Batuan Elementary School Enrollment System

Elchico, Ferlyn B.

Tano, John Mark

Suganob, Ryan B.

BTVTED CP 3A
 Chapter 1

Introduction

Background of the Study

Computer technology has been widely used in different fields, nowadays; computer is

the main system that is being used from large and wide scale manufacturing up to small

scale industries. The defining feature of modern computers which distinguishes them

from all other machines is that they can be programmed. That is to say that some type

of instructions (the program) can be given to the computer and it will process them.

While some computers may have strange concepts “instructions” and “output”, modern

computers based on the von Neumann architecture often have machine code in the

form of an imperative programming language.

Information systems are distinct from information technology in that an information

system is typically seen as having an Information and Communication Technology

component. Information systems help to control the performance of business

processes. An information system is a work system whose activities are devoted to

processing (capturing, transmitting, storing, retrieving, manipulating and displaying)

information.

Enrolment system is the must have system in a school. When a student is enrolling the

school requires all the necessary information of the student. When the school retrieves

the important information from the student, the encoder now should input the details of

the student in the enrolment system. In the enrolment system, the school can trace what

are the standings of the students. The data of the student are inserted in the enrolment
system it includes subjects, section, etc. Lack of enrolment system in a school it can

lead to chaos and troubles, the students will be confuse on what they should do and

how they will do to be able to enrol. It is extremely useful in the school in the way of

making the processes of enrolling much easy.

Batuan Elementary School is publicly managed. But, their enrollment system on the

said school is still in manual or through texting. The manual enrollment system was too

slow and too difficult for the school to manage hundreds of records of the students and

at the same time, it is too difficult for the student to wait and stand for a long time just to

be enrolled because of their manual process. The purpose of this case study is to

update the manual process into an automated system, which is easy to perform any

transactions on their business.

Objectives of the study

The general objective of this study is to offer the school with a modernized and

computer-based enrollment system. With this innovation, it will surely improve the

efficiency of the enrollment process. The proponents’ goal is to make the Batuan

Elementary School enrollment system shorten the time required, provide accurate

database and secured information. Specific Objective The interviews and research

conducted by the proponents helped in pin pointing these exact areas that this study

aims to focus on:

1. To provide a computer-based system that will help the school in keeping and

maintaining updated records.

2. To lessen the amount of time that they spend on the enrollment process.
 3. The school will have efficient enrollment system that will lessen the time that it

takes to be a student of the school.

4. An environmental friendly enrollment process because the enrollment system will

reduce the needs for paper.

5. Accurate and updated information the enrollment system will automatically do the

job for data storage.

6. The data about enrollment will be highly secured because the system can only
be accessed by the administrator

Hypothesis of the Study

With the respect to the research problem, the researchers asserts a hypothesis that;

1. There is no significant difference when implementing an Enrollment System to

Batuan Elementary School.

Theoretical/ Conceptual Framework

The systems development life cycle (SDLC) is a conceptual model used in project

management that describes the stages involved in an information system development

project, from an initial feasibility study through maintenance of the completed

application.
 Figure 1: Phases of Software Development Life Cycle

Waterfall Model: This model involves finishing the first phase completely before

commencing the next one. When each phase is completed successfully, it is reviewed

to see if the project is on track and whether it is feasible to continue.

Planning

Having an effective and efficient enrollment system is a plus to a school whereas

the faculty and staff would be benefit together with the students. In the case of Batuan

Elementary School, the school uses a manual system for the enrollment so we decided

to propose a computerized enrollment system.

Analysis

Batuan Elementary School as a public school needs to improve their enrollment

by having a computerized enrollment system rather than using the old fashioned way or

the manual system. Since they are only using pen and paper for the enrollment, it is

very difficult for them to keep the pile of papers for the record of their students.

Design

This enrollment system that we proposed is perfect for the school. We ensure

that the design of the said system is suitable and easy to recognize. By putting in a

simple but detailed way of design, anyone in the school wouldn’t have a very hard time

in using the system.

Implementation

Before we implement a system, we would like to ensure that it is surely tested

and done well. The system should be construct in a very simple way that is good

enough to have and to reach the betterment that is seeking in a system. It should be

also credible for the users not to hesitate in using the system.

Maintenance

Every system is like human, it gets tired, get logy and even give up when it is

over use that is why a good maintenance for a system is needed. The proposed system

has a weekly back-up and support. It should be also a man friendly system that is the

users will know how to use it.

 Figure 2: Input Output Process (IPO) Model

INPUT PROCESS OUTPUT

User name Checking Batuan Elementary

School Enrollment
- Registrar Document needed to
System
Login Form be prepared
- Username Student Payment
- Password

Student billing

FEEDBACK

As shown in the schema, the student’s information, enrollment form and the

administrator are inputted in coming up with the desired outputs which the improvement

of the school information management systems by the use of student portal. The

process focuses on how student being enrolled, the student billing processes. The

process on how the administrator can open/view the information of the students by just

click of the button.

That the schematic diagram above shown will provide a better and easier way for

the enrollees to transact to their records during enrollment system which is being

managed by the facilitators of the enrollment system. The facilitators will now be more

comfortable because their enormous works will be minimizing during enrollment

because of fast and easy way of enrollment process.

 And also it helps school manage various operations including data,

administrative and fundraising operations. Student may inquire on matters related to

admission and enrollment requirements. These systems help to assists the students in

their educational need such as subject reference.

SIGNIFICANCE OF THE STUDY

Education is very important to every person that is why a good enrollment system

is needed. This can be serves as the basis of each student who wants to enroll in

school. The child including their parent might be glad if they feel and see the beauty of

the service in school through the enrollment. If parents feel not so comfortable with the

school because of very long and time-consuming enrollment procedure then they might

confused if they still want their child to enroll.

Through these proposed system, it would be beneficial to the following:

The Institution

The main beneficiary of the study is Batuan Elementary School would be adapting the

new innovation of technology through web that will make their work with optimum

performance.

Registrar Office

With regards to the registrar’s office the proposed system will help the school in

maintaining the data of the students and the school will not use the manual data

gathering. The staff will just need to check the database for the records needed.
Proponents

The proponents would also be a beneficiary of the study since the proponents would

value the importance of enhancing their skills and work performance while grasping

knowledge throughout the study.

Students and Parents

The proposed system will able to minimize the time and effort that it takes to process

student’s enrollment. Also it is beneficial to the parents because it will help them lessen

the time it takes to find appropriate class for their children.

Future Researchers

The system will benefit the future researcher/s as guide or reference in their own efforts

at any proposal or project.

Definitions of Terms

For the purpose of clarity and understanding, the following terms were given their

respective conceptual and operational definition:

Operational Terms

The definitions of terms are based on observable characteristics and how it is used in

the study.

Users - is an individual who use the system for its problem solving assistance.

File- A receptacle that keeps loose objects such as papers or any collection of items.

Conceptual Terms

The definitions of terms are based on concepts or hypothetic ones, which are usually

taken from the dictionary.

Computer System- The configuration that includes all functional components of

computer and its associated hardware or software.

Database- An integrated collection of data which provides a more efficient way of

storage and retrieval of data and is capable of processing large portions of data

immediately. Information is the data that has been changed into a useful form of output.

Process – a series of actions, changes, of functions that bring about an end result.

Software- A computer terminology use to describe the unseen programming codes and

running application inside the computer system.

System- A set of related a component that produces specific results.

Technology - It is the study of practical or industrial arts. Technological

Advancement - A technical advancement or progress resulting to a development of

another technology

Scope and Limitation of the Study

This study will investigate the enrollment system of the elementary students. The study

will be conducted in Batuan Elementary School, Batuan Pototan, Iloilo. The

respondents will be limited to the faculty and student to ascertain and identify the actual

problems existing within the school. The researcher emphasize on the problems being

encountered by the students, employees/staff of Batuan Elementary School, Batuan

Pototan, Iloilo.
 Chapter 2

Review of Related Literature

Foreign Literature

Online student enrollment system

Patrick HH Then Proceedings of the 34th annual ACM SIGUCCS fall conference:

expanding the boundaries, 393-396, 2006

Our Online student enrollment system enables students to enroll into their subjects prior

to the commencement of their semesters. This enrollment system not only allows

international students to enroll through internet without traveling to the campus but also

incorporates the business rules. These business rules cover a wide range of regulations

and policy such as subject pre-requisite, student’s payment status, course coordinator’s

decision and the correspondence of students’ seniority to the intended enrolling

subjects. The interface auto-detects the user’s device either PC/laptop or much smaller

screen device such as PDA. In short, the enrollment system backend engine runs

based on the business rules and front-end engine runs to provide high satisfaction user

experience.

https://scholar.google.com/scholar?hl=en&as_sdt=0%2C5&q=online+enrollment+syste

m+related+litera

ture&oq=Online+enrollment+system+literature+review#d=gs_qabs&u=%23p%3DrETFfJ

AD3FsJ

Users’ Acceptance of Online Enrollment Processes in a Higher Education

Luis F Rodriguez SFERC 2014, 129, 2014

Little is known about acceptance of online enrollment processes. Satisfaction is part of

the assessment, but evidence suggests that administrators are oriented to retention and

graduation rates instead of user perceptions. This study validated a tool that enables

the measurement of online enrollment processes by the analysis of perceptions. Little is

known about the acceptance of the online enrollment processes (Noel-Levitz, 2010).

Educators and administrators must understand how students perceive online enrollment

processes but they are focused on the development of online education programs.

Online education is the subject of research, but online enrollment and other ancillary

services have received little scholarly attention because they are considered operational

activities. A standardized tool that enables the academic administrators to evaluate

online enrollment processes as the business component of an online education program

does not exist.

https://scholar.google.com/scholar?hl=en&as_sdt=0%2C5&q=online+enrollment+syste

m+related+litera

ture&oq=Online+enrollment+system+literature+review#d=gs_qabs&u=%23p%3DQb5q

X4f0RGQJ

Materials and methods on digital enrollment system for educational institutions

Marjorie Chamilco, Alex Pacheco, Cesar Peñaranda, Edwin Felix, Mario Ruiz Materials

Today: Proceedings, 2021

The enrollment process of an educational institution becomes very complex when the

waiting time is prolonged and crowds of people are created. Technological tools are the

most effective way to deal with this problem. Therefore, this research seeks to optimize

the processes that make up the enrollment management of an educational institution

through the implementation of a digital enrollment system. The development of the

digital enrollment system was divided into four phases. Planning: Where the system

requirements were described. Design: A simple model was chosen according to the

established requirements. Coding: Programming languages were used that helped in

the structure, customization and operation of the system. Test: The system was verified

for errors. In this sense, the digital enrollment process was optimized, such as student

enrollment, registration and reports, allowing the reduction of crowds, time and human

effort. It allowed collaborative work at a distance between the institution and the

students, being a technological and innovative aid that reduces the time of the

enrollment processes, in an equitable and transparent way, guaranteeing freedom of

choice and equal access opportunities to remote education in times of pandemic.

https://scholar.google.com/scholar?hl=en&as_sdt=0%2C5&q=enrollment+system+relate

d+literature&bt nG=#d=gs_qabs&u=%23p%3DzEQMLFKVSxUJ

Local Literature

Students’ Assessment of the Online Enrollment System of Nueva Ecija University of

Science and Technology: An Experienced Based

JENNILYN C MINA, ROMEO B CAMPOS JR, ELLEN JANE G REYES, MARVIN DG

GARCIA, RHOEL ANTHONY G TORRES

The pandemic crisis brought a multitude of challenges in every higher educational

institution for the reason that the national government imposed different restrictions and

health protocols.Hence, this study aimed to determine the predicaments, situations, and

experiences of students specifically in terms of the online enrollment process of Nueva

Ecija University of Science and Technology for the academic year 2020–2021. The

researchers of this study used a descriptive method of research to assess the feedback

of 1,078 students in terms of the system’s functionality, reliability, usability, efficiency,

maintainability, and portability. The results have shown that the students found the

system very good in terms of its functionality, reliability, usability, efficiency,

maintainability, and portability and only good concerning its efficiency. This means that

the system provides a high level of quality and requires minimal rectifications for

improvement. In that case, the researchers suggested improving the system in terms of

efficiency which is about the use of possible input to produce a quality and highest

possible amount of output.

https://scholar.google.com/scholar?hl=en&as_sdt=0%2C5&q=online+enrollment+philipp

ines+related+li terature&btnG=#d=gs_qabs&u=%23p%3DpOE1XvzcRcoJ

Advancing pre-enrollment procedure through online registration and grade evaluation

system

Eunice B Custodio, Mayleen Dorcas B Castro International Journal of Signal Processing

Systems 4 (5), 399-404, 2016

Online processing is one of the many advantages of the use of internet technology.

Enrollment procedures in many universities not only in the Philippines usually done in

manual process even with the advent of internet and with many sophisticated

technologies. The purpose of this study is to design and develop an Online Registration

and Grade Evaluation System in advancing the Pre-Enrollment Procedure. The system

can help improve student’s registration, grade evaluation and record keeping system of

Bulacan State University, one of the Universities in the Philippines. The system can
provide online registration of students, viewing of grades through their personal

account, creation of subjects and curriculum, managing of different user accounts for

faculty members and students, online evaluation of grades using the subject pre-

requisite system and printing of evaluation certificates and grade checklist of the

students. The developed system can help the different Colleges of the University in

terms of their enrollment procedure which can minimize inaccuracies and errors.

https://scholar.google.com/scholar?hl=en&as_sdt=0%2C5&q=online+enrollment+philipp

ines+related+li terature&btnG=#d=gs_qabs&u=%23p%3DplsV5QUNko8J

Enrollment system with descriptive analytics

Ma Grace P Miranda, Elisame P Barroso, John F Antuerpia, Jaina A Alcera, Louie F

Agustin

International Journal of Advanced Research in Computer Science 10 (2), 2019

Technology has been a great help with various organizations including academic

institutions in making transactions easier and faster. Schools have been incorporating

information systems that could ease the difficulties on handling large amounts of data

and tedious processes. This study focuses on one of the major information systems

being used by these academic institutions, the Enrollment System which also includes

the assigning of schedule, sectioning of classes, and monitoring of enrollment

requirements. The system also utilizes descriptive analytics to provide an accurate

enrollment report.

https://scholar.google.com/scholar?hl=en&as_sdt=0%2C5&q=online+enrollment+syste

m+philippines+r elated+literature&btnG=#d=gs_qabs&u=%23p%3DITWLuFyuE0oJ
Review of Related Studies

Local Studies

An enrollment system help and provide efficient and reliable services to the

students, enrolment personnel and administration. Moreover, this system improved the

process of enrolment in terms of searching, retrieving and subject schedules. (Lopez,

2005)

Many problems and difficulties were identified in the existing system of Dagupan

City National High School (DCNHS). These major concerns are affecting the efficient

enrolment system of students. Security of the students records were found to be at high

risk. The current system may fail to protect some important documents. It has also

untimely and inefficient report generation. A computerized system for DCNHS shall

result to a significant increase in the number of enrollees. (Cayabyab, 2007)

In educational institutions like Harvent School in Dagupan City, Composed of

elementary and high school level. The school puts premium to its registration. The

enrollment process is the initial stage in gathering bon fide and accurate student

information necessary to establish student permanent records. A registration and billing

system is needed by the institution to address the statedsituation. The study has been

made to help Harvent School gather fast anddeliver accurate information (Calabozo&

Fernandez, 2006).

Based on the researcher, a web-based enrolment system for Ven'tas 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 Enrolment
System for VPS that this new style of enrolment may be achieved. This new type of

system offers its students newoptions 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,

thepayment of tuition fees must be made in the school's registrar. The students may

also browse the web site 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).

Local Studies

Automation Enrollment System Gumitao (2001), system is designed to provide reports

of the list of enrollment per school year, periodical grade of students, and list of new, old

and transferees Revalla (2005) created an Automation Enrollment System for the

computer Science Department of the Laguna College business and Arts. The study was

conceived because of the need to update the current registration system of LCBA,

which is done manually. Her study, was based on the special problem of Mr. Bonifacio

E. Bacani, Jr. about “Student Record information System”.

Kampitan (2000) developed an Enrollment System of Liceo De Victoria that is designed

to keep the students records. This is used to provide an effective and faster of providing

information of the student and also the accounting purposes’ Liceo De Victoria
Enrollment was developed and implement using relational database and designed in

clipper 5.3.

Earlier, Encila (1999) Introduced the Enrollment System for the computer Science

Department of LCBA and traders, designed of enrollment System is advantageous to

the school because it speed up the process and with only a minimum amount of power

and resources.

Foreign Studies

San Carlos School District

In order to make the registration process simpler and more efficient during your

child’s time as a student in the San Carlos School District and in an attempt to “Go

Green”, the San Carlos School District now uses an online process to gather student

information while maintaining confidentially and security. To complete or update your

child’s Infosnap forms, you will need an access code (or “Snap Code”). If you do not

have a Snap Code or have forgotten it, please contact the District Office at (650)508-

7333.

Cardinal Charter Academy

Cardinal Charter Academy is a tuition-free public charter school educating

students in grades K-8 who reside in North Carolina. For 2014-2015 school year

applications will be accepted in grade levels K-7. Subsequent grades will be added

each year. Cardinal Charter Academy is governed by the Triangle Charter Education

Association of North Carolina and a member of the Charter Schools USA (CSUSA)

family of schools. (http://www.cardinalcharter.org )

 The Southern California Community College Long Beach City College has gone

live with a Cognos-Based faculty and student scheduling management system that was

designed by Irvine, CA-base 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. The school’s scheduling management

system budgeting and planning up to three months to compile, consolidate, and

implement. Updating and checking of faculty and students Information was inspired by

the advancement of modern technology. The researchers gathered data necessary in

the scheduling system for the success of the study providing benefit of the employees

and students so they can have access and have access and have the ability to manage

information directly and conveniently. (Koft, 2007)

A Local Area Network Enrollment System (LANES) is a broad system. It isa

combination of different function areas such as databases, searching, retrieval,and

update of student records, checking of student's schedule, computation offees.

(Dzubeck, Frank, 2003).

Synthesis

The above mentioned concepts on the computerization of enrollment system 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 effort

exerted by the staff in updating student records and record keeping. The concepts also

point to the features of the present study as the database maintenance will be

integrated by the developers in the proposed system.

 Chapter 3

METHODOLOGY

The research is adopted to a descriptive method. This employs the systems analyses

method oriented towards computer approach likewise with the utilization of

questionnaire on the survey of the information flow within the organization.

Research Design

This study will use the descriptive-survey of research, utilizing the questionnaire as the

main gathering tool, which will be supported by relevant confidential information based

on interview and observation. This method will be used because it is a status survey

that will reveal the conditions and relations of the different processes and persons

involved with the proposed system.

Respondent of the Study

The respondent of the study will be the Administrators, faculty and the students of

Batuan Elementary School in Batuan Pototan, Iloilo. They should be known all the

information involved in the system. Wherein, the researcher prepares a set of carefully

prepared and logically ordered questions. This respondent focuses on the

employees/staff and students for they are very important in a sense that this study is all

about them.

Sampling Method

The sampling method will be used in this study to collect data from participants is the

stratified random sampling. Stratified random sampling is a method of sampling that

involves dividing a population into smaller groups–called strata whereas the groups or
strata are organized based on the shared characteristics or attributes of the members in

the group (Nickolas, S 2021).

Data Gathering Instrument

These are the instruments or tools for gathering data in research used as basis for

drawing conclusions or making inferences. Some of these tools are questionnaires,

interviews, research and analysis used by the researcher as they will conduct the

proposed study.

Validity and Reliability

To validate the research materials in this study, the materials was submitted to the

experts in the field of research which are the research professor and the research

adviser. Validity is probably the single most important aspect of the design of any

measurement of the instrument educational research (Muijih, 2004).

The questionnaire which is the main gathering tool in this study was submitted to the

research professor and adviser to see the appropriateness and meaningfulness of every

research questions. The comments and suggestions of the professor for the

improvement of the materials were followed and applied.

As the validity was established, reliability testing followed. Reliability of instrument is

needed to make sure that the instrument can be consistent if used in other time. The

researchers made a test-retest consist of multiple questions, and then the researchers

disseminate it to administrators, faculty and the students.

Data Gathering Procedure

The questions created were established to the Google form and answered by the target

respondents. In answering the questionnaire, the respondents are asked to choose one
option by giving mark (X) or checklist (√).The data collected from the form was tallied

and prepared for the data analysis. The responds will be use for the basis on

implementing and constructing the enrolment system.

Data Analysis

In this research, all the data gained from the result of the questionnaire will be analyze

and studied. The responds will determine if the proposed enrolment system will be

aligned or match with respondents available resources for online transactions to the

community’s available funds.