Enrollment System Essay
A. Background of the Study
As the world changes, technology also does. The companies areupgrading into a more advance scheme, and this includes the computers. Computers are one of the main factors that help the companies deliver good services to the community. This kind of technology has a good advantage to us since it has the ability of making our works easier. It could also make a better outcome for us to develop interesting things for our community.
Nowadays, the entire community needs a technology for them to do what they want. Most of the time, it is used in different transactions. One example is the Enrollment System for schools and colleges.
In Muntinlupa Business High School, the enrollment is done manually every year. They sort the students manually to different sections by their grades. Teachers do this because there are no automated or computerized ways to do it.
School manual records are usuallylocated on paper records like logbooks. It can easily be torn apart or sometimes can be lost. Viewing of schedules is hard to do because the students need to go to the school just to see their schedules and subjects. They lose a lot of energy in doing that and add the high temperature and the burning heat of the sun.
A good Enrollment System will solve this problem.
And this automated process of enrollment will serve as the answer for the problems of most of the schools today.
B. Objectives of The Study
The General Objective of the study is to develop an Enrollment System for Muntinlupa Business High School for faster process every enrollment period.
1. To design a system with the following features:
a. Capable of performing C,R,U,DE
b. Capable of printing
c. Capable of searching students
d. Capable of viewing all students by grade
e. Capable of viewing schedules and subjects(for students)
2. To construct the system as designed.
3. Test and improve the developed system.
4. Evaluate the performance of the developed system.
C. Scopes and Limitations of the Study
The study focused on the development of the enrollment in MuntinlupaBusiness High School. The Study will be conducted at Muntinlupa Business High School. This system is capable of storing new enrolled students and sorting old students by their sections. It is either Alphabetical or By Average. The following are the limitations:
1. The developer made this system for Muntinlupa Business High School only. The other school cannot use this as their system. 2. The administrator is the only one who can add, update, delete, and search for a new student’s information. 3. The user can only view their information-no other transaction to be done.
D. Significance of the Study
This is important because all kinds of transactions today are now automated or computerized. It means that the speed of the transactions today is fast,
compared to the manual ones.
Teachers. It can help the teachers because less effort will be exerted if all enrollment systems are automated.
Students.The students will be able tosee their schedules online.
Principal.They can view the enrollment status in the school in a faster way.
Future Researchers.It will benefit the future researchers because this study will serve as their basis and guide for future related studies.
A. Review of Related Literature
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 also the school administration as a whole.
According to Henry Montero (2011) enrollment is the process of entering and verifying data of students to register on a particular school. Different interrelated processes build up enrollment procedures called Enrollment System (ES). ES are used particularly in recording and retrieving student information. Tracking student information is also one feature of ES, in which the school can trace the standing of a student. Verifying payment was also added to update or browse student billings.
In the conducted study of Charlene G. Bulao et.al in their undergraduate feasibility study entitled “A Proposed Computerized Enrollment System for PamantasanngLungsodng Valenzuela”, the casestudy stated that the school’s enrollment process is time consuming, has redundant student records, and has a slow retrieval process of student records. Similar with the stated problem of manual enrollment system at Canumay National High School, the only difference is that PamantasnngLungsodng Valenzuela (PLV) requires payment for the tuition fee. Both of the study aim to develop a system that will reduce the redundancy of student information, reduce the consumed time in enrollment process, and a fast retrieval of student records.
According to Aquino (2005), 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 toenabling faster development of products and decision-making, ability to have fluid organization structures, able to cope with the demanding work force and external environment by the rapid development of innovative approaches and lastly, using information system confirms the company’s mission and vision.
Schools nowadays use information systems in the way of implementing an enrollment system. This results to attractingenrollees and earning more income. Enrollees are attracted because the use of the said system makes the transactions faster and easier.
B. Conceptual Model of the Study
The researchers constructed a conceptual model to elaborate the research and the research problem pertaining to the conceptual framework that the proponents will synthesize. The framework may be summarized in a schematic diagram that presents the major variables and their hypothesized relationship as described below:
Conceptual Model of the Study
C. Operational Definition of Terms
Database – Is an integrated collection of logically related records or files which consolidates records previously stored in separate files into a common pool of data record that provides data for many applications. Muntinlupa Business High School (MBHS) – refers to the school which the proponents chose to propose and conduct the research. Enrollment System (ES) – refers to assembly software configured for the purpose of adding, updating, viewing, searching of a student’s information. Administrator-The one in-charge in the Enrolment System. It can be the principal or the guidance counselor or a head teacher.
Hypertext Preprocessor (PHP)– a server – side scripting language designed for web development but also used as a general – purpose programming language. XAMPP- is a free and open source cross-platform web server solution stack package, consisting mainly of the Apache HTTP Server, MySQL database, and interpreters for scripts written in the PHP and Perl programming languages. MySQL–the world’s second most widely used open-source relational database management system. Password – is a secret sequence of character that is used as an access. Software – written programs or procedures or rules and associated documentation pertaining to the operation of a computer system.
A. Requirements Specifications and Analysis
Interview – one of the most commonly used in data gathering tools inconductinga study. Surveys –also one of the most commonly used and very important in data gathering. Observation – a simple yet effective data gathering tool. Sampling – is concerned with the selection of a subset of individuals from within a statistical population to estimate characteristics of the whole population B. Design
Data Flow Diagram – a graphical representation of the “flow” of data through an information system, modeling its process aspects. A DFD is often used as a preliminary step to create an overview of the system, which can later be elaborated. DFDs can also be used for the visualization of data processing (structured design
Figure 1. Context Diagram
The students will give the requirements for the enrollment in MBHS and the Administrator is the one who will transact the requirements of the students. If the requirements are incomplete, the administrator will give back the requirements to the students. If the requirements arecomplete, hence, the administrator will include the record of the students in the database. The students have the obligation to give all of the information and other requirements for the qualification. The Administrator, on the other hand, will do the process of enrollment to include the student in the database and account the records to the Principal, then notify the student if he/ she qualified for the enrollment afterwards Diagram 0
Figure 2. Diagram 0
Figure 2 shows that the student will give requirements to be verified by the Administrator and after verification process. If in case the requirements submitted by the students are incomplete, the process will not be permitted and completed, hence, the Administrator will notify the student to accomplish the requirements. After the Verification Process in 1.0, the Administratorwill encode the records to the MBHS RECORDS database as shown in 2.0 and save it to the database. In 3.0, the Updating Records Process will update the records for students. This process is held by the Administrator and saves all updated information to the MBHS RECORDS database. In 4.0, the Deleting of Records Process will delete the records of the past or unwanted records of the students. This process is done by the administrator and deletesthe selected information from the MBHS RECORDS database. In 5.0, the Generating of ReportProcess, the Administrator will look up for the student’s records in the database and report it to the supervisor. Child Diagram
The student will give the requirements for verification. The student will give an information to fill up a form for a record and after filing the form, the student will give it to the admin. After the verification process, the administrator willThe Admin will notify the student to complete the requirements if the student has an incomplete record.
The Administrator will encode the student’s records and save it to the database. After the generating process, the students will have an ID number for easier searching by the admin.
The Administrator can update the information of a student. The administrator can search for the student through the system for easier updating. It will be saved in the database.
The administrator can delete unnecessary records.
The Administrator can search for the student’s records in the database. To make reports and generate hard copies, printing is enabled.
The researchers will use the Waterfall Model by Ian Somerville in developing the system. It is a system development model designed to simplify the understanding of the complexity associated with developing systems. This system model will help the researchers to create, design, and maintain the proposed system because it summarizes the main steps to be taken in conjunction with the corresponding deliverables within computerized system validation framework
Waterfall Model by Ian Somerville
Requirements Analysis.In this phase, the requirements of the proposed system are collected by analyzing the needs of the users. This phase is concerned with the establishment of what the ideal system has to perform. However, it does not determine how the software would be designed or built. Usually, the users are interviewed and a document called the user requirements document generated. The user requirements document would typically describe the system’s functional, physical, interface, performance, data security requirements and others, as expected by the user. It is one ofwhich the business analysts use to communicate their understanding of the system back to the users. The users carefully review this document as this document would serve as the guideline for the system designers in the system design phase. The user acceptance tests are designed in this phase.
System Design.The proponents will analyze and understand the business of the proposed system by studying the user requirement document. The proponents will figure out the possibilities and techniques by which the user requirement can be implemented. If any of the requirements are not feasible, the user is informed of the issue. A resolution is found and the user requirement document is edited accordingly. The software specification document which serves as a blueprint for the development phase is generated. The documents for system testing are prepared in this phase. System Development.After the code has been generated, unit testing is performed to verify that each unit meets its specifications.
System Testing. The individual program unit or programs are tested as a complete system to ensure that the software requirements have been met. System Deployment.Delivering, installation, and testing of a computer or system, to be able to put it in a state of operational readiness. System Maintenance.Maintenance involves correcting errors missed in earlier stages of the life cycle, improving the system implementation, adding performance or functional enhancements (e.g., user may request new requirements) or making changes due to accommodate changes in the software’s external environment (e.g., new operating system). This is normally the longest stage in the life cycle.
C. Development and Testing
Table 1. Alpha Testing
Program testing was conducted in a specified order of testing to verify that the program and the system controlled by it can function according to specifications. Table 1 shows the step by step procedure on how the system was installed and tested which serves as alpha testing. It also shows the program and database attachment, CSS and other codes compatibility for web browsers and application of MIMES type for web browser file handler. Table 2.Beta Testing.
Moreover, to perform beta testing table 2 shows the testing and operation procedures ask to the evaluators during the evaluation. This is to ensure that all features of the system functioned and performed according to the required specification of the system. This process helped the researcher correct errors and formulatesany feature enhancement of the system based from the evaluators’ comments and suggestions D. Evaluation
It is a psychometric scale that is commonly involved in research that employs questionnaires. It is the most widely used approach for scaling responses in survey research, such that the term is often used interchangeably with rating scale, or more accurately the Likert-type scale, even though the two are not synonymous.
SUMMARY OF FINDINGS, CONCLUSIONS AND RECOMMENDATIONS
A. Summary of Findings
On the basis of test and evaluation conducted on the performance capability of the system, the following are the findings of the study:
1. Functionality:the respondents rated the system to be good because the functions required for the system are implemented.
2. Reliability:the respondents rated the project good because a certain system level is maintained even when trouble occurs.
3. Usability: the respondents rated the system very good because it is easy to operate. 4. Efficiency: the respondents rated the system good because it provides good responses and allows effective use of the system resources. 5. Maintainability:the respondents rated the system very good because it allows easy analysis of design documents and programs when a bug is found. 6. Portability: the respondent rated the system good because it provides flexible environment and easy installation work.
The following conclusions were derived based on the concerns stated in the objectives of the study and results of the evaluation conducted: 1. That the system is capable of uploading data of students; 2. That the system is capable of viewing reports derived from a certain summary of data with a logical output or result; 3. That the system is capable of printing records of students. 4. That the system is capable of updating records of students. 5. This system is a simple system that can do an important job in enrollment in schools. 6. That the system had been successfully tested for functionality, reliability, usability, maintainability, and portability and the performance of the system was rated “Good” based from the evaluation prepared and adopted from the ISO/IEC 9126-1 C. Recommendation
Based on the results of the study, the following are recommended: 1. That the system be implemented in the Muntinlupa Business High School; 2. That the system may be used in other portable devices(mobile phones, android phones) 3. This system can be linked into Scheduling System.
4. Maintain the records of previous students enrolled in MBHS.
D. Executive Summary
In the introduction, the background and the objectives are stated. There is significance in this study but there are also scopes and limitations. Conceptual Framework tackles the blueprint or the main outline of the system. Some information are stated in review of related literature. The conceptual framework of the study and the important terms are also stated. The Methodology shows all the diagrams that explains the process of the system. The evaluation is also included in the methodology. In chapter IV, it tackles the Summery of Finding, Conclusions and Recommendation. The Summary of Findings also gives its sub topics that the proponents used to perform the evaluation. These are the Functionality, the Reliability, the Usability, the Efficiency, the Maintainability, and the Portability of the system that the researchers proposed to its beneficiary.