Table of Contents

PART I

PART I

SYSTEMS ANALYSIS REPORT

Introduction

There have been many changes in the environment due to the fast advancement of

computers. In fact, computers have become one of the tools that help man do essential

things that improve their way of life.

The fast advancement of computers enables human to conform to the latest

technology transformation, which in return gives an ideal practice and ultimate way of

confronting difficult and complex problems. Now a days, numeric calculations plays a

secondary role in computing, which serves as a solution to first – order differential

equations.

Majority of the organizations all over the globe are experiencing difficulties such

as monitoring and maintaining personal files, daily business transactions, and day – to –

day record keeping. This sometimes forces programmers, designers, system innovators,

and other people in the industry of technology to build different kind of systems that

would diminish these problems and would satisfy the needs of an organization.

Therefore, latest and advance technology is preferable and important on any field, either

academic or business organizations.

 The Ma – a Christian Learning Center is one of those organizations that are in

need of a system that would help them improve their managing strategies and security

with regards to student’s records. The said organization is now experiencing a rapid

growth of population and is starting to have difficulties in maintaining their files in a

much organized and secure way.

The proponents aim to help the organization achieve the easiest, most practical

and automated way of recording student files and on how they would handle their daily

transactions in terms of financial approach.

The Organization

Ma – a Christian Learning Center (MCLC) was established in 1989 by Mr. Luis

C. Zafra and Mrs. Rosa C. Zafra who were at the same time the founders of the said

organization. It is located at Ma – a, Davao City and has more or less 500 square meters

in land property. It started to operate by the same year with kindergarten and nursery as

its first entry. Four years later, they decided to have an elementary level which will be

placed at the two – story building they have prepared. By the year 2000, the Ma – a

Christian Learning Center added a new subject about computers which also involves

computer literacy for students in the 4th to 6th grade. In the year 2004, Mrs. Rose C. Zafra

took charge of the responsibility of his husband. She became the principal and also the

school administrator. They extended to a three-story building to accommodate all the

students, a bigger space for the computer laboratory, and constructed a library by the year

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 2
2007. MCLC together with the PTA (Parents and Teachers Association) decided to make

all rooms fully air – conditioned. They bought an additional lot beside their school

property for about 700 square meters in 2008, for the purpose of extending their school to

cater the fast growth of their population. In the year 2009, her daughter Ms. Marlybeth

M. Zafra took her place as a school principal.

Vision

A community fostering every child’s journey to a future of limitless

possibilities.

Mission

To establish a safe, nurturing, fun and challenging environment where

every child, according to his or her unique aptitude and interests, is provided

opportunities to acquire knowledge and to develop and master intellectual,

emotional, physical and spiritual skills necessary to function as responsible and

productive members of the society.

Goal

In order for us to accurately attain our vision and live our mission, we will

offer our human resources to alter all the members of the MCLC organization in

living a harmonious Christian life with God and love for the community.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 3
 Business Environment

Ma – a Christian Learning Center is an educational organization aiming to

give appropriate standard education to students. It was established by Mr. and

Mrs. Rosa C. Zafra and is now being managed by the Zafra family who also serve

as the Board of Trustees of the said organization.

The Ma – a Christian Learning Center is now teaching students from

kindergarten up to grade six students and with standardized subject description

suited for elementary level. In addition, the MCLC is also having its computer

literacy program for grade four to grade six students. With fully air conditioned

vicinity, students are able to have a good environment suitable for studying

purposes.

The organization is continuously fulfilling its goals and standards in

providing high - quality education for elementary students. Accompanied by its

Christian values, students are able to live their lives in accordance with God and

with love to the community. Currently, MCLC has an operational grade school

department and is starting to develop a high school department since their

organization is rapidly growing in population as years passed by.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 4
 President/Finance Officer

Libraria Treasure
Registrar Cashier Principal/ Vice – President/ Auditor
n r
Secretary Administrator

Faculty &
Staff

Figure 1.0 Organizational Chart

Critical Success Factors

There are a lot of reasons why an organization is successful, reasons

which made them continue in the long run, not to mention the tight competition

with other schools when it comes to providing quality education to students.

Partnership with their former friends is one of the key factors that made

their organization (MCLC) a successful one. Promoting the school to different

sectors of the society is a big help. The Parents and Teachers Association also

plays a gigantic role in order for the school to gather contributions in order to

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 5
 have a plan which students will benefit a lot. For example, the raising of funds to

put air – condition in every room of the school.

Also, their human resources are an essential factor that keeps the

organization alive for how many years, as each member of the organization

functions effectively.

Overview of the Current System

Currently, the school is using a lot of papers, pens, CDs, and index cards intended

for calculations and record keeping, making their processes slow and unstable. Official

receipt and record books are also used during enrollment sessions and payment terms

which in return give them a long term process.

Description of Operation (New Student)

The flow of their enrollment system is as follows:

1. The student/s must inquire from the Registrar’s Office for the list of

requirements for enrollment.

2. Student/s must take an entrance exam and will get their examination result

for verification through the Registrar. (For New Students and Transferees)

3. Student/s must present the credentials like report card/s and certificate of

good moral character. (For New Students and Transferees)

4. Student/s will fill up the enrollment form and pass the credentials.

5. Student/s must proceed to Cashier’s Office for the payment and issuance

of official receipt.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 6
 6. The student/s will present his/her official receipt to the Registrar for

his/her inclusion in the student’s class list for sectioning.

7. The registrar will give a class list to the teacher for guidance.

Description of Operation (Old Student)

1. The student/s must first check for his/her previous grade in the registrar.

2. Student/s will fill up the enrollment form.

3. Student/s must proceed to Cashier’s Office for the payment and issuance

of official receipt.

4. The student/s will present his/her official receipt to the Registrar for

his/her inclusion in the student’s class list for sectioning.

5. The registrar will give a class list to the teacher for guidance.

They store their data in a file cabinet. It will consume a lot of time for them to

retrieve data and in case of emergency the file has to be manually searched in the file

cabinets.

If the student is a new – comer he/she must go first to the registrar’s office and fill

– up some forms before he/she can proceed to the cashier’s office. And then proceed to

cashier’s office. This is done after paying the fees for enrollment.

Afterwards the student will return to the registrar present the receipt of payments

to prove that the student has already enrolled. It is a hassle for the student in this kind of

operation and also for the staff because the staff has to manually load the files of each

student and put it in a separate folder. If there is a student who graduated and requested

for a form, it take time for him/her to wait before he/she can have the forms due to one –

by – one scanning of files placed on folders.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 7
 Activity Diagram of the Current System

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 8
 Student Registrar Cashier Teacher

Show the Check student

report card report card

Passed Failed

Tell the
Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center
student to
retake the 9
previous level
A and
A provide a
registration
Fill up the form
 Student Registrar Cashier Teacher

Show the Check student

report card report card

Passed Failed

Tell the
student to
retake the
previous level
A and
A provide a
registration
Fill up the form
registration
form
Receive the
Accomplish
registration
form
Pay
Enrollment Receive
Fee Enrollment
Fee

Issue Store
Receive
Receipt student
Enrollment
payment
Receipt
details
Upadate
Student
Record

Store the
update d Sectioning
student
record Received the
Class List

Figure 2.0 Activity Diagram

of the Current System – Enrollment for Old Students

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 10
 Student Registrar Cashier Teacher

Birth Certificate
2 x 2 ID picture
Form 137 - A
Instruct the
Prepare student to
enrollment pay for the
requirements entrance
exam

Pay Entrance
Exam

Receive
Entrance
Exam
Payment

Record
Entrance
Payment

Issue Receipt

Receive
Entrance
Exam
Receipt

Show Entrance Check the

Test Receipt Entrance
Exam
Receipt

AA

Figure 2.1 Activity Diagram

of the Current System – Enrollment for New Students (Part 1)

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 11
 Student Registrar Cashier Teacher

AA

Take the
Release the
Entrance
Entrance Exam
Exam

Check the
Entrance Exam

Passed Failed
Fill up
Registration
Form

Receive the
Registration
Form

Pay Keep
Enrollment Student
Fee Profile to
Cabinet

Receive
Enrollment
Fee

BB

Figure 2.2 Activity Diagram

of the Current System – Enrollment for New Student (Part 2)

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 12
 Student Registrar Cashier Teacher

BB

Keep the
record of the
enrolled
student in
his/her
student
record

Sectioning

Issue
Release Receipt
Class List

Receive the
Receive the Class List
Enrollment
Receipt

Figure 2.3 Activity Diagram

of the Current System – Enrollment for New Student (Part 3)

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 13
 Context Level Data Flow Diagram

Received
Enrollment
Received Payment
Official Receipt
For Entrance Received Cashier
Student Exam Payment Entrance
Exam
Received Payment List of
Official Receipt Officially
For Enrollment Enrolled
Payment Student
Report
Card

Accomplish Official Receipt

Registration form For Enrollment
Entrance Exam
0 Payment
Payment
Enrollment Official Receipt
Requirement For Entrance
Exam Payment
Accomplish Entrance
Entrance Exam
Current Enrollment System Exam
Enrollment Payment
Payment Enrollment
Accomplish Registration form Payment
Enrollment
Requirement
Entrance Exam

Enrolled Student

Received The list of

Officially Enrolled Class List
Student
Received Teacher
Registrar Accomplish
Entrance Exam
Received
The Accomplish
Registration form
Received
Enrollment
Requirement

Figure 3.0 Context Level Data Flow Diagram – Old System

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 14
 Level 0 Data Flow Diagram

8.0
E v alu ating E va lu ate d
7.0 E ntrance
A ccom p lish S ubm its E ntra nce
E ntranc e Exam
R e ce ive d
E ntra nce Exam E ntran c e E xam E x am
A cco m plish
Exam En tran ce E xa m
R egis trar 2.0 Ve rified
S tude nt
Accom plish
A cco m p lish C1
1.0 R e ce ive d V erify ing R eg istra tio n F ile
R e gistr ation
A cco m plish F or m
T he F orm
A cco m p lish S ubm its R eg istr a tio n A c c om plis h
R eg istra tion A c c om p lis h F o rm
S tu dent F orm R egis tration
R egis tration
form
F orm

E n rollm ent
4.0
E n rollm en t 3.0 R e qu ire m e nt
C h ec k in g C he cke d
R e q uirem e nt S ubm its R e ceive d E nr ollm en t
(re por t ca,rd
E nrollm ent R e qu ire m e nt
E nrollm ent En rollm en t R ep o rt C a rd
F or m137, R e qu ire m e nt R equ irem en t
b irth certificate
) S y s t em

5.0
R e ceive d R eceived
P a y ing E ntra nce 6.0 O fficial R eceipt
En tran ce E xa m
P a ym e nt
E ntran c e E xa m O fficial R e ce ipt Is s uing F o r E n tran ce
Exam P aym en t F o r E n tra nce E xam Pa ym e nt
E xam P aym e nt
O ffic ial
P a y m ent R ec eipt S tu dent
C as hier O fficial R e ce ipt R eceived
R e ceive d F or E n rollm e nt O fficial R eceipt
En r ollm en t 9.0 E nro llm ent Pa ym e n t F o r En rollm en t
P aym en t P a y ing P a ym e nt P aym en t
E nrollm ent
P a y m ent

1 0.0 E n rollm e nt
L ist o f
1 1.0 R eceived
P aym en t T h e list of
T o tal C a sh C alc ula ting O fficially S ubm its the
E n tra nce E nro lle d O fficia lly
R ece ived T he to tal c as h lis t of offic ially E n rolled R eg is trar
E xa m S tu de nt
R ec eiv ed E n rolled S tu d en t
Pa ym e nt
s tude nt

P ay m ent E n rolle d
C2 T rans ac tions 1 2.0 S tude n t
C lass List G enerate
Tea c her S e c tionin g C la ss L ist
C1 S tudent
F ile

Figure 3.1 Level 0 Data Flow Diagram – Old System

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 15
Problem Definition/Opportunity Definition

Since the said organization is only using the manual system in fulfilling their

tasks, this may lead to a bigger problem if it will encounter errors, updating records is a

difficult task when using this king of process, and since the said organization is rapidly

growing, this may waste a lot of time.

Maintaining and updating files and/or records is one of the problems that may

exist in the continuous use of manual system strategy of an organization.

Although using papers, pens, CDs, and index cards is working for how many

years and is still operational, the school administrator anticipates an increase in the

number of students enrolling in the said organization from which the current system will

not be able to handle anymore. The organization is using Microsoft Word and Microsoft

Excel for their documentation and has never been used in the process of enrollment.

Problem or Opportunities Cause Effect

CONTROL

 Files have been  The increased  The organization is

misplaced frequently. number of going to have an

enrollees requires additional budget

bigger quantity of to buy a file

enrollment forms cabinet.

which is difficult

to maintain using

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 16
 file cabinets.
PERFORMANCE

 The student will have to  The manual  Delay for other

wait for 20 – 30 loading of files of student who wants

minutes to finish the each student and to enroll and

whole enrollment put it in a separate irritation because

process. folder. If there is a of these delays.

student who

graduated and

requested for a

form, it take time

for him/her to wait

before he/she can

have the forms due

to one – by – one

scanning of files

placed on folders.
INTEGRITY OF DATA

 The inconsistency of  Decentralized  Delay in updating

records (e.g. student records (e.g. of a particular

information) in both student record such as

cashier and registrar. information). student

information.
ECONOMIC

 The organization  The increase of  Additional cost for

spends a lot of money student population enrollment

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 17
 in providing materials in which enrolled equipment (e.g.

for enrollment and student must be folders, index

record keeping such as allocated with cards, CDs, and

folders, index cards, folders, index receipt forms.).

CDs, and receipt forms. cards, CD’s, and

receipts form
SECURITY

 Payment records can be  No security  Data integrity loss.

tampered by anyone. measure is being

implemented to

secure the

payment records.

Scope and Delimitation

This study covers the Enrollment System for the Ma – a Christian Learning

Center.

Scope

 This study is intended for the enrollment processes of the Ma – a Christian

Learning Center;

 This study also covers the collection of the fees and/or payments, which

includes the printing of receipts;

 Managing of student’s files and financial records is also included; and

 Assigning of student/s to a section with teacher. (add, edit, dissolve

section)

 Includes cashiering to monitor account balance of students.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 18
  Generation of report such as: Class List, Account Balance, Student/s

Profile

Delimitation

 The proposed system will be working as a desktop application, not a web

–based;

 The proposed system does not include the inputting and generating of

grades. Checking of grades would still be done manually by the Registrar.

Feasible Alternatives

These are the two (2) feasible solutions that the researchers came up after

discussing and weighing all the possible alternatives.

Alternative Solutions

1. Implementing a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center

The first alternative is implementing a Computerized Enrollment

with Cashiering System; the proponents will create a computerized

enrollment with cashiering system based on open source object oriented

programming languages. The proponents choose to use open source object

oriented programming languages in building up the enrollment system for

the reason not only because it is free but also because it provides a visual

or graphical interface for creating source code, has the ability to reuse and

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 19
 modify existing objects, and creating applications/software becomes faster

because programs can be designed through existing objects.

2. Purchase an Enrollment System Software/Application.

For the second alternative solution which is to purchase an

enrollment system software/application. Even if the organization cannot

personalize or customize the system; the recipients will just purchase,

implement, and continue with their daily transactions.

Feasibility Analysis

This section discusses on how feasible or applicable the newly proposed

system to the Ma – a Christian Learning Center, whether operational,

technological, and economical bases.

In order to justify to which alternative is feasible the proponents classified

the alternatives into different criteria.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 20
 Alternative #1 – Implementing a Computerized Enrollment with Cashiering

System for Ma – a Christian Learning Center

Alternative #2 – Purchase an Enrollment System Software/Application

Criteria Alternative #1 Alternative #2

Technology Used 10 5
Customer Support 10 0
Over all Costs 5 5
Features of the System 10 5
Customizable 10 0
Speed of Development/Deployment 5 5
Score 50pts 20pts

Table 1.0 Weighted Scoring Model

Operational Feasibility

The proponents considered the two major requirements in order to

determine on which alternative is more operational: 1.) Whether the

system will operate when installed and 2) Whether the system will be

used.

Based on the weighted scoring model found on Table 1,

Implementing of a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center has a greater rate which made it more

feasible for both development and deployment. Unlike the second

alternative which is to Purchase an Enrollment System

Software/Application which has a lower rate. Therefore, the first

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 21
 alternative is much operational than the second alternative in terms of

deployment and development.

In addition, since the organization have expressed a need for a

system that is operational more of the time, in a more efficient and

accessible manner, chances are better that the proposed system will

eventually be used.

Technological Feasibility

Upon investigation with the respondents on how literate they are

on technological advancement, it came up with a result that only the staff

being assigned on the enrollment system is technologically literate, the

other staffs has only the basic idea or knowledge on what a computer

system is.

In addition, implementing the first alternative the proponents will

directly teach the personnel or staff in charge on how to operate the

system. On the other hand, the second alternative is quite costly due to the

necessity of hiring a qualified tutor that would be able to manipulate the

purchased system efficiently.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 22
 Schedule Feasibility

In this section the timeliness of the solution is being clarified.

Gantt Chart of Schedule Feasibility

July August September October November December January February
1 Project
Planning
2 Project
Documentation
3 Project
Analysis
4 Project
Design
5 Project
Implementation
6 Training and
Use

7 Maintenance

Table 2.0 Gantt chart of Schedule Feasibility

This involves the Project Identification, Project Planning

(Company Searching, Finalization of Client, Information Gathering,

Problem Identification), Project Documentation (Documentation of

Survey Report, Construction of Chapter 2, Consultation and Revisions,

Project Proposal), Analysis (Analyze Current System, Identify Database

Requirements), Design (Data Flow Diagram, Activity Diagram, Use Case

Diagram, ERD and Data Dictionary, and Database Designing), and

Implementation (Creation of the six components, Debugging of

components, Technical Consultation, and Completion of all components

of the system). Training and use, maintenance, and revisions will also be

done during the estimated time frame.

Economic Feasibility

The economic feasibility shows the basic resources the proponents

considered in order to come up with a conclusion that the first alternative

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 23
 which is the Implementing of a Computerized Enrollment with Cashiering

System for Ma – a Christian Learning Center is economically feasible.

Alternative #1 - Implementing a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center

Deployment Cost

19,925.00
Acer p191w 19inches LCD 1440 x 900 /75Hz 1 5,110.00 5,110.00
Gateway SX2800-01 Intel Core 2 Quad Q8200 (2.33 GHz) 1 9,500.00 9,500.00
4GB SDRAM, 640 GB standard 1 1,166.00 1,166.00
Voltage Regulator 1000 watts 1 900.00 900.00
HP Deskjet D1460 1 1,749.00 1,749.00
CD & DVD – ROM (Burner) Liteon Brand 1 1,500.00 1,500.00

Annual Implementation Cost

5,400.00
1 Bond Paper (short) 10 reams 150.00 1,500.00
2 Bond Paper (long) 10 reams 170.00 1,700.00
3 Ribbon ink for HPDeskjet D1460 (Colored) 2 cartridge 1,000.00 2,000.00
Ribbon ink for HPDeskjet D1460 (Black) 2 cartridge 950.00 1,900.00
4 Official Receipt Forms 5 pads 40.00 200.00

Benefits Derived from using both alternative system

Reduction in loss/destruction of equipments
26,795.00
Quantity Price Amount
Bond Paper (short) 7 reams 150.00 1,050.00
Bond Paper (long) 7 reams 170.00 9,690.00
Ribbon ink for HPDeskjet D1460 (Colored) 1 cartridge 500.00 500.00
Ribbon ink for HPDeskjet D1460 (Black) 1 cartridge 475.00 475.00
Official Receipt Forms 2 pads 40.00 80.00
Overtime payment of employees 3 persons 3,000.00 9,000.00
Maintenance of the System 1 person 6,000.00 6,000.00

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 24
 Implementing a Computerized Enrollment with Cashiering System
for Ma – a Christian Learning Center

0 1 2 3 4
Costs Deployment Cost 19,925.00
Maintenance Cost - 5,400.00 5,400.00 5,400.00 5,400.00
Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74
Time – Adjusted Cost 19,925.00 4,806.00 4,536.00 4,266.00 3,996.00
Cumulative Time - 29,267.0
19,925.00 24,731.00 33,533.00 37,529.00
Adjusted Costs 0

Benefits Derived From 26,795.0

- 26,795.00 26,795.00 26,795.00
Benefits Using the System 0
Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74
22,507.8
- 23,847.55 21,168.05 19,828.30
Time – Adjusted Benefits 0
Cumulative Time - 43,732.1
- 21,224.32 64,900.17 84,728.47
Adjusted Benefits 2
14,465.1
(19,925.00) (3,506.68) 31,367.17 47,199.47
2
ROI Table 3.0 Cost and Benefit Analysis – Alternative #1
26% NPV

Alternative #2 – Purchase an Enrollment System Software/Application

Deployment Cost
39,925.00
Purchase an Enrollment System 1 20,000.00 20,000.00
Acer p191w 19inches LCD 1440 x 900 /75Hz 1 5,110.00 5,110.00
Gateway SX2800-01 Intel Core 2 Quad Q8200 (2.33 GHz) 1 9,500.00 9,500.00
4GB SDRAM, 640 GB standard 1 1,166.00 1,166.00
Voltage Regulator 1000 watts 1 900.00 900.00
HP Deskjet D1460 1 1,749.00 1,749.00
CD & DVD - ROM (Burner) Liteon Brand 1 1,500.00 1,500.00

Annual Implementation Cost

5,400.00

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 25
1 Bond Paper (short) 10 reams 150.00 1,500.00
2 Bond Paper (long) 10 reams 170.00 1,700.00
3 Ribbon ink for HPDeskjet D1460 (Colored) 2 cartridge 1,000.00 2,000.00
Ribbon ink for HPDeskjet D1460 (Black) 2 cartridge 950.00 1,900.00
4 Official Receipt Forms 5 pads 40.00 200.00

Benefits Derived from using both alternative system

Reduction in loss/destruction of equipments
26,795.00
Quantity Price Amount
Bond Paper (short) 7 reams 150.00 1,050.00
Bond Paper (long) 7 reams 170.00 9,690.00
Ribbon ink for HPDeskjet D1460 (Colored) 1 cartridge 500.00 500.00
Ribbon ink for HPDeskjet D1460 (Black) 1 cartridge 475.00 475.00
Official Receipt Forms 2 pads 40.00 80.00
Overtime payment of employees 3 persons 3,000.00 9,000.00
Maintenance of the System 1 person 6,000.00 6,000.00

Purchase an Enrollment System Software/Application

0 1 2 3 4
Costs Deployment Cost 39,925.00
Maintenance Cost - 5,400.00 5,400.00 5,400.00 5,400.00
Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74
Time - Adjusted Cost 39,925.00 4,806.00 4,536.00 4,266.00 3,996.00
Cumulative Time - 39,925.00 44,731.00 49,267.0 53,533.0 57,529.00
Adjusted Costs 0 0

Benefits Derived From - 34,155.00 34,155.0 34,155.0 34,155.00

Benefits Using the System 0 0
Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74
- 30,397.95 28,690.2 26,982.4 25,274.70
Time - Adjusted Benefits 0 5
Cumulative Time - - 27,054.18 55,744.3 82,726.8 108,001.53
Adjusted Benefits 8 3
(39,925.00) (17,676.82) 6,477.38 29,193.8 50,472.53
3
ROI -12% NPV

Table 4.0 Cost and Benefit Analysis – Alternative #2

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 26
 Resource Determination
Basic Resources Costs
Alternative #1 Alternative #2
Cost of Employees' Time for Study 1,416.67 1,416.67
Cost of Hardware 19,925.00 19,925.00
Implementation Cost 5,400.00 5,400.00
5 days tutorial sessions if the system is implemented Free 5,000.00
Total 26,741.67 31,741.67

Table 5.0 Basic Resources

The Proposed System

The outcome of the quantitative and weighted scoring model agree that the first

alternative which is to implement a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center is much more feasible in terms of deployment and

costs than the other alternative. The cost and benefit analysis further attests that the

selected alternative is a lot cheaper in deployment and other costs which is found in

Table 3.0.

Statement of Purpose of the New System

The proponents are aiming to improve the enrollment processes of Ma – a

Christian Learning Center. It envisions them to change their manual system into

an advanced and computerized system by implementing a Computerized

Enrollment with Cashiering System as a solution to their problem.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 27
 In order to improve their enrollment and daily transactions, implementing

a Computerized Enrollment with Cashiering System for Ma – a Christian

Learning Center is the aid to their problem. Here are the following objectives we

anticipate:

General

1. To help attain Ma – a Christian Learning Center improves

their enrollment and daily transactions by implementing a

Computerized Enrollment with Cashiering System as

their organization grows.

Specific

1. To produce a computerized system that will enhance the Ma – a

Christian Learning Center enrollment system.

2. To provide efficient and fast way of adding, updating, deleting,

storing, retrieving, and processing of files.

3. To provide and lessen the time in processing the enrollment forms.

4. To produce an accurate method of record keeping.

5. To develop a reliable Computerized Enrollment with Cashiering

System that will be more effective and accurate in filing the

student record in terms of inquiry and computing students account.

6. To have the fastest way to serve the students during enrollment and

subsequent transaction.

7. To establish security on students information and records.

8. To generate a well – organized and accurate reports.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 28
 Environmental Model of the New System

In this section, the context diagram of the newly proposed enrollment

system is being illustrated by the proponents. Every flow of events is being

clarified according to the data gathered

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 29
 Received
Enrollment
Received Payment
Official Receipt
For Entrance Received Cashier
Student Exam Payment Entrance
Exam
Received Payment List of
Official Receipt Officially
For Enrollment Enrolled
Payment Student
Report
Card

Accomplish Official Receipt

Registration form For Enrollment
Entrance Exam
0 Payment
Payment
Enrollment Official Receipt
Requirement For Entrance
Exam Payment
Accomplish Entrance
Entrance Exam
Current Enrollment System Exam
Enrollment Payment
Payment Enrollment
Accomplish Registration form Payment
Enrollment
Requirement
Entrance Exam

Enrolled Student

Received The list of

Officially Enrolled Class List
Student
Received Teacher
Registrar Accomplish
Entrance Exam
Received
The Accomplish
Registration form
Received
Enrollment
Requirement

Legend:

Fully Automated

Partial Automated

Not Automated
Figure 4.0 Context Diagram of the New System
with Automation Boundary

Behavioral Model of the New System

The flow of events and processes of the newly proposed enrollment

system using the diagrams (refers to both activity diagram and diagram 0 below) is

clearly exemplified by the proponents, based on the data being gathered.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 30
 Events Diagrams / Activity Diagram
Student Registrar Cashier Teacher

Show the Check student

report card report card

Passed Failed

Tell the
student to
retake the
previous level
A and
A provide a
registration
Fill up the form
registration
form
Receive the
Accomplish
registration
form

Pay
Enrollment Receive
Fee Enrollment
Fee

Issue Store
Receive
Receipt student
Enrollment
payment
Receipt
details
Upadate
Student
Record

Store the
update Sectioning
student
record Received the
Class List

Figure 5.0 Activity Diagram of the Proposed

System – Enrollment for Old Students

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 31
 Student Registrar Cashier Teacher

Instruct the
Gather Data
Student

Pay Entrance
Exam

Receive
Entrance
Exam
Payment

Store
Entrance
Exam
Payment

Issue Receipt

Receive
Entrance
Exam Receipt

Show Entrance Check the

Test Receipt Entrance
Exam Receipt

AA

Figure 5.1 Activity Diagram of the Proposed

System – Enrollment for New Students

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 32
 Student Registrar Cashier Teacher

AA

Take the
Release the
Entrance
Entrance Exam
Exam

Check the
Entrance Exam

Fill up
Passed Failed
Registration
Form

Receive the
Registration
Form

Pay Store
Enrollment Student
Fee Profile to
Database

Receive
Enrollment
Fee

BB

Figure 5.2 Activity Diagram of the Proposed

System – Enrollment for New Student

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 33
 Student Registrar Cashier Teacher

BB

Store the
record of the
enrolled
student to the
Database

Sectioning

Issue
Receipt

Release
Class List

Receive the
Receive the Class List
Enrollment
Receipt

Figure 5.3 Activity Diagram of the Proposed

System – Enrollment for New Students

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 34
 Diagram 0

8.0
E v alu ating E va lu a te d
7.0 En tr an ce
A ccom p lish S ub m its E n tr a n ce
E ntra nc e Exam
R e ce ive d
E n tra n ce Exa m E ntranc e E xa m E x am
A cco m p lish
E x am E n tr an ce E xa m
Ve r ified
R e gis trar 2.0 S tude nt
R e ce ive d Accom p lish A cco m p lish D1
1.0 A cco m p lish R e g istr a tion V e rify ing R eg istr a tio n F ile
R e g istra tio n F orm T he F or m
A cco m p lish S ub m its F o rm A c c om p lis h
R e g istr a tio n A c c om plis h
S tudent F orm R e gis tration
R e gis tration
fo rm
F orm

En r ollm en t
4.0
En r ollm en t 3.0 R e q u ir e m e nt
C hec k in g C h e cke d
R e q uir e m e nt S ub m its R e ce ive d En r ollm e n t
(r e po r t ca, r d
E n rollm ent R e q u ir e m e nt
E nrollm ent E n r o llm e n t R e p o r t C a rd
F o r m13 7, R e qu ire m e n t R eq uirem ent
b ir th ce rtifica ) te S y s t em

5.0 R e ceived
R e ceive d
P ay ing E ntr a n ce 6.0 O fficia l R e ceip t
En tr an ce E xa m
P a ym e n t
E ntranc e E xa m O fficial R e ce ip t Is s u ing F o r E n tr a n ce
E x am P a ym en t F o r E n tr a n ce E xa m Pa ym e nt
E xa m P aym e n t
O ffic ial
P ay m ent R ec e ipt S tudent
C as hier O fficial R e ce ip t R e ce ive d
R e ceive d F o r E n r ollm e n t O fficia l R e ce ip t
E n r o llm e n t 9.0 E n r o llm e n t Pa ym e n t F o r E nr o llm e nt
P a ym e n t P ay ing P a ym e nt Pa ym e nt
E nrollm ent
P ay m ent

1 0.0 E n ro llm e nt 1 1.0 R ece ive d

L ist o f
P a ym en t T h e list of
T o ta l C a sh C alc ula ting O fficia lly S u bm its the
E n tr a n ce E n r o lle d O fficia lly
R e ce ived T he tota l c as h lis t of offic ially E n r o lle d R egis trar
E xa m S tu de nt
R ec eiv ed E n rolled S tu d en t
Pa ym e n t
s tudent

P ay m ent E n r olle d
D2 T rans ac tions 1 2.0 S tu de n t
C lass List G enerate
T eac h er S e c tioning C la ss L ist S tude nt
D1 F ile

Figure 6.0 Level 0 Data Flow Diagram – New System

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 35
 Functional Requirements

Enrollment System

I. Student’s Profile
a) This is a record of the student personal information.
b) The data to be recorded are the following:

i. Students ID
ii. Last Name
iii. First Name
iv. Middle Name
v. Student Picture
vi. Gender
vii. Date of Birth
viii. Place of Birth
ix. Contact Number
x. Mother’s Name
xi. Father’s Name
xii. Guardian Name (if any)
xiii. Current Level
xiv. Last Level
xv. Previous School
xvi. Students Status (old or new)
xvii. Address
xviii. Age
xix. Entrance Test Result
xx. Citizenship
xxi. Religion

c) This is intended for information validation like parent / guardian

signature, mailing, address purposes, and other legalities.
d) This contains password for authorized personnel and/or users for
security.

II. Section Module

a) A module that has the capability to add, edit, and dissolve.
i. Add - can insert student/s together with a teacher.
ii. Edit – can change student/s together with a teacher
iii. Dissolve Section– can eliminate a section.

III. Assignment of student/s to a section

a) This module is intended for the assigning of student/s to a section
together with a teacher assigned to it.
b) Rule of assigning student to a section:
i. First 30 students will be assigned to the first section w/
teacher. (Generally)

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 36
 IV. Cashiering
a.) This module will keep proofs of payments done during the
transaction.
b.) The official receipt will be issued with the following details:
i.) Student ID
ii.) Family Name
iii.) Middle Name
iv.) First Name
v.) School Year
vi.) Date
vii.) Grade/Year Level
viii.) Payment Description
ix.) Amount
x.) Total Amount
xi.) Cashier In charge
xii.) OR Number
xiii.) Particulars
c.) The OR number will be used for future tracking purposes.

V. Class List (Report)

a.) This is a list of students enrolled under the advisory of the
specified teacher.
b.) The information included are as follows:
i.) Teacher ID
ii.) Teacher’s Last Name
iii.) Teacher’s Middle Name
iv.) Teacher’s First Name
v.) Class Section
vi.) Student ID
vii.) Student’s Last Name
viii.) Student’s Middle Name
ix.) Student’s First Name
x.) Grade/Year Level
xi.) Total Number of Boys
xii.) Total Number of Girls
xiii.) Total Class Population

VI. Generate list of student/s together with their financial records.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 37
 Use – Case Diagram

Student Profile

Registrar

Section
Module

Student

Cashier
Sectioning

Cashiering
Registrar

Class List

Teacher
Generate student /s lists
with their financial
records

Cashier

Figure 7.0 Use – Case Diagram

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 38
Entity – Relationship Diagram of the New System

In this section the relationship between entities are elaborated by breaking

it up to pieces. The Entity – Relationship Diagram of the New System comprises

the following pieces: 1.) Entity Definition Matrix – this includes the definitions of

the entities involve, 2) Context Data Model – includes the entities involve and the

connection of each entities, 3) Key Based Data Model – entities, connection of

each entities, and all the primary keys and foreign keys are included, 4) Fully

Attributed Data Model – the full composition of the entity – relationship diagram

is shown, including its attributes.

Entity Definition Matrix

Entity Description

Student A person who is enrolls to a school, and pays the school.

Section An entity which a student is enrolls.
Payment An entity which conveys the entire enrollment financial transactions.
Cashier A person, working in cashiers office/
Personnel
Teacher The one or a person who teaches student with regards to his/her
subject major.
Teacher Subject An Entity which holds the subjects under by the teacher.
School Yr An Entity, which holds the number of school year.

Figure 8.0 Entity Definition Matrix

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 39
 Context Data Model

Cashier Personnel Payment Student

Teacher | Subject
Teacher Section

Subject School Yr

Figure 8.1 Context Data Model

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 40
 Key – Based Data Model

Payment Student
Cashier Personnel
has Pay PK Stud_Id
PK Cashier_ID PK OR_Num

FK1 Cashier_ID FK1 Section_ID

FK2 Stud_Id FK2 OR Num

Is_Enrolled

Section
Teacher | Subject Teacher
has PK Section_ID
PK,FK1 Teacher _ID has PK Teacher _ID
PK,FK2 Subject_ID
FK1 Teacher _ID
FK2 SchoolYr_ID

has
Subject
has
PK Subject_ID School Yr

PK SchoolYr_ID

Figure 8.2 Key Based Data Model

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 41
 Fully Attributed Data Model

Student
Payment
PK Stud_Id
PK OR_Num
FK1 Section_ID
Cashier Personnel FK2 OR Num
FK1 Cashier_ID
has Pay F_Name
PK Cashier_ID FK2 Stud_Id
Transaction _Type L_Name
Cashier_Name Balance M_Name
Partial_Payment Stud_Pic
Full_Payment Gender
Amount _Rendered Date_of_Birth
OR_Date Place_of_Birth
Cont_Num
Mother 's_Name
Father 's_Name
Guardian _Name (if any)
Curr_LVL
Teacher | Subject Last_LVL
Prev _Sch
PK,FK1 Teacher _ID Stud_Status (old, new , transferee )
PK,FK2 Subject_ID Address
Age
Entrance _Result
Citizenship
Religion

Is_Enrolled

Section

Teacher has PK Section _ID

has
PK Teacher _ID FK1 Teacher _ID
FK2 SchoolYr_ID
Teacher 's_Name Grade _Level
Year_Level

has
has Subject
School Yr
PK Subject_ID
PK SchoolYr_ID
Subject_Name
Subject_Descriptiom SchoolYr_Started
SchoolYr_End

Figure 8.3 Fully Attributed Data Model

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 42
 Data Dictionary

PROCESSES

1. Enrollment System

Description:
It is a process by which the enrolling of student is to be made.
Location:
Context level ( )

Input Flows:

Enrollment Requirement
Entrance Exam
Accomplish Entrance Exam
Entrance Exam Payment
Enrollment Payment
Accomplish profiling form
Entrance Exam Official Receipt
Enrollment Payment Official Receipt
List of officially enrolled student

Output Flows:

Class List
Entrance Exam Official Receipt
Enrollment Payment Official Receipt

FILES

1. C (Data Cabinet)

Description:
It is the storage equipment where files that contain facts
about students and other transaction payment are
located.

Location:
Level 0 ( )

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 43
 2. D (Data Base)

Description:
It is an electronic storage system intended to store and save
files that contains facts about students and other
transaction payment.

Location:
Level 0 ( )

ENTITIES

1. Student

Description:
A person who is enrolled to a school and requires to submit
its information to the system.

Location:
Context Level ( )
Level 0 ( )

2. Teacher

Description:
One who teaches students and gets the class list from the
system.

Location:
Context Level ( )
Level 0 ( )

3. Cashier

Description:
A person who will receive a any form of payment
transaction and make a report on in.

Location:
Context Level ( )
Level 0 ( )

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 44
 4. Registrar

Description:
A person who is in charge to all student information and
enrollees.
Location:
Context Level ( )
Level 0 ( )

DATA FLOWS

1. Enrollment Payment

Description:
An amount needs to be paid for enrollment.

Location:
Context Level ( )
Source: Student
Destination: Cashier
Level 0 ( )
Source: Student
Destination: Cashier

2. Entrance Exam Payment

Description:
An amount needs to be paid for the entrance exam.

Location:
Context Level ( )
Source: Student
Destination: Cashier
Level 0 ( )
Source: Student
Destination: Cashier

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 45
 3. Entrance Exam Official Receipt

Description:
A written/printed acknowledgement which proves a
transaction has been made in entrance exam
payment,

Location:
Context Level ( )
Source: Cashier
Destination: Student
Level 0 ( )
Source: Cashier
Destination: Student

4. Enrollment Official Receipt

Description:
A written/printed acknowledgement which proves a
transaction has been made in Enrollment payment,

Location:
Context Level ( )
Source: Cashier
Destination: Student
Level 0 ( )
Source: Cashier
Destination: Student

5. Accomplish profiling form

Description:
Information about a student intended for registering.

Location:
Context Level ( )
Source: Student
Destination: Registrar
Level 0 ( )
Source: Student
Destination: Registrar

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 46
 6. Class List

Description:
A flow which contain list of enroll student.

Location:
Context Level ( )
Source: System
Destination: Teacher
Level 0 ( )
Source: System
Destination: Teacher

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 47
 PART II

PROJECT DESCRIPTION

Project Title

Computerized Enrollment with Cashiering System for Ma – a Christian Learning

Center

Project Organization

The team is divided into different tasks based on their field of expertise and

mastery; through this the proponents can contribute their unselfish individual resources to

achieve the desired goal.

Team Leader

Documentation
System Analyst Programmer Designer Expert

Figure 9.0 Project Organizational Chart

Proponents Position

Roñard C. Eman Team Leader/1st Programmer/2nd System Analyst

Notra Damos A. Narciso 2nd Programmer/1st Designer/1st System Analyst

Helenna Jo R. Gido Documentation Expert/2nd Designer

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 48
 Team Leader – The one leads the team and is responsible for dividing all the

tasks. He/she is the one who manages the project throughout the entire session.

System Analyst – Responsible in analyzing the system of the organization, the

opportunities, problems, and improvements of the project. He/she work hand in hand

with the programmer.

Programmer – One who develops computer programs and the one who makes

sure that the application is working efficiently. Together with the system analyst they

work for further enhancements of the application/program.

Designer – One who is assigned to design interfaces, diagrams, and other

technical portion of the project.

Documentation Expert – Responsible in compiling all the data gathered from the

organization and produces documentation out of it.

Project Methodology

In this section the process model being used by the proponents is shown, in order

to have a guide in building up the project that would help Ma – a Christian Learning

Center achieve a much organized and manageable way of record keeping.

Here is the process model being used by the proponents:

Figure 10.0 Spiral Model

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 49
 The following are the phases of the process model:

Customer Communication this is where the proponents identify all the activity

which includes the goals, objectives, and the scope of the system.

The major aim of the proponents is to improve the enrollment system of Ma – a

Christian Learning Center and to lessen the difficulties of the authorized personnel

involved in record keeping.

Planning this is where the proponents evaluates all the possible alternatives that

could help pursue the project, on how the processes of the organization would be improve

upon conducting the newly proposed system, the estimated overall cost of the system,

and the estimated timeline of the project.

The proponents follow the estimated timeline or projected schedule as a guide in

building up the system correctly and efficiently.

Risk Analysis this is where the proponents analyze the costs and benefit the

organization may gain in choosing alternatives, the content of the system is being

identified, the evaluation of the possible risks when the newly proposed system is being

implemented, and all the possible technical requirements for the system.

Here are some possible threats involved while the newly proposed system is on

the go: 1) when the system experience break down that may cause delay of transactions,

and 2) when the system experiences error due to bugs that has not been detected by the

proponents that may cause problem as years passed by.

Enginee this is where the proponents defined the graphic design of the system, the

diagrams and interfaces are also being established by the proponents in this section.

Construction & Release the implementation of the newly proposed system on the

field, testing on whether or not the system is effective to the organization; if necessary

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 50
changes and/or improvements are made afterwards. Training and Use is providing system

users with instructional aids and guidance for understanding the system’s capabilities and

limits in order to effectively use the system.

Customer Evaluation the proponents are able to recognize the maintenance

requirements of the system if ever it fails, the cost of annual maintenance is also

elaborated to ensure that transactions will continuously be done. This is the point at

which changes are requested.

Projected Schedule

Here is the estimated schedule by the proponents in constructing the new

proposed enrollment system of Ma – a Christian Learning Center.

Task Duration (days) Resource Names

1 Customer Communication 24
1.A Problem Specification and Partial Documentation
1.A.1 Company Searching 3 Narciso
1.A.2 Finalization of Client 1 Narciso
1.A.3 Information Gathering & Interview 17 Group
1.A.4 Problem Identification 1 Group
1.A.5 Consultation 2 Group

2 Planning 52
2.1 Documentation of Survey Report (Information Gathered) 3 Gido
2.2 Conducting Additional Interview for Additional Resources 1 Group
2.3 Construction of Chapter 2 (Proposed System) 33 Gido
2.4 Consultation and Revisions 15 Group

3 Risk Analysis 10
3.1 Analyze Current System 2 Narciso, Eman
3.2 Identify database requirements 5 Narciso
3.3 Cost and Benefit Analysis 3 Narciso, Eman

4 Enginee 14
4.1 Data Flow Diagram 2 Narciso
4.2 Activity Diagram 2 Narciso
4.3 Use Case Diagram 1 Narciso

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 51
 4.4 Making the Entity - Relationship Diagram and Data
Dictionary 3 Narciso
4.5 Database Designing 4 Narciso,Gido
4.6 Re – defense (Estimated Date) 1 Group
4.7 Project Proposal 1 Group

4 Construction & Release 167

4 A Developer’s Part 155
4.A.1 Creation of component of the new system (part 1) 25 Eman, Narciso
4.A.2 Creation of component of the new system (part 2) 25 Eman, Narciso
4.A.3 Debugging the first two components of the new system 10 Eman
4.A.4 Creation of component of the new system (part 3) 25 Eman, Narciso
4.A.5 Creation of component of the new system (part 4) 25 Eman, Narciso
4.A.6 Debugging the next two components of the new system 10 Eman
4.A.7 Creation of component of the new system (part 5) 25 Eman, Narciso
4.A.8 Debugging the last two components of the new system 10 Eman

4 B Integration of Components 12
4.B.1 Technical Consultation 5 Group
4.B.2 Completion of all components of the system 7 Group
4.B.3 Training and Use 5 Group
5 Customer Evaluation 7 Group

Technology

The proponents are planning to use C# or Visual Basic Programming Language in

order to attain the said system. For designing and/or lay outing of the system, Fireworks

and Adobe Photoshop is applied.

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 52