Computerized Enrollment System Capstone Project Document

Introduction

The system design project, Computerized 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 computerized system that will lessen the effort of faculty staff in storing files of each student every now and then.   This will also serve as information especially for the irregular students, transferee. sThis information here can be viewed in just a second without worrying that a single file is lost.   The idea behind an computerized 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. This will also be a big help to all the enrollment staff especially under the management information system because they are the one who are entitled to touch and read the information from here.   It will help our institution to have another system that will upgrade the enrollment processes so as to meet the quality that our institutions are trying to meet. Today, the use of technology has been an effective tool on improving such kind of enrolment system. In this study, the use of Visual Basic 10.0 and MS Access database will help to improve the efficiency of the enrolment in the San Jacinto Catholic School Inc.

Background Of The Study

In our modern world doing impossible things is now become possible. With the help of technology, our lives become more convenient and doing things can be done so fast.

Computerization is a control system that manages, processes in industrial workplace. It reduced human errors and processing time, thus it can boost productivity and resulted into high quality of product produce. 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 a manual system.

Enrollment System is a good example of a computer generated process. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administrations a whole.

Statement Of The Problem

Generally this study aims to create a computerized enrollment system in San Jacinto Catholic School Inc.

Specifically this study seeks to answer the following questions:

1. What are the common problems encounter during enrollment?
2. Which do you think is more efficient between computerized enrollment system and a manual enrollment? Why?
3. Which do you think is more secured between computerized enrollment system and a manual enrollment? Why?
4. Would you like to have a computerized enrollment system?
5. How will the system help the school administration?

Significance Of The Study

The system will help to facilitate hassle free enrollment, we need to develop an computerized enrollment system to protect data from being burned out in case of natural disasters like fire, flash floods and typhoons. Easy access of every parents or students to the office thru calling in cellphone for their data. This study would serve as a handy reference for the other researchers who would embark on a similar study in the future especially on contain aspects not derived into by the present study. It will help to lessen their work and help them also to have a fast way of enrolling students as well as in securing student information.

The one who will be benefited in this study is the school especially the students and teachers, it will help create a hassle free enrollment.

Objective Of The Study

1. General Objectives

• The general objectives is to develop an automated enrollment system using Visual Basic .NET 2010

1. Specific Objectives

• To aims user friendly system for the user and to operate it easy.
• Provide a hassle free enrollment.
• To create an automated enrollment system for enrollees of San Jacinto Catholic School.
• To develop an accurate and easier way of registration for the students of San Jacinto School.
• To generate report’s needed for enrollment.
• To provide a user friendly enrollment system in managing enrollment of students.

Conceptual Framework

Conceptual Framework

Scope And The Limitation

The main focus of this study is to manage student’s records of San Jacinto Catholic School. You can edit student’s records, you can enroll new student, and you can delete his or her records in just one click. The school bill is not included in this study even the grades of the students. This can help teachers, students or employees to do fast enrollment.

Definition Of Terms

Automated – To run or operate something by using machines, computers,

Etc. instead of people to do the work.

Codes – To change (information) into a set of letter’s, number, or symbol’s that can be read by a computer.

Data – It can be visualized using graphs, images or other analysis

Tools.

Database – A collection of pieces of information that is organized and used on a computer.

Data Grid View- where all the data’s going

Enrollment form- this is the form where you fill up some data to enroll a student

Enrollment system – Is system design to perform the process.

Form- the interface of the system

Grade Level- identify the grade level of the student

Label-to identify what you are going to input in the textbox

Picture box – Control that it used to insert an image to the form.

Programming – The process of writing logical set of computer instructions for the purpose of creating executable computer programs.

Records – To write down so that it can be used or seen again in the

Future.

System – A group of organs that work together to perform an important function of the body.

Textbox– where you can input your data

Review Of Related Literature

            Computer assist careful intelligent planning, organizing, actuating and controlling. This may be observed from the past that they monitor production activities, solve scientific problem and help arrive in tentative to a multitude of involve conditions. (Dioso, 2011)

According to Jennifer Rowley (2005). In enrollment system is basically included in one of the most classification of information system. It served a tool to support information management with regards to student data, enrollment fees, information and other with a connection to the enrollment process. Every school gain competitive advantage for having this system for they will have the capacity on hiding important information at ease and with security.

Another literature, “Lack of enrollment system can lead to chaos and trouble. Students will be confused on what they should do to be able to enroll that is why such system is extremely useful in the way that it gives an ease on working on enrollment process. Enrollment is very useful in retrieving vital information of the students. without enrollment system it can lead difficulty both for the administration of school and student in enrollment process Ace Adrian (2011).

The use of computer information technology results for them to be able to develop products fast and make decision 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 company’s mission vision. School use information system in the way of implementing an enrollment system. This result for them to attract enrollees and earn an income. Enrollees are attracted because the use of the said system makes the transaction faster and easier. Aquino (2005).

According to Dunn and Scott (2005). Science and technologies is the root of emerging innovations in this world. For a person in this field of expertise does not stop to reshape the landscape of today’s business world. Enrollment system has made huge impact into the school arena. It is a system that is built on innovative program strategies. It is a system that will help both the enrollment personnel-in-charge and the student to easily process the enrollment at a lesser time, distinct from traditional enrollment, LAN enrollment system process large assortment of student record and provide efficient and consistent information services.

Continuing innovations in technologies can lead to organizational changes that range from improvement of day to day operation and for easy access it provides for the end user. Many schools today have adapted this innovation in offering their services. Forman (2007)

Related Studies

An enrollment system helps and provide efficient and reliable services for the students, enrollment personnel and administration. Moreover, this system improved the process of enrollment in terms of searching, retrieving and subject schedules (Lopez, 2005).

In educational institutions like Harvent School in Dagupan City. The school puts premium to its registration. The enrollment process is the initial stage in gathering bon fide and accurate student information necessary to establish student permanent records. The study has been made to hel Harvent School gather fast and deliver accurate information (Calabozo and Fernandez, 2006).

Automation Enrollment System Gumitao (2001), system is designed to provide reports of the list of enrollment per school year, periodical grade of students, and list of new, old and transferees Revalla (2005) created an Automation Enrollment System for the computer Science Department of the Laguna College business and Arts. The study was conceived because of the need to update the current registration system of LCBA, which is done manually. Her study, was based on the special problem of Mr. Bonifacio E. Bacani, Jr. about “Student Record Information System”.

In other studies, by Kampitan (2000) developed an Enrollment System of Liceo De Victoria that is designed to keep the student’s records. This is used to provide an effective and faster of providing information of the student and also the accounting purposes’ Liceo De Victoria Enrollment was developed and implement using relational database and designed in clipper 5.3. Earlier, Encila (1999) Introduced the Enrollment System for the computer Science Department of LCBA and traders, designed of enrollment System is advantageous to the school because it speeds up the process and with only a minimum amount of power and resources.

Quiver (2001), developed a program using database III which capable of retrieving, access in manipulating of data in easy way. A computerized system to minimized the lost of  record and burden of work was designed by Pajarillo in 2002. Monsalve and Ilagan (2005), developed a program and designed using Microsoft Visual Basic 6.0 and Microsoft access. The system is capable of receiving access, searching items, providing adequate information and data gathering.

Methodology

The research is adopted to a descriptive method. This employs the systems analyses method oriented towards computer approach likewise with the utilization of questionnaire on the survey of the information flow within the organization.

Research Design

This study will use the descriptive-survey of research, utilizing the questionnaire as the main gathering tool, which will be supported by relevant confidential information based on interview and observation. This method will be used because it is a status survey that will reveal the conditions and relations of the different processes and persons involved with the proposed system.

Respondent Of The Study

The respondent of the study will be the Administrators, Accountant/cashier, Registrar and the students. They should be known all the information involved in the system. Wherein, the researcher prepares a set of carefully prepared and logically ordered

Questions. This respondent focuses on the company’s employees/staff and students for they are very important in a sense that this study is all about them.

Data Gathering Instrument

These are the instruments or tools for gathering data in research used as basis for drawing conclusions or making inferences. Some of these tools are questionnaires, interviews, empirical observations, research and analysis used by the researcher as they will conduct the proposed study.

Interview

An Interview is defined as a meeting of two people face to face to confer about something or an act of questioning to receive a desired answer that is necessary in solving a specific problem. This is where data gathering occurs by asking questions for much needed information from the interviewee verbally and directly.

Observation

This technique is used when the researcher cannot secure adequate or valid data through the use of the questionnaire or some other technique. It is considered to be the most direct means of studying people in so far as their overt behavior is concerned. Observation of current operating procedure is another data gathering tool seeing the system in action gives you additional perspective and better understanding of system procedures.

Questionnaire

A pre-written series of questions used in gathering important Information’s from one or more persons. This will be given to the Individual who have a direct bearing of the study and in order to satisfy the proponent’s goal that is to get and measure the opinions, polls and Attitude of the respondents of the study.

Research Procedure

The researchers had undertaken the following procedure for the successful completion of the study.

Conducting Interview

the researchers had conducted an interview to the different respondents namely: the students, the employees and staff of the San Jacinto Catholic School Inc. Were the respondents was asked on some reliable information on how the Enrolment System was being process and detail of the data flow.

Gathering Data

In order to get the goal in this study the researchers must get the availability and reliability of the data or in the formation. We gathered data through and interview, research on some computers books, direct observation on how the data had been workout.

Identifying Software For The Research Study

The software is imperative in making computerized system. These requirements are necessary in order to have good relation of a system. It is better to use software that is cheaper but with quality performance in learning access data, and instructions. There searchers had selected the Visual Basic 6.0 as the host language and the Microsoft access as its databases for the development or for the computerization of the Enrolment system. The selection of software was initially based on the availability of a familiarity of the researchers with the particular software.

Encoding

The data gathered needed for these studies are encoded, the spacing, the alignment that sizes of text were carefully considered and also the wording are thoroughly checked, in order to have a clear and comprehensive output.

Testing

This program must be tested not only once but several times, and the performance of the hardware was also tested. So it can process bulk of data.

Evaluation

The running system will be evaluated by the programmer, respondents, administrative

Requirements Specification

In developing the proposed system the proponents also determine and evaluate the required hardware, software and people recommendations. And it shown below

Requirements Specification

Requirements Analysis

The first step encompassed the tasks that go into determining the needs or conditions to meet for a new or altered product, taking account of the possibly conflicting requirements of the various stakeholders, such as beneficiaries or users. This step was critical to the success of the development project.

The requirements must be actionable, measurable, testable, related to identified needs or opportunities, and defined to a level of detail sufficient for system design. The analysis of the data, which have been gathered in the earlier part of the study.

This part serves the essential explanation of the details above the data. The researcher are required a thorough investigation of the primary aspect, such as the books, internet or even the school need for the researcher, to satisfy the said study.

The methodologies that researchers applied the comprehensive formulation of solution to the problem, the measure in dealing with the objectives of the study and finally the interpretation of the result. This includes the presentation of the data that were purposely gathered then analyze and interpreted, in answer to the sub problems of this study.

The researcher created the system with the used of visual basic 6.0 provided easy access to relational features for user a raw power for developers. It was quiet simply the fastest management system on desktop, and its combination of easy to use powerful tools. Here are the uses of researcher.

-The use of consistent Design

– Pure Visual basic coding

– Unique Design

Data the Terms information and knowledge is frequently used for overlapping concept. The main difference is in the level of abstraction being considered. Data is the lowest level of abstraction, information is the next level, and finally, knowledge is the highest.

Analytical Tools

The analytical tools used in conducting the proposed study are the System flowchart,IPO (Input Process Output) and HIPO (Hierarchical Input-Process-Output), which are precisely discussed in this section for the development of the system.

System Flowchart

It is formalized graphic representation of a program logic sequence, work or manufacturing process, organizing chart, or similar formalized structure.

IPO Or The Input Process Output

These are the components or elements that make up the system. It is also described as tools on the design of the entire software.

Hipo Or Hierarchical Input-Process-Output

A high-level view of the functions performed by a system as its functions and software implementation.

Data Flow Diagram

This is a graphic illustration that shows the flow of data andlogic within the system.

Context Diagram

.     This is an overview of the organizational system that shows the system boundary, external entities that interact with the system, and the major information flows between the entities and the system.

Software Design

Design is a visualization of the outcome of a product but then in software design phase, time is very essential because designing software is not an overnight job. It takes a long period of time to ensure efficiency, maintainability and reliability if the software. Software design is a process of problem-solving and planning for a software solution.

After the purpose and specifications of software are determined, software developers will design or employ designers to develop a plan for a solution. It includes low-level component and algorithm implementation issues as well as the architectural view. The proponents considered different aspects in the design of the semi-automated enrollment system.

Each aspect must reflect the goals that the proponents were trying to achieve. Some of the aspects that the proponents incorporated in their study are the following: compatibility, extensibility, fault-tolerance, maintainability, reliability, reusability, and usability. For the design of the software, the proponents also used data flow diagram and entity relationship diagram along with normalization.

Software Implementation Plan

The phase of the software development method where software has already been debugged documented and tested. The objective of the implementation phase is to deliver completely functioning and documented information system. Implementation plan is the process of writing, testing, debugging/troubleshooting, and maintaining the source code of computer programs. This source code is written in programming language. The purpose of programming is to create a program that exhibits ascertain desired behavior.

Coding requires expertise in many different subjects, including knowledge of the application domain, specialized algorithms and formal logic. The proponents used VISUAL BASIC 6.0 for the coding and the interface, and for the system to be available, the proponents made it to Microsoft Visual Basic 10.0. Upon being made, errors were expected to emerge since the codes must also be compatible with the software that the well be used to supports, further debugging was done until there are no errors found.

Software Testing

A stage or phase where the proposed system will be given to a panel of critics and end-users for testing. In this way, the developer can determine the response of the userwhether the system works or not.

Software testing is an empirical investigation conducted to provide the company with information about the quality of the product or service under test, with respect to the context in which it is intended to operate. It also provides an objective, independent view of the software to allow the business to appreciate and understand the risks at implementation of

The software. Test techniques include the process of executing a program or application with the intent of finding software bugs. It can also be the process of validating and verifying that the system meets the requirements that guided its design and development.

Software Deployment

Software deployment is all of the activities that make a software system available for use. The general deployment process consists of several interrelated activities with possible transitions between them. These activities can occur at the producer site or at the consumer site or both. Deployment should be interpreted as a general process that has to be customized according to specific requirements or characteristics.

When the system became available, both the institution and the proponents were able to evaluate how the system provided the needs of the institution and how the proponents were able to include the specified requirements to the system that they have developed.