A PROPOSED ST. DOMINIC SAVIO COLLEGE

AUTOMATED ENROLLMENT MANAGEMENT INFORMATION SYSTEMS

(SDSC-AEMIS)

(Network-Based Enrollment System)

A Thesis

Presented to the

College of Engineering and Computer Related Studies

St. Dominic Savio College

Caloocan City

In Partial Fulfilment

Of the Requirements for the Degree

Bachelor of Science in Computer Science

By

Michael John T. Carpio

Lester John M. Escanlar

Noli Joe Espino

CHAPTER I

THE PROBLEM AND ITS SETTING

Introduction

In today’s technology innovations, interest in information systems has

increased not only in education but also in all areas where resources are

managed. The success of an organization depends on its ability to acquire

accurate and timely data about its operation, to manage this data effectively, and

use it to analyze its own activities. Two main reasons count for this are the

increasing population and the need for improved problem-solving tools.

Computer-based Information Systems are the best way of storing and

retrieving data on a server or a database rather than using papers and file

cabinets – Paper based transactions. A quick and reliable computer-based

information system is a process wherein an institution can find an easier and

better way to implement an automated enrollment system.

Enrollment is the process of entering and verifying data of student to

register on a particular school. Different interrelated processes build up

enrolment procedure called Enrollment System (ES). ES are used particularly in

recording and retrieving student’s information. Tracking student’s information is

also of feature of ES, in which institutions can trace the standing of a student.

Automated Enrollment System (AES) 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 - Paper-based Transaction. As the population

of the students goes up, enrollment procedures becomes more complex and

enormous problems occurred. One of the best solutions in this problem is to

make manual enrollment process into a computerized system. It is the best way

of storing and retrieving information in a faster, more convenient way of storing

files and information of each student enrollees in a computer system that will

lessen the workload and provides accurate information needed by the school

without worrying that a single file is lost now and then. Administrator’s task has

becoming more complex, this will only serve to increase the problem facing

enrollment that provides more easily way of enrolling.

The proponents main purpose is to design, develop a software to improve

the old and manual enrollment process of St. Dominic Savio College, they

decided to focus on their study in developing a well-designed automated

enrollment system that is effective and efficient in terms of speed, of reliability

and accuracy and to ease the enrollment processes quality that the institution

trying to achieve. As a result, it will effectively benefit both the student and

administration as a whole.

Schools, like any other organization used to manage all sorts of data

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 Automated Enrollment Management Information System (AEMIS).

Theoretical Framework

Theoretically, the main purpose of the system is to developed an efficient

and effective Automated Enrollment Management Information System (AEMIS)

of St. Dominic Savio College. This study was anchored by the basic principles of

developing automated enrolment system that must take into consideration

regardless of its purpose. As Supported by the System Analysis and Design

principles from the System Analysis and Design 8th Edition by Kendall and

Kendall, “The information can be viewed as an organizational resource. As such,

it must be managed carefully, just as other resources are. The availability of

technology innovation to organizations has meant explosion of information, and

consequently, more attention must be paid to coping with the information

generated.”

The proponents have referred to the systematic phased approach to analysis

and design of information systems using the System Development Life Cycle

(SDLC).

1. Identifying problems, opportunities, and objectives. Identifying

objectives is an important component of the first phase. The analysts must

discover what the business is trying to do, to be able to see if some aspect

of information systems applications can help the business reach its

objectives by addressing specific problems or opportunities.

2. Determining information requirements. Used to define information

requirements in the business by the use of sampling and investigating

hard data, interviewing, questionnaires, observing decision makers’

behavior and office environments, and even prototyping. The analyst

strives to understand what information users need to perform their jobs.

3. Analyzing system needs. During this phase the systems analyst

undertakes involves analyzing system needs and also analyzes the

structured decisions made.

4. Designing the recommended system. In the design phase, the system

analyst uses the information collected earlier to accomplish the logical

design of the information system. It includes the logical design of user

interface such as Graphical User Interface (GUI).

5. Developing and documenting software. The analyst and programmer

works together to develop any original software that is needed. The

analyst also works with user to develop effective documentation for the

software.

6. Testing and maintaining the system. Before the information system can

be used, it must be tested with sample data and eventually with actual

data from the current system to pinpoint problems.

7. Implementing and evaluating the system. The last phase of system

development, it involves training users to handle the system and evaluates

the system whether the users are satisfied in current system.

Conceptual Framework

The result of the study shows the effectiveness of developing the

proposed Automated Enrollment Management Information System (AEMIS) if it is

soon to be implemented that will cause an effect for the improvement of

enrolment process of St. Dominic Savio College.

The procedure in managing and organizing a good enrollment system in

other words a well-structured Enrollment System would give the organization a

proper control of their transactions among the upcoming and enrolling students.

This study will be using the input-process-output diagram (DPC) to come-

up with proposed Enrollment System for St. Dominic Savio College (SDSC)

Input, project planning establishes a high level view of the proposed

project, Includes identifying problems, opportunities, and objectives regarding in

present status of enrollment processes in SDSC to discover what the business is

trying to do, to be able to see if some aspects of AEMIS could help the institution

to reach its objectives by addressing the specific problems or opportunities. It

brings the proponents to gather all requirements needed in software

development, The use of data gathering instruments such as surveys, empirical

observation, interviews defines the information requirements, the proponents can

fully-analyzed what information users need to perform their job.

Process, the gathered information are used as inputs for analyzing to

identify how the system will be built to perform necessary tasks to accomplish the

logical design of the system. It helps to specify hardware and system

requirements to define the overall system architecture with regards to data-entry

procedures, database design, system processes, and user-interface design to

determine how the AEMIS will look and how it will work. The proponents will work

together, develop and document the make desired features of AEMIS. Before the

system can be used by the users, it must be tested to pinpoint problems and

debug it as early, to ensure that it is working correctly and efficiently.

Output. The output will be the result of careful analysis and allocation of

information about the features, functions and design of the successful Automated

Enrollment Management Information System of St. Dominic Savio College.

Figure 1.0 Research Paradigm

Statement of the Problem

The study aims to develop a proposed automated enrollment

management information system in St. Dominic Savio College based on the

observation that the proponents conducted during the analysis and gathering of

data.

Specifically, this study sought to answer the following questions:

1. What are the challenges the respondents are facing with regards to:

1.1. Administrator/s

1.2. Faculty Member/s

1.3. Student/s

2. What is the status of the present enrollment practices adopted by the St.

Dominic Savio College with regards to:

2.1. Time spent for enrollment

2.2. Time spent for checking/verifying records

2.3. Accuracy of information

2.4. Safety/confidentiality of documents and records

3. What is the overall acceptance rate of the proposed automated enrollment

system as perceived by the respondents?

Significance of the Study

Due to the enormous problems and forthcoming difficulties being faced by

St. Dominic Savio College, the proponents highly recommend the

immediate implementation of Automated Enrolment Management

Information System (AEMIS) which is a network-based ready

computerized enrolment system that is very fast, very efficient and very

reliable. The AEMIS has the ability to store students’ information which

can easily be retrieved and printed when needed. The AEMIS also has the

capability to make data-entry corrections fast and with ease. Furthermore,

thru proper system implementation and management of AEMIS, data

information and database integrity can be feasibly achieved resulting to

the huge decrease or possibly the total elimination of enrollment problems

SDSC may face in the coming years.

AEMIS Purpose:

Provide Automated Enrolment system that has the ability to create,

modify, update and monitor records that can generate views, queries

and reports fast and easy.

Provide and secure pertinent information and database profile of

students and SDSC personnel.

Thru automated reports, AEMIS will lessen the workloads of Teachers

and The Administration.

To have a system that can give the students a hassle and stress-free

enrolment process.

The following will benefit from this study.

Researchers, This will benefit other group of researchers who wish to

undertake similar studies as they can get more background information from the

result of the study, which can serve as a basis to modify or improve their own

research.

School, the study will provides the school a better system from the

manual to automate so the school will gives a better service for the recent

students and for the upcoming students of the school.

Administrators, the study will provides ease of access and minimize the

effort and time they exert in terms of manipulating information and records of the

students.

Faculty and Staff Members, the study will provides a better work

performance to the staff that may help them to be more accurate and more

efficient especially on monitoring and updating records of the students.

Students, the study provides a better service for the enrollment of each

every student in the fastest and easiest way for lessen the stress and time cost of

the enrolment and ease of access to retrieve their information.

Scope and Limitation of the Study

Automated Enrollment Management Information System (AEMIS) covers

the posting and updating of students’ personal data sheet, curriculum, grades

slip, statement of accounts, and unofficial transcript of records. It also includes

the status of a student whether active or inactive. An inactive status is further

categorized to dropped, stopped, graduated or transferred. Under the statement

of accounts, balance forwarding is also adopted. However, the system is not web

based.

Features of the proposed system:

Completely menu-driven and User-Friendly, It is program that obtains

input from a user by displaying a list of options from which the user indicates

his/her choice. Systems running menu-driven are prone to user error.

Provides faster and efficient information processing, this system is

designed as much hands-off processing as possible. It has a fast and simple

access to information.

Supports efficient data management, there are other capabilities that

complement these system. This system gives the most value of information a

user needs. It also delivers top performance and reliability to users.

Highly flexible, the coding is easily adapted and extended to supply new

functionality without major redesign.

Safe and Secure, the proposed system provides security and validity

measures that includes (a) password protection where only authorized users

would be allowed to access the system; (b) level of access for authorized users

would be categorized into two levels:

Administrator with full read and write privileges and

Users with limited read privileges; (c) physical security for the server that

would be confined at the registrar’s office; and (d) and audit trail for every

transaction that would enabled the system to track every users who

logged-in for a particular date and time, and what event or action done.

Provides timely information, for the administration because it is a critical

resource in the operation and management of the institution. Timely availability of

relevant information is vital for effective performance of managerial functions

such as planning, organizing, leading and control. This system focuses more in

these cases for a better and stable information management system.

Cost Reduction, It can be achieved by minimizing the use of the

stationary for reports. Soft copy of all the reports can be viewed and hence

reducing the need of the hard copy

Definition of Terms

These terminologies were gathered by the researcher for the better and

clearer understanding about the study.

Database. Systematically organized or structured repository of indexed

information (usually as a group of linked data files) that allows easy retrieval,

updating, analysis, and output of data.

SDLC (Software Development Life Cycle). A process followed for a

software project, within a software organization. It consists of a detailed plan

describing how to develop, maintain, replace and alter or enhance specific

software.

Computer. Machine capable of the following the instructions to alter data,

programmable electronic device that can perform calculations and processing

information.

Enrollment. It is a process in which a student is being admitted to the

institution. This include the listing of information or data about the student and

subject he/she will be enrolled.

Record. It is the collection of related field with information that usually

pertains to the only one subject.

System. It is a group of interrelated components working together toward

a common goal by accepting input in an organized transformation process.

CHAPTER II

REVIEW OF RELATED LITERATUREAS AND STUDIES

This chapter contains the researched review done by the proponents

about the related ideas regarding the proposed system. It includes the

differences and similarities found among other Automated Enrollment System.

This chapter constitutes more on the study of the System Literature Side. It also

covers the related view and ideas presenting other enrollment system made

possible by other proponents and programmers. To review encompasses the

critical aspect of all enrollment system study.

Literature

Foreign Literature

According to Jennifer Rowley (2005), information systems are a tool to

support information management. Information systems are increasingly being

used in organizations with the objective of providing competitive advantage. The

information systems used by organizations can be grouped into different types

such as transaction processing system, management information system,

decision support system, executive information system, expert systems and

office information system. Information Technology has heralded the advent of the

information society. The information society may be a “Virtual Society”. The

concepts of the electronic classroom, the electronic office and electronic library

have been explored. Information system poses a number of issues on society in

general, including: changing employment patterns, archiving, and bibliographic

control, security and data protection, intellectual property, marketplace issues

and access.

An enrollment system is basically included in one of the classification of

information system that is stated, thus it serves a tool to support information

management with regards to the student, enrolment fees information and other

with a connection to the enrolment process. Every school gain competitive

advantage of having this system for they will have the capacity on handling

important information at ease and with security. 1

Local Literature

According to Aquino (2005), Importance of computer application is

increasing day by day. In the latest decades of the Millennium winning

organizations are those which are willing to integrate business strategy and

computer information technology in plying their respective trades. The use of

computer information technology results for them to be able to develop products

fast and make decisions fast, ability to have fluid organization structures, able to

cope with the demanding work force and external environment by the rapid

development of innovative approaches and lastly using information system

confirms the company’s mission vision.

1 Rowley, J.E. et al. (2005) Student use of electronic information services in further education

Schools use information systems in the way of implementing an enrolment

system. This results for them to attract enrollees and earn an income. Enrollees

are attracted because the use of the said system makes the transactions faster

and easier. 2

In Samar State University (SSU) located at Samar Island. Technology

innovations had influenced man's work, from data processing, business

transactions, research, planning, monitoring and even in medical operation of

man’s body is now entrusted to computer technology. Samar State University

(SSU) aims to be the center of excellence in education had recently made

changes to some of its existing systems. The enrollment system of the university

is now computerized, and other systems are on its way. This only show that they

are coping with the latest technology. The Automated Enrollment System of

Samar State University aims for an accurate, user friendly, efficient system that

can help both the student and personnel for fast data processing of enrollment.

Engr. Hediki Hashimoto, a Japanese volunteer headed the creation and

conceptualization of the system. The information technology faculty from the

College of Engineering and Arts and Sciences assisted him. The system that is

web based uses PHP programming language with data stored in MySQL is run

through the intranet of SSU.3

2 Aquino (2005), The Importance of Computer Technology3 Dry-run of Automated Enrollment System http://www.ssu.edu.ph

Studies

Foreign Studies

MIT (2009) gave emphasis that Student Information System (SIS)

provides students with access to their academic and biographic records as well

as the ability to update their address information and pre‐register for classes; it

provides instructors and departmental administrators with class list information;

and provides advisors and departments with access to the individual academic

records of their students. Therefore, SIS is an integrated approach in acquiring,

storing, analyzing and controlling the flow of student data throughout the

institution. Highly developed SIS can be useful in nearly all institutional

departments’ functions and can greatly increase efficiency and response times of

traditional labor and time‐intensive processing of student data. 4

Swartz (2007) gave emphasis that almost all institutions depend on data.

Consequently, we are witnessing a profound change in the way in which

institutions perceive, understand, and manage their information. There is now a

clear recognition of the value of information, the creation of new information, the

retrieval of existing information, the storage of important information, and the

disposal of redundant information. There is also greater awareness of the cost of

acquiring bad, incomplete, or inaccurate information.5

4 Massachusetts Institute of Technology (MIT). (2009). About Web SIS. Retrieved from http://student.mit.edu/cgi docs/govwbin1.html‐5 Swartz, N. (2007).Data Management Problems Widespread: Organizations Should Regard Data as their Greatest Asset and Invest in Data Management Accordingly. (ON THE EDGE: The Use & Misuse of Information). Retrieved from www.accessmylibrary.com

Local Studies

Marrero (2009) in his study entitled “Student Information System for the

University of the Cordilleras” stressed that the concept of Information Systems

(IS) emerged in the early 1960s. More often, when information system is defined,

the field Information Science is always associated, IS is an academic field that

deals with the generation, collection, organization, storage, retrieval, and

dissemination of recorded knowledge. Furthermore, it is a collection of related

components designed to support operations, management, and decision making

in an organization. Generally, IS is supposed to inform people. Information

System supports people or users in making intelligent decisions based upon the

information derived from reliable data. 6

Synthesis

Different studies and literatures have been presented as having relevant

bearings to this study, they are govern from different sources which deals with

the importance, benefits and the error handling of Automated Enrollment System.

Since this study focuses on the importance, benefits and development of an

Enrollment System for an institution, the results of the study and the facts stated

in the related literatures are relevant and comparable to this study.

6 Marrero, S. (2009).Student Information System for the University of the Cordilleras. A master project study. University of the Cordilleras.

The proponents find new techniques, new knowledge, even develop new

substances, gadgets, equipment, processes or procedures, imagination and skill

is employed by the researcher. The commodities, new devices, services in

technology are needs of man for a better fuller life which is the concern of the

research.

Many reasons were stated among the published works why Automated

Enrollment System is done. In these days, time, effort and money are such vital

things that have to be used very efficiently to have a satisfactory outcome

whatever work is to be done. Modern technology makes life simple and easy in

many ways.

At the present time in other colleges and universities, they are already

implementing Automated Enrollment System for the ease and convenience of the

students. As the studies show, Enrolment System is very important for a school

because it performs the registration, advising, assessments, payments, and

scheduling for the students. Enrollment System is a good example of a computer

generated process. This can lessen the workload and provides accurate

information needed of our school, As a result, it will benefit not only the students

but the administration as a whole.

CHAPTER III

RESEARCH DESIGN AND METHODOLOGY

This chapter describes the research design, locale of the study,

respondents of the study, and sampling techniques, research instrument used,

data gathering procedure, and statistical treatment of data.

Research Design

In order to develop the Automated Enrollment Management Information

System (AEMIS) of SDSC, the proponents utilized the descriptive developmental

research method. This method provides a detailed organizing of data and

information gathered, using survey questionnaires that is answered by the

respondents and with series of interviews, the data gathered can be easily

interpreted and enables the proponents to describe and presents the picture of a

certain phenomenon or phenomena which is under development.

The model used for the development of the project is extremely significant.

It specifies the probable developmental process, set of rules and standards that

are primarily need to be used. This will helps the developmental process faster

and remove from further repetition of certain task accompanied on the modules

of the proposed system that will causes also complications.

Furthermore, the proponents method was based on the classic software

development life cycle that follows with a series of steps in order to ensure

success in process of software development and helped them to determine the

level of acceptability, and fully analyzed and understand how the proposed

system be developed and implemented.

Figure 2.0

Waterfall Model Approach

The Waterfall model is a sequential design process, often used is software

development process, in which progress is seen as flowing steadily downwards

(like a waterfall) through the following phases to be discussed.

The waterfall model is the earliest software development life cycle

approach that was used widely in software engineering and development. It

illustrates the software development process in a linear sequential flow; hence it

is also referred to as linear-sequential life cycle model. In “The Waterfall”

approach, the whole process of software development is divided into separate

phases and typically, the outcome of one phase acts as the input for the next

phase sequentially, it means that any phase in the development process begins

only if the process begins only if the previous phase is complete. With this

waterfall model, it helps the proponents to view the step with regards to the

processes of developing the system.

Project Planning

Planning a project for research study establishes a high level view of the

proposed project and determine its objectives. This is a phase where it brings the

proponents to gather all the requirements needed in the software development

for a successful project.

Requirement Gathering and Analysis

Refines project goals into defined functions and operation. With regards to

the requirements, the proponents conducted interviews, surveys, and

observations to bring out possible information’s, the gathered information was

enumerated, studied and analyzed to plan and bring up what are the

requirements (System and Hardware Requirements) needed to develop the

proposed Enrollment System.

System Design

Once the requirements have been gathered and analyzed, it is necessary

to identify in detail how the system will be built to perform necessary tasks. More

specifically, the gathered information are used as the inputs for this phase to

accomplish the logical design of the system. It helps to specify hardware and

system requirements, and with the use of logical diagrams, data-flow diagrams,

and flowcharts, it helps the proponents to define the overall system architecture

with regards to data–entry procedure and database design, system process, and

user-interface design to determine how the information system will look and how

it will work.

Program Coding

The implementation of software design starts in terms of writing program

code in the suitable programming language and developing error-free executable

programs efficiently. The proponents have used Microsoft VB.NET (Visual Basic)

as their programming language and Microsoft SQL Server as the database for

developing the Automated Enrollment Management Information System (AEMIS)

software application

Implementation

The system is first developed in small programs, called modules, which

integrated in next phase. Each modules is developed and tested for its

functionality referred to as Module Testing.

Testing and Debugging

Before the information system can be used, it must be tested to ensure

that it is working correctly and efficiently. A series of tests to pinpoint problems is

run first with sample data and eventually with actual data. Early discovery of

errors and their remedy is the key to reliable system.

Operations and Maintenance

This phase confirms the software operation in terms of more efficiency

and less errors. It is needed to ensure that the system will continue to perform as

desired based on the operation steps and maintained timely by updating the

system provided by the proponents.

Respondents of the Study

Data were gathered from the Administration office particularly in the

offices of the registrar and accounting. The personnel under Office of Student

Affairs were also included as respondents in the study.

Table 1.0

Respondents Distribution

N = 30

Position / StatusNo. of

RespondentsPercentage (%)

Administrator 5 16.67 %

Faculty and Staff 5 16.67 %

Students 20 66.67 %

Total 30 100.1 %

Table 1.0 presents the distribution of respondents. There were a total of

twenty (30) selected respondents classified as five (5) Administrator, five (5)

faculty and staff, and twenty (20) students from different department of the

school. The respondents were chosen according to their capability to evaluate a

computer system according to its design and functionality.

Research Locale

This study was conducted in the college department within the premises of

St. Dominic Savio College, located at Block 1 Lot 6, Mountain Heights

Subdivision, Quirino Highway, Pangarap Caloocan City.

Samples and Sampling Techniques

The purposive sampling will be used in the selection of the respondents

only in St. Dominic Savio College will be utilize to answer the questions.

Purposive sampling technique is a type of non-probability sampling where the

researcher consciously selects particular elements or subjects for addition in a

study so as to make sure that the elements will have certain characteristics

pertinent to the study. It normally targets a particular group of people. The target

of the proponents are the selected respondents classified as administrators,

faculty and staff, and students from different departments.

To justify the point, A Slovin’s formula was used to determine the sample size.

n= N

1+Ne2

Where:

n = Sample SizeN = Population Sizee = Desired margin of error

Given: n = ?N = 30E = 0.5

n= 30

1+(30)(0.13)2

n= 30

1+(30)(0.13)2

n= 301+(30)(0.0169)

n= 301+(0.507)

n= 301.507

n=19.90∨20

Data Gathering Instruments

The proponents have conducted interviews, empirical observations, and

have used survey questionnaires as data gathering tools to acquire the needed

data. The proponents used survey questionnaires as their main data-gathering

instrument for this study. The questionnaires was divided into two main sections:

Section I includes personal data sheet or the profile, and Section II the rating

scale or the survey proper. The profile contains socio-demographic

characteristics of the respondents such as age, gender, and the respondent’s

knowledge about enrollment process of St. Dominic Savio College.

For every item in the questionnaire, there were five (5) choices with their

corresponding rating value: (1) Strongly Agree, (2) Agree, (3) Uncertain, (4)

Disagree, and (5) Strongly Disagree. The respondents were asked to put a check

mark inside the bracket which corresponds to their responses on according to the

statement of the problem and of the construction design and functionality of the

proposed Automated Enrollment System.

Data Gathering Procedures

The proponents took an empirical observation and analysis of step-by-

step transactions from the present enrollment process of St. Dominic Savio

College. These include registration of students and payments that were assigned

to registrar and accounting department. Sectioning and scheduling of students,

File handling of individual records were also observed. Upon observation, a

questionnaire was prepared, validated, and conducted with the cooperation of

the twenty (30) selected respondents. Respondents were interviewed and the

Automated Enrolment Management Information Systems (AEMIS) was shown

and introduced for them to evaluate. Eight (8) items were used to evaluate the

acceptability of its design and functionality. The data were gathered, tallied,

computed, and interpreted to supplement the findings of the study using the

scale.

Statistical Tools, Analysis, and Interpretation of Data

The statistical tools used in determining the acceptability and

implementation of the Automated Enrollment Management Information System

(AEMIS) were by means of getting the weighted mean of the responses towards

the different statements about the implementation of the enrolment system.

The following statistical formula was used in this study:

1. Percentage (%)

To describe the profile of the respondents, the percentage will be

computed. The measure of dominant quantity was utilized to determine

the most probable scenario.

Formula:

P= FN×100

Where:

P = percentage

F = frequency

N = Total Number of Population

2. Weighted Score

To guide in the interpretation of the result on the level of

acceptability of the Automated Enrolment Management Information

Systems (AEMIS). The following scale was used in the descriptive

interpretation of the weighted score and average of the weighted score.

∑ x=¿(wf )n

¿

Where:

∑ x=¿weigh ted score¿ w = weight

f = frequency

n = number of respondents

For the acceptability of the system:

Table 2.0

Rate Range Equivalent Rating

5 4.21 – 5.0 Strongly Agree

4 3.41 – 4.20 Agree

3 2.61 – 3.40 Uncertain

2 1.81 – 2.60 Disagree

1 1.00 – 1.80 Strongly Disagree

The results of these statistical treatments provided groundwork for the

analysis and interpretation of data. The findings were the basis in making

conclusions and recommendations.