DUMALAG VOCATIONAL-TECHNICAL SCHOOL

EMIS Registrar
Information Management
Systems

2009-2011 by Gibson H. Guirhem

Teacher I, TESDA-DVTS

EMIS REGISTRAR
Advantages

Data is integrated, organized and systematized

Data search result can be obtained immediately
Data can be created, manipulated, shared and retrieved
automatically by several users simultaneously
Data can be shared or obtained without opening MS Excel,
etc. or sharing files in flash disk, etc.
Data can be reported easily
Reliable data accuracy and error can be seen immediately
Data can also be stored and used for the future programs; can
be designed to fit with the latest TESDA templates

EMIS REGISTRAR
Advantages

Saves time
Saves effort and workforce
Saves paper and ink (saves planet earth)
Saves money, resources and electricity
Furthermore, Supervisors, Faculty, Security,
Assessment Office, Employment Office, ID
Card/Image Capture/Biometric Service Office,
Guidance Office, Cashier, Librarian would know if
the trainee is officially enrolled

EMIS REGISTRAR
Advantages
Less mistakes and these mistakes can be easily
corrected
Less hassle or less worries
Since report can be generated immediately, we get
more time checking, analyzing and verifying the
outputs
One may need not learn advanced MS Excel*
functions like formatting, formulas.
Clients needs can be given immediately
More time with the students
More coffee breaks

*Reporting Application

TESDA-DVTS

OFFICES AND DEPARTMENTS

ORIGINAL SYSTEM SETUP

REGISTRAR
OFFICE

GUIDANCE
OFFICE

ASSESSMENT
OFFICE

POST-TRAINING
(EMPLOYMENT) OFFICE

1. Offices are set apart from each

other by buildings, space or
elevation
2. Since data is not directly shared
each offices may work
independently like encoding data
already encoded by one office or
one office may miss some
important information
3. Data is not updated even when
(for example) Registrar (or other
offices) has updated it

CASHIER
SCHOOL
LIBRARY

4. Lots of print-outs and waste of

time and resources
5. Disorganized...

TESDA-DVTS

EMIS Registrar
EMIS Registrar is a database manager software. It is the
one that communicates with our database when we
store, search or retrieve information from it. This
software was created and developed using Visual Basic
2008 .NET
The system uses the WAMP with an FTP Server:
Windows + Apache (Web Server) + MySQL Server
(database) + PHP

MySQL is a powerful, free database that allows multiple users to

perform queries to the information stored in it.
Apache is also a free webserver and can be installed to any normal
workstation to provide web-based services
PHP allows to query MySQL database through web-browser
FTP allows transfer of files like photos to one computer to another.

EMIS Registrar features the following

services/functions:
1.
2.
3.
4.

Registrar Data Manager

Online Registration Module
CAC Data Manager
Post-Employment Data
Manager
5. Assessment Mobile (Backup)
6. Registrar Mobile (Backup)
7. Offline Assessment (Mobile)
for field assessment

EMIS Registrar Login Form

DATA PROCESSING (System Block Diagram)

ASSESSMENT

Data Required for Assessment:

INTERNA
EXTERN
L
AL
CLIENTS
CLIENTS
REQUIREMENTS
VERIFICATION
SCHEDULING

Trainees Profile
Enrollment Profile (Section,
Qualification and Training
Schedule)
TRAINEE

REPORTS
GENERATED:
1. Trainees Profile
2. Registration Form
(for Assessment of
Subjects and Fees)
3. Enrollment Form
(Subjects, Schedule,
Accounts,
Payments)
4. Class Masterlist
5. Class, Instructor
and Room Schedule
6. Enrollment Report
(NMIS 050)
7. Terminal Report
(NMIS 100)
8. MIS 03_02
(Enrollment,
Terminal,
Employment
Report)
9. Certificate of
Training
10.Statistics
11.Complete

REGISTRAR
ADMISSION
REQUIREMENTS
ONLINE
REGISTRATION
CREATE
ENROLLMENT
PROFILE
Section/Batch

Course/Qualificati
on
Training
Schedule
CREATE
ACCOUNTS
Training Fee
Assessment Fee
Miscellaneous
Fees
ASSESSMENT AND
VERIFICATION
PAYMENT
VALIDATION
REPORTING

Assessment
Result

ENCODING OF
APPLICATIONS

REAL-TIME/
ACTIVE
ASSESSMEN
T for pending
results

POST
ASSESSMENT
for batches
with
assessment
results

WALK-IN
APPLICA
NTS

REPORTS
GENERATED:
1. RWAC (no certificate
number)
2. RWAC MONET
3. Statistics

REPORTING

Trainees Profile
Assessment
Result

Enrollment Profile
(Section, Qualification
and Training
Schedule)

POST-TRAINING
Employment
Status

EMPLOYM
ENT DATA

OJT

REPORTING

LIBRARY
GUIDANC
E

Tracking status (after 6

months)

REPORTS
GENERATED:
1. Employment
Monitoring Report

TESDA-DVTS

EMIS Registrar

FLOW OF DATA
OFFICE OF THE REGISTRAR

CURRENT FUNCTION
Encodes Trainees Profile
Enrolls/Sections/Batches Trainees
Provides copies of Enrollment Reports, Masterlist and Statistics
REGISTRATION

Creating a unique
trainees ID
Number for the
trainee. This ID
Number alone
identifies the
trainee in the
database.

OUTPUT DATA:
REGISTERED AND
ENROLLED TRAINEE

ENROLLMENT

Entering the trainee

to a unique Section
or Batch.
Batch The
section describes
the Course,
Qualification
Classification and
Training Period.

REGISTRAR OFFICE

REGISTRAR
DATABASE

REPORTS

REPORTS PRODUCED:
ENROLLMENT REPORTS
Registrar Database is installed in
MASTERLIST
the computer called Registrar
STATISTICS
Server (REGServer).

TESDA-DVTS

EMIS Registrar

FLOW OF DATA

OFFICE OF THE ASSESSMENT CENTER

CURRENT FUNCTION
Receives internal clients (DVTS Scholar, Regular and Modular trainees)
Receives external clients (Other TESDA Schools trainees and Walk-In applicants)
Provides copies of Assessment Report and Statistics for other offices
REGISTRATION

REGISTRAR
DATABASE

Registration of
candidates who
applied for
assessment. The
registration process
gives another unique
ID Number for the
trainee.

ASSESSMENT

Obtaining
assessment results,
date of assessment
and assessor to
create assessment
report.

ASSESSMEN
TDATABASE

ASSESSMENT
OFFICE

OUTPUT DATA:
ASSESSED TRAINEE

REPORTS

REPORTS PRODUCED:

Internal clients carry its Registration and

ASSESSMENT REPORTS
Enrollment information upon entering the
RWAC
assessment database so the other offices (like RWAC-MONET
Assessment Database is installed in
the computer called Assessment
the Registrar) can retrieve the assessment
STATISTICS
Server (RWACServer) housed in the
information instantly.
Office of the Assessment Center.

TESDA-DVTS

EMIS Registrar

FLOW OF DATA
POST-TRAINING OFFICE

CURRENT FUNCTION
Tracks the employment status of the internal clients who have been assessed
and have graduated and updates the trainees employment information which is
based on his or her enrollment and assessment information.

REGISTRAR
DATABASE

ASSESSMENT
DATABASE

POST-TRAINING
OFFICE

EMPLOYMEN
T DATABASE

OUTPUT DATA:
TRAINEES
EMPLOYMENT
STATUS

REPORTS

REPORTS PRODUCED:
Employment Database is installed in
EMPLOYMENT
the computer called Employment
MONITORING REPORT
Server (EMPYServer) housed in the
Post-Training Office.

TESDA-DVTS

EMIS Registrar

FLOW OF DATA

DATA FEEDBACK TO REGISTRAR OFFICE

FLOW DESCRIPTION
Registrar Office retrieves the assessment result from the assessment database
and employment status from employment database. The trainee is traced or
tracked because of the ID Number.

REGISTRAR
DATABASE
ASSESSMENT
DATABASE

REGISTRAR OFFICE
REPORTS

EMPLOYMENT
DATABASE

REPORTS PRODUCED:
TERMINAL REPORTS
BILLING STATEMENT
ENROLMENT MONET REPORT
CERTIFICATE OF TRAINING
COMPLETE MONITORING REPORT

EMIS REGISTRAR
EMIS Registrar Client GUI for Online Registration

EMIS REGISTRAR
EMIS Registrar Client GUI for Online Registration
The trainee is given a chance to encode his or her personal profile. The
GUI is designed to be user-friendly and easily understood even for the
very basic user.
When this was released for use, it was given a name Online Trainee
Registration or eTESDAreg. A new or returning trainee is given a privilege
to connect to the database and create or edit her profile, shift to a new
training or course and request for enrollment.
The registration GUI is applicable for Regular, Modular and even for
Scholar.
Since this is just like filling-up an actual personal trainee profile, we are
assured that the spelling of their names are correct.
This module also tries to calculate and assess the capacity of the trainee to
use the common Windows forms like filling up fields, textboxes, using
combo-boxes, scrolling, drag-and drop, clicking, etc. The literacy is rated
by measuring their duration of registration and the presence of the
assistance.

EMIS REGISTRAR
EMIS Registrar Client GUI for Online Registration

After the trainee has requested for enrollment, he or she will be given a code. This code is actually used as a
priority number for the services following the Online Registration.

EMIS REGISTRAR
EMIS Registrar Control GUI Manual Profile Registration

This tab of the Control GUI used by the encoder to create or edit registration done through the Online Registration Module.
This is also used to enter registrations of those who find it difficult to use the Online Registration module.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management

Section management tab gives the information about the trainee, about her enrollment and assessment history. This is also the
one used by the Controllers to section, create subject, schedules, accounts and update payments and many other functions. The
trainee can easily be found by entering her name or trace code in the search box.

EMIS REGISTRAR
EMIS Registrar Control GUI Creating a Section

This for is used for creating new sections for Regular, Modular and even Scholar.
Note that the information you will provide for a sections properties will reflect in
most TESDA reports.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Data Processing

Click these button to

view the output
forms

For the controller to easily manage the enrollment of a trainee, this tab would make a lot of work easier.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management - Sectioning

The trainee can be added to a section through a drag-and-drop operation.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Subject Management

Subjects for a certain period are based on curriculum nomenclature. Core competencies are starred.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Class Schedule

Click this button to

view Schedule
printout

This form will help create schedule for a class, instructors and room. Conflicts disable a schedule to be created therefore
providing a seamless schedule management.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Trainees Schedule

The schedule can be applied to the trainees available subjects or competencies. For irregular trainees, advanced
scheduling will help set the irregular trainees schedule.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Accounts

This tab is used to manage Trainees Accounts.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Payments

This tab is used to manage Trainees Payments.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management ID Card

Click this button to

view ID Card
printout

This is used for creating ID Cards by just dragging-and-dropping profiles to the empty card set.

EMIS REGISTRAR
Section Query and Statistics

Gives the summarized view of trainees population.

EMIS REGISTRAR
EMIS Registrar Control GUI Section Management Employment

The trainees employment status can be updated through this form.

EMIS REGISTRAR
EMIS Assessment Control GUI Application Form

EMIS Assessment GUI helps an encoder to manage applications from internal and external applicants. A lot more
advantage on entering internal applicants data since this was already existing in the database.

EMIS REGISTRAR
EMIS Assessment Control GUI Real-time Assessment

This tab makes it easier to update assessment status and results after the assessment. Applications can be entered before
hand and be set it to To Be Assessed in Application Form tab.

EMIS REGISTRAR
EMIS Assessment Control GUI Batch Management

Click this button

to view RWAC
Report

Batch Management is used to query assessment information through schedule and qualifications. In this area also will
help the encoder to create RWAC report.

EMIS REGISTRAR
EMIS Assessment Control GUI RWAC MONET

Click this button

to view RWAC
MONET Report

This tab manages the reporting of RWAC Monet for TESDA P.O. In the list you can find which batches have been
reported and which are not. Both the NC and COC report can be generated from this form.

EMIS REGISTRAR
EMIS Assessment Control GUI Offline Assessment (Mobile)

If TESDA designates a different assessment venue (other than the Assessment Center), Mobile Assessment Terminal
facilitates the applications and assessment result so theres no need to encode these application when the packages arrive
at the Assessment Center. The mobile device (laptop) can be docked to the network, connect to the assessment server
and upload data conveniently.

EMIS REGISTRAR
Synchronization of Databases

Synchronization is needed to keep the databases up-to-date and this will give the most updated/latest information to any
offices. The Registrar, Assessment and Post-Training Offices have their own server and main database and each have
their own copy of databases of other offices. This is done so they can actually work independently at any time. Any
changes made on other offices wont reflect in one if synchronization is not done therefore synchronization is needed to
update these copies of databases. Synchronization works pretty easy when all servers are online and in one network.
See an animated explanation about
Synchronization.

EMIS REGISTRAR
Offline Synchronization (Offline Update)

If synchronization couldnt work especially when no network connection can be established, Offline Update would
resolve this problem. This is done by downloading the update files into one flash drive or any storage device and
uploading them to the other servers.

EMIS REGISTRAR
Reporting

TESDA
ENROLLMENT
REPORT
TESDA TERMINAL
REPORT
TRAINING AND
EMPLOYMENT
MONITORING

This form gives most of the reports of a section integrating the data given by the assessment and post-training offices.

EMIS REGISTRAR
Reporting

Statistics
(Original)
Statistics (RNN
Style)
Live/Real-Time
Enrollment
Statistics

Statistics and Summaries will gather all the data specified in the filter. This gives the user
also an option to select what type of report format and style to be generated .

EMIS REGISTRAR
Reporting

Training and
Employment
Report (MIS
03_02)

This tab will help you generate MIS 03_02 report.

EMIS REGISTRAR
Reports Generated
TRAINEES PROFILE

The trainee can review the information she had entered once she receives the print-out of her profile.
This form is submitted to the Registrar.

BACK

EMIS REGISTRAR
Reports Generated
REGISTRATION FORM (FOR ASSESSMENT AND
VERIFICATION)

Registration Form shows the subjects, schedule and accounts of the trainee. This is subject for
assessment and verification.

BACK

EMIS REGISTRAR
Reports Generated
ENROLLMENT FORM

This form is produced by the registrar and is ready for validation.

BACK

EMIS REGISTRAR
Reports Generated
CLASS, INSTRUCTOR AND ROOM SCHEDULE

BACK

One a schedule is created the class, instructors and room schedule are automatically generated.

EMIS REGISTRAR
Reports Generated
TESDA ENROLLMENT REPORT (NMIS 050)

BACK

EMIS REGISTRAR
Reports Generated
TESDA TERMINAL REPORT (NMIS 100)

BACK

EMIS REGISTRAR
Reports Generated
TRAINEE MASTERLIST (SECTION)

BACK

EMIS REGISTRAR
Reports Generated
MIS 03-02 Form

BACK

EMIS REGISTRAR
Reports Generated
Employment Monitoring Report

BACK

EMIS REGISTRAR
Reports Generated
ENROLLMENT/GRADUATION STATISTICS

BACK

EMIS REGISTRAR
Reports Generated
ENROLLMENT/GRADUATION/ASSESSMENT STATISTICS

BACK

EMIS REGISTRAR
Enrollment Statistics
Live Enrolment Statistics sample screenshot (enrollment as of June 17, 2011). No need indeed for another
sophisticated program (which is usually commercialized) to show this enrolment statistics. This one was created using
MS Excel 2007. A free MySQL ODBC adapter that can be downloaded from the net will help Excel connect with the
live data directly from the database.

Excel can be programmed when to retrieve data from the database and automatically updating the chart.
This one was set to retrieve data every two minutes.

BACK

EMIS REGISTRAR
Reports Generated
RWAC Report

BACK

EMIS REGISTRAR
Reports Generated
RWAC Monitoring Report

BACK

EMIS REGISTRAR
Reports Generated
CERTIFICATE OF TRAINING (PGS SAMPLE)

BACK

EMIS REGISTRAR
Reports Generated
ID CARDS

*MS Excel is still used as ID Card generator.

BACK

Synchronization

ONLINE SYSTEM
But when one of the server goes
offline, connection breaks and
Information
can can
be exchanged,
no transmission
made to
updated
and
manipulated
that server. Latest information
simultaneously
anytime.
(or even the previous
ones)
Information
is
always
current
cannot be retrieved because
the
or
recent/up-to-date.
server
cannot be reached.

ASSESSMENT
DATABASE

REGISTRAR
DATABASE

EMPLOYMENT
DATABASE

TO AVOID THAT PROBLEM

LOCAL DATABASES OF REMOTE SERVERS

ARE INSTALLED WITH THE MAIN SERVER
ASSESSMENT
SERVER

SYSTEM OFFLINE
SYSTEM
ONLINE
SERVERS
CAN STILL WORK
WITH THE PREVIOUS DATA
USING THEIR LOCAL
DATABASES. DATABASES WILL
BE UPDATED WHEN SERVERS
GO ONLINE AGAIN.

ASSESSMENT
DATABASE
LOCAL POSTTRAINING
DATABASE

REGISTRAR
SERVER

LOCAL
REGISTRAR
DATABASE

DATABASE
SYNCHRONIZATION
EMPLOYMENT
SERVER

REGISTRAR
DATABASE

Property of TESDA-DVTS
February 2009

LOCAL POSTTRAINING
DATABASE

EMPLOYMENT
DATABASE
LOCAL
ASSESSMENT
DATABASE

LOCAL
REGISTRAR
DATABASE

LOCAL
ASSESSMENT
DATABASE

NETWORK DESIGN
REGISTRAR OFFICE
POST-TRAINING OFFICE
W-LAN
HUB/ROUTER/AP
REGISTRAR
SERVER

EMPLOYMENT
SERVER

MOBILE
CLIENT

HUB
REGISTRAR ENCODERS/REPORTERS/PRINTERS

EMIS OFFICE
MOBILE
CLIENT

EXTERNAL
CLIENTS

ASSESSMENT CENTER
IMAGE CAPTURE
BOOTH

ACCOUNTS/
BUSINESS OFFICE

ASSESSMENT
SERVER
ID CARD
PRINTER

SCHOOL LIBRARY

ASSESSMENT ENCODERS/REPORTERS/PRINTERS

IMPLEMENTATION
Showing the actual networking system in building layout and actual IT facilities utilization. Other offices are networked
to share other EMIS services like internet connection and remote support. The installation stated on April 15, 2011,
system testing started on the first week of May 2011 and enrollment began on May 16, 2011.