I. Introduction The discovery of computer has a great function, to make work easier, more capable, and more adaptable for the humanity. It has brought a new level of knowledge that became the new standard in the industry. It made the school more efficient for students and provided path to communicate. Nowadays, computer based system is commonly used by every company and institution and one of this is computerized enrollment system. Enrollment is the process of entering and verifying data of student to register on particular school.
Different interrelated processes build up enrollment procedures called Enrollment System (ES). ES are used particularly in recording and retrieving student’s information. Tracking student’s information is also one features of ES, in which the school can trace the standing of a student. Verifying payments was also added to update or browses student’s billings. Enrollment System is a good example of a computer generated process. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administration as a whole.
II. Project Background
Computer as a part of innovation in technology manifests bigger changes in world, economies, banks and other manufacturing centers flourished due to the catching power of computers in the field of education, not all school can afford to have numbers of computer to update the school manual system, which somehow caused a lot of inaccuracy and inefficiency in the data processing records, rules and regulations, profiles and programs.
The Casa Dolores Montessori School is a private school which is located at Purok Agan Homes, Barangay Sta. Cruz, which is still using a manual process of enrollment for its grade school department. Selected faculty members and staff are assigned in the admission. New students take an entrance exam upon enrolling. New students will present the requirements to the assigned teacher such as NSO birth certificate, baptismal, good moral and the report card even new students for verification of grades. Old students are exempted to take the entrance exam; he/she will just present his/her report card to the assigned teacher for verification. Transferees must present his/her admission slip and other requirements for his/her verification to allow to enroll.
The present system of Casa Dolores Montessori School is done manually such as the enrolment system, and record keeping. From the time it started to operate, it used the manual system. Even now that the school has computers, still it uses them for proration of memos and letters only.
III. Statement of the Problem
The present enrollment system of Casa Dolores Montessori School is done manually. Manually system of enrollment caused a lot of inaccuracy and inefficiency in processing the record and data of the students. Too much time and effort are consumed. Problems that are encountered by the school include the security of the students’ records, the time-consuming generation of enrollment reports, and the slow process of students’ enrollment and payment of school fees. There are also instances of misspelling and unforced error in the information of the students and the records are not centralized that the teachers need to correct/change every record existing. There is also a greater chance of miscalculation of school fees if done manually.
IV. Project Objectives
A. General Objectives -To develop an automated enrolment system for Casa Dolores Montessori School. B.Specific Objectives - To simplify the manual enrollment process of Casa Dolores. - To facilitate the enrollment process of the students - To be able to secure the record-keeping process of the school’s records of enrollment - To be able to ease payment transactions during enrollment - To be able to centralize the records/information of the students
V. Theoretical Framework
Theoretically, the main purpose of the system is to create an efficient, fast and reliable Computerized Enrollment and Permanent Record Keeping System of Casa Dolores Montessori School. It will have a database for a centralize repository of data by which the system will be able to access with successful authentication. For a more secure system, it will have a hierarchy of access which means that an admin has the over-all control of the system and he alone can restrict or limit the access of other teachers or school staff.
Upon enrolling, the student, provided he qualifies the school’s requirements, must provide primary information to a school’s department where his data will be encoded to the system. In the whole process of enrollment, these data will be the bases of the other departments to conduct other transactions concerning the said student.
The user, upon using the system must provide valid authentication as preset by the administrator, preferably the principal or the network administrator if there is one. This measure is also for not allowing anybody to log in to the system and add or alter data and information.
Generally, the system works by saving data to the database via user interface. By then, data can be retrieved into the user interface where the user interacts. Data can also be edited or deleted depending on the commands by the users.
VI. Scope and limitations
The study will only be for the enrolment and payment transactions done at Casa Dolores Montessori School. As an automated enrolment system, it has an ability to save, record, and edit those data and important information about the students, teachers and school.
The study covers the computerization of the activities, the enrollment system including student registration class list, principal’s report of total enrolment of students. The system will also responsible in the generation of students’ class list, generation of payments every grading and monitoring of students status as enrolled or not for the whole school year. It will also provide a look up for releasing of students papers in case of back accounts and such.
Chapter 2: Related Literature and Studies: Ace Adrian Sandoval in Enrollment System Enrollment System is useful especially when the school retrieves the important information of the student. The school can trace what is the standing of the students. Lack of Enrollment System in a school can lead to chaos and troubles. Students will be confused on what they should do to be able to enroll. It is extremely useful in the school in the way of working processes of enrolling become much easy. Samar State University Automated Enrollment System
Technology innovations had influenced man's work, from data processing, business transactions, research, planning, monitoring and even in medical operation of mans 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.