High School and Enrollment Essay

1. 0 Introduction 1. 1 Background of the Study Now days the enrollment processing is always the toughest time the school faces every year. The subject of our study is the Silway-8 National High School, a public school located at Silway-8 Polomolok, South Cotabato. This school employs 34 teachers, 1 principal and has a student population of 1,325 this year. The enrollment procedure of the school is manually done, though they have computer units, they use the computer only for printing ordinary reports and for the student’s computer laboratory session. During enrollment the principal assigns one chairman for each year level to handle the enrollment processing. In using the manual process of enrollment they find it hard to handle such a collection of records. It is a long procedure and time consuming task particularly in recording, filing and retrieving of student’s information. The proponent’s proposed a Computerized Enrollment System that will reduce the processing time of enrollment process. A system that provides a faster and organize way of storing and retrieving student’s record. 1. 2 Overview of the Current State of Technology. The goal of this study aims to develop a Computerized Enrollment System for Silway-8 National High School. This System stores information in a faster, systematic and more convenient way of storing files of the enrollees in a computer . The work load of the enrollment in-charge are lessen in storing files of each student every now and then. The enrollment procedure of Silway-8 National High School is done manually. This manual process of enrollment creates difficulties in handling records, like storing, securing and retrieving of files. The processing aspect is time consuming. They have hard time classifying students for sectioning and they don’t have back up for their records. Once a record is lost they cannot retrieve it. When the school was once hit by flash floods all of their records were destroyed. These are the reasons that brought the proponents to develop a Computerized Enrollment System that will ease the hassle and burdens of the enrollment in-charge with the manual process. In this study, the use of Visual Basic . Net and Navicat for mySQL database will help to improve the efficiency of the enrollment process of Silway-8. National High School. 1. 3 Project Rational As such, having a computerized Enrollment System would increase the 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. Computerized Enrollment System is design for the benefits of Silway-8 National High School. It will help the faculty in monitoring the records of the students. Computerized Enrollment System is use to make the transaction fast, and accurate. It can display the records of each student through student LRN and all other information. Systems operations proceed faster, more efficiently and with greater accuracy than manual enrollment systems. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administration as a whole. 1. 2 Statement of the Problem 1. 2. 1 General Problem The Silway-8 National High School is currently using a manual Enrollment System that is cumbersome and inefficient monitoring of Enrollment process. 1. 2. 2 Specific Problem. Manual procedure of enrollment is time consuming, long procedure and records are not secured. It can be easily damaged and can be updated by unauthorized personnel without permission of the administrator. 1. 2 Objective of the Study 1. 3. 1 General Objectives * To help ease the problem in managing records on enrollment of Silway-8 National High School 1. 3. 2 Specific Objectives * To develop a Computerized Enrollment System to handle and manage student’s records that provides easy searching and retrieval of records. * To help the school have a secured data storage for enrollment record. 1. 3 Significance of the Study The significance of this study is to develop a Computerized Enrollment System that will help Silway-8 National High School for a much organized and easy Enrollment System. It will also help secure the data of the school; it will reduce processing time for enrollment since they can easily view the information of the enrollees and print the class list to know the students who are currently enrolled in the specific year. If just in case student fails a subject, through the said system they were able to extract accurate student records. For the proponents, it will help us to cultivate our knowledge and skills in programming and system development as a source of experience. We can then be able to train ourselves and practice in the real world of work of our chosen course. This study aims to develop a computerize enrollment system. With the computerized enrollment systems helps save time for the school and provide faster way on recording transactions. Through this study the researchers will learn the importance of enrollment system in a business organization. The computerize enrollment system is a big help to solve the problems that have encountered by the school. 1. 4 Scope and Limitation 1. 5. 1Scope Computerized Enrollment System is intended for Silway-8 National High School and designed to perform the following: * Can add, edit, update and search information related in enrollment transactions. * It has security access level through log-in forms with different users. * Can provide class list for teachers * Can generate reports and prints. * The System is Network base. 1. 5. 3 Limitations The system cannot be used for other school activities like: * Clinic transactions, science laboratory and supply room transactions of the school. The system does not include transaction like: * accounting * billing * Cashiering * grading system * for class and subject scheduling * Methodology After a detailed consideration among the members of the group, the proponents agreed to use SDLC or the System Development Life Cycle as our methodology for the system that is to be built. One advantage of using SDLC is it can return to its preceding phase in case of errors at any of its stages. The SDLC is the process of creating or changing systems, models and methodologies that is used to develop the system. The idea generally refers to computer information system. The phases of SDLC are shown below. PLANNING ANALYSIS DESIGN IMPLEMENTATION MAINTENANCE Figure: 2. 0 System Development Life Cycles Planning Phase In this phase, the proponents starts to search where the manual evaluation of the process takes place like gathering data through conducting interviews and gather some necessary sample reports to the school and then the group planned to divide the work load to each member. In this phase the project duration and measure was identified to come with a project that is achievable. Analysis Phase  The proponents start to gather information to come up with a solution for the problem of the company. Analyzing the process of evaluation by considering the actual evaluation and finding out what the evaluation takes, and build a further flexible, efficient and appropriate system for the improvement of the manual system. The proponents will also identify the requirements that are required in structuring the new system, and how it will improve the transaction being done by the company. Design Phase During this phase, the proponents started to build the system’s interface of the whole system using the information being gathered. The features and functions of the system are individual built to answer the problems and to comply the necessary requirements. The proponents used Visual Basic. Net programming language and MySQL as backed for the said system. Implementation Phase In preparation for implementation, the necessary data for the execution of the system will be collected from respective sources, i. e. the registrar. These data will then be uploaded to the server here it will be imported into the system. Prior to formal launch or deployment, the system will be tested to confirm the availability of the imported data. Maintenance Phase  Software Maintenance is a process of changing a system after it has been delivered and in use. After the software is being delivered, changes may occur because of errors have been encountered. 3. 0 Data Gathering Procedures & Output The proponents conducted a group discussion to identify which company we should choose as the subject of our study. After the proponent had chosen a prospect company, the proponents prepared a letter of request for the respondents asking permission in making Silway-8 National high School as the subject of our study. The letter was presented to the school principal Mrs. Eva Cosep with the focus and objectives of the study. Upon the approval of the request, the proponents prepared an outline as a guide questionnaire to lead them in gathering important information needed for the success of the study. With the data being gathered, the proponents were able to draw the structure of the project. Interview – the proponents have an open communication with the user who is involved in doing the manual process of the school transactions. The team was provided with materials and sample documents of the existing reports as well as interview with the individuals involved of the process. Library Research – as additional information for the proposed Computerized Enrollment System the proponents referred to the unpublished and published books found in the library. Internet Research – the proponents used the internet for information gathering regarding Enrollment System. 4. 0 The Existing System 4. 1Company Background The Silway-8 National High School is located at Silway-8 Polomolok South Cotabato. It was establish on June 1986 at present it has 37 faculty staff, 34 teaching staff, 1detailed principal, 3 personnel and maximum of 1,325 students. The total numbers of students are composed of five sections for First Year and Second year, four sections for third year and fourth year, and 65 students per section. The School has 1 computer laboratory but still using manual enrollment system. At present the school principal is Ms. Eva Cosep. 4. 2 Description of the System The enrollment procedure of Silway-8 National High School is done manually. Though the school has computer units but it is used only for the student’s studies and for generating common reports. Every year the school held their enrollment at the gymnasium. The principal assigned one chairman every year level to process the enrollment. The procedure of their manual enrollment system is first the student asks for enrollment form from the chairman and filled it out with the necessary information. The curriculum head (chairman) then checked is the students have complied all of the requirements for enrollment. The chairman takes down the general weighted average of student because that is the basis for sectioning. They don’t have master list of enrollees and when the principal want know the number of enrollees she ask the class advisers the number of students that  comprises in her class. 5. 0 Software/Project Estimation 5. 1 Schedule of Activities GANTT CHART MONTHS| JULY| AUGUST| SEPTEMBER| ACTIVITIES| WEEKS| WEEKS| WEEKS| | 1| 2| 3| 4| 1| 2| 3| 4| 1| 2| 3| 4|. Find a Company| | | | | | | | | | | | | Interview| | | | | | | | | | | | |Project Proposal| | | | | | | | | | | | Planning| | | | | | | | | | | | | Analysis| | | | | | | | | | | | | Design| | | | | | | | | | | | | System Coding| | | | | | | | | | | | | Documentation| | | | | | | | | | | | | Implementation| | | | | | | | | | | | | LEGEND UNFINISHED START DATE COMPLETED IN PROCESS 5. 2 Cost Estimation AMOUNT  Laptop (2 Units)†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦ P 60,000. 00 Printing Preliminary printing†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦ P200. 00 Final Documentation†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦. P 185. 00 Book Binding†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦ P 130. 00 Fare†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦ †¦ P 200. 00 Miscellaneous†¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦Ã¢â‚¬ ¦.. P150. 00 TOTAL P 60,865. 00 | Planning includes budgeting to determine how much it will cost to develop the system. In coping up with the estimated cost the proponents made list of all expenses possibly use in the project. In order to minimize the expenses the proponents don’t need to buy the materials needed because some members of our group can provide it voluntarily 6. 0 Proposed System 6. 1 Proposed System Overview The proposed Computerized Enrolment System of Silway-8 National High School is network base. Our goal is to produce a system that will satisfy the needs of the school and students. To meet this goal, we have created the application in our system that enables user to add, edit, search and insert student’s record. This application is intuitive and easy to use, so that the process of enrolment is more convenient. The proponents developed the system which can minimize the time in order to access on the records of the students, as this enrollment process will much faster than the manual system. The system is comprehensive which provide features such as adding students into list, updating student’s information, sectioning of the students, search and view list of enrollees per section and year level. The system also creates class list for the teachers, by entering their name automatically she/he can view the list of students belong in her class. The proponents created a security access of the system which is only the administrator have the full control over the system to prevent discrepancies from happening. Users have limited privileges. They system also have transaction log which the administrator can view who have access into the system on that certain date and time. The action made of the users can be viewed also. These features are created to protect records from being deleted or damaged. The Navicat for my sql is the database the proponents have used to manage and handles the data being stored. 7. 0 SOFTWARE DESIGN SPECIFICATION 7. 1 Process Specification PROCESS 1: User Log-in Enter username of the user THEN enter the password IF the inputs are correct THEN Log-in successful. ELSE IF inputs are incorrect THEN Log-in not successful Repeat END IF PROCESS 2: Add Student Fill all the fields and set values If fields are valid THEN Successfully added ELSE IF adding is not successful END IF PROCESS 3: Search Student Update all fields If all are valid THEN Successfully updated ELSE IF not successfully updated END IF PROCESS 4: Enroll Student Fill all fields If all inputs are correct THEN Enroll Student is successful ELSE IF enroll student not successful END IF 8. 0 System Implementation 8. 1 Programming Consideration. Basically, the proposed system for Silway-8 National High School has four front-end namely the Bookkeeper, Clerk, Adviser and Principal. The Clerk is able to maximize the work load and activity regarding enrollment system. The proponents basically designed the proposed enrollment system using MS Visual Basic. Net as development tool and Navicat for Mysql as the back-end or storage of the database. 8. 2 System Requirements Specification 8. 2. 1 Hardware Requirements The following are the minimum hardware requirements for complete and proper functionality. For best possible result, the proponents recommend to use hardware higher than the requirements stated below: For Standard Set of Computer with the following specifications: * System Unit * At least 256mb RAM * At least 30GB Hard Disk * At least 16Hz processor * Monitor-CTR or LCD * UPS- Un interrupted Power Supply * Keyboard and Mouse 8. 2. 2 Software Requirements Computer Software or just software is a collection of computer programs and related data that provides the instructions for telling computer what to do and how to do it. Below are the software requirements for the system. * Visual Basic. Net * Mysql Navicat * The proponents recommend using at least windows XP operating system installed in the personal computer. However, for better computer performance it is suggested to install higher windows operating system. 8. 2. 3 Human Resources Requirements It is necessarily that a user is a computer literate to be able to operate the computerized Enrollments System for Silway-8 National High School. The designed system is user-friendly that will be easily learned and mastered. The proponents suggest proper training and orientation on how to operate the system. 9. 0 Software Maintenance Plan. We will give the company three months maintenance for the system. After the given time, further maintenance sessions will be charged P500. The maintenance session covers the following: * Debugging of the system in case of any errors. * Updating the system. * Maintaining Hardware components that we required. * Installing new programs and applications that the system needs. * Training of the personnel * Aside from the things mentioned above, we are not responsible to cater other problems except if with payment. Corrective Maintenance The developer will focus on the diagnosis and correction of one or more errors. Corrective maintenance would change the system to correct existing defects. Once the developer finds an error the system must be repair immediately. Preventive Maintenance In this phase, changing some of the system’s component will occur to improve maintainability and reliability to provide a better basis for future enhancement. This performs preventive measures to avoid system errors. Adaptive Maintenance In this phase there would be an occurrence of modifying system’s component in order for the system to accommodate changes to its external environment