Chapter I

THE PROBLEM

Computerization is a control system that manages processes in industrial

workplace. It reduces human errors and processing time, thus it can boost productivity
and result into high quality of product produce. In information system, computerization is
concerned about interrelating different but interdependent transactions. This can result in
a system with well-integrated processes that can perform faster and more accurate than a
manual system.
Enrolment is the process of entering and verifying data of student to register on a
particular school. Different interrelated processes build up enrolment procedures called
Enrolment System (ES). Enrolment System is used particularly in recording and
retrieving students information. Tracking students information is also one feature of ES,
in which the school can trace the standing of a student. Verifying payments was also
added to update or browse students billings. Enrolment 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.
One institution that is still using manual enrolment system is St. Andrew
Academy. Manual or paper-based filing systems has proven itself useful for millennia
because it has kept files sorted or in order for easier navigation however, as the number of
documents increase its efficiency is compromised. Additionally, the security of the
integrity of the documents will be at risk because of the wear and tear phenomenon and
as well the intrusion and unprecedented access of pests.

Enrolment serves as a vital part in the life of every student upon entering schools,
either public or private. It gives students the impression on how the whole institute
manages and manipulates the entire body. Moreover, enrolment serves as the first
experience of all students by which he/she takes part in the schools activities.
The billing system is one of the major parts of an enrolment system. A billing
system is a system designed to handle time and billing tracking as well as invoicing
customers for services and products. It is very essential to the enrolment process because
it involves the registration of students, computation of school fees and safe keeping of
records. Implementing an automated billing system will increase the productivity of
employees while decreasing the labor cost because the school wont need many
employees to handle the enrolment process. It can also boost the popularity of the school
because of having such technology. Most importantly, an automated billing system
reduces the risk of miscomputation, recording errors and loss of records.
Many of today's employees want to work for businesses that prioritized
sustainability, so you may need to consider environmentally friendly alternatives to
attract and retain the best talent. Investing in an electronic document management system
ensures you minimize the amount of paper you waste around the school.
The Academia de San Gabriel of Valenzuela uses a manual method in their
enrolment system. As a result, they encountered unexpected problems like loss of
information and slow transaction and having difficulties on transactions which consumes
a lot of time. As the proponents conducted their research and analyze the existing system,
theyve decided to recommend a computer based enrolment system at that enables the
faculty and administration of the school to gain a good services for every students and to

address the problems that occurs because of their manual enrolment system so that the
institution will be one or the leading institution in the town.
Managing this ever-growing abundance of documents requires a system to ensure
that information is filed, found and retrieved quickly and efficiently because a manual or
paper-based enrolment system can take up a significant amount of space, and this
requirement will only get bigger as the number of documents grows. Furthermore,
documents will typically need to be stored close to hand so that they can be accessed as
quickly as possible. If they are located on another floor or in a different building, one
could experience severe productivity losses when retrieving forms. It is also prone to
damage, because the documents can also be damaged from the regular handling or people
spilling drinks and food on them. There is inefficient document transportation is another
problem with paper-based system. While it is possible to fax, courier or deliver files in
person, this is slow and inefficient.
Editing is also the problem in a manual enrolment system of St. Andrew
Academy. If one wants to make changes to a paper-based document, one will need to
photocopy the original copy first - otherwise it will be ruined with edits and comments.
This will need to be repeated every time amendments are made. Ultimately, editing
becomes a messy and time-consuming process that could leave the original document in a
wretched status. Another problem that we observed is that of the scheduling of classes
which is in a manual procedure. On the other hand the assignations of the students in
their respective sections are also done using a manual procedure. By using the manual
procedure of enrolment, problems such as time consuming recording and retrieving

student information, storage of bulky records and security of student records is not
consistent.
All problems that encountered has its own solution. So for the benefit of the
institution the developers creates a system to fix the problem. A school district with a
computerized or online enrolment and accounting system can better manage its resources.
Under a traditional paper-based method, the number of newly enrolled students and their
respective grade levels are usually based on estimations. Its not until all the registration
forms have been processed that the district can get an accurate head count, and this is not
until well after the school year has been in session. Not knowing the total number of
students in each grade level means not knowing how many teachers need to be allocated
to a location or grade, sometimes skewing the student-to-teacher ratio so much that it can
affect the quality of education. Sometimes one location will reach its maximum capacity
and another location in the same district will have space to enroll additional students.
Without knowing the number of students enrolled, districts can only guess when a school
is getting full. Schools can save hundreds of thousands to millions of dollars each year by
switching to a computerized or online system. With a computerized or online enrolment
and accounting system, an administrator can get an accurate, real-time count of the
number of students enrolled by simply logging in. School administrators can use this
information to allocate teachers and other resources where they are needed. This not only
reduces cost by eliminating over-estimation, it increases the quality of education provided
to the students. The information in student enrolment packets is invaluable for every-day
school processes and for the safety of the students who are enrolled. When parents enroll
their students online, the information is saved directly into the database or student

management system. There is no processing delay and the information is instantly

available to any administrator who has access to the system. Emergency contact
information can be found in seconds. Quality of Information Transcribing paper forms is
a tedious process, and school employees often find that enrolment packets are not
completely filled out or some of the information is incomplete, illegible, or inaccurate.
Computerized or online enrolment and accounting systems can require that fields be
completed before saving or that the information entered into a field follow a certain
format. For example, a phone number field can require 10 numeric digits and reject
anything with alphabetic characters. Zip codes, email addresses, social security numbers,
and other fixed format data can also be validated. Some information like states or relation
to child has a fixed set of possibilities. These can be presented as drop down lists, radio
buttons, or checkboxes so the user can quickly select the appropriate choice and move on.
This allows the system to associate similar answers together for reporting and keeps the
parent from having to type every field. An online system can be accessed from anywhere
with Internet access. Most computerized or online enrolment and accounting systems take
a save as you go approach. An online system can be accessed from anywhere with
Internet access, whether at home, work, or vacation. Up-to-Date Information, they have
no way of knowing how that packet was processed, when it was processed, or whether
the transcriber entered their information correctly. Also, a parent has no direct way to
change any information such as address or phone number without contacting the school.
This can get even more complicated if the information
Development of Computerized Enrollment System for Vintar Academy by:
Sambrano, Guinto, Galicinao and Pascua (2012). The Vintar Academy Enrollment

System helps the student of the academe and also the school uplift there enrollment
system. From the old manual system, it transformed into a well-developed system
wherein the productivity increased the consumed during enrollment where the school
saves and stores numerous number of students records in lesser time.
Through the new system, a payment made by student was secured, also their files.
It made easier for the School Secretary to make reports on how many enrollees, dropped
out students and present students who are religiously attending their classes. It also
helped to the School Cashier to compute for the students who have balances because
students account is secured in the systems student ledger.

Enrollment system for Tarlac National High School (2013) by Racel Ann B.
Agustin, Arvie Del Mundo, Daren C. Vargas, Aidyn Y. Lauria. The study aims to
enhance the current manual enrollment process of Tarlac National High School using the
Enrollment system that makes the process reliable and accurate. The said system is the
replacement of the traditional way of enrolling a student and make all the work consistent
and efficient. The developed system is user friendly and lessen the time of the faculties
during enrolment.

In this study, the developers concentrated on the developed of Enrolment and

Accounting System for St. Andrew Academy to provide solution to the problem that they
encounter in operating its manual enrolment and accounting system. The directress of the
said school uses manual system in recording and retrieving students information. In fact,
she does all the record keeping just by using ballpoint pen and columnar sheet. On the

other hand, the registrar also uses manual system in recording and retrieving student
information.

Project Context
The system design project is Enrolment and Accounting System that will provide
and store the needed information in a faster, more convenient way by storing file of the
student enrollees in a computer system.
This will also be a big help to all the enrolment staff especially under the
management information system because they are the ones who are entitled to touch and
read the information. It will help the institution to have a system that will enhance the
enrolment processes so as to meet the quality that the institutions are trying to meet.
The paradigm of this research consists of three parts. First is Input wherein the
developers will identify the existing procedures of Enrolment and Accounting System of
St. Andrew Academy, the features of the proposed system, and last is the level of
acceptability of the proposed system. This will enable the developers to work on the
features of the system that will help alleviate, if not totally solve, the problems identified
on the first phase of the study.
The next phase of the study is the Process wherein the developers will use the
Unified Process (UP) in Input-Process-Output (IPO) is specifically involves four phases
which are the following: a) inception phase which is the primary goal of this phase is to
establish the case for the viability of the proposed system; b) elaboration phase which
aims to establish the ability to build new system given the financial constraints, schedule
constraints, and other kinds of constraints that the development project faces; c)
construction phase which involves the building and testing of the system; and d)
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transition phase which primarily aims to roll out the fully functional system to the end
users. This is considered the most costly and laborious phase of the study as the
developers will guarantee that the system addresses the problems determined in the first
phase of the study.
Last is the Output which will be the outcome of the concentrated system. The
system will undergo intensive testing, also the acceptability of the software. Beta testing
will be performed by releasing it to groups of people so that further testing can ensure the
product has few faults or bugs.
Input deals with what the software will receive to work on. Its content, format,
rates, etc. Output deals with what it generates. Again, format, how frequent, what is in it,
who will use it? Process deals with what happens with the Input to Generate the output.
It details the steps of the design to perform the work to meet necessary requirements. If
you skip input analysis then you may make assumptions on the process which are wrong
for the data that is sent to the program. Or, the input may have to be preprocessed before
you can use it. Or it may come at a rate your program cannot handle. Output analysis:
missing this can mean generating data that no one can use, or is missing parts. Comes out
more slowly or frequently than is required. Process analysis - if you skip this then the
actually program will be left to the developer to figure out how to go from input to
output. This will lead to errors in the translation and probably missing key details of the
processing.

INPUT

PROCESS

Exiting Procedures of St.

Unified Process

Andrew Academy;
Features of the proposed

Inception

system;
Level of acceptability of the

Elaboration

proposed system.

Construction
Transition

FEEDBACK
Figure 1.1 Research Paradigm

OUTPUT

Enrolment and Accounting

System of St. Andrew
Academy

Purpose and Description

The purpose of this study is to make a computerized enrolment and accounting
system wherein all the important information needed during the procedure will be
displayed.
The proposed system aims to have a user-friendly and accurate functional
interface that will benefit to the students in terms of getting the result of the enrolment
faster and it will lessen the time of the students to fill up many forms and they do not
need to wait for a long time to know their sections because the system will generate it
automatically.
The proposed system will also benefit to the faculty and staff. It will lessen the
time and hassles of the faculty and staff during the enrolment day. Yet they can do their
other activities because the system is easy to use since all instructions are there in the
manual. Thus, there is no need to have a lot of manpower because all the procedures are
already discussed in the manual. Moreover, the accounting part of the system is done
automatically and more efficient and will lessen time in computing the payments of the
students. The system also has security features giving only the teachers and only the
administrator have the authority to have a full access to the system.
Enrolment and Accounting System is a system in which the computer plays a
major role. This is the best way of storing and retrieving data on a server or hard disk
rather than using papers and file cabinets. This will help the institution to store the data
they need efficiently.

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Statement of the Problem

The developers aim to design and develop an Enrolment and Accounting System
for the students and the teachers of St. Andrew Academy to improve their old and manual
system.
In accordance with this study, the developers aimed to provide answers to the
following questions:
1. What are the existing procedures of St. Andrew Academy?
2. What are the features of the proposed system of St. Andrew Academy?
3. What is the level of the acceptability?
Scope and Limitations
This study focused on the development and implementation of an enrolment and
accounting system for St. Andrew Academy, Bacarra, Ilocos Norte.
The system can be used only by authorized school members like faculty because
they are the one who know how to use the system. The system covers the billing,
payment of students fees, filing of the students individual record, teachers individual
record, automatic sectioning of students, the system also will determine the subjects of
the students also the subject load of every teacher in the institution. The system will run
in an LAN-Based environment.
The printing of official receipts and encoding of grades are not included in the
proposed system. It is implemented within the campus only.

Definition of Terms
The following terms were operationally used for clearer understanding of the
concepts presented in the study.
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Administrator
It refers to a person in charge to manage a system. She/he is responsible in saving
students personal, academic and payment records. He also manages students payments
and sectioning of students.
Database
Is a collection of information that is organized so that it can easily be accessed,
managed and updated. Computer databases typically contain aggregations of data records
or files, such as sales transactions, product catalogs and inventories, and customer
profiles.
Efficiency
It refers to the ability to do something or produce something without wasting
materials, time or energy.
Enrolment System
A system designed to perform the process involved in registration, advising,
assessments and payments of students as well as scheduling of classes
Filing
This refers to the processing and storing of student records in St. Andrew
Academy.

LAN-Based

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This refers to the interaction of computers at St. Andrew Academy, where the
Computer Enrolment and Accounting System is installed. This allows the sharing of the
central database to multiple computers.
Record
It is a document that contains an account particularly in terms of collection.
Registration
This refers to the processing of students information during enrolment period at
St. Andrew Academy.
Sectioning
This refers to the process of arranging students sections during enrolment at the
St. Andrew Academy, Bacarra, Ilocos Norte.
Security
It refers to secure some document files.
Student Fees
This refers to the tuition fee, miscellaneous fees and other legal fees to be paid by
the students/pupils of the St. Andrew Academy.
Student Record
This refers to the students files indicating the personal information, NSO birth
certificate, baptismal record, honorable dismissal (if applicable), and other pertinent
documents.
Users
They are the individuals who use the system for its problem solving assistance.

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