Project proposal System analysis and Design

Catanduanes State Colleges College of Technology Department of Information and Communication Technology

ITM 11 – SYSTEM ANALYSIS & DESIGN

CAPSTONE PROJECT

CNHS ComESys Catanduanes National High School Computerized Enrollment System

Group: Christian Red Guerrero – Leader Joeven Tumpang Jireh James Tabuzo John Villamor Efren Cabrera Romeo Benavidez

Submitted to: Mr. Exequiel Mariano Jr. Subject Professor

Introduction and background of the study The technology today plays a vital role in our society. It makes man work easier, fast and more precise. It minimizes error of work by using computer machines. It reduces costs to an organization from paper works up to computerized working system. Almost all manual transactions can be computerized by developing software products or computer systems to make work easier, efficient and well organized. Information technology can develop a company and organizations software for the improvement of product and service quality, to reduce costs, increase productivity in smallest time possible, and communication between employees and to make things with lesser effort but having a better output and even improve company morale. The Computerized Enrollment system is the process of entering and verifying data of student to register on a particular school automated; unlike the traditional way of enrolling of students it is more accurate and more reliable. The traditional enrollment system takes time to finish and with low accuracy. The student’s records may have errors and causing problems. Almost all colleges and universities and even high school has Computerized enrollment system. The process of enrollment procedures in schools nowadays requires information technology. As an IT student we plan to develop computerized enrollment system for Catanduanes National High School. By having computerized system, the cost during enrollment will be cut down and much effort will be reduced and the time consumed will be minimize and the work will be more accurate. Enrollment is one of the critical processes face by public or private high schools. It takes a lot of time if it’s manually operated. A computerized enrollment system is responsible for an effective and efficient approach for both students and schools. Thus, a poor enrollment system could affect and produce lots of problem in the operation of the school. The Catanduanes National High school has an approximately 2,000 plus students in different Year level and sections, and this population is continuing to grow in every year. Thus, the assigned employees during the enrollment need to perform their work in an efficient time with precise information. With a big number of student population come large collection of data in enrollment such as student personal record and the subjects offered. Currently, Catanduanes National High has an existing enrollment system but it is done manually which is used to facilitate enrollment procedure of the students. All processes are done manually by the employees which is not applicable for this school that has a large student population. They meet extensive processes and problems such as loss of student data, misplaced grading list, student list and errors. And if it is done continually it will lead to slow enrollment progress and comes disappointing of the students to enroll, as well as the parents/guardians of the new students who were helping them. Another problem faced by the school is loss of student data because of manual system and when the graduated students want to retrieve their form 137, the school takes more time to find it because of manually recorded.

The enrollment processes of Catanduanes National High School were very poor. As a result, there are some difficulties and problems such as loss of student records and not properly arrange or the mixing of students records into other documents and problems about storing, finding, sorting, and securing of records because it has only stored in a limited storage. Computerize Enrollment System must be implemented in this school. It is a convenient way of storing and retrieving information of a student that provides easier way of enrollment procedure. The proposed system for the said school provides a quick way of finding record of students. The user can use this system in order for their work to be done faster and it can lessen the processing time because of its user-friendly features. We will develop a system which can minimize the time in order to access on the records of the students, as this enrollment process will much faster than the manual system. During enrollment, it is definitely obvious on some problems and difficulties arising from each respective procedure, hence it is leading to major errors and inaccuracy.

Problem Definition In this part of study, problems of the manual or existing system in Catanduanes National high school are discussed. The Catanduanes National High School has manual or traditional enrollment system. This manual system has problems such as storing data, retrieving records, sorting records and many other errors. These are the main problems of a manual enrollment system:

     

It takes time to complete the Enrollment procedure Inaccuracy of data recording Losses of student data Lack of Man power Unorganized collection of data Limited space of Storage of data

As a result of all this problems encountered by the management of the school registrar, the students may be not satisfied and the reason why other students are not willing to enroll on this school because of its performance. Implementing of the CNHS ComESys or the Catanduanes National High School Computerized Enrollment System was the easy way to solve the different problem defined.

Dataflow Diagram of Existing System (For Freshmen & Transferee)

Filling of Personal Datasheet

Brigada Iskwela (campus Cleaning)

Submission of Requirements (Birth Cert., Form 138/report card, Good moral character, 4 pcs passport size ID picture)

School medical Clinic information Recording

Guidance office (review of Enrollment entrance exam result/ Grade from previous school year (if Transferee), Recording of Information of students)

Assignment of Section Based on Entrance Exam result or General Average from previous school year of Transferee.

Finish

Dataflow Diagram of Existing System For Returning Students

Submission of Report Card from Previous Year Level Brigada Eskwela Guidance office (to review Passed or failed Subjects) Year Level Head Teacher for Section Assignment Based on General Average from Previous Year Level Finish

Proposed Solution To make a solution, we decided to develop a computerized enrollment system, because almost all organization that has computerized management system has improved a lot, and more organized. So we are planning to develop system that will make an Computerized enrollment system For Catanduanes National High school. This part of a study aims to implement an enrollment system for Catanduanes National high School which also includes information such as name, year, and section based on general average from previous school year, if the enrollee is freshman, the section will be based on his/her General average Grade from Elementary education. This system is designed so that the staff and faculty won’t have problems in using the system and to make the process more accurate. The system will make the work of faculty and staff faster, easier and more organized. The Enrollment System will store the data of the students such as name, section based on the grade from previous school year, subjects and year level. The ComESys will solve the problems mentioned in Problem definition part of the proposal. The CNHS ComESys has four (4) major functions these are:  Automatic Assignment of Section based on General Average From previous Year, this is applicable only for returning students while section assignment will be based on his/her General average Grade from Elementary education for freshmen students  Log in Security to make sure that no unauthorized can access the database system and its records of students  Printable reports of list of all students year by year and by also sorted by sections.  Will provide Certificate of enrollment after the enrollment procedure. Other features:  Search student by his/her last name  Password change available to access database  Complete Personal information for students This system is a great opportunity for the school to experience automated Enrollment system and to help the faculty

Advantages of ComESys  Speed – automation of Enrollment system Can process information much more quickly than manual  Consistency – since the system is automated, it is more consistent than manual  Accuracy – the system can do very detailed work and follow precise instructions without error The Catanduanes National High School Computerized Enrollment System will surely help the management to make the work lot easier and faster. Even though Computerized Enrollment system is Accurate, more reliable and more efficient there’s still risks in implementing this Project such as:  Data loss due to Computer malware  Corruption of database So it is highly advised to Purchase or install antivirus and other utility software to prevent this risks and also providing UPS (Uninterrupted Power Supply) because corruption of database may occur when the power shut down.

Proposed Dataflow

Old Student

Enrollee

yes

Submission of Report card from Previous Year

Filling of Personal Datasheet

No

Submission of Requirements (Birth Cert., Form 138/report card, Good moral character, 4 pcs passport size ID picture)

Printing of COE (contains Year, Section and Basic information of the student)

FINISH

Review of Previous Grades

Sectioning Based on Report card from previous Year level

Scope and limitation 1. Scope  This system is intended for the enrollment processes of the Catanduanes National High School  This also covers the collection of the information and year, section and status of the student, which includes the printing of reports of list of students or by sections  The System will provide storage of grades of every subject for each student at the end of school year.  Assigning of student/s to a section with teacher based on General Average from previous school year 2. Limitation  The system will not include accounting services since Catanduanes National high school offers free education.  Only the administrators can access the database and the personal information of the students.  This system will be working as a desktop application.  The system will NOT compute the students’ grades but will provide a storage for the grades  The grades must be computed by the subject teachers manually  This system is NOT online or Web-based application.  The system does not include the Computation of grades, this will be

Benefits The computerized enrollment system enables the School staff to keep information about students, year levels and sections, and generate the enrollment list and save time and energy. It also enables the students to finish enrollment procedure in very short period of time. 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 Catanduanes National High School, it is composed of a manual system. Directress used manual system in recording and retrieving student’s information.