Enrollment System is very useful for both the firm and students because it rather give an effective and efficient approach for both the students and schools. It is important in such a way that it benefit not only to the students but the administration as a whole. The Informatics College Caloocan has their own enrollment system, but still some of the procedures are manual and they encounter different problems like getting the discount for the students, transferring of hard copy information so the different department will be connected, errors in getting the subjects, and the waste of papers for the errors and for printing hard copies.
These are the procedures of the current enrollment system in Informatics College Caloocan: 1. The parent or the student must visit the school and will read and understand the policies of the school. 2. Discussion on school policy and payment system discussed by the Course Consultant. 3. Parent or student will decide which subject and how many subjects they are going to enroll. 3. The parent or the student will assess at the Academic Department then the parent or student will get the assessment form.
5. Then they will go to cashier, give the assessment form and pay. Then they will received their OR (Official Receipt). 4. The parent or the student will go back to the Academic Department to give the OR and to enroll. 5. The Academic Department will find the students record. 6. The Academic Department will update, give a registration form to the parent or to the student as a copy or basis for the next payment if the student is not fully paid. All forms used during this processes is either bought by the school or printed.
With this in mind, the students of Informatics College Caloocan conduct their study in the field of Information Technology to help Informatics College Caloocan in keeping their records, adding and scheduling subjects, overriding the limits of number of students, assigned schedule and subjects of professors, the room management, give discount to student, and to lessen the errors of their works to make their everyday enrollment processes to be faster and accurate enough than ever. With the new Informatics College Caloocan Enrollment System, the problems ike room clash, conflict of schedules of students and professors, time-consuming manual recording of data can be avoided. The cost during enrollment will be cut down and much effort will be reduced. The Informatics College Caloocan Enrollment System aims to use technology as a tool to improve and enhance the slow or manual system on enrolment which they are currently using. If these processes will be improved, work flow will be fast and systematic which minimal or even zero error can be achieved.
During the enrollment period these are the procedures to be followed: 1. The parent or the student must visit the school and will read and understand the policies of the school. 2. Discussion on school policy and payment system discussed by the Course Consultant. 3. The parent or the student will assess at the Academic Department and pay at Cashier. 4. The parent or the student will go back to the Academic Department to enroll. 5. The Academic Department will find the students record.
6. The Academic Department will update, give a registration form to the parent of to the student as a copy or basis for the next payment if the student is not fully paid. All forms used during this processes is either bought by the school or printed. The developer’s main concern is to make a system that will help to speed up the process. The goal of the study is to provide an efficient computer-based system that will easily update, and maintain student records. The study aims provide a system that will serve their Registrar and the Cashier accurately and with efficiency in matters related to their enrollment.
The study aims to have a solution to the problem identified by using the previous Enrollment System: Tiresome procedure in recording and gathering student and parent data and information; Requires a lot of time in searching previous records; Unsafe storage of documents; Consumes more paper if there is an error in the student’s record; Filing cabinets are expensive and consume a lot of office space; Takes a lot of time in solving and updating student accounts and it consumes more paper; And requires a lot of resources in producing enrollment and accounting forms. II. BACKGROUND OF THE STUDY
Informatics College Caloocan was originated in Singapore, established in the year 1999 and has 30 employees. Since then, they offered Computer Studies as their main courses; they offered bachelor degree, vocational, training programs and short courses. It was located in #380 Rizal Ave. Ext. Corner 11th Ave. Grace Park Caloocan City. The Informatics College Caloocan using their current enrollment system but some procedures done manually, they still uses cabinets to secure the records of the students. III. STATEMENT OF THE PROBLEM Enrollment procedure is needed in an academic institution.
This is due to the fact that there are different factors that must be considered such as who are the enrolled students, subjects that will be taken, and most of their task is being done manually. Informatics College – Caloocan holds a lot of file. These files should be kept in the computer instead of using folder or any file keeper. So that, they won’t take a hard time in finding a file or record. This study will try to find answers to the following questions: * How will the system help to lessen error in printing hard copies for outgoing process? * How it lessen the time of the students or the parent in paying their fees? How it help the different department in transferring data? * How it help the different department to see the updates in the student information?
* Does the information in Enrollment System be secured to students? IV. OBJECTIVES OF THE STUDY The study aim to provide some of the benefits that computers offer to people and to achieve the following objectives: General Objectives: * To be able to develop an enrollment system that will help the Informatics College Caloocan to lessen their work and make it more easily, faster and organized. Specific Objectives: * To identify the existing system. * To enumerate the problems that encounters. To give help in a way that it is easy to access, operations could done easily, especially to their students in keeping records in more organize way. * To be able to develop a system that is fast and reliable, reducing cost and ensure that the information is in secure place. V. IMPORTANCE OR SIGNIFICANCE OF THE STUDY It is important to us as an amateur developer to analyse a particular problem on a certain company by enhancing its system to provide a better procedure. It helps us to enhance our knowledge in building different system. It is also important to us in a near future if we become professional, to know the way of creating a system.
In part of the company, it is important to them to have our system in order to make their enrolment task faster and easier and also for their students to spend less time in enrolling their courses. Definitely the student is the number one beneficial of this study because the system is made for it. The following is useful to the following: * Professors. The system will help them minimize the need to ask the students about their information; instead the registrar with the help of the system will print the student’s information and send it to the professor in need. * Parents.
They will have the benefit of not spending more time on the enrollment process and upon enrolling their child the system will print a receipt with a schedule of payments where they base the dates they will pay their school dues. If their child graduates, it would be easier for them to get the records on the system. All they have to do is get permission to the principal in order to have a copy of their record. * Students. The students will have the benefit of having safe and secured records and in the long run the system will give them ease in getting their school records. * Researchers.
This study challenged the researchers to push their selves to do their best in developing the enrollment system. The system will serve as a basis to further enhance their skills and expand more knowledge in areas of research and software design and development. * User. The study will help them to make their work easier, accurate, faster, less error, less the waste of paper needed for the hard copies and also to help them gather their needed information from different departments of the institution. * Academic Head. They will be benefit of having faster and accurate procedures though this study.
They work may become an hassle-free for not ordering students and parents to transfer hard copy to different department and wait for them to come back to resume the enrollment processes. VI. SCOPE AND DELIMITATIONS OF THE STUDY The system covers the enrollment process namely: registration of the current and incoming students, class scheduling assessment of payment fees, releasing of registration form , assessment slip, keeping records of the student that are currently enrolled and records of the student that already graduated. The system can able to update the student’s records if there is any change in the students records.
You can add a username and password if there is a new person who had given an authority to access the system. System can produce hard copies of student’s data. The system can only be accessed by the users who are registered in the system. This enrollment system can also share information using shared database to Accounting, Registrar, and Central Manager of Informatics College Caloocan. In case of payments of students, proposed system design will only be limited on checking if the student was paid or not. It was not design to send any mail, SMS or reminders about unpaid school fees of the students. Modes of payment are also fixed.