Enrolment System

One of the greatest innovations in technology is the emergence of computer technology that contributes much to the global awareness in modern technology. This advancement of computers makes a real difference in every human life from the past decades especially with their works and daily activities. It became fast accurate and easier. Computers commonly used by companies, agencies, organizations and educational institutions and also at home and offices. The data storage is considered the heart of information center (Kendall and Kendall, 1999).

Nowadays, they almost forgot the essence and use of technology. We belong to the generation that computer is a highly recommended solution in a sluggish process like manual system. We live in a world that technology works. Many developers may unravel this process by using technology. Computer based system is frequently used by each business and organization and one of this is Computerized Enrolment System. Computerized Enrolment System serves as a very important division of a school for effortless and suitable technique of enrolling a student. Researchers tend to determine respond to every problem they encountered, to find solutions to simplify the burden of the exhausting duty, to a programmer and to contain additional appropriate technological and computerized world.

Continuing the transformation of technology can lead big changes in that series from upgrading of daily functions and for effortless admission that provides for the client. Almost the whole thing can be through with technology.

Developments in information and communication technology have changed our way of life, whether it is at home, at work, at school or at leisure. The internet and the development of digital technology (computer-based technology) in particular, have made the most significant impact in the field of information and communication technology in the past decade. In schools nowadays the enrolment period is always the toughest time that an institute or academy may face throughout the year, regardless of the process of their enrolment. mainly for those schools that thrive only on a manual process of enrolment, proceeds may take time and add to that if the institute is well known though still relying in manual processes queues may form along the way, due to some of these circumstances it seems to be hard to handle such collection of records namely storing, finding, sorting, updating and securing each of those records, particularly if stored only in one room and in a limited space, perhaps on a private school (Jun Raeven, 2010).

The need for powerful and flexible data management systems is increasing in science, engineering, business and the personnel fields. The success of an organization depends on its ability to acquire accurate and timely data about its operation, to manage this data effectively, and to use it to analyze its own activities. Nowadays, web-based applications are widely used due to their ubiquity. This universal availability of information is sparking an era of collaboration. The Internet is neither an extraordinary communications tool nor revolutionary. It simply represents the current stage in the development of human capabilities through written language, which itself derived from the spoken form (Holmes, 2006).

Enrolment System is a good example of a computer generated process. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administration as a whole. (phankzngaee, 2010) According to BreeenT (2012), enrolment system is one of the most important and evident, not only in a university, but also in lower levels of education. An accurate and efficient enrolment system helps to ensure a good impression of the university on the students and also on possible enrolees encouraging them to matriculate in the university. According to California State University Northridge (CSUN), computing technology has an impact on almost every aspect of daily life. Computer applications abound in art, business, entertainment, science, engineering and medicine.

For students who think logically, enjoy solving problems and have an interest in software development, Computer Science is a good study choice. CSUN added that students develop skills in logical thinking, creative problem-solving and communication. Classes often incorporate a team approach, requiring clear communication among members as they solve a problem and explain their solution to others. Students gain both hands-on design experience as well as theoretical knowledge. This combination of skills provides an advantage to graduating students because of the broad range of skills possessed. Enrolment system is the must have system in a school. When a student is enrolling for a specific course the school requires all the necessary information of the enrolees.

When the school retrieves the important information from the student, the encoder now should input the details of the student in the enrolment system. In the enrolment system, the school can trace what are the standings of the students. The data of the student are inserted in the enrolment system it includes payment, subjects, number of units, section, subject rooms, etc. Lack of enrolment system in a school it can lead to chaos and troubles, the students will be confuse on what they should do and how they will do to be able to enrol. It is extremely useful in the school in the way of making the processes of enrolling much easy. (Iamsleight, 2011)

Enrolment is process in every school and it plays a very serious role. Every school has a techniques or processes on how they will do or accomplish this long process. Almost all schools are using manual system in their enrolment process. In our generation, technology is very open. We can make a possible solution to speed up the process of this slow system. It is the first step or procedure that must be accomplished by the students in a particular school before the school year starts. For those first year (new students) or freshmen, they usually take an admission examination to test their capabilities and intellectual capacity. Most commonly in high school, they based their sections on the student’s grade and admission examination before the teacher will give their sections.

According to Mary Ann Hernandez (2012), enrolment involves the process of entering and verifying data of students enrolled in a particular school. It is a good idea to computerize an enrolment system of a school that have a big population of students since control system manages processes. The common function of an Enrolment System is to store the data of the enrolee and to retrieve and update student’s information. According to Maria Antonette, a computer based system is a system in which the computer plays a major role and this kind of system is needed by every companies and institutions nowadays. This is the best way of storing and retrieving data on a server or hard disk rather than using papers and file cabinets.

The Mapandan Academy is encountering a very slow process regarding enrolment. The researcher’s main concern is to lessen the works and errors of the teachers in Mapandan Academy. Therefore, Mapandan Academy is in need of a system that will help to reduce their paper works and errors. The Mapandan Academy Enrolment System (MAES) will provide an efficient system that will easily update the basic data of the students such name, address, year, and age, retrieve, and maintain student’s record. This system is proposed to the faculties of Mapandan Academy as we observed they have problems in their manual system like duplication of records, hassle for the students, etc. This system will help the Mapandan Academy to reduce the slow process they are facing. MAES will be the way to avoid confusion that will save time and effort and minimize paper works. This system provides a security of keeping database and information of enrolees.

This study aims to come up with an enrolment system for a high school which also includes information relevant facts such as name, year, section, fees, etc. This system is design for the use of the staff to enable them to produce information required by different people. The system will make the work of teacher faster, easier and more comprehensive. The Enrolment System will also store the data of the students such as name, section, schedule and fees paid. The system will allow the printing of receipts easily. Conceptual Framework

The design of this framework starts by knowing the following inputs: (1) identify the existing process of the enrolment system which involves: admission, assessment, and billing; (2) identify the functional and non-functional requirements of the system, (3) determine the features of the system, and; (4) test the acceptability of the system. The software that the developer will use is Adobe Dreamweaver for implementing the designs and system and MySQL for the database. We will use laptops for this. Teachers and Admin have the right to use this system and they are in need of beta testing and training to familiarize in using the system. After identifying the inputs, the developers had conducted processes to produce the output.

The Descriptive-Developmental method helps the developers in gathering important data to identify the specifications and requirements of the system through interview. Another method called, Modified Waterfall Model helps a lot in the development of the system because of the fact that it is flexible. So, a number of tasks can function concurrently which ensures that the defects in the software are removed during the development stage. This method has five phases which are as follows: the Requirements, Design, Implementation, Verification, and Maintenance. The figure 1 shows the flow of the MAES to simply understand the processes in this system.

Statement of the Problems
The enrolment system we have proposed and proposing is for the school named “Mapandan Academy”, the said school is still using manual. We learned for conducting interviews to them that the manual enrolment system was too slow and too difficult for the school to manage at the reason of lacking faculty members who are knowledgeable enough on handling and managing such manual files and records. The study intends to find solutions on the currently existing difficulties of the featured school when it comes to enrolment. Hence, we want to figure out the answers on the following questions:
1. Using manual system, how can the teachers keep the records, papers and documents of the students?
2. How to avoid unnecessary duplication of records?
3. How to lessen the time of the students in paying their fees of Mapandan Academy?
4. How the Mapandan Academy can manage an easy way of securing student record?
5. How to speed up the process of generating enrolment report in a short period of time?

Objective of the Project
A computerized Enrolment system is the software used to register students in the school, maintain the students’ information, provides an automated schedule for the students and teacher’s subjects, enrolls students in the school and provides reports for ease. It is better for a school to have a computerized enrolment system instead of the traditional manual system to have an efficient and faster enrolment operation. 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 Enrolment System. This study aims to:

1. To be able to keep the student’s records in a single database. This will lessen the workloads of the teachers and staffs.
2. To develop data security, removes redundancy and prevents data loss.
3. To be able to lessen manpower and human efforts in terms of processing any transaction in regards with the enrolment system.
4. To determine the security of all the information and record of the students and develop a way out for adding, retrieving, processing and updating data of the students.
5. To be able to track records, make corrections and can generate data fast and effective.

Statement of the Hypothesis
At present, people experience and do a lot of work to accomplish certain tasks with less time. Computerized systems have made manual labour easier and more efficient. These computer software applications are developed to provide excellent results. The following statements are the weaknesses of Mapandan Academy:

1. Low Internet connection can affect the system.
2. The electricity school bill might increase.
3. The school tuition fees can also increase because of the new system.
4. Power interruption can affect the system.
5. School provides a budget for the website maintenance.
6. The teacher might not know how to manipulate the new system.
7. There are no enough units when enrolment comes.

Importance of the Study
The information in this system can be viewed immediately with no worrying that file is lost. The thought behind an enrolment system is not a new concept. As student enrollees enlarge every year, enrolment process become harder to deal. This will only serve to enlarge the difficulty facing enrolment that provides more simple method in enrolling. The purpose of the study is to eradicate the manual system to computerized system to have an organized process of transaction. The following stakeholders will benefit the new system, MAES:

Developer: This might be the start of their success in the industry in Web. There are tendency that other company will get them to develop or create a system. Mapandan Academy (MA): The school will benefit the system. It will be a big advantage to other school.

Students of MA: The students will not be hassle in falling in line because of the fast process.

Teachers of MA: The teachers will help to speed up the process of enrolment. They will not do the usual way when they are processing the enrolment forms or records of the enrolees. Target User: The target user will benefit our system. Instead of manual process, MAES will help them to make the method easier for them.

Definition of Terms
The following terms are herein defined in order to afford the readers with clarity all throughout the study.

Adobe Dreamweaver. A proprietary web development tool developed by Adobe Systems. Dreamweaver was originally developed by Macromedia in 1997, and was maintained by them until Macromedia was acquired by Adobe Systems in 2005.

Descriptive-Developmental Method. Helps the developers in gathering important data to identify the specifications and requirements of the system through interview.

Dissemination. The act of spreading something, esp. information, widely; circulation

Dreaded. Regarded with great fear or apprehension.

Modified Waterfall Model. Helps a lot in the development of the system.

MySQL. The structure query language (SQL), which is used for adding, removing, and modifying information in the database. Standard SQL commands, such as ADD, DROP, INSERT, and UPDATE can be used with MySQL.

Precipitate. Cause (an event or situation, typically one that is bad or undesirable) to happen suddenly, unexpectedly, or prematurely.

Sluggish. Slow-moving or inactive.

Unified. Make or become united, uniform, or whole.

Unsystematic. Not done or acting according to a fixed plan or system; unmethodical.

Workload. The amount of work to be done by someone or something.