SPC ENROLLMENT SYSTEM

i.
 INTRODUCTION

The advent of computer technology has opened a new chapter in technological advances which makes computers
become part of everyday life. Computers make all lives easier so that all can live good lives. Computers are
everywhere at work, at school, and at home. The educational system has taken advantage of the technology in
teaching and learning, processing data, record keeping, and in their enrollment system.
Enrollment systems are used in recording a student’s information. A well built one will reduce the load on the
people that normally have to-do all the work. Enrollment system is useful especially when the school retrieves the
important information from the student. In the enrollment system, the school can trace what are the standings of
the students. The manual enrollment system in a school can lead to inaccurate evaluation of student
performance, loss of student records, inaccurate reports, and slow enrollment processing. Students will be
confused on what they should do and how they will do to be able to enroll. It is extremely useful in the school in a
way of making the processes of enrolling much easy.
The School is using the traditional way in their enrollment process. The population of the school increases every
year such that the manual system of enrolment and student record keeping are consuming too much time to the
teachers or enrolling officer.
In this study, the researchers aim to develop a fast, accurate and reliable computer-based enrollment system for
the administration, faculty and staff of School that will speed up the enrollment process, facilitate and secure
students’ record, minimize the effort exerted by the enrolling officer in updating students information, provide
reliable record keeping facility, and provide accurate enrollment summary report. The proposed system includes
important features such as login/logout services, administration’s module, registrar’s module, cashier’s module,
database maintenance, and help assistant.
 PURPOSE AND DISCRIPTION OF THE STUDY:
The purpose of the computerized enrollment system is to provide the students with quality services in processing
enrollment. This project aims to provide good and organize the process of enrollment to the students by
computerizing the whole function. The system also provides features to manage the information of students,
staff, and creates a schedule for subjects, and also generates reports from enrollment details.

 OBJECTIVE:

The main objective of the study is to replace the manual process of enrollment of the said school to have an
organized flow of transactions and easy work. The system will make the work faster, easier and more
comprehensive. This system is generally for registration and enrollment of students.

 SCOPE OF THE STUDY:

This study concerns the student enrollment to be recorded by means of the system at the registrar's office. It has
the automatic registration form functionality.
It is capable of saving, recording, editing and important information about students, teachers and schools. The
study includes the computerization of the event, the registration system including a registration class list for
students, the main report on students' total registration and receipt.

 LIMITATIONS OF THE STUDY:

This project has been assigned to the registrar's team, and he or she will be in charge of enrolling students.

 SIGNIFICANCE OF THE STUDY:

The “SPC Enrollment System” is important for a number of reasons. To students and registrars, for simple and fast
registration and activities; To the registrar members, in order to make their work easier in the course of dealing
with students who choose to join Southern Philippines College. To the Southern Philippines College, to simplify
and computerize the enrollment process.

 DEFINITION OF TERM:

The definition of terms here they know the meaning of each word unfamiliar to them, so they know how to use it
and where it will be used, and what its usefulness to them.

As we use in the study, enrollment system is a system where you can see who is the student enrolled in a school
Administrators. This is a person for the performance or management of administrative business operations.

ii.
 REVIEW OF RELATED LITERATURE/SYSTEM

This chapter presents the review of the related literature and studies and the technical background of which will
discuss the technicality of the project, details of the technologies to be used and the relevance of the project.

 REVIEW OF RELATED LITERATURE/SYSTEMS

Computerized Enrollment System

According to Studymode.com (2012) computerized enrollment system tends to replace what we called “Paper
Less” transaction and also it will make any transaction easier and faster. Also it tends to lessen manpower and
human efforts in terms of processing any transaction in regards with enrollment transaction.

(http://www.studymode.com/essays/Computerized-Enrollment-Thesis-927388.html)

Record Keeping

According to Chifwepa (2009) records have a dual function. Not only do they enable a school to have a clear
picture of what is available and what is required, but they also provide justification of certain needs. Furthermore,
they serve to extend the memory by which persons and/or organizations can pass their cultures and
achievements on to future generations. Record keeping is vital to an education system’s information cycle as a
whole, because of its fundamental role in the process of efficient information production and collection. Since
some of the most crucial information is produced at the school level, the importance of creating a systematic
record-keeping culture at that level cannot be stressed enough. (http://www.adeanet..org/adeaPortal)

Importance of Record Keeping

In the study conducted by Adebowale and Osuji (2008) it investigated the record keeping practices of primary
school teachers in selected local government areas in Ondo state of Nigeria. Data were collected with a
questionnaire titled “Questionnaire on Record Keeping Practices of Primary School Teachers” and data were
analyzed using descriptive statistics. The findings showed that although the teachers were familiar with some
principles of record keeping they were not proficient in most of the operational procedures and did not
demonstrate the knowledge of using record keeping to further the development of teaching and learning
activities. Equipments that could be used for safe keeping of records were not available. Recognizing the
importance of record keeping towards the successful implementation of the country’s Universal Basic Education
programme, the researchers recommend that teachers should be given regular in-service training in record
keeping and retrieval. Development of record keeping skills should also be included in teacher preparation
programmes. (https://www4.nau.edu/cee/jep/journals.aspx?id=183)

Student Information System

According to Schoolcomputing.wikia.com (2012) Student Information Systems (SIS) manages student records and
information. A SIS may handle course management, scheduling, personnel records, grades/comments,
room/resource management and more. They can be used to run complex enrollment reports, admissions, course
schedules, grades and more. A SIS helps schools manage various operations including student data,
administrative, and fundraising operations. A SIS allows for the quick and accessible flow of information. By
implementing a SIS to manage daily school needs, teachers and administrators can save time and have immediate
access to a variety of student data. These systems are needed for all parties involved in education – parents,
children, teachers, administrators, alumni, etc.
(http://schoolcomputing.wikia.com/wiki/Student_Information_Systems)

Synthesis

The abovementioned concepts on the computerization of enrollment system and record keeping is relevant to the
present project because these serve as foundation in the development of an enrollment system for the School that will
minimize the time consumed and effort exerted by the staff in updating student records and record keeping. The
concepts also point to the features of the present study such as the users’ module and database maintenance that will
be integrated by the developers in the proposed system.

The concept on record keeping, importance of record keeping, and its fundamental role in the process of efficient
information production and collection is used as basis by the researchers in the formulation of the general objectives
and important factors to be considered in designing the features that should be included in the development of the
proposed enrollment system.

The related studies on the managing of records and information, and record keeping practices provide details and
evidence that guide the researchers on how to design and develop an effective enrollment and record keeping tool.
TECHNICAL BACKGROUND

The existing enrollment system of the School is manually done. The school does not have an existing technology that is
essential and necessary for fast and easy enrollment and record keeping process and generation of reports.

For implementation of the proposed system, the school needs to acquire computer units, machine for printing results,
and set-up Local Area Network connectivity.

Using the computerized enrolment system and taking advantage of the technology in processing data, record keeping,
and in their enrollment system will provide an effective means of processing information and record keeping for the
school.

The proposed system shall be installed on a main server and may have a back-up server in case the main server
malfunctions. The Microsoft Server 2003 Enterprise Edition will be used as operating system for the server for running
applications such as networking and databases. A software firewall shall be configured in the main server and other
computers to protect it from viruses.

iii.
 METHODOLOGY
 This chapter deals with the method and technique used by the researchers in conducting the study, the system
development method, and its results and discussion.
The researchers will utilize different data gathering techniques in the conduct of this capstone project and will
employ different analytical tools to help and justify the conduct of the study. The data gathering techniques will
allow researchers to identify the problems encountered by the administration and staff of the school in the
existing system. The analytical tools include interview, observation and brainstorming. The data gathered will be
analyzed and used as bases in the system design and development of the system.
An interview is a conversation between two people (the interviewer and the interviewee) where questions are
asked by the interviewer to obtain information from the interviewee. Observation is either an activity of a living
being, such as a human, consisting of receiving knowledge of the outside world through the senses, or the
recording of data using scientific instruments. The term may also refer to any data collected during this activity.
An observation can also be the way you look at things or when you look at something. Brainstorming is used to
get as many ideas as possible from a group of people. Generally used to identify possible solutions to problems,
and clarify details of opportunities and finding the solutions to the problem of the existing system.
On system development, the researchers will utilize the Systems Development Life Cycle (SDLC) method in the
development of the system. The SDLC method is the process employed in the analysis and design of the system as
shown in Figure 1.
Figure 1 illustrates the Modified Waterfall Model that will be used by the researchers in developing the
Computerized Enrollment System which is made up of several phases. These are the following:
Requirement Analysis. In this phase, the researchers will study how the system works, determine the user’s
wants, needs and requirements, and recommend a solution. The researchers will interview the school
administrator, registrar and finance department staff to find out system requirements. After the interview, the
researchers will analyze the data, research on related literature and studies. It also involves developing estimates
for the work to be performed, establishing the necessary commitments, and defining the plan to perform the
work, and finalized the project plan.
System and Software Design. On this phase, the system will be designed based on the requirements needed in the
system. The researchers will design the database model structure, link the database tables, design the data forms,
and prepare the presentation of the project. The evaluation of the design and functionalities of the system will be
conducted. The programmer will review and revise the design of the tables and forms of the system, and test the
functionalities of the system. Data Flow Diagram (DFD) will be used to represent the flow of data in the system.
Entity Relationship Diagram (ERD) shall be employed as data model for the system. The programmer will create
the source codes necessary for the system to be constructed.
Testing. This phase includes the process of evaluating a system or application, in order to check whether the
application meets all requirements of the client and to detect the errors. Requirements such as software functions
and features where checked to determine if it will work according to the specification. This stage ensures that the
produced system is complete and performs efficiently, evaluate whether the software perform all activities after
 integration with the existing operating environment, and measure up the reliability and overall quality of the
software.
Implementation. In this phase, the researchers will conduct the system dry-run and conduct training of the target
users of the system. The users of the system will check if the recommended functions and suggestions of the
users are met.
Operation and Maintenance. This Phase is to ensure the information system is fully functional and performs
optimally until the system reaches its end of life. The Operations and Maintenance Phase comprises the following:
management of changes to the system to support end users, monitoring of system performance, and
performance of required security activities such as backups, and continuation of end user support.
Also, this phase will provide users with the documentation and training required to use the system effectively.
Data Conversion will only occur once, but user documentation will be required. Deployment of the product will be
carried out, on the hardware that is going to be used in production (on live systems). Deployment itself requires
careful planning. Once the product is deployed, initial data will be populated, user training will happen.

 Requirements Analysis and Documentation

The proposed system is entitled “SPC ENROLLMENT SYSTEM”, a computer software that enables authorized users
to automate the enrollment system and record keeping of the school. The software will enable users to locate and
retrieve relevant student information and credentials, and generate enrollment summary report.
The completion of the design and development of software will depend upon meeting the following goals and
objectives:

1. To minimize the effort of the teacher-in-charge or the enrolling officer in updating student’s
record.
2. To speed up the enrollment process in all year levels.
3. To provide a database for student’s files so that the enrolling officers would easily update
records.
4. To provide enrollment and record keeping software that is fully accessible through Local Area
Network (LAN) of the school.
5. To generate reports that is fast, reliable and accurate.

 System Functionality
Administrator – The log-in and log-out services, one of the features of the system, will prompt authorized users to
enter user id and password. The administrator is the only authorized user of the system who can access all the
features of the proposed system software. It has a database that can be updated and maintained by the
administrator.
Registrar – The registrar’s office staff are prompt by the system to enter their user id and password. The staff may
input grades of students and validate them.
Cashier – The cashier is prompt by the system to enter their user id and password. Upon successful login in the
system, the cashier may view the enrollment statistics and students’ complete details. The cashier may receive
payments and print receipt.
  Design of Software and Process
After the gathering of data and identifying user needs through observation and interview as well as users
suggestions the researchers will create a design for the system to be developed.
All the requirements of the first phase are being used to contribute in the successful preparation of creating the
Computerized Enrollment System for administration and staff. This section will present the Context Diagram,
Decomposition Diagram, DFD Explosion for administrator, registrar, and cashier, and Entity Relationship Diagram
of the developed system.
 Requirements Definition Phase
Activities in this phase are the following: define system requirements, develop system process model, and
develop application logical data model, estimate system workload, and identify strategies for training end users.
During the Requirements Definition Phase, the researchers together with the beneficiary of the proposed system
will work together to establish the architectural boundaries for the project, to establish criteria for measuring the
technical performance of the system, and to baseline the requirements.
 Software Requirements
Development Tools
LARAVEL
The developers used this software in order to develop the design and screen forms as well as to build the
database and server for the Computerized Enrolment System.
Microsoft Access – For database Access manipulation, storage of records.

 Hardware Requirements
Minimum Hardware Requirements

- Intel Dual Core or Higher Processor

- 512 MB to 1 GB Memory (Recommended)
- 80 GB, Hard Disk
- Dual LAN Card
- Standard Keyboard
- Standard Mouse
- AVR/UPS
- Switch
- Monitor
- Printer

 Peopleware Recommendation
Software Developers:
Project Manager – Supervises and monitors the entire project activities and its development
System Analyst – Responsible for researching, planning and recommending software and system choices to meet
an organization’s business requirements.
Programmer – Creates the source codes for the development of proposed system. Must be expert with the
programming language to be used in the development of the system.
Researchers – Further researchers on the content and other studies related to current system being developed.
 Recommended Users:
Back-end user:
Administrator – In charge of maintaining and managing the table entries of files; keeps the server up, running, and
secure; keeps track of the log; updates the database, provides access to authorized users of the system.
Front-end users:
Cashier – One who have access to the payment and student ledger module and can receive payments and issue
receipts.
Registrar – One who has access to the registrar module and can input and validates grades of students and
generates report and student’s credentials.
                    The enrollment system may be utilized by beginners and professional users. The design and features suit
the needs of the target users (administrator, registrar, and cashier) to provide a fast, accurate and effective
enrollment and record keeping machine that provides the users of the system an accurate and reliable reports.
                      System Process Model. The researchers present the context diagram and the decomposition diagrams of
the proposed computerized enrollment system which show the procedures of each function, the users and the
expected outputs.
Decomposition Chart of the Proposed Enrollment System
The system has three modules, administrator’s, registrar’s and cashier’s module. The Administrator, will be
provided a module to manage sections, year level, school year (set active school year – used in current
enrollment), manage subjects, manage authorized users, and have full access to the system; Registrar,
manage students (view list), manage credentials (form 137 etc), view all enrolled student, view student record
(personal record, grades, subjects and teachers), grade input and validation; Enrollment/ Cashier, view
enrollment statistics – enrollment, view enrolled student complete details (view subject, year-section and
teacher)- enrollment, received payments, collectibles, payment list, manage fees and student ledger.
Database Model.  The researchers present the database model by utilizing the Entity-Relationship Diagram
(ERD) to establish the entity relationships of the related tables of the database for the maintenance of
students’ record, enrollment details, grades, student credentials, and student ledger.
The administrator will manage the enrollment details which includes the following: section school year,
subjects, faculty and staff and have full access to the system features. The Registrar staff will manage
credentials, student record and grades. The cashier will view enrollment statistics, .receive payments, list
collectibles, manage fees and student ledger.

Entity-Relation Diagram