Enrollment System for St. Jude Parish School Jeremy A. Eugerio Acel P. Agdeppa Karl A. Baldelomar Blakewyn Borres ‘AdU IT&M Society — ‘AdU IT&M Society - ‘AdU IT8M Society — ‘AdU IT&M Society Member Member Member Member #45 St. Andrew, JPA, ‘Addas IV Vill. Mambog 4 S4F Valencia St., Quezon City Brgy. Tejeros Tunasan City of Bacoor, Cavite 0922-581-6395 Makati City Muntinlupa City 09064966951 karithegreati&@yanoo.com _blakeshunger@gmail.com 0926-462-6692 acel1996,si@amail.com nnn se propose corona 9yse 10F 94, sua Fas SENOS TO planned to provide a better system that will serve as @-more reliable tool in registering and enrolling stents in the school ‘The proposed software has an ability to assess the enrolle's records, manage and organize schools information of the student, The user interfice provides ease through its organized interface and functionality. ‘The proposed system will speed up the process of the manual transaction of the cashier and the enrollee, reducing the possibility ofthe user fo commit a human eror, make i easy 10 keep track of all records and generate a reliable results the vill consume less amount of time through computerized system rather then working manvally. Categories and Subject Descriptors Softwace Development General Terms Computer Software, Enrollment System, tudes Keywords Human Error : {Mepropenstyfrcetincommonnistakesbypeople Computer Software = A. set of instructions that directs a compute to perform specific operations Interface : softwaredesignedtocommunicateinformationbetweenhardwared vices betweensoffwareprograms betmeendevicesandprograms, corbernieenadeviceandauser [Records - An information or details about the stadent. 1. THE PROBLEM AND ITS BACKGROUND 3 Project Context 1.3.1 Introduction Enrollment System isa system that is usually used in setools. It ‘necessary fo have a system like ths in schools, With the use fof computers, software can make the work emy. The Enrollment is registering and managing the inputted {information ofthe enrollee. Inthe advancement of technology, aveurate, This will help the group administrating aad als the enrolls 1.3.2 Background of the Study Enrollment System is commonly used for registering, assessing, billing and scheduling of students. Saint Jude Parish School is an educational institute that was founded in the year 1990. This school has implemented K-12 cecducational system and because of this, the enrollnent system has been outdated. The enrollment regarding the additional programs will be handled mannally. The main problem of this research is thatthe manual process of the school. Due to the advancement of technology. lack of computerization is a waste of time and effort. Based on Chris joseph, doing a manual process has high chances of| Inman error. The staffs might record mistaken data or duplicate the records The proponents design the Enrollment System for accurate and reliable student information and also a fast scheduling of class that will adhere to the new educational system that has been implemented onSaint Jude Parish School, This will help the administrator and staff to register the information of the students accurately schedule their classes quickly and create the system flexible due tothe changing educational system. 1.3. Purpose and Deseription ‘With this research we aim to provide a enrollment system {or the school veneficiry. ln tis study he syste will help ‘manage record and update data that as been iaput on i ‘Through this, the system will provide a easy to eam program that will be more suitable for users. Gathered information about the enrolled students will be kept inthe database. 1.4 Objectives of the Study 1.3.3 General Objective ‘The general objective of the study is to develop a Envollmeat system forthe schoo! beneficiary. The technology will help the user to manage the schoo! records. 1t will auto assign the schedules and room designation ofeach enrollee.1.3.4 Specifte Objectives This isto acheive the general objective that has been stated above: several specific objectives must be net fis + Tocreate and design a module that can assess the enrollees records, ‘+ Tocreatea system that helps manage and organize schools information about the student credentials ‘© Toimplement auto-generated classroom assignments. ‘©The system will only be use by the school beneficiary. ‘© The system will create a Registrar module for student repistration and ete ‘©The system will creat a Cashier module for Billing of accounts, payment of accounts, and other Important reports ‘©The system will create a Administate motile ‘© The system will reste Grader module 1.5 Scope and Limitation (Our proposed study will orznize.categorize and manage data of the school beneficiary and improve transaction of schoo, students and the setioo! employee. The tecimology can activate and deactivate user accounts it may necessarily view a ‘certain data, The system will be flexible tothe change of ‘educational system (K-12)The proposed system will exhibit the following features +The system will only be use by the school beneficiary. ‘©The system will follow school protoco! transactions “+The system has the ability to alter information if necessary. ‘©The system will be dynamic and Nesible ‘©The payment transaction wil be just cash and check: ‘The system will auto-assign the section ofthe student ‘but can also be alter by the user. “Linntations {twill be only lan-based system because the school population is upto High School only. The technology will ‘not use eredit card transactions 2. REVIEW OF RELATED LITERATURE AND STUDY/SYSTEMS 2.4 Local Literature According to Sandoval, Ace (2008) Enrollment system is a _g004 step for the school. Enrollment system is usefiol especially ‘wien the school retrieves the important information from the student In the enrollment system, the school can trace what are the standings of the students. Lack of enrollment system in 8 school it ca lead to chaos and troubles, the students will be conse on what they should do and how they will do ta be able to enrol. It is extremely useful in the school in the way of raking the processes of enrolling much easy, "The proponents" main objective is to develop an efficient and automated exrollment system that can lessen the hassle of enrollment in ‘the school to the students, All the departments and employees ‘who will use the enrollment system will benefit from it by increasing their overall productivity. Ralph M, Stair (2008) emphasized that the development of ‘technology throuah years have enabled us to do more with less cffor. The Proposed System aims to ease the hard work of the employee and to make the job done faster. “The project involves a scres of studies that covers all the requirements of creating a computerized enrolment system. The goal ofthe study isto prove an efficent computer-based system that will easily update retrieve, and ‘maintain student records. (2011) the proponents will make 2 system thatthe user wil have no problem in retrieving a past record ofa student andthe user cen also update information of the student, ‘Nowadays innovation was the primarily needs of man, thet is, innovation in Information Technology that is eurentiy getting ‘road and wide, the diferent application of technology can be seen anywhere, everywhere a5 3 means of communication for business and other matters. With this change, lmman tend to Jook for aay gadget of high technology innovation such as computer, where it can be used to provide people accurate information sbout the things around the environment which bring comfort and satisfction, Bachelor of Science in Information Technology, 2012)"The researchers also aims to computerize the process of enrollment in St Jude Parish School. In the development of the proposed system, it will reduce the manual paper system of the school by computerizing the records of the student. The Lovely Professional University (2011) promotes a culture of paperless University. The day to day administration and most of the University procedures are carried out online, The University Management System (UMS), an online portal of University, is one such innovative step of the University to provide vital information regarding academics and otlier University logistics for assisting the University students, their parents and the staff The researchers also aims to computerize the process of enrollment in St. Jude Parish School. In the development of the proposed system, it vill eliminate the manual paper system of the school by computerizing the records of the student. 2.2 Foreign Literature According to Elsevier B.Y. (2011) The Semantic Web provide a ‘ommal presentation and knowledge-driven set of teelnologies|to enable automation of business processes. Despite the new frends on business process automation based on semantic technologies and Web Services, a mumber of business processes still require human intervention. © Nowadays using a computer in a job is a must to finish it as fast as possible, The ‘Computerized Enrollment System will help the St Jude Parish ‘Sclool to ease the manual work in thei system and catch up in the High-End Technology of today's Generation. ‘The process of enrollment in schools nowadays requires information technology. The objective of Information| ‘Technology isto help humanity ftom doing loads of work over time. By having computerized system, the cost during enrollment will be cut down and much effort will be reduced (Computerized Enrollment System, 2012)"In creating an enrollment system, the researchers must aim to design and develop an enfollment system that is capable of storing information of students easily and efficiently. They aim to develop a system that can be a big help tothe enrollment stat by lessening man efforts when comes to enrollment. ‘Swartz (2007) gave emphasis that almost all institutions depend fon data. Consequently we are witnessing a profound change in the way in which institutions perceive, understand, and manage ‘their information, "The proponents ha snow a clear understadning of the value of information, the ert {on of new information, the retrieval of existing information, th storage of important information, and the disposal of reéunda tt information. Theproponentisaware of te cost of acquiring ba 4, incomplete, or inaccurate information that might encounter in the system, According to Evans Williamson (2013), enrolment is the process of entering and verifying data of students to resister om 4 particular school. Different intrelated process build up enrolment procedures called Enrolment System ES). Enrolment system is a good example of a computer generated process. This can lessen the workload and provides accuracy {information needed of the school”: As a resut it wil benefit not only the students but also the administration as a whole. In creating an enrollment system for St, Jude Parish Schoo, the researchers aims to lessen hnman effort and error when ccrolling students, They also aim to help increase the efficiency and productivity of the enrollment prosedure with the help of the proposed enrollment syste According to Bhakti (2015) A Database Management ‘System is a program used to store, delete, update, and’ retrieve data in a database. These databases can be limited to a single desktop computer, ot can be stored in lange server machines too, like the IBM Mainfiame."in the process of designing an enrollment system, the researchers will use a database management system in creating a database for their proposed system to store data. They also aim to design @ good database so that the system can manage data and students record easily and efficient. 2.3 Local Study According to Prezi.com (2013) The Online Registration System of St. Clare College of Caloocan is the remedy for the long exroliment process of the School which is presented online Enrolles will lesen their time and effort to go through the long process of the exzollment ia the institution by this online ezrollment reservation. They just check online for the instructions and the students’ just fill up the needed sequitemeuts, “The difference ofthis to the proposed system is itvvll bein lan-based only because it will not be suitable to the school t9 have an online enrollment if the population of the school is up te high school ‘Marrero (2009) in his study ented “Student Information ‘System forthe University ofthe Corder stressed that dhe © concept of Information Systems (IS) emerged inthe early 1960s. More often, when information system is define, the feld Infor ‘ia Science is alvays associated. IS isan academe Held tha { deals with the generation, collection, organization, storage, rt rieval, and dissemination of recorded knowledge Furthermore itis a collection of related components designed t © support operations, management, and decision making in ano ganization. The "proponents "include Information System that supposts people or users in making intelligent decisis bas ced upon the information derived from relible data, According to Fajardo et.al (2015) most scools used computers ‘to help stadents deal with modern technology. However, a5 the population of the students contiaues t grow, many schools faced difficulties in handling enrollment transactions. One of ‘the solutions available to solve the problem is to transform the ‘mauual enrollment into a computerized system "The ‘proponents will assure that the system database can handle the roving population of the student in the school ‘An Online Enrolment System was proposed to replace the ‘anual enrolment system of Cavite Maritime Institute in order to advance an organized flow of transaction and an ease of ‘work coneemied on how the manval enrolment performs ‘Grouehout the instittio’s operations. The numerous transactions thatthe manual system covers, such as updating and adding stodent records, generating the advising and assessment slips, ad the like considering the manual operating system to be inefficient forthe need of the institution, Since the study involves proper record handling tracing the constraints suid evaluation ofthe manual system is essential Bacal & ‘Reailo, 2009), The difference ofthis to the proposed system is that they cannot search or update a student information tdyough the intemet because the system will only be lan-based, CCaipang(2013) stated the prnpose of this study was to design @ computerized enrolment system for a ruralbased higher ‘education institution and to find ou its acceptability in terms of constriction design and functionality. The computerized urolment system was developed using the software Visual ‘Basic, an Object-Oriented Programming visualization tool. The result of the study revesled that the Enrolment System is| ‘VaryAcceptable” as evaluated by the selected faculty members aad staff ofthe school, In the ligt ofthe present findings and conclusions, the following recommendations are advance,namely, that this enrolment system should be introduced to the schoo; that it should be adopted by the school to help the staff find records of students more easily and faster ané the system should be utilized as a model for fature research, especially for technology or computer-related research studies." According to this stay, computerized enrolment system for a rualbased higher education institution that can give the staffs of the school convenience in finding records of the students, It shows the importance of online earollmest especially in rural area, because it helps the staff to find the recorcs of the students easily and faster, One of their objestve isto help others in thei ature sraies 2.4 Foreign Study According to wurw:siribd com, (2011) enrollment isthe process of entering and verifying data of studens to register on @ particular school, Different interrelated processes build up enrollment procedures called Enrollment System (ES). ES are used particularly in recording and retrieving student information. Tracking stadent information is also one feature of ES, ia which the school can trace the standing ofa studeat. ‘Varfying payment was also added to update or browse student billings *"The similarity of this to our proposed system isthe user can also update the information of the student but the only ‘one can do that is user with authority to edit a student information, Richard (2004) emphasized that information about students is v ita, but time-consuming to manage and itis essential that the most effective tools be used to aid bot staff and students go ab cut their work and studies. The Cambridge Student Information| ‘System (CAMSIS) replaced various student records system use by the colleges, Jeyartments and universities. CAMSIS provi des comprehensive and accurate information about student bod ¥¥ and also improves data quality, reduce the administrative bud en dramatically and provides better services to both acadeanie st affand students. "'The difference of ths to proposed enrollment system is thatthe coverage of level i for kinder wp thigh school bt almost the same features to the said system, According to TsegayeTefera (2015), Due to the increasing saturation ofthe mobile technology, mobile applications have gained significant business repwtation. Things become easier aller we start to use Mobile or tablet Applications, Android is one ofthe operating system on which more than one tllion evices are running. The objective ofthis project was develop an Android mobile application which allows teachers and students to se the application anywhere using an Android ‘hou or tablets. The applicetion allows the teachers to login, ‘dd major course information, eit the existing couse information, search a student and ada student toa course. On ‘the otner hand, the applications allow student to login, search and enroll o a course and alsa view their current course hhstrie. In achieving the objective of this project, the following three major pars were designed and implemented, Firstly, the design ofthe graphical user interface was implemented. Secondly, a MYSQL database that eonnests and ccomaanicates withthe PHP was desianed to store the student, teacher and course data. Thirdly, the PHP scripts were written and stored in online server that is used to retrieve data from the database, The projet ean be extended toa desian ofan efficient and reliable application that con be used with t VAMK., ‘University of Applied Sciences. The thesis can be used also as a reference to carry ovr further application developments inthe Android mobile university application in thie study it shows ‘how much the world has transformed ffom computer system to ‘mobile application system, mobile enrollment allows teachers tnd students to use the application anywhere using an android ‘phone or tables, And the proposed system will not be available {to smartphones or tablets In study of Damian Creamer (2013), education continues to be a growing industry that fosters innovation and competition among service providers. In this competitive ‘world of online education, implementing a quality e- learning program typically presents a mumber of unique challenges and risks; both logistically and financially. Any education or training service provider (e.g. a school ‘university or industry association) must analyze and. balance curriculun standards and compliancy requirements. information technology resources and the administrative and human resources necessary 10 effectively develop, deploy, operate and maintain a viable online educational offering. Furthermore, in this increasingly busy world, students nced to access information to better manage the demands on theis time. For instance, with more students living in non-traditional family settings (e.g. single-parent, armed service, work abroad, farming, and other scenarios), accessing a fully online curriculum provides students the flexibility to access their classes anytime; from anywhere they have access fo the Internet without sacrificing the quality of their education.“"The researchers aim to develop an. cnrollment system that can make use of the information ‘technology center. With the use of the enrollment system {in their process enrollment, it can help them manage records of students with less effort. A computer security risk is any event ot action that could cause loss of or damage to computer hardware, software,data, information, or processing capability. Some breaches to computer sccurity are accidental, others are planned intrusions. (Data Security, 2011). "The researchers must ereate and design a secured database. ‘The enrollment system should have a secure database and good database design in order for the information to be fully and completely secured,