thesis for enrollment system ACLC

CHAPTER I Introduction The researchers enhance the previous enrolment system that provides the client a faster, more convenient way of storing files of the student enrollees in a computer system that lessens the effort of faculty staff every semester. This also serves as information database especially for freshman; irregular transferee’s student and the administrator are able to get an access in their course, subjects, and student enrollees. This information can be viewed in just seconds without, worries that single files could get lost. As the enrollees increase every year, enrollment procedure becomes harder to deal, this also a big help to all enrollment staff, especially under the computer department because they are the one who are entitled to head and update the information in the database. Having this system helps the school in upgrading the enrollment process so as they meeting the qualities that we are trying to achieve. Today, the use of the technology has been an effective tool on improving such as kind of enrollment system. It improves the efficiency of the enrollment system in AMA Computer Learning Center Los Baños hereafter to be called as ACLC-LB. Enhancement of the previous enrollment system is the output of the project and it aim for more accurate, user friendly and very useful system that can help data processing of enrollment. The system as integration of two functions designed for private educational institutions which offer computer courses. The enrollment procedure is very hard task, from the submission of the requirements up to the computation of payments in most of these private education and educational institution, this is the common procedure followed during the enrollment period and usually it is done 1

manual. Records are kept in tons of paper because there is no existing database other than the files in the cabinet. Reports are not done accurately and efficiency because problems are encountered like date redundancy. A problem in computation of payments also encountered. In this kind of educational institution there are one or two person assigned to process environment and cash flow system. Time is very important for this person assigned to do this task for attending with the students and parents concerned. This School setting is similar in other places in our country. In every town the average of 4-5 schools has the same settings and procedures which are followed during enrollment. As the institution continuously grows the need to enhance the system becomes a necessity. Enhancement is one of the steps to take in order to embrace the advancement of the technology and to maximize the available resources in the institution because most of them own a computer and user database or electronic computer.

Background of the Study In this generation most schools offers courses have computerized enrollment system. For example in Sta. Rosa they are using this system to make easy the process of enrollment. Suddenly it takes time before a student be enrolled, therefore the objective if this research is to make enrollment much easier than doing it manually. The enhancement of Computerized Enrollment System pushes this system into a new level. Instead of enrolling manually, they will have option to finish their form using computerized enrollment system.

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Statement of the Problem The study aims to enhance the previous computerized enrolment system for ACLC-LB, specifically on the process of enrolment. The problem areas are as follows: 1. What are the enhancements of the previous enrolment system? 2. What are the benefits in using computerized enrolment system at ACLC-LB? 3. What are the common problems met by the registrar in the manual enrolment system at ACLC-LB?

Assumptions For employees, the enhancement of the computerized system will help them more in saving time in storing, retrieving student information and the cash inflow information. It will also help them become productive by serving their clients confidently and reassuring that the information they will provide is accurate. As for the students, the system will lessen their waiting time, as well as they no longer need to repeat manually fill in the enrolment forms, avoiding redundancy of data. And lastly, the system will keep reports updated for the school administrators for an immediate decision-making processes and any plans needed for the institution growth.

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Conceptual Framework In our proposed system, there is the database software where all of the information about tools and equipment are stored. The main menu has a user-friendly interface and has an administrator input as well as administrator log-in form. In the transaction process, there is an assurance of maximum control and the movement of tools and equipment. Though, it provides the ease of recording, searching and editing of data input on the database. The proposed system lessens inventory paper works as well as accurate inventory reports. Upon implementation of the study, its efficient operation generates and maximizes the service to the staff and satisfaction of the clients on its development.

Admission Office Inquiries

Input

Computerized Enrollment System

Admission Verification (Registrar, Process Cashier)

Output ENROLLED

Figure 1. Conceptual Framework

Stamping of Form (Verified)

Significance of the Study The School needs to embrace the advances application of technology particularly in the generation of reports including enrolment reports; it seems as the solution for fast data processing of enrollment system. 4

As the researchers mentioned, enrolment is an important thing in entering an institution. With the advancement of technology, the use of the enhanced Computerized Enrollment System provides an alternative method to make the enrollment process conveniently. By using this enrollment system, students and office staff of the school can easily do their task with an easy access system with just a few clicks of buttons, and filling in the form with a database system. Enrollment process is made possible for the administration in order to analyze the result as soon as student’s work has been completed. It allows the administrator to gather, store and review testing information quickly more convenient and with consistent rate.

Scope and Limitations The scope of this system includes the following processes; it is use for admission, registration, and payment of the students to be enrolled, recording and retrieval of the student information, computation of income on the payment from enrolment, providing of receipts for the payments and reports to the management such as summary and cash inflow report. And its limitation can be only used for registration purpose during enrolment and accounting transactions are not included. The system focuses only to the student’s information. CHAPTER II Review of Related Literature Foreign Literature The University of Southern California (USC), located at Los Angeles, California, USA, is establish in 1880 as a private research institution. The university’s academic and administrative programs are led by the president’s cabinet, which is comprised of a provost and senior vice president for academic affairs, senior vice president for finance and chief financial officer, senior vice president for administration, senior vice president and for university relations, and 5

senior vice president for advancement. USC is governed under the direction of the university’s board of trustees and in accordance with the university by laws. The main goal of USC is to decentralized enrolment system so that they could achieve university’s academic and monetary success. They establish systems which provide some central resources moreover; they accommodate and support the requirements of the whole university. It is known as the RCMS. (Revenue center management at the University of Southern California:a case study, Amir Rahnamay-Azar, 2008). Edith Cowan University (ECU) is currently enrolling more than 5, 000 new students, which has been made easier with its Oracle-based online enrolment system. This has allowed ECU to substantially re-design its business processes. The system is known as the Edith Cowan University Web Enrolment System (ECUWES), and replaces traditional hard copy enrolment. According to the coordinator of Admission Support, Kerian Greenaway, the system offers immediacy and convenience of course enrolment via the Internet. The technology in use was set up by Oracle in 1998, when ECU moved towards creating an innovative web-based enrolment and administrative system using Oracle database products. New enrolments using ECUWES are managed differently to re-enrolment on ECUWES. New enrolments are processed while the student is with an enrolment assistant, because there is a need to collect HECS and enrolment papers, as well as to familiarize students with the system. In terms of re-enrolment, the student has full control of enrolling in a six-week period, which allows for any small glitches in the system, such as not being able to get online. ECU also previously faced difficulties with managing student enrolment administration, as staffs were distributed across several locations, so there was a desire for improved access and management of student information. Similarly, reenrolment required students to travel to the University and queue for service from administration 6

staff. Faculties also requested that students enroll by porting enrolment sheets on computer bulletin boards. With ECUWES, students from remote areas and international students enjoy easy enrolment with improved time effectiveness. There have been no major problems, apart from a few power failures, but ECU has back-up plans, such as enrolment assistants taking up all the paperwork and processing the information once back online. ( Online Enrollment for ECU http://www.doir.wa.gov.au)

In Veritas Parochial School Pascual, a web-based enrollment system is developed to help both the old and new students, to enroll in a more efficient way without the hassles of waiting long hours just to fill up forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is with the Web-based Enrollment System for VPS that this new style of enrollment may be achieved. This new type of system offers the student with new options for enrolling at VPS. Just by logging on to their website the student may create his new account for the current year he is to be enrolled in. With this, all the student has to do is to fill up certain forms that do not take more than a few minutes to accomplish. Then the records will be stored in the school database for future references. After that the student will be given confirmation that the transaction has been verified and all that the student has to do is visit the school and pay appropriate amount for the current school year. The student may also browse the web site of VPS and he can check his current account. He can also see the list of the school current tuition fee rates. (Web-based Enrollment System for Veritas Parochial School Pascual, Robert John G. And Riceo, Vincent Joel T., 2001)

Local Literature

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The Academic Information Management System or AIMS has enhanced the enrollment system and academic record, keeping of the University of Negros Occidental Recoletos in Bacolod City. The school for easy access of students to the school and school academic records acquired AIMS, software of Pinnacle Asia. It has systematized and consolidated the inputs of the college registrar with the accounting office. Bro. Jaazeal D. Jakosalem, OAR, University Property Administrator said that AIMS has made records of both offices analogous with each other. We were able to solve ― the loopholes in the past where millions of pesos cannot be counted because their inputs cannot be recorded, Jakosalem explained. AIMS have greatly improved the school’s information technology infrastructure. UNO-R students and their parents can view the academic records on-line while enrollment procedures has been reduced to only 30 minutes or so with corresponding

accounts due within 5 days. School notices and

announcements may be read on-line. Faculty members may encode grades and post course/lecture materials on-line. The school alumni here and abroad may request for their transcript of records and receive the same on line. Jakosalem also announced that UNO-R campus is now a WIFI zone. Foreign and graduate students may access the web at all times using their laptops. This study is related to the proposed system because of the web-based enrolment. The registrar and the students can also view their academic records using the internet. But the difference is that in this study it is not mention that the students can pay their tuitions on-line. (AIMS enhances enrollment system of UNO-R Bacolod http://www.uno-r.edu.ph) In Samar State University (SSU) located at Samar Island. Technology innovations had influenced man's work, from data processing, business transactions, research, planning, monitoring and even in medical operation of man’s body is now entrusted to computer technology. Samar State University (SSU) aims to be the center of excellence in education had

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recently made changes to some of its existing systems. The enrollment system of the university is now computerized, and other systems are on its way. This only show that they are coping with the latest technology. The Automated Enrollment System of Samar State University aims for an accurate, user friendly, efficient system that can help both the student and personnel for fast data processing of enrollment. Engr. Hediki Hashimoto, a Japanese volunteer headed the creation and conceptualization of the system. The information technology faculty from the College of Engineering and Arts and Sciences assisted him. The system that is web based uses PHP programming language with data stored in MySQL is run through the intranet of SSU. (Dry-run of Automated Enrollment System http://www.ssu.edu.ph) With its 25,000 students, Far Eastern University (FEU) ranks among the biggest universities in the country in terms of population. And with a large population comes multiple problems in enrollment, student records and related data. Wanting a lasting solution to the problem, FEU asked consultants for recommendations. The result was a decision to automate FEU's enrollment system. FEU decided to automate the enrollment system in two phases: (1), the development of a system for enrollment and student records for Phase I, and (2) the integration of the student's financial records for. They worked closely with SQL*Wizard to pilot E*Wizard, an integrated system for student enrollment that contains modules with extensive inquiry and reporting capabilities. They also tapped FEU's Computer Services Department to iron out kinks. They reviewed organizational structures, assigned people to support groups and asked faculty advisers and staff to train. She also met with the representatives of individual institutes and with the support of the academic managers and SQL*Wizard's technical group, plotted the move to launch an integrated system during the second semester. The preparation involved cleaning the database, standardizing labels for subject and preparing the subject requirements. The only

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similarities that the proponents have encountered here is that the university formulated a powerful database that will hold large number of data and can keep track student transactions. This is one of the goals of the proposed system that the proponents will be developing. (Far Eastern University Enrollment System- http://www.sqlwizard.com/ewizard_testimonial.html)

CHAPTER III Methodology In this chapter represent the methods of research used in the study, requirements analysis, design phase, coding, testing, maintenance, population and sample, description of respondents, research locale, data gathering procedure, statistical treatment.

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Methods of Research In discussing the details of the study, the researchers have used the descriptive method. This method provides a detailed organizing of data and information collected, using survey questionnaire that is answered by the respondents and with interviews, the data collected can be easily interpreted. The researcher’s method is based on the classic life cycle or the waterfall method: Requirements Analysis

Design Phase

Coding

Testing and Debugging

Implementation Maintenance

Figure 2. System Development Life Cycle Requirement Analysis After acquiring the authorization to proceed on the proposed system, the researchers have evaluated first the existing and have identified its strengths and weaknesses using questionnaire. The person to interview is determined first before the proceeding, followed by observations. The facts that are gathered on the interview are verified by the researchers through observations.

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Design Phase The researchers have designed the proposed system using flowchart. It is designed to show and follow the registration system at ACLC-LB. The interface of the program is user friendly. In order to secure the database, it must have a username and password to login the whole system. Coding The researchers have used Visual Basic 6.0 as their software application and Microsoft Access as the database. Testing The functionality and operability of the new system depends on testing and debugging phase. If there are errors encountered, adjustments are done to further improve the system. To test if the final design functions properly, researchers shall repeat the testing and debugging phase. This process helps the researchers to identify the missing program in the proposed application and errors. Testing and debugging of codes are also done to ensure accuracy.

Implementation To ensure that the proposed system runs properly and is errors free, there should be an administrator or an authorized person assigned in the maintenance of the system so that it can be easily modified if problems arise in the system. To maintain the program, researchers must have a monthly maintenance to improve the system. In this process, the researchers can easily trace errors, and it can also help the user to use the program easily. 12

Population and Sample Size Where: n=sample Size N=population e=desired margins errors N n= 13

2

1+ ( N ) (e)

162(students) n= 1+ ( 162 )( .10 )

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162 n= 1+ (162) (0.01) 162 n= 1+1.62 n= 62(sample size) The researchers have used fifty-seven (57) students and five (5) respondents from the administration staff out of 162 total population of ACLC- LB, because they are the main concern of the said enrolment system using Sloven’s Formula. Description of Respondents The respondents of the study are the students, administration staff of ACLC-LB, the admission officer, registrar, accounting officer, the school directress. They evaluate the computerized enrolment system based on survey questionnaire provided by the researchers, and then it is analyzed, presented, and interpreted. Research Instrument

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A set of survey questionnaire is distributed. The questionnaire is designed in accordance with the statement of the problem. Research Locale The study is conducted in the administration office of AMA Computer Learning Center Los Baños at 2nd floor F&L Building, #9209 Lopez Avenue, Batong Malake, Los Baños, Laguna from November 2011 to February 2012. Data Gathering Procedure The researchers have conducted interviews and have used questionnaires as data gathering tools to acquire the needed data. The researchers have used survey questionnaire consisting of ten statements for survey and evaluation of the system. Questions are prepared according to the statement of the problem and features of the computerized enrolment system. The result of the preliminary interviews are studied then verified to supplement the findings of the study.

Statistical Treatment of Data N= total number of respondents The Likert’s Scalar Method (LSM) x= (SA*5) + (A*4) + (U*3) + (D*2) + (SD*1) N

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Where: SA= Strongly Agree A= Agree U= Uncertain D= Disagree SD= Strongly Disagree Rating

Weighted mean

Interpretation

5

4.51-5.00

Strongly Agree

4

3.51-4.50

Agree

3

2.51-3.50

Uncertain

2

1.51-2.50

Disagree

1

0.00-1.50

Strongly Disagree

Table I. The Lickert’s Scalar Method. Weighted Mean The researchers have used weighted mean in order to know the degree of importance of each answer in the survey questionnaire. This verifies the satisfaction of the questionnaire. The researchers have also used the Lickert’s Scalar Method as the standard method. The formula for LSM is:

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x = 5 * fi + 4 * fi + 3 * fi + 2 * fi + 1 *fi N Where: x= weighted mean fi = frequency of the ith score N= total number of the respondent

CHAPTER IV Presentation of Data This chapter discussed an interpreted the data that are gathered throughout the study. Presented here are the data gathered by the researchers in the course of survey and the evaluation of the software. Mainly the data that are from questionnaires were analyzed and presented in very methodical manners that are gathered throughout the study proved to be vital in the evaluation of the study.

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The researchers presented the data in a detailed concise manner. This is to ensure that the treatment of data is gathered properly done to come up with unbiased findings of the study. Presentation was done using tables for it to be easily understood. The tables contain the statement, both questionnaire are answerable by five (5) degrees of emotional decisions, namely; Strongly Agree (SA), Agree (A), Uncertain (U), Disagree (D), Strongly Disagree (SD). The survey showed and revealed that there are certain problems that the Admin office encountered.

Analysis of Data The data was analyzed in order to interpret it more specifically and clearly. This gave the researchers an overview of how the result of the study would be determined. Furthermore, the analysis of data was done to easily explain the data acquired by the researchers. After the analysis of the data, it is interpreted in a narrative form to be easily understood by the respondents and other readers.

Table 2. Responses of the 1st year respondents on Software Evaluation

Statements

SA

A

U

D

SD

1. The program exactly serves it’s purpose, that is, enrollment through a computer.

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0

0

0

2. The program is accessible to users through personal accounts.

16

1

0

0

3. The program is error-free information.

15

2

0

0

18

X 0

Interpretation 5

SA

0

4.94

SA

0

4.88

SA

4. The program is very-useful and nothing in the program is waste.

14

3

0

0

0

4.82

SA

5. The program can detect errors, whether input or calculation.

15

2

0

0

0

4.88

SA

6. The program can be modified, changed depending on the objective.

14

3

0

0

0

4.82

SA

7. The program is consistent, true and correct.

14

3

0

0

0

4.82

SA

8. The users can depend on the program for information and easy enrollment system.

15

2

0

0

0

4.88

SA

9. The program supports testing, debugging and error-finding.

16

0

0

4.94

SA

10. Commands and menus are easy to understand and interface is easy to navigate.

16

1

0 1

0

0

0

Overall weighted mean

4.94

SA

4.89

SA

Legend: SA (strongly Agree), A (Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)

Table 3. Responses of the 2ndyear respondents on Software Evaluation

Statements 1. The program exactly serves it’s purpose, that is, enrollment through a computer.

SA

A

U

D

SD

X

Interpretation

38

2

0

0

0

4.95

SA

2. The program is accessible to users through personal accounts.

33

7

0

0

0

4.83

SA

3. The program is error-free information.

32

8

0

0

0

4.80

SA

19

4. The program is very-useful and nothing in the program is waste.

31

9

0

0

0

4.78

SA

5. The program can detect errors, whether input or calculation.

33

7

0

0

0

4.83

SA

6. The program can be modified, changed depending on the objective.

27

13

0

0

0

4.68

SA

7. The program is consistent, true and correct.

29

11

0

0

0

4.82

SA

0

0

4.78

SA

8. The users can depend on the program for information and easy enrollment system.

31

9

0

9. The program supports testing, debugging and error-finding.

36

4

0

0

0

4.90

SA

0

0

0

4.83

SA

10. Commands and menus are easy to understand and interface is easy to navigate.

33

7

Overall weighted mean

4.81

SA

Legend: SA (strongly Agree), A (Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)

Table 4. Responses of the Administration Staff on Software Evaluation Statements

SA

A

U

D

SD

X Interpretation

0

4.00

A

1. The program exactly serves it’s purpose, that is, enrollment through a computer.

0

5

0

0

2. The program is accessible to users through personal accounts.

1

4

0

0

0

4.20

A

3. The program is error-free information.

0

3

2

0

0

3.60

A

4. The program is very-useful and nothing in the program is waste.

0

4

1

0

0

3.80

A

20

5. The program can detect errors, whether input or calculation.

0

5

0

0

0

4.00

A

6. The program can be modified, changed depending on the objective.

1

3

1

0

0

4.00

A

7. The program is consistent, true and correct.

0

4

1

0

0

3.80

A

8. The users can depend on the program for information and easy enrollment system.

2

3

0

0

0

4.40

A

9. The program supports testing, debugging and error-finding.

0

4

1

0

0

3.80

A

10. Commands and menus are easy to understand and interface is easy to navigate.

3

2

0

0

0

4.60

Overall weighted mean

4.02

SA

A

Legend: SA (strongly Agree), A (Agree), U (uncertain), D (Disagree), SD (Strongly Disagree)

Table 5. Overall survey result Statement # 1 2 3 4 5 6 7 8 9 10

SA

A

U

D

SD

X

55 50 47 45 48 42 43 48 52 52

7 12 13 16 14 19 18 14 9 10

0 0 2 1 0 1 1 0 1 0

0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0

4.89 4.80 4.73 4.70 4.77 4.66 4.68 4.77 4.82 4.83

SA SA SA SA SA SA SA SA SA SA

4.77

SA

Overall Weighted Mean 21

Interpretation

Narrative Analysis Table 2 to 5 shows the responses of the student and administration staff of AMA Computer Learning Center- Los Baños in evaluating the system. At Table 2 the overall weighted mean is 4.89, in Table 3 the total weighted mean is 4.81 where the respondents strongly agree to the system’s accuracy, accessibility, correctness, efficiency, error-handling, flexibility, integrity, reliability, testability, and user friendliness. In Table 4, the overall weighted mean is 4.02 where the respondents agree to the system’s functions. In Table 5, the overall weighted mean is 4.77 where all of respondents strongly agree to the system. This means

that the computerized

enrollment system should be implemented as the main process of enrolment in ACLC-LB.

CHAPTER V Summary of Findings, Conclusion and Recommendations

Summary of Findings Base on the study conducted by the researchers and when the data obtained among the respondents, the researchers found out that the development of the enrollment system in ACLCLB will impose the interactive material for the students and staffs. This study proved that computerized enrollment system was needed, it can be a great help to the school in adding,

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deleting, and updating all records of the students and in enrollment process. It speed-up the processing of data can make accurate and organize report which is easy to understand. This system provides result as compared to manual enrollment; it was understandable for the school to implement this project in order to attain progress and stability of their operation particularly in enrollment. The descriptive method research was employed and the sampling with the proportional allocation was used for respondents. They have sixty (62) respondents that correspond for this study, the Administration staffs and the Students are based on the findings, analysis, and interpretation of the result of the study, there is a significant difference in the perception of the respondents between manual enrollment systems. The respondents have a positive approach in the developing of computerized enrolment system.

Conclusion After the study was conducted and with the response obtained among the respondents, researchers concluded that the development of the software product will be very helpful and significant, in terms of providing a new enrolment process, and improvement of the recording system.

Recommendation

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After the study was conducted, the researchers strongly recommended the following: 1. The computerized enrollment system must be implemented as the main process of enrolment in ACLC-LB. 2. The software product should be implemented as soon as possible since evaluation shows that the software provides reliable features and it meets the expectation of the respondents. 3. Since this software may have some distinct limited capabilities and features, therefore it is recommended also that further evaluation and studies be conducted to pursued for the respondents, if it is mandatory, to get their desire output and satisfied their learning needs.

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