STI College La Union

LUCI COMPUTERIZED ENROLLMENT SYSTEM

A Thesis Project
Presented to
Systems Technology Institute
STI College-La Union

In Partial Fulfillment
of the Requirements for the Degree of
Bachelor of Science in Computer Science

By:

De Guzman, Rizzalyn R.
Delos Reyes, Aaron Josef S.
Manangan, Melanie M.
Riveral, Carlo R.

____________________________________
Ms. Josielyn Huliganga
Thesis Adviser

March 2015
STI College La Union
ADVISERS RECOMMENDATION SHEET

This Thesis Entitled

LUCI COMPUTERIZED ENROLLMENT SYSTEM

By:

De Guzman, Rizzalyn R.
Delos Reyes, Aaron Josef S.
Manangan, Melanie M.
Riveral, Carlo R.

Submitted in partial fulfillment of the requirements of the

Bachelor of Science in Computer Science degree
has been examined and is hereby recommended

for acceptance and approval

____________________________________
Ms. Josielyn Huliganga
Thesis Adviser

July 2015

STI College La Union

THESIS COORDINATOR AND DEANSACCEPTANCE SHEET

This Thesis Entitled

LUCI COMPUTERIZED ENROLLMENT SYSTEM

By:

De Guzman, Rizzalyn R.
Delos Reyes, Aaron Josef S.

Manangan, Melanie M.
Riveral, Carlo R.

After having been recommended and approved is hereby accepted

by the Information Technology Department
of STI College La Union

____________________________________
Mrs. Chona V. Elizalde
Thesis Coordinator/Dean

July 2015

TABLE OF CONTENTS

Title Page
Advisers Recommendation
Thesis Coordinator and Deans Acceptance Sheet
Panels Approval Sheet
Abstract
Preface
Acknowledgement
Chapter 1 Introduction
1.1 Statement of the Problem
1.1.1 General Problem
1.1.2 Specific Problem
1.2 Overview of Current State of Technology
1.3 Objectives
1.3.1 General Objectives
1.3.2 Specific Objectives
1.4 Scope and Limitations
Chapter 2 Theoretical Framework
2.1 Introduction
2.2 Information Technology Concept
2.3 Non-Information Technology Concept
2.4 Summary

Chapter 3 Computerized Enrolment System of

LUCI COMPUTERIZED ENROLLMENT SYSTEM
3.1 Introduction
3.2 System Design Specification
3.3 Requirement Analysis Specification
3.4 System Requirements
3.5 Graphical presentation of the processes throughout the system
3.6 Summary
Chapter 4 Performance Analysis
4.1 Introduction
4.2 Experiments
4.3 Result and Analysis
4.4 Summary
Chapter 5 Conclusion

Appendices
Appendix A

Project Schedule and Work Assignment

Appendix B

Certification

Appendix C

Transcript of Interview

Appendix D

Sample Forms and Reports

Appendix E

Tables

Appendix F

Screen Design

Appendix G

Users Manual

Appendix H

Source Code

Bibliography
World Wide Web
Resource Persons
Personal Vitae

ABSTRACT

La Union Cultural Institute caters three-hundred students.

Preface

The proponents developed system entitled LUCI Computerized Enrollment System. Using the
manual operation for the enrollment system, there were problems encountered by the
personnel involved with it. The registrar had difficulty in searching the record of students,
assessing the fees is slow since they have to be accurate in computing the fees. Security of
files is another problem because some files are placed beside and under the registrars desk
and some are in filing cabinet. Thats why this situation of the office may affect the security of
the records like misplacement.

The Computerized Enrollment System will be beneficial to the school personnel since fees
would be automatically computed and the registration process would be easier. The proposed
system shall be a good market for the management to cater the needs of incoming students.

The following pages include statement of the problem, the determination of objectives, different
modules applied in the system, scope and limitations, and conceptualization of theories.

It also includes Data Flow Diagram (DFD) and Hierarchy Input Process output (HIPO); to
ensure the quality performance of the module included in this study, the developers made test.

ACKNOWLEDGEMENT

Every step the researchers have been through was a struggle in their part. Yet the
feeling of being encouraged and supported made them more determined to finish what they
have started. With this, they would like to express deepest gratitude to all the people who
willingly gave their support in making this study a successful one.

Thanks to all the employees of La Union Cultural Institute especially to their Registrar
Ms. Criselda Uy for letting us to conduct our proposed system and for their patience in
accommodating us during their interviews, who untiringly found their time for consultancy in
spite of their hectic schedule; they are more willing to guide us in our study.
Without their cooperation, the success of this research will not be possible.

We would like to extend our sincerest appreciation of our thesis adviser, Mrs. Josielyn
Huliganga for her priceless contribution sharing her knowledge on how to make a
comprehensive study and devoting her time beyond class hours. We also acknowledge the
effort of our IT Teachers, Mr. Jess N. Garcia and Mr. Christopher Yabut in providing ideas and
suggestions for the improvement of this study.

To our friends, classmates, relatives and teachers who helped and shared knowledge
and ideas to us, thanks to all of you.
Most of all, to our parents for the constant love and endless support. Without them,
this dissertation is simply impossible. To them, who worked industriously to support our needs
and spare no effort to provide the best possible environment for us to grow and to attend
school. Thank you, and this achievement is for you.
Lastly, to our Almighty God for all the blessings and guidance, for answering our
prayers for giving our strength to plod on despite our construction wanting to give up and
throw in the towel, Thank you so much Dear Lord.

The
Developers

CHAPTER 1 INTRODUCTION
1.1 Background of the Problem
Nowadays as technology continues to advance, computers are becoming essential to
people. Today, technologies have become widespread that even simple tasks are resorted to be
done with the aid of these powerful scientific inventions. Through the innovativeness and
technical knowledge possessed by men, computers are making revolutionary changes in the way

people live, play and work. The contribution of computers in the business fields has been
undeniably strong and effective. To perform a complex and tedious work in a very effective
manner could be attributed to a computer because of its usefulness like storing, retrieving, and
clever of processing information. The microcomputer and development of various software are
not just for scientific and engineering use as well as for business purposes made a significant
impact on the computer industry. The demand for them grew rapidly when people realized that to
make better decision or solve problem, it could be found at the tip of ones fingers at the quickest
time

possible.

Without us noticing it, our world has been innovated by technology in all possible ways this
millennium. People have been replaced by robots, tasks have been made easier by different
software, and newly developed technologies have been updated even before it has been
introduced to most of the world, and much more, faster than our imagination could catch. These
innovations aim to better utilize the existing resources and maximize their uses to be able to
bring out new or better products or results.
Computers have been used by different institutions to improve their services like
enrollment in every school. In terms of accessibility and convenience, computerized system has
been proven to be of great help to students, teachers and even parents.
The computerized world is a highly efficient one, which processing the big quantities of
data and keeping. The extensive records will not be a problem to a post industrialized society,
likewise the unreliable and slow processing and preparing student record and enrollment
summary of report.
At La Union Cultural Institute (LUCI) there is Three hundred (300) students in different
Grade year levels. The population of the students continuously grows particularly because of the
K12. Therefore, there is also an increase in the number of records handled by the Registrar.

LUCI committed to the task of bringing about a transformative education into the
community it serves, is an institution dedicated to Academic Excellence, Discipline, Values
Formation, and Service to the Community. No wonder LUCI ranks among the best schools in the
Region. From its high caliber faculty to its high achieving students, from its distinguished
records,
Alumni and countless contributions to the community. With its 80 years of existence, it
has proven Track Record of being the training ground to many successful professionals,
entrepreneurs and socially responsible leaders of our society. It also takes pride for uplifting the
lives of many less-fortunate people in our community through its scholarship programs. To
appreciate better, the role La Union Cultural Institute plays as an educational institution, let us
trace the roots and have a glance at the manifold and significant changes that have shaped La
Union Cultural Institute to what it is today.
The school was established in September 18,1931 a day before the 918 (Sept. 18, 1931)
incident in China, when the Japanese imperial army invaded the northern part of China. In the
beginning there were only more than ten pupils.
The original founders were the following: Mr. So Quiong (New Peoples Lumber), Mr.
Dy Leon Yok (New Life Trading), Mr. Chan LinMo (Luzon Trading), Mr. Chan Lintiao
(Businessman), Mr. Chan LeonCio (Father of Engr.Mariano Chan). They made use of the
Bodega of Mr. Chan SuiHio as temporary classroom and hired Mr. Yu BonGui as
Teacher/Principal.
In 1940, the student population had increased tremendously, the group thought of
organizing the Board of Trustees, Electing Mr. Chan LinYok as the first Chairman of the Board
of Trustees with Mr.So Quing, Mr. Dy TiongSan, Mr. Ting YekSiong (allias Dy KehHio), Gen.

Dy PiakChay, Mr. Lim SiuYok (Antonio Lim) as members. A few months later Principal Yu
resigned for good the school then engaged the services of Mr. Chan KokChing as principal, with
him as principal (Mr. Chan KokChing) the school was able to acquire a house and lot (now
owned by the Alfonso Lim Family) as our school building and Basketball court at the back. The
students had increased to more than 30.
1941 during the Japanese occupation the school stopped operation. Principal Chan
KokChing resigned and went back to Manila to join the Filipino Chinese Guerilla Movement
(Hiat Kan Tuan) and became a hero.
1945 after the war, our school was lucky for not being destroyed be the Japanese
bombardment of San Fernando, we were one of the few building structure left. Director Dy
TiongSan then initiated the revival of our school and hired the services of Mr. The Hualian as
principal (noe the Editor n Chief of the United Daily News in Manila).
Enrollment 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, enrollment 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 enrollment is now dreaded by them. Instead student
enrollees have to stand and wait of finishing it in an hour or two, sometimes students are made to
come back the next day or even after a week so that they can be officially enrolled. All these
have posed a problem which alarm this group of researchers and decided to pursue in resolving
the enrollment problem by designing and implementing a system of enrollment which is
computerized for smooth and less problematic flow of enrollment in the different curricular
offering of La Union Cultural Institute.

An integrated set of components for collecting, storing, and processing data and for
delivering information, knowledge, and digital products. Business firms and other organizations
rely on information systems to carry out and manage their operations, interact with their
customers and suppliers, and compete in the marketplace. For instance, corporations use
information systems to reach their potential customers with targeted messages over the Web, to
process financial accounts, and to manage their human resources. Individuals rely on information
systems, generally Internet-based, for conducting much of their personal lives: for socializing,
study, shopping, banking, and entertainment. One of the types of an information system is the
(TPS) Transaction Processing System. A transaction processing system (TPS) or transaction
server is a software system, or software/hardware combination, that supports transaction
processing. A transaction process system (TPS) is an information processing system for business
transactions involving the collection, modification and retrieval of all transaction data.
Characteristics of a TPS include performance, reliability and consistency.
Computers have been used by different institutions to improve their services like
enrollment in every school. In terms of accessibility and convenience, computerized system has
been proven to be of great help to students, teachers and even parents. The computerized world is
a highly efficient one, which processing the big quantities of data and keeping .The extensive
records will not be a problem to a post industrialized society, likewise the unreliable and slow
processing and preparing student record and enrollment summary of report.
Vision:
We envision La Union Cultural Institute as an educational institution dedicated
to excellence in basic education with focus on global business competitiveness, values formation

primarily through the integration of Confucian principles, and highest standard in Math, Science
and English.

Mission:
LUCI offers high quality education with a solid grounding in Math, Science and
English along with sound academic and professional training in business and economics. LUCI
expects its graduates to be competent professionals who can be gainfully employed in business,
government, education and cultural research, as well as informed citizens. Globally, they can
compete in the job market because of their professional skills and their proficiency in English.
1.1.1

General problem

How will the proponents develop a Computerized Enrollment System for La

Union Cultural Institute (LUCI) that will make the enrollment process more accurate and
reliable?
1.1.2

Specific Problems

The development of the system was made through the determination of the
proponents to solve the following specific problems in order to exceed the schools
current technology.
1.1.2.1

How to create a system that will speed up the process of registration and evaluation
for the students?

Enrollment begins with checking of requirements needed for enrolling,

to be followed by having to fill-up a registration form. Problems occur when
new and old students register together and old students will fill up a form
again even though they have their previous records. This causes a delay in the
enrollment process and duplications of the number of students at the place of
registration which can affect the ID numbering. Some parents/guardians fills
up registration form even though they are not yet going to pay, another
problem is the reservation, theyll fill up registration form and the registrar
Ms.Criselda Uy will keep the form and parents will just come back anytime
they want to pay during or before the enrolment day ends. The problem is that
not all the time the registrar is around the office, sometimes the librarian
Mrs.Imelda Villanueva is left incharge and if the parent/guardian who made
reservation returns the one in-charge is not informed if the enrollee had
already filled up his/her registration form that is why they will need again to
fill up another one causing duplication.
For the evaluation process a teacher is in charge of scanning
documents one after the other and interviews the enrollee for the evaluation.
Furthermore, the Principal Mr.Ramil Torres is in charge of determining
whether the student/s or enrollee is qualified to enroll. This is important to
distinguish the students who can enroll and who have to undergo summer
classes or Enrichment Program. A delay in the enrollment process occurs
because the enrolment for regulars and enrolment for summer class and
enrichment programs occurs at the same time.

For school that are still using a paper-based enrollment system, this
process is a prime candidate for becoming a computerized process. Their
procedure of enrollment requires too much work because the one in-charge of
the registration and assessment is only done by one person, thats why the
current system adds discomfort to students, parents and the one personnel incharge in the enrollment procedure because the process is tedious and slow.
They cant accommodate and process many enrollees in a short period of time
also errors cant be guaranteed to disappear during the enrollment causing
slow transaction.
1.1.2.2

How to create a system that will automatically assess fee?

Huge numbers of students come unexpectedly. Writing down and
identifying the necessary fees for students make the flow of work slow. The
registrar manually computes payments and balances using a calculator. The
registrar must also double check the computation to ensure consistency and
accuracy. This process consumes a lot of time resulting to slower process of

1.1.2.3

assessment.
How to create a module that will automatically provide schedule and sectioning for
both teachers and students in case of students population increased?
Huge numbers of students is not easy to manage for scheduling and
sectioning because you need to know the availability of the rooms, sections
and the availability of the teachers which is a time consuming process. After
the enrollment period, the principal of the school prepares the schedules for
teachers and students. The personnel in-charge will review and compare the
schedules of teachers and students. Then the schedules prepared will be given
to teachers. Additionally because of the unexpected increased of students

population recently in LUCI, sectioning is greatly needed because 1 room

isnt enough to cater huge number of students.
1.1.2.4

How to create a module that would ensure the security of all the school records?
After the enrollment process, the School Registrar keeps all the
gathered files and records in a filing cabinet in the office. The needed records
are not that secure and safe. Also a paper-based system will result difficulty in
making back-up because every page/file would have to be re-written or
photocopied. This means extra storage space. Records arent that secured
because those files are very prone to damage, Philippines is no stranger to
natural disasters. So there is a real chance the record office including its
documents could be damaged or wipe out by flood, fire or other extreme
weather event.
While less dramatic, students records are kept in filing cabinet until
such time that the registrar needs to review those files and records, big
possibilities that the file may already be damaged, faded or torn. They might
be misplaced when stored only in a certain place like filing cabinet.

1.1.2.5

How to create a module that will generate report?

After enrollment, the Registrar collects all necessary information and
records manually and prepares reports needed by the school such as List of
Teachers, Teachers Schedule, List of student per year level, List of Students
per School year, List of Student per subject, Student Grades, Promotional
Report, Student Account, and Maintenance Report.
1.2 Current State of Technology

Presently, the school is having a population of four hundred(400) students. LUCI

maintains a Limited Class Size to maximize learning (max. of 25 students only). They do
prefer a conducive Class Size that is why LUCI ranks among the best schools in the
Region. As we get to know more LUCI we have witnessed how they provide service for
their students and how they cope up with the problems that had occurred when the
population of the students increased. And because of they do have the most Modern
Facilities in La Union they want to improve their Enrollment system and decided to
convert it into a Computerized system. Their main concern is that to have a far more
better, faster, convenient and accurate system to process transactions that will result into a
paperless environment. By the help of our proposed project , tasks can be done
automatically and that will lead to saving the countless hours that may otherwise have
been spent on doing the job manually.
The said manual process of their Enrollment system is now beginning to make
their work piled up and makes it hard for them to handle due to the increased number of
the students population. These are the current state of their technology, throughout the
enrolment period the first step would be the Registration process, the enrolment for
regular students and the enrolment for summer class and enrichment program occurs at
the same time which is very hard to handle because the registrar Ms.Criselda Uy is the
only person in-charge in the registration process. The enrolees which is the new students,
old students and transferees is required to fill up registration form, enrolees are also able
to make reservations. Evaluation is the next step, in here a teacher is in-charge in
interviewing the student then after that the Principal Mr.Ramil Torres will be the one to
evaluate the student, he then will decide what level the student must be or if the student
needs to undergo summer class or enrichment program. In LUCI they dont conduct

entrance exam for the enrolees but because of the promo they provided which is a Free
tuition fee (all levels) for all new students including transferees, they only cater limited
slots for this promo that is why they needed to conduct an entrance examination for them
to determine the student who deserves the discount. After the evaluation process, the
Assessment of fees follows and writing down the breakdown of fees is done often. The
registrar manually computes payments and balances using a calculator. After the
assessment of fees, Ms. Criselda Uy will then file up the registration forms and
encode/record the names on the excel in her leisure time.
These are the Entry requirements for PRE ELEMENTARY (Nursery, Kinder,
Preparatory) Must be ages 3, 4, 5 , Birth Certificate (issued by NSO), Two (2) identical
copies of your recent 2 x 2 ID pictures. While in ELEMENTARY (Grade 1 to Grade 3),
Entrance Exam/Interview, Original Form 138 (report card), marked Eligible for transfer
and signed by the principal, Certificate of Good Moral Character , Birth Certificate
(issued by NSO) , Two (2) identical copies of your recent 2 x 2 ID pictures.
ADMISSION POLICIES AND PROCEDURES
1. General Admission Policies
La Union Cultural Institute reserves the right to deny admission to Students by
reason of moral and/or academic standing. Admission of new students and transferees to
the Pre-School, Elementary, High School are based on the following:
Results of the admission or entrance examination, Personal interview, Evaluation of the
academic performance and character, Acceptance of the schools philosophy of education,
objectives and policies by the Students and parent

2. Registration and Enrollment Procedure

OLD STUDENT
Original Form 138 (Report Card) not otherwise cancelled, Summer grades, if applicable.
Note: High School Students who fail any subject are required to take summer classes at
LUCI immediately following the School Year that just ended; Elementary Students with
failing grades in any subject especially English, Math, Science must attend an
enrichment program at LUCI during the summer immediately following the School Year
regardless of the passing general weighted average. Duly filled out Students Registration
Form countersigned by parent/guardian.
TRANSFEREES
PRE ELEMENTARY (Nursery, Kinder, Preparatory) Must be ages 3, 4, 5. Birth
Certificate (issued by NSO). Two (2) identical copies of your recent 2 x 2 ID pictures.
ELEMENTARY (Grade 1 to Grade 3) Assessment/Interview, Original Form 138
(report card), marked Eligible for transfer and signed by the principal. Certificate of
Good Moral Character, Birth Certificate (issued by NSO), Two (2) identical copies of
your recent 2 x 2 ID pictures, If alien, photocopy of ACR/Study permit.
INTERMEDIATE AND SECONDARY (Grade 4 to 4th year) Entrance Exam/Interview,
Original Form 138 (report card), marked Eligible for transfer and signed by the
principal. Certificate of Good Moral Character. Birth Certificate (issued by NSO) and
Two (2) identical copies of your recent 2 x 2 ID pictures, If alien, photocopy of
ACR/Study permit.

Fees and Payments

Due Dates Annual Upon enrollment; Semestral 50% Upon enrollment & 50% 1st
Friday of October; Quarterly 25% upon enrollment and two (2) weeks before every
periodical exam; Monthly Every first Friday of each month; Surcharges: 2.5% per month
of the amount due shall be collected for late payments.Withdrawal and Refund: Only
those who paid in full for a year shall be entitled to refund subject to the following
conditions
a. 80% within the first week classes of the total amount paid for the school year; b.
50%- within the second week of classes regardless of whether or not he/she has
actually attended classes; c. No refund after the second week; d. No refund for
quarterly & monthly payments;
NOTE:
Enrollment in the Pre-Elementary, Elementary, and High School is for the entire
school year. The tuition and miscellaneous fees are due in full the moment the
student/s enrolls. That the student/s may be allowed to pay in installment DOES NOT
mean

that

Failure

to

he/she
settle

fully

pays

only

the

outstanding

for

the

balance

months
before

the

attended.
incoming

school year is a ground for non-admission. The release of any and all transfer
credentials is withheld pending full settlement of financial and/or property obligation
to the school.
Referring to the table of tuition fees, miscellaneous and common charges, the
Registrar manually computes the summation of particular fees for every student. The
assessment is done by the registrar by computing the payment using calculator by
subtracting the down or full payment from the assessed fees to come up with the
outstanding balance. This process is aided by the use of pen, paper and calculator
causing slower processing of assessment. The Registrar takes some time in checking

the final assessment because of trial and error method. Thus, the registrar checks not
less than three times. Once the result did not meet with the previous ones, the
registrar adds the particulars again to have the most consistent and reliable result.
Schedule of classes and examination shall be prepared by the campus
Principal. La Union Cultural Institute is using averaging grading system. The
submitted grades are the bases in the preparation of promotional report to be
forwarded to the DEPED office. The grades of students are computed in accordance
with the prescribed norms and standards established by the Campus and with
regulations prescribed by the Department of Education (DEPED)
Regarding reports, the registrar gathers all the records needed that are kept
mostly in the filing cabinet/Record room. The registrar scans sorts and analyzes them
manually. The computers in the office are used in the preparation of reports using the
MS word application. The output is computerized but not automated.
The proponents found out that it is necessary that involvement by human
intervention in this type of system should be done. If not changed, the manual method of
doing process in terms of enrollment system, errors and redundancy cannot be avoided
resulting to difficulty in the retrieval and preparation of data reflecting to inefficient
organization.
1.3 Objectives
1.3.1 General Objectives
The main objective of this proposal is to convert the Manual Enrollment
System of La Union Cultural Institute to a Computerized Enrollment System
running on a network in order to speed up the process of their enrollment system,
allowing less human involvement and give adequate storage space and security of
records. Additionally to smoothen and improve the flow of system that will
eliminate the unnecessary steps.
1.3.2

Specific Objectives

1.3.2.1 To be able to create a module that will speed up the

registration and evaluation process.
The system provides a module that will speed up the process of
evaluation and registration of students by automating these two
processes. There will be a module that will identify the new, transferee
and old students who are previously enrolled to access their passed,
failed or dropped subjects and need to undergo summer classes or back
subjects. And it promotes paperless environment that saves resources
and time for both students and administration. It also includes
monitoring of some important updates on the students personal
information, likewise, students records monitoring allows the user to
edit and update students necessary.
1.3.2.2 To be able to create a module that will facilitate faster
assessment to students accounts
The module to be created will automatically compute the students
tuition fees, miscellaneous fees and other fees without using calculator.
Notice of payment will be generated and at the same time it shall be
flexible for any changes and additional payments that the school may add
to breakdown of miscellaneous fees for the future. The module is also
capable of accommodating future payments and other payments that the
students tend to settle.
1.3.2.3 To be able to create a module that will help the User/Dean to
provide schedule and sectioning for both Teachers and
Students.

The module to be created allows the distribution of section of

students to be automated. Number and availability of Teachers, rooms,
students, can all be monitored by the user. Prior to this, any problem like
time conflicts will be automatically detected and can be solved
immediately, thus, scheduling and sectioning may be done easily as well
as the releasing schedules and sections.

1.3.2.4 To be able to create a module that will ensure the security of all
the records of the school.
The module to be created ensures the security of every record
which is collected during the enrollment of students; it also aims to
eliminate the paper-based records of the school. The module also provides
a user level account in order to protect the student information and other to
protect the student information and other important records from
unauthorized person. The system can also keep huge amount of records
saved from the database and at the same time the system can perform also
back-up recovery of files that will be good enough for storing data.
1.3.2.5 To be able to create a module that will lessen the time spent in
generating reports.
The module to be created will automatically generate report
accurately and easily by the use of searching the particular data that are
needed and the user can easily print reports such List of Teachers,
Teachers Schedule, List of student per year level, List of Student per

section, Student Grades, Master List, Promotional Report, Student

Account, and Maintenance Report. This capability will be included in the
system for the beneficiary of the school.

1.4 Scope and Limitations

Our main concentration of this study is on how to convert the manual enrollment system
of La Union Cultural Institute Campus to suit for the modern technology just like Project
Management.
1.4.1 Scopes:
1.4.1.1 File Maintenance:

School Year Maintenance allows the user to create or update school year date.

Curriculum Year Maintenance allows the user to create a curriculum year for the corresponding
courses.

Room Maintenance allows the user to enter new or

update room.

Semester Maintenance allows the user to create start and end schedule of a semester.

Sections Maintenance allows the user to enter new or

update section.

Subject Maintenance allows the user to add new or

update subjects with corresponding curriculum.

Tuition Fee Maintenance allows the user to add or update any changes of school tuition fees.

Student Record Maintenance allows the user to update student records.

Miscellaneous Fee Maintenance allows the user to add or update any changes in miscellaneous
fees.

Others Fee Maintenance allows the user to add or update any changes in others fees.

Discounts Maintenance allows the user to add or update any changes of the discount fees.

Periodical Schedules Maintenance Allows the user to set the schedule for 1 st Grading, 2nd
Grading, 3rd Grading and 4th Grading.

Payment Schedules Maintenance Allows the user to set the payment schedule for Prelim,
Midterm and Finals.

Class Schedules Maintenance allows the user to set

schedule for subject with their corresponding Teacher.

Official Receipt Numbering Maintenance allows the user to set the numbering of official
receipts depends on OR number been released by the BIR.
1.4.1.2 Transactions:

LAN Mode Registration - allows the students to register on a

distributed application network, sending registration data to the

system database.
Registration - allows the user to register a student by filling up

registration

forms and checking necessary requirements.

o New Student
Freshmen
Transferee
o Old Student

Discounts Entry Allows the user to add discounts for the student.

Assessment of Fees - allows the user to assess fees of

students by generating and itemizing the particulars for the student
assessment.

Re-Assessment of Fees - allows the user to re-assess the payment

of students to change the generated and itemized
particulars of students assessment. Payments - allow the user to
settle accounts students by systems capability of calculating
payment which is assessed during enrollment.
o Receive Payment
o Periodical Payment
o Other Payments

Schedule Print - allows the user to print the schedule of the selected enrolled student.

Sectioning - allows the user to designate section of students with respect to their year level.

Adding Subjects - allows the user to add subject of the student.

Grades Data Entry - allows the user to input student grades.

o By Student
o By Subject
o By Teacher

Notice of Payments - allows the user to view or print list of students with delinquent accounts
every examination.
o Individual
o By Section

Official Receipts allows the user to print the official

receipt.
1.4.1.2 Inquiry:

Registered Students allows the user to view and print all registered students.

Assessed Students - allows the user to view and print all assessed students.

Enrolled Students - allows the user to view and print all enrolled students.

Students Accounts - allows the user to view students

accou
nts.
o Individ
ual
o Year
o Level
o Section

Account Ledger allows the user to view the remaining balance.

Student Grades allows the user to view the grades of the students.
o By Section
o Individual
o Teacher
o By Student

Issued OR allows the user to view or print the list of issued OR.

Cancelled OR - allows the user to view or print the list of cancelled OR.
1.4.1.3 Reports:

List of students per subject - allows the user to print or view name of students by subject.

List of student per section - allows the user to print or view name of students by section.

List of student per year level allows the user to print or view the list of student by year level.

List of student per semester allows the user to view or

print the list of student by semester.

Master List - This report allows the user to view students who had enrolled every school year.

Students Account
o Full payment allows the user to view or print the list
of students who paid in full.
o Installment allows the user to view or print the list of
students who paid installment.
o Settled
o Unsettled

Teachers Records

o List of Teachers allows the user to view or print the

name of Teacher.
o Teachers Schedule allows the user to view or print
individual schedule of Teacher

Maintenance Reports
o
o
o
o
o
o
o

Curriculum List
School Year List
Semester List
Section List
Rooms List
Tuition Fees
Miscellaneous Fees

o Other Fees
1.4.1.4 Utilities:

System Database

Connect to allows the workstation user to connect

to the server.
o

Backup - Copy of the prepared database. Restore of the database can be done if part or all part of
the database are lost or damage.

Recovery - It allows reloading of the saved data into the database and recovering data in case of
failure.

System Users
o Profiles allows the user to view and update profile.

My Profiles

Lock Access allows the user to lock and unlock the system

System Date and Time o Date Modified allows the user to set or edit the
date. o Time Modified allows the user to set or edit the
time.

Audit Trails allows the user to view the record action done by the user on the system.

Users Log allows the user to view the login summary of time and date period.

1.4.2 Limitations

The software is exclusively for La Union Cultural Institute- Campus only.

Online Payment, check, and credit cards are not included in the system.

The Schools Grading System is excluded. It only records students grade per semester.

CHAPTER 2 THEORETICAL FRAMEWORK

2.1 INTRODUCTION
In order to accomplish the objective of the system the following concepts and
theories were applied by the developers.
2.2 Information Technology Concepts

2.2.1

Transaction Processing System

The Use of Master File and Transaction File

Master file is a collection of records pertaining to one of the main subject
of information system. Master file contain descriptive data, such as name and
address, as well as summary information while transaction file is a computer filed
containing relatively brief data about a particular data processing task.

Data Entry

Direct input of names, addresses and other information in the appropriate

data fields of a database and retrieval system, through the use of a human data
input device such as a keyboard, mouse, stylus, or touch screen, or through speech
recognition software. Data entry can be performed by an individual typing at a
keyboard or by a machine entering data electronically.

Data Integrity

Data integrity is imposed within a database at its design stage through the
use of standard rules and procedures, and its maintained through the use of error
checking, validation routines and correctness of data despite hardware failures,
software bugs or human error. Data that has integrity is identically maintained
during any operation, such as transfer, storage or retrieval.

Data Validation

Data Validation is the process of ensuring that a program operates on clean,

correct and useful data. It uses routines, often called validation rules or check routines
that check for correctness, meaningfulness, and security of data that are input to the
system
Error Trapping
Error trapping is the capability of the system trap of the system to trap errors
during run time to ensure data integrity of the records rather than having programs
unceremoniously abort or ignore a serious error, possibly causing loss of data.

File Maintenance

The application of records management principles and techniques to filing

practices in order to maintain records properly, retrieve them with efficiency, ensure their
integrity, and make their regular disposition more practical. The periodic updating of
master files that includes the routine changes, updates, copying, moving and/or deleting
of files on a computers or servers that are serving a huge amount of files.
Report Generation
Report generation is an integral part of enterprise application development.
Choosing the right kind of report generation strategy decides the success of the

application in terms of cost and performance. The white paper discusses some of the key
factors that need to be considered when architecting reporting system.
Backup

It is a copy of the prepared database. Backup or the process of backing up, refers
to the copying and archiving of computer data so it may be used to restore the original
after a data loss event. Restore of the database can be done if part or all parts of the data
are lost or damaged.
Data Recovery

It is the process of recovering data from damaged, corrupted, or inaccessible

secondary storage media when it cannot be accessed normally in case of failure and
allows reloading of the saved data into the database.

Archiving

Stores copies of file containing data which is out of date, but which is kept for
future references.

Data Security

It means ensuring that data is kept safe from corruption and that access to it is
suitably controlled. Thus data security helps to ensure privacy. It also helps in protecting
personal data.

Data Normalization

Data normalization is the process of reducing data to its canonical form. For
instance, Database normalization is the process of organizing the fields and tables of a
relational database to minimize redundancy and dependency to improve data consistency
and future enhancements. In the field of software security, a common vulnerability is
unchecked malicious input. The mitigation for this problem is proper input validation.

2.2.2

Networking Theories

Networking is the construction, design, and use of a network, including the

physical, the selection and use of telecommunication protocol and computer software for
using and managing the network. Networks are built with a mix of computer hardware
and computer software.

One of the most commonly used in networks set up is Star Topology. In the Star
Topology there is a central connection point called the hub or sometimes just a switch.
In a Star Network the best advantage is when there is a failure in cable then only one
computer might get affected and not the entire network. Hacked malicious input. The
mitigation for this problem is proper input validation.

2.3 Non Information Technology Concepts

2.3.1 Registration

The registrar is responsible for the maintenance of all academic records and may
include such duties as: maintenance of class enrollments, providing statistical information
on student enrollment and retention policies and verifications of the completion of degree
requirements for graduation.

2.3.2 Assessment of Fees

It is the process of listing and breaking down items with respect to be paid by the
student according to the number of units enrolled per school year. It can be in an
installment basis in cash.

2.3.3 Scheduling

It is a process of specifying the sequence and time appropriated for each subject in
the procedure. The academic head is assigned with it. It is written or printed statement of
details in tabular form.

2.3.4 Evaluation

Evaluation is the systematic collection and analysis of data needed to make

decisions, a process in which most-run programs engage from the outset. The process of

judging, value or worth of a program or student performance based upon established

criteria, using the data gathered in assessment. It determines how well the students
performance fulfills the competencies of the school for completion of a particular grade
and year level, program or course. Evaluation is based on the pre determined set
examinations, research projects, and term papers.
2.3.5 Credentials

It is a formal issued by the registrar once a student has met the schools
requirements for completion each year level. These may be a certificates, diplomas or
degrees.

2.4 Summary

In this chapter the developers discussed the concepts and theories that serve as guide in
development of the study. There are two classifications: Non Information Technology concepts
for the Enrollment System and Information Concepts for the terminologies of Computer Science.

CHAPTER 3: COMPUTERIZED ENROLLMENT SYSTEM OF LUCI

3.1 Introduction
LUCI encountered problems in the enrollment procedures and gives the group an
opportunity to start solving problems by a developed Computerized System that will handle the
cause. Aside from more quality of service and more systematic approach, the developed system
will help all the personnel involved in any ways of procedure, garnering a notch higher
efficiency, convenience, and reliability of scope. The developed system generates reports needed
by the school, students, and other agencies like CHED. The developed system provides the
automation of assessment, evaluation of grades, scheduling and printing of reports. User access
level is implemented to ensure the security and privacy of different documents from an intruder.
The system also provides a module for data input, record updating, and search operations such as
students records, list of teachers, rooms, subjects, schedules and accounts of documents.

3.2 System Design Specification

To develop the system, the developers used Microsoft Visual basic 6.0 as the
programming language platform and Microsoft Access as the database application support for
recording and retrieving of data. The developed system was implemented on a network based
environment and running on a Bus Network Topology in order to improve better data
transmission from one place to another in the Local Area. The user login module is developed
and included in the system in order to prevent unauthorized or illegal access. Each user type has
different functions and only a recognized user name, user type and correct password will led

exactly to a profile which was intended for legal access rights and module jurisdictions. The
system has registration module to facilitate the registration process for new, old, and transferee
students. This module enters student information like personal background, family background,
and other information closely related to a student. The Scheduling Module makes it easier to
determine the conflicts on subject schedules enrolled by the student. The assessment module
which was intended for the assessment of fees makes it even consistent and precise generation
for Full and Installment payment breakdowns.

The location of the server for this system is in the registrar office, for the registration
proceedings, viewing of students records, subjects, schedules and grades and in generating
necessary reports. The work station for evaluation will be placed in the deans office. In the
registrars office, a work station is placed for the assessment of fees which is used by the
registrar. In the cashiers office, a work station is placed for the payment which is used by the
cashier.

3.3 Requirement Analysis Specification

3.3.1 Data Gathering
Data gathering is the process of gathering information from the customer in order
to know all necessary information that are needed in making a system. The developers
undergoes data gathering by conducting an interview with the personnel who are involved
in the enrollment procedure of the school. Upon the completion of the requirements for
the project, the group provided an appointment letter duly signed and noted by
coordinators, so as for transmittal from thesis adviser to the LUCI and to be signed by the
school registrar Ms. Criselda Uy. Once the letter was approved by the school registrar, the

group allowed for interview to gather information about enrollment procedures, events
and produces reports.

The group prepared questionnaires which serve as a guideline in data gathering

proceedings, making sure that the data to be gathered is in the correct track and that some
procedures may be clarified. The group finished conducting the first interview in
enrollment procedures of LUCI with their school registrar. The succeeding weeks was
consumed for the clarifications of subsequent matters concerning enrollment routes and
document productions such as official receipts, accounts ledger, evaluation forms, grades,
and promotions. Moreover, if the data gathering procedure may seem to be less, the group
has taken particular solutions of getting information from a library or internet research to
come up with a more reliable source and have a reliable start.
3.4 System Requirements
3.4.1 Hardware Requirements
The development system has hardware components that have a greater effect on
its performance and operation. The hardware components with the necessary
specifications are the following:

Pentium 4 or higher (file server and work station) at least 1GB RAM or higher is

recommended.

At least colored monitor or higher with at least 32bit, hardware peripherals such as

standard keyboard, mouse (PS2), barcode scanner and a printer in the registrar and cashiers unit.

For the LAN connection, an UTP Network Cable, RJ45 and a HUB are used to connect

the different workstations in star topology type.

There is at least higher than 30GB of hard disk capacity for the storage of all information,

and for the database.

3.4.2 Software Requirements

The following software is used to implement the system efficiency:
Windows XP Service Pack 2 or Windows 7 (32-bit)
-

It is used in operating the system in which the software runs.

Microsoft Visual Basic 6.0

-

The programming language used to design source code of the system by the

developers.
MS Access XP
-

This serves as the storage of all information connected to the system.

Data Report
- This software was used by the developers in generating reports.

3.5 Graphical presentation of the processes throughout the system

To understand the flow and relationship of data, developers created a diagram
called DFD (Data Flow Diagram) in developing the system database of computerized
enrollment of LUCI, this diagram includes layout of data relationships and structure of
related tables which works significant in the underlying processes and procedures that
exist in the operation of enrollment proceedings.

3.6 Summary
This chapter tells about the system being developed and what are being used and
done. The modules listed are the following; security module, log-in, registration,
assessment, data report and utilities for back-up and recovery, archiving and maintenance
module.
The system has a required hardware and software needed to run the system, where
System Design Specification is part that gives details about the system, this procedure are
the following: Data Gathering, Interviews, Web Browsing and Guidance from the IT
Teachers Graphical Interface discussed the step by step procedures Enrollment for easy to
understand, Data Flow Diagram (DFD), Entity Relationship Diagram (ERD) and
Hierarchical Input Process Output (HIPO) are also included in this chapter.

Data Flow Diagram Proposed Syste

(F

New Student
reshmen/Transferee
)

LAN/WEB

Registration

Dean

Evaluation

Subject
Schedule

Old Student

Registrar

Assessment

Payment

OR

Class Card

Dean

Registrar

Cashier

Evaluation

Assessment

Payment

Subject
Schedule

Class Card

Cashier

OR

Splash Screen

Switchboard
Panel

System Date/Time
Advisory

Log In Form

Main Page
1.0

File
1.1

Transaction
1.2

Inquiry
1.3

Reports
1.4

Wind
ow
1.6

Utilities
1.5

Log Out
1.8

Help
1.7

Exit
1.9

Help
1.7

About
ISPSC
1. 7.1

Project
Documentation
1. 7.2

Program
Creators
1. 7.3

Quick
Access
Panel
1. 7.4

File
1.1

Curr iculum
Year

1.1.1

Tuition
Fee

1.1.10

School
Year

1.1.2

Miscellaneo
us Fee

1.1.11

Semester

1.1.3

Others
Fee

1.1.12

Course

1.1.4

Discounts

1.1.13

Sections

1.1.5

Rooms

Subjects

1.1.6

1.1.7

Periodical
Schedule

Payment
Schedule

Class
Schedule

1.1.14

1.1.15

1.1.16

Instructors

1.1.8

OR
Numbering

1.1.17

Student
Record
s

1.1.9

Calendar
of
Activities

1.1.18

Utilities
1.5

System
Database
1 .5.1

System
Date/Time
1. 5.3

System
Users
1.5.2

Date Modify
1.5.3.1

Profiles
1.5.2.1

Connect
To
1.5.1.1

My Profile
1.5.2.2

Backup

Recover

1.5.1.2

1.5.1.3

Lock
Access
1.5.2.3

Audit Trails
1. 5.4

Time Modify
1.5.3.2

User Logs
1. 5.5

CHAPTER 4: PERFORMANCE ANALYSIS

4.1 Introduction
Some experimental activities were made by the developers; analysis to ensure the
qualitative performance and reliability of the software developed.
4.2 Experimental
Many experimental activities were done by the user, sample data are inputted to test to
ensure efficiency and accuracy of the system. Here are some analysis used and testing the
performance of the system.
4.2.1 Function Testing
It checks the accuracy of the systems that performs its function as specify in its
designated requirements.
4.2.2 Performance Testing
It is the process of testing the performance of different system modules if the
requirements are met and working properly upon using the system. Some of the types of
the performance test are: Quality test and maintenance tests. Quality test are made to
evaluate the system reliability, availability and maintainability. Maintenance test ensure
that tools and maintenance in formals were working properly.
4.2.3 Acceptance Testing
Checks that the system performs its function as specified in the requirements.
Sometimes this test called thread testing, because it is easier to find the cause of a

problem in a small set of components rather than in a large one indicating what the
system supposed to do.
4.2.4 Installing Testing
In the process of testing with respect the presence of the customer to
determine what test are needed on-site. Developers also should discuss the kind of
devices from hardware up to software and should establish proper communication to
other user of the system for allocating files and assign appropriate function and data.
Installation of testing is formally delivered when the customer satisfied with the results.
4.3 Result and Analysis
The developers had done testing in each function or module to complete
completeness scope of the study. Users login form was first tested. During data entry, only
authenticated users are allowed to use the system. They had chosen a wrong user name and enter
default password. A button is created to switch user only if password is not yet inputted. The
system allows three consecutive attempts to enter system choosing the right user name and type
the right password indicating that this form is running properly. Other modules are also tested
like admission, registration, assessment, scheduling, evaluation, credentials and maintenance
which cover the major module of the system. The developers conclude that the system defines
and checks acceptable input for fields, and to accept or reject the data in the database. As the
function testing is ongoing, performance testing is executed, the developers encountered such
errors and debugging of their source code. The developers then performed identifying and
analyzing correct code for each module. Making sure code components work correctly separately
and together. Ensuring the software was no data written redundancy and no wrong usage of

functions were made. The developers test the system with the presence of our before releasing
the system to the costumer. The developers assure the costumers that the system they requested is
the system that was built for them .During the installation, the developers should have to discuss
the kinds of devices from hardware up to software and should establish proper communications
to other users of the system for allocating files and assign access appropriate functions and data.
When the costumer satisfied with the results, installation testing is formally delivered.
4.4 Summary
In this chapter, the discussion is all about testing and analysis of the system. Many
experimental testing were performed to ensure the completeness scope of the study. The
developers determine some problems and debug during the test and all of these help them to
develop an efficient system.