Enrollment And Billing System Capstone Project Document
Enrollment And Billing System Capstone Project Document
Table of Contents
Enrolment serves as a vital part in the life of every student upon entering schools or universities, either public or in private. It gives students the impression on how the whole institute manages and manipulate the entire body. Moreover, enrolment serves as the first experience of all students by which he/she takes part either individually or with company of a parent or some relatives. Enrolment is considered as the first step or procedure that must be done by old students within a particular institute before the semester per school year totally starts, but for those freshmen, or first year students (new students), they are obliged to usually take an admission test, to know and assess them the right course to engage to, followed by a scheduled interview in order to give them brief instructions and information about certain issues with regards to the school’s policies, institutional programs as well as personal information, health, economic status, so on and so forth. Good enrolment is always an asset in a university, pertaining to fast payment, assessment procedures, and easy transactions with a high rate of accuracy. Therefore, good enrolment within the schools or universities, if present, can be described as civilize, organize, accurate and professional.
As technology continues to advance, computers are becoming more part of everyday life. Computers are everywhere at work, at school, and at home .Many 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 application .It also the best solution for providing information and a way of communications in every individual and gives better understanding of some events that can arouse the interest of some particular subject matter.
As technology advances, human continuously seeks for better ways of improving quality of living and making work more efficient and effective. Myriad of years had passed when first uncovered the perplexity of using the powerful machine, computer. This human controlled device performs goal – directed tasks such as finding the most efficient way or solution to a problem (“Encyclopedia Britannica”, 2010).
Once competence is applied in using computer, users can manipulate, change and control the environment the way user pleases. Computer applications in terms of business, society and homes become prevalent. Software applications are predominantly used by corporate firms and even in aiding tutorials in schools and record keepings. Silver (1989) stated that information and paperwork are the most abundant products generated by modern business. Processing this mountain of information occupies the working hours of hundreds of thousands office workers, computer operators, clerk and managers. Although keeping records is crucial for the successful management of a business and several institutions, it usually consumes time in searching for a particular data in a pile of records. Information Technologies have to double its effort in producing and developing a computerized system since it eliminates specific problems encountered during the manual system process.
Most schools used computers to help students deal with modern technology. However, as the population of the students continues to grow, many schools faced difficulties in handling enrollment transactions. One of the solutions available to solve the problem is to transform the manual enrollment into a computerized system.
An Enrollment and Billing System (EBS) for Southern Mindanao Computer College Inc. of Digos City (SMCC) was develop to provide solution to the problem encountered by the school in operating its enrollment procedures. EBS is a computerized system that used Java Application (Netbeans 6.9.1) and MySQL for the database management. Further, it provides an easy enrollment operation, timeless accounts’ and payments’ calculations. Thus , computerized systems will make task easier, faster and well – organized.
The computerized world is a highly efficient one, which processing the big quantities of data and keeping .The extensive records will not be a problem to a post industrialized society, likewise the unreliable and slow processing and preparing student record and enrollment summary of report.
At Southern Mindanao Computer College, Incorporated (SMCC) Digos City there are five hundred three students taking several year levels. The populations of the student in mentioned School are continued to grow which means also that an increase of records are handled by the Registrar. Clearly the manual system of enrollment and student record keeping are too much time consuming task. Computer can be considered as another instrument for developing a system like enrollment in every school. This can be a great help to those students, teachers and school who are handling many task from providing easier and faster access.
Background of the Study
A quick and automated enrollment and billing system process is the way the school can find an easier and better way to implement an enrollment system. The automation of the said system will be implemented through the use of equipments like computers and printers. Users can use these equipments in order for the work to be done faster and it can lessen the processing time because of fast accessing of data. The researchers will develop a system that can minimize the processing time in order to access records of the students quickly so that enrollment process will be much faster than usual. Enrollees will be more comfortable for the system that researchers will develop because of fast and consistent processing of schools enrollment system. Researchers of the system will be aware of the existing problems that enrollees and the school are experiencing in the past few years to develop a system that will provide a solution to their needs for them to be comfortable of what the propose system will provide. Users or the facilitators of the propose enrollment and billing system will also benefited for the reason that they will not do the usual way they do when they are processing the enrollment forms or records of the enrollees. Instead of doing the usual way or the manual system of processing records of the enrollees they can now use a GUI or graphical user-interface, all they have to do is to press the mouse and enter data of an enrollee from the keyboard to manage the propose enrollment and billing system.
The Davao Micro Data Computer Education Center was organized in mid – 1993 by education-oriented professionals in Davao del Sur. The prime objective is to establish a total computer school in the municipality of Digos which is to be the first of its kind in the province of Davao del Sur.
The application of the school for registration with the Securities and Exchange Commission (SEC) was approved in February 17, 1995. After the approval, the school started to acquire computer units intended for informal training in tutorial basis.
In late 1994, the school acquired a good space for its computer trainings at JMC building, Rizal Avenue, Digos, Davao Del Sur. Starting with a remarkable number of students enrolled in the first salvo of training, the board of directors decided to pursue the opening of the Two-year Computer Secretarial course, which was the first in the locality.
Early in 1996, the name of the school, Davao Micro Data Computer Education Center was changed to Southern Mindanao Computer College, Inc. with a zealous and sincere intention to open up degree courses in Computer and information technology in the near future.
MISSION, GOALS AND OBJECTIVES
It is the true belief of the school that an individual could be trained in special skills and be a productive person the soonest possible time. Their expertise can make them employable in the industry or self-made enterprise where rewards are far greater and brighter.
The fact that they earn good, they can contribute to the government’s effort for national economic development. The Southern Mindanao Computer College, Inc. ensures the development of human resources in various fields of computer education and its related fields for the computerization of business, industry and other social organization.
Furthermore, the school aims to:
Conduct long and short term studies or programs for students interested in computer technology and other related courses;
Educate and train individuals in the line of modern computer technology in preparation for an advance career;
Prepare competent leaders, excellent secretaries and clerical employees who could run the information machinery of the country and the international community.
Offer effective training development for professional and allied support manpower or different business and industrial organization.
Acquire facilities relevant to computer education and trainings and provide organized system of instruction/training with competent facilitators and instructors.
Statement of the Problem
Computer as part of the innovation in technology manifest bigger changes in world, economies, banks and other manufacturing centers flourished due to the catching power of computers in the field of education, not all school can afford to have numbers of computer to update the school manual system, which somehow caused a lot of inaccuracy and inefficiency in the date processing records, rules and regulations, profiles, and program The present system of Southern Mindanao Computer College Inc. is done manually such as the enrollment system, and record keeping. From the time it was started to operate, they use the manual system. Even nowadays, that they have computers, still they use it for proration of memos and letters. The present enrollment System caused a lot of inaccuracy and efficiency in processing the record and data of the students. Too much time and effort are consumed and cannot give on time.
Different Problems are as follows:
How to lessen the time of the students in paying their fees of Southern Mindanao Computer College, Inc.
How the Southern Mindanao Computer College, Inc. can manage an easy way of securing student record?
How to speed up the process of generating enrollment report in a short period of time?
The study aims to develop and implement an automated Enrollment and Billing System for Southern Mindanao Computer College Inc. which will make the process of enrollment and billing less time consuming.
To design a module that will automatically compute a student’s tuition fee for an entire school year?
2. To develop an effective scheduling module that will generate conflict-free schedules.
3. To develop a module for a more organized student record.
To develop a computerized system that will help the Southern Mindanao Computer College Inc. in providing their clients/students a more faster, accurate and Efficient enrollment system.
To use the skills and knowledge that we gained through studying the subject of System Analysis And Design, Object Oriented Programming and Database Management System.
To enhance the knowledge of individuals in creating program
To help the Southern Mindanao Computer College Inc. in providing good quality of
Significance of the Study
The computers provide convenience to its user through the easier and faster way of transactions. Population of students in almost all-educational institution is rapidly increasing so great demand in teaching force is also becoming higher. Fortunately, today’s generation of high technology machine and tools can substitute these workers.
This proposed “Computerized Enrollment and Billing System of Southern Mindanao Computer College, Inc.” will provide a high technology way of retrieving and managing student’s data.
The study will be a great help to the following:
The school deserves to provide an efficient, faster, and accurate enrollment system for the students, for their school to preserved its name And for the school to attract more parents to enroll their children. In using this system, a lot of time will be lessen and saved. And it will make the work more easier. The proposed system once implemented, will help the school persuade new, incoming students to enroll, and not only that the school can compete with other private schools in terms of enrollment and quality education. The computerized enrollment system will provide the faculty and staff easy access to the students profiles, grades and schedules.
The Students and Parents
The proposed system aims to have a user-friendly and accurate functional interface. The proposed system will benefit to the students in terms of getting the result of the enrollment faster and it will lessen the time of the students to fill up many forms and they don’t need to wait for a long time to know their sections because the system will generate automatically, it will show immediately the section where the students belong. The system has its instructions that will helps the students to understand the process. The proposed system will be able to minimize the time and effort that it takes to process student’s enrollment. And it is also beneficial to the parents because it will help them lessen the time it takes to find appropriate class for their children.
The Faculty Staff
The proposed system will benefit to the faculty staff , It will lessen the time and hassles of the teachers and faculty staff during the enrollment day. Yet they can do their other activities because
the system is easy to use, all instructions are there, so there’s no need a lot of man power because all the procedures are there and There’s no difficulties for the students to enroll. The proposed system will benefit the employees handling enrollment processes of Southern Mindanao Computer College. The current registrar, who is intended to be one of the primary users of the systems. Once the system was implemented, it will able to help reduce the work of the Registrar. All the students record will be stored in the systems database like students class schedules and sections, teachers schedule, and the students grade. Through the use of the system, acquiring information by the users will be served with fewer delays, even decisions could be made easily based on the latest input data.
The Future Researchers
This proposed system will help to the future researchers because this study provides the necessary information in developing a computerized enrollment system. The future researchers can improve their systems by making this as their guide. They can use this for the references for their study and developing the same system. They can used the processes that had been made and they can apply it in their proposed system. The system will benefit the future researcher/s as guide or reference in their own efforts at any proposal or project. The researchers will enhance their analysis, knowledge and technical skills. They will gain programming knowledge and logical stimulation, knowing how to eliminate the certain problems of a system. The importance of conducting this study will be their opportunity to test and prove their skills in hardware development.
The proponent is the one who will benefit from this study because the proponents will apply all their acquired knowledge and skills. And they will use it in developing a system for the users And it will help the proponents to resolve the problems. The proponents have developed their writing, analysis, and interpretation skills needed to make a good thesis. It will beneficial to the proponents by gaining programming knowledge and logical stimulation and knowing how to eliminate certain problems of a computer system. Due to the stated problems regarding their teaching system, the proponents will not only gain programming knowledge but will also proposed a computerized version of enrollment. The importance of conducting this study will be the opportunity for the proponents to test and prove their skills in software development. They will utilize not only their skills in programming, but will also have to ensure and be sure that their program will be of greater help and will meet all the user’s needs.
Scope and Limitation of the study
The computerized enrollment system is an application system, which requires the users to input the gathered information about the students and the system will undergo process for inputting the information in the computer and the students will wait for several minute for the results of their section, they will go back to faculty for the receipt or enrollment assessment form. The system is can be used only by an authorized school members like teachers and faculty staff because they are the one who knows the information and they are the one who knows to use the system and they are in charge in giving the instructions to the students and they are allowed to access the system. Students are not allowed to use the system because it is limited to users and the system has its own security features like login that only administrators can access the system.
The study will be limited only to the boundaries of (Computerized Enrollment and Billing System of Southern Mindanao Computer College). The researchers focused in getting relevant data including data of the students and computation of necessary fees, the system will able to view class schedules.
It has an ability to save, record, and edit those data and important information about the students, teachers and school.
The study covers the computerization of the activities, the enrollment system including student registration class list, principal’s report of total enrolment of students and receipt.
The enrollment and Billing System covered the major processes:
Save the data and information of the students and subjects on a database. The database contains the student’s personal data, and subject information to be used on the enrollment procedures and records. Each student is provided with a unique ID number that contained related information such as name, address, and date of birth. The subject information contained basic details like lecture and laboratory units. Multiple subject schedules are possible with the presence of class card numbers.
Keep the enrollment records by specified semester and school year enrollment records are classified as student enrolled subjects, accounts, and payment information or history. Records are being saved by an identified semester and school year.
Configure of miscellaneous fees that should be done before and after the enrollment starts to avoid inconsistency of students’ accounts.
Load the classes with subjects qualified for the specified semester on the class organizer.
Display suggested subjects in lined with student’s curriculum during the start of enrollment. Administrator chooses either to add a selected class or all the suggested classes. The administrator also adds directly a specified class. Dropping and printing of enrolled classes are also catered by the system.
Student’s accounts and save accounts summary during enrollment; however, if payment transaction is made, the payment details will be save in the payment history. Implement special fees on selected students only; example: field trip fee for SMAW NC II students.
Purpose and Description
The software application focused on improving the enrollment system of SMCC. It envisaged to be of great help to the following persons:
Students. The students would easily be enrolled in their respective subjects through the help of EBS.
Registrar and accounting Office. The proposed system would help establish fast record keeping and retrieving.
The School. The main beneficiary of the study is Southern Mindanao Computer College of Digos City. SMCC, if would be adapting the innovation, would make their work at optimum performance. The develop system would compensate the flows and problems that the institution is encountering. Employees would not have to worry preparing forms for the students and reports for the administration because the system will do it for them.
Future Researchers. The study could be used as reference material in having automated enrollment system if the future researchers would like to formulate a new and better system.
Definition of Terms
These terminologies were gathered by the researcher for better and clearer understanding about the study.
Client. Does not share any of its resources that request a server’s content or service function.
Computer. Machine capable of the following the instruction to alter data, programmable electronic device that can perform calculations and processing information.
Database. Is a container to store your tables in. and a structural collection of related records or data that is stored in a computer.
Enrollment. It is a process in which a student is being admitted to the institution. This includes the listing of information or data about the student and subject he/she will be enrolled.
Information. Knowledge given or received of some fact or circumstances.
Program. An algorithm that a computer can both follow directly and follow the translated version.
Record. It is the collection of related field with information that usually pertains to only one subject.
Server. A computer on a local area that is running software for controlling access to all or part of the network and its resources and shares its resources with client.
System. It is a group of interrelated components working together toward a common goal by accepting input and producing output in an organized transformation process.
Software. It is a system utility or application program expressed in complete readable language.
User. The person who uses a computer for word processing, communications, and other application.
User–Friendly. A program easy to use even though an individual is not knowledgeable about the system.
Netbeans 6.9.1. Scripting language or programming language that is used to design the system.
EBS Stands for Enrollment and Billing System. It is a computerized system that composed of student’s records and payment transactions.
Java is a high-level, third generation programming language, like C, Fortran, Smalltalk, Perl, and many others.
Jasper Report is an open source java reporting tool that can write to a variety of targets, such as: screen, a printer, into PDF, HTML, Microsoft Excel, RTF, ODT, Comma-separated values or XML files.
MySQL is a database computer language designed for managing data in relational.
Students refer to a college student who is officially enrolled in SMCC and can be further categorized as new, old or transferee.
Review Of Related Literature
One of the most significant steps in a research project is conducting the literature review. Through this chapter, readers can familiarize the flow of the study. The related and previous studies presented in this chapter would give the readers and future researchers an idea of the system of the proponents. The proponents selected and review these studies and previous works to provide information for the readers.
Over two decades, effective enrollment management is going to be critical to the future of tuition/enrollment-dependent College and universities, especially in state where the number of high school graduate is expected to decline by 30-40% (WICHE,1984).This paper outline the conceptual framework, design, and implementation plan for building decision-support system for enrollment management at the college level private, comprehensive university. It begins with a brief overview of the enrollment system. As a concept, the computer-hardware environment, and the fourth-generation software tools used to implement the system. they proposed this to developed software that will help the management of the school “GEANHS’ in giving good service to its student in speeding of the process involve in monitoring account acquired during the enrollment & other payment transaction and was designed to be user-friendly by only authorized persons and to ensure security of data basic information and automation of enrollment process will upgrade the quality of the services provided for the qualified enrollees and This system have been designed in order to speed up the access and retrieval information and to lessen manual effort involve in the Enrollment routine of transaction.
Stated that the using of computer are continue to grow, the need for a more timely information and data processing comes on demand keeping the record of any manual operations need the application, because handling it manually will only be conflicting this System was made to lessen the time and effort exerted by both student and school employees. It is also made to give accurate reports and keep records of every students every students and for easy and fast way of enrollment..Developing Enrollment System, to know how to read sign the data that is used to be kept the record files of students and also that, it could be mange more efficiently in computer with his project ,This conducted system goes along the trend of computerization to be in the field of competitiveness and survive to the complicated works developed a program using database III which capable of retrieving, access in manipulating of data in easy way The study was conceived because of the need to update the current registration system of GEANHS, which is done manually.
Torres et.al. (2002)
conducted a study that resolves around the importance computerization of student information. This study was conducted with the hope that it would help minimize time and effort in
processing student’s information in Maulawin National High School. The basic feature of this study is after the storage and access of retrieving and updating the data. Nowadays most of the companies are dealing with huge amount of data. Of course this requires long processes of maintaining ,organizing and managing of these data. Managing these data will require a specific system specially created for the usage of a certain company or client. Handing multiple student records manually will consume a lot of time and resources . For a system to be efficient, reliable, and effective it needs to lessen the task of the user and the time consumed. Thus , computerization is essential to a system specially when it deals with huge amount of data. Also computerization gives security by sorting or monitoring the data or entities involved in the system. A security password and username for the client or user is also a must for maximum data security. Since enrollment system needs to process huge amount of data and information, computerization will become useful and essential for it. Maintaining students records for enrollment system with computerization will lessen the task and time consumed. Also updating the data will become easier and time saving, since the data required needs to be updated from time to time. Since student records are one of the most important data in an educational institution it needs to be maintained and organized. Computerization greatly increases the efficiency of an enrollment system. The user can maximize usage of a system with Computerization.
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”.
It is generally accepted that information is a vital commodity for the successful operation of today’s organizations. Nowadays modern business organizations are using computerized information systems in order to obtain such information. As a student with little knowledge about technology rapidly the main issue, is how can an organization should effectively use such an information system. Which it’s management sometimes can be unpredictable in order to effectively help the whole organization structure to improve and take the most out of it. This report will try to analyze intranet and its impact on the use of information in organizations, as well as what actions an organization might take to make the most effective use of it. Almost every higher education or any institution uses a software to store it’s data. You wouldn’t accept the applicants information without having a place to put a data and accepting applications. That part is the beginning of the study a system. Once students are accepted, you need to ensure that you store their information in a secure place, keep it up to date, and share it with all your institution’s offices so it can be used easily and efficiently throughout each student’s entire life cycle. The one Proponents of that system, will guide and satisfy our clients for student records. The proponent’s goal in this project is to developed the current system that they are using and make their staff easier and will help to reduce paper woks. It will make a useful system that can be used to facilitate the record of the student. That proponents system is a user friendly for our clients. It will be easily to access by the authorized personnel such as professors, instructors, and school administrator. It will be easily for the authorized personnel to access it. This system describes the information and components of computerized system and several strategies to develop the whole system. When we talk about the student’s record of the School.
What do we usually think, Well, student’s record is one of the most important files or documents that need to give way of attention, who assign this particular position, because it is one of the hidden files of the school that was the record of the student needs to secure for their privacy. Information Technology is widely used for faster and easier way of recording student information. It is also used in managing the operation undertaken by the school. It is a great help to every school that undergoes with different difficulties within recording the student’s information. Almost all schools and other institutions, computers have significant impact in their works. People rely on computer for efficient and effective way to handle different loads and tasks.
stated that the database system makes the work faster for every institution. For the mere fact that instead of doing things manually, with the use of computer technology everything is done fasters. This system was used an SQL in database that give less time to the employee of the school that inputs a record or information about the client or what we called enrollees. In their database they are not displayed the whole table only the important entities are displayed when you run the program. We will guide this system because of the functionality of their database.
was useful in the sense of functions and features that the enrollment system has. This system was computerized on year2007 that has highly secured in their files and record of the students. They are used a reliable database, in program they used java language that also the same with the language that we are use. they are some differences between the enrollment system of Adamski and the system that we are develop for now, Adamski have a receipt after paying tuition on cashier, they created a forms that show the content of tuition fee but in our system we are not suppose to create a forms like a receipt because we are engaging in public school. They are also created a form that has a lot questions about personal information of the enrollees. In our system we are not suppose to imitate those questions because the school only get the important detail of the students like full name, contact no., and address. We will depending on our system in this published journal because we think that this documents will guide us to make a better system. We also decided to use this documents because all of the flows and functionality of the system was very customized that we saw on the DFD, another reason is we have the same goals and that is to make an enrollment system that gives a better process for the school or the client.
They said that computer could eliminate the need for copying and rearranging information, which was entered into system. They also perform mathematical computation; in short computer can eliminate most of the paper works. Database is use as a storage of data in a system, this is use in almost of the system because it handles the data. Some of the advantage of database is/are it saves time, and thereby increases productivity by making it easier to retrieve data as needed, with database it makes backing up of vital data much easier, easy retriever of data and sharing of data. This is important in our system because we are making a system that need a storage of data because we input many data in our system which is confidential with the users. computer gives more benefits because this is where you create systems that can make your works faster and less man power. We need computer for accurate and efficient outputs of data for the benefits of the users. The system or the computer help us (the programmers) to make our work easier.
stated that database is structured collection of data. The data may be about people, product events in short, any type of information is to manage the collection of data for reporting and making decision. Of course data needs to be updated from time to time, therefore database provides easier access to the data that needs to be updated by sorting them into their designated categories and sections. Nowadays most of the companies holds huge amount of data, so basically they really need a system to hold and manage that data for them. Like the enrollment system, it holds the data, manages it and also it updates from time to time. A system needs a database to function, without a database a system wouldn’t be efficient or wont function at all. Database is one of the primary requirement for a system, not only for an enrollment system but for most of the systems that a client or company requires. Database management is important for the data of the system needs to be managed carefully and efficiently for better and more accurate results.
Dry – run of Automated Enrollment System
The Automated Enrollment System of Samar State University ails for an accurate, user-friendly, efficient system that can help both the student and personnel for first data processing of enrollment. Engr. Heidi Hashimoto, Japanese volunteer, headed the creation and conceptualization of the system. The system is web base that uses Php programming language with data storage in MySQL. In this study, php was used as for the programming language and data were stored using MySQL. Further, the system is automated system that runs through Intranet of the University. This means that the record cannot be accessed using the Internet and outside the school.
The online student enrollment system enables students to enroll into their subjects prior to the commencement of their semesters. This enrollment system not only allows international students to enroll through the internet without traveling to the campus but also incorporated the business rules. These business rules cover a wide range of regulations and policy such as subject, pre-requisite, student’s payment status, course coordinator’s decision and the correspondence of the student’s seniority to the intended enrolling subjects. Besides business rules, the system incorporates various notification mechanism like short messaging service (SMS) and E-mail. The interface auto-detects the users device either Pc or laptop or much smaller screen device such as a PDA. In short, the enrollment system back end engine runs to provide high satisfaction user experience with the business and user interface, the system is able to run the workflow cycle running in parallel with the notification capability.
Illinois Virtual High School Inquiry
This online inquiry gives detailed information on persons that can be contacted with regard to specific field; example is a general program issues, technical problems, faculty information and course development. It also gives information about their regional coordinators for participating schools. The students have a login feature where the students can log-in using their Login ID. The online inquiry system of Illinois High school helps the authors to picture out and develop an ideal database structure for the system. The proponent’s systems are similar and are based on some capabilities of the system in this study like the inquiry of courses and login feature for the student.
Conde (2007) in his study entitled “Network-bases Enrollment System of Paete National High School cited that the manual process of enrollment and manual handling of information and reports of the students is very laborious one. The proponents developed a network based system enrollment system to the said school to solve the huge amount of task.
Garcia (2002) created the “LSPC Enrollment System”, the study can be a great help to persons concerned during the enrollment period, the registrar, instructor of the students as they retrieval necessary information when needed and lessen the burden manually browsing over enrollment slip for record purposes
Saayo et.al (2008) developed the system “Network based automated Enrollment and grading system for Morong National High School. Due to increasing population of the institution, and the school currently implementing the manual system, every student spends a lot of time during enrollment period, such as paying their tuition fees and processing the school requirements.
Valinaet.al (2009) entitled “Network-based student Permanent Record keeping and Enrollment System of Balian National High School”. This System was made to lessen the time and effort exerted by both student and school employees. It is also made to give accurate reports and keep records of every students every students and for easy and fast way of enrollment.
Soriaet.al. (2006) constructed a system entitled “Network-based Computerized inventory System for the supply office o the LSPC main campus. With the advancement of technology, devices and machines were improve , developed and inverted to cope up with the need of new world. There are different systems designed for reliable, efficient and very useful to the user.
Cabanget.al. (2003) developed the ‘computerized Students Record Monitoring System of Siniloan National High School”, Computerized Student data will be exceedingly helped to the user through continuous management of the School. It could help the registrar for a less effort services in the institutions especially in updating, printing and deleting student’s record.
Velasco (2002) Study entitled “Maulawin National High School Student Information System” cited that maintaining students, records manually is a very difficult task and time consuming. In that case, computerization system that can help and handle this data needed to speed up the process of student’s record keeping and to promote and reliability.
Curaet.al. (2004) Designed system entitled “computerized inventory system of office of the supply in LSPU” is capable of handling voluminous data about the flow of item insurance and reply to the flow of items’ issuance and return in supply office
Torreset.al. (2002) conducted a study that resolves around the importance computerization of student information. This study was conducted with the hope that it would help minimize time and effort in processing student’s information in Maulawin National High School. The basic feature of this study is after the storage and access of retrieving and updating the data.
Alcaira (1999) Stated that the using of computer are continue to grow, the need for a more timely information and data processing comes on demand keeping the record of any manual operations need the application, because handling it manually will only be conflicting.
Aravia et.al. (2002) Show the growing importance of computers in the society. The significance of the study revolves the automation of student permanent record keeping.
Garnace (1999) Developed application software for the computerized information system of a commercial piggery using the concept of the database and implemented it in database.
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”.
Kampitan (2000) developed an Enrollment System of Liceo De Victoria that is designed to keep the students 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 speed up the process and with only a minimum amount of power and resources.
Cacao (2002) designed the “Morning Star Montessori School incorporated form 137implemented in Fox Base.
Solomon (2002) developed Enrollment and Record keeping System, to know how to read sign the data that is used to be kept the record files of students and also that, it could be mange more efficiently in computer with his project.
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.
IPizzara and Veridiano (2001) this system was done using Microsoft Visual Basic 6.0. This conducted system goes along the trend of computerization to be in the field of competitiveness and survive to the complicated works.
Relayo (1999) this study will assist the researcher regarding to the use of database and Visual Basic. This system have been designed in order to speed up the access and retrieval information and to lessen manual effort involve in the library routine of transaction.
Magalang (2003) he proposed this to developed software that will help the management of the school “lyceum’ in giving good service to its student in speeding of the process involve in monitoring account acquired during the enrollment & other payment transaction.
Lazaro (2004) this study entitled “Liceo de Los Banos record monitoring system” password was created for the protection and was designed to be user-friendly by only authorized persons and to ensure security of data basic information.
Lumbers (2002) stated in her study entitled “a systematic enrollment process using database system in Saint John academy. Calamba, Laguna” that the application of database system to the enrollment process will greatly increase its efficiency; automation of enrollment process will upgrade the quality of the services provided for the qualified enrollees.
According to Aquino(2005). 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 company’s mission vision.
Schools use information systems in the way of implementing an enrolment system. This results for them to attract enrollees and earn an income. Enrollees are attracted because the use of the said system makes the transactions faster and easier.
“Lack of enrolment system in schools can lead to chaos and troubles”. As stated by Ace Adrian (2011). Students will be confused on what they should do to be able to enroll that is why such systems is extremely useful in the way that it gives an ease on working on enrolment processes. Enrollment is very useful in retrieving vital information of the students. Without it can lead difficulty both for the administration of school and student in enrollment processes.
Many countries nowadays, especially the developing nations are challenged by the rapid technological changes. This has radically changed the living and working styles of the entire society. This transformation has been driven partly by rapid technological innovation. While in the 20th century saw the rise of the industrial revolution with steam-powered machines intensifying and expanding human productive power, the 21th century was characterized by the birth of machine-powered flight and the emergence of broadcasting and computer technologies the extend the reach of human creativity even more and made possible new ways by which humans could live and work together (Tinio, 2002).
The transformation of manual enrollment transaction to automated and now into a web based automation is one example of what has driven partly by the rapid technological innovation. Any ways just to make work easier and faster like enrollment transaction is possible with the emergence of computer technologies.
Technology innovation had influenced man’s work from data processing, business transaction, research, planning, monitoring and even in medical operation on human anatomy are now entrusted to computer technology. Web application are popular due to ubiquity of its applications. The ability to update and maintain web application without distributing and installing software on potentially thousands of client computers are key reasons for its popularity. A significant advantage of building web applications to support a standard browser feature is the ability to perform as specified, regardless of the operating system installed on a given client (Bacala&Reanno, 2009).
A web-based enrolment system has featured that meet most of academic institutions system’s needs and requirements. This include standardized modules for student registration, enrolment, grade management, and other modules that are deemed necessary to operate a school.
According to Jennifer Rowley (2005), information systems are a tool to support information management. Information systems are increasingly being used in organizations with the objective of providing competitive advantage. The information systems used by organizations can be grouped into different types such as transaction processing system, management information system, decision support system, executive information system, expert systems and office information system. Information Technology has heralded the advent of the information society. The information society may be a virtual society. The concepts of the electronic classroom, the electronic office and electronic library have been explored. Information system poses a number of issues on society in general, including: changing employment patterns, archiving, and bibliographic control, security and data protection, intellectual property, marketplace issues and access.
An enrollment system is basically included in one of the classification of information system that is stated by the author, thus it serves a tool to support information management with regards to the student data, enrolment fees information and other with a connection to the enrolment process. Every school gain competitive advantage of having this system for they will have the capacity on handling important information at ease and with security.
The iterative implementation approach is a theory that eliminates problems of using a waterfall study. This is invented to avoid a linear and sequential development of study. The overall functionality of the system is broken down into feature sets. These features sets often based upon use cases from the analysis stage, containing group of individual features that are related, typically by a functional area (Stephen McHenry, 2010).
WAMP5 (WAMP means Windows Apache Mysql PHP) is a platform of Web development under Windows. It allows you to develop dynamic Web sites with Apache server, PHP5 script language, and the database of MySQL release 5. It also possesses PHPMyAdmin and SQLite manager to manage more easily your databases.
Windows 7 is an operating system produced by Microsoft for use on personal computers, including home and business desktops, laptops, netbooks, tablet PCs, and media center PCs. It was released to manufacturing on July 22, 2009, and became generally available for retail worldwide on October 22, 2009, less than three years after the release of its predecessor, Windows Vista. Windows 7’s server counterpart, Windows Server 2008 R2, was released at the same time, Windows 7 is succeeded by Windows 8.
Adopting the theory of Stephen McHenry which is known as the iterative implementation covers the breakdown of overall functionality of the system to a what he called feature set and those feature sets represents different process involve in an enrollment system. It helps locate what feature an enrollment system will have since that this kind of systems does many activities and processes. According to Dunn and Scott (2005), science and technology is the root of emerging innovations in this world. For many years now, 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 students to easily process the enrollment at a lesser time. Distinct from traditional enrollment, LAN enrollment system process large assortment of student records and provides efficient and consistent information services. As stated by Holmes (2006), “The Internet is neither an extraordinary communication tool nor revolutionary. It simply represents the current stage in the development of human capabilities through written language, which itself derived from the spoken form.” That statement only shows that advancement in modern technology is at their highest peak. Nowadays, Web-based applications are widely used due to their ubiquity.
Web-based enrollment system is currently emerging on markets for they are offering transaction convenience and service efficiency through the use of Internet. This system becomes a powerful tool in dealing with information management regarding enrollment transactions. According to Forman(2007), continuing innovation 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 users. Many schools today have adapted this innovation in offering of their services.
Based on the researcher, a web-based enrolment system for Veritas Parochial School (VPS) in Manila was developed to help its students enroll in a more efficient way without the hassles of waiting long hours in filling out forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is with the Web-based Enrolment System for VPS that this new style of enrolment may be achieved. This new type of system offers its students new options for enrolling at VPS. By logging on to VPS website, one can register and enroll subjects for a school year. With these, all the students are required to fill out certain forms that do not take more than a few minutes to accomplish. The system stores its records in the school database for future references.
Confirmation of the transaction made by the students need to be verified, the payment of tuition fees must be made in the school’s registrar. The students may also browse the web site of VPS and he can check his current account. He can also refer to the list of the school current tuition fee rates (Pascual&Riceo, 2008).
According to the project study in 2005 by Mr. Lopez, an enrolment system help and provide efficient and reliable services to the students, enrolment personnel and administration. Moreover, this system improved the process of enrolment in terms of searching, retrieving and subject schedules.
An Online Enrolment System was proposed to replace the manual enrolment system of Cavite Maritime Institute in order to advance an organized flow of transaction and an ease of work concerned on how the manual enrolment performs throughout the institutions operations. The numerous transactions that the manual system covers, such as updating and adding student records, generating the advising and assessment slips, and the like considering the manual operating system to be inefficient for the need of the institution. Since the study involves proper record handling, tracing the constraints and evaluation of the manual system is essential(Bacala and Reano, 2009).
In educational institutions like Harvent School in Dagupan City, Composed of elementary and high school level. 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. A registration and billing system is needed by the institution to address the stated
situation. The study has been made to help Harvent School gather fast and deliver accurate information (Calabozo& Fernandez, 2006).
In a study conducted by Cayabyab (2007), many problems and difficulties were identified in the existing system of Dagupan City National High School (DCNHS). These major concerns are affecting the efficient enrolment system of students. Security of the students records were found to be at high risk. The current system may fail to protect some important documents. It has also untimely and inefficient report generation. A computerized system for DCNHS shall result to a significant increase in the number of enrollees.
Southern California Community College Long Beach City College has gone live with a Cognos-based enrolment management system that was designed by Irvine, CA-based professional services firm e2e Analytics. Prior to installing the new system, LBCC, which has two main campuses and multiple satellites that support nine schools and 34 departments, handled its enrolment via manual spread sheets. With no reporting, continuity, or standard practices, and with lengthy error corrections, the schools enrolment management budgeting and planning took up to three months to compile, consolidate, and implement (Koft 2007).
The study on problems regarding on school such as the Long Beach City College is an aid for the proponents to have the idea on formulating solutions on
transferring manual enrollment transactions to an automated or computerized one.
According to the coordinator of Admission Support of Kerian Greenaway, the system known as the Edith Cowan University Web Enrollment System (ECUWES) had replaced the traditional hard copy system of enrollment. The system offers immediacy and convenience of course enrolment via the internet. The said university in Australia is currently enrolling more than 5,000 new students with easier transactions cause of their online enrolment system. In the local setting, academic institutions both the private and government schools are shifting from manual to computerized system including student registration. This is accomplished either on an intranet or internet-based environment.
The desire to overcome these problems and difficulties has led the acceptance of advanced technology. It includes Local Area Network of computers, CD ROM and powerful processor. These technologies led to the development of information databases that provides simple and prompt retrieval of information through networking, In Local Area Network Enrollment System (LANES), the problems on admission and evaluation of academic records, subject reservation, assessment and payment of fees and issuance of class cards are besieged. Likewise, searching of records is effective due to its major key that is being used in retrieval of records.
A Local Area Network Enrollment System (LANES) is a broad system. It is a combination of different function areas such as databases, searching, retrieval,
and update of student records, checking of students schedule, computation of fees. (Dzubeck, Frank, 2003).
Inspired by the advancement of modern technology and the problems regarding enrollment transactions the proponents have come up with an online enrollment system exclusively for school with many enrollees. Several factors are considered in designing the proposed system. First is the tedious task of filling out application forms and inaccuracies of information provided by the students that cause delay on the enrollment process. Other is that there were problems on giving and announcing schedules of enrollees and cause for them to be late at their very first class.
The researchers gathered data necessary in the enrollment system for the success of the study in providing benefit for the employees and students so they can have access and have the ability to manage information directly and conveniently.
In developing the Enrollment and Billing System (EBS), the developers use different software applications. There are some approaches that can go further to related technology of the systems.
The requirements of the system are hardware and software applications that can hold the data programs and other information. A software Java Platform (Netbeans 8.0), a primary platform of the system was used as the development environment of the Enrollment and Billing System. Moreover, its capability to interact with application programming interfaces, its components and controls facilitates greatly in the design of appropriate user interfaces.
Its adaptability to relational databases makes good combination with the MySQL Server 5.5, a primary database used in this system and Jasper Report, an open source reporting library that can be embedded into any java application, is used in generating reports. Hardware needed: Processor: Pentium/Intel OS: Windows XP, DBMS: MySQL Server5.5, RAM 1.99 GB
For the conceptual framework of the manual Enrollment system, the Registrar inputs all data and information of the students into a hard paper. Students need to fill up all the fill out forms given by the administrator in order to submit his/her data and information.
For conceptual paradigm, the study employs the I-P-O (Input-Process-Output) and summarized in Table 1. The process load consisted of different on process of the manual enrolment system which doesn’t have a proper data keeping and the proposed EBS of Southern Mindanao Computer College Inc. with a database where student’s record and transactions are stored.
The output load consisted of different process on how the information stored being generated as output. In the manual system, student’s information is written in a paper while in EBS of Southern Mindanao Computer College Inc., all information is being stored to the database and made available to view and print.
Table 1. Conceptual Paradigm of the proposed system
Registration of students, enrollment of classes, calculations of accounts and payments
Stored Information of students written in paper
EBS of Southern Mindanao Computer College Inc. (SMCC)
Registration of students, enrollment of classes, calculations of accounts and payments
Data is stored in a database available to view and To be printed.
External Interface Requirements
The system has many interfaces which are the registrar’s interface, the cashier’s interface, and the assessment’s interface.
Requirements by Users
This table shows the requirements and description of the users.
External Interface Requirements
The system has many interfaces which are the registrar’s interface, the cashier’s interface, and the assessment’s interface.
Requirements by Users
This table shows the requirements and description of the users.
Table 2. Requirements by users
ID Requirement Description Priority
Fees Configuration: Configuring of fees must Mandatory
be done before or after an enrollment starts
to avoid discrepancies of Students accounts
All the subjects and students must be registered Required
on the system in order to add enrollment
records such as enrollment Summary of
Subjects and student Account
The registrar must add first a Record File Required
classified as a School year and a Semester, the
registrar must set the default file to be
used as a repository of all the enrollment
records that may be done.
The registrar must load all the classes Required
that fall on the specified semester in order to
make the Classes be available to the specified
school year and semester.
The registrar must use the Suggested Mandatory
Subjects Section in order to have a quick
guide of the qualified subjects for a student.
The system must be connected to a printer with a parallel or serial USB port in order to utilize its printing functionalities.
The Enrollment and Billing system enabled a user to add data and information to the enrollment database. The system was created by using Java Netbeans 6.9.1 application and uses MySQL software on its database management.
The system used the technology extension in java of Jaspersoft Reports on the implementation of its printing of information.
As long as there is a presence of LAN network, a registrar, cashier, and assessment can access all necessary information about the accounts and classes of a student.
Non Functional Requirements
Administrator’s end : JAVA PLATFORM IDE
System Type : Personal Computer
Processor Type : Intel Dual core 1.79 GHz or higher
RAM : 1 GB or higher
SVGA Modes : 256 color or higher and 1024*768/standard resolution.
Software Infrastructure Required:
Operating System : Windows XP, VISTA or 7
Other Software : JDK1.5 and Above
Developed on : JAVA5.2 Safety Requirements
The system provided an account for the registrar, cashier, and assessment having its encrypted password and unique username.
Java application(Netbeans 6.9.1). The primary flat-form of the system.
MySQL 5.0. The primary database of the system.
Jasper Reports. An open source reporting library that can be embedded into any java application.
Registrar. The registrar had the overall privileges in manipulating details about the existing data in the system. The Administrator had access and control in all functions of the system.
Use Case (Major Functions)
To visualize the system design, a Unified Modeling Language(UML) was used. In the figure, the use Case model (Figure 3) of the enrollment and Billing System is presented. It illustrated the different operations and major functions involve in the system. It also showed the different actors performing the indicated operations.
Registrar, Cashier and Assessment are the actors of enrollment and Billing System; the actors interact on the operations and functions.
Use case Diagram
Use Case Diagram
Use Case Specification for Administrator
The EBS Use Case covered the major functions: Registrar maintained the student’s record in which included several extended processes: Add, View, and update records. The Registrar maintained the class in which included several extended processes: add, update, and view classes. The Assessment also set fees as well as views and receives transactions.
Test case: EBS (Registrar)
Table 3. test case I
Use Case Name: Log In
Actors: Registrar, Cashier and Assessment
Description: The case shows the filtering of the users of the
system classified as Registrar, Cashier and Assessment.
Normal condition: The user will input the Username and
Password. And select the Account Type
Pre – condition: The system automatically Record the username, Date and
Time Log in. And it Detects a Username if it belongs to an Registrar, Cashier and Assessment.
Post – condition: Restrict the Interface button for the three different
entities are shown after validation of inputs the username and password and account type.
Table 4. Test case II
Use Case Name: Maintain student records
Description: In this case, the Registrar can do all
necessary actions resulting to manipulate the entire
Normal Condition: the system automatically detects the user if it belongs to
Registrar, Cashier, or Assessment and record automatically to the log in system.
Pre – condition: The system would automatically detects a user if it
belongs to the Registrar, Cashier and Assessment
New Record or Old
If, New Record, the administrator is said to add new student’s record. If, Old Record, the administrator can update the existing record.
Post – Condition: The system would classify a student record as new record
or old. If new record, the registrar is said to add new students record. If old record, the registrar can update the existing record.
Table 5. Test case III
Use Case Name: Maintains Class Record
Description: The case shows the capability of the Registrar
to do necessary actions resulting to maintenance of class records.
Normal condition: The Registrar chooses what kind of action
to do, for example are creating new class, assigning Subject to a class, or reassigning of Subject of an existing Class. The Registrar must input the Class Card number to access class records. And Registrar can view all subjects offered on the said school year and semester.
Pre – condition: The system would detect if the Class Card
number is existing or not.
Post condition: The system would allow the Registrar to
input necessary information to a new Class Card number
and update information to an existing Class Card number.
Table 6. Test case IV
Use Case Name: Set Fees
Description: The Assessment is capable to track down balance
accounts from previous school year or semester.
Normal condition: The Assessment can create the ledger accounts and add
group of particulars and add old accounts.
Pre – condition: The system would detect if existing group of particulars
for present semester.
Post condition: The system would allow the assessment to
add new fee or update existing balance.
Table 7. Test case V
Use Case Name: View Transaction
Actors: Cashier, Assessment and Registrar
Description: Both the three entities can view done
transactions made by the Registrar. Such as Payment History and Accounts Summary.
Normal condition: The Registrar can access all the accounts
of students enrolled on a specified school year and semester.
Pre – condition: The system would allow the Registrar to
view Students’ accounts including their accounts updates or the existing balances.
Post condition: The system would allow the Registrar to print a summary reports of the Student’s
Table 8. Test case VI.
Use Case Name: Payments Transaction
Description: This case shows the capability of the
Cashier to do a Payments Transaction.
Normal Condition: The Cashier search the last name of the students.
Pre – condition: The system would only allow Cashier to
do a payment transaction if a student has existing accounts for the specified school year and semester.
Post condition: The system would allow the Cashier to
have a payment transaction.
Entity Relationship Diagram
Sequence Diagram Mode
Figure 5,6,7 illustrated the Object-Relationship Diagram of Enrollment and Billing System. It also demonstrates how the system relates to each other.
Registration of Student
Registration of Students
The ERD Design
Below is the Entity – Relationship Diagram (ERD) of the major Database components of the Enrollment and Billing System.
Data Flow Diagram
Development and Testing
SDLC (System Development Life Cycle), just as the name implies, is defined as the process of developing system or software to meet certain requirements. It covers many activities; starts from understanding why the system should be built, studying the project feasibility, analyzing problems, choosing the system design and architecture, implementing and testing it, up to delivering the system as product to the user. SDLC is a process of gradual refinement, meaning that I done through several development phases. Each phase continues and refines what’s done in the previous phase. Commonly known development phases in SDLC are:
This methodology used usually when the business process is likely to be changed as the project proceeds or when the project sponsor has the little idea of what system to be built. The analysis, design, and implementation phases performed concurrently and on each cycle resulting in a system prototype that will be reviewed by the project sponsor. The cycle repeated continually based on the sponsor comments until the prototype successfully meets the requirements. The last prototype will then be called the system functions may not be recognized until somewhere in the middle of project timeline. Thus there is a possibility to alter the initial design decision and start all over again from the beginning. It can delivers system quickly to users, though it not exactly meets the requirements.
it is the process of understanding why the system should be built and defining its requirements. It also includes feasibility study from several different perspective, technical, economic, and organization feasibility aspects. The proponents use planning for their everyday schedule including their corresponding task. Each proponent will have a task for their work to be done easy. This phase is important because in this phase you will see the progress of your study and in this phase, the proponents can discuss the works and strategies of the system including the design of the develop system.
This phase includes activities such as problems identifying and analysis, and even predicting potential problems that may arise in the future regarding the system. The deliverable products of this phase will drive how the system will be built and guide the developer’s works. The proponents use analysis for their study because analysis will helps a lot in the proponents for developing their system.In this phase, the proponent’s conducts a investigation to analyze the problem of Southern Mindanao Computer College Inc. regarding the manual system. And what kind of system will create or develop to help and to lessen the problem of Southern Mindanao Computer College Inc.
System analysis leads to design decision, which exactly determines how the system operates in terms of process, data, hardware, network infrastructures, user interface, and other important factors in the system environment. The proponents use Design for their study, the proponents will create a user friendly graphical interface of the system. The proposed design is easy to use because the fill up form is not difficult to use because all of the contents are there.
This is probably the most resource, cost, and time-consuming phase of all. This is when the system is actually built, tested and finally installed. It also includes activities such as user training and system maintenance. This is the last and final phase that proponents use, in this phase you can now check your full study about the system that you create. And the proponents can conduct now a series of experimentation on their proposed system.
Results had been discussed after the system’s evaluation (the proposed Enrollment and Billing System) has been put into evaluation by the beneficiaries of this system. Casual interview and questionnaires were given to the administrators and students of SMCC as to know the impression of the respondents of the proposed system. The most notable procedure here is the compliance on the implementation where questions must traced to the content and design of the system.
Based on software allocation conducted, the following recommendations are as follows:
The proposed system should be adopted by the Southern Mindanao Computer College of Digos City and other academic institutions rather than using the traditional enrollment system.
There must a demonstration to the users of the system.
Necessary recommendations must be taken and evaluated.