CITI GLOBAL COLLEGE

Cabuyao City, Philippines 4025

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Department of Computer Science 1

1.0Introduction
1.1Background of the Study.
The Technology continues to advance, computers becomes a closer to
everyday life Computers are already seen everywhere at work, at school, and at home.
Daily activities either involve the use of or depend on information from a computer.
This maybe because computers are used in almost every field and profession like
education and office works to perform large number of computer related work.
Computerization is a control system that manages processes in industrial workplace.
It reduces human errors and processing time, thus it can boost productivity that results
into high quality of product. In information system, computerization is concerned
about interrelating different but interdependent transactions. This can result in a
system with well-integrated processes that can perform much faster and more
accurate than the manual system. This can result in a system with well-integrated
processes that can perform much faster and more accurate than a manual system. In
the field of education, researchers and theorists have focused intensively in recent
years on examining the concepts and use of information in to assist administrators,
teachers, students and parents. Schools, like any other organization used to manage
all sorts of data and information to ensure attainment of its goals and objectives.

Enrollment is the process of entering and verifying data of student to register

on a particular school. Different interrelated processes build up enrollment procedures
called Enrollment System. Enrollment System are used particularly in recording and
retrieving student’s information. Tracking student’s information is also one feature of
Enrollment System, in which the school can trace the standing of a student. Verifying
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payments is also added to update or browse student’s billings. Enrollment System is a

good example of a computer generated process. This can lessen the work load and
provides accurate information needed of the school. As a result, it will benefit not
only the student but the administration as a whole. Enrollment System is very
essential in a school.
1.2 Statement of the problem
1.2.1 General Problem
How to design and develop a Computerized Enrollment System for Laguna
Eastern Academy School.

1.2.2 Specific Problem

 How to prevent loss and duplication of record of students.
 How to prevent time consuming in enrolling.
 How to provide a system that can secure all the information and
record of the students.

1.3 Statement of Objective

1.3.1 General Objective
To design and develop a computerized enrollment system for Laguna
Eastern Academy School.
1.3.2 Specific Objective
 To prevent loss and duplication of record of students.
 To prevent time consuming in enrolling.
 To provide a system that can secure all the information and record
of the students.
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1.4 Significance of the Study

The proponents construct a computerized system lessen the work of the
admission staff for the enrollment process and keep the record of student easily. Also
in using this system, it can recognize the person involve in this study.
The goal in this study is to give information to the people on what benefits
they will get from this research.

Admission Staff
It can help them to lessen the work load term of enrollment. It can minimize
the effort and time they exert in terms of gathering the data or information of the
student.

Students
It can help them to process the enrollment easily.

Principal
It will help them to have a secure assurance of the quality to improve the
process of enrollment. It can also attract students to enroll in this school.

The Future Researchers

For the future researchers, this study could be used for their reference in
having an computerized enrollment system if the future researchers would like to
formulate a system such as this.
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Cabuyao City, Philippines 4025
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The Proponents
Proponents would also be a beneficiary of the study since they would value
the importance of enhancing their skill and work performance while inheriting
knowledge throughout the study.

1.5 Scope and Limitation

1.5.1. Scope
The computerized enrollment system is a highly efficient one that
covers the major processes in the enrollment of old and new students, files
maintenance such as listing of enrolled students in different year levels.
Administrators have total access to the system, confirming the students who
are currently registered and/or enrolling, generating records, sectioning the
students in every year level. The system gives further information about the
enrollment process as to know how many students are enrolled in every year
level.
1.5.2. Limitations
The computerized enrollment system does not cover the evaluation of
student’s grades, class scheduling, viewing of subjects and teachers and
paying of fees. Not accepting any online payments. It can only operate for
enrollment purposes. It can’t show the schedule of the subject in per year
level.

2.0 Methodology
2.1 Methodology Used in Developing the System
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During the development of the computerized enrollment system the

proponent used Visual Basic Studio 2010, C# and Microsoft Access Database
2010. Adobe Photoshop and Fusion 360 for creating design and logo in
Enrollment System.

2.1.1 Justification of Methodology Used in Developing the System

The proponents used Microsoft Access 2010 because it’s easier than client-
server database to understand and use, import and export to other Microsoft Office
and other applications, ready templates for regular users to create and publish data.
The advantages of C# is making it easy to integrate with components written in other
languages and many of Microsoft's proprietary technologies. Also note that much of
.NET has been standardized, which means that it could run on other platforms in
google. Advantages of Adobe Photoshop is a powerful and popular image editing
software that helps you to apply various effects easily and get consistent results,
Autodesk Fusion 360 helps you to design more quality by freeform modeling, 3D and
sculpting. Fusion 360 enable users to easy and fast exploration of design ideas with
cloud base design management system.

2.3 Methodology Used in Evaluating the System

During the development of the computerize enrollment system the proponent
assemble all the enrollment data from the Laguna Eastern Academy and to analyst it,
the proponent interview the admission staff and their problem about the registration
there student, researcher find the flow and get sample document in their student
registration, tuition payments and scholar discount.
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2.3.1 Justification of the Methodology Used in Evaluating the System

Product

Interview

The first procedure used by proponents was interview. Interview was done
thru directress, registrar and accounting department personnel. The directress was
questioned about the school’s background (history, mission and vision) and about the
evaluation of the students.

In addition to that, current processes and step-by-step transactions were also

done by the used of interview. These include registration of students and payments
that were assigned to registrar and accounting department. Sectioning and scheduling
of students were also revealed by registrar department to the proponents.

Survey

The questionnaire was prepared by the proponents to determine the

acceptance of the respondents. The respondents nee to answer the question based on
the following criteria.

3.0 Data Gathering Procedure

This involves getting relevant and related data from the school that will
undergo design proposal. Background Research: Includes school’s profile, vision and
mission that will relate to the design proposal, existing I.T. Infrastructure: Includes
existing hardware and software components that can be a factor in design proposal,
process interrelationship: Contains processes, transactions involve in the existing
Enrollment System and how they are related to each other.

4.0 The Existing System

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4.1 Company Background

Laguna Eastern Academy school have huge number of student who are
not yet using computerized based in register and grading system has
difficulty/problems concerning the record of student data’s. The information
and their grade are important record to keep even for the longest time for the
referral and credentials of the student to enter their next level of attaining their
goals. It is the tract record that recognizes of one student, this maybe use for
analyzing of information and performance of their grades, Manual
computation is very prompt to risk for any circumstances. It is time
consuming in terms of recording their information and their grade, Paper work
and computation using calculator. If some record are lost, they never retrieve
or back it in case of unexpected incident. Accuracy and security is not been so
defined.

It was in the year 2000 when Laguna Eastern Academy of Santa Rosa
Inc. started its first year of operation. This is owned by a couple whose life
were full of struggles then and far different from where they are now then.

September, 1996 the construction started, it was then temporarily

stopped due to resistance of some homeowners. Nevertheless, due to the
power of prayers, for severance and good intensions the hard work are paid
off. The school started it first year operations offering 1rst and 2nd year level
during the academic year 2000 -2001.
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There were 94 enrollees, 66 freshmen and 28 sophomores. As the year

past, enrollment progressed, now having more than 400 student from 1rst to
4rth year levels. The faculty and staff of this institution render the services
needed by the students. LAGUNA EASTERN ACADEMY OF SANTA
ROSA INC. is a school that is used to be a dream turned to reality and that,
will then be a LEGACY.

4.2 Description of the System

The current data base used by the Laguna Eastern Academy is Microsoft
Office Excel 2010.Their method is traditional for registering, recording, computing
and updating student files. Everything they do is manually encoded.

Student Information is written on paper forms during enrollment. The registrar

prepare the list of official enrolled students and give copies to the principal and to the
teacher. This type of system is very tedious and takes a long time. Manually by
registration of student, checking student information.
4.3 Data Flow Diagram
DATA FLOW DIAGRAM
PROPOSED COMPUTERIZED ENROLLMENT SYSTEM FOR
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LAGUNA EASTERN ACADEMY

4.4 Data Dictionary

4.5 Problem Areas

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 Incomplete data while increasing parent confidence.

 Illegible data.
 Time Consuming.
 Irregulate the student data.
 Paper is vulnerable.

5.0 The Proposed System

The Proposed System developed for Laguna Eastern Academy will be

efficient in terms of time consuming, space and lessen the costs from their previous
data base. Our proposed system has a security feature of which admin, and the
registrar are the users by using log-in form by typing the username and password. In
general, our proposed system uses Microsoft office Access 2010 for our database and
C# as the programming language for our development system.

5.1 System Overview

The proposed Existing Enrollment System for Laguna Eastern Academy is
going to be a Computerized Enrollment System.

The proposed system will decrease the number of manpower, time and space
needed for enrollment.

The proposed system facilitates in keeping track of records, transaction and

other activities of the students regarding the enrollment. The system generated reports
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needed by the faculty and the students like the Official Receipt, and Student Master
List.
5.2 Process Specification

5.2.1 Data Flow Diagram

5.2.2 CRUD Matrix

5.2.3 Data Dictionary

5.3 Data Specification

5.3.1 Entity Relationship Diagram

5.4 Screen Layout

5.5 Program /Module Specification

5.6 Cost and Benefit Analysis
6.0 System Coding (Prototype)
6.1 Programing Language
The main programming language used in developing the system is C#
Language. C# is a multi-paradigm programming language encompassing strong
typing, imperative, declarative, functional, generic, object-oriented, and component-
oriented programming disciplines. C# is more type safe you need not put much
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attention on such problems as memory leak, which is troubling problem for C++
programmer. The main advantage of C# is that it runs on the CLR, making it easy to
integrate with components written in other languages (specifically, CLR-compatible
languages) and many of Microsoft's proprietary technologies.

6.2 Special Purpose Language Tools

 Visual Studio (C# language) for Application
 MS Access 2010 for database
 MS Word 2010 for documentation
 Adobe Photoshop for Image Editing
 Fusion 360 for Logo Editing
 MS Painting for development of the Data Flow Diagram and Screen printing
and cropping for screenshot used in documentation of the System.
 MS Excel for creation of Tables
 MS Power point for Presentation

7.0 System Testing Plan

7.1 Testing Stages
7.2 Testing Schedules

8.0 System Implementation Plan

8.1 Resource Requirements
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8.1.1 Hardware Requirements

Central Processing Unit
 Pentium, Dual Core, or higher processor. The higher processor, the faster is
the processing time.
 At least 512MB RAM (random access memory)
 Hard Disk
 USB port, CD or DVD drive for file backup

Input Devices
 Mouse – used for selecting menu option
 Keyboard – used in entering Information

Output Devices
 Monitor – a device where information is displayed for the user

8.1.2 Software Requirements

Operating System: MS Window XP, Windows 7 or Windows 10
Application Software: MS Office, C# Application

8.2 Implementation Plan

Appendices
Letter of Intent for the Company :
December 12, 2017

To: Ms. Lana Marie M. Batitis PH.D

LAGUNA EASTERN ACADEMY SRI
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Dear Madam,

We, the students of CITI GLOBAL COLLEGE taking up Bachelor of Science in

Computer Science are requesting your good office to please allow us to conduct an
interview and be the beneficiary of this project for the fulfillment of our course
requirements.

Rest assured that all information will be confidential and safe.

Hope that this letter will merit your very kind consideration.

Thank you!

Sincerely yours,

Marco C. Amarante
Ralf Ray Valenzuela
John Erick N. Mabalot
Kerby D. Opiña
Gherome T. Capacio

Noted by:

Prof. Arlene B. Laurel

Faculty-Adviser

Approved by:

Prof. Edwin C. Buraga, Ph. D

DIRECTOR - CITI GLOBAL COLLEGE
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Sample Interview/ Survey Questions:

 On the average, how long does it take before you get registered or before you
complete the whole enrollment process?
 What are the things that you think is still needed to improve the enrollment
system of the school?
 What difficulties did the student encounter during the registration period?
 What are the school step by step transactions?
 What are the school background?
 What are the requirements needed upon enrolling in the school?
o Transferee
o Regular
o Scholar
 What are the common problems you encounter using the current system?
 What are the student subject schedule?
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Documents/Forms from the Company:

GANTT Chart:
Cost and Benefit Analysis:
Bibliography:

Website
A Proposed Computerized Enrollment System for by Pearl Jean
https://prezi.com/ky469pwgmfjf/a-proposed-computerized-enrollment-system-for/

Advantages in C# language

https://social.msdn.microsoft.com/Forums/en-US/d3dbbad8-68b8-4cb1-a6ba-
1bd97a91d7ee/what-is-the-main-advantages-in-c-with-compare-to-other-than-
microsoft-languages-like-java?forum=csharplanguage
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Survey:

Name: _________________________________________

Position: ______________________________________

Guideline: (Check below the question and rate the system)

Criteria:
Strongly Agree Agree Disagree Strongly Disagree Undecided
5 4 3 2 1

No. Questions 5 4 3 2 1
1 Does the system work properly?
2 Does the system easily to use than the manual
enrollment?
3 Fast enrollment processing?
4 Does the system have security to use?
5 Does it make less mistake on records?
6 Does the system was easily to understand?
7 Does the system can secure the record of student?
8 Does the system arrange proper files of the
student?
9 Does the system can run without any hazard?
10 Does the system follow the proper enrollment
procedure?
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