UNIVERSITY OF THE IMMACULATE CONCEPTION Davao City

Enrollment System of Northlink Technological Institute

An example Information System submitted to Mr. Jerry R. Flores, MIM

In partial fulfillment of the requirements for the subject Principles of Data and Information Systems 1 (IT 200)

GRACELDA D. TERANTE-PANGANTIHON February 18, 2009

ENROLLMENT SYSTEM OF NORTHLINK TECHNOLOGICAL INSTITUTE

Introduction Northlink Technological Institute (NTI) is a newly established technicalvocational school in Panabo City. The schools operation started on June 2008 with 165 initial student enrollees who are divided into two courses, the Information and Communication Technology and Hotel and Restaurant Services. With such number of students, the school is supervised by few administrative staff and faculty. The school is not fully developed in terms of information system. NTI is still a young establishment, but to provide its clients, who are the students, a better service and satisfaction, the school administration and staff are implementing a system on enrollment. The enrollment system was done manually. Meaning, the processes are done by manually, but there is also data storage on the computer. The student data records, subject enrolled and assessment proceedings which are stored on the computer can also be retrieved when needed. System Components To discuss further the current enrollment system the schools adapt, below are the brief description of the five key components of the information system: Hardware A computer hardware component is the physical layer of the information system. NTI uses two personal computers which are interconnected through peer to peer networking system inorder to manage file sharing. The computer hardware has the following system information: System Manufacturer Processor Memory Disk Space Printer : : : : : INTEL Intel(R) Pentium(R) D CPU 2.80GHz (2 CPUs) 1GB RAM 80 GB EPSON LX 300+ / CANON LBP 3000

Software The hardware is controlled by Windows XP Service Pack 2 Operating System. The only application software that is used in registration transaction and data storage is Microsoft Office Excel 2003. The spreadsheet software will produce the Student Class Schedule and Assessment of Fees. Special functions in Microsoft Excel Spreadsheet were utilized to easily registered students on their respective courses and classes. Excel mathematical functions were also used to automatically compute for the Student Assessment Fees. Data The following data were needed to transact the registration of the students: Student ID Number Student Name, Middle Initial and Surname Address of the Student Student Age Gender Contact Details Last School Attended Course Subject Enrolled Payment Upon Enrollment

Processes 1. The student will pass needed enrolment requirements to the registration officer. 2. If the requirements were complete, the registration officer will let the fill-up the Registration Form providing his/her complete name, address, age, gender, contact details and the course to be taken. The registration officer also will guide the students in listing the subjects that he/she must enroll. 3. The filled-up form will be checked and verified by the registration officer. The registration officer will give the student ID number and record his/her data on the computer.

4. The student will bring the verified form to the Cashier to pay for the enrollment down payment. 5. The student will proceed to the Registrar Office for the encoding of subjects. The processing officer will released the Official Registration Form of the student which has the computerized schedule of subjects and assessment details. A class card will also be provided to the students. People The people who interact with the system include the following: Students. Students are the direct clients of the school. They are considered as external user of the current information system. Registrar. The registrar is the one that handles records of the student. Cashier. The cashier will be the one to receive the student payments. Student Accounts Officer. The SA officer will need the student records, particularly the number of units enrolled and the down payment. They are the one that computes the student assessment of fees.

Conclusion The current information system adapted by Northlink Technological Institute is still practical for the number of students they are catering. But, this is system would not be convenient for the people who uses it when the number of student increases. The following problems will be observed if the number of student increases: The people who are directly using the system will follow a very long process of enrollment. The database of the student records will be very difficult to handle. The number of students per class will not be easily controlled. The student list per subject which is very important for the faculty will be difficult to retrieve.