Current Enrollment System Flowchart

Begin

Approach Enrollment Committee

New Freshmen?

Yes

No

Yes Transferees?

No Yes Drop-out?

No Yes Repeaters?

No Yes Old students?

No

End

Current Flowchart of Enrollment Process

Student Dept. Heads Guidance Counselor Class Adviser Administrator Registrar

Acquires Student Registration Form

Receives student registration form(new freshmen, transferees and drop-out)/Form 138(Old students and Repeaters)

Provides examination for first year

Receives student section lists

Receives Reports/ student records

Registration Form

Registration form/ Requirements/ Form 138

Obtain form 138 of transferee, old student, drop-out and repeaters.

Lists of students sections

Lists of students records/reports

Fill-up Registration form(new freshmen, transferee and drop-out)

Assures the forms/ requirements if complete

Organized section of new freshmen based on examination result and the general average of transferee, old student. Drop-out/ repeaters.

Encode designate class lists for another copy

Encode/tally the total numbers enrolled

Provide copy of reports

Submit registration form(new freshmen, transferees, dropout)/ Form 138(old student and repeaters)

No Complete? Encode lists of sections Formulate report in different categories Compile all the student files/ records and reports.

Yes

Return Registration Form(new freshmen, transferees, dropout)

Section lists

Provide copy of reports

Chooses electives

Give advice for repeaters and drop-out students.

Submit reports to principal

Receives subject lists

Held orientation

Receives student manual(for new freshmen, transferees and drop-out)

C
This figure shows the process flow of the current enrollment system which starting to new freshmen, transferees, drop-out, old students and repeaters. The flows divided into designated personnel with their corresponding task/ responsibilities.

Current Data Flow Diagram

Guidance counselors Administrator Examination result Student form 138/new freshmen info Principal Final Report

All class lists

Class lists Registration Form/requirements Class Adviser Manual Enrollment System 0 Subject lists/ student manual Student

Reports Reports/ requirements/all student records Registrar Student records

Requirements /policies

Enrollment Committees

Context Diagram Context diagram shows the current flow of the data. The illustration defines the data that will receives and retrieve s. From the figure above, there are six sources such as the ENROLLMENT COMMITTEE, STUDENTS, GUIDANCE COUNSELORS, REGISTRAR, ADMINISTRATOR and the CLASS ADVISER including the PRINCIPAL who will receives the whole report. As you can see, Enrollment process is at the center of the diagram where ENROLLMENT COMMITTEES provide policies and needed requirements for the STUDENTS, filled up the registration form. GUIDANCE COUNSELORS organized the examination and average for sectioning and receives by CLASS ADVISER. ADMINISTRATOR is responsible for the school reports and REGISTRAR for compilation. PRINCIPAL receives the whole report.

Administrator

Results Population lists

Formulates reports 7.0

Reports/All student data

Registrar student data

Examination results/ Obtains average ranking. Examination results / Organizes average sections 4.0 Total class lists 5.0

Examination Paper/Form 138

Whole Reports

Students file

Guidance counselors

Filing cabinet

New Freshmen student lists Class lists by sections

Encodes class lists 6.0 Class lists

Enrollment committee

Organizes student info 3.0 Principal Lists of Records confirmed Students lists Records

Students

Class Adviser

Requirements

Fills up registration form 1.0

Student records/ info

Records student info 2.0

Level-0 Diagram Data being modeled from the above figure of level-0 diagrams are the following. 1. ENROLLMENT COMMITTEE provides policies/ and needed requirements for the students. 2. STUDENTS fills up registration form then submits requirements to ENROLLMENT COMMITTEE. 3. ENROLLMENT COMMITTEE records and organizes students information. 4. GUIDANCE COUNSELORS acquires STUDENT average for old students and Examination Result for first year student for sectioning. 5. CLASS ADVISERS receive class sections. 6. ADMINISTRATOR formulates reports. 7. REGISTRAR compiles all student files and records. 8. PRINCIPAL receives the whole reports.

Students file/ reports

Principal

Examination result/ Average ranking Whole Reports Formulates report 5.6 Reports

Selects sections based on score/ average 5.1

Lists No. of population Registrar Administrator Total class lists

Lists of students in cream of the craft sections Class adviser Designates list of name from section 1 to 2 5.2

Designates list of name from section 3 -10 5.3 Sections lists

Designated class lists Class lists/ classrooms Encodes Student name lists 5.5

Assigns Classroom by each sections 5.4

Level-1 diagram of process 5.0 This figure shows the level 1 diagram of process 5.0 where during organizing sections by the guidance counselors. The result / average ranking is the basis for sectioning in which highest are belong in the cream of the craft section from 1 and 2 then 3-5 for the middle class and 6-10 for the last class sections. A class list by sections receives by the designated advisers and assigned classroom each corresponding class.

Reports File Total population lists Provides copy for total no of populations 7.1

Separate copy of population by gender Whole Reports

Principal

Formulate separate report 7.2

List of sections information

Formulate report by age 7.4

Formulate Report by year level 7.3

Level-1 diagram of process 7.0

This figure shows the level-1 diagram of process 7.0 where the Administrator comes up to formulate a report within the total population enrolled in school. It will be done separately by year level and by age.

Current Entity Relationship Diagram

STUDENTS CLASS ADVISERS PK Stud_no. Stud_FName Stud_MName Stud_LName Stud_Address Stud_Gender Stud_Religion Stud_Age Stud_Bday Stud_ContactNo. Stud_MotherName Stud _FatherName Stud_School LastAttended PK Adviser_ID Adviser_Fname Adviser_Mname Adviser_Lname Adviser_Subject Adviser_RoomNo. Adviser_BuildingNo. Adviser_ClassSchedule Adviser_SectionName Stud_no. GuideCoun_ID

Teaches by/ teaches

Organizes/ their/ section of/by Compiles their/ info of/by

Acquires section for/to

Enrolls/ Enrolls By

GUIDANCE COUNSELOR PK REGISTRAR GuideCoun_ID GuideCoun_Fname GuideCoun_Mname GuideCoun_Lname Stud_no. ENRLNTCOM_ID

PK

Registrar_ID Registrar_Fname Registrar_MName Registrar_LName Stud_no.

ENROLLMENT COMMITTEE

PK

Acquires student info by/ for

ENRLNTCOM_ID ENRLNTCOM_Fname ENRLNTCOM_Mname ENRLNTCOM_Lname ENRLNTCOM_Yearlevel Stud_no. Registrar_ID

Acquires form 138/new freshmen lists for/to Acquires section for/to

ADMINISTRATOR

PRINCIPAL

PK

PK

Principal_Signature Principal_Fname Principal_Mname Principal_LName Administrator_ID

Administrator_ID Administrator_Fname Administrator_Mname AdministratorM_Lname GuideCoun_ID

Acquires reports info for by

This figure shows the entity relationship diagram of the source. This is connected with each other. It defines here the relationships which are incorporated into the data storage (Filing Cabinet).

Proposed Enrollment System Flowchart

Begin

Approach Enrollment Committee

New Freshmen?

Yes

No

Yes Transferees?

No Yes Drop-out?

No Yes Repeaters?

No Yes Old students?

No

End

Proposed Enrollment System

Student Dep Heads
Receives student registration form(Transferees, New freshmen and Drop-outs)/ Form 138(Old student and repeaters)

Guidance Counselors

Class Advisers

Administrator

Registrar

Acquires student registration

Retrieves student information of new freshmen and acquires Form 138

Receives sections/ class lists A

Retrieves students data

Registration Form Registration Form/ Form 138

Provides Examination

Students class lists

Retrieves student data class lists

Fills -up registration Form

Store Student data Assures the forms/ requirements if complete Encodes Score and average to the computer Formulate reports in different categories generated by the computer

Submits Registration Form(New Freshmen, Transferee and Dropout)/Form 138(Old student and repeaters)

Complete? No Yes

Prints sections/ class lists

Submits Reports to Principal

Prints reports Returns Registration Form(New Freshmen, Transferees, Dropout)/Form 138(Old student and Repeaters) Encodes student info to computer Sections/Class lists

Gives advice(Drop outs and Repeaters) Chooses electives

Students database

Held Orientation Receives Subjects lists B

Receives Student Manual(for New Freshmen, Transferee and Drop-out)

C
This figure shows the process flow of the proposed enrollment system which starting to new freshmen, transferees, drop-out, old students and repeaters. The flows divided into designated personnel with their corresponding task/ responsibilities. The Highlighted parts are the process that will be computerized.

Proposed Data Flow Diagram

Guidance counselors Administrator Examination result/Class list/ Sections Student form 138/new freshmen info Principal Final Report

All class lists

Class lists Registration Form/requirements Class Adviser Proposed Enrollment System 0 Subject lists/ student manual Student

Reports Reports/ requirements/all student records Registrar Student records

Requirements /policies

Enrollment Committees

Context Diagram Context diagram shows the proposed flow of the data. The illustration defines the data that will receive and retrieves from the computer. From the figure above, there are six sources such as the ENROLLMENT COMMITTEE, STUDENTS, GUIDANCE COUNSELORS, REGISTRAR, ADMINISTRATOR and the CLASS ADVISER including the PRINCIPAL who will receives the whole report. As you can see, Enrollment process is at the center of the diagram where ENROLLMENT COMMITTEES provide policies and needed requirements for the STUDENTS, filled up the registration form that after encodes to the computer. GUIDANCE COUNSELORS just retrieves the new student info and average of the old students to organize the examination and average for sectioning and receives by CLASS ADVISER.

ADMINISTRATOR is responsible for the school reports and REGISTRAR for compilation. PRINCIPAL receives the whole report.

Administrator

Results Population lists

Formulates reports 7.0

Reports/All student data

Registrar student data

Whole reports

Examination results/ Retreives average ranking. Examination Total class lists results / Organizes average sections 4.0 5.0

Examination Paper/Form 138

Students file

Guidance counselors Principal New Freshmen student lists

Class lists by sections

Enrollment committee

Sorts student info 3.0

Enrollees

Class Adviser

Lists of Records confirmed

Students lists Records

Requirements

Fills up registration form 1.0

Student records/ info

Record student info 2.0

Level-0 Diagram Data being modeled from the above figure of level-0 diagrams are the following. 1. ENROLLMENT COMMITTEE provides policies/ and needed requirements for the students. 2. A STUDENT fills up registration form then submits requirements to ENROLLMENT COMMITTEE then encodes it to the computer. 3. GUIDANCE COUNSELORS retrieves STUDENT average for old students and Examination Result for first year student for sectioning. 4. CLASS ADVISERS receive class sections. 5. ADMINISTRATOR formulates reports. 6. REGISTRAR retrieves all student files and records and store in database. 7. PRINCIPAL receives the whole reports.

Students file/ reports

Principal

Examination result/ Average ranking Whole Reports Formulates report 5.6 Reports

Selects sections based on score/ average 5.1

Lists No. of population Registrar

Lists of students in cream of the craft sections

Total class lists

Administrator

Designates list of name from section 1 to 2 5.2

Designates list of name from section 3 -10 5.3 Sections lists Assigns Classroom by each sections 5.4

Class adviser

Class lists/ classrooms

Level-1 diagram of process 5.0 This figure shows the level 1 diagram of process 5.0 where during organizing sections by the guidance counselors. The result / average ranking is the basis for sectioning in which highest are belong in the cream of the craft section from 1 and 2 then 3-5 for the middle class and 6-10 for the last class sections. A class list by sections receives by the designated advisers and assigned classroom each corresponding class. The highlighted parts are now the process which will take in computer process.

Reports File Total population lists Retrieves All Students class/ sections lists 7.1

Separate data of population by gender

Principal

Formulate separate report 7.2

List of sections information

Whole reports

Formulate report by age 7.4

Formulate Report by year level 7.3

Level-1 diagram of process 7.0

This figure shows the level-1 diagram of process 7.0 where the Administrator comes up to retrieves all the students section/class lists to the database and formulate a report within the total population enrolled in school. It will be done separately by year level and by age.

Proposed Entity Relationship Diagram

STUDENTS CLASS ADVISERS PK Stud_no. Stud_FName Stud_MName Stud_LName Stud_Address Stud_Gender Stud_Religion Stud_Age Stud_Bday Stud_ContactNo. Stud_MotherName Stud _FatherName Stud_School LastAttended PK Adviser_ID Adviser_Fname Adviser_Mname Adviser_Lname Adviser_Subject Adviser_RoomNo. Adviser_BuildingNo. Adviser_ClassSchedule Adviser_SectionName Stud_no. GuideCoun_ID

Teaches by/ teaches

Organizes/ their/ section of/by Stores their/ info of/by

Acquires section for/to

Enrolls/ Enrolls By

GUIDANCE COUNSELOR PK REGISTRAR GuideCoun_ID GuideCoun_Fname GuideCoun_Mname GuideCoun_Lname GuideCoun_Password Stud_no. ENRLNTCOM_ID

PK

Registrar_ID Registrar_Fname Registrar_MName Registrar_Lname Registrar_Password Stud_no.

ENROLLMENT COMMITTEE

PK

Acquires student info by/ for

ENRLNTCOM_ID ENRLNTCOM_Fname ENRLNTCOM_Mname ENRLNTCOM_Lname ENRLNTCOM_Yearlevel ENRLNTCOM_Password Stud_no. Registrar_ID

Acquires /retrieves form 138/new freshmen lists for/to

Acquires section for/to

ADMINISTRATOR PK PRINCIPAL Administrator_ID Administrator_Fname Administrator_Mname AdministratorM_Lname Administrator_Password GuideCoun_ID

PK

Principal_Signature Principal_Fname Principal_Mname Principal_LName Administrator_ID

Acquires reports info for by

This figure shows the entity relationship diagram of the source. This is connected with each other. It defines here the relationships which are incorporated into the data storage (Data base). The highlighted parts are the process that bridges to computer and the sources.