PROPOSED DESIGN AND DEVELOPMENT OF AN

AUTOMATED ENROLLMENT MANAGEMENT

SYSTEM OF JUNIOR AND SENIOR HIGHSHOOOL
DEPARTMENT IN SISTECH COLLEGE OF
SANTIAGO CITY, INC.

Researchers:
BESSY C. GAVINA
KERT WARREN S. VALDEZ
JOAINNA MARIE SILVERIO
SHANAIA DUPITAS
Abstract
This research proposes the development of an enrollment system for SISTECH College of Santiago City
Inc. to enhance the efficiency and accuracy of student registrations. The system employs a three-tier
architecture to separate the user interface, application logic, and data storage, ensuring a scalable and
maintainable solution. Utilizing the Waterfall methodology, the project follows a sequential design process,
allowing for thorough documentation and systematic development.

The front-end of the system is developed using Visual Basic, providing an intuitive and user-friendly
interface for both students and administrators. MySQL serves as the database management system, with
XAMPP used to facilitate database and PHP execution on a local server. This combination ensures robust
data management and secure storage of student information.

The scope of the system encompasses all student enrollment activities, including application submission,
document verification, and course registration. It also supports administrative functions such as record
management and reporting. However, the system's limitation is confined to the students and it’s inability to
explore online since this is a ofline system.
Through the proposed system, the college aims to minimize manual processing errors, reduce
administrative workload, and improve overall operational efficiency, thereby providing a seamless and
transparent enrollment experience for all users.
Chapter 1 - Rationale
SISTECH College of Santiago City Inc.'s current enrollment procedure is
marked by errors, inefficiencies, and a heavy administrative load. An automated
enrollment management system must be created in order to address these
problems. By addressing these issues, the suggested solution seeks to
enhance the whole enrollment process for both administrative personnel and
students.
The goal of SISTECH College of Santiago City Inc.'s proposed enrollment
management system is to improve the enrollment procedure. Utilizing modern
technologies and approaches, the system will offer a smooth, effective, and
secure platform for student enrollment management. This investment will
support the institution's dedication to quality and innovation by simplifying
administrative processes and improving the overall student experience.
 Statement of the Problem
1.Unexpected errors increases due to manual input; data redundancy
2.Time consuming process; and
3.Having trouble locating student information.

Objectives of the Study

1.To decrease or to avoid unexpected input errors due to manual process;
2.To make the registrar a user-friendly system that reduces time consumed;
and
3.To provide an easy access locating students and management records.
Significance of the study
The goal of this study is to reduce the administrative workload
and benefit those who are preparing to enroll in SISTECH College of
Santiago City, Inc.
The records are well-organized as well as the security of the
student’s information for Registrar’s, Accounting’s and Dean’s
Office. The employees can easily update, add, and edit the
information if needed. The information will not delete permanently in
database.
Scope

The overall purpose of this study is to meet the goals and objectives of the
school. The proposed study has covered the management and maintain the
student’s information, process enrollment, registration, and monitoring of class
schedules. The target respondents of this study are the School admin,
Registrar, and students from Grade 7 to Grade 12 covering the Junior and
Senior High School Department. In addition to, the registrar has the full
authority to manage and manipulate the whole system which includes the class
schedules, room designations, subjects, and teacher’s advisories.
Limitation of the Study
The proposed solution does not include connection with
any other online platforms or system software present
within the School. It is solely responsible for the advantages
of having an effective, dependable, and secure method of
managing enrollment operations, with or without an internet
connection. In addition to, the system is confined to the
students to utilize security and confidentiality.
Definition of Terms
• VISUAL BASIC .NET- Is a multi-paradigm, object-oriented programming language,
implemented on .NET, Mono, and the .NET Framework.

• MySQL - a relational database management system (RDBMS) developed by Oracle that is

based on structured query language (SQL).

• Expedite - to accelerate the process or progress of : speed up

• Database - a usually large collection of data organized especially for rapid search and
retrieval (as by a computer).

• MODULE - a section of code that is added in as a whole or is designed for easy reusability.
Conceptual Framework
INPUT PROCESS OUTPUT
LEARNERS Visual Studio vb.net A.Number of Student Enrolled
A.Student’s Classification (OLD,NEW TRANSFERRED AND
- New Student MySQL Database RETURNING)
- Old Enrollee - Total count of Male
- Returning Student
- Transferred Students
Back end Programming - Total count of Female

B.Student Id Number User Interface Outline and

Designing B.Total Number of Students
C.Student’s Personal Information
- First Name Add, Edit, Search and Update C.Displays the student’s complete
- Middle Name Records from database information including year level
- Last Name Displays the name of Adviser per
- Gender
- Date of Birth Debugging year level
- Complete Address
- Year Level
TEACHING PERSONNEL/ADVISER Displays the complete confidential
Teacher’s Information information of staffs and faculty
- Last Name
- Middle Name
- First Name
 Chapter II- Review Related Literatures
Foreign
Title: Student Enrollment System
Fathima Amna Ameer Hamza (2021) discussed a Student Enrollment System deisgned using
Visual Studio 2012 and C# Programming Language for ESOFT Metro Campus, Colombo, Sri
Lanka.
This project aims to create an easy-to-use student enrollment system using Visual Studio 2012
software and C# programming language. The system allows administrative staff to register,
delete, and search for students, calculate course fees, and manage student information. The
system is designed for administrative staff and can be used anytime on any desktop device.
However, it has limitations due to its internal university community nature. The researchers
aimed to evaluate the system's performance in processing enrollments, managing data, and
supporting administrative tasks. The project has a wide scope for future expansion, including
adding student images, email IDs, and e-signatures. A mixed-methods approach was used to
gather comprehensive data on the enrollment system, using semi-structured interviews and
structured questionnaires. The project Data Grid is a simple and easy-to-use component that
can access databases and perform various functions.
 Chapter II- Review Related Literatures
Local
Title: Higher Education Enrollment Decision Support System in the Lens of Stakeholders
of a State University In Northern Philippines
Javier (2019) provided a tool to support registration, assessment, and grade monitoring of
students using PHP and MySQL.
Information technology has revolutionized various aspects of life, including organizations,
transactions, and processes. Management Information Systems provide accurate and timely
information for lower-level management, while Decision Support Systems produce necessary
information and reports for managers. In educational institutions, student information systems
(SIS) are commonly used to manage student data. The Higher Education Expert Decision
Support System (HEEDS) was implemented at CSU Aparri by seven colleges in the past four
semesters. HEEDS aims to aid academic institutions by providing expert and decision support
systems for maintaining student records, faculty and staff information, and related information
for offices like registrar, accounting, cashier, and collecting offices. A descriptive research
design was used to evaluate the usability of HEEDS, using a survey questionnaire and key
informant interviews. The study found that the HEEDS system had strengths such as
accessibility, easy access to individual account information, intelligent decision support
mechanisms, easy monitoring of student and faculty information, and easy access to reports.
However, key problems were encountered among students.
Chapter III- Methodologies
Methodology refers to the specific procedures or techniques
used to identify, select, process, and analyze information about the
overall validity of the topic. Researchers will use the Waterfall
Methodology— is a sequential approach to project development that
involves completing each phase before moving on to the next.
This Chapter helps the Researchers, to clearly define our
research questions, hypotheses and study’s objectives. It also used
to identify the most appropriate design, how data collection should
occur, and what methods for data analysis will use.
Development Approach
This study used Waterfall Model for System
Development Life Cycle (SDLC) that involves series
of subphases— such as Requirement Analysis,
System Design, Development, Testing, Deployment,
Maintenance. In this model, typically, the outcome
of one phase acts as the input for the next phase
sequentially. Researchers clearly chooses this
development approach which also defines the
workflow or process of the proposed enrollment
system. The system will include different modules
and forms that is useful for the system development
and testing.

Figure 01: Waterfall Development Model

Phases:
Requirements. The first phase is to understand and document all requirements for the
enrollment system. Researchers may conduct meeting with the registrar or school administrator
to gather information. This phase also uses surveys, interviews and focus groups to validate the
needs and analyze existing enrollment processes and identify areas for improvement.
System Design. The second phase is to plan the architecture and design of the Enrollment
system based on gathered data/requirements. This phase also covers creating high-level
design documents including system architecture and data flow diagrams, user interface
designs, module specifications and hardware requirements.
Implementation. The third phase is the implementation. This phase includes the development
of the system based on the design documents. This phase also includes the writing of code for
different components of the enrollment systems such as user registration, grade level and
strand selection and payment processing. It also ensures the integration of all modules and
components.
Testing and Integration. The next phase is the Testing and Integration phase. This phase
ensures the system’s functionality and should meet the specified requirements. In this phase,
Researchers will perform unit testing on individual and integrated components to assure
system’s scalability.
Phases:

Deployment (Installation). The fifth phase where the deployment of the system
into live environment occurs. It covers the installation of the system, the
configuration of environment including setting up of databases and servers, and
provision of training to users on how to use the new system.

Maintenance. In this phase, the main objective is to ensure the system’s

continues functionality and meets user needs over time. Monitoring the
sysstem’s performance and address any issues. Providing support and
troubleshoot problems as they arise and implement bug fixes and
enhancements based on user feedback.
Software and Hardware Requirements
In developing an efficient enrollment system, researchers concludes to consider both software
and hardware requirements to ensure the system’s functionality and compatability.
SOFTWARE REQUIREMENT

Operating System Latest Version of The table represents the specified software tools
Windows 10 or that will be use in developing the system. Latest
Windows 11
Version of Windows 10 or 11 to provide a stable
Database MySQL, XAMPP
environment to host the enrollment syste. In
Management System
managing the storage, retrieving and updating of
(DBMS)
enrollment data, researchers will use MySQL
Custom Application Microsoft Visual

Studio 2015
running in XAMPP. Develop using Microsoft Visual
HTML, CSS
Studio to power the core functionality of the system.
Security Firewall
HTML and CSS to provide a responsive and user-
friendly interface.
Table 01: Software Requirements
 Software and Hardware Requirements
In developing an efficient enrollment system, researchers concludes to consider both software
and hardware requirements to ensure the system’s functionality and compatability.

HARDWARE REQUIREMENT

Table 02 shows the hardware requirements and

Processor Intel Core i5 or higher
specifications to support the overall performance of
Memory (RAM) 16 GB or higher
the system. High-perforamance CPUs to handle
multiple users requests, data processing and
Storage 256 GB or higher ensures smooth operation of the enrollment system.
Adequate RAM for fast access to data and effficient
Peripherals/Output Monitors, Keyboard,
processing of multiple operations and peripherals
Devices Mouse, Printers
essential for printing enrollment forms.

Table 02: Hardware Requirements

System Architecture/ Design
• The proposed system titled PROPOSED DESIGN AND DEVELOPMENT OF
AN AUTOMATED ENROLMENT MANAGEMENT SYSTEM OF SISTECH
COLLEGE OF SANTIAGO CITY, INC - HIGHSCHOOL DEPARTMENT is
mainly designed to enhance the current system which is handled manually by
the management. It also shows the integration of various software
requirements and hardware specifications to ensure efficient data
management and seamless workflow. Below, is a comprehensive explanation
of the system's technical operations.
The system follows a three-tier type of architecture mainly consisted of
Presentation Layer (focuses on User interface), Application Layer (focuses on
system’s logic) and Data Layer (focuses on system’s data management).
• Presentation Layer (Front End). The user-interface is developed by HTML, CSS and
Microsoft Visual Studio . Responsible for interacting with users. It provides the visual
elements and controls through which users interact with the system.

• Application Layer (System’s Logic). The application layer is handled by PHP (Hypertext
Preprocessor), which processes user inputs and manages interactions between the UI and
the database. It plays a crucial role in the fuctionality of the system. This layer is responsible
for processing user inputs, handling rules and managing communcation between the front
end and data layer.

• Data Layer (Database Management). The system utilizes MySQL as its database
management system, with the database hosted on a local server powered by XAMPP, which
also supports PHP execution. The tbladmin table is dedicated to storing user information,
while additional tables handle transactional data, log entries, and system settings. It is
responsible for managing data storage, retrieval and manipulation.
 COST BENEFIT ANALYSIS (CBA)
CURRENT MANUAL DESCRIPTION ESTIMATED COST PROPOSED SYSTEM DESCRIPTION ESTIMATED COST
SYSTEM
Printer, etc.. 10,000.00
Office Supplies High due to manual 3,000.00
Computer hardwares New, efficient computers 23,000.00
process
and servers
Printer 15,000.00

- Ink
Office Supplies Reduced due to 1,000.00

- Maintenance automation

Hardwares Older computers and 27,000.00 Utilities Lower due to energy- 1,000.00

servers efficient equipment

Maintenance Frequent repairs and 3,000.00 (annually)

Maintenance Lower due to new 2,000.00
updates
equipment

Utilities Higher due to to inefficient 2,000.00 (annually)

Miscellaneous Contingency for 2,000.00
equipments
unforeseen expenses
Miscellaneous Unpredictable costs 3,000.00

Total 55,000.000
Total 39,000.00

Total Cost Benefit = 16,000.00

 GANTT Chart

ACTIVITIES SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY

Data Gathering 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

The Approval

Database

Design

System Design

Programming

Coding

Software

Development

Testing
System Flowchart Figure 02 illustrates the flow of the
proposed system that shows how the
system works and the components of each
of the processes as well as the overall
design of the system being implemented
and its specific requirements. First, security
requires log in to direct into the main form.
Upon logging in, the form will be the first in
the mdule displaying the directory to enroll,
view records for enrollment and manipulate
the content of Faculty and Management.
The main Enrollment Module will display
the choices of New, Old, and Transferre
Enrollees. The registrar will now decide the
directory of the enrollment, whether the
student is partially or official enrolled. The
second module displays the directories for
Viewing records or information of a certain
student, displays the schedules for each
class inclusing the vacants and busy
schedules. Another Module named the
faculty and management allows user to
manipulate and update the list and records
of the faculty and staffs.
THANK YOU!
 FINALLY,
DEFENDED!