ONLINE ENROLLMENT SYSTEM

FOR CAVITE MARITIME INSTITUTE

DASMARIÑAS, CAVITE

A Special Problem

Presented to

The Computer Studies Department

College of Science

De La Salle University – Dasmariñas

In Partial Fulfillment

of the Requirements for the Degree of

Bachelor of Science in Information Technology

By:

Bacala, Mariel

Reaño, Esmeralda

Mr. Paulino Gatpandan

May 2009

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

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

8.0 Conclusion and Recommendation

8.1 Conclusion 84

8.2 Recommendation 85

Appendices

Bibliography

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-

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 company’s 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.

CHAPTER 1

INTRODUCTION

1.1 Background 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.

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

company’s 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

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 Marine

Transportation, 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 Administration

Major in Marketing Management, and BS Business Administration Major in Operation

Management.

1.2 Statement 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 units—but 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

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 wouldn’t be any wasted time just by falling in line again

just to look for another available slot.

1.3 Statement of the Objective

1.3.1 General Objective

To develop an Online Enrolment System for Cavite Maritime Institute that will compensate

the school’s lack of manpower, file-handling, and generation of forms and other documents.

1.3.2 Specific Objectives

1.3.2.1 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.

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.

1.4 Significance 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.

Registrar and Accounting Office

With regards to the registrar’s 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.

1.5 Scope 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 student’s 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.

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.

1.6 Methodology

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 user’s 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

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

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.

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 CMI’s 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.

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.

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.

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.

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 school’s enrollment management budgeting and planning took up to three

months to compile, consolidate, and implement.

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, e2e’s 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, LBCC’s 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, student’s payment status, course coordinator’s decision and the correspondence of

students’ seniority to the intended enrolling subjects. Besides business rules, the system also

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

user’s 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.

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.

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

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 school’s 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.

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 school’s 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.

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 of man’s 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

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 can’t 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.

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.

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.

3.2 Operational Definition

3.2.1 Definition of terms

Application Requirements - Student’s 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

File—in case, there were changes in the student’s 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.

Fill-up Registration Form – After 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 Fees – Payment of the fees indicated in the Assessment slip. Payment must be

made to the cashier.

Validate Registration Form and ID – Once 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 Cards – The 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.

3.2.2 Definition of Processes

3.2.2.1 Verifying and Adding new Student Record – process 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 Slip – process 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 student’s

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 Fees – process of paying the fees indicated in the assessment slip.

3.2.2.7 Validation of Registration Form and ID – process of validating the enrollment

of the student through the registration form and ID.

3.2.2.8 Issuance of Class Cards – process 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.

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 Microsoft’s .NET

platform and is the successor to Microsoft’s 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/enrollees—would 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 services—news readers, E-mail, the World-Wide-

Web—have been designed this way. (These may be regarded as database applications in a way,

but the database being accessed—a 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. A

CASE tool’s 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.

The ability to generate code. Most often, this code contains the database definition

commands 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.

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.

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 computer’s 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.

User Interface

http://en.wikipedia.org/wiki/User_interface

User Interface is the aggregate of means by which people—the users—interact with the

system—a 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.

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.

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 doesn’t

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.

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

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. Entities are 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.

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

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 procedures—collectively called information systems—to 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

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 Applications

http://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 or

group.

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

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 Office

http://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;

Seeking to establish a business presence in the provider’s 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.

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 student’s

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 Registrar’s Office for approval. If the registrar’s 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.

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

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

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

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

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 Record

BEGIN

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

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

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

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

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

Father’s Name

Occupation

Mother’s name

Occupation

Address

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

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

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

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 Registrar’s 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.

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 students—like the Official Receipt, Certificate of Registration, and the Student

Master List.

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 Registrar’s 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.

5.3 Scope

5.3.1 Online enrollment system will have a database that contains the student’s 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.

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.

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 Slip

BEGIN

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

END IF

END

6.1.2 Generating Assessment Slip

BEGIN

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 Fee

BEGIN

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

6.1.4 Generating Reports

BEGIN

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

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

Name of File Subject Schedule

Data Needed Prof ID

Schedule ID

Time

Time To

Time From

Slot

Subject ID

Day

Room

6.4 Output

Name of Document Official Receipt

Prepared by Cashier

Number of Copies 1

Frequency of Distribution Whenever the student makes a transaction at the cashier

or online payment system

Purpose Serves as the official receipt for every transaction that

the student has processed.

Source Document Assessment Slip

Control Procedure OR number

Recipient Student

Name of Document Registration Form

Prepared by Student

Number of Copies 1

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 Student Number

Recipient Student

Name of Document Class List

Prepared by System

Number of Copies 1 per Faculty member

Frequency of Distribution Whenever the semester is about to start

Purpose To provide information regarding the schedule, subjects

taught, and members of the class that an instructor would

handle.

Control Procedure Registration Form

Recipient Student

CHAPTER 7

IMPLEMENTATION

7.1 Resource Requirements

7.1.1 Software Requirements

7.1.1.1 Software Requirements for the Development and Maintenance Team

Visual Web Developer Express Edition 2005

IIS 5.1 (Internet Information Services)

.NET Framework 3.0 or higher

SQL Server 2005

Device Emulator 10 / Active Sync 4.1

Microsoft Windows 2000 with Service Pack 4, Microsoft Windows XP

Professional Edition with Service Pack 2, or Microsoft Windows

Server TM 2003

7.1.1.2 Software Requirements for the Users/Client

Microsoft Windows 98 or higher

Internet Explorer 5.0 or higher

Internet Connection

7.1.2 Hardware Requirements

7.1.2.1 Hardware Requirements for the Development and Maintenance Team

Pentium Processor 600 MHz minimum (1 GHz recommended)

192 MB of RAM minimum (256 MB recommended)

Up to 1.3 GB of Hard Disk space may be needed

CD-ROM Drive

Screen Resolution 800x600 with 256 colors minimum (recommended

1024x768 in 16-bit high color)

Printer

7.1.2.2 Hardware Requirements for the User/Client

PC with Pentium III or 500 MHz with 32-bit RAM or higher

Internet Connection

7.1.3 Human Resource Requirements

The people involved in the development and maintenance of the system are the following:

7.1.3.1 System Administrator

The system administrator maintains and operates the computer system and/or

network. The system administrator is usually in charge with the installation, support,

and maintenance of servers or other computer systems. He is also in charge with the

plan and response to service outages and other problems.

The systems administrator could also do scripting or light programming, project

management for systems-related projects, supervising or training computer operators,

and being the consultant for computer problems beyond the knowledge of other staffs

in the Information Technology Department.

The system administrator must have pertinent knowledge on network and database

administration.

7.1.3.2 Systems Programmer

The systems programmer is responsible for the efficient performance of the

computer systems that are being used for the enrollment system. The systems

programmer would not always write or create programs for CMI; programmers would

also perform other tasks such as act as technical advisors to other operations personnel,

continuously look for further improvements in the system if there could still be any, and

recommend conversion if possible in order to optimize the performance of the system.

The systems programmer must have the knowledge on ASP.Net and SQL server.

The systems programmer must also be proficient in Microsoft Visual Web Developer

or the Microsoft Visual Studio. Since there would also be a need to improve the

interface of the system, the programmer is also expected to be proficient in

Macromedia Dreamweaver, Fireworks, and Flash—or any software that have the same

purpose like Adobe Photoshop or SWiSHmax.

7.1.3.3 Trainers

The system trainers would be the one to educate or teach the users (IT Personnel,

Administration, and Students) on how to use the system properly. The trainers could be

one of the IT personnel of CMI that has the skills to efficiently relay the instructions

needed by the users and future users of the system. Ideally, the programmers are the

trainers of the users of the system because of the pertinent knowledge of the system.

7.1.3.4 User

The users are those who will get the first hand encounter with the Online Enrollment

System. The users should be trained on how to use the system and how to access it. The

users should also be informed of the different access levels that are present in the

proposed system. The users are expected to be computer literate especially internet-wise.

7.2 Installation Plans

7.2.1 System Installation

Since the proposed study is not a system that needs to be installed in order to be used,

the proponents explain here how the website shall be used. First the team responsible for

developing the system should contact the Registrar or IT Personnel of the school to

coordinate how to implement and where in the school should the system be implemented.

Then the proponents will coordinate with the school’s administrative authorities to

inform the school of how the system will work and how it can be accessed.

Since this will be the first time that the school will implement the website, it will take

a bit more time since the school will still be publishing the system in order for it to be

implemented.

The installation shall be done after all tests and trainings have been carried out.

ACTIVITY PERSON – IN –

CHARGE

DATE

Installation of

Database

Mariel Bacala 3rd

week of August

Installation of

Microsoft Visual

Web Developer

Esmeralda Reaño 3rd

week of August

Table 7.2.1 Installation Plans

7.2.2 Training Plans

Two types of people will use the system: users and operator.

The training of the users is based primarily on major system functions and the users’

need to access them. The users will be trained on the record management functions such as

creating and retrieving records, changing and deleting entries, and so on. In addition to the

training, the users must also navigate through the records to access particular ones. Since

there are different levels in accessing the website such as the administrator, student, and

anonymous browsing, the users will need to learn special protection functions. The user

training would also be equipped with the knowledge on sorting a set of records without

knowledge whether the sort is a Shell sort, a Bubble sort, or a Quicksort.

The operator training on the other hand includes sorting. The operators are going to be

familiarized with the system’s support functions. The operator training will basically

address how the system works rather than what the system does. The operators are in-charge

of granting user access and file access, performing backups, and recovering damaged files.

Training to learn ASP.Net or the Microsoft Visual Web Developer Express Edition and

SQL Server will take approximately 40 hours or 5 days. This training period is divided into

two sessions. The first half is dedicated for the Visual Web Developer Express Edition

Training and the other half is for the training for SQL Server.

ACTIVITY PERSON – IN

– CHARGE

TRAINEE DATE

Familiarization

with the Proposed

System

Esmeralda

Reaño

Registrar and

Programmer

3rd

week of

August

File Security &

Maintenance

Mariel Bacala Administrator

and

Programmer

3rd

week of

August

Table 7.2.2 Training Plans

7.2.3 Conversion Plans

The proponents would suggest a Parallel Conversion where the computerized system will

run simultaneously with the manual one for a specific period of time.

After the parallel conversion, the system will then be subjected to performance

evaluation from the people who have used the system. With the parallel conversion, the

users will gradually be able to get accustomed to the new system but continue to use the old

one. The gradual transition allows users to compare and contrast the new system with the

old. It also allows skeptical users to build their confidence in the new system by comparing

the results obtained with both and verifying that the new system is just as effective and

efficient as the old.

7.2.4 Testing

A test plan documents the strategy that will be used to verify and ensure that a hardware

product or system meets its design specifications and other requirements.

The system takes all of the integrated software components that have successfully passed

integration testing and also the software system itself integrated with any applicable

hardware system/s. The purpose of integration testing is to detect any inconsistencies

between the software units that are integrated together.

There would also be an imitation of the black box testing where the tester or test designer

selects valid and invalid input and determines the correct output without further knowledge

of the test object’s internal structure. The black box takes an external perspective of the test

object to derive test cases.

The black box testing is applicable to all levels of software testing: unit, integration,

functional testing, system, and acceptance.

The proponents would also use the required 50 test data or subjects and once the results

have proven satisfactory, the use of live data or the data that have been processed through

the existing system. The full systems testing with live data allows an accurate comparison of

the new systems output with what is known to be correctly processed output, as well as a

good feel for how actual data will be handled.

During the tests, the proponents use a different database that would act as how the real

database would be processing the data or records in the system.

CHAPTER 8

CONCLUSION AND RECOMMENDATION

8.1 Conclusion

By gathering sufficient information through research, interview, and company visitation, the

proponents were able to develop a system that would help Cavite Maritime Institute for the

enrollment process. The system also eased CMI from the risks and errors that are involved with

the company’s existing system. The development of an online enrollment system requires an

understanding and an analysis of the existing system of the problems, requirements, and

specifications that the company laid out. It also required ample amount of preparation that

involves conducting interviews and company visits, obtaining necessary information through

research, and coming up with a resolution for the requirements of the company.

The proposed system includes the transactions done in the Accounting Office and the

Registrar’s Office, namely: payment and assessment of fees, class scheduling, automated subject

advising, adding/dropping, and selection of subject/schedule of the students.

8.2 Recommendation

The proponents recommend a further study about the enrolment systems and other

information systems that are available today in order to gain more information as to which

approach to use in the systems development. The proponents’ proposed system can be improved

further when it comes to the features of the system that involves the handling of monetary

transactions and as well as other activities in the enrollment process of CMI.

APPENDIX A

Cavite Maritime Institute

Online Enrolment System

Context Diagram of the Proposed System

APPENDIX B

Cavite Maritime Institute

Online Enrolment System

Level 0 Diagram of the Proposed System

APPENDIX C

Cavite Maritime Institute

Online Enrolment System

Entity Relationship Diagram

APPENDIX D

Cavite Maritime Institute

Online Enrolment System

Entity Relationship Diagram Attributes

Attribute of College

Attribute of Course

Attributes of Curriculum

Attributes of Day

Attributes of Faculty

Attributes of Faculty Subject

Attribute of Maximum Number of Students

Attribute of Religion

Attribute of Room

Attribute of Schedule

Attribute of Student Grades

Attribute of Student

Attribute of Subject

Attribute of Time

APPENDIX E

Cavite Maritime Institute

Online Enrolment System

Screen shot

Homepage

Selected Bibliography

Online References

http://campustechnology.com/articles/47607

http://en.wikipedia.org/wiki/Application_software

http://en.wikipedia.org/wiki/Asp.net

http://en.wikipedia.org/wiki/Computer-aided_software_engineering

http://en.wikipedia.org/wiki/Database

http://en.wikipedia.org/wiki/Database_management_system

http://en.wikipedia.org/wiki/Functional_specification

http://en.wikipedia.org/wiki/Incremental_development

http://en.wikipedia.org/wiki/Internet

http://en.wikipedia.org/wiki/Management_information_systems

http://en.wikipedia.org/wiki/Paper_prototyping

http://en.wikipedia.org/wiki/Requirements_analysis

http://en.wikipedia.org/wiki/Software_architecture

http://en.wikipedia.org/wiki/Software_prototyping#Throwaway_prototyping

http://en.wikipedia.org/wiki/Spiral_model

http://en.wikipedia.org/wiki/Systems_Development_Life_Cycle

http://en.wikipedia.org/wiki/User_interface

http://en.wikipedia.org/wiki/Virtual_office

http://en.wikipedia.org/wiki/Visual_Basic

http://en.wikipedia.org/wiki/Waterfall_model

http://en.wikipedia.org/wiki/Web_application

http://hoohoo.ncsa.uiuc.edu/cgi/

http://ivhs.org/

http://msdn2.microsoft.com/en-us/library/ms950408.aspx

http://portal .acm.org/citation.cfm?id=1181300

http://scitec.uwichill.edu.bb/cmp/online/cs22l/spiralmodel.htm

http://ww.doir.wa.gov.au

http://www.webopedia.com/TERM/B/Black_Box_Testing.html

http://www.sai.cmu.edu/legacy/case/case_whatis.html

http://www.selectbs.com/adt/analysis-and-design/what-is-the-spiral-model

http://www.sqlwizard.com/ewizard_testimonial.html

http://www.ssu.edu.ph

http://www.uno-r.edu.ph

http://ycmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm

Textbooks

Calinisan, Jan Alexie O. and Llorente, Daniel Reuel A. Prototype of a Web-based

Enrollment System. 2000

Delgado, Marlon A. and Ocampo, Lawrence V. De La Salle University-Dasmariñas

Class Scheduling System. March 2000

Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. Modern Database

Management 6th

Edition. Prentice Hall. 2002

Kendall, Kenneth E. and Kendall, Julie E. Systems Analysis and Design 5th

Edition.

Prentice Hall. 2002

Pascual, Robert John G. and Riceo, Vincent Joel T. Web-based Enrollment System for

Veritas Parochial School. 2001

Pfleeger, Shari Lawrence. Software Engineering: Theory and Practice International

Edition. Prentice Hall International, Inc. 1999

Reaño, Esmeralda, Billones, Luz Kristine, and Bacala, Mariel. Computerized Inventory

with Acquisition Monitoring System. 2007

CURRICULUM VITAE

MARIEL N. BACALA 77 Don Placido Campos Avenue, San Agustin 3, Dasmariñas, Cavite (Philippines)

fqiry_1808@yahoo.com

PERSONAL INFORMATION

AGE: 21

DATE OF BIRTH: March 20, 1988

CIVIL STATUS: Single

NATIONALITY: Filipino

PLACE OF BIRTH: Dasmariñas, Cavite

EDUCATIONAL BACKGROUND

2005-2009 De La Salle University-Dasmariñas

Dasmariñas,Cavite

Bachelor of Science in Information Technology

2001-2005 Vel Maris School

Km. 30 Aguinaldo Hi-way, Dasmariñas, Cavite

1995-2001 Jabez Christian School

Bulihan, Pala-pala, Dasmariñas, Cavite

CURRICULUM VITAE

ESMERALDA L. REAÑO

Blk 30 Lot 42&43 Golden City Subd., Canlalay, Biñan, Laguna (Philippines) emeraldreano@gmail.com

PERSONAL INFORMATION

AGE: 21

DATE OF BIRTH: June 25, 1988

CIVIL STATUS: Single

PLACE OF BIRTH: Alabang, Muntinlupa City

HEIGHT: 162 cm

WEIGHT: 128 lbs.

SEX: Female

RELIGION: Roman Catholic

NATIONALITY: Filipino

LANGUANGE SPOKEN: Filipino, English

EDUCATIONAL BACKGROUND

2005-2009 De La Salle University-Dasmariñas

Dasmariñas,Cavite

Bachelor of Science in Information Technology

2001-2005 ST. SCHOLASTICA’S COLLEGE - WESTGROVE

Silang, Cavite

1997-2001 ALPHA ANGELICUM ACADEMY

Golden Meadows Subd. San Antonio, Biñan, Laguna