ONLINE ENROLLMENT SYSTEM FOR CAVITE MARITIME INSTITUTE DASMARIAS, CAVITE A Specia

l Problem Presented to The Computer Studies Department College of Science De La

Salle University Dasmarias In Partial Fulfillment of the Requirements for the Deg
ree of Bachelor of Science in Information Technology By: Bacala, Mariel Reao, Esm
eralda Mr. Paulino Gatpandan May 2009

TABLE OF CONTENTS Acknowledgement Abstract List of Appendices Appendix A: Contex

t Diagram of the Proposed System Appendix B: Level 0 Diagram of the Proposed Sys
tem Appendix C: Entity Relationship Diagram Appendix D: Entity Relationship Diag
ram Attributes Appendix E: Screen Shot 1.0 Introduction 1.1 Background of the St
udy 1.2 Statement of the Problem 1.3 Statement of the Objective 1.4 Significance
of the Study 1.5 Scope and Limitation of the Study 1.6 Methodology of the Study
2.0 Review of Related Literature 3.0 Theoretical Framework 3.1 Statement of Ass
umptions 3.2 Operational Definition 3.2.1 Definition of Terms 3.2.2 Definition o
f Processes 3.3 Theories Used in the Study 35 37 38 33 9 12 13 14 16 17 24

4.0 The Existing System 4.1 Description of the System 4.2 Definition of Data Cap
ture 4.3 Inputs 4.4 Processes 4.5 Files 4.6 Outputs 4.7 Data Flow Diagram 4.8 Pr
oblem Areas 5.0 The Proposed System 5.1 System Overview 5.2 System Objectives 5.
3 Scope 5.4 System Justification 6.0 Design of the Proposed System 6.1 Input 6.2
Processes 6.3 Files 6.4 Outputs 7.0 Implementation 7.1 Resource Requirements 7.
1.1 Software Requirements 7.1.2 Hardware Requirements 7.1.3 Human Resource Requi
rements 7.2 Installation Plans 7.2.1 System Installation 7.2.2 Training Plans 7.
2.3 Conversion Plans 7.2.4 Testing 81 82 83 83 77 78 78 71 71 73 75 67 68 69 70
53 54 57 58 61 63 65 66

8.0 Conclusion and Recommendation 8.1 Conclusion 8.2 Recommendation Appendices B

ibliography 84 85

ACKNOWLEDGEMENT The proponents wish to express their earnest gratitude to the fo

llowing persons who gave assistance, for without their encouragement this study
would not have been possible. The proponents would like to thank Ms. Nerissa G.
Flores, the College Registrar of Cavite Maritime Institute, for granting the pro
ponents request to conduct a study to their school. The proponents owe so much gr
atitude to their thesis adviser, Mr. Paulino H. Gatpandan for the support and gu
idance throughout the study. The proponents would also like to express their gra
titude to Mr. Joseph C. Ribo and Ms. Sheryl D. Kamantigue, the proponent mentors
on the course Special Problem for the knowledge, suggestions, and support durin
g the course of the study. The proponents also owe much gratitude to their famil
y, friends, classmates, from BIT42 and loved ones for all the support that they
have rendered for the completion of this work. Most importantly, the proponents
would like to thank God almighty for His unfaltering blessings and guidance. -TH
E RESEARCHERS-

ABSTRACT The Online Enrolment System was proposed in replacement of the Manual E
nrolment System of the institution for it to have an organized flow of transacti
on and an ease of work especially to the administrators of Cavite Maritime Insti
tute. The study is concerned on how the manual enrolment performs throughout the
companys transaction. The numerous transactions that the manual system covers, s
uch as updating and adding student records, generating the advising and assessme
nt slips, and the like are commending the manual enrolment system to be ineffici
ent for the needs of the institution. Since the study involves proper records ha
ndling, tracing the constraints and evaluation of the manual system is essential
. Thus, the proponents gathered necessary data that will help in the progress of
enhancing the existing system of CMI.

CHAPTER 1 INTRODUCTION 1.1 Background of the Study A web application or web app
is an application that is accessed via the Internet or an Intranet. Web applicat
ions are popular due to ubiquity of the client. The ability to update and mainta
in web applications without distributing and installing software on potentially
thousands of client computers are key reasons for their popularity. A significan
t advantage of building web applications to support a standard browser feature i
s the ability to perform as specified, regardless of the operating system instal
led on a given client. The proponents decided to adapt web application in their
study because it enables the students, faculty, and administrators of the instit
ution to gain 24-hour access and use to the proposed system via a client compute
r without any needs of installing or distributing any software. Though many vari
ations are possible, a web application is commonly structured as a threetiered a
pplication. In its most common form, a web browser is the first tier, an engine
using some dynamic web content technology is the middle tier and a database is t
he third tier. The web browser sends requests to the middle tier, which services
them by making queries and updates against the database and generates a user in
terface.

The proponents chose to follow the basic structure of a web application. In this
case study, the proponents considered the widely used web browsers like Interne
t Explorer, Mozilla Firefox, and Google Chrome. For the middle tier, the propone
nts selected qsh.com as the host for the proposed system since it supports the t
echnologies used. Lastly, the proponents developed the proposed system using ASP
.NET and SQLServer 2005. Cavite Maritime Institute (CMI) was originally establis
hed on April 18, 1994. The companys primary purpose was to provide students with
basic, upgrading, and specialized courses to promote safety of life and property
at sea; the protection of the marine environment; the improvement of maritime s
kills; efficiency in operation; and safety in navigation of domestics and intern
ational fleets manned by Filipino seafarers. CMI consists of approximately 600 s
tudents and faculty. Its course list was expanded to include tertiary and parame
dical courses and it also intended to extend its coverage into other fields wher
e there are unmet demands for quality education. The Amendment Article of Incorp
oration carried the authority to now operate as an institution with 3-fold funct
ion, namely:
As a training center As a seafarer competency assessment center As
a maritime, technological, and computer college

The Quality Management System of CMI College was given the Certificate of Approv
al by Technisher Uberwangus Verein (TUV) Philippines in accordance with the requ
irement of the ISO 9001:2000 version. The scope covers the following:
Developmen
t and Provision of Maritime Education Services, especially in BS Marine Transpor
tation, BS Marine Engineering, Seafarer Rater Courses (Engine, Steward, and Deck
), HRM for Passengers Ships and IMO Model Courses Specification; CHED Policies,
Standard, and Guidelines; TESDA Regulations; and MTC Resolutions. Development an
d Provisions of Paramedical, Practical Nursing and Vocational/Technological Cour
ses, in accordance with TESDA TVET Regulations. Provision of Maritime Training a
nd Assessment Services, especially in Basic Safety, Advanced Safety, Tankerman,
Watchkeeping, Steward/Messman, Allied and Marina Courses, in accordance, TESDA T
VET Regulations, MTC Resolution, and Marina Training Regulation. Other course of
ferings such BS Customs Administration, BS Business Administration Major in Mark
eting Management, and BS Business Administration Major in Operation Management.

1.2 Statement of the Problem The Cavite Maritime Institute is using a manual sys
tem for their enrollment facility. The inaccuracies of information were minimal,
like the identification of units per semester and sometimes the registrar perso
nnel were making a mistake with the number of unitsbut the possibility of encount
ering a more difficulties and tedious task was still at hand. One of the problem
s that the institution would like to include in the study was the lack manpower
in the accounting department. In the accounting office or the cashier, CMI only
had two personnel to accommodate the students during the payment of fees for the
ir enrollment. The outcome was that the school had a hard time in accommodating
those large numbered students, and that made it hard for other students to wait
in line. Another problem of the school was the generation of forms. The students
needed to fill-up the student information slip, advising slip, and three (3) co
pies of the registration forms for the copy and record of the accounting office,
the registrar and for the student themselves. Students were consuming a lot of
time in doing such. Since the students are manually filling-up the official docu
ments the school, data redundancy has a great possibility in causing further com
plexity in the enrollment process. An added problem was that when the students w
ere getting their subjects and schedule for the semester, the students had to re
fer to the bulletin boards for the available subjects, schedule, and slots. Sinc
e the said information was posted, it would only mean that the updates were not

monitored effectively. To keep the students updated at all times, the availabili
ty of the subjects and slots should be monitored. If a subject only has 5 slots
available and there are still a number of students who would be enrolling that s
ubject, students should be informed of someone has availed the slots already so
that there wouldnt be any wasted time just by falling in line again just to look
for another available slot. 1.3 Statement of the Objective 1.3.1 General Objecti
ve To develop an Online Enrolment System for Cavite Maritime Institute that will
compensate the schools lack of manpower, file-handling, and generation of forms
and other documents. 1.3.2 Specific Objectives 1.3.2.1 To understand the current
system through interviews and observations. 1.3.2.2 To analyze the problem thro
ugh the use of Data Flow Diagram and ERD models. 1.3.2.3 To develop a prototype
of the proposed system containing key requirements and functionalities using ASP
.NET and SQL Server 2005. 1.3.2.4 To incorporate the different functions and sol
utions needed for the current enrolment system with the proposed system by const
antly evaluating and revising the prototype to meet the requirements by the inst
itution.

1.3.2.5 To test the proposed system by allowing a specific number of persons to

use the system and gather the feedback from the users. 1.4 Significance of the S
tudy Due to the increasing population of CMI, this study helped the school regar
ding their enrollment transactions. The proposed system aimed to benefit the sch
ool in their enrollment facilities such as maintaining the files, assessment of
fees and especially the enrollment itself. The proposed system aimed to benefit
the following: The School The main beneficiary of the study is Cavite Maritime I
nstitute. CMI would be adapting the new innovation of technology through web tha
t will make their work with optimum performance. The developed system will compe
nsate the flaws and problems that the company is encountering. Employees would n
ot have to worry preparing forms for the customers and reports for the managers
because the system will supply it for them.

Registrar and Accounting Office With regards to the registrars office the propose
d system will help the school in maintaining the data of the students and the sc
hool will not use the manual data gathering. CMI will just need to check the dat
abase for the records needed. Students The students will benefit by means of not
having a hard time in falling in line and waiting for their turn to register an
d pay for their tuitions. The students can pay their tuitions via the internet.
Proponents The proponents would also be a beneficiary of the study since the pro
ponents would value the importance of enhancing their skills and work performanc
e while grasping knowledge throughout the study. Future Researchers For the futu
re researchers, this study could be used for their reference in having an online
enrolment system if the future researchers would like to formulate a system suc
h as this.

1.5 Scope and Limitations of the Study The proposed online system was a portal t
ype system that covered the major processes in the enrolment system of Cavite Ma
ritime Institute (CMI) namely: Registration of the current students, class sched
uling and sectioning, assessment of fees, file maintenance, report generation (r
egistration form, assessment slip, student master list, and other forms and repo
rts essential to the system). The proposed system included the processing of stu
dents personal records and the mode of payment that the student would choose. The
new students or transferees have a limited access over the online enrolment sys
tem. Since they do not have an account or profile in the system, they could only
view the following: courses offered; available schedule, subjects, and slots; p
rojected amount of the tuition fee. When the student logs in his/her account, th
ere would be tabs or menus that would contain options that the student might wan
t to do in the system. He/she could find updates in his/her account (assessment
fees), the pre-registration form for enrollment with the class schedule, and oth
er forms that would be needed for the accomplishment of the records or the stude
nt. The student would also be given a selection for the mode of payment that he/
she would like to avail (i.e. Online via credit card, Cash or Installment). The
forms that would be needed from the enrollee would be passed on-line. The online
payment would be through the means of entering the bank account number of the e
nrollee, course code, student or ID number, and the bank account number of the s
chool itself.

Users of the system have their own account with different access levels. Student
s can view the subjects that are available, pay their tuition fees and view thei
r grades online. The student will be given a selection of the mode of payment. A
dministrators have total access to the system. The portal system was not connect
ed by any means to the current web page that the school is using. The proposed s
ystem would only be used for enrollment purposes only. The study does not cover
the computation of students grades since only the final grade is needed to verify
if the student passed the pre-requisite of a particular subject, entrance exami
nations and other web messaging services such as forums/threads, online voting/p
olling, and e-mail. 1.6 Methodology Developing an online system is difficult to
do because there will be series of tests and revisions before it will become fun
ctional. Therefore, there are some useful tools in building in integrated system
methods such as System Development Life Cycle models which include waterfall, f
ountain, spiral, build and fix, rapid prototyping, incremental, and synchronize
and stabilize. Paper prototyping is a widely used method in the user-centered de
sign process, a process that helps developers to create software that meets the
users expectations and needs. It is a throwaway prototyping and involves creating
rough, even-hand sketched, drawings of an interface to use as prototypes, or mo
dels, of a design. While paper prototyping seems simple, this

method of usability testing can provide a great deal of useful feedback which wi
ll result in the design of better products. The spiral model combines the iterat
ive nature of prototyping with the controlled and systematic aspects of the wate
rfall model, therein providing the potential for rapid development of incrementa
l versions of the software. In this model, the software is developed in a series
of incremental releases with the early stages of being either paper models or p
rototypes. Later iterations become increasingly more complete versions of the pr
oduct. Figure 1.6 Spiral Model

The study included creating rough drafts of how the proposed system would look l
ike and what the pages would contain. Through paper prototyping, the proponents
had a more organized approach and modifications of the system could easily be im
plemented compared to working with the system directly where there is a great po
ssibility that the internal workings of the system could encounter certain error
s. The proponents developed a preliminary release or version of the system where
the key requirements and functionalities were used as a basis. With continuous
testing and evaluation of the initial release, the proponents were able to come
up with series of incremental releases, and these releases were developed throug
h the integration of the results gathered from the tests, evaluations, and feedb
acks. When the results are to be implemented, the proponents use paper prototypi
ng before directly applying the modifications directly to the system itself. Act
ivities and steps of the spiral model: Requirement Analysis The first step encom
passed 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 criti
cal to the success of the development project. The requirements must be actionab
le, measurable, testable, related to identified needs or opportunities, and defi
ned to a level of detail sufficient for system design.

For the requirements analysis, the proponents conducted an interview to gather t

he data needed and went to the institution to observe how the manual system work
s. Functional Specification The second step was the documentation that described
the requested behavior of the proposed system. The documentation determined the
needs of the system users as well as the requested properties of inputs and out
puts. The proponents consulted the CMIs registrar regarding how they would like t
he system to behave and the way that the users could interact with it, along wit
h the inputs that it needs and the outputs that it would supply. Software Archit
ecture The software architecture of a program or computing system is the structu
re or structures of the system, which comprises software components, the externa
lly visible properties of those components, and the relationships between them.
The proponents decided to use a portal-type system and distinguished the essenti
al parts of this type of system that they covered in the study. The proponents c
hose only those that are necessary in the enrolment processes. The unnecessary f
eatures were set aside to focus on the essential processes of the enrolment syst
em that the portal would contain.

Software Design Software design is a process of solution. After the purpose and
software developers will design solution. It includes low-level well as the arch
itectural view. problem-solving and planning for a software specifications of so
ftware are determined, or employ designers to develop a plan for a component and
algorithm implementation issues as
The proponents considered different aspects in the design of the enrollment syst
em. Each aspect must reflect the goals that the proponents and CMI were trying t
o achieve. Some of the aspects that the proponents incorporated in their study a
re the following: compatibility, extensibility, fault-tolerance, maintainability
, reliability, reusability, and usability. For the design of the software, the p
roponents also used data flow diagram and entity relationship diagram along with
normalization. Implementation Implementation is the process of writing, testing
, debugging/troubleshooting, and maintaining the source code of computer program
s. This source code is written in a programming language. The purpose of program
ming is to create a program that exhibits a certain desired behavior. Coding req
uires expertise in many different subjects, including knowledge of the applicati
on domain, specialized algorithms and formal logic.

The proponents used ASP.NET for the coding and the interface, and for the system
to be available online, the proponents uploaded it to qsh.com. Upon being uploa
ded, errors were expected to emerge since the codes must also be compatible with
the technology that the host website supports, further debugging was done until
there are no errors found. Software Testing Software testing is an empirical in
vestigation 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 sof
tware to allow the business to appreciate and understand the risks at implementa
tion 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 pro
cess of validating and verifying that the system meets the requirements that gui
ded its design and development. Software Deployment Software deployment is all o
f the activities that make a software system available for use. The general depl
oyment process consists of several interrelated activities with possible transit
ions between them. These activities can occur at the producer site or at the con
sumer site or both. Deployment should be interpreted as a general process that h
as to be customized according to specific requirements or characteristics.

When the system became available over the web, the both the institution and the
proponents were able to evaluate how the system provided the needs of the instit
ution and how the proponents were able to include the specified requirements to
the system that they have developed. Maintenance Software maintenance is the mod
ification of a software product after delivery to correct faults, to improve per
formance or other attributes, or to adapt the product to a modified environment.
When the system became ready and available for CMI, there continuous improvemen
ts and modifications would be done as needed to correct the errors that the syst
em might encounter and might cause it to be inefficient to meet the needs of its
users for the online enrolment.

CHAPTER 2 REVIEW OF RELATED LITERATURE The proposed system for Cavite Maritime I
nstitute (CMI) could also accept on-line payment. One of the most significant st
eps in a research project is conducting the literature review. Through this chap
ter, the readers can familiarize to the study of the proponents. The related and
previous studies presented in this chapter would give the readers and future re
searchers, an idea of the proposed system of the proponents. The proponents sele
cted and reviewed these studies and previous works to provide information for th
e readers. Long Beach City College Switches On Enrollment System Kopf, David. 20
07 Southern California community college Long Beach City College has gone live w
ith a new Cognos-based enrollment management system that was designed by Irvine,
CAbased professional services firm e2e Analytix. Prior to installing the new sy
stem, LBCC, which has two main campuses and multiple satellites that support nin
e schools and 34 departments, handled its enrollment via manual spreadsheets. Wi
th no reporting, continuity, or standard practices, and with lengthy error corre
ctions, the schools enrollment management budgeting and planning took up to three
months to compile, consolidate, and implement.

LBCC tapped e2e Analytix, which specializes in higher education, to design a web
based enrollment management system using Cognos Enterprise Planning software fro
m Cognos Inc. (Ottawa, Ontario). Using Cognos for enrollment management was a un
ique application for Cognos, according to Dan Galuppo, e2es director of professio
nal services, but the result delivers real-time data collection, consolidation,
workflow, and calculations to help LBCC enrollment staff make faster and more in
formed decisions. "Our new system provides flexible and powerful model developme
nt with the Cognos Analyst component and supports any business planning or custo
mizing of the enrollment management model, said Linda Umbdenstock, LBCCs administr
ative dean of planning in a prepared statement. The solution dramatically reduce
d the amount of time to process, consolidate and implement forecasts. It provide
d real-time service cost and expense planning per semester." ACM Portal http://p
ortal.acm.org/citation.cfm?id=1181300 The on-line student enrollment system enab
les students to enroll into their subjects prior to the commencement of their se
mesters. This enrollment system not only allows international students to enroll
through internet without traveling to the campus but also incorporates the busi
ness rules. These business rules cover a wide range of regulations and policy su
ch as subject pre-requisite, students payment status, course coordinators decision
and the correspondence of students seniority to the intended enrolling subjects.
Besides business rules, the system also

incorporates various notification mechanisms like Short Messaging Service (SMS)

and E-mail. XML is used to store business rules and this allows the portability
of the system interface to wider range of devices such as Personal Device Assist
ant (PDA). The interface auto-detects the users device either PC/laptop or much s
maller screen device such as PDA. In short, the enrolment system backend engine
runs based on the business rules and front-end engine runs to provide high satis
faction user experience. With the business and user interface, the system is abl
e to run the workflow of the student enrolment from the online enrolment form to
approval workflow cycle running in parallel with the notification capability. O
nline Enrollment for ECU http://www.doir.wa.gov.au Edith Cowan University (ECU)
is currently enrolling more than 5, 000 new students, which has been made easier
with its Oracle-based online enrolment system. This has allowed ECU to substant
ially re-design its business processes. The system is known as the Edith Cowan U
niversity Web Enrolment System (ECUWES), and replaces traditional hard copy enro
lment. According to the coordinator of Admission Support, Kerian Greenaway, the
system offers immediacy and convenience of course enrolment via the Internet.

The technology in use was set up by Oracle in 1998, when ECU moved towards creat
ing an innovative web-based enrolment and administrative system using Oracle dat
abase products. New enrolments using ECUWES are managed differently to re-enrolm
ent on ECUWES. New enrolments are processed while the student is with an enrolme
nt assistant, because there is a need to collect HECS and enrolment papers, as w
ell as to familiarize students with the system. In terms of re-enrolment, the st
udent has full control of enrolling in a six-week period, which allows for any s
mall glitches in the system, such as not being able to get online. ECU also prev
iously faced difficulties with managing student enrolment administration, as sta
ffs were distributed across several locations, so there was a desire for improve
d access and management of student information. Similarly, re-enrolment required
students to travel to the University and queue for service from administration
staff. Faculties also requested that students enroll by porting enrolment sheets
on computer bulletin boards. With ECUWES, students from remote areas and intern
ational students enjoy easy enrolment with improved time effectiveness. There ha
ve been no major problems, apart from a few power failures, but ECU has back-up
plans, such as enrolment assistants taking up all the paperwork and processing t
he information once back online.

Illinois Virtual High School Inquiry http://www.ivhs.org/ This online inquiry gi

ves detailed information on persons that can be contacted with regard to specifi
c field; example is a general program Issues, Technical Problems, Faculty Inform
ation and course development. It also gives information about their regional coo
rdinators for participating schools. The website has a login feature where the s
tudents can login using their login ID. The online inquiry system of Illinois Hi
gh School helps the authors to picture out and develop an ideal database structu
re for the system that will be proposed. The proponents system is similar and is
based on some capabilities of the system in this study like the inquiry of cour
ses and login feature for the students. Web-based Enrollment System for Veritas
Parochial School Pascual, Robert John G. and Riceo, Vincent Joel T., 2001 A webbased enrollment system is developed to help both the old and new students, to e
nroll in a more efficient way without the hassles of waiting long hours just to
fill up forms, which sometimes become redundant, or to stand in line and pay at
the cashier. It is with the Web-based Enrollment System for VPS that this new st
yle of enrollment may be achieved. This new type of system offers the student wi
th new options for enrolling at VPS. Just by logging on to their website the stu
dent may create his new account for the current year he is to be enrolled in. Wi
th this, all the student has to do is to fill up certain forms that do not take
more than a few minutes to accomplish. Then the records will be stored in the sc
hool database for future references. After

that the student will be given confirmation that the transaction has been verifi
ed and all that the student has to do is visit the school and pay appropriate am
ount for the current school year. The student may also browse the web site of VP
S and he can check his current account. He can also see the list of the school c
urrent tuition fee rates. For further enhancement of the site, an on-line paymen
t or e-commerce is highly recommended. This feature for the system could be achi
eved by collaboration of the school with banks to provide easier payment and a m
ore secure transaction. Posting of grades can also be a great addition to the si
te. Especially the breakdown of each grade can be seen by the students but with
utmost security. Compared to the web-based enrollment system for VPS, the propos
ed system for CMI would only cover the current students; the student would also
be asked to log in to his or her account in the website where he/she would be as
ked to fill up some forms to update the schools database. A confirmation would th
en be sent to the student that would inform him/her that the transaction is vali
d and had been verified. But unlike the system, there would be another option fo
r the mode of payment that the student could choose from namely, on-line payment
.

AIMS enhances enrollment system of UNO-R Bacolod http://www.uno-r.edu.ph The Aca

demic Information Management System or AIMS has enhanced the enrollment system a
nd academic record keeping of the University of Negros Occidental Recoletos in B
acolod City. The school for easy access of students to the school and school aca
demic records acquired AIMS, software of Pinnacle Asia. It has systematized and
consolidated the inputs of the college registrar with the accounting office. Bro
. Jaazeal D. Jakosalem, OAR, University Property Administrator said that AIMS ha
s made records of both offices analogous with each other. We were able to solve
the loopholes in the past where millions of pesos cannot be counted because thei
r inputs cannot be recorded, Jakosalem explained. AIMS have greatly improved the
schools information technology infrastructure. UNO-R students and their parents c
an view the academic records on-line while enrollment procedures has been reduce
d to only 30 minutes or so with corresponding accounts due within 5 days. School
notices and announcements may be read on-line. Faculty members may encode grade
s and post course/lecture materials on-line. The school alumni here and abroad m
ay request for their transcript of records and receive the same on line. Jakosal
em also announced that UNO-R campus is now a WIFI zone. Foreign and graduate stu
dents may access the web at all times using their laptops.

This study is related to the proposed system because of the web-based enrolment.
The registrar and the students can also view their academic records using the i
nternet. But the difference is that in this study it is not mention that the stu
dents can pay their tuitions on-line. Dry-run of Automated Enrollment System htt
p://www.ssu.edu.ph Technology innovations had influenced man s work, from data p
rocessing, business transactions, research, planning, monitoring and even in med
ical operation of mans body is now entrusted to computer technology. Samar State
University (SSU) as one of the University in Samar Island aims to be the center
of excellence in education had recently made changes to some of its existing sys
tems. The enrollment system of the university is now computerized, and other sys
tems are on its way. This only show that they are coping with the latest technol
ogy. The Automated Enrollment System of Samar State University aims for an accur
ate, user friendly, efficient system that can help both the student and personne
l for fast data processing of enrollment. Engr. Hediki Hashimoto, a Japanese vol
unteer headed the creation and conceptualization of the system. The information
technology faculty from the College of Engineering and Arts and Sciences assiste
d him. The system that is web based uses PHP programming language with data stor
ed in MySQL is run through the intranet of SSU. A dry-run for this automated enr
olment was done last summer and the first semester of this school year. Offices
affected with the automation were the registrar, cashier, accounting, and the

Colleges of Education, Engineering, Arts and Sciences, Industrial Technology, Nu

rsing and Graduate Studies. Feedbacks from the students were formulated when the
first semester started. Over 75 % of them say that the automation process of en
rollment was better compared with the old system. With the good result of the dr
y run the automated enrolment system will be finally implemented this 2nd semest
er. In this study, they have used PHP as for their programming language and they
store data using MySQL. As for the proponents they will use VB.net for their da
tabase and Visual Basic 6.0 for their programming language. And another differen
ce is that they are only automated and the system only runs through the intranet
of the university. This means that they cant access the records using the Intern
et and outside the school. Far Eastern University Enrollment System http://www.s
qlwizard.com/ewizard_testimonial.html With its 25,000 students, Far Eastern Univ
ersity (FEU) ranks among the biggest universities in the country in terms of pop
ulation. And with a large population comes multiple problems in enrollment, stud
ent records and related data. Wanting a lasting solution to the problem, FEU ask
ed consultants for recommendations. The result was a decision to automate FEU s
enrollment system.

FEU decided to automate the enrollment system in two phases: (1), the developmen
t of a system for enrollment and student records for Phase I, and (2) the integr
ation of the student s financial records for. They worked closely with SQL*Wizar
d to pilot E*Wizard, an integrated system for student enrollment that contains m
odules with extensive inquiry and reporting capabilities. They also tapped FEU s
Computer Services Department to iron out kinks. They reviewed organizational st
ructures, assigned people to support groups and asked faculty advisers and staff
to train. She also met with the representatives of individual institutes and wi
th the support of the academic managers and SQL*Wizard s technical group, plotte
d the move to launch an integrated system during the second semester. The prepar
ation involved cleaning the database, standardizing labels for subject and prepa
ring the subject requirements. The only similarities that the proponents have en
countered here is that the university formulated a powerful database that will h
old large number of data and can keep track student transactions. This is one of
the goals of the proposed system that the proponents will be developing.

CHAPTER 3 THEORETICAL FRAMEWORK 3.1 Statement of Assumptions There are several a

ctivities that the proponents assumed in the development of the proposed system
and these are the following: 3.1.1 Users are computer literate. 3.1.2 No major c
hanges in the school policies regarding the procedure on enrolment will take pla
ce during the course of the study. 3.1.3 The institution is willing to cooperate
with the system requirements needed by the proponents. 3.1.4 The institution is
very much willing to adopt the proposed system.

3.2 Operational Definition 3.2.1 Definition of terms Application Requirements Students Information Sheet, 1x1 and 2x2 Pictures, Form 138, Form 137, Certificate
of Good Moral Character, NSO Authenticated Birth Certificate, Medical Examinati
on Result, Ishihara Test Result, Hearing Test Result, and Psychological Test Res
ult Advising Slip - Form that would indicate the schedule and the mode of paymen
t that the student has chosen his/her student record would be added to the Stude
nt Master File. Verify and Update Student Record For the enrollment procedure of
the current student to proceed, he/she must update his/her student record in th
e Student Master Filein case, there were changes in the students address, contact
number, course, and the like. The verification of the student record would confi
rm that the student has been cleared to proceed with the enrollment process and
he/she do not lack any of the requirements for enrollment. Secure Advising Form
The enrollee must secure an advising form because it is where he/she would write
the schedule of the subjects that the student has chosen to take for the semest
er.

Fill-up Registration Form After accomplishing the Advising Form, the student mus
t then fill-up the Registration Form that would indicate the class or section th
at the student would be enrolled in and the other personal information that the
school would need from the student. Secure Assessment Slip- The Assessment Slip
indicates the breakdown of what the student must pay. Pay Due Fees Payment of th
e fees indicated in the Assessment slip. Payment must be made to the cashier. Va
lidate Registration Form and ID Once a payment to the cashier has been made and
an OR has been issued to the student, he/she must validate his/her Registration
Form and ID to confirm that he/she has given valid information and is already en
rolled. Issue Class Cards The student must be issued Class Cards where his/her g
rades for the grading period would be written on by his/her respective instructo
r or professor. Generate Report/s the existing system would be producing reports
such as the Certificate of Registration, Student Master List, Assessment Slip (
especially for those who still have remaining balance in their accounts), and th
e like.

3.2.2 Definition of Processes 3.2.2.1 Verifying and Adding new Student Record pr
ocess of verifying and adding the records of the new students (freshmen and tran
sferees). 3.2.2.2 Verify and Update old Student Record process of verify and upd
ate the records of the existing students. 3.2.2.3. Securing Advising Slip proces
s where the students would acquire, accomplish, and submit the advising slip to
the registrar. 3.2.2.4 Filling Up Registration Form process of accomplishing the
students registration form. 3.2.2.5 Securing Assessment Slip process of securing
the assessment slip for the breakdown of the fees to be paid. 3.2.2.6 Payment o
f Fees process of paying the fees indicated in the assessment slip. 3.2.2.7 Vali
dation of Registration Form and ID process of validating the enrollment of the s
tudent through the registration form and ID. 3.2.2.8 Issuance of Class Cards pro
cess of issuing the class cards to the students 3.2.2.9 Generation of Reports pr
ocess of generating reports such as the master class list, status reports, etc.

3.3 Theories Used in the Study ASP.NET http://en.wikipedia.org/wiki/Asp.net ASP.

NET is a web application framework marketed by Microsoft that programmers can us
e to build dynamic web sites, web applications and web services. It is part of M
icrosofts .NET platform and is the successor to Microsofts Active Server Pages (AS
P) technology. It is built on the Common Language Runtime, allowing programmers
to write ASP.NET code using any Microsoft .NET language. The proponents would be
using ASP.NET to create the web application that the users especially the studen
ts/enrolleeswould see in the website that the proponents would be developing. Cli
ent/Server Databases http://ycmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm The
essence of client-server computing is that two kinds of processes (units of pro
gram code) that are specialized for different tasks, running on possibly differe
nt hardware, applications software and operating systems co-operate to solve a c
omputing problem. One kind (a client) makes a request of another. The other kind
(a server) performs the service requested (if the request is a valid one). Many
applications have been constructed to operate in client-server mode. For exampl
e, most Internet-based servicesnews readers, E-mail, the World-Wide-

Webhave been designed this way. (These may be regarded as database applications i
n a way, but the database being accesseda collection of articles, or messages, or
a listing of resources is not necessarily in relational form.) The concept of Cl
ient/Server Database would be used by the proponents for the back end of the sys
tem that they would be creating. The services being requested for would come fro
m the server and it would be supplied on other computers upon request. Since the
system that the proponents are developing is on a web-based environment, the us
er of a server would be efficient since it would allow an easy access for the au
thorized transactions and the maintenance would be easy since there would be one
computer to be maintained. Computer-Aided Software Engineering (CASE) Hoffer, J
effrey A., Prescott, Mary B., and McFadden, Fred R. 2002 CASE tools are software
that provides automated support for some portion of the systems development pro
cess. There are three relevant features of CASE tools:
The ability to help us dr
aw data models using entity-relationship and other notations. A CASE tools drawin
g capabilities are database intelligent in that each symbol represents specific d
ata modeling constructs, and these symbols can be used only in ways consistent w
ith the properties of the associated constructs. Database drawing tools are used
in enterprise modeling, conceptual data modeling, logical database design, and
physical data modeling. CASE tools can help us insure consistency across diagram
s.

The ability to generate code. Most often, this code contains the database defini
tion commands to be given to a database management system. During database imple
mentation, the CASE tool will refer to all the conceptual, logical, and physical
data specifications and compose SQL, commands to create relational tables, defi
ne each attribute of each table, and define key indexes. Although less frequentl
y a capability of CASE tools, some CASE tools can generate C or other language c
ode for the rudiments of database retrieval and updating programs.
A repository
is a knowledge base of information about the facts that an enterprise must be ab
le to access and the processes it must perform to be successful. In a sense, a d
atabase is a repository itself, which contains information needed to generate al
l the diagrams, form and report definitions, and other system documentation. A r
epository helps systems and database analysts achieve a seamless integration of
data from several CASE tools. The proponents would be using CASE tools to draw t
he modeling constructs needed for the database that would serve as the back end
of the system. It would also be used for the code generation that would contain
the database definition commands that would be passed to a database management s
ystem.

Database Management System http://en.wikipedia.org/wiki/Database_management_syst

em Database Management System is computer software designed for the purpose of m
anaging databases. It is also defined as a collection of programs that enables y
ou to store, modify, and extract information from a database. There are many dif
ferent types of DBMS, ranging from small systems that run on personal computers
to huge computers that run on mainframes. The following are examples of database
applications:
Computerized library systems Automated teller machines Flight res
ervation systems Computerized parts inventory systems The proponents would be us
ing Database Management Systems to manage the database that they would be develo
ping for the back end of the proposed system. With the proper use of this theory
, the proponents would be able to maximize the utilization of the database via s
toring, modifying and extracting information from the database efficiently.

Database http://en.wikipedia.org/wiki/Database_management_system Database is a s

tructured collection of related records or data that is stored in a computer sys
tem. A database usually contains software so that a person or program can use it
to answer queries or extract desired information. The software should be referr
ed to as the database management system. The database would primarily be used to
construct the structure for the data that would be stored in the system and the
manner on how the data could possibly extracted or retrieved. Application Softw
are http://en.wikipedia.org/wiki/Application_software Application is a subclass
of computer software that employs the capabilities of a computer directly and th
oroughly to a task that the user wishes to perform. This should be contrasted wi
th system software which is involved in integrating a computers carious capabilit
ies, but typically does not directly apply them in the performance of tasks that
benefit the user. Application software would enable the proponents to manipulat
e the proposed system directly and thoroughly during the development of the syst
em and, eventually, when the proposed system is to be tested and used by CMI.

User Interface http://en.wikipedia.org/wiki/User_interface User Interface is the

aggregate of means by which peoplethe usersinteract with the systema particular ma
chine, device, computer program or other complex tools. The user interface provi
des means of input and output. The User interface of the proposed system would b
e vitally important to the interaction of the system to the users. With the use
of graphical user interface, anyone could use the system even if he or she does
not have enough knowledge about programming. Data Administration Hoffer, Jeffrey
A., Prescott, Mary B., and McFadden, Fred R. 2002 Data Administration is a high
-level function that is responsible for the overall management of data resources
in an organization, including maintaining corporatewide definitions and standar
ds. A data administrator is a person who coordinates activities within the data
administration department. The data administration of the resources is one of th
e important aspects of the system. Any database would preferably require a data
administrator to preside or manage the flow of resources or information in the s
ystem.

Internet http://en.wikipedia.org/wiki/Internet Internet is worldwide, publicly a

ccessible series of interconnected computer networks that transmit data by packe
t switching using the standard Internet Protocol (IP). It is a network of networ
ks that consists of millions of smaller domestic, academic, business, and govern
ment networks, which together carry various information and services, such as el
ectronic mail, online chat, file transfer, and the interlinked web pages and oth
er resources of the World Wide Web (WWW). The International Network or more comm
only known as the Internet and the World Wide Web are not synonymous. The Intern
et is a collection of interconnected computer networks, linked by copper wires,
fiber-optic cables, wireless connections, etc. in contrast, the Web is a collect
ion of interconnected documents and other resources, linked by hyperlinks and UR
Ls. The World Wide Web is one of the services accessible via the Internet, along
with many others including e-mail, file sharing and others. Since the proposed
system is on a web-based environment, it would need the internet to access the c
omputer networks. The proposed system would also use the web itself to gain acce
ss to the interconnected resources involved in the system.

The Common Gateway Interface (CGI) http://hoohoo.ncsa.uiuc.edu/cgi The Common Ga

teway Interface (CGI) is a standard for interfacing external applications with i
nformation servers, such as HTTP or Web servers. A plain HTML document that the
Web daemon retrieves is static, which means it exists in a constant state: a tex
t file that doesnt change. A CGI program, on the other hand, is executed in realtime, so that it can output dynamic information. A CGI program can be written in
any language that allows it to be executed on the system such as:
C/C++ Fortra
PERL TCL Any Unix shell Visual Basic AppleScript CGI would be used by the propo
nents to develop an interface for external applications with information servers
. CGI would make a particular retrieval of a web daemon dynamic rather than stat
ic. The text file could then be changed.

Data Flow Diagram (DFD) Kendall, Kenneth E. and Kendall, Julie E.2002 Data Flow
Diagram is a diagrammatic representation of the information flows within a syste
m that shows how information enters the system and leaves the system, what chang
es the information and where information is stored. Data Flow Diagrams are used
not only in structured system analysis and design, but also as a general process
modeling tool. Data Flow Diagrams show the passage of data through the system b
y using 5 basic constructs: Data Flows, Processes, Data Stores, External Entitie
s, and Physical Resources. The proponents used Data Flow Diagrams to form the st
ructure that would guide the proponents in the system that they would be develop
ing. The diagram would easily show the processes that would be done by the syste
m and the other elements or entities that are involved. The Data Flow Diagram wa
s also able to show how the proponents handle the barriers that govern the syste
m: which are and which are not included in the system and what processes are and
what processes are not involved. Normalization Hoffer, Jeffrey A., Prescott, Ma
ry B., and McFadden, Fred R. 2002 Database Normalization is a technique for desi
gning relational database tables to minimize duplication of information and, in
so doing, to safeguard the database against certain types of

logical or structural problems, namely data anomalies. For example, when multipl
e instances of a given piece of information occur in a table, the possibility ex
ists that these instances will not be kept consistent when the data within the t
able is updated, leading to a loss of data integrity. A table that is sufficient
ly normalized is less vulnerable to problems of this kind, because its structure
reflects the basic assumptions for when multiple instances of the same informat
ion should be represented by single instance only. The proponents designed the d
ata that are to be included in the database and designed its interface. Through
normalization, the proponents were able to create relational database tables wit
h less data redundancy and anomalies. Entity Relationship Diagram (ERD) Hoffer,
Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002 Entity Relationship Di
agram is the end-product of the Entity Relationship Model (ERM) and a type of co
nceptual data model or semantic data model. It is a specialized graphic that ill
ustrates the interrelationship between entities in a database. ER Diagrams often
use symbols to represent three different types of information. Entities are the
things about which we seek information. Attributes are the data we collect about
the entities. Relationships provide the structures needed to draw information f
rom multiple entities.

The proponents used ERD to illustrate how connected the data are with one anothe
r. The proponents also used ERD to produce a type of conceptual schema or semant
ic data model of a system and its requirements. Structured Query Language (SQL)
Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002 Structured Que
ry Language is a computer language designed for the retrieval and management of
data in Relational Database Management Systems (RDBMS), Database Schema creation
and modification, and database object access control management. The proponents
used SQL in the proposed system for easier retrieval and management of the data
in the database. Prototyping Pfleeger, Shari Lawrence.1999 Software prototyping
is the process of creating an incomplete model of the future fullfeatured softw
are program, which can be used to let the users have a first idea of the complet
ed program or allow the clients to evaluate the program. The advantages in using
this kind of methodology includes the acquisition of feedback from the users ea
rly in the project, the client and the contractor can compare if the software ma
de matches with the software specification, according to which the system softwa
re program was built. It also allows the software engineers

some insight into the accuracy of initial project estimates and whether the dead
lines and milestones proposed can be successfully met. The proponents developed
an incomplete model of the proposed system that would be used by the users to ge
t the idea of what the completed model would be. The users can evaluate the syst
em and give the proponents their feedbacks. This way, the proponents can work ou
t discrepancies right away during the early stages of the development process. N
ot only that the errors or faults would be easily detected, but also the users c
an get acquainted with the system and easily adapt to its features and interface
. Management Information Systems (MIS) Kendall, Kenneth E. and Kendall, Julie E.
2002; http://en.wikipedia.org/wiki/Management _information_systems Management In
formation Systems is a discipline covering the application of people, technologi
es, and procedurescollectively called information systemsto solving business probl
ems. Management Information Systems are distinct from regular information system
s in that they are used to analyze other information systems applied in operatio
nal activities in the organization. Management Information Systems do not replac
e transaction processing systems (TPS); rather, all MIS include transaction proc
essing, MIS are computerized information systems that work because of the purpos
eful interaction between people and computers. By requiring people, computer pro
grams, and hardware to function in concert, management systems support a broader

spectrum of organizational tasks than transaction processing systems, including

decision analysis and decision making. The proponents developed a system that wo
uld analyze all the operational activities of the company. Since there would be
transactions processing and information management involved, the proponents chos
e Management Information Systems as preferably suited for the system that the pr
oponents would be developing. Web Applications http://java.sun.com/j2ee/1.4/docs
/tutorial/doc/WebApp.html A web application is a dynamic extension of a web or a
pplication server. Benefits to mounting on application on the web:
An increasing
awareness of the availability of a service, product, industry, person or group.
The possibility of 24-hour access for users. Standardizing the design interface
. Creating a system that can extend globally rather than remain local, thus reac
hing people in remote locations without the worry of the time zone in which they
are located. Since CMI is located in a barrio rather than the usual highway or
roadside location, the endorsement of the college poses another problem. The pro
ponents used Web Application to

increase the publicity of the services and other offers of CMI to the public, es
pecially to those who to take maritime-related courses. Other than broader aware
ness of the public of the courses and other services rendered by CMI, the studen
ts would also have a 24-hour access to the system since it is available over the
internet. The other advantage of developing a web-based system is that it allow
s the company to extend to global levels. Being able to allow students from remo
te locations to access the web-based system makes it easier for both the adminis
tration and the students themselves to process their transactions faster, easier
, and more efficient. Virtual Office http://en.wikipedia.org/wiki/Virtual_office
Virtual office is the term for shared office services, which normally includes
business address, mail & courier services, phone services, fax services, answeri
ng services, web-hosting services, and meeting & conference facilities. It is al
so a common term for an environment that enables a network of co-workers to run
a business efficiently by using nothing other than online communication technolo
gies. Typically, the users of virtual office services would be those, but not li
mited to:
Seeking a low-risk alternative to renting a conventional office; Testi
ng a new product or service idea; Downsizing from a conventional office; Migrati
ng from using port-office box;

Seeking to establish a business presence in the providers country or city; Seekin

g a business address within an expensive location, for corporate image purpose;
Seeking a business address as its registered business address for complying gove
rnment regulation;
Seeking supportive business services such as answering servic
es; Seeking a proxy for collection of mails and parcels. Certain providers of vi
rtual office services will provide other in-house or outsourced services such as
corporate secretarial services, accounting services, legal services, serviced o
ffice services and etc. Unsurprisingly, professional firms such as law firms and
accounting firms often provide registered address services as part of their ser
vice offerings. The concept on virtual office would materialize completely durin
g the implementation of the proposed system but during the development stage, vi
rtual office would also be considered since it comes along with the web-based en
vironment. Virtual Office reduces the costing on office spaces, file cabinets, t
ime for searching certain files, and the like. With this, the proponents decided
to include this theory for their study.

CHAPTER 4 THE EXISTING SYSTEM 4.1 Description of the System Since the establishm
ent of the school up to present, it has been using forms that are to be filled u
p by the enrolled students so that the school can have a record of the students t
ransactions for the whole year. But as the population of the school grows, the c
urrent system is no longer efficient and convenient to accommodate both the scho
ol facilities and the number of the students. The administration now seeks a bet
ter way that would help them handle the enrolment better, more efficient, and mo
re convenient for them and for the students also. Student must get their clearan
ce form and class card from the registrar s office. The student must then procee
d to the Registrar s Office with the accomplished clearance and class card, and
secure an advising slip. The student would then be asked to fill up the advising
slip and proceed to the registrar s office for registration form. The student w
ould copy schedule of the class from the bulletin board. When done copying sched
ule to the registration form, the student must proceed to the Registrars Office f
or approval. If the registrars office approved the registration card, the student
would proceed to the accounting office for assessment of fees. After being asse
ssed, the student must then pay the amount indicated by the accounting office an
d then proceed to the registrar s office for the validation of registration card
and school ID and get class cards.

4.2 Data Capture Manual enrolment system Data Entry Registration Form Field Name
Student No. Registration Date Surname First Name Course Year Student Category S
ubject Code Subject Title Units Section Time Days Room Fees Assessment of Fees S
chedule of Payments Total Lab Units Total Units Field Type String Date/Time Stri
ng String String String Boolean String String Integer String Date/Time Date/Time
String Boolean Real Date/Time Integer Integer

Advising Slip Semester School Year Last Name First Name Middle Initial Course St
udent Category Subject Code Subject Title Units Section Total Units Total Lab Un
its Date String Date/Time String String String String Boolean String String Inte
ger String Integer Integer Date/Time Assessment Slip Student Name Course Code Ye
ar Level Section Student No. Total Assessment Adjustment Less String String Stri
ng String String Integer Integer Integer

Less Credit Balance Balance Due for Total Due Others Integer Integer Date/Time I
nteger Integer Official Receipt OR No. Date Name Amount Purpose Payment type Tot
al Amount Bank No. Check No. String Date/Time String Double String Boolean Doubl
e String String

4.3 Input Name of Document Prepared by Number of Copies Purpose Registration For
m Student 3 To provide information regarding the schedule, subjects taken, payme
nt scheme, and initial assessment of fees. Recipient Registrar Name of Document
Prepared by Number of Copies Frequency of Distribution Purpose Copy of Official
Receipt Cashier 1 Upon enrollment and before the major exam Serves as the offici
al receipt for every transaction that the student has processed. Source Document
Control Procedure Recipient Assessment Slip OR number Accounting

Name of Document Prepared by Number of Copies Frequency of Distribution Purpose

Advising Form Student 3 As needed For adding or dropping a subject 4.4 Processes
4.4.1 Verifying and Adding New Student Record BEGIN IF Application Requirements
are valid THEN add New Student Record END IF END 4.4.2 Verify and Update Old St
udent Record BEGIN IF old student THEN update Student Information IF Student Inf
ormation is updated THEN verify the Student Information END IF END IF END

4.4.3 Securing Advising Slip BEGIN Secure Advising Slip from the Registrar IF Ad
vising Slip is filled up THEN submit it to the Registrar. END IF END 4.4.4 Filli
ng Up Registration Form BEGIN Obtain Registration Form from Registrar DO fill up
the Registration Form THEN copy the schedule of classes from the bulletin board
END DO END 4.4.5 Securing Assessment Slip BEGIN IF Registration Form is accompl
ished THEN secure Assessment Slip from Registrar END IF END

4.4.6 Pay Fees BEGIN IF Assessment Slip is secured THEN pay due fees at the cash
ier END IF END 4.4.7 Validation of Registration Form and ID BEGIN Validate the R
egistration Form IF Registration Form is valid THEN validate ID END IF. END 4.4.
8 Issuance of Class Cards BEGIN IF Registration Form and ID is valid THEN Issue
Class Cards to student END IF END

4.4.9 Generation of Reports BEGIN Generate Student Master List END 4.5 Files Nam
e of File Data Needed Certificate of Registration Student No. Registration Date
Surname First Name Course Year Student Category Subject Code Subject Title Units
Section Time Days Room

Fees Assessment of Fees Schedule

File Data Needed Student Record
lace Nationality Status Religion
athers Name Occupation Mothers

of Payments Total Lab Units Total Units Name of

Surname First Name Middle Name Birthdate Birthp
City Address Telephone No. Provincial Address F
name Occupation Address

Telephone No. 4.6 Output Name of Document Prepared by Number of Copies Frequency
of Distribution Purpose Assessment Slip Cashier 1 During enrollment and before
major exams Indicates the balance that the student must pay the cashier. If the
balance is not paid on or before the date due, the student would not be able to
enroll or take major exams. Recipient Student Name of Document Prepared by Numbe
r of Copies Frequency of Distribution Official Receipt Cashier 2 Whenever the st
udent makes a transaction at the cashier Purpose Serves as the official receipt
for every transaction that the student has processed. Source Document Control Pr
ocedure Assessment Slip OR number

Recipient Student Name of Document Prepared by Number of Copies Frequency of Dis

tribution Purpose Certificate of Registration Student 3 After the student finish
es the enrollment process To provide information regarding the schedule, subject
s taken, payment scheme, and initial assessment of fees. Control Procedure Recip
ient Registration Form Student

4.7 Data Flow Diagram 4.7.1 Context Diagram Figure 4.7.1 Context Diagram of the
Existing System 4.7.2 Level 0 Diagram Figure 4.7.2 Level 0 of the Existing Syste
m

4.8 Problem Areas The Cavite Maritime Institute used a manual system for their e
nrollment. There are some activities in the current system that imposes possible
problems for CMI. The school uses a system that involves the manual processing
in storing information about the students. It has been used ever since the schoo
l has been established. The other problems present are the large records that th
e Registrars office has to handle; the bulkiness of records may lead to redundanc
y of information and time-consuming situations. There is also a problem in manpo
wer in the Accounting Department. The students are obligated to wait in line jus
t to finish their transaction in the said department. Redundancy occurs when the
students fill up forms and some or most of the forms ask for the same informati
on. The storage of the form in file cabinets consumes too much space, spaces tha
t might have been used for important things. As the population of the students g
rows, more spaces would be needed for another filing cabinet or storage for the
forms that the students are asked to fill up during enrollment. The other proble
m involves the difficulty when it comes to generating the student master list. T
he school does not have an accurate student master list and the verification of
the enrolled students also imposes a problem since the required information depe
nds only on the forms that the student has filled up which might be inaccurate a
lso. The Assessment of Fee is also a problem because the student would only find
out the fees that he/she is required to pay on the day of the registration only
. The complete breakdown of the fees would be questionable on the part of the sc
hool also if the assessment is not accurately done.

CHAPTER 5 THE PROPOSED SYSTEM 5.1 System Overview The proposed enhancement of th
e existing Enrollment System for Cavite Maritime Institute is going to be an Onl
ine Enrollment System. The proposed system will decrease the number of manpower,
space, and time needed for enrollment. The system will not only give the school
the benefit of being able to cut down the money and time spent for the enrollme
nt, but also the ability to be available globally via the internet. The web appl
ication enables a certain business to extend its reach in the global market with
a reasonable cost. It also includes the online processing of transactions neede
d for the business. The proposed system enables the students to have an access t
o the enrollment system in their own homes or wherever the internet is available
. The proposed system facilitates in keeping track of the records, transactions,
and other activities of the students regarding the enrollment. The system gener
ated reports needed by the faculty and the studentslike the Official Receipt, Cer
tificate of Registration, and the Student Master List.

The Student Information Sheet, Registration Form, Advising Slip, and Assessment
Slip are going to be available online where it could be submitted in the same ma
nner. The payment of the fees due to the student could be paid online or cash. O
nce the transactions are validated and completed, the student will be given the
Registration also printable via the internet but should be sealed by the Registr
ar to be considered valid, personal copy of the Official Receipt, and ID. The in
structors or faculty members would also be given the copy of the Class List for
the class or subjects that an instructor is going to handle. 5.2 System Objectiv
es 5.2.1 To speed up monitoring of student records and transaction. Improve the
file management of Registrars Office for the easy retrieval of the student record
s. 5.2.2 5.2.3 Improved enrollment procedures that will decrease working time. 5
.2.4 Decreased data redundancy.

5.3 Scope 5.3.1 Online enrollment system will have a database that contains the
students personal data and other information needed for enrollment. 5.3.2 The sys
tem will also have a database that contains the amount of tuition fee per semest
er, the breakdown of assessment, payment basis if fully paid and installment. 5.
3.3 Log in name and password is provided as security of the system so that only
the authorized personnel can access the system. 5.3.4 The system will provide re
ports such as class list and dropped students. 5.3.5 List of statistic for every
school year and statistic of students in every section and year level. 5.3.6 Au
tomation of the computation of tuition fee, discount for varsity and balances wi
th its due date. 5.3.7 Can print the registration form that contains the student
information and their corresponding tuition fees.

5.3.8 The system will monitor the allowable number of students in a section (35)
. 5.3.9 File maintenance if the registrars want to add another section in a leve
l and another course. 5.3.10 The systems update the tuition fee change in comput
ation. 5.4 System Justification There is a need for an online system because as
an educational establishment, the people who are inclined to the nautical, marit
ime, or seafaring field need to know which can provide the services needed and w
hich is closer to where the students live since these are one of the things that
a student might want to consider when it comes to the selection of a university
or college that would suit the students needs. The online enrolment system comp
ensates the flaws of the manual enrolment and the lack of manpower. The system w
ould also boost the competency of CMI by being available worldwide through the I
nternet. The online enrolment system will help organize the flow of the enrollme
nt system and become more accurate and solve the problem of data redundancy in t
he student records. The study will ease the work and functions of the management
and the students.

CHAPTER 6 DESIGN OF THE PROPOSED SYSTEM 6.1 Input Name of Document Prepared by N
umber of Copies Frequency of Distribution Purpose Pre-Registration Form Student
1 As Needed To provide information regarding the schedule, subjects taken, payme
nt scheme, and initial assessment of fees. Recipient Registrar 6.2 Processes 6.1
.1 Generating Advising Slip BEGIN Get Status from Student IF Student is New Stud
ent THEN Get available subjects from Subject Schedule ELSE IF Student is Old Stu
dent THEN Check grade IF Subject Prerequisite is passed THEN Student can enroll
subject ELSE Student cannot enroll the subject END IF

END IF END 6.1.2 Generating Assessment Slip BEGIN Get reserved subjects of the S
tudent from Advising Slip Assess Tuition Fee Equals assessed amount Store assess
ed Tuition Fee to Student Record Send assessed Tuition Fee to Payment END 6.1.3
Payment of Tuition Fee BEGIN Get assessed Tuition Fee from Student Assessment Ge
t Payment from Student Check amount of Payment IF Student paid 40% or higher THE
N Student is Enrolled ELSE Student is not Enrolled END IF Store Student Payment
to Student Record END

6.1.4 Generating Reports BEGIN Get payment from Student Payment Produce Official
Receipt to Student Get total number of Enrolled students from Student Record Ge
t class list from Class List Get courses offered from Courses IF Instructor teac
hes the subject THEN Get schedule and class list from Class List END IF Produce
Registration Form END 6.3 Files Name of File Data Needed Student Record Student
ID Year Admitted Enrollee number Name First name Last name Middle Initial Nation
ality Section ID Sex

Civil Status Birthday Age Student Type Name of Guardian Address Telephone Number
Name of File Data Needed Grades Student ID Subject ID Final Grade Equivalent Gr
ade Status Name of File Data Needed Section Section ID Year Level Course ID Sect
ion Capacity Section Adviser

Name of File Data Needed Subject Schedule Prof ID Schedule ID Time Time To Time
From Slot Subject ID Day Room 6.4 Output Name of Document Prepared by Number of
Copies Frequency of Distribution Official Receipt Cashier 1 Whenever the student
makes a transaction at the cashier or online payment system Purpose Serves as t
he official receipt for every transaction that the student has processed. Source
Document Control Procedure Recipient Assessment Slip OR number Student Name of
Document Prepared by Registration Form Student

Number of Copies Frequency of Distribution Purpose 1 After the student finishes

the enrollment process To provide information regarding the schedule, subjects t
aken, payment scheme, and initial assessment of fees. Control Procedure Recipien
t Student Number Student Name of Document Prepared by Number of Copies Frequency
of Distribution Purpose Class List System 1 per Faculty member Whenever the sem
ester is about to start To provide information regarding the schedule, subjects
taught, and members of the class that an instructor would handle. Control Proced
ure Recipient Registration Form Student

CHAPTER 7 IMPLEMENTATION 7.1 Resource Requirements 7.1.1 Software Requirements 7

.1.1.1 Software Requirements for the Development and Maintenance Team
Visual Web
Developer Express Edition 2005 IIS 5.1 (Internet Information Services) .NET Fra
mework 3.0 or higher SQL Server 2005 Device Emulator 10 / Active Sync 4.1 Micros
oft Windows 2000 with Service Pack 4, Microsoft Windows XP Professional Edition
with Service Pack 2, or Microsoft Windows Server TM 2003 7.1.1.2 Software Requir
ements for the Users/Client
Microsoft Windows 98 or higher Internet Explorer 5.0
or higher Internet Connection

7.1.2 Hardware Requirements 7.1.2.1 Hardware Requirements for the Development an

d Maintenance Team
Pentium Processor 600 MHz minimum (1 GHz recommended) 192 MB
of RAM minimum (256 MB recommended) Up to 1.3 GB of Hard Disk space may be neede
d CD-ROM Drive Screen Resolution 800x600 with 256 colors minimum (recommended 10
24x768 in 16-bit high color) Printer 7.1.2.2 Hardware Requirements for the User/
Client
PC with Pentium III or 500 MHz with 32-bit RAM or higher Internet Connect
ion 7.1.3 Human Resource Requirements The people involved in the development and
maintenance of the system are the following: 7.1.3.1 System Administrator The s
ystem administrator maintains and operates the computer system and/or network. T
he system administrator is usually in charge with the installation, support,

and maintenance of servers or other computer systems. He is also in charge with

the plan and response to service outages and other problems. The systems adminis
trator could also do scripting or light programming, project management for syst
ems-related projects, supervising or training computer operators, and being the
consultant for computer problems beyond the knowledge of other staffs in the Inf
ormation Technology Department. The system administrator must have pertinent kno
wledge on network and database administration. 7.1.3.2 Systems Programmer The sy
stems programmer is responsible for the efficient performance of the computer sy
stems that are being used for the enrollment system. The systems programmer woul
d not always write or create programs for CMI; programmers would also perform ot
her tasks such as act as technical advisors to other operations personnel, conti
nuously look for further improvements in the system if there could still be any,
and recommend conversion if possible in order to optimize the performance of th
e system.

The systems programmer must have the knowledge on ASP.Net and SQL server. The sy
stems programmer must also be proficient in Microsoft Visual Web Developer or th
e Microsoft Visual Studio. Since there would also be a need to improve the inter
face of the system, the programmer is also expected to be proficient in Macromed
ia Dreamweaver, Fireworks, and Flashor any software that have the same purpose li
ke Adobe Photoshop or SWiSHmax. 7.1.3.3 Trainers The system trainers would be th
e one to educate or teach the users (IT Personnel, Administration, and Students)
on how to use the system properly. The trainers could be one of the IT personne
l of CMI that has the skills to efficiently relay the instructions needed by the
users and future users of the system. Ideally, the programmers are the trainers
of the users of the system because of the pertinent knowledge of the system. 7.
1.3.4 User The users are those who will get the first hand encounter with the On
line Enrollment System. The users should be trained on how to use the system and
how to access it. The users should also be informed of the different access lev
els that are present in the proposed system. The users are expected to be comput
er literate especially internet-wise.

7.2 Installation Plans 7.2.1 System Installation Since the proposed study is not
a system that needs to be installed in order to be used, the proponents explain
here how the website shall be used. First the team responsible for developing t
he system should contact the Registrar or IT Personnel of the school to coordina
te how to implement and where in the school should the system be implemented. Th
en the proponents will coordinate with the schools administrative authorities to
inform the school of how the system will work and how it can be accessed. Since
this will be the first time that the school will implement the website, it will
take a bit more time since the school will still be publishing the system in ord
er for it to be implemented. The installation shall be done after all tests and
trainings have been carried out. ACTIVITY Installation of Database Installation
of Microsoft Visual Web Developer PERSON IN CHARGE Mariel Bacala Esmeralda Reao D
ATE 3rd week of August 3rd week of August Table 7.2.1 Installation Plans

7.2.2 Training Plans Two types of people will use the system: users and operator
. The training of the users is based primarily on major system functions and the
users need to access them. The users will be trained on the record management fu
nctions such as creating and retrieving records, changing and deleting entries,
and so on. In addition to the training, the users must also navigate through the
records to access particular ones. Since there are different levels in accessin
g the website such as the administrator, student, and anonymous browsing, the us
ers will need to learn special protection functions. The user training would als
o be equipped with the knowledge on sorting a set of records without knowledge w
hether the sort is a Shell sort, a Bubble sort, or a Quicksort. The operator tra
ining on the other hand includes sorting. The operators are going to be familiar
ized with the systems support functions. The operator training will basically add
ress how the system works rather than what the system does. The operators are in
-charge of granting user access and file access, performing backups, and recover
ing damaged files. Training to learn ASP.Net or the Microsoft Visual Web Develop
er Express Edition and SQL Server will take approximately 40 hours or 5 days. Th
is training period is divided into two sessions. The first half is dedicated for
the Visual Web Developer Express Edition Training and the other half is for the
training for SQL Server.

ACTIVITY Familiarization with the Proposed System File Security & Maintenance PE
RSON IN CHARGE Esmeralda Reao Mariel Bacala TRAINEE Registrar and Programmer Admi
nistrator and Programmer DATE 3rd week of August 3rd week of August Table 7.2.2
Training Plans 7.2.3 Conversion Plans The proponents would suggest a Parallel Co
nversion where the computerized system will run simultaneously with the manual o
ne for a specific period of time. After the parallel conversion, the system will
then be subjected to performance evaluation from the people who have used the s
ystem. With the parallel conversion, the users will gradually be able to get acc
ustomed to the new system but continue to use the old one. The gradual transitio
n allows users to compare and contrast the new system with the old. It also allo
ws skeptical users to build their confidence in the new system by comparing the
results obtained with both and verifying that the new system is just as effectiv
e and efficient as the old. 7.2.4 Testing A test plan documents the strategy tha
t will be used to verify and ensure that a hardware product or system meets its
design specifications and other requirements.

The system takes all of the integrated software components that have successfull
y passed integration testing and also the software system itself integrated with
any applicable hardware system/s. The purpose of integration testing is to dete
ct any inconsistencies between the software units that are integrated together.
There would also be an imitation of the black box testing where the tester or te
st designer selects valid and invalid input and determines the correct output wi
thout further knowledge of the test objects internal structure. The black box tak
es an external perspective of the test object to derive test cases. The black bo
x testing is applicable to all levels of software testing: unit, integration, fu
nctional testing, system, and acceptance. The proponents would also use the requ
ired 50 test data or subjects and once the results have proven satisfactory, the
use of live data or the data that have been processed through the existing syst
em. The full systems testing with live data allows an accurate comparison of the
new systems output with what is known to be correctly processed output, as well
as a good feel for how actual data will be handled. During the tests, the propo
nents use a different database that would act as how the real database would be
processing the data or records in the system.

CHAPTER 8 CONCLUSION AND RECOMMENDATION 8.1 Conclusion By gathering sufficient i

nformation through research, interview, and company visitation, the proponents w
ere able to develop a system that would help Cavite Maritime Institute for the e
nrollment process. The system also eased CMI from the risks and errors that are
involved with the companys existing system. The development of an online enrollme
nt system requires an understanding and an analysis of the existing system of th
e problems, requirements, and specifications that the company laid out. It also
required ample amount of preparation that involves conducting interviews and com
pany visits, obtaining necessary information through research, and coming up wit
h a resolution for the requirements of the company. The proposed system includes
the transactions done in the Accounting Office and the Registrars Office, namely
: payment and assessment of fees, class scheduling, automated subject advising,
adding/dropping, and selection of subject/schedule of the students.

8.2 Recommendation The proponents recommend a further study about the enrolment
systems and other information systems that are available today in order to gain
more information as to which approach to use in the systems development. The pro
ponents proposed system can be improved further when it comes to the features of
the system that involves the handling of monetary transactions and as well as ot
her activities in the enrollment process of CMI.

APPENDIX A

Cavite Maritime Institute Online Enrolment System Context Diagram of the Propose
d System

APPENDIX B

Cavite Maritime Institute Online Enrolment System Level 0 Diagram of the Propose
d System

APPENDIX C

Cavite Maritime Institute Online Enrolment System Entity Relationship Diagram

APPENDIX D

Cavite Maritime Institute Online Enrolment System Entity Relationship Diagram At

tributes Attribute of College Attribute of Course Attributes of Curriculum

Attributes of Day Attributes of Faculty Attributes of Faculty Subject

Attribute of Maximum Number of Students Attribute of Religion Attribute of Room

Attribute of Schedule

Attribute of Student Grades Attribute of Student

Attribute of Subject Attribute of Time

APPENDIX E

Cavite Maritime Institute Online Enrolment System Screen shot Homepage

Selected Bibliography Online References http://campustechnology.com/articles/476

07 http://en.wikipedia.org/wiki/Application_software http://en.wikipedia.org/wik
i/Asp.net http://en.wikipedia.org/wiki/Computeraided_software_engineering http:/
/en.wikipedia.org/wiki/Database http://en.wikipedia.org/wiki/Database_management
_system http://en.wikipedia.org/wiki/Functional_specification http://en.wikipedi
a.org/wiki/Incremental_development http://en.wikipedia.org/wiki/Internet http://
en.wikipedia.org/wiki/Management_information_systems http://en.wikipedia.org/wik
i/Paper_prototyping http://en.wikipedia.org/wiki/Requirements_analysis http://en
.wikipedia.org/wiki/Software_architecture http://en.wikipedia.org/wiki/Software_
prototyping#Throwaway_prototyping http://en.wikipedia.org/wiki/Spiral_model http
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org/citation.cfm?id=1181300 http://scitec.uwichill.edu.bb/cmp/online/cs22l/spira
lmodel.htm http://ww.doir.wa.gov.au http://www.webopedia.com/TERM/B/Black_Box_Te
sting.html http://www.sai.cmu.edu/legacy/case/case_whatis.html http://www.select
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cmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm

Textbooks Calinisan, Jan Alexie O. and Llorente, Daniel Reuel A. Prototype of a

Web-based Enrollment System. 2000 Delgado, Marlon A. and Ocampo, Lawrence V. De
La Salle University-Dasmarias Class Scheduling System. March 2000 Hoffer, Jeffrey
A., Prescott, Mary B., and McFadden, Fred R. Modern Database Management 6th Edi
tion. Prentice Hall. 2002 Kendall, Kenneth E. and Kendall, Julie E. Systems Anal
ysis and Design 5th Edition. Prentice Hall. 2002 Pascual, Robert John G. and Ric
eo, Vincent Joel T. Web-based Enrollment System for Veritas Parochial School. 20
01 Pfleeger, Shari Lawrence. Software Engineering: Theory and Practice Internati
onal Edition. Prentice Hall International, Inc. 1999 Reao, Esmeralda, Billones, L
uz Kristine, and Bacala, Mariel. Computerized Inventory with Acquisition Monitor
ing System. 2007

CURRICULUM VITAE MARIEL N. BACALA 77 Don Placido Campos Avenue, San Agustin 3, D
asmarias, Cavite (Philippines) fqiry_1808@yahoo.com PERSONAL INFORMATION
AGE: DAT
E OF BIRTH: CIVIL STATUS: NATIONALITY: PLACE OF BIRTH: 21 March 20, 1988 Single
Filipino Dasmarias, Cavite EDUCATIONAL BACKGROUND 2005-2009 De La Salle Universit
y-Dasmarias Dasmarias,Cavite Bachelor of Science in Information Technology Vel Mar
is School Km. 30 Aguinaldo Hi-way, Dasmarias, Cavite Jabez Christian School Bulih
an, Palapala, Dasmarias, Cavite 2001-2005 1995-2001

CURRICULUM VITAE ESMERALDA L. REAO Blk 30 Lot 42&43 Golden City Subd., Canlalay,
Bian, Laguna (Philippines) emeraldreano@gmail.com PERSONAL PLACE OF June 25, Cath
olic INFORMATION
AGE: DATE OF BIRTH: CIVIL STATUS: BIRTH: HEIGHT: WEIGHT:
ELIGION: NATIONALITY: LANGUANGE SPOKEN: 21 1988 Single Alabang, Muntinlupa City
162 cm 128 lbs. Female Roman Filipino Filipino, English
EDUCATIONAL BACKGROUND 2005-2009 De La Salle University-Dasmarias Dasmarias,Cavite
Bachelor of Science in Information Technology ST. SCHOLASTICAS COLLEGE - WESTGRO
VE Silang, Cavite ALPHA ANGELICUM ACADEMY Golden Meadows Subd. San Antonio, Bian,
Laguna 2001-2005 1997-2001