CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDY

Local Literature

According to the thesis documents made by Ibay, Villegas, Madisa, Clemen and

abenes (2014) applying the automation of the enrollment system of a school will

significantly help the staffs and management in organizing the information of the

students. This system will help the officials to look for certain information in just a matter

of few clicks without having to look for it under a drawer with piles of papers. In an

educational institution, a smooth-flowing method of data recording is essential.

According to Source (2009-2010) the enrollment system will automatically get

the student’s subject/section for hassle-free enrollment, this is for student without any

pending back subject while for students with pending back subject, they still need to meet

their department chairs/coordinator first for the advising of subjects before using the

enrollment system. According to The Global Online Enrollment System (GOES) (2015)

Enrollment System allows registered users to enter their own applications for U.S.

Customs and Border Protection (CBP) Trusted Traveler Programs, and approved

members to edit their information as needed (mistakes on the original application cannot

be corrected once the application is certified - your mistakes will need to be brought to

the attention of CBP during your interview). Once a completed application is certified by

the applicant and the non-refundable payment is successfully processed, CBP will review

it and determine whether or not to conditionally approve the application. If your

application is conditionally approved, your GOES account will be updated to instruct you

to schedule an appointment for an interview. Every individual who would like to apply

for membership - children included and multiple applicants in one household- must create

a separate account within GOES, submit a separate application, and schedule a separate

interview appointment upon conditional approval.

According to the case study from the website of Answer.com, Computerization is

a control system that manages processes in industrial workplace. It reduced human errors

and processing time, thus it can boost productivity and resulted 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 much faster and more accurate than a manual system.

Enrollment is the process of entering and verifying data of student to register on a

particular school. Different interrelated processes build up enrollment procedures called

Enrollment System.

According to the case study of Governor Andres Pascual College, Over two

decades, effective enrollment management is going to be critical to the future of

tuition/enrollment-dependent College and universities, especially in state where the

number of high school graduate is expected to decline by 30-40% (WICHE,

1984).This paper outline the conceptual framework, design, and implementation plan for

building decision-support system for enrollment management at the college level private,

comprehensive university. It begins with a brief overview of the enrollment system. As a

concept, the computer-hardware environment, and the fourth-generation software tools

used to implement the system.

 According to Pascual, Robert, John G. Rico, and Vincent Joel T., A web-based

Enrollment System is developed to help both 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 the web-

based enrollment system for VPS that this new style of enrollment may be achieved. The

new type of system offers the student with the new options in enrolling in VPS.

Foreign Literature

According to Lovelock, Wirtz & Chew (2009), Online Enrollment System (OES)

is one kind of Self-Service Technologies because students use it to take their orders from

the service (RMIT) by themselves. By using EOS, students as well as RMIT have some

advantages; Firstly, EOS can help students save time for a reason that they can avoid

many unnecessary steps, such as waiting in many lines to get the form, filling the form

and waiting for supervisor to get advices. In addition, for some students living far from

RMIT they can also save time and transport cost since they are able to directly enroll

their courses by EOS without going to RMIT.

According to www.scribd.com, (2011) enrollment is the process of entering and

verifying data of students to register on a particular school. Different interrelated

processes build up enrollment procedures called Enrollment System (ES). ES are used

particularly in recording and retrieving student information. Tracking student information

is also one feature of ES, in which the school can trace the standing of a student.

Verifying payment was also added to update or browse student billings.

 According to School Office Pro (2012) School Enrollment Software tools allow

you to easily create, modify, and deploy forms to an online parent portal. This allows you

to reap the benefit of a massive cost reduction in your annual enrollment and registration

process. No more paper to lose, no more trying to figure out what the parent wrote.

Instead you end up with clear validated data that is ready for your student management

system.

According to the website of SchoolMint.com (2013) an online enrollment system

can collect all the information into a central hub, making it easy to access and modify.

Registration information is instantly added to the database without the need to enter the

information into a registry by hand. This dramatically speeds up the registration process,

frees up employees to do more useful tasks and increases accuracy by cutting down on

the number of data entry errors. Errors that could cause problems faced by the Boston

school district — such as false addresses and students who have relocated — can be

caught and immediately corrected.

Based on the definition from Webster ne collegiate Dictionary(1997), School is

defined as an organized that provides instruction, an institution for teaching the children

and an institution to special higher education often associated with university. Computer

helps the school by reducing manual working and providing faster and more accurate

information about the students. A non- computerized enrollment system would definitely

yield to a lot of difficulties. Provides the student with organized school by means of

computerized enrollment system is one of its needs.

Local Studies

According to the article in website http://sqlwizard.com/press.news.php which is

25, 000 student Far Easter Universities (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 record for phase 1

and (2) The integration of the student’s financial records for. They would closely with

SQL*Wizard to pilot E*Wizard, an integrated system for student enrollment and 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.

According to the article in the website http://cristinaborbe.blogpost.com, student

enrollment and billing system has always been difficult task, but it is more so today that

ever before, where administrators uses the traditional way of filing record on a cabinet.

As the population of the student goes up, it is becoming more complex, there have been

efforts to improve the effectiveness of problem solving and central to this are quantitative

techniques and electronic devices such as computers.

According to the website access.ph, access now has a web-based enrollment and

school management system with features that can meet a school system needs and

requirements. This includes standardized module for student registration (Student

Information System), enrollment, automated fees computation, cashiering and

accounting, grade management, reporting modules, online quiz system and other modules

that are deemed necessary to run and administer school. this only shows that

computerized enrollment gives satisfaction to the student and the school itself.

According to the book Database Management System of C.J. Date, a database

system is basically a record keeping system, it is computerized whose overall purpose is

to store information and to allow users to retrieve and update that information or demand.

The database it can be regarded as a kind of electronic filing cabinet, it is a repository or

container for a collection of computerized data files.

According to the case study conducted to Marisyl School current enrolment

system. Upon careful study and analysis of the existing enrolment system of the said

school, the researchers concluded the following problems: slow process of enrolment.

There are a lot of things to process before a student can actually enroll. Both of the

students and teachers are having a hard time in finding the files since this are only kept

and written on papers and there is a large possibility of losing files or data. Since the files

are only kept in a master files record which is kept in the filing cabinet. The project

aimed to improve the system in a more systematic and updated way of management and

verification of student records.

The researchers have observed that the Marisyl School Enrolment System is

somehow similar with Gen. Pio Del Pilar National High School Basic Educational

Information System. They both aimed to speed-up the enrolment process, updating and

searching of files, and to reduce if possible to eliminate the loss files and data and some
errors. Both offer almost the same features nad benefits. Somehow, Gen. Pio Del Pilar

National High School Basic Educational Information System covered the automated class

sectioning.

Foreign Studies

A according to Wikipedia, Computer is a programmable machine designed to

sequentially and automatically carry out on sequence of arithmetic or logical operations.

The particular sequence of operations can be change readily, allowing the computer to

solve more than one kind of problem. Conventionally a computer consist of some form of

memory for data storage, at least one element that carries out arithmetic and logic

operations, and a sequencing and control element that can change the order of operations

based on the information to be entered from an external source, and allow the results of

operations to be sent out.

The computers have been used behind the scene of school for record keeping and

accounting purpose. A computer is machines that accept input data, process that data and

provide the result of the processing. In this generation, many things improved and

became new and different to the people. The advent of technology had changed the way

people live.

According to the books of System Analysis and Design of Gerald A. Silver and

Myrna L. Silver, a system is a collection of things, a set of entities, a set of activities, a

description of relationship among entities and activities, and a definition of the boundary

of the system. This definition of a system applies not only to computer system but not
anything in which object. The potential of computer is to benefit organizations, business

industry and society relates directly to man’s ability to manage decision of information.

Timely information with requisite accuracy, completeness and relevance must be

developed for management at decision-making process. Quality information in the hand

of those who can effectively use it will support good decision, which will lead to

effective performance of managerial activities.

According to the article of John Anderson, the past couple of decades, computers

and technology have revolutionized once-slow processes, saving industries time and

money in ways not previously possible. With today’s budget crisis, school districts are

looking for ways to use computers and the Internet to streamline school business

processes while substantially lowering their cost.

One of the most tedious and costly processes during the school year is student

enrollment and registration. For school districts that are still using a paper-based

enrollment system, this process is a prime candidate for becoming a computerized

process. There are many benefits to switching to an online student enrollment system;

some are obvious and some might surprise you.

The on-line student enrollment system by M. Smith, 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 incorporate 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.

According to Burleson (2005), a website must be simple and focused site

to succeed. One that is easy to build, maintenance-free, low cost, trustworthy, and a

powerful traffic-builder and customer-converter. Having the right tool and the right

product alone doesn’t ensure the success of the website. To be effective, the Website

must be designed with the target audience as foremost consideration. Website designers

must balance design considerations and capabilities with client objectives and the

consumer’s level of understanding in the modern technology (Geissler, 2001).

It is critical for companies to know how do they attract customers to their

website, engage them to turn into paying customers and also retain them in returning to

your website. Online communications techniques used to achieve goals of brand

awareness, familiarity and favorability and to influence purchase intent by encouraging

users of digital media to visit a web site to engage with the brand or product and

ultimately to purchase online or offline through traditional media channels such as by

phone or in-store (Chaffey, 2009).

Theoretical Framework

The Web-based Enrollment and Billing System can enhance the capability of

processing of transaction of enrollment system, the proposed system will help the school

by means of many things, it can provide the format of enrollment system that deserve of

the school, it can give them less time and less psychological and physiological stress

during their office hours, given the fact that this will lead to psychological and

physiological stress also and it can also give the students privilege to wait no longer

during the enrollment.

Waterfall Model

Planning Stage

Analyzing Stage

Designing Stage

Implementing Stage

Maintenance Stage
Conceptual Framework

The conceptual framework of the study uses the input-process-output

(IPO). The researchers aim to determine the Knowledge requirements, Software

requirements and Hardware requirements which will be use to determine what is needed

by the system.

The Input of the study contains of knowledge requirements, tackling about the

user knowledge in using computers and web based application. The software

Requirements discusses the software needed by the system such as type of windows, web

browser and database that will be used and the Hardware requirements which are the

mouse, keyboard, monitor and memory. The knowledge requirements, Software

requirements and Hardware requirements are input needed to implement and use the

system.

The Process of the study contains the System Development Life Cycle (SDLC)

discusses the Planning, Analyzing, Design, Implementing or testing and Maintenance of a

system. The Planning stage describes the time that the researchers conduct the interview

and gathered the data from the school. The second stage was the Analyzing stage where

the researchers analyze the current flow and found out the problem of the school and at

this stage the researchers formulate the possible solution and build a prototype to be

proposed for the school. The third stage was the Designing stage the researcher’s uses

CSS, Notepad++, PHP and Joomla for creating the website. The fifth was the

Maintenance stage where the system needs an administrator that can administrate the

Web-based Enrollment system.

 The Output process which described the new and automated system was built, the

Web-Based Enrollment and Billing System for Ermita Catholic School.

Input Process Output

Knowledge Planning – We go to
Requirements the school and conduct
a. The user must some interview and
be computer
gathered the WEB BASED
literate
b. A person who information needed.
ENROLLMENT
has knowledge in
Analyzing - the
using web based
Analyzing stage where AND BILLING
application.
the researchers analyze
SYSTEM FOR
Software the current flow and
Requirements found out the problem ERMITA
a. Windows 7 or of the school and at this
higher stage the researchers CATHOLIC
b. Internet
Explorer/Mozilla formulate the possible
solution and build a SCHOOL
Firefox/Google
Chrome prototype to be
proposed for the
Hardware school.
Requirements
a. Mouse PS/2 or Designing - the
USB researcher’s uses CSS,
b. Keyboard PS/2 Notepad++, PHP and
or USB Joomla for creating the
c. Memory 40 website.
GB or higher
d. Monitor 12 Maintenance – The
inches or higher maintenance stage
where the system needs
an administrator that
can administrate the
Web-based Enrollment
system.
Definition of Terms

Web-Based - An application in which all or some parts are downloaded from the web

each time it is run.

Enrollment – The act or processing enrolling, the state of being enrolled.

Billing – The total amount of the cost of goods or services billed to a customer, usually

covering purchases made or services rendered within a specified period of time.

Administrator – A person responsible for maintenance of a computer system or

computer network.

Data – An item of factual information derived from measurement or research.

Database – Consist of an organized collection of data for one or more uses, typically in

digital form.

Software – Written programs, procedures or rules and associated documentation

pertaining to the operation of a computer system and that are stored in read/write

memory.

Software Development – is the development of a software product in a planned and

structured process.

Web Designer – A web designer is similar to a graphic designer. In fact, many graphic

designers are web designers and vice versa, Sometimes the term web designer is used to

describe a web developer.