1.

0 Introduction

Enrolment is where you come into register for your chosen course or level. At enrolment it

will complete all necessary paperwork with you as well as checking your ID and qualifications.

You will also have the opportunity to speak to the persons whom you will be dealing in the next

school year.

Enrollment is the process by which individuals register to become a member or participants

within the group or organization. In this case, it was the beginning process where there are things

to be needed to check or give, pay and fill up before becoming fully member on the certain

organization such as Schools, Business Company and so forth. Enrollment is also known in

words such as Registration, Membership, Signing Up, Matriculation and Admission.

Enrollment is under the system called Transaction Processing System or TPS. It is an

information Processing System for business transactions involving the collection, modification

and retrieval of all transaction data. Characteristics of a TPS included performance, reliability

and consistency. TPS is also known as Real Time Processing.

In manual way in Enrollment System, it usually used Registration Form to fill up the

following needed information such as name, age, address, contact number, religion, status,

guardians name and the persons contact number and so forth. After filling up, the organization

will take and record it within their computer system which was by the use of Microsoft Word

and Excel system. Through this process the Academy of Jesus held over 30 years, the

researchers made a conclusion to make the system even better, easier and useful for their entire

run of school enrollments for their students.

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1.1 Statement of the Problem

The currently enrollment system of Academy of Jesus uses semi-computerize system to

record the incoming students every year. And because of that, there are times that it takes

them time to record the information of their students.

1.1.1 General Problem

How to design and develop a Computerize Enrollment System for the

Academy of Jesus that could improve and secure?

The Academy of Jesus records the student information through a semi-

computerize way. Enrollee writing down the information in the registration

form and submitted it to the registrar who will soon type it down to the

computer by the use of Microsoft words. Records in all transaction and

grades are being type down to the computer using the program Microsoft

excel. Receipt is being done in the manual way.

1.1.2 Specific Problem

How to create, develop and implement an admission module?

The admission of Academy of Jesus gives an entrance exam sheet to the

enrollee to be answered without taking any information about the enrollee.

This entrance exam determines if the enrollee can enroll to Academy of Jesus

or not, to pass the enrollee must achieve fifty percent of all in all score. The

admission also handles the records of requirements submitted by using of

Microsoft Excel and had the registrar handle the papers of students.

Computerize Enrollment System for Academy of Jesus 1- 2

 How to create, develop and implement a registrar module?

The registrar of Academy of Jesus records the student information by use of

Microsoft Word. Registrar gives a registration form that the student fill up so

the information could be recorded to the computer, after that they keep it to

the shelves of papers.

How to create, develop and implement the final remark module?

The registrar uses Microsoft Excel to record the final grades of every student

and get its total average grade.

How to create, develop and implement requirements module?

The registrar keeps track on the requirements and transactions to both

Admission and Cashier. The Registrar does that by asking to both

department and records it by use of Microsoft Excel.

How to create, develop and implement billing module?

The Cashier records the transaction by recording it to the use of Microsoft

Excel and paper of receipt. The cashier gives a form that needed to be filled

up by a student who wishes to pay for enrollment. It is already stated the

refund and transaction needed to be done for a year. Discounts are also

being handled by the cashier.

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1.2 Current State of Technology

The Academy of Jesus enrollment system is already using semi-computerize ever since it

was established. Using Microsoft Word and Excel for records, it became convenient for

them to have an easy transaction with their clients.

o Enrollment for New, Transferee and Old Students to Admission

Enrollee first goes to admission for enrollment. The head admission

entertains the enrollee by explaining the school and benefits the enrollees

will gain for enrolling to this school. After the explanation, the admission

gave them an entrance exam which is consisting of two subjects, Math and

English. Both score will be added together to determine whenever the

enrollee is qualified for enrolling in the school or not. The percentage pass

is fifty percent. If the enrollee pass, the enrollee will be given a list of

requirements need to be submit for fully enrollment depending if New or

Transferee. For New Student, the requirement need to be submitting is

NSO or Birth Certificate. If Transferee Student the requirements needed to

be submitted are NSO or Birth Certificate, Form 137 and Form 138. If not

pass, the school will not allow the enrollee to enroll in this year.

If the old student will enroll, the admission requires the student to

submit the form 138 and complete Clearance Form. If the clearance is

complete, it can proceed. If not, it is required to be complete before

proceeding which is to registrar.

The Admission records the requirements of the student by using of

computer, Microsoft Excel program.

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 o Enrollment to Registrar

Enrollees are requires to fill up the registration form for completion of

enrollment. This only happens to both New and Transferee Students. The

registrar will soon record the student information to the computer by using

of Microsoft Word program to create a student file for the new/transferee

student. If the coming enrollee is an old student, the registrar only checks

the grades of the student if all pass or fail to see if the student would enroll

to the next grade year or stay in current year. When everything is done, the

registrar gave them the list of payments and has them proceed to cashier.

o Billing in Cashier

Enrollees can choose the following payment: Cash, Split, Monthly and

Quarterly. The cashier handles the money and payment. Student pays the

enrollment tuition fee and miscellaneous fee according to the payment the

enrollee had chosen. The cashier records the transaction through the use of

receipt paper and computer by use of Microsoft Excel program. The

cashier also handles the discount depending on the promo the school is

giving for enrollment. Currently the school gives twenty-five percent

discounts to Pastor Discount and salutatorian while fifty percent discount

for the valedictorian. The cashier handles the refund that only works

around fifteen days after the transaction. The down payment of five

thousand upon enrollment is non-refundable.

Computerize Enrollment System for Academy of Jesus 1- 5

 1.3 Objective

The developers would develop a system that will improve their current system which will

become more convenient to use and easier to understand. Having a faster transaction and

more favorable.

1.3.1 General Objective

To be able to design and develop the Computerize Enrollment System for the

Academy of Jesus.

The developer will create a program for Academy of Jesus to improve the current

system that could make things more convenient for Admission, Registrar and

Cashier.

1.3.2 Specific Objective

To create an admission module that can record basic information of an enrollee with

the entrance exam result, shows the list of enrollees who had taken the entrance

exam with the status if pass or fail and so is the date been recorded and records the

given requirements of an enrollee.

The developers made the main module as a direct transaction that can

immediately make the user begin. This module records the basic information

of a student with the final result of entrance exam. It is automatically

calculate the total score between the two and survey if it is pass or fail. This

module will also show the list of enrollees who had taken the entrance exam

Computerize Enrollment System for Academy of Jesus 1- 6

 with a status if pass or fail and date the record had been recorded. The entries

can still be edited but cannot change the entrance exam result. For

requirements, the enrollees status should be passed to enter this. It only

checks the given requirements the enrollee submitted. If ever the enrollee

failed, the requirements will be invalid for the user to use.

To create a registrar module that can input the student information from the written

registration form.

The developers made a main module as a direct recording system which can

make the user automatically begin recording student information. The search

box had two, for old student enrollment and for the list of students. When old

student, the user will only have to search the name of the student and will

have a chance to edit certain information if necessary and re-enroll again.

For new and transferee student, the user will have to insert the student

information. Almost all are restricted to be filled up. If updating the student

information, the user must search in the list of student and click the name of

student which will automatically show the inserted student information and

allows the user to update them.

To create a final remark module that can search the certain grade year level or

search the student name and insert the final mark of students with automation

calculation of total average of student grade.

The developers made this module to the registrar by opening it from the menu

strip file and grades. There are search box to determine the grade level that

will automatically show the names of student with the subjects needed to be

Computerize Enrollment System for Academy of Jesus 1- 7

 inserted and in the end is the calculation of average grade. There is also a

search box for certain student that can immediately view the student grades,

can be edited but not the total average grade of student.

To create a requirements module that can view the students name with status of the

requirements and transaction.

The developers made this module to the registrar by opening it from the menu

strip file and clearance. The list of students with grade level and both

requirements and transaction will show. If it shows complete, it means from

the requirement module, it is been check and completed, same for transaction

within its records. If it shows pending, it means something is still have not

submitted or paid.

To create billing module that can show the amount fee needed to be paid depending

on the option payment the student had chosen and shows the history of transaction

with balance record.

The developers made this in the main module as a direct transaction that can

immediately begin for the cashier. There are four options for tuition fee

payment: Cash, Split, Monthly and Quarterly. Chose one will automatically

invalid the other while it valid the certain chosen. Inserting the amount paid

and it will record within the database. If there is discount, it will

automatically discount the amount fees and so are the next transactions like

monthly and quarterly. Discount can only be use once which is in enrollment

fee. If ever there is a balance, it will automatically increase for the next

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 transaction, if more than pay, it will automatically decrease the amount fee

for next transaction.

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1.3 Scope and Limitation

1.4.1 Scope

LAN (Local Area Network)

This system is the key for faster and better transaction. With this, the

users will only have one databases connected to one another and can

make the progress of Enrollment System better and sufficient.

File Maintenance

o Student Information

Student record of Academy of Jesus can be view by three department

users: Admission, Registrar and Cashier. This could help to view the

information they need if necessary or for monitoring purposes. This

system will only let the Registrar to have a right to change the student

information.

o Student Requirements

There are times Enrollees of Academy of Jesus submit their

requirements late or other time after the Enrollee taken an Entrance

Exam and qualified for Enrollment. This system could help the

Admission to check whenever an Enrollee had submitted all the

requirements.

o Student Grades

Faculty Members of Academy of Jesus submit the student final grades

to the Registration. This system could help the user to record the final

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 grades of every subject with automation calculation of total average.

Failed marks in one or more subject would be consider fail and unable

to Enroll to the next grade level.

o Enrollee Temporary Information

Enrollee Records can only be modified by the Admission user. This

system can only be edited but cannot be deleted.

o Tuition Fee and Discount

Transaction and Discount for Cashier. This will help the user to change

the current fee and discount offers if necessary.

Refund

Transaction

o Registration

This will help the users of Academy of Jesus for the process of

Enrollment of Students.

o Billing

This will only be handling by the Cashier. This could help to have a

better access when comes to transaction for the coming Student of

Academy of Jesus.

Utilities

o User Level

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 This system can determine if the users are Provost, Admission,

Registrar or Cashier.

Provost can only access the Admin section which is about

viewing the whole records in all three departments and

creating/edit/delete user department.

Admission can only access the Admission section which

about assessing the coming Enrollee and its Entrance

Exam results and submitted requirements.

Registrar can only access the Registration section where

its about recording student information and final remarks.

Cashier on the other hand can only access Cashier section

where its all about transaction, monitoring of payments

and refunds.

o Backup and Restore

The system is equipped with Backup and Restore Function. In case of

system failure, this could help to retrieve and restore all saved data.

Only the registrar is entitled for this particular feature.

General Report

o Student Records

Student Information is recorded by the Registrar. Can be view by

anyone but only the Registrar is authorize to edit or delete certain

information. This record has different kind of viewing for each

department. For Admission, the user can see the enrollees basic

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 information with its Requirements acquired. For Cashier, the user can

see the student information with the history transaction the user had

made to the student. For Registrar, the user can see the student

information.

o Past Records

Student Records from previous years until the present year. Registrar

can view the student information from the past six years until present.

o Enrollee Temporary Records

The Admission of the Academy of Jesus records the Enrollees basic

information and its entrance exam result in both English and Math

subject.

o Operation Records

This will help the cashier to monitor and record student transaction.

o Requirements

This will helps the registrar to monitor both requirements and

transaction whenever it is complete or pending.

Security Module

o Login Module

The Computerize Enrollment System of Academy of Jesus will have a

Login form where it will determine whenever the user is within in the

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 Admission department, Registrar department or Cashier department.

The head user is the Provost.

1.4.2 Limitation

This program will have a login account for admin and three departments

with restriction areas.

Having an account with restriction areas could prevent others from

entering other areas of specialties.

The refund program cannot give the amount of refund fee.

It can only record the name of student who had refund the paid fee.

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