Enrollment System (SAD)
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Background of the Study Enrollment is the process of entering and verifying data of student to register on a particular school. Different interrelated processes build up enrollment procedures called Enrollment System (ES). ES are used particularly in recording and retrieving student’s information. Tracking student’s information is also one feature of ES, in which the school can trace the standing of a student. Verifying payments was also added to update or browse student’s billings.
Enrollment System is a good example of a computer generated process. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administration as a whole. Enrollment System is very essential in a school. In the case of Calasiao Comprehensive High School., it is composed of a manual system. Principal used manual system in recording and retrieving student’s information. They also has information about student’s payment. In fact, they does all the record keeping just by using ballpen and columnar sheet. On the other hand, Registrar Department also used manual system as a way of recording and retrieving student information. Another department is Accounting Office that administers student’s payment manually.
Above our observation, human interventions will highly involve in this type of system. As a result, this may involve errors and redundancy of data resulting troubles in organization. II.
In this chapter, proponents used to outline possible courses of action needed to present preferred approach to use in the whole study. A framework can help the proponents to explain why they are doing a project in a particular way.
Figure 1.1. Conceptual Model of the Design of Enrollment System for Calasiao Comprehensive High School Inc., structured by Stephen McHenry, Iterative Implementation. The proponents adopt the Iterative Implementation/Continuos Integration Approach otherwise known as Design Implementation Increments made by Stephen McHenry, for designing their proposal. With this approach, the overall functionality of the system is broken down into feature sets. These feature sets, often based upon cases from the analysis stage, contain a group of individual features that are related, typically by functional area. In most cases, the entire set of feature required to support a functional area
and will be too large to be considered a single feature set, and must be further divided to reduce the size.
Conceptual Framework of study is essential in the progress of the study and researcher’s frame. The Framework of this design starts in knowing specific System Requirements of the school. This includes identifying problems regarding existing processes of the school. Due to the increasing population and in demand popularity of NSI, proponents focus on Enrollment System since every school has their own way of accepting student. As study goes on, proponents noticed that NSI uses a manual enrollment system that can result errors, redundancy and lots of time to process. This gives way to the second phase, the Data Gathering. Assorted in data gathering are Background Research (includes company background, mission and vision), to know their existing I.T. Infrastructure and different Process Interrelationship on their Enrollment System. The product of the requirements and data gathering would be the Analization. In this phase different processes and transactions involves on registration of students. These include paying tuition fees and initialize different reports for every department. All of these are conceptualize to decide a Design Proposal.
Parts of Conceptual Framework:
1. System Requirements – Includes identifying existing problems regarding enrollment system of NSI. This produces functionality that the system should provide, which describes functions the system should perform, business logic
that processes data, what data is stored and used by the system, and how the user interface should work. The result is the system as a whole and how it performs, not how it is actually going to do it.
2. Data Gathering – This involves getting relevant and related data from the school that will undergo design proposal. Data gathering was assorted in tree features namely: Background Research, Existing I.T. Infrastructure and Process Interrelationship a. Background Research: Includes school’s profile, vision and mission that will relate to the design proposal. b. Existing I.T. Infrastructure: Includes existing hardware and software components that can be a factor in design proposal. c. Process Interrelationship: Contains processes, transactions involve in the existing Enrollment System and how they are related to each other.
3. Analization – Involves planning and analyzing gathered information to undergo a design proposal.
4. Design Proposal – Contains results and analyze it to form a design proposal. In the case of NSI, proponents divided it in four main features that relate different department’s works.
a. Registration: Includes recording, verifying and retrieving student’s information. b. Billing/Payments: Includes recording, retrieving and updating student’s payments. c. Reports: Different reports will be the result of any transactions include in the design proposal.
5. Evaluation – Includes gaining feedbacks or any suggestion for improvement of the design proposal.
Statement of the Objective
To design a Computerized Enrollment System for Nyongani School Inc. that will address the school’s file-handling, and generation of forms and other documentation. In addition, proponents would also want to lessen man-power workloads and minimize time consuming enrollment activities.
The proposed computerized enrollment system design covered the major processes in Nyongani School Inc, (NSI) namely: registration of the current and incoming students,
class scheduling and sectioning, assessment of fees, files maintenance and reports needed (registration form, assessment slip, student master list, and other forms and reports essential to design). In addition, requisites for new student (Birth Certificate, Good Moral Character and Form 138) will be recognized in system design database by checkbox.
Since one of the specific objectives of the proponents is to improve computer literacy of the community of NSI, the design system would allow four user accounts which are the Student, Accounting, Registrar and Directress. Student user account would only access in their personal records. New student will be called Enrollee that can handle adding records of their own while old student (Student) will only update their previous record. This will act as registration of student to be enrolled. Accounting and registrar account will engage in their particular job mainly transaction of students record and payments. On the other hand, directress user account can access every feature of design system proposal.
The proposed designs also incorporate the processing of student’s personal records, especially the mode of payment student will choose. The design proposed system has the ability to verify and update student’s payments. NSI do have many choices of payment for student to choose from. This was also incorporate to design proposal. Enrollee will just choose the mode of payment. Partner with it is the accounting personnel that will be in charge on input of the system.
The design proposed system will be limited about the evaluation of new or transferee students. System design will not be capable to give an actual examination or evaluation of the requirements and credential of a new student. These processes will remain manual done by the directress but the result from it will be the input for the proposed ES.
In case of payments of students, proposed system design will only be limited on checking if the student was paid or not. It was not design to send any mail, SMS or reminders about unpaid school fees of the students. The cashier will print the summary of students with unpaid account and sent them to the respective adviser. Modes of payment are also fixed.
In the sense that money was involved in transactions of payments of students, design system proposal would only accept data and actually the money itself. There will be no devices used or made in design proposal that can accept money of the student as a payment. An instance of this is the new technology of paying bills through cards and ATM that can result faster and ease of paying. Every payment involved would be administered manually by Accounting Department.