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Chapter 1

Introduction

Introduction

The term Automation is inspired by the word automatic coming from automaton
which means self-operating machine, or a machine or control mechanism designed
to follow automatically a predetermined sequence of operations, or respond to
predetermined instructions. (en.wikipedia.org)

According to Academia de San Gabriel of Valenzuela Automated Enrolment


System was designed to provide efficient and accurate recording of transactions.
The system was built with the use of Visual Basic 6.0 and for its database Microsoft
Access 2007. That gives access for different users. A computer based system is a
system in which the computer plays a major role and this kind of system is needed
by every companies and institutions nowadays. 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 registrar of Academia de San Gabriel of Valenzuela generates a
quick and efficient data they need. And according also to the source Ive read from
Prezi Transcripts and Palompon Institute of Technology. Automated Enrolment
System is important in such a way that it benefits not only the student but the
administration as a whole. Automated Enrolment System is a good example of a
computer generated process. That will provide the needed and storing information in
a faster, more convenient way by storing file of the student enrolees in a computer
system that will lessen the effort of faculty staff in storing files of each student every
now and then. And 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.

The enrolment process in Pandan Bay Institute Inc. College Department uses
manual registering and is time consuming. The student needs to fill up (4) four
registration form manually. Aside from manual filling up, that usually causes errors or
mistakes in unreadable written words. It is also tiring because you need to walk from
office to another to submit the needed requirement/s that slows transactions and
consumes a lot of time. And they use many papers and huge file cabinets.

The Automated Enrolment System will simplify the process of enrolment. The
system consist a computer generated and networked process that is locally
connected with the registrar, admin and the dean. It will simplify the process of
entering, verifying and validating process data. The assessment of fees and subjects
are program in the database for the assessment of fees during the enrolment. Will
use server of a database for the storing information, and will lessen the effort of
faculty and staff.
Therefore the proponents decided to propose an Automated Enrolment
System for Pandan Bay Institute College Dept. because on the research conducted,
a lot of the manual process of the enrolment cause some problems that affects the
quality of service the institution can give. The proponents believe that the Automated
Enrolment System is the solution for this.

Statement of the Problem

The general problem is the manual process during manual registering of data.

Specifically are the following:

Student records are manually written in papers and stored in huge file
cabinets includes the important credentials. Need to walk from office to another for
the transactions of enrolment process. And have no fast access for retrieval and
changes for the student data information.

Objectives of the Project

The main objective is to create, design and develop an Automated Enrolment


System for Pandan Bay Institute Inc. College Department

Specific objectives are the following:

To make the enrolment more accurate and fast.


To prevent or minimize loss of student records.
To use servers or database for the storage of the student data records of
information.

Scope and Limitations of the Project :

The proposed project will be develop to meet the aspirations indicated in the modern
age. The time consumed for the enrolment will be lessen. It will simplify the process
of entering, verifying and validating data. It will automatically assess the fees,
subjects and will be networked. The stations are locally connected for access. One
of the stations will be the file server or called the admin, where all students data will
be stored.

The propose Automated Enrolment System does not support grading system;
does not support any transaction regarding paying student fees to the cashier; but
instead it will only asked for an OR# and amount paid by the student.
Project Development Plan

We the proponents decided to use the Iterative and Incremental Method


because it is developed to overcome the weaknesses of the waterfall model. It starts
with an initial planning and ends with deployment with the cyclic interactions in
between. The basic idea behind this method is to develop a system through
repeated cycles (iterative) and in smaller portions at a time (incremental), allowing
software developers to take advantage of what was learned during development of
earlier parts or versions of the system.

it consists of mini waterfalls the,

1. System Planning
2. System Analysis
3. System design
4. System Implementation
5. System operation and support

Program Specification :

Adobe Dreamweaver

Adobe Photoshop

Ms Access Database

Software Specification :

Operating System (OS) : Windows 7 or 8

Adobe Dreamweaver

Adobe Photoshop

Ms Access Database

Hardware Specification :
Hard Disk : At least 1000gb and bigger

RAM : At least 2gb RAM and bigger

Processor : At least Dual Core CPU and better

Monitor : LCD or LED screen with resolution at least


1366x768

Mouse : wired or wireless USB mouse

Keyboard : USB Keyboard

Printer :Printer with Scanner