Enrollment

System

Members:
Ocaso, Jimuel D.
Aban, Arlyn joy

Submitted to:
Mr. Marlo A. Apigo

I. Background of the study

Information systems are distinct from information technology in that an information
system is typically seen as having an Information and Communication Technology component.
Information systems help to control he performance of business processes. An information
system is a work system whose activities are devoted to processing (capturing, transmitting,
storing, retrieving, manipulating and displaying) information.
Enrollment system is the must have system in a school. When a student is enrolling for a
specific course the school requires all the necessary information of the student. When the school
retrieves the important information from the student, the encoder now should input the details of
the student in the enrollment system. In the enrollment system, the school can trace what are the
standings of the students. The data of the student are inserted in the enrollment system it includes
payment, subjects, section, subject rooms, etc. Lack of enrollment system in a school it can lead
to chaos and troubles, the students will be confuse on what they should do and how they will do
to be able to enroll. It is extremely useful in the school in the way of making the processes of
enrolling much easy.
Lakewoods School of Alabang is privately managed. But, their enrollment system on the
said school is still in manual. The manual enrollment system was too slow and too difficult for
the school to manage thousands of records of the students and at the same time, it is too difficult
for the student to wait and stand for a long time just to be enrolled because of their manual
process. The purpose of this case study is to update the manual process into an automated
system, which is easy to perform any transactions on their business.

II. Statement of the problem

Too slow and too difficult for the school to manage thousands of records of the students
and at the same time.
Too difficult for the student to wait and stand for a long time just to be enrolled because
of their manual process

III. Objectives
To manage the thousands students enrolled at the same time;
To lessen the time that takes to enroll the students;
To store collected information from the students and those entered by the administrator;
To update and/or modify information that stored;
To view entries and names of registered and enrolled students;

To search specific information of student names; and

To view lists from Current Students and Registered Students.

IV. Scope and Limitations

Scope
The system includes a computerized registration and enrollment. It allows users to fill in
the form and submit. It allows the administrator side to retrieve information. It can severely
reduce the amount of duplicate effort required for enrolled students. It also allow users to view
whether their information has been passed.

Limitation
It limits to store the data of the students (First name, Last name, Middle initial, and
section).The use of the system is limited to school registrar only, status of the pupils (grade level,
unpaid accounts), and print related reports.The system is not web based. It cannot be altered or
modified by the users. It cannot show the results instantly to users. Users may not remove or
delete the information once theyve been registered.

V. Prototyping
The system has 4 accounts Admin, Registrar, Accounting and the students. The admin is the one
to manage the database and maintenance of the system; The Registrar has the access to give the
grades, curriculum details, Mid-term and Finals examination record; the accounting is the one to
post the balance of the student and student the one that view their records or information.

VI.

SDLC

First Flow
For the first stage, we gathered first the requirement to identify what is the information needed to
place in our database and to our system, by doing a research and gather information from a
senior who already done doing enrollment system.

System Design and Specification

After identifying the customers general information, we will create a registration form to
capture all the important information of every student. Then we will make a dashboard to view
all of the information without going to them. Here, we will generate student number and provide
section for each enrollees, and also we will use Visual Studio 2010 to make the system and we
will use Microsoft access for the database.

Coding
We will start coding the system in this stage using Visual Studio 2010 and MySQL Server for our
database. We will create a different account for each department and to a student that enrolled
here.

Testing
After we finalized our system, we will run a test on the system to check the functionality and
validate if the system is user friendly and debug any errors.

Maintenance and Implementation

In this stage, we will just keep the system in a good working condition. We will do quarterly
evaluation to check if we need to enhance the system and remove any bugs.

VII.

Review and Related Literature

Foreign Literature
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 other University
logistics for assisting the University students, their parents and the staff.
According to Wikipedia (2014), in the past, universities and large school districts in
particular have created their own bespoke student record systems. One such example is the
Repository of Student Information (ROSI) system at University of Toronto. With growing
complexity in the business of educational establishments, most organizations now choose to buy
customizable software, and increasing numbers are buying software as a service (SAAS). Most
student information systems in use today are server-based, with the application residing on a
central computer server, and being accessed by client applications at various places within and
even outside the school. But student information systems have been moving to the web since the
late 1990s and that trend is accelerating as institutions replace older systems.

Foreign Literature
Richard (2004) emphasized that information about students is vital, but time consuming to
manage and it is essential that the most effective tools be used to aid both staff and students go
about their work and studies. The Cambridge Student Information System (CAMSIS) replaced
various student records system used by the colleges, departments and universities. CAMSIS
provides comprehensive and accurate information about student body and also improves data
quality, reduce the administrative burden dramatically and provides better services to both
academic staff and students.
According to Desousa (2008), Web based application have four core benefits. These are
the following: 1) Compatibility. Web based applications are far more compatible across
platforms than traditional installed software like web browsers. 2) Efficiency. Everyone hates to
deal with piles of paper unless they do not have any other alternatives. The benefit of web based
solution makes services and information available from any web facilitated Personal Computer
(PC). 3) Security of live data. Normally in more complex systems data is moved about separate
systems and data sources. In webbased systems, these systems and processes can often be
merged by reducing the need to move the data around. Webbased applications also provide an
additional security by removing the need for the user to have access to the data and back end
servers. 4) Cost Effective. Webbased applications can considerably lower the costs because of
reduced support and maintenance, lower requirements on the end user system and simplified
plans.

Foreign Literature

In the year 2003 City Government of Addis Ababa Education Bureau (CGAAEB) was
very much interested to have automated school management system to get uniform and quick
access to the students data for administrative purpose on promoting the students achievement
and related issues. The bureau has selected Wundrad Preparatory School for pilot test. At the
time the school principals together with officials from CGAAEB signed a contractual agreement
with some software developer company. The developers installed their first version of the
product which can register a student offline and generate official transcript with some level of
difficulty. As the system is not fully automated, it does not support management of attendance,
does not support generating report cards and other important functions such as generating school
timetable and a web based report for parents. Due to the lack of follow up by the government
officials at CGAAEB, the company was unable to complete the project. The school currently is
unable to use the partially developed system because of lack of trained person and lack of
hardware and software maintenance. Another product that is in use is transcript generator system.
The transcript generator system at Menelik II Preparatory School generates official transcript of
students. In order to generate transcript, the record officer enters the student information along
with the grade marks for the grades completed per year and per semester. Then the system
generates the required official transcript. Currently the school is using the system to generate
official transcript even though the data entry format has unnecessarily many fields which are not
applicable for the record office but can be used for continuous assessment by the course teacher.
Foreign Literature
According to Dr. Dibon (2010), a study on a report on the Impact of Workload on Teachers and
Students stated that Teachers expressed concern that higher level of frustration and stress due to
a lack of assigned time to prepare classes can negatively impact on their interactions with

students. The lack of preparation time can also result in classes that are not planned/prepared as
well as they could be.
Further, when a teacher doesnthave time to properly assess student work, in a timely fashion,
and has little time to provide tutorial classes, remedial work for students who need extra help is
often compromised. Having adequate preparation time is a critical factor to a teacher satisfaction.
In this Study, the proponents aim to develop an E Faculty Loading that will help organize the
teachers work load. When teachers are satisfied with the amount of time they had for preparation
they were much more positive about their work and profession in general. Manual system is
retrieving, maintaining, security and filling of records consume lot of time and effort. There are
some cases wherein misplaced of records are taking place because of the years gone by.
Furthermore, these files were only kept in envelope, folder or wooden racks. There are also
instances when the right information is given to the wrong person, which may affect quality of
service. (M. Cantonas, 2008) the need for a computerized system is very much essentials to
establishments, especially schools. It provides a great help when it comes to organizing and
speeding up process of work in offices. Senior Scheduling System is a powerful tool designed to
help create schools master schedule. The schedule created by the scheduling system can be
analyzed, adjusted and rerun an unlimited number of times until the desired results are achieved.
The power of Scheduling system will greatly reduce the time it takes to create schools faculty
schedules.(Gordon Smith, 2007) It is important to have a system or software that is efficient,
reliable and can adapt to different environment. Faculty loading done manually is time
consuming. In todays society, the use of modern technology is widely used to conserve time and
energy. The use of computerized faculty loading will reduce the time in scheduling a faculty
workload. A school has a limited amount of classrooms, labs, and lecture halls to hold courses in.

Many full-time professors have only specialized areas of expertise within which they can teach,
and have limits to how many classes they can take on. Courses tend to have differing sizes, room
requirements, lengths, credits, and even some restrictions on which other classes cannot be
taught at the same time. (Kevin Soule, 2007)

A faculty loading software should have inputs of the faculty information, their field of
specialization, as well as the number of students and classroom where the course should take
place. Every course that is offered has a set of parameters required to be assigned in order for it
to be placed inside a schedule.

Foreign Literature
According to Graysail (2010), For the past several years, the official of the faculty senate have
struggled with defining teaching loads at Gustavus for the purposes of determining overload
situation and staffing allocations. Several adhoc committees have looked into the matter, without
resolution. At least since the 1992-1993 school years, the Registrar has tabulated Faculty Load
data by department, including number of sections (or contact hours) taught full time load (as
determined by the department), enrollment, and enrollment per faculty. (C.F. Niederriter, 2007)
Faculty overloading has been a known and documented problem since as long as the 1993
1992 school years, this fact adds to the teachers work burden as well as their availability for
fruitful interaction with the students. Our proposed software will alleviate this burden and allows
the teacher more time teaching and interacting with the student. This will allow the teacher to
feel more job satisfaction as well giving the student the feeling of a more personalized education
within the system. Open standards Appointment Scheduling System is primarily designed for
Institutions of Higher Education (IHE), but can easily being corporates into web solutions for a
variety of business lines. The core functionality of the system allows designating faculty and
staff to set schedule of availability and designate individuals enter the system and schedule
appointments as needed with the faculty and staff. Software with automatic scheduling for
teachers workload that can be easily access by faculty members will be handy to everyone.

http://etd.aau.edu.et/bitstream/123456789/9306/1/Project_Document.pdf

Local Literature
The PUPWebSite (1998) continues to evolve dramatically as it gives its visitors
information and online services that is relevant and useful to them. And PUPWebSite has
matured into one of the University's most important promotion medium. New Internet and Web
technologies allow the delivery of personalized and relevant information to our clienteles, who
respond by telling us about themselves. That customer information helps us focus our content
and provide services that assist visitors in quickly finding the information they need.
PUPWebSite is replacing more expensive, traditional methods of doing things with a
more streamlined and efficient online solution. Through this means, we are able to reduce paper,
printing, and postal costs by distributing information online instead of on paper. And we are
reducing media production and distribution costs by distributing relevant files online.
They are reducing errors in customer data by allowing customers to submit and update
their information online, instead of filling out registration cards that are transcribed by data entry
personnel.
These are just a few of the ways that an academic Web site can impact the bottom line of
the University.
AISIS Online (2006) posted a precise definition of Ateneo Integrated Student Information
System (AISIS) serves as the portal for Ateneo students, faculty and staff. Through the AISIS
Online officially enrolled Ateneo students may view pertinent school information including their
Individual Program of Study (IPS), grades, class schedules and the like. Students may also
eventually enlist using AISIS Online. Ateneo faculty and staff with access to AISIS, on the other
hand, may submit grades and access their class schedules from outside the campus.

Villafania (2007) reported that in the Philippines, the Commission on Higher Education
(CHED) has initiated programs to secure academic records. CHED and the National Printing
Office (NPO) have signed a memorandum of agreement (MOA) on the Securitization of
Academic Records for college and university graduates beginning school year 2007. The move is
part of CHEDs drive to stop the use of fake diplomas and school records. CHED former
chairman Carlito Puno said the MOA aims to secure authenticity of academic records such as
diplomas, transcript of records and special orders from all colleges and universities in the
Philippines. Thus, protect the image and integrity of Filipino College students to potential
employers both locally and internationally. Puno emphasized further that the MOA would boost
the competitive edge of the graduates in the labor market for it will ensure the integrity of
credentials of the graduates while protecting the reputation of higher institutions of learning.
According to the Republic Act No. 10175 known as the Cybercrime Law (2012); The
State recognizes the importance of providing an environment conducive to the development,
acceleration, and rational application and exploitation of information and communications
technology (ICT) to attain free, easy, and intelligible access to exchange and/or delivery of
information; and the need to protect and safeguard the integrity of computer, computer and
communications systems, networks, and databases, and the confidentiality, integrity, and
availability of information and data stored therein, from all forms of misuse, abuse, and illegal
access by making punishable under the law such conduct or conducts.
In relation to this, the input, alteration, or deletion of any computer data without right
resulting in inauthentic data with the intent that it be considered or acted upon for legal purposes
as if it were authentic, regardless whether or not the data is directly readable and intelligible.
Local Literature

Marrero (2009) in his study entitled Student Information System for the University of the
Cordilleras stressed that the concept of Information Systems (IS) emerged in the early 1960s.
More often, when information system is defined, the field Information Science is always
associated, IS is an academic field that deals with the generation, collection, organization,
storage, retrieval, and dissemination of recorded knowledge. Furthermore, it is a collection of
related components designed to support operations, management, and decision making in an
organization. Generally, IS is supposed to inform people. Information System supports people or
users in making intelligent decisions based upon the information derived from reliable data.
According to Evangelista (2008) the universitys Student Information System (SIS) of
Nueva Vizcaya State University is a secure, web accessible interactive computer system that
allows user access to grade reports, transcripts, schedule of classes, and remaining balance for
the semester and register for classes online. Through the system, students would be assigned a
unique identification number. All data to and from the university would use that unique identifier.
The use of individual student records would: 1) Increase the admissions capacity to follow a
students progress over time; 2) provide better quality data to drive more enlightened policy
decisions resulting in enhanced educational opportunities for all students; 3) reduce data
collection burden through a web enabled SIS; and 4) as a tool of parents in monitoring the
academic performance of their children.

Local Literature
According to Bacala and Reano (2010) An Online schedule System was proposed to replace the
manual searching in Cavite Maritime Institute in order to advance an organized flow of
transaction and an ease of work concerned on how the manual searching performs throughout the
institutions operations. The Administrator has the right to update, add and delete records at the
same time, tracing the constraints and evaluation of then manual system essential. Online-based
schedule system also provides the users to view their schedule as long as the user or the student
is enrolled in the institution and also connected through the internet.

Local Literature
Based on Harvent School (2011), Harvent School in Dagupan City, composed of elementary and
High school level. The school puts premium top system. The Scheduling process is the initial
stage in gathering bon fide accurate student information necessary to establish student permanent
records. The system provides the access to the students to see their school records such as
students personal information and grades. The system will work only in their facility; the school
principal serves as the admin and the school also provides their top security system to avoid
information leakage.

Local Literature
According to Aquino (2011), Importance of computer application is increasing day by day. In the
latest decades of the millennium winning organization are those which are willing to integrate
business strategy and computer information technology in plying their respective trades. The use
of computer information technology results for them to be able to develop products fast and
make decisions fast, ability to have fluid organization structures, able to cope with the
demanding work force and external environment by the rapid development of innovative
approaches and lastly using information system confirms the companys mission vision. The
school use the information systems in the way of implementing a scheduling system. This
results for them to search more accurately and easy.

VIII.

Synthesis
The prior conceptual and researched literature and studies, associated directly and

indirectly to the present research provided more insights about the nature and scope of the study,
which is the Feasibility of an Online Information System for Kalayaan National High School.
The campus implies that the existing system they are using causes delay in giving information
for the students.
The related literature, both foreign and local stated that KNHS is still using the old
manual system. In LPU (2011), schools and universities create their online websites because it
provides vital information regarding academics and other logistics for assisting the students, their
parents and the staff. In addition, since the late 1990s that trend is accelerating as institutions
replace older systems. On the other hand, it discuss the efficiency of using an online system, one
example is the PUPWebSite (1998) which replaced more expensive, traditional methods of doing
things with a more streamlined and efficient online solution.
Both foreign and local studies discussed the functions of an Online Information System
such as the study of Marrrero (2009), generally, Information System is supposed to inform
people. Information System supports people or users in making intelligent decisions based upon
the information derived from reliable data. Then, according to Evangelista (2008), said that the
use of individual student records would: 1) Increase the admissions capacity to follow a students
progress over time; 2) provide better quality data to drive more enlightened policy decisions
resulting in enhanced educational opportunities for all students; 3) reduce data collection burden

through a web enabled SIS; and 4) as a tool of parents in monitoring the academic performance
of their children.
On the other hand, issues, controversies, and concerns are the focus of the related local
studies, one of this is Republic Act No. 10175 known as the Cybercrime Law (2012); According
to this, the input, alteration, or deletion of any computer data without right resulting in
inauthentic data with the intent that it be considered or acted upon for legal purposes as if it were
authentic, regardless whether or not the data is directly readable and intelligible. Illegal acts upon
this will be subjected under case.
The related literature and studies have significant relationship with the present study in
the sense that both are discussing about the benefits of having an information system that could
replace the old system used by KNHS. Likewise, the accessibility of information will be
implemented by using this online system. Though in some point, there are rules and regulations
that must be considered from Republic Act No. 10175 to avoid illegal acts.
Scheduling System of Graysail in the year 2010 is similar to the developed system where
it allows designating faculty and staff to set schedule of availability and designate individuals
enter the system and schedule appointments as needed with the faculty and staff. Software with
automatic scheduling for teachers workload that can be easily access by faculty members will be
handy to everyone.