1

ONLINE ENROLLMENT SYSTEM

A Capstone Project

Presented to the Faculty of the

School of Computer Studies
Arellano University Jose Abad Santos Campus
Pasay City

In Partial Fulfillment
of the Requirements for the Degree
Bachelor of Science in Information Technology

By:
CAMITAN, CAMILLE M.
DECANO, JOHN RAENER O.
GUHIT, JIBB LABIRRO F.
MAIDO, ALLAN C.

October 2015

CHAPTER 1
INTRODUCTION
1.1Project Context
In the existing manual enrollment system is one of the most important
and evident, not only in a university, but also in lower levels of education. An
accurate and efficient enrollment records helps to ensure

good

impression of the institution on possible enrollees encouraging them to

matriculate in the institution. A manual process of enrollment system takes
more time and effort and causes delays of transaction. The unsystematic
procedure of school during enrollment is now dreaded by them. Instead
student enrollees have to stand and wait of finishing it in an hour or two,
sometimes students are made to come back the next day or even after a
week so that they can be officially enrolled. The process would also be
burden for those students and parents who would line-up for hours just to get
enrolled and paid. This problem will be eliminated in this proposed system.
Enrollment system using internet will provide the needs in storing information
in a faster, more convenient way of storing files of the students in a computer
system. It will lessen the effort of faculty and staff in storing files of each
student every now and then. This information here can be viewed just a
second without worrying that a single file is lost.

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1.2 Purpose and Description
The purpose of the study is to improve the registration transaction
between target beneficiaries (Arellano University and student) by means of
Online Enrollment System.
Listed below are the specific purposes of the study:

To develop a portal that will record the student's name, student number

and year level.

To develop a portal that will secure and maintain the integrity data.
To simplifies the task and reduce the paper work.

1.3 Objectives of the Study

General Objective:
To develop an Online Enrollment System in an efficient way to
organize and control school admissions, saving time and money. By
conducting school registration online.
Specifically, the study aims to:
1. Develop Online Enrollment System that has the following features:
a. User Privileges
- The system has 3 users the administration who is
knowledgeable to the system, staff and students.
2. Design System using VB.NET 2008 and Microsoft SQL server 2008.

1.4 Scope and Delimitation

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Scope of the Study
This study aims to develop Online Enrollment System. In this system it
has 2 types of student NEW and OLD. For the New students they need to fill
up the following information needed like personal information and etc. then
after that the system will give them a code via e-mail to verify and get their
student no. and password to start accessing the system. If the students have
already their student no. and password they need to log in to go in the
Student page. Student page contains the courses, curriculum of every
courses and Time and Schedule of every subjects. The Students need to d
Delimitation
The system does not include the payment of tuition fees. It doesnt
support any grading system. Each of the information is stored at the server
where the proposed system will be Online Based.
1.5 Significance of the Study
The proposed Online Enrollment system aims to come up with a less
hassle when it comes to enrolling in Arellano University.
This system will give a high improvement over the automated system.
The students of Arellano University who will enroll online will have a speedy
enrolling and need internet to enroll online. After that, students just need to go
to school to pay the tuition fee instead of falling in line for enrollment.
For the Students. The direct recipients of the output of this research
any improvement of the enrollment system can pave the way of producing
better enrolling system in the university.

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For the Future Researchers. The system will benefit the future
researcher/s as guide or reference in their own efforts at any proposal or
project. The researchers will enhance their analysis, knowledge and technical
skills. They will gain programming knowledge and logical stimulation, knowing
how to eliminate the certain problems of a system. The importance of
conducting this study will be their opportunity to test and prove their skills in
hardware development.
For Administrator. The system administrator seeks to ensure that
the uptime, performance, resources, and security of the computers he or she
manages meet the needs of the users.

CHAPTER 2
REVIEW OF RELATED LITERATURE AND STUDIES

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This chapter includes the research studies cited in books and articles which
are important to the present research. It is composed of both local and foreign
related literature and studies, which information about their search problem.
2.1 Reviewing of Related Foreign Literature
Information System
Information systems are a tool to support information management.
Information systems are increasingly being used in organizations with the
objective of providing competitive advantage. The information systems used
by organization can be grouped into different types such as transaction
processing system, management information system, decision support
system, executive information system, expert systems and office information
system. Information Technology has heralded the advent of the information
society. (Jennifer Rowley, 2005).
Enrollment System
An enrollment system is basically included in one of the classification
of information system that is stated by the author, thus it serves a tool to
support information management with regards to the student data, enrollment
fees information and other with a connection to the enrollment process. Every
school gain competitive advantage of having this system for they will have the
capacity on handling important information at ease and with security. The
iterative implementation approach is a theory that eliminates problems of
using a water fall study. This is invented to avoid a linear and sequential
development of study. The overall functionality of the system is broken down

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into feature sets. These features sets often based upon use cases from the
analysis stage, containing group of individual features that are related,
typically by a functional area (Stephen McHenry, 2010).
LAN Enrollment System
Enrollment system has made huge impact into the school arena. It is a
system that is built on innovative program strategies. It is a system that will
help both the enrollment personnel-in-charge and the students to easily
Process the enrollment at a lesser time. Distinct from traditional enrollment,
LAN enrollment system process large assortment of student records and
provides efficient and consistent information services. (Dunn and Scott,
2005).
Web-based Enrollment System
"The Internet is neither an extraordinary communication tool nor
revolutionary. It simply represents the current stage in the development of
human capabilities through written language, which itself derived from the
spoken form." That statement only shows that advancement in modern
technology is at their highest peak. Nowadays, Web-based applications are
widely used due to their ubiquity.
Web-based enrollment system is currently emerging on markets for they are
offering transaction convenience and service efficiency through the use of
Internet. This system becomes a powerful tool in dealing with information
management regarding enrollment transactions. (Holmes, 2006).
2.2 Reviewing of Related Local Literature

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Importance of Computer Application
Importance of computer application is increasing day by day. In the
latest decades of the Millennium winning organization are those which are
willing to integrate business strategy and computer information technology in
plying their respective trades. The use of computer information technology
results for them to be able to develop products fast and make decisions fast,
ability to have fluid organization structures, able to cope with the demanding
work force and external environment by the rapid development of innovative
Approaches and lastly using information system confirms the companys
mission vision.
Schools use information systems in the way of implementing an
enrolment system. This results for them to attract enrollees and earn an
income. Enrollees are attracted because the use of the said system makes
the transactions faster and easier (Aquino,2005).
Governor Andres Pascual College Enrollment System
A new automated enrollment system was proposed and passed by theadmini
stration just recently. According to the chairperson of the department of inform
ation technology and systems, this enrollment system will push through on
the 1st semester of AY 2009-2010 according to source; the enrollment system
will automatically get the students subject/section for hassle-free enrollment,
this is for student without any pending back subject while for students with
pending

back

subject,

they

still

need

to

meet

their

department

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chairs/coordinator first for the advising of subjects before using the enrollment
system. (Casinillo, 2009).
Rapid Technological Changes
Many countries nowadays, especially the developing nations are
challenged by the rapid technological changes. This has radically changed
the living and working styles of the entire society. This transformation has
been driven partly by rapid technological innovation. While in the 20 th century
saw the rise of the industrial revolution with steam-powered machines
intensifying and expanding human productive power, the 21th century was
characterized by the birth of machine-powered flight and the emergence of
broadcasting and computer technologies the extend the reach of humans
could live and work together (Tinio, 2002).

The Transformation of Manual Enrollment

The transformation of manual enrollment transaction to automate and now
into a web based automation is one example of what has driven partly by the
rapid technological innovation. Any ways just to make work easier and faster
like enrollment transactions is possible with the emergence of computer
technologies. Technology innovation had influenced mans work from data
processing, business transaction, research, planning, monitoring and even in
medical operation on human anatomy are now entrusted to computer

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technology. Web applications are popular due to ubiquity of its applications.
The ability to update and maintain web application without distributing and
installing software on potentially thousands of client computers are key
reasons for its 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 (Bacala &
Reanno, 2009).
2.3 Reviewing of Related Foreign Studies
Enrollment Management System
Southern California Community College Long Beach City College has gone
live with a Cognos-based enrollment management system that was designed
by Irvine, CA-based professional services firm e2e Analytics. 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 spread sheets. 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 (Koft 2007).
Local Area Network Enrollment System
The desire to overcome these problems and difficulties has led the
acceptance of advanced technology. It includes Local Area Network of
computers, CD ROM and powerful processor. These technologies led to the
development of information databases that provides simple and prompt

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retrieval of information through networking, In Local Network Enrollment
System (LANES), the problems on admission and evaluation of academic
records, subject reservation, assessment and payment of fees and issuance
of class cards are besieged. Likewise, searching of records if effective due to
its major key that is being used in retrieval of records.
A Local Area Network Enrollment System (LANES) is a broad system.
It is a combination of different function areas such as databases, searching,
retrieval, and update of student records, checking of student's schedule,
computation of fees. (Dzubeck, Frank, 2003).
NTU Enrollment System
NTUs enrollment system have preset course categorization and a
large interactive calendar for course scheduling courses are categorized into
majors and minors for easy referencing which further structures into year
accordance, such that students can pick from the relevant course pertaining
to their year of studies. Hence, this allows individuals to easily look under the
section for classes that are applicable to their studies. For the course
calendar, it acts similarly to UBCs preview schedule, but students can make
changes directly on the timetable. Also, due to an informative layout, it
provides clear indications of subject eligibility and whether the selected
course fulfills core modules or electives that students need. After studying this
system, the categorization method and manipulative timetable are considered
which can enhance the effectiveness of class registration. The influence of
having explicit category for course search by year and major has lead the

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team to create a system with components, such as the degree already set in
student accounts. The reason is that it enables fast selection where options of
core courses are directly available. In short, the implementations of the two
features will increase efficiency in course search, which improves the speed
of the enrollment process other than using basic search functions, such as
course catalog. (Chingchong, 2012).
Enrollment System for Jones School
A software development and it service firm implemented its catalyst
integrated web platform to provide content management, transaction
processing, marketing, and interactive community function to the two rice
schools. Catalyst deliver on the jones schools two primary criteria for
selecting a web-based platform: simplifying content management; and
enabling user response to information such as event rsvp and course
registration. The content management tools let the jones school staff edit,
update

or

add

to the volume of curriculum and event information without

calling for technical assistance. They simply cut and paste document into the
content management system audit for consistency and publish to the web.
The schools diverse audiences, which include mbas executive mb as,
executive education participants, and alumni, now receives prompt
notification of news and events, and can rsvp for event or register online for
executive education courses. (dibon, 2007).

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2.4 Reviewing of Related Local Studies
Web-based Enrollment System for VPS
A web-based enrollment system for Veritas Parochial School (VPS) in
Manila was developed to help its students enroll in a more efficient way
without the hassles of waiting long hours in filling out 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 its students new options for
enrolling at VPS. By logging on to VPS website, one can register and enroll
subjects for a school year. With these, all the students are required to fill out
certain forms that do not take more than a few minutes to accomplish. The
system stores its records in the school database for future references.
Confirmation of the transaction made by the students need to be verified, the
payment of tuition fees must be made in the school's registrar. The students
may also browse the website of VPS and he can check his current account.
He can also refer to the list of the school current tuition fee rates (Pascual &
Riceo, 2008).
Online Enrollment System
An Online Enrollment System was proposed to replace the manual
enrollment system of Cavite Maritime Institute in order to advance an
organized flow of transaction and an ease of work concerned on how the
manual enrollment performs throughout the institution's operations. the
numerous transactions that the manual system covers, such as updating and

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adding student records, generating the advising and assessment slips.
(Bacal and Reano, 2009).

College Enrollment System

Over two decades, effective enrollment management is going to be
critical to the future of tuition/enrollment-dependent College and universities,
especially in state where the number of high school graduate is expected to
decline by 30-40%.
This paper outline the conceptual framework, design, and implementati
on plan for building decision-support system for enrollment management at
the college level private, comprehensive university. It begins with a brief
overview of the enrollment system. As a concept, the computer-hardware
environment, and the fourth-generation software tools used to implement the
system. (WICHE, 2009).

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2.5 Conceptual model of the Study

Input

Process

Output

Requirements:
Enrollment
Process
Database System

System
Requirements:
Requirements
Analysis

Users:
Admin

Student

Requirements
Description /
Definition

Software:

System Design:

Microsoft Visual
Studio 2008

Data Flow Diagram

MySQL 2008

Pilot Testing

Staff

ONLINE
ENROLLMENT
SYSTEM

System Testing:

Hardware:
Computer
Minimum specs

--------------------------------------------------------------------------FEED BACK
Input, Process, Output (IPO) Diagram

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Chapter 3
Methodology
3.1 Project Plan
The Chapter discusses the various methods and procedures of the
researchers used to develop the proposed system. It also shows the Gantt
Chart of Activities the researchers conducted during the research.
Table 1 Capstone Project Gantt chart
Capstone Project Gantt Chart
Appeals
25-Jul 1-Aug
Title Defense
Changing title
Researching
Information
about chapter
1-3
Chapter 1
Checking
Chapter2
Checking
Chapter 3
Checking
Pre defense
Chapter4
Checking
Chapter5
Checking
Chapter 1-5
Checking
Final Defense

3-14 Aug

14 Aug 18
Sept

Sept

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The Proponents organized a meeting to accomplish the fulfillment of

the project within the semester. The group collaborates and works harder to
see outcomes in limited time. This includes the building of Ideas, interviews,
immersions and numerous consultations to seek desirable output. Chapter 1
to 3 has been done gradually every week, revisions for system matching to
documentation. To sum up, the final defense of the proposed system.
3.2 Research Design
The proponents chose to use the practical/Applied Research method
where is the study aims to solve difficulties or improve prevailing conditions. It
was used to improve and help the current Enrollment System towards
computer age.

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Students

D1

Student files

Registration
1.0

Store Data

Online
Enrollment

3.0
Registration

Data Gathering

2.0

Store Files

Transaction
Files

D2 Transaction
Files
Subject and
Schedule Reports
ADMIN
Or Staff

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Fig.1 DFD (level 0)

3.3 Sources of Data

Primary Sources
The Information provided by the researchers was gathered
through

different

procedures

such

as

interview

and

through

compilation of documents related to the proposed system. The

researchers

should

conduct

an

interview

with

the

School

administration.
Secondary Sources
Based on the compilation of documents collected by the
researcher, Online Enrollment system needed not just in one
University but in other schools and university also.

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3.4 Data Gathering Instruments
The following were used by the researcher in order to obtain the
needed information required in the study.
Library Research
This method was used in collecting of sources of information
and similar resources.
Online Research Method
The researcher research information on the internet and
browsed websites to gather information and ideas on making Online
Enrollment System.
Interview Method
The

researcher

conducted

interview

to

acquire

some

information needed in analyzing and developing the Online Enrollment

System.
3.5 Requirement Gathering and Analysis
First step done by the researchers is the requirements specification
wherein the researchers studied on what requirements are needed in order
for the system to function. It includes planning on what software the
researchers are going to use in order for the system to be develop. The
developer used Microsoft Visual Studio 2008 for the system and Microsoft
SQL Server 2008 for the system database
Design

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The researchers second step is the designing process. The
researchers plan on the design or interface of the system by the time it
will be implemented. The brainstorming done by the researchers come
up with developing the system as Online Based Enrollment System.

Implementing or Coding
The researcher then now proceeds to the implementation or
construction of the system. This phase includes the coding of the
system. The system is currently on its construction process.
Testing
After the code is developed it will be tested against the
requirements to make sure that the product is actually solving the
needs addressed. During this phase unit testing, integration testing,
system testing, acceptance testing will be done.
Deployment
After successful testing the product will be delivered / deployed
to the beneficiary for their use.
Maintenance
Once when the beneficiary starts using the developed system
then the actual problems come up and needs to be solved from time to
time. This process where the care is taken for the developed product is
known as maintenance.

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Minimum Requirements
Hardware
CPU
Monitor
Mouse
RAM 1GB
Hard disk 5GB

3.6 System Requirements

Software
Windows XP
32-bit operating system
Browser
Intel Pentium 4