1.

0 Introduction

The system design project, Enrollment System that will provide the needed and storing information in a faster, more convenient way by storing file of the student enrollees in a computer system that will lessen the effort of faculty and staff in storing files of each student every now and then. This will also serve as information especially for the transferee, new students and teachers in able to get access in student profile.

This information here can be viewed in just a second without worrying that a single file is lost. The idea behind an enrollment system is not a new concept. As the student enrollees increase every year, enrollment procedure become harder. This will only serve to increase the problem facing enrollment that provides more easy way in enrolling.

This will also be a big help to all the enrollment staff especially under the computer department because they are the one who are entitled to touch and read the information from here. It will help the said institution to have another system that will upgrade the enrollment processes so as to meet the quality of the institution.

Today, the use of technology has been an effective tool on improving such kind of enrollment system. In this study, the use of Visual Basic 6.0 and Microsoft Access will help to improve the efficiency of the enrollment in the Stella Mariz Learning Center.

1.1 Background of the Problem

The Enrollment System we have proposed is for a Pre-School Institution named Stella Mariz Learning Center, a school which is privately owned and is managed through a single proprietorship. The said school since its operation 6 years ago has been doing their Enrollment System manually, that is all their records are manually stored in their file cabinets. We have learned from addressing some surveys and random interviews around the school premises that the manual Enrollment System was too slow and too difficult for the school to manage considering that the population is getting bigger each year. One factor also that lessen the effectively of their manual Enrollment System is the lack of personnel who is knowledgeable enough in handling and managing such large files, records and folders. This System will be used by the personnel in-charge in the registrars office.

1.2 Overview of the Current State of the Technology

INTEGRATED HIGH SCHOOL ENROLLMENT SOFTWARE (IHSES) The IHSES is a client/server-based information system. It relies on free and open source technologies to deliver the best proven solution. The system is comprised of the following modules:

Collector Module - Handles collections of enrollment fees. - Generates collection reports and receipts of payment. Registrar Module - Prints out certificate of registrations, evaluation sheets, exam permits, grade cards, and various enrollment reports. - Builds and print transcript of records.

- Creates grade submission accounts. - Validates printed copy of grade sheets. - Blocks students with liabilities. Scheduler Module - Displays comprehensive student information. Assessor Module - Defines tuition and miscellaneous fees, and billing profiles. - Assesses and monitors student fees. - Generates billable and collectible accounts and summary of fees. - Blocks students with liabilities. Controller Module - Defines school directory, faculty members, subjects, subject prerequisites, composites, class room, class section, and schedule template. - Blocks students with liabilities. - Monitors classroom utilization Grader Module - Used by faculty members in submitting grades. Student Information Module - Displays student academic records, billing and payment summary through the use of a bar code scanner.

REGISTRATION FORM Handles Student Information, family, religion, medical and general information Get the requirements needed for enrollment.

PAYMENT FORM Handles tuition fee and uniform payments. Modes of payments.

1.3 Project Rationale As such, having a computerized Enrollment System would increase efficiency by reducing human error of recording and filing such records. It would also lessen storage area and would provide easy access for reference by the administrator or any personnel if needed.

1.0 Project Description

2.1 Problem Statement This aims to improve the efficiency of Enrollment of Stella Mariz Learning Center specifically, it aims to:

Design a Data Flow Diagram of the Existing System. Develop an easy and advance system in preparing fit the Enrollment and gathering student information with speed and accuracy. Facilitate the work of registrar in processing the enrollment and personal student information.

2.1.1 General Problem The Stella Mariz Learning Center is currently using a manual Enrollment System that is cumbersome and may lead to factual error and inefficient monitoring of Enrollment process.

2.1.2 Specific Problem - Issuance of Receipt Manual procedure of receipt issuance increases the probability of error in computing payment. Unsecured Data Storage No proper Data Storage with their system and other reports Securing the System The System can be easily updated by the unauthorized personnel without asking permission.

2.2 Proposed Research Project 2.2.1 General Objectives To come up with a functional enrollment system that will allow users to fill up and submit forms such as the registration and enrollment forms in the comforts of the in house facility and also allow the administrators to keep track and maintain information and data that was gathered from the submitted forms. To identify the purpose of the system. To run a system that is efficient and reliable to both administrators and users.

2.2.2 Specific Objectives Make a system with computerized receipt printing The system features improvement of calculation accuracy, an automated printing of receipt right after the payment, enhance the tracking capability on the tuition fees, lessen the workload of the cashier rather from writing the receipt on hand. Make a system that has storage of data and back up System consisting of all necessary data and information under a single database. Moreover, existing data is automatically found when searched.

Make a system that will secure the data Only the Administrator or any authorized personnel can have access to the data whenever it is inadvertently deleted.

2.2.3 Scope and Limitation Scope Administrator To CREATE lists of those currently enrolled and registered students To STORE data gathered from the forms and those entered by the administrator To UPDATE/MODIFY data gathered and stored. To VIEW entries and names of registered and enrolled students To DELETE unnecessary data To SEARCH specific information or names User To FILL UP computerized registration and enrollment forms To SUBMIT the filled forms To VIEW lists from Current Students and Registered Students Payment Form Handles tuition fee and uniform payments. Modes of payments

Registration Form Handles Student Information, family, religion, medical and general information Get the requirements needed for enrollment.

Limitation The System does not include the conventional grading system. The System does not connect to the Internet; The System is only good for offline computers. Does not use Barcodes

2.2.4 Methodology Analysis of the existing system for SMLC, the most suitable techniques will be applied to meet the requirements of the new design. These are: Interviews Document Overview On site observation of the existing system.

Enrollment System for Stella Mariz Learning Center

A project Proposal Presented to the Faculty of STI College

In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science in Information Technology

By: Dablio, Kenneth Y. Salagantin, Kevin

Lagat, Larry Project Adviser

Date of Submission February 2012