enrollment and billing system

ENROLLMENT AND BILLING SYSTEM

An Undergraduate Thesis Presented to The Computer Studies Division Cor Jesu College Digos City

In Partial Fulfillment Of the requirement for the Degree Bachelor of Science in Information Technology (BSIT)

By

Neil Fajardo Roy Salvaleon Alfred Dumato Melchor Bayod

MARCH 2015

COR JESU COLLEGE Sacred Heart Ave., Digos City Province of Davao del Sur Philippines

APPROVAL SHEET

In partial fulfillment of the requirements for the degree of Bachelor of Science in Information Technology, this thesis entitled:

ENROLLMENT AND BILLING SYSTEM Has been prepared and submitted by Alfred Dumato, Roy Salvaleon, Neil Fajardo, and Melchor Bayod

APPROVED by the Oral Examination Committee:

____________ Panel Member

____________ Panel Member

____________ Panel Member

____________ Chairperson

Accepted in partial fulfillment of the requirement for the degree of Bachelor of Science in Information Technology.

Department Chairperson, Computer Studies

March 2015

ACKNOWLEDGEMENT

The proponents wish to express their earnest gratitude to the persons who gave assistance, for without their encouragement, this study would not have been possible. Mr. Cesar A. Tecson, M.I.T, Dean of Computer Studies Division for his guidance, encouragement, and valuable advice. Mrs. Emelda Archi, the College Administrator of Southern Mindanao Computer College Inc. (SMCC) for granting the proponent’s request. Mr.Cesar A. Tecson, thesis adviser, for his support and guidance throughout the study. Benjie Pabroa, thesis mentor, for the knowledge and suggestion. Mr. Joven Lanoy for sharing his knowledge and support during the course of the study. To our family, friends, classmates from BSIT – 5 and love ones, for all the support that they have rendered. Most importantly, to God Almighty for his unfaltering blessings and guidance.

ABSTRACT

ENROLLMENT AND BILLING SYSTEM

Alfred Dumato Melchor Bayod Roy Salvaleon Neil Fajardo

The Enrollment and Billing System was proposed to replace of the manual process of enrollment in Southern Mindanao Computer College Inc. (SMCC) in order to have a smooth and organized flow of transactions. SMCC is a private technical school in Digos City, Davao del Sur that used a traditional system of enrollment.

Data and information were kept on a filing cabinet in which the school personnel find it difficult to retrieve. In addition, it took time to process student’s record, to make the list of students and subjects, and to compile records.

Moreover, the numerous operations that EBS included the adding and updating of student’s records, generating assessment slips, and other enrollment processes commending efficient system for the institution. It involved proper record handling, tracing the constraints and evaluating the manual system. EBS can be a solution to the problems encountered by the school. Some of the benefits that can be acquired in the EBS are as follows:

a. Easy retrieval of records as compiled by semester and school year; b. Easy monitoring of student’s enrollment records such as accounts and subjects; c. Fast evaluation of the subjects by the administrator.

TABLE OF CONTENTS

PAGE TITLE PAGE…………………………………………………………………………………………………………… ….i APPROVAL SHEET………………………………………………………………………………………………………ii ACKNOWLEDGEMENT…………………………………………………………………………………… …………..iii ABSTRACT…………………………………………………………………………………………………… …………..iv LIST OF TABLES……………………………………………………………………………………………………….. viii LIST OF FIGURES……………………………………………………………………………………………………… ix LIST OF APPENDICES………………………………………………………………………………………………..x

CHAPTER

I INTRODUCTION……………………………………………………………………………………………..1 Purpose and Description…………………………………………………….2

Objectives…………………………………………………………………………3 Scope and Limitations………………………………………………………..4 Definition of terms……………………………………………………………..5

II

REVIEW OF RELATED

TECHNOLOGY…………………………………………………………………6 III

TECHNICAL

BACKGOUND…………………………………………………………………………………10 IV METHODOLOGY…………………………………………………………………………………………… …13 Requirement Specification………………………………………………………………………13

Analysis………………………………………………………………………………………………..18

Design………………………………………………………………………………………………….27

Development and Testing……………………………………………………………………… 35

V RECOMMENDATIONS……………………………………………………………………………………… 39

REFERENCES…………………………………………………………………………………………………. 42

APPENDICES…………………………………………………………………………………………………. 44 CURRICULUM VITAE……………………………………………………………………………………….81

LIST OF TABLES

TABLES

PAGE

1 2

Conceptual Paradigm of the proposed system…………………………………………12 Requirement by User……………………………………………………………………………

3

14 Test case

4

I………………………………………………………………………………………….20 Test case

5

II………………………………………………………………………………………..20 Test case

6

III……………………………………………………………………………………….21 Test case

7

IV……………………………………………………………………………………….21 Test case

8

V………………………………………………………………………………………..22 Test case

9 10

VI……………………………………………………………………………………….22 Roles and Responsibilities……………………………………………………………………40 Tools and

11

Techniques………………………………………………………………………….40 Evaluation of Results…………………………………………………………………………..49

LIST OF FIGURES

FIGURES

PAGE

1

Conceptual Framework of the manual System……………………………………………………

2 3

11 Conceptual Framework of the Proposed System…………………………………………………11 Use Case

4

Diagram…………………………………………………………………………………………..19 ERD Analysis……………………………………………………………………………………………

5

……..23 Sequence Diagram

6

Mode………………………………………………………………………………….24 Sequence Diagram

7

Mode………………………………………………………………………………….25 Sequence Diagram

8

Mode………………………………………………………………………………….26 Database Design……………………………………………………………………………………………..2

9

7 Data Flow

10

Diagram………………………………………………………………………………………….33 SDLC Model……………………………………………………………………………………………… …….35

11

Gantt Chart……………………………………………………………………………………………… …….41

LIST OF APPENDICES

Appendices

Page

B

Relevance Source Code………………………………………………………………………..44

C

Evaluation Tool……………………………………………………………………………………49

D

Sample Input and Output……………………………………………………………………..52

E

User Manual………………………………………………………………………………………..60

CHAPTER 1

INTRODUCTION

Enrolment serves as a vital part in the life of every student upon entering schools or universities, either public or in private. It gives students the impression on how the whole institute manages and manipulate the entire body. Moreover, enrolment serves as the first experience of all students by which he/she takes part either individually or with company of a parent or some relatives. Enrolment is considered as the first step or procedure that must be done by old students within a particular institute before the semester per school year totally starts, but for those freshmen, or first year students (new students), they are obliged to usually take an admission test, to know and assess them the right course to engage to, followed by a scheduled interview in order to give them brief instructions and information about certain issues with regards to the school’s policies, institutional programs as well as personal information, health, economic status, so on and so forth. Good enrolment is always an asset in a university, pertaining to fast payment, assessment procedures, and easy transactions with a high rate of accuracy. Therefore, good enrolment within the schools or universities, if present, can be described as civilize, organize, accurate and professional.

As technology continues to advance, computers are becoming more part of everyday life. Computers are everywhere at work, at school, and at home .Many daily activities either involve the use of or depend on information from a computer. This maybe because computers are used in almost every field and profession like education and office works to perform large number of computer application .It also the best solution for providing information and a way of communications in every individual and gives better understanding of some events that can arouse the interest of some particular subject matter. As technology advances, human continuously seeks for better ways of improving quality of living and making work more efficient and effective. Myriad of years had passed when first uncovered the perplexity of using the powerful machine, computer. This human controlled device performs goal – directed tasks such as finding the most efficient way or solution to a problem (“Encyclopedia Britannica”, 2010). Once competence is applied in using computer, users can manipulate, change and control the environment the way user pleases. Computer applications in terms of business, society and homes become prevalent. Software applications are predominantly used by corporate firms and even in aiding tutorials in schools and record keepings. Silver (1989) stated that information and paperwork are the most abundant products generated by modern business. Processing this mountain of information occupies the working hours of hundreds of thousands office workers, computer operators, clerk and managers. Although keeping records is crucial for the successful management of a business and several institutions, it usually consumes time in searching for a particular data in a pile of records. Information Technologies have to double its effort in producing and developing a computerized system since it eliminates specific problems encountered during the manual system process. Most schools used computers to help students deal with modern technology. However, as the population of the students continues to grow, many schools faced difficulties in handling enrollment transactions. One of the solutions available to solve the problem is to transform the manual enrollment into a computerized system. An Enrollment and Billing System (EBS) for Southern Mindanao Computer College Inc. of Digos City (SMCC) was develop to provide solution to the problem encountered by the school in operating its

enrollment procedures. EBS is a computerized system that used Java Application (Netbeans 6.9.1) and MySQL for the database management. Further, it provides an easy enrollment operation, timeless accounts’ and payments’ calculations. Thus , computerized systems will make task easier, faster and well – organized. The computerized world is a highly efficient one, which processing the big quantities of data and keeping .The extensive records will not be a problem to a post industrialized society, likewise the unreliable and slow processing and preparing student record and enrollment summary of report. At Southern Mindanao Computer College, Incorporated (SMCC) Digos City there are five hundred three students taking several year levels. The populations of the student in mentioned School are continued to grow which means also that an increase of records are handled by the Registrar. Clearly the manual system of enrollment and student record keeping are too much time consuming task. Computer can be considered as another instrument for developing a system like enrollment in every school. This can be a great help to those students, teachers and school who are handling many task from providing easier and faster access.

Background of the Study

A quick and automated enrollment and billing system process is the way the school can find an easier and better way to implement an enrollment system. The automation of the said system will be implemented through the use of equipments like computers and printers. Users can use these equipments in order for the work to be done faster and it can lessen the processing time because of fast accessing of data. The researchers will develop a system that can minimize the processing time in order to access records of the students quickly so that enrollment process will be much faster than usual. Enrollees will be more comfortable for the system that researchers will develop because of fast and consistent processing of schools enrollment system. Researchers of the system will be aware of the existing problems that enrollees and the school are experiencing in the past few years to develop a system that will provide a solution to their needs for them to be comfortable of what the propose system will provide. Users or the facilitators of the propose

enrollment and billing system will also benefited for the reason that they will not do the usual way they do when they are processing the enrollment forms or records of the enrollees. Instead of doing the usual way or the manual system of processing records of the enrollees they can now use a GUI or graphical user-interface, all they have to do is to press the mouse and enter data of an enrollee from the keyboard to manage the propose enrollment and billing system.

MANUAL OF REGULATION

Brief History The Davao Micro Data Computer Education Center was organized in mid – 1993 by educationoriented professionals in Davao del Sur. The prime objective is to establish a total computer school in the municipality of Digos which is to be the first of its kind in the province of Davao del Sur. The application of the school for registration with the Securities and Exchange Commission (SEC) was approved in February 17, 1995. After the approval, the school started to acquire computer units intended for informal training in tutorial basis. In late 1994, the school acquired a good space for its computer trainings at JMC building, Rizal Avenue, Digos, Davao Del Sur. Starting with a remarkable number of students enrolled in the first salvo of training, the board of directors decided to pursue the opening of the Two-year Computer Secretarial course, which was the first in the locality. Early in 1996, the name of the school, Davao Micro Data Computer Education Center was changed to Southern Mindanao Computer College, Inc. with a zealous and sincere intention to open up degree courses in Computer and information technology in the near future.

MISSION, GOALS AND OBJECTIVES

It is the true belief of the school that an individual could be trained in special skills and be a productive person the soonest possible time. Their expertise can make them employable in the industry or self-made enterprise where rewards are far greater and brighter. The fact that they earn good, they can contribute to the government’s effort for national economic development. The Southern Mindanao Computer College, Inc. ensures the development of human resources in various fields of computer education and its related fields for the computerization of business, industry and other social organization. Furthermore, the school aims to: 1. Conduct long and short term studies or programs for students interested in computer technology and other related courses; 2. Educate and train individuals in the line of modern computer technology in preparation for an advance career; 3. Prepare competent leaders, excellent secretaries and clerical employees who could run the information machinery of the country and the international community. 4. Offer effective training development for professional and allied support manpower or different business and industrial organization. 5. Acquire facilities relevant to computer education and trainings and provide organized system of instruction/training with competent facilitators and instructors.

Statement of the Problem

Computer as part of the innovation in technology manifest bigger changes in world, economies, banks and other manufacturing centers flourished due to the catching power of computers in the field of education, not all school can afford to have numbers of computer to update the school manual system, which somehow caused a lot of inaccuracy and inefficiency in the date processing records, rules and regulations,

profiles, and program The present system of Southern Mindanao Computer College Inc. is done manually such as the enrollment system, and record keeping. From the time it was started to operate, they use the manual system. Even nowadays, that they have computers, still they use it for proration of memos and letters. The present enrollment System caused a lot of inaccuracy and efficiency in processing the record and data of the students. Too much time and effort are consumed and cannot give on time. Different Problems are as follows: 1. How to lessen the time of the students in paying their fees of Southern Mindanao Computer College, Inc. 2. How the Southern Mindanao Computer College, Inc. can manage an easy way of securing student record? 3. How to speed up the process of generating enrollment report in a short period of time?

General Objectives

The study aims to develop and implement an automated Enrollment and Billing System for Southern Mindanao Computer College Inc. which will make the process of enrollment and billing less time consuming.

Specific Objectives

1. To design a module that will automatically compute a student’s tuition fee for an entire school year? 2. To develop an effective scheduling module that will generate conflict-free schedules. 3. To develop a module for a more organized student record. 4. To develop a computerized system that will help the Southern Mindanao Computer College Inc. in providing their clients/students a more faster, accurate and

Efficient enrollment system. 5. To use the skills and knowledge that we gained through studying the subject of System Analysis And Design, Object Oriented Programming and Database Management System. 6. To enhance the knowledge of individuals in creating program 7. To help the Southern Mindanao Computer College Inc. in providing good quality of enrolment system. Significance of the Study

The computers provide convenience to its user through the easier and faster way of transactions. Population of students in almost all-educational institution is rapidly increasing so great demand in teaching force is also becoming higher. Fortunately, today’s generation of high technology machine and tools can substitute these workers. This proposed “Computerized Enrollment and Billing System of Southern Mindanao Computer College, Inc.” will provide a high technology way of retrieving and managing student’s data. The study will be a great help to the following: The School The school deserves to provide an efficient, faster, and accurate enrollment system for the students, for their school to preserved its name And for the school to attract more parents to enroll their children. In using this system, a lot of time will be lessen and saved. And it will make the work more easier. The proposed system once implemented, will help the school persuade new, incoming students to enroll, and not only that the school can compete with other private schools in terms of enrollment and quality education. The computerized enrollment system will provide the faculty and staff easy access to the students profiles, grades and schedules.

The Students and Parents

The proposed system aims to have a user-friendly and accurate functional interface. The proposed system will benefit to the students in terms of getting the result of the enrollment faster and it will lessen the time of the students to fill up many forms and they don’t need to wait for a long time to know their sections because the system will generate automatically, it will show immediately the section where the students belong. The system has its instructions that will helps the students to understand the process. The proposed system will be able to minimize the time and effort that it takes to process student’s enrollment. And it is also beneficial to the parents because it will help them lessen the time it takes to find appropriate class for their children.

The Faculty Staff

The proposed system will benefit to the faculty staff , It will lessen the time and hassles of the teachers and faculty staff during the enrollment day. Yet they can do their other activities because the system is easy to use, all instructions are there, so there’s no need a lot of man power because all the procedures are there and There’s no difficulties for the students to enroll. The proposed system will benefit the employees handling enrollment processes of Southern Mindanao Computer College. The current registrar, who is intended to be one of the primary users of the systems. Once the system was implemented, it will able to help reduce the work of the Registrar. All the students record will be stored in the systems database like students class schedules and sections, teachers schedule, and the students grade. Through the use of the system, acquiring information by the users will be served with fewer delays, even decisions could be made easily based on the latest input data.

The Future Researchers

This proposed system will help to the future researchers because this study provides the necessary information in developing a computerized enrollment system. The future researchers can improve their systems by making this as their guide. They can use this for the references for their study and developing the same system. They can used the processes that had been made and they can apply it in their proposed system. The system will benefit the future researcher/s as guide or reference in their own efforts at any proposal or project. The researchers will enhance their analysis, knowledge and technical skills. They will gain programming knowledge and logical stimulation, knowing how to eliminate the certain problems of a system. The importance of conducting this study will be their opportunity to test and prove their skills in hardware development.

The proponents

The proponent is the one who will benefit from this study because the proponents will apply all their acquired knowledge and skills. And they will use it in developing a system for the users And it will help the proponents to resolve the problems. The proponents have developed their writing, analysis, and interpretation skills needed to make a good thesis. It will beneficial to the proponents by gaining programming knowledge and logical stimulation and knowing how to eliminate certain problems of a computer system. Due to the stated problems regarding their teaching system, the proponents will not only gain programming knowledge but will also proposed a computerized version of enrollment. The importance of conducting this study will be the opportunity for the proponents to test and prove their skills in software development. They will utilize not only their skills in programming, but will also have to ensure and be sure that their program will be of greater help and will meet all the user’s needs.

Scope and Limitation of the study

The computerized enrollment system is an application system, which requires the users to input the gathered information about the students and the system will undergo process for inputting the information in the computer and the students will wait for several minute for the results of their section, they will go back to faculty for the receipt or enrollment assessment form. The system is can be used only by an authorized school members like teachers and faculty staff because they are the one who knows the information and they are the one who knows to use the system and they are in charge in giving the instructions to the students and they are allowed to access the system. Students are not allowed to use the system because it is limited to users and the system has its own security features like login that only administrators can access the system.

The study will be limited only to the boundaries of (Computerized Enrollment and Billing System of Southern Mindanao Computer College). The researchers focused in getting relevant data including data of the students and computation of necessary fees, the system will able to view class schedules. It has an ability to save, record, and edit those data and important information about the students, teachers and school. The study covers the computerization of the activities, the enrollment system including student registration class list, principal’s report of total enrolment of students and receipt. The enrollment and Billing System covered the major processes: 1. Save the data and information of the students and subjects on a database. The database contains the student’s personal data, and subject information to be used on the enrollment procedures and records. Each student is provided with a unique ID number that contained related information such as name, address, and date of birth. The subject information contained basic details like lecture and laboratory units. Multiple subject schedules are possible with the presence of class card numbers.

2. Keep the enrollment records by specified semester and school year enrollment records are classified as student enrolled subjects, accounts, and payment information or history. Records are being saved by an identified semester and school year. 3. Configure of miscellaneous fees that should be done before and after the enrollment starts to avoid inconsistency of students’ accounts. 4. Load the classes with subjects qualified for the specified semester on the class organizer. 5. Display suggested subjects in lined with student’s curriculum during the start of enrollment. Administrator chooses either to add a selected class or all the suggested classes. The administrator also adds directly a specified class. Dropping and printing of enrolled classes are also catered by the system. 6. Student’s accounts and save accounts summary during enrollment; however, if payment transaction is made, the payment details will be save in the payment history. Implement special fees on selected students only; example: field trip fee for SMAW NC II students.

Purpose and Description

The software application focused on improving the enrollment system of SMCC. It envisaged to be of great help to the following persons: Students. The students would easily be enrolled in their respective subjects through the help of EBS. Registrar and accounting Office. The proposed system would help establish fast record keeping and retrieving. The School. The main beneficiary of the study is Southern Mindanao Computer College of Digos City. SMCC, if would be adapting the innovation, would make their work at optimum performance. The develop system would compensate the flows and problems that the institution is encountering. Employees would not have to worry preparing forms for the students and reports for the administration because the system will do it for them.

Future Researchers. The study could be used as reference material in having automated enrollment system if the future researchers would like to formulate a new and better system.

Definition of Terms

These terminologies were gathered by the researcher for better and clearer understanding about the study. Client. Does not share any of its resources that request a server’s content or service function. Computer. Machine capable of the following the instruction to alter data, programmable electronic device that can perform calculations and processing information. Database. Is a container to store your tables in. and a structural collection of related records or data that is stored in a computer. Enrollment. It is a process in which a student is being admitted to the institution. This includes the listing of information or data about the student and subject he/she will be enrolled. Information. Knowledge given or received of some fact or circumstances. Program. An algorithm that a computer can both follow directly and follow the translated version. Record. It is the collection of related field with information that usually pertains to only one subject. Server. A computer on a local area that is running software for controlling access to all or part of the network and its resources and shares its resources with client. System. It is a group of interrelated components working together toward a common goal by accepting input and producing output in an organized transformation process. Software. It is a system utility or application program expressed in complete readable language.

User. The person who uses a computer for word processing, communications, and other application. User–Friendly. A program easy to use even though an individual is not knowledgeable about the system. Netbeans 6.9.1. Scripting language or programming language that is used to design the system. EBS Stands for Enrollment and Billing System. It is a computerized system that composed of student’s records and payment transactions. Java is a high-level, third generation programming language, like C, Fortran, Smalltalk, Perl, and many others. Jasper Report is an open source java reporting tool that can write to a variety of targets, such as: screen, a printer, into PDF, HTML, Microsoft Excel, RTF, ODT, Comma-separated values or XML files. MySQL is a database computer language designed for managing data in relational. Students refer to a college student who is officially enrolled in SMCC and can be further categorized as new, old or transferee.

CHAPTER II

REVIEW OF RELATED LITERATURE

One of the most significant steps in a research project is conducting the literature review. Through this chapter, readers can familiarize the flow of the study. The related and previous studies presented in this chapter would give the readers and future researchers an idea of the system of the proponents. The proponents selected and review these studies and previous works to provide information for the readers.

Local

http://www.slideshare.net/alvinbobadilla/chapter-1-2 Magalang (2003) Over

two

decades,

effective

enrollment

management

is

going

to be critical to the future of tuition/enrollment-dependent College and universities, especially in state where the number of high school graduate is expected to decline by 30-40% (WICHE,1984).This paper outline the conceptual framework, design, and implementation plan for building decision-support system for enrollment management at the college level private, comprehensive university. It begins with a brief overview of the enrollment system. As a concept, the computer-hardware environment, and the fourth-generation software tools used to implement the system. they proposed this to developed software that will help the management of the school “GEANHS’ in giving good service to its student in speeding of the process involve in monitoring account acquired during the enrollment & other payment transaction and was designed to be user-friendly by only authorized persons and to ensure security of data basic information and automation of enrollment process will upgrade the quality of the services provided for the qualified enrollees and This system have been designed in order to speed up the access and retrieval information and to lessen manual effort involve in the Enrollment routine of transaction.

Solomon (2002) Stated that the using of computer are continue to grow, the need for a more timely information and data processing comes on demand keeping the record of any manual operations need the application, because handling it manually will only be conflicting this System was made to lessen the time and effort exerted by both student and school employees. It is also made to give accurate reports and keep records of every students every students and for easy and fast way of enrollment..Developing Enrollment System, to know how to read sign the data that is used to be kept the record files of students and also that, it could be mange more efficiently in computer with his project ,This conducted system goes along the trend of computerization to be in the field of competitiveness and survive to the complicated works developed a program using database III which capable of retrieving, access in manipulating of data in easy way The study was conceived because of the need to update the current registration system of GEANHS, which is done manually.

Torres et.al. (2002) conducted a study that resolves around the importance computerization of student information. This study was conducted with the hope that it would help minimize time and effort in processing student’s information in Maulawin National High School. The basic feature of this study is after the storage and access of retrieving and updating the data. Nowadays most of the companies are dealing with huge amount of data. Of course this requires long processes of maintaining ,organizing and managing of these data. Managing these data will require a specific system specially created for the usage of a certain company or client. Handing multiple student records manually will consume a lot of time and resources . For a system to be efficient, reliable, and effective it needs to lessen the task of the user and the time consumed. Thus , computerization is essential to a system specially when it deals with huge amount of data. Also computerization gives security by sorting or monitoring the data or entities involved in the system. A security password and username for the client or user is also a must for maximum data security.

Since enrollment system needs to process huge amount of data and information, computerization will become useful and essential for it. Maintaining students records for enrollment system with computerization will lessen the task and time consumed. Also updating the data will become easier and time saving, since the data required needs to be updated from time to time. Since student records are one of the most important data in an educational institution it needs to be maintained and organized. Computerization greatly increases the efficiency of an enrollment system. The user can maximize usage of a system with Computerization.

Revalla (2005) created an Automation Enrollment System for the computer Science Department of the Laguna College business and Arts. The study was conceived because of the need to update the current registration system of LCBA, which is done manually. Her study, was based on the special problem of Mr. Bonifacio E. Bacani, Jr. about “Student Record information System”. It is generally accepted that information is a vital commodity for the successful operation of today's organizations. Nowadays modern business organizations are using computerized information systems in order to obtain such information. As a student with little knowledge about technology rapidly the main issue, is how can an organization should effectively use such an information system. Which it's management sometimes can be unpredictable in order to effectively help the whole organization structure to improve and take the most out of it. This report will try to analyze intranet and its impact on the use of information in organizations, as well as what actions an organization might take to make the most effective use of it. Almost every higher education or any institution uses a software to store it's data. You wouldn't accept the applicants information without having a place to put a data and accepting applications. That part is the beginning of the study a system. Once students are accepted, you need to ensure that you store their information in a secure place, keep it up to date, and share it with all your institution's offices so it can be used easily and efficiently throughout each student's entire life cycle. The one Proponents of that system, will guide and satisfy our clients for student records. The proponent's goal in this project is to developed the current system that they are using and make their staff easier and will help to reduce paper woks. It will

make a useful system that can be used to facilitate the record of the student. That proponents system is a user friendly for our clients. It will be easily to access by the authorized personnel such as professors, instructors, and school administrator. It will be easily for the authorized personnel to access it. This system describes the information and components of computerized system and several strategies to develop the whole system. When we talk about the student’s record of the School. What do we usually think, Well, student's record is one of the most important files or documents that need to give way of attention, who assign this particular position, because it is one of the hidden files of the school that was the record of the student needs to secure for their privacy. Information Technology is widely used for faster and easier way of recording student information. It is also used in managing the operation undertaken by the school. It is a great help to every school that undergoes with different difficulties within recording the student's information. Almost all schools and other institutions, computers have significant impact in their works. People rely on computer for efficient and effective way to handle different loads and tasks.

Foreign http://www.slideshare.net/alvinbobadilla/chapter-1-2Gurewich (1999) stated that the database system makes the work faster for every institution. For the mere fact that instead of doing things manually, with the use of computer technology everything is done fasters. This system was used an SQL in database that give less time to the employee of the school that inputs a record or information about the client or what we called enrollees. In their database they are not displayed the whole table only the important entities are displayed when you run the program. We will guide this system because of the functionality of their database.

Adamski (2007)

was useful in the sense of functions and features that the enrollment system has. This system was computerized on year2007 that has highly secured in their files and record of the students. They are used a reliable database, in program they used java language that also the same with the language that we are use. they are some differences between the enrollment system of Adamski and the system that we are develop for now, Adamski have a receipt after paying tuition on cashier, they created a forms that show the content of tuition fee but in our system we are not suppose to create a forms like a receipt because we are engaging in public school. They are also created a form that has a lot questions about personal information of the enrollees. In our system we are not suppose to imitate those questions because the school only get the important detail of the students like full name, contact no., and address. We will depending on our system in this published journal because we think that this documents will guide us to make a better system. We also decided to use this documents because all of the flows and functionality of the system was very customized that we saw on the DFD, another reason is we have the same goals and that is to make an enrollment system that gives a better process for the school or the client.

Hammer (2003) They said that computer could eliminate the need for copying and rearranging information, which was entered into system. They also perform mathematical computation; in short computer can eliminate most of the paper works. Database is use as a storage of data in a system, this is use in almost of the system because it handles the data. Some of the advantage of database is/are it saves time, and thereby increases productivity by making it easier to retrieve data as needed, with database it makes backing up of vital data much easier, easy retriever of data and sharing of data. This is important in our system because we are making a system that need a storage of data because we input many data in our system which is confidential with the users. computer gives more benefits because this is where you create systems that can make your works faster and less man power. We need computer for accurate and efficient outputs of data for the benefits of the users. The system or the computer help us (the programmers) to make our work easier.

Towsand (2005) stated that database is structured collection of data. The data may be about people, product events in short, any type of information is to manage the collection of data for reporting and making decision. Of course data needs to be updated from time to time, therefore database provides easier access to the data that needs to be updated by sorting them into their designated categories and sections. Nowadays most of the companies holds huge amount of data, so basically they really need a system to hold and manage that data for them. Like the enrollment system, it holds the data, manages it and also it updates from time to time. A system needs a database to function, without a database a system wouldn’t be efficient or wont function at all. Database is one of the primary requirement for a system, not only for an enrollment system but for most of the systems that a client or company requires. Database management is important for the data of the system needs to be managed carefully and efficiently for better and more accurate results.

Dry – run of Automated Enrollment System (http://www.ssu.edu.ph) The Automated Enrollment System of Samar State University ails for an accurate, user-friendly, efficient system that can help both the student and personnel for first data processing of enrollment. Engr. Heidi Hashimoto, Japanese volunteer, headed the creation and conceptualization of the system. The system is web base that uses Php programming language with data storage in MySQL. In this study, php was used as for the programming language and data were stored using MySQL. Further, the system is automated system that runs through Intranet of the University. This means that the record cannot be accessed using the Internet and outside the school.

ACM Portal (http://portal.acm.org/citation.cfm?id=1181300) The online student enrollment system enables students to enroll into their subjects prior to the commencement of their semesters. This enrollment system not only allows international students to enroll through the internet without traveling to the campus but also incorporated the business rules. These business

rules cover a wide range of regulations and policy such as subject, pre-requisite, student’s payment status, course coordinator’s decision and the correspondence of the student’s seniority to the intended enrolling subjects. Besides business rules, the system incorporates various notification mechanism like short messaging service (SMS) and E-mail. The interface auto-detects the users device either Pc or laptop or much smaller screen device such as a PDA. In short, the enrollment system back end engine runs to provide high satisfaction user experience with the business and user interface, the system is able to run the workflow cycle running in parallel with the notification capability.

Illinois Virtual High School Inquiry (http://www.ivhs.org/) This online inquiry gives detailed information on persons that can be contacted with regard to specific field; example is a general program issues, technical problems, faculty information and course development. It also gives information about their regional coordinators for participating schools. The students have a login feature where the students can log-in using their Login ID. The online inquiry system of Illinois High school helps the authors to picture out and develop an ideal database structure for the system. The proponent’s systems are similar and are based on some capabilities of the system in this study like the inquiry of courses and login feature for the student.

Conde (2007) in his study entitled “Network-bases Enrollment System of Paete National High School cited that the manual process of enrollment and manual handling of information and reports of the students is very laborious one. The proponents developed a network based system enrollment system to the said school to solve the huge amount of task. Garcia (2002) created the “LSPC Enrollment System”, the study can be a great help to persons concerned during the enrollment period, the registrar, instructor of the students as they retrieval necessary information when needed and lessen the burden manually browsing over enrollment slip for record purposes Saayo et.al (2008) developed the system “Network based automated Enrollment and grading system for Morong National High School. Due to increasing population of the institution, and the school currently

implementing the manual system, every student spends a lot of time during enrollment period, such as paying their tuition fees and processing the school requirements. Valina et.al (2009) entitled “Network-based student Permanent Record keeping and Enrollment System of Balian National High School”. This System was made to lessen the time and effort exerted by both student and school employees. It is also made to give accurate reports and keep records of every students every students and for easy and fast way of enrollment. Soria et.al. (2006) constructed a system entitled “Network-based Computerized inventory System for the supply office o the LSPC main campus. With the advancement of technology, devices and machines were improve , developed and inverted to cope up with the need of new world. There are different systems designed for reliable, efficient and very useful to the user. Cabang et.al. (2003) developed the ‘computerized Students Record Monitoring System of Siniloan National High School”, Computerized Student data will be exceedingly helped to the user through continuous management of the School. It could help the registrar for a less effort services in the institutions especially in updating, printing and deleting student’s record. Velasco (2002) Study entitled “Maulawin National High School Student Information System” cited that maintaining students, records manually is a very difficult task and time consuming. In that case, computerization system that can help and handle this data needed to speed up the process of student’s record keeping and to promote and reliability. Cura et.al. (2004) Designed system entitled “computerized inventory system of office of the supply in LSPU” is capable of handling voluminous data about the flow of item insurance and reply to the flow of items’ issuance and return in supply office Torres et.al. (2002) conducted a study that resolves around the importance computerization of student information. This study was conducted with the hope that it would help minimize time and effort in processing student’s information in Maulawin National High School. The basic feature of this study is after the storage and access of retrieving and updating the data. Alcaira (1999) Stated that the using of computer are continue to grow, the need for a more timely information and data processing comes on demand keeping the record of any manual operations need the application, because handling it manually will only be conflicting. Aravia et.al. (2002) Show the growing importance of computers in the society. The significance of the study revolves the automation of student permanent record keeping. Garnace (1999) Developed application software for the computerized information system of a commercial piggery using the concept of the database and implemented it in database.

Gumitao (2001) System is designed to provide reports of the list of enrollment per school year, periodical grade of students, and list of new, old and transferees Revalla (2005) created an Automation Enrollment System for the computer Science Department of the Laguna College business and Arts. The study was conceived because of the need to update the current registration system of LCBA, which is done manually. Her study, was based on the special problem of Mr. Bonifacio E. Bacani, Jr. about “Student Record information System”. Kampitan (2000) developed an Enrollment System of Liceo De Victoria that is designed to keep the students records. This is used to provide an effective and faster of providing information of the student and also the accounting purposes’ Liceo De Victoria Enrollment was developed and implement using relational database and designed in clipper 5.3. Earlier, Encila (1999) Introduced the Enrollment System for the computer Science Department of LCBA and traders, designed of enrollment System is advantageous to the school because it speed up the process and with only a minimum amount of power and resources. Cacao (2002) designed the “Morning Star Montessori School incorporated form 137implemented in Fox Base. Solomon (2002) developed Enrollment and Record keeping System, to know how to read sign the data that is used to be kept the record files of students and also that, it could be mange more efficiently in computer with his project. Quiver (2001) developed a program using database III which capable of retrieving, access in manipulating of data in easy way. A computerized system to minimized the lost of record and burden of work was designed by Pajarillo in 2002. Monsalve and Ilagan (2005) developed a program and designed using Microsoft Visual Basic 6.0 and Microsoft access. The system is capable of receiving access, searching items, providing adequate information and data gathering. IPizzara and Veridiano (2001) this system was done using Microsoft Visual Basic 6.0. This conducted system goes along the trend of computerization to be in the field of competitiveness and survive to the complicated works. Relayo (1999) this study will assist the researcher regarding to the use of database and Visual Basic. This system have been designed in order to speed up the access and retrieval information and to lessen manual effort involve in the library routine of transaction. Magalang (2003) he proposed this to developed software that will help the management of the school “lyceum’ in giving good service to its student in speeding of the process involve in monitoring account acquired during the enrollment & other payment transaction.

Lazaro (2004) this study entitled “Liceo de Los Banos record monitoring system” password was created for the protection and was designed to be user-friendly by only authorized persons and to ensure security of data basic information. Lumbers (2002) stated in her study entitled “a systematic enrollment process using database system in Saint John academy. Calamba, Laguna” that the application of database system to the enrollment process will greatly increase its efficiency; automation of enrollment process will upgrade the quality of the services provided for the qualified enrollees. Local

According to Aquino(2005). Importance of computer application is increasing day by day. In the latest decades of the Millennium winning organization are those which are willing to integrate business strategy and computer information technology in plying their respective trades. The use of computer information technology results for them to be able to develop products fast and make decisions fast, ability to have fluid organization structures, able to cope with the demanding work force and external environment by the rapid development of innovative approaches and lastly using information system confirms the company’s mission vision. Schools use information systems in the way of implementing an enrolment system. This results for them to attract enrollees and earn an income. Enrollees are attracted because the use of the said system makes the transactions faster and easier. “Lack of enrolment system in schools can lead to chaos and troubles”. As stated by Ace Adrian (2011). Students will be confused on what they should do to be able to enroll that is why such systems is extremely useful in the way that it gives an ease on working on enrolment processes. Enrollment is very useful in retrieving vital information of the students. Without it can lead difficulty both for the administration of school and student in enrollment processes. Many countries nowadays, especially the developing nations are challenged by the rapid technological changes. This has radically changed the living and working styles of the entire society. This transformation has been driven partly by rapid technological innovation. While in the 20th century saw the

rise of the industrial revolution with steam-powered machines intensifying and expanding human productive power, the 21th century was characterized by the birth of machine-powered flight and the emergence of broadcasting and computer technologies the extend the reach of human creativity even more and made possible new ways by which humans could live and work together (Tinio, 2002). The transformation of manual enrollment transaction to automated and now into a web based automation is one example of what has driven partly by the rapid technological innovation. Any ways just to make work easier and faster like enrollment transaction is possible with the emergence of computer technologies. Technology innovation had influenced man’s work from data processing, business transaction, research, planning, monitoring and even in medical operation on human anatomy are now entrusted to computer technology. Web application are popular due to ubiquity of its applications. The ability to update and maintain web application without distributing and installing software on potentially thousands of client computers are key reasons for its popularity. A significant advantage of building web applications to support a standard browser feature is the ability to perform as specified, regardless of the operating system installed on a given client (Bacala&Reanno, 2009). A web-based enrolment system has featured that meet most of academic institutions system’s needs and requirements. This include standardized modules for student registration, enrolment, grade management, and other modules that are deemed necessary to operate a school. Foreign According to Jennifer Rowley (2005), information systems are a tool to support information management. Information systems are increasingly being used in organizations with the objective of providing competitive advantage. The information systems used by organizations can be grouped into different types such as transaction processing system, management information system, decision support system, executive information system, expert systems and office information system. Information Technology has heralded the advent of the information society. The information society may be a virtual society. The concepts of the electronic classroom, the electronic office and electronic library have been

explored. Information system poses a number of issues on society in general, including: changing employment patterns, archiving, and bibliographic control, security and data protection, intellectual property, marketplace issues and access. An enrollment system is basically included in one of the classification of information system that is stated by the author, thus it serves a tool to support information management with regards to the student data, enrolment fees information and other with a connection to the enrolment process. Every school gain competitive advantage of having this system for they will have the capacity on handling important information at ease and with security. The iterative implementation approach is a theory that eliminates problems of using a waterfall study. This is invented to avoid a linear and sequential development of study. The overall functionality of the system is broken down into feature sets. These features sets often based upon use cases from the analysis stage, containing group of individual features that are related, typically by a functional area (Stephen McHenry, 2010). WAMP5 (WAMP means Windows Apache Mysql PHP) is a platform of Web development under Windows. It allows you to develop dynamic Web sites with Apache server, PHP5 script language, and the database of MySQL release 5. It also possesses PHPMyAdmin and SQLite manager to manage more easily your databases. Windows 7 is an operating system produced by Microsoft for use on personal computers, including home and business desktops, laptops, netbooks, tablet PCs, and media center PCs. It was released to manufacturing on July 22, 2009, and became generally available for retail worldwide on October 22, 2009, less than three years after the release of its predecessor, Windows Vista. Windows 7’s server counterpart, Windows Server 2008 R2, was released at the same time, Windows 7 is succeeded by Windows 8. Adopting the theory of Stephen McHenry which is known as the iterative implementation covers the breakdown of overall functionality of the system to a what he called feature set and those feature sets represents different process involve in an enrollment system. It helps locate what feature an enrollment system will have since that this kind of systems does many activities and processes. According to Dunn and

Scott (2005), science and technology is the root of emerging innovations in this world. For many years now, a person in this field of expertise does not stop to reshape the landscape of today’s business world. Enrollment system has made huge impact into the school arena. It is a system that is built on innovative program strategies. It is a system that will help both the enrollment personnel-in-charge and the students to easily process the enrollment at a lesser time. Distinct from traditional enrollment, LAN enrollment system process large assortment of student records and provides efficient and consistent information services. As stated by Holmes (2006), “The Internet is neither an extraordinary communication 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.” That statement only shows that advancement in modern technology is at their highest peak. Nowadays, Web-based applications are widely used due to their ubiquity. Web-based enrollment system is currently emerging on markets for they are offering transaction convenience and service efficiency through the use of Internet. This system becomes a powerful tool in dealing with information management regarding enrollment transactions. According to Forman(2007), continuing innovation in technologies can lead to organizational changes that range from improvement of day to day operation and for easy access it provides for the end users. Many schools today have adapted this innovation in offering of their services.

Related Studies

Local Based on the researcher, a web-based enrolment system for Veritas Parochial School (VPS) in Manila was developed to help its students enroll in a more efficient way without the hassles of waiting long hours in filling out forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is with the Web-based Enrolment System for VPS that this new style of enrolment may be achieved. This new type of system offers its students new options for enrolling at VPS. By logging on to VPS website, one can register and enroll subjects for a school year. With these, all the students are required to fill out certain forms

that do not take more than a few minutes to accomplish. The system stores its records in the school database for future references. Confirmation of the transaction made by the students need to be verified, the payment of tuition fees must be made in the school’s registrar. The students may also browse the web site of VPS and he can check his current account. He can also refer to the list of the school current tuition fee rates (Pascual&Riceo, 2008).

According to the project study in 2005 by Mr. Lopez, an enrolment system help and provide efficient and reliable services to the students, enrolment personnel and administration. Moreover, this system improved the process of enrolment in terms of searching, retrieving and subject schedules.

An Online Enrolment System was proposed to replace the manual enrolment system of Cavite Maritime Institute in order to advance an organized flow of transaction and an ease of work concerned on how the manual enrolment performs throughout the institutions operations. The numerous transactions that the manual system covers, such as updating and adding student records, generating the advising and assessment slips, and the like considering the manual operating system to be inefficient for the need of the institution. Since the study involves proper record handling, tracing the constraints and evaluation of the manual system is essential(Bacala and Reano, 2009).

In educational institutions like Harvent School in Dagupan City, Composed of elementary and high school level. The school puts premium to its registration. The enrollment process is the initial stage in gathering bon fide and accurate student information necessary to establish student permanent records. A registration and billing system is needed by the institution to address the stated situation. The study has been made to help Harvent School gather fast and deliver accurate information (Calabozo& Fernandez, 2006).

In a study conducted by Cayabyab (2007), many problems and difficulties were identified in the existing system of Dagupan City National High School (DCNHS). These major concerns are affecting the efficient enrolment system of students. Security of the students records were found to be at high risk. The

current system may fail to protect some important documents. It has also untimely and inefficient report generation. A computerized system for DCNHS shall result to a significant increase in the number of enrollees.

Foreign

Southern California Community College Long Beach City College has gone live with a Cognosbased enrolment management system that was designed by Irvine, CA-based professional services firm e2e Analytics. Prior to installing the new system, LBCC, which has two main campuses and multiple satellites that support nine schools and 34 departments, handled its enrolment via manual spread sheets. With no reporting, continuity, or standard practices, and with lengthy error corrections, the schools enrolment management budgeting and planning took up to three months to compile, consolidate, and implement (Koft 2007).

The study on problems regarding on school such as the Long Beach City College is an aid for the proponents to have the idea on formulating solutions on transferring manual enrollment transactions to an automated or computerized one.

According to the coordinator of Admission Support of Kerian Greenaway, the system known as the Edith Cowan University Web Enrollment System (ECUWES) had replaced the traditional hard copy system of enrollment. The system offers immediacy and convenience of course enrolment via the internet. The said university in Australia is currently enrolling more than 5,000 new students with easier transactions cause of their online enrolment system. In the local setting, academic institutions both the private and government schools are shifting from manual to computerized system including student registration. This is accomplished either on an intranet or internet-based environment.

The desire to overcome these problems and difficulties has led the acceptance of advanced technology. It includes Local Area Network of computers, CD ROM and powerful processor. These

technologies led to the development of information databases that provides simple and prompt retrieval of information through networking, In Local Area Network Enrollment System (LANES), the problems on admission and evaluation of academic records, subject reservation, assessment and payment of fees and issuance of class cards are besieged. Likewise, searching of records is effective due to its major key that is being used in retrieval of records.

A Local Area Network Enrollment System (LANES) is a broad system. It is a combination of different function areas such as databases, searching, retrieval, and update of student records, checking of students schedule, computation of fees. (Dzubeck, Frank, 2003).

Inspired by the advancement of modern technology and the problems regarding enrollment transactions the proponents have come up with an online enrollment system exclusively for school with many enrollees. Several factors are considered in designing the proposed system. First is the tedious task of filling out application forms and inaccuracies of information provided by the students that cause delay on the enrollment process. Other is that there were problems on giving and announcing schedules of enrollees and cause for them to be late at their very first class.

The researchers gathered data necessary in the enrollment system for the success of the study in providing benefit for the employees and students so they can have access and have the ability to manage information directly and conveniently.

CHAPTER III

TECHNICAL BACKGROUND

In developing the Enrollment and Billing System (EBS), the developers use different software applications. There are some approaches that can go further to related technology of the systems.

The requirements of the system are hardware and software applications that can hold the data programs and other information. A software Java Platform (Netbeans 8.0), a primary platform of the system was used as the development environment of the Enrollment and Billing System. Moreover, its capability to interact with application programming interfaces, its components and controls facilitates greatly in the design of appropriate user interfaces.

Its adaptability to relational databases makes good combination with the MySQL Server 5.5, a primary database used in this system and Jasper Report, an open source reporting library that can be

embedded into any java application, is used in generating reports. Hardware needed: Processor: Pentium/Intel OS: Windows XP, DBMS: MySQL Server5.5, RAM 1.99 GB

Conceptual Framework

For the conceptual framework of the manual Enrollment system, the Registrar inputs all data and information of the students into a hard paper. Students need to fill up all the fill out forms given by the administrator in order to submit his/her data and information.

Paper

REGISTRAR

INFORMATION FROM PAPER

STUDENTS

Figure 1. Conceptual Framework of the manual Enrollment System

On the other hand, the conceptual framework of the automated Enrollment and Billing System, the registrar inputs all the data and information on the Database. The student’s data is being stored to the Database while Information is accessible both in Database and generated reports.

Datab ase

REGISTRAR

GENERATED REPORTS

STUDENTS

Figure 2. Conceptual framework of the proposed System

Conceptual Paradigm

For conceptual paradigm, the study employs the I-P-O (Input-Process-Output) and summarized in Table 1. The process load consisted of different on process of the manual enrolment system which doesn’t have a proper data keeping and the proposed EBS of Southern Mindanao Computer College Inc. with a database where student’s record and transactions are stored. The output load consisted of different process on how the information stored being generated as output. In the manual system, student’s information is written in a paper while in EBS of Southern Mindanao Computer College Inc., all information is being stored to the database and made available to view and print.

Table 1. Conceptual Paradigm of the proposed system Input

Process

Output

Manual

Registration

Enrollment System

enrollment of classes, calculations students written in paper

of

students, Stored

Information

of

of accounts and payments EBS

of

Southern Registration

of

students, Data is stored in a database

Mindanao

Computer enrollment of classes, calculations available to view and To be

College Inc. (SMCC)

of accounts and payments

printed.

CHAPTER IV

METHODOLOGY

This chapter presents the requirements specification, non – functional requirements, security requirements, software requirements and usability requirements.

Requirements Specification

A. External Interface Requirements 1. User Interface The system has many interfaces which are the registrar’s interface, the cashier’s interface, and the assessment’s interface.

Requirements by Users

This table shows the requirements and description of the users.

Table 2. Requirements by users ID

Requirement Description

1

Fees Configuration: Configuring of fees must be done before or after an enrollment starts to avoid discrepancies of Students accounts

2

All the subjects and students must be registered on the system in order to add enrollment records such as enrollment Summary of Subjects and student Account

Priority

Mandatory

Required

3

The registrar must add first a Record File classified as a School year and a Semester, the registrar must set the default file to be used as a repository of all the enrollment records that may be done.

Required

4

The registrar must load all the classes that fall on the specified semester in order to make the Classes be available to the specified school year and semester.

5

The registrar must use the Suggested Mandatory Subjects Section in order to have a quick guide of the qualified subjects for a student.

Required

2. Hardware Interfaces

The system must be connected to a printer with a parallel or serial USB port in order to utilize its printing functionalities.

3.

Software Interfaces

The Enrollment and Billing system enabled a user to add data and information to the enrollment database. The system was created by using Java Netbeans 6.9.1 application and uses MySQL software on its database management. The system used the technology extension in java of Jaspersoft Reports on the implementation of its printing of information.

4. Communications Interfaces

As long as there is a presence of LAN network, a registrar, cashier, and assessment can access all necessary information about the accounts and classes of a student. B. Non Functional Requirements

1. Administrator’s end : JAVA PLATFORM IDE System Type

: Personal Computer

Processor Type

: Intel Dual core 1.79 GHz or higher

RAM

: 1 GB or higher

SVGA Modes

: 256 color or higher and 1024*768/standard resolution.

Software Infrastructure Required: Operating System : Windows XP, VISTA or 7 Other Software : JDK1.5 and Above Developed on : JAVA5.2 Safety Requirements

Safety requirements Security Requirements

The system provided an account for the registrar, cashier, and assessment having its encrypted password and unique username. Software Requirements Software Functionality Java application(Netbeans 6.9.1). The primary flat-form of the system. MySQL 5.0. The primary database of the system. Jasper Reports. An open source reporting library that can be embedded into any java application. Usability Requirements Registrar. The registrar had the overall privileges in manipulating details about the existing data in the system. The Administrator had access and control in all functions of the system. Analysis Use Case (Major Functions) To visualize the system design, a Unified Modeling Language(UML) was used. In the figure, the use Case model (Figure 3) of the enrollment and Billing System is presented. It illustrated the different operations and major functions involve in the system. It also showed the different actors performing the indicated operations. Registrar, Cashier and Assessment are the actors of enrollment and Billing System; the actors interact on the operations and functions.

Use case Diagram

Use Case Specification for Administrator

The EBS Use Case covered the major functions: Registrar maintained the student’s record in which included several extended processes: Add, View, and update records. The Registrar maintained the class in which included several extended processes: add, update, and view classes. The Assessment also set fees as well as views and receives transactions.

Test case: EBS (Registrar) Table 3. test case I I. II. III.

Use Case Name: Actors: Description:

IV.

Normal condition:

V.

Pre – condition:

Log In Registrar, Cashier and Assessment The case shows the filtering of the users of the system classified as Registrar, Cashier and Assessment. The user will input the Username and Password. And select the Account Type The system automatically Record the username, Date and Time Log in. And it Detects a Username if it belongs to an Registrar, Cashier and Assessment.

VI.

Post – condition:

Restrict the Interface button for the three different entities are shown after validation of inputs the username and password and account type.

Table 4. Test case II

I. II. III.

Use Case Name: Actors: Description:

IV.

Normal Condition:

Maintain student records Registrar In this case, the Registrar can do all necessary actions resulting to manipulate the entire system. the system automatically detects the user if it belongs to Registrar, Cashier, or Assessment and record automatically to the log in system.

V.

Pre – condition:

The system would automatically detects a user if it belongs to the Registrar, Cashier and Assessment New Record or Old If, New Record, the administrator is said to add new student’s record. If, Old Record, the administrator can update the existing record.

VI.

Post – Condition:

The system would classify a student record as new record or old. If new record, the registrar is said to add new students record. If old record, the registrar can update the existing record.

Table 5. Test case III I. II. III.

Use Case Name: Actors: Description:

IV.

Normal condition:

Maintains Class Record Registrar The case shows the capability of the Registrar to do necessary actions resulting to maintenance of class records. The Registrar chooses what kind of action to do, for example are creating new class, assigning Subject to a class, or reassigning of Subject of an existing Class. The Registrar must input the Class Card number to access class records. And Registrar can view all subjects offered on the said

V.

Pre – condition:

school year and semester. The system would detect if the Class Card number is existing or not.

VI.

Post condition:

The system would allow the Registrar to input necessary information to a new Class Card number and update information to an existing Class Card number.

Table 6. Test case IV

I. II. III.

Use Case Name: Actors: Description:

Set Fees Assessment The Assessment is capable to track down balance accounts from previous school year or semester. The Assessment can create the ledger accounts and add group of particulars and add old accounts.

IV.

Normal condition:

V.

Pre – condition:

The system would detect if existing group of particulars for present semester.

VI.

Post condition:

The system would allow the assessment to add new fee or update existing balance.

Table 7. Test case V

I. II. III.

Use Case Name: Actors: Description:

IV.

Normal condition:

V.

Pre – condition:

View Transaction Cashier, Assessment and Registrar Both the three entities can view done transactions made by the Registrar. Such as Payment History and Accounts Summary. The Registrar can access all the accounts of students enrolled on a specified school year and semester. The system would allow the Registrar to view Students’ accounts including their accounts updates or the existing balances.

VI.

Post condition:

The system would allow the Registrar to

print a summary reports of the Student’s accounts.

Table 8. Test case VI.

I. II. III.

Use Case Name: Actors: Description:

IV.

Normal Condition:

V.

Pre – condition:

VI.

Post condition:

Payments Transaction Cashier This case shows the capability of the Cashier to do a Payments Transaction. The Cashier search the last name of the students. The system would only allow Cashier to do a payment transaction if a student has existing accounts for the specified school year and semester. The system would allow the Cashier to have a payment transaction.

Entity Relationship Diagram

depends

FEES

MISCELLANEOUS/OT HER FEE

pays

updates verifies students ADMIN

ACCOUNT S ENROLLS has CLASS SUBJECT has LIST S

has has Class

schedule has

Figure 4. The ERD Analysis of the Enrollment and Billing System

Sequence Diagram Mode

Figure 5,6,7 illustrated the Object-Relationship Diagram of Enrollment and Billing System. It also demonstrates how the system relates to each other.

Registration of Student

The EBS

Enter Username & password Enters Username & password

Password Detector

Student List

[password.equals (“”)] Is passwordOK()

[Is PasswordOK==True]unlock login Is passwordOK() Registrar Invokes Administrator Interface Invokes Student Information Section Add Student Fill in Information

Is Student Don’t Exist()

Is Student Don’t Exist()=True

Is Student Existed()

Invoke Save Button Generate Verification Code Student Added

Figue 5. Registration of Students

Enroll Student

Registrar

The EBS

Enter Username & password Enters Username & password

Password Detector

Student List

[password.equals (“”)] Is passwordOK()

[Is PasswordOK==True]unlock login Is passwordOK()

Subject Class

Registrar Invokes Administrator Interface Invokes Enrollment Section Enter Family Name Enter CC number

Is Student Don’t Exist ()

Is Class Existed ()=True

Is

Student Existed ()

Invoke Enroll Button

Is Class Existed ()

Enrolling Classes Print Enrollment Summary

Figure 6. Enroll Student

Pay Accounts

Registrar

The EBS

Enter Username & password Enters Username & password

Password Detector

Student List

[password.equals (“”)] Is passwordOK()

[Is PasswordOK==True]unlock login Is passwordOK()

Accounts List

Registrar Invokes Administrator Interface Invokes Enrollment Section Enter Last Name Show Accounts

Is Student Don’t Exist ()

Account Existed ()=True Invoke Pay Button

Is Student Existed () Is Account Existed ()

Calculates remaining accounts

Figure 7. Pay Accounts

Design

The ERD Design Below is the Entity – Relationship Diagram (ERD) of the major Database components of the Enrollment and Billing System.

Figure 8. Database Design of Enrollment and Billing System

The data flow Diagram of the enrollment and Billing System

This diagram shows the flow of data in the Enrollment and Billing System

EBS Fees Registrar

Update

Fees Set Fees

Fees

Update

Registrar

MySQL

Offered Input Subject

Subject

Subject MySQL

Registrar

Input Student Register

Student

Registrar

Student MySQL

Enroll Enroll Students

Verify Student

Enroll Student

Registrar

Student Table MySQL

Show Students Registrar

Accounts Accounts

MySQL

Approved Approved Registrar

Approved

MySQL

Student

Enroll Subject Student

Enrollment Temporary MySQL

Enroll Subject

View View Subject

View Subject

Subject MySQL

Student

View View Accounts

Accounts

Student

Accounts MySQL

View View

Transaction

Students

Transaction MySQL

Request Send Request Student

Figure 9. Data Flow Diagram

Development and Testing

Request Request

MySQL

SDLC (System Development Life Cycle), just as the name implies, is defined as the process of developing system or software to meet certain requirements. It covers many activities; starts from understanding why the system should be built, studying the project feasibility, analyzing problems, choosing the system design and architecture, implementing and testing it, up to delivering the system as product to the user. SDLC is a process of gradual refinement, meaning that I done through several development phases. Each phase continues and refines what’s done in the previous phase. Commonly known development phases in SDLC are:

Prototyping This methodology used usually when the business process is likely to be changed as the project proceeds or when the project sponsor has the little idea of what system to be built. The analysis, design, and implementation phases performed concurrently and on each cycle resulting in a system prototype that will be reviewed by the project sponsor. The cycle repeated continually based on the sponsor comments until the prototype successfully meets the requirements. The last prototype will then be called the system functions may not be recognized until somewhere in the middle of project timeline. Thus there is a possibility to alter the initial design decision and start all over again from the beginning. It can delivers system quickly to users, though it not exactly meets the requirements.

Figure 10. SDLC Model

Planning it is the process of understanding why the system should be built and defining its requirements. It also includes feasibility study from several different perspective, technical, economic, and organization feasibility aspects. The proponents use planning for their everyday schedule including their corresponding task. Each proponent will have a task for their work to be done easy. This phase is important because in this phase you will see the progress of your study and in this phase, the proponents can discuss the works and strategies of the system including the design of the develop system. Analysis This phase includes activities such as problems identifying and analysis, and even predicting potential problems that may arise in the future regarding the system. The deliverable products of this phase will drive how the system will be built and guide the developer’s works. The proponents use analysis for their study because analysis will helps a lot in the proponents for developing their system.In this phase, the proponent’s conducts a investigation to analyze the problem of Southern Mindanao Computer College Inc. regarding the manual system. And what kind of system will create or develop to help and to lessen the problem of Southern Mindanao Computer College Inc.

Design Phase System analysis leads to design decision, which exactly determines how the system operates in terms of process, data, hardware, network infrastructures, user interface, and other important factors in the system environment. The proponents use Design for their study, the proponents will create a

user

friendly

graphical

interface

of

the

system.

The proposed design is easy to use because the fill up form is not difficult to use because all of the contents are there.

Implementation Phase This is probably the most resource, cost, and time-consuming phase of all. This is when the system is actually built, tested and finally installed. It also includes activities such as user training and system maintenance. This is the last and final phase that proponents use, in this phase you can now check your full study about the system that you create. And the proponents can conduct now a series of experimentation on their proposed system.

Discussion Results had been discussed after the system’s evaluation (the proposed Enrollment and Billing System) has been put into evaluation by the beneficiaries of this system. Casual interview and questionnaires were given to the administrators and students of SMCC as to know the impression of the respondents of the proposed system. The most notable procedure here is the compliance on the implementation where questions must traced to the content and design of the system.

CHAPTER V

RECOMMENDATIONS

Based on software allocation conducted, the following recommendations are as follows: 1. The proposed system should be adopted by the Southern Mindanao Computer College of Digos City and other academic institutions rather than using the traditional enrollment system. 2. There must a demonstration to the users of the system. 3. Necessary recommendations must be taken and evaluated.

Implementation Plan(Infrastructure/Deployment)

Roles and Responsibilities The researchers have been given different tasks to do. Each one played an important role in the entire life cycle of the system’s progress and development. Table 9, as shown on the page, illustrate the different roles and distribution of responsibilities.

Table 9. Roles and Responsibilities Person Responsible

Roles

Neil Fajardo

Project Team Leader The project head that is responsible in Necessary coding and programming.

Alfred Dumato

Graphical User Interface Designer

Roy Salvaleon Researcher

Responsibilities

Has a task of integrating visual designs on the system to accommodate good user interaction.

Liable of doing important researches Involved on the constraints of the system.

Melchor Bayod

Documenter

Develops, writes, edits, reviews and Organizes technical documentation related to computer systems such as users' guides, technical manuals and instructional materials to ensure that the text can be understood by non-technical users. Prepares and edits technical publications and works directly with users to establish technical documentation needs. _______________________________________________________________________

Tools and Techniques The researchers used techniques in order to establish good planning and integration. The techniques used focuses on the fundamentals of project planning and assessing project progress. A Gantt chart was created to set the deliverables or milestone aligned with specific completion dates. A budget plan was also produced to establish an estimate of cost of the project conception, development and implementation.

Table 10. The table represents the expenditures used in system’s development. Expenditures Transportation

Amount (pesos) 500

Food

2000

Documents

500

Honorarium

1000

Total

4,000

Deliverables and Milestones Based on the deliverables given, milestones are monitored in order to detect system progress. They are based either on the acceptance of formal deliverables or agreed upon progress updates.

Deployment

The Enrollment and Billing System must be installed on a computer unit having a JAVA IDE Platform. The Jasper reports should also be saved on the computer unit. A printer needed for the printing of reports.

PHASES

Phase 1. User Training

Phase 2. Alpha Testing

Phase 3. Beta Testing

Phase 4. Maintainance

Phase 5. Implementation

Phase 6. Turn over

November

ENROLLMENT AND BILLING SYSTEM OF SMCC TIME LINE 2014 2015 December January February March

User training User training initiates

Alpha test initiates the alpha testing Beta test initiates beta testing

Maintenance maintenance of the system

Implementation of the final Testing

Turn over

Phase 7. System Warranty

2 years

Figure 13. Gantt Chart

REFERENCES

Cox, K. (n.d.) Online Enrollment for ECU. Retrieved on March 02,2012, from http://www.aoir.wa.gov.au

Web-base Enrollment System for Veritas Parochial School Pascual. Retrieved on February 06, 2012, from www. Scribd.com/…/Online-enrollment-System.

Lopez F. and Legaspi, C. Jr. AIMS Entrances Enrollment System of UNO – R Bacolod. Retrieved on February 02, 2012, from http://www.uno-r.edu.ph

Ilagan, L..Far Eastern University Enrollment System. Retrieved on January 29, 2012, from http://www.sqlwizard.com/euizard-testimonial.htm

Online Student Enrollment System. Retrieved on january3, 2012, from http://dl.acm.org/citation.cfm? id=1181300

Ilagan, L. (n.d.). Dry – run of Automated System. Retrieved on December 13, 2011, from http://www.unor.edu.ph

White, J. (n.d.). ACM Portal. Retrieved on November 25, 2011, from http://www.portal.acm.org

McCool, R. (1991). Illinois Virtual High School Inquiry. Retrieved on November 12, 2011, from http://sis.ilvirtual.org.

APPENDICES

COR JESU COLLEGE Sacred Heart Ave., Digos City Province of Davao del Sur Philippines

CERTIFICATE OF EDITING AND STATISTICAL REVIEW Name of Student: Neil fajardo, Alfred Dumato, Roy Salvaleon, and Melchor Bayod Degree Program: BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY Title of Thesis: ENROLLMENT AND BILLING SYSTEM PART I. For Editor This is to certify that the above thesis prepared as a requirement for the course was submitted to the undersigned for grammar check and proof reading. I endorse the manuscript submitted as it has generally met the standards and requirements, including the form and style as prescribed by Cor Jesu College. Signed: ___________________

Date:________________

PART II. For Statistician(if applicable) I endorse the manuscript submitted by the student with the statistical requirement checked and found appropriate for thesis purpose(s). Signed: ___________________

Date: ________________

PART III. For Research Adviser/Mentor I am satisfied with the student’s manuscript and accept this fulfillment of the requirements for the degree identified. Signed: ___________________

Date: ________________

APPENDIX C Evaluation Tool

These are the output results of our evaluation: A. Goals and Objectives Table 11. Evaluation of Results a.1) Are you aware of the goals and objectives of the Enrollment and Billing system in SMCC?

YES

a.2) Are its objectives clearly understood?

YES

a.3) Are its objectives achievable?

YES

80% NO

20%

70% NO

30%

80% NO

20%

YES NO

80% 20%

B. Strategies/Activities b.1) Is the flow of enrollment smooth?

b.2) Does the automated Enrollment and Billing System speed up the process of enrollment? YES 80% NO 20% b.3) Does the automated Enrollment and Billing System produces an accurate output?

YES

90% NO

10%

YES NO

90% 10%

C. Implementation c.1) Is the automated Enrollment and Billing System properly implemented?

c.2) Do the students benefit the most of the services of the Enrollment and Billing System?

YES

90% NO 10%

c.3) Do the faculty and staff benefit the most on the Enrollment and Billing System?

YES

90% NO

10%

Problems encountered in the implementation of the Enrollment and Billing System A) Time consuming during payment of Fees and getting permits B) Lack of trained enrollment personnel C) Lack of Computers

Measures recommended addressing the problems identified. The administration shall buy additional computer resources together with additional trained personnel to achieve the following: a.1) Fast processing of enrollment

YES

a.2) fast approaching of payments and issuance of permits

YES

a.3) easy producing of reports

YES

90% NO

10%

90% NO

10%

90% NO

10%

YES NO

90% 10%

D. Design/Content of the system A. the system is easy to understand and easy to use. B. the color, background, text and graphics used compliments with each other

YES NO

90% 10%

C. the style and size are clear and Readable

YES NO

90% 10%

D. the text and graphics are well organized in the interface

YES 10%

90%

E.) the system runs without breaking down.

NO YES

90% NO

10%

F.) the system provides readable display

YES NO

90% 10%

CURRICULUM VITAE

Personal Information

Name

:

Address

:

Birth Date

:

Civil Status

:

Mother

:

Father

:

Educational Attainment

Elementary

:

Secondary

:

Tertiary

:

Course

:

CURRICULUM VITAE

Personal Information

Name

:

Address

:

Birth Date

:

Civil Status

:

Mother

:

Father

:

Educational Attainment

Elementary

:

Secondary

:

Tertiary

:

Course

:

CURRICULUM VITAE

Personal Information

Name

:

Address

:

Birth Date

:

Civil Status

:

Mother

:

Father

:

Educational Attainment

Elementary

:

Secondary

:

Tertiary

:

Course

:

CURRICULUM VITAE

Personal Information

Name

: Melchor A. Bayod

Address

: Cogon Managa, Bansalan, Davao del Sur

Birth Date

: January 06, 1984

Civil Status

: Single

Mother

: Melinda G. Bayod

Father

: Roman C. Bayod

Educational Attainment

Elementary

: Managa Elementary School

Secondary

: Jose Abad Santos National High School

Tertiary

: Cor Jesu College

Course

: Bachelor of Science in Information Technology