Enrollment sytem ito na (2)

1.0 Introduction

Enrolment system is a system in a school. This system is a sequential process for the

student. When a student is enrolling for a specific course the school requires all the necessary

information of the enrolee. When the school retrieves the important information from the

student, the encoder now should input the details of the student in the enrolment system. In the

enrolment system, the school can trace what are the standings of the students. The data of the

student are inserted in the enrolment system it includes payment, subjects, number of units,

section, subject rooms, etc. Lack of enrolment system in a school it can lead to chaos and

troubles, the students will be confuse on what they should do and how they will do to be able to

enrol. It is extremely useful in the school in the way of making the processes of enrolling much

easy.

Enrolment System for ADVENT Caregiver School, Inc. Page 1 of13

1.1 Background of the Company

The idea of establishing ADVENT Caregiver School Inc. all started when the global

(global and local) community opened up the door of unlimited opportunities for healthcare

service providers. March of 2005 the incorporators thought of providing a training center that

would help and qualify Filipino people to compete and work internationally. With the aim of

providing a training system above the standards set by the concerned authorities.

June of 2005 ADVENT Caregiver School Inc. was accredited by the Technical Education

and Skills Development Authority (TESDA) to offer and provide care giving training. The

school was fully operational in the month of August of the same year.

During the first and second quarter of 2009 ADVENT Caregiver School Inc. was also

accredited to offer and provide training for BARISTA, Food and Beverages Services NC III,

Households and House Keeping Services NC II.


1.2 Company Organizational Chart


1.3 Department Organizational Chart


1.4 Overview of the Management


For a new student ADVENT Caregiver School Inc. will give a form to the student to fill

out, when the student finished on filling up the form, he/she will go to the registrar to give the

form then the registrar will put all the information of the student including the course he/she

wants to enrol in Microsoft Excel. The registrar will give the registration form to the student,

after that the registrar will give also the class schedule of the enrolled student.

1.5 Statement of the Problem

• General Problem

How to create a computerized enrolment system in ADVENT Caregiver School, Inc.?

• Specific Problem

How to update and organize the student information records?

In using the manual system, it’s so hard to organize and update the records of the

student.

How will the system provide transactions like registration and payments?

Using the manual enrolment system, registration form might get lost or damaged.

Cashier might lead to inaccurate computation.

How will the system secure the information and files of the students?


Unauthorized person can access the records of the students.

How does the system improve the traditional way of filing the documents that may lead

to loss of records such as transcripts and student with outstanding balance?

In using the manual enrolment system, the student information might be misplaced and

might be switched to another folder of information.

1.6 Objectives of the Study

• General Objectives

To make a computerized enrolment system in ADVENT Caregiver School, Inc

• Specific Objectives

To update or organized the information of the student.

The ADVENT Caregiver School Inc. offers 6 or lesser month courses only, so the student

will obtain the certificate and diploma.

To facilitate queries that will ease up the researching of records.

To secure important records such as transcripts

To have a system that will store all the records of the reports.


1.7 Scope and Limitations

Scope

Assessment - This module will assess the enrolee:

The enrolee will fill out a registration form for the information needed by the

school.

The registrar encodes the student’s information.

Enrolment – This module will do the transaction of the enrolment process:

The registrar will process the:

Schedule – The system will allocate the student to their schedule.

Course – The system will allocate the student to their corresponding course, the

system will also process the appropriate teacher for the course.

Teacher/Instructor – The system will allocate the student to their corresponding

teacher.

Payment - This module will transact all about the payments of the student.

The system will display an option for computation of payments such as:

Cash basis

Monthly payment


Instalment

Generating Reports – This module will help update the current transaction of the system.

The system will display information of the students who are enrolled in the

school.

Limitation

This study aims to develop enrolment database system for the Advent Caregiver School;

the database limits the following themes and functions.

It limits to store the data of the student

It limits only for the collection of fees.

Only authorized persons can use the system.

1.8 Significance of the Study

Computerized enrolment system is now used by the universities, colleges and other

establishments. Therefore, computerized enrolment system is very useful for both the

firm and students because it rather give an effective and efficient approach for both the

students and schools.


2.0 Analysis of the Manual System

2.1 Detailed Discussion of the Manual System

First the student/enrolee will go to the Registrar, then Registrar will give list of

requirements to the student/enrolee. The student/enrolee will proceed to the completion of

requirements and will be submit on the Registrar. When the Registrar received the complete

requirements, the Registrar will give a registration form to the student/enrolee to fill up . The

enrolment process is about to start, the student/enrolee will fill up the Registration Form and

submit it to the Registrar. The student/enrolee information or file will be kept only by the

Registrar in the Student File Cabinet. After that, the Registrar will proceed to schedule the class

of the student/enrolee. Last is when that process done, the Enrolee will pay now the tuition fee.

But before that the Cashier will assess the Enrolee first according to its desired mode of

payment. After choosing and fixing the fees and billing. The student/enrolee will pay, then the

Cashier will now record the payments, give a official receipt and reports.


2.1.1 Flow Chart of the Manual System


2.2 DFD of the Manual System

2.2.1 Context DFD


2.2.2 Level 0 DFD


2.3 Database Model of the Manual System

2.3.1 ERD

2.3.2 Sample Forms

2.3.3 Sample Reports


3.0 Proposed Project Design

3.1 Detailed Discussion of the Proposed System

First new student/enrolee it start to inquire, then the student/enrolee will go to the

Registrar, then Registrar will give list of complete requirements to the student/enrolee. The

student/enrolee will proceed to complete all of the requirements. Then proceed to the submission

of the complete requirements to the Registrar. When the Registrar received all of it, then the

releasing of registration form is the next step. The enrolment process is about to start, the Enrolee

will fill up the Registration Form and submit it to the Registrar. The Student information will be

recorded or save to the Computerized Enrolment System. After that, the Registrar will proceed to

the process of scheduling. When that process done, the Enrolee will pay now the tuition fee, but

before that the Cashier will assess the Enrolee first according to its desired mode of payment.

After choosing and fixing the fees and billing. The Enrolee will pay. After paying the bill, the

Cashier will give you a official receipt. Then the Cashier will now encode or save the payment

reports.

For old students, the enrolee must pre-assessment to the Registrar to the requirements

needed for the Enrolment. The Registrar will issue a list of requirements. The Enrolee will

submit the needed requirements. The Registrar will search for the existing student’s info, and

update it. Then the Registrar will proceed to the scheduling where the enrolee selects a course.


Now the enrolee can proceed to the cashier for paying of the tuition fee. The cashier will ask the

enrolee to select a mode of payment, after selecting a mode of payment the cashier will compute

for the total amount of tuition that needed to pay by the enrolee. After paying the tuition fee, the

cashier will update student info to enrolled student and generate a report that is enrolment

summary and statement of the account for the school.

3.2 Process Design

3.2.1 Content DFD


3.2.2 Level 0 DFD


3.3 Logic Design

3.3.1 HIPO Chart


3.3.2 IPO

3.4 Database Design

3.4.1 ERD of the Proposed System

3.4.2 Table Description

3.4.3 Table Structures

3.5 Interface Design

3.5.1 Screenshots of the Major Parts of the Proposed System

3.6 Implementation Design

3.6.1 Resources

3.6.1.1 Hardware

3.6.1.2 Software

3.6.1.3People

3.6.2 Office Layout


Date post:	27-Mar-2015
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Enrollment sytem ito na (2)

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