CHAPTER IIntroduction The researchers enhance the previous
enrolment system that provides the client a faster, more convenient
way of storing files of the student enrollees in a computer system
that lessens the effort of faculty staff every semester. This also
serves as information database especially for freshman; irregular
transferees student and the administrator are able to get an access
in their course, subjects, and student enrollees. This information
can be viewed in just seconds without, worries that single files
could get lost. As the enrollees increase every year, enrollment
procedure becomes harder to deal, this also a big help to all
enrollment staff, especially under the computer department because
they are the one who are entitled to head and update the
information in the database. Having this system helps the school in
upgrading the enrollment process so as they meeting the qualities
that we are trying to achieve.Today, the use of the technology has
been an effective tool on improving such as kind of enrollment
system. It improves the efficiency of the enrollment system in AMA
Computer Learning Center Los Baos hereafter to be called as
ACLC-LB.Enhancement of the previous enrollment system is the output
of the project and it aim for more accurate, user friendly and very
useful system that can help data processing of enrollment. The
system as integration of two functions designed for private
educational institutions which offer computer courses.The
enrollment procedure is very hard task, from the submission of the
requirements up to the computation of payments in most of these
private education and educational institution, this is the common
procedure followed during the enrollment period and usually it is
done manual. Records are kept in tons of paper because there is no
existing database other than the files in the cabinet. Reports are
not done accurately and efficiency because problems are encountered
like date redundancy. A problem in computation of payments also
encountered. In this kind of educational institution there are one
or two person assigned to process environment and cash flow system.
Time is very important for this person assigned to do this task for
attending with the students and parents concerned.This School
setting is similar in other places in our country. In every town
the average of 4-5 schools has the same settings and procedures
which are followed during enrollment. As the institution
continuously grows the need to enhance the system becomes a
necessity. Enhancement is one of the steps to take in order to
embrace the advancement of the technology and to maximize the
available resources in the institution because most of them own a
computer and user database or electronic computer. Background of
the StudyIn this generation most schools offers courses have
computerized enrollment system. For example in Sta. Rosa they are
using this system to make easy the process of enrollment. Suddenly
it takes time before a student be enrolled, therefore the objective
if this research is to make enrollment much easier than doing it
manually.The enhancement of Computerized Enrollment System pushes
this system into a new level. Instead of enrolling manually, they
will have option to finish their form using computerized enrollment
system.Statement of the ProblemThe study aims to enhance the
previous computerized enrolment system for ACLC-LB, specifically on
the process of enrolment. The problem areas are as follows:1. What
are the enhancements of the previous enrolment system?2. What are
the benefits in using computerized enrolment system at ACLC-LB?3.
What are the common problems met by the registrar in the manual
enrolment system at ACLC-LB?
AssumptionsFor employees, the enhancement of the computerized
system will help them more in saving time in storing, retrieving
student information and the cash inflow information. It will also
help them become productive by serving their clients confidently
and reassuring that the information they will provide is accurate.
As for the students, the system will lessen their waiting time, as
well as they no longer need to repeat manually fill in the
enrolment forms, avoiding redundancy of data. And lastly, the
system will keep reports updated for the school administrators for
an immediate decision-making processes and any plans needed for the
institution growth.
Conceptual FrameworkIn our proposed system, there is the
database software where all of the information about tools and
equipment are stored. The main menu has a user-friendly interface
and has an administrator input as well as administrator log-in
form. In the transaction process, there is an assurance of maximum
control and the movement of tools and equipment. Though, it
provides the ease of recording, searching and editing of data input
on the database. The proposed system lessens inventory paper works
as well as accurate inventory reports. Upon implementation of the
study, its efficient operation generates and maximizes the service
to the staff and satisfaction of the clients on its
development.
Admission Verification(Registrar, Cashier) Input Computerized
Enrollment SystemAdmission Office InquiriesProcess
Stamping of Form(Verified)
ENROLLED Output
Figure 1. Conceptual Framework
Significance of the StudyThe School needs to embrace the
advances application of technology particularly in the generation
of reports including enrolment reports; it seems as the solution
for fast data processing of enrollment system.As the researchers
mentioned, enrolment is an important thing in entering an
institution. With the advancement of technology, the use of the
enhanced Computerized Enrollment System provides an alternative
method to make the enrollment process conveniently. By using this
enrollment system, students and office staff of the school can
easily do their task with an easy access system with just a few
clicks of buttons, and filling in the form with a database
system.Enrollment process is made possible for the administration
in order to analyze the result as soon as students work has been
completed. It allows the administrator to gather, store and review
testing information quickly more convenient and with consistent
rate.
Scope and LimitationsThe scope of this system includes the
following processes; it is use for admission, registration, and
payment of the students to be enrolled, recording and retrieval of
the student information, computation of income on the payment from
enrolment, providing of receipts for the payments and reports to
the management such as summary and cash inflow report. And its
limitation can be only used for registration purpose during
enrolment and accounting transactions are not included. The system
focuses only to the students information.
CHAPTER IIReview of Related LiteratureForeign LiteratureThe
University of Southern California (USC), located at Los Angeles,
California, USA, is establish in 1880 as a private research
institution. The universitys academic and administrative programs
are led by the presidents cabinet, which is comprised of a provost
and senior vice president for academic affairs, senior vice
president for finance and chief financial officer, senior vice
president for administration, senior vice president and for
university relations, and senior vice president for advancement.
USC is governed under the direction of the universitys board of
trustees and in accordance with the university by laws.The main
goal of USC is to decentralized enrolment system so that they could
achieve universitys academic and monetary success. They establish
systems which provide some central resources moreover; they
accommodate and support the requirements of the whole university.
It is known as the RCMS. (Revenue center management at the
University of Southern California:a case study, Amir Rahnamay-Azar,
2008).Edith Cowan University (ECU) is currently enrolling more than
5, 000 new students, which has been made easier with its
Oracle-based online enrolment system. This has allowed ECU to
substantially re-design its business processes. The system is known
as the Edith Cowan University Web Enrolment System (ECUWES), and
replaces traditional hard copy enrolment. According to the
coordinator of Admission Support, Kerian Greenaway, the system
offers immediacy and convenience of course enrolment via the
Internet. The technology in use was set up by Oracle in 1998, when
ECU moved towards creating an innovative web-based enrolment and
administrative system using Oracle database products. New
enrolments using ECUWES are managed differently to re-enrolment on
ECUWES. New enrolments are processed while the student is with an
enrolment assistant, because there is a need to collect HECS and
enrolment papers, as well as to familiarize students with the
system. In terms of re-enrolment, the student has full control of
enrolling in a six-week period, which allows for any small glitches
in the system, such as not being able to get online. ECU also
previously faced difficulties with managing student enrolment
administration, as staffs were distributed across several
locations, so there was a desire for improved access and management
of student information. Similarly, re-enrolment required students
to travel to the University and queue for service from
administration staff. Faculties also requested that students enroll
by porting enrolment sheets on computer bulletin boards. With
ECUWES, students from remote areas and international students enjoy
easy enrolment with improved time effectiveness. There have been no
major problems, apart from a few power failures, but ECU has
back-up plans, such as enrolment assistants taking up all the
paperwork and processing the information once back online. (Online
Enrollment for ECU http://www.doir.wa.gov.au) In Veritas Parochial
School Pascual, a web-based enrollment system is developed to help
both the old and new students, to enroll in a more efficient way
without the hassles of waiting long hours just to fill up forms,
which sometimes become redundant, or to stand in line and pay at
the cashier. It is with the Web-based Enrollment System for VPS
that this new style of enrollment may be achieved. This new type of
system offers the student with new options for enrolling at VPS.
Just by logging on to their website the student may create his new
account for the current year he is to be enrolled in. With this,
all the student has to do is to fill up certain forms that do not
take more than a few minutes to accomplish. Then the records will
be stored in the school database for future references. After that
the student will be given confirmation that the transaction has
been verified and all that the student has to do is visit the
school and pay appropriate amount for the current school year. The
student may also browse the web site of VPS and he can check his
current account. He can also see the list of the school current
tuition fee rates. (Web-based Enrollment System for Veritas
Parochial School Pascual, Robert John G.And Riceo, Vincent Joel T.,
2001)
Local LiteratureThe Academic Information Management System or
AIMS has enhanced the enrollment system and academic record,
keeping of the University of Negros Occidental Recoletos in Bacolod
City. The school for easy access of students to the school and
school academic records acquired AIMS, software of Pinnacle Asia.
It has systematized and consolidated the inputs of the college
registrar with the accounting office. Bro. Jaazeal D. Jakosalem,
OAR, University Property Administrator said that AIMS has made
records of both offices analogous with each other. We were able to
solve the loopholes in the past where millions of pesos cannot be
counted because their inputs cannot be recorded, Jakosalem
explained. AIMS have greatly improved the schools information
technology infrastructure. UNO-R students and their parents can
view the academic records on-line while enrollment procedures has
been reduced to only 30 minutes or so with corresponding accounts
due within 5 days. School notices and announcements may be read
on-line. Faculty members may encode grades and post course/lecture
materials on-line. The school alumni here and abroad may request
for their transcript of records and receive the same on line.
Jakosalem also announced that UNO-R campus is now a WIFI zone.
Foreign and graduate students may access the web at all times using
their laptops. This study is related to the proposed system because
of the web-based enrolment.The registrar and the students can also
view their academic records using the internet. But the difference
is that in this study it is not mention that the students can pay
their tuitions on-line.(AIMS enhances enrollment system of UNO-R
Bacolod http://www.uno-r.edu.ph)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 mans 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. (Dry-run of Automated Enrollment
System http://www.ssu.edu.ph)With its 25,000 students, Far Eastern
University (FEU) ranks among the biggest universities in the
country in terms of population. And with a large population comes
multiple problems in enrollment, student records and related data.
Wanting a lasting solution to the problem, FEU asked consultants
for recommendations. The result was a decision to automate FEU's
enrollment system. FEU decided to automate the enrollment system in
two phases: (1), the development of a system for enrollment and
student records for Phase I, and (2) the integration of the
student's financial records for. They worked closely with
SQL*Wizard to pilot E*Wizard, an integrated system for student
enrollment that contains modules with extensive inquiry and
reporting capabilities. They also tapped FEU's Computer Services
Department to iron out kinks. They reviewed organizational
structures, assigned people to support groups and asked faculty
advisers and staff to train. She also met with the representatives
of individual institutes and with the support of the academic
managers and SQL*Wizard's technical group, plotted the move to
launch an integrated system during the second semester. The
preparation involved cleaning the database, standardizing labels
for subject and preparing the subject requirements. The only
similarities that the proponents have encountered here is that the
university formulated a powerful database that will hold large
number of data and can keep track student transactions. This is one
of the goals of the proposed system that the proponents will be
developing.(Far Eastern University Enrollment System-
http://www.sqlwizard.com/ewizard_testimonial.html)
CHAPTER IIIMethodologyIn this chapter represent the methods of
research used in the study, requirements analysis, design phase,
coding, testing, maintenance, population and sample, description of
respondents, research locale, data gathering procedure, statistical
treatment.Methods of ResearchIn discussing the details of the
study, the researchers have used the descriptive method. This
method provides a detailed organizing of data and information
collected, using survey questionnaire that is answered by the
respondents and with interviews, the data collected can be easily
interpreted. The researchers method is based on the classic life
cycle or the waterfall method:
Requirements Analysis
Design Phase
Coding
MaintenanceImplementationTesting and Debugging
Figure 2. System Development Life CycleRequirement AnalysisAfter
acquiring the authorization to proceed on the proposed system, the
researchers have evaluated first the existing and have identified
its strengths and weaknesses using questionnaire. The person to
interview is determined first before the proceeding, followed by
observations. The facts that are gathered on the interview are
verified by the researchers through observations.Design PhaseThe
researchers have designed the proposed system using flowchart. It
is designed to show and follow the registration system at ACLC-LB.
The interface of the program is user friendly. In order to secure
the database, it must have a username and password to login the
whole system.CodingThe researchers have used Visual Basic 6.0 as
their software application and Microsoft Access as the
database.TestingThe functionality and operability of the new system
depends on testing and debugging phase. If there are errors
encountered, adjustments are done to further improve the system. To
test if the final design functions properly, researchers shall
repeat the testing and debugging phase. This process helps the
researchers to identify the missing program in the proposed
application and errors. Testing and debugging of codes are also
done to ensure accuracy.
ImplementationTo ensure that the proposed system runs properly
and is errors free, there should be an administrator or an
authorized person assigned in the maintenance of the system so that
it can be easily modified if problems arise in the system. To
maintain the program, researchers must have a monthly maintenance
to improve the system. In this process, the researchers can easily
trace errors, and it can also help the user to use the program
easily.
Population and Sample SizeWhere: n=sample Size N=population
e=desired margins errors Nn= 162(students)n=
162n= 1+ (162) (0.01) 162n= 1+1.62n= 62(sample size)The
researchers have used fifty-seven (57) students and five (5)
respondents from the administration staff out of 162 total
population of ACLC- LB, because they are the main concern of the
said enrolment system using Slovens Formula.Description of
RespondentsThe respondents of the study are the students,
administration staff of ACLC-LB, the admission officer, registrar,
accounting officer, the school directress. They evaluate the
computerized enrolment system based on survey questionnaire
provided by the researchers, and then it is analyzed, presented,
and interpreted. Research InstrumentA set of survey questionnaire
is distributed. The questionnaire is designed in accordance with
the statement of the problem. Research LocaleThe study is conducted
in the administration office of AMA Computer Learning Center Los
Baos at 2nd floor F&L Building, #9209 Lopez Avenue, Batong
Malake, Los Baos, Laguna from November 2011 to February 2012.Data
Gathering ProcedureThe researchers have conducted interviews and
have used questionnaires as data gathering tools to acquire the
needed data. The researchers have used survey questionnaire
consisting of ten statements for survey and evaluation of the
system. Questions are prepared according to the statement of the
problem and features of the computerized enrolment system. The
result of the preliminary interviews are studied then verified to
supplement the findings of the study.
Statistical Treatment of DataN= total number of respondentsThe
Likerts Scalar Method (LSM) x= (SA*5) + (A*4) + (U*3) + (D*2) +
(SD*1) NWhere: SA= Strongly Agree A= Agree U= Uncertain D= Disagree
SD= Strongly Disagree Rating Weighted mean Interpretation
543214.51-5.003.51-4.502.51-3.501.51-2.500.00-1.50Strongly
AgreeAgreeUncertainDisagreeStrongly Disagree
Table I. The Lickerts Scalar Method.Weighted MeanThe researchers
have used weighted mean in order to know the degree of importance
of each answer in the survey questionnaire. This verifies the
satisfaction of the questionnaire.The researchers have also used
the Lickerts Scalar Method as the standard method.The formula for
LSM is:
x = 5 * fi + 4 * fi + 3 * fi + 2 * fi + 1 *fi NWhere: x=
weighted mean fi = frequency of the ith scoreN= total number of the
respondent
CHAPTER IVPresentation of DataThis chapter discussed an
interpreted the data that are gathered throughout the study.
Presented here are the data gathered by the researchers in the
course of survey and the evaluation of the software. Mainly the
data that are from questionnaires were analyzed and presented in
very methodical manners that are gathered throughout the study
proved to be vital in the evaluation of the study.The researchers
presented the data in a detailed concise manner. This is to ensure
that the treatment of data is gathered properly done to come up
with unbiased findings of the study. Presentation was done using
tables for it to be easily understood. The tables contain the
statement, both questionnaire are answerable by five (5) degrees of
emotional decisions, namely;Strongly Agree (SA), Agree (A),
Uncertain (U), Disagree (D), Strongly Disagree (SD). The survey
showed and revealed that there are certain problems that the Admin
office encountered.
Analysis of DataThe data was analyzed in order to interpret it
more specifically and clearly. This gave the researchers an
overview of how the result of the study would be determined.
Furthermore, the analysis of data was done to easily explain the
data acquired by the researchers. After the analysis of the data,
it is interpreted in a narrative form to be easily understood by
the respondents and other readers.
Table 2. Responses of the 1st year respondents on Software
Evaluation
Statements SA A UD SD X Interpretation1. The program exactly
serves 17 0 0 0 0 5 SA its purpose, that is, enrollmentthrough a
computer.
2. The program is accessible to 16 1 0 0 0 4.94 SA users through
personal accounts. 3. The program is error-free 15 2 0 0 0 4.88 SA
information.4. The program is very-useful and 14 3 0 0 0 4.82 SA
nothing in the program is waste.5. The program can detect errors,
15 2 0 0 0 4.88 SA whether input or calculation.6. The program can
be modified, 14 3 0 0 0 4.82 SA changed depending on the
objective.7. The program is consistent, true and 14 3 0 0 0 4.82 SA
correct.8. The users can depend on the 15 2 0 0 0 4.88 SA program
for information and easy enrollment system.9. The program supports
testing, 16 1 0 0 0 4.94 SA debugging and error-finding.10.
Commands and menus are 16 1 0 0 0 4.94 SA easy to understand and
interface is easy to navigate. Overall weighted mean 4.89 SA
Legend: SA (strongly Agree), A (Agree), U (uncertain), D
(Disagree), SD (Strongly Disagree)
Table 3. Responses of the 2ndyear respondents on Software
Evaluation
Statements SA A U D SD X Interpretation1. The program exactly
serves 38 2 0 0 0 4.95 SA its purpose, that is, enrollment through
a computer.
2. The program is accessible to 33 7 0 0 0 4.83 SA users through
personal accounts. 3. The program is error-free 32 8 0 0 0 4.80 SA
information.4. The program is very-useful and 31 9 0 0 0 4.78 SA
nothing in the program is waste.5. The program can detect errors,
33 7 0 0 0 4.83 SA whether input or calculation.6. The program can
be modified, 27 13 0 0 0 4.68 SA changed depending on the
objective.7. The program is consistent, true and 29 11 0 0 0 4.82
SA correct.8. The users can depend on the 31 9 0 0 0 4.78 SA
program for information and easy enrollment system.9. The program
supports testing, 36 4 0 0 0 4.90 SA debugging and
error-finding.10. Commands and menus are 33 7 0 0 0 4.83 SA easy to
understand and interface is easy to navigate. Overall weighted mean
4.81 SA Legend: SA (strongly Agree), A (Agree), U (uncertain), D
(Disagree), SD (Strongly Disagree)
Table 4. Responses of the Administration Staff on Software
Evaluation
Statements SA A U D SD X Interpretation1. The program exactly
serves 0 5 0 0 0 4.00 A its purpose, that is, enrollment through a
computer.
2. The program is accessible to 1 4 0 0 0 4.20 A users through
personal accounts. 3. The program is error-free 0 3 2 0 0 3.60 A
information.4. The program is very-useful and 0 4 1 0 0 3.80 A
nothing in the program is waste.5. The program can detect errors, 0
5 0 0 0 4.00 A whether input or calculation.6. The program can be
modified, 1 3 1 0 0 4.00 A changed depending on the objective.7.
The program is consistent, true and 0 4 1 0 0 3.80 A correct.8. The
users can depend on the 2 3 0 0 0 4.40 A program for information
and easy enrollment system.9. The program supports testing, 0 4 1 0
0 3.80 A debugging and error-finding.10. Commands and menus are 3 2
0 0 0 4.60 SA easy to understand and interface is easy to navigate.
Overall weighted mean 4.02 A Legend: SA (strongly Agree), A
(Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)
Table 5. Overall survey resultStatement # SA A U D SD X
Interpretation 155 7 0 0 0 4.89 SA 250 12 0 0 0 4.80 SA 347 13 2 0
0 4.73 SA 445 16 1 0 0 4.70 SA 548 14 0 0 0 4.77 SA 642 19 1 0 0
4.66 SA 743 18 1 0 0 4.68 SA 848 14 0 0 0 4.77 SA 952 9 1 0 0 4.82
SA 1052 10 0 0 0 4.83 SAOverall Weighted Mean 4.77 SA
Narrative AnalysisTable 2 to 5 shows the responses of the
student and administration staff of AMA Computer Learning Center-
Los Baos in evaluating the system. At Table 2 the overall weighted
mean is 4.89, in Table 3 the total weighted mean is 4.81 where the
respondents strongly agree to the systems accuracy, accessibility,
correctness, efficiency, error-handling, flexibility, integrity,
reliability, testability, and user friendliness. In Table 4, the
overall weighted mean is 4.02 where the respondents agree to the
systems functions. In Table 5, the overall weighted mean is 4.77
where all of respondents strongly agree to the system. This means
that the computerized enrollment system should be implemented as
the main process of enrolment in ACLC-LB.
CHAPTER VSummary of Findings, Conclusion and Recommendations
Summary of FindingsBase on the study conducted by the
researchers and when the data obtained among the respondents, the
researchers found out that the development of the enrollment system
in ACLC-LB will impose the interactive material for the students
and staffs. This study proved that computerized enrollment system
was needed, it can be a great help to the school in adding,
deleting, and updating all records of the students and in
enrollment process. It speed-up the processing of data can make
accurate and organize report which is easy to understand. This
system provides result as compared to manual enrollment; it was
understandable for the school to implement this project in order to
attain progress and stability of their operation particularly in
enrollment.The descriptive method research was employed and the
sampling with the proportional allocation was used for respondents.
They have sixty (62) respondents that correspond for this study,
the Administration staffs and the Students are based on the
findings, analysis, and interpretation of the result of the study,
there is a significant difference in the perception of the
respondents between manual enrollment systems. The respondents have
a positive approach in the developing of computerized enrolment
system.
ConclusionAfter the study was conducted and with the response
obtained among the respondents, researchers concluded that the
development of the software product will be very helpful and
significant, in terms of providing a new enrolment process, and
improvement of the recording system.
RecommendationAfter the study was conducted, the researchers
strongly recommended the following:1. The computerized enrollment
system must be implemented as the main process of enrolment in
ACLC-LB.2. The software product should be implemented as soon as
possible since evaluation shows that the software provides reliable
features and it meets the expectation of the respondents.3. Since
this software may have some distinct limited capabilities and
features, therefore it is recommended also that further evaluation
and studies be conducted to pursued for the respondents, if it is
mandatory, to get their desire output and satisfied their learning
needs.
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