St. Camillus College of Manaoag Enrollment System
Chapter 1 INTRODUCTION Background of the Study Today, technologies have become widespread that even simple tasks are done with the help of these powerful technological inventions. Through the innovativeness and knowledge possesses by men, that people enjoy the fruit of technology, computers are making revolutionary changes in the way people live, play and work. The contribution of computers in the business fields has been undeniably strong and effective.
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In depth analysis on how to perform a complex and tedious work in a very effective manner as resulted to installing a computer inside offices because of its usefulness like storing, retrieving, and clever of processing information. Its effective execution had to install software that could handle process in their working system. The microcomputer and development of various softwares are not just for scientific and engineering use as well as for business purposes made a significant impact on the computer industry.
The demand for them grew rapidly when people realized the information needed to make better decision or solve problems at the tip of his fingers at the quickest time possible. A computer is not an independent problem solver. However, owing to the speed with which it can retrieve and manipulate large volumes of data, the computer is an essential aid on the problem solving process. Furthermore, electronic equipment permits fast and ecological processing of huge amounts of data. The computer can, with proper programming, process data towards logical conclusions, classify them, and make them readily available for a manager’s use.
In fact, data do not become information until they are processed into a usable form that informs. Information system projects sometimes are initiated to improve the accuracy of the processing data or ensure that a procedure prescribing how to do specific task is always followed (Greenwald et al. ,2005; Connolly and Begg, 2004). According to Stair and Reynolds (2006), Information Systems are set of interrelated components that collect, manipulate and disseminate data and information and provide a feedback mechanism to meet an objective.
This project is an Information system with an Enrolment System for a high school. It stores details of students, year, section and subjects taken. The enrolment is designed for use by staff and other authorized user in the high school office to enable them to easily produce information required by the different people in the high school. Ayub Medical Collage’s Student Database Information System (AMCSIS) on the other hand, needs to store a large amount of data about so it was necessary to develop software, which can retrieve data fast (Ayub med, 2009).
Student information system is necessarily needed especially if one establishment has a huge amount of data. Since AMCSIS personnel information system involved very large volume of data, it was impossible to handle this great quantity manually or through an inefficient information system, hence resulting in slow processing speed (Ayub med, 2009). Localy, the Buyabod School of Arts and Trade were established on the year 2000 under the Republic Act 87130. It is one of the prominent schools in the province that offers Vocational and Technical Education.
Its primary purpose was to develop, train and equip the students not only with knowledge but also skills in turn to produce quality workforce that is highly productive and adaptable to the newly emerging trends in technology. This school consists of approximately 600 students; as a result the assigned employees need to perform their work in an efficient time with precise information in order to accommodate all the enrollees and other old students. The Buyabod School of Arts and Trade use a manual method in their enrollment system.
As a result they encountered unexpected problems like loss of information and slow transaction. The developers conducted research and analyze the existing system and decided to recommend a computer based enrollment system at that enables the faculty and administration of the school to gain a good services for every students and to address the problems that occurs because of their manual enrollment system so that institution will be one or the leading institution in the province. (Oppapers. om, 2010) The design project is an enrollment system that will provide the needed and storing information in a faster, more convenient way by storing file 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. This will also serve as information especially for the irregular students, freshmen, transferee, and professor in able to get access in course, subject, professor, and student enrollees. This information can be viewed in just a second without worrying that a single file is lost.
As student enrollees increase every year, enrollment procedure become harder to deal. This will only serve to increase the problem facing enrollment that provides more easy way in enrolling, this will also be a big help to all the enrollment staff especially under the computer department because they are the one who are entitled to touch and read the information from here. It will help the institution to have another system that will upgrade the enrollment processes so as to meet the quality that the institutions are trying to meet. (Oppapers. om, 2010) The student information system is a system that will keep students’ records and will provide easy access to the records. Searching, accessing, adding and deleting of records are made easier and faster by the system. The disadvantages of the manual enrolment and student information system of the school are Difficulty in accessing data, difficulty in looking needed information, slow retrieval of information, possibility of misplace or lost of records and time consuming. The task of managing an Information Technology system in a school environment poses unique challenges.
For example, one of the greatest challenges facing individual schools is the lack of integration between various information systems. The present situation in many schools is that there are many disconnected systems managing many different tasks. Systems with differing levels of functionality run independently of one another, causing multiple problems for the school’s overall information technology system. Many difficulties arise from inconsistently registered data; duplicate manual data entry, the extra time needed to manage multiple user accounts for one user, and nonproductive time spent on technical support.
In addition to these problems, the task of maintaining each individual system is time consuming. The challenges described above have prompted this research study. It is in this line that the developers adopted this study so as to make use of Student Information System for Great Plebeian College. One of the advanced approaches in representing things like the manual student information system will be converted into an automated student information system. Relating it to the study, the developers keep pace in developing softwares which assures the accuracy of student information and enrolment.
With the advent of the new technologies, the developers come up to create a system that will improve the traditional student information system and enrolment system of the school, in this way it will make the process faster than before. Conceptual Framework The concept of the study is reflected in the research paradigm. The inputs of the study are the following: determine the process of existing manual system, determine the requirements, describe the features of the proposed system and test the acceptability of the proposed system.
The input will undergo some processes such as planning in order for developers to identify the scope of the system, after planning next is analysis which is to understand and document in detail the requirements of the proposed system, then the next process is designing which is to design the solution system based on the requirements defined during the analysis phase and after these processes the coding of the program would be next. After this process, the developers will test the project.
Finally, the output of this study would be the “Student Information System for Great Plebeian College” which is used by the school in their transaction. Statement of Objectives The developers aim to design, develop and deploy a student information system for Great Plebeian College at Alaminos City, Pangasinan. Specifically, it seeks to meet the following objectives: 1. To identify the processes involve in the existing enrolment of Great Plebeian College. 2. To determine the requirements for the proposed system. 3.
To describe the features of the proposed Student Information System for Great Plebeian College. 4. To test the acceptability of the proposed project. Significance of the Study The objective of this study is to provide an enrolment and student information system to provide students easy access to their records and made the enrolment process easier and faster. The following entities will be benefited in the proposed system: Great Plebeian College. The system will help the school in managing their students’ records and in their manual enrolment system of new, old, transferees and returnee students.
It will lessen time consuming and lessen burden to the staffs that are in charge in the enrolment. Administration. The system will help the administration to manage their students’ information accurately than their manual system and provides convenience in accessing and keeping records of students. Principal. The principal will be benefited specially for consolidating the report of guidance records, clinic records and the grades of the student. Guidance Office. The system can help the guidance office through managing the high school student records accurately.
Clinic. The system can help the clinic through managing the high school student clinic log book accurately. Cashier. The cashier will be benefited by the system through easily informing high school students how much their tuition fee is. Teachers. The system can help teachers by making the enrolment faster and easier. Students. This system will help the students to enroll easier and faster. The system minimizes the possibility of losing the records due to unforeseen circumstances such as calamities. Parents.
The parents will be benefited by means of they can easily monitor the records of their children. Developers. The developers would also have a benefit to the study; the developers can gain more knowledge about using the technology by means of developing the system. Experience on the project would be a good starting point for the developers to learn more things about technology in the future. Future Developers. This system can serve as a stepping stone for future developers on how they will enhance and design the features of the system similar as this.
Scope and Limitation The study is focused on the development of the system that can help Great Plebeian College, High School Department in their student information system by providing quick and accurate process. The system includes the enrollment for the high school department and is capable in searching and arranging the ranking students based on their computed average. It has added capabilities to print grades or form 137-A and good moral. It is also able to view guidance and clinic records of high school students.
Billing is also included in the system, students will know how much their tuition fee is and they will also know how much their discount is if ever they avail discount. The system provides easy access to the records, instead of searching student records in the filing cabinet, the principal’s secretary will just easily search on the system. Access to the records is restricted by requiring the user to login using username and password This study does not include enrollment and student information system of the college department.
The system is not a web based application rather it is a networked based. Definition of Terms Enrollment System. . Used to enroll students in courses for which they are eligible and to provide detailed information and student enrollment it stores details of students, year and section. Information Systems. A large umbrella referring to systems designed to create, store, manipulate, or disseminate information. New students. These are freshmen students. Old student. The students that are previously enrolled in the school. Report. This is a detailed information about students information.
Returnees. The students who had dropped before or failed and were interested to be back to school. School. It is an institution capable to educate or provide basic knowledge and skills to students. School Principal. A person who is the educational manager of a school as may be referred to by any other title. Student. Is any person who is enrolled and regularly attending formal education classes at the secondary level, and who is under the supervision and tutelage of a teacher. Student Information System. It is a software application for educational establishment to manage student data.
Student Record. It must contain all information affecting the decisions made about the education of the student that is collected or maintained by a board, regardless of the manner in which it is maintained or stored. System. It is a set of interacting components working within an environment to fulfill some purpose. Transferees. These are students from other school and currently enrolled at Great Plebeian College. Users. These are individuals who interact with the system regularly, these users includes the principal, principal’s secretary, and teachers.
Chapter 2 REVIEW OF LITERATURE The processes involve in the existing enrolment. The discovery of the computer was the great function of modernity for different application to make work easier, more capable, and more adaptable for the humanity. It has brought a new level of knowledge that became the new standard in the industry. This is the best way of storing and retrieving data on a server or hard disk rather than using papers and file cabinets. It made the school works more efficient for students and provided path to communicate to entire earth.
Nowadays, computer based system is commonly used by every company and institution and one of this is the computerized enrolment system. Computerized enrolment system is the must have system in a school. It is a convenient way of storing and retrieving information of a student that provides more easy way in enrolling. The educational institutions in Hagonoy is composed of 30 public elementary schools, 9 private elementary schools, 4 public secondary schools, 3 private schools, 26 Day Care Centers and 1 Technical/Vocation School.
In School Year 2008-2009, the combined school enrolment is 17,934, where 9 out of the 10 students are enrolled in public school. Sta. Monica National High School is one of the public schools where thousands of students are enrolled. In most cases, they used manual method in their enrolment system. As a result they encountered unexpected problems like confuse and slow transaction. (Oppapers. com, 2010) Determine the requirements. Another school who uses the manual process of enrolment is The Buyabod School of Arts and Trade was established on the year 2000 under the Republic Act 87130.
It is one of the prominent schools in the province that offers Vocational and Technical Education. Its primary purpose was to develop, train and equip the students not only with knowledge but also skills in turn to produce quality workforce that is highly productive and adaptable to the newly emerging trends in technology. This school consists of approximately 600 students; as a result the assigned employees need to perform their work in an efficient time with precise information in order to accommodate all the enrollees and other old students.
The Buyabod School of Arts and Trade use a manual method in their enrolment system. As a result they encountered unexpected problems like loss of information and slow transaction. The proponents conducted their research and analyze the existing system, they’ve decided to recommend a computer based enrolment system at that enables the faculty and administration of the school to gain a good services for every students and to address the problems that occurs because of their manual enrolment system so that institution will be one or the leading institution in the province. Oppapers. com, 2010) Describe the features of the proposed system. An Enrolment System will provide the needed and storing information in a faster, more convenient way by storing file 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. This will also serve as information especially for the irregular students, freshmen, transferee, and professor in able to get access in course, subject, professor, and student enrollees.
This information here can be viewed in just a second without worrying that a single file is lost. The idea behind a enrolment system is not a new concept. As student enrollees increase every year, enrolment procedure become harder to deal. This will only serve to increase the problem facing enrolment that provides more easy way in enrolling. This will also be a big help to all the enrolment staff especially under the computer department because they are the one who are entitled to touch and read the information from here.
Information Systems (IS) is a professional and academic discipline concerned with the strategic, managerial and operational activities involved in the gathering, processing, storing, distributing and use of information, and its associated technologies, in society and organizations. As an area of study, IS bridges the multidisciplinary business world and the interdisciplinary computer science field that is evolving toward a new scientific discipline.
An information systems discipline therefore is supported by the theoretical foundations of information and computations such that undergraduate students have unique opportunities to explore the academics of various business models as well as related algorithmic processes within a computer science discipline. Typically, information systems or the more common legacy information systems include people, procedures, data, software, and hardware (by degree) that are used to gather and analyze digital information.
Specifically computer-based information systems are complementary networks of hardware/software that people and organizations use to collect, filter, process, create, & distribute data (computing). Today, Computer Information System(s) (CIS) is often a track within the computer science field studying computers and algorithmic processes, including their principles, their software & hardware designs, their applications, and their impact on society.
Overall, an IS discipline emphasizes functionality over design. (Oppapers. com, 2010). According to the Dennis Shasha and Gottfried Vossen (n. d) Information systems are the software and hardware systems that support data-intensive applications. The journal Information Systems publishes articles concerning the design and implementation of languages, data models, process models, algorithms, software and hardware for information systems.
Subject areas include data management issues as presented in the principal international database conferences as well as data-related issues from the fields of data mining, information retrieval, internet and cloud data management, web semantics, visual and audio information systems, scientific computing, and organizational behavior. Implementation papers having to do with massively parallel data management, fault tolerance in practice, and special purpose hardware for data-intensive systems are also welcome. The test and acceptability of the proposed project.
According to the University of Virginia, the new student information system (SIS) replaces ISIS and creates the University’s new system of record for admission, student finance, and registration and records. Systems that currently provide data to or extract data from ISIS may also be involved with the implementation of a new student information system. It is expected that the new system provides greater functionality, accuracy, depth of information, consistency, and security centrally than is possible in current shadow or supporting student systems across the University and, therefore, provides significant benefit to all participants.
The new SIS of this university has the following features, Improve student service delivery, Provide a secure and scalable environment for self-service, Reduce paper based processes, Reduce the need for shadow systems, where appropriate, Increase online access to information in a secure environment, Support one level of approval as the standard for transactions, where appropriate, Standardize administrative processes, where appropriate, so that they can be effectively supported in a central system and Standardize data definitions where appropriate to improve reporting, Support compliance with laws and regulations.
The Student Information System (SIS) at Columbia University is an integrated mainframe computing system which includes admissions, financial aid, registration, transcripts, billing, and housing functions for all schools and offices at the University. The SIS Info line provides technical support to administrative and academic users of our systems and services. San Dieguito Union High School District identified the needs of the district and began evaluating Student Information System (SIS) options.
The district realized they needed a system that would meet California State reporting requirements and at the same time provide an innovative solution that can evolve along with their long term technology vision and plan for the district. Mike’s team identified the following criteria as requirements for their next Student Information System, Cost effective, Control and direct access to their data, A proven solution in the California K-12 SIS environment (CSIS, Pre ID, etc. ), Outstanding customer support and Web-based access for their staff, parents and students. (Mike Coy et. al, n. d) Chapter 3 METHODOLOGY
Research Design The developers will use the Waterfall Model because the developers follow its phases as the developers will make our research. From project planning phase, the developers will conduct interviews and will identify the scope and limitation of the proposed system. In the analysis phase, developers will complete first the requirements by looking at the main problem of the school and will also conduct interviews. Then will proceed to design phase wherein developers will made a plan to implement the requirements which was collected, then they will design the interfaces and encode the codes.
After the design is fully completed, an implementation of the proposed system will be done. The developers will conduct orientation to the users of the system on how to use the system. The Waterfall Model is a sequential software development process is seen as following steadily downwards like a waterfall through the phases of Project Planning Phase, Analysis Phase, Design Phase and Implementation Phase. It is a system development life cycle (SDLC) approach that assumes the various phases of a project can be completed sequentially—one phase falls into the next phase. Project Planning Phase.
To identify the scope of the new system, ensure that the project is feasible, and develop a schedule, resource plan and budget for the remainder of the project. The developers use this phase in the development of the system by following this phase. The developers will identify the scope and limitation of the system; the developers will conduct interviews. And the developers will ensure that the system will be feasible and useful to the school that will implement the system. Analysis Phase. To understand and document in detail the business needs and the processing requirements of the new system.
This phase is use in developing the system by understanding and analyzing the problems encountered by the school in their manual systems. The developers also conducted an interview so that they will be able to know all the requirements required by the school to develop the system. Design phase. To design the solution system based on the requirements defined and decisions made during analysis. The design phase will be used in the development of the system because this is the part where the developers will design a solution for the problems interviewed in the previous phases.
Implementation Phase. To build, test and install reliable information with trained users ready to benefit as expected from use of the system. This phase is needed in developing the system because this is the part where the system will be deployed. The developers will conduct orientation to teach and train the users of the system. Figure 2: The Waterfall Model Sources of Data The main sources of data come from two kinds, the primary and secondary sources. The primary source of data circulated mainly on a structured interview conducted to Ms.
Ellen de Ocampo and Ms. Esther Rausa, the principal and her secretary of Great Plebeian College who is knowledgeable with the research study Moreover, secondary sources of data are mainly from the forms they had gave to us like the clearance, enrolment form, form 137-A and the documents that the developers have gathered. Instrumentation and Data Collection To gather data for this system, the following methods shall be done: Structured Interview. This is the direct verbal between two persons in order to collect data or information.
The developers will use this data gathering instrument in order to find out how multimedia system been done. The forms of interview are all informally done. Questionnaire. A form containing questions to which a subject or subjects respond. The information gained from the questionnaire is often subjected to statistical analysis. Questionnaires can be used to examine the general characteristics of a population, to compare attitudes of different groups, and to test theories. Questionnaires appear simple, but they are very difficult to compile in a manner which establishes reliability and validity.
A question worded in one way, for example, may elicit a different response from the same question worded slightly differently. Tools for Data Analysis In data analysis the tools that the developer includes are: Gantt chart, Use Case, Database Schema, and Database Instance. Gantt chart. Gantt chart is used to show the detailed schedule activities that the researchers conducted till the time the activities completed. It is a useful tool for planning and scheduling the project. It illustrates the start and the end dates of gathering information for the project.
The Gantt chart only represents the schedule management. Use Case. A use case describes a sequence of actions that provide something of measurable value to an actor and is drawn as a horizontal ellipse. It could provide an overview of the usage requirements for a system. They are useful for presentations to management and/or project stakeholders, but for actual development you will find that use cases provide significantly more value because they describe “the meat” of the actual requirements. Database Schema.
A database schema is described in a formal language supported by the database management system (DBMS). In a relational database, the schema defines the tables, the fields in each table, and the relationships between fields and tables. Schemas are generally stored in a data dictionary. Although a schema is defined in text database language, the term is often used to refer to a graphical depiction of the database structure. Database Instance. The database instance refers to a complete database environment. It includes RDBMS table structure, stored procedures and other functions.
It is normally used when administrators tend to describe multiple instances of the same database. Chapter 4 DISCUSSION OF FINDINGS The Existing Enrolment Great Plebeian College adopts a manual enrolment process. The Registrar (principal’s secretary) also used manual system as a way of recording and retrieving student information. Great Plebeian College high school department is an open admission. Enrolees are classified as new and old. New enrolees are classified as freshmen or transferees, while the returnees are classified as old students or the students who has residency on the school.
An old student who transfers in other school and come back again in Great Plebeian College is considered a transferee. Great Plebeian College requires the submission of the following prior to enrolment. For a freshmen student the requirements are F-138 showing that the student is classified as a first year high school, duly signed by the elementary principal, a certificate of good moral character and a certificate from the principal certifying that student graduated as valedictorian or salutatorian, for scholarship grants.
Valedictorian avails 100% discount and the salutatorian avails 50% discount. For a transferee student at the beginning of school year the requirements are F -137 showing s passing grade duly signed by the principal of the school previously attended and a certificate of good moral character signed by the principal of the school previously attended, the transferees’ F-137A will be requested the soonest possible time by the school.
While for a transferee student within the school year the requirements are F-137 A showing students first or second grading grades duly signed by the principal, certificate of enrolment for the year level and school year from the previous school, a certificate of good moral character, a letter of request by the parents or guardian stating therein the reason/s of the transfer. For an old student, the enrolee should have completed students’ clearance. While for a returnee student, the enrolee should present their Form 138 (Card) if the card is lost. The principal’s secretary will search the students’ record in the drop-out file.
After completing the requirements the student should accomplish the enrolment form and pays P500. 00 downpayment at the treasurers’ office. The transferee student within the school year tuition fee is the same as the tuition fee to be paid by a student of Great Plebeian College for the entire school year regardless of the month the student enters entered the Great Plebeian College. If an student do not have P500. 00 for the downpayment, the student can still enrol, the student is allow to have a promissory note and to agree for the condition that it will be paid in the first week of classes.
In sectioning, the model section is homogenous, composed of students with higher average while the lower section is heterogeneous. The minimum number of student in each section is 40 and the maximum is 55. For instance, the model section has reached the maximum number of students, and there is only one slot but there are five students who have high and the same average, to observe fairness for the five students all of them will be placed on the second section but whoever excel in first grading period will be placed in the model section during second grading period.
There is no percentage of boys and girls followed in sectioning. Final enrolment list will be signed by the principal and will be posted in each classroom during the first day of class with the respective adviser. On the posted list, students will just look for their names to know their respective section. Enrolment list will be submitted to Department of Education during the first week of July including the Form 29 (Class report), Form 30 (Teachers Report), and Form 31 (the assignment list of teaching and non teaching personnel).
For requesting a certification of good moral character, student will pay P30. 00. Then the principal’s secretary will check if the student has bad records on the school. If the student has a record, some of the words in the good moral character will be rephrased. The principal’s secretary is the one who issues the good moral character. Requirements for the Proposed System Hardware Requirements Table 4. 1 Hardware Specification Hardware Parts |Specification | |Processor |800Mhz and above | |Memory |128MB and above | |Hard Disk Drive |20GB and above | |Keyboard |Standard | |Mouse |Standard | |Monitor |15” CRT | Software Requirements Table 4. 2 Software Requirement |Software |Specification | |Operating System |Windows XP and above versions | |Application Software |Visual Basic 6. 0, mySQL |
Minimum hardware and software requirements was presented to emphasize that the system is feasible in terms of technical aspects and this will also help the locale of the study to implement the system without worrying on the costing side because this specification is currently use in the institution. Features of the Proposed Student Information System for Great Plebeian College Security Features The system offers security feature wherein there are authorized personnel that can access the system and it is a requirement for a correct username and password to fully use the system. Registration The system caters a functionality that can accept freshmen students and transferees personal information.
This information can be updated if necessary. After a school year their status will be change to Old Students. This information is very much vital in all processes involve for a student information system. Billing The system is also capable to compute tuition fees and there will be report in every payment done by the student. It has also search function, this is use to search for students records. Clinic Logbook This serve as clinic records, it usually stores the date, name of the student, complaint, the medicine and findings. These also serve as guidance records, it can store and retrieve data such as the date, name of the student, year and section and the reason for referral.
Sectioning The system is able to section students; the model section is homogeneous wherein students having higher grades belong in this section while the lowers sections are heterogeneous. Printed reports such as Grades/Form-137 and good moral character can be printed Acceptability of the Project. Through the guidance of Mr. Israel Carino, the developers adviser, the developers were able to conduct the acceptability test of the system. The stakeholders were asked to evaluate the system and if they were willing to adopt the system. There feedback was stated in their certificate of acceptance. Chapter 5 SUMMARY, CONCLUSIONS AND RECOMMENDATIONS Summary
The developers aim to design, develop and deploy a student information system for Great Plebeian College at Alaminos City, Pangasinan. Specifically, it seeks to meet the following objectives: to identify the processes involve in the existing enrolment of Great Plebeian College; to determine the requirements for the proposed system; to describe the features of the proposed Student Information System for Great Plebeian College and to test the acceptability of the proposed project. The developers will use the Waterfall Model because the developers follow its phases as the developers will make our research. From project planning phase, the developers will conduct interviews and will identify the scope and limitation of the proposed system.
In the analysis phase, developers will complete first the requirements by looking at the main problem of the school and will also conduct interviews. Then will proceed to design phase wherein developers will made a plan to implement the requirements which was collected, then they will design the interfaces and encode the codes. After the design is fully completed, an implementation of the proposed system will be done. The developers will conduct orientation to the users of the system on how to use the system. Great Plebeian College adopts a manual enrolment process. The Registrar (principal’s secretary) also used manual system as a way of recording and retrieving student information.
Requirements for the Proposed System in terms of hardware are: processor with about 800MHz or above, 128MB and above memory, 20GB and above hard disk storage, standard keyboard and mouse and 15”CRT monitor; while for the software: Windows XP and above operating system and Visual basic 6. 0 and MySQL for the application software. The system offers security feature wherein there are authorized personnel that can access the system and it is a requirement for a correct username and password to fully use the system. The system caters a functionality that can accept freshmen students and transferees personal information. The system is also capable to compute tuition fees and there will be report in every payment done by the student.
It has also search function, this is use to search for students records. The system also serve as clinic records, it usually stores the date, name of the student, complaint, the medicine and findings. These also serve as guidance records, it can store and retrieve data such as the date, name of the student, year and section and the reason for referral. In terms of sectioning, the system is able to section students. Printed reports such as Grades/Form-137 and good moral character can e printed The stakeholders were asked to evaluate the system and if they were willing to adopt the system. There feedback was stated in their certificate of acceptance Conclusions
After all the studies, research and observation, the developers therefore conclude that the Great Plebeian College (GPC), is having difficulties on their enrollment system particularly on management of students data and their payments. Different problems such as redundancy and errors in information of the students directress and time consuming enrollment activities was solved through designing automated enrollment system. On the other hand, minimal hardware and software requirements can be use to deploy the system. In terms of features, security feature, automatic computation of tuition fees, sectioning and printing of student forms were vital reason for the user acceptance.
Features such as security, updating student clinic, grade, cashier records are essential features of the system that leads to the end-user acceptance of the system. Recommendation The proponents recommend the following: An orientation Proponents recommend some training about programming in personnel and administration of Great Plebeian College community since they are the main beneficiary of the design proposal. They must know basic debugging and coding of Visual Basic 6. 0 for any clarification of the design system. They must have the hardware and software requirement to deploy the system. Limitation of this study should be develop by future developers such as putting it on-line and accepting on-line transactions. Bibliography
San Dieguito Union High School District is Happy with their selection of Aeries as their Student Information System Website:http://www. aeries. com/downloads/Public/SuccessStories/SanDieguito_Success. pdf University of Virginia, school of continuing and professional studies Website: http://www. scps. virginia. edu/register/index2. htm OPPapers. com, Research Papers and Essays for All, information system, Website:http://www. oppapers. com/essays/Information-Systems/378347 The Website for Graduate Opportunities Worldwide, What are Information Systems? http://www. internationalgraduate. net/information-systems. htm Stair and Reynolds (2006) Fundamentals of Information System (3rd ed. ) Kathy Schwalde, Ph. D.
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APPENDICES [pic] APPENDIX A Database Schema Table 1. tblenroll |Field |Type Description | |studID |varchar(10) |Student ID | |SYID |int(11) |SY ID | |studGenAve |varchar(6) |Student general average | |studYearLevel |int(11) |Student year level | |studSection |varchar(30) |Student section | |studEnrollDate |varchar(15) |Student enrollment date | |studEnrollTime |varchar(15) |Student enrollment time | Table 2. tblfees Field |Type |Description | |feeID |int(11) |Fee ID | |feeDesc |varchar(50) |Description | |feeAmount |varchar(10) |Amount | |feeType |varchar(50) |Type | |syID |int(11) |SY ID | Table 3. tblschoollist Field |Type |Description | |schoolID |int(11) |School ID | |schoolName |varchar(50) |School name | |schoolAddr |varchar(50) |School address | Table 4. tblstudcredentials |Field |Type |Description | |studID |varchar(10) |Student ID | |studCredentials |varchar(50) |Credentials | Table 5. tblstudentenrollmentdata Field |Type |Description | |studID |varchar(10) |Student ID | |studSchoolLastAttended |varchar(50) |School last attended | |studSchoolAddr |varchar(50) |School address | |studSY |varchar(10) |SY | |studGenAve |Float |General Average | |studClassifiedAs |varchar(20) |Classification | Table 6. tblstudents |Field |Type |Description | |studID |varchar(10) |Student ID | |studLName |varchar(30) |Last name | |studFName |varchar(30) |First name | |studMName varchar(30) |Middle name | |studDOB |varchar(15) |Date of birth | |studPOB |varchar(50) |Place of birth | |studGender |varchar(7) |Gender | |studNationality |varchar(30) |Nationality | |studHomeAddr |varchar(50) |Home address | |studContactNo |varchar(15) |Contact number | |studFathersName |varchar(50) |Father’s name | |studFathersOccupation |varchar(30) |Father’s occupation | |studFathersContactNo |varchar(15) |Father’s Contact number | |studFathersAddr |varchar(50) |Father’s address | |studMothersName |varchar(50) |Mother’s name | |studMothersOccupation |varchar(30) |Mother’s occupation | |studMothersContactNo |varchar(15) |Mother’s contact number | |studMothersAddr |varchar(50) |Mother’s address | |studDateAdmitted |varchar(15) |Date of admission | |studTimeAdmitted |varchar(15) |Tome of admission | |studClassification |varchar(15) |Classification | Table 7. tblsy |Field |Type |Description | |SYID int(11) |School year ID | |SYStart |int(11) |SY start | |SYEnd |int(11) |SY end | |DefaultSY |varchar(5) |Dafault SY | Table 8. tblyearlevelsection |Field |Type |Description | |YearLevel |int(11) |Year level | |Section |varchar(30) |Section | APPENDIX B Database Instance feeID |feeDesc |feeAmount |feeType | |1 |TUITION FEES |5,607. 77 |TUITION FEE | |2 |REGISTRATION FEE |106. 36 |MISC FEES | |3 |ATHLETIC FEE |26. 36 |MISC FEES | |4 |LIBRARY FEE |53. 04 |MISC FEES | |5 |MEDICAL AND DENTAL FEE |81. 4 |MISC FEES | |6 |SPORTS DEVELOPMENT FEE |41. 59 |MISC FEES | |7 |TEST PAPER |83. 19 |MISC FEES | |8 |ID FEE |49. 91 |MISC FEES | |9 |INSURANCE FEE |33. 28 |MISC FEES | |10 |SCHOOL PAPER |41. 59 |MISC FEES | Table 1. tblfees Table 2. tblschoollist schoolId |schoolName |schoolAddr | |1 |ALAMINOS CENTRAL SCHOOL |ALAMINOS CITY | |2 |SAN JOSE ELEMENTARY SCHOOL |BANI | |3 |BANI EAST CENTRAL SCHOOL |BANI | |4 |TANAYTAY ELEMENTARY SCHOOL |ALAMINOS CITY | |5 |BOLANEY ELEMENTARY SCHOOL |ALAMINOS CITY | Table 3. tblstudcredentials studID |studCredentials | |20100001 |CERTIFICATE OF GOOD MORAL | |20100001 |FORM 138 | |20100001 |HONORABLE DISMISSAL | Table 4. tblstudentenrollmentdata |studID |studLName |studFName |studMName |studDOB | |Filipino |Alaminos City |9284960383 |Leo |Businessman | |Filipino |Alaminos City |9878754f56 |Allan |Seafarer | |Filipino |Alaminos City |98765457 |Mark |Police | |studMothersContactNo. studmothersAddr |studDateAdmitted |studTimeAdmitted |studClassification | |9876577898 |Alaminos |Mar 04,2001 |10:00AM |New | |9789787556 |Alaminos |Mar 04,2003 |11:00AM |Old | |9876688897 |Alaminos |Mar 04,2005 |09:00AM |Old | |studFathersContactNo |studFathersAddr |studMothersname |studMothersOccupation | |9875654556 |Alaminos City |Annalyn |Housewife | |9868908765 |Alaminos City |Linda |Housewife | |987689903 |Alaminos City |Mariel |Housewife | Table 5. tblstudents studID |studSchoolLastAttended |studSchoolAddr |studSY |studGenAve |studClassifiedAs | |20100001 |ALAMINOS CENTRAL SCHOOL |ALAMINOS CITY |2001-2002 |98 |1 | |20100002 |ALAMINOS CENTRAL SCHOOL |ALAMINOS CITY |2001-2002 |84 |2 | |20100003 |SAN JOSE ELEMENTARY SCHOOL |BANI |2001-2002 |90 |1 | |20100004 |BOLANEY ELEMENTARY SCHOOL |ALAMINOS CITY |2001-2002 |79 |3 | |20100005 |TANAYTAY ELEMENTARY SCHOOL |ALAMINOS CITY |2001-2002 |87 |2 | Table 7. tblsy SYID |SYStart |SYEnd |DefaultSY | |1 |1996 |1997 |NO | |2 |1997 |1998 |NO | |3 |1998 |1999 |NO | |4 |2000 |2001 |NO | |5 |2002 |2003 |YES | Table 8. tblyearlevelsection |YearLevel |Section | |1 |A. MABINI | |1 |D.
SILANG | |1 |C. ARELLANO | |1 |J. LUNA | |2 |G. LOPEZ JAENA | |2 |M. ROXAS | |2 |M. QUEZON | |3 |M. GOMEZ | |3 |J.
BUROS | |3 |J. ZAMORA | |4 |A. BONIFACIO | |4 |J. RIZAL | |4 |M. MALVAR | APPENDIX D Interview Guides Student Information System for Great Plebeian College Enrollment • What are the processes in your enrollment system? • What are the requirements of: o New student o Old Student o Transferee • Who does the process of enrollment? • How many students do you have in: o First Year Section 1-_____ ? Section 2-_____ ? Section 3-_____ ? Section 4-_____ o Second Year ? Section 1-_____ ? Section 2-_____ ? Section 3-_____ ? Section 4-_____ o Third Year ? Section 1-_____ ? Section 2-_____ ? Section 3-_____ ? Section 4-_____ o Fourth Year ? Section 1-_____ ? Section 2-_____ ? Section 3-_____ ? Section 4-_____ • What if the student ? Dropped ? Stopped for month/s ? Change student information ? Failed • Who are the people involved in encoding of grades? For Student Information • What are the requirements of : o Outgoing student/s o Dropped o Stopped for a month/s For Student grades • What if there’s a miscalculated grade of a student?
List of subjects: Student Information System for Great Plebeian College Enrolment Enrolment schedule? What if the student has no P500. 00 for downpayment? Does the student allow to have its promissory note? Is there an orientation for freshmen students? What are the classification of enrolees? Does the school has entrance exam? If yes Who does? When it is scheduled? Where ? Sectioning How it is does? Is there a percentage of boys and girls followed in sectioning? How many student in each section? How can the student know if what is there section after enrolment? Who is in charge in enrolment and sectioning? Who does the class list In model section(averaging)
For example you’ve reached the maximum number of student in model section, and there’s only one slot, but there are five students who have the same average (for example 90). How can you decide who will get the 1 slot in model section? Printing of Form 138 and Form 137 Is there a policy for this to be made handwritten? APPENDIX E Communication Letter APPENDIX F Certification APPENDIX G Form From the Company [pic] [pic] APPENDIX H Use Case Diagram Figure 4. 1 Use Case Diagram of Student Information System For Great Plebeian College APPENDIX I Screenshots Figure 1. Setup Module Form This is the setup module of the system where user can set the school year ID and length.
Figure 2. Tuition and other Fees Form It is in this form where tuition fees can be edited as well as change values for other entries. [pic] Figure 3. Registration Form It is on this form where user can input student basic information. Figure 4. Enrolment Form It the enrolment form of the system, it is use after the registration form wall fill-in with basic information. [pic] Figure 5. Sectioning Form This is the sectioning form of the system, it is use to identify what section do students belong to. ———————– PROJECT PLANNING PHASE ANALYSIS PHASE DESIGN PHASE -Coding -Testing – IMPLEMENTATION PHASE INPUT -identify existing process determine the requirements in the existing process – describe the features of the proposed – test the acceptability of the proposed project Figure 1: The Research Paradigm PROCESS Waterfall Model – Planning -Analysis – Design – Coding – Testing -Implementation OUTPUT Student Information System for Great Plebeian College Student [pic] Pass enrollment forms and requirements Enroll School nurse [pic] Registrar Administrator Update student clinic record Update student Profile Print student forms Update students record Maintain student information system Login [pic] Encode student Info. View student grades [pic] Student Information System For Great Plebeian College