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INTRODUCTION
accomplish work easier, faster and more accurate, thereby avoiding difficulties that come
with the human involvement. As technology continues to advance, computers became more
accessible and helpful in our modern day society. Computers are already seen everywhere
at work, at school, and at home. Daily activities either involve the use of or depend on
information from a computer. This might be because computers are used in almost every
field and profession like in school and in the office to perform a large number of computer
related work. The use of the computers have been an effective tool in improving such as
students’ records for easy retrieval when needed. Enrollment in most schools today requires
basic Information Technology (IT). It aims to help to do work more efficiently. Using an
automated enrollment system will provide an easier and less time consuming enrollment.
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BACKGROUND OF THE STUDY
When the College Department in St. Matthew College started, the process in
storing/recording the students’ information were done manually; written forms which are
Up to the present, St. Matthew College uses a manual enrollment system. Students
have to fill up written forms then go to the Dean’s office for signature. This process takes
too much time. Also, the students’ information is kept on a filing cabinet, sometimes it
2
STATEMENT OF THE PROBLEM
After gathering information about the current enrollment system of St. Matthew
2. the files become oversize in the filing cabinet because records were written on
3
STUDY OBJECTIVES
This study aims to design and develop an automated enrollment system that will:
General:
enrollment system.
Specific:
1. Provide an automated enrollment system that will enable the students to no longer
records and
3. Provide a system that can secure all the information and record of the students.
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DESCRIPTION OF THE PROJECT
The proposed program is an automated enrollment system that can connect to two
offices namely, the registrars’ and the deans’. The system cannot be viewed online but it
can be accessed in school. Its main purpose is for keeping the records of the school so it
will only be needed during school hours. The system also allows the students to access
their profile and prospectus. In this way, they can check whether they passed, failed, or
exceeding the number of required units in a semester or enrolling extra courses. The system
also prints out the finished registration form and keeps the enrolled courses of students for
records and future use. It also generates report such as the list of students enrolled in a
course per semester. It also has a computation assessment of tuition fee. Through this, the
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SCOPE AND LIMITATION
This study aims to develop an enrollment system for St. Matthew College with the
following features and function; the Registrar and Dean’s Secretary are the power user;
only then will be allowed to do some changes for students’ data. The system detects
whether the students have passed/failed or credited the courses, it also disable the courses
that were taken already to avoid redundancy in enrolling. The prospectus is pre-requisite
And its limitations such as the system cannot be viewed online and not accepting
any online payments. The system does not cover the computation of student’s grades and
name of the assigned professors. The students have a limit access to the system; view their
profile, enroll the courses needed and check their prospectus if credited or not. The student
will use the manual process of adding/dropping courses using the written registration form.
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ASSUMPTION
The researchers assume the following in designing the project; the school will have
sufficient resources such as two computers for the use of enrollment system. An authorized
personnel will assist the new student in enrolling. A technician or an IT specialist will do
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DEFINITION OF TERMS -
Automated Enrollment
Checklist/Prospectus
Computers
- An electronic machine that can store and work with a large amount of information.
- The machine that will be used for entering of data’s such as records of students in
Course
Database
various ways.
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End users
Manual Enrollment
Registration Form
- A source document used in St. Matthew College for the students’ information.
Server
- The main computer in a network which provides files and services that are used by
- It will be the controller of Automated Enrollment System which it contain data that
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CHAPTER II
SITUATIONAL ANALYSIS
Enrollment System
According to the case study from the website of Tan Kong (2012), Computerization
is a control system that manages processes in industrial workplace. It reduces human error
and processing time thus it can boost productivity and resulted into high quality of product
but interdependent transaction. This can result in a system with well-integrated processes
that can perform much faster and more accurate than a manual system. Enrollment is the
Lexter Ilagan (2011) shared the same statement that “Enrollment is the process of entering
and verifying data of student to register a particular school. Enrollment systems are used
is also one feature of enrollment system, in which the school can trace the standing of the
student.” Thelma Smith (August 2010) agreed that Information Technology can give a
company ready access to improve product and service quality, reduce costs, increase
productivity and communication between employees in smallest time possible, and to make
things with less effort but having a better output and even improve the company morale. It
will provide the information needed. It will also allow storing information in a faster and
more convenient way by keeping the files of the enrollees in a computer system. Because
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of this, the time and efforts of faculty staff in storing files of every student will be saved.
The idea behind an enrollment system is not a new concept. This will only serve as an
immediate solution to the increasing problems towards enrollment that provides easier way
in enrolling. This only means that a poor management of an enrollment system could affect
the operation of the school. Thus, to avoid errors during enrollment, it wills an instant
(2011) stated that “Lack of enrolment system in schools can lead to chaos and troubles”,
students will be confused on what they should do to be able to enroll that is why such
systems is extremely useful in the way that it gives an ease on working on enrolment
processes. Enrollment is very useful in retrieving vital information of the students. Without
it can lead difficulty both for the administration of school and student in enrollment
processes many countries nowadays, especially the developing nations are challenged by
the rapid technological changes. This has radically changed the living and working styles
of the entire society. Ibay, Villegas, Madisa, Clemen and Aenes (2014) agreed that
applying the automation of the enrollment system of a school will significantly help the
staffs and management in organizing the information of the student. This system will help
the officials to look for the certain information in just a matter of few clicks without having
a look for it under a drawer with piles of paper. In an educational institution, a smooth-
flowing method of data recording is essential. According to the case study of Governor
Andres Pascual College (2011), over two decades, effective enrollment is going to be
in the state where the number of high school graduate is expected to decline by 30-40%
(WICHE 2005). These papers outline the conceptual framework, design, and
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implementation plan for building decision-support system for enrollment management at
the college private comprehensive university. It begins with a brief overview of the
generation software tools used to implement the system. Ian Sleight (2010) cited that
enrolling for a specific course the school requires all the necessary information of the
enrollees. When the school retrieves the important information from the student, the
encoder now should input the details of the student in the enrollment system. Thus, the
school can trace what are the standings of the students or the academic performance of
each student. It holds all the information needed by the school to provide a stored student
data. Eilrach Solomon (2010) mentioned that "A quick and automated enrollment system
process is the way the school can find an easier and better way to implement an enrollment
system." He stated that users can use equipment like computers and printers in order for
the work to be done faster and it can lessen the processing time because of fast accessing
of grades. The author also said that developing a system can minimize the processing time
in order to access records of the students quickly so that enrollment process will be much
faster than usual. Thus, Enrollees will be more comfortable for the system that researchers
will develop because of fast and consistent processing of school’s enrollment system. Jeffy
Lomboy (February 2011) agreeing that the Enrollment System is a good example of a
computer-generated process. This can lessen the workload and provides accurate
information needed by the school. As a result, it will benefit not only the student but the
process, this said is to manage a time for the avoidance of a workload so that the accurate
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information that the school needs and it benefits only a student and the administrator. Aries
(February. 2012) stated that the process of enrollment in schools nowadays requires
doing loads of work over time. By having computerized system, the cost during enrollment
will be cut down and much effort will be reduced. The computerized enrollment system
reduced and cut down much effort of work over time of humanity by the used of enrollment
technology. Joshua Jamora (February 2013), mentioned that Enrollment System is used for
student information records. A well-built Enrollment System can be useful to reduce the
load of the people that normally has to do all the manual work. A well enrollment system
is built for faster process information. A useful enrollment system is used to reduce the
load of the human that normally has to do all manual work like in the enrollment process.
A well enrollment system is built for a faster process for enrollment process. Dunn and
Scott (2012), stated that science and technology is the root of emerging innovations in this
world. For many years now, a person in this field of expertise does not stop to reshape the
landscape of today’s business world. Enrollment system has made huge impact into the
school arena. It is a system that is built on innovative program easily process the enrollment
at a lesser time. Distinct from traditional enrollment, LAN enrollment system process large
assortment of student records and provides efficient and consistent information services.
designed to help achieve and maintain optimum enrollment (recruitment, retention, and
graduation rates). It is an institution wide process that permeates virtually every aspect of
the schools functioned and culture. The proponents of the Enrollment System have
considered all the aspects of the school’s need to produce an efficient and effective
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enrollment process.
Computer
Aquino (2010), cites that the importance of computer application is increasing day
by day. In the latest decades of the Millennium winning organization are those which are
willing to integrate business strategy and computer information technology in plying their
respective trades. The use of computer information technology results for them to be able
to develop products fast and make decisions. Alcuaz from the book of Computers; The Life
Story of A Technology (2005) shared the same statement that the use of computer can give
productivity of people. This is true whether they are working alone or working with others
within a formal organization such as business corporations. Dioso, the author of the
careful intelligent planning, organizing, actuating and controlling .This maybe observed
from the past that they monitor production activities, solve scientific problem and help
arrive in tentative answer to a multitude of involved conditions. Janes G, from the book:
Introduction To Computers (2011) also believes that computers are extremely reliable
device and very powerful calculators with some great accessories applications like word
processing problem for all of business activities, regardless of size, computers have three
advantages over other type of office equipment that process information because computer
are faster, more accurate more economical. Sander who wrote the Computers And Society
(1993) also said that the computers are an intelligence amplifier that can free human to use
their time effectively. Because a computer is a fast and accurate electronic symbol or data
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manipulating system that design automatically accept and store input data process and
procedure output results under the direction of the stored program or instruction. Alcaria
the author of the Heroes Of Computers Revolution (2010) explained that the use of
computer are continue to grow, the need for a more timely information and data processing
comes on demand keeping the records of any manual operations need the application of
Software
Microsoft for use on personal computers, including home and business desktops, laptops,
netbooks, tablet PCs, and media center PCs. Window 7 succeeded by Windows 8. This is
system to a what he called feature set and those feature sets represents different process
involve in enrollment system. It helps locate feature an enrollment system will have since
Database
related data fields that are known as records. Databases are not limited to only computers;
in fact, a phone book is an example of a database. On the other hand, a database defined
since all the data that is gathered are connected with the other data. The information
gathered are said to be related. Let us consider a database that contains information about
students. This database will never contain information that is not related with students such
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as company stock prices. This database can be digital or physical which means that it can
that is used to store, retrieve and process data. Jennifer Rowley (2011) stated that
are increasingly being used in organizations with the objective of providing competitive
advantage. The information systems used by organizations can be grouped into different
support system, executive information system, expert systems and office information
system. Information Technology has heralded the advent of the information society. The
information society may be a „virtual society‟. The concepts of the electronic classroom,
the electronic office and electronic library have been explored. Information system poses
archiving, and bibliographic control, security and data protection, intellectual property,
marketplace issues and access. According to Harley (2012), The Student Information
System is proposed to help the students supervise their academic status, in order to keep
track of the subjects they’ve taken, and the student will be able to view his course
curriculum in any accessible computer in the school to see which subjects to take the
following term. Tows, the author of Reading In Database System (2005), stated that
database is instructed collection of data. The data may be about people, product events in
short, any type of information is to manage the collection of data for reporting and making
decision. Ramez Almazra the co-author of the book: Fundamental of Database System
(2003), shared the same idea that a database is a collection of related data. By data, it means
to know facts that can be recorded and that have implicit meaning. For example, consider
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the names, telephone numbers, and addresses of the people you know. You may have
recorded this data in an indexed address book or you may have stored it on a hard drive,
using a personal computer and software such as Microsoft Access or Excel. This collection
of related data with an implicit meaning is a database. From the book of Teach Yourself
Database Programming with Delphi in 21 Day, written by N. Gurewich and Ori Gurewich
(1995) the database system makes the work faster for every institution. For the mere fact
that instead of doing things manually, with the use of computer technology everything is
done faster. David Kroenke, the author of the book: Just The Facts 101 (2002) stated that
the early 1970’s database processing was considered an esoteric subject of interest only to
the longest corporation with the largest computer. Information Database System Concept
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NEEDS ASSESSMENT
St. Matthew College is one of the schools that still uses manual process in
enrollment, they have to fill up four forms for the official registration. That process spent
too much time and it sometimes causes of losing files since it’s only stored in cabinets.
The researchers are designing a program that will help the college students in St.
Matthew College to make an enrollment system easier and more accessible. They just need
The enrollment system allows the students to see their prospectus list to be able to
know if their subjects are already taken. They can also know whether they have passed,
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EXISTING PROGRAM FLOW CHART
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TARGET USERS
One of the main target users of the Automated Enrollment System are the students
since it's necessary for them to know what will be the next courses they need to enroll for
a certain semester. Having this system, the student will have the access on their accounts
and they will be seeing all the courses on their respective program. They can also know
The Administrators are also the target users of this system since it can help them to
accomplish work easier, faster and more accurate when they encode the pre requisite
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THEORETICAL FRAMEWORK
The following theories, principles and tools were used in designing the system for
the St. Matthew College, intended to resolve the identified problems of its enrollment
system.
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The researchers used the following in creating the Automated Enrollment System:
2. Local Area Network (LAN) is a computer network that spans a relatively small
buildings. Most LANs connect workstations and personal computers. Each node
(individual computer) in a LAN has its own CPU with which it executes programs,
but it also is able to access data and devices anywhere on the LAN. This means that
many users can share expensive devices, such as laser printers, as well as data.
LANs are capable of transmitting data at very fast rates, much faster than data can
be transmitted over a telephone line; but the distances are limited and there is also
a limit on the number of computers that can be attached to a single LAN. LAN is
language that combines BASIC functions and commands with visual controls.
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Visual Basic provides a graphical user interface GUI that allows the developer to
drag and drop objects into the program as well as manually write program code.
Visual Basic 2010 Professional is used in the design of GUI (Graphic User
program) that allows a programmer to create reports from a variety of data sources
with a minimum of written code. It can access data from most widely-used
databases and can integrate data from multiple databases within one report using
Crystal Reports in this proposed project is being used to generate reports such as
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CHAPTER III
PROJECT VIABILITY
CONCEPTUAL FRAMEWORK
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METHODOLOGY
The main focus of this chapter is to explain to the methodologies that the
researchers used in the designing the system and discussion of the processes in
Problem Definition
The Researchers defined the problem based on interview, observation, and survey.
Requirement Analysis
researchers have evaluated first the existing and have identified its strengths and
weaknesses using questionnaire. The person to interview is determined first before the
proceeding, followed by observations. The facts that are gathered on the interview are
Design Phase
The researchers have designed the proposed system using flowchart. It is designed
to show and follow the registration system at St. Matthew College. The interface of the
program is user friendly. In order to secure the database, it must have a username and
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Coding
The researchers have used Visual Basic 2010 Professional as their software
application and Structured Query Language Server 2008 (MSSQL) as the database.
The functionality and operability of the new system depends on testing and
debugging phase. If there are errors encountered, adjustments are done to further improve
the system. To test if the final design functions properly, researchers shall repeat the testing
and debugging phase. This process helps the researchers to identify the missing program
in the proposed application and errors. Testing and debugging of codes are also done to
ensure accuracy.
Implementation
To ensure that the proposed system runs properly and is errors free, there should be
Maintenance
system. In this process, the researchers can easily trace errors, and it can also help the user
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Variables Description Value
N Total Population 34
n Sample Size ?
Where: N=population
n=sample Size
𝑁
𝑛=
1 + Ne²
34
1 + 34(0.05)²
34
1 + 34(0.0025)
34
1 + 0.085
34
1.085
31.33≈31
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The researchers have used thirty four (34) students in St. Matthew College to test the
proposed program.
Description of Respondents
The respondents of the study are only the chosen Information Technology Students
of St. Matthew College. They have evaluated the Automated Enrollment System based on
survey questionnaire provided by the researchers, and then it was analyzed, presented, and
interpreted.
Research Instrument
accordance with the statement of the problem and features of the Automated Enrollment
System.
Research Locale
The study is conducted in St. Matthew College, Miguel Cristi Street, Ampid II, San
gathering tools to acquire the needed data. The researchers used survey questionnaire
consisting of ten statements for survey and evaluation of the system. Questions are
prepared according to the statement of the problem and features of the Automated
Enrollment System. The result of the preliminary interviews are studied then verified to
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PROPOSED PROJECT FLOW CHART
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SCREENSHOTS OF THE PROGRAM
30
31
32
33
34
35
36
37
38
39
40
41
42
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Data Flow Diagram of Automated Enrollment System
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PROJECT & OPERATIONS ASPECTS
This is the DFD of Computerized Enrollment System, where the researchers have
elaborated the process of Enrollment. It's a basic overview of the whole Automated
view of a Student, Professor, Registrar and Dean's Office showing the system as a single
process, with its relationship to external entities of Students' Data, Remarks, Prospectus
and Available courses. In the DFD of Automated Enrollment System, the researchers have
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CHAPTER IV
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SUMMARY OF FINDINGS AND RESULTS
St. Matthew College, a private school is currently using a traditional or old system
enrollment. Proposing an Automated Enrollment System for St. Matthew College will be
useful and helpful to improve their enrollment process. With the implementation of the
Automated Enrollment System, it will provide a fast and efficient way of transaction in the
school. Through this, the researchers have an easier and faster access to the students’
records and also make the necessary corrections in just seconds. The researchers can also
generate data faster and more effective. All information and records of the students are also
secured from any kind of natural disaster because it is already saved in the software. The
researchers have also solved the problem of lost records because of the improvement done
by the software in managing the records. The researchers have also eliminated the difficulty
in retrieving files through the use of this software. The reports are generated faster and
more accurate. Instead of long hours of waiting in long lines during enrollment, we have
been able to minimize the time spent in the enrollment process. Most importantly, the
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CHAPTER V
CONCLUSION
St. Matthew College is having an increase number of enrollees, manual system for
their enrollment process is not enough to process and accompany the growth. Also, the
manual process takes too much time just to fill up written forms.
system that will help the college students in St. Matthew College to make an enrollment
process easier and more accessible. The proposed enrollment system has a log in
structure wherein the end users will just log in using their account, the student profile that
contains their name, program, student number, and some of their personal details. It also
was already taken or credited. The program also generates reports such as the list of
students enrolled in every course. All information in every account will automatically be
saved in the database. And lastly, the program allows the student to print out their
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RECOMMENDATION
The researchers have conducted a survey right after the testing process and according to
the text box of entry year would be easy to use if the years will be on the
combo box;
the interface is simple and plain, it should be upgraded to have a better look
and
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REFFERENCE
BIBLIOGRAPHY
A. BOOKS
B. RESEARCH STUDIES
Computerized Enrollment System of St. Therese School by Marc E., Gabriel M., and
Jerome T. (May 2013)
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Network Based Automated Enrollment and Grading System for Morong National
High School by Saayo (2008)
C. WEBSITES
http://www.scribd.com/doc/17276104/Online-Enrolment-System-of-CMI (Date
accessed: August 20, 2017)
http://www.finduniversity.ph/universities/governor-andres-pascual-college/ (Date
accessed: September 12, 2017)
http://www.academia.edu/20047798/Automated_Enrollment_Chapter_II (Date
accessed: February 2, 2018)
https://www.scribd.com/document/257413795/Automated_Enrollment (Date
accessed: January 22, 2018)
https://bus206.pressbooks.com/chapter/chapter-4-data-and-databases (Date
accessed: April 11, 2018)
https://en.wikibooks.org/wiki/Introduction_to_Computer_Information_Systems/Dat
abase (Date accessed: April 11, 2018)
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D. THEORETICAL FRAMEWORKS
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APPENDICES
SAMPLE SURVEY
Name: ______________________________________________
1 Strongly Agree
2 Agree
3 Slightly Agree
4 Disagree
5 Strongly Disagree
1 2 3 4 5
1. The system is useful.
2. The system is user friendly/easy to use.
3. The system is working well.
4. The system generates an accurate computation assessment
of tuition fee.
5. The system secure all the information and record of the
students
6. The system allows the student to view their profile and see
all the subjects on their respective courses.
7. Grades status were accurately generated.
8. Fast in terms of saving new student account & logging in.
9. Fast enrollment processing.
10. Prints the registration form correctly.
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Editorial Certificate
Manuscript Title:
Authors:
RAMOS, JOMADEL V.
RIOFLORIDO, JANINE JANNA PAULINE R.
RIVERA, CIPIEL NELSON S.
SATUR, JEFF MON G.
VELASCO, JULIUS RASTY F.
Date Issued:
18 April 2018
This document certifies that the manuscript listed above was proofread and
edited for proper English language, grammar, punctuation, spelling, and structure
by Alexandra Perez. The editor ensures that neither the research content nor the
authors' intentions were altered in any way during the editing process. All minor
changes were tracked with the Microsoft Word “Track Changes” feature.
Therefore, the authors can accept or reject the editor’s suggestions and changes.
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