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ONLINE ENROLLMENT SYSTEM

A Capstone Project

Presented to the Faculty of the School of Computer Studies

Arellano University – Jose Abad Santos CampusPasay City

In Partial Fulfillmentof the Requirements for the Degree

Bachelor of Science in Information Technology

By:

CAMITAN, CAMILLE M.DECANO, JOHN RAENER O.

GUHIT, JIBB LABIRRO F.MAIDO, ALLAN C.

October 2015

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CHAPTER 1

INTRODUCTION

1.1Project Context

In the existing manual enrollment system is one of the most important

and evident, not only in a university, but also in lower levels of education. An

accurate and efficient enrollment records helps to ensure a good

impression of the institution on possible enrollees encouraging them to

matriculate in the institution. A manual process of enrollment system takes

more time and effort and causes delays of transaction. The unsystematic

procedure of school during enrollment is now dreaded by them. Instead

student enrollees have to stand and wait of finishing it in an hour or two,

sometimes students are made to come back the next day or even after a

week so that they can be officially enrolled. The process would also be

burden for those students and parents who would line-up for hours just to get

enrolled and paid. This problem will be eliminated in this proposed system.

Enrollment system using internet will provide the needs in storing information

in a faster, more convenient way of storing files of the students in a computer

system. It will lessen the effort of faculty and staff in storing files of each

student every now and then. This information here can be viewed just a

second without worrying that a single file is lost.

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1.2 Purpose and Description

The purpose of the study is to improve the registration transaction

between target beneficiaries (Arellano University and student) by means of

Online Enrollment System.

Listed below are the specific purposes of the study:

To develop a portal that will record the student's name, student number

and year level.

To develop a portal that will secure and maintain the integrity data.

To simplifies the task and reduce the paper work.

1.3 Objectives of the Study

General Objective:

To develop an Online Enrollment System in an efficient way to

organize and control school admissions, saving time and money. By

conducting school registration online.

Specifically, the study aims to:

1. Develop Online Enrollment System that has the following features:

a. User Privileges

- The system has 3 users the administration who is

knowledgeable to the system, staff and students.

2. Design System using VB.NET 2008 and Microsoft SQL server 2008.

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1.4 Scope and Delimitation

Scope of the Study

This study aims to develop Online Enrollment System. In this system it

has 2 types of student NEW and OLD. For the New students they need to fill

up the following information needed like personal information and etc. then

after that the system will give them a code via e-mail to verify and get their

student no. and password to start accessing the system. If the students have

already their student no. and password they need to log in to go in the

Student page. Student page contains the courses, curriculum of every

courses and Time and Schedule of every subjects. The Students need to d

Delimitation

The system does not include the payment of tuition fees. It doesn’t

support any grading system. Each of the information is stored at the server

where the proposed system will be Online Based.

1.5 Significance of the Study

The proposed Online Enrollment system aims to come up with a less

hassle when it comes to enrolling in Arellano University.

This system will give a high improvement over the automated system.

The students of Arellano University who will enroll online will have a speedy

enrolling and need internet to enroll online. After that, students just need to go

to school to pay the tuition fee instead of falling in line for enrollment.

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For the Students. The direct recipients of the output of this research

any improvement of the enrollment system can pave the way of producing

better enrolling system in the university.

For the Future Researchers. 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.

For Administrator. The system administrator seeks to ensure that

the uptime, performance, resources, and security of the computers he or she

manages meet the needs of the users.

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CHAPTER 2

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter includes the research studies cited in books and articles which

are important to the present research. It is composed of both local and foreign

related literature and studies, which information about their search problem.

2.1 Reviewing of Related Foreign Literature

“Information System”

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 organization 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. (Jennifer Rowley, 2005).

“Enrollment System”

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, enrollment

fees information and other with a connection to the enrollment 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

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using a water fall 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).

“LAN Enrollment System”

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. (Dunn and Scott,

2005).

“Web-based Enrollment System”

"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

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Internet. This system becomes a powerful tool in dealing with information

management regarding enrollment transactions. (Holmes, 2006).

2.2 Reviewing of Related Local Literature

“Importance of Computer Application”

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 (Aquino,2005).

“Governor Andres Pascual College Enrollment System”

A new automated enrollment system was proposed and passed by theadmini

stration just recently. According to the chairperson of the department of infor

mation technology and systems, this enrollment system will push through on

the 1st semester of AY 2009-2010 according to source; the enrollment

system will automatically get the student’s subject/section for hassle-free

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enrollment, this is for student without any pending back subject while for

students with pending back subject, they still need to meet their department

chairs/coordinator first for the advising of subjects before using the enrollment

system. (Casinillo, 2009).

“Rapid Technological Changes”

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 20 th 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 humans

could live and work together (Tinio, 2002).

“The Transformation of Manual Enrollment”

The transformation of manual enrollment transaction to automate 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 transactions is possible with the emergence of computer

technologies. Technology innovation had influenced man’s work from data

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processing, business transaction, research, planning, monitoring and even in

medical operation on human anatomy are now entrusted to computer

technology. Web applications 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).

2.3 Reviewing of Related Foreign Studies

“Enrollment Management System”

Southern California Community College Long Beach City College has gone

live with a Cognos-based enrollment 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

enrollment via manual spread sheets. With no reporting, continuity, or

standard practices, and with lengthy error corrections, the school's enrollment

management Budgeting and planning took up to three months to compile,

consolidate, and implement (Koft 2007).

“Local Area Network Enrollment System”

The desire to overcome these problems and difficulties has led the

acceptance of advanced technology. It includes Local Area Network of

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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 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 if 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 student's schedule,

computation of fees. (Dzubeck, Frank, 2003).

“NTU Enrollment System”

NTU’s enrollment system have preset course categorization and a

large interactive calendar for course scheduling courses are categorized into

majors and minors for easy referencing which further structures into year

accordance, such that students can pick from the relevant course pertaining

to their year of studies. Hence, this allows individuals to easily look under the

section for classes that are applicable to their studies. For the course

calendar, it acts similarly to UBC’s preview schedule, but students can make

changes directly on the timetable. Also, due to an informative layout, it

provides clear indications of subject eligibility and whether the selected

course fulfills core modules or electives that students need. After studying this

system, the categorization method and manipulative timetable are considered

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which can enhance the effectiveness of class registration. The influence of

having explicit category for course search by year and major has lead the

team to create a system with components, such as the degree already set in

student accounts. The reason is that it enables fast selection where options of

core courses are directly available. In short, the implementations of the two

features will increase efficiency in course search, which improves the speed

of the enrollment process other than using basic search functions, such as

course catalog. (Chingchong, 2012).

“Enrollment System for Jones School”

A software development and it service firm implemented its catalyst

integrated web platform to provide content management, transaction

processing, marketing, and interactive community function to the two rice

schools. Catalyst deliver on the jones school’s two primary criteria for

selecting a web-based platform: simplifying content management; and

enabling user response to information such as event rsvp and course

registration. The content management tools let the jones school staff edit,

update or add to the volume of curriculum and event information without

calling for technical assistance. They simply cut and paste document into the

content management system audit for consistency and publish to the web.

The school’s diverse audiences, which include mba’s executive mb as,

executive education participants, and alumni, now receives prompt

notification of news and events, and can rsvp for event or register online for

executive education courses. (dibon, 2007).

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2.4 Reviewing of Related Local Studies

“Web-based Enrollment System for VPS”

A web-based enrollment 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 Enrollment System for VPS that this new style of enrollment 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 website 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).

“Online Enrollment System”

An Online Enrollment System was proposed to replace the manual

enrollment system of Cavite Maritime Institute in order to advance an

organized flow of transaction and an ease of work concerned on how the

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manual enrollment performs throughout the institution's operations. the

numerous transactions that the manual system covers, such as updating and

adding student records, generating the advising and assessment slips.

(Bacal and Reano, 2009).

“College Enrollment System”

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%.

This paper outline the conceptual framework, design, and implementati

on 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. (WICHE, 2009).

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2.5 Conceptual model of the Study

Input Process Output

Requirements:

Enrollment Process

Database System

Users:

Admin

Staff

Student

Software:

Microsoft Visual Studio 2008

MySQL 2008

Hardware:

Computer

Minimum specs

System Requirements:

Requirements Analysis

Requirements Description / Definition

System Design:

Data Flow Diagram

System Testing:

Pilot Testing

ONLINE ENROLLMENT

SYSTEM

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Input, Process, Output (IPO) Diagram

Chapter 3

Methodology

3.1 Project Plan

The Chapter discusses the various methods and procedures of the

researchers used to develop the proposed system. It also shows the Gantt

Chart of Activities the researchers conducted during the research.

Table 1 Capstone Project Gantt chart

Capstone Project Gantt Chart

Appeals 25-Jul 1-Aug 3-14 Aug 14 Aug – 18 Sept

Sept

Title Defense

Changing title

Researching Information about chapter 1-3Chapter 1 CheckingChapter2 CheckingChapter 3 Checking

FEED BACK

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Pre defense

Chapter4 CheckingChapter5 CheckingChapter 1-5 CheckingFinal Defense

The Proponents organized a meeting to accomplish the fulfillment of

the project within the semester. The group collaborates and works harder to

see outcomes in limited time. This includes the building of Ideas, interviews,

immersions and numerous consultations to seek desirable output. Chapter 1

to 3 has been done gradually every week, revisions for system matching to

documentation. To sum up, the final defense of the proposed system.

3.2 Research Design

The proponents chose to use the practical/Applied Research method

where is the study aims to solve difficulties or improve prevailing conditions. It

was used to improve and help the current Enrollment System towards

computer age.

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Registration

Store Data

Data Gathering

Store Files

Subject and Schedule Reports

Students

1.0

Online Enrollment

2.0

TransactionFiles

3.0

Registration

ADMINOr Staff

D1 Student files

D2 Transaction Files

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Fig.1 DFD (level 0)

3.3 Sources of Data

Primary Sources

The Information provided by the researchers was gathered

through different procedures such as interview and through

compilation of documents related to the proposed system. The

researchers should conduct an interview with the School

administration.

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Secondary Sources

Based on the compilation of documents collected by the

researcher, Online Enrollment system needed not just in one

University but in other schools and university also.

3.4 Data Gathering Instruments

The following were used by the researcher in order to obtain the

needed information required in the study.

Library Research

This method was used in collecting of sources of information

and similar resources.

Online Research Method

The researcher research information on the internet and

browsed websites to gather information and ideas on making Online

Enrollment System.

Interview Method

The researcher conducted interview to acquire some

information needed in analyzing and developing the Online Enrollment

System.

3.5 Requirement Gathering and Analysis

First step done by the researchers is the requirements specification

wherein the researchers studied on what requirements are needed in order

for the system to function. It includes planning on what software the

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researchers are going to use in order for the system to be develop. The

developer used Microsoft Visual Studio 2008 for the system and Microsoft

SQL Server 2008 for the system database

Design

The researcher’s second step is the designing process. The

researchers plan on the design or interface of the system by the time it

will be implemented. The brainstorming done by the researchers come

up with developing the system as Online Based Enrollment System.

Implementing or Coding

The researcher then now proceeds to the implementation or

construction of the system. This phase includes the coding of the

system. The system is currently on its construction process.

Testing

After the code is developed it will be tested against the

requirements to make sure that the product is actually solving the

needs addressed. During this phase unit testing, integration testing,

system testing, acceptance testing will be done.

Deployment

After successful testing the product will be delivered / deployed

to the beneficiary for their use.

Maintenance

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Once when the beneficiary starts using the developed system

then the actual problems come up and needs to be solved from time to

time. This process where the care is taken for the developed product is

known as maintenance.

3.6 System Requirements

Minimum Requirements

Hardware Software

CPU Windows XP

Monitor 32-bit operating system

Mouse Browser

RAM 1GB Intel – Pentium 4

Hard disk 5GB

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