STI La Union Thesis sample

STI College – La Union

LUCI COMPUTERIZED ENROLLMENT SYSTEM

A Thesis Project Presented to Systems Technology Institute STI College-La Union

In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science in Computer Science

By:

De Guzman, Rizzalyn R. Delos Reyes, Aaron Josef S. Manangan, Melanie M. Riveral, Carlo R.

____________________________________ Ms. Josielyn Huliganga Thesis Adviser

March 2015 STI College – La Union ADVISER’S RECOMMENDATION SHEET

This Thesis Entitled

LUCI COMPUTERIZED ENROLLMENT SYSTEM

By:

De Guzman, Rizzalyn R. Delos Reyes, Aaron Josef S. Manangan, Melanie M. Riveral, Carlo R.

Submitted in partial fulfillment of the requirements of the Bachelor of Science in Computer Science degree has been examined and is hereby recommended

for acceptance and approval

____________________________________ Ms. Josielyn Huliganga Thesis Adviser

July 2015

STI College – La Union

THESIS COORDINATOR AND DEAN’SACCEPTANCE SHEET

This Thesis Entitled

LUCI COMPUTERIZED ENROLLMENT SYSTEM

By:

De Guzman, Rizzalyn R. Delos Reyes, Aaron Josef S.

Manangan, Melanie M. Riveral, Carlo R.

After having been recommended and approved is hereby accepted by the Information Technology Department of STI College – La Union

____________________________________ Mrs. Chona V. Elizalde Thesis Coordinator/Dean

July 2015

TABLE OF CONTENTS

Title Page Adviser’s Recommendation Thesis Coordinator and Dean’s Acceptance Sheet Panel’s Approval Sheet Abstract Preface Acknowledgement Chapter 1 Introduction 1.1 Statement of the Problem 1.1.1 General Problem 1.1.2 Specific Problem 1.2 Overview of Current State of Technology 1.3 Objectives 1.3.1 General Objectives 1.3.2 Specific Objectives 1.4 Scope and Limitations Chapter 2 Theoretical Framework 2.1 Introduction 2.2 Information Technology Concept 2.3 Non-Information Technology Concept 2.4 Summary

Chapter 3 Computerized Enrolment System of LUCI COMPUTERIZED ENROLLMENT SYSTEM 3.1 Introduction 3.2 System Design Specification 3.3 Requirement Analysis Specification 3.4 System Requirements 3.5 Graphical presentation of the processes throughout the system 3.6 Summary Chapter 4 Performance Analysis 4.1 Introduction 4.2 Experiments 4.3 Result and Analysis 4.4 Summary Chapter 5 Conclusion

Appendices Appendix A

Project Schedule and Work Assignment

Appendix B

Certification

Appendix C

Transcript of Interview

Appendix D

Sample Forms and Reports

Appendix E

Tables

Appendix F

Screen Design

Appendix G

User’s Manual

Appendix H

Source Code

Bibliography World Wide Web Resource Persons Personal Vitae

ABSTRACT

La Union Cultural Institute caters three-hundred students. Preface

The proponents developed system entitled LUCI Computerized Enrollment System. Using the manual operation for the enrollment system, there were problems encountered by the personnel involved with it. The registrar had difficulty in searching the record of students, assessing the fees is slow since they have to be accurate in computing the fees. Security of files is another problem because some files are placed beside and under the registrar’s desk and some are in filing cabinet. That’s why this situation of the office may affect the security of the records like misplacement.

The Computerized Enrollment System will be beneficial to the school personnel since fees would be automatically computed and the registration process would be easier. The proposed system shall be a good market for the management to cater the needs of incoming students.

The following pages include statement of the problem, the determination of objectives, different modules applied in the system, scope and limitations, and conceptualization of theories.

It also includes Data Flow Diagram (DFD) and Hierarchy Input Process output (HIPO); to ensure the quality performance of the module included in this study, the developers made test.

ACKNOWLEDGEMENT

Every step the researchers have been through was a struggle in their part. Yet the feeling of being encouraged and supported made them more determined to finish what they have started. With this, they would like to express deepest gratitude to all the people who willingly gave their support in making this study a successful one.

Thanks to all the employees of La Union Cultural Institute especially to their Registrar Ms. Criselda Uy for letting us to conduct our proposed system and for their patience in accommodating us during their interviews, who untiringly found their time for consultancy in spite of their hectic schedule; they are more willing to guide us in our study. Without their cooperation, the success of this research will not be possible.

We would like to extend our sincerest appreciation of our thesis adviser, Mrs. Josielyn Huliganga for her priceless contribution – sharing her knowledge on how to make a comprehensive study and devoting her time beyond class hours. We also acknowledge the effort of our IT Teachers, Mr. Jess N. Garcia and Mr. Christopher Yabut in providing ideas and suggestions for the improvement of this study.

To our friends, classmates, relatives and teachers who helped and shared knowledge and ideas to us, thanks to all of you. Most of all, to our parents for the constant love and endless support. Without them, this dissertation is simply impossible. To them, who worked industriously to support our needs and spare no effort to provide the best possible environment for us to grow and to attend school. Thank you, and this achievement is for you. Lastly, to our Almighty God for all the blessings and guidance, for answering our prayers for giving our strength to plod on despite our construction wanting to give up and throw in the towel, Thank you so much Dear Lord.

The Developers

CHAPTER 1 INTRODUCTION 1.1 Background of the Problem Nowadays as technology continues to advance, computers are becoming essential to people. Today, technologies have become widespread that even simple tasks are resorted to be done with the aid of these powerful scientific inventions. Through the innovativeness and technical knowledge possessed by men, computers are making revolutionary changes in the way

people live, play and work. The contribution of computers in the business fields has been undeniably strong and effective. To perform a complex and tedious work in a very effective manner could be attributed to a computer because of its usefulness like storing, retrieving, and clever of processing information. The microcomputer and development of various software are not just for scientific and engineering use as well as for business purposes made a significant impact on the computer industry. The demand for them grew rapidly when people realized that to make better decision or solve problem, it could be found at the tip of one’s fingers at the quickest time

possible.

Without us noticing it, our world has been innovated by technology in all possible ways this millennium. People have been replaced by robots, tasks have been made easier by different software, and newly developed technologies have been updated even before it has been introduced to most of the world, and much more, faster than our imagination could catch. These innovations aim to better utilize the existing resources and maximize their uses to be able to bring out new or better products or results. Computers have been used by different institutions to improve their services like enrollment in every school. In terms of accessibility and convenience, computerized system has been proven to be of great help to students, teachers and even parents. The computerized world is a highly efficient one, which processing the big quantities of data and keeping. The extensive records will not be a problem to a post industrialized society, likewise the unreliable and slow processing and preparing student record and enrollment summary of report. At La Union Cultural Institute (LUCI) there is Three hundred (300) students in different Grade year levels. The population of the students continuously grows particularly because of the K12. Therefore, there is also an increase in the number of records handled by the Registrar.

LUCI committed to the task of bringing about a transformative education into the community it serves, is an institution dedicated to Academic Excellence, Discipline, Values Formation, and Service to the Community. No wonder LUCI ranks among the best schools in the Region. From its high caliber faculty to its high achieving students, from its distinguished records, Alumni and countless contributions to the community. With its 80 years of existence, it has proven Track Record of being the training ground to many successful professionals, entrepreneurs and socially responsible leaders of our society. It also takes pride for uplifting the lives of many less-fortunate people in our community through its scholarship programs. To appreciate better, the role La Union Cultural Institute plays as an educational institution, let us trace the roots and have a glance at the manifold and significant changes that have shaped La Union Cultural Institute to what it is today. The school was established in September 18,1931 a day before the 918 (Sept. 18, 1931) incident in China, when the Japanese imperial army invaded the northern part of China. In the beginning there were only more than ten pupils. The original founders were the following: Mr. So Quiong (New People’s Lumber), Mr. Dy Leon Yok (New Life Trading), Mr. Chan LinMo (Luzon Trading), Mr. Chan Lintiao (Businessman), Mr. Chan LeonCio (Father of Engr.Mariano Chan). They made use of the Bodega of Mr. Chan SuiHio as temporary classroom and hired Mr. Yu BonGui as Teacher/Principal. In 1940, the student population had increased tremendously, the group thought of organizing the Board of Trustees, Electing Mr. Chan LinYok as the first Chairman of the Board of Trustees with Mr.So Quing, Mr. Dy TiongSan, Mr. Ting YekSiong (allias Dy KehHio), Gen.

Dy PiakChay, Mr. Lim SiuYok (Antonio Lim) as members. A few months later Principal Yu resigned for good the school then engaged the services of Mr. Chan KokChing as principal, with him as principal (Mr. Chan KokChing) the school was able to acquire a house and lot (now owned by the Alfonso Lim Family) as our school building and Basketball court at the back. The students had increased to more than 30. 1941 during the Japanese occupation the school stopped operation. Principal Chan KokChing resigned and went back to Manila to join the Filipino – Chinese Guerilla Movement (Hiat Kan Tuan) and became a hero. 1945 after the war, our school was lucky for not being destroyed be the Japanese bombardment of San Fernando, we were one of the few building structure left. Director Dy TiongSan then initiated the revival of our school and hired the services of Mr. The Hualian as principal (noe the Editor –n – Chief of the United Daily News in Manila). Enrollment is an exciting day for every student in elementary, high school, or colleges. It is the most expected activity after summer vacation. But contrary to the expectations of the enrollees, enrollment has posed problems and hassles because it has become tedious and taxing. Sometimes the students’ leave it to their parents and other members of the family to enroll them. The unsystematic procedure of school during enrollment is now dreaded by them. Instead student enrollees have to stand and wait of finishing it in an hour or two, sometimes students are made to come back the next day or even after a week so that they can be officially enrolled. All these have posed a problem which alarm this group of researchers and decided to pursue in resolving the enrollment problem by designing and implementing a system of enrollment which is computerized for smooth and less problematic flow of enrollment in the different curricular offering of La Union Cultural Institute.

An integrated set of components for collecting, storing, and processing data and for delivering information, knowledge, and digital products. Business firms and other organizations rely on information systems to carry out and manage their operations, interact with their customers and suppliers, and compete in the marketplace. For instance, corporations use information systems to reach their potential customers with targeted messages over the Web, to process financial accounts, and to manage their human resources. Individuals rely on information systems, generally Internet-based, for conducting much of their personal lives: for socializing, study, shopping, banking, and entertainment. One of the types of an information system is the (TPS) Transaction Processing System. A transaction processing system (TPS) or transaction server is a software system, or software/hardware combination, that supports transaction processing. A transaction process system (TPS) is an information processing system for business transactions involving the collection, modification and retrieval of all transaction data. Characteristics of a TPS include performance, reliability and consistency. Computers have been used by different institutions to improve their services like enrollment in every school. In terms of accessibility and convenience, computerized system has been proven to be of great help to students, teachers and even parents. The computerized world is a highly efficient one, which processing the big quantities of data and keeping .The extensive records will not be a problem to a post industrialized society, likewise the unreliable and slow processing and preparing student record and enrollment summary of report. Vision: “We envision La Union Cultural Institute as an educational institution dedicated to excellence in basic education with focus on global business competitiveness, values formation

primarily through the integration of Confucian principles, and highest standard in Math, Science and English.”

Mission: “LUCI offers high quality education with a solid grounding in Math, Science and English along with sound academic and professional training in business and economics. LUCI expects its graduates to be competent professionals who can be gainfully employed in business, government, education and cultural research, as well as informed citizens. Globally, they can compete in the job market because of their professional skills and their proficiency in English. “ 1.1.1

General problem

How will the proponents develop a Computerized Enrollment System for La Union Cultural Institute (LUCI) that will make the enrollment process more accurate and reliable? 1.1.2

Specific Problems

The development of the system was made through the determination of the proponents to solve the following specific problems in order to exceed the school’s current technology. 1.1.2.1

How to create a system that will speed up the process of registration and evaluation for the students?

Enrollment begins with checking of requirements needed for enrolling, to be followed by having to fill-up a registration form. Problems occur when new and old students register together and old students will fill up a form again even though they have their previous records. This causes a delay in the enrollment process and duplications of the number of students at the place of registration which can affect the ID numbering. Some parents/guardians fills up registration form even though they are not yet going to pay, another problem is the reservation, they’ll fill up registration form and the registrar – Ms.Criselda Uy will keep the form and parents will just come back anytime they want to pay during or before the enrolment day ends. The problem is that not all the time the registrar is around the office, sometimes the librarian – Mrs.Imelda Villanueva is left incharge and if the parent/guardian who made reservation returns the one in-charge is not informed if the enrollee had already filled up his/her registration form that is why they will need again to fill up another one causing duplication. For the evaluation process a teacher is in charge of scanning documents one after the other and interviews the enrollee for the evaluation. Furthermore, the Principal –Mr.Ramil Torres is in charge of determining whether the student/s or enrollee is qualified to enroll. This is important to distinguish the students who can enroll and who have to undergo summer classes or Enrichment Program. A delay in the enrollment process occurs because the enrolment for regulars and enrolment for summer class and enrichment programs occurs at the same time.

For school that are still using a paper-based enrollment system, this process is a prime candidate for becoming a computerized process. Their procedure of enrollment requires too much work because the one in-charge of the registration and assessment is only done by one person, that’s why the current system adds discomfort to students, parents and the one personnel incharge in the enrollment procedure because the process is tedious and slow. They can’t accommodate and process many enrollees in a short period of time also errors can’t be guaranteed to disappear during the enrollment causing slow transaction. 1.1.2.2

How to create a system that will automatically assess fee? Huge numbers of students come unexpectedly. Writing down and identifying the necessary fees for students make the flow of work slow. The registrar manually computes payments and balances using a calculator. The registrar must also double check the computation to ensure consistency and accuracy. This process consumes a lot of time resulting to slower process of

1.1.2.3

assessment. How to create a module that will automatically provide schedule and sectioning for both teachers and students in case of students population increased? Huge numbers of students is not easy to manage for scheduling and sectioning because you need to know the availability of the rooms, sections and the availability of the teachers which is a time consuming process. After the enrollment period, the principal of the school prepares the schedules for teachers and students. The personnel in-charge will review and compare the schedules of teachers and students. Then the schedules prepared will be given to teachers. Additionally because of the unexpected increased of students’

population recently in LUCI, sectioning is greatly needed because 1 room isn’t enough to cater huge number of students. 1.1.2.4

How to create a module that would ensure the security of all the school records? After the enrollment process, the School Registrar keeps all the gathered files and records in a filing cabinet in the office. The needed records are not that secure and safe. Also a paper-based system will result difficulty in making back-up because every page/file would have to be re-written or photocopied. This means extra storage space. Records aren’t that secured because those files are very prone to damage, Philippines is no stranger to natural disasters. So there is a real chance the record office including its documents could be damaged or wipe out by flood, fire or other extreme weather event. While less dramatic, students’ records are kept in filing cabinet until such time that the registrar needs to review those files and records, big possibilities that the file may already be damaged, faded or torn. They might be misplaced when stored only in a certain place like filing cabinet.

1.1.2.5

How to create a module that will generate report? After enrollment, the Registrar collects all necessary information and records manually and prepares reports needed by the school such as List of Teachers, Teacher’s Schedule, List of student per year level, List of Students per School year, List of Student per subject, Student Grades, Promotional Report, Student Account, and Maintenance Report. 1.2 Current State of Technology

Presently, the school is having a population of four hundred(400) students. LUCI maintains a Limited Class Size to maximize learning (max. of 25 students only). They do prefer a conducive Class Size that is why LUCI ranks among the best schools in the Region. As we get to know more LUCI we have witnessed how they provide service for their students and how they cope up with the problems that had occurred when the population of the student’s increased. And because of they do have the most Modern Facilities in La Union they want to improve their Enrollment system and decided to convert it into a Computerized system. Their main concern is that to have a far more better, faster, convenient and accurate system to process transactions that will result into a paperless environment. By the help of our proposed project , tasks can be done automatically and that will lead to saving the countless hours that may otherwise have been spent on doing the job manually. The said manual process of their Enrollment system is now beginning to make their work piled up and makes it hard for them to handle due to the increased number of the student’s population. These are the current state of their technology, throughout the enrolment period the first step would be the Registration process, the enrolment for regular students and the enrolment for summer class and enrichment program occurs at the same time which is very hard to handle because the registrar –Ms.Criselda Uy is the only person in-charge in the registration process. The enrolees which is the new students, old students and transferees is required to fill up registration form, enrolees are also able to make reservations. Evaluation is the next step, in here a teacher is in-charge in interviewing the student then after that the Principal –Mr.Ramil Torres will be the one to evaluate the student, he then will decide what level the student must be or if the student needs to undergo summer class or enrichment program. In LUCI they don’t conduct

entrance exam for the enrolees but because of the promo they provided which is a Free tuition fee (all levels) for all new students including transferees, they only cater limited slots for this promo that is why they needed to conduct an entrance examination for them to determine the student who deserves the discount. After the evaluation process, the Assessment of fees follows and writing down the breakdown of fees is done often. The registrar manually computes payments and balances using a calculator. After the assessment of fees, Ms. Criselda Uy will then file up the registration forms and encode/record the names on the excel in her leisure time. These are the Entry requirements for PRE ELEMENTARY (Nursery, Kinder, Preparatory) Must be ages 3, 4, 5 , Birth Certificate (issued by NSO), Two (2) identical copies of your recent 2” x 2” ID pictures. While in ELEMENTARY (Grade 1 to Grade 3), Entrance Exam/Interview, Original Form 138 (report card), marked “Eligible for transfer and signed by the principal”, Certificate of Good Moral Character , Birth Certificate (issued by NSO) , Two (2) identical copies of your recent 2” x 2” ID pictures.  ADMISSION POLICIES AND PROCEDURES 1. General Admission Policies La Union Cultural Institute reserves the right to deny admission to Students by reason of moral and/or academic standing. Admission of new students and transferees to the Pre-School, Elementary, High School are based on the following: Results of the admission or entrance examination, Personal interview, Evaluation of the academic performance and character, Acceptance of the school’s philosophy of education, objectives and policies by the Students and parent

2. Registration and Enrollment Procedure  OLD STUDENT Original Form 138 (Report Card) not otherwise cancelled, Summer grades, if applicable. Note: High School Students who fail any subject are required to take summer classes at LUCI immediately following the School Year that just ended; Elementary Students with failing grades in any subject – especially English, Math, Science – must attend an enrichment program at LUCI during the summer immediately following the School Year regardless of the passing general weighted average. Duly filled out Students’ Registration Form countersigned by parent/guardian.  TRANSFEREES PRE ELEMENTARY (Nursery, Kinder, Preparatory) Must be ages 3, 4, 5. Birth Certificate (issued by NSO). Two (2) identical copies of your recent 2” x 2” ID pictures. ELEMENTARY (Grade 1 to Grade 3) Assessment/Interview, Original Form 138 (report card), marked “Eligible for transfer and signed by the principal”. Certificate of Good Moral Character, Birth Certificate (issued by NSO), Two (2) identical copies of your recent 2” x 2” ID pictures, If alien, photocopy of ACR/Study permit. INTERMEDIATE AND SECONDARY (Grade 4 to 4th year) Entrance Exam/Interview, Original Form 138 (report card), marked “Eligible for transfer and signed by the principal”. Certificate of Good Moral Character. Birth Certificate (issued by NSO) and Two (2) identical copies of your recent 2” x 2” ID pictures, If alien, photocopy of ACR/Study permit.

Fees and Payments Due Dates Annual Upon enrollment; Semestral 50% Upon enrollment & 50% 1st Friday of October; Quarterly 25% upon enrollment and two (2) weeks before every periodical exam; Monthly Every first Friday of each month; Surcharges: 2.5% per month of the amount due shall be collected for late payments.Withdrawal and Refund: Only those who paid in full for a year shall be entitled to refund subject to the following conditions a. 80% – within the first week classes of the total amount paid for the school year; b. 50%- within the second week of classes regardless of whether or not he/she has actually attended classes; c. No refund after the second week; d. No refund for quarterly & monthly payments; NOTE: Enrollment in the Pre-Elementary, Elementary, and High School is for the entire school year. The tuition and miscellaneous fees are due in full the moment the student/s enrolls. That the student/s may be allowed to pay in installment DOES NOT mean

that

Failure

to

he/she settle

fully

pays

only

the

outstanding

for

the

balance

months before

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attended. incoming

school year is a ground for non-admission. The release of any and all transfer credentials is withheld pending full settlement of financial and/or property obligation to the school. Referring to the table of tuition fees, miscellaneous and common charges, the Registrar manually computes the summation of particular fees for every student. The assessment is done by the registrar by computing the payment using calculator by subtracting the down or full payment from the assessed fees to come up with the outstanding balance. This process is aided by the use of pen, paper and calculator causing slower processing of assessment. The Registrar takes some time in checking

the final assessment because of trial and error method. Thus, the registrar checks not less than three times. Once the result did not meet with the previous ones, the registrar adds the particulars again to have the most consistent and reliable result. Schedule of classes and examination shall be prepared by the campus Principal. La Union Cultural Institute is using averaging grading system. The submitted grades are the bases in the preparation of promotional report to be forwarded to the DEPED office. The grades of students are computed in accordance with the prescribed norms and standards established by the Campus and with regulations prescribed by the Department of Education (DEPED) Regarding reports, the registrar gathers all the records needed that are kept mostly in the filing cabinet/Record room. The registrar scans sorts and analyzes them manually. The computers in the office are used in the preparation of reports using the MS word application. The output is computerized but not automated. The proponents found out that it is necessary that involvement by human intervention in this type of system should be done. If not changed, the manual method of doing process in terms of enrollment system, errors and redundancy cannot be avoided resulting to difficulty in the retrieval and preparation of data reflecting to inefficient organization. 1.3 Objectives 1.3.1 General Objectives The main objective of this proposal is to convert the Manual Enrollment System of La Union Cultural Institute to a Computerized Enrollment System running on a network in order to speed up the process of their enrollment system, allowing less human involvement and give adequate storage space and security of records. Additionally to smoothen and improve the flow of system that will eliminate the unnecessary steps. 1.3.2

Specific Objectives

1.3.2.1 To be able to create a module that will speed up the registration and evaluation process. The system provides a module that will speed up the process of evaluation and registration of students by automating these two processes. There will be a module that will identify the new, transferee and old students who are previously enrolled to access their passed, failed or dropped subjects and need to undergo summer classes or back subjects. And it promotes paperless environment that saves resources and time for both students and administration. It also includes monitoring of some important updates on the students personal information, likewise, students’ records monitoring allows the user to edit and update students’ necessary. 1.3.2.2 To be able to create a module that will facilitate faster assessment to student’s accounts The module to be created will automatically compute the student’s tuition fees, miscellaneous fees and other fees without using calculator. Notice of payment will be generated and at the same time it shall be flexible for any changes and additional payments that the school may add to breakdown of miscellaneous fees for the future. The module is also capable of accommodating future payments and other payments that the students tend to settle. 1.3.2.3 To be able to create a module that will help the User/Dean to provide schedule and sectioning for both Teachers and Students.

The module to be created allows the distribution of section of students to be automated. Number and availability of Teachers, rooms, students, can all be monitored by the user. Prior to this, any problem like time conflicts will be automatically detected and can be solved immediately, thus, scheduling and sectioning may be done easily as well as the releasing schedules and sections.

1.3.2.4 To be able to create a module that will ensure the security of all the records of the school. The module to be created ensures the security of every record which is collected during the enrollment of students; it also aims to eliminate the paper-based records of the school. The module also provides a user level account in order to protect the student information and other to protect the student information and other important records from unauthorized person. The system can also keep huge amount of records saved from the database and at the same time the system can perform also back-up recovery of files that will be good enough for storing data. 1.3.2.5 To be able to create a module that will lessen the time spent in generating reports. The module to be created will automatically generate report accurately and easily by the use of searching the particular data that are needed and the user can easily print reports such List of Teachers, Teachers Schedule, List of student per year level, List of Student per

section, Student Grades, Master List, Promotional Report, Student Account, and Maintenance Report. This capability will be included in the system for the beneficiary of the school.

1.4 Scope and Limitations Our main concentration of this study is on how to convert the manual enrollment system of La Union Cultural Institute Campus to suit for the modern technology just like Project Management. 1.4.1 Scopes: 1.4.1.1 File Maintenance: •

School Year Maintenance – allows the user to create or update school year date.

•

Curriculum Year Maintenance – allows the user to create a curriculum year for the corresponding courses.

•

Room Maintenance – allows the user to enter new or update room.

•

Semester Maintenance – allows the user to create start and end schedule of a semester.

•

Sections Maintenance – allows the user to enter new or

update section. •

Subject Maintenance – allows the user to add new or update subjects with corresponding curriculum.

•

Tuition Fee Maintenance – allows the user to add or update any changes of school tuition fees. •

•

Student Record Maintenance – allows the user to update student records.

Miscellaneous Fee Maintenance – allows the user to add or update any changes in miscellaneous fees.

•

Others Fee Maintenance – allows the user to add or update any changes in other’s fees.

•

Discounts Maintenance – allows the user to add or update any changes of the discount fees.

•

Periodical Schedules Maintenance – Allows the user to set the schedule for 1 st Grading, 2nd Grading, 3rd Grading and 4th Grading.

•

Payment Schedules Maintenance – Allows the user to set the payment schedule for Prelim, Midterm and Finals.

•

Class Schedules Maintenance – allows the user to set schedule for subject with their corresponding Teacher.

•

Official Receipt Numbering Maintenance – allows the user to set the numbering of official receipts depends on OR number been released by the BIR. 1.4.1.2 Transactions: 

LAN Mode Registration - allows the students to register on a distributed application network, sending registration data to the



system database. Registration - allows the user to register a student by filling up

registration

forms and checking necessary requirements. o New Student  Freshmen  Transferee o Old Student  Discounts Entry – Allows the user to add discounts for the student.

•

Assessment of Fees - allows the user to assess fees of students by generating and itemizing the particulars for the student assessment.

•

Re-Assessment of Fees - allows the user to re-assess the payment of students to change the generated and itemized particulars of students’ assessment. Payments - allow the user to settle accounts students by system’s capability of calculating payment which is assessed during enrollment. o Receive Payment o Periodical Payment o Other Payments

•

Schedule Print - allows the user to print the schedule of the selected enrolled student.

•

Sectioning - allows the user to designate section of students with respect to their year level.

•

Adding Subjects - allows the user to add subject of the student.

•

Grades Data Entry - allows the user to input student grades.

o By Student o By Subject o By Teacher

•

Notice of Payments - allows the user to view or print list of students with delinquent accounts every examination. o Individual o By Section

•

Official Receipts – allows the user to print the official receipt. 1.4.1.2 Inquiry:

•

Registered Students – allows the user to view and print all registered students.

•

Assessed Students - allows the user to view and print all assessed students.

•

Enrolled Students - allows the user to view and print all enrolled students.

•

Students Accounts - allows the user to view student’s accou nts. o Individ ual o Year o Level o Section

•

Account Ledger – allows the user to view the remaining balance.

•

Student Grades – allows the user to view the grades of the students. o By Section o Individual o Teacher o By Student

•

Issued OR – allows the user to view or print the list of issued OR.

•

Cancelled OR - allows the user to view or print the list of cancelled OR. 1.4.1.3 Reports:

•

List of students per subject - allows the user to print or view name of students by subject.

•

List of student per section - allows the user to print or view name of students by section.

•

List of student per year level – allows the user to print or view the list of student by year level.

•

List of student per semester – allows the user to view or print the list of student by semester.

•

Master List - This report allows the user to view students who had enrolled every school year.

•

Students Account o Full payment – allows the user to view or print the list of students who paid in full. o Installment – allows the user to view or print the list of students who paid installment. o Settled o Unsettled •

Teacher’s Records

o List of Teacher’s – allows the user to view or print the name of Teacher. o Teacher’s Schedule – allows the user to view or print individual schedule of Teacher

•

Maintenance Reports o o o o o o o

Curriculum List School Year List Semester List Section List Rooms List Tuition Fees Miscellaneous Fees

o Other Fees 1.4.1.4 Utilities: •

System Database

o

Connect to – allows the workstation user to connect

to the server. o

Backup - Copy of the prepared database. Restore of the database can be done if part or all part of the database are lost or damage.

o

Recovery - It allows reloading of the saved data into the database and recovering data in case of failure.

•

System Users o Profiles – allows the user to view and update profile.

o

My Profiles

o

Lock Access – allows the user to lock and unlock the system

•

System Date and Time o Date Modified – allows the user to set or edit the date. o Time Modified – allows the user to set or edit the time.

•

Audit Trails – allows the user to view the record action done by the user on the system.

•

Users Log – allows the user to view the login summary of time and date period.

1.4.2 Limitations •

The software is exclusively for La Union Cultural Institute- Campus only.

•

Online Payment, check, and credit cards are not included in the system.

•

The School’s Grading System is excluded. It only records student’s grade per semester.

CHAPTER 2 THEORETICAL FRAMEWORK 2.1 INTRODUCTION In order to accomplish the objective of the system the following concepts and theories were applied by the developers. 2.2 Information Technology Concepts

2.2.1

Transaction Processing System

The Use of Master File and Transaction File Master file is a collection of records pertaining to one of the main subject of information system. Master file contain descriptive data, such as name and address, as well as summary information while transaction file is a computer filed containing relatively brief data about a particular data processing task.



Data Entry

Direct input of names, addresses and other information in the appropriate data fields of a database and retrieval system, through the use of a human data input device such as a keyboard, mouse, stylus, or touch screen, or through speech recognition software. Data entry can be performed by an individual typing at a keyboard or by a machine entering data electronically. 

Data Integrity

Data integrity is imposed within a database at its design stage through the use of standard rules and procedures, and it’s maintained through the use of error checking, validation routines and correctness of data despite hardware failures, software bugs or human error. Data that has integrity is identically maintained during any operation, such as transfer, storage or retrieval.



Data Validation

Data Validation is the process of ensuring that a program operates on clean, correct and useful data. It uses routines, often called validation rules or check routines that check for correctness, meaningfulness, and security of data that are input to the system  Error Trapping Error trapping is the capability of the system trap of the system to trap errors during run time to ensure data integrity of the records rather than having programs unceremoniously abort or ignore a serious error, possibly causing loss of data.



File Maintenance

The application of records management principles and techniques to filing practices in order to maintain records properly, retrieve them with efficiency, ensure their integrity, and make their regular disposition more practical. The periodic updating of master files that includes the routine changes, updates, copying, moving and/or deleting of files on a computers or servers that are serving a huge amount of files.  Report Generation Report generation is an integral part of enterprise application development. Choosing the right kind of report generation strategy decides the success of the

application in terms of cost and performance. The white paper discusses some of the key factors that need to be considered when architecting reporting system.  Backup

It is a copy of the prepared database. Backup or the process of backing up, refers to the copying and archiving of computer data so it may be used to restore the original after a data loss event. Restore of the database can be done if part or all parts of the data are lost or damaged.  Data Recovery

It is the process of recovering data from damaged, corrupted, or inaccessible secondary storage media when it cannot be accessed normally in case of failure and allows reloading of the saved data into the database.



Archiving

Stores copies of file containing data which is out of date, but which is kept for future references. 

Data Security

It means ensuring that data is kept safe from corruption and that access to it is suitably controlled. Thus data security helps to ensure privacy. It also helps in protecting personal data.



Data Normalization

Data normalization is the process of reducing data to its canonical form. For instance, Database normalization is the process of organizing the fields and tables of a relational database to minimize redundancy and dependency to improve data consistency and future enhancements. In the field of software security, a common vulnerability is unchecked malicious input. The mitigation for this problem is proper input validation.

2.2.2

Networking Theories

Networking is the construction, design, and use of a network, including the physical, the selection and use of telecommunication protocol and computer software for using and managing the network. Networks are built with a mix of computer hardware and computer software.

One of the most commonly used in networks set up is Star Topology. In the Star Topology there is a central connection point called the hub or sometimes just a switch. In a Star Network the best advantage is when there is a failure in cable then only one computer might get affected and not the entire network. Hacked malicious input. The mitigation for this problem is proper input validation.

2.3 Non Information Technology Concepts

2.3.1 Registration

The registrar is responsible for the maintenance of all academic records and may include such duties as: maintenance of class enrollments, providing statistical information on student enrollment and retention policies and verifications of the completion of degree requirements for graduation.

2.3.2 Assessment of Fees

It is the process of listing and breaking down items with respect to be paid by the student according to the number of units enrolled per school year. It can be in an installment basis in cash.

2.3.3 Scheduling

It is a process of specifying the sequence and time appropriated for each subject in the procedure. The academic head is assigned with it. It is written or printed statement of details in tabular form.

2.3.4 Evaluation

Evaluation is the systematic collection and analysis of data needed to make decisions, a process in which most-run programs engage from the outset. The process of

judging, value or worth of a program or student performance based upon established criteria, using the data gathered in assessment. It determines how well the student’s performance fulfills the competencies of the school for completion of a particular grade and year level, program or course. Evaluation is based on the pre – determined set examinations, research projects, and term papers. 2.3.5 Credentials

It is a formal issued by the registrar once a student has met the schools requirements for completion each year level. These may be a certificates, diplomas or degrees.

2.4 Summary

In this chapter the developers discussed the concepts and theories that serve as guide in development of the study. There are two classifications: Non – Information Technology concepts for the Enrollment System and Information Concepts for the terminologies of Computer Science.

CHAPTER 3: COMPUTERIZED ENROLLMENT SYSTEM OF LUCI

3.1 Introduction LUCI encountered problems in the enrollment procedures and gives the group an opportunity to start solving problems by a developed Computerized System that will handle the cause. Aside from more quality of service and more systematic approach, the developed system will help all the personnel involved in any ways of procedure, garnering a notch higher efficiency, convenience, and reliability of scope. The developed system generates reports needed by the school, students, and other agencies like CHED. The developed system provides the automation of assessment, evaluation of grades, scheduling and printing of reports. User access level is implemented to ensure the security and privacy of different documents from an intruder. The system also provides a module for data input, record updating, and search operations such as student’s records, list of teachers, rooms, subjects, schedules and accounts of documents.

3.2 System Design Specification To develop the system, the developers used Microsoft Visual basic 6.0 as the programming language platform and Microsoft Access as the database application support for recording and retrieving of data. The developed system was implemented on a network based environment and running on a Bus Network Topology in order to improve better data transmission from one place to another in the Local Area. The user login module is developed and included in the system in order to prevent unauthorized or illegal access. Each user type has different functions and only a recognized user name, user type and correct password will led

exactly to a profile which was intended for legal access rights and module jurisdictions. The system has registration module to facilitate the registration process for new, old, and transferee students. This module enters student information like personal background, family background, and other information closely related to a student. The Scheduling Module makes it easier to determine the conflicts on subject schedules enrolled by the student. The assessment module which was intended for the assessment of fees makes it even consistent and precise generation for Full and Installment payment breakdowns.

The location of the server for this system is in the registrar office, for the registration proceedings, viewing of student’s records, subjects, schedules and grades and in generating necessary reports. The work station for evaluation will be placed in the dean’s office. In the registrar’s office, a work station is placed for the assessment of fees which is used by the registrar. In the cashier’s office, a work station is placed for the payment which is used by the cashier.

3.3 Requirement Analysis Specification 3.3.1 Data Gathering Data gathering is the process of gathering information from the customer in order to know all necessary information that are needed in making a system. The developers undergoes data gathering by conducting an interview with the personnel who are involved in the enrollment procedure of the school. Upon the completion of the requirements for the project, the group provided an appointment letter duly signed and noted by coordinators, so as for transmittal from thesis adviser to the LUCI and to be signed by the school registrar Ms. Criselda Uy. Once the letter was approved by the school registrar, the

group allowed for interview to gather information about enrollment procedures, events and produces reports.

The group prepared questionnaires which serve as a guideline in data gathering proceedings, making sure that the data to be gathered is in the correct track and that some procedures may be clarified. The group finished conducting the first interview in enrollment procedures of LUCI with their school registrar. The succeeding weeks was consumed for the clarifications of subsequent matters concerning enrollment routes and document productions such as official receipts, accounts ledger, evaluation forms, grades, and promotions. Moreover, if the data gathering procedure may seem to be less, the group has taken particular solutions of getting information from a library or internet research to come up with a more reliable source and have a reliable start. 3.4 System Requirements 3.4.1 Hardware Requirements The development system has hardware components that have a greater effect on its performance and operation. The hardware components with the necessary specifications are the following: 

Pentium 4 or higher (file server and work station) at least 1GB RAM or higher is

recommended. 

At least colored monitor or higher with at least 32bit, hardware peripherals such as

standard keyboard, mouse (PS2), barcode scanner and a printer in the registrar and cashier’s unit.



For the LAN connection, an UTP Network Cable, RJ45 and a HUB are used to connect

the different workstations in star topology type. 

There is at least higher than 30GB of hard disk capacity for the storage of all information,

and for the database.

3.4.2 Software Requirements The following software is used to implement the system efficiency: Windows XP Service Pack 2 or Windows 7 (32-bit) -

It is used in operating the system in which the software runs.

Microsoft Visual Basic 6.0 -

The programming language used to design source code of the system by the

developers. MS Access XP -

This serves as the storage of all information connected to the system.

Data Report - This software was used by the developers in generating reports.

3.5 Graphical presentation of the processes throughout the system To understand the flow and relationship of data, developers created a diagram called DFD (Data Flow Diagram) in developing the system database of computerized enrollment of LUCI, this diagram includes layout of data relationships and structure of related tables which works significant in the underlying processes and procedures that exist in the operation of enrollment proceedings.

3.6 Summary This chapter tells about the system being developed and what are being used and done. The modules listed are the following; security module, log-in, registration, assessment, data report and utilities for back-up and recovery, archiving and maintenance module. The system has a required hardware and software needed to run the system, where System Design Specification is part that gives details about the system, this procedure are the following: Data Gathering, Interviews, Web Browsing and Guidance from the IT Teachers Graphical Interface discussed the step by step procedures Enrollment for easy to understand, Data Flow Diagram (DFD), Entity Relationship Diagram (ERD) and Hierarchical Input Process Output (HIPO) are also included in this chapter.

Data Flow Diagram Proposed Syste

(F

New Student reshmen/Transferee )

LAN/WEB

Registration

Dean

Evaluation

Subject Schedule

Old Student

Registrar

Assessment

Payment

OR

Class Card

Dean

Registrar

Cashier

Evaluation

Assessment

Payment

Subject Schedule

Class Card

Cashier

OR

Splash Screen

Switchboard Panel

System Date/Time Advisory

Log In Form

Main Page 1.0

File 1.1

Transaction 1.2

Inquiry 1.3

Reports 1.4

Wind ow 1.6

Utilities 1.5

Log Out 1.8

Help 1.7

Exit 1.9

Help 1.7

About ISPSC 1. 7.1

Project Documentation 1. 7.2

Program Creators 1. 7.3

Quick Access Panel 1. 7.4

File 1.1

Curr iculum Year

1.1.1

Tuition Fee

1.1.10

School Year

1.1.2

Miscellaneo us Fee

1.1.11

Semester

1.1.3

Others Fee

1.1.12

Course

1.1.4

Discounts

1.1.13

Sections

1.1.5

Rooms

Subjects

1.1.6

1.1.7

Periodical Schedule

Payment Schedule

Class Schedule

1.1.14

1.1.15

1.1.16

Instructors

1.1.8

OR Numbering

1.1.17

Student Record s

1.1.9

Calendar of Activities

1.1.18

Utilities 1.5

System Database 1 .5.1

System Date/Time 1. 5.3

System Users 1.5.2

Date Modify 1.5.3.1

Profiles 1.5.2.1

Connect To 1.5.1.1

My Profile 1.5.2.2

Backup

Recover

1.5.1.2

1.5.1.3

Lock Access 1.5.2.3

Audit Trails 1. 5.4

Time Modify 1.5.3.2

User Logs 1. 5.5

CHAPTER 4: PERFORMANCE ANALYSIS 4.1 Introduction Some experimental activities were made by the developers; analysis to ensure the qualitative performance and reliability of the software developed. 4.2 Experimental Many experimental activities were done by the user, sample data are inputted to test to ensure efficiency and accuracy of the system. Here are some analysis used and testing the performance of the system. 4.2.1 Function Testing It checks the accuracy of the systems that performs its function as specify in its designated requirements. 4.2.2 Performance Testing It is the process of testing the performance of different system modules if the requirements are met and working properly upon using the system. Some of the types of the performance test are: Quality test and maintenance tests. Quality test are made to evaluate the system reliability, availability and maintainability. Maintenance test ensure that tools and maintenance in formals were working properly. 4.2.3 Acceptance Testing Checks that the system performs its function as specified in the requirements. Sometimes this test called thread testing, because it is easier to find the cause of a

problem in a small set of components rather than in a large one indicating what the system supposed to do. 4.2.4 Installing Testing In the process of testing with respect the presence of the customer to determine what test are needed on-site. Developers also should discuss the kind of devices from hardware up to software and should establish proper communication to other user of the system for allocating files and assign appropriate function and data. Installation of testing is formally delivered when the customer satisfied with the results. 4.3 Result and Analysis The developers had done testing in each function or module to complete completeness scope of the study. User’s login form was first tested. During data entry, only authenticated users are allowed to use the system. They had chosen a wrong user name and enter default password. A button is created to switch user only if password is not yet inputted. The system allows three consecutive attempts to enter system choosing the right user name and type the right password indicating that this form is running properly. Other modules are also tested like admission, registration, assessment, scheduling, evaluation, credentials and maintenance which cover the major module of the system. The developers conclude that the system defines and checks acceptable input for fields, and to accept or reject the data in the database. As the function testing is ongoing, performance testing is executed, the developers encountered such errors and debugging of their source code. The developers then performed identifying and analyzing correct code for each module. Making sure code components work correctly separately and together. Ensuring the software was no data written redundancy and no wrong usage of

functions were made. The developers test the system with the presence of our before releasing the system to the costumer. The developers assure the costumers that the system they requested is the system that was built for them .During the installation, the developers should have to discuss the kinds of devices from hardware up to software and should establish proper communications to other users of the system for allocating files and assign access appropriate functions and data. When the costumer satisfied with the results, installation testing is formally delivered. 4.4 Summary In this chapter, the discussion is all about testing and analysis of the system. Many experimental testing were performed to ensure the completeness scope of the study. The developers determine some problems and debug during the test and all of these help them to develop an efficient system.