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Enrollment System Complete Capstone Documentation
CHAPTER I
INTRODUCTION
The advent of computer technology has opened a new chapter in
technological advances which makes computers become part of
everyday life. Computers make all lives easier so that all can live good

lives. Computers are everywhere at work, at school, and at home. The
educational system has taken advantage of the technology in teaching
and learning, processing data, record keeping, and in their enrollment
system.
Enrollment systems are used in recording a student’s information. A well
built one will reduce the load on the people that normally have to-do all
the work. Enrollment system is useful especially when the school
retrieves the important information from the student. In the enrollment
system, the school can trace what are the standings of the students. The
manual enrollment system in a school can lead to inaccurate evaluation
of student performance, loss of student records, inaccurate reports, and
slow enrollment processing. Students will be confused on what they
should do and how they will do to be able to enroll. It is extremely useful
in the school in a way of making the processes of enrolling much easy.
The School is using the traditional way in their enrollment process. There
are Three Thousand students enrolled in four (4) year levels. The
population of the school increases every year such that the manual
system of enrolment and student record keeping are consuming too
much time to the teachers or enrolling o cer.
In this study, the researchers aim to develop a fast, accurate and reliable
computer-based enrollment system for the administration, faculty and
sta of School that will speed up the enrollment process, facilitate and
secure students’ record, minimize the e ort exerted by the enrolling
o cer in updating students information, provide reliable record keeping
facility, and provide accurate enrollment summary report.
The proposed system includes important features such as login/logout
services, administration’s module, registrar’s module, cashier’s module,
database maintenance, and help assistant.
Project Context
The present system of the school is done manually such as the
enrollment system, and record keeping. From the start of the school’s
operation, they use the manual system.
During the enrollment period, students will go to the admission o ce
and for requirements needed for the enrollment. The evaluator will then
evaluate student’s grades in order to know what subjects are to be taken

in the current school year and to know their status. A list of subjects that
the students are required to take will be prepared by the evaluator. After
getting the list, students will pay to the cashier for their PTA fee and
other fees. The cashier will issue receipts to the students in order to
clarify that the students had already paid. At the end of the enrollment
period a summary of student’s enrollment will be prepared by the
person in charge.
The manual updating of the student’s records slows down the admission
process because the enrolling o cer takes time to search and locate the
records of the student in the ling cabinet. Delays in the evaluation of
students because the enrolling o cer takes time to check student’s
previous grades and some of the student’s records are misplaced.
Tallying of subjects also takes time because of non-organized student’s
les.
For these reasons, the researchers were challenged and have decided to
design and develop a computerized enrollment system that is fast,
accurate, reliable, and easy to use. The proposed enrollment system is a
good step for the school. This could be a great help to the people who
are handling many tasks during the enrollment period by providing fast
and easier access to information.
Purpose and Description
The main purpose of this capstone project is to develop a computerbased enrollment system that is fast, accurate, reliable, and easy to use.
The proposed capstone project entitled “Computerized Enrollment
System” will be designed and developed by the researchers for the
administrators, faculty, sta , and students of School.
The proposed project will replace the manual process of the school’s
existing manual enrollment system and will use computer based
software that enables authorized users to speed up the enrollment
process, provide an updated, secured and easy to access student
records, and generate accurate reports.
The features of the system will focus on: login/logout services,
administrator’s module, registrar’s module, enrolment/cashier module,
database maintenance, and help assistant.

Log-in/Log-out Services, refers to one of the features of the proposed
system that will require authorized users to enter their user ID and
password to be able to access their user account in the administrator’s
module, registrar’s module, and enrolment/cashier module.
Administrator’s Module, allows the school administrator to manage
sections, year level, school year (set active school year – used in current
enrollment), subjects, faculty and sta .
Registrar’s Module, allows the registrar o ce sta to manage students
credentials, view list of enrolled students, view student records and input
grades.
Enrolment/Cashier Module, allows the cashier to view enrollment
statistics, enrolled student complete details, record payments, manage
fees and student ledger.
Database Maintenance, refers to one of the features of the system
wherein the administrator can update students’ records, manage data
and transaction log les, and backup the system.
Help Assistant, which contains instructions on how to use the system.
The proposed project can generate the following outputs, these are:
user’s log report, list of enrolled students, enrollment summary reports,
payments and collectibles, and student ledger.
The proposed project o ers several bene ts for the school
administration, o ce sta and the student which include the following:
admission o cer can easily update student record, evaluate students,
provides list of student subjects, record payments, provides list of
collectibles, and manage credentials such as Form 137.
This project will provide an enrolment database for the school. It will
store student’s record such as student’s name, year, section, schedule,
and school fees.
It may also be use by the nance department of the school for their
school fees. The database is designed for use by sta and other
authorized user in the registrar o ce to enable them to easily produce
information required by the di erent people in the school. The database
system will make the enrolment and collection of fees for the school easy
and fast.

Objective of the Study
The main objective of the study is to develop a computerized enrollment
system for School that would provide fast, accurate, and easy to use
enrollment and record keeping system.
The speci c objectives of the researchers in conducting this study are the
following:
1. To minimize the e ort of the teacher-in-charge or the enrolling
o cer in updating student’s record.
2. To speed up the enrollment process in all year levels.
3. To provide a database for student’s les so that the enrolling
o cers would easily search, locate, and update records.
Scope and Limitations of the Study
This capstone project will be limited only on the computerized
enrollment system and record keeping of the school. The researchers
will focused in gathering relevant data such as data of students,
computation of necessary fees, handling of student grades, preparing
reports, and generate student’s credentials.
The database maintenance feature of the proposed system will focus on
adding, and editing students’ records, students’ grades, maintaining and
managing table entries of users and user’s log; and monitoring of the
changes done by authorized users in the system.
The proposed project will be implemented using client-server
architecture and will employ the Local Area Network (LAN) connectivity.
This is not accessible through the World Wide Web and only the
administrator who has access to the Administrator’s Module has the full
access of the di erent features of the system.
CHAPTER II
REVIEW OF RELATED LITERATURE/SYSTEM
This chapter presents the review of the related literature and studies and
the technical background of which will discuss the technicality of the
project, details of the technologies to be used and the relevance of the
project.
REVIEW OF RELATED LITERATURE/SYSTEMS

Computerized Enrollment System
According to Studymode.com (2012) computerized enrollment system
tends to replace what we called “Paper Less” transaction and also it will
make any transaction easier and faster. Also it tends to lessen
manpower and human e orts in terms of processing any transaction in
regards with enrollment transaction.
(http://www.studymode.com/essays/Computerized-Enrollment-Thesis927388.html)
Record Keeping
According to Chifwepa (2009) records have a dual function. Not only do
they enable a school to have a clear picture of what is available and what
is required, but they also provide justi cation of certain needs.
Furthermore, they serve to extend the memory by which persons and/or
organizations can pass their cultures and achievements on to future
generations. Record keeping is vital to an education system’s information
cycle as a whole, because of its fundamental role in the process of
e cient information production and collection. Since some of the most
crucial information is produced at the school level, the importance of
creating a systematic record-keeping culture at that level cannot be
stressed enough. (http://www.adeanet..org/adeaPortal)
Importance of Record Keeping
In the study conducted by Adebowale and Osuji (2008) it investigated the
record keeping practices of primary school teachers in selected local
government areas in Ondo state of Nigeria. Data were collected with a
questionnaire titled “Questionnaire on Record Keeping Practices of
Primary School Teachers” and data were analyzed using descriptive
statistics. The ndings showed that although the teachers were familiar
with some principles of record keeping they were not pro cient in most
of the operational procedures and did not demonstrate the knowledge
of using record keeping to further the development of teaching and
learning activities. Equipments that could be used for safe keeping of
records were not available. Recognizing the importance of record
keeping towards the successful implementation of the country’s
Universal Basic Education programme, the researchers recommend that
teachers should be given regular in-service training in record keeping
and retrieval. Development of record keeping skills should also be

included in teacher preparation programmes.
(https://www4.nau.edu/cee/jep/journals.aspx?id=183
(https://www4.nau.edu/cee/jep/journals.aspx?id=183))
Student Information System
According to Schoolcomputing.wikia.com (2012) Student Information
Systems (SIS) manages student records and information. A SIS may
handle course management, scheduling, personnel records,
grades/comments, room/resource management and more. They can be
used to run complex enrollment reports, admissions, course schedules,
grades and more. A SIS helps schools manage various operations
including student data, administrative, and fundraising operations. A SIS
allows for the quick and accessible ow of information. By implementing
a SIS to manage daily school needs, teachers and administrators can
save time and have immediate access to a variety of student data. These
systems are needed for all parties involved in education – parents,
children, teachers, administrators, alumni, etc.
(http://schoolcomputing.wikia.com/wiki/Student_Information_Systems)
Synthesis
The abovementioned concepts on the computerization of enrollment
system and record keeping is relevant to the present project because
these serve as foundation in the development of an enrollment system
for the School that will minimize the time consumed and e ort exerted
by the sta in updating student records and record keeping. The
concepts also point to the features of the present study such as the
users’ module and database maintenance that will be integrated by the
developers in the proposed system.
The concept on record keeping, importance of record keeping, and its
fundamental role in the process of e cient information production and
collection is used as basis by the researchers in the formulation of the
general objectives and important factors to be considered in designing
the features that should be included in the development of the proposed
enrollment system.
The related studies on the managing of records and information, and
record keeping practices provide details and evidence that guide the
researchers on how to design and develop an e ective enrollment and
record keeping tool.

TECHNICAL BACKGROUND
The existing enrollment system of the School is manually done.
The school does not have an existing technology that is essential and
necessary for fast and easy enrollment and record keeping process and
generation of reports.
For implementation of the proposed system, the school needs to acquire
computer units, machine for printing results, and set-up Local Area
Network connectivity.
Using the computerized enrolment system and taking advantage of the
technology in processing data, record keeping, and in their enrollment
system will provide an e ective means of processing information and
record keeping for the school.
The proposed system shall be installed on a main server and may have a
back-up server in case the main server malfunctions. The Microsoft
Server 2003 Enterprise Edition will be used as operating system for the
server for running applications such as networking and databases. A
software rewall shall be con gured in the main server and other
computers to protect it from viruses.
In the development of the new software, the researchers will utilize the
Modi ed Waterfall Model.
CHAPTER III
METHODOLOGY
This chapter deals with the method and technique used by the
researchers in conducting the study, the system development method,
and its results and discussion.
The researchers will utilize di erent data gathering techniques in the
conduct of this capstone project and will employ di erent analytical tools
to help and justify the conduct of the study. The data gathering
techniques will allow researchers to identify the problems encountered
by the administration and sta of the school in the existing system. The
analytical tools include interview, observation and brainstorming. The
data gathered will be analyzed and used as bases in the system design
and development of the system.

An interview is a conversation between two people (the interviewer and
the interviewee) where questions are asked by the interviewer to obtain
information from the interviewee. Observation is either an activity of a
living being, such as a human, consisting of receiving knowledge of the
outside world through the senses, or the recording of data using
scienti c instruments. The term may also refer to any data collected
during this activity. An observation can also be the way you look at things
or when you look at something. Brainstorming is used to get as many
ideas as possible from a group of people. Generally used to identify
possible solutions to problems, and clarify details of opportunities and
nding the solutions to the problem of the existing system.
On system development, the researchers will utilize the Systems
Development Life Cycle (SDLC) method in the development of the
system. The SDLC method is the process employed in the analysis and
design of the system as shown in Figure 1.
Modi ed Waterfall Approach Model of Enrollment System
Figure 1.0 Modi ed Waterfall Approach Model

Figure 1 illustrates the Modi ed Waterfall Model that will be used by the
researchers in developing the Computerized Enrollment System which is
made up of several phases. These are the following:
Requirement Analysis. In this phase, the researchers will study how the
system works, determine the user’s wants, needs and requirements, and
recommend a solution. The researchers will interview the school
administrator, registrar and nance department sta to nd out system
requirements. After the interview, the researchers will analyze the data,
research on related literature and studies. It also involves developing
estimates for the work to be performed, establishing the necessary
commitments, and de ning the plan to perform the work, and nalized
the project plan.
System and Software Design. On this phase, the system will be designed
based on the requirements needed in the system. The researchers will
design the database model structure, link the database tables, design the
data forms, and prepare the presentation of the project. The evaluation
of the design and functionalities of the system will be conducted. The
programmer will review and revise the design of the tables and forms of
the system, and test the functionalities of the system. Data Flow Diagram
(DFD) will be used to represent the ow of data in the system. Entity
Relationship Diagram (ERD) shall be employed as data model for the
system. The programmer will create the source codes necessary for the
system to be constructed.
Testing. This phase includes the process of evaluating a system or
application, in order to check whether the application meets all
requirements of the client and to detect the errors. Requirements such
as software functions and features where checked to determine if it will
work according to the speci cation. This stage ensures that the produced
system is complete and performs e ciently, evaluate whether the
software perform all activities after integration with the existing
operating environment, and measure up the reliability and overall
quality of the software.
Implementation. In this phase, the researchers will conduct the system
dry-run and conduct training of the target users of the system. The users
of the system will check if the recommended functions and suggestions
of the users are met.

Operation and Maintenance. This Phase is to ensure the information
system is fully functional and performs optimally until the system
reaches its end of life. The Operations and Maintenance Phase
comprises the following: management of changes to the system to
support end users, monitoring of system performance, and performance
of required security activities such as backups, and continuation of end
user support.
Also, this phase will provide users with the documentation and training
required to use the system e ectively. Data Conversion will only occur
once, but user documentation will be required. Deployment of the
product will be carried out, on the hardware that is going to be used in
production (on live systems). Deployment itself requires careful planning.
Once the product is deployed, initial data will be populated, user training
will happen.
Requirements Analysis and Documentation
The proposed system is entitled “Computerized Enrollment”, a computer
software that enables authorized users to automate the enrollment
system and record keeping of the school. The software will enable users
to locate and retrieve relevant student information and credentials, and
generate enrollment summary report.
The completion of the design and development of software will depend
upon meeting the following goals and objectives:
1. To minimize the e ort of the teacher-in-charge or the enrolling
o cer in updating student’s record.
2. To speed up the enrollment process in all year levels.
3. To provide a database for student’s les so that the enrolling
o cers would easily update records.
4. To provide enrollment and record keeping software that is fully
accessible through Local Area Network (LAN) of the school.
5. To generate reports that is fast, reliable and accurate.
System Functionality
Administrator – The log-in and log-out services, one of the features of the
system, will prompt authorized users to enter user id and password. The
administrator is the only authorized user of the system who can access

all the features of the proposed system software. It has a database that
can be updated and maintained by the administrator.
Registrar – The registrar’s o ce sta are prompt by the system to enter
their user id and password. The sta may input grades of students and
validate them.
Cashier – The cashier is prompt by the system to enter their user id and
password. Upon successful login in the system, the cashier may view the
enrollment statistics and students’ complete details. The cashier may
receive payments and print receipt.
Project Plan
Before the software project is implemented, the researchers will prepare
a project schedule that identi es the anticipated activities involved,
management of resources and project plans showing the cost needed in
the development of the computer-based enrollment system.
Design of Software and Process
After the gathering of data and identifying user needs through
observation and interview as well as users suggestions the researchers
will create a design for the system to be developed.
All the requirements of the rst phase are being used to contribute in
the successful preparation of creating the Computerized Enrollment
System for administration and sta . This section will present the Context
Diagram, Decomposition Diagram, DFD Explosion for administrator,
registrar, and cashier, and Entity Relationship Diagram of the developed
system.
Development and Testing
The Modi ed Waterfall Model, a model develops systematically from one
phase to other in a downward fashion like a waterfall, is the system
process model that the researchers will utilize in developing the system.
Testing will exercise the system in all possible ways. It includes initial
testing and nal testing of the new software. The new software together
with the equipment and software should be tested prior to the delivery
to help ensure that the system works as expected.
Requirements De nition Phase

Activities in this phase are the following: de ne system requirements,
develop system process model, and develop application logical data
model, estimate system workload, and identify strategies for training end
users. During the Requirements De nition Phase, the researchers
together with the bene ciary of the proposed system will work together
to establish the architectural boundaries for the project, to establish
criteria for measuring the technical performance of the system, and to
baseline the requirements.
Software Requirements. The software development tools for this study
are presented in Table 1.0.
Software Requirements
Development Tools
Visual Basic
The developers used this software in order to develop the design and
screen forms as well as to build the database and server for the
Computerized Enrolment System.
Microsoft Access – For database Access manipulation, storage of records.
Hardware Requirements. The researchers presents the minimum
hardware resources necessary for the CES and is presented in Table 2.0
Hardware Requirements
Peopleware Recommendation. The recommendation of appropriate users
for the proposed computerized enrollment system with speci c task is
given in Table 3.0.
Minimum Hardware Requirements
Intel Dual Core or Higher Processor
512 MB to 1 GB Memory (Recommended)
80 GB, Hard Disk
Dual LAN Card
Standard Keyboard
Standard Mouse
AVR/UPS
Switch
Monitor

Printer
Peopleware Recommendation
Software Developers:
Project Manager – Supervises and monitors the entire project activities
and its development
System Analyst – Responsible for researching, planning and
recommending software and system choices to meet an organization’s
business requirements.
Programmer – Creates the source codes for the development of
proposed system. Must be expert with the programming language to be
used in the development of the system.
Researchers – Further researchers on the content and other studies
related to current system being developed.
Recommended Users:
Back-end user:
Administrator – In charge of maintaining and managing the table entries
of les; keeps the server up, running, and secure; keeps track of the log;
updates the database, provides access to authorized users of the system.
Front-end users:
Cashier – One who have access to the payment and student ledger
module and can receive payments and issue receipts.
Registrar – One who has access to the registrar module and can input
and validates grades of students and generates report and student’s
credentials.
The enrollment system may be utilized by beginners and
professional users. The design and features suit the needs of the target
users (administrator, registrar, and cashier) to provide a fast, accurate
and e ective enrollment and record keeping machine that provides the
users of the system an accurate and reliable reports.

System Process Model. The researchers present the context
diagram and the decomposition diagrams of the proposed computerized
enrollment system which show the procedures of each function, the
users and the expected outputs.
Context Diagram of the Proposed Enrollment System
Figure 2.0 Context Diagram of the Proposed Enrollment System
The context diagram in Figure 2.0 shown above illustrates the authorized
users input to the system and the expected output information to the
users. The target users are the following: administrator, registrar, and
cashier. The expected outputs of the proposed system are the following:
List of enrolled students, enrolled student complete details, student
grades and credentials, user log report, enrollment statistics, and
student ledger.

Decomposition Chart of the Proposed Enrollment System
Figure 3.0 Decomposition Chart of the Proposed Enrollment System
The system has three modules, administrator’s, registrar’s and cashier’s
module. The Administrator, will be provided a module to manage
sections, year level, school year (set active school year – used in current
enrollment), manage subjects, manage authorized users, and have full
access to the system; Registrar, manage students (view list), manage
credentials (form 137 etc), view all enrolled student, view student record
(personal record, grades, subjects and teachers), grade input and

validation; Enrollment/ Cashier, view enrollment statistics – enrollment,
view enrolled student complete details (view subject, year-section and
teacher)- enrollment, received payments, collectibles, payment list,
manage fees and student ledger.
Database Model. The researchers present the database model by
utilizing the Entity-Relationship Diagram (ERD) to establish the entity
relationships of the related tables of the database for the maintenance
of students’ record, enrollment details, grades, student credentials, and
student ledger.
The administrator will manage the enrollment details which includes the
following: section school year, subjects, faculty and sta and have full
access to the system features. The Registrar sta will manage
credentials, student record and grades. The cashier will view enrollment
statistics, .receive payments, list collectibles, manage fees and student
ledger,
Entity-Relationship Diagram of Enrollment System
Figure 4.0 Entity-Relationship Diagram

Implementation and Unit Testing Phase
The system or system modi cations will be installed and made
operational in a production environment. The phase is initiated after the
system has been tested and accepted by the user. After testing the
software, the researchers plan to integrate the Computerized Enrollment
System to its respondents. The researchers will conduct a system dry-run
and conduct training to the target users of the system. The target users
will check and evaluate the system if the recommended functions and
suggestions of the users were met. This phase continues until the system
is operational accordance with the de ned user requirements.
Integration and System Testing Phase
The various components of the system are integrated and systematically
tested. The user tests the system to ensure that the functional
requirements, as de ned in the functional requirements document, are
satis ed by the developed or modi ed system. The developed software
will be tested to examine its functionality.
In the Initial Testing the software will be pre-installed. The new
software will be evaluated by IT experts. The researchers will make a
letter and will personally release the evaluation form to the IT experts
using the McCall’s Software Quality Model Evaluation Form. The
tabulation of the Software Evaluation Results follows after the system is
evaluated.
Final Testing of the developed software will be conducted after the initial
testing. In this phase, the researchers will make a letter to the intended
users, by using the standard User Acceptance Evaluation Form by Scates
et. al to evaluate the Computerized Enrolment System where in the
target users are the one who will test and rate the developed system.
Operation and Maintenance Phase
After deployment, the system may include changes and enhancements
before its decommissioning. The system performance is closely
monitored to ensure that it is accordance with user requirements, and
needed system modi cations are also incorporated. The operational
system is periodically assessed to determine how the system can be
made more e cient and e ective. Operations continue as long as the
system can be e ectively adapted to respond to an organization’s needs.

When modi cations or changes are identi ed as necessary, the system
may reenter the planning phase. System operation includes user support
to the end user or users which is an integral part of the election process
operations. Users should receive training on how to use the system.
In the software life cycle, the maintenance phase is the last stage of the
cycle. After the system passes the design stage and is implemented, the
maintenance phase begins. The maintenance-phase consists of
maintenance-tasks to keep the system up and running. Understanding
the characteristics of the maintenance phase of the software allows
individual tasks with analyzing the performance of the software after
deployment to correctly resolve issues that arise. Maintenance is always
necessary to keep system usable and useful.
System Prototype
This portion presents the needed report layouts and screen forms of the
developed system.
Report Layouts. The researchers will provide hard copy documents for the
new system such as user log report, list of enrolled students, student
grades, form-137, enrollment statistics, and enrolled student complete
details.
Screen Forms. The researchers will present the screenshot layouts of
system to give readers an idea on what the system looks like.
Implementation Plan and Result
The system or system modi cations are installed and made operational
in a production environment. The phase is initiated after the system has
been tested and accepted by the user. This phase continues until the
system is operating in production in accordance with the de ned user
requirements.
The researchers plan to integrate the enrollment and record keeping
system “Computerized Enrollment System” to administrators and sta
after conducting the initial testing and nal testing of the software.
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