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ENROLLMENT AND BILLING SYSTEM

An Undergraduate Thesis

Presented to

The Computer Studies Division

Cor Jesu College

Digos City

In Partial Fulfillment

Of the requirement for the Degree

Bachelor of Science in Information Technology (BSIT)

By

Neil Fajardo
Roy Salvaleon
Alfred Dumato
Melchor Bayod

MARCH 2015
COR JESU COLLEGE
Sacred Heart Ave., Digos City

Province of Davao del Sur

Philippines

APPROVAL SHEET

In partial fulfillment of the requirements for the degree of Bachelor of Science in Information

Technology, this thesis entitled:

ENROLLMENT AND BILLING SYSTEM

Has been prepared and submitted by Alfred Dumato, Roy Salvaleon, Neil Fajardo, and Melchor Bayod

APPROVED by the Oral Examination Committee:

____________ ____________
Panel Member Panel Member

____________ ____________
Panel Member Chairperson

Accepted in partial fulfillment of the requirement for the degree of Bachelor of Science in

Information Technology.

Department Chairperson, Computer Studies


March 2015

ACKNOWLEDGEMENT

The proponents wish to express their earnest gratitude to the persons who gave assistance, for

without their encouragement, this study would not have been possible.

Mr. Cesar A. Tecson, M.I.T, Dean of Computer Studies Division for his guidance, encouragement,

and valuable advice.

Mrs. Emelda Archi, the College Administrator of Southern Mindanao Computer College Inc.

(SMCC) for granting the proponents request.

Mr.Cesar A. Tecson, thesis adviser, for his support and guidance throughout the study.

Benjie Pabroa, thesis mentor, for the knowledge and suggestion.

Mr. Joven Lanoy for sharing his knowledge and support during the course of the study.

To our family, friends, classmates from BSIT 5 and love ones, for all the support that they have

rendered. Most importantly, to God Almighty for his unfaltering blessings and guidance.

ABSTRACT

ENROLLMENT AND BILLING SYSTEM


Alfred Dumato

Melchor Bayod

Roy Salvaleon

Neil Fajardo

The Enrollment and Billing System was proposed to replace of the manual process of enrollment in

Southern Mindanao Computer College Inc. (SMCC) in order to have a smooth and organized flow of

transactions. SMCC is a private technical school in Digos City, Davao del Sur that used a traditional system

of enrollment.

Data and information were kept on a filing cabinet in which the school personnel find it difficult to

retrieve. In addition, it took time to process students record, to make the list of students and subjects, and to

compile records.

Moreover, the numerous operations that EBS included the adding and updating of students records,

generating assessment slips, and other enrollment processes commending efficient system for the institution.

It involved proper record handling, tracing the constraints and evaluating the manual system. EBS can be a

solution to the problems encountered by the school. Some of the benefits that can be acquired in the EBS are

as follows:

a. Easy retrieval of records as compiled by semester and school year;

b. Easy monitoring of students enrollment records such as accounts and subjects;

c. Fast evaluation of the subjects by the administrator.


TABLE OF CONTENTS

PAGE

TITLE

PAGE

.i

APPROVAL

SHEETii

ACKNOWLEDGEMENT

..iii

ABSTRACT

..iv

LIST OF

TABLES..

viii

LIST OF

FIGURESi

LIST OF

APPENDICES..x
CHAPTER

INTRODUCTION

..1

Purpose and Description.2

Objectives3

Scope and Limitations..4

Definition of

terms..5

II REVIEW OF RELATED

TECHNOLOGY6

III TECHNICAL

BACKGOUND10

IV

METHODOLOGY

13

Requirement

Specification13

Analysis..1

8
Design.2

Development and

Testing35

RECOMMENDATIONS

39

REFERENCES

.42

APPENDICES

.44

CURRICULUM

VITAE.81
LIST OF TABLES

TABLES PAGE

1 Conceptual Paradigm of the proposed system12

2 Requirement by

User14

3 Test case

I.20

4 Test case

II..20

5 Test case

III.21

6 Test case

IV.21

7 Test case

V..22

8 Test case

VI.22

9 Roles and Responsibilities40

10 Tools and

Techniques.40

11 Evaluation of

Results..49
LIST OF FIGURES

FIGURES PAGE

1 Conceptual Framework of the manual

System11

2 Conceptual Framework of the Proposed

System11

3 Use Case

Diagram..19

4 ERD

Analysis

..23

5 Sequence Diagram

Mode.24

6 Sequence Diagram

Mode.25
7 Sequence Diagram

Mode.26

8 Database

Design..2

9 Data Flow

Diagram.33

10 SDLC

Model

.35

11 Gantt

Chart

.41

LIST OF APPENDICES

Appendices Page
B Relevance Source Code..44

C Evaluation Tool49

D Sample Input and Output..52

E User Manual..60

CHAPTER 1

INTRODUCTION

Enrolment serves as a vital part in the life of every student upon entering schools or universities,

either public or in private. It gives students the impression on how the whole institute manages and

manipulate the entire body. Moreover, enrolment serves as the first experience of all students by which

he/she takes part either individually or with company of a parent or some relatives. Enrolment is considered
as the first step or procedure that must be done by old students within a particular institute before the

semester per school year totally starts, but for those freshmen, or first year students (new students), they are

obliged to usually take an admission test, to know and assess them the right course to engage to, followed by

a scheduled interview in order to give them brief instructions and information about certain issues with

regards to the schools policies, institutional programs as well as personal information, health, economic

status, so on and so forth. Good enrolment is always an asset in a university, pertaining to fast payment,

assessment procedures, and easy transactions with a high rate of accuracy. Therefore, good enrolment within

the schools or universities, if present, can be described as civilize, organize, accurate and professional.

As technology continues to advance, computers are becoming more part of everyday life. Computers

are everywhere at work, at school, and at home .Many daily activities either involve the use of or depend on

information from a computer. This maybe because computers are used in almost every field and profession

like education and office works to perform large number of computer application .It also the best solution

for providing information and a way of communications in every individual and gives better understanding

of some events that can arouse the interest of some particular subject matter.

As technology advances, human continuously seeks for better ways of improving quality of living

and making work more efficient and effective. Myriad of years had passed when first uncovered the

perplexity of using the powerful machine, computer. This human controlled device performs goal directed

tasks such as finding the most efficient way or solution to a problem (Encyclopedia Britannica, 2010).

Once competence is applied in using computer, users can manipulate, change and control the

environment the way user pleases. Computer applications in terms of business, society and homes become

prevalent. Software applications are predominantly used by corporate firms and even in aiding tutorials in

schools and record keepings. Silver (1989) stated that information and paperwork are the most abundant

products generated by modern business. Processing this mountain of information occupies the working

hours of hundreds of thousands office workers, computer operators, clerk and managers. Although keeping

records is crucial for the successful management of a business and several institutions, it usually consumes

time in searching for a particular data in a pile of records. Information Technologies have to double its effort
in producing and developing a computerized system since it eliminates specific problems encountered

during the manual system process.

Most schools used computers to help students deal with modern technology. However, as the

population of the students continues to grow, many schools faced difficulties in handling enrollment

transactions. One of the solutions available to solve the problem is to transform the manual enrollment into a

computerized system.

An Enrollment and Billing System (EBS) for Southern Mindanao Computer College Inc. of Digos

City (SMCC) was develop to provide solution to the problem encountered by the school in operating its

enrollment procedures. EBS is a computerized system that used Java Application (Netbeans 6.9.1) and

MySQL for the database management. Further, it provides an easy enrollment operation, timeless accounts

and payments calculations. Thus , computerized systems will make task easier, faster and well organized.

The computerized world is a highly efficient one, which processing the big quantities of data and

keeping .The extensive records will not be a problem to a post industrialized society, likewise the unreliable

and slow processing and preparing student record and enrollment summary of report.

At Southern Mindanao Computer College, Incorporated (SMCC) Digos City there are five hundred

three students taking several year levels. The populations of the student in mentioned School are continued

to grow which means also that an increase of records are handled by the Registrar. Clearly the manual

system of enrollment and student record keeping are too much time consuming task. Computer can be

considered as another instrument for developing a system like enrollment in every school. This can be a

great help to those students, teachers and school who are handling many task from providing easier and

faster access.

Background of the Study

A quick and automated enrollment and billing system process is the way the school can find an easier and
better way to implement an enrollment system. The automation of the said system will be implemented

through the use of equipments like computers and printers. Users can use these equipments in order for the

work to be done faster and it can lessen the processing time because of fast accessing of data. The

researchers will develop a system that can minimize the processing time in order to access records of the

students quickly so that enrollment process will be much faster than usual. Enrollees will be more

comfortable for the system that researchers will develop because of fast and consistent processing of schools

enrollment system. Researchers of the system will be aware of the existing problems that enrollees and the

school are experiencing in the past few years to develop a system that will provide a solution to their needs

for them to be comfortable of what the propose system will provide. Users or the facilitators of the propose

enrollment and billing system will also benefited for the reason that they will not do the usual way they do

when they are processing the enrollment forms or records of the enrollees. Instead of doing the usual way or

the manual system of processing records of the enrollees they can now use a GUI or graphical user-interface,

all they have to do is to press the mouse and enter data of an enrollee from the keyboard to manage the

propose enrollment and billing system.

MANUAL OF REGULATION

Brief History

The Davao Micro Data Computer Education Center was organized in mid 1993 by education-

oriented professionals in Davao del Sur. The prime objective is to establish a total computer school in the

municipality of Digos which is to be the first of its kind in the province of Davao del Sur.

The application of the school for registration with the Securities and Exchange Commission (SEC)

was approved in February 17, 1995. After the approval, the school started to acquire computer units

intended for informal training in tutorial basis.


In late 1994, the school acquired a good space for its computer trainings at JMC building, Rizal

Avenue, Digos, Davao Del Sur. Starting with a remarkable number of students enrolled in the first salvo of

training, the board of directors decided to pursue the opening of the Two-year Computer Secretarial course,

which was the first in the locality.

Early in 1996, the name of the school, Davao Micro Data Computer Education Center was changed

to Southern Mindanao Computer College, Inc. with a zealous and sincere intention to open up degree

courses in Computer and information technology in the near future.

MISSION, GOALS AND OBJECTIVES

It is the true belief of the school that an individual could be trained in special skills and be a

productive person the soonest possible time. Their expertise can make them employable in the industry or

self-made enterprise where rewards are far greater and brighter.

The fact that they earn good, they can contribute to the governments effort for national economic

development. The Southern Mindanao Computer College, Inc. ensures the development of human resources

in various fields of computer education and its related fields for the computerization of business, industry

and other social organization.

Furthermore, the school aims to:

1. Conduct long and short term studies or programs for students interested in computer technology and

other related courses;

2. Educate and train individuals in the line of modern computer technology in preparation for an

advance career;

3. Prepare competent leaders, excellent secretaries and clerical employees who could run the

information machinery of the country and the international community.

4. Offer effective training development for professional and allied support manpower or different

business and industrial organization.


5. Acquire facilities relevant to computer education and trainings and provide organized system of

instruction/training with competent facilitators and instructors.

Statement of the Problem

Computer as part of the innovation in technology manifest bigger changes in world, economies,

banks and other manufacturing centers flourished due to the catching power of computers in the field of

education, not all school can afford to have numbers of computer to update the school manual system, which

somehow caused a lot of inaccuracy and inefficiency in the date processing records, rules and regulations,

profiles, and program The present system of Southern Mindanao Computer College Inc. is done manually

such as the enrollment system, and record keeping. From the time it was started to operate, they use the

manual system. Even nowadays, that they have computers, still they use it for proration of memos and

letters. The present enrollment System caused a lot of inaccuracy and efficiency in processing the record and

data of the students. Too much time and effort are consumed and cannot give on time.

Different Problems are as follows:

1. How to lessen the time of the students in paying their fees of Southern Mindanao

Computer College, Inc.

2. How the Southern Mindanao Computer College, Inc. can manage an easy way of

securing student record?

3. How to speed up the process of generating enrollment report in a short period of

time?
General Objectives

The study aims to develop and implement an automated Enrollment and Billing System for Southern

Mindanao Computer College Inc. which will make the process of enrollment and billing less time

consuming.

Specific Objectives

1. To design a module that will automatically compute a students tuition fee for an

entire school year?

2. To develop an effective scheduling module that will generate conflict-free schedules.

3. To develop a module for a more organized student record.

4. To develop a computerized system that will help the Southern Mindanao Computer

College Inc. in providing their clients/students a more faster, accurate and

Efficient enrollment system.

5. To use the skills and knowledge that we gained through studying the subject of System

Analysis And Design, Object Oriented Programming and Database Management

System.

6. To enhance the knowledge of individuals in creating program

7. To help the Southern Mindanao Computer College Inc. in providing good quality of

enrolment system.

Significance of the Study

The computers provide convenience to its user through the easier and faster way of transactions.

Population of students in almost all-educational institution is rapidly increasing so great demand in teaching
force is also becoming higher. Fortunately, todays generation of high technology machine and tools can

substitute these workers.

This proposed Computerized Enrollment and Billing System of Southern Mindanao Computer

College, Inc. will provide a high technology way of retrieving and managing students data.

The study will be a great help to the following:

The School

The school deserves to provide an efficient, faster, and accurate enrollment system for the students, for their

school to preserved its name And for the school to attract more parents to enroll their children. In using this

system, a lot of time will be lessen and saved. And it will make the work more easier. The proposed system

once implemented, will help the school persuade new, incoming students to enroll, and not only that the

school can compete with other private schools in terms of enrollment and quality education. The

computerized enrollment system will provide the faculty and staff easy access to the students profiles,

grades and schedules.

The Students and Parents

The proposed system aims to have a user-friendly and accurate functional interface. The proposed system

will benefit to the students in terms of getting the result of the enrollment faster and it will lessen the time of

the students to fill up many forms and they dont need to wait for a long time to know their

sections because the system will generate automatically, it will show immediately the section where the

students belong. The system has its instructions that will helps the students to understand the process. The

proposed system will be able to minimize the time and effort that it takes to process students enrollment.

And it is also beneficial to the parents because it will help them lessen the time it takes to find appropriate

class for their children.


The Faculty Staff

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 theres no need a lot of man power because all the

procedures are there and Theres no difficulties for the students to enroll. The proposed system will benefit

the employees handling enrollment processes of Southern Mindanao Computer College. The current

registrar, who is intended to be one of the primary users of the systems. Once the system was implemented,

it will able to help reduce the work of the Registrar. All the students record will be stored in the systems

database like students class schedules and sections, teachers schedule, and the students grade. Through the

use of the system, acquiring information by the users will be served with fewer delays, even decisions could

be made easily based on the latest input data.

The Future Researchers

This proposed system will help to the future researchers because this study provides the necessary

information in developing a computerized 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 system will benefit the future researcher/s as guide or reference in their own efforts at

any proposal or project. The researchers will enhance their analysis, knowledge and technical skills. They

will gain programming knowledge and logical stimulation, knowing how to eliminate the certain problems
of a system. The importance of conducting this study will be their opportunity to test and prove their skills in

hardware development.

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 developing a system for the users And it will help the

proponents to resolve the problems. The proponents have developed their writing, analysis, and

interpretation skills needed to make a good thesis. It will beneficial to the proponents by gaining

programming knowledge and logical stimulation and knowing how to eliminate certain problems of a

computer system. Due to the stated problems regarding their teaching system, the proponents will not only

gain programming knowledge but will also proposed a computerized version of enrollment. The importance

of conducting this study will be the opportunity for the proponents to test and prove their skills in software

development. They will utilize not only their skills in programming, but will also have to ensure and be sure

that their program will be of greater help and will meet all the users needs.

Scope and Limitation of the study

The computerized enrollment system is an application system, 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 students will wait for several minute for the results of their section, they will go back to

faculty for the receipt or enrollment assessment form. The system is can be used only by an authorized

school members like teachers and faculty staff because they are the one who knows the information and they

are the one who knows to use the system and they are in charge in giving the instructions to the students and

they are allowed to access the system. Students are not allowed to use the system because it is limited to

users and the system has its own security features like login that only administrators can access the system.
The study will be limited only to the boundaries of (Computerized Enrollment and Billing System of

Southern Mindanao Computer College). The researchers focused in getting relevant data including data of

the students and computation of necessary fees, the system will able to

view class schedules.

It has an ability to save, record, and edit those data and important information about the students,

teachers and school.

The study covers the computerization of the activities, the enrollment system including student

registration class list, principals report of total enrolment of students and receipt.

The enrollment and Billing System covered the major processes:

1. Save the data and information of the students and subjects on a database. The database contains

the students personal data, and subject information to be used on the enrollment procedures and

records. Each student is provided with a unique ID number that contained related information

such as name, address, and date of birth. The subject information contained basic details like

lecture and laboratory units. Multiple subject schedules are possible with the presence of class

card numbers.

2. Keep the enrollment records by specified semester and school year enrollment records are

classified as student enrolled subjects, accounts, and payment information or history. Records are

being saved by an identified semester and school year.

3. Configure of miscellaneous fees that should be done before and after the enrollment starts to

avoid inconsistency of students accounts.

4. Load the classes with subjects qualified for the specified semester on the class organizer.

5. Display suggested subjects in lined with students curriculum during the start of enrollment.

Administrator chooses either to add a selected class or all the suggested classes. The

administrator also adds directly a specified class. Dropping and printing of enrolled classes are

also catered by the system.


6. Students accounts and save accounts summary during enrollment; however, if payment

transaction is made, the payment details will be save in the payment history. Implement special

fees on selected students only; example: field trip fee for SMAW NC II students.

Purpose and Description

The software application focused on improving the enrollment system of SMCC. It envisaged to be

of great help to the following persons:

Students. The students would easily be enrolled in their respective subjects through the help of EBS.

Registrar and accounting Office. The proposed system would help establish fast record keeping

and retrieving.

The School. The main beneficiary of the study is Southern Mindanao Computer College of Digos

City. SMCC, if would be adapting the innovation, would make their work at optimum performance. The

develop system would compensate the flows and problems that the institution is encountering. Employees

would not have to worry preparing forms for the students and reports for the administration because the

system will do it for them.

Future Researchers. The study could be used as reference material in having automated enrollment

system if the future researchers would like to formulate a new and better system.

Definition of Terms

These terminologies were gathered by the researcher for better and clearer understanding about the

study.
Client. Does not share any of its resources that request a servers content or service function.

Computer. Machine capable of the following the instruction to alter data, programmable electronic

device that can perform calculations and processing information.

Database. Is a container to store your tables in. and a structural collection of related records or data

that is stored in a computer.

Enrollment. It is a process in which a student is being admitted to the institution. This includes the

listing of information or data about the student and subject he/she will be enrolled.

Information. Knowledge given or received of some fact or circumstances.

Program. An algorithm that a computer can both follow directly and follow the translated version.

Record. It is the collection of related field with information that usually pertains to only one subject.

Server. A computer on a local area that is running software for controlling access to all or part of the

network and its resources and shares its resources with client.

System. It is a group of interrelated components working together toward a common goal by

accepting input and producing output in an organized transformation process.

Software. It is a system utility or application program expressed in complete readable language.

User. The person who uses a computer for word processing, communications, and other application.

UserFriendly. A program easy to use even though an individual is not knowledgeable about the

system.

Netbeans 6.9.1. Scripting language or programming language that is used to design the system.

EBS Stands for Enrollment and Billing System. It is a computerized system that composed of

students records and payment transactions.

Java is a high-level, third generation programming language, like C, Fortran, Smalltalk, Perl, and

many others.
Jasper Report is an open source java reporting tool that can write to a variety of targets, such as:

screen, a printer, into PDF, HTML, Microsoft Excel, RTF, ODT, Comma-separated values or XML files.

MySQL is a database computer language designed for managing data in relational.

Students refer to a college student who is officially enrolled in SMCC and can be further categorized

as new, old or transferee.

CHAPTER II

REVIEW OF RELATED LITERATURE

One of the most significant steps in a research project is conducting the literature review. Through

this chapter, readers can familiarize the flow of the study. The related and previous studies presented in this

chapter would give the readers and future researchers an idea of the system of the proponents. The

proponents selected and review these studies and previous works to provide information for the readers.
Local

http://www.slideshare.net/alvinbobadilla/chapter-1-2

Magalang (2003)

Over two decades, effective enrollment management is going

to be critical to the future of tuition/enrollment-dependent College and universities, especially in state where

the number of high school graduate is expected to decline by 30-40% (WICHE,1984).This paper outline the

conceptual framework, design, and implementation plan for building decision-support system for enrollment

management at the college level private, comprehensive university. It begins with a brief overview of the

enrollment system. As a concept, the computer-hardware environment, and the fourth-generation software

tools used to implement the system. they proposed this to developed software that will help the management

of the school GEANHS in giving good service to its student in speeding of the process involve in

monitoring account acquired during the enrollment & other payment transaction and was designed to be

user-friendly by only authorized persons and to ensure security of data basic information and automation of

enrollment process will upgrade the quality of the services provided for the qualified enrollees and This

system have been designed in order to speed up the access and retrieval information and to lessen manual

effort involve in the Enrollment routine of transaction.

Solomon (2002)

Stated that the using of computer are continue to grow, the need for a more timely information and data

processing comes on demand keeping the record of any manual operations need the application, because

handling it manually will only be conflicting this System was made to lessen the time and effort exerted

by both student and school employees. It is also made to give accurate reports and keep records of every

students every students and for easy and fast way of enrollment..Developing Enrollment System, to know

how to read sign the data that is used to be kept the record files of students and also that, it could be mange
more efficiently in computer with his project ,This conducted system goes along the trend of

computerization to be in the field of competitiveness and survive to the complicated works developed a

program using database III which capable of retrieving, access in manipulating of data in easy way The

study was conceived because of the need to update the current registration system of GEANHS, which is

done manually.

Torres et.al. (2002)

conducted a study that resolves around the importance computerization of student information. This study

was conducted with the hope that it would help minimize time and effort in

processing students information in Maulawin National High School. The basic feature of this study is after

the storage and access of retrieving and updating the data. Nowadays most of the companies are dealing with

huge amount of data. Of course this requires long processes of maintaining ,organizing and managing of

these data. Managing these data will require a specific system specially created for the usage of a certain

company or client. Handing multiple student records manually will consume a lot of time and resources

. For a system to be efficient, reliable, and effective it needs to lessen the task of the user and the time

consumed. Thus , computerization is essential to a system specially when it deals with huge amount of data.

Also computerization gives security by sorting or monitoring the data or entities involved in the system. A

security password and username for the client or user is also a must for maximum data security. Since

enrollment system needs to process huge amount of data and information, computerization will become

useful and essential for it. Maintaining students records for enrollment system with computerization will

lessen the task and time consumed. Also updating the data will become easier and time saving, since the data

required needs to be updated from time to time. Since student records are one of the most important data in

an educational institution it needs to be maintained and organized. Computerization greatly increases the

efficiency of an enrollment system. The user can maximize usage of a system with Computerization.

Revalla (2005)
created an Automation Enrollment System for the computer Science Department of the Laguna College

business and Arts. The study was conceived because of the need to update the current registration system of

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

Jr. about Student Record information System.

It is generally accepted that information is a vital commodity for the successful operation of today's

organizations. Nowadays modern business organizations are using computerized information systems in

order to obtain such information. As a student with little knowledge about technology rapidly the main issue,

is how can an organization should effectively use such an information system. Which it's management

sometimes can be unpredictable in order to effectively help the whole organization structure to improve and

take the most out of it. This report will try to analyze intranet and its impact on the use of information in

organizations, as well as what actions an organization might take to make the most effective use of it.

Almost every higher education or any institution uses a software to store it's data. You wouldn't accept the

applicants information without having a place to put a data and accepting applications. That part is the

beginning of the study a system. Once students are accepted, you need to ensure that you store their

information in a secure place, keep it up to date, and share it with all your institution's offices so it can be

used easily and efficiently throughout each student's entire life cycle. The one Proponents of that system,

will guide and satisfy our clients for student records. The proponent's goal in this project is to developed the

current system that they are using and make their staff easier and will help to reduce paper woks. It will

make a useful system that can be used to facilitate the record of the student. That proponents system is a user

friendly for our clients. It will be easily to access by the authorized personnel such as professors, instructors,

and school administrator. It will be easily for the authorized personnel to access it. This system describes the

information and components of computerized system and several strategies to develop the whole system.

When we talk about the students record of the School.

What do we usually think, Well, student's record is one of the most important files or documents that need to

give way of attention, who assign this particular position, because it is one of the hidden files of the school

that was the record of the student needs to secure for their privacy. Information Technology is widely used

for faster and easier way of recording student information. It is also used in managing the operation
undertaken by the school. It is a great help to every school that undergoes with different difficulties within

recording the student's information. Almost all schools and other institutions, computers have significant

impact in their works. People rely on computer for efficient and effective way to handle different loads and

tasks.

Foreign

http://www.slideshare.net/alvinbobadilla/chapter-1-2Gurewich (1999)

stated that the database system makes the work faster for every institution. For the mere fact that instead of

doing things manually, with the use of computer technology everything is done fasters. This system was

used an SQL in database that give less time to the employee of the school that inputs a record or information

about the client or what we called enrollees. In their database they are not displayed the whole table only

the important entities are displayed when you run the program. We will guide this system because of the

functionality of their database.

Adamski (2007)

was useful in the sense of functions and features that the enrollment system has. This system was

computerized on year2007 that has highly secured in their files and record of the students. They are used a

reliable database, in program they used java language that also the same with the language that we are use.

they are some differences between the enrollment system of Adamski and the system that we are develop for

now, Adamski have a receipt after paying tuition on cashier, they created a forms that show the content of

tuition fee but in our system we are not suppose to create a forms like a receipt because we are engaging in

public school. They are also created a form that has a lot questions about personal information of the

enrollees. In our system we are not suppose to imitate those questions because the school only get the

important detail of the students like full name, contact no., and address. We will depending on our system in

this published journal because we think that this documents will guide us to make a better system. We also
decided to use this documents because all of the flows and functionality of the system was very customized

that we saw on the DFD, another reason is we have the same goals and that is to make an enrollment system

that gives a better process for the school or the client.

Hammer (2003)

They said that computer could eliminate the need for copying and rearranging information, which was

entered into system. They also perform mathematical computation; in short computer can eliminate most of

the paper works. Database is use as a storage of data in a system, this is use in almost of the system because

it handles the data. Some of the advantage of database is/are it saves time, and thereby

increases productivity by making it easier to retrieve data as needed, with database it makes backing up of

vital data much easier, easy retriever of data and sharing of data. This is important in our system because we

are making a system that need a storage of data because we input many data in our system which is

confidential with the users. computer gives more benefits because this is where you create systems that can

make your works faster and less man power. We need computer for accurate and efficient outputs of data for

the benefits of the users. The system or the computer help us (the programmers) to make our work easier.

Towsand (2005)

stated that database is structured collection of data. The data may be about people, product events in short,

any type of information is to manage the collection of data for reporting and making decision. Of course

data needs to be updated from time to time, therefore database provides easier access to the data that needs

to be updated by sorting them into their designated categories and sections. Nowadays most

of the companies holds huge amount of data, so basically they really need a system to hold and manage that

data for them. Like the enrollment system, it holds the data, manages it and also it updates from time to time.

A system needs a database to function, without a database a system wouldnt be efficient or wont function at

all. Database is one of the primary requirement for a system, not only for an enrollment system but for most
of the systems that a client or company requires. Database management is important for the data of the

system needs to be managed carefully and efficiently for better and more accurate results.

Dry run of Automated Enrollment System (http://www.ssu.edu.ph)

The Automated Enrollment System of Samar State University ails for an accurate, user-friendly,

efficient system that can help both the student and personnel for first data processing of enrollment. Engr.

Heidi Hashimoto, Japanese volunteer, headed the creation and conceptualization of the system. The system

is web base that uses Php programming language with data storage in MySQL. In this study, php was used

as for the programming language and data were stored using MySQL. Further, the system is automated

system that runs through Intranet of the University. This means that the record cannot be accessed using the

Internet and outside the school.

ACM Portal (http://portal.acm.org/citation.cfm?id=1181300)

The online student enrollment system enables students to enroll into their subjects prior to the

commencement of their semesters. This enrollment system not only allows international students to enroll

through the internet without traveling to the campus but also incorporated the business rules. These business

rules cover a wide range of regulations and policy such as subject, pre-requisite, students payment status,

course coordinators decision and the correspondence of the students seniority to the intended enrolling

subjects. Besides business rules, the system incorporates various notification mechanism like short

messaging service (SMS) and E-mail. The interface auto-detects the users device either Pc or laptop or much

smaller screen device such as a PDA. In short, the enrollment system back end engine runs to provide high

satisfaction user experience with the business and user interface, the system is able to run the workflow

cycle running in parallel with the notification capability.

Illinois Virtual High School Inquiry (http://www.ivhs.org/)


This online inquiry gives detailed information on persons that can be contacted with regard to

specific field; example is a general program issues, technical problems, faculty information and course

development. It also gives information about their regional coordinators for participating schools. The

students have a login feature where the students can log-in using their Login ID. The online inquiry system

of Illinois High school helps the authors to picture out and develop an ideal database structure for the

system. The proponents systems are similar and are based on some capabilities of the system in this study

like the inquiry of courses and login feature for the student.

Conde (2007) in his study entitled Network-bases Enrollment System of Paete National High

School cited that the manual process of enrollment and manual handling of information and reports of the

students is very laborious one. The proponents developed a network based system enrollment system to the

said school to solve the huge amount of task.

Garcia (2002) created the LSPC Enrollment System, the study can be a great help to persons

concerned during the enrollment period, the registrar, instructor of the students as they retrieval necessary

information when needed and lessen the burden manually browsing over enrollment slip for record purposes

Saayo et.al (2008) developed the system Network based automated Enrollment and grading system

for Morong National High School. Due to increasing population of the institution, and the school currently

implementing the manual system, every student spends a lot of time during enrollment period, such as

paying their tuition fees and processing the school requirements.

Valina et.al (2009) entitled Network-based student Permanent Record keeping and Enrollment

System of Balian National High School. This System was made to lessen the time and effort exerted by

both student and school employees. It is also made to give accurate reports and keep records of every

students every students and for easy and fast way of enrollment.

Soria et.al. (2006) constructed a system entitled Network-based Computerized inventory System

for the supply office o the LSPC main campus. With the advancement of technology, devices and machines

were improve , developed and inverted to cope up with the need of new world. There are different systems

designed for reliable, efficient and very useful to the user.


Cabang et.al. (2003) developed the computerized Students Record Monitoring System of Siniloan

National High School, Computerized Student data will be exceedingly helped to the user through

continuous management of the School. It could help the registrar for a less effort services in the institutions

especially in updating, printing and deleting students record.

Velasco (2002) Study entitled Maulawin National High School Student Information System cited

that maintaining students, records manually is a very difficult task and time consuming. In that case,

computerization system that can help and handle this data needed to speed up the process of students record

keeping and to promote and reliability.

Cura et.al. (2004) Designed system entitled computerized inventory system of office of the supply

in LSPU is capable of handling voluminous data about the flow of item insurance and reply to the flow of

items issuance and return in supply office

Torres et.al. (2002) conducted a study that resolves around the importance computerization of

student information. This study was conducted with the hope that it would help minimize time and effort in

processing students information in Maulawin National High School. The basic feature of this study is after

the storage and access of retrieving and updating the data.

Alcaira (1999) Stated that the using of computer are continue to grow, the need for a more timely

information and data processing comes on demand keeping the record of any manual operations need the

application, because handling it manually will only be conflicting.

Aravia et.al. (2002) Show the growing importance of computers in the society. The significance of

the study revolves the automation of student permanent record keeping.

Garnace (1999) Developed application software for the computerized information system of a

commercial piggery using the concept of the database and implemented it in database.

Gumitao (2001) System is designed to provide reports of the list of enrollment per school year,

periodical grade of students, and list of new, old and transferees

Revalla (2005) created an Automation Enrollment System for the computer Science Department of

the Laguna College business and Arts. The study was conceived because of the need to update the current

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

Bonifacio E. Bacani, Jr. about Student Record information System.


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

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

also the accounting purposes Liceo De Victoria Enrollment was developed and implement using relational

database and designed in clipper 5.3.

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

LCBA and traders, designed of enrollment System is advantageous to the school because it speed up the

process and with only a minimum amount of power and resources.

Cacao (2002) designed the Morning Star Montessori School incorporated form 137implemented in

Fox Base.

Solomon (2002) developed Enrollment and Record keeping System, to know how to read sign the

data that is used to be kept the record files of students and also that, it could be mange more efficiently in

computer with his project.

Quiver (2001) developed a program using database III which capable of retrieving, access in

manipulating of data in easy way. A computerized system to minimized the lost of record and burden of

work was designed by Pajarillo in 2002.

Monsalve and Ilagan (2005) developed a program and designed using Microsoft Visual Basic 6.0

and Microsoft access. The system is capable of receiving access, searching items, providing adequate

information and data gathering.

IPizzara and Veridiano (2001) this system was done using Microsoft Visual Basic 6.0. This

conducted system goes along the trend of computerization to be in the field of competitiveness and survive

to the complicated works.

Relayo (1999) this study will assist the researcher regarding to the use of database and Visual Basic.

This system have been designed in order to speed up the access and retrieval information and to lessen

manual effort involve in the library routine of transaction.

Magalang (2003) he proposed this to developed software that will help the management of the

school lyceum in giving good service to its student in speeding of the process involve in monitoring

account acquired during the enrollment & other payment transaction.


Lazaro (2004) this study entitled Liceo de Los Banos record monitoring system password was

created for the protection and was designed to be user-friendly by only authorized persons and to ensure

security of data basic information.

Lumbers (2002) stated in her study entitled a systematic enrollment process using database system

in Saint John academy. Calamba, Laguna that the application of database system to the enrollment process

will greatly increase its efficiency; automation of enrollment process will upgrade the quality of the services

provided for the qualified enrollees.

Local

According to Aquino(2005). Importance of computer application is increasing day by day. In the

latest decades of the Millennium winning organization are those which are willing to integrate business

strategy and computer information technology in plying their respective trades. The use of computer

information technology results for them to be able to develop products fast and make decisions fast, ability

to have fluid organization structures, able to cope with the demanding work force and external environment

by the rapid development of innovative approaches and lastly using information system confirms the

companys mission vision.

Schools use information systems in the way of implementing an enrolment system. This results for

them to attract enrollees and earn an income. Enrollees are attracted because the use of the said system

makes the transactions faster and easier.

Lack of enrolment system in schools can lead to chaos and troubles. As stated by Ace Adrian

(2011). Students will be confused on what they should do to be able to enroll that is why such systems is

extremely useful in the way that it gives an ease on working on enrolment processes. Enrollment is very

useful in retrieving vital information of the students. Without it can lead difficulty both for the

administration of school and student in enrollment processes.

Many countries nowadays, especially the developing nations are challenged by the rapid

technological changes. This has radically changed the living and working styles of the entire society. This

transformation has been driven partly by rapid technological innovation. While in the 20th century saw the
rise of the industrial revolution with steam-powered machines intensifying and expanding human productive

power, the 21th century was characterized by the birth of machine-powered flight and the emergence of

broadcasting and computer technologies the extend the reach of human creativity even more and made

possible new ways by which humans could live and work together (Tinio, 2002).

The transformation of manual enrollment transaction to automated and now into a web based

automation is one example of what has driven partly by the rapid technological innovation. Any ways just to

make work easier and faster like enrollment transaction is possible with the emergence of computer

technologies.

Technology innovation had influenced mans work from data processing, business transaction,

research, planning, monitoring and even in medical operation on human anatomy are now entrusted to

computer technology. Web application are popular due to ubiquity of its applications. The ability to update

and maintain web application without distributing and installing software on potentially thousands of client

computers are key reasons for its popularity. A significant advantage of building web applications to support

a standard browser feature is the ability to perform as specified, regardless of the operating system installed

on a given client (Bacala&Reanno, 2009).

A web-based enrolment system has featured that meet most of academic institutions systems needs

and requirements. This include standardized modules for student registration, enrolment, grade management,

and other modules that are deemed necessary to operate a school.

Foreign

According to Jennifer Rowley (2005), information systems are a tool to support information

management. Information systems are increasingly being used in organizations with the objective of

providing competitive advantage. The information systems used by organizations can be grouped into

different types such as transaction processing system, management information system, decision support

system, executive information system, expert systems and office information system. Information

Technology has heralded the advent of the information society. The information society may be a virtual

society. The concepts of the electronic classroom, the electronic office and electronic library have been
explored. Information system poses a number of issues on society in general, including: changing

employment patterns, archiving, and bibliographic control, security and data protection, intellectual

property, marketplace issues and access.

An enrollment system is basically included in one of the classification of information system that is

stated by the author, thus it serves a tool to support information management with regards to the student

data, enrolment fees information and other with a connection to the enrolment process. Every school gain

competitive advantage of having this system for they will have the capacity on handling important

information at ease and with security.

The iterative implementation approach is a theory that eliminates problems of using a waterfall

study. This is invented to avoid a linear and sequential development of study. The overall functionality of

the system is broken down into feature sets. These features sets often based upon use cases from the analysis

stage, containing group of individual features that are related, typically by a functional area (Stephen

McHenry, 2010).

WAMP5 (WAMP means Windows Apache Mysql PHP) is a platform of Web development under

Windows. It allows you to develop dynamic Web sites with Apache server, PHP5 script language, and the

database of MySQL release 5. It also possesses PHPMyAdmin and SQLite manager to manage more easily

your databases.

Windows 7 is an operating system produced by Microsoft for use on personal computers, including

home and business desktops, laptops, netbooks, tablet PCs, and media center PCs. It was released to

manufacturing on July 22, 2009, and became generally available for retail worldwide on October 22, 2009,

less than three years after the release of its predecessor, Windows Vista. Windows 7s server counterpart,

Windows Server 2008 R2, was released at the same time, Windows 7 is succeeded by Windows 8.

Adopting the theory of Stephen McHenry which is known as the iterative implementation covers the

breakdown of overall functionality of the system to a what he called feature set and those feature sets

represents different process involve in an enrollment system. It helps locate what feature an enrollment

system will have since that this kind of systems does many activities and processes. According to Dunn and
Scott (2005), science and technology is the root of emerging innovations in this world. For many years now,

a person in this field of expertise does not stop to reshape the landscape of todays business world.

Enrollment system has made huge impact into the school arena. It is a system that is built on innovative

program strategies. It is a system that will help both the enrollment personnel-in-charge and the students to

easily process the enrollment at a lesser time. Distinct from traditional enrollment, LAN enrollment system

process large assortment of student records and provides efficient and consistent information services. As

stated by Holmes (2006), The Internet is neither an extraordinary communication tool nor revolutionary. It

simply represents the current stage in the development of human capabilities through written language,

which itself derived from the spoken form. That statement only shows that advancement in modern

technology is at their highest peak. Nowadays, Web-based applications are widely used due to their

ubiquity.

Web-based enrollment system is currently emerging on markets for they are offering transaction

convenience and service efficiency through the use of Internet. This system becomes a powerful tool in

dealing with information management regarding enrollment transactions. According to Forman(2007),

continuing innovation in technologies can lead to organizational changes that range from improvement of

day to day operation and for easy access it provides for the end users. Many schools today have adapted this

innovation in offering of their services.

Related Studies

Local

Based on the researcher, a web-based enrolment system for Veritas Parochial School (VPS) in

Manila was developed to help its students enroll in a more efficient way without the hassles of waiting long

hours in filling out forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is

with the Web-based Enrolment System for VPS that this new style of enrolment may be achieved. This new

type of system offers its students new options for enrolling at VPS. By logging on to VPS website, one can
register and enroll subjects for a school year. With these, all the students are required to fill out certain forms

that do not take more than a few minutes to accomplish. The system stores its records in the school database

for future references.

Confirmation of the transaction made by the students need to be verified, the payment of tuition fees must be

made in the schools registrar. The students may also browse the web site of VPS and he can check his

current account. He can also refer to the list of the school current tuition fee rates (Pascual&Riceo, 2008).

According to the project study in 2005 by Mr. Lopez, an enrolment system help and provide

efficient and reliable services to the students, enrolment personnel and administration. Moreover, this system

improved the process of enrolment in terms of searching, retrieving and subject schedules.

An Online Enrolment System was proposed to replace the manual enrolment system of Cavite

Maritime Institute in order to advance an organized flow of transaction and an ease of work concerned on

how the manual enrolment performs throughout the institutions operations. The numerous transactions that

the manual system covers, such as updating and adding student records, generating the advising and

assessment slips, and the like considering the manual operating system to be inefficient for the need of the

institution. Since the study involves proper record handling, tracing the constraints and evaluation of the

manual system is essential(Bacala and Reano, 2009).

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

school level. The school puts premium to its registration. The enrollment process is the initial stage in

gathering bon fide and accurate student information necessary to establish student permanent records. A

registration and billing system is needed by the institution to address the stated

situation. The study has been made to help Harvent School gather fast and deliver accurate information

(Calabozo& Fernandez, 2006).

In a study conducted by Cayabyab (2007), many problems and difficulties were identified in the

existing system of Dagupan City National High School (DCNHS). These major concerns are affecting the
efficient enrolment system of students. Security of the students records were found to be at high risk. The

current system may fail to protect some important documents. It has also untimely and inefficient report

generation. A computerized system for DCNHS shall result to a significant increase in the number of

enrollees.

Foreign

Southern California Community College Long Beach City College has gone live with a Cognos-

based enrolment management system that was designed by Irvine, CA-based professional services firm e2e

Analytics. Prior to installing the new system, LBCC, which has two main campuses and multiple satellites

that support nine schools and 34 departments, handled its enrolment via manual spread sheets. With no

reporting, continuity, or standard practices, and with lengthy error corrections, the schools enrolment

management budgeting and planning took up to three months to compile, consolidate, and implement (Koft

2007).

The study on problems regarding on school such as the Long Beach City College is an aid for the

proponents to have the idea on formulating solutions on

transferring manual enrollment transactions to an automated or computerized one.

According to the coordinator of Admission Support of Kerian Greenaway, the system known as the

Edith Cowan University Web Enrollment System (ECUWES) had replaced the traditional hard copy system

of enrollment. The system offers immediacy and convenience of course enrolment via the internet. The said

university in Australia is currently enrolling more than 5,000 new students with easier transactions cause of

their online enrolment system. In the local setting, academic institutions both the private and government

schools are shifting from manual to computerized system including student registration. This is

accomplished either on an intranet or internet-based environment.


The desire to overcome these problems and difficulties has led the acceptance of advanced

technology. It includes Local Area Network of computers, CD ROM and powerful processor. These

technologies led to the development of information databases that provides simple and prompt retrieval of

information through networking, In Local Area Network Enrollment System (LANES), the problems on

admission and evaluation of academic records, subject reservation, assessment and payment of fees and

issuance of class cards are besieged. Likewise, searching of records is effective due to its major key that is

being used in retrieval of records.

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

different function areas such as databases, searching, retrieval,

and update of student records, checking of students schedule, computation of fees. (Dzubeck, Frank, 2003).

Inspired by the advancement of modern technology and the problems regarding enrollment

transactions the proponents have come up with an online enrollment system exclusively for school with

many enrollees. Several factors are considered in designing the proposed system. First is the tedious task of

filling out application forms and inaccuracies of information provided by the students that cause delay on the

enrollment process. Other is that there were problems on giving and announcing schedules of enrollees and

cause for them to be late at their very first class.

The researchers gathered data necessary in the enrollment system for the success of the study in

providing benefit for the employees and students so they can have access and have the ability to manage

information directly and conveniently.


CHAPTER III

TECHNICAL BACKGROUND

In developing the Enrollment and Billing System (EBS), the developers use different software

applications. There are some approaches that can go further to related technology of the systems.

The requirements of the system are hardware and software applications that can hold the data

programs and other information. A software Java Platform (Netbeans 8.0), a primary platform of the system

was used as the development environment of the Enrollment and Billing System. Moreover, its capability to

interact with application programming interfaces, its components and controls facilitates greatly in the

design of appropriate user interfaces.


Its adaptability to relational databases makes good combination with the MySQL Server 5.5, a

primary database used in this system and Jasper Report, an open source reporting library that can be

embedded into any java application, is used in generating reports. Hardware needed: Processor:

Pentium/Intel OS: Windows XP, DBMS: MySQL Server5.5, RAM 1.99 GB

Conceptual Framework

For the conceptual framework of the manual Enrollment system, the Registrar inputs all data and

information of the students into a hard paper. Students need to fill up all the fill out forms given by the

administrator in order to submit his/her data and information.

Paper

REGISTRAR INFORMATION

FROM PAPER

STUDENTS

Figure 1. Conceptual Framework of the manual Enrollment System

On the other hand, the conceptual framework of the automated Enrollment and Billing System, the

registrar inputs all the data and information on the Database. The students data is being stored to the

Database while Information is accessible both in Database and generated reports.


Database
REGISTRAR GENERATED REPORTS

STUDENTS

Figure 2. Conceptual framework of the proposed System

Conceptual Paradigm

For conceptual paradigm, the study employs the I-P-O (Input-Process-Output) and summarized in

Table 1. The process load consisted of different on process of the manual enrolment system which doesnt

have a proper data keeping and the proposed EBS of Southern Mindanao Computer College Inc. with a

database where students record and transactions are stored.

The output load consisted of different process on how the information stored being generated as

output. In the manual system, students information is written in a paper while in EBS of Southern

Mindanao Computer College Inc., all information is being stored to the database and made available to view

and print.

Table 1. Conceptual Paradigm of the proposed system

Input Process Output


Manual Registration of students, Stored Information of

Enrollment System enrollment of classes, calculations students written in paper

of accounts and payments

EBS of Southern Registration of students, Data is stored in a database

Mindanao Computer enrollment of classes, calculations available to view and To be

College Inc. (SMCC) of accounts and payments printed.

CHAPTER IV

METHODOLOGY
This chapter presents the requirements specification, non functional requirements, security

requirements, software requirements and usability requirements.

Requirements Specification

A. External Interface Requirements

1. User Interface

The system has many interfaces which are the registrars interface, the cashiers interface, and the

assessments interface.

Requirements by Users

This table shows the requirements and description of the users.

Table 2. Requirements by users

ID Requirement Description Priority


1 Fees Configuration: Configuring of fees must Mandatory

be done before or after an enrollment starts

to avoid discrepancies of Students accounts

2 All the subjects and students must be registered Required

on the system in order to add enrollment

records such as enrollment Summary of

Subjects and student Account

3 The registrar must add first a Record File Required

classified as a School year and a Semester, the

registrar must set the default file to be

used as a repository of all the enrollment

records that may be done.

4 The registrar must load all the classes Required

that fall on the specified semester in order to

make the Classes be available to the specified

school year and semester.

5 The registrar must use the Suggested Mandatory

Subjects Section in order to have a quick

guide of the qualified subjects for a student.


2. Hardware Interfaces

The system must be connected to a printer with a parallel or serial USB port in order to utilize its

printing functionalities.

3. Software Interfaces

The Enrollment and Billing system enabled a user to add data and information to the

enrollment database. The system was created by using Java Netbeans 6.9.1 application and uses MySQL

software on its database management.

The system used the technology extension in java of Jaspersoft Reports on the

implementation of its printing of information.

4. Communications Interfaces

As long as there is a presence of LAN network, a registrar, cashier, and assessment can

access all necessary information about the accounts and classes of a student.

B. Non Functional Requirements


1. Administrators end : JAVA PLATFORM IDE

System Type : Personal Computer

Processor Type : Intel Dual core 1.79 GHz or higher

RAM : 1 GB or higher

SVGA Modes : 256 color or higher and 1024*768/standard resolution.

Software Infrastructure Required:

Operating System : Windows XP, VISTA or 7

Other Software : JDK1.5 and Above

Developed on : JAVA5.2 Safety Requirements

Safety requirements

Security Requirements

The system provided an account for the registrar, cashier, and assessment having its

encrypted password and unique username.

Software Requirements
Software Functionality

Java application(Netbeans 6.9.1). The primary flat-form of the system.

MySQL 5.0. The primary database of the system.

Jasper Reports. An open source reporting library that can be embedded into any java application.

Usability Requirements

Registrar. The registrar had the overall privileges in manipulating details about the existing

data in the system. The Administrator had access and control in all functions of the system.

Analysis

Use Case (Major Functions)

To visualize the system design, a Unified Modeling Language(UML) was used. In the figure,

the use Case model (Figure 3) of the enrollment and Billing System is presented. It illustrated the

different operations and major functions involve in the system. It also showed the different actors

performing the indicated operations.

Registrar, Cashier and Assessment are the actors of enrollment and Billing System; the actors

interact on the operations and functions.


Use case Diagram
Use Case Specification for Administrator

The EBS Use Case covered the major functions: Registrar maintained the students record in which

included several extended processes: Add, View, and update records. The Registrar maintained the class in

which included several extended processes: add, update, and view classes. The Assessment also set fees as

well as views and receives transactions.

Test case: EBS (Registrar)

Table 3. test case I

I. Use Case Name: Log In

II. Actors: Registrar, Cashier and Assessment

III. Description: The case shows the filtering of the users of the

system classified as Registrar, Cashier and Assessment.

IV. Normal condition: The user will input the Username and

Password. And select the Account Type

V. Pre condition: The system automatically Record the username, Date and

Time Log in. And it Detects a Username if it belongs to an

Registrar, Cashier and Assessment.

VI. Post condition: Restrict the Interface button for the three different

entities are shown after validation of inputs the username and

password and account type.


Table 4. Test case II

I. Use Case Name: Maintain student records

II. Actors: Registrar

III. Description: In this case, the Registrar can do all

necessary actions resulting to manipulate the entire

system.

IV. Normal Condition: the system automatically detects the user if it belongs to

Registrar, Cashier, or Assessment and record automatically to

the log in system.

V. Pre condition: The system would automatically detects a user if it

belongs to the Registrar, Cashier and Assessment

New Record or Old

If, New Record, the administrator is said to add new students

record. If, Old Record, the administrator can update the existing

record.

VI. Post Condition: The system would classify a student record as new record

or old. If new record, the registrar is said to add new students

record. If old record, the registrar can update the existing

record.

Table 5. Test case III

I. Use Case Name: Maintains Class Record


II. Actors: Registrar

III. Description: The case shows the capability of the Registrar

to do necessary actions resulting to maintenance of class

records.

IV. Normal condition: The Registrar chooses what kind of action

to do, for example are creating new class, assigning Subject to

a class, or reassigning of Subject of an existing Class. The

Registrar must input the Class Card number to access class

records. And Registrar can view all subjects offered on the said

school year and semester.

V. Pre condition: The system would detect if the Class Card

number is existing or not.

VI. Post condition: The system would allow the Registrar to

input necessary information to a new Class Card number

and update information to an existing Class Card number.

Table 6. Test case IV

I. Use Case Name: Set Fees

II. Actors: Assessment

III. Description: The Assessment is capable to track down balance

accounts from previous school year or semester.

IV. Normal condition: The Assessment can create the ledger accounts and add

group of particulars and add old accounts.

V. Pre condition: The system would detect if existing group of particulars


for present semester.

VI. Post condition: The system would allow the assessment to

add new fee or update existing balance.

Table 7. Test case V

I. Use Case Name: View Transaction

II. Actors: Cashier, Assessment and Registrar

III. Description: Both the three entities can view done

transactions made by the Registrar. Such as Payment History

and Accounts Summary.

IV. Normal condition: The Registrar can access all the accounts

of students enrolled on a specified school year and semester.

V. Pre condition: The system would allow the Registrar to

view Students accounts including their accounts updates or the

existing balances.

VI. Post condition: The system would allow the Registrar to

print a summary reports of the Students accounts.

Table 8. Test case VI.


I. Use Case Name: Payments Transaction

II. Actors: Cashier

III. Description: This case shows the capability of the

Cashier to do a Payments Transaction.

IV. Normal Condition: The Cashier search the last name of the students.

V. Pre condition: The system would only allow Cashier to

do a payment transaction if a student has existing accounts for

the specified school year and semester.

VI. Post condition: The system would allow the Cashier to

have a payment transaction.

Entity Relationship Diagram

FEES MISCELLANEOUS/OTHER
depends
FEE

pays

ACCOUNTS
updates has
Figure 4. The ERD Analysis of the Enrollment and Billing System

Sequence Diagram Mode

Figure 5,6,7 illustrated the Object-Relationship Diagram of Enrollment and Billing System. It also

demonstrates how the system relates to each other.

Registration of Student
The EBS Password Student List
Detector

Enter Username & password [password.equals ()]

Enters Username & password Is passwordOK()

[Is PasswordOK==True]unlock login Is passwordOK()

Registrar

Invokes Administrator Interface

Invokes Student Information Section

Add Student

Fill in Information Is Student Dont Exist()

Is Student Dont Exist()=True Is Student Existed()

Invoke Save Button

Generate Verification Code

Student Added

Figue 5. Registration of Students

Enroll Student

Registrar

The EBS Password Student List Subject Class


Detector

Enter Username & password [password.equals ()]

Enters Username & password Is passwordOK()


[Is PasswordOK==True]unlock login Is passwordOK()

Registrar

Invokes Administrator Interface

Invokes Enrollment Section

Enter Family Name

Enter CC number Is Student Dont Exist ()

Is Class Existed ()=True Is Student Existed ()

Invoke Enroll Button Is Class Existed ()

Enrolling Classes

Print Enrollment Summary

Figure 6. Enroll Student

Pay Accounts

Registrar

The EBS Password Student List Accounts List


Detector

Enter Username & password [password.equals ()]

Enters Username & password Is passwordOK()


[Is PasswordOK==True]unlock login Is passwordOK()

Registrar

Invokes Administrator Interface

Invokes Enrollment Section

Enter Last Name

Show Accounts Is Student Dont Exist ()

Account Existed ()=True Is Student Existed ()

Invoke Pay ButtonIs Account Existed ()

Calculates remaining accounts

Figure 7. Pay Accounts

Design

The ERD Design

Below is the Entity Relationship Diagram (ERD) of the major Database components of the

Enrollment and Billing System.


Figure 8. Database Design of Enrollment and Billing System
The data flow Diagram of the enrollment and Billing System

This diagram shows the flow of data in the Enrollment and Billing System

EBS Fees Fees


Registrar Update Set Fees Update Fees

Registrar MySQL

Offered

Subject Subject
Input Subject
Registrar MySQL

Input Student

Register Student Student Student


Registrar MySQL

Enroll

Enroll Student Student Table


Enroll Students
Verify Student Registrar MySQL

Show

Students Accounts Accounts


Accounts
Registrar MySQL

Approved
Approved Request Approved MySQL
Registrar
Student Enroll Subject Enroll Subject Enrollment Temporary

Student MySQL

View

View Subject Subject


View Subject
Student MySQL

View

View Accounts Accounts Accounts


Student MySQL

View

Transaction Transaction
View Transaction
Students MySQL

Request

Send Request Request


Request
Student MySQL

Figure 9. Data Flow Diagram

Development and Testing


SDLC (System Development Life Cycle), just as the name implies, is defined as the process of

developing system or software to meet certain requirements. It covers many activities; starts from

understanding why the system should be built, studying the project feasibility, analyzing problems,

choosing the system design and architecture, implementing and testing it, up to delivering the system as

product to the user. SDLC is a process of gradual refinement, meaning that I done through several

development phases. Each phase continues and refines whats done in the previous phase. Commonly

known development phases in SDLC are:

Prototyping

This methodology used usually when the business process is likely to be changed as the project proceeds

or when the project sponsor has the little idea of what system to be built. The analysis, design, and

implementation phases performed concurrently and on each cycle resulting in a system prototype that will

be reviewed by the project sponsor. The cycle repeated continually based on the sponsor comments until the

prototype successfully meets the requirements. The last prototype will then be called the system functions

may not be recognized until somewhere in the middle of project timeline. Thus there is a possibility to alter

the initial design decision and start all over again from the beginning. It can delivers system quickly to users,

though it not exactly meets the requirements.


Figure 10. SDLC Model

Planning

it is the process of understanding why the system should be built and defining its

requirements. It also includes feasibility study from several different perspective, technical, economic, and

organization feasibility aspects. The proponents use planning for their everyday schedule including their

corresponding task. Each proponent will have a task for their work to be done easy. This phase is

important because in this phase you will see the progress of your study and in this phase, the proponents can

discuss the works and strategies of the system including the design of the develop system.

Analysis

This phase includes activities such as problems identifying and analysis, and even predicting potential

problems that may arise in the future regarding the system. The deliverable products of

this phase will drive how the system will be built and guide the developers works. The proponents use

analysis for their study because analysis will helps a lot in the proponents for developing their system.In

this phase, the proponents conducts a investigation to analyze the problem of Southern Mindanao Computer

College Inc. regarding the manual system. And what kind of system will create or develop to help and to

lessen the problem of Southern Mindanao Computer College Inc.

Design Phase

System analysis leads to design decision, which exactly determines how the system

operates in terms of process, data, hardware, network infrastructures, user interface, and other important

factors in the system environment. The proponents use Design for their study, the proponents will create a
user friendly graphical interface of the system.

The proposed design is easy to use because the fill up form is not difficult to use because all of the contents

are there.

Implementation Phase

This is probably the most resource, cost, and time-consuming phase of all. This is

when the system is actually built, tested and finally installed. It also includes activities such as user training

and system maintenance. This is the last and final phase that proponents use, in this phase you can now

check your full study about the system that you create. And the proponents can conduct now a series of

experimentation on their proposed system.

Discussion

Results had been discussed after the systems evaluation (the proposed Enrollment and

Billing System) has been put into evaluation by the beneficiaries of this system. Casual interview and

questionnaires were given to the administrators and students of SMCC as to know the impression of the

respondents of the proposed system. The most notable procedure here is the compliance on the

implementation where questions must traced to the content and design of the system.

CHAPTER V
RECOMMENDATIONS

Based on software allocation conducted, the following recommendations are as follows:

1. The proposed system should be adopted by the Southern Mindanao Computer College of Digos

City and other academic institutions rather than using the traditional enrollment system.

2. There must a demonstration to the users of the system.

3. Necessary recommendations must be taken and evaluated.

Implementation Plan(Infrastructure/Deployment)

Roles and Responsibilities

The researchers have been given different tasks to do. Each one played an important role in the entire

life cycle of the systems progress and development. Table 9, as shown on the page, illustrate the different

roles and distribution of responsibilities.

Table 9. Roles and Responsibilities

Person Roles Responsibilities


Responsible

Neil Fajardo Project Team Leader The project head that is responsible in
Necessary coding and programming.

Alfred Dumato Graphical User Interface Has a task of integrating visual designs
Designer on the system to accommodate good user interaction.

Roy Salvaleon Researcher Liable of doing important researches


Involved on the constraints of the system.

Melchor Bayod Documenter Develops, writes, edits, reviews and


Organizes technical documentation related to computer
systems such as users' guides, technical manuals and
instructional materials to ensure that the text can be
understood by non-technical users. Prepares and edits
technical publications and works directly with users to
establish technical documentation needs.
_______________________________________________________________________

Tools and Techniques

The researchers used techniques in order to establish good planning and integration. The techniques

used focuses on the fundamentals of project planning and assessing project progress. A Gantt chart was

created to set the deliverables or milestone aligned with specific completion dates. A budget plan was also

produced to establish an estimate of cost of the project conception, development and implementation.

Table 10. The table represents the expenditures used in systems development.

Expenditures Amount (pesos)

Transportation 500

Food 2000

Documents 500

Honorarium 1000

Total 4,000

Deliverables and Milestones


Based on the deliverables given, milestones are monitored in order to detect system progress. They

are based either on the acceptance of formal deliverables or agreed upon progress updates.

Deployment

The Enrollment and Billing System must be installed on a computer unit having a JAVA IDE

Platform. The Jasper reports should also be saved on the computer unit. A printer needed for the printing of

reports.

ENROLLMENT AND BILLING SYSTEM OF SMCC


PHASES TIME LINE
2014 2015
November December January February March

Phase 1. User Training User training


User training
initiates

Phase 2. Alpha Testing Alpha test

initiates the
alpha testing

Phase 3. Beta Testing Beta test


initiates beta testing

Phase 4. Maintainance Maintenance


maintenance of the
system

Phase 5. Implementation Implementation of the final Testing


Phase 6. Turn over Turn over

Phase 7. System Warranty 2 years

Figure 13. Gantt Chart

REFERENCES

Cox, K. (n.d.) Online Enrollment for ECU. Retrieved on March 02,2012, from http://www.aoir.wa.gov.au

Web-base Enrollment System for Veritas Parochial School Pascual. Retrieved on February 06, 2012, from

www. Scribd.com//Online-enrollment-System.
Lopez F. and Legaspi, C. Jr. AIMS Entrances Enrollment System of UNO R Bacolod. Retrieved on

February 02, 2012, from http://www.uno-r.edu.ph

Ilagan, L..Far Eastern University Enrollment System. Retrieved on January 29, 2012, from

http://www.sqlwizard.com/euizard-testimonial.htm

Online Student Enrollment System. Retrieved on january3, 2012, from

http://dl.acm.org/citation.cfm?id=1181300

Ilagan, L. (n.d.). Dry run of Automated System. Retrieved on December 13, 2011, from http://www.uno-

r.edu.ph

White, J. (n.d.). ACM Portal. Retrieved on November 25, 2011, from http://www.portal.acm.org

McCool, R. (1991). Illinois Virtual High School Inquiry. Retrieved on November 12, 2011, from

http://sis.ilvirtual.org.
APPENDICES
COR JESU COLLEGE
Sacred Heart Ave., Digos City
Province of Davao del Sur
Philippines

CERTIFICATE OF EDITING AND STATISTICAL REVIEW

Name of Student: Neil fajardo, Alfred Dumato, Roy Salvaleon, and Melchor Bayod

Degree Program: BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Title of Thesis: ENROLLMENT AND BILLING SYSTEM

PART I. For Editor

This is to certify that the above thesis prepared as a requirement for the course was submitted to the
undersigned for grammar check and proof reading. I endorse the manuscript submitted as it has generally
met the standards and requirements, including the form and style as prescribed by Cor Jesu College.

Signed: ___________________ Date:________________

PART II. For Statistician(if applicable)

I endorse the manuscript submitted by the student with the statistical requirement checked and found
appropriate for thesis purpose(s).

Signed: ___________________ Date: ________________

PART III. For Research Adviser/Mentor

I am satisfied with the students manuscript and accept this fulfillment of the requirements for the degree
identified.

Signed: ___________________ Date: ________________


APPENDIX C
Evaluation Tool

These are the output results of our evaluation:

A. Goals and Objectives

Table 11. Evaluation of Results

a.1) Are you aware of the goals and YES 80%


objectives of the Enrollment and NO 20%
Billing system in
SMCC?

a.2) Are its objectives clearly understood? YES 70%


NO 30%

a.3) Are its objectives achievable? YES 80%


NO 20%

B. Strategies/Activities

b.1) Is the flow of enrollment smooth? YES 80%


NO 20%

b.2) Does the automated Enrollment and Billing System speed up the process of
enrollment? YES 80%
NO 20%

b.3) Does the automated Enrollment and YES 90%


Billing System produces an NO 10%
accurate output?

C. Implementation

c.1) Is the automated Enrollment and YES 90%


Billing System properly implemented? NO 10%
c.2) Do the students benefit the most of the YES 90%
services of the Enrollment and Billing NO 10%
System?

c.3) Do the faculty and staff benefit the most YES 90%
on the Enrollment and Billing System? NO 10%

Problems encountered in the implementation of the Enrollment and Billing System

A) Time consuming during payment of Fees and getting permits

B) Lack of trained enrollment personnel

C) Lack of Computers

Measures recommended addressing the problems identified. The administration shall buy additional

computer resources together with additional trained personnel to achieve the following:

a.1) Fast processing of enrollment YES 90%


NO 10%

a.2) fast approaching of payments YES 90%


and issuance of permits NO 10%

a.3) easy producing of reports YES 90%


NO 10%

D. Design/Content of the system

A. the system is easy to understand and YES 90%


easy to use. NO 10%

B. the color, background, text and YES 90%


graphics used compliments NO 10%
with each other

C. the style and size are clear and YES 90%


Readable NO 10%

D. the text and graphics are well YES 90%


organized in the interface NO 10%

E.) the system runs without YES 90%


breaking down. NO 10%
F.) the system provides readable display YES 90%
NO 10%

CURRICULUM VITAE
Personal Information

Name :

Address :

Birth Date :

Civil Status :

Mother :

Father :

Educational Attainment

Elementary :

Secondary :

Tertiary :

Course :

CURRICULUM VITAE
Personal Information

Name :

Address :

Birth Date :

Civil Status :

Mother :

Father :

Educational Attainment

Elementary :

Secondary :

Tertiary :

Course :

CURRICULUM VITAE
Personal Information

Name :

Address :

Birth Date :

Civil Status :

Mother :

Father :

Educational Attainment

Elementary :

Secondary :

Tertiary :

Course :

CURRICULUM VITAE
Personal Information

Name : Melchor A. Bayod

Address : Cogon Managa, Bansalan, Davao del Sur

Birth Date : January 06, 1984

Civil Status : Single

Mother : Melinda G. Bayod

Father : Roman C. Bayod

Educational Attainment

Elementary : Managa Elementary School

Secondary : Jose Abad Santos National High School

Tertiary : Cor Jesu College

Course : Bachelor of Science in Information Technology