Students' Admission and Enrollment Software

STUDENTS ADMISSION AND ENROLLMENT
SOFTWARE IN JOSE RIZAL MEMORIAL

STATE COLLEGE
JOHN D. SAGAPSAPAN
March 2007
JOSE RIZAL MEMORIAL STATE COLLEGE
The State College in Zamboanga Del Norte
STUDENTS ADMISSION AND ENROLLMENT
SOFTWARE IN JOSE RIZAL MEMORIAL
STATE COLLEGE
A Thesis
Presented to the
Faculty of Graduate School
Main Campus, Dapitan City
In Partial Fulfillment
of the Requirements for the Degree
Master of Science in Information Technology
JOHN D. SAGAPSAPAN
March 2007
i
Intentionally leave this blank
ii
Republic of the Philippines
The State College in Zamboanga del Norte
GRADUATE SCHOOL
CERTIFICATION
This is to certify that JOHN D. SAGAPSAPAN took and successfully passed the
Comprehensive Examination on May 29, 2006.
SALVADOR Y. CAMPISEO, Ed.D.
Dean, Graduate School
IN PARTIAL FULFILLMENT of the requirements for the degree MASTER OF
SCIENCE IN INFORMATION TECHNOLOGY, this thesis entitled STUDENTS
ADMISSION AND ENROLLMENT SOFTWARE IN JOSE RIZAL MEMORIAL
STATE COLLEGE has been prepared and submitted by Mr. JOHN D.
SAGAPSAPAN, is hereby recommended for ORAL DEFENSE.
EDITH D. DIMALIN, MSIT
Adviser
ii
iii
GRADUATE SCHOOL
APPROVAL SHEET
This thesis entitled STUDENTS ADMISSION AND ENROLLMENT
SOFTWARE IN JOSE RIZAL MEMORIAL STATE COLLEGE prepared and
submitted by Mr. JOHN D. SAGAPSAPAN has been reviewed and approved by the
Thesis Committee.
EDGAR S. BALBUENA, Ed.D.
Chairman
SALVADOR Y. CAMPISEO, Ed.D.
Vice Chairman
CECILIA S. SAGUIN, Ed.D. EVELYN R. CAMPISEO, Ed. D.
Member Member
iv
APPROVED by the PANEL OF EXAMINERS ON FINAL DEFENSE on
March 26, 2007 with a rating of ________.
Chairman
EVELYN R. CAMPISEO, Ed.D. CECILIA S. SAGUIN, Ed.D.
Member Member
SALVADOR Y. CAMPISEO, Ed. D. DAVIS D. DIMALIN, MSIT
Member Member, External Consultant
APPROVED by the Dean of Graduate School.
SALVADOR Y. CAMPISEO, Ed. D.
Dean
ACCEPTED by the President for the degree MASTER OF SCIENCE IN
INFORMATION TECNOLOGY.
President
D Da at te e s si ig gn ne ed d: :_ __ __ __ __ __ __ __ __ __ __ __ __ __ _
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DEDICATION
This modest work is wholeheartedly dedicated
to my wife, Edenrose
to my parents, Genero and Conchita Sagapsapan
to my brothers and sisters
and most specially to our personal savior
Lord Jesus Christ.
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ACKNOWLEDGMENT
This humble piece of work is a product of the assistance and cooperation of
the following people for whom the researcher wishes to acknowledge sincerely his
indebtedness and gratitude:
Dr. Edgar S. Balbuena, President of Jose Rizal Memorial State College
System, Dr. Evelyn R. Campiseo, Vice President for Research, Extension and
Special Concerns, Dr. Cecilia S. Saguin, Vice President for Academic Affairs,
Professor Edith Dimalin, Adviser and Professor Davis D. Dimalin the external
consultant, for their support, encouragement and invaluable assistance for the
development of this manuscript;
To the friends of the researcher, Dr. Salvel R. Campiseo, Engr. Richie L.
Lacaya, Engr. Angelito M. Punzal, Engr. Rey Anthony Lumanta, Engr. Joseph
Aurelious P. Jacinto, Armando T. Saguin, and Ves Mark A. Rabor;
To his wife, Eden, brothers and sisters namely Boy, Tinoy, Mario, Joel, Angie
and Divina, dear parents, relatives, aunts and uncles, for inspiring the researcher;
To the respondents of the study, for answering the questions during the interview
honestly and sincerely.
To all, the researcher is indeed very grateful.
Doy
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T TA AB BL LE E O OF F C CO ON NT TE EN NT TS S
Pages
Title page i
Certification ii
Approval sheet iii
Dedication v
Acknowledgment vi
List of Tables x
List of Figures xi
Abstract xii
C Ch ha ap pt te er r
1 1 T TH HE E P PR RO OB BL LE EM M A AN ND D I IT TS S S SC CO OP PE E
Introduction 1
Theoretical/Conceptual Framework of the Study 2
The Schema of the Study 6
Statement of the Problem 7
Significance of the Study 7
Scope and Limitation 8
Definition of Terms 8
2 2 R RE EV VI IE EW WO OF F L LI IT TE ER RA AT TU UR RE E A AN ND D S ST TU UD DI IE ES S
Literature 10
Studies 13
viii
3 3 R RE ES SE EA AR RC CH H M ME ET TH HO OD DO OL LO OG GY Y
Research Method 17
Project Design 17
General System Architecture 19
Project Development Life Cycle 20
Project Description 27
Project Structure 27
Testing Operation and Procedures 41
Hardware requirements 42
Network Connections and Layout 43
Software Requirements 45
Software Testing Procedure 45
Evaluation Procedure 46
4 4 R RE ES SU UL LT TS S A AN ND D D DI IS SC CU US SS SI IO ON NS S 4 47 7
5 5 S SU UM MM MA AR RY Y, , F FI IN ND DI IN NG GS S, , C CO ON NC CL LU US SI IO ON NS S A AN ND D R RE EC CO OM ME EN ND DA AT TI IO ON NS S
Summary 59
Findings 59
Conclusions 60
Recommendations 60
B BI IB BL LI IO OG GR RA AP PH HY Y 61
ix
A AP PP PE EN ND DI IC CE ES S
Appendix A Letter of Request 62
Appendix B Endorsement Letter 63
Appendix C Request Letter for Software Testing 64
Appendix D Database and Table Names 65
Appendix E Data Element Dictionary 67
Appendix F Entity Relational Diagram 77
Appendix G Evaluation Sheet 81
Appendix H Source Code 103
Appendix I Curriculum Vitae 123
x
L LI IS ST T O OF F T TA AB BL LE ES S
T Ta ab bl le es s P Pa ag ge e
1 Comparison of the Existing and proposed system 53
2 Checklist of Features 68
2 Evaluation of Software Quality Factor: Functionality 96
3 Evaluation of Software Quality Factor: Reliability 97
4 Evaluation of Software Quality Factor: Usability 98
5 Evaluation of Software Quality Factor: Efficiency 99
6 Evaluation of Software Quality Factor: Maintainability 100
7 Evaluation of Software Quality Factor: Portability 101
8 Results of the Project Evaluation 102
xi
L LI IS ST T O OF F F FI IG GU UR RE ES S
Figure
1 Schema of the Study 6
2 AES - General System Architectural Design 19
3 Project Development Life Cycle 20
4 General System Structural Design of ES 28
5 Subject Scheduling - Screenshot 29
6 Entry / Inquiry of Students Grade 30
7 Students Grade - Online Viewing (screenshot) 31
8 Students Master List (sub-module) 32
9 Report Module - Teachers Program 33
10 Report Module Curricular Offering per Course,
Year level and Block Letter 34
11 Report Module Enrollment Update 35
12 Setting Module Teachers information 36
13 Settings Module - Student Locator 37
14 Settings Module - Adding of Subjects 38
15 Settings Module - Dropping of Subjects 39
16 EDP Module 40
17 Network Topology Used in the Project 44
18 Existing Admission and Enrollment Flow 50
19 Proposed Admission and Enrollment Flow 52
2 20 0 S Sy ys st te em m I In nt te eg gr ra at ti io on n / / F Fu us si io on n o of f F Fe ea at tu ur re es s 5 57 7
xii
STUDENTS ADMISSION AND ENROLLMENT SOFTWARE
IN JOSE RIZAL MEMORIAL
STATE COLLEGE
Abstract
The study aimed to develop an admission and enrollment software to managed
records of students in the Registrars Office of Jose Rizal Memorial State College, Main
Campus, Dapitan City.
The researcher utilized the developmental research method, a systematic
study of designing, developing, and evaluating computer programs,
processes, and products that must meet criteria of internal consistency and
effectiveness. Developmental research is particularly important in the field
of information technology. This research involves situations in which the
product-development process is analyzed and described, and the final
product is evaluated. There were 35 respondents utilized and
evaluate the functionality, reliability, usability, efficiency maintainability and portability
of the software.
The existing students admission and enrollment procedures of students in
JRMSC followed eight steps. The proposed students admission and
enrollment software eliminated some of the steps in admission and enrollment
and only five steps were retained. Some features of existing students
admission and enrollment software were integrated to form the admission and enrollment
system for JRMSC.
The researcher recommends the implementation of Students Admission and
Enrollment Software in Jose Rizal Memorial State College.
Chapter 1
THE PROBLEM AND ITS SCOPE
Introduction
Today, people are getting more dependent upon computer technologies.
Practically because almost all dimensions of mans life have been computerized. The fact
is, the use of this technology makes paperwork more efficient and effective. In
educational institutions its usefulness ranges from electronic instruction delivery to a fast
record management of students. Fast tracking record of students basically starts from
admission and enrollment process.
In the Philippines, admission and enrollment in most schools are done manually.
In fact, some schools and colleges in small cities and more so in rural areas do not utilize
and adopt computerized admission and enrollment because computers are expensive.
Moreover, there are only few employees or teachers who are computer literate. School
officials believe that the computerization of students record management system is
costly other than the difficulty that the employees encounter in its usage. But, in
developed countries with specialized advanced technologies computerized enrollment is
employed considering the usefulness and efficiency of the machine.
A matter of fact, students in some schools in the country enroll easily and retrieve
records aided by the Internet. Likewise, some professors deliver instructions, give
assignments and projects via computers and thus enable students to have access and
easier way to retrieve their records.
Many colleges and universities similarly do computerization during enrollment
and in managing students records. But a good number including in Jose Rizal Memorial
2
State College, located in Dapitan City has the students record management done
manually. With the recent developments today, JRMSC like other institutions and
establishments also endeavor to adapt the fast changing technology and including the
computers in facilitating jobs of the people. In the absence of application software that
makes their works easier and faster provides the reason for the researcher to get interested
with designing automation for Jose Rizal Memorial State College, Main Campus,
Dapitan City with focused on admission and enrollment.
Theoretical / Conceptual Framework
This study is based on the theory of Computerization by Graham (1988), which
states that a well-conceived and implemented automated student record system can
reduce the cost of handling the paperwork associated with record keeping. Even when
such a system proves initially expensive and actual reductions in current cost are not
achieved, it is justified given future savings and efficiency.
There are theories and principles that predict the overall effects and consequences
of the computerization of the workplace. These theories make the distinction between the
inputs of labor and capital in the economic marketplace. Labor, the use of human workers
as a resource, and capital, the investment of resources, money and materials, are the two
important parts in a company's production process. The introduction of new technology
into the work environment has effectively reduced the individual company's use of labor,
human workers, and increased the firm's investment or input in capital, into buying new
machines and creating new technology.
It is imperative that a balance between the inputs of capital and labor be
maintained in sustaining an efficient, effective and moralistic business. If the labor is
3
"present, working and productive the product will be better, creating more capital." New
technology does not necessarily need to replace workers; but can be used by workers to
increase productivity, helping them in their work rather than to replacing them in the
workplace. Only by maintaining such a balance can a company maximize its benefits and
success.
Another theory, which supports this study is the Production Theory. It places a
pure emphasis on capital as the key ingredient to the success of a company. Economists
Diwan and Chakraborts base this theory on the neoclassical theory of production that is
based on the idea that capital and labor are substitutes. "If the chance of reducing costs,
thereby increasing profits as well as production exists, any excess of non-necessities of
labor can be compromised or eliminated. Since the computerization of the workplace
eliminates labor while increasing profits and production, then it creates an efficient
allocation of resources.
New technologies, then, are ideal for advocates of the production theory. The
introduction of new technology in the workplace has not only greatly decreased costs, but
also increased production, thereby increasing revenues. Investing in technology, a
capital-intensive input results to increased profits. Labor, which is more expensive and
less productive, is no longer as essential to the company or institution.
In the competitive market, the company that best reduces costs and maximizes
profits enjoys the most success. If new technology can accomplish that task, then it is in
the firm's best interest and survival instinct to utilize that technology to its fullest extent;
otherwise, the firm may face extinction in the economic marketplace. The shift of firms
towards a more capital-intensive and technology-intensive focus simply reflects a more
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efficient and effective allocation of resources. The necessity of computer technology in
schools is very evident as when information from a student is requested; it is usually
needed promptly. When a certain college official make placement decisions about a new
student needs the previous schools records immediately to assign the student to the
appropriate programs and service. A counselor with a student in crisis needs immediate
access to records to help intervention specialist effectively deliver their services. A
school board making policy change to a no-pass/no-play rule needs analyses to support
its decision. Indeed, a well-designed student record system allows for timely retrieval of
information once it is needed.
On the other hand, McKinley (1999), states that, data quality is basic to well-
designed student system. Having clearly defined data elements that are used consistently
promotes data quality. Paper records; have traditionally been considered accurate,
although not necessarily complete or accessible. Maintaining data quality as information
is shared, analyzed, and reported is a characteristic of a well-designed system. Accuracy
is vital at every stage, from data collection, to entry, to the maintenance in the system.
Accuracy provides users with the confidence they will require to rely upon a student
record system.
Finally Abraham concludes that an effective automated student records system
provides the information required on request, easily, and without burdensome train-and-
error searching. Similar to an office system, the adequacy of a student records system is
often judged by how much time and effort are required to find and retrieve information.
Therefore, a key part of the designed of a student record management system is its
process for accessing, retrieving and reporting.
5
The schema of the study is found on Figure 1. It shows the concept of the
processes involve in the Students Admission and Enrollment Software in Jose Rizal
Memorial State, Main Campus, Dapitan City. The smallest circle, shows different
enrollment task and processes such as subject scheduling, which are done by the
Registrars Office representative; Students Admission, Grade Evaluation, Subject Listing,
Report Generation, Subject Listing, ID number Control. The middle circle, indicates the
systematic and sequential approach for the project development that begins at the system
level planning and progresses through data requirements gathering/analysis, design,
coding, testing. This phase is called processing, which integrates the given input and put
into place to come with the desired output. The last and the biggest circle shows the
output of the study, which describes the automation of reports using the software project
and be the solution of the existing problems encountered by the college. Henceforth, the
Jose Rizal Memorial State College is able to deliver better service to their clientele by
using Students Admission and Enrollment Software. The software produces online
viewing of students transcript of records, fast production of student related reports,
Electronic Data Processing of enrolled subject, student ID number auto generation, fast
retrieval of students information and security of records using password, These are
represented by the oval-shaped object in the schema.
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Figure1. Schema of the Study
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Statement of the Problem
The study aimed to provide an efficient application software solution for handling
students record management system in Jose Rizal Memorial State College, Main
Campus, Dapitan City. Specifically, it sought answers to the following questions.
1. What are the existing admission and enrollment procedures of student in
JRMSC?
2. What Students Admission and Enrollment Softwares can be integrated into
one composite system?
Significance of the Study
This study is deemed beneficial to the following:
Key Officials. The key officials of the college can avail of all related information
and related reports needed in relation to students of Jose Rizal Memorial State College,
Main Campus, Dapitan City.
College Registrar and Registrars Staff. Through the result of the proposed
system, the College Registrar may be able to provide immediate assistance in
evaluating grades in every subject taken by the students. It also provides
accurate reports such as enrollment update, number of students enrolled in
a particular subject, list of students enrolled in every instructor, certification
of grades enrolled by the students in a specified semesters, Master List in different
colleges, which includes students related information and the remaining account
balance, Transcript of Records for different purpose, Teachers Program,
reports for subject scheduling, students weighted average of all their subjects enrolled
and other related report.
8
The Deans. The deans of different colleges can monitor grades in all subjects
enrolled of the students for immediate supervision.
The Faculty. The faculty of the college will are freed from generating and sorting
the official list of the students enrolled in their subjects handled because the proposed
system can provide all data.
The Students. The student can get their Transcript of Records (TOR) without
delay.
Scope and Limitation of the Study
This study is conducted at Jose Rizal Memorial State College, Main Campus,
Main Campus, Dapitan City. It is limited to Admission and Enrollment procedures. The
study covers Subject Scheduling, Admission and Electronic Data Processing (EDP) of
subjects enrolled.
The study further generates report such as enrollment update, list of students
enrolled in every instructor, certification of grades enrolled by the students in every
semester, Students Master List and Transcript of Records (TOR), which are done in the
registrars office.
Definition of Terms
For common frame of reference, the researchers operationally defined the
following terms:
Admission and Enrollment Procedure. It means the entire process
wherein students who want to enroll at Jose Rizal Memorial State
College must follow undertakings for them to be a bona fide student. Thus the students
must secure documents needed before following the said procedure.
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Admission and Enrollment of Software. It is a new application software
solution proposed by the researcher in order to make the enrollment transactions and
generating reports efficient and more accurate.
AES. Stands for Admission and Enrollment Software
EDP. Is an acronym of Electronic Data Processing.
Electronic Data Processing. Is a computer application software used to entry all
enrolled subjects of the students.
Existing Admission and Enrollment Procedure. Is the present system adopted
by Jose Rizal Memorial State College used in admitting students.
Registrar Office. It is where the records of the all students of Jose Rizal
Memorial State College is being kept. It is also one of the respondents and the main
beneficiary of the study.
Students Record. Refers to the record of the students in the said college such as
students personal information, subjects enrolled, grades, and any other related
information pertaining to all students transaction.
Students Record Management. Is a process or a way of handling / keeping
students documents.
Chapter 2
R RE EV VI IE EW WO OF F LITERATURE AND STUDIES
A number of foreign literature that provided data and information related to the
study presented in this Chapter These were selected on the basis of their relationship to
the proposed study. Some were taken from a researchers magazines, published articles in
book.
Literature
Record organization is one of the most important components of records
management having a major effect on information accessibility and staff productivity.
Record management involves arrangement of information/records, the process that leads
to filing the information and the equipment in which the records are stored. (New
Zealand Ministry of Education)
In recording information about students, scheduling is an area being looked into.
Software scheduling involves an enormous complex set of factors and variables. The
PRC Educators scheduling software substitutes computer technology for traditional
manual scheduling operations at private, parochial and boarding schools. Optimism
algorithm labor and guesswork out of this manual tasks. Tom Finholt (2001)
Another activity, which is looked into also is admission. Admission is one of the
most important activities of school. PRC Educator Admission software adds powerful but
easy to use information management technology to this traditional paper based operation.
Building an Automated Student Record System describes steps that are useful for
education organizations to follow when planning for designing, implementing an
automated student records system. This fact should be particularly useful if the school is
11
moving from paper records to automated student records or if one is revising or replacing
an existing system. In addition, one may find information that is useful if one state
education agency is building a new student record system or expanding the collection of
individual student records. (Kings College London)
Student records traditionally have been kept only at the school. In recent years,
however many educational institutions agencies have begun to collect individual student
records. Typically it consist of data about students characteristics, program participation
and assessment resulta subset of data usually maintained at the schools and district
levels. The purposes of state-level databases are to promote continuous improvement in
schools, plan for program changes to help students achieve high standards, distribute
funds and hold school districts accountable for student achievement. Most of the
information included in state-level databases comes directly from schools and districts,
and the information may be transmitted electronically among levels of the states school
system. Sproul (2002)
According to Virginia Richardson Koehler (1988) one automated system is
equivalent to a hundred of working force. Computer works are not quiet good than that of
the human forces, but with the blink of ones eye, computer can produce a report. Lack of
creativity, on the other hand can cause nervous break down along the according to E. P.
Torrance (1990) of Modern Technology Magazines. But one has to go with new
technology nowadays, in order to be updated with it.
A well-design record system, whether using documents or automated systems,
yield many benefits. The most important of these is the ability to report information for
decision making about individual students, schools, programs, and school districts. A
second benefit, practically with automated systems, is efficiency in processing and
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exchanging student records among schools. When student record are added to an overall
management information system that includes information on staff, materials, and
budgeting for the school or school district, more manages can be accomplished and
efficiency will be improved. Student record systems, thus, play a key role in the overall
functioning of the education system; but more importantly, they increase the schools
ability to meet the needs of students.
Brain Software Corporation in Canada designed student Information Management
System (e-SIMS). A system allows for the easy and efficient movement of student
records among levels of the education system using standard formats. For instance, when
the student moves from one school to another within the same district, or to another
district, the information can be extracted, prepared and transferred electronically. The
school receiving the electronic record can download the student record, thus eliminating
the need for re-entering the information. Electronic data can also be received more
rapidly than paper document, enabling quicker decision-making about the student. Such
a system can also be used to transmit student record to a state education agency that
collects individual records.
As set forth by the Strategic Plan of Purdue University West Lafayette,
Enrollment Management aligned University resources for the purpose of enhancing the
quality and diversity of the student body, student learning experiences, student
satisfaction, and, as a byproduct, improving student retention and graduation rates of our
undergraduate enrollment. In so doing, Enrollment Management strives to enrich the
educational environment of Purdue University by streamlining the recruitment,
admissions, financial aid, retention, registration, academic scheduling, and billing efforts
of various divisions within the University with the overarching vision of forging an
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institutional identity as the educator of choice for the state of Indiana, the nation, and the
world.
An association that develops and reevaluate enrollment was founded, called
Enrollment Management. It is an association of university strategic partners consisting of:
The Office of Admissions, Bursar's Office, Division of Financial Aid, International
Students and Scholars, Student Access, Transition and Success Programs, Office of the
Registrar, and Space Management and Academic Scheduling. The implementation of the
model maintain lateral autonomy in which areas internally operate within the framework
of the enrollment strategy with an outcome of realizing university goals of achieve and
sustain preeminence in discovery, Attain and preserve excellence in learning through
programs of superior quality and value in every academic discipline and effectively
address the needs of society through engagement.
Studies
The Canadian Post secondary Education Institutions in order to meet the policy
and planning needs in the field of Post secondary education implemented ESIS or
Enhanced Student Information System, which is a national survey that provided detailed
Information on enrollments and graduates.
The implementation has begun since 2000, which replaced other Students
Information System of different schools and Institutions of Canada, this performed
Individual survey on students information. ESIS is a single survey offering common
variables for all levels of post secondary education. Upon full implementation, ESIS
captured annually enrollment and graduate information from all Canadian public post
secondary institutions.
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ESIS collects information pertaining to the programs and courses offered at an
institution, as well as information regarding the students themselves and the program and
courses in which they were registered, or from which they have graduated.
In addition, ESIS provides longitudinal data. It creates a unique longitudinal
record for each post secondary student, which in turn, provide a history of flows taken by
a student as he/she progress through the education system. ESIS aims to become the
means of following students throughout their academic careers in order to build a
comprehensive picture of student flows - that is their mobility and pathways within
Canadian post secondary education institutions. Mobility refers to geographic movement.
Pathways refer to movement among fields of study, levels of education, and registration
status (full-time and part-time). This information will be available from the ESIS
longitudinal files.
ESIS was developed under the aegis of the Canadian Education Statistics
council. The council is a joint body of Statistics Canada and provincial territorial deputy
ministers responsible for education. The Chief Statistician of Canada and a Deputy
Minister chair it jointly. The individual departments act collectively though the Council
Minister of Education of Canada. The development of ESIS was also made in
cooperation with various national organizations and government departments. As well,
ESIS is strongly supported by various federal and provincial departments with and
interest in education and by international bodies that really on statistics Canada for
educational data. ESIS plays and important role in fulfilling the student information
mandate.
15
Locale
Dipolog Medical Center, Foundation Inc. in its aim to be the center of excellence
offers not only courser in the field of medical education but also in the field of
information technology with competent instructors and professors. They developed a
students registration system to capture students information, which were used in
different offices and colleges/department within the campus.
Saint Vincents College, Dipolog City produces quality services to their clients
with the used of DOS based enrollment system, it provides faster services and accurate in
generating reports such as students master list enrolled in a semester, transcript of
records, students personal information and other related reports in relation to enrollment.
Xavier University Ateneo de Cagayan has been implementing the Enrollment
Information Systems (EIS) since school year 2005 2006. This application software
assists during students admission / enrollment and manages the following:
admission of new students
student, Instructor, and room schedules
enrollment or assigning of subjects to be taken by students
subjects to be taken by a student for the semester based on curriculum and
subjects taken.
assessment of fees to be paid by students
student payments
entry and control of student grades
generation and customization of reports
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Check valid students & captures time in/out (requires bar-coded ID, barcode
reader, and PC terminal at the entrance gate)
The Information and Communication Technology (OCT) Center of the
Mindanao State University Iligan Institute of Technology (MSU-IIT) has developed
and implemented an innovative computer-based solution for tertiary schools that
integrates key activities for admission, course scheduling, registration/enrollment,
assessment, billing, cashiering and students record management. It is a client-server
system, which makes use of the open-source (General Public License) software tools on
the server side, thus making its implementation very affordable even for small tertiary
schools. This system called e.SMS (Electronic School Management System) has been
used in MSU-IIT since 2000.
Chapter 3
RESEARCH METHODOLOGY
This chapter presents the methodology of the study. This involves the discussion
of the research methods, project design, project development, operation and testing
procedure and evaluation procedure.
Research Method
The researcher utilized the developmental research method, a systematic study of
designing, developing, and evaluating computer programs, processes, and products that
must meet criteria of internal consistency and effectiveness. Developmental research is
particularly important in the field of information technology. This research involves
situation in which the product-development process is analyzed and described, and the
final product is evaluated. There were 35 respondents utilized and evaluate the
functionality, reliability, usability, efficiency maintainability and portability of the
software.
Project Design
Over the past years, hundreds of design techniques have been
put into place. A few design techniques have been used by thousands of
software engineers come into two processes. These design processes
include architectural design. Students Admission and Enrollment
Software specifications undergo two consecutive design processes. Architectural
Design is the first process, in which the system study as whole is broken down
into components, called modules. These models are the components to make the
completeness of the software project.
18
Figure 2 in the next page shows the General System Architectural Design of
students and enrollment software of Jose Rizal Memorial State College, Main Campus,
Dapitan City, which displays the resulting design documents and describes how the
system really works.
The AES was installed in the registrars office for data manipulation such as
subject scheduling, entry of students grades, adding/dropping of subjects and generating
reports.
The Electronic Data Processing (EDP) Module was designed to incorporate all
subjects enrolled by a student. Thus, it was installed at the different colleges/department
such as the College of Arts and Science (CAS), College of Engineering (COE), College
of Education (CED), College of Industrial Technology (CIT), College of Nursing and
Allied Health Sciences (CNAHS), College of Marine Education (CMed) and the College
of Business and Management (CBM) was installed in a certain office wherein the
database server being installed.
Back-up database must be connected to the main database server and will be
updated every end of the day through Batch Processing. It must be located in a separate
room for security reason. Hence, it is the most important factor in maintaining the
reliability and integrity of students records.
Thus the Students Admission and Enrollment Software carries all the
responsibilities for safekeeping of all transactions taken by the students, faculty
programs, curricular offerings and keeping/recording students grades per semester,
electronic data processing of students enrolled subjects of their respective programs taken
in the college.
Figure 2 AES - General System Architectural Design
CAS
COE
CED
CIT
CNAHS
CMEd
CBM
Subject EDP in
different Colleges
Registrar Office
Subject
Scheduling
Entry of
Students Grades
Entry of
Teachers Info.
Adding/Dropping
of Subjects
Reports
Generation
TOR
Certification
Enrollment Update
Teachers Load
Ect.
SERVER
DATABASE
BACK-UP
DATABASE
20
Figure 3 illustrates the flow of the software development life cycle for software
engineering. The project development life cycle is sometimes called the waterfall
model. It demands a systematic, sequential approach to project development that begins
at the system level and progresses through analysis, design, coding and testing.
The project development life cycle paradigm encompasses the following
activities:
Project Planning. It is problem-solving activity in which the desired functions of
automated students record management system are uncovered, analyzed and allocated to
Planning
Design
Coding
Req. Gatherings /
Analysis
Testing
Figure 3. Project Development Life Cycle
21
individual system elements. The researcher considered some questions in analyzing the
project.
How many students are to be enrolled in one day using the proposed
project?
How many users that are involved during the enrollment process?
What are the needed software requirements so that the automated students
record management system well implemented?
What is the speed of network adapters installed in every computer to
transmit data to the remote computers?
How long does it take for a student to complete the enrollment process?
What are the advantages and disadvantages in implementing the proposed
project?
What happens if all the data in the main computer server are deleted since
it is connected to the network?
What happens to system after 10 years of implementation?
What is the speed of the project when millions of data that will be stored
in the database?
Does the existing equipment capable to carry out the system
requirements.
And many more possible questions that may arise during system
engineering.
Key Activities undertaken by the researcher are the following:
Conducted preliminary investigation/feasibility study
22
Determined scope of problem/project
Identified constraints to systems development
Identified resources required
Set timelines, schedules, checkpoints, etc.
Set project deliverable goals
Developed high level specifications
Expected Outputs
Decision to proceed
Project plan
Preliminary needs analysis report
Feasibility Study
Factors to consider:
Technical (is hardware and software available to do what is needed?)
Economic return (can the expense be justified by potential financial
returns?)
Non-economic return (can expense be justified in ways that cannot be
measured financially?)
Legal and ethical (does the system operate within boundaries?)
Operational (does the system receive support from the people who operate
it and make it work?)
Schedule (is it possible to satisfy development under time constraints?)
A project requirement analysis and data gathering is a project task to bridge the
communication gap between respondents and the researcher. The researcher attempted to
23
gather information through a proper meeting and interviews and raised possible questions
related to the processes involve and transactions that need to be automated.
Key Activities undertaken by the researcher are the following:
Gathered requirements to the registrars office & cashiers office
Built trust and harmony to the respondents
Document the existing system
Developed preliminary data and process models
Verify requirements and current system/procedures with respondents
Expected Outputs
Systems Requirements Documents
Detailed Project Scope and Deliverables Reports
Data and Process Models
Analysis: Information Gathering Techniques
What information were gathered?
Overview of mission and goals of the registrars office & cashiers office
Tasks done
Activities done in completion of tasks
Flow of information through application area
Uses of reports (Who generates them? How they use it?)
Current system documentation
Existing procedure manuals
User wish list
24
Work samples
Direct person
Key workers in the job
Knowledgeable supervisors
Existing systems maintenance and analysis staff
Style of gathering information
Direct observation
Interviews (individual and groups, structured and unstructured)
Questionnaires/surveys
Activity logs
Documents gathered in the registrars office
Transcript of Record
Students Master list
Registration Forms
Prospectus in all courses
Certification of grades
Certification of enrollment
Grading Sheets
Class List in every Instructor/professor
Enrollment update
Existing enrollment flow
And different computation formulas
Documents gathered in the cashiers office
25
Official receipt
Reports for Official receipt booklet
Collection Report
Students account report and billing
Income summary report for a defined period
Students ledger
After collecting all the needed documents, the research made a thorough analysis
in preparation for the next phase. This is the design phase.
Design is a process of applying various techniques and principles
for the purpose of defining processes, which involve in the system
study in sufficient detail to permit its physical realization. During design
phase, the researcher integrates all requirements and gathered information
and converting it into representation to reach its goal and project quality
assurance.
Key Activities of the researcher
Determined technical systems configuration
Determined data structure
Set systems conversion plan
Expected Outputs
Systems architecture report
Systems conversion chart and plan
Data structure diagrams
26
Coding is a task that translates a detailed design representation of the project into
a programming language realization and converting it into form that can be understood
by the computer. The goal of the coding phase is to translate the design of the system into
code in a given programming language. For a given design, the aim of this phase is to
implement the design in the best possible manner. The coding phase affects both testing
and maintenance profoundly. A well written code reduces the testing and maintenance
effort. The researcher used Visual Basic Programming Language as vehicle and a tool
for communication between human or the user and the computer hardware.
In this phase, instructions and commands formulas, conditional structure, conditional
based selection, logical comparison between variables and logical conditions were being
written by the programmer/researcher to reach the expected correct output.
Testing. After the researcher generated a code or a set of instructions telling the
computer to do a specific task, the testing process begins. Project testing is critical
element of project quality assurance and represents the ultimate review of specification,
design and coding. The objectives of testing the admission and enrollment software are
included in the finding of errors and uncovering the undiscovered errors. When error
occurs, the researcher goes back to coding and modifies instruction and logical conditions
of the entire project to ensure and reached the expected results.
The students admission and enrollment software underwent a unit test, which is
testing of individual units or modules. It also underwent integrative systems testing of the
entire system as one. The last was debugging. This is correcting the system problems.
Thus, debugging and modifying related commands as much as possible to arrive into the
desired result.
27
Project Description
The Students Admission and Enrollment Software (SAES)
was designed to manage electronically all records of the students and
assist personnel during enrollment process. The system project
involves the use of computer hardware with attached peripheral devices
such as network hub and cables for data communication in any designated
offices that are using the system. Windows XP Service Pack 2
Operating System software acts as an interface between the end user
and the hardware itself with Students Admission and Enrollment Software
application.
The project is capable to manage students related information such as
enrolled subjects, enrolled units per semester, grade in every subjects taken
(to monitor students weaknesses). It can also perform queries and displays
documents like transcript of record, master list per course, master list per
instructor in a semester, enrollment data, teachers load, certifications in
all related purposes.
Project Structure
Students Admission and Enrollment Software is composed of different
modules for the registrars office where most of the students record are found,
the installed modules included are the subject scheduling, Entry / inquiries of
students grades and report module. Electronic Data Processing (EDP) module, is
capable of accepting and saving enrolled subjects in the different
College/Department where admission and enrollment take place.
28
Figure 4 below shows the general system structure of AES system
project with its module. The first module is subject scheduling; second is
the entry and inquiries of students grade; the third module is a
report module and last module is an EDP of the students enrolled
subject.
1 2 4 3
AES
Software Project
AES
Deans
Office
AES
Registrars Office
Enrolled
Subject
EDP
Scheduling
of Subjects
Entry &
Inquiries of
Students
Grade
Reports
Module
Setting
Module
5
Figure 4. General System Structural Design of AES
29
Modules and Functions
The following are the screenshots of each module in AES system. The detailed
presentation of this design is fully illustrated in the software project manual.
First Module
The first module screenshot presented in Fgure 5 is the subject scheduling, this is
used to keep and record schedule of classes within a semester and wherein the registrar of
the college has to enter all the subjects offered in a semester.
Figure 5. Subject Scheduling - Screenshot
30
Second Module
The Entry of students grade screenshot is the second module that
reflects the instructors information including all the subjects handled in a semester
and school year. This module displays the list of students with their
corresponding courses who are being scheduled in a specified time, days and room
number. It also presents the number of units credit in a subject, term/semester
and the school year.
Figure 6. Entry / Inquiry of Students Grade
31
Third Module
The third module, which is the report production, plays an important role of the
AES project. Report module produces different type of report such as Online viewing of
students grade, master list per course or per college or overall list, enrollment update and
many more. The rest of all reports are discussed thoroughly in the users manual.
Online Grades Report
Figure 7. Students Grade - Online Viewing (screenshot)
Figure 7. Students Grade - Online Viewing (screenshot)
32
The Students Master List Report
Figure 8 shows the students master list. This is very important
in segregating students according to its course and year level. This
sub-module is capable for displaying list of students enrolled in a course
and year level not only after the date of enrollment process but anytime
of the enrollment period.
Figure 8. Students Master List (sub-module)
33
Teachers Program
Figure 9 shows the Teachers program in a particular semester and academic year.
It also displays all the subjects handled by an instructor with its corresponding subject
code, descriptive title, unit credits, days, time and room numbers.
Figure 9. Report Module - Teachers Program
CECELIA S. SAGUIN, Ed. D
Vice President for Academic Affairs
34
Report Module Curricular Offering
Figure 10 reflects the curricular offering in a semester and the specified academic
year. This form is a report based on the subject scheduling posted in all colleges /
department in JRMSC.
Figure 10. Report Module Curricular Offering per Course, year level and Block
CURRICULAR OFFERING
Second Semester 2007-2008
Course : Bachelor of Science in Computer Science
Year Level : 1
Block : A
35
Report Module Enrollment Update
Figure 11 presented the Enrollment update during the enrollment period. This
form is displayed anytime during the enrollment the number of students who were
already registered and paid their accounts.
Figure 11. Report Module Enrollment Update
36
Setting Module- Teachers information
Settings is the fourth module which handles entry of teachers information, adding
/ dropping of subject, student/teachers locator, password settings, changing class size and
changing password settings.
Teachers Information
This form contains information about the teachers. It is one of the basis for
subject scheduling. This form also contains related fields such as teachers ID number,
name, educational attainment and the department/college where the teachers belong.
Figure 12. Setting Module Teachers information
37
Student Locator
The next figure shows the student locator. Its purpose is to
easily locate the students when parents would come to look for their children.
The AES system is capable for browsing students enrolled subjects
with its corresponding time, days, instructor and especially the room location
where they are attending classes.
Figure 13. Settings Module - Student Locator
6 22
28
38
Settings Module Adding Subjects
Figure 14 in the next page presents the screenshot of Adding
Subject, which is available during the first week of classes. This sub-module
is capable of adding subjects to the officially enrolled subjects
of the students.
This sub-program is optional and it is only intended for the students
who like to add particular subject or as a replacement of another subject, which
is already closed.
Figure 14 Settings Module - Adding of Subjects
39
Figure 15 Settings Module - Dropping of Subjects
Settings Module Dropping of Subjects
Figure 15 presents the screenshot of Dropping Subjects, which is available during
the first week of classes. This sub-module is capable of deleting or dropping subjects
especially if it was already taken during the previous years or semester or it was
already taken from the other school. This sub-program is optional and it is only
intended for the students who would like to drop particular subject or for the
purpose of replacing with the other subject. This is intended in a particular
semester or having a pre-requisite.
Just double click the subject taken during the enrollment period and it is deleted in
the list.
40
Electronic Data Processing
Electronic Data Processing (EDP) Module is capable of accepting
students subjects enrolled in a semester and in a particular school year.
Figure 16 is the screenshot of EDP module. Type the family name
or given name or ID number to display the following: address, sex,
course and year level. Then, choose from the list the block letter to display
the curricular offering for the specified course, semester and
school-year.
Figure 16. EDP Module
41
Testing Operation and Procedures
Before its operation, there was a demonstration, proper testing and
evaluation of the software system. The task of software developer was to
ensure high-quality software assurance with emphasis along its functionality,
reliability, usability, efficiency, maintainability and portability. These software
characteristics can only be met by means of a thorough testing. It was implemented with
the sole users of the software project.
Testing is a demonstration which purpose is to find faults. Fault is a standard
terminology in information technology for what is popularly called a bug, whereas a
failure is the observed incorrect behavior of Automated Students Record Management
System as consequences of faults in which the error is the mistake made by the
programmer/researcher. This testing procedure is called an Execution-Based Testing.
Execution-Based Testing is a process of inferring certain behavioral properties of
software based, in part, on the results of executing the software in a known environment
with selected inputs.
The operation and testing procedure are divided into different parts namely:
Hardware requirements including network connections layout.
Software requirements
Software testing procedure
The hardware and software requirements of this system are based to the
minimum requirement. The system is found functional if the end user try
to use components that are higher than the requirements. Lower than the
components required may cause system failure.
42
Hardware Requirements Including Network Connections Layout
A.1 Hardware Requirements
2 Computer Servers 1 server and 1 back-up
Server computers have the following specifications:
Main Processor 2 Gigahertz
Memory 512 Megabytes each
Floppy Disk Drive 1.44 MB Capacity Drive
Hard Disk 80 Gigabytes
Display Adapter 64 Megabytes
Keyboard Features 1
Mouse 1
UPS (8-hr standby power supply) 300 Watt-220 Volts Internal Battery
Client Computers
Registrars Office 2 computer units with 1 printer
College of Arts and Sciences 2 computer units with 1 printer
College of Education 2 computer units with 1 printer
College of Business and Mgt. 2 computer units with 1 printer
College of Engineering 1 computer units with 1 printer
College of Marine Education 1 computer units with 1 printer
College of Industrial Tech. 1 computer units with 1 printer
College Nursing & Allied Hlth Sci. 2 computer units with 1 printer
Client computer units commonly have the same hardware specifications:
Main Processor 500 Megahertz
43
Memory 128 Mega Bytes
Floppy Disk Drive 1.44 MB Capacity Drive (Optional)
Hard Disk 10 Giga Bytes
Display Adapter 64 Mega Bytes
Keyboard Features Any branded keyboard
Mouse Any branded mouse
UPS (8-hr standby power supply)
300 Watt
220 Volts Internal Battery
Network Hardware
Network Adapter 20 LAN Adapters
Switch Hub 7 unit 4 ports 3Com
Switch Hub 1 unit 24 ports 3Com
UTP Cable wire 1000 meters approximate
RJ45 56 pcs.
A.2. Network Connections and Layout
The system applied a star networking topology, of which there
were 15 computers connected to a switch hub. A star topology is a
type of network connection in which the two to more
computers and other communication devices are connected to the
computer server. Thus the topology requires more cable, but if one
remote computer is not functioning, others are affected. So this topology
is more in accessing data as presented in figure 17 at the next page.
44
Figure 17. Network Topology Used in the Project
45
A.3 Software Requirements
Operating System
Windows 98/ME/XP/2003
Drivers
Video Card Driver
Mother Board Driver
Network Card Driver
Printer Driver
Application Software
Students Admission and Enrollment Software
A.4 Software Testing Procedure
Things which used considered in testing the software.
Installation of all hardware and software that are needed.
The network connections of server and client were checked.
Set-up the system software in the server and client computer and check all
the modules if it is properly working.
The evaluator executed the software with known input data and examines the
output and may have clues to help find any faults: perhaps 10-20 sets
of input data with corresponding outputs and will made a user faults reports.
Tester tried running the software in different operating system for the reason
of compatibility based on the fact that not all offices in Jose Rizal Memorial
State College, Main Campus are having same operating system installed in
their computers.
46
Softwares behavior in different computer hardware architecture.
Computer network connections sometimes failed to send data or information
to the remote computers.
Software testing in terms of utility which provided the needs of
the sole users (staff from the registrars office and cashiers office).
The user tested the correctness of the software for example
the ease of use, how it performed the useful functions and the cost & time
effective means.
Software testing in terms of Robustness in which the user may
test numbers of factors such as the possibility of unacceptable
results with valid inputs and effects of accepting students information as an
invalid input data.
Software testing in terms of Performance Level wherein the software were
test by the user according to its response time/data time travel since the
main database was installed in the remote computer server and space
requirements in which to measure the memory allocation of the software.
The correctness of the software can be achieved by means of passing through
the above considerations.
Evaluation Procedure
The Students Admission and Enrollment Software was evaluated
carefully by the respondents. The selected respondents were Information
Technology experts and the staff of the registrar and a representative involved
during the enrollment period.
Chapter 4
RESULTS AND DISCUSSION
This chapter presents the flow of the existing and the proposed admission and
enrollment procedures of Jose Rizal Memorial State College. A comparison of existing
software features adopted in some other schools and features of the proposed Students
Admission and Enrollment Software made. Entity Relational Diagram, Project
description and the detailed discussion about the structural design of the project are
discussed.
Problem No. 1 What are the existing students admission and enrollment
procedures of student in JRMSC?
Figure 3 shows the existing admission and enrollment procedures adapted by Jose
Rizal Memorial State College, which the students in JRMSC go through.
Admission
Students applying for admission present the following complete and valid
credentials. For New Graduates: Form 138 (Report Card), a certificate of good moral
character from secondary principal or guidance counselor/ adviser, birth certificate. For
Transferee: Honorable dismissal from school last attended, Transcript of Record (TOR)
and birth certificate. Old Student: only class cards and clearance for the previous
semester. Certification of student that he/she will abide with existing rules and
regulations of the school. Marriage Contract for married students and four recent ID
pictures.
Students with incomplete credentials are temporarily enrolled. The submission of
complete credentials is required within the semester/school year. Enrollment in any
48
subject without the necessary prerequisites is not valid and not credited regardless
of the grades obtained. No student registered in this school may enroll in other
private or public institution nor any student enrolled in other institution
without the permission of the registrar. Units earned in cross-enrolled subjects
are not be credited by this institution. No student shall be registered in any year
level after ten (10%) per cent of the regular class meeting had been held or
after two (2) weeks) from start of classes unless he/she can show justifiable reasons
and approved by the School registrar. Refunds are not given once
classes start. The registration fee, miscellaneous fees, and ten percent (10%)
of the total fees are forfeited whenever refund is applicable. The registration fee,
miscellaneous fees, and 10% of the total fees are forfeited whenever refund
is applicable within one week from the start of classes; 20% within 2 weeks
from start of classes. Students however, may apply paid tuition
fees to deferred enrollment upon approval of the President. Students who
drop during the school year are required full payment of tuition fees
for the semester/ school year.
Registration
Students who wish to enroll are required to submit credentials to the Registrar.
Students shall fill up a pre-registration form or a trial form. Subjects to be taken shall be
approved by the Adviser/ Registrar. School fees and subjects to be enrolled shall be
assessed by the any representatives in different colleges. Enrollment for any
subject/course is not allowed as soon as the maximum number of students allowed for a
class has been registered. Upon payment of required fees, student is deemed enrolled.
49
Dropping/Adding/Changing of Subjects/Course
The period for dropping/ adding/ changing of subjects/ course is within one-
month from the start of the registration period. (Official registration period starts two
weeks before the start of classes.) After the prelim period, no dropping shall be
entertained. Any student who drops after prelim shall have a No Grade (NG) for which
the student shall repeat.
Existing Admission and Enrollment Procedure
Figure 18 in the next page shows the existing admission and enrollment
requirements and procedure in Jose Rizal Memorial State College, Main Campus,
Dapitan City.
First, the students go to the Deans office for the evaluation of grades. The dean
evaluates the new students while the registrar evaluates the transferees. Then, submission
of the basic requirements and filling-up of the trial form follow. After completing the trial
form, students see the chairman/adviser for approval. If approved by the chairman or
adviser, students are given an enrollment form to be filled-up and accomplished upon the
presentation of the form; the assessment of fees will follow.
After the assessment of fees, the students see the Dean of the college for approval.
If approved, students go to the clinic for medical check-up and drug testing. After
accomplishing the requirements in the clinic, students taking NSTP are directed to the
NSTP office to accomplish the NSTP requirements. Then, the students go to the Dean of
Students Services to validate their enrollment forms. After the validation, they are
required to be in the cashiers office window for the payment of school fees. After paying
their accounts, listing of subjects enrolled per instructor is done by the respective
50
DEANS OFFICE
1. Evaluation of Grades
Dean - for New Students
Registrar - for Transferees
2. Submit the basic requirements for enrollment such as
clearance for old students or as mentioned above
3. Fill up trial form
4. See Chairman / adviser for approval.
5. Fill up enrollment form
6. Assessment of Fees
7. See the Dean of the College for Approval
CLINIC
For New and Transferees only
NSTP
For those taking NSTP
Dean of Students Services
For Validation
CASHIER
Pay School Fees
STEP 1
STEP 2
STEP 3
STEP 4
STEP 5
LISTING OF SUBJECT
Pay School Fees
STEP 6
GUIDANCE OFFICE
STEP 7
REGISTRARS OFFICE
STEP 8
Figure 18. Existing Admission and Enrollment Flow
colleges/department. If a particular subject is already closed, then adding and dropping of
subject is done during the first week of the classes. After listing all subjects enrolled in a
semester, they will be directed to the guidance counselors office to fill-up form in
relation to their personal or any other related information.
The last step is the validation of enrollment of the registrars office registrars in
the registrars office.
51
Proposed Admission and Enrollment Procedure
Below is the proposed computerized system of admission and
enrollment process by the researcher. The proposed system intends to
improve the existing student data management, including the
enrollment process and reports generation which is handled by the Registrars
Office.
Figure 19 shows the proposed admission and enrollment flow
and procedures adapted by Jose Rizal Memorial State College, Main
Campus, Dapitan City. In the proposed admission and enrollment procedures,
the steps to follow for the enrollment process are shortened. First, the students
go to the Deans office for the evaluation of grades. The Dean evaluates
the new students while the registrar evaluates the transferees. The submission
of the basic requirements and filling-up of the trial form follow.
After completing the trial form, students see the chairman / adviser for approval.
When approved by the chairman or adviser, students are given an enrollment form to
filled-up. Filled-up enrollment forms are used for the assessment of fees.
After the assessment of fees, students see the Dean of the college
for approval. When approved, students go to the clinic for medical
check-up and drug testing. After accomplishing the requirements in the clinic,
students taking NSTP are directed to the NSTP office to accomplish requirements.
Here, the Dean of Students Affairs is deleted since the personal information
of every student can be retrieved through electronic data processing. So after,
students go to the cashiers office window for the payment of school fees.
52
After, students proceed to Laboratory 2 for the subject EDP. This
is the time when students provide the entry of their personal information
and the lists of the subjects enrolled. Listing of subjects and any
transaction in the guidance office is eliminated because everything is
done already during EDP. The last step is the validation of enrollment to the
Registrars Office.
Comparison of the Existing and Proposed System
Table 1 shows the comparison of functionalities of the system from
manual to automation. As described in the table there were eight (8) steps
DEANS OFFICE
1. Evaluation of Grades
Dean - for New Students
Registrar - for Transferees
2. Submit the basic requirements for enrollment
3. Fill up trial form
4. See Chairman / adviser for approval.
5. Fill up enrollment form
6. Assessment of Fees
7. See the Dean of the College for Approval
CLINIC
For New and Transferees only
CASHIER
Pay School Fees
STEP 1
STEP 2
STEP 3
STEP 4
EDP - SUBJECT ENROLLED
Entry of Students Subjects Enrolled
STEP 5
REGISTRARS OFFICE
Stamping
Figure 19. Proposed Admission and Enrollment Flow
53
followed by the students during the enrollment process. The
estimated time to complete the process was 67 minutes using the
existing flow of enrollment. While the proposed flow of enrollment
follows only five(5) steps, since the NSTP, Dean of Student Affairs and
the Guidance office were deleted since students information are already
entered to the database during EDP. The listing of subject is replaced with
Electronic Data Processing to record students enrolled subjects
and their respective personal information. The estimated time for the
proposed flow is only 35 minutes. The difference between the existing and the proposed
flow is 32 minutes.
Table 1. Comparison of the Existing and proposed system
EXISTING
FLOW
ESTIMATED
TIME
PROPOSED
FLOW
ESTIMATED
TIME
1. Deans Office 10 minutes 1. Deans Office 10 minutes
2. Clinic
9 minutes 2. Clinic 9 minutes
3. NSTP 8 minutes 3. Cashier 9 minutes
4. Dean of
Students
Affairs
8 minutes 4. EDP 2 minutes
5. Cashier 9 minutes
5. Registrars
Office 5 minutes
6. Listing of
Subject 10 minutes
7. Guidance Office 8 minutes
8. Registrars
Office 5 minutes
TOTAL TIME 67 minutes TOTAL TIME 35 minutes
54
Problem No. 2 What are the existing students admission and enrollment
software that can be integrated into one composite system?
Below are the existing students admission and enrollment software features from
different schools with automated system for enrollment/registration namely: X Xa av vi ie er r
U Un ni iv ve er rs si it ty y, , A At te en ne eo o d de e C Ca ag ga ay ya an n - - E En nr ro ol ll lm me en nt t I In nf fo or rm ma at ti io on n S Sy ys st te em m ( (E EI IS S) ); ; Saint
Vincents College, Dipolog City - Enrollment System; and Dipolog Medical Center
Dipolog City (Students Registration System).
Enrollment Information System (EIS) of Xavier University
The Enrollment Information System (EIS) of Xavier University Ateneo de
Cagayan) has the following features, namely: Server / Client Application, Subject
Scheduling, College Transcript of Record printing, Capability to provide Summary
Report of Enrollment, Generates Enrollment Report per College/Department, Teachers
load Report, Teacher Grading Sheet, User ID / Passwords Administration, ID number
auto generation, Student / Instructor Locator, Classroom Capacity Validation, Adding &
Dropping, Student Copy Printing and Viewing Grades to the Deans, Evaluators and
Chairs.
The Enrollment System of Saint Vincents College
The Enrollment System of Saint Vincents College, Dipolog City has
the following features, namely: Fast data retrieval, ID number auto generation,
Accurate browsing of students information, Cability to generate students master
list in a semester, User ID / Passwords Administration, Student Copy
Printing, Adding & Dropping Features and Capable to Provide Summary Report of
Enrollment. It is a DOS- based application software/program that manage hundreds of
enrollees every semester.
55
Students Registration of Dipolog Medical Center
The Students Registration of Dipolog Medical Center has the following features,
namely: Fast data retrieval, ID number auto generation, User ID / Passwords,
Administration, Accurate browsing of students information and Cability to generate
students master list in a semester
Students Admission and Enrollment Software of Jose Rizal Memorial State College
Jose Rizal Memorial State College Students Admission and Enrollment Software
has the following features: Server / Client Application, Subject Scheduling, College
Transcript of Record Printing, Capability to provide Summary Report of Enrollment,
Generates College Enrollment Report per College/Department, Teachers load Report,
Teacher Grading Sheet. ID number auto generation, Student / Instructor Locator,
Classroom Capacity Validation, Adding & Dropping, Student Copy Printing, Viewing of
Grades to the Deans, Evaluators and Chairs, Web based viewing of Transcript of Record
(TOR), Passwords Administration instead of User ID / Passwords Administration,
Capability to provide enrollment update during enrollment period, Monitor Closed
Curricular offering.
Figure 20 reflects the features of different existing software for enrollment from
the different schools which were adapted automated system. Xavier University Ateneo
de Cagayan adapted Enrollment Information System (EIS) has fourteen (14) features
such as Server / Client application, Subject Scheduling, Transcript of Record printing,
Produces Summary Report of Enrollment, Generates Enrollment Report per
College/Department, Teacher load Report, Teacher Grading Sheet, User ID / Passwords
Administration, ID number auto generation, Student / instructor locator, Classroom
56
capacity validation, Adding & dropping features, student copy printing, grades view for
deans, evaluators, and chairs helps the institution during enrollment process and
manipulating students record.
While Dipolog Medical Foundation Inc. implemented Student Registration
System to capture students-related information and store it in computer server for
record keeping purposes. Stored data are shared to the different offices like the
registrar, library, cashier and the deans of different colleges/department within the
campus for fast data retrieval, ID number auto generation, User ID/Passwords
Administration, Accurate browsing of students information, generate students master
list within a semester.
Saint Vincents College offers great advantage in manipulating students record
through the use of Enrollment System. It provides and assists workers in the workplace
to generate needed reports as requested. The system also provides fast data retrieval, ID
number auto generation, accurate browsing of students information, generate students
master list in a semester, User ID/Passwords administration, student copy printing,
adding/dropping features and produces summary report of enrollment.
The researcher integrated those features presented from the automated systems of
different schools to make it into one composite system.
To come up with the new system for Jose Rizal Memorial State College, the
following features were added such as Viewing of Transcript of Record (TOR) via web,
Passwords Administration instead of User ID and Passwords Administration and its
capability to provide enrollment update during enrollment period and monitoring closed
subjects offerings.
57
1. Server / Client Application
2. Subject Scheduling
3. College - Transcript of
Record printing
4. Produces Summary Report
of Enrollment
5. Generates Enrollment
Report per
College/Department
6. Teacher load Report
7. Teacher Grading Sheet
8. User ID / Passwords
Administration
9. ID number auto generation
10. Student / instructor locator
11. Classroom capacity
validation
12. Adding & dropping
features
13. student copy printing
14. grades view for deans,
evaluators, and chairs
1. Fast data retrieval
3. Accurate browsing of
students information
4. Ability to generate
students master list in a
semester
Administration
6. student copy printing
7. Adding & dropping
features
8. Produces Summary Report
of
Enrollment
1. Fast data retrieval
2. ID number auto
generation
Administration
4. Accurate browsing of
students information
5. Ability to generate
students
master list in a semester
E En nr ro ol ll lm me en nt t I In nf fo or rm ma at ti io on n
S Sy ys st te em m ( (E EI IS S) ) X XU U
S St tu ud de en nt ts s R Re eg gi is st tr ra at ti io on n
S Sy ys st te em m ( (D DM MC C) )
E En nr ro ol ll lm me en nt t S Sy ys st te em m
( (S SV VC C) )
Integration
of Features
1. Server / Client Application 11. Classroom capacity validation
2. Subject Scheduling 12. Adding & dropping features
3. College - Transcript of Record printing 13. Student copy printing
4. Produces Summary Report of
Enrollment
14. Grades view for deans, evaluators, and
chairs
5. Generates Enrollment Report per
College/Department
15. Web based viewing of Transcript of
Record (TOR)
6. Teacher load Report 16. Capability to provide enrollment update
7. Teacher Grading Sheet during enrollment period
8. Passwords Administration instead of
User ID
17. Monitor Closed Curricular offering
10. Student / instructor locator
Students Admission and Enrollment Software (Jose Rizal Memorial State
College)
F Fi ig gu ur re e 2 20 0. . S Sy ys st te em m I In nt te eg gr ra at ti io on n / / F Fu us si io on n o of f F Fe ea at tu ur re es s
58
Table 2 presents a check list of features from Enrollment Information System
(EIS), Student Registration System, Enrollment System and the proposed Students
Admission and Enrollment Software. These features evidently make the system capable
of performing its tasks.
Table 2. Check list of Features
Features
Admission &
Enrollment
Software
Enrollment
Information
System
(EIS)
Student
Registration
System
Enrollment
System
Server / Client Application
Subject Scheduling
Transcript of Record
Printing

Produces Summary Report
of Enrollment

Generates Enrollment
Report

Teacher load Report
Teacher Grading Sheet
ID number auto generation
Student / instructor locator
Classroom capacity
validation

Adding & dropping
Features

Student copy printing
Viewing of Grades
Web based viewing of
TOR

Passwords Administration

Capability to provide
enrollment update during
enrollment period

59
Chapter 5
SUMMARY, FINDINGS, CONCLUSIONS AND RECOMMENDATION
Summary
The study aimed to design an efficient software solution for handling students
admission and enrollment in Jose Rizal Memorial State College, Main Campus, Dapitan
City specifically, it sought answers to the following questions:
1. What are the existing students admission and enrollment procedures of student
in JRMSC?
2. What existing students admission and enrollment software can be integrated
into one composite system?
The researcher utilized the developmental research method, a systematic
study of designing, developing, and evaluating computer programs, processes,
and products that must meet criteria of internal consistency and
effectiveness. Developmental research is particularly important in the
field of information technology. This research involves situation in
which the product-development process is analyzed and described, and the
final product is evaluated. There were 35 respondents utilized and
evaluate the functionality, reliability, usability, efficiency maintainability
and portability of the software.
Findings
The following findings were revealed:
1. The existing students admission and enrollment procedures of students in JRMSC
followed eight steps.
60
2. The proposed students admission and enrollment software eliminated some of the
steps in admission and enrollment and only five steps were retained.
3. Some features of existing students admission and enrollment software were integrated
to form the admission and enrollment system for JRMSC.
Conclusion
The designed Students Admission and Enrollment Software is for the
utilization of Jose Rizal Memorial State College to replace the manual operation used by
the college during the enrollment period.
With the adoption of Students Admission and Enrollment Software in Jose
Rizal Memorial State College, Main Campus, Dapitan City, the problem encountered by
students and officials concerned during the enrollment period are addressed.
Recommendation
Based on the findings and conclusions, the researcher recommends the
implementation of Students Admission and Enrollment Software in Jose Rizal
Memorial State College.
61
BIBLIOGRAPHY
A. BOOKS
G.G. Schulmeyer, Handbook of Software Quality Assurance (2
nd
Ed), McManus
(Editors), V. New York, NY.
Dan Conde. (September 1, 2002), "Software Product Management: Managing Software
Development from Idea to Product to Marketing to Sales", pp:24-29
Karl E. Wiegers (December 20, 2005), "More About Software Requirements: Thorny
Issues and Practical Advice"
IEEE std 610.12-1990, 1990, IEEE Standard Glossary of Software Engineering
Terminology,
Pecht, Michael (1995). Product Reliability, Maintainability, and Supportability
Handbook. CRC Press. ISBN 0-8493-9457-0.
Jim McCarthy (August 1, 1995), "Dynamics of Software Development"
B. THESIS
Elias B. Cabilin. 2005 Computer Technology Integration in Mathematics Teaching
In Jose Rizal Memorial State College Dipolog Campus: Basis for Computer
Training Portfolio. Unpublished Masters Thesis, Jose Rizal Memorial State
College, Main Campus, Dapitan City.
C. INTERNET SOURCES
http://www.jot.fm/issues/issue_2006_07/column5
http://en.wikipedia.org/wiki/Software_project_management
http://en.wikipedia.org/wiki/Computer_software
http://answers.yahoo.com/question/index?qid=1006060127028
http://www.computerhope.com/jargon/t/treetopo.htm
http://www.scribd.com/doc/6701880/Enrolment-System-Thesis
www.fileguru.com/apps/enrollment_system_documentation
62
APPENDIX A
February 10, 2007
DR. SALVADOR Y. CAMPISEO
JRMSC System
SIR:
The undersigned would like to ask permission from your good office to gather
data and administer the questionnaire to the respondents. The data will be used to support
the study entitled STUDENTS ADMISSION AND ENROLLMENT SOFTWARE
IN JOSE RIZAL MEMORIAL STATE COLLEGE.
Anticipating for your favorable action and support for the success of the present
investigation.
Very truly yours,
JOHN D. SAGAPSAPAN
63
APPENDIX B
1
st
endorsement
Respectfully forwarded the Vice President for Administration and Finance, MR.
HERMILO R. HAMAK, the herein request of MR. JOHN D. SAGAPSAPAN, a
faculty member of this college to gather data through interview to the staff of Registrars
office to support his study entitled STUDENTS ADMISSION AND ENROLLMENT
SOFTWARE IN JOSE RIZAL MEMORIAL STATE COLLEGE for approval.
DR. SALVADOR Y. CAMPISEO
64
APPENDIX C
June 20, 2006
MRS. MARISSA M. RECAPENTE
College Registrar
Jose Rizal Memorial State College
Madam:
I have the honor to ask for your permission to allow me to conduct my study in the
Registrars Office. This is along my study entitled, entitled STUDENTS ADMISSION
AND ENROLLMENT SOFTWARE IN JOSE RIZAL MEMORIAL STATE
COLLEGE.
Your approval to this request is highly appreciated.
Very truly yours,
JOHN D. SAGAPSAPAN
Researcher
65
APPENDIX D
Database and Table Names
Admission and Enrollment Software is using one database called Enroll.Mdb
with its tables information mentioned below:
STDMSFL (Students Master File) - is a database table containing related personal
information of students in JRMSC. This table uses two indexes namely
StdCode(ID Number) and StdPresCourseCode.
STDDLFL (Students Detailed File) - is also a database table containing fields and
indexes to store students ID number and subject code enrolled in every semester
as being scheduled in the registrars office.
COURSEMSFL (Course Master File) stores information of each academic course
offered in Jose Rizal Memorial State College.
SUBJMSFL (Subject Master File) contains general information (including Subject EDP
Code, Subject Code, Subject Description, type, number of teaching hours and
units credit) of subjects in every course curriculum.
INSTRUCTORMSFL (Instructor Master File) is used as storage of personal
information (including educational attainment etc.) of teachers teaching particular
academic subjects in JRMSC.
SCHEDULEDLFL (Schedule Detailed File) is a database table that contains schedules
of academic subject offered in a school year and semester. It is also responsible
for keeping track of the number of students enrolled in a particular schedule
including class size through connecting to CLASSLIMIT database table.
CLASSLIMIT (Class Size) containing the settings or control unit of the number of
66
students to enrolled in a subject scheduled.
ROOMFL (Room File) will keep all the room numbers / names to be occupied and
where students may stay for class sessions.
TIMEFL (Time File) storage of all possible time used in academic subject scheduling.
DAYSFL (Days File) is a container of possible days, which are useful in scheduling all
subjects offered in a semester.
COLLEGEMSFL (College Master File) is a database table containing all names of the
college/department in Jose Rizal Memorial State College, Main Campus, Dapitan
City. There are only two fields in this table, one is an index field, which is
CollCode that stands for College Code and ordinary fields called CollDesc as
college description.
STDGRADEFL (Students Grade File) this table is used as the main storage of all
students grade in every subject offered in a particular semester within an
academic year. It is also a reference for students evaluation during the enrollment
period and the basis for generating official transcript of records of the students
and certification of grades taken.
LOGINNAME (Login Information) is a security table that contains information of
every type of users that may access the admission and enrollment software. Its
purposed is to protect the security of data inside the database file. Each type of
users may have their own restriction especially in adding and editing data and all
other data manipulation.
STDENROLLEDUNITSFL (Students Enrolled Units File) this is a database table
wherein students enrolled units in lecture and laboratory subjects.
67
APPENDIX E
Data Element Dictionary
The Data Element Dictionary identifies and defines the individual
data elements that students record management must contain and manage,
but leaves the relationship between the elements to be inferred. The Data
Structure associates each data element with the entities and relationships defined
in the ERD.
Database Table 1
Database Name : Enroll.mdb
Table Name : STDMSFL
Table Description : Student Master File
Fields Type Description
StdCode Text Student Code / Student ID Number
StdFname Text Student Family Name
StdGname Text Student Given Name
StdMname Text Student Middle Name
StdSex Text Student Gender
StdAdd Text Student Address
StdBDate Date Student Date of Birth
StdBPlace Text Student Birth Place
StdStatus Text Student Civil Status
68
AdminBasis Text Admin Basis used in generating TOR
ElemSchool Text Name of Elementary School
ElemSchoolPlace Text Place of Elementary School
ElemSchoolSY Text School Year Graduated in Elementary
SecSchool Text Name of Secondary School
SecSchoolPlace Text Place of Secondary School
SecSchoolSY Text School Year Graduated in Secondary
CollegeSchool Text Name of Tertiary/College School if Available
CollegeSchoolPlace Text Place of Tertiary/College School if Available
CollegeSchoolSY Text School Year Graduated in Tertiary/College if Available
StdPresCourseCode Text Student Present Course Code
StdYearLevel Text Student Year Level
StdBlock Text Student Block/Section
StdEnrollStat Text Student Enrollment Status (New/Old/Transferee etc)
StdEnrolled Boolean Enrolled or not Enrolled
Database Table 2
Table Name : STDDLFL
Table Description : Student Detailed File (Detailed Subject taken)
STDCode Text Student Code / Student ID Number
STDSchedCode Text Student Schedule Code
STDTerm Text Term of taking the Subject
69
STDSY Text School Year of taking the Subject
StdCourseCode Text Student Detailed Course Code
Database Table 3
Table Name : SCHEDULEDLFL
Table Description : Schedule Detailed File
SchedCollCode Text College/Department Code
SchedCourseCode Text Course Code
SchedYrLevel Text Schedule by year level in every course
SchedBlock Text Scheduled Block / Section
SchedTerm Text Semester Schedule
SchedSY Text School Year Schedule
SchedCode Text Schedule Code (Index Field)
SchedEDPCode Text Subject EDP Code connected to SUBJMSFL
SchedDays Text Days Schedule
SchedTime Text Time Schedule
SchedTimeAMPM Text AM or PM
SchedRM Text Room number Schedule
SchedInstCode Text Instructor Code connected to INSTRUCTORMSFL
SchedStatus Boolean Schedule Status Open schedule or Close schedule
70
Database Table 4
Table Name : COURSEMSFL
Table Description : Course Master File
CollCode Text College/Department Code
CourseCode Text Course Code
CourseDesc Text Course Description / Course Name
CourseMajor Text Course Major
NumOfYearAcq Text Number of Years Acquired for the Course
Database Table 5
Table Name : STDGRADEFL
Table Description : Student Grades File
STDCode Text Student Code
STDGradeSchedCode Text Schedule Code
StdGradeTerm Text Semester Subject Enrolled
StdGradeSY Text School Year Subject enrolled
StdGradeRating Double Grade/rating
71
Database Table 6
Table Name : INSTRUCTORMSFL
Table Description : Instructor Master File
COLLCode Text College/Department Code
InsCode Text Instructor Code
InsTitle Text Instructor Title ( Mr / Dr / Prof )
InsFname Text Instructor Family Name
InsGname Text Instructor Given Name
InsMI Text Instructor Middle Initial
InsEdAttain Text Instructor Educational Attainment
InsPosition Text Instructor Position
Database Table 7
Table Name : SUBJMSFL
Table Description : Instructor Master File
SubjEDPCode Text Subject EDP Code
SubjCode Text Subject Code
SubjDesc Text Subject Description / Descriptive Title
72
SubjType Text Subject Type (Laboratory /Lecure)
SubjTeachHrs Integer Subject Number of Teaching Hours
SubjUnit Double Number of Unit Credit
Database Table 8
Table Name : COLLEGEMSFL
Table Description : College Master File
COLLCode Text College / Department Code
COLLDesc Text College / Department Name
Database Table 9
Table Name : DAYSFL
Table Description : Days File
DaysCode Text Code
DaysDescription Text Days Description
DaysNumber Integer Number of Days
DaysMin Integer Minimum Days
DaysMax Integer Mximum Days
73
Database Table 10
Table Name : TIMEFL
Table Description : Time File
TimeStart Time Time Started
TimeStop Time Time End
Difference Double Time Allotted
Database Table 11
Table Name : CLASSLIMITFL
Table Description : Class Limit/Size File
ClassLimit Integer Class Size Control (Maximum number of students)
Database Table 12
Table Name : LOGINFL
Table Description : Login File
LogName Text User Name
Password Text Password
74
Database Table 13
Table Name : STDENROLLEDUNITSFL
Table Description : Students Enrolled Units File
Term Text Semester enrolled
STDSY Text School Year enrolled
EnrolledUnitsLec Double Enrolled Units Lecture
EnrolledUnitsLab Double Enrolled Units Laboratory
Database Table 14
Table Name : Query
Table Description : Query
Term Text Semester enrolled
STDSY Text School Year enrolled
EnrolledUnits Double Enrolled Units Lecture
75
APPENDIX F
Entity Relational Diagram (ERD)
The entity-relationship diagram, or ERD, for the admission and enrollment
software in Jose Rizal Memorial State College, shows how resources are managed.. An
ERD is a model that identifies the concepts or entities that exist in a system and the
relationships between those entities. ERD is also called an entity-relationship model, it is
a graphical representation of entities and their relationships to each other, typically used
in computing in regard to the organization of data within databases or information
systems. An entity is a piece of data, object or concept about which data is stored. A
relationship is explained how the data is shared between entities. An ERD is often used as
a way to visualize a relational database: each entity represents a database table, and the
relationship lines represent the keys in one table that point to specific records in related
tables. ERDs may also be more abstract, not necessarily capturing every table needed
within a database, but serving to diagram the major concepts and relationships. This
ERD is of the latter type, intended to present an abstract, theoretical view of the major
entities and relationships needed for management of students record. The ERD presents
a visual representation of resource management concepts and the relationships between
them. The General System Entity Diagram in the next page shows the entity relationship
of data and key fields connectivity. It also shows a major data model that helps organize
the data in Admission and enrollment in Jose Rizal Memorial State College into entities
and define the relationships between the entities. This process has proved to enable the
researcher to produce a good database structure so that the data can be stored and
retrieved in a most efficient manner.
76
SCHEDULEDLFL COURSEMSFL COLLEGEMSFL
SchedCollCode CollCode COLLCode
SchedCourseCode CourseCode COLLDesc
SchedYrLevel CourseDesc
SchedBlock CourseMajor TIMEFL GRADUATIONDATEFL
SchedTerm NumOfYearAcq TimeStart GradDate
SchedSY TimeStop BoardResolutionNum
SchedCode Difference
SchedEDPCode SUBJMSFL LOGINFL
SchedDays SubjEDPCode DAYSFL LogName
SchedTime SubjCode Days Password
SchedTimeAMPM SubjDesc MeetingNum
SchedRM SubjType
SchedInstCode SubjTeachHrs STDENROLLEDUNITSFL
SchedStatus SubjUnit STDCode
SchedTerm
STDSY
STDMSFL STDDLFL EnrolledUnitsLec
StdCode STDCode EnrolledUnitsLab
StdFname STDSchedCode StdFname STDSchedCode
StdGname SchedTerm INSTRUCTORMSFL
StdMname STDSY COLLCode
StdSex FlagEnrolled InsCode CLASSLIMITFL
StdAdd StdCourseCode InsTitle ClassLimit
StdBDate InsFname
StdBPlace InsGname
StdStatus STDGRADEFL InsMI
AdminBasis STDCode InsEdAttain
ElemSchool STDGradeSchedCode InsPosition
ElemSchoolPlace StdGradeTerm
ElemSchoolSY StdGradeSY
SecSchool StdGradeRating
SecSchoolPlace
SecSchoolSY
CollegeSchool
CollegeSchoolPlace
CollegeSchoolSY
StdPresCourseCode
StdYearLevel
StdBlock
StdEnrollStat
StdEnrolled ERD - General System Entity Diagram
85
SCHEDULEDLFL STDDLFL STDMSFL
SchedCollCode StdCode StdCode
STDGRADEFL SchedCourseCode STDSchedCode StdFname
STDCode SchedYrLevel SchedTerm StdGname
STDGradeSchedCode SchedBlock STDSY StdMname
StdGradeTerm SchedTerm StdSex
StdGradeSY SchedSY StdAdd
StdGradeRating SchedCode SUBJMSFL StdBDate
SchedEDPCode SubjEDPCode StdBPlace
SchedDays SubjCode StdStatus
SchedTime SubjDesc AdminBasis
INSTRUCTORMSFL SchedTimeAMPM SubjType ElemSchool
COLLCode SchedRM SubjTeachHrs ElemSchoolPlace
InsCode SchedInstCode SubjUnit ElemSchoolSY
InsTitle SchedStatus SecSchool InsTitle SchedStatus SecSchool
InsFname SecSchoolPlace
InsGname SecSchoolSY
InsMI CollegeSchool
InsEdAttain CollegeSchoolPlace
InsPosition CollegeSchoolSY
StdPresCourseCode
StdYearLevel
StdBlock
StdEnrollStat
StdEnrolled
ERD-Students Grade
77
ERD - Subjects Electronic Data Processing (EDP) Module
The ERD of Subjects Electronic Data Processing (EDP) Module shows the
relationships between database tables with its corresponding fields and indexes in EDP
Module. Each database tables are being connected by means of connecting field indexes.
ERD - Subjects Electronic Data Processing
78
ERD - Subject Scheduling Module
The ERD of Subject Scheduling shows five database-tables used in admission
and enrollment software. Words which are highlighted with different colors signify field
indexes, these are used to connect record stored in its database-tables.
COLLEGEMSFL COURSEMSFL SCHEDULEDLFL
COLLCode CollCode SchedCollCode
COLLDesc CourseCode SchedCourseCode
CourseDesc SchedYrLevel
CourseMajor SchedBlock
NumOfYearAcq SchedTerm
SchedSY
SchedCode SUBJMSFL
SchedEDPCode SubjEDPCode
SchedDays SubjCode
SchedTime SubjDesc
INSTRUCTORMSFL SchedTimeAMPM SubjType
COLLCode SchedRM SubjTeachHrs
InsCode SchedInstCode SubjUnit
InsTitle SchedStatus
InsFname
InsGname
InsMI
InsEdAttain
InsPosition
ERD - Subject Scheduling
ERD - Students Master List in the next page illustrates the entity relationship in
each database table, which is interconnected through the use of field indexes pointing to
the other table that signifies relationship between them.
79
ERD of Students Grade Module describes the entity relationship between
database tables that are used in browsing students grade using the proposed Admission
and Enrollment Software of Jose Rizal Memorial State College, Main Campus, Dapitan
City. It includes the connection between the index/primary key of table linkages.
ERD-Student Master List
80
ERD of Students Master List describes the entity relationship between database
tables that are used in browsing students master list beginning of the semester through
the proposed Admission and Enrollment Software of Jose Rizal Memorial State College,
Main Campus, Dapitan City. It also includes the connection between the index/primary
key of table linkages namely: The StdCode, StdPresCourseCode and CourseCode.
ERD-Student Master List Administrators Account
USERSACCOUNT
STDCode
STDUsername
STDPassword
STDAccountName
81
APPENDIX G-1
EVALUATION SHEET
Name: _______________________________________________________
Position/Job Description: ________________________________________
Directions: Evaluate the system software and rate the software for each applicable
criterion. Encircle the number for each item that corresponds to your answer.
Descriptive Rating for Functionality:
5 = Very Much Functional
4 = Much Functional
3 = Functional
2 = Fairly Functional
1 = Not Functional
Functionality
A set of attributes that bear on the existence of a set of functions and their
specified properties. The functions are those that satisfy stated or implied needs.
Functionality Criterion:
1. Intended use the software 5 4 3 2 1
2. Data manipulation 5 4 3 2 1
3. Compliance of end-user needs 5 4 3 2 1
4. Security of system data 5 4 3 2 1
5. Compatibility with other system 5 4 3 2 1
6. Speed in data processing 5 4 3 2 1
7. Fitness of its intended use 5 4 3 2 1
8. Minimization of its run-time error 5 4 3 2 1
9. Detection of error 5 4 3 2 1
10. Data storage 5 4 3 2 1
Descriptive Rating for Reliability:
5 = Very Much Reliable
4 = Much Reliable
3 = Reliable
2 = Fairly Reliable
1 = Not Reliable
82
Reliability
The ability of a system to perform its required functions under stated conditions
whenever required having a long mean time between failures.
Reliability Criterion as to:
1. Error tolerance 5 4 3 2 1
2. Ease in data recovery 5 4 3 2 1
3. Program security 5 4 3 2 1
4. Data security 5 4 3 2 1
5. Creation of back-up system 5 4 3 2 1
6. Accuracy of results 5 4 3 2 1
7. Accuracy of data capture 5 4 3 2 1
8. Data storage volume 5 4 3 2 1
9. Understandability of output 5 4 3 2 1
10. Completeness of the system 5 4 3 2 1
Descriptive Rating Usability:
5 = Very Much Usable
4 = Much Usable
3 = Usable
2 = Fairly Usable
1 = Not Usable
Usability
A set of attributes that bear on the effort needed for use, and on the individual
assessment of such use, by a stated or implied set of users.
Criterion:
1. User friendly program 5 4 3 2 1
2. Quick driven program 5 4 3 2 1
3. Simple manipulation features 5 4 3 2 1
4. Wrong key input errors detection 5 4 3 2 1
5. Wrong time input errors detection 5 4 3 2 1
7. Data retrieval 5 4 3 2 1
8. Data edit/correction 5 4 3 2 1
9. Tolerable difficulty level 5 4 3 2 1
10. Production of data output 5 4 3 2 1
Descriptive Rating Efficiency:
5 = Very Much Efficient
4 = Much Efficient
3 = Efficient
2 = Fairly Efficient
1 = Not Efficient
83
Efficiency
A set of attributes that bear on the relationship between the level of performance
of the software and the amount of resources used, under stated conditions.
Efficiency Criterion:
1. Support on minimum facilities 5 4 3 2 1
2. Support on minimum requirements. 5 4 3 2 1
3. Provision of configurable automation 5 4 3 2 1
4. Support on business workflow process 5 4 3 2 1
5. Support on number of users at a time 5 4 3 2 1
6. Speed of navigation and
production of outputs 5 4 3 2 1
7. Speed of data capture and retrieval 5 4 3 2 1
8. Hardware utilization 5 4 3 2 1
9. Support on interfacing with
other devices 5 4 3 2 1
10. Compatibility with interfaced
devices 5 4 3 2 1
Descriptive Rating Maintainability:
5 = Very Much Maintainable
4 = Much Maintainable
3 = Maintainable
2 = Fairly Maintainable
1 = Not Maintainable
Maintainability
The ease with which you can modify a software system to change or add
capabilities, improve performance, or correct defects.
Maintainability Criterion:
1. Modification of the system software 5 4 3 2 1
2. Change of software capabilities 5 4 3 2 1
3. Increase program capabilities 5 4 3 2 1
4. Improve of performance 5 4 3 2 1
5. Correction of program defects 5 4 3 2 1
6. Accessibility for maintenance 5 4 3 2 1
7. Configuration of system operation 5 4 3 2 1
8. Flexibility for system modification 5 4 3 2 1
9. Compliance of concurrent
system requirements 5 4 3 2 1
10. Advance feature for recent
technology 5 4 3 2 1
84
Portability
The ease with which you can modify a system to operate in an environment
different from that for which it was specifically designed.
Descriptive Rating:
5 = Very Much Portable
4 = Much Portable
3 = Portable
2 = Fairly Portable
1 = Not Portable
Portability Criterion as to:
1. Modification of the system 5 4 3 2 1
2. Adaptability to other environment 5 4 3 2 1
3. Adaptability to other applications 5 4 3 2 1
4. Flexibility or any other settings 5 4 3 2 1
5. Support in any form of
network communication 5 4 3 2 1
6. Adaptability to new version of
7. System support on maximum
hardware requirements 5 4 3 2 1
8. User capability/capacity 5 4 3 2 1
9. Its intended application 5 4 3 2 1
10. Its specific design 5 4 3 2 1
Signature of evaluator : _____________________________________
Date : ______________
85
APPENDIX G-2
EVALUATION SHEET
Name: _______________________________________________________
4 = Much Functional
3 = Functional
1 = Not Functional
Functionality
4 = Much Reliable
3 = Reliable
2 = Fairly Reliable
1 = Not Reliable
86
Reliability
4 = Much Usable
3 = Usable
2 = Fairly Usable
1 = Not Usable
Usability
Criterion:
4 = Much Efficient
3 = Efficient
1 = Not Efficient
87
Efficiency
devices 5 4 3 2 1
3 = Maintainable
Maintainability
88
Portability
Descriptive Rating:
4 = Much Portable
3 = Portable
2 = Fairly Portable
1 = Not Portable
Date : ______________
89
APPENDIX G-3
EVALUATION SHEET
Name: _______________________________________________________
4 = Much Functional
3 = Functional
1 = Not Functional
Functionality
4 = Much Reliable
3 = Reliable
2 = Fairly Reliable
1 = Not Reliable
90
Reliability
4 = Much Usable
3 = Usable
2 = Fairly Usable
1 = Not Usable
Usability
Criterion:
4 = Much Efficient
3 = Efficient
1 = Not Efficient
91
Efficiency
devices 5 4 3 2 1
3 = Maintainable
Maintainability
92
Portability
Descriptive Rating:
4 = Much Portable
3 = Portable
2 = Fairly Portable
1 = Not Portable
Date : ______________
93
TALLY OF EVALUATION SCORES AND MEAN
Functionality 5 4 3 2 1 Total Resp. Mean
Its intended use 12 11 7 30
4.03
Data manipulation 13 12 5 30
4.29
Compliance of end-user needs 12 15 3 30
4.43
Security of system data 12 10 8 30
4.31
Compatibility with other
system
12 15 3 30
4.31
Speed in data processing 10 15 5 30
4.34
Fitness of its intended use 10 16 4 30
4.03
Minimization of its run-time
error
11 15 4 30
4.25
Detection of error 10 8 12 30
4.20
Data storage 16 8 6 30
4.09
Average Mean: 4.20
Reliability 5 4 3 2 1 Total Resp. Mean
Error tolerance 15 4 11 30 4.40
Ease in data recovery 12 17 1 30 4.29
Program security 12 7 11 30 4.03
Data security 11 6 13 30 4.20
Creation of back-up system 12 8 10 30 4.31
Accuracy of results 12 12 6 30 4.46
Accuracy of data capture 10 14 6 30 3.91
Data storage volume 10 11 9 30 4.11
Understandability of output 17 11 2 30 4.20
Completeness of the system 17 8 4 29 3.83
Average Mean: 4.17
94
Usability 5 4 3 2 1 Total Resp. Mean
User friendly program 18 7 5 30
4.34
Quick driven program 15 10 5 30
4.37
Simple manipulation features 16 7 7 30
4.06
Wrong key input errors
detection
12 8 10 30
4.00
Wrong time input errors
detection
13 5 7 25
4.37
Data storage 15 5 10 30
4.46
Data retrieval 12 10 8 30
4.14
Data edit/correction 13 10 7 30
4.20
Tolerable difficulty level 12 3 15 30
4.11
Production of data output 15 5 10 30
4.29
Average Mean: 4.19
Efficiency 5 4 3 2 1 Total Resp.
Mean
Support on minimum facilities 15 10 5 30
4.26
Support on minimum
requirements
12 10 8 30
4.03
Provision of configurable
automation
12 5 13 30
3.97
Support on business workflow
process
13 10 7 30
4.03
Support on number of users
at a time
18 2 10 30
3.94
Speed of navigation and
production of outputs
12 10 8 30
3.86
Speed of data capture and
retrieval
12 7 11 30
4.03
Program utilized 13 10 7 30
4.09
Support on interfacing with
other devices
10 15 3 28
4.03
Compatibly with interfaced
Devices
10 9 11 30
4.46
Average Mean:
4.15
95
Maintainability 5 4 3 2 1 Total Resp. Mean
Modification of the system
software
16 6 8 30 4.29
Change of software
capabilities
15 10 5 30 4.20
Increase program capabilities 18 5 7 30 4.09
Improve of performance 10 14 6 30 3.94
Correction of program defects 12 7 11 30 4.14
Accessibility for maintenance 12 12 6 30 3.91
Configuration of system
operation
12 10 8 30 4.06
Flexibility for system
modification
12 10 8 30 4.11
Compliance of concurrent
system requirements
12 13 5 30 4.26
Advanced call for recent
Technology
10 12 8 30 4.20
Average Mean: 4.19
Portability 5 4 3 2 1 Total Resp. Mean
Modification of the system 15 9 6 30 4.17
Adaptability to other
environment
14 7 9 30 3.86
applications
10 6 14 30 3.97
Flexibility or any other
settings
12 9 9 30 3.86
Support in any form of
network communication
18 5 5 28 4.51
Adaptability to new version of
system requirements
15 8 7 30 4.23
System support on minimum
hardware requirements
8 15 7 30 4.17
User capability/capacity 14 10 6 30 4.29
Its intended application 12 10 8 30 4.20
Its specific design 12 8 10 30 3.94
Average Mean: 4.17
TOTAL MEAN:
4.18
96
96
Project Evaluation
The respondents of the study include twenty-five (25) sole users of the software
project and ten (10) Information Technology (IT) professionals. The thirty-five (35)
selected respondents include IT experts such as programmers, system analyst, software
engineers and technical support staff. The respondents were given questionnaires to
assess the acceptability of the software project.
Table 3. Evaluation of Software Quality Factor: Functionality
Software Quality Factor: FUNCTIONALITY
Criteria Mean Descriptive Ratings
Its intended use 4.03 Highly suitable or its intended use
Data manipulation 4.29 Very accurate
Compliance of end-user needs 4.43 Complying to users need
Security of system data 4.31 Very secure
Compatibility with other system 4.31 Highly Compatible
Speed in data processing 4.34 Very fast
Fitness of its intended use 4.03 Highly fit to intended use
Minimization of its run-time error 4.25 Very efficient
Detection of error 4.20 Highly intelligent in detecting errors
Data storage 4.09 Very fast in saving data to the storage
Average Mean 4.23 Very functional
The general weighted mean for functionality is 4.23. Table 3 shows
the ratings of the software project developed and found it very functional
since it was well-designed for the compliance of end-user needs and one of the
97
bases in adapting office automation. The software has a higher degree of
functionality (very functional) since it has a higher rate in each
criteria listed. Thus the program is highly operational in terms of data
manipulation.
Table 4. Evaluation of Software Quality Factor: Reliability
Software Quality Factor: RELIABILITY
Error tolerance
4.40
Can easily recover on data errors or failure
Ease in data recovery
4.29
Program security
4.03
Highly secure using password
Data security
4.20
Very secure
Creation of back-up system
4.31
Can create back-up immediately
Accuracy of results
4.46
Very accurate on results
Accuracy of data capture
3.91
Accurate on capturing
Data storage volume
4.11
High storage volume
Understandability of output
4.20
Very Understandable
Completeness of the system
3.83
The system is complete
Average Mean
4.17
Highly Reliable
The general mean for reliability is 4.17. Output accuracy makes
the system reliable enough since it produces accurate reports during the testing
process made by the users. And the respondents found no errors during the process of
evaluation.
98
Table 5. Evaluation of Software Quality Factor: Usability
Software Quality Factor: USABILITY
User friendly program
4.34
Very User friendly
Quick driven program
4.37
Very Quick driven
Simple manipulation features
4.06
Very simple to manipulate
Wrong key input errors detection
4.00
Can detect wrong key inputs Wrong time input errors
detection
4.37
Data storage
4.46
Can store huge amount of data
Data retrieval
4.14
Very fast in retrieving data
Data edit/correction
4.20
Very accurate in editing
Tolerable difficulty level
4.11
The system is highly
understandable
Production of data output
4.29
Has accurate and fast in producing
outputs
Average Mean
4.23
Highly Reliable
The software project was also appraised by the end-users with high
regards since it was well planned by following exact procedures,
specifications and functionality. The system had a great degree of
understanding because of its characteristics letting the users operate the
program in an easy way such as quick driven, easy to manipulation, accuracy
99
in editing stored data and information, user friendly, highly understandable and
fast in producing outputs.
Table 6. Evaluation of Software Quality Factor: Efficiency
Software Quality Factor: EFFICIENCY
Support on minimum facilities 4.26 The system can run in a minimum facilities
Support on minimum
requirements
4.03
The system can run with a minimum
requirements
Provision of configurable
automation
3.97 The system is fully automated
Support on business workflow
process
4.03 The system supports the entire flow
Support on number of users at
a time
3.94 Can hold several users at a time
Speed of navigation and
production of outputs
3.86
Very fast to navigate and in production of
outputs
Speed of data capture and
retrieval
4.03 Can capture data quickly
Program utilized 4.09 Utilizing the maximum programs
Support on interfacing with
other devices
4.03 Can support other devices
Its compatibility with
interfaced devices
4.46 Very compatible in almost all devices
Average Mean
4.07
Highly Efficient
100
The evaluation of the software project in terms of efficiency is
commended since it operates compatibly in any hardware resources
with minimum requirements. The software project will support the
business workflow and can process data faster. Another thing that can be
considered in software efficiency is its supports in interfacing with other devices like
barcode reader.
Table 7. Evaluation of Software Quality Factor: Maintainability
Software Quality Factor: MAINTAINABILITY
Modification of the system
software
4.29
Can be modified easily
Change of software capabilities
4.20
Highly capable
Increase program capabilities
4.09
Improve of performance
3.94
Very adaptable to the system to improve
performance
Correction of program defects
4.14
Defects can be corrected easily
Accessibility for maintenance
3.91
Very accessible maintenance
program
Configuration of system
operation
4.06
Very configuration
Flexibility for system
modification
4.11
Very flexible
Compliance of concurrent
System requirements
4.26
Very adaptable to the system
Advancement called for
recent technology
4.20
Can adapt to new technologies
Average Mean
4.12
Highly Maintainable
101
The respondents evaluated the software project in terms of
maintainability is highly maintainable since it bears software quality
attributes set that can be modified easily and very capable in
upgrading the systems capabilities and enhancement. Another attribute is
the provision for the flexibility of the system modification when office
management system changes.
Table 8. Evaluation of Software Quality Factor: Portability
Software Quality Factor: PORTABILITY
Modification of the system 4.17 Very easy to modify
environment 3.86
Very easy to adapt to its environment
applications 3.97
Very easy to adapt to other applications
Flexibility or any other
settings 3.86
Very flexible with any other settings
Support in any form of
Network communication 4.51
Can support any networking
communication
Adaptability to new
version of system
requirements 4.23
Very easy to adapt to new version
System support on maximum
Hardware requirements 4.17
Can support maximum hardware
requirement
User capability/capacity 4.29 Very easy to control
Its intended application 4.20
Highly acceptable
Its specific design 3.94
Average Mean 4.12 Highly Portable
102
The evaluation of the project with respect to its portability is high. It supports
users capability in controlling the system and also it provides capability of the
transferring from one hardware/software requirement immediately if necessary.
Table 9. Results of the Project Evaluation
SOFTWARE
QUALITY
FACTOR
MEAN
AVERAGE
DESCRIPTIVE RATINGS
Functionality 4.23 The software project is very functional
Reliability
4.17 The software project is very reliable in terms of
accuracy o performance.
Usability 4.23 usable for the Human Resource & Offices.
Efficiency 4.07 The software project is highly efficient.
Maintainability 4.12 The software project is very easy to maintain.
Portability 4.12 The software project is very portable
OVERALL 4.16 The system software is very acceptable
Based on the results obtained from the evaluators of the software project
developed, it was concluded to be very acceptable and it meets all its requirements in
building good quality software.
Table 9 shows the interpretation of results measuring the level of effectiveness of
the software project in terms of functionality, reliability, usability, efficiency,
maintainability and portability as evaluated by selected faculty and staff of Jose Rizal
Memorial State College. Based on the data gathered, tabulated and summarized, with the
overall mean of 4.16 obtained. It proved that Students Admission and Enrollment
Software is very effective and has a high performance level.
103
APPENDIX H
SOURCE CODE
EDP (Electronic Data Processing)
------------------------------------------FrmLogin Begin-------------------------------------------
Dim MyLocalPath As String
Private Sub CmdCancel_Click()
Select Case MyUserName
Case "GRADE", "DROPPING", "INC"
Unload Me
Case Else
End
End Select
End Sub
Private Sub CmdOk_Click()
'MsgBox x
Set Rst = MdbServer.OpenRecordset("LoginName", 2)
Rst.FindFirst "[Password]='" + Trim(TPass) + "'"
Select Case MyUserName
Case "DROPPING"
Rst.FindFirst "[LogName]='DROPPING'"
If Trim(TPass) = Rst.Fields(1) Then
FlagOkDrop = True
Else
FlagOkDrop = False
End If
Unload Me
Case "GRADE"
Rst.FindFirst "[LogName]='GRADE'"
FlagOkGrade = True
Else
FlagOkGrade = False
End If
Unload Me
Case "INC"
Rst.FindFirst "[LogName]='INC'"
FlagOkGrade = True
Else
FlagOkGrade = False
End If
Unload Me
104
Case Else
UserName = Rst.Fields(0)
Password = Rst.Fields(1)
If Trim(Password) = Trim(TPass) Then
Select Case Val(Format(Now, "h"))
Case 6, 7, 8, 9, 10, 11
x = MsgBox("Good Morning " & UserName, vbInformation, "Registrar's
Office")
Case 12, 13, 14, 15, 16, 17
x = MsgBox("Good Afternoon " & UserName, vbInformation, "Registrar's
Office")
Case Is > 17
x = MsgBox("Good Evening " & UserName, vbInformation, "Registrar's
Office")
End Select
Unload Me '.Visible = False
FrmStdSubjEDP.Show
Else
x = MsgBox("Invalid Password", vbInformation, "Access denied!!!")
TPass.SelStart = 0: TPass.SelLength = Len(TPass): TPass.SetFocus
End If
End Select
End Sub
Private Sub Form_Load()
If App.PrevInstance Then
x = MsgBox("The Program is already Running!!!")
End
End If
CenterForm Me
'''''''''''''''Setting Current Directory for the Local Database'''''''''''''
MyLocalPath = CurDir
'''''''''''''''Setting Database Server Path'''''''''''''
''''''''''''''''''Locating Database Server Path
LocatePath
''''''''''''''''''Locating Database Server Path End
'EDPFormActivated = False
Semester = DetectSemester
SchoolYear = DetectSchoolYear
LoadAllNeededTable
End Sub
Private Sub TPass_KeyPress(KeyAscii As Integer)
If KeyAscii = 13 Then
CmdOk_Click
ElseIf KeyAscii = 27 Then
CmdCancel_Click
End If
105
End Sub
Sub LoadAllNeededTable()
''''''''''''''''''''Server Database'''''''''''''''''''''''''
Set MdbServer = OpenDatabase(MdbServerPath, False, False, ";Pwd=" & "040401")
''''''''''''''''''''Server Database End'''''''''''''''''''''''''
''''''''''''''''''''Cashier Database'''''''''''''''''''''''''
'Set MdbCashier = OpenDatabase(MdbCashierPath, False, False, ";Pwd=" &
"040401")
''''''''''''''''''''Cashier Database End'''''''''''''''''''''''''
''''''''''''''''''''Server Database'''''''''''''''''''''''''
''''''''''''''''''''Server Database End'''''''''''''''''''''''''
End Sub
''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''
Sub LocatePath()
MdbServerPath = GetSetting("Enrollment", "ServerFolder", "Path")
'MdbCashierPath = GetSetting("Enrollment", "CashierFolder", "Path")
If Len(MdbServerPath) < 1 Then
x = MsgBox("Server Database not found" & Chr(13) & Chr(13) & "Browse the
Server Database File", vbInformation, "Error in Server Database Location")
Path.ShowOpen
MdbServerPath = Path.FileName
'x = MsgBox("Cashier Database not found" & Chr(13) & Chr(13) & "Browse the
Cashier Database File", vbInformation, "Error in Cashier Database Location")
'Path.ShowOpen
'MdbCashierPath = Path.filename
If UCase(Right(MdbServerPath, 10)) <> "ENROLL.MDB" Then
x = MsgBox("Invalid Database!!!!", vbInformation + vbCritical, "Error in
Database name")
ChDir MyLocalPath
End
Else
SaveSetting "Enrollment", "ServerFolder", "Path", Trim(MdbServerPath)
'SaveSetting "Enrollment", "CashierFolder", "Path", Trim(MdbCashierPath)
End If
End If
End Sub
------------------------------------------FrmLogin End---------------------------------------------
--------------------------------------FrmStdSubjEDP Begin---------------------------------------
Dim ArrSchedule()
Dim FlagTBox As String
Dim MyIndex As Integer
Dim FlagRegOk, FlagPrint As Boolean
Dim FlagAllSubjects, FlagSave As Boolean
Dim MDBSTDControl, EDPSTDControl As Integer
Dim YearAcquired As Integer
Dim PrevCourse, PresCourse, StdBlock As String
106
Dim TotalUnits As Double
Dim NSTP, NSTPFound As Boolean
Dim ROTC, ROTCFound As Boolean
Dim NAVAL, NAVALFound As Boolean
Dim IsIDNumberGenerated As Boolean
Dim CodeINC, CodeFirstToThird
Dim Lec, Lab, Tot, UponEnroll As Double
Dim LabCount As Integer
Dim SchedCodeAsText, PictPath As String
Private Sub CmdAdd_Click()
Dim R As Integer
G.Col = 0
For R = 1 To 14
G.Row = R
If Len(G.Text) <> 0 Then
'MsgBox GetGridRowColText(G, R, 12) & Trim(TS(0))
If Trim(GetGridRowColText(G, R, 13)) = Trim(TS(0)) And
Trim(GetGridRowColText(G, R, 8)) = Trim(TS(6)) And Trim(GetGridRowColText(G,
R, 9)) = Trim(TS(7)) And Trim(GetGridRowColText(G, R, 10)) = Trim(TS(8)) And
Trim(GetGridRowColText(G, R, 12)) = Trim(TS(10)) Then
x = MsgBox("Cannot Add Duplicate entry Entry")
GoTo EDPCodeFocus
End If
Else
Exit For
End If
Next R
'msgbox x
G.Row = R
If Len(TS(0)) <> 0 Then
StdNumberEnrolled = CheckingTheNumberOfStdEnrolled(TS(3), TS(6), TS(7),
TS(8), TS(10))
ClassLimit = ClassLimitPerSubject(TS(0))
'If StdNumberEnrolled < ClassLimit Then
For A = 0 To 13
G.Col = A
Select Case A
Case 0
G.Text = Trim(Str(StdNumberEnrolled))
If StdNumberEnrolled < ClassLimit Then
SetGridRowColText G, G.Row, A + 1, "Open"
SetGridRowColText G, G.Row, A + 14, "Allow"
Else
SetGridRowColText G, G.Row, A + 1, "Closed"
SetGridRowColText G, G.Row, A + 14, "DisAllow"
107
End If
A = A + 1
Case 2
G.Text = SchedCodeAsText
Case 3, 4, 5, 6, 7, 8, 9, 10, 11, 12
G.Text = Trim(TS(A - 2))
Case 13
G.Text = TS(0)
End Select
Next A
'Else
'x = MsgBox("Specified Schedule already closed!!!", vbInformation)
'Exit Sub
'End If
Else
x = MsgBox("Invalid Entry!!!")
Exit Sub
End If
For I = 0 To 10
TS(I) = ""
Next I
GetTotalUnits
FlagTChange = False
EDPCodeFocus:
TS(1).SelStart = 0: TS(1).SelLength = Len(TS(1)): TS(1).SetFocus
End Sub
Private Sub CmdAdd_GotFocus()
CmdAdd.BackColor = &HFFC0C0
End Sub
Private Sub CmdAdd_LostFocus()
CmdAdd.BackColor = &H8000000F
End Sub
Private Sub CmdBlock_Click()
OpenList TS(0), LBlock
End Sub
Private Sub CmdCivilStatus_Click()
OpenList T(0), LCivilStatus
End Sub
Private Sub CmdClose_Click()
If MsgBox("Do you want to Quit?", vbInformation + vbYesNo) = vbYes Then
End
End If
End Sub
Private Sub CmdCourse_Click()
OpenList TYear, LCourse
End Sub
108
Private Sub CmdEnrollStat_Click()
OpenList TCourse, LEnrollStat
End Sub
Private Sub CmdMin_Click()
'Me.Caption = "EDP"
Me.WindowState = vbMinimized
'Me.ShowInTaskbar = True
End Sub
Private Sub CmdNew_Click()
On Error Resume Next
FlagTChange = True
TLec = "0": TLab = "0": TotEnrolledUnits = "0"
For I = 0 To 5
T(I) = ""
Next I
For I = 0 To 10
TS(I) = ""
Next I
TCourse.Text = "": TEnrollStat = "": TYear = "": TBlock = "": TORNum = "":
TAmount = "": TCashier = "": TORDate.Value = Format(Date, "MM/DD/YYYY"):
TContact = "": TCivilStatus = "": TParentGuardian = "": CmbCitizenship.Text = "":
TBDate.Value = DateAdd("yyyy", -16, Now): TBPlace = ""
'MsgBox DateAdd("yyyy", -15, Now)
G.Clear
'SetGridHeading
SetGridHeading G, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, "# of Std", "Status",
"", "SUBJ CODE", "DESCRIPTIVE TITLE", "TYPE", "HRS", "UNIT", "DAYS",
"TIME", "ROOM", "INSTRUCTOR", "", "", "Permission", "Rating"
FlagAllSubjects = False
TSex.Text = "": L.Clear: L.Visible = False
Img.Picture = LoadPicture(Left(MdbServerPath, Len(MdbServerPath) - 10) &
"Blank.JPG")
PictPath = " "
CmdSave.Enabled = True
FlagTChange = False
T(1).SetFocus
End Sub
Private Sub CmdPrint_Click()
If Len(Trim(GetGridRowColText(G, 1, 0))) > 0 Then
PopupMenu mnPrint
Else
x = MsgBox("Nothing to Print", vbExclamation, "No current record")
End If
109
End Sub
Private Sub CmdRefresh_Click()
Set MdbServer = OpenDatabase(MdbServerPath, False, False, ";Pwd=" & "040401")
End Sub
Private Sub LCivilStatus_Click()
InsertChoosenList TCivilStatus, LCivilStatus, CmbCitizenship
End Sub
Private Sub LCivilStatus_KeyPress(KeyAscii As Integer)
If KeyAscii = 13 Then
TCivilStatus = LCivilStatus.Text
End If
End Sub
Private Sub LCivilStatus_LostFocus()
LCivilStatus.Visible = False
End Sub
Private Sub LSem_Click()
InsertChoosenList TSem, LSem, TSY
RetrieveAllSubjects
End Sub
Private Sub mnEnrolledSubject_Click()
PrintEnrolledSubjects False
End Sub
Private Sub mnEnrolledSubjectWithGrade_Click()
PrintEnrolledSubjects True
End Sub
Sub PrintEnrolledSubjects(Flag As Boolean)
On Error GoTo ErrHand
Dim MySQL, MyWhere As String
Begin:
MySQL = "SELECT STDDlFl.STDSchedCode, SubjMSFl.SubjCode,
SubjMSFl.SubjDesc, SubjMSFl.SubjType, SubjMSFl.SubjTeachHrs,
SubjMSFl.SubjUnit, STDDlFl.SchedDays, STDDlFl.SchedTime, STDDlFl.SchedRM,
InstructorMsFl.InsTitle, InstructorMsFl.InsGname, InstructorMsFl.InsMI,
InstructorMsFl.InsFname, InstructorMsFl.InsCode, SubjMSFl.SubjEDPCode,
StdMsFl.StdFname, StdMsFl.StdGname, StdMsFl.StdMname, StdMsFl.StdAdd,
CourseMsFl.CourseCode, CourseMsFl.DescriptiveTitle, CourseMsFl.CourseMajor,
STDDlFl.SchedTerm, STDDlFl.STDSY, STDDlFl.GenAve, STDDlFl.ReEx INTO
QuerEnrolledSubjects FROM ((((STDDlFl INNER JOIN ScheduleDlFl ON
STDDlFl.STDSchedCode = ScheduleDlFl.SchedCode) INNER JOIN SubjMSFl ON
ScheduleDlFl.SchedEDPCode = SubjMSFl.SubjEDPCode) INNER JOIN InstructorMsFl
ON STDDlFl.SchedInstCode = InstructorMsFl.InsCode) INNER JOIN StdMsFl ON
STDDlFl.STDCode = StdMsFl.StdCode) INNER JOIN CourseMsFl ON
StdMsFl.StdPresCourseCode = CourseMsFl.CourseCode WHERE STDDlFl.STDCode
like "
MyWhere = "'" + Trim(T(0)) + "' AND STDDlFl.SchedTerm like '" +
Trim(TSem.Text) + "' AND STDDlFl.STDSY like '" + Trim(TSY.Text) + "'"
110
MdbServer.Execute Trim(MySQL) & Trim(MyWhere)
R.Connect = "DSN = ;UID = ;PWD=040401;DSQ = "
'MsgBox x
If Not Flag Then
R.ReportFileName = Left(MdbServerPath, Len(MdbServerPath) - 10) &
"stdenrolled.rpt"
Else
"stdenrolledgrade.rpt"
End If
R.WindowState = crptMaximized
R.WindowControlBox = True: R.WindowMaxButton = True: R.WindowMinButton =
True
R.WindowBorderStyle = crptSizable
R.Action = 1
'Delete the table InstructorsList.
'MdbServer.Execute "DROP TABLE QuerEnrolledSubjects;"
ErrHand:
MdbServer.Execute "DROP TABLE QuerEnrolledSubjects;"
GoTo Begin
End Sub
Sub PrintEnrollmentForm()
R.Connect = "DSN = ;UID = ;PWD=040401;DSQ = "
"enrollform.rpt"
R.WindowState = crptMaximized
R.WindowControlBox = True: R.WindowMaxButton = True: R.WindowMinButton =
True
R.WindowBorderStyle = crptSizable
R.Action = 1
'Delete the table InstructorsList.
'MdbServer.Execute "DROP TABLE QuerEnrolledSubjects;"
End Sub
Private Sub CmdPrint_GotFocus()
LMsg.Caption = "Print Students Enrolled Subjects"
End Sub
Private Sub CmdSave_Click()
Dim FlagFound As Boolean
Dim SchedCodeEnrolled As String
'On Error GoTo ErrHand
''''''''''''''''''''''Checking each Entry '''''''''''''''''''''''''''''''''''''
'''''''''Checking Fname,Mname,MI'''''''''
For I = 1 To 3
If Len(T(I)) < 1 Then
Select Case I
Case 1
111
x = MsgBox("Family Name must be filled-up!!!", vbInformation)
Case 2
x = MsgBox("Given Name must be filled-up!!!", vbInformation)
Case 3
x = MsgBox("Middle Initial must be filled-up!!!", vbInformation)
End Select
T(I).SetFocus
Exit Sub
End If
Next I
''''''''Checking Sex'''''''''''''''
If Len(TSex) < 1 Then
x = MsgBox("Gender/Sex must be filled-up!!!", vbInformation)
CmdSex.SetFocus
Exit Sub
End If
''''''''Checking Student Address''''''''''''''''
If Len(T(5)) < 1 Then
x = MsgBox("Address must be filled-up!!!", vbInformation)
T(5).SetFocus
Exit Sub
End If
If Len(TEnrollStat) < 1 Then
x = MsgBox("Enrollment Status must be filled-up!!!", vbInformation)
LEnrollStat.Visible = True
Exit Sub
End If
If Len(TCourse) < 1 Then
x = MsgBox("Course must be filled-up!!!", vbInformation)
LCourse.Visible = True
Exit Sub
End If
If Len(TYear) < 1 Then
x = MsgBox("Year level must be filled-up!!!", vbInformation)
LYear.Visible = True
Exit Sub
End If
If Len(TBlock) < 1 Then
x = MsgBox("Block must be filled-up!!!", vbInformation)
LBlock.Visible = True
Exit Sub
End If
If Len(TORNum) < 1 Then
x = MsgBox("Cannot save without OR Number !!!", vbInformation)
TORNum.SetFocus
Exit Sub
112
End If
If Len(TAmount) < 1 Then
x = MsgBox("Cannot save without Official Receipt Amount!!!", vbInformation)
TBDate.SetFocus
Exit Sub
End If
If Len(TORDate.Value) < 1 Then
x = MsgBox("Cannot save without Official Receipt Date!!!", vbInformation)
TBDate.SetFocus
Exit Sub
End If
If Len(TCashier) < 1 Then
x = MsgBox("Cannot save without cashier's name!!!", vbInformation)
TBDate.SetFocus
Exit Sub
End If
If Len(TContact) < 1 Then
x = MsgBox("Cannot save without Contact Number!!!", vbInformation)
TContact.SetFocus
Exit Sub
End If
If Len(TParentGuardian) < 1 Then
x = MsgBox("Cannot save without Parent or Name of Guardian!!!", vbInformation)
TParentGuardian.SetFocus
Exit Sub
End If
If Len(TCivilStatus) < 1 Then
x = MsgBox("Cannot save without Civil Status!!!", vbInformation)
TCivilStatus.SetFocus
Exit Sub
End If
If Len(CmbCitizenship.Text) < 1 Then
x = MsgBox("Cannot save without Citizenship!!!", vbInformation)
CmbCitizenship.SetFocus
Exit Sub
End If
If Len(TBDate.Value) < 1 Then
x = MsgBox("Cannot save without Birth Date!!!", vbInformation)
TBDate.SetFocus
Exit Sub
End If
If Len(TBPlace) < 1 Then
x = MsgBox("Cannot save without Place of Birth!!!", vbInformation)
TBPlace.SetFocus
Exit Sub
End If
113
If Len(TCashier) < 1 Then
x = MsgBox("Cannot save without Cashier Name!!!", vbInformation)
TBPlace.SetFocus
Exit Sub
End If
G.Row = 0: G.Col = 0
If Len(Trim(G.Text)) < 1 Then
x = MsgBox("No Subjects Enrolled!!!", vbInformation)
TS(0).SetFocus
Exit Sub
End If
''''''''''''''''''''''Generating ID Number''''''''''''''''''''
''''''''''''''''''''''Generating ID Number End''''''''''''''''''''
If MsgBox("Do you want to save all the subjects listed?", vbQuestion + vbYesNo) =
vbYes Then
''''''''''''''''''''''Generating ID Number''''''''''''''''''''
If Len(T(0)) < 1 Then
T(0) = GenerateIdno()
IsIDNumberGenerated = True
MdbServer.Execute "INSERT INTO StdMsFl (StdCode, StdFname,StdGname,
StdMname, StdSex, StdAdd, StdEnrollStat, StdPresCourseCode, StdYearLevel,
StdBlock, [Contact Number], StdPictPath, ParentGuardian, [Civil Status],
Citizenship,StdBDate,StdBPlace) VALUES ('" + Trim(T(0)) + "','" + Trim(T(1)) + "','" +
Trim(T(2)) + "','" + Trim(T(3)) + "','" + Trim(TSex) + "','" + Trim(T(5)) + "','" +
Trim(TEnrollStat) + "','" + Trim(TCourse) + "','" + Trim(TYear) + "','" + Trim(TBlock) +
"', '" + Trim(TContact) + "','" + Trim(PictPath) + "','" + Trim(TParentGuardian) + "','" +
Trim(TCivilStatus) + "','" + Trim(CmbCitizenship.Text) + "', '" + Trim(TBDate.Value) +
"','" + Trim(TBPlace) + "');"
Else
IsIDNumberGenerated = False
MdbServer.Execute "UPDATE StdMsFl SET StdFname = '" + Trim(T(1)) +
"',StdGname = '" + Trim(T(2)) + "',StdMname = '" + Trim(T(3)) + "',StdSex = '" +
Trim(TSex) + "',StdAdd = '" + Trim(T(5)) + "',StdEnrollStat = '" + Trim(TEnrollStat) +
"',StdPresCourseCode = '" + Trim(TCourse) + "',StdYearLevel = '" + Trim(TYear) +
"',StdBlock = '" + Trim(TBlock) + "',[Contact Number]= '" + Trim(TContact) +
"',StdPictPath= '" + Trim(PictPath) + "', ParentGuardian='" + Trim(TParentGuardian) +
"',[Civil Status]='" + Trim(TCivilStatus) + "',Citizenship='" +
Trim(CmbCitizenship.Text) + "', StdBDate='" + Trim(TBDate.Value) + "', StdBPlace='"
+ Trim(TBPlace) + "' WHERE StdCode = '" + Trim(T(0)) + "'"
End If
'MsgBox x
SavingAllInformation
'MsgBox x
If Val(TotEnrolledUnits) > 0 Then
''''''''''''''''''''''''Saving Enrolled Units'''''''''
114
MdbServer.Execute "DELETE * FROM STDEnrolledUnitsDlFl WHERE
STDCode='" + Trim(T(0)) + "' AND SchedTerm='" + Trim(TSem) + "' AND STDSY='"
+ Trim(TSY) + "'"
MdbServer.Execute "INSERT INTO STDEnrolledUnitsDlFl
(STDCode,SchedTerm,STDSY,EnrolledUnitsLec,EnrolledUnitsLab,TotalEnrolledUnits,
StdCourseCode,[OR Number], [Date Enrolled],[Year Level],Block,Cashier,Amount)
VALUES ('" + Trim(T(0)) + "','" + Trim(TSem.Text) + "','" + Trim(TSY.Text) + "','" +
Trim(TLec.Text) + "','" + Trim(TLab.Text) + "','" + Trim(TotEnrolledUnits.Text) + "','" +
Trim(TCourse.Text) + "','" + Trim(TORNum) + "','" + Trim(TORDate.Value) + "','" +
Trim(TYear.Text) + "', '" + Trim(TBlock.Text) + "','" + Trim(TCashier.Text) + "','" +
Trim(TAmount.Text) + "');"
End If
x = MsgBox("Student Information and Enrolled Subjects already Saved!",
vbInformation, "Saving Succesfull")
End If
End Sub
Sub SavingAllInformation()
Dim MyRow As Integer
Dim MyType, MyDays, MyTime, MyRoom, MyInsCode, MyStatus, MySchedCode,
MyEdpCode As String
Dim StdNumberEnrolled, ClassLimit As Long
'Dim TempRst2 As Recordset
FlagSave = False
G.Redraw = False
P.Visible = True: P.Value = 0
P.Max = G.Rows - 1
For MyRow = 1 To G.Rows - 1
G.Row = MyRow: G.Col = 0
If Len(Trim(G.Text)) > 0 Then
G.Col = 1: MyStatus = G.Text 'MyStatus = GetGridRowColText(G, MyRow,
1)
G.Col = 2: MySchedCode = G.Text 'MyStatus = GetGridRowColText(G,
MyRow, 2)
G.Col = 5: MyType = G.Text 'MyStatus = GetGridRowColText(G, MyRow,
5)
G.Col = 8: MyDays = G.Text 'MyStatus = GetGridRowColText(G, MyRow,
8)
G.Col = 9: MyTime = G.Text 'MyStatus = GetGridRowColText(G, MyRow,
9)
G.Col = 10: MyRoom = G.Text 'MyStatus = GetGridRowColText(G,
MyRow, 10)
G.Col = 12: MyInsCode = G.Text 'MyStatus = GetGridRowColText(G,
MyRow, 12)
G.Col = 13: MyEdpCode = G.Text 'MyStatus = GetGridRowColText(G,
MyRow, 13)
'MsgBox x
115
If Trim(MyStatus) = "Open" Then
StdNumberEnrolled = CheckingTheNumberOfStdEnrolled(MyType, MyDays,
MyTime, MyRoom, MyInsCode)
ClassLimit = ClassLimitPerSubject(MyEdpCode)
If StdNumberEnrolled < ClassLimit + 1 Or Trim(MyStatus) = "Open" Then 'Or
Trim(GetGridRowColText(G, MyRow, 14)) = "Allow" Then
If StdNumberEnrolled + 1 >= ClassLimit Then
ClosingSubjects MyType, MyDays, MyTime, MyRoom, MyInsCode
End If
''''Saving to Detailed
MdbServer.Execute "INSERT INTO STDDlFl (STDCode,
STDSchedCode,SchedTerm, STDSY, StdCourseCode, SchedType, SchedDays,
SchedTime, SchedRM, SchedInstCode) VALUES ('" + Trim(T(0)) + "','" +
Trim(MySchedCode) + "','" + Trim(TSem.Text) + "','" + Trim(TSY.Text) + "','" +
Trim(TCourse) + "','" + Trim(MyType) + "','" + Trim(MyDays) + "','" + Trim(MyTime) +
"','" + Trim(MyRoom) + "','" + Trim(MyInsCode) + "');"
P.Value = P.Value + 1
DoEvents
FlagSave = True
G.Col = 0: G.Text = Trim(Str(StdNumberEnrolled + 1))
'SetGridRowColText G, MyRow, 0, Trim(Str(StdNumberEnrolled + 1))
'G.Col = 0: MsgBox G.Text
G.Col = 1: G.Text = "Enrolled" 'SetGridRowColText G, MyRow, 1,
"Enrolled"
'G.Col = 1: MsgBox G.Text
Else
SetGridRowColText G, MyRow, 0, Trim(Str(StdNumberEnrolled))
SetGridRowColText G, MyRow, 1, "Closed"
End If
End If
Else
P.Value = G.Rows - 1
P.Visible = False
Exit For
End If
Next MyRow
G.Redraw = True
End Sub
Function CheckingTheNumberOfStdEnrolled(Where0, Where1, Where2, Where3,
Where4) As Long
Dim TempRst As Recordset
'G.Redraw = False
Quer = "SELECT STDCode FROM STDDlFl WHERE SchedType like '" +
Trim(Where0) + "' AND SchedDays like '" + Trim(Where1) + "' AND SchedTime like '"
+ Trim(Where2) + "' AND SchedRM like '" + Trim(Where3) + "' AND SchedInstCode
116
like '" + Trim(Where4) + "' AND SchedTerm like '" + Trim(TSem.Text) + "' AND
STDSY like '" + Trim(TSY.Text) + "'"
Set TempRst = MdbServer.OpenRecordset(Quer, 2)
If Not TempRst.EOF Then
TempRst.MoveLast
CheckingTheNumberOfStdEnrolled = TempRst.RecordCount
Else
CheckingTheNumberOfStdEnrolled = 0
End If
End Function
Function ClassLimitPerSubject(EdpCode As String) As Long
Quer = "[SubjectEDPCode]like '" + Trim(EdpCode) + "'"
Set TempRst = MdbServer.OpenRecordset("ClassLimit", dbOpenDynaset)
TempRst.FindFirst Quer
If Not TempRst.NoMatch Then
ClassLimitPerSubject = TempRst.Fields(1)
Else
TempRst.MoveFirst
ClassLimitPerSubject = TempRst.Fields(1)
End If
End Function
Sub ClosingSubjects(Where0, Where1, Where2, Where3, Where4)
Quer = "[SubjType] like '" + Trim(Where0) + "' AND [SchedDays] like '" +
Trim(Where1) + "' AND [SchedTime] like '" + Trim(Where2) + "' AND [SchedRM] like
'" + Trim(Where3) + "' AND [SchedInstCode] like '" + Trim(Where4) + "' AND
[SchedTerm] like '" + Trim(TSem.Text) + "' AND [SchedSY] like '" + Trim(TSY.Text) +
"'"
Set TempRst = MdbServer.OpenRecordset("ScheduleDlFl", dbOpenDynaset)
TempRst.FindFirst Quer
If Not TempRst.NoMatch Then
'Rst.FindFirst Quer
Do While Not TempRst.NoMatch
TempRst.Edit
TempRst.Fields("SchedStatus") = True
TempRst.Update
TempRst.FindNext Quer
Loop
End If
End Sub
Function GenerateIdno()
Dim FirstDigit, SecondDigit, ThirdDigit, FourthDigit
FirstDigit = Right(Year(Now), 2)
SecondDigit = "-"
Select Case Trim(TSem)
117
Case "1ST SEM"
ThirdDigit = "A"
Case "2ND SEM"
ThirdDigit = "B"
Case "3RD SEM"
ThirdDigit = "C"
Case "SUMMER"
ThirdDigit = "D"
End Select
Set Rst = MdbServer.OpenRecordset("SELECT DISTINCTROW StdCode From
StdMsFl WHERE left(StdMsFl.StdCode,2) like '" + Right(Year(Now), 2) + "'", 2)
If Not Rst.EOF Then
Rst.MoveLast
FourthDigit = Rst.RecordCount + 1
Else
FourthDigit = 1
End If
CodeINC = FourthDigit
For I = Len(FourthDigit) To 4
FourthDigit = "0" & FourthDigit
Next I
CodeFirstToThird = Trim(FirstDigit) & Trim(SecondDigit) & Trim(ThirdDigit) &
SecondDigit
GenerateIdno = Trim(FirstDigit) & Trim(SecondDigit) & Trim(ThirdDigit) &
SecondDigit & Trim(FourthDigit)
End Function
Private Sub CmdSave_GotFocus()
LMsg.Caption = "Save Students Enrolled Subjects"
End Sub
Private Sub CmdSem_Click()
OpenList T(0), LSem
End Sub
Private Sub CmdSex_Click()
Select Case Trim(UCase(TSex))
Case "MALE"
TSex = "FEMALE"
Case "FEMALE"
TSex = "MALE"
Case Else
TSex = "MALE"
End Select
End Sub
Private Sub CmdSY_Click()
OpenList T(0), LSY
End Sub
Private Sub CmdYear_Click()
118
OpenList TBlock, LYear
End Sub
Private Sub Form_Activate()
'MsgBox G.Rows
If Not EDPFormActivated Then
'''''''''''''''Copying Database from Server to Local Computers'''''''''''''
'InializedDB LMsg
''''''''''''''''''''''Getting Subjects Enrolled Limits''''''''
'Loading CmbCourse, "CourseMsFl", 1
'EDPFormActivated = True
End If
End Sub
Private Sub Form_Load()
CenterForm Me
InitializedAllRequirementsFromTable
LSY.Clear
For I = 2007 To Year(Now)
LSY.AddItem Trim(Str(I)) & "-" & Trim(Str(I + 1))
Next I
TBDate.Value = DateAdd("yyyy", -16, Now)
''''''''''''''Set Grid Column Width'''''''''''''''
LoadGridSize G, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 800, 800, 0, 1500,
5300, 600, 600, 600, 1300, 1400, 1200, 3000, 0, 0, 1000, 1000
'LoadGridSize G, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 800, 800, 800, 1500,
5300, 600, 600, 600, 1300, 1400, 1200, 3000, 1000, 1000, 1000, 1000
''''''''''''''Set Grid Headings'''''''''''''''
LoadGridSize GS, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, , , , , 0, 1100, 6340, 705, 480, 525,
1260, 1395, 1340, 3000, 0, 0
''''''''''''''Set Grid Headings'''''''''''''''
SetGridHeading GS, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, , , , , "SchedCode ", "SUBJ
CODE", "DESCRIPTIVE TITLE", "TYPE", "HRS", "UNIT", "DAYS", "TIME",
"ROOM", "INSTRUCTOR", "", ""
L.Height = 3060
FlagTChange = False
FlagAllSubjects = False
TSem = DetectSemester
TORDate.Value = Format(Date, "DD/MM/YYYY")
TSY = DetectSchoolYear
End Sub
Sub InitializedAllRequirementsFromTable()
LoadOneFieldFromQuer "CourseMsFl", LCourse, 1
End Sub
119
Sub SetGridHeading(G As MSFlexGrid, Optional COL0, Optional COL1, Optional
COL2, Optional COL3, Optional COL4, Optional COL5, Optional COL6, Optional
COL7, Optional COL8, Optional COL9, Optional COL10, Optional COL11, Optional
COL12, Optional COL13, Optional COL14, Optional COL15, Optional Str0, Optional
Str1, Optional Str2, Optional Str3, Optional Str4, Optional Str5, Optional Str6, Optional
Str7, Optional Str8, Optional Str9, Optional Str10, Optional Str11, Optional Str12,
Optional Str13, Optional Str14, Optional Str15 As String)
G.Row = 0
G.Redraw = False
G.Col = COL0: G.Text = Str0
G.Redraw = True
End Sub
Sub LoadGridSize(G, Optional COL0, Optional COL1, Optional COL2, Optional COL3,
Optional COL4, Optional COL5, Optional COL6, Optional COL7, Optional COL8,
Optional COL9, Optional COL10, Optional COL11, Optional COL12, Optional COL13,
Optional COL14, Optional COL15, Optional W0, Optional W1, Optional W2, Optional
W3, Optional W4, Optional W5, Optional W6, Optional W7, Optional W8, Optional W9,
Optional W10, Optional W11, Optional W12, Optional W13, Optional W14, Optional
W15 As String)
G.ColWidth(COL0) = W0
120
End Sub
Sub RefreshGridList()
G.Clear
End Sub
Sub LoadingSY()
Select Case Trim(TSem.Text)
Case "1ST SEM", "2ND SEM", "3RD SEM"
'TSY.Text = Trim(Str(Year(Now))) & "-" & Trim(Str(Year(Now) + 1))
Case "SUMMER"
TSY.Text = Trim(Str(Year(Now)))
End Select
End Sub
Private Sub G_DblClick()
RemoveRecFromGrid
End Sub
Private Sub G_KeyDown(KeyCode As Integer, Shift As Integer)
If KeyCode = 46 Then
RemoveRecFromGrid
ElseIf KeyCode = 65 Then
SetGridRowColText G, G.Row, 14, "Allow"
SetGridRowColText G, G.Row, 1, "Open"
GetTotalUnits
SetGridRowColText G, G.Row, 14, "DisAllow"
SetGridRowColText G, G.Row, 1, "Closed"
GetTotalUnits
If UserName = "ADMINISTRATOR" Or UserName = "SERVERADMIN" Then
EnterGrade
Else
x = MsgBox("You do not have enough privilege to change anything except the
USERADMIN or ADMINISTRATOR user!!!")
Exit Sub
End If
121
CmdSave_Click
CmdPrint_Click
CmdNew_Click
CmdClose_Click
EnterINC
Else
Exit Sub
End If
End If
End Sub
Sub RemoveRecFromGrid()
Dim Pwd As String
Dim SchedCode, SchedType, SchedUnit As String
'On Error Resume Next
If Trim(GetGridRowColText(G, G.Row, 1)) = "Enrolled" Then
MyUserName = "DROPPING"
'Pwd = InputBox("Enter Password to Delete the Enrolled Subject!!!")
FrmLogin.Caption = "Password to Drop Enrolled Subject"
FrmLogin.Show 1
If Not FlagOkDrop Then
x = MsgBox("Cannot Drop Enrolled Subject!!!" & Chr(13) & Chr(13) & "Just
Inform the Database Administrator!!!", vbCritical + vbInformation, "Access Denied!!!")
Else
If MsgBox("Do you really want to Drop " & GetGridRowColText(G, G.Row,
4) & "?", vbYesNo + vbQuestion, "Deleting one record") = vbYes Then
SchedCode = GetGridRowColText(G, G.Row, 2)
SchedType = GetGridRowColText(G, G.Row, 5)
SchedUnit = GetGridRowColText(G, G.Row, 7)
MdbServer.Execute "DELETE * FROM STDDlFl WHERE STDSchedCode
like '" + Trim(SchedCode) + "' AND STDCode like '" + Trim(T(0).Text) + "' AND
SchedTerm like '" + Trim(TSem.Text) + "' AND STDSY like '" + Trim(TSY.Text) + "'"
G.RemoveItem G.Row
G.Rows = G.Rows + 1
GetTotalUnits
Quer = "[STDCode] like '" + Trim(T(0).Text) + "' AND [SchedTerm] like '"
+ Trim(TSem.Text) + "' AND [STDSY] like '" + Trim(TSY.Text) + "'"
Set Rst = MdbServer.OpenRecordset("STDEnrolledUnitsDlFl", 2)
Rst.FindFirst Quer
122
If Not Rst.NoMatch Then
Rst.Edit
Rst.Fields("EnrolledUnitsLec") = Val(TLec)
Rst.Fields("EnrolledUnitsLab") = Val(TLab)
Rst.Fields("TotalEnrolledUnits") = Val(TotEnrolledUnits)
Rst.Update
End If
End If
Else
Exit Sub
End If
End If
Else
If MsgBox("Do you want to remove the selected schedule?", vbQuestion +
vbYesNo) = vbYes Then
G.RemoveItem G.Row
G.Rows = G.Rows + 1
GetTotalUnits
End If
End If
End Sub
Sub EnterGrade()
Dim SchedCode As String
Dim Grade As Variant
'On Error Resume Next
If Trim(GetGridRowColText(G, G.Row, 1)) = "Enrolled" Then
MyUserName = "GRADE"
'Pwd = InputBox("Enter Password to Delete the Enrolled Subject!!!")
FrmLogin.Caption = "Password to Enter Grade"
FrmLogin.Show 1
If Not FlagOkGrade Then
x = MsgBox("Invalid Password!!!" & Chr(13) & Chr(13) & "Just Inform the
Database Administrator!!!", vbCritical + vbInformation, "Access Denied!!!")
Else
Grade = Val(InputBox("Enter Final Rating for " & GetGridRowColText(G,
G.Row, 4)))
If (Grade >= 1# And Grade <= 5# And Len(((Format(Trim(Str(Grade)), "#.0"))))
= 3) Or (UCase(Trim(Grade)) = "INC") Or (UCase(Trim(Grade)) = "DR") Or
(UCase(Trim(Grade)) = "-") Then
SetGridRowColText G, G.Row, 15, Format(Trim(Str(Grade)), "#.0")
SchedCode = GetGridRowColText(G, G.Row, 2)
End Sub
1
Name : John D. Sagapsapan
Email : johnsagapsapan@gmail.com
Mobile Number : 09095830996
CURRICULUM VITAE
2007
J
JJo
ooh
hhn
nn D
DDe
eer
rra
aam
mma
aa S
SSa
aag
gga
aap
pps
ssa
aap
ppa
aan
nn
KEY OF SUCCESS : INTEGRITY AND ETHICS
LEADERSHIP
TEAMWORK
TRAINING
RECOGNITION
COMMUNICATION
CONTINUOUS IMPROVEMENT
COLLABORATION
PERSONAL DATA
Birth date : December 23, 1979
Birth Place : Owaon, Dapitan City
Gender : Male
Civil Status : Married
Height : 57
Weight : 130 lbs
EDUCATION
Graduate Study
Master of Science in Information Technology
Jose Rizal Memorial State University
March 2007
Thesis
Students Admission and Enrollment Software
Undergraduate Study
Bachelor of Science in Computer Science
March 2001
Secondary
March 1997
Elementary
Owaon Elementary School, Loon, Bohol
March 1993
2
CURRICULUM VITAE
2007
LANGUAGES : English, Tagalog, Visayan
COMPUTER SKILLS:
SOFTWARE SKILLS:
MS WORD VISUAL BASIC
MS EXCEL VB.NET
MS POWERPOINT PHP
EXPERIENCE (EDUCATION INDUSTRY)
INSTRUCTOR
JOSE RIZAL MEMORIAL STATE UNIVERSITY
MAIN CAMPUS, DAPITAN CITY
JUNE 2001 TO DATE
Duties and Responsibilities:
As Computer Technician
1. Provide technical support in all computer related
problems.
2. Set-up operating systems and install computer
software and applications.
3. Responsible in rendering computer preventive
maintenance in all computer units in the school.
4.
As Trainer
1. In-charge of developing and enhancing the computer
skills of the CS and IT students.
COMPUTER MAINTENANCE
JOSE RIZAL MEMORIAL STATE UNIVERSITY
DAPITAN CITY
CONFERENCE AND SEMINARS
Classful/Classless IP Addressing and VLANS
JRMSC, Main Campus
November 26, 2008
PARTICIPANT
Seminar/Workshop on Computer Hardware and Software Installation
3
CURRICULUM VITAE
2007
CAS, Function Hall, JRMSC
July 22, 2006
RESOURCE SPEAKER
Seminar/Workshop on Hardware Assembly and Software Installation
JRMSC, Main Campus
August 25, 2004
RESOURCE SPEAKER
Seminar/Workshop on PC-Building & Troubleshooting
JRMSC, Main Campus
September 24, 2005
RESOURCE SPEAKER
Seminar on SQL/CISCO Standard Networks, E-Commerce, Client Server Multiprogramming
using MS Visual basic, Multimedia Information System and MS FrontPage Zamboanga del Norte
Convention & Exhibition Center
Dipolog City, September 9-11, 2005
PARTICIPANT
National Conference on Information Technology Education (NCITE 06)
Ateneo de Davao University, Roxas Avenue, Davao City, Philippines
October 23-24, 2006
PARTICIPANT
National Training-Workshop on the Newly Developed NBC 461 Software
University of Northern Philippines, Vigan, Ilocos Sur
July 22-24, 2009
PARTICIPANT
Java Education & Development Initiative Phase I Training
JRMSC, Dipolog Campus
October 27-31, 2008
PARTICIPANT
TRANSAS GMDSS TGS 4100 OPERATION TRAINING
Safety Utilities for Maritime and Computer Systems
January 29, 2008
PARTICIPANT
Forum on Teaching of Special Skills in Information Technology
JRMSC, Main Campus
January 12-14, 2005
LECTURER
Seminar on Pedagogy of Teaching in Information Technology
JRMSC, Main Campus
February 22-24, 2006
LECTURER
Seminar on Trends in Automation
JRMSC, Main Campus
June 25, 2009
PARTICIPANT
4
CURRICULUM VITAE
2007
Three-day HEIs Data Collection and Electronic Verification and Certification System (EVS)
Orientation
JRMSC, Main Campus
October 03-05, 2009
LECTURER
Software Installation and Configuration
JRMSC, Main Campus
September 28, 2005
RESOURCE SPEAKER

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Students&#39; Admission and Enrollment Software

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STUDENTS ADMISSION AND ENROLLMENT

SOFTWARE IN JOSE RIZAL MEMORIAL

Das könnte Ihnen auch gefallen

Students' Admission and Enrollment Software

Students' Admission and Enrollment Software