CHAPTER 1

INTRODUCTION

1.1 Background of the Study

In our modern world, doing impossible things is now become possible.

With the help of technology, our lives become more convenient and doing things

can be done so fast. Most of the people is now using technology for the fastest

and easiest way of living. Computer seems to have played an important role in

today’s generation. It is very much important nowadays especially to those busy

persons working in a company or in the office. Also, it is very much important

nowadays especially to those busy persons working in a company or in the office.

Also, it is very helpful to the students for their assignments, projects and more. To

relate all of these to our study, the researcher wants to help school by proposing

enrollment system.

Enrollment is the process of entering and verifying data of student to

register on particular school. Different interrelated processes build-up

enrollment procedures called Enrollment System. Enrollment System are used

primarily in recording and retrieving student’s information. Tracking student’s

information is also one feature of Enrollment System, in which the school can

trace the standing of a student. Verifying payments was also added to update or

browse student billings.

Enrollment serves as a vital part of life of every student upon entering schools

or universities, either public or private, and it serves as the first impression of the
Our Lady of Lourdes Academy of Bacoor Cavite Incorporated Online Enrollment System 1-1
 student to the whole institution. Computer world nowadays, makes everything

easy as should be especially for the student.

Enrollment systems are used in recording a student’s information. A

well-built one will reduce the load on the people that normally have-to-do all the

work. Enrollment system is useful especially when the school retrieves the

important information from the student. In the enrollment system, the school can

trace what are the standings of the students. The manual enrollment system in a

school can lead to inaccurate evaluation of student performance, loss of student

records, inaccurate reports and slow enrollment processing. Students will be

confused on what they should do and how they will do to be able to enroll. It is

extremely useful in the school in a way of making the processes of enrolling much

easy.

The school of Our Lady of Lourdes Academy of Bacoor Cavite Incorporated is

using the traditional way in their enrollment process. The population of the

increases every year such as the such that the manual system of enrollment and

student record keeping are consuming too much time to the teachers or enrolling

officer. In this study, the researchers aim to develop a fast, accurate and reliable

online-based enrollment system for the administration, faculty and students of

school that will speed up the enrollment process, facilitate and secure students

record, minimize the effort exerted by the administrator in updating student’s

information, provide reliable record keeping facility, and provide accurate

enrollment summary report.

Our Lady of Lourdes Academy of Bacoor Cavite Incorporated Online Enrollment System 1-2
 Building an enrollment system that would only aid Our Lady of Lourdes

Academy of Bacoor Cavite Incorporated, so the school can enroll and compile all

the information they had without a storing a bunch of papers in file cabinets is one

of the goals of the researchers. Enrollment 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. Lack of enrollment in a school can lead to

chaos and troubles, the students will be confused what they should so and how

will they will do to be able to enroll. It is extremely useful in the school in the

way making the process of enrolling much easy.

Our Lady of Lourdes Academy of Bacoor Cavite Incorporated is a private

educational institution established at 2012. A complete kindergarten to grade 10

school which offers quality learning and education. Located at Mambog 4, Bacoor

City, Cavite

Our Lady of Lourdes Academy of Bacoor Cavite Incorporated Online Enrollment System 1-3
1.2 Overview of the Current State of the Technology

The present system of the school is done manually such as the enrollment

system and record keeping. From the start of the school’s operation, they use the

manual system. During the enrollment period, students will enroll to the

admission office and for requirements needed for the enrollment. The

administrator will then evaluate student’s grades in order to know what subjects

are to be taken in the current school year and to know their status. A list of

subjects that the students are required to take will be prepared by the

administrator. After getting the list, students will pay to the office for their fees.

The administrator will issue receipts to the students in order to clarify that the

students in order to clarify that the students had already paid. At the end of the

enrollment period a summary of student’s enrollment will be prepared.

The manual updating of the student’s records slows down the admission

process because the enrolling officer takes time to search and locate the records of

the student in the filing cabinet. Delays in the evaluation of students because the

enrolling officer takes time to check student’s previous grades and some of the

student’s records are misplaced. Tallying of subjects also takes time because of

non-organized student’s files.

For these reasons, the researchers were challenged and have decided to

design and develop a computerized enrollment system that is fast, accurate,

reliable and easy to use. The proposed enrollment system is a good step for the

school
1.3 Statement of the Problem

1.3.1 General Problem

How to develop an Online Enrollment System that will help the

students, administrator and faculty members of Our Lady of Lourdes

Academy of Bacoor Cavite Incorporated to enroll in a speedup and

accurate process, and to give correct schedules.

1.3.2 Specific Problem

 Presence of paper loads that causes data and work

redundancy.

o Since the students are manually filling-up the official

documents of the school, there will be a great possibility to

obtain redundant data that can cause further complexity in

the enrollment process. The students need to fill-up the

information.

 Time consuming enrollment process.

o It is the most common problem of the school. Students

were consuming a lot of time in doing such things.

Manually filling-up of the school’s official documents

takes so much work to accomplish. Another thing that

causes the enrollment to be not so fast is, for the instance

when student records needs a confirmation or be updated.

The assigned personnel need to go back and forth to the

storage room or to the office just to get the record needed.

o Aside from being time consuming, manual method of

recording of information of the student is prone to human

error. Prone to file loss is still at hand due to natural

calamities like heavy rain that will cause flood and

unexpected accidents like fires. Anyone can access the files

due to security.
1.4 Objective of the Study

1.4.1 General Objective

To develop an Online Enrollment System for Our Lady of Lourdes

Academy of Bacoor Cavite Incorporated that will help the administrator to

speed up the process of enrollment for students and to give correct

schedules for teachers.

1.4.2 Specific Objectives

This study aims to:

 To decrease data redundancy and have an accurate student’s

records.

o The system had a database that will store records of

students and give them data integrity to become accurate

and unique to easily find and manage the records.

 To improve enrollment procedures that will decrease working

time.

o The students will be enrolled through online that will lessen

the time of administrator to update the lists of students and

provide a schedule for the teachers in easy way.

 To manage and maintain the students record.

o The system will create a backup feature. The administrator

will monitor the security of the system and confidentiality

of the student’s record.

Scopes of the Study

User Levels

o Administrator

The system administrator will monitor the reports of

lists of students enrolled, see the schedule reports by

grade levels, student accounts and to enroll to

students if they want to pay in the office.

o Teachers

The teachers will see the schedules of designated

class, the number and names of students that will

meet.

o Students/Parents

The student that will enrolled will access the online

fill-up form to fill their basic information and pay.

 Students Information

 The student will give full name, age, status (old

student/new student), parents, contact numbers

and address.

 Billing of fees

 The system will give the specified amount of fee

according to the subjects that will be given to the

students per grade level and the list of subjects

 Report Generation

 The reports will only access by the administrator,

the given reports are student master list, student

information and teacher reports.

 Modes of Payment

 Full-cash

 Semestral

 Monthly

 Automation of the Computation of Tuition fee

 Discount

• The discount depends on a 1st rank of a

student in honors. If rank 1, the student

will get a 100% discount when the total

of students from a class is 30+. 50%

discount when the total of students is 20.

The other discount is siblings, if the

siblings are 3, there will be a 50%

discount.

 Balances

• The balances are the total amount that

needed to pay or the remaining amount

through monthly payment and semestral.

 The system can backup data, such as the students

master list, student account, list of teachers and

schedules.

 The system can restore a backup of the system’s

database.

Limitations of the Study

 The system would only be used for enrollment purposes only.

 The proposed system is intended for the school only.

 The system not covers all the data for the alumni student of the

school.
 1.6 Methodology of the Study

The Agile software development refers to software development

methodologies centered round the idea of iterative development, where

requirements and solutions evolve through collaboration between self-

organizing and cross-functional teams.

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Figure 1-1. The Agile Methodology Diagram

o Having an effective and efficient enrollment system is a plus

to a school whereas the faculty and staff would be benefit

together with the students. In the case of Our Lady of

Lourdes Academy, the school uses a manual system for the

enrollment so the researchers decided to propose

enrollment system. The researchers see Our Lady of

Lourdes Academy as a perfect school for this proposed

system considering the population of the school and its

location. With the help of enrollment system will improve

the enrollment process of the school as well.

 Analysis

o Our Lady of Lourdes Academy as a private school needs to

improve their enrollment by having enrollment system

rather than using the manual system. Since the workers are

only using paper and ballpen for the enrollment, it is very

difficult for them to keep the pile of papers for record of

their students. The enrollees might also encounter

difficulties with their records. So, computer is very much

important for this proposed system in order for the school

to have a better enrollment system.

o The researchers will ensure that the design of the system is

suitable and easy to recognize. By putting a simple but

detailed way of design, anyone of the school wouldn’t have

a very hard of time in using the system. It will also be

useful to administrator and every detail in the design of the

system is appropriate to the design of school.

 Implementation

o Before implementing a system, the researchers would like

to ensure that it is surely tested and done well. The system

should be construct in a simple way that is good enough to

see the betterment that is seeking in a system. It should be

also credible for the users not to hesitate in using the

system.

 Feedback

o Feedback from the users is a must to improve the system to

become easy to use and to seek unexpected errors or logical

errors that must not include from the functions of the

system. The feedback will be given helps the researchers to

ensure the system will maintain in a long run.

Education is very important to every person that is why a good enrollment

system is needed. This can be serves as the basis of each student who wants to

enroll this school. The child including their parent might be glad if they feel

and see the beauty of the service in the school through the enrollment.

 School

The main beneficiary of the study is Our Lady of Lourdes

Academy of Bacoor Cavite Incorporated would be adapting the new

innovation technology that will make their work with optimum

performance.

 Administrator

The proposed system will help the school in maintaining the data

of the students and the school will not use the data gathering. Through

online the administrator will lessen the work of getting information from

the students. The administrator just will check the reports of students and

teachers, and the schedule of each grade level.

The proposed system will able to minimize the time and effort that

it takes to process student’s enrollment. Also, it is beneficial to the parents

because it will help them lessen the time it takes to find appropriate class

for children.

 Teachers

The proposed system will be helpful in creating correct schedules

for the teachers. Since the system will be online, the schedules given is

send through online and total of class in grade level and list of students of

schedule is included.

 Future Researchers

The system will benefit the future researcher/s as a guide or

reference in their own efforts at any proposal or project.