Introduction - Tagakpan

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ENROLMENT SYSTEMforTagakpan National High School

INTRODUCTION

Background of the Study

Nowadays computer serves as an important role in our society, most especially in school

premise. Most school uses computer to help their students deal in our modern technology but

as the population of students continually grow, handling of students data and some other

chore in school becomes a difficult task particularly when the process is manually done.

Automation is a control system aside from managing the processes of big companies and

other industrial workplace its clear and obvious that it immensely change the manual works of

humans. It lessens human errors so as the processing time, thus it can boost productivity and

undeniably produce a high quality product. Having a computerized system is a great advantage

in our generation today because any output that is being provided by computer generated

product is a quality and an accurate one; it can perform much faster than a manual system.

In local school, Tagakpan National High School with decades of years of function had

experienced some sort of hard time in having an accurate and fast system of working with the

students information. The students/enrollees and the Registrar Department had encounter

troubles during and before the enrollment. Keeping of the students record and the retrieval of

it is the common problem of the school and its all because they are still using the manual

process in storing the data and of the enrolling of a certain student.

Enrollment is the process of entering and verifying data of student to register on a

particular school. Enrollment System is a good example of a computer generated process. This

can lessen the workload and provides accurate information needed of the school. The system is

used particularly in recording and retrieving students information, tracking studentsinformation is also one feature of the said system in which the school can also trace the

standing of a student. Verifying payments was also added to update or browse students billings

correctly.


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Our proposal focused on the enrollment system where storage of details of students, year

and section will be properly kept on the systems database and can be used as a local

assessment of Tagakpan National High School for their fees. The proposed system is designed

to be used by staff and other authorized user in High School Department and enable them to

easily retrieve information that is necessary to the different people in the school.

Above our observation, human intervention will highly involve in this type of system. As

a result, this may involve errors and redundancy of data resulting troubles in organization.


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Statement of the Problem

Based on the interviews conducted by the team, several problems have been identified

upon using their old system/process in Tagakpan Natl High School. Some of these problems

may be seen unnoticed but it would contribute to the operational process of the company.

1. Redundancy of data of old/continuing students in the Registrar.- During enrollment at TNHS, students used to fill in the registration form that is being

provided by the registrar. After the registration process, the registrar will keep the

new record before they can manually update the students informati on and records

which gives a possible reason that the students records will be duplicated. Since the

tracking and retrieving of this data is done manually this may result to another

tedious task to the registrar in-charge in manually check the students data and the

process would be long enough before it is done.

2. Data / information errors- One cause of this error is an irregular handwriting of new/old students. Input of

students information is done manually through writing with the use of pen and the

registration form. However some of the students dont have a fine handwriting that

may lead to wrong their students record. Another time-consuming task indeed for

the registrar to correct the errors and will probably leads to a long process again.

3. Loss of data or information and lack of security- The school doesnt have a database to act as repository for all the data they have

acquired from the students during the enrollment. In order to facilitate the storage

of such data, the school utilizes Microsoft Excel as the storage software. However,

the security of their data is not that firm enough to protect their students data

though it is manually encoded in computer its not a guarantee that the information


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is highly secured that no one could ever change the input data that has been

provided. Anyone could just view it and theres the fact that anyone could retrieve it

in just a click.

4. Slow processing and summarization of reports- At TNHS, after the enrollment process students registration form is sometimes at

the end of the day leave undone by the in-charge because of they still use the

manual process which result to a sluggish processing of the reports.

5. Manual encoding and verifying of data- The evaluation of students report is also done manually by the school registrar after

they validate a certain student in enrolling the school. The school is currently using a

system that is manually managed they have been already dependent to it. Due to this

dependency, they tend to stick to the current system that impairs them to see the

problems the manual system brought to the school. These problems are liable to

lessen the speed of their service and consume much of the resources of the school.

One sample problem bought by this dependency is that, the user cant even consider

the time being spent just by enrolling a particular student using the current system

which they have.


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Objectives of the Study

A. General Objective:The main purpose for this proposal is to provide fast, convenient, efficient and

reliable computerized system for Tagakpan National High School. This study aims to

provide a hassle free process that there will be no need to do the manual method

specifically during enrollment days and to keep the institution up to date in the fast

changing technology that the world and each individual is facing nowadays.

B. Specific Objectives:Base on the statement of the problem that the proponents stated. The

proponents came up with the following objectives to help them align the development

of their system.

To develop a system that frees them in having a redundant record of theirstudent information and this will also lessen the burden of the Registrar

Department in assigning a subject to their enrollees. To develop a system that has an automated processing of registration that can

result reports as registration forms.

To provide a most reliable way in storing and keeping student records,information and data, there is also an enough security of every file in the system.


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To create an automated system that process reports more easily and quickly. To create a database system that will minimize the time consuming task and to

provide a fast retrieval of data easily.

Scope and Limitations of the Study

Scope of the Proposed System

The proposed enrollment system design covered the major processes in Tagakpan

National High School namely: registration of the continuing and incoming students, class

scheduling and sectioning, assessment of fees, files maintenance and reports needed

(registration form, assessment slip, student master list, and other forms and reports essential

to design). In addition, requisites for new student (Birth Certificate, Good Moral Character and

Form 138) will be recognized in system design database.

The proposed system would allow three user accounts which are the Accounting,

Registrar and the school Director. Accounting and registrar account will engage in their

particular job mainly transaction of students record and payments. On the other hand, the

school director user account can access every feature of design system proposal.

The proposed designs also incorporate the processing of students personal records,

especially student payment modes. The proposed system has the ability to verify and update

students payments together with the accounting personnel that will be in charge on input of

the system.

Limitations of the Proposed System


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The proposed system focused only on the enrollment process of new and continuing

students. This can be used within the school premises and to the authorized personnel only

with their distinct account that is registered within the system. Thus, evaluation and

examination of a new /transferee student records will be done manually by the school director.

Payments of students will only be limited on checking if the student was paid or not. It

was not design to send any mail, SMS or reminders about unpaid school fees of the students.

The cashier will print the summary of students with unpaid account and sent them to the

respective adviser. Every payment involved would be administered manually by the Accounting

Department.

Significance of the Study

The proposed system aimed to benefit the school in their enrollment process such as

registration of students, scheduling of students classes and sectioning and students payments.

Due to the increasing population of their respective school, the need of huge storage of

massive files is required together with its accuracy and security, this study aims to help the

school to give ease of their manual process of Enrollment System. The proposed system aimedto benefit the following:

The School

The main beneficiary of the study is Tagakpan National High School. Tagakpan National

High School would be adapting the new innovation of technology through application program

database that will make their work with finest performance. This study will help the registrar

departments process to be more precise and enhanced; this is to ensure that the students are

being served well. With regards to the Registrar and Accounting department, the proposed

system will help the school in maintaining the data of students and the school will no longer use

the manual data gathering for sure.

Students/ Registrar & Accounting Personnel


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The students will benefit by means of not taking a hard time in enrolling themselves and

also the assigned personnel will be free from having trouble in keeping and updating the

students records and the payment transaction will be done with less effort.

Future Researchers

For the future researchers, this study could be their reference in having an Enrollment

System if the future researchers would like to formulate a system such as this.

Methodology of the Research

The descriptive - normative survey method is employed in answering the major and specific

problems of this investigation. The descriptive method is basically a technique of qualitative

characteristics of the group. The term normative survey method is equivalent to survey because it

gathers data regarding the current conditions by identifying normal or typical practices with accepted

norms or models.

Research Environment

The area of the survey of this study must focus on the Enrollment System of Tagakpan National

High School as conducted by the Information Students of STI. This study conducted in this academic

year Semester 2011-2012

The Population/ Subject- Respondents

Of the study

Our group is planning to have thirty (30) respondents in this study. All of them must be students

and Staff of Registrar Office around or within the area in Tagakpan Natl High School. They were


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provided with the questionnaire that is based on computerized Enrollment System towards TNHS

Enrolment System.

Sampling Techniques

The random sampling techniques were utilized in determining the subject- respondents wherein

chosen students around or within the area of Tagakpan National High School was given a chance to

answer the questionnaires.

Research Instruments

Its Preparations. The researchers prepared for their system proposal and statement of the

problem for making the questionnaires before producing some copies for the validation purposes.

Validation. The researchers submit their final form of their questionnaire to their adviser for the

final validation.

Revision. The items adviser give a go-signal to the researchers for the reproduction of the

survey questionnaires, adequate and clear copies were printed to avoid problems in the administration.

Administration. The researchers administered the questionnaires personally to the people

around or within the area of TNHS, they serve as the respondents of the study and they are requested

by the researchers to answer the questionnaire honestly so that valid and reliable data would be

elicited.

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Documents

Introduction - Tagakpan