Student Enrollment System

Perpetual Help Learning Academy

Chapter I

Introduction

A computerized enrollment system tends to replace what we called "Paper Less" transaction and also it will make any transaction easier and faster. Also it tends to lessen manpower and human efforts in terms of processing any transaction in regards with the enrollment.

A computerized enrollment system is now used by the universities, colleges and other establishments. Therefore, computerized enrollment system is very useful for both the firm and students because it rather give an effective and efficient approach for both the students and schools.

This project looks at an Enrollment Database for Perpetual Help Learning Academy. It stores details of students, level, and section. It may also be use as local assessment of the students for their tuition fees. The database is designed for use by staff and other authorized user in the registrars office to enable them to easily produce information required by the different people in the school.

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Background of the Study

Perpetual Help Learning Academy was founded by Beth Sarmiento in 2004. It is located at 7 Wayan St. Masambong, SFDM, Quezon City. This school

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Significance of the Study

General Significance The study is significant for the innovation of manual ways of registration and enrollment to a higher-end technology. It is significant to the registrars, faculty and students of the institution that will use the system. The study is significant in many ways. It provides a clear definition of its functions. The study will define the advantages with the use of the proposed system. It will identify new possibilities that may help ease workloads. It will serve as an instrument to entice more people to recognize and use such system. This study will serve as an inspiration to the next generation of developers and programmers to continue the creation of efficient and reliable systems that will serve the society.

Significance to the Researcher The researcher finds the study significant in a way that it shows the functions of the system which allow the researcher to further understand how the system works. It also allows the researcher to identify errors within the system and at the same time allows the researcher to think of ways to resolve the given issues or errors. The study will also serve as a basis in future cases. The researcher has seen other models of the system and has analyzed each of their strengths and weaknesses. This study will serve as the researcher own proof of skills. The study will also serve as a challenge for the researcher in terms of creating a better system and maintaining it.

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Theoretical Framework INPUT PROCESS

Get the requirements Registration form

OUTPUT
File requirements

Requirements

Student information

Student is registered

Enrolling of subjects

Assessment of subjects Tuition fee Cash/Installment

Subjects enrolled

Payment of tuition fee

Written receipt

Figure 1.0

Theoretical Framework of the Existing System

The existing system uses the manual enrollment transactions wherein the first step is to get the register the students information. And the registrar will give the student a registration form to write all the necessary information of the student. Then the registrar will ask for the requirements such as birth certificate, etc. The registrar assists the student for the subjects to be enrolled and then compute the tuition fee of the student. After the assessment of the student they will go to the cashier to pay the tuition fee, whether it is full payment of installment. Then the cashier will make two receipts, the original one is for the student, and the other copy is for the registrar.

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INPUT
Requirements

PROCESS
Get the requirements Verify Login Filled up computerized registration form Assessment of subjects Tuition fee Cash/Installment

OUTPUT
File the requirements Login verified

Login

Student information

Students is registered Subjects enrolled

Subjects

Payment of tuition fee

Printed receipt

Figure 2.0

Theoretical Framework of the Proposed System

The proposed system, users time and effort were lessened and have more resourceful way of managing enrollment transactions. The registrar will ask for the requirements such as birth certificate, etc. Then students are logged in as guest for them to register and enroll through filling up the computerized registration form. After registration of the students, the subjects to be enrolled are assessed. After the assessment of the student they will go to the cashier to pay the tuition fee, whether it is full payment of installment. Then the cashier will print out the receipt.

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Conceptual Framework

Existing System

Criteria
Speed Security Efficiency User-friendly Reliability

Proposed System

Figure 3.0

The existing system shows that the registrar is having a rambled paper works and the cashier is having a hard time writing a receipt and all the transactions are not being managed well. The proposed system will make all the tasks much easier and faster. The income of the school will be more accurate in terms of net gain or loss because the system monitors all the incoming and outgoing transactions, and the files and information of the students are not misplaced.

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Statement of the Problem

Perpetual Help Learning Academy is currently in use of manual system. Since this kind of system depends on manpower, errors and inconvenience are possible during work. The list of schools transactions, students information and receipts could be lost, misplace or ruined. And if these happen, the school can no longer monitor or review all the transactions before and the students who enrolled. The reports are very important for the school in performing accounting matters. Computations are sometimes inaccurate and the school could be unaware of how many times inaccuracies appeared way back.

Some of the specified problems are as follows: y Students information is just written on a registration form which could be lost or misplaced anytime. y y y y More paper works are needed just to keep track of all the accounts of the school. The school has no backup copies of transactions unless rewritten or photocopied. Possible errors in computation of values in receipts. School transactions are not secured which may be changed or edited by unauthorized personnel.

The study aims to develop a Student Enrollment System that would lessen if not eliminate the problems encountered by the school in the use of the existing manual transaction processing system. Specifically, it seeks answers to the following problems: 1. Is there a significant difference on the evaluation of the respondents of the manual system and the proposed computerized system in terms of the following criteria: Accuracy, Speed, Security, Efficiency, Reliability and User-friendliness? 2. What is the demographic profile of the respondents in terms of Age, Gender, and Computer Literacy Background?

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Hypothesis

The proponents formulated this hypothesis which was tested using Likerts 5-Point Rating Scale.

There is no significant difference on the evaluation made by the respondents in terms of the following criteria: Accuracy, Speed, Security, Efficiency, Reliability and User-friendliness?

Scope and Limitation

The proposed system has purpose of making transaction processing and managing faster, efficient, and convenient than the schools existing methods. Several researches were conducted in order to develop a system that can solve the schools problems. Data were gathered through interviews, questionnaires, and some information was obtained from the internet. Library researching had also helped the proponents to learn other matters in relation to the proposed system.

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Student Enrollment System for Perpetual Help Learning Academy is composed of modules or subprograms. Each of which has its own functions that is able to handle certain tasks. The system has security feature where users have to login first before using the system. This is to prevent unauthorized people with malicious intention. The system includes a computerized registration and enrollment form. It allows users to fill in the form and submit. Administration users have the power to modify, add and even delete user accounts. It allows the administrator side to retrieve information. It can severely reduce the amount of duplicate effort required for multi-enrollees. Student registration and enrollment transactions such as subject assessment can be entered in a database for future reviews or monitoring. It also allows users to view whether their information has been passed. It cannot be altered or modified by the users. It cannot show the results instantly to users. Users may not remove or delete their information once theyve been passed. Users may even print these reports for any purposes. There is no reason for these records to be lost because the system has a backup utility module where it creates another copy in the database. It is important that these transaction records are maintained. For guides about the entire system, there is a help menu available for the users to assist them about the operations and functions of a particular module. This is very useful especially when users have less knowledge about computers.

Since this system manages and records of every enrollment transactions of the school had made, it does not functions as an accounting system and grading system. Transactions entered in the system together with the tuition fee and subjects involved are not processed to determine the balances and grades of the student. These amounts are not balanced unlike the typical accounting system does. Perpetual Help Learning Academy is a school which has pre-schools and grade 1 to grade 6. The proponents will use (PHP) primarily in this project. This language is used in most web sites but the proposed system will not function as that. The system is just exclusive for Perpetual Help Learning Academy to use.

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Definition of Terms
The following terminology is used throughout the study and has been defined for this purposed as follows:

Accuracy Computerized Database a comprehensive collection of related data organized for convenient access, generally in a computer. Efficiency the state or quality of being efficient; competency in performance. Reliability is the ability of a person or system to perform and maintain its functions in routine circumstances, as well as hostile or unexpected circumstances. Security is the condition of being protected against danger, loss, and criminals. In the general sense, security is a concept similar to safety. SES Student Enrollment System Transaction is an agreement, communication, or movement carried out between separate entities or objects, often involving the exchange of items of value, such as information, goods, services and money.

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