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Introduction
The researchers enhance the previous enrolment system that provides the client a faster,
more convenient way of storing files of the student enrollees in a computer system that lessens
the effort of faculty staff every semester. This also serves as information database especially for
freshman; irregular transferees student and the administrator are able to get an access in their
course, subjects, and student enrollees. This information can be viewed in just seconds without,
worries that single files could get lost. As the enrollees increase every year, enrollment procedure
becomes harder to deal, this also a big help to all enrollment staff, especially under the computer
department because they are the one who are entitled to head and update the information in the
database. Having this system helps the school in upgrading the enrollment process so as they
meeting the qualities that we are trying to achieve.
Today, the use of the technology has been an effective tool on improving such as kind of
enrollment system. It improves the efficiency of the enrollment system in AMA Computer
Learning Center Los Baos hereafter to be called as ACLC-LB.
Enhancement of the previous enrollment system is the output of the project and it aim for
more accurate, user friendly and very useful system that can help data processing of enrollment.
The system as integration of two functions designed for private educational institutions which
offer computer courses.
The enrollment procedure is very hard task, from the submission of the requirements up
to the computation of payments in most of these private education and educational institution,
this is the common procedure followed during the enrollment period and usually it is done
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manual. Records are kept in tons of paper because there is no existing database other than the
files in the cabinet. Reports are not done accurately and efficiency because problems are
encountered like date redundancy. A problem in computation of payments also encountered. In
this kind of educational institution there are one or two person assigned to process environment
and cash flow system. Time is very important for this person assigned to do this task for
attending with the students and parents concerned.
This School setting is similar in other places in our country. In every town the average of
4-5 schools has the same settings and procedures which are followed during enrollment. As the
institution continuously grows the need to enhance the system becomes a necessity.
Enhancement is one of the steps to take in order to embrace the advancement of the technology
and to maximize the available resources in the institution because most of them own a computer
and user database or electronic computer.
Assumptions
For employees, the enhancement of the computerized system will help them more in
saving time in storing, retrieving student information and the cash inflow information. It will also
help them become productive by serving their clients confidently and reassuring that the
information they will provide is accurate. As for the students, the system will lessen their waiting
time, as well as they no longer need to repeat manually fill in the enrolment forms, avoiding
redundancy of data. And lastly, the system will keep reports updated for the school
administrators for an immediate decision-making processes and any plans needed for the
institution growth.
Conceptual Framework
In our proposed system, there is the database software where all of the information about
tools and equipment are stored. The main menu has a user-friendly interface and has an
administrator input as well as administrator log-in form. In the transaction process, there is an
assurance of maximum control and the movement of tools and equipment. Though, it provides
the ease of recording, searching and editing of data input on the database. The proposed system
lessens inventory paper works as well as accurate inventory reports. Upon implementation of
the study, its efficient operation generates and maximizes the service to the staff and satisfaction
of the clients on its development.
Admission
Office
Inquiries
Input
Computerized
Enrollment
System
Admission
Verification
(Registrar,
Process
Cashier)
Output
ENROLLED
Stamping of
Form
(Verified)
senior vice president for advancement. USC is governed under the direction of the universitys
board of trustees and in accordance with the university by laws.
The main goal of USC is to decentralized enrolment system so that they could achieve
universitys academic and monetary success. They establish systems which provide some central
resources moreover; they accommodate and support the requirements of the whole university. It
is known as the RCMS. (Revenue center management at the University of Southern California:a
case study, Amir Rahnamay-Azar, 2008).
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, reenrolment required students to travel to the University and queue for service from administration
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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. ( Online Enrollment for ECU
http://www.doir.wa.gov.au)
Local Literature
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 schools 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
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 laptops. This 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.
(AIMS enhances enrollment system of UNO-R Bacolod http://www.uno-r.edu.ph)
In Samar State University (SSU) located at Samar Island. Technology innovations had
influenced man's work, from data processing, business transactions, research, planning,
monitoring and even in medical operation of mans body is now entrusted to computer
technology. Samar State University (SSU) 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. (Dry-run
of Automated Enrollment System http://www.ssu.edu.ph)
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.
(Far Eastern University Enrollment System- http://www.sqlwizard.com/ewizard_testimonial.html)
CHAPTER III
Methodology
In this chapter represent the methods of research used in the study, requirements analysis,
design phase, coding, testing, maintenance, population and sample, description of respondents,
research locale, data gathering procedure, statistical treatment.
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Methods of Research
In discussing the details of the study, the researchers have used the descriptive method.
This method provides a detailed organizing of data and information collected, using survey
questionnaire that is answered by the respondents and with interviews, the data collected can be
easily interpreted. The researchers method is based on the classic life cycle or the waterfall
method:
Requirements
Analysis
Design Phase
Coding
Testing and
Debugging
Implementation
Maintenance
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Design Phase
The researchers have designed the proposed system using flowchart. It is designed to
show and follow the registration system at ACLC-LB. The interface of the program is user
friendly. In order to secure the database, it must have a username and password to login the
whole system.
Coding
The researchers have used Visual Basic 6.0 as their software application and Microsoft
Access as the database.
Testing
The functionality and operability of the new system depends on testing and debugging
phase. If there are errors encountered, adjustments are done to further improve the system. To
test if the final design functions properly, researchers shall repeat the testing and debugging
phase. This process helps the researchers to identify the missing program in the proposed
application and errors. Testing and debugging of codes are also done to ensure accuracy.
Implementation
To ensure that the proposed system runs properly and is errors free, there should be an
administrator or an authorized person assigned in the maintenance of the system so that it can be
easily modified if problems arise in the system. To maintain the program, researchers must have
a monthly maintenance to improve the system. In this process, the researchers can easily trace
errors, and it can also help the user to use the program easily.
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1+ ( N ) (e)
162(students)
n=
1+ ( 162 )( .10 )
162
n=
1+ (162) (0.01)
162
n=
1+1.62
n= 62(sample size)
The researchers have used fifty-seven (57) students and five (5) respondents from the
administration staff out of 162 total population of ACLC- LB, because they are the main concern
of the said enrolment system using Slovens Formula.
Description of Respondents
The respondents of the study are the students, administration staff of ACLC-LB, the
admission officer, registrar, accounting officer, the school directress. They evaluate the
computerized enrolment system based on survey questionnaire provided by the researchers, and
then it is analyzed, presented, and interpreted.
Research Instrument
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15
Weighted mean
Interpretation
4.51-5.00
Strongly Agree
3.51-4.50
Agree
2.51-3.50
Uncertain
1.51-2.50
Disagree
0.00-1.50
Strongly Disagree
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x = 5 * fi + 4 * fi + 3 * fi + 2 * fi + 1 *fi
N
Where: x= weighted mean
fi = frequency of the ith score
N= total number of the respondent
CHAPTER IV
Presentation of Data
This chapter discussed an interpreted the data that are gathered throughout the study. Presented
here are the data gathered by the researchers in the course of survey and the evaluation of the
software. Mainly the data that are from questionnaires were analyzed and presented in very
methodical manners that are gathered throughout the study proved to be vital in the evaluation of
the study.
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The researchers presented the data in a detailed concise manner. This is to ensure that the
treatment of data is gathered properly done to come up with unbiased findings of the study.
Presentation was done using tables for it to be easily understood. The tables contain the
statement, both questionnaire are answerable by five (5) degrees of emotional decisions, namely;
Strongly Agree (SA), Agree (A), Uncertain (U), Disagree (D), Strongly Disagree (SD). The
survey showed and revealed that there are certain problems that the Admin office encountered.
Analysis of Data
The data was analyzed in order to interpret it more specifically and clearly. This gave the
researchers an overview of how the result of the study would be determined. Furthermore, the
analysis of data was done to easily explain the data acquired by the researchers. After the
analysis of the data, it is interpreted in a narrative form to be easily understood by the
respondents and other readers.
Statements
SA
SD
17
16
15
18
X
0
Interpretation
5
SA
4.94
SA
4.88
SA
14
4.82
SA
15
4.88
SA
14
4.82
SA
14
4.82
SA
15
4.88
SA
16
4.94
SA
16
0
1
4.94
SA
4.89
SA
Statements
1. The program exactly serves
its purpose, that is, enrollment
through a computer.
SA
SD
Interpretation
38
4.95
SA
33
4.83
SA
32
4.80
SA
19
31
4.78
SA
33
4.83
SA
27
13
4.68
SA
29
11
4.82
SA
4.78
SA
31
36
4.90
SA
4.83
SA
33
4.81
SA
SA
SD
X Interpretation
4.00
4.20
3.60
3.80
20
4.00
4.00
3.80
4.40
3.80
4.60
4.02
SA
SA
SD
55
50
47
45
48
42
43
48
52
52
7
12
13
16
14
19
18
14
9
10
0
0
2
1
0
1
1
0
1
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
4.89
4.80
4.73
4.70
4.77
4.66
4.68
4.77
4.82
4.83
SA
SA
SA
SA
SA
SA
SA
SA
SA
SA
4.77
SA
Interpretation
Narrative Analysis
Table 2 to 5 shows the responses of the student and administration staff of AMA
Computer Learning Center- Los Baos in evaluating the system. At Table 2 the overall weighted
mean is 4.89, in Table 3 the total weighted mean is 4.81 where the respondents strongly agree to
the systems accuracy, accessibility, correctness, efficiency, error-handling, flexibility, integrity,
reliability, testability, and user friendliness. In Table 4, the overall weighted mean is 4.02 where
the respondents agree to the systems functions. In Table 5, the overall weighted mean is 4.77
where all of respondents strongly agree to the system. This means
CHAPTER V
Summary of Findings, Conclusion and Recommendations
Summary of Findings
Base on the study conducted by the researchers and when the data obtained among the
respondents, the researchers found out that the development of the enrollment system in ACLCLB will impose the interactive material for the students and staffs. This study proved that
computerized enrollment system was needed, it can be a great help to the school in adding,
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deleting, and updating all records of the students and in enrollment process. It speed-up the
processing of data can make accurate and organize report which is easy to understand. This
system provides result as compared to manual enrollment; it was understandable for the school to
implement this project in order to attain progress and stability of their operation particularly in
enrollment.
The descriptive method research was employed and the sampling with the proportional
allocation was used for respondents. They have sixty (62) respondents that correspond for this
study, the Administration staffs and the Students are based on the findings, analysis, and
interpretation of the result of the study, there is a significant difference in the perception of the
respondents between manual enrollment systems. The respondents have a positive approach in
the developing of computerized enrolment system.
Conclusion
After the study was conducted and with the response obtained among the respondents,
researchers concluded that the development of the software product will be very helpful and
significant, in terms of providing a new enrolment process, and improvement of the recording
system.
Recommendation
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After the study was conducted, the researchers strongly recommended the following:
1. The computerized enrollment system must be implemented as the main process of enrolment
in ACLC-LB.
2. The software product should be implemented as soon as possible since evaluation shows that
the software provides reliable features and it meets the expectation of the respondents.
3. Since this software may have some distinct limited capabilities and features, therefore it is
recommended also that further evaluation and studies be conducted to pursued for the
respondents, if it is mandatory, to get their desire output and satisfied their learning needs.
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