Saint Anne Academy Enrollment System with Student Portal

1 Introduction

Every year population of students are growing, specially in public secondary schools
where there is a large amount of students who enrolls because of free tuition. And sorting this
large amount of students is quite hard but even in private schools like Saint Anne Academy
receives large amount of enrollment with 100-150 enrollment of freshmen every year with an
expected growth every year.

As population grows in Piddig affects the population of every schools, so an enrollment system
and student data management is must have for Saint Anne Academy. Every big school in the
Philippines uses Student data management systems for a faster control over students sorting.
Saint Anne Academy can benefit so much with this application because when managing this
fast, they can move on to students to another much faster. So instead of having a very long list
of students or relying so much on Microsoft excel a Student data management will come and
handy.

Many schools doubts of having this program because of hacking issues, but over the years web
based technology improved a lot in terms of security so hacking seems to be possible but much
harder. Installing a web-based application is manageable because it only demands minimal
requirements for it to run in computer systems.

Saint Anne Academy don’t run on the sorting issues often with students but having an
application that helps them with that problem, sorting in the future is manageable if there is a
high enrollment number in these coming years for Saint Academy. We are focused on creating a
program that can manage the enrollment of students and grades.

The application also includes an easy updating process incased there is an error to an
information about the student the registrar or the person in charge can easily correct the
problem with ease. It also include an automatic grade computing depending on the standards of
the school with a printing control and students can view their grades in their online student
portal in the internet by searching the address of the web app.
 Saint Anne Academy Enrollment System with Student Portal

1.1 Statement of the problem

This research aimed to develop a web-based enrollment system with student portal for
Saint Anne Academy

It aimed to answer the following:

1. Problems that the schools encounter during enrollment.

2. What is the problem on managing the grades of students.
3.How the web-based enrolment system and student portal can help the state of the enrolment
and grading of the school today.

1.2 Objective of the study

The main objective of this study is to develop and implement the web-based enrolment
system with portal for Saint Anne Academy.

1. Determine the problem of the school during enrollment

2. Determine the problem of school about managing and distributing the grades of the
students.
3. Determine how the web-based enrolment system and student portal can help the
state of the enrolment and grading of the school today.

1.3 Scope and Limitation of the study

The study was focused on the web-based enrolment system with portal for Saint Anne
Academy. The application manage the enrollment of students, viewing of their grades and
schedules and billings. Our goal is to help the School for a better and faster enrolment process
and grading management. The students can also benefit because they can access their grades
and schedules anywhere where there is an internet for online access. For teachers they can
also see their schedules.

1.4 Significance of the study

The study on the web-based enrolment system with portal for Saint Anne Academy will benefit
 Saint Anne Academy Enrollment System with Student Portal

the following.

Administration officers: This will reduce their efforts when sorting and managing the
data/information of their students.
The students: They can see their schedules and grades without going to their school and can
access their school calendar for future events and activities.

Teachers/Teaching Staffs: They can also see their schedules and students in that particular
subject.

Parents: The parents can also see their sons/daughters schedules and grades without consulting
the school.

Researchers: The result will be helpful because there will be a new information about this study
for them to research and gain knowlde from.

1.5 Definition of terms

Application -or application program, is a software program that runs on yourcomputer.

Web browsers, e-mail programs, word processors, games, and utilities are all applications. The
word "application" is used because each program has a specific application for the user.

Program - Designed to be executed by a computer and it is required that

a computer is able to execute programs in order for it to function.
 Saint Anne Academy Enrollment System with Student Portal

2.0 RESEARCH DESIGN

This chapter discusses the methodology of the study use in designing and developing
the proposed system, it includes the sources of data, the data gathering procedure, the data
analysis, the statistical treatment and the research instrument.

Software Development Methodology

Methodology refers to the analysis of the methods used an appropriate to a field of
study. It is a systematic way of accomplishing certain tasks and is defined as a collection of
procedures, techniques, tools and documentation aids that helps a software developer to speed
up and simplify the software development process (Pressman, 2001).
The researchers planned to make their own questionnaires regarding their topic. They
were very much obliging to make and construct questions about their topic and hoping that
their plan questionnaires would help them fulfill their plan goal and to find out the positive and
negative things about their topic.
The researchers used the Waterfall Model as a guide in developing the proposed system.

The model is composed of the following phases: Requirements Definition, Design,

Implementation, Testing, Deployment and Maintenance.

The phases of the evolutionary prototyping model are the following:

 Saint Anne Academy Enrollment System with Student Portal

6 Phases of Waterfall Model

Requirements Definition

Design

Implementation

Testing

Deployment

Maintenance

Figure 1.0 Waterfall Model

 Saint Anne Academy Enrollment System with Student Portal

2.1 Requirement Definition - All possible requirements of the system to be developed

are captured in this phase and documented in a requirement specification document. The
researchers analyzed what system will be developed and where was the target location of this
study: The researchers decided to propose a study entitled Saint Anne Academy Enrolment
System with Student Portal for the Saint Anne Academy of Piddig, Ilocos Norte,
The researches forwarded a letter to the Principal of Saint Anne Academy, to ask
permission to their good office that they will be allowed to conduct an interview regarding their
study.
The researchers were already gathered the basic information and the important records
of the said Academy.
2.2 Design - The requirement specifications from first phase are studied in this phase
and the system design is prepared. This system design helps in specifying hardware and system
requirements and helps in defining the overall system architecture.
In this phase the features of the proposed system will be made. It shows if the
requirements are followed in this phase.
The researchers deal with the features and its functional operations in details and the
required logical and physical design of the system. The researchers will use templates for the
betterment of the system interface.
2.3 Implementation - With inputs from the system design, the system is first developed
in small programs called units, which are integrated in the next phase. Each unit is developed
and tested for its functionality, which is referred to as Unit Testing.
 Saint Anne Academy Enrollment System with Student Portal

During this phase, the new or enhanced system is installed in the production
environment, the employees are trained to use the proposed system. This phase includes efforts
required to implement, resolve system problems identified during the implementation process,
and plan for sustainment.
2.4 Testing - All the units developed in the implementation phase are integrated into a
system after testing of each unit. Post integration of the entire system is tested for any faults
and failures.
Checked if the codes are correct and applicable to the requirements of the study and
Ensured that each and every component works fine.
The researchers let the users test the system to ensure that the program works. The user
acceptance testing ensures that the program system is useful and can move to implementation,
if it fails it goes back to design where changes will be made.
2.5 Deployment − Once the functional and non-functional testing is done; the product is
deployed in the customer environment or released into the market.
In this phase, The Principal, Students and Teachers of Saint Anne Academy have the
power to evaluate the system. Either positive or negative evaluation it shows if the required
data implies here.
2.6 Maintenance – There were some issues which came up in the client environment. To
fix those issues, patches are released. To enhance the product some better versions were
released. Maintenance was done to deliver these changes in the customer environment.
The researchers needed to undergo this phase for them to be corrected and understood
what the business really needed about. Also, to make the researchers fix what is needed to be
done with the proposed system.

3.1.3 Existing Flowchart of Saint Anne Academy

 Saint Anne Academy Enrollment System with Student Portal

3.1.4.2 Level 1 DFD

Saint Anne Academy Enrollment System with Student Portal
 Saint Anne Academy Enrollment System with Student Portal

3.0 RESULTS AND DISCUSSION

This chapter discusses the existing system, the findings on the existing processes,

problems encountered in the existing system, proposed system, features of the proposed

system, security measures to be adopted, and system requirements.

3.1 Process Flow of the Existing System

3.1.2 The Existing System

This discusses the processes and problems involved in the existing Manual Enrolment

Procedure of Saint Anne Academy.

The Saint Anne Academy our using the manual procedure in enrolling students, the

students our in to go to the academy just to check their grades, and enroll.
Saint Anne Academy Enrollment System with Student Portal

3.2.2 System Flowchart of the Proposed System

Saint Anne Academy Enrollment System with Student Portal

3.2.4 Level 1 Diagram of the Proposed System

 Saint Anne Academy Enrollment System with Student Portal

3.2.3 Level 0 DFD of Proposed Enrollment System of Saint Anne Academy

 Saint Anne Academy Enrollment System with Student Portal

3.2.6 Entity Relationship Diagram

3.3 Hierarchical Input Process Output (HIPO)

Saint Anne Academy Enrollment System with Student Portal

Hierarchical Input Process Output for the Administrator (HIPO)

Saint Anne Academy Enrollment System with Student Portal

Hierarchical Input Process Output for the Guidance Officer (HIPO)

Saint Anne Academy Enrollment System with Student Portal

Hierarchical Input Process Output for the Students (HIPO)

 Saint Anne Academy Enrollment System with Student Portal

3.4 Input Process Output (IPO)

Input Process Output (IPO)

 Saint Anne Academy Enrollment System with Student Portal

3.2.7 Internal Schema

role
Column Data Type
Role_id Int
Role_name Varchar(20)

section
Column Data Type
Section_id Int
Section_name Varchar(50)

School_year
Column Data Type
School_year_id Int
School_year_desc Varchar(20)

Subject
Column Data Type
Subject_id Int
Subject_code Varchar(20)
Subject_desc Varchar(100)

Grade
Column Data Type
Grade_id Int
Grade_point Decimal(1,2)
Subject_id Int
Student_id Int
Period_id Int
 Saint Anne Academy Enrollment System with Student Portal

enrollment
Column Data Type
Enrollment_id Int
School_year_id Int
Enrollment_date Date
Student_id Int
Grade_level Int
Section_id int

account
Column Data Type
Account_id Int
Name Varchar(255)
Username Varchar(50)
Password Varchar(50)
Student_id Int
Role_id Int

student
Column Data Type
Student_id Int
Birth_date Date
Gender Bit
Perma_home_address Varchar(255)
Mother_name Varchar(255)
Father_name Varchar(255)
Guardian_name Varchar(255)
Contact_no Varchar(255)
Parent_contact_no Varchar(255)
 Saint Anne Academy Enrollment System with Student Portal

3.2.8 External Schema

role
Role_id Role_name
1 Admin
2 Instructor
3 Student

section
Section_id Section_name
1 St. Agnes
2 St. Andrew
3 St. Paul
4 St. Cecilia
5 St. Joseph

School_year
School_year_id School_year_desc
1 2016-2017
2 2017-2018
3 2018-2019
4 2020-2021
5 2021-2022
 Saint Anne Academy Enrollment System with Student Portal

Subject
Subject_id Subject_code Subject_desc
1 1234 Filipino
2 1235 English
3 1236 Math
4 1237 Science
5 1238 Araling panlipunan

Grade
Grade_id Grade_point Subject_id Student_id quarter
1 94 1 3213213 1
2 94 2 32131321 1
3 94 3 213231 1
4 94 1 321321 1
5 94 1 32132131 2

enrollment
Enrollment_id School_year_i Enrollment_date Student_id Grade_level Section_id
d
1 1 6/20/2018 3213166 7 1
2 1 6/20/2018 3213216 8 1
3 1 6/20/2018 3213212 9 1
4 1 6/20/2018 3213122 9 1
5 1 6/20/2018 2132132 10 1

account
Account_i Name Usernam Password Student_id Role_id
d e
1 Luke Castillo Luke Password 32133321 1
2 Acewell agustin Ace Password 32132135 1
3 Rhea atienza Yang Password 36546545 2
4 Gene Bolo Bolo Password 76754355 2
4
5 Eman eman Password 34326547 3
Alejandro 7
 Saint Anne Academy Enrollment System with Student Portal

Student
Student Birth_d Gen Perma_home_A Mother_n Father_n Guardian_ Parent_conta
_id ate d ddress ame ame name ct_no
e
r
321321 1/1/20 1 Piddig, Ilocos Rhea Ross Dela Goku 323121
00 norte Atienz Cruz
a
321321 2/1/20 1 Piddig, Ilocos Chrissalyn Eman Peter 321321321
00 norte Mend Aleja North
oza ndro
321332 3/1/20 0 Piddig, Ilocos Patricia Joshua Mia Khalifa 321321
1 00 norte Dane Aqui
Migue no
l
321321 4/1/20 0 Piddig, Ilocos Shaina Stephen Naruto 3213213
00 norte Balles Pasc
teros ual
21312 4/1/20 0 Piddig, Ilocos Vivien Ralph Luffy 321321321
00 norte Migue Alfon
l z
Garci
a
 Saint Anne Academy Enrollment System with Student Portal

3.2.9 Data Base Schema

role(role_id, role_name)

PK: role_id

section(section_id, section_name)

PK: section_id

school_year(school_year_id, school_year_desc)

PK: school_year_id

subject(subject_id, subject_code, subject_desc)

PK: subject_id

account(account_id, name, username, password, role_id, student_id)

PK: account_id

FK: role_id REFERENCES role(role_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE

ON DELETE RESTRICT

FK: student_id REFERENCES student(student_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE
 Saint Anne Academy Enrollment System with Student Portal

ON DELETE RESTRICT

student(student_id, birth_date, gender, perma_home_address, mother_name, father_name,

guardian_name, contact_no, parent_contact_no)

PK: student_id

grade(grade_id, grade_point, student_id, subject_id, quarter)

PK: grade_id

FK: subject_id REFERENCES subject(subject_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE

ON DELETE RESTRICT

FK: student_id REFERENCES student(student_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE

ON DELETE RESTRICT

enrollment(enrollment_id, school_year_id, enrollment_date, student_id, grade_level, section_id)

PK: enrollment_id

FK: school_year_id REFERENCES school_year(school_year_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE

ON DELETE RESTRICT

FK: student_id REFERENCES student(student_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE

ON DELETE RESTRICT
 Saint Anne Academy Enrollment System with Student Portal

FK: section_id REFERENCES section(section_id)

NULLS NOT ALLOWED

ON UPDATE CASCADE

ON DELETE RESTRICT

3.1.4 Data Flow Diagram

3.1.4.1 Level 0 DFD