ABSTRACT

The Computerized Enrolment System was proposed in replacement of the manual

process of enrollment in public high schools for it to have an organized flow of transaction and
an ease of work. The study is concerned on how the manual enrolment performs throughout the
company’s transaction. The numerous transactions that the manual system covers, such as
updating and adding student records, generating the advising and assessment slips, and the like
are commending the manual enrolment system to be inefficient for the needs of the
institution.
Since the study involves proper records handling, tracing the constraints and
evaluation of the manual system is essential. Thus, the proponents gathered
necessary data that will help in the progress of enhancing the existing system.

Introduction
Nowadays computer serves as an important role in our society, most especially in school
premise. Most school uses computer to help their students deal in our modern technology. But as
the population of the students continue to grow, many school face difficulties in handling their
enrolment in a manual process. And one of the solutions in this problem is to make their manual
enrollment into a computerized system. 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 information here can be viewed in just a second
without worrying that a single file is lost. The idea behind a 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.
The proponents study focuses on the development of Computerized Enrollment
System for Public High school to provide solution to the problem encountered by the school in
operating its manual enrollment system. This has been done by only for the benefits of the school
and researchers, but also in the field of information technology in our country to create
awareness about the computer based system in some developing areas. This project will be
presented in computer base system on a C Sharp which is program software tool and SQL which
is the database. Generally the new software program would provide ease of enrollment, timeless,
in payments and provide fast response to each transaction; it will be efficient in term of speed,
reliability and accuracy in this outcome of the process.
The proponent come up with the study entitled Computerized Enrollment System for Public high
school it became the subject because the student suffered the tedious and time consuming manual
enrollment system.
The proponents main purpose is to developed a software to improved the old and manual
enrollment system for Public High school to manifest the optimum benefits that the user would
get once the new enrollment scheme is implemented to design an effective and efficient system
in terms of speed, of reliability and accuracy and to ease the enrollment system for
computerized-based system effectively to benefit both the faculty and students community. In
this study, the use of C Sharp and SQL database will help to improve the efficiency of the
enrollment in the Public High school.

Background of the Study

The study intends to make a computer based system for enrollment system. The system will be
compose of system pages focuses on the Computerized Enrollment System with several features
on which teacher and students will be the user and beneficiaries of the system. These are meant
to support and to make the enrollment procedure easier than the old and manual enrollment
system.
      The researchers will develop a system that can minimize the processing time in order to
access records of the students quickly so that enrollment process will be much faster than usual.
Enrollees will be more comfortable for the system that researchers will develop because of fast
and consistent processing of schools enrollment system. Researchers of the system will be aware
of the existing problems that enrollees and the school are experiencing in the past few years to
develop a system that will provide a solution to their needs for them to be comfortable of what
the propose system will provide.
      Users or the facilitators of the propose enrollment system will also benefited   for the reason
that they will not do the usual way   they do when they are processing the enrollment forms or
records of the enrollees. Instead of doing the usual way or the manual system of processing
records of the enrollees they can now use a GUI or graphical user-interface, all they have to do is
to press the mouse and enter data of an enrollee from the keyboard to manage the propose
enrollment system.

Objectives of the Study

1. To provide a better and easier way for the enrollees to transact to their records during
enrollment that is being managed by the facilitators of the enrollment system.

2. To analyze the problem through the use of Data Flow Diagram and ERD models.

3. To develop a software that will improve the old and manual enrollment process to a

computerized enrollment system for public high school.

4. To manifest the optimum benefits that the user would get once the new enrollment scheme
is implemented.
 5. To present the advantages of implementing Computerized Enrollment System, both for
school, and students community.

6. To design an effective and efficient system in terms of speed, reliability and accuracy.

Conceptual Paradigm

Input Process Output

Student Stored
Existing information and information of
enrollment payments student and
system. payment written
Student in paper
Proposed information and
enrollment system payments stored Stored
in database. information of
student and
payments printed
in paper

Figure 1. Conceptual Paradigm of the Proposed System

Significance of the Study

The preparation of such an undertaking focuses on improving the enrollment system for
the benefit of both the student community and the school administration, the students shall have
the opportunity to ease and reduce the time of their enrollment. They would also have an
increase in awareness of the evolution of new and modern information technology. The same is
true for the school administration personnel. For the school, although the full implementation of
real computerized enrollment system would in our huge initial spending, the net end effect is
higher productivity for its personnel and greater profits too. The administration will have the
opportunity to eliminate the redundancy of works faster, response in processing the assessment
of student, a reliable record keeping system and secured and efficient system in long run of the
enrollment process. The student shall have the opportunity to experience the computerized
enrollment system that is very needed in a school of highly competent standards.

Scope and Limitation of the Study

This study aims to develop an enrollment system for the school, the study limits on the
following and functions. Store data of the students (first name, last name, middle initial, section).
Records fees- collected and uncollected. (Insurance, Red Cross, etc.)Use of the system is limited
to principal and faculty and staff designated to do the work.
The proposed system covered the major
processes in the enrolment system for public high schools namely: registration of the current
students, class scheduling and sectioning, assessment
of fees, file maintenance, report generation (registration form, assessment slip,
student master list, and other forms and reports essential to the system). The
proposed system included the processing of student’s personal records and the mode
of payment that the student would choose.

Definition of terms
The following terms extensively used in this paper were defined to provide the readers a better
understanding of the study.
 Information Technology a developer that maintain the system
 SQL a database computer language designed for managing data in relational
 database management system
 Students user that requires enrollments
 Principal and Faculty user of the system
 Database is a structured collection of related records or data that is stored in a computer
system. A database usually contains software so that a person or program can use it to
answer queries or extract desired information. The software should be referred to as the
database management system.
 Application is a subclass of computer software that employs the capabilities of a
computer directly and thoroughly to a task that the user wishes to perform. This
should be contrasted with system software which is involved in integrating a
computer’s carious capabilities, but typically does not directly apply them in the
performance of tasks that benefit the user.
 User Interface is the aggregate of means by which people—the users—interact with the
system—a particular machine, device, computer program or other complex tools. The
user interface provides means of input and output.
 Data Administration is a high-level function that is responsible for the overall
management of data resources in an organization, including maintaining corporate- wide
definitions and standards. A data administrator is a person who coordinates activities
within the data administration department
 Data Flow Diagram is a diagrammatic representation of the information flows within
a system that shows how information enters the system and leaves the system, what
changes the information and where information is stored. Data Flow Diagrams are
used not only in structured system analysis and design, but also as a general
process modeling tool. Data Flow Diagrams show the passage of data through the
system by using 5 basic constructs: Data Flows, Processes, Data Stores, External
Entities, and Physical Resources.
 Structured Query Language is a computer language designed for the retrieval and
management of data in Relational Database Management Systems (RDBMS), Database
Schema creation and modification, and database object access control management

 Application Requirements - Student’s Information Sheet, Form

138, Form 137, Certificate of Good Moral Character, Birth
Certificate
 Advising Slip - Form that would indicate the schedule and the mode of payment that the
student has chosen his/her student record would be added to the Student Master File.
 Verify and Update Student Record – For the enrollment procedure of the current
student to proceed, he/she must update his/her student record in the Student Master File -
in case, there were changes in the student’s address, contact number,
course, and the like. The verification of the student record would confirm that
the student has been cleared to proceed with the enrollment process and he/she do
not lack any of the requirements for enrollment.
 Secure Advising Form – The enrollee must secure an advising form because it is
where he/she would write the schedule of the subjects that the student has chosen
to take for the semester.
 Fill-up Registration Form – After accomplishing the Advising Form, the student
must then fill-up the Registration Form that would indicate the class or section
that the student would be enrolled in and the other personal information that the
school would need from the student.
 Advising Slip - Form that would indicate the schedule and the mode of payment that the
student has chosen his/her student record would be added to the Student Master File.
 Verify and Update Student Record – For the enrollment procedure of the current
student to proceed, he/she must update his/her student record in the Student
Master File, in case, there were changes in the student’s address, contact number,
course, and the like. The verification of the student record would confirm that
the student has been cleared to proceed with the enrollment process and he/she do
not lack any of the requirements for enrollment.
 Secure Advising Form -The enrollee must secure an advising form because it is
where he/she would write the schedule of the subjects that the student has chosen
to take for the semester.
 CASE tools are software that provides automated support for some portion of the
systems development process.
Chapter II
One of the most significant steps in a research project is conducting the
literature review. Through this chapter, the readers can familiarize to the study
of the proponents. The related and previous studies presented in this chapter
would give the readers and future researchers, an idea of the proposed system of
the proponents. The proponents selected and reviewed these studies and previous
works to provide information for the readers.
Long Beach City College Switches On Enrollment System Kopf, David. 2007
Southern California community college Long Beach City College has gone live with a
new Cognos-based enrollment management system that was designed by Irvine, CA-
based professional services firm e2e Analytix. Prior to installing the new system, LBCC, which
has two main campuses and multiple satellites that support nine schools and 34 departments,
handled its enrollment via manual spreadsheets. With no reporting, continuity, or standard
practices, and with lengthy error corrections, the school’s enrollment management budgeting and
planning took up to three months to compile, consolidate, and implement.
LBCC tapped e2e Analytix, which specializes in higher education, to design a web-
based enrollment management system using Cognos Enterprise Planning software from
Cognos Inc. (Ottawa, Ontario). Using Cognos for enrollment management was a unique
application for Cognos, according to Dan Galuppo, e2e’s director of professional
services, but the result delivers real-time data collection, consolidation,
workflow, and calculations to help LBCC enrollment staff make faster and more
informed decisions.
"Our new system provides flexible and powerful model development with the Cognos
Analyst component and supports any business planning or customizing of the
enrollment management model, said Linda Umbdenstock, LBCC’s administrative deal
of planning in a prepared statement. The solution dramatically reduced the amount
―
of time to process, consolidate and implement forecasts. It provided real-time
service cost and expense planning per semester."

ACM Portal http://portal.acm.org/citation.cfm?id=1181300

The on-line student enrollment system enables students to enroll into their
subjects prior to the commencement of their semesters. This enrollment system not
only allows international students to enroll through internet without traveling to
the campus but also incorporates the business rules. These business rules cover a
wide range of regulations and policy such as subject pre-requisite, student’s
payment status, course coordinator’s decision and the correspondence of students’
seniority to the intended enrolling subjects. Besides business rules, the system
also incorporates various notification mechanisms like Short Messaging Service (SMS)
and E-mail. XML is used to store business rules and this allows the portability of
the system interface to wider range of devices such as Personal Device Assistant
(PDA). The interface auto-detects the user’s device either PC/laptop or much
smaller screen device such as PDA. In short, the enrolment system backend engine
runs based on the business rules and front-end engine runs to provide high
satisfaction user experience. With the business and user interface, the system is
able to run the workflow of the student enrolment from the online enrolment form
to approval workflow cycle running in parallel with the notification capability.

Online Enrollment for ECU http://www.doir.wa.gov.au

Edith Cowan University (ECU) is currently enrolling more than 5, 000 new students,
which has been made easier with its Oracle-based online enrolment system. This has allowed
ECU to substantially re-design its business processes.
The system is known as the Edith Cowan University Web Enrolment System (ECUWES),
and replaces traditional hard copy enrolment. According to the coordinator of Admission
Support, Kerian Greenaway, the system offers immediacy and convenience of course enrolment
via the Internet The technology in use was set up by Oracle in 1998, when ECU moved towards
creating an innovative web-based enrolment and administrative system using Oracle
database products.
New enrolments using ECUWES are managed differently to re-enrolment on ECUWES.
New enrolments are processed while the student is with an enrolment assistant, because
there is a need to collect HECS and enrolment papers, as well as to familiarize
students with the system. In terms of re-enrolment, the student has full control
of enrolling in a six-week period, which allows for any small glitches in the
system, such as not being able to get online.
ECU also previously faced difficulties with managing student enrolment
administration, as staffs were distributed across several locations, so there was
a desire for improved access and management of student information.
Similarly, re-enrolment required students to travel to the University and queue
for service from administration staff. Faculties also requested that students
enroll by porting enrolment sheets on computer bulletin boards.
With ECUWES, students from remote areas and international students enjoy easy
enrolment with improved time effectiveness.
There have been no major problems, apart from a few power failures, but ECU has
back-up plans, such as enrolment assistants taking up all the paperwork and
processing the information once back online.

Illinois Virtual High School Inquiry

This online inquiry gives detailed information on persons that can be contacted
with regard to specific field; example is a general program Issues, Technical
Problems, Faculty Information and course development. It also gives information
about their regional coordinators for participating schools. The website has a
login feature where the students can login using their login ID. The online
inquiry system of Illinois High School helps the authors to picture out and
develop an ideal database structure for the system that will be proposed. The
proponents system is similar and is based on some capabilities of the system in
this study like the inquiry of courses and login feature for the students.
Web-based Enrollment System for Veritas Parochial School Pascual, Robert John G.
and Riceo, Vincent Joel T., 2001
A web-based enrollment system is developed to help both the old and new students,
to enroll in a more efficient way without the hassles of waiting long hours just
to fill up forms, which sometimes become redundant, or to stand in line and pay at
the cashier. It is with the Web-based Enrollment System for VPS that this new
style of enrollment may be achieved. This new type of system offers the student
with new options for enrolling at VPS. Just by logging on to their website the
student may create his new account for the current year he is to be enrolled in.
With this, all the student has to do is to fill up certain forms that do not take
more than a few minutes to accomplish. Then the records will be stored in the
school database for future references. After that the student will be given confirmation that the
transaction has been verified and all that the student has to do is visit the school and pay
appropriate amount for the current school year. The student may also browse the web site of VPS
and he can check his current account. He can also see the list of the school current tuition fee
rates.
For further enhancement of the site, an on-line payment or e-commerce is highly
recommended. This feature for the system could be achieved by collaboration of the
school with banks to provide easier payment and a more secure transaction.
Posting of grades can also be a great addition to the site. Especially the
breakdown of each grade can be seen by the students but with utmost security.
Compared to the web-based enrollment system for VPS, the proposed system for CMI
would only cover the current students; the student would also be asked to log in
to his or her account in the website where he/she would be asked to fill up some
forms to update the school’s database. A confirmation would then be sent to the
student that would inform him/her that the transaction is valid and had been
verified. But unlike the system, there would be another option for the mode of
payment that the student could choose from namely, on-line payment. AIMS enhances
enrollment system of UNO-R Bacolod

http://www.uno-r.edu.ph

The Academic Information Management System or AIMS has enhanced the enrollment
system and academic record keeping of the University of Negros Occidental
Recoletos in Bacolod City.
The school for easy access of students to the school and school academic records
acquired AIMS, software of Pinnacle Asia. It has systematized and consolidated the
inputs of the college registrar with the accounting office. Bro. Jaazeal D.
Jakosalem, OAR, University Property Administrator said that AIMS has made records
of both offices analogous with each other. We were able to solve the loopholes in the past where
millions of pesos cannot be counted because their inputs cannot be recorded, Jakosalem
explained AIMS have greatly improved the school’s information technology infrastructure.UNO-
R students and their parents can view the academic records on-line while enrollment procedures
has been reduced to only 30 minutes or so with corresponding
accounts due within 5 days. School notices and announcements may be read on-line.
Faculty members may encode grades and post course/lecture materials on-line. The
school alumni here and abroad may request for their transcript of records and
receive the same on line. Jakosalem also announced that UNO-R campus is now a WIFI
zone. Foreign and graduate students may access the web at all times using their
laptopsThis study is related to the proposed system because of the web-based enrolment.
The registrar and the students can also view their academic records using the
internet. But the difference is that in this study it is not mention that the
students can pay their tuitions on-line.

Dry-run of Automated Enrollment System

Technology innovations had influenced man's work, from data processing, business
transactions, research, planning, monitoring and even in medical operation of
man’s body is now entrusted to computer technology. Samar State University (SSU)
as one of the University in Samar Island aims to be the center of excellence in
education had recently made changes to some of its existing systems. The
enrollment system of the university is now computerized, and other systems are on
its way. This only show that they are coping with the latest technology.
The Automated Enrollment System of Samar State University aims for an accurate,
user friendly, efficient system that can help both the student and personnel for
fast data processing of enrollment. Engr. Hediki Hashimoto, a Japanese volunteer
headed the creation and conceptualization of the system. The information
technology faculty from the College of Engineering and Arts and Sciences assisted
him. The system that is web based uses PHP programming language with data stored
in MySQL is run through the intranet of SSU.
A dry-run for this automated enrolment was done last summer and the first semester
of this school year. Offices affected with the automation were the registrar,
cashier, accounting, and the Colleges of Education, Engineering, Arts and Sciences, Industrial
Technology,
Nursing and Graduate Studies. Feedbacks from the students were formulated when the
first semester started. Over 75 % of them say that the automation process of
enrollment was better compared with the old system. With the good result of the
dry run the automated enrolment system will be finally implemented this 2nd
semester.
In this study, they have used PHP as for their programming language and they store
data using MySQL. As for the proponents they will use VB.net for their database
and Visual Basic 6.0 for their programming language. And another difference is
that they are only automated and the system only runs through the intranet of the
university. This means that they can’t access the records using the Internet and
outside the school.
Far Eastern University Enrollment System

With its 25,000 students, Far Eastern University (FEU) ranks among the biggest
universities in the country in terms of population. And with a large population
comes multiple problems in enrollment, student records and related data. Wanting a
lasting solution to the problem, FEU asked consultants for recommendations. The
result was a decision to automate FEU's enrollment system.
FEU decided to automate the enrollment system in two phases: (1), the development
of a system for enrollment and student records for Phase I, and (2) the
integration of the student's financial records for. They worked closely with
SQL*Wizard to pilot E*Wizard, an integrated system for student enrollment that
contains modules with extensive inquiry and reporting capabilities. They also
tapped FEU's Computer Services Department to iron out kinks. They reviewed
organizational structures, assigned people to support groups and asked faculty
advisers and staff to train. She also met with the representatives of individual
institutes and with the support of the academic managers and SQL*Wizard's
technical group, plotted the move to launch an integrated system during the second
semester. The preparation involved cleaning the database, standardizing labels for
subject and preparing the subject requirements.
The only similarities that the proponents have encountered here is that the
university formulated a powerful database that will hold large number of data and
can keep track student transactions. This is one of the goals of the proposed
system that the proponents will be developing.
Conceptual Literature

Research Literature
This section explains and discusses the idea that were utilized in the
conceptualization of the design project and how it was applied to the present study.
Through the researches the proponents came up with four relevant related studies,
which were consider as basis for the pursuance of our project.
A database is a special kind of file, a super file group of related files. Database
design to provide efficient, easy processing and access to all or most of data process by
a company. [IACT 1987]
Database system is designed to manage large bodies of information. The
management of data involves both of the definition of structure for information. A
database system attempts to authorize access. [DBSC 1979]
It’s overall purposed is to maintain information and make that information available
or demand. In, particular, a database provides benefits such as minimal data
redundancy, consistency of data, data sharing, ease of application development,
uniform security privacy and integrity controls, data accessibility and responsiveness. All
of this benefit greatly provides a system for every satisfactory management. Information
processing is a dominant activity in various sectors such as government, education,
trade and industry, media and entertainment information is the content or meaning of
message. It is knowledge and for convenience, is often recorded on a tangible medium
such as printed materials. A computer based system, on the other hand is a set of
interrelated parts organized to form a whole which is designed to achieved an objective,
with the advent of computers, modern organization now used computer based system in
most areas of their operation. [IACT 1978]
A computer based system consists of the following: (1) Information, (2) Informal
process of collecting, processing and disseminating information, (3) Central data
processing system store and process data as electronic, magnetic and physical pattern
that have defined meanings. [IACT 1978]
A data processing system is a system where in data are manipulated to create
desired information which will be used in processing transactions and making decision.
In the input portion of this system, data is originated as activities occur and recorded on
source documents. These source documents are coded to classify them for data
processing. The output is the recording of information obtained from the input and
manipulation phases the recording maybe in data storage for subsequent retrieval or
maybe a report which provides information.
The first related study that the proponents used was the St. Teresa’s
Computerized Enrollment System developed by Sherwin Ilagan et. al. Their
Computerized enrollment system simply fascicle students listing and electronic models
of calculation and payments. It does improvement on record keeping. [CEST 2000]
The proponents noticed some similarities and differences to the present
study. The study mentioned above was also developed in visual basic but
only come of its functions are tackled in the present study that is, student listing
calculations of payments , and giving receipt. In addition, it differs from the present
study when it comes to programs ability to compute the assessment of the student.
The second related study is the flex soft enrollment system, reflecting a
real high-tech enrollment system. It is an online system of enrollment that involves the
latest advent of information sharing, the internet. Everything from the listing, courses,
time periods, system of payments and other information are readily accessible.
Applications are submitted and processed in very short period if not instantly.
The flex soft enrollment system also had similarities to the present study; it
is also developed under visual basic programming that also provides ways of enlisting
to be stored in database. If there are similarities there is also differences, it differs in
terms of its functional capability, it is an online system, it also provide cost of course per
semester, syllables, schedule you want and also list of instructors teaching subject. The
present study only provides enlisting, assessment and computation of payments and
giving receipts.
The third related study, the automated registration system of PBMIT
development by Asilo, Mariane et. al. This study concentrates on the computerization of
registration in PBMIT that includes storage, student information, assessment from and
class list, enrollment, credentials, prospectus and transcript. This system was also a
window based system that uses networking, but it differs with the software program to
developed is an enrollment system that didn’t provide network of computers and any
adding, changing and dropping forms [ARSPBMIT, 1998]
The fourth related study is the Computerized Enrollment System in
Highschool Deparment of Alitagtag Coleeges which was developed by Marilou R. L at
and Reina J Mandocdoc of Dela Salle Lipa. Tha main Focus of this study is
computerization of highschool level of Alitagtag Colleges. This system provides Storage
and retrieval of student information payments and generation of reports.
Most of the topic discussed explained the important requirements that are
suited to be used in developing the enrollment system from simple to complex system.
The proponents took up all the important functions that could greatly be used to
developed the system. The present study has some similarities and differences when it
comes to scope and limitation of related studies discussed. Though all studies answers
the problem where they made, it effectiveness differ from each other. Based on the
ideas that were utilized the proponents decide to develop a software program that would
replace manual enrollment system of B.H.S.

Synthesis
Chapter III

Software Design and Development

Analysis of the Current System

Since the establishment of the school up to present, it has been using forms that
are to be filled up by the enrolled students so that the school can have a record
of the student’s transactions for the whole year. But as the population of the
school grows, the current system is no longer efficient and convenient to
accommodate both the school facilities and the number of the students. The
administration now seeks a better way that would help them handle the enrolment
better, more efficient, and more convenient for them and for the students also.

Student must get their clearance form and class card from the registrar's office.
The student must then proceed to the Registrar's Office with the accomplished
clearance and class card, and secure an advising slip. The student would then be
asked to fill up the advising slip and proceed to the registrar's office for
registration form. The student would copy schedule of the class from the bulletin
board. When done copying schedule to the registration form, the student must
proceed to the Registrar’s Office for approval. If the registrar’s office approved
the registration card, the student would proceed to the accounting office for
assessment of fees. After being assessed, the student must then pay the amount
indicated by the accounting office and then proceed to the registrar's office for
the validation of registration card and school ID and get class cards.
New System

Methods of Data Gathering

Functions, Features of Modules

Process Specification

Decision Tree
Program Flowchart

Entity Relationship Diagram

Hardware and Software Requirements