
The system has the ability to save record and edit those data and important information about the students. The system also includes the user log-in.
The system is capable of changing the particular fees and then update. The system only allows admin to access some functionality.

The system is not online
The system cannot accept transactions with credit cards/checks and other mode of payment rather than cash basis. The system can’t view students’ grades.
The system does not generate bills.
Only authorized person are allowed to use the system.

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