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ONLINE ENROLLMENT SYSTEMFOR CAVITE MARITIME INSTITUTE
DASMARIAS, CAVITE
A Special ProblemPresented to
The Computer Studies DepartmentCollege of Science
De La Salle University
Dasmarias
In Partial Fulfillmentof the Requirements for the Degree of
Bachelor of Science in Information Technology
By:Bacala, Mariel
Reao, Esmeralda
Mr. Paulino Gatpandan
May 2009
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TABLE OF CONTENTS
Acknowledgement
Abstract
List of Appendices
Appendix A: Context Diagram of the Proposed System
Appendix B: Level 0 Diagram of the Proposed System
Appendix C: Entity Relationship Diagram
Appendix D: Entity Relationship Diagram Attributes
Appendix E: Screen Shot
1.0 Introduction
1.1 Background of the Study 9
1.2 Statement of the Problem 12
1.3 Statement of the Objective 13
1.4 Significance of the Study 14
1.5 Scope and Limitation of the Study 16
1.6 Methodology of the Study 17
2.0 Review of Related Literature 24
3.0 Theoretical Framework
3.1 Statement of Assumptions 33
3.2 Operational Definition
3.2.1 Definition of Terms 35
3.2.2 Definition of Processes 37
3.3 Theories Used in the Study 38
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4.0 The Existing System
4.1 Description of the System 53
4.2 Definition of Data Capture 54
4.3 Inputs 57
4.4 Processes 58
4.5 Files 61
4.6 Outputs 63
4.7 Data Flow Diagram 65
4.8 Problem Areas 66
5.0 The Proposed System
5.1 System Overview 67
5.2 System Objectives 68
5.3 Scope 69
5.4 System Justification 70
6.0 Design of the Proposed System
6.1 Input 71
6.2 Processes 71
6.3 Files 73
6.4 Outputs 75
7.0 Implementation
7.1 Resource Requirements
7.1.1 Software Requirements 77
7.1.2 Hardware Requirements 78
7.1.3 Human Resource Requirements 78
7.2 Installation Plans
7.2.1 System Installation 81
7.2.2 Training Plans 82
7.2.3 Conversion Plans 83
7.2.4 Testing 83
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8.0 Conclusion and Recommendation
8.1 Conclusion 84
8.2 Recommendation 85
Appendices
Bibliography
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ACKNOWLEDGEMENT
The proponents wish to express their earnest gratitude to the following persons who gave
assistance, for without their encouragement this study would not have been possible.
The proponents would like to thank Ms. Nerissa G. Flores, the College Registrar of Cavite
Maritime Institute, for granting the proponents request to conduct a study to their school.
The proponents owe so much gratitude to their thesis adviser, Mr. Paulino H. Gatpandan for
the support and guidance throughout the study.
The proponents would also like to express their gratitude to Mr. Joseph C. Ribo and Ms.
Sheryl D. Kamantigue, the proponent mentors on the course Special Problem for the knowledge,
suggestions, and support during the course of the study.
The proponents also owe much gratitude to their family, friends, classmates, from BIT42 and
loved ones for all the support that they have rendered for the completion of this work.
Most importantly, the proponents would like to thank God almighty for His unfaltering
blessings and guidance.
-THE RESEARCHERS-
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ABSTRACT
The Online Enrolment System was proposed in replacement of the Manual Enrolment System
of the institution for it to have an organized flow of transaction and an ease of work especially to
the administrators of Cavite Maritime Institute. The study is concerned on how the manual
enrolment performs throughout the companys transaction.
The numerous transactions that the manual system covers, such as updating and adding
student records, generating the advising and assessment slips, and the like are commending the
manual enrolment system to be inefficient for the needs of the institution.
Since the study involves proper records handling, tracing the constraints and evaluation of the
manual system is essential. Thus, the proponents gathered necessary data that will help in the
progress of enhancing the existing system of CMI.
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CHAPTER 1
INTRODUCTION
1.1Background of the Study
A web application or web app is an application that is accessed via the Internet or an Intranet.
Web applications are popular due to ubiquity of the client. The ability to update and maintain
web applications without distributing and installing software on potentially thousands of client
computers are key reasons for their popularity. A significant advantage of building web
applications to support a standard browser feature is the ability to perform as specified,
regardless of the operating system installed on a given client.
The proponents decided to adapt web application in their study because it enables the
students, faculty, and administrators of the institution to gain 24-hour access and use to the
proposed system via a client computer without any needs of installing or distributing any
software.
Though many variations are possible, a web application is commonly structured as a three-
tiered application. In its most common form, a web browser is the first tier, an engine using some
dynamic web content technology is the middle tier and a database is the third tier. The web
browser sends requests to the middle tier, which services them by making queries and updates
against the database and generates a user interface.
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The proponents chose to follow the basic structure of a web application. In this case study,
the proponents considered the widely used web browsers like Internet Explorer, Mozilla Firefox,
and Google Chrome. For the middle tier, the proponents selected qsh.com as the host for the
proposed system since it supports the technologies used. Lastly, the proponents developed the
proposed system using ASP.NET and SQLServer 2005.
Cavite Maritime Institute (CMI) was originally established on April 18, 1994. The
companys primary purpose was to provide students with basic, upgrading, and specialized
courses to promote safety of life and property at sea; the protection of the marine environment;
the improvement of maritime skills; efficiency in operation; and safety in navigation of
domestics and international fleets manned by Filipino seafarers.
CMI consists of approximately 600 students and faculty. Its course list was expanded to
include tertiary and paramedical courses and it also intended to extend its coverage into other
fields where there are unmet demands for quality education. The Amendment Article of
Incorporation carried the authority to now operate as an institution with 3-fold function, namely:
As a training center As a seafarer competency assessment center As a maritime, technological, and computer college
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The Quality Management System of CMI College was given the Certificate of Approval by
Technisher Uberwangus Verein (TUV) Philippines in accordance with the requirement of the
ISO 9001:2000 version. The scope covers the following:
Development and Provision of Maritime Education Services, especially in BS MarineTransportation, BS Marine Engineering, Seafarer Rater Courses (Engine, Steward, and
Deck), HRM for Passengers Ships and IMO Model Courses Specification; CHED
Policies, Standard, and Guidelines; TESDA Regulations; and MTC Resolutions.
Development and Provisions of Paramedical, Practical Nursing and
Vocational/Technological Courses, in accordance with TESDA TVET Regulations.
Provision of Maritime Training and Assessment Services, especially in Basic Safety,Advanced Safety, Tankerman, Watchkeeping, Steward/Messman, Allied and Marina
Courses, in accordance, TESDA TVET Regulations, MTC Resolution, and Marina
Training Regulation.
Other course offerings such BS Customs Administration, BS Business AdministrationMajor in Marketing Management, and BS Business Administration Major in Operation
Management.
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1.2Statement of the Problem
The Cavite Maritime Institute is using a manual system for their enrollment facility. The
inaccuracies of information were minimal, like the identification of units per semester and
sometimes the registrar personnel were making a mistake with the number of unitsbut the
possibility of encountering a more difficulties and tedious task was still at hand.
One of the problems that the institution would like to include in the study was the lack
manpower in the accounting department. In the accounting office or the cashier, CMI only had
two personnel to accommodate the students during the payment of fees for their enrollment. The
outcome was that the school had a hard time in accommodating those large numbered students,
and that made it hard for other students to wait in line.
Another problem of the school was the generation of forms. The students needed to fill-up the
student information slip, advising slip, and three (3) copies of the registration forms for the copy
and record of the accounting office, the registrar and for the student themselves. Students were
consuming a lot of time in doing such. Since the students are manually filling-up the official
documents the school, data redundancy has a great possibility in causing further complexity in
the enrollment process.
An added problem was that when the students were getting their subjects and schedule for the
semester, the students had to refer to the bulletin boards for the available subjects, schedule, and
slots. Since the said information was posted, it would only mean that the updates were not
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monitored effectively. To keep the students updated at all times, the availability of the subjects
and slots should be monitored. If a subject only has 5 slots available and there are still a number
of students who would be enrolling that subject, students should be informed of someone has
availed the slots already so that there wouldnt be any wasted time just by falling in line again
just to look for another available slot.
1.3Statement of the Objective
1.3.1
General Objective
To develop an Online Enrolment System for Cavite Maritime Institute that will compensate
the schools lack of manpower, file-handling, and generation of forms and other documents.
1.3.2 Specific Objectives1.3.2.1 To understand the current system through interviews and observations.
1.3.2.2 To analyze the problem through the use of Data Flow Diagram and ERD models.
1.3.2.3 To develop a prototype of the proposed system containing key requirements and
functionalities using ASP.NET and SQL Server 2005.
1.3.2.4 To incorporate the different functions and solutions needed for the current enrolment
system with the proposed system by constantly evaluating and revising the prototype
to meet the requirements by the institution.
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1.3.2.5 To test the proposed system by allowing a specific number of persons to use the
system and gather the feedback from the users.
1.4Significance of the Study
Due to the increasing population of CMI, this study helped the school regarding their
enrollment transactions. The proposed system aimed to benefit the school in their enrollment
facilities such as maintaining the files, assessment of fees and especially the enrollment itself.
The proposed system aimed to benefit the following:
The School
The main beneficiary of the study is Cavite Maritime Institute. CMI would be adapting
the new innovation of technology through web that will make their work with optimum
performance. The developed system will compensate the flaws and problems that the
company is encountering. Employees would not have to worry preparing forms for the
customers and reports for the managers because the system will supply it for them.
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Registrar and Accounting Office
With regards to the registrars office the proposed system will help the school in
maintaining the data of the students and the school will not use the manual data gathering.
CMI will just need to check the database for the records needed.
Students
The students will benefit by means of not having a hard time in falling in line and
waiting for their turn to register and pay for their tuitions. The students can pay their
tuitions via the internet.
Proponents
The proponents would also be a beneficiary of the study since the proponents would
value the importance of enhancing their skills and work performance while grasping
knowledge throughout the study.
Future Researchers
For the future researchers, this study could be used for their reference in having an
online enrolment system if the future researchers would like to formulate a system such as
this.
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1.5Scope and Limitations of the Study
The proposed online system was a portal type system that covered the major processes in the
enrolment system of Cavite Maritime Institute (CMI) namely: Registration of the current
students, class scheduling and sectioning, assessment of fees, file maintenance, report generation
(registration form, assessment slip, student master list, and other forms and reports essential to
the system). The proposed system included the processing of students personal records and the
mode of payment that the student would choose.
The new students or transferees have a limited access over the online enrolment system. Since
they do not have an account or profile in the system, they could only view the following: courses
offered; available schedule, subjects, and slots; projected amount of the tuition fee.
When the student logs in his/her account, there would be tabs or menus that would contain
options that the student might want to do in the system. He/she could find updates in his/her
account (assessment fees), the pre-registration form for enrollment with the class schedule, and
other forms that would be needed for the accomplishment of the records or the student. The
student would also be given a selection for the mode of payment that he/she would like to avail
(i.e. Online via credit card, Cash or Installment). The forms that would be needed from the
enrollee would be passed on-line. The online payment would be through the means of entering
the bank account number of the enrollee, course code, student or ID number, and the bank
account number of the school itself.
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Users of the system have their own account with different access levels. Students can view
the subjects that are available, pay their tuition fees and view their grades online. The student
will be given a selection of the mode of payment. Administrators have total access to the system.
The portal system was not connected by any means to the current web page that the school is
using. The proposed system would only be used for enrollment purposes only. The study does
not cover the computation of students grades since only the final grade is needed to verify if the
student passed the pre-requisite of a particular subject, entrance examinations and other web
messaging services such as forums/threads, online voting/polling, and e-mail.
1.6Methodology
Developing an online system is difficult to do because there will be series of tests and
revisions before it will become functional. Therefore, there are some useful tools in building in
integrated system methods such as System Development Life Cycle models which include
waterfall, fountain, spiral, build and fix, rapid prototyping, incremental, and synchronize and
stabilize.
Paper prototyping is a widely used method in the user-centered design process, a process that
helps developers to create software that meets the users expectations and needs. It is a
throwaway prototyping and involves creating rough, even-hand sketched, drawings of an
interface to use as prototypes, or models, of a design. While paper prototyping seems simple, this
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method of usability testing can provide a great deal of useful feedback which will result in the
design of better products.
The spiral model combines the iterative nature of prototyping with the controlled and
systematic aspects of the waterfall model, therein providing the potential for rapid development
of incremental versions of the software. In this model, the software is developed in a series of
incremental releases with the early stages of being either paper models or prototypes. Later
iterations become increasingly more complete versions of the product.
Figure 1.6 Spiral Model
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The study included creating rough drafts of how the proposed system would look like and
what the pages would contain. Through paper prototyping, the proponents had a more organized
approach and modifications of the system could easily be implemented compared to working
with the system directly where there is a great possibility that the internal workings of the system
could encounter certain errors.
The proponents developed a preliminary release or version of the system where the key
requirements and functionalities were used as a basis. With continuous testing and evaluation of
the initial release, the proponents were able to come up with series of incremental releases, and
these releases were developed through the integration of the results gathered from the tests,
evaluations, and feedbacks. When the results are to be implemented, the proponents use paper
prototyping before directly applying the modifications directly to the system itself.
Activities and steps of the spiral model:
Requirement Analysis
The first step encompassed the tasks that go into determining the needs or conditions to
meet for a new or altered product, taking account of the possibly conflicting requirements of
the various stakeholders, such as beneficiaries or users. This step was critical to the success
of the development project. The requirements must be actionable, measurable, testable,
related to identified needs or opportunities, and defined to a level of detail sufficient for
system design.
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For the requirements analysis, the proponents conducted an interview to gather the data
needed and went to the institution to observe how the manual system works.
Functional Specification
The second step was the documentation that described the requested behavior of the
proposed system. The documentation determined the needs of the system users as well as the
requested properties of inputs and outputs.
The proponents consulted the CMIs registrar regarding how they would like the system
to behave and the way that the users could interact with it, along with the inputs that it needs
and the outputs that it would supply.
Software Architecture
The software architecture of a program or computing system is the structure or structures
of the system, which comprises software components, the externally visible properties of
those components, and the relationships between them.
The proponents decided to use a portal-type system and distinguished the essential parts
of this type of system that they covered in the study. The proponents chose only those that
are necessary in the enrolment processes. The unnecessary features were set aside to focus on
the essential processes of the enrolment system that the portal would contain.
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Software Design
Software design is a process of problem-solving and planning for a software solution.
After the purpose and specifications of software are determined, software developers will
design or employ designers to develop a plan for a solution. It includes low-level component
and algorithm implementation issues as well as the architectural view.
The proponents considered different aspects in the design of the enrollment system. Each
aspect must reflect the goals that the proponents and CMI were trying to achieve. Some of
the aspects that the proponents incorporated in their study are the following: compatibility,
extensibility, fault-tolerance, maintainability, reliability, reusability, and usability. For the
design of the software, the proponents also used data flow diagram and entity relationship
diagram along with normalization.
Implementation
Implementation is the process of writing, testing, debugging/troubleshooting, and
maintaining the source code of computer programs. This source code is written in a
programming language. The purpose of programming is to create a program that exhibits a
certain desired behavior. Coding requires expertise in many different subjects, including
knowledge of the application domain, specialized algorithms and formal logic.
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The proponents used ASP.NET for the coding and the interface, and for the system to be
available online, the proponents uploaded it to qsh.com. Upon being uploaded, errors were
expected to emerge since the codes must also be compatible with the technology that the host
website supports, further debugging was done until there are no errors found.
Software Testing
Software testing is an empirical investigation conducted to provide the company with
information about the quality of the product or service under test, with respect to the context
in which it is intended to operate. It also provides an objective, independent view of the
software to allow the business to appreciate and understand the risks at implementation of the
software. Test techniques include the process of executing a program or application with the
intent of finding software bugs. It can also be the process of validating and verifying that the
system meets the requirements that guided its design and development.
Software Deployment
Software deployment is all of the activities that make a software system available for use.
The general deployment process consists of several interrelated activities with possible
transitions between them. These activities can occur at the producer site or at the consumer
site or both. Deployment should be interpreted as a general process that has to be customized
according to specific requirements or characteristics.
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When the system became available over the web, the both the institution and the
proponents were able to evaluate how the system provided the needs of the institution and
how the proponents were able to include the specified requirements to the system that they
have developed.
Maintenance
Software maintenance is the modification of a software product after delivery to correct
faults, to improve performance or other attributes, or to adapt the product to a modified
environment.
When the system became ready and available for CMI, there continuous improvements
and modifications would be done as needed to correct the errors that the system might
encounter and might cause it to be inefficient to meet the needs of its users for the online
enrolment.
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CHAPTER 2
REVIEW OF RELATED LITERATURE
The proposed system for Cavite Maritime Institute (CMI) could also accept on-line
payment. One of the most significant steps in a research project is conducting the literature
review. Through this chapter, the readers can familiarize to the study of the proponents. The
related and previous studies presented in this chapter would give the readers and future
researchers, an idea of the proposed system of the proponents. The proponents selected and
reviewed these studies and previous works to provide information for the readers.
Long Beach City College Switches On Enrollment System
Kopf, David. 2007
Southern California community college Long Beach City College has gone live with a new
Cognos-based enrollment management system that was designed by Irvine, CA-based
professional services firm e2e Analytix.
Prior to installing the new system, LBCC, which has two main campuses and multiple
satellites that support nine schools and 34 departments, handled its enrollment via manual
spreadsheets. With no reporting, continuity, or standard practices, and with lengthy error
corrections, the schools enrollment management budgeting and planning took up to three
months to compile, consolidate, and implement.
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LBCC tapped e2e Analytix, which specializes in higher education, to design a web-based
enrollment management system using Cognos Enterprise Planning software from Cognos Inc.
(Ottawa, Ontario). Using Cognos for enrollment management was a unique application for
Cognos, according to Dan Galuppo, e2es director of professional services, but the result delivers
real-time data collection, consolidation, workflow, and calculations to help LBCC enrollment
staff make faster and more informed decisions.
"Our new system provides flexible and powerful model development with the Cognos
Analyst component and supports any business planning or customizing of the enrollment
management model, said Linda Umbdenstock, LBCCs administrative dean of planning in a
prepared statement. The solution dramatically reduced the amount of time to process,
consolidate and implement forecasts. It provided real-time service cost and expense planning per
semester."
ACM Portal
http://portal.acm.org/citation.cfm?id=1181300
The on-line student enrollment system enables students to enroll into their subjects prior to
the commencement of their semesters. This enrollment system not only allows international
students to enroll through internet without traveling to the campus but also incorporates the
business rules. These business rules cover a wide range of regulations and policy such as subject
pre-requisite, students payment status, course coordinators decision and the correspondence of
students seniority to the intended enrolling subjects. Besides business rules, the system also
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incorporates various notification mechanisms like Short Messaging Service (SMS) and E-mail.
XML is used to store business rules and this allows the portability of the system interface to
wider range of devices such as Personal Device Assistant (PDA). The interface auto-detects the
users device either PC/laptop or much smaller screen device such as PDA. In short, the
enrolment system backend engine runs based on the business rules and front-end engine runs to
provide high satisfaction user experience. With the business and user interface, the system is able
to run the workflow of the student enrolment from the online enrolment form to approval
workflow cycle running in parallel with the notification capability.
Online Enrollment for ECU
http://www.doir.wa.gov.au
Edith Cowan University (ECU) is currently enrolling more than 5, 000 new students, which
has been made easier with its Oracle-based online enrolment system. This has allowed ECU to
substantially re-design its business processes.
The system is known as the Edith Cowan University Web Enrolment System (ECUWES),
and replaces traditional hard copy enrolment.
According to the coordinator of Admission Support, Kerian Greenaway, the system offers
immediacy and convenience of course enrolment via the Internet.
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The technology in use was set up by Oracle in 1998, when ECU moved towards creating an
innovative web-based enrolment and administrative system using Oracle database products.
New enrolments using ECUWES are managed differently to re-enrolment on ECUWES. New
enrolments are processed while the student is with an enrolment assistant, because there is a need
to collect HECS and enrolment papers, as well as to familiarize students with the system. In
terms of re-enrolment, the student has full control of enrolling in a six-week period, which
allows for any small glitches in the system, such as not being able to get online.
ECU also previously faced difficulties with managing student enrolment administration, as
staffs were distributed across several locations, so there was a desire for improved access and
management of student information.
Similarly, re-enrolment required students to travel to the University and queue for service
from administration staff. Faculties also requested that students enroll by porting enrolment
sheets on computer bulletin boards.
With ECUWES, students from remote areas and international students enjoy easy enrolment
with improved time effectiveness.
There have been no major problems, apart from a few power failures, but ECU has back-up
plans, such as enrolment assistants taking up all the paperwork and processing the information
once back online.
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Illinois Virtual High School Inquiry
http://www.ivhs.org/
This online inquiry gives detailed information on persons that can be contacted with regard to
specific field; example is a general program Issues, Technical Problems, Faculty Information and
course development. It also gives information about their regional coordinators for participating
schools. The website has a login feature where the students can login using their login ID.
The online inquiry system of Illinois High School helps the authors to picture out and develop
an ideal database structure for the system that will be proposed. The proponents system is similar
and is based on some capabilities of the system in this study like the inquiry of courses and login
feature for the students.
Web-based Enrollment System for Veritas Parochial School
Pascual, Robert John G. and Riceo, Vincent Joel T., 2001
A web-based enrollment system is developed to help both the old and new students, to enroll
in a more efficient way without the hassles of waiting long hours just to fill up forms, which
sometimes become redundant, or to stand in line and pay at the cashier. It is with the Web-based
Enrollment System for VPS that this new style of enrollment may be achieved. This new type of
system offers the student with new options for enrolling at VPS. Just by logging on to their
website the student may create his new account for the current year he is to be enrolled in. With
this, all the student has to do is to fill up certain forms that do not take more than a few minutes
to accomplish. Then the records will be stored in the school database for future references. After
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that the student will be given confirmation that the transaction has been verified and all that the
student has to do is visit the school and pay appropriate amount for the current school year. The
student may also browse the web site of VPS and he can check his current account. He can also
see the list of the school current tuition fee rates.
For further enhancement of the site, an on-line payment or e-commerce is highly
recommended. This feature for the system could be achieved by collaboration of the school with
banks to provide easier payment and a more secure transaction.
Posting of grades can also be a great addition to the site. Especially the breakdown of each
grade can be seen by the students but with utmost security.
Compared to the web-based enrollment system for VPS, the proposed system for CMI would
only cover the current students; the student would also be asked to log in to his or her account in
the website where he/she would be asked to fill up some forms to update the schools database.
A confirmation would then be sent to the student that would inform him/her that the transaction
is valid and had been verified. But unlike the system, there would be another option for the mode
of payment that the student could choose from namely, on-line payment.
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AIMS enhances enrollment system of UNO-R Bacolod
http://www.uno-r.edu.ph
The Academic Information Management System or AIMS has enhanced the enrollment
system and academic record keeping of the University of Negros Occidental Recoletos in
Bacolod City.
The school for easy access of students to the school and school academic records acquired
AIMS, software of Pinnacle Asia. It has systematized and consolidated the inputs of the college
registrar with the accounting office. Bro. Jaazeal D. Jakosalem, OAR, University Property
Administrator said that AIMS has made records of both offices analogous with each other. We
were able to solve the loopholes in the past where millions of pesos cannot be counted because
their inputs cannot be recorded, Jakosalem explained.
AIMS have greatly improved the schools information technology infrastructure. UNO-R
students and their parents can view the academic records on-line while enrollment procedures
has been reduced to only 30 minutes or so with corresponding accounts due within 5 days.
School notices and announcements may be read on-line. Faculty members may encode grades
and post course/lecture materials on-line. The school alumni here and abroad may request for
their transcript of records and receive the same on line. Jakosalem also announced that UNO-R
campus is now a WIFI zone. Foreign and graduate students may access the web at all times
using their laptops.
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This study is related to the proposed system because of the web-based enrolment. The
registrar and the students can also view their academic records using the internet. But the
difference is that in this study it is not mention that the students can pay their tuitions on-line.
Dry-run of Automated Enrollment System
http://www.ssu.edu.ph
Technology innovations had influenced man's work, from data processing, business
transactions, research, planning, monitoring and even in medical operation ofmans body is now
entrusted to computer technology. Samar State University (SSU) as one of the University in
Samar Island aims to be the center of excellence in education had recently made changes to some
of its existing systems. The enrollment system of the university is now computerized, and other
systems are on its way. This only show that they are coping with the latest technology.
The Automated Enrollment System of Samar State University aims for an accurate, user
friendly, efficient system that can help both the student and personnel for fast data processing of
enrollment. Engr. Hediki Hashimoto, a Japanese volunteer headed the creation and
conceptualization of the system. The information technology faculty from the College of
Engineering and Arts and Sciences assisted him. The system that is web based uses PHP
programming language with data stored in MySQL is run through the intranet of SSU.
A dry-run for this automated enrolment was done last summer and the first semester of this
school year. Offices affected with the automation were the registrar, cashier, accounting, and the
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Colleges of Education, Engineering, Arts and Sciences, Industrial Technology, Nursing and
Graduate Studies. Feedbacks from the students were formulated when the first semester started.
Over 75 % of them say that the automation process of enrollment was better compared with the
old system. With the good result of the dry run the automated enrolment system will be finally
implemented this 2nd semester.
In this study, they have used PHP as for their programming language and they store data
using MySQL. As for the proponents they will use VB.net for their database and Visual Basic
6.0 for their programming language. And another difference is that they are only automated and
the system only runs through the intranet of the university. This means that they cant access the
records using the Internet and outside the school.
Far Eastern University Enrollment System
http://www.sqlwizard.com/ewizard_testimonial.html
With its 25,000 students, Far Eastern University (FEU) ranks among the biggest universities
in the country in terms of population. And with a large population comes multiple problems in
enrollment, student records and related data. Wanting a lasting solution to the problem, FEU
asked consultants for recommendations. The result was a decision to automate FEU's enrollment
system.
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FEU decided to automate the enrollment system in two phases: (1), the development of a
system for enrollment and student records for Phase I, and (2) the integration of the student's
financial records for. They worked closely with SQL*Wizard to pilot E*Wizard, an integrated
system for student enrollment that contains modules with extensive inquiry and reporting
capabilities. They also tapped FEU's Computer Services Department to iron out kinks. They
reviewed organizational structures, assigned people to support groups and asked faculty advisers
and staff to train. She also met with the representatives of individual institutes and with the
support of the academic managers and SQL*Wizard's technical group, plotted the move to
launch an integrated system during the second semester. The preparation involved cleaning the
database, standardizing labels for subject and preparing the subject requirements.
The only similarities that the proponents have encountered here is that the university
formulated a powerful database that will hold large number of data and can keep track student
transactions. This is one of the goals of the proposed system that the proponents will be
developing.
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CHAPTER 3
THEORETICAL FRAMEWORK
3.1 Statement of Assumptions
There are several activities that the proponents assumed in the development of the proposed
system and these are the following:
3.1.1 Users are computer literate.
3.1.2 No major changes in the school policies regarding the procedure on enrolment will take
place during the course of the study.
3.1.3 The institution is willing to cooperate with the system requirements needed by the
proponents.
3.1.4 The institution is very much willing to adopt the proposed system.
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3.2 Operational Definition
3.2.1 Definition of terms
Application Requirements - Students Information Sheet, 1x1 and 2x2 Pictures, Form
138, Form 137, Certificate of Good Moral Character, NSO Authenticated Birth
Certificate, Medical Examination Result, Ishihara Test Result, Hearing Test Result, and
Psychological Test Result
Advising Slip - Form that would indicate the schedule and the mode of payment that the
student has chosen his/her student record would be added to the Student Master File.
Verify and Update Student Record For the enrollment procedure of the current
student to proceed, he/she must update his/her student record in the Student Master
Filein case, there were changes in the students address, contact number, course, and
the like. The verification of the student record would confirm that the student has been
cleared to proceed with the enrollment process and he/she do not lack any of the
requirements for enrollment.
Secure Advising Form The enrollee must secure an advising form because it is where
he/she would write the schedule of the subjects that the student has chosen to take for the
semester.
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Fill-up Registration FormAfter accomplishing the Advising Form, the student must
then fill-up the Registration Form that would indicate the class or section that the student
would be enrolled in and the other personal information that the school would need from
the student.
Secure Assessment Slip- The Assessment Slip indicates the breakdown of what the
student must pay.
Pay Due FeesPayment of the fees indicated in the Assessment slip. Payment must be
made to the cashier.
Validate Registration Form and IDOnce a payment to the cashier has been made and
an OR has been issued to the student, he/she must validate his/her Registration Form and
ID to confirm that he/she has given valid information and is already enrolled.
Issue Class CardsThe student must be issued Class Cards where his/her grades for the
grading period would be written on by his/her respective instructor or professor.
Generate Report/s the existing system would be producing reports such as the
Certificate of Registration, Student Master List, Assessment Slip (especially for those
who still have remaining balance in their accounts), and the like.
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3.2.2 Definition of Processes
3.2.2.1 Verifying and Adding new Student Recordprocess of verifying and adding
the records of the new students (freshmen and transferees).
3.2.2.2 Verify and Update old Student Record process of verify and update the
records of the existing students.
3.2.2.3. Securing Advising Slipprocess where the students would acquire, accomplish,
and submit the advising slip to the registrar.
3.2.2.4 Filling Up Registration Form process of accomplishing the students
registration form.
3.2.2.5 Securing Assessment Slip process of securing the assessment slip for the
breakdown of the fees to be paid.
3.2.2.6 Payment of Feesprocess of paying the fees indicated in the assessment slip.
3.2.2.7 Validation of Registration Form and IDprocess of validating the enrollment
of the student through the registration form and ID.
3.2.2.8 Issuance of Class Cardsprocess of issuing the class cards to the students
3.2.2.9 Generation of Reports process of generating reports such as the master class
list, status reports, etc.
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3.3 Theories Used in the Study
ASP.NET
http://en.wikipedia.org/wiki/Asp.net
ASP.NET is a web application framework marketed by Microsoft that programmers can use
to build dynamic web sites, web applications and web services. It is part of Microsofts .NET
platform and is the successor to Microsofts Active Server Pages (ASP) technology. It is built on
the Common Language Runtime, allowing programmers to write ASP.NET code using any
Microsoft .NET language.
The proponents would be using ASP.NET to create the web application that the users
especially the students/enrolleeswould see in the website that the proponents would be
developing.
Client/Server Databases
http://ycmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm
The essence of client-server computing is that two kinds of processes (units of program code)
that are specialized for different tasks, running on possibly different hardware, applications
software and operating systems co-operate to solve a computing problem. One kind (a client)
makes a request of another. The other kind (a server) performs the service requested (if the
request is a valid one). Many applications have been constructed to operate in client-server
mode. For example, most Internet-based servicesnews readers, E-mail, the World-Wide-
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Webhave been designed this way. (These may be regarded as database applications in a way,
but the database being accesseda collection of articles, or messages, or a listing of resources
is not necessarily in relational form.)
The concept of Client/Server Database would be used by the proponents for the back end of
the system that they would be creating. The services being requested for would come from the
server and it would be supplied on other computers upon request. Since the system that the
proponents are developing is on a web-based environment, the user of a server would be efficient
since it would allow an easy access for the authorized transactions and the maintenance would be
easy since there would be one computer to be maintained.
Computer-Aided Software Engineering (CASE)
Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002
CASE tools are software that provides automated support for some portion of the systems
development process. There are three relevant features of CASE tools:
The ability to help us draw data models using entity-relationship and other notations. ACASE tools drawing capabilities are database intelligent in that each symbol
represents specific data modeling constructs, and these symbols can be used only in ways
consistent with the properties of the associated constructs. Database drawing tools are
used in enterprise modeling, conceptual data modeling, logical database design, and
physical data modeling. CASE tools can help us insure consistency across diagrams.
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The ability to generate code. Most often, this code contains the database definitioncommands to be given to a database management system. During database
implementation, the CASE tool will refer to all the conceptual, logical, and physical data
specifications and compose SQL, commands to create relational tables, define each
attribute of each table, and define key indexes. Although less frequently a capability of
CASE tools, some CASE tools can generate C or other language code for the rudiments
of database retrieval and updating programs.
A repository is a knowledge base of information about the facts that an enterprise must be
able to access and the processes it must perform to be successful. In a sense, a database is
a repository itself, which contains information needed to generate all the diagrams, form
and report definitions, and other system documentation. A repository helps systems and
database analysts achieve a seamless integration of data from several CASE tools.
The proponents would be using CASE tools to draw the modeling constructs needed for the
database that would serve as the back end of the system. It would also be used for the code
generation that would contain the database definition commands that would be passed to a
database management system.
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Database Management System
http://en.wikipedia.org/wiki/Database_management_system
Database Management System is computer software designed for the purpose of managing
databases. It is also defined as a collection of programs that enables you to store, modify, and
extract information from a database. There are many different types of DBMS, ranging from
small systems that run on personal computers to huge computers that run on mainframes. The
following are examples of database applications:
Computerized library systems
Automated teller machines Flight reservation systems Computerized parts inventory systems
The proponents would be using Database Management Systems to manage the database that
they would be developing for the back end of the proposed system. With the proper use of this
theory, the proponents would be able to maximize the utilization of the database via storing,
modifying and extracting information from the database efficiently.
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Database
http://en.wikipedia.org/wiki/Database_management_system
Database is a structured collection of related records or data that is stored in a computer
system. A database usually contains software so that a person or program can use it to answer
queries or extract desired information. The software should be referred to as the database
management system.
The database would primarily be used to construct the structure for the data that would be
stored in the system and the manner on how the data could possibly extracted or retrieved.
Application Software
http://en.wikipedia.org/wiki/Application_software
Application is a subclass of computer software that employs the capabilities of a computer
directly and thoroughly to a task that the user wishes to perform. This should be contrasted with
system software which is involved in integrating a computers carious capabilities, but typically
does not directly apply them in the performance of tasks that benefit the user.
Application software would enable the proponents to manipulate the proposed system directly
and thoroughly during the development of the system and, eventually, when the proposed system
is to be tested and used by CMI.
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User Interface
http://en.wikipedia.org/wiki/User_interface
User Interface is the aggregate of means by which peoplethe usersinteract with the
systema particular machine, device, computer program or other complex tools. The user
interface provides means of input and output.
The User interface of the proposed system would be vitally important to the interaction of the
system to the users. With the use of graphical user interface, anyone could use the system even if
he or she does not have enough knowledge about programming.
Data Administration
Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002
Data Administration is a high-level function that is responsible for the overall management of
data resources in an organization, including maintaining corporate-wide definitions and
standards. A data administrator is a person who coordinates activities within the data
administration department.
The data administration of the resources is one of the important aspects of the system. Any
database would preferably require a data administrator to preside or manage the flow of
resources or information in the system.
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Internet
http://en.wikipedia.org/wiki/Internet
Internet is worldwide, publicly accessible series of interconnected computer networks that
transmit data by packet switching using the standard Internet Protocol (IP). It is a network of
networks that consists of millions of smaller domestic, academic, business, and government
networks, which together carry various information and services, such as electronic mail, online
chat, file transfer, and the interlinked web pages and other resources of the World Wide Web
(WWW).
The International Network or more commonly known as the Internet and the World Wide
Web are not synonymous. The Internet is a collection of interconnected computer networks,
linked by copper wires, fiber-optic cables, wireless connections, etc. in contrast, the Web is a
collection of interconnected documents and other resources, linked by hyperlinks and URLs. The
World Wide Web is one of the services accessible via the Internet, along with many others
including e-mail, file sharing and others.
Since the proposed system is on a web-based environment, it would need the internet to
access the computer networks. The proposed system would also use the web itself to gain access
to the interconnected resources involved in the system.
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The Common Gateway Interface (CGI)
http://hoohoo.ncsa.uiuc.edu/cgi
The Common Gateway Interface (CGI) is a standard for interfacing external applications with
information servers, such as HTTP or Web servers. A plain HTML document that the Web
daemon retrieves is static, which means it exists in a constant state: a text file that doesnt
change. A CGI program, on the other hand, is executed in real-time, so that it can output
dynamic information.
A CGI program can be written in any language that allows it to be executed on the system
such as:
C/C++ Fortran PERL TCL Any Unix shell Visual Basic AppleScript
CGI would be used by the proponents to develop an interface for external applications with
information servers. CGI would make a particular retrieval of a web daemon dynamic rather than
static. The text file could then be changed.
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Data Flow Diagram (DFD)
Kendall, Kenneth E. and Kendall, Julie E.2002
Data Flow Diagram is a diagrammatic representation of the information flows within a system
that shows how information enters the system and leaves the system, what changes the
information and where information is stored. Data Flow Diagrams are used not only in structured
system analysis and design, but also as a general process modeling tool. Data Flow Diagrams
show the passage of data through the system by using 5 basic constructs: Data Flows, Processes,
Data Stores, External Entities, and Physical Resources.
The proponents used Data Flow Diagrams to form the structure that would guide the
proponents in the system that they would be developing. The diagram would easily show the
processes that would be done by the system and the other elements or entities that are involved.
The Data Flow Diagram was also able to show how the proponents handle the barriers that
govern the system: which are and which are not included in the system and what processes are
and what processes are not involved.
Normalization
Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002
Database Normalization is a technique for designing relational database tables to minimize
duplication of information and, in so doing, to safeguard the database against certain types of
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logical or structural problems, namely data anomalies. For example, when multiple instances of a
given piece of information occur in a table, the possibility exists that these instances will not be
kept consistent when the data within the table is updated, leading to a loss of data integrity. A
table that is sufficiently normalized is less vulnerable to problems of this kind, because its
structure reflects the basic assumptions for when multiple instances of the same information
should be represented by single instance only.
The proponents designed the data that are to be included in the database and designed its
interface. Through normalization, the proponents were able to create relational database tables
with less data redundancy and anomalies.
Entity Relationship Diagram (ERD)
Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002
Entity Relationship Diagram is the end-product of the Entity Relationship Model (ERM) and
a type of conceptual data model or semantic data model. It is a specialized graphic that illustrates
the interrelationship between entities in a database. ER Diagrams often use symbols to represent
three different types of information. Entitiesare the things about which we seek information.
Attributes are the data we collect about the entities. Relationships provide the structures needed
to draw information from multiple entities.
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The proponents used ERD to illustrate how connected the data are with one another. The
proponents also used ERD to produce a type of conceptual schema or semantic data model of a
system and its requirements.
Structured Query Language (SQL)
Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002
Structured Query Language is a computer language designed for the retrieval and
management of data in Relational Database Management Systems (RDBMS), Database Schema
creation and modification, and database object access control management.
The proponents used SQL in the proposed system for easier retrieval and management of the
data in the database.
Prototyping
Pfleeger, Shari Lawrence.1999
Software prototyping is the process of creating an incomplete model of the future full-
featured software program, which can be used to let the users have a first idea of the completed
program or allow the clients to evaluate the program. The advantages in using this kind of
methodology includes the acquisition of feedback from the users early in the project, the client
and the contractor can compare if the software made matches with the software specification,
according to which the system software program was built. It also allows the software engineers
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some insight into the accuracy of initial project estimates and whether the deadlines and
milestones proposed can be successfully met.
The proponents developed an incomplete model of the proposed system that would be used
by the users to get the idea of what the completed model would be. The users can evaluate the
system and give the proponents their feedbacks. This way, the proponents can work out
discrepancies right away during the early stages of the development process. Not only that the
errors or faults would be easily detected, but also the users can get acquainted with the system
and easily adapt to its features and interface.
Management Information Systems (MIS)
Kendall, Kenneth E. and Kendall, Julie E.2002; http://en.wikipedia.org/wiki/Management
_information_systems
Management Information Systems is a discipline covering the application of people,
technologies, and procedurescollectively called information systemsto solving business
problems. Management Information Systems are distinct from regular information systems in
that they are used to analyze other information systems applied in operational activities in the
organization.
Management Information Systems do not replace transaction processing systems (TPS);
rather, all MIS include transaction processing, MIS are computerized information systems that
work because of the purposeful interaction between people and computers. By requiring people,
computer programs, and hardware to function in concert, management systems support a broader
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spectrum of organizational tasks than transaction processing systems, including decision analysis
and decision making.
The proponents developed a system that would analyze all the operational activities of the
company. Since there would be transactions processing and information management involved,
the proponents chose Management Information Systems as preferably suited for the system that
the proponents would be developing.
Web Applicationshttp://java.sun.com/j2ee/1.4/docs/tutorial/doc/WebApp.html
A web application is a dynamic extension of a web or application server.
Benefits to mounting on application on the web:
An increasing awareness of the availability of a service, product, industry, person orgroup.
The possibility of 24-hour access for users. Standardizing the design interface. Creating a system that can extend globally rather than remain local, thus reaching people
in remote locations without the worry of the time zone in which they are located.
Since CMI is located in a barrio rather than the usual highway or roadside location, the
endorsement of the college poses another problem. The proponents used Web Application to
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increase the publicity of the services and other offers of CMI to the public, especially to those
who to take maritime-related courses. Other than broader awareness of the public of the courses
and other services rendered by CMI, the students would also have a 24-hour access to the system
since it is available over the internet. The other advantage of developing a web-based system is
that it allows the company to extend to global levels. Being able to allow students from remote
locations to access the web-based system makes it easier for both the administration and the
students themselves to process their transactions faster, easier, and more efficient.
Virtual Officehttp://en.wikipedia.org/wiki/Virtual_office
Virtual office is the term for shared office services, which normally includes business address,
mail & courier services, phone services, fax services, answering services, web-hosting services,
and meeting & conference facilities.
It is also a common term for an environment that enables a network of co-workers to run a
business efficiently by using nothing other than online communication technologies.
Typically, the users of virtual office services would be those, but not limited to:
Seeking a low-risk alternative to renting a conventional office; Testing a new product or service idea; Downsizing from a conventional office; Migrating from using port-office box;
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Seeking to establish a business presence in the providers country or city; Seeking a business address within an expensive location, for corporate image purpose; Seeking a business address as its registered business address for complying government
regulation;
Seeking supportive business services such as answering services; Seeking a proxy for collection of mails and parcels.
Certain providers of virtual office services will provide other in-house or outsourced services
such as corporate secretarial services, accounting services, legal services, serviced office services
and etc. Unsurprisingly, professional firms such as law firms and accounting firms often provide
registered address services as part of their service offerings.
The concept on virtual office would materialize completely during the implementation of the
proposed system but during the development stage, virtual office would also be considered since
it comes along with the web-based environment. Virtual Office reduces the costing on office
spaces, file cabinets, time for searching certain files, and the like. With this, the proponents
decided to include this theory for their study.
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CHAPTER 4
THE EXISTING SYSTEM
4.1 Description of the System
Since the establishment of the school up to present, it has been using forms that are to be
filled up by the enrolled students so that the school can have a record of the students
transactions for the whole year. But as the population of the school grows, the current system is
no longer efficient and convenient to accommodate both the school facilities and the number of
the students. The administration now seeks a better way that would help them handle the
enrolment better, more efficient, and more convenient for them and for the students also.
Student must get their clearance form and class card from the registrar's office. The student
must then proceed to the Registrar's Office with the accomplished clearance and class card, and
secure an advising slip. The student would then be asked to fill up the advising slip and proceed
to the registrar's office for registration form. The student would copy schedule of the class from
the bulletin board. When done copying schedule to the registration form, the student must
proceed to the Registrars Office for approval. If the registrars office approved the registration
card, the student would proceed to the accounting office for assessment of fees. After being
assessed, the student must then pay the amount indicated by the accounting office and then
proceed to the registrar's office for the validation of registration card and school ID and get class
cards.
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4.2 Data Capture
Manual enrolment system
Data Entry Field Name Field Type
Registration Form Student No. String
Registration Date Date/Time
Surname String
First Name String
Course String
Year String
Student Category Boolean
Subject Code String
Subject Title String
Units Integer
Section String
Time Date/Time
Days Date/Time
Room String
Fees Boolean
Assessment of Fees Real
Schedule of Payments Date/Time
Total Lab Units Integer
Total Units Integer
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Advising Slip Semester String
School Year Date/Time
Last Name String
First Name String
Middle Initial String
Course String
Student Category Boolean
Subject Code String
Subject Title String
Units Integer
Section String
Total Units Integer
Total Lab Units Integer
Date Date/Time
Assessment Slip Student Name String
Course Code String
Year Level String
Section String
Student No. String
Total Assessment Integer
Adjustment Integer
Less Integer
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Less Credit Balance Integer
Balance Integer
Due for Date/Time
Total Due Integer
Others Integer
Official Receipt OR No. String
Date Date/Time
Name String
Amount Double
Purpose String
Payment type Boolean
Total Amount Double
Bank No. String
Check No. String
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4.3 Input
Name of Document Registration Form
Prepared by Student
Number of Copies 3
Purpose To provide information regarding the schedule,
subjects taken, payment scheme, and initial
assessment of fees.
Recipient Registrar
Name of Document Copy of Official Receipt
Prepared by Cashier
Number of Copies 1
Frequency of Distribution Upon enrollment and before the major exam
Purpose Serves as the official receipt for every transaction
that the student has processed.
Source Document Assessment Slip
Control Procedure OR number
Recipient Accounting
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Name of Document Advising Form
Prepared by Student
Number of Copies 3
Frequency of Distribution As needed
Purpose For adding or dropping a subject
4.4 Processes
4.4.1 Verifying and Adding New Student RecordBEGIN
IF Application Requirements are valid THEN add New Student Record
END IF
END
4.4.2 Verify and Update Old Student Record
BEGIN
IF old student THEN update Student Information
IF Student Information is updated THEN verify the Student Information
END IF
END IF
END
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4.4.3 Securing Advising Slip
BEGIN
Secure Advising Slip from the Registrar
IF Advising Slip is filled up THEN submit it to the Registrar.
END IF
END
4.4.4 Filling Up Registration Form
BEGIN
Obtain Registration Form from Registrar
DO fill up the Registration Form THEN copy the schedule of classes from the
bulletin board
END DO
END
4.4.5 Securing Assessment Slip
BEGIN
IF Registration Form is accomplished THEN secure Assessment Slip from
Registrar
END IF
END
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4.4.6 Pay Fees
BEGIN
IF Assessment Slip is secured THEN pay due fees at the cashier
END IF
END
4.4.7 Validation of Registration Form and ID
BEGIN
Validate the Registration Form
IF Registration Form is valid THEN validate ID
END IF.
END
4.4.8 Issuance of Class Cards
BEGIN
IF Registration Form and ID is valid THEN Issue Class Cards to student
END IF
END
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4.4.9 Generation of Reports
BEGIN
Generate Student Master List
END
4.5 Files
Name of File Certificate of Registration
Data Needed Student No.
Registration Date
Surname
First Name
Course
Year
Student Category
Subject Code
Subject Title
Units
Section
Time
Days
Room
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Fees
Assessment of Fees
Schedule of Payments
Total Lab Units
Total Units
Name of File Student Record
Data Needed Surname
First Name
Middle Name
Birthdate
Birthplace
Nationality
Status
Religion
City Address
Telephone No.
Provincial Address
Fathers Name
Occupation
Mothers name
Occupation
Address
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Telephone No.
4.6 Output
Name of Document Assessment Slip
Prepared by Cashier
Number of Copies 1
Frequency of Distribution During enrollment and before major exams
Purpose Indicates the balance that the student must pay the
cashier. If the balance is not paid on or before the
date due, the student would not be able to enroll or
take major exams.
Recipient Student
Name of Document Official Receipt
Prepared by Cashier
Number of Copies 2
Frequency of Distribution Whenever the student makes a transaction at the
cashier
Purpose Serves as the official receipt for every transaction
that the student has processed.
Source Document Assessment Slip
Control Procedure OR number
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Recipient Student
Name of Document Certificate of Registration
Prepared by Student
Number of Copies 3
Frequency of Distribution After the student finishes the enrollment process
Purpose To provide information regarding the schedule,
subjects taken, payment scheme, and initial
assessment of fees.
Control Procedure Registration Form
Recipient Student
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4.7 Data Flow Diagram
4.7.1 Context Diagram
Figure 4.7.1 Context Diagram of the Existing System
4.7.2 Level 0 Diagram
Figure 4.7.2 Level 0 of the Existing System
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4.8 Problem Areas
The Cavite Maritime Institute used a manual system for their enrollment. There are some
activities in the current system that imposes possible problems for CMI. The school uses a
system that involves the manual processing in storing information about the students. It has been
used ever since the school has been established. The other problems present are the large records
that the Registrars office has to handle; the bulkiness of records may lead to redundancy of
information and time-consuming situations. There is also a problem in manpower in the
Accounting Department. The students are obligated to wait in line just to finish their transaction
in the said department. Redundancy occurs when the students fill up forms and some or most of
the forms ask for the same information. The storage of the form in file cabinets consumes too
much space, spaces that might have been used for important things. As the population of the
students grows, more spaces would be needed for another filing cabinet or storage for the forms
that the students are asked to fill up during enrollment. The other problem involves the difficulty
when it comes to generating the student master list. The school does not have an accurate student
master list and the verification of the enrolled students also imposes a problem since the required
information depends only on the forms that the student has filled up which might be inaccurate
also.
The Assessment of Fee is also a problem because the student would only find out the fees that
he/she is required to pay on the day of the registration only. The complete breakdown of the fees
would be questionable on the part of the school also if the assessment is not accurately done.
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CHAPTER 5
THE PROPOSED SYSTEM
5.1 System Overview
The proposed enhancement of the existing Enrollment System for Cavite Maritime Institute is
going to be an Online Enrollment System.
The proposed system will decrease the number of manpower, space, and time needed for
enrollment. The system will not only give the school the benefit of being able to cut down the
money and time spent for the enrollment, but also the ability to be available globally via the
internet. The web application enables a certain business to extend its reach in the global market
with a reasonable cost. It also includes the online processing of transactions needed for the
business.
The proposed system enables the students to have an access to the enrollment system in their
own homes or wherever the internet is available.
The proposed system facilitates in keeping track of the records, transactions, and other
activities of the students regarding the enrollment. The system generated reports needed by the
faculty and the studentslike the Official Receipt, Certificate of Registration, and the Student
Master List.
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The Student Information Sheet, Registration Form, Advising Slip, and Assessment Slip are
going to be available online where it could be submitted in the same manner. The payment of the
fees due to the student could be paid online or cash. Once the transactions are validated and
completed, the student will be given the Registration also printable via the internet but should be
sealed by the Registrar to be considered valid, personal copy of the Official Receipt, and ID. The
instructors or faculty members would also be given the copy of the Class List for the class or
subjects that an instructor is going to handle.
5.2 System Objectives
5.2.1 To speed up monitoring of student records and transaction.
5.2.2 Improve the file management of Registrars Office for the easy retrieval of the
student records.
5.2.3 Improved enrollment procedures that will decrease working time.
5.2.4 Decreased data redundancy.
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5.3 Scope
5.3.1 Online enrollment system will have a database that contains the students personal
data and other information needed for enrollment.
5.3.2 The system will also have a database that contains the amount of tuition fee per
semester, the breakdown of assessment, payment basis if fully paid and
installment.
5.3.3 Log in name and password is provided as security of the system so that only the
authorized personnel can access the system.
5.3.4 The system will provide reports such as class list and dropped students.
5.3.5 List of statistic for every school year and statistic of students in every section and
year level.
5.3.6 Automation of the computation of tuition fee, discount for varsity and balances
with its due date.
5.3.7 Can print the registration form that contains the student information and their
corresponding tuition fees.
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5.3.8 The system will monitor the allowable number of students in a section (35).
5.3.9 File maintenance if the registrars want to add another section in a level and
another course.
5.3.10 The systems update the tuition fee change in computation.
5.4 System Justification
There is a need for an online system because as an educational establishment, the people who
are inclined to the nautical, maritime, or seafaring field need to know which can provide the
services needed and which is closer to where the students live since these are one of the things
that a student might want to consider when it comes to the selection of a university or college
that would suit the students needs.
The online enrolment system compensates the flaws of the manual enrolment and the lack of
manpower. The system would also boost the competency of CMI by being available worldwide
through the Internet.
The online enrolment system will help organize the flow of the enrollment system and
become more accurate and solve the problem of data redundancy in the student records. The
study will ease the work and functions of the management and the students.
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CHAPTER 6
DESIGN OF THE PROPOSED SYSTEM
6.1 Input
Name of Document Pre-Registration Form
Prepared by Student
Number of Copies 1
Frequency of Distribution As Needed
Purpose To provide information regarding the schedule, subjects
taken, payment scheme, and initial assessment of fees.
Recipient Registrar
6.2 Processes
6.1.1 Generating Advising SlipBEGIN
Get Status from Student
IF Student is New Student THEN
Get available subjects from Subject Schedule
ELSE IF Student is Old Student THEN
Check grade
IF Subject Prerequisite is passed THEN
Student can enroll subject
ELSE Student cannot enroll the subject
END IF
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END IF
END
6.1.2 Generating Assessment SlipBEGIN
Get reserved subjects of the Student from Advising Slip
Assess Tuition Fee Equals assessed amount
Store assessed Tuition Fee to Student Record
Send assessed Tuition Fee to Payment
END
6.1.3 Payment of Tuition FeeBEGIN
Get assessed Tuition Fee from Student Assessment
Get Payment from Student
Check amount of Payment
IF Student paid 40% or higher THEN
Student is Enrolled
ELSE Student is not Enrolled
END IF
Store Student Payment to Student Record
END
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6.1.4 Generating ReportsBEGIN
Get payment from Student Payment
Produce Official Receipt to Student
Get total number of Enrolled students from Student Record
Get class list from Class List
Get courses offered from Courses
IF Instructor teaches the subject THEN
Get schedule and class list from Class List
END IF
Produce Registration Form
END
6.3 Files
Name of File Student Record
Data Needed Student ID
Year Admitted
Enrollee number
Name
First name
Last name
Middle Initial
Nationality
Section ID
Sex
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Civil Status
Birthday
Age
Student Type
Name of Guardian
Address
Telephone Number
Name of File Grades
Data Needed Student ID
Subject ID
Final Grade
Equivalent Grade
Status
Name of File Section
Data Needed Section ID
Year Level
Course ID
Section Capacity
Section Adviser
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Name of File Subject Schedule
Data Needed Prof ID
Schedule ID
Time
Time To
Time From
Slot
Subjec