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Chapter 1
INTRODUCTION
Interest in information system has increased during the recent years not only in
education but also in all areas where resources are managed. Two main reasons account
for this- the increasing population and the need for improved problem-solving tools.
Student information system has always been a difficult task, but it is more so
today than ever before, where administrators uses the traditional way of filing records on
a cabinet. As the population of the students goes up, it is becoming more complex. Data
should be stored in safer places, and can be retrieved easily and fast when someone needs
it. Administrators task has becoming more complex, there have been efforts to improve
the effectiveness of problem solving and central to this are quantitative techniques and
electronic devices such as computers.
In the field of education, researchers and theorists have focused intensively in
recent years on examining the concepts and use of information to assist administrators,
teachers, students and parents. Others have raised and discussed fundamental issues and
uses of school information system to facilitate judgment and decision-making in schools.
Schools, like any other organization used to manage all sorts of data and
information to ensure attainment of its goals and objectives. The emerging needs in most
schools for accurate and relevant data and reliable information strengthen the Student
Information System.
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students. And the information may keep for a long time. The proposed system will
replace their current enrollment process.
Little Ark Learning Center Enrollment System:
Specific Problem
1. Does the system will help to see the past records?
2. How will the proposed system find certain records?
3. How the proposed system updates the old records of students?
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Specific Objectives
1. To gathered records using the proposed system to store all enrollment
information.
2. To create a system that can find the students record.
3. To make a system that can update the data of the students.
Scope and Delimitation
The enrollment system is an application systems, which requires the users to input
the gathered information about the students and the system will undergo process for
inputting the information in the computer and the parents will wait for several minutes for
the results of their schedule, subjects and payments. And they will go back to the
accounting department for the receipt.
The system is can be used only by an authorized school members like directress,
teachers and faculty staff because they are the one who knows the information and the
system. They are in charge in giving the instructions to the parents. The system is cannot
viewed online. The students are not allowed to use the system because they are aged 25years old they do not know how to use the system. Parents are not allowed also to use
because there are not part of the authorize person in the school.
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parent details of their children. A computerized enrollment system for Little Ark Learning
Center will provide improvement in the way the directress record.
The study will be a great help to the following:
The Faculty Staff/Teachers. The proposed system will benefit to the faculty staff, it will
lessen the time and hassles of the teachers and faculty staff during the enrollment day. Yet
they can do their other activities because the system is easy to use, all instructions are
there, so there is no need a lot of man power because all the procedures are there.
The School. The school deserves to provide an efficient, faster, and accurate enrollment
system for the students, for their school to preserve its name and for the school to attract
more parents to enroll their children. In using this system, a lot time will be lessen and
saved. And it will make the work easier.
The Parents. The proposed system aims to have a user-friendly and accurate functional
interface. The proposed system will benefit to the parents in terms of getting the result of
the enrollment faster and it will lessen the time of the students to fill up other forms and
they do not need to wait for a long time.
The Future Researchers. This proposed system will help to the future researchers
because this study provides the necessary information in developing an enrollment
system. The future researchers can improve their systems by making this as their guide.
They can use this for the references for their study and developing the same system. They
can used the processes that had been made and they can apply it in their proposed system.
The Proponents. The proponent is the one who will benefit from this study because the
proponents will apply all their acquired knowledge and skills. And they will use it in
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developing a system for the users. And it will help the proponents to resolve the
problems.
Chapter 2
SYSTEM ANALYSIS
This chapter contains flowchart, context diagram and data flow diagram. The
system flow chart consists of the existing and proposed system. Context Diagram is an
overview of the organizational system that shows the system boundary, external entities
that interact with the system, and the major information flows between the entities and
the system. Data flow Diagram is a graphic illustration that shows the flow of data and
logic within the system.
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Parent
Submit Requirements
File
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Database
record file
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Process enrollment
Off
Page
Calculate fees
Print
Registration card and official
receipt
Collect payment
End of transaction
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Context Diagram
Enrollment System for New Student
Requirements
Parents
Registration Card
Receipt
Payment
Enrollment System
for New Student
EncodesStaff
Calculate fees
Process Enrollment
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Staff entity provide data through encode and process enrollment data flow and received
data through the calculate fees. Finally, the Parents entity received data through the
registration card receipt.
Parent
Requirements
Registration card
Receipt
Enrollment System
for Old Student
Payment
Search
Staff
Calculate Fees
Process Enrollment
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Send Application
Form
Receipt
s
Input
Application
Form
Process
Form
2.0
Staff
Verify
Application
Form
Student
Informatio
n
Student
Registration
Student
Record
3.0
Student
Schedule
Schedule
Student
Record
4.0
Collect
Payment
Paymen
t
Balance
Paymen
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Student
Record
5.0
Student
Enrollment
The Data Flow Diagram
for5.0
theData
Enrollment
System of
Little
Figure
Flow Diagram
Level
0 Ark Learning Center
is in the above Figure 5.0. Parent send the application form to the staff. The staff verify
and input in application form. The system process the application form to student
registration and stored it to student record file. The teacher gives schedule to the student.
The parent give down payment and the accounting department receive payment and give
the balance payment. Finally, the student will be enrolled.
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Chapter 3
SYSTEM DESIGN
The system design contains context data flow diagram, data flow diagram level 0
and HIPO (Hierarchical Input Process Output). The context data flow diagram is a toplevel view of an information system that shows the systems boundaries and scope. The
context diagram provides the most general view an information system and contains a
single process symbol. The data flow diagram level 0 shows the maintain system and
what data on object are passed external entities. HIPO model consists of hierarchy chart
that graphically represents the programs control structure.
Hierarchical Input Process Output
0
Enrollment System
of Little Ark
Learning Center
6.0 1.0
2.0
3.0
4.0
5.0
Encode
Receipt
Information
Form
Date
Payment
Mode
Process
Fee
Registration
Form
Birth
Certificate
Annually
Semi-Annually
Quarterly
Registration
Fee
Miscellaneous
Fee
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Medical
Certificate
Figure 6.0
for New
Students
The HIPO diagram
is Enrollment
shown fromSystem
above figure
6.0.
It explains the input and
output of the new enrollees in the enrollment system. The first input is to encode the
information of the information of the students then, the output is the information form.
The second input is the date of enrollment and the output is payment mode. The third
input is the process fee of the student and the output is the receipts.
Visual Table of Content
1.0
Information Form
1.1
1.2
1.3
Registration
Form
Birthday
Certificate
Medical
Certificate
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2.0
Payment Mode
2.1
2.2
2.3
Annually
SemiAnnually
Quarterly
1st SemiAnnually
2nd SemiAnnually
1st Quarterly
2nd Quarterly
3rd Quarterly
4th Quarterly
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3.0
Semi-Annually
3.1
3.2
1st SemiAnnually
2nd SemiAnnually
Figure 9.0 Semi-Annually
The figure 9.0 shown the semi-annually of the new enrollment system it
has 1 semester and 2nd semester sub-form.
st
4.0
Quarterly
4.1
4.2
4.3
4.4
1st
Quarterly
2nd
Quarterly
3rd
Quarterly
4th
Quarterly
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5.0
Process Fee
5.1
5.2
Registration
Fee
Miscellaneous
Fee
T-shirt
School Supply
Figure 11.0 Process Fee
The figure 11.0 shown the process fee it has two types such as registration fee and
miscellaneous fee. Miscellaneous fee divided into two t-shirt and school supply.
6.0
Miscellaneous Fee
Enrollment System in Little Ark Learning Center
Team Gaze
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1.0
2.0
T-Shirt
School Supply
0
Enrollment System
of Little Ark
Learning Center
Enrollment System in Little Ark Learning Center
Team Gaze
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5.0
Receipt
1.0
Search
2.0
Date
3.0
Payment
Mode
Annually
Semi-Annually
4.0
Process
Registration Fee
Miscellaneous
Fee
Quarterly
Figure 13.0 Enrollment System for Old Students
The input and output process of the old students enrollees in enrolment system. In
first input is to search the name of the old students, then the second is the date of
enrollment of students and the output is the payment mode, the third input is the process
fee of the student and the output is the receipts.
1.0
Information Form
1.1
Registration
Form
2.0
Payment Mode
2.1
2.2
2.3
Annually
SemiAnnually
Quarterly
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1st SemiAnnually
2nd SemiAnnually
1st Quarterly
2nd Quarterly
3rd Quarterly
4th Quarterly
3.0
Semi-Annually
3.1
3.2
1st SemiAnnually
2nd SemiAnnually
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4.1
4.2
4.3
4.4
1st
Quarterly
2nd
Quarterly
3rd
Quarterly
4th
Quarterly
5.0
Process Fee
5.1
5.2
Registration
Fee
Miscellaneous
Fee
T-shirt
Enrollment System in Little Ark Learning Center
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TeamSchool
Gaze Supply
6.0
Miscellaneous Fee
1.0
2.0
T-Shirt
School Supply
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The figure 19.0 shown the miscellaneous fee of the enrollment system for new
students. It has two sub-forms: t-shirt and school supplies.
Data Dictionary
Field Name
Data Type
Description
Size
Decimal
Payment Mode
Text
20
Payment Type
Text
20
Tuition Fee
Numeric
Number
10
02
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Miscellaneous
Numeric
Number
10
02
Numeric
Number
10
02
Fee
Down Payment
Data Type
Description
Size
Decimal
Student Number
Student Name
Numeric
Text
Number
Last Name, First Name and
03
50
0
0
Text
Middle Name
Toddler, Nursery, Prep-
15
Text
20
Gender
Text
and P.E
Male and Female
10
Birthday
Date
08
Age
Numeric
Number
02
Student Type
Subject Name
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Address
Text
50
Guardian Name
Text
City
Last Name, First Name and
50
Contact Number
Numeric
Middle Name
Number
12
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CHAPTER 4
COST AND BENEFIT
This chapter shows the calculation of the total cost incurred in the existing
system, proposed system and the development cost. The chapter also includes the
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Computation of Return on Investment which helps to know how the company will benefit
the proposed system. The Cost-Benefit Analysis is a process by which business decisions
are analyzed. The benefits of a given situation or business-related action are summed.
ANNUAL OPERATING COST OF THE EXISTING SYSTEM
Schedule 1 - SALARIES AND WAGES
Position
Monthly Salary
Annual Salary
6 Staffs (7,000@)
P42,000
P504,000
P504,000
Annual Depreciation
2 Filling Cabinet
(P8,500 * 2) - 20%
P1,942.86
7
7 Calculators
(640 * 7) - 20%
716.80
5
TOTAL ANNUAL DEPRECIATION COST
P2,659.66
Total Cost
20 Ballpens
P5.00
P100.00
6 Record books
60.00
360.00
190.00
1,140.00
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6 Long folders
12.00
72.00
6 Staplers
65.00
390.00
6 Box of Staplers
45.00
TOTAL EXPENSES
270.00
P2,332.00
SUMMARY
SALARIES & WAGES
P504,000
DEPRECIATION
2,659.66
OFFICE SUPPLIES
2,332.00
* MISCELLANEOUS COST
2,000.00
P510,991.66
* Assumed only.
Monthly Salary
Annual Salary
3 encoders (8,500@)
P25,500.00
P306,000.00
P306,000.00
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Annual Depreciation
(24,990 * 3) - 20%
P11,995.20
5
3 HP Printer
(6,990 * 3) - 20%
3,355.20
5
TOTAL HARDWARE DEPRECIATION COST
P15,350.40
*Software Cost
Microsoft Windows 8 Pro Operating System
P8,280.00
MS Office 2013
4,995.00
P12,775.00
(12,775-20%)
2
P5,110.00
P20,460.40
Total Cost
P600.00
P1,800.00
600.00
1,800.00
250.00
1,500.00
TOTAL EXPENSES
P5,100.00
SUMMARY:
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P306,000.00
20,460.40
OFFICE SUPPLIES
5,100.00
*MISCELLANEOUS COST
5,000.00
P336,560.40
*Assumed only
DEVELOPMENT COST
4 Systems Developers (12,000@)
Monthly
2 Months
P48,000.00
96,000.00
P96,000.00
HARDWARE COST
3 Laptops
Acer Aspire E5-411
Lenovo G4070
P18,488.00
23,995.00
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24,999.00
6,000.00
P73,482.00
(73,482-20%)/5
P11,757.12
P1,959.52
Monthly
Ballpens
1 G-Tech Pen
P72.00
5 Titus (7.50@)
37.50
190.00
500.00
P1,399.50
MISCELLANEOUS
P2,799.00
Cost
PLDT MYDSL
999.00
Transportation
1,200.00
Food
2,500.00
Representation Expense
500.00
P5,199.00
TOTAL MISCELLANEOUS
P10,398.00
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P18,488.00
Lenovo G4070
23,995.00
24,999.00
HP Printer
6,000.00
P73,482.00
P96,000.00
1,959.52
567.78
2,799.00
73,482.00
MISCELLANEOUS
5,199.00
P180,007.30
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Year 2
Year 3
Year 4
Year 5
P504,000
P554,400
P609,840
P670,824
P737,906.40
DEPRECIATION
2,659.66
2,659.66
2,659.66
2,659.66
2,659.66
OFFICE SUPPLIES
2,332.00
2,565.20
2,821.72
3,103.89
3,414.28
MISC. COST
2,000.00
2,200.00
2,420.00
2,662.00
2,928.20
TOTAL ANNUAL
OPERATING COST P510,991.66 P561,824,86 P617,741.38 P679,249.55 P746,908.54
OF THE EXISTING
OPERATING COST OF THE PROPOSED SYSTEM
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Year 1
Year 2
Year 3
Year 4
Year 5
P306,000
P336,600
P370,260
P407,286
P448,014.60
DEPRECIATION
20,460.40
20,460.40
20,460.40
20,460.40
20,460.40
5,100.00
5,610.00
6,171.00
6,788.10
7,466.91
5,000
5,500
OFFICE SUPPLIES
MISC. COST
6,050
6,655
7,320.50
TOTAL ANNUAL
OPERATING COST P336,560.40 P368,170.40 P402,941.40 P441,189.50 P483,262.41
OF THE PROPOSED
*Total Annual Operating Cost is assumed to increase by 10% yearly
ANNUAL BENEFIT P174,431.26 P193,654.46 P214,799.46 P238,060.05 P263,646.13
ANNUAL BENEFIT = Total Annual Operating cost (Existing) Total Annual Operating
Cost (Proposed)
INVESTMENT COST
Year 1
Development Cost
P180,007.30
Year 2
-
Year 3
-
Year 4
Year 5
*Maintenance Cost
P10,000
P15,000
P20,000
P25,000
TOTAL
P180,007.30
INVESTMENT COST
P10,000
P15,000
P20,000
P25,000
-P5,576.04
NET BENEFIT = Annual Operating Cost of Existing (Annual Operating Cost of the Proposed +
Total Investment Cost
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Investment Cost
P180,007.30
Factor *(10%)
PV (C)
P175,526.23
0.91
P163,643.00
P159,569.30
10,000.00
194,749.43
0.83
8,264.46
160,949.94
15,000.00
215,894.40
0.75
11,269.72
162,204.66
20,000.00
239,155.02
0.68
13,660.27
163,346.10
25,000.00
264,741.10
0.62
15,523.03
164,383.39
TOTAL P250,007.30
Annual Benefit
P1,090,066.18
P212,360.49
PV (B)
P810,453.39
Note:
*Inflation Rate can be change
Factor= 1/(1+i)
PAYBACK PERIOD
Year Cost of Investment Additional
Total
Annual
To be receive
Investment Investment Benefit
Balance
Payback
Period
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P180,007.30
4,481.07
180,007.30 175,526.23
10,0000
4,481.07
1.0
0.07
1.07 YEARS
0.07 * 12 Months = 1 Month
PAYBACK PERIOD = 1 YEAR AND 1 MONTH
97.51%
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Chapter 5
SUMMARY
The Little Ark Learning Center uses the traditional manual enrollment system.
Data and information were kept on a filing cabinet, which finds difficulty and time
consuming in retrieving the documents when needed. The process of enrolling in the
school took long because of the manual recording and updating the students information.
Because of this, the researchers proposing the computerized student information system.
Computerized enrollment system can reduce the man power needed to facilitate an
enrollment process. By a computerized, it is more accessible to those wishing to enroll
especially if it is a new enrollee. This would also cut down on the human error aspect as
well as double entries from two people enrolling at the same time. This software has the
ability to keep students records in a single database. This system can be the solution to
some of the problems encountered by the school as defined previously. Such system will
make enrollment much easier, faster and less time consuming. A computerized system
can hold more files in an organized way rather than manual or a non-computerized
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system. It also doesn't take too long to find any data about the student information. It
reduced human errors (mistakes) and processing time, thus it can boost productivity and
resulted into high quality of service produce.
CONCLUSION
The existing system of Little Art Learning Center was taking too much of time
because of manual record of the enrollees. The staff uses a filing cabinet to keep the
student information and because of this, the staff was having a hard time to find some old
records.
The proposed system helps the school in storing and recording new data of
enrollees. This computerized enrollment system has the ability to find records, update
records and to obtain corrections and that can produce a fast and effective data. The new
system can easily find a certain records. The computerized enrollment system will easily
update the records of the old students and to have a system that can give the students a
successful enrollment system. Student information has enhanced the quality of
information generated in terms of precision or accuracy of data.
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RECOMMENDATI ON
Because of the problems encountered by Little Ark Learning Center, the researcher
recommend to the administration of the School to have another Enrollment system that is
useful in many ways, and that is the computerized enrollment system. An enrollment
system that has the ability to print the registration form of the students. This enrollment
system can also make corrections of entry easily and fast. Through this, the staff can be
sure that all the information will be kept in a single database so that we can minimize
some problems like lost records. It is recommended to the Little Ark Learning
Center, that the detailed specification and implementation of the system would occur as
long as the administration approved the computerized enrollment system. A computerized
enrollment system has the ability to track records, make corrections and that can generate
data fast and effective. System can secure all the information and record of the students.
A software that will lessen the workloads of the teachers and the administration. And to
have a system that can give the students a successful enrollment system.
For the future researcher, the proposed system will help because this study
provides the necessary information in developing an enrollment system. The processes
that had been made can be applied to the future proposed system. The future researcher
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can also apply the log-in for the administration, online enrollment for the students,
shortcut key for each kinder level and to print the student information.
BIBLIOGRAPHY
http://cristinaborbe.blogspot.com/, Chapter I - Introduction
http://roxascityartillero.blogspot.com/2011/01/computerized-generated-enrollment.html,
Chapter I Background of Study
https://www.youtube.com/watch?v=yJO3_CK3crE, Enrollment System Video
https://www.facebook.com/Little-Ark-Learning-Center-170830219822/timeline/,
Ark Learning Center Website
Little
http://cristinaborbe.blogspot.com/, Recommendation
http://www.thefreedictionary.com/investment+costs, Investment Cost
http://www.essaydepot.com/documents/conclusion-for-enrollment-system/1,
Conclusion
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APPENDICES
Enrollment System in Little Ark Learning Center
Team Gaze
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GANTT CHART
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QUESTIONNAIRE
1.
2.
3.
4.
5.
6.
7.
8.
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INTERVIEW GUIDE
1. What is the mission and vision of the school?
The vision of the Little Ark Learning Center is For young childs home
away from home where his education is set off a good start
The mission of the school is to encourage young child to learn how to
learn and acquire a lifelong desire for learning. And to guide them to
develop their physical, spiritual, emotional, creative, and intellectual
potential and to help them acquire good habits and manners that will
prepare them for their entry to the big school.
5. Is your enrolment fee includes the materials in your school (for all levels)?
Yes. The enrolment fee includes three items: registration, miscellaneous
and basic tuition fee.
6. What are the school levels of the school? And what are the schedules and age?
The school levels of the school are toddler, nursery, pre-kinder and kinder.
The toddler is from 2-3 years old and their schedule is from 8:00am to
9:30am. The nursery is from 3-4 years old and their schedule is from
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10:00 am to 12 nn. Their new open school level is pre-kinder which are 45 years old and the kinder which is 5 years of age.
7. How many students are enrolled this school year?
This school year we have 200 students in total.
8. Was there need a down payment before the student be enrolled? If yes, what is the
minimum down payment?
They have no down payment before the student be enrolled. They have 3
schemes in payment for the enrolment: the annually, semi-annually and
quarterly payment. The registration and miscellaneous fee is to be paid
upon enrolment and to the first quarter of the school year.
9. Did you still accept late enrollee?
Yes. Except for nursery because we follow the DEPEDs rule for nursery
level.
10. What particular month or date did the enrolment start or open?
In the month of January we are start accepting enrollee for the June and
year round.
11. How to detect the file of old students?
We keep the record of the student in 3 years. It was kept in our storage
area.
12. Is there a limitation upon enrolling students? If yes, why?
No, we dont have limitation upon enrolling student as long as the slots for
student section were not full.
13. Do you have a system? If yes what kind of system are you using?
The enrolment system that we are using is manual system. We manually
record it to the computer using word and excel.
14. Do you have any expectation from our system proposal?
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We want to maintain the personal touch between the parent and student.
But I am open to your proposed system that will help for the improvement
of our enrolment system.
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CURRICULUM VITAE
18 years old
Height:
54
Date of Birth:
Civil Status:
Single
Place of Birth:
Bagong Nayon II
Fathers Name:
Lucas R. Abeligno
Religion:
Roman Catholic
Occupation:
Construction Worker
Nationality:
Filipino
Mothers Name:
Susan O. Abeligno
Weight:
48 kg
Occupation:
Assistant Teacher
EDUCATIONAL ATTAINEMENT
TERIARY
SECONDARY
PRIMARY
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May 2, 1996
Weight:
43 kg
Place of Birth:
Antipolo City
Height:
54
Gender:
Female
Name of Father:
Melchor Bite
Religion:
Roman Catholic
Occupation:
Woodcraft Maker
Civil Status:
Single
Name of Mother:
Concepcion Bi
Citizenship:
Filipino
EDUCATIONAL ATTAINEMENT
TERTIARY
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Citizenship:
Filipino
Weight:
50 kg
Gender:
Female
Height:
54
Religion:
Roman Catholic
Name of Father:
Arnold Pisang
Civil Status:
Single
Occupation:
Tricycle Operator
Name of Mother:
Jocelyn Pisang
EDUCATIONAL ATTAINEMENT
TERTIARY
SECONDARY
PRIMARY
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PERSONAL BACKGROUND
Date of Birth:
Weight:
41 kg
Place of Birth:
Pasig City
Height:
54
Gender:
Female
Name of Father:
Wilfredo Tabernero
Religion:
Roman Catholic
Occupation:
Electrician
Civil Status:
Single
Name of Mother:
Angelita Tabernero
Citizenship:
Filipino
Occupation:
Tailor
EDUCATIONAL ATTAINEMENT
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TERTIARY
SECONDARY
PRIMARY
PHOTO GALLERY
Figure 22.1
The figure 22.1 shown the researcher first day of feasibility. This picture shoot by
Josajen Bite. And the people in the picture is Angelica Tabernero, Hannah Joy Pisang and
Judy Ann Abeligno.
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Figure 22.2
The figure 22.2 shown above is same as the figure 22.1. It is the other view shoot
by Josajen Bite.
Figure 22.3
The figure 22.3 shown is the secretary of team gaze which is Angelica Tabernero.
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Figure 22.4
The figure 22.4 shown the researcher collaborating their ideas. In this picture the person
here is Angelica Tabernero and Josajen Bite. Shoot by Judy Ann Abeligno.
Figure 22.5
This figure 22.5 shown the day of the researcher interview. This picture shoot by
Hannah Pisang. In the picture the person wearing yellow shirt is the Directress of Little
Ark Learning Center, this is Ms. Belen A. Vera. Josajen Bite and Angelica Tabernero are
assign to interview the Directress. Judy Ann Abeligno and Hannah Pisang are assign to
video and to take a picture.
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Figure 22.6
This figure 22.6 took by Judy Ann Abeligno. The person wearing yellow shirt is
the teacher of the Little Ark Learning Center, this is Teacher Ann Vera. And the pupil
name is Blake. He is at Busy Bee (Prep-Kindergarten).
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Figure 22.7
In this picture you can see the teacher reading while the pupil is listening. They
are waiting to pick up the student which is Blake.
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Figure 22.8
This figure 22.8 shown the teacher and pupil waiting to pick up the student.
Figure 22.9
This image is the place of the school
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Figure 22.10
This photo take beside the Little Ark Learning Center while were waiting for the
Directress.
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Figure 22.11
The two member of the researcher which is Angelica Tabernero and Josajen Bite
with the Directress of the School in Little Ark Learning Center.
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Figure 22.12
After the interview all the Researcher take a picture with the Directress.
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Figure 22.13
This photo taken at the house of Judy Ann Abeligno. In this picture wearing the
blue shirt is Angelica and wearing the white shirt is Josajen.
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Figure 22.14
This picture also taken at the house of Judy Ann. The Researcher last selfie for the
Feasibility which is Judy Ann, Hannah, Angelica,and Josajen.
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