CHAPTER 1

THE PROBLEM AND ITS BACKGROUND

INTRODUCTION
Innovation have made possible for the operations of the computer easy
enough in processing record systems such as, creation of data records, storing,
filing and retrieval of data.
Enrollment System is a good example of a computer generated process.
This system is very essential in a school. Enrollment is the process of entering
and verifying data of students to register on a particular school. Different
interrelated processes build up enrollment procedures called Enrollment System
(ES). ES are used particularly in recording and retrieving students information is
also one feature of ES in which the school can trace the standing of a student.
Verifying payments was also added to update on browse students billing.
Computerization is a control system that manages processes in industrial
workplace. It reduced human errors and processing time, thus it can boost
productivity and resulted into high quality of product produce. This system can
result with well integrated process that can perform much faster and more
accurate than a manual system.
Our system offers immediacy and convenience in enrollment system via
automated enrollment system. Nowadays, many schools are shifting from
manual to computerized system including student registration. This can lessen

the workload and provides accurate information needed of the school. As a

result, it will benefit not only the student but the administration as a whole. The
desire to overcome these problems and difficulties has led the acceptance of
advanced technology
Every day, most of us are directly or indirectly affected by several
information systems. For institution like St. John Bosco Institute of Arts and
Sciences of Guadalupe, Makati City, during a typical day, you will probably
interact with several information systems, perhaps with the college enrollment
system.
St. John Bosco Institute of Arts and Sciences of Guadalupe branch is one
of the affordable in NCR in Makati City that particularly uses Information
Technology in its school operation. The College Registrar office in particular uses
several information systems such as enrollment system, grading system and
transcript of record system. Although the systems are quite old they are still
functional as of the moment, but the end users are facing several problems.

REVIEW OF RELATED LITERATURE

Foreign Literature:
Indias higher education system is the third largest in the world, after
China and United State. The main governing body at tertiary level is the
University Grants Commission. Which enforces its standards, advises the
government, and help coordinate between the Centre and the state?
Accreditation for higher learning is overseen by 12autonomous institutions
established by the University Grants Commission. As of 2009, India has 2 central
university 215 state universities, 100 deemed universities, 5 institutions
established and functioning under the state act, and 13institutes which are of
national importance. Other institutions include 16000 colleges, including 1800
exclusive womens colleges, functioning under these universities and institutions.

Local Literature:
A new automated enrollment system was proposed and passed by the
administration just recently. According to the chairperson of the department of
information technology and systems, this enrollment system will push through on
the 1 st semester of AY 2009-2010 according to source; the enrollment system
will automatically get the students subject/section for hassle-free enrollment, this
is for student without any pending back subject while for students with pending
back subject, they still need to meet their department chairs/coordinator first for
the advising of subjects before using the enrollment system.

THEORETICAL FRAMEWORK

This study is to assess the effectively of the Enrollment System of St. John
Bosco Institute of Arts and Sciences of Guadalupe Branch that will be used as
input in the development of the enhanced enrollment system of Registrar office.
The Researchers desire is to enhance all enrollment systems of the Registrar
office and integrate this into one system. The process will start with the
assessment of the current enrollment systems of Registrar office.

The

researcher made unstructured interview and thorough investigation by searching

the history of the existing system, looking for the past study regarding this system
and collated the findings. This finding will be verified thru a survey questionnaire
with the direct users of the system, the Users and Administrators of St. John
Bosco Institute of Arts and Sciences of Guadalupe Branch.

From this, the

researcher will identify all the requirements for the proposed enrollment system
that will be used to develop a design that will serve as a prototype model that will
try to solve the findings of the researcher during the investigation. This model
works best in scenarios where not all of the project requirements are known in
detail ahead of trial-and-error process that takes place between the developers
and the users time. The prototype model will return the design & development
stage repeatedly until the prototype model achieve its goal, a working system
with the good output.
These groups are the users referring to the students, the
Administrators referring to the faculty, non-teaching staff and middle

administrators, and finally the I.T. Experts referring to the Information

Technology people such as programmers, and I,T. professors and instructors.

CONCEPTUAL FRAMEWORK

Courtesy picture from (emaze.com)

STATEMENT OF THE PROBLEM

Enrollment plays a very serious role in every school premise. It is very

important in every school and it acts as their foundation. Each school has their
own system in handle their enrollment and for them to accommodate many
students, they need to enhance their enrollment system, for them to make their
work easier and easy to manage, This study aims with the construction of a
Enhance Enrollment system together with scheduling, new interface which can
be used year by year.

1 What is the status of the existing Registrar Information Systems in terms

of :

Enrollment System
a.

Assessment and Payment

b Scheduling System

2 How effective is the Developed Enhanced Registrar Information Systems

in terms of:
a.

Accuracy

b.

Maintainability

User Friendliness

Security

ASSUMPTION

Manual System is flexible unlike automated which have to take the

prescribed course without external interface. The cost of establishing a manual
and maintain but other people says that Computerized System provides a big
help when it comes organizing and speeding up process of work.
It is important to have a system or software that is efficient, reliable and
can adapt to different environment whether it is Manual. Faculty loading done
manually is time consuming. In todays society, the use of modern technology is
widely used to conserve time and energy. The use of computerized faculty
loading will reduce the time in Registrar faculty work load.

SIGNIFICANCE OF THE STUDY

This study is beneficial on the part of the direct recipient, organization, and
the researcher itself.

Direct Recipient
This study will benefit the direct recipient of the system such as the
Registrar, Students, faculty, non-teaching personnel, Administration, parents, and
St. John Bosco Institute of Arts and Sciences of Guadalupe branch

itself.

Likewise, it is expected to provide more accurate, efficient, and timely

information, lessen paper works, helps to improve the present information
systems of the Registrar office, eases record management of students records,
lessen the work of the staff, and provide security of files. This research will try to
put together the advantages and benefits of the proposed information systems
for Saint John Bosco I.A.S. Registrar office.

Organization

This study will also benefit SJB I.A.S. as an organization, for the
attainment of the vision, mission, quality objectives, quality policy and goals of
the College Department in providing quality educational services to its students.
The study also generates awareness of the need to assess and improve the
student services of the Registrars Office. Likewise it is an added service that
may attract prospective students. A service that will boost the school information

technology capability and will attract future students because of the convenience
it will bring to them when enrolling at SJB I.A.S
Researcher

This study will also benefit the researcher in such a way of being aware of
all the services offered by Office of College Registrar. It will also open an
opportunity of adopting the result of the study by the administration.
This study will also serve as a future reading material by the next
researcher who will conduct related study on Enrollment Systems for the
Registrar Office in the near future.

SCOPE AND LIMITATION OF THE STUDY

This study will cover only St. John Bosco Institute of Arts and Sciences of
Guadalupe Branch. This study focuses on assessing the existing Enrollment
Systems and it gives emphasis on the major areas of the Enrollment System
such as Student Registration, and Billing System that will lead to the
development of the enhanced Information System. On-line Enrollment System is
not covered in this study.
The proposed enhanced system offers a better version of the existing
system where identified problem will be solved The Enrollment system for
instance, resolved the manual scheduling system. The target respondents for this
study are the Users and the Administrators.

DEFINITION OF TERMS

ACCURATE - correct in all details; exact.

ADMINISTRATORS - a person whose job is to manage a company, school,
or other organization.
AUTOMATED SYSTEM - or automatic control, is the use of various
control systems for operating equipment such as machinery, and other
applications with minimal or reduced human intervention.
COMPUTERIZATION - to control, perform, process, or store (a system,
operation, or information) by means of or in an electronic computer or computers.
DESIGN - purpose, planning, or intention that exists or is thought to exist behind
an action, fact, or material object.
DEVELOPERS - a programmer who specializes in, or is specifically engaged in,
the development of World Wide Web applications.
ENROLLMENT- the number of people enrolled, typically at a school or college.
HUMAN ERRORS - means that something has been done that was "not intended
by the actor; not desired by a set of rules or an external observer; or that led the
task or system outside its acceptable limits". In short, it is a deviation from
intention, expectation or desirability.
INFORMATION - data that is accurate and timely, specific and organized for a
purpose, presented within a context that gives it meaning and relevance, and
can lead to an increase in understanding and decrease in uncertainty.

INTERVIEW - is a conversation where questions are asked and answers are

given.
MANUAL SYSTEM - controlled or manipulated by a human operator.
PAYMENTS - is the transfer of an item of value from one party (such as a person
or company) to another in exchange for the provision of goods, services or both,
or to fulfill a legal obligation.
PROTOTYPE - is an early sample, model, or release of a product built to test a
concept or process or to act as a thing to be replicated or learned from.
REGISTRATION - the action or process of registering or of being registered.
RESEARCHER - is someone who conducts research.
SECURITY - is the degree of resistance to, or protection from, harm. It applies to
any vulnerable and valuable asset, such as a person, dwelling, community, item,
nation, or organization.
SYSTEM - a set of principles or procedures according to which something is
done; an organized scheme or method.
SURVEY METHODOLOGY - studies the sampling of individual units from
a population and the associated survey data collection techniques, such as
questionnaire construction and methods for improving the number and accuracy
of responses to surveys.
TECHNOLOGY - is the collection of techniques, skills, methods and processes
used in the production of goods or services or in the accomplishment of
objectives, such as scientific investigation.
USERS - a person or software using an information system.