Online Enrollment System For Cavite Maritime Institute DasmariÑas, Cavite A

ONLINE ENROLLMENT SYSTEM FOR CAVITE MARITIME INSTITUTE DASMARIÑAS, CAVITE
A Special Problem Presented to The Computer Studies Department College of Science

De La Salle University – Dasmariñas
In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science

in Information Technology
By: Bacala, Mariel Reaño, Esmeralda
Mr. Paulino Gatpandan May 2009

TABLE OF CONTENTS
Acknowledgement Abstract List of Appendices Appendix A: Context Diagram of the

Proposed System Appendix B: Level 0 Diagram of the Proposed System Appendix C:
Entity Relationship Diagram Appendix D: Entity Relationship Diagram Attributes
Appendix E: Screen Shot 1.0 Introduction 1.1 Background of the Study 1.2 Statement
of the Problem 1.3 Statement of the Objective 1.4 Significance of the Study 1.5
Scope and Limitation of the Study 1.6 Methodology of the Study 2.0 Review of
Related Literature 3.0 Theoretical Framework 3.1 Statement of Assumptions 3.2
Operational Definition 3.2.1 Definition of Terms 3.2.2 Definition of Processes 3.3
Theories Used in the Study 35 37 38 33 9 12 13 14 16 17 24
4.0 The Existing System 4.1 Description of the System 4.2 Definition of Data
Capture 4.3 Inputs 4.4 Processes 4.5 Files 4.6 Outputs 4.7 Data Flow Diagram 4.8
Problem Areas 5.0 The Proposed System 5.1 System Overview 5.2 System Objectives
5.3 Scope 5.4 System Justification 6.0 Design of the Proposed System 6.1 Input 6.2
Processes 6.3 Files 6.4 Outputs 7.0 Implementation 7.1 Resource Requirements 7.1.1
Software Requirements 7.1.2 Hardware Requirements 7.1.3 Human Resource
Requirements 7.2 Installation Plans 7.2.1 System Installation 7.2.2 Training Plans
7.2.3 Conversion Plans 7.2.4 Testing 81 82 83 83 77 78 78 71 71 73 75 67 68 69 70
53 54 57 58 61 63 65 66
8.0 Conclusion and Recommendation 8.1 Conclusion 8.2 Recommendation Appendices
Bibliography 84 85
ACKNOWLEDGEMENT
The proponents wish to express their earnest gratitude to the following persons
who gave assistance, for without their encouragement this study would not have
been possible.
The proponents would like to thank Ms. Nerissa G. Flores, the College Registrar of
Cavite Maritime Institute, for granting the proponents’ request to conduct a study
to their school. The proponents owe so much gratitude to their thesis adviser, Mr.
Paulino H. Gatpandan for the support and guidance throughout the study.
The proponents would also like to express their gratitude to Mr. Joseph C. Ribo
and Ms. Sheryl D. Kamantigue, the proponent mentors on the course Special Problem
for the knowledge, suggestions, and support during the course of the study.
The proponents also owe much gratitude to their family, friends, classmates, from
BIT42 and loved ones for all the support that they have rendered for the
completion of this work. Most importantly, the proponents would like to thank God
almighty for His unfaltering blessings and guidance.
-THE RESEARCHERS-
ABSTRACT
The Online Enrolment System was proposed in replacement of the Manual Enrolment
System of the institution for it to have an organized flow of transaction and an
ease of work especially to the administrators of Cavite Maritime Institute. The
study is concerned on how the manual enrolment performs throughout the company’s
transaction.
The numerous transactions that the manual system covers, such as updating and
adding student records, generating the advising and assessment slips, and the like
are commending the manual enrolment system to be inefficient for the needs of the
institution.
Since the study involves proper records handling, tracing the constraints and
evaluation of the manual system is essential. Thus, the proponents gathered
necessary data that will help in the progress of enhancing the existing system of
CMI.
CHAPTER 1 INTRODUCTION
1.1 Background of the Study
A web application or web app is an application that is accessed via the Internet
or an Intranet. Web applications are popular due to ubiquity of the client. The
ability to update and maintain web applications without distributing and
installing software on potentially thousands of client computers are key reasons
for their popularity. A significant advantage of building web applications to
support a standard browser feature is the ability to perform as specified,
regardless of the operating system installed on a given client.
The proponents decided to adapt web application in their study because it enables
the students, faculty, and administrators of the institution to gain 24-hour
access and use to the proposed system via a client computer without any needs of
installing or distributing any software.
Though many variations are possible, a web application is commonly structured as a

threetiered application. In its most common form, a web browser is the first tier,
an engine using some dynamic web content technology is the middle tier and a
database is the third tier. The web browser sends requests to the middle tier,
which services them by making queries and updates against the database and
generates a user interface.
The proponents chose to follow the basic structure of a web application. In this
case study, the proponents considered the widely used web browsers like Internet
Explorer, Mozilla Firefox, and Google Chrome. For the middle tier, the proponents
selected qsh.com as the host for the proposed system since it supports the
technologies used. Lastly, the proponents developed the proposed system using
ASP.NET and SQLServer 2005.
Cavite Maritime Institute (CMI) was originally established on April 18, 1994. The
company’s primary purpose was to provide students with basic, upgrading, and
specialized courses to promote safety of life and property at sea; the protection
of the marine environment; the improvement of maritime skills; efficiency in
operation; and safety in navigation of domestics and international fleets manned
by Filipino seafarers.
CMI consists of approximately 600 students and faculty. Its course list was
expanded to include tertiary and paramedical courses and it also intended to
extend its coverage into other fields where there are unmet demands for quality
education. The Amendment Article of Incorporation carried the authority to now
operate as an institution with 3-fold function, namely:    As a training
center As a seafarer competency assessment center As a maritime, technological,
and computer college
The Quality Management System of CMI College was given the Certificate of Approval
by Technisher Uberwangus Verein (TUV) Philippines in accordance with the
requirement of the ISO 9001:2000 version. The scope covers the following: 
Development and Provision of Maritime Education Services, especially in BS Marine
Transportation, BS Marine Engineering, Seafarer Rater Courses (Engine, Steward,
and Deck), HRM for Passengers Ships and IMO Model Courses Specification; CHED
Policies, Standard, and Guidelines; TESDA Regulations; and MTC Resolutions.
Development
and
Provisions
of
Paramedical,
Practical
Nursing
and
Vocational/Technological Courses, in accordance with TESDA TVET Regulations.
Provision of Maritime Training and Assessment Services, especially in Basic

Safety, Advanced Safety, Tankerman, Watchkeeping, Steward/Messman, Allied and
Marina Courses, in accordance, TESDA TVET Regulations, MTC Resolution, and Marina
Training Regulation.
Other course offerings such BS Customs Administration, BS Business Administration

Major in Marketing Management, and BS Business Administration Major in Operation
Management.
1.2 Statement of the Problem
The Cavite Maritime Institute is using a manual system for their enrollment
facility. The inaccuracies of information were minimal, like the identification of
units per semester and sometimes the registrar personnel were making a mistake
with the number of units—but the possibility of encountering a more difficulties
and tedious task was still at hand.
One of the problems that the institution would like to include in the study was
the lack manpower in the accounting department. In the accounting office or the
cashier, CMI only had two personnel to accommodate the students during the payment
of fees for their enrollment. The outcome was that the school had a hard time in
accommodating those large numbered students, and that made it hard for other
students to wait in line.
Another problem of the school was the generation of forms. The students needed to
fill-up the student information slip, advising slip, and three (3) copies of the
registration forms for the copy and record of the accounting office, the registrar
and for the student themselves. Students were consuming a lot of time in doing
such. Since the students are manually filling-up the official documents the
school, data redundancy has a great possibility in causing further complexity in
the enrollment process.
An added problem was that when the students were getting their subjects and
schedule for the semester, the students had to refer to the bulletin boards for
the available subjects, schedule, and slots. Since the said information was
posted, it would only mean that the updates were not
monitored effectively. To keep the students updated at all times, the availability
of the subjects and slots should be monitored. If a subject only has 5 slots
available and there are still a number of students who would be enrolling that
subject, students should be informed of someone has availed the slots already so
that there wouldn’t be any wasted time just by falling in line again just to look
for another available slot.
1.3 Statement of the Objective
1.3.1
General Objective
To develop an Online Enrolment System for Cavite Maritime Institute that will
compensate the school’s lack of manpower, file-handling, and generation of forms
and other documents.
1.3.2
Specific Objectives
1.3.2.1 To understand the current system through interviews and observations.
1.3.2.2 To analyze the problem through the use of Data Flow Diagram and ERD
models.
1.3.2.3 To develop a prototype of the proposed system containing key requirements

and functionalities using ASP.NET and SQL Server 2005.
1.3.2.4 To incorporate the different functions and solutions needed for the
current enrolment system with the proposed system by constantly evaluating and
revising the prototype to meet the requirements by the institution.
1.3.2.5 To test the proposed system by allowing a specific number of persons to
use the system and gather the feedback from the users.
1.4 Significance of the Study
Due to the increasing population of CMI, this study helped the school regarding
their enrollment transactions. The proposed system aimed to benefit the school in
their enrollment facilities such as maintaining the files, assessment of fees and
especially the enrollment itself.
The proposed system aimed to benefit the following:
The School
The main beneficiary of the study is Cavite Maritime Institute. CMI would be
adapting the new innovation of technology through web that will make their work
with optimum performance. The developed system will compensate the flaws and
problems that the company is encountering. Employees would not have to worry
preparing forms for the customers and reports for the managers because the system
will supply it for them.
Registrar and Accounting Office
With regards to the registrar’s office the proposed system will help the school in
maintaining the data of the students and the school will not use the manual data
gathering. CMI will just need to check the database for the records needed.
Students
The students will benefit by means of not having a hard time in falling in line
and waiting for their turn to register and pay for their tuitions. The students
can pay their tuitions via the internet.
Proponents
The proponents would also be a beneficiary of the study since the proponents would
value the importance of enhancing their skills and work performance while grasping
knowledge throughout the study.
Future Researchers
For the future researchers, this study could be used for their reference in having
an online enrolment system if the future researchers would like to formulate a
system such as this.
1.5 Scope and Limitations of the Study
The proposed online system was a portal type system that covered the major
processes in the enrolment system of Cavite Maritime Institute (CMI) namely:
Registration of the current students, class scheduling and sectioning, assessment
of fees, file maintenance, report generation (registration form, assessment slip,
student master list, and other forms and reports essential to the system). The
proposed system included the processing of student’s personal records and the mode
of payment that the student would choose.
The new students or transferees have a limited access over the online enrolment
system. Since they do not have an account or profile in the system, they could
only view the following: courses offered; available schedule, subjects, and slots;
projected amount of the tuition fee.
When the student logs in his/her account, there would be tabs or menus that would
contain options that the student might want to do in the system. He/she could find
updates in his/her account (assessment fees), the pre-registration form for
enrollment with the class schedule, and other forms that would be needed for the
accomplishment of the records or the student. The student would also be given a
selection for the mode of payment that he/she would like to avail (i.e. Online via
credit card, Cash or Installment). The forms that would be needed from the
enrollee would be passed on-line. The online payment would be through the means of
entering the bank account number of the enrollee, course code, student or ID
number, and the bank account number of the school itself.
Users of the system have their own account with different access levels. Students
can view the subjects that are available, pay their tuition fees and view their
grades online. The student will be given a selection of the mode of payment.
Administrators have total access to the system.
The portal system was not connected by any means to the current web page that the
school is using. The proposed system would only be used for enrollment purposes
only. The study does not cover the computation of students’ grades since only the
final grade is needed to verify if the student passed the pre-requisite of a
particular subject, entrance examinations and other web messaging services such as
forums/threads, online voting/polling, and e-mail.
1.6 Methodology
Developing an online system is difficult to do because there will be series of

tests and revisions before it will become functional. Therefore, there are some
useful tools in building in integrated system methods such as System Development
Life Cycle models which include waterfall, fountain, spiral, build and fix, rapid
prototyping, incremental, and synchronize and stabilize.
Paper prototyping is a widely used method in the user-centered design process, a

process that helps developers to create software that meets the user’s
expectations and needs. It is a throwaway prototyping and involves creating rough,
even-hand sketched, drawings of an interface to use as prototypes, or models, of a
design. While paper prototyping seems simple, this
method of usability testing can provide a great deal of useful feedback which will
result in the design of better products.
The spiral model combines the iterative nature of prototyping with the controlled
and systematic aspects of the waterfall model, therein providing the potential for
rapid development of incremental versions of the software. In this model, the
software is developed in a series of incremental releases with the early stages of
being either paper models or prototypes. Later iterations become increasingly more
complete versions of the product.
Figure 1.6 Spiral Model

The study included creating rough drafts of how the proposed system would look
like and what the pages would contain. Through paper prototyping, the proponents
had a more organized approach and modifications of the system could easily be
implemented compared to working with the system directly where there is a great
possibility that the internal workings of the system could encounter certain
errors.
The proponents developed a preliminary release or version of the system where the
key requirements and functionalities were used as a basis. With continuous testing
and evaluation of the initial release, the proponents were able to come up with
series of incremental releases, and these releases were developed through the
integration of the results gathered from the tests, evaluations, and feedbacks.
When the results are to be implemented, the proponents use paper prototyping
before directly applying the modifications directly to the system itself.
Activities and steps of the spiral model:
Requirement Analysis
The first step encompassed the tasks that go into determining the needs or
conditions to meet for a new or altered product, taking account of the possibly
conflicting requirements of the various stakeholders, such as beneficiaries or
users. This step was critical to the success of the development project. The
requirements must be actionable, measurable, testable, related to identified needs
or opportunities, and defined to a level of detail sufficient for system design.
For the requirements analysis, the proponents conducted an interview to gather the
data needed and went to the institution to observe how the manual system works.
Functional Specification
The second step was the documentation that described the requested behavior of the
proposed system. The documentation determined the needs of the system users as
well as the requested properties of inputs and outputs.
The proponents consulted the CMI’s registrar regarding how they would like the
system to behave and the way that the users could interact with it, along with the
inputs that it needs and the outputs that it would supply.
Software Architecture
The software architecture of a program or computing system is the structure or

structures of the system, which comprises software components, the externally
visible properties of those components, and the relationships between them.
The proponents decided to use a portal-type system and distinguished the essential
parts of this type of system that they covered in the study. The proponents chose
only those that are necessary in the enrolment processes. The unnecessary features
were set aside to focus on the essential processes of the enrolment system that
the portal would contain.
Software Design
Software design is a process of problem-solving and planning for a software

solution. After the purpose and specifications of software are determined,
software developers will design or employ designers to develop a plan for a
solution. It includes low-level component and algorithm implementation issues as
well as the architectural view.
The proponents considered different aspects in the design of the enrollment

system. Each aspect must reflect the goals that the proponents and CMI were trying
to achieve. Some of the aspects that the proponents incorporated in their study
are the following: compatibility, extensibility, fault-tolerance, maintainability,
reliability, reusability, and usability. For the design of the software, the
proponents also used data flow diagram and entity relationship diagram along with
normalization.
Implementation
Implementation is the process of writing, testing, debugging/troubleshooting, and

maintaining the source code of computer programs. This source code is written in a
programming language. The purpose of programming is to create a program that
exhibits a certain desired behavior. Coding requires expertise in many different
subjects, including knowledge of the application domain, specialized algorithms
and formal logic.
The proponents used ASP.NET for the coding and the interface, and for the system
to be available online, the proponents uploaded it to qsh.com. Upon being
uploaded, errors were expected to emerge since the codes must also be compatible
with the technology that the host website supports, further debugging was done
until there are no errors found.
Software Testing
Software testing is an empirical investigation conducted to provide the company

with information about the quality of the product or service under test, with
respect to the context in which it is intended to operate. It also provides an
objective, independent view of the software to allow the business to appreciate
and understand the risks at implementation of the software. Test techniques
include the process of executing a program or application with the intent of
finding software bugs. It can also be the process of validating and verifying that
the system meets the requirements that guided its design and development.
Software Deployment
Software deployment is all of the activities that make a software system available
for use. The general deployment process consists of several interrelated
activities with possible transitions between them. These activities can occur at
the producer site or at the consumer site or both. Deployment should be
interpreted as a general process that has to be customized according to specific
requirements or characteristics.
When the system became available over the web, the both the institution and the
proponents were able to evaluate how the system provided the needs of the
institution and how the proponents were able to include the specified requirements
to the system that they have developed.
Maintenance
Software maintenance is the modification of a software product after delivery to

correct faults, to improve performance or other attributes, or to adapt the
product to a modified environment.
When the system became ready and available for CMI, there continuous improvements
and modifications would be done as needed to correct the errors that the system
might encounter and might cause it to be inefficient to meet the needs of its
users for the online enrolment.
CHAPTER 2 REVIEW OF RELATED LITERATURE
The proposed system for Cavite Maritime Institute (CMI) could also accept on-line
payment. One of the most significant steps in a research project is conducting the
literature review. Through this chapter, the readers can familiarize to the study
of the proponents. The related and previous studies presented in this chapter
would give the readers and future researchers, an idea of the proposed system of
the proponents. The proponents selected and reviewed these studies and previous
works to provide information for the readers.
Long Beach City College Switches On Enrollment System Kopf, David. 2007
Southern California community college Long Beach City College has gone live with a
new Cognos-based enrollment management system that was designed by Irvine, CA-
based professional services firm e2e Analytix.
Prior to installing the new system, LBCC, which has two main campuses and multiple
satellites that support nine schools and 34 departments, handled its enrollment
via manual spreadsheets. With no reporting, continuity, or standard practices, and
with lengthy error corrections, the school’s enrollment management budgeting and
planning took up to three months to compile, consolidate, and implement.
LBCC tapped e2e Analytix, which specializes in higher education, to design a web-
based enrollment management system using Cognos Enterprise Planning software from
Cognos Inc. (Ottawa, Ontario). Using Cognos for enrollment management was a unique
application for Cognos, according to Dan Galuppo, e2e’s director of professional
services, but the result delivers real-time data collection, consolidation,
workflow, and calculations to help LBCC enrollment staff make faster and more
informed decisions.
"Our new system provides flexible and powerful model development with the Cognos
Analyst component and supports any business planning or customizing of the
enrollment management model,‖ said Linda Umbdenstock, LBCC’s administrative dean
of planning in a prepared statement. ― The solution dramatically reduced the amount
of time to process, consolidate and implement forecasts. It provided real-time
service cost and expense planning per semester."
ACM Portal http://portal.acm.org/citation.cfm?id=1181300
The on-line student enrollment system enables students to enroll into their
subjects prior to the commencement of their semesters. This enrollment system not
only allows international students to enroll through internet without traveling to
the campus but also incorporates the business rules. These business rules cover a
wide range of regulations and policy such as subject pre-requisite, student’s
payment status, course coordinator’s decision and the correspondence of students’
seniority to the intended enrolling subjects. Besides business rules, the system
also
incorporates various notification mechanisms like Short Messaging Service (SMS)
and E-mail. XML is used to store business rules and this allows the portability of
the system interface to wider range of devices such as Personal Device Assistant
(PDA). The interface auto-detects the user’s device either PC/laptop or much
smaller screen device such as PDA. In short, the enrolment system backend engine
runs based on the business rules and front-end engine runs to provide high
satisfaction user experience. With the business and user interface, the system is
able to run the workflow of the student enrolment from the online enrolment form
to approval workflow cycle running in parallel with the notification capability.
Online Enrollment for ECU http://www.doir.wa.gov.au
Edith Cowan University (ECU) is currently enrolling more than 5, 000 new students,
which has been made easier with its Oracle-based online enrolment system. This has
allowed ECU to substantially re-design its business processes.
The system is known as the Edith Cowan University Web Enrolment System (ECUWES),
and replaces traditional hard copy enrolment.
According to the coordinator of Admission Support, Kerian Greenaway, the system

offers immediacy and convenience of course enrolment via the Internet.
The technology in use was set up by Oracle in 1998, when ECU moved towards
creating an innovative web-based enrolment and administrative system using Oracle
database products.
New enrolments using ECUWES are managed differently to re-enrolment on ECUWES. New
enrolments are processed while the student is with an enrolment assistant, because
there is a need to collect HECS and enrolment papers, as well as to familiarize
students with the system. In terms of re-enrolment, the student has full control
of enrolling in a six-week period, which allows for any small glitches in the
system, such as not being able to get online.
ECU also previously faced difficulties with managing student enrolment

administration, as staffs were distributed across several locations, so there was
a desire for improved access and management of student information.
Similarly, re-enrolment required students to travel to the University and queue

for service from administration staff. Faculties also requested that students
enroll by porting enrolment sheets on computer bulletin boards.
With ECUWES, students from remote areas and international students enjoy easy
enrolment with improved time effectiveness.
There have been no major problems, apart from a few power failures, but ECU has
back-up plans, such as enrolment assistants taking up all the paperwork and
processing the information once back online.
Illinois Virtual High School Inquiry http://www.ivhs.org/
This online inquiry gives detailed information on persons that can be contacted
with regard to specific field; example is a general program Issues, Technical
Problems, Faculty Information and course development. It also gives information
about their regional coordinators for participating schools. The website has a
login feature where the students can login using their login ID. The online
inquiry system of Illinois High School helps the authors to picture out and
develop an ideal database structure for the system that will be proposed. The
proponents system is similar and is based on some capabilities of the system in
this study like the inquiry of courses and login feature for the students.
Web-based Enrollment System for Veritas Parochial School Pascual, Robert John G.
and Riceo, Vincent Joel T., 2001
A web-based enrollment system is developed to help both the old and new students,
to enroll in a more efficient way without the hassles of waiting long hours just
to fill up forms, which sometimes become redundant, or to stand in line and pay at
the cashier. It is with the Web-based Enrollment System for VPS that this new
style of enrollment may be achieved. This new type of system offers the student
with new options for enrolling at VPS. Just by logging on to their website the
student may create his new account for the current year he is to be enrolled in.
With this, all the student has to do is to fill up certain forms that do not take
more than a few minutes to accomplish. Then the records will be stored in the
school database for future references. After
that the student will be given confirmation that the transaction has been verified
and all that the student has to do is visit the school and pay appropriate amount
for the current school year. The student may also browse the web site of VPS and
he can check his current account. He can also see the list of the school current
tuition fee rates.
For further enhancement of the site, an on-line payment or e-commerce is highly

recommended. This feature for the system could be achieved by collaboration of the
school with banks to provide easier payment and a more secure transaction.
Posting of grades can also be a great addition to the site. Especially the
breakdown of each grade can be seen by the students but with utmost security.
Compared to the web-based enrollment system for VPS, the proposed system for CMI
would only cover the current students; the student would also be asked to log in
to his or her account in the website where he/she would be asked to fill up some
forms to update the school’s database. A confirmation would then be sent to the
student that would inform him/her that the transaction is valid and had been
verified. But unlike the system, there would be another option for the mode of
payment that the student could choose from namely, on-line payment.
AIMS enhances enrollment system of UNO-R Bacolod http://www.uno-r.edu.ph
The Academic Information Management System or AIMS has enhanced the enrollment
system and academic record keeping of the University of Negros Occidental
Recoletos in Bacolod City.
The school for easy access of students to the school and school academic records
acquired AIMS, software of Pinnacle Asia. It has systematized and consolidated the
inputs of the college registrar with the accounting office. Bro. Jaazeal D.
Jakosalem, OAR, University Property Administrator said that AIMS has made records
of both offices analogous with each other. ― We were able to solve the loopholes in
the past where millions of pesos cannot be counted because their inputs cannot be
recorded,‖ Jakosalem explained.
AIMS have greatly improved the school’s information technology infrastructure.

UNO-R students and their parents can view the academic records on-line while
enrollment procedures has been reduced to only 30 minutes or so with corresponding
accounts due within 5 days. School notices and announcements may be read on-line.
Faculty members may encode grades and post course/lecture materials on-line. The
school alumni here and abroad may request for their transcript of records and
receive the same on line. Jakosalem also announced that UNO-R campus is now a WIFI
zone. Foreign and graduate students may access the web at all times using their
laptops.
This study is related to the proposed system because of the web-based enrolment.
The registrar and the students can also view their academic records using the
internet. But the difference is that in this study it is not mention that the
students can pay their tuitions on-line.
Dry-run of Automated Enrollment System http://www.ssu.edu.ph
Technology innovations had influenced man's work, from data processing, business
transactions, research, planning, monitoring and even in medical operation of
man’s body is now entrusted to computer technology. Samar State University (SSU)
as one of the University in Samar Island aims to be the center of excellence in
education had recently made changes to some of its existing systems. The
enrollment system of the university is now computerized, and other systems are on
its way. This only show that they are coping with the latest technology.
The Automated Enrollment System of Samar State University aims for an accurate,
user friendly, efficient system that can help both the student and personnel for
fast data processing of enrollment. Engr. Hediki Hashimoto, a Japanese volunteer
headed the creation and conceptualization of the system. The information
technology faculty from the College of Engineering and Arts and Sciences assisted
him. The system that is web based uses PHP programming language with data stored
in MySQL is run through the intranet of SSU.
A dry-run for this automated enrolment was done last summer and the first semester
of this school year. Offices affected with the automation were the registrar,
cashier, accounting, and the
Colleges of Education, Engineering, Arts and Sciences, Industrial Technology,
Nursing and Graduate Studies. Feedbacks from the students were formulated when the
first semester started. Over 75 % of them say that the automation process of
enrollment was better compared with the old system. With the good result of the
dry run the automated enrolment system will be finally implemented this 2nd
semester.
In this study, they have used PHP as for their programming language and they store
data using MySQL. As for the proponents they will use VB.net for their database
and Visual Basic 6.0 for their programming language. And another difference is
that they are only automated and the system only runs through the intranet of the
university. This means that they can’t access the records using the Internet and
outside the school.
Far Eastern University Enrollment System

http://www.sqlwizard.com/ewizard_testimonial.html
With its 25,000 students, Far Eastern University (FEU) ranks among the biggest
universities in the country in terms of population. And with a large population
comes multiple problems in enrollment, student records and related data. Wanting a
lasting solution to the problem, FEU asked consultants for recommendations. The
result was a decision to automate FEU's enrollment system.
FEU decided to automate the enrollment system in two phases: (1), the development
of a system for enrollment and student records for Phase I, and (2) the
integration of the student's financial records for. They worked closely with
SQL*Wizard to pilot E*Wizard, an integrated system for student enrollment that
contains modules with extensive inquiry and reporting capabilities. They also
tapped FEU's Computer Services Department to iron out kinks. They reviewed
organizational structures, assigned people to support groups and asked faculty
advisers and staff to train. She also met with the representatives of individual
institutes and with the support of the academic managers and SQL*Wizard's
technical group, plotted the move to launch an integrated system during the second
semester. The preparation involved cleaning the database, standardizing labels for
subject and preparing the subject requirements.
The only similarities that the proponents have encountered here is that the
university formulated a powerful database that will hold large number of data and
can keep track student transactions. This is one of the goals of the proposed
system that the proponents will be developing.
CHAPTER 3 THEORETICAL FRAMEWORK
3.1 Statement of Assumptions
There are several activities that the proponents assumed in the development of the
proposed system and these are the following: 3.1.1 Users are computer literate.
3.1.2 No major changes in the school policies regarding the procedure on enrolment
will take place during the course of the study.
3.1.3 The institution is willing to cooperate with the system requirements needed
by the proponents.
3.1.4 The institution is very much willing to adopt the proposed system.
3.2 Operational Definition
3.2.1 Definition of terms
Application Requirements - Student’s Information Sheet, 1x1 and 2x2 Pictures, Form
138, Form 137, Certificate of Good Moral Character, NSO Authenticated Birth
Certificate, Medical Examination Result, Ishihara Test Result, Hearing Test
Result, and Psychological Test Result
Advising Slip - Form that would indicate the schedule and the mode of payment that
the student has chosen his/her student record would be added to the Student Master
File.
Verify and Update Student Record – For the enrollment procedure of the current
student to proceed, he/she must update his/her student record in the Student
Master File—in case, there were changes in the student’s address, contact number,
course, and the like. The verification of the student record would confirm that
the student has been cleared to proceed with the enrollment process and he/she do
not lack any of the requirements for enrollment.
Secure Advising Form – The enrollee must secure an advising form because it is
where he/she would write the schedule of the subjects that the student has chosen
to take for the semester.
Fill-up Registration Form – After accomplishing the Advising Form, the student
must then fill-up the Registration Form that would indicate the class or section
that the student would be enrolled in and the other personal information that the
school would need from the student.
Secure Assessment Slip- The Assessment Slip indicates the breakdown of what the
student must pay.
Pay Due Fees – Payment of the fees indicated in the Assessment slip. Payment must
be made to the cashier.
Validate Registration Form and ID – Once a payment to the cashier has been made
and an OR has been issued to the student, he/she must validate his/her
Registration Form and ID to confirm that he/she has given valid information and is
already enrolled.
Issue Class Cards – The student must be issued Class Cards where his/her grades
for the grading period would be written on by his/her respective instructor or
professor.
Generate Report/s – the existing system would be producing reports such as the
Certificate of Registration, Student Master List, Assessment Slip (especially for
those who still have remaining balance in their accounts), and the like.
3.2.2 Definition of Processes
3.2.2.1 Verifying and Adding new Student Record – process of verifying and adding
the records of the new students (freshmen and transferees). 3.2.2.2 Verify and
Update old Student Record – process of verify and update the records of the
existing students. 3.2.2.3. Securing Advising Slip – process where the students
would acquire, accomplish, and submit the advising slip to the registrar. 3.2.2.4
Filling Up Registration Form – process of accomplishing the student’s registration
form. 3.2.2.5 Securing Assessment Slip – process of securing the assessment slip
for the breakdown of the fees to be paid. 3.2.2.6 Payment of Fees – process of
paying the fees indicated in the assessment slip. 3.2.2.7 Validation of
Registration Form and ID – process of validating the enrollment of the student
through the registration form and ID. 3.2.2.8 Issuance of Class Cards – process of
issuing the class cards to the students 3.2.2.9 Generation of Reports – process of
generating reports such as the master class list, status reports, etc.
3.3 Theories Used in the Study
ASP.NET http://en.wikipedia.org/wiki/Asp.net
ASP.NET is a web application framework marketed by Microsoft that programmers can

use to build dynamic web sites, web applications and web services. It is part of
Microsoft’s .NET platform and is the successor to Microsoft’s Active Server Pages
(ASP) technology. It is built on the Common Language Runtime, allowing programmers
to write ASP.NET code using any Microsoft .NET language. The proponents would be
using ASP.NET to create the web application that the users— especially the
students/enrollees—would see in the website that the proponents would be
developing.
Client/Server Databases http://ycmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm
The essence of client-server computing is that two kinds of processes (units of

program code) that are specialized for different tasks, running on possibly
different hardware, applications software and operating systems co-operate to
solve a computing problem. One kind (a client) makes a request of another. The
other kind (a server) performs the service requested (if the request is a valid
one). Many applications have been constructed to operate in client-server mode.
For example, most Internet-based services—news readers, E-mail, the World-Wide-
Web—have been designed this way. (These may be regarded as database applications
in a way, but the database being accessed—a collection of articles, or messages,
or a listing of resources— is not necessarily in relational form.) The concept of
Client/Server Database would be used by the proponents for the back end of the
system that they would be creating. The services being requested for would come
from the server and it would be supplied on other computers upon request. Since
the system that the proponents are developing is on a web-based environment, the
user of a server would be efficient since it would allow an easy access for the
authorized transactions and the maintenance would be easy since there would be one
computer to be maintained.
Computer-Aided Software Engineering (CASE) Hoffer, Jeffrey A., Prescott, Mary B.,
and McFadden, Fred R. 2002
CASE tools are software that provides automated support for some portion of the
systems development process. There are three relevant features of CASE tools:  The
ability to help us draw data models using entity-relationship and other notations.
A CASE tool’s drawing capabilities are ― database intelligent‖ in that each symbol
represents specific data modeling constructs, and these symbols can be used only
in ways consistent with the properties of the associated constructs. Database
drawing tools are used in enterprise modeling, conceptual data modeling, logical
database design, and physical data modeling. CASE tools can help us insure
consistency across diagrams.

The ability to generate code. Most often, this code contains the database
definition commands to be given to a database management system. During database
implementation, the CASE tool will refer to all the conceptual, logical, and
physical data specifications and compose SQL, commands to create relational
tables, define each attribute of each table, and define key indexes. Although less
frequently a capability of CASE tools, some CASE tools can generate C or other
language code for the rudiments of database retrieval and updating programs.
A repository is a knowledge base of information about the facts that an enterprise

must be able to access and the processes it must perform to be successful. In a
sense, a database is a repository itself, which contains information needed to
generate all the diagrams, form and report definitions, and other system
documentation. A repository helps systems and database analysts achieve a seamless
integration of data from several CASE tools.
The proponents would be using CASE tools to draw the modeling constructs needed
for the database that would serve as the back end of the system. It would also be
used for the code generation that would contain the database definition commands
that would be passed to a database management system.
Database Management System http://en.wikipedia.org/wiki/Database_management_system
Database Management System is computer software designed for the purpose of

managing databases. It is also defined as a collection of programs that enables
you to store, modify, and extract information from a database. There are many
different types of DBMS, ranging from small systems that run on personal computers
to huge computers that run on mainframes. The following are examples of database
applications:     Computerized library systems Automated teller machines
Flight reservation systems Computerized parts inventory systems
The proponents would be using Database Management Systems to manage the database
that they would be developing for the back end of the proposed system. With the
proper use of this theory, the proponents would be able to maximize the
utilization of the database via storing, modifying and extracting information from
the database efficiently.
Database http://en.wikipedia.org/wiki/Database_management_system
Database is a structured collection of related records or data that is stored in a

computer system. A database usually contains software so that a person or program
can use it to answer queries or extract desired information. The software should
be referred to as the database management system.
The database would primarily be used to construct the structure for the data that
would be stored in the system and the manner on how the data could possibly
extracted or retrieved.
Application Software http://en.wikipedia.org/wiki/Application_software
Application is a subclass of computer software that employs the capabilities of a

computer directly and thoroughly to a task that the user wishes to perform. This
should be contrasted with system software which is involved in integrating a
computer’s carious capabilities, but typically does not directly apply them in the
performance of tasks that benefit the user.
Application software would enable the proponents to manipulate the proposed system
directly and thoroughly during the development of the system and, eventually, when
the proposed system is to be tested and used by CMI.
User Interface http://en.wikipedia.org/wiki/User_interface
User Interface is the aggregate of means by which people—the users—interact with

the system—a particular machine, device, computer program or other complex tools.
The user interface provides means of input and output.
The User interface of the proposed system would be vitally important to the
interaction of the system to the users. With the use of graphical user interface,
anyone could use the system even if he or she does not have enough knowledge about
programming.
Data Administration Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R.
2002
Data Administration is a high-level function that is responsible for the overall

management of data resources in an organization, including maintaining corporate-
wide definitions and standards. A data administrator is a person who coordinates
activities within the data administration department.
The data administration of the resources is one of the important aspects of the
system. Any database would preferably require a data administrator to preside or
manage the flow of resources or information in the system.
Internet http://en.wikipedia.org/wiki/Internet
Internet is worldwide, publicly accessible series of interconnected computer

networks that transmit data by packet switching using the standard Internet
Protocol (IP). It is a network of networks that consists of millions of smaller
domestic, academic, business, and government networks, which together carry
various information and services, such as electronic mail, online chat, file
transfer, and the interlinked web pages and other resources of the World Wide Web
(WWW).
The International Network or more commonly known as the Internet and the World
Wide Web are not synonymous. The Internet is a collection of interconnected
computer networks, linked by copper wires, fiber-optic cables, wireless
connections, etc. in contrast, the Web is a collection of interconnected documents
and other resources, linked by hyperlinks and URLs. The World Wide Web is one of
the services accessible via the Internet, along with many others including e-mail,
file sharing and others.
Since the proposed system is on a web-based environment, it would need the

internet to access the computer networks. The proposed system would also use the
web itself to gain access to the interconnected resources involved in the system.
The Common Gateway Interface (CGI) http://hoohoo.ncsa.uiuc.edu/cgi
The Common Gateway Interface (CGI) is a standard for interfacing external

applications with information servers, such as HTTP or Web servers. A plain HTML
document that the Web daemon retrieves is static, which means it exists in a
constant state: a text file that doesn’t change. A CGI program, on the other hand,
is executed in real-time, so that it can output dynamic information.
A CGI program can be written in any language that allows it to be executed on the
system such as:        C/C++ Fortran PERL TCL Any Unix shell Visual
Basic AppleScript
CGI would be used by the proponents to develop an interface for external

applications with information servers. CGI would make a particular retrieval of a
web daemon dynamic rather than static. The text file could then be changed.
Data Flow Diagram (DFD) Kendall, Kenneth E. and Kendall, Julie E.2002
Data Flow Diagram is a diagrammatic representation of the information flows within

a system that shows how information enters the system and leaves the system, what
changes the information and where information is stored. Data Flow Diagrams are
used not only in structured system analysis and design, but also as a general
process modeling tool. Data Flow Diagrams show the passage of data through the
system by using 5 basic constructs: Data Flows, Processes, Data Stores, External
Entities, and Physical Resources.
The proponents used Data Flow Diagrams to form the structure that would guide the
proponents in the system that they would be developing. The diagram would easily
show the processes that would be done by the system and the other elements or
entities that are involved.
The Data Flow Diagram was also able to show how the proponents handle the barriers
that govern the system: which are and which are not included in the system and
what processes are and what processes are not involved.
Normalization Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002
Database Normalization is a technique for designing relational database tables to

minimize duplication of information and, in so doing, to safeguard the database
against certain types of
logical or structural problems, namely data anomalies. For example, when multiple
instances of a given piece of information occur in a table, the possibility exists
that these instances will not be kept consistent when the data within the table is
updated, leading to a loss of data integrity. A table that is sufficiently
normalized is less vulnerable to problems of this kind, because its structure
reflects the basic assumptions for when multiple instances of the same information
should be represented by single instance only.
The proponents designed the data that are to be included in the database and
designed its interface. Through normalization, the proponents were able to create
relational database tables with less data redundancy and anomalies.
Entity Relationship Diagram (ERD) Hoffer, Jeffrey A., Prescott, Mary B., and
McFadden, Fred R. 2002
Entity Relationship Diagram is the end-product of the Entity Relationship Model

(ERM) and a type of conceptual data model or semantic data model. It is a
specialized graphic that illustrates the interrelationship between entities in a
database. ER Diagrams often use symbols to represent three different types of
information. Entities are the ― things‖ about which we seek information.
Attributes are the data we collect about the entities. Relationships provide the
structures needed to draw information from multiple entities.
The proponents used ERD to illustrate how connected the data are with one another.
The proponents also used ERD to produce a type of conceptual schema or semantic
data model of a system and its requirements.
Structured Query Language (SQL) Hoffer, Jeffrey A., Prescott, Mary B., and
McFadden, Fred R. 2002
Structured Query Language is a computer language designed for the retrieval and
management of data in Relational Database Management Systems (RDBMS), Database
Schema creation and modification, and database object access control management.
The proponents used SQL in the proposed system for easier retrieval and management
of the data in the database.
Prototyping Pfleeger, Shari Lawrence.1999
Software prototyping is the process of creating an incomplete model of the future

fullfeatured software program, which can be used to let the users have a first
idea of the completed program or allow the clients to evaluate the program. The
advantages in using this kind of methodology includes the acquisition of feedback
from the users early in the project, the client and the contractor can compare if
the software made matches with the software specification, according to which the
system software program was built. It also allows the software engineers
some insight into the accuracy of initial project estimates and whether the
deadlines and milestones proposed can be successfully met.
The proponents developed an incomplete model of the proposed system that would be
used by the users to get the idea of what the completed model would be. The users
can evaluate the system and give the proponents their feedbacks. This way, the
proponents can work out discrepancies right away during the early stages of the
development process. Not only that the errors or faults would be easily detected,
but also the users can get acquainted with the system and easily adapt to its
features and interface.
Management Information Systems (MIS) Kendall, Kenneth E. and Kendall, Julie

E.2002; http://en.wikipedia.org/wiki/Management _information_systems
Management Information Systems is a discipline covering the application of people,

technologies, and procedures—collectively called information systems—to solving
business problems. Management Information Systems are distinct from regular
information systems in that they are used to analyze other information systems
applied in operational activities in the organization. Management Information
Systems do not replace transaction processing systems (TPS); rather, all MIS
include transaction processing, MIS are computerized information systems that work
because of the purposeful interaction between people and computers. By requiring
people, computer programs, and hardware to function in concert, management systems
support a broader
spectrum of organizational tasks than transaction processing systems, including
decision analysis and decision making.
The proponents developed a system that would analyze all the operational
activities of the company. Since there would be transactions processing and
information management involved, the proponents chose Management Information
Systems as preferably suited for the system that the proponents would be
developing.
Web Applications http://java.sun.com/j2ee/1.4/docs/tutorial/doc/WebApp.html
A web application is a dynamic extension of a web or application server.
Benefits to mounting on application on the web:  An increasing awareness of the

availability of a service, product, industry, person or group.    The
possibility of 24-hour access for users. Standardizing the design interface.
Creating a system that can extend globally rather than remain local, thus reaching
people in remote locations without the worry of the time zone in which they are
located.
Since CMI is located in a barrio rather than the usual highway or roadside
location, the endorsement of the college poses another problem. The proponents
used Web Application to
increase the publicity of the services and other offers of CMI to the public,
especially to those who to take maritime-related courses. Other than broader
awareness of the public of the courses and other services rendered by CMI, the
students would also have a 24-hour access to the system since it is available over
the internet. The other advantage of developing a web-based system is that it
allows the company to extend to global levels. Being able to allow students from
remote locations to access the web-based system makes it easier for both the
administration and the students themselves to process their transactions faster,
easier, and more efficient.
Virtual Office http://en.wikipedia.org/wiki/Virtual_office
Virtual office is the term for shared office services, which normally includes
business address, mail & courier services, phone services, fax services, answering
services, web-hosting services, and meeting & conference facilities.
It is also a common term for an environment that enables a network of co-workers

to run a business efficiently by using nothing other than online communication
technologies.
Typically, the users of virtual office services would be those, but not limited
to:     Seeking a low-risk alternative to renting a conventional office;
Testing a new product or service idea; Downsizing from a conventional office;
Migrating from using port-office box;
  
Seeking to establish a business presence in the provider’s country or city;

Seeking a business address within an expensive location, for corporate image
purpose; Seeking a business address as its registered business address for
complying government regulation;
 
Seeking supportive business services such as answering services; Seeking a proxy

for collection of mails and parcels.
Certain providers of virtual office services will provide other in-house or

outsourced services such as corporate secretarial services, accounting services,
legal services, serviced office services and etc. Unsurprisingly, professional
firms such as law firms and accounting firms often provide registered address
services as part of their service offerings.
The concept on virtual office would materialize completely during the

implementation of the proposed system but during the development stage, virtual
office would also be considered since it comes along with the web-based
environment. Virtual Office reduces the costing on office spaces, file cabinets,
time for searching certain files, and the like. With this, the proponents decided
to include this theory for their study.
CHAPTER 4 THE EXISTING SYSTEM
4.1 Description of the System
Since the establishment of the school up to present, it has been using forms that
are to be filled up by the enrolled students so that the school can have a record
of the student’s transactions for the whole year. But as the population of the
school grows, the current system is no longer efficient and convenient to
accommodate both the school facilities and the number of the students. The
administration now seeks a better way that would help them handle the enrolment
better, more efficient, and more convenient for them and for the students also.
Student must get their clearance form and class card from the registrar's office.
The student must then proceed to the Registrar's Office with the accomplished
clearance and class card, and secure an advising slip. The student would then be
asked to fill up the advising slip and proceed to the registrar's office for
registration form. The student would copy schedule of the class from the bulletin
board. When done copying schedule to the registration form, the student must
proceed to the Registrar’s Office for approval. If the registrar’s office approved
the registration card, the student would proceed to the accounting office for
assessment of fees. After being assessed, the student must then pay the amount
indicated by the accounting office and then proceed to the registrar's office for
the validation of registration card and school ID and get class cards.
4.2 Data Capture
Manual enrolment system Data Entry Registration Form Field Name Student No.
Registration Date Surname First Name Course Year Student Category Subject Code
Subject Title Units Section Time Days Room Fees Assessment of Fees Schedule of
Payments Total Lab Units Total Units Field Type String Date/Time String String
String String Boolean String String Integer String Date/Time Date/Time String
Boolean Real Date/Time Integer Integer
Advising Slip
Semester School Year Last Name First Name Middle Initial Course Student Category
Subject Code Subject Title Units Section Total Units Total Lab Units Date
String Date/Time String String String String Boolean String String Integer String
Integer Integer Date/Time
Assessment Slip
Student Name Course Code Year Level Section Student No. Total Assessment
Adjustment Less
String String String String String Integer Integer Integer

Less Credit Balance Balance Due for Total Due Others
Integer Integer Date/Time Integer Integer
Official Receipt
OR No. Date Name Amount Purpose Payment type Total Amount Bank No. Check No.
String Date/Time String Double String Boolean Double String String

4.3 Input
Name of Document Prepared by Number of Copies Purpose
Registration Form Student 3 To provide information regarding the schedule,

subjects taken, payment scheme, and initial assessment of fees.
Recipient
Registrar
Name of Document Prepared by Number of Copies Frequency of Distribution Purpose
Copy of Official Receipt Cashier 1 Upon enrollment and before the major exam
Serves as the official receipt for every transaction that the student has
processed.
Source Document Control Procedure Recipient
Assessment Slip OR number Accounting

Advising Form Student 3 As needed For adding or dropping a subject
4.4 Processes
4.4.1 Verifying and Adding New Student Record BEGIN IF Application Requirements
are valid THEN add New Student Record END IF END
4.4.2 Verify and Update Old Student Record BEGIN IF old student THEN update
Student Information IF Student Information is updated THEN verify the Student
Information END IF END IF END
4.4.3 Securing Advising Slip BEGIN Secure Advising Slip from the Registrar IF
Advising Slip is filled up THEN submit it to the Registrar. END IF END
4.4.4 Filling Up Registration Form BEGIN Obtain Registration Form from Registrar
DO fill up the Registration Form THEN copy the schedule of classes from the
bulletin board END DO END
4.4.5 Securing Assessment Slip BEGIN IF Registration Form is accomplished THEN

secure Assessment Slip from Registrar END IF END
4.4.6 Pay Fees BEGIN IF Assessment Slip is secured THEN pay due fees at the
cashier END IF END
4.4.7 Validation of Registration Form and ID BEGIN Validate the Registration Form
IF Registration Form is valid THEN validate ID END IF. END
4.4.8 Issuance of Class Cards BEGIN IF Registration Form and ID is valid THEN
Issue Class Cards to student END IF END
4.4.9 Generation of Reports BEGIN Generate Student Master List END
4.5 Files Name of File Data Needed Certificate of Registration Student No.
Registration Date Surname First Name Course Year Student Category Subject Code
Subject Title Units Section Time Days Room
Fees Assessment of Fees Schedule of Payments Total Lab Units Total Units
Name of File Data Needed
Student Record Surname First Name Middle Name Birthdate Birthplace Nationality
Status Religion City Address Telephone No. Provincial Address Father’s Name
Occupation Mother’s name Occupation Address
Telephone No.
4.6 Output
Assessment Slip Cashier 1 During enrollment and before major exams Indicates the
balance that the student must pay the cashier. If the balance is not paid on or
before the date due, the student would not be able to enroll or take major exams.
Recipient
Student
Name of Document Prepared by Number of Copies Frequency of Distribution
Official Receipt Cashier 2 Whenever the student makes a transaction at the cashier
Purpose
Serves as the official receipt for every transaction that the student has
processed.
Source Document Control Procedure
Assessment Slip OR number

Recipient
Student
Certificate of Registration Student 3 After the student finishes the enrollment

process To provide information regarding the schedule, subjects taken, payment
scheme, and initial assessment of fees.
Control Procedure Recipient
Registration Form Student

4.7 Data Flow Diagram 4.7.1 Context Diagram
Figure 4.7.1 Context Diagram of the Existing System
4.7.2 Level 0 Diagram
Figure 4.7.2 Level 0 of the Existing System

4.8 Problem Areas
The Cavite Maritime Institute used a manual system for their enrollment. There are
some activities in the current system that imposes possible problems for CMI. The
school uses a system that involves the manual processing in storing information
about the students. It has been used ever since the school has been established.
The other problems present are the large records that the Registrar’s office has
to handle; the bulkiness of records may lead to redundancy of information and
time-consuming situations. There is also a problem in manpower in the Accounting
Department. The students are obligated to wait in line just to finish their
transaction in the said department. Redundancy occurs when the students fill up
forms and some or most of the forms ask for the same information. The storage of
the form in file cabinets consumes too much space, spaces that might have been
used for important things. As the population of the students grows, more spaces
would be needed for another filing cabinet or storage for the forms that the
students are asked to fill up during enrollment. The other problem involves the
difficulty when it comes to generating the student master list. The school does
not have an accurate student master list and the verification of the enrolled
students also imposes a problem since the required information depends only on the
forms that the student has filled up which might be inaccurate also.
The Assessment of Fee is also a problem because the student would only find out
the fees that he/she is required to pay on the day of the registration only. The
complete breakdown of the fees would be questionable on the part of the school
also if the assessment is not accurately done.
CHAPTER 5 THE PROPOSED SYSTEM
5.1 System Overview
The proposed enhancement of the existing Enrollment System for Cavite Maritime
Institute is going to be an Online Enrollment System.
The proposed system will decrease the number of manpower, space, and time needed
for enrollment. The system will not only give the school the benefit of being able
to cut down the money and time spent for the enrollment, but also the ability to
be available globally via the internet. The web application enables a certain
business to extend its reach in the global market with a reasonable cost. It also
includes the online processing of transactions needed for the business.
The proposed system enables the students to have an access to the enrollment
system in their own homes or wherever the internet is available.
The proposed system facilitates in keeping track of the records, transactions, and
other activities of the students regarding the enrollment. The system generated
reports needed by the faculty and the students—like the Official Receipt,
Certificate of Registration, and the Student Master List.
The Student Information Sheet, Registration Form, Advising Slip, and Assessment
Slip are going to be available online where it could be submitted in the same
manner. The payment of the fees due to the student could be paid online or cash.
Once the transactions are validated and completed, the student will be given the
Registration also printable via the internet but should be sealed by the Registrar
to be considered valid, personal copy of the Official Receipt, and ID. The
instructors or faculty members would also be given the copy of the Class List for
the class or subjects that an instructor is going to handle.
5.2 System Objectives
5.2.1
To speed up monitoring of student records and transaction. Improve the file

management of Registrar’s Office for the easy retrieval of the student records.
5.2.2
5.2.3
Improved enrollment procedures that will decrease working time.
5.2.4
Decreased data redundancy.

5.3 Scope
5.3.1
Online enrollment system will have a database that contains the student’s personal
data and other information needed for enrollment.
5.3.2
The system will also have a database that contains the amount of tuition fee per
semester, the breakdown of assessment, payment basis if fully paid and
installment.
5.3.3
Log in name and password is provided as security of the system so that only the
authorized personnel can access the system.
5.3.4
The system will provide reports such as class list and dropped students.
5.3.5
List of statistic for every school year and statistic of students in every section
and year level.
5.3.6
Automation of the computation of tuition fee, discount for varsity and balances
with its due date.
5.3.7
Can print the registration form that contains the student information and their
corresponding tuition fees.
5.3.8
The system will monitor the allowable number of students in a section (35).
5.3.9
File maintenance if the registrars want to add another section in a level and
another course.
5.3.10 The systems update the tuition fee change in computation.
5.4 System Justification
There is a need for an online system because as an educational establishment, the

people who are inclined to the nautical, maritime, or seafaring field need to know
which can provide the services needed and which is closer to where the students
live since these are one of the things that a student might want to consider when
it comes to the selection of a university or college that would suit the students
needs.
The online enrolment system compensates the flaws of the manual enrolment and the
lack of manpower. The system would also boost the competency of CMI by being
available worldwide through the Internet.
The online enrolment system will help organize the flow of the enrollment system
and become more accurate and solve the problem of data redundancy in the student
records. The study will ease the work and functions of the management and the
students.
CHAPTER 6 DESIGN OF THE PROPOSED SYSTEM
6.1 Input
Pre-Registration Form Student 1 As Needed To provide information regarding the
schedule, subjects taken, payment scheme, and initial assessment of fees.
Recipient Registrar
6.2 Processes
6.1.1 Generating Advising Slip

BEGIN Get Status from Student IF Student is New Student THEN Get available
subjects from Subject Schedule ELSE IF Student is Old Student THEN Check grade IF
Subject Prerequisite is passed THEN Student can enroll subject ELSE Student cannot
enroll the subject END IF
END IF END
6.1.2 Generating Assessment Slip

BEGIN Get reserved subjects of the Student from Advising Slip Assess Tuition Fee
Equals assessed amount Store assessed Tuition Fee to Student Record Send assessed
Tuition Fee to Payment END
6.1.3 Payment of Tuition Fee

BEGIN Get assessed Tuition Fee from Student Assessment Get Payment from Student
Check amount of Payment IF Student paid 40% or higher THEN Student is Enrolled
ELSE Student is not Enrolled END IF Store Student Payment to Student Record END
6.1.4 Generating Reports
BEGIN Get payment from Student Payment Produce Official Receipt to Student Get
total number of Enrolled students from Student Record Get class list from Class
List Get courses offered from Courses IF Instructor teaches the subject THEN Get
schedule and class list from Class List END IF Produce Registration Form END
6.3 Files
Name of File Data Needed Student Record Student ID Year Admitted Enrollee number
Name First name Last name Middle Initial Nationality Section ID Sex
Civil Status Birthday Age Student Type Name of Guardian Address Telephone Number
Grades Student ID Subject ID Final Grade Equivalent Grade Status
Section Section ID Year Level Course ID Section Capacity Section Adviser

Subject Schedule Prof ID Schedule ID Time Time To Time From Slot Subject ID Day
Room
6.4 Output
Name of Document Prepared by Number of Copies Frequency of Distribution Official
Receipt Cashier 1 Whenever the student makes a transaction at the cashier or
online payment system Purpose Serves as the official receipt for every transaction
that the student has processed. Source Document Control Procedure Recipient
Assessment Slip OR number Student
Name of Document Prepared by

Number of Copies Frequency of Distribution Purpose
1 After the student finishes the enrollment process To provide information

regarding the schedule, subjects taken, payment scheme, and initial assessment of
fees.
Student Number Student
Class List System 1 per Faculty member Whenever the semester is about to start To
provide information regarding the schedule, subjects taught, and members of the
class that an instructor would handle.

CHAPTER 7 IMPLEMENTATION
7.1 Resource Requirements 7.1.1 Software Requirements
7.1.1.1 Software Requirements for the Development and Maintenance Team    

  Visual Web Developer Express Edition 2005 IIS 5.1 (Internet Information
Services) .NET Framework 3.0 or higher SQL Server 2005 Device Emulator 10 / Active
Sync 4.1 Microsoft Windows 2000 with Service Pack 4, Microsoft Windows XP
Professional Edition with Service Pack 2, or Microsoft Windows Server TM 2003
7.1.1.2 Software Requirements for the Users/Client    Microsoft Windows 98 or

higher Internet Explorer 5.0 or higher Internet Connection
7.1.2 Hardware Requirements
7.1.2.1 Hardware Requirements for the Development and Maintenance Team    

 Pentium Processor 600 MHz minimum (1 GHz recommended) 192 MB of RAM minimum (256
MB recommended) Up to 1.3 GB of Hard Disk space may be needed CD-ROM Drive Screen
Resolution 800x600 with 256 colors minimum (recommended 1024x768 in 16-bit high
color)  Printer
7.1.2.2 Hardware Requirements for the User/Client   PC with Pentium III or 500
MHz with 32-bit RAM or higher Internet Connection
7.1.3 Human Resource Requirements The people involved in the development and
maintenance of the system are the following:
7.1.3.1 System Administrator
The system administrator maintains and operates the computer system and/or
network. The system administrator is usually in charge with the installation,
support,
and maintenance of servers or other computer systems. He is also in charge with
the plan and response to service outages and other problems.
The systems administrator could also do scripting or light programming, project

management for systems-related projects, supervising or training computer
operators, and being the consultant for computer problems beyond the knowledge of
other staffs in the Information Technology Department.
The system administrator must have pertinent knowledge on network and database
administration.
7.1.3.2 Systems Programmer
The systems programmer is responsible for the efficient performance of the

computer systems that are being used for the enrollment system. The systems
programmer would not always write or create programs for CMI; programmers would
also perform other tasks such as act as technical advisors to other operations
personnel, continuously look for further improvements in the system if there could
still be any, and recommend conversion if possible in order to optimize the
performance of the system.
The systems programmer must have the knowledge on ASP.Net and SQL server. The
systems programmer must also be proficient in Microsoft Visual Web Developer or
the Microsoft Visual Studio. Since there would also be a need to improve the
interface of the system, the programmer is also expected to be proficient in
Macromedia Dreamweaver, Fireworks, and Flash—or any software that have the same
purpose like Adobe Photoshop or SWiSHmax.
7.1.3.3 Trainers
The system trainers would be the one to educate or teach the users (IT Personnel,
Administration, and Students) on how to use the system properly. The trainers
could be one of the IT personnel of CMI that has the skills to efficiently relay
the instructions needed by the users and future users of the system. Ideally, the
programmers are the trainers of the users of the system because of the pertinent
knowledge of the system.
7.1.3.4 User
The users are those who will get the first hand encounter with the Online
Enrollment System. The users should be trained on how to use the system and how to
access it. The users should also be informed of the different access levels that
are present in the proposed system. The users are expected to be computer literate
especially internet-wise.
7.2 Installation Plans 7.2.1 System Installation
Since the proposed study is not a system that needs to be installed in order to be
used, the proponents explain here how the website shall be used. First the team
responsible for developing the system should contact the Registrar or IT Personnel
of the school to coordinate how to implement and where in the school should the
system be implemented. Then the proponents will coordinate with the school’s
administrative authorities to inform the school of how the system will work and
how it can be accessed.
Since this will be the first time that the school will implement the website, it
will take a bit more time since the school will still be publishing the system in
order for it to be implemented.
The installation shall be done after all tests and trainings have been carried
out.
ACTIVITY Installation of Database Installation of Microsoft Visual Web Developer
PERSON – IN – CHARGE Mariel Bacala Esmeralda Reaño
DATE 3rd week of August 3rd week of August
Table 7.2.1 Installation Plans

7.2.2 Training Plans Two types of people will use the system: users and operator.
The training of the users is based primarily on major system functions and the
users’ need to access them. The users will be trained on the record management
functions such as creating and retrieving records, changing and deleting entries,
and so on. In addition to the training, the users must also navigate through the
records to access particular ones. Since there are different levels in accessing
the website such as the administrator, student, and anonymous browsing, the users
will need to learn special protection functions. The user training would also be
equipped with the knowledge on sorting a set of records without knowledge whether
the sort is a Shell sort, a Bubble sort, or a Quicksort.
The operator training on the other hand includes sorting. The operators are going
to be familiarized with the system’s support functions. The operator training will
basically address how the system works rather than what the system does. The
operators are in-charge of granting user access and file access, performing
backups, and recovering damaged files.
Training to learn ASP.Net or the Microsoft Visual Web Developer Express Edition
and SQL Server will take approximately 40 hours or 5 days. This training period is
divided into two sessions. The first half is dedicated for the Visual Web
Developer Express Edition Training and the other half is for the training for SQL
Server.
ACTIVITY Familiarization with the Proposed System File Security & Maintenance
PERSON – IN – CHARGE Esmeralda Reaño Mariel Bacala
TRAINEE Registrar and Programmer Administrator and Programmer
DATE 3rd week of August 3rd week of August
Table 7.2.2 Training Plans
7.2.3 Conversion Plans The proponents would suggest a Parallel Conversion where
the computerized system will run simultaneously with the manual one for a specific
period of time.
After the parallel conversion, the system will then be subjected to performance
evaluation from the people who have used the system. With the parallel conversion,
the users will gradually be able to get accustomed to the new system but continue
to use the old one. The gradual transition allows users to compare and contrast
the new system with the old. It also allows skeptical users to build their
confidence in the new system by comparing the results obtained with both and
verifying that the new system is just as effective and efficient as the old.
7.2.4 Testing
A test plan documents the strategy that will be used to verify and ensure that a
hardware product or system meets its design specifications and other requirements.
The system takes all of the integrated software components that have successfully
passed integration testing and also the software system itself integrated with any
applicable hardware system/s. The purpose of integration testing is to detect any
inconsistencies between the software units that are integrated together.
There would also be an imitation of the black box testing where the tester or test
designer selects valid and invalid input and determines the correct output without
further knowledge of the test object’s internal structure. The black box takes an
external perspective of the test object to derive test cases.
The black box testing is applicable to all levels of software testing: unit,
integration, functional testing, system, and acceptance.
The proponents would also use the required 50 test data or subjects and once the
results have proven satisfactory, the use of live data or the data that have been
processed through the existing system. The full systems testing with live data
allows an accurate comparison of the new systems output with what is known to be
correctly processed output, as well as a good feel for how actual data will be
handled.
During the tests, the proponents use a different database that would act as how
the real database would be processing the data or records in the system.
CHAPTER 8 CONCLUSION AND RECOMMENDATION
8.1 Conclusion
By gathering sufficient information through research, interview, and company

visitation, the proponents were able to develop a system that would help Cavite
Maritime Institute for the enrollment process. The system also eased CMI from the
risks and errors that are involved with the company’s existing system. The
development of an online enrollment system requires an understanding and an
analysis of the existing system of the problems, requirements, and specifications
that the company laid out. It also required ample amount of preparation that
involves conducting interviews and company visits, obtaining necessary information
through research, and coming up with a resolution for the requirements of the
company.
The proposed system includes the transactions done in the Accounting Office and
the Registrar’s Office, namely: payment and assessment of fees, class scheduling,
automated subject advising, adding/dropping, and selection of subject/schedule of
the students.
8.2 Recommendation
The proponents recommend a further study about the enrolment systems and other
information systems that are available today in order to gain more information as
to which approach to use in the systems development. The proponents’ proposed
system can be improved further when it comes to the features of the system that
involves the handling of monetary transactions and as well as other activities in
the enrollment process of CMI.
APPENDIX A
Cavite Maritime Institute Online Enrolment System
Context Diagram of the Proposed System

APPENDIX B
Level 0 Diagram of the Proposed System

APPENDIX C
Entity Relationship Diagram

APPENDIX D
Entity Relationship Diagram Attributes
Attribute of College
Attribute of Course
Attributes of Curriculum
Attributes of Day
Attributes of Faculty
Attributes of Faculty Subject

Attribute of Maximum Number of Students
Attribute of Religion
Attribute of Room
Attribute of Schedule
Attribute of Student Grades
Attribute of Student
Attribute of Subject
Attribute of Time
APPENDIX E
Screen shot
Homepage
Selected Bibliography Online References http://campustechnology.com/articles/47607
http://en.wikipedia.org/wiki/Application_software
http://en.wikipedia.org/wiki/Asp.net http://en.wikipedia.org/wiki/Computer-
aided_software_engineering http://en.wikipedia.org/wiki/Database
http://en.wikipedia.org/wiki/Database_management_system
http://en.wikipedia.org/wiki/Functional_specification
http://en.wikipedia.org/wiki/Incremental_development
http://en.wikipedia.org/wiki/Internet
http://en.wikipedia.org/wiki/Management_information_systems
http://en.wikipedia.org/wiki/Paper_prototyping
http://en.wikipedia.org/wiki/Requirements_analysis
http://en.wikipedia.org/wiki/Software_architecture
http://en.wikipedia.org/wiki/Software_prototyping#Throwaway_prototyping
http://en.wikipedia.org/wiki/Spiral_model
http://en.wikipedia.org/wiki/Systems_Development_Life_Cycle
http://en.wikipedia.org/wiki/User_interface
http://en.wikipedia.org/wiki/Virtual_office
http://en.wikipedia.org/wiki/Visual_Basic
http://en.wikipedia.org/wiki/Waterfall_model
http://en.wikipedia.org/wiki/Web_application http://hoohoo.ncsa.uiuc.edu/cgi/
http://ivhs.org/ http://msdn2.microsoft.com/en-us/library/ms950408.aspx
http://portal .acm.org/citation.cfm?id=1181300
http://scitec.uwichill.edu.bb/cmp/online/cs22l/spiralmodel.htm
http://ww.doir.wa.gov.au http://www.webopedia.com/TERM/B/Black_Box_Testing.html
http://www.sai.cmu.edu/legacy/case/case_whatis.html
http://www.selectbs.com/adt/analysis-and-design/what-is-the-spiral-model
http://www.sqlwizard.com/ewizard_testimonial.html http://www.ssu.edu.ph
http://www.uno-r.edu.ph http://ycmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm
Textbooks
Calinisan, Jan Alexie O. and Llorente, Daniel Reuel A. Prototype of a Web-based

Enrollment System. 2000 Delgado, Marlon A. and Ocampo, Lawrence V. De La Salle
University-Dasmariñas Class Scheduling System. March 2000 Hoffer, Jeffrey A.,
Prescott, Mary B., and McFadden, Fred R. Modern Database Management 6th Edition.
Prentice Hall. 2002 Kendall, Kenneth E. and Kendall, Julie E. Systems Analysis and
Design 5th Edition. Prentice Hall. 2002 Pascual, Robert John G. and Riceo, Vincent
Joel T. Web-based Enrollment System for Veritas Parochial School. 2001 Pfleeger,
Shari Lawrence. Software Engineering: Theory and Practice International Edition.
Prentice Hall International, Inc. 1999 Reaño, Esmeralda, Billones, Luz Kristine,
and Bacala, Mariel. Computerized Inventory with Acquisition Monitoring System.
2007
CURRICULUM VITAE
MARIEL N. BACALA
77 Don Placido Campos Avenue, San Agustin 3, Dasmariñas, Cavite (Philippines)
fqiry_1808@yahoo.com
PERSONAL INFORMATION      AGE: DATE OF BIRTH: CIVIL STATUS: NATIONALITY:

PLACE OF BIRTH: 21 March 20, 1988 Single Filipino Dasmariñas, Cavite
EDUCATIONAL BACKGROUND 2005-2009 De La Salle University-Dasmariñas

Dasmariñas,Cavite Bachelor of Science in Information Technology Vel Maris School
Km. 30 Aguinaldo Hi-way, Dasmariñas, Cavite Jabez Christian School Bulihan, Pala-
pala, Dasmariñas, Cavite
2001-2005
1995-2001
CURRICULUM VITAE
ESMERALDA L. REAÑO
Blk 30 Lot 42&43 Golden City Subd., Canlalay, Biñan, Laguna (Philippines)
emeraldreano@gmail.com
PERSONAL INFORMATION           AGE: DATE OF BIRTH: CIVIL STATUS:

PLACE OF BIRTH: HEIGHT: WEIGHT: SEX: RELIGION: NATIONALITY: LANGUANGE SPOKEN: 21
June 25, 1988 Single Alabang, Muntinlupa City 162 cm 128 lbs. Female Roman
Catholic Filipino Filipino, English
EDUCATIONAL BACKGROUND 2005-2009 De La Salle University-Dasmariñas

Dasmariñas,Cavite Bachelor of Science in Information Technology ST. SCHOLASTICA’S
COLLEGE - WESTGROVE Silang, Cavite ALPHA ANGELICUM ACADEMY Golden Meadows Subd.
San Antonio, Biñan, Laguna
2001-2005
1997-2001

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ONLINE ENROLLMENT SYSTEM FOR CAVITE MARITIME INSTITUTE DASMARIÑAS, CAVITE

A Special Problem Presented to The Computer Studies Department College of Science

In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science

By: Bacala, Mariel Reaño, Esmeralda

Mr. Paulino Gatpandan May 2009

Acknowledgement Abstract List of Appendices Appendix A: Context Diagram of the

1.1 Background of the Study

Though many variations are possible, a web application is commonly structured as a

Vocational/Technological Courses, in accordance with TESDA TVET Regulations.

Provision of Maritime Training and Assessment Services, especially in Basic

Other course offerings such BS Customs Administration, BS Business Administration

1.3 Statement of the Objective

1.3.2.1 To understand the current system through interviews and observations.

1.3.2.3 To develop a prototype of the proposed system containing key requirements

1.4 Significance of the Study

The proposed system aimed to benefit the following:

Developing an online system is difficult to do because there will be series of

Paper prototyping is a widely used method in the user-centered design process, a

Figure 1.6 Spiral Model

Activities and steps of the spiral model:

The software architecture of a program or computing system is the structure or

Software design is a process of problem-solving and planning for a software

The proponents considered different aspects in the design of the enrollment

Implementation is the process of writing, testing, debugging/troubleshooting, and

Software testing is an empirical investigation conducted to provide the company

Software maintenance is the modification of a software product after delivery to

ACM Portal http://portal.acm.org/citation.cfm?id=1181300

Online Enrollment for ECU http://www.doir.wa.gov.au

According to the coordinator of Admission Support, Kerian Greenaway, the system

ECU also previously faced difficulties with managing student enrolment

Similarly, re-enrolment required students to travel to the University and queue

For further enhancement of the site, an on-line payment or e-commerce is highly

AIMS have greatly improved the school’s information technology infrastructure.

Dry-run of Automated Enrollment System http://www.ssu.edu.ph

Far Eastern University Enrollment System

3.1 Statement of Assumptions

3.2.1 Definition of terms

ASP.NET is a web application framework marketed by Microsoft that programmers can

Client/Server Databases http://ycmi.med.yale.edu/nadkarni/db_course/CS_Cont.htm

The essence of client-server computing is that two kinds of processes (units of

A repository is a knowledge base of information about the facts that an enterprise

Database Management System is computer software designed for the purpose of

Database is a structured collection of related records or data that is stored in a

Application Software http://en.wikipedia.org/wiki/Application_software

Application is a subclass of computer software that employs the capabilities of a

User Interface is the aggregate of means by which people—the users—interact with

Data Administration is a high-level function that is responsible for the overall

Internet is worldwide, publicly accessible series of interconnected computer

Since the proposed system is on a web-based environment, it would need the

The Common Gateway Interface (CGI) is a standard for interfacing external

CGI would be used by the proponents to develop an interface for external

Data Flow Diagram is a diagrammatic representation of the information flows within

Database Normalization is a technique for designing relational database tables to

Entity Relationship Diagram is the end-product of the Entity Relationship Model

Prototyping Pfleeger, Shari Lawrence.1999

Software prototyping is the process of creating an incomplete model of the future

Management Information Systems (MIS) Kendall, Kenneth E. and Kendall, Julie

Management Information Systems is a discipline covering the application of people,

Web Applications http://java.sun.com/j2ee/1.4/docs/tutorial/doc/WebApp.html

A web application is a dynamic extension of a web or application server.

Benefits to mounting on application on the web:  An increasing awareness of the

Virtual Office http://en.wikipedia.org/wiki/Virtual_office