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Chapter 1
THE PROBLEM AND ITS SCOPE
Rationale

Student’s enrollment in every learning institution is highly needed. It is an

integral part of instruction as it determines whether or not the goals of education

are met. The process of evaluating the students’ enrollment has greatly affected

in evaluating both in manual and automated processes.

Our generation today keeps abreast with technology and becomes

dependent with it. It gives a lot of benefits and advantages. Through modern

technology, things can be made faster, more convenient, and more effective.

Computer nowadays is one of the best examples in the world of

technology. It helps people in many ways. It performs better than manual. Thus,

technology offers a great help to all people who wanted to work easier and

simpler.

Asian Learning Center Pajo Campus specifically in the Senior Highschool

Department is currently using a manual process in terms of enrollment system

wherein the students who are bringing the evaluation sheets would go to the

enrollment coordinator to be assessed. The enrollment coordinator would be the

one who would look for the appropriate section needed by the students for that

particular semester provided that the subject had no prerequisite or the

prerequisite subject was already taken by the student. Students and even

enrollment coordinator are affected. So in order to make the process more

efficient and not time-consuming, the researchers decided to conduct a study

entitled “Offline Automated Enrollment System Application among SHS

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Department in Asian Learning Center”. This system would help improve the

enrollment process from manual to automation. This would also solve the

common issues of the students and of the enrollment coordinator during the

enrollment process and minimize the consumption of time in enrolling the

students in the school.

Literature Background

To provide convenience to the students and to the administration, the

researchers searched for possible solutions to the aforementioned needs and

aimed to become excellent as service provider. Since one of the main problems

of schools, institutions, or colleges is the enrolling of student, it is vital for any

institution to provide an effective and efficient approach regarding the process.

Thus, to avoid errors in students’ enrollment in the school, student enrollment

system must be developed.

Technology has a greater help in our society. It can help students to

improve the efficiency and effectiveness in the learning process.

According to the Article VII of the CHED MEMORANDUM ORDER

(CMO)No. 28Series of 2013, it states that:

“CHED to implement EXPANDED TERTIARY EDUCATION EQUIVALENCY AND

ACCREDITATION PROGRAM(ETEEAP) shall exercise full responsibility and accountability for
the quality of ETEEAP implementation. It shall develop and implement clear and explicit
institutional processes, policies and procedures that insure the integrity and quality of the
accreditation and equivalency program; develop and establish in accord with CHED the
competency standards for the degree program against which judgment on accreditation and
equivalency of formal, non-formal and informal learning will be made; develop and provide
assessment menus to evaluate and determine credit for competencies acquired from work and
life experiences, and trainings; develop and provide the necessary competency enrichment
programs to ensure that the desired learning competencies and other requirements of the
degree program are achieved.”
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Moreover, in the College of Education Constitution/By-laws stated in

Section 7.9.2.:

“Duties-The College Technology Committee shall be responsible to the Faculty of the

College for: developing and recommending policies for the use and maintenance of the College's
computer equipment, software, and other technology resources; developing and recommending
policies related to websites and other online resources hosted by the College; developing and
recommending policies related to training, development, and technical support for College
technology users; advising on the expenditure of funds that may come available for the support of
information and instruction technologies; informing College technology users of funding
opportunities for technology; advising on the purchase of computer equipment, software, and
technological instructional aides for consistency across departments; reviewing college-wide
assessment needs utilizing appropriate technologies and databases and recommending
appropriate actions to be taken; coordinating other technology initiatives, as needed; and
assisting the Office of the Dean in the identification and/or interpretation of needs and trends in
technology.”
Hence, in the Constitution/By-Laws of College of Education, it states that

the Dean should provide and encourage students to adapt technology. It

imposed a clear explanation in providing equipment as it benefits and brings the

development and improvement of the institution.

In addition to that, in Section 7.10.2.:

“Duties-The College Committee on Assessment and Institutional Effectiveness shall be

responsible to the Faculty of the College for: maintaining and evaluating the College's
assessment and institutional effectiveness systems; reviewing information needs for the College,
its programs, the Faculty, and students; and advising the Dean on all matters related to
assessment and institutional effectiveness.”

Moreover, Researchers from ACLC-LB explained that the performance

level of their study entitled Automated Enrollment System in terms of speed in

evaluating, accuracy and convenience of use is efficient and reliable. As well as

the level of acceptability of the software was described as Strongly Agree in

terms of functionality and stability which means that automated evaluation is

accessible for their respondents.

Furthermore, Llano, Mante and Laugo (2014) in the system’s acceptability

level of their study entitled Computerized Enrolment System for Bucas Grande

foundation college, it was rated as “very satisfactory” in terms of its performance,

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stability and convenience of use; from the outcome of examination of the

accuracy of the results of the system during the evaluation of student’s

enrollment was one-hundred percent accurate.

Computer-Aided Software Theory (CAST) introduced by Franz Pichler,

Roberto Moreno Diaz and Peter Kopacek in the late 1980’s provides the

methodological basis for modeling complex systems and algorithms to process

the models of such systems. So it is clear that automation involves an allocation

of function from a human to an automated system.

Another theory which was developed by David Garvin in 1980’s introduced

the eight dimensions of product quality management that can be used at a

strategic level to analyze quality characteristics. The eight dimensions are as

follows: (1) performance, (2) features, (3) reliability, (4) conformance, (5)

durability, (6) serviceability, (7) aesthetics and (8) perceived quality. The

researchers will only use the three dimensions which are the performance,

reliability and aesthetics. Performance refers to the performance of the system.

Reliability refers to the consistency of the system and aesthetic refers to the

interface of the system. These three dimensions will help the proposed system

on its development and be evaluated by the experts in order to determine the

system development.

Another theory is the Technology Acceptance Model which was developed

by Davis in 1986 which deals with the prediction of the acceptability of an

information system. This model is determined by two main factors: perceived

usefulness and perceived ease of use. Perceived usefulness refers to the degree
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to which a person believes that the use of a system will improve his

performance. Perceived ease of use refers to the degree to which a person

believes that the use of a system will be effortless and it can also contribute in an

instrumental way in improving a person’s performance. These two main factors

will be identified in order to point out the level of acceptability. The proposed

system needs to be evaluated by the users in order to know its acceptability.

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Article VII of the CHED

DavidGarvin Theory MEMORANDUM ORDER (CMO) No.
28 Series of 2013
 Performance
“CHED to implement EXPANDED
 Reliability TERTIARY EDUCATION
 Aesthetic EQUIVALENCY AND
Technology Acceptance Theory ACCREDITATION PROGRAM
(ETEEAP) shall exercise full
 Perceived ease of use responsibility and accountability for
 Perceived usefulness the quality of ETEEAP
implementation.”

Offline Automated Enrollment System Application

among SHS Department in Asian Learning
Center.

Performance Reliability Aesthetic

Acceptability of Offline Automated Enrollment

System Application among SHS Department in
Asian Learning Center.

Perceived Perceived
ease of use Usefulness

Plan of Action

Figure 1. Theoretical and Conceptual Framework

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THE PROBLEM

Statement of the Problem

The main goal of the study was to design and develop a system that

would enroll the students in Asian Learning Center Pajo Campus and to

determine its level of acceptability. In such way, this proposed software would

enhance the traditional system and improve the effectiveness and quality of work

of the enrollment coordinator and the students.

Specifically, this study sought to answer the following:

1. What will be the development level of the system in terms of;

1.1 performance;

1.2 reliability; and

1.3 aesthetic?

2. What will be the acceptability level of the system in terms of;

2.1 Perceived ease of use;

2.2 Perceived usefulness?

3. Is there a significant difference on the quality of the level of development

of the system?

4. Is there a significant difference of the level of acceptability of the system?

5. What program can be proposed in this study?

Null Hypotheses

 There is no significant difference on the quality of the level of development

of the system in terms of the given categories.

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 There is no significant difference on the level of acceptability of the

system.

Significance of the study

Once the proposed software will be implemented and deployed in

assessing students by the enrollment coordinator, recording, processing,

retrieving files by the registrar from the enrollment would be easier, faster, more

accurate, more reliable and more efficient. In addition, the outcome of this study

will be beneficial to the following:

Students: They will be assessed in a more convenient and faster way with

no more evaluation sheets to be kept, thus an assurance of the safety of the

assessed enrollment.

Enrollment coordinator: He/she will be able to assess in a faster, easier,

and hassle-free process.

Writers: This study will help the writers enhance their communication

skills, independent thinking, and creativity.

Future Writers: This software will help them gather data that will be

needed as a guide and future reference in the same study.

RESEARCH METHODOLOGY

Design

To fulfill the objectives of the study, the writers used the descriptive survey

method. In this method, the writers used questionnaires as a tool to determine

the level of acceptability of the proposed system. The writers conducted an

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evaluation to the respondents in order to determine its individual perception

towards the system.

Environment and Participants

This study was conducted at the Asian Learning Center Pajo Branch since the

chosen respondents are students of the prestigious school. The school is

founded on 1991 and compromises kindergarten, elementary, junior high school

and the new senior high school in which has recently opened during the school

year 2016-2017, with 120 students per strand from various public and private

schools all around Lapu-Lapu City.

Figure 2. Map

The school has three campuses: Main, Pajac and Pajo Branches. The

main branch is located at the Lopez Jaena Street; corner dela Serna Street,

Poblacion Lapu-Lapu City, the Pajac Branch is at Fuentes Road, Pajac, Lapu-

Lapu City. Among the three branches only the Pajo Branch is ESC-FAPE

accredited.
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ALC Pajo Campus offers the following Academic and Technical-Vocational

Tracks;

Academic Tracks

 Science, Technology, Engineering and Mathematics

 Accounting and Business Management

 General Academic Strand

 Humanities and Social Science

Technical-Vocational Tracks

 Information and Communication Technology

The Senior Highschool Department is having a total number of 543

students who were enrolled in this year’s enrollment with 209 male and 334

female students.

There were thirty (30)respondents of the study: 22 pure random sampled

students and 8 Enrollment Facilitators.

Organizational Structure

Phase1: Checking of
Requirement

Phase 2: Student
Information Entry

Phase 3: Confirmation
being enrolled and
sectioning

Figure 3. Organizational Structure

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Instruments

The researchers used a standardized questionnaire as one of the

techniques in gathering of data. The researchers distributed the questionnaires to

the enrollment facilitator and the twenty-two (22) pure random sampled students

who were the respondents of this study. The availability of the questionnaire

used in gathering the data after the testing process is to get the level of

development and acceptability of Offline Automated Enrollment System

Application among SHS Department in Asian Learning Center.

The items in the questionnaire were categorized into three (3) parts. Part I

consisted of information regarding the respondent’s profile. Part II contained the

rating scale and questions, category instructions and the rating. Part III contains

the feedback or comments of the respondents who took the evaluation. After

which, the researchers retrieved the said data ready for interpretation.

Statistical Treatment

The statistical tool used by the researchers to interpret and analyze the

gathered data to determine the level of development and acceptability of Offline

Automated Enrollment System Application among SHS Department in Asian

Learning Center were the following formulas.

For finding the weighted mean;

∑ 𝑓𝑤
wX = 𝑁

Where:

wX = weighted mean
 = summation
f= frequency
w = weight
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N = number of respondent

In getting the interval of each category, the researchers used Likert Scale.

The interval of each category was used n order to get the categorical data.

This is the Rating Scale of the Quality Development of the system in terms

of Performance, Reliability and Aesthetic.

Numerical Value Equivalent Rating Interpretation

5 (4.21 – 5.00) Highly Developed The system is developed without any revisions.

4 (3.41 – 4.20) Very Developed The system needs slight revisions.

3 (2.61 – 3.40) Developed The system needs minor revisions.
2 (1.81 – 2.60) Fairly Developed The system needs major revisions.
1 (1.00 – 1.80) Poorly Developed The system should be totally abandoned.

This is the Rating Scale of the Level of Acceptability of the system in

terms of Perceived Ease of Use and Perceived Usefulness.

Numerical Value Equivalent Rating Interpretation

5 (4.21 – 5.00) Perfectly Acceptable The system is acceptable without any revisions.

4 (3.41 – 4.20) Very Acceptable The system needs slight revisions.

3 (2.61 – 3.40) Acceptable The system needs minor revisions.
2 (1.81 – 2.60) Fairly Acceptable The system needs major revisions.
1 (1.00 – 1.80) Not Acceptable The system should be totally abandoned.

Chi-square for independence:

(𝑓𝑜−𝑓𝑒)2
X2= [ ]
𝑓𝑒

Where:

X2= Chi-square
 = summation
𝑓𝑜 = observed frequency
𝑓𝑒 = expected frequency

Procedure
The study used System Development Life Cycle (SDLC) approach in

developing the proposed solution. The SDLC explains how a system is being
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developed and it contains detailed activities through several phases. The

illustration below shows the step-by-step process in developing the system.

Figure 4.System Development Life Cycle

Phase I: Requirement Analysis

After acquiring the authorization to proceed on the proposed system, the researchers have

evaluated first the existing and have identified its strengths and weaknesses using

questionnaire. The person to interview is determined first before the proceeding, followed

by observations. The facts that are gathered on the interview are verified by the

researchers through observations.

Phase II: Design Phase

The researchers have designed the proposed system using flowchart. It is

designed to show and follow the registration system at ALC-Pc. The interface of

the program is user friendly. In order to secure the database, it must have a

username and password to login the whole system.

Phase III: Coding

The researchers have used Visual Basic 6.0 as their software application

and Microsoft Access as the database.

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Phase IV: Testing

The functionality and operability of the new system depends on testing

and debugging phase. If there are errors encountered, adjustments are done to

further improve the system. To test if the final design functions properly,

researchers shall repeat the testing and debugging phase. This process helps

the researchers to identify the missing program in the proposed application and

errors. Testing and debugging of codes are also done to ensure accuracy.

Phase V: Implementing and evaluating the system

In this phase, the system was evaluated through the help of respondents. The

respondents, who were the 8Enrollment coordinator, and the twenty-two (22)

pure random sampled students, evaluated the system. After the evaluation, the

databases and the system were installed. The researchers oriented the users on

how to operate the system.

Gantt chart

Activities June July August September October November December January February
1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th

Data Gathering

Requirement
Analysis

Design Phase

Coding

Testing

Oral Defense
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DEFINITION OF TERMS

Technical terms found in the study were defined operationally:

Development. It is the way of developing a system with the users’

requirements.

Acceptability. It refers to the rating of the users whether it is acceptable or

not.

System Development Life Cycle (SDLC). It is a process which involves the

life cycle of a system

System. It is a software that helps a person to have an easy work.

Software. It is used to operate the system easily and efficiently.

Questionnaire. It is the gathering tool that the researchers used to gather

information to measure the development and acceptability of the system.

SQL (Structured Query Language). It is a form of commands executed in a

database.

Automated. It is a computerized process to enhance and improve the

process of evaluating the student’s subjects and grades.

Evaluation System. This is a system that assesses the students’ needs

concerning their subjects and grades.

Weighted Mean. It is a statistical formula used to get the acceptability

level of the system.