Catanduanes State Colleges

College of Technology
Department of Information and Communication Technology






ITM 11 SYSTEM ANALYSIS & DESIGN




CAPSTONE PROJECT



CNHS ComESys
Catanduanes National High School Computerized Enrollment System










Group:
Christian Red Guerrero Leader
Joeven Tumpang
Jireh James Tabuzo
John Villamor
Efren Cabrera
Romeo Benavidez






Submitted to:
Mr. Exequiel Mariano Jr.
Subject Professor


Introduction and background of the study
The technology today plays a vital role in our society. It makes man work easier, fast and
more precise. It minimizes error of work by using computer machines. It reduces costs to an
organization from paper works up to computerized working system. Almost all manual
transactions can be computerized by developing software products or computer systems to make
work easier, efficient and well organized.
Information technology can develop a company and organizations software for the
improvement of product and service quality, to reduce costs, increase productivity in smallest
time possible, and communication between employees and to make things with lesser effort but
having a better output and even improve company morale.
The Computerized Enrollment system is the process of entering and verifying data of
student to register on a particular school automated; unlike the traditional way of enrolling of
students it is more accurate and more reliable. The traditional enrollment system takes time to
finish and with low accuracy. The students records may have errors and causing problems.
Almost all colleges and universities and even high school has Computerized enrollment
system. The process of enrollment procedures in schools nowadays requires information
technology. As an IT student we plan to develop computerized enrollment system for
Catanduanes National High School. By having computerized system, the cost during enrollment
will be cut down and much effort will be reduced and the time consumed will be minimize and
the work will be more accurate.
Enrollment is one of the critical processes face by public or private high schools. It takes
a lot of time if its manually operated. A computerized enrollment system is responsible for an
effective and efficient approach for both students and schools. Thus, a poor enrollment system
could affect and produce lots of problem in the operation of the school.

The Catanduanes National High school has an approximately 2,000 plus students in
different Year level and sections, and this population is continuing to grow in every year. Thus,
the assigned employees during the enrollment need to perform their work in an efficient time
with precise information.
With a big number of student population come large collection of data in enrollment such
as student personal record and the subjects offered. Currently, Catanduanes National High has an
existing enrollment system but it is done manually which is used to facilitate enrollment
procedure of the students.
All processes are done manually by the employees which is not applicable for this school
that has a large student population. They meet extensive processes and problems such as loss of
student data, misplaced grading list, student list and errors. And if it is done continually it will
lead to slow enrollment progress and comes disappointing of the students to enroll, as well as the
parents/guardians of the new students who were helping them.
Another problem faced by the school is loss of student data because of manual system
and when the graduated students want to retrieve their form 137, the school takes more time to
find it because of manually recorded.

The enrollment processes of Catanduanes National High School were very poor. As a
result, there are some difficulties and problems such as loss of student records and not properly
arrange or the mixing of students records into other documents and problems about storing,
finding, sorting, and securing of records because it has only stored in a limited storage.
Computerize Enrollment System must be implemented in this school. I t is a convenient
way of storing and retrieving information of a student that provides easier way of enrollment
procedure. The proposed system for the said school provides a quick way of finding record of
students. The user can use this system in order for their work to be done faster and it can
lessen the processing time because of its user-friendly features. We will develop a 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.
During enrollment, it is definitely obvious on some problems and difficulties arising from
each respective procedure, hence it is leading to major errors and inaccuracy.

















Problem Definition
In this part of study, problems of the manual or existing system in Catanduanes National
high school are discussed.
The Catanduanes National High School has manual or traditional enrollment system. This
manual system has problems such as storing data, retrieving records, sorting records and many
other errors. These are the main problems of a manual enrollment system:
It takes time to complete the Enrollment procedure
Inaccuracy of data recording
Losses of student data
Lack of Man power
Unorganized collection of data
Limited space of Storage of data
As a result of all this problems encountered by the management of the school registrar,
the students may be not satisfied and the reason why other students are not willing to enroll on
this school because of its performance.
Implementing of the CNHS ComESys or the Catanduanes National High School
Computerized Enrollment System was the easy way to solve the different problem defined.











Dataflow Diagram of Existing System
(For Freshmen & Transferee)











Dataflow Diagram of Existing System
For Returning Students

Finish
Assignment of Section Based on Entrance Exam result or General Average from
previous school year of Transferee.
Guidance office (review of Enrollment entrance exam result/ Grade from previous
school year (if Transferee), Recording of Information of students)
School medical Clinic information Recording
Submission of Requirements (Birth Cert., Form 138/report card, Good moral
character, 4 pcs passport size ID picture)
Brigada Iskwela (campus Cleaning)
Filling of Personal Datasheet


Proposed Solution
To make a solution, we decided to develop a computerized enrollment system, because
almost all organization that has computerized management system has improved a lot, and more
organized. So we are planning to develop system that will make an Computerized enrollment
system For Catanduanes National High school.
This part of a study aims to implement an enrollment system for Catanduanes National
high School which also includes information such as name, year, and section based on general
average from previous school year, if the enrollee is freshman, the section will be based on
his/her General average Grade from Elementary education. This system is designed so that the
staff and faculty wont have problems in using the system and to make the process more
accurate.
The system will make the work of faculty and staff faster, easier and more organized. The
Enrollment System will store the data of the students such as name, section based on the grade
from previous school year, subjects and year level.
The ComESys will solve the problems mentioned in Problem definition part of the
proposal. The CNHS ComESys has four (4) major functions these are:
Automatic Assignment of Section based on General Average From previous Year,
this is applicable only for returning students while section assignment will be
based on his/her General average Grade from Elementary education for freshmen
students
Log in Security to make sure that no unauthorized can access the database system
and its records of students
Printable reports of list of all students year by year and by also sorted by sections.
Will provide Certificate of enrollment after the enrollment procedure.
Other features:
Search student by his/her last name
Password change available to access database
Complete Personal information for students
This system is a great opportunity for the school to experience automated
Enrollment system and to help the faculty
Finish
Year Level Head Teacher for Section Assignment Based on General Average from
Previous Year Level
Guidance office (to review Passed or failed Subjects)
Brigada Eskwela
Submission of Report Card from Previous Year Level
Advantages of ComESys
Speed automation of Enrollment system Can process information much
more quickly than manual
Consistency since the system is automated, it is more consistent than
manual
Accuracy the system can do very detailed work and follow precise
instructions without error
The Catanduanes National High School Computerized Enrollment System will surely help the
management to make the work lot easier and faster.
Even though Computerized Enrollment system is Accurate, more reliable and more
efficient theres still risks in implementing this Project such as:
Data loss due to Computer malware
Corruption of database

So it is highly advised to Purchase or install antivirus and other utility software to prevent
this risks and also providing UPS (Uninterrupted Power Supply) because corruption of
database may occur when the power shut down.


















Proposed Dataflow






























Enrollee
Old
Student yes
Submission of Report
card from Previous
Year
Filling of Personal
Datasheet

No
Submission of
Requirements (Birth Cert.,
Form 138/report card,
Good moral character, 4
pcs passport size ID
picture)

Sectioning Based on
Report card from
previous Year level
Review of Previous
Grades
Printing of COE (contains
Year, Section and Basic
information of the
student)
FINISH
Scope and limitation
1. Scope
This system is intended for the enrollment processes of the
Catanduanes National High School
This also covers the collection of the information and year,
section and status of the student, which includes the printing of
reports of list of students or by sections
The System will provide storage of grades of every subject for each
student at the end of school year.
As s i gni ng of s t ude nt / s t o a s e c t i on wi t h t e a c he r
ba s e d on Ge ne r a l Ave r a ge f r om pr e vi ous s c hool ye a r
2. Limitation
The system will not include accounting services since Catanduanes
National high school offers free education.
Only the administrators can access the database and the personal
information of the students.
This system will be working as a desktop application.
The system will NOT compute the students grades but will provide a
storage for the grades
The grades must be computed by the subject teachers manually
This system is NOT online or Web-based application.
The system does not include the Computation of grades, this will be

Benefits
The computerized enrollment system enables the School staff to keep information about
students, year levels and sections, and generate the enrollment list and save time and energy. It
also enables the students to finish enrollment procedure in very short period of time.
Enrollment System is a good example of a computer generated process. 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.
Enrollment System is very essential in a school. In the case of Catanduanes National High
School, it is composed of a manual system. Directress used manual system in recording and
retrieving students information.