A PROPOSED DESIGN FOR ENROLLMENT SYSTEM

TABLE OF CONTENTSI. Summary of the Project4a. Project Title4b. Proponents of the Project4c. Description of the Project4d. System Cost5e. Time Frame6II. Technical Description7a. Introduction7i. Background7ii. Objective of the System8iii. Significance of the System9iv. Feasibility of the System10b. Analysis of the Current System14i. Assessment of the Current System141. Hardware Set-up2. Software and other Application Being Used3. Personnel Involved4. Data Processing Procedureii. Users Interview151. Users Requirement Analysisc. Design of the Proposed System16i. Data Design and Process Specification1. Current System Flowchart162. Proposed System Flowchart173. Data Flow Diagram184. Entity Relationship Diagram225. Database and Tables Structure236. Data Dictionary25ii. User Interface Design Specifications261. System Menu262. Design of the Individual Form/Screen27iii. Report Requirement Specification301. Summary of Report Requirements302. Report Design/Layout31

d. Appendicesi. Appendix A Project Schedule of the Activities (Gantt Chart)32ii. Appendix B Keyword33iii. Appendix C Project Cost and Benefit Analysis (CBA)34iv. Appendix D Office Layout41v. Appendix E - Organizational Chart42vi. Appendix F Source Documents/Brouchers43vii. Appendix G Othersa. Certifications/Endorsement Letterb. Proponents Curriculum Vitae

PART 1 SUMMARY OF PROPOSALSummary of the ProposalProject Title:A Proposed Design for Enrollment SystemProponents of the Project Fred Austie G. Dones6-B Imugan St., Santol, Quezon City Sarah Jean J. FusinganUnit 38 Southway Mansion, 1455 Pedro Gil St., Paco, Manila Ferdinand A. Tendencia5278 Bolova st. IBP. Rd. Brgy. Commonwealth Quezon CityDESCRIPTION OF THE PROJECTA system designed to facilitate the enrollment of both new and old students of St. Mark International Academy. This system design will also eradicate, if not, minimize errors in the existing enrollment process of the said school. In lieu of this study, the proponents of this project is proposing a new process to be included in the enrollment system, which consists of inputting a barcode in the ID of the students, which when scanned, will project in the screen the current financial status of the student with regards to his school fees. This proposed system will provide the needs of the school to become more innovative and achieve progress. It will also help in storing information in a faster, more convenient way by storing files of the student enrollees in a computer system that will lessen the effort of faculty staff in storing files of each student every now and then.Instead of waiting in long queues just to have a transaction, a student can just have that transaction in only a few minutes and the finance officers manual work will be lessen and he can accommodate a lot of students in just a few hours. Also, this aims to reduce the paper works thus minimizing costs and maximizing time. The enrollment personnel also need not worry about files that are lost should this proposal be approved.A student can also check his outstanding balance by submitting his ID and letting the finance officer scan it in the machine, especially when he opted to pay his tuition fee in an installment basis. Here, his balance can be viewed in just a second. It will help St. Mark International Academy to have another system that will upgrade the enrollment processes so as to meet the quality that this school is trying to meet. As student enrollees increase every year, enrollment procedure becomes harder to deal. This will only serve to increase the problem facing enrollment that provides more easy way in enrolling, increasing capacity, reducing human errors.System CostThe total amount of capital needed for the project is Php 194,278.00 this consists, in general, of the developmental cost, construction cost and the circulating and working capital.

TimeframeThe Project will be completed in 3 months. Please see Gantt chart.

PART 2- TECHNICAL DESCRIPTION

INTRODUCTIONBackgroundSchools today are becoming technologically competitive and innovative. With the fast pace of progress, most of the universities, institutes, and colleges are using a computerized way of enrollment while a few are still using the traditional way of enrollment. There are also some schools which are using various types of machines like scanners for ID.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. Enrollment systems are used particularly in recording and retrieving students information. Tracking student information is also one of the features of an enrollment system, in which the school can trace the standing of a student. Verifying payments was also added to update or browse students billings.Enrollment serves as a vital part in the life of every student upon entering schools or universities, either public or private. It gives student the impression on how the whole institute manages and manipulates the entire body. Moreover, enrollment serves as the first experience of all students by which he/she takes part individually or with a companion.An enrollment system also serves information especially for the irregular students, freshmen, transferees, and professors in able to get access to subjects, professors, and student enrollees, but is designed for use by staff and other authorized user in the administration and finance office to enable them to easily produce information required by the different people in St. Mark International Academy.Under these circumstances, a school has to face growing difficulties standing out from the problems arising from its current enrollment system. It needs to eradicate errors, and conform to what the enrollees need the most. For example, a traditional enrollment system is known for its long queues because of the transactions that take place for hours, not to mention the storing of the files which is very prone to loss and misplacement. A schools enrollment system thus needs to be updated and be changed to cope up with the growing needs of the students. This project looks at an enrollment system for St. Mark International Academy -- which can lessen the workload and provides accurate information needed by the school. As a result, it will benefit not only the student but the administration as a whole.Thus, this study simplifies financial transactions and offers schools a cost effective and paperless alternative to paying fees, viewing balance, and a way of keeping up with innovation.Saint Mark International Academy started as a simple institution way back in 1987. As a school with an aim its vision and mission stated as follows:VisionThe Saint Mark International Academy cares for the child to be developed and be a good loving, obedient to parents, learn to become a useful citizen of this nation.MissionThe Saint Mark International Academy aims to:1. Provide the community through the highest standards of learning.2. Produce qualified and inculcate moral spiritual values; and3. Prepare the child not only for school but for future life.Objectives of the Project The first objective of this project is to provide convenience to the students, to the enrollment personnel tasked by the school administration and to other users as well.

Another objective of this proposed system is to reduce the needed human efforts in financial transactions in the enrollment system. Less human efforts mean less human errors. The computer connected to the scanner will easily display the financial status of a student with just a scan of the ID. While doing so, the students need not wait in long queues just to pay fees or to check balance.

The final (long-run) objective of this project is to bring the enrollment system of St. Mark International Academy into a whole new level, making it outstanding amongst other schools with regards to its enrollment process. Innovation is an asset and an advantage. Knowing that this school employs this kind of enrollment, prospective students will have that kind of impression that this school is leading in terms of advancement in using technology thus increasing drastically the number of enrollees.

Significance of the SystemA computerized enrollment system can reduce the man power needed to facilitate an enrollment process. By having this computerized, it is more accessible to those wishing to enroll. It also provides more accurate information. It saves time, effort and minimizes paper use. It also provides a secured way of keeping a database of enrollees. This system will provide benefits to: The personnel involved in the enrollment process Enrollees Administration of the school

FEASIBILITY STUDY

INTRODUCTION

Interest in enrollment and information system has increased during the recent years due to the interest also in achieving advancement and getting the edge. Two main reasons account for this the increasing population and the need for improved problem-solving tools.

Enrollment and information system has always been a difficult task, but it is more so today than ever before, where administrators uses the traditional way of filing records on a cabinet. As the population of the students goes up, it is becoming more complex. Data should be stored in safer places, and can be retrieved easily and fast when someone needs it. Administrators task has 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.

Schools, like any other organization used to manage all sorts of data and information to ensure attainment of its goals and objectives. The emerging needs in most schools for accurate and relevant data and reliable information strengthen the enrollment and student information system.

PROBLEM DEFINITION:This study attempted to identify the quality of enrollment and information system inSt. Mark International Academy.Based on the observations that the team conducted during the interview, we found out that on the system that the school is presently using, the students need to wait in long lines just to pay their fees to finally enroll.Also, information and records were not kept accordingly that causes loss of important papers and documents, likewise because of the existing system. Financial records for each of the students are not well kept and not organized thats why when a student wants to pay on installment; he has to wait for the finance officer to locate his records to match it with his payment.

METHOD OF STUDY: The research is adapted to a descriptive method. An actual interview from the parents, some faculty members, registrar, and the students was conducted to know the advantage and disadvantages of the present system as compared to the proposed system.

ANALYSIS:

Enrollment and information system has enhanced the quality of information generated in terms of precision or accuracy of data. Important things must be specified and considered for the proper usage of the system.

This is designed to create a user-friendly program. The system must be kept in place that is well ventilated to avoid any risk of damage to the system. It must also be password protected to avoid from viruses and computer crime such as information theft. The system includes a manual that can be used by the authorized personnel to operate the program correctly. It must have a pleasing design and should be right coded for the benefit of the user. Audiences involved in the system must be secured and restricted. Proper maintenance and regular check up of the system must be done to avoid any failures of it.

ALTERNATIVES CONSIDERED Because of the rapid growth of the students population in St. Mark International Academy, there are lots of problems encountered by both parents and the school administration. By using the manual enrollment system, problems such as time consuming production of information, unable to make corrections in students record, and tracking of students profile were not done fast and effective.

Here are some alternative solutions that can be proposed to the school to avoid these kinds of problems:

Provide a computerized enrollment system that has the ability to track records, make corrections and that can generate data fast and effective. Provide a system that can secure all the information and record of the students. Provide software that will lessen the workloads of the teachers and the administration. To have a system that can give the students a successful enrollment system.

RECOMMENDATION:

Because of the problems encountered bySt. Mark International Academy, we recommend to the administration to have another enrollment system that is useful in many ways, and that is the computerized enrollment system.An enrollment system that has the ability to store students information, that can easily be retrieved and printed when needed. This enrollment system also can be able to make corrections of entry easily and fast. Through this, we can be sure that all the information will be kept in a single database so that we can minimize some problems like lost of records. This kind of system will also include a scanning of ID process wherein the ID will be scanned to display the financial status of the student.

It is recommended to theSt. Mark International Academythat the detailed specification and implementation of the system would ensue as long as the administration approved the computerized enrollment system.

EXECUTIVE SUMMARY

St.Mark International Academyis a private school in QuezonCity. Based on the investigations conducted, the school uses the traditional enrollment system. Data and information were kept on a filing cabinet, which finds difficulty and time consuming in retrieving the documents when needed. It also takes a long time to process payment of enrollment fees and correction of entries.

Because of this, we are proposing the computerized student information system. This software has the ability to keep students records in a single database. This system can be the solution to some of the problems encountered by the school as defined previously.

It is recommended to the school to provide a computer where we can install the system. And also, a committee which can be headed by some teacher must be organized to operate the system. This software can be acquired in a very minimal cost. Free seminars and trainings will be given to the person who will operate the system, and manuals will be provided.

Some of the benefits that can be acquired in this system were:

time-friendly financial transactionseffective and efficient production of dataeasy-to-update financial recordswill lessen the workloads of the teachers and staffeffective enrollment processingaccomplishment of schools aim towards innovation

This proposed system is guaranteed to use, and will not be useless. Alternative solutions should be considered to make their enrollment system improved and progressive.

ANALYSIS OF THE CURRENT SYSTEMAssessment of the Current System Hardware Set-upThe current hardware set-up of the school for enrollment system includes 2 computers and printer.

Software and other Applications Being UsedThe current Software used by the school is Microsoft Office especially MS Word and MS Excel.

Personnel InvolvedThe Primary Personnel involved in Enrollment process are Registrar and the Finance Officer. The Registrar is one who gives and collects all the requirements that need for Enrollment while the Finance Officer collects the enrollment fee.

Data Processing Procedures

Old and new students need to fill up application forms like pre-enrollment form; the current enrollment system needs that information to process the enrollment of the students. On the administrator side, the current system will generate student master list of a specific schedule to the faculty assigned.

Users Interview Users Requirement Analysis (IPO of Users)According to Pearl Elaco, a 4th year student of St. Mark International Academy, what a student like her needs, is convenience and less stress during enrollment periods. She suggested that the enrollment be computerized and if possible she would like the system to have a database for the students information wherein all that is needed may be stored there and easy access to the information may be granted.From Melvie Tana, the registrar of the school, a computerized enrollment is what the school needs. To minimize human errors and to maximize time are what the registrar requires for the proposed system to have. During the interview, Ms. Mylen Morfe, the finance officer of the school, specified that the enrollment process should include a scanning system that will produce effectiveness in handling transactions, for example, when a student would like to check his current balance in paying his enrollment fee.

DESIGN OF THE PROPOSED SYSTEM CURRENT AND PROPOSED SYSTEM FLOWCHART Current Enrollment System

Proposed Payment/Checking Balance Process Of Enrollment System

DATA FLOW DIAGRAM

DATABASE AND TABLE STRUCTURESUSER INTERFACE ITEM DEFINITIONSYSTEM NAMEMENU NAMEPROGRAM NAMEPAGE

Enrollment SystemFile MaintenanceEnrollees File Maintenance

FIELD NAMEDATA TYPEINPUT/OUTPUTDEFINITIONREMARKS

1STUDENT_NUMBERINTEGEROStudent Identification No.Computer Auto-Generated

2LAST_NAMETEXTIEnrollee Last NameRequired Entry

3FIRST_NAMETEXTIEnrollee Given NameRequired Entry

4MIDDLE_NAMETEXTIEnrollee Middle NameRequired Entry

5Proof of IdentityBooleanIFor Identification PurposesTo be checked

6OthersTEXTIIdentification Proof not GivenOptional

7BIRTH_DATEDATEIDate of birthRequired Entry

8GENDERBooleanIGender of enrolleeRequired Entry

9ADDRESSTEXTIAddress of enrolleeRequired Entry

10PHONE_NOINTEGERIResidence Landline No.Optional

11MOBILE_NOINTEGERIEnrollee Mobile No.Optional

12EMAIL_ADTEXTIEnrollee Email AddressOptional

DATA DICTIONARYDATA DICTIONARYSYSTEM NAMEDATABASE NAMETABLE NAMEDATEAUTHORPAGES

Enrollment SystemStudent_DBtblenrollees10/7/2013Fred Austie Dones, SarahJean Fusingan, Ferdinand Tendencia1/1

FIELDNAMEDEFINITIONDATA TYPELENGTHINITIAL/DEFAULT VALUENULLABLE/ NOT NULLABLEREMARKS/CONSTRAINTS

1STUDENT_NUMBERStudent Identification No.INTEGER50NOT NULLABLEComputer-Generated

2LAST_NAMEEnrollee Last NameTEXT30" "NOT NULLABLEeg. Dela Cruz

3FIRST_NAMEEnrollee First NameTEXT30" "NOT NULLABLEeg. Sarah

4MIDDLE_NAMEEnrollee Middle NameTEXT30" "NOT NULLABLEeg. Lim

5BIRTH_DATEDate of birthDATE3099/99/99NOT NULLABLEMM/DD/YY Format

6ADDRESSAddress of enrolleeTEXT70" "NOT NULLABLEeg. Pedro Gil St., Paco, Manila

7PHONE_NOResidence Landline No.INTEGER30999-99-99NULLABLEeg. 353-22-58

8MOBILE_NOEnrollee Mobile No.INTEGER309999-999-9999NULLABLEeg. 0916-988-2756

9EMAIL_ADEnrollee Email AddressTEXT20" "NULLABLEeg. sarahjeanfusi@yahoo.com

USER INTERFACE DESIGN SPECIFICATION System Menu

Design of Individual Form/ Screen

Screen 1

Screen 2

Screen 3

REPORT REQUIREMENT SPECIFICATIONS Summary of Report Requirements The purpose of the report is to produce in an instant an output which encompasses all the information needed by an enrollee to finally enroll himself in the school. The intended users of the report are both the enrollees and the finance officer. The finance officer will be benefited by a quick and accurate production of information while the enrollees are the ones who will use the report to acquire and hold of the right information. The report will be printed as often as the student needs it and when the administration requires the summary of all the listed enrollees for a particular school year.

Report LayoutYEARSTUDENT NAMESTUDENT NUMBERBALANCE

1st YearSales, Karl13158P11,500

Cruz, Juliard12067P4,750

Garde, Cherry14239P11,500

Trinidad, Airish13145P3,250

Ibanez, Mark14216P4,750

2nd YearManalo, Carlo Paulo20154P1,750

Nazario, Johnley23225P8,500

Calderon, Jun20036P11,500

Capotoy, Benar20143P2,500

Adriano, Hannah21105P4,750

3rd YearOcampo, Antonette34235P6,250

Martinez, Klarizze32026P3,250

Crismundo, Karen34183P11,500

Montes, Shann33044P2,500

Quino, Eloisa Mae33485P1,750

4th YearMallari, Francis41368P8,500

David, Louie Manzano42157P2,500

Sicutad, Kimberly42246P11,500

Ragas, Martin43174P6,250

Cruz, Jonas42432P8,500

APPENDICES

Project Schedule of Activities (Gantt Chart)

KEYWORDS

SYSTEM-any organized assembly of resources and procedures united and regulated by interaction or interdependence to accomplish a set of specific functions.SOFTWARE - a collection of computer programs and related data that provide instructions on telling the computer what to do and how to do it.DATABASE- a system intended to organize, store and retrieve large amount of data easily.PROGRAM- (also a software program) is a set of instructions written to perform a specified task for a computer.INSTALLATION - (or setup) of a program ( includes drivers, plugins, etc.) is the act of putting the program onto a computer system so that it can be executed.

PROJECT COST AND BENEFIT ANALYSIS (CBA)DEVELOPMENTAL COST OF THE SYSTEM

QTYUnit CostSub-TotalTotal Cost

A. Hardware Requirements

Desktop Computer417,000.0068,000.0068,000.00

Printer (Dot-Matrix)28,995.0017,990.0017,990.00

Scanner with Monitor130,000.0030,000.0030,000.00

Proximity Reader21,800.003,600.003,600.00

I. D. Printer18,000.008,000.008,000.00

Router11,200.001,200.001,200.00

Total 128,790.00

B. Material Cost

Proximity Card30050.0015,000.0015,000.00

Printer Inks31,200.003,600.003,600.00

Cables21,000.002,000.002,000.00

Total 20,600.00

C. Software Requirements

Microsoft Office14,788.004,788.004,788.00

Visual Basic1100.00100.00100.00

Total 4,888.00

D. Personnel Cost

Computer Programmer110000.0040000.0040000.00

Total 40,000.00

DEVELOPMENTAL COST OF THE PROJECT 194,278.00

The Developmental Cost of the proposed system includes the amount of the Schools expenditures which are not limited to cost in the acquisition of hardware and software needed in the development, material cost such office supplies necessary and cost of hardware accessories, among other things. The system development is approximately set for Four months and the table shows Cost of Hardware and Software requirements and Material Cost. To develop the system, the service of one computer programmer for four months of installation is needed. For Hardware requirements, 4 desktop computers are required including a Dot-Matrix type and Card Printer, Proximity Card reader, and Router for connecting computers to one server. Microsoft Office including MS Access for database, Visual Basic for Programming Language is the essential. Material Costs includes Proximity card, Printer Inks and cables that will accompany the design of the project. The total development cost of the project is 194,278.00 pesos.

MONTHLY OPERATIONAL COST OF THE SYSTEMMONTHLY OPERATIONAL COST OF THE SYSTEM

Qty.Unit CostTotal Cost(Per Month)

A. Personnel Cost

Computer Programmer16,000.006,000.00

Total 6,000.00

B. Hardware Cost

Maintenance5,000.005,000.00

Total 5,000.00

C. Material Cost

Printer Ink31,200.003,600.00

Total 3,600.00

OPERATIONAL COST OF THE SYSTEM 14,600.00

Operational costs are costs to be incurred after the system is implemented. In this system, personnel costs consist of the salary of one computer programmer who is paid on a per-call basis. Maintenance cost of the hardware and cost of the necessary supplies are included for the operational cost. The monthly operational cost of the system is estimated to 14,600.00 pesos.

BENEFIT OF THE SYSTEMMonthly Benefit of the System

QTYUnit CostTotal Cost per year)

A. Positive Benefits

Employee Activity10,000.0010,000.00

Total 10,000.00

B. Cost Avoidance Benefits

B. 1 Hardware

Damages10,000.0010,000.00

B.2 Materials

Miscellaneous 2,500.002,500.00

Total 22,500.00

Benefit of the System 22,500.00

Positive benefits are the direct results of the new enrollment and information system from a project which include increase I employees productivity with a total of 10,000.00. In contrast, cost-avoidance benefit refer to the expenses that need to be incurred if the new system is not installed like salaries of some personnel including clerks overtime pay will be minimized if not eliminated. Other staff that will be affected by the new system can be delegated with more productive assignments or can be trained for them to adapt to the changes of the system. Some costs on other materials will be lessen. The company expects 22,500.00 pesos as yearly benefit once the system is installed.

COST-BENEFIT ANALYSISYEARCOSTSCUMULATIVE COSTSBENEFITSCUMULATIVE BENEFITS

0325,678325,678202,500202,500

1175,200500,878270,000472,500

2183,960684,838283,500756,000

3193,158877,996297,6751,053,675

4202,816108,0812312,5591,366,234

5212,9571,293,769328,1871,694,421

*Cost and Benefit increases by 5% starting Year 1

The table shows the anticipated annual cost, cumulative cost annual benefit and cumulative benefit of the proposed system. Since the development of the new system takes 3 months, some benefits are realized in its first year. Year 0 (zero) corresponds to the year in which the systems development begins.The amount of 325,768 in year 0 includes the developmental cost amounting to 194,278 pesos and 131,400 pesos (14,600 pesos monthly operational cost times the remaining 9 months). The amount of benefits for Year 0 which is 85,500.

PAYBACK PERIOD

Payback PeriodIn the year 0 the cumulative cost incurred Php 325,678.00 and the cumulative benefit incurred Php 202,500.00. in year 1, cumulative cost is Php 500,878.00 and cumulative benefit is Php 472,500.00 in where payback period can be realized.

RETURN OF INVESTMENTROI= (TOTAL BENEFITS-TOTAL COST)/TOTAL COSTS

=(328187-212957)/212957

= 54.10%

For the School, the return of investment of a project must exceed or at least meet the minimum ROI set by the School. The minimum ROI can be an estimate of the return the school would receive from investing an amount of money in available investment opportunities. The computed return of investment is fifty four point ten percent (54.10%).

OFFICE LAYOUT

ORGANIZATIONAL CHART

SOURCE DOCUMENTS/BROUCHERS Application Form

Official Receipt

Registration Card

Proximity Reader with Wiegand OutputFeatures:Proximity / RF / Remote reader to send out Wiegand / TTL / RS-485 / RS -232C/USB/ABA and other signal.125KHz ASK type and various Wiegand format (26/34/44 bits) output.Latest compact sizecontactless/proximity reading technology provides an user friendly solution access controller-no swiping or contact requiredPassive contactless card and keyfobs require no batteriesOptional weather resistance. "Epoxy Potted" construction ensures consistent performance in the most adverse environmentEasy to install, low profile and designed for indoor or outdoor applicationWith CPU watch-log function to prevent malfunctionCompatible with proximity card and proximity keyfob

October 20134

Enrolls

Student

SdnumLnameFnameMnameBdate

Enrollment

SdnumDateEnrolledGrades

Class

SubjcodeTimeDaysRoom#TchrID

Classes

Teacher

TchrIDnumTchrLnameTchrFname

Subject

SubjcodeSubjunitSubjprereq

Room

Room#RoomnameCapacity

ENTITY RELATIONSHIP DIAGRAM FOR ENROLLMENT SYSTEM