A PROPOSED ST.

DOMINIC SAVIO COLLEGE

AUTOMATED ENROLLMENT MANAGEMENT INFORMATION SYSTEMS
(SDSC-AEMIS)
(Network-Based Enrollment System)

A Thesis
Presented to the
College of Engineering and Computer Related Studies
St. Dominic Savio College
Caloocan City

In Partial Fulfilment
Of the Requirements for the Degree
Bachelor of Science in Computer Science

By
Michael John T. Carpio
Lester John M. Escanlar

Noli Joe EspinoCHAPTER I

THE PROBLEM AND ITS SETTING

Introduction
In todays technology innovations, interest in information systems has
increased not only in education but also in all areas where resources are
managed. The success of an organization depends on its ability to acquire
accurate and timely data about its operation, to manage this data effectively, and
use it to analyze its own activities. Two main reasons count for this are the
increasing population and the need for improved problem-solving tools.

Computer-based Information Systems are the best way of storing and

retrieving data on a server or a database rather than using papers and file
cabinets Paper based transactions. A quick and reliable computer-based
information system is a process wherein an institution can find an easier and
better way to implement an automated enrollment system.

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

register on a particular school. Different interrelated processes build up
enrolment procedure called Enrollment System (ES). ES are used particularly in
recording and retrieving students information. Tracking students information is
also of feature of ES, in which institutions can trace the standing of a student.

Automated Enrollment System (AES) has always been a difficult task, but
it is more so today than ever before, where administrators uses the traditional
way of filing records on a cabinet - Paper-based Transaction. As the population of
the students goes up, enrollment procedures becomes more complex and
enormous problems occurred. One of the best solutions in this problem is to
make manual enrollment process into a computerized system. It is the best way
of storing and retrieving information in a faster, more convenient way of storing
files and information of each student enrollees in a computer system that will
lessen the workload and provides accurate information needed by the school
without worrying that a single file is lost now and then. Administrators task has
becoming more complex, this will only serve to increase the problem facing
enrollment that provides more easily way of enrolling.

The proponents main purpose is to design, develop a software to improve

the old and manual enrollment process of St. Dominic Savio College, they
decided to focus on their study in developing a well-designed automated
enrollment system that is effective and efficient in terms of speed, of reliability
and accuracy and to ease the enrollment processes quality that the institution
trying to achieve. As a result, it will effectively benefit both the student and
administration as a whole.

Schools, like any other organization used to manage all sorts of data
information to ensure attainment of its goals and objectives. The emerging needs

in most schools for accurate and relevant data and reliable information
strengthen the Automated Enrollment Management Information System (AEMIS).

Theoretical Framework
Theoretically, the main purpose of the system is to developed an efficient
and effective Automated Enrollment Management Information System (AEMIS) of
St. Dominic Savio College. This study was anchored by the basic principles of
developing automated enrolment system that must take into consideration
regardless of its purpose. As Supported by the System Analysis and Design
principles from the System Analysis and Design 8 th Edition by Kendall and
Kendall, The information can be viewed as an organizational resource. As such,
it must be managed carefully, just as other resources are. The availability of
technology innovation to organizations has meant explosion of information, and
consequently, more attention must be paid to coping with the information
generated.

The proponents have referred to the systematic phased approach to analysis

and design of information systems using the System Development Life Cycle
(SDLC).

1. Identifying problems, opportunities, and objectives.

Identifying

objectives is an important component of the first phase. The analysts must

discover what the business is trying to do, to be able to see if some aspect

of information systems applications can help the business reach its

objectives by addressing specific problems or opportunities.

2. Determining information requirements. Used to define information

requirements in the business by the use of sampling and investigating
hard data, interviewing, questionnaires, observing decision makers
behavior and office environments, and even prototyping. The analyst
strives to understand what information users need to perform their jobs.

3. Analyzing system needs. During this phase the systems analyst

undertakes involves analyzing system needs and also analyzes the
structured decisions made.

4. Designing the recommended system. In the design phase, the system

analyst uses the information collected earlier to accomplish the logical
design of the information system. It includes the logical design of user
interface such as Graphical User Interface (GUI).

5. Developing and documenting software. The analyst and programmer

works together to develop any original software that is needed. The
analyst also works with user to develop effective documentation for the
software.

6. Testing and maintaining the system. Before the information system can
be used, it must be tested with sample data and eventually with actual
data from the current system to pinpoint problems.

7. Implementing and evaluating the system. The last phase of system

development, it involves training users to handle the system and evaluates
the system whether the users are satisfied in current system.

Conceptual Framework
The result of the study shows the effectiveness of developing the
proposed Automated Enrollment Management Information System (AEMIS) if it is
soon to be implemented that will cause an effect for the improvement of
enrolment process of St. Dominic Savio College.

The procedure in managing and organizing a good enrollment system in

other words a well-structured Enrollment System would give the organization a
proper control of their transactions among the upcoming and enrolling students.
This study will be using the input-process-output diagram (DPC) to comeup with proposed Enrollment System for St. Dominic Savio College (SDSC)

Input, project planning establishes a high level view of the proposed

project, Includes identifying problems, opportunities, and objectives regarding in

present status of enrollment processes in SDSC to discover what the business is

trying to do, to be able to see if some aspects of AEMIS could help the institution
to reach its objectives by addressing the specific problems or opportunities. It
brings the proponents to gather all requirements needed in software
development, The use of data gathering instruments such as surveys, empirical
observation, interviews defines the information requirements, the proponents can
fully-analyzed what information users need to perform their job.

Process, the gathered information are used as inputs for analyzing to

identify how the system will be built to perform necessary tasks to accomplish the
logical design of the system. It helps to specify hardware and system
requirements to define the overall system architecture with regards to data-entry
procedures, database design, system processes, and user-interface design to
determine how the AEMIS will look and how it will work. The proponents will work
together, develop and document the make desired features of AEMIS. Before the
system can be used by the users, it must be tested to pinpoint problems and
debug it as early, to ensure that it is working correctly and efficiently.

Output. The output will be the result of careful analysis and allocation of
information about the features, functions and design of the successful Automated
Enrollment Management Information System of St. Dominic Savio College.

Figure 1.0 Research Paradigm

Statement of the Problem

The

study

aims

to

develop

proposed

automated

enrollment

management information system in St. Dominic Savio College based on the

observation that the proponents conducted during the analysis and gathering of
data.

Specifically, this study sought to answer the following questions:

1. What are the challenges the respondents are facing with regards to:
1.1.

Administrator/s

1.2.

Faculty Member/s

1.3.

Student/s

2. What is the status of the present enrollment practices adopted by the St.
Dominic Savio College with regards to:

2.1.

Time spent for enrollment

2.2.

Time spent for checking/verifying records

2.3.

Accuracy of information

2.4.

Safety/confidentiality of documents and records

3. What is the overall acceptance rate of the proposed automated enrollment

system as perceived by the respondents?

Significance of the Study

Due to the enormous problems and forthcoming difficulties being faced by
St. Dominic Savio College, the proponents highly recommend the
immediate
Information

implementation
System

of

(AEMIS)

Automated
which

is

Enrolment
a

Management

network-based

ready

computerized enrolment system that is very fast, very efficient and very
reliable. The AEMIS has the ability to store students information which
can easily be retrieved and printed when needed. The AEMIS also has the
capability to make data-entry corrections fast and with ease. Furthermore,
thru proper system implementation and management of AEMIS, data

information and database integrity can be feasibly achieved resulting to

the huge decrease or possibly the total elimination of enrollment problems
SDSC may face in the coming years.

AEMIS Purpose:

Provide Automated Enrolment system that has the ability to create,

modify, update and monitor records that can generate views, queries
and reports fast and easy.

Provide and secure pertinent information and database profile of

students and SDSC personnel.

Thru automated reports, AEMIS will lessen the workloads of Teachers

and The Administration.

To have a system that can give the students a hassle and stress-free
enrolment process.

The following will benefit from this study.

Researchers, This will benefit other group of researchers who wish to

undertake similar studies as they can get more background information from the
result of the study, which can serve as a basis to modify or improve their own
research.

School, the study will provides the school a better system from the
manual to automate so the school will gives a better service for the recent
students and for the upcoming students of the school.

Administrators, the study will provides ease of access and minimize the
effort and time they exert in terms of manipulating information and records of the
students.
Faculty and Staff Members, the study will provides a better work
performance to the staff that may help them to be more accurate and more
efficient especially on monitoring and updating records of the students.

Students, the study provides a better service for the enrollment of each
every student in the fastest and easiest way for lessen the stress and time cost of
the enrolment and ease of access to retrieve their information.

Scope and Limitation of the Study

Automated Enrollment Management Information System (AEMIS) covers
the posting and updating of students personal data sheet, curriculum, grades
slip, statement of accounts, and unofficial transcript of records. It also includes
the status of a student whether active or inactive. An inactive status is further
categorized to dropped, stopped, graduated or transferred. Under the statement
of accounts, balance forwarding is also adopted. However, the system is not web
based.

Features of the proposed system:

Completely menu-driven and User-Friendly, It is program that obtains
input from a user by displaying a list of options from which the user indicates
his/her choice. Systems running menu-driven are prone to user error.

Provides faster and efficient information processing, this system is

designed as much hands-off processing as possible. It has a fast and simple
access to information.

Supports efficient data management, there are other capabilities that

complement these system. This system gives the most value of information a
user needs. It also delivers top performance and reliability to users.

Highly flexible, the coding is easily adapted and extended to supply new
functionality without major redesign.

Safe and Secure, the proposed system provides security and validity
measures that includes (a) password protection where only authorized users
would be allowed to access the system; (b) level of access for authorized users
would be categorized into two levels:

Administrator with full read and write privileges and

Users with limited read privileges; (c) physical security for the server that
would be confined at the registrars office; and (d) and audit trail for every
transaction that would enabled the system to track every users who
logged-in for a particular date and time, and what event or action done.

Provides timely information, for the administration because it is a critical

resource in the operation and management of the institution. Timely availability of
relevant information is vital for effective performance of managerial functions
such as planning, organizing, leading and control. This system focuses more in
these cases for a better and stable information management system.

Cost Reduction, It can be achieved by minimizing the use of the

stationary for reports. Soft copy of all the reports can be viewed and hence
reducing the need of the hard copy

Definition of Terms
These terminologies were gathered by the researcher for the better and
clearer understanding about the study.

Database. Systematically organized or structured repository of indexed

information (usually as a group of linked data files) that allows easy retrieval,
updating, analysis, and output of data.

SDLC (Software Development Life Cycle). A process followed for a

software project, within a software organization. It consists of a detailed plan
describing how to develop, maintain, replace and alter or enhance specific
software.

Computer. Machine capable of the following the instructions to alter data,

programmable electronic device that can perform calculations and processing
information.

Enrollment. It is a process in which a student is being admitted to the

institution. This include the listing of information or data about the student and
subject he/she will be enrolled.

Record. It is the collection of related field with information that usually

pertains to the only one subject.

System. It is a group of interrelated components working together toward

a common goal by accepting input in an organized transformation process.

CHAPTER II
REVIEW OF RELATED LITERATUREAS AND STUDIES

This chapter contains the researched review done by the proponents

about the related ideas regarding the proposed system. It includes the
differences and similarities found among other Automated Enrollment System.
This chapter constitutes more on the study of the System Literature Side. It also
covers the related view and ideas presenting other enrollment system made
possible by other proponents and programmers. To review encompasses the
critical aspect of all enrollment system study.

Literature

Foreign Literature
According to Jennifer Rowley (2005), 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 organizations 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. The information society may be a Virtual Society. The
concepts of the electronic classroom, the electronic office and electronic library

have been explored. Information system poses a number of issues on society in

general, including: changing employment patterns, archiving, and bibliographic
control, security and data protection, intellectual property, marketplace issues
and access.

An enrollment system is basically included in one of the classification of

information system that is stated, thus it serves a tool to support information
management with regards to the student, enrolment fees information and other
with a connection to the enrolment 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. 1

Local Literature
According to Aquino (2005), Importance of computer application is
increasing day by day. In the latest decades of the Millennium winning
organizations 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.
1 Rowley, J.E. et al. (2005) Student use of electronic information services in
further education

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. 2

In Samar State University (SSU) located at Samar Island. Technology

innovations had influenced man's work, from data processing, business
transactions, research, planning, monitoring and even in medical operation of
mans body is now entrusted to computer technology. Samar State University
(SSU) 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.3
2 Aquino (2005), The Importance of Computer Technology
3 Dry-run of Automated Enrollment System http://www.ssu.edu.ph

Studies
Foreign Studies
MIT (2009) gave emphasis that Student Information System (SIS)
provides students with access to their academic and biographic records as well
as the ability to update their address information and preregister for classes; it
provides instructors and departmental administrators with class list information;
and provides advisors and departments with access to the individual academic
records of their students. Therefore, SIS is an integrated approach in acquiring,
storing, analyzing and controlling the flow of student data throughout the
institution. Highly developed SIS can be useful in nearly all institutional
departments functions and can greatly increase efficiency and response times of
traditional labor and timeintensive processing of student data.

Swartz (2007) gave emphasis that almost all institutions depend on data.
Consequently, we are witnessing a profound change in the way in which
institutions perceive, understand, and manage their information. There is now a
clear recognition of the value of information, the creation of new information, the
retrieval of existing information, the storage of important information, and the

4 Massachusetts Institute of Technology (MIT). (2009). About Web SIS.

Retrieved from http://student.mit.edu/cgidocs/govwbin1.html

disposal of redundant information. There is also greater awareness of the cost of

acquiring bad, incomplete, or inaccurate information. 5
Local Studies
Marrero (2009) in his study entitled Student Information System for the
University of the Cordilleras stressed that the concept of Information Systems
(IS) emerged in the early 1960s. More often, when information system is defined,
the field Information Science is always associated, IS is an academic field that
deals with the generation, collection, organization, storage, retrieval, and
dissemination of recorded knowledge. Furthermore, it is a collection of related
components designed to support operations, management, and decision making
in an organization. Generally, IS is supposed to inform people. Information
System supports people or users in making intelligent decisions based upon the
information derived from reliable data.

Synthesis
Different studies and literatures have been presented as having relevant
bearings to this study, they are govern from different sources which deals with
the importance, benefits and the error handling of Automated Enrollment System.
5 Swartz, N. (2007).Data Management Problems Widespread: Organizations
Should Regard Data as their Greatest Asset and Invest in Data Management
Accordingly. (ON THE EDGE: The Use & Misuse of Information). Retrieved from
www.accessmylibrary.com
6 Marrero, S. (2009).Student Information System for the University of the
Cordilleras. A master project study. University of the Cordilleras.

Since this study focuses on the importance, benefits and development of an

Enrollment System for an institution, the results of the study and the facts stated
in the related literatures are relevant and comparable to this study.

The proponents find new techniques, new knowledge, even develop new
substances, gadgets, equipment, processes or procedures, imagination and skill
is employed by the researcher. The commodities, new devices, services in
technology are needs of man for a better fuller life which is the concern of the
research.

Many reasons were stated among the published works why Automated
Enrollment System is done. In these days, time, effort and money are such vital
things that have to be used very efficiently to have a satisfactory outcome
whatever work is to be done. Modern technology makes life simple and easy in
many ways.
At the present time in other colleges and universities, they are already
implementing Automated Enrollment System for the ease and convenience of the
students. As the studies show, Enrolment System is very important for a school
because it performs the registration, advising, assessments, payments, and
scheduling for the students. Enrollment System is a good example of a computer
generated process. This can lessen the workload and provides accurate
information needed of our school, As a result, it will benefit not only the students
but the administration as a whole.

CHAPTER III
RESEARCH DESIGN AND METHODOLOGY

This chapter describes the research design, locale of the study,

respondents of the study, and sampling techniques, research instrument used,
data gathering procedure, and statistical treatment of data.

Research Design

In order to develop the Automated Enrollment Management Information

System (AEMIS) of SDSC, the proponents utilized the descriptive developmental
research method. This method provides a detailed organizing of data and
information gathered, using survey questionnaires that is answered by the
respondents and with series of interviews, the data gathered can be easily
interpreted and enables the proponents to describe and presents the picture of a
certain phenomenon or phenomena which is under development.

The model used for the development of the project is extremely significant.
It specifies the probable developmental process, set of rules and standards that
are primarily need to be used. This will helps the developmental process faster
and remove from further repetition of certain task accompanied on the modules
of the proposed system that will causes also complications.

Furthermore, the proponents method was based on the classic software

development life cycle that follows with a series of steps in order to ensure
success in process of software development and helped them to determine the
level of acceptability, and fully analyzed and understand how the proposed
system be developed and implemented.

Figure 2.0
Waterfall Model Approach

The Waterfall model is a sequential design process, often used is software

development process, in which progress is seen as flowing steadily downwards
(like a waterfall) through the following phases to be discussed.

The waterfall model is the earliest software development life cycle

approach that was used widely in software engineering and development. It
illustrates the software development process in a linear sequential flow; hence it
is also referred to as linear-sequential life cycle model. In The Waterfall
approach, the whole process of software development is divided into separate
phases and typically, the outcome of one phase acts as the input for the next
phase sequentially, it means that any phase in the development process begins
only if the process begins only if the previous phase is complete. With this
waterfall model, it helps the proponents to view the step with regards to the
processes of developing the system.

Project Planning
Planning a project for research study establishes a high level view of the
proposed project and determine its objectives. This is a phase where it brings the
proponents to gather all the requirements needed in the software development
for a successful project.

Requirement Gathering and Analysis

Refines project goals into defined functions and operation. With regards to
the

requirements,

the

proponents

conducted

interviews,

surveys,

and

observations to bring out possible informations, the gathered information was

enumerated, studied and analyzed to plan and bring up what are the
requirements (System and Hardware Requirements) needed to develop

the

proposed Enrollment System.

System Design

Once the requirements have been gathered and analyzed, it is necessary

to identify in detail how the system will be built to perform necessary tasks. More
specifically, the gathered information are used as the inputs for this phase to
accomplish the logical design of the system. It helps to specify hardware and
system requirements, and with the use of logical diagrams, data-flow diagrams,
and flowcharts, it helps the proponents to define the overall system architecture
with regards to dataentry procedure and database design, system process, and
user-interface design to determine how the information system will look and how
it will work.

Program Coding

The implementation of software design starts in terms of writing program

code in the suitable programming language and developing error-free executable

programs efficiently. The proponents have used Microsoft VB.NET (Visual Basic)
as their programming language and Microsoft SQL Server as the database for
developing the Automated Enrollment Management Information System (AEMIS)
software application

Implementation

The system is first developed in small programs, called modules, which

integrated in next phase. Each modules is developed and tested for its
functionality referred to as Module Testing.

Testing and Debugging

Before the information system can be used, it must be tested to ensure

that it is working correctly and efficiently. A series of tests to pinpoint problems is
run first with sample data and eventually with actual data. Early discovery of
errors and their remedy is the key to reliable system.

Operations and Maintenance

This phase confirms the software operation in terms of more efficiency

and less errors. It is needed to ensure that the system will continue to perform as
desired based on the operation steps and maintained timely by updating the
system provided by the proponents.

Respondents of the Study

Data were gathered from the Administration office particularly in the offices
of the registrar and accounting. The personnel under Office of Student Affairs
were also included as respondents in the study.

Table 1.0

Respondents Distribution
N = 30
Position / Status

No. of
Respondents

Percentage (%)

Administrator

16.67 %

Faculty and Staff

16.67 %

Students

20

66.67 %

Total

30

100.1 %

Table 1.0 presents the distribution of respondents. There were a total of

twenty (30) selected respondents classified as five (5) Administrator, five (5)
faculty and staff, and twenty (20) students from different department of the
school. The respondents were chosen according to their capability to evaluate a
computer system according to its design and functionality.

Research Locale
This study was conducted in the college department within the premises of
St. Dominic Savio College, located at Block 1 Lot 6, Mountain Heights
Subdivision, Quirino Highway, Pangarap Caloocan City.

Samples and Sampling Techniques

The purposive sampling will be used in the selection of the respondents
only in St. Dominic Savio College will be utilize to answer the questions.
Purposive sampling technique is a type of non-probability sampling where the
researcher consciously selects particular elements or subjects for addition in a
study so as to make sure that the elements will have certain characteristics
pertinent to the study. It normally targets a particular group of people. The target
of the proponents are the selected respondents classified as administrators,
faculty and staff, and students from different departments.

To justify the point, A Slovins formula was used to determine the sample size.

n=

N
1+ Ne2

Where:
n = Sample Size
N = Population Size
e = Desired margin of error
Given:
n=?
N = 30
E = 0.5
n=

30
1+(30)(0.13)2

n=

30
2
1+(30)(0.13)

n=19.9020

n=

30
1+(30)(0.0169)

n=

30
1+(0.507)

n=

30
1.507

Data Gathering Instruments

The proponents have conducted interviews, empirical observations, and
have used survey questionnaires as data gathering tools to acquire the needed
data. The proponents used survey questionnaires as their main data-gathering
instrument for this study. The questionnaires was divided into two main sections:
Section I includes personal data sheet or the profile, and Section II the rating
scale

or

the

survey

proper.

The

profile

contains

socio-demographic

characteristics of the respondents such as age, gender, and the respondents

knowledge about enrollment process of St. Dominic Savio College.

For every item in the questionnaire, there were five (5) choices with their
corresponding rating value: (1) Strongly Agree, (2) Agree, (3) Uncertain, (4)
Disagree, and (5) Strongly Disagree. The respondents were asked to put a check
mark inside the bracket which corresponds to their responses on according to the
statement of the problem and of the construction design and functionality of the
proposed Automated Enrollment System.

Data Gathering Procedures

The proponents took an empirical observation and analysis of step-bystep transactions from the present enrollment process of St. Dominic Savio
College. These include registration of students and payments that were assigned

to registrar and accounting department. Sectioning and scheduling of students,

File handling of individual records were also observed. Upon observation, a
questionnaire was prepared, validated, and conducted with the cooperation of
the twenty (30) selected respondents. Respondents were interviewed and the
Automated Enrolment Management Information Systems (AEMIS) was shown
and introduced for them to evaluate. Eight (8) items were used to evaluate the
acceptability of its design and functionality. The data were gathered, tallied,
computed, and interpreted to supplement the findings of the study using the
scale.

Statistical Tools, Analysis, and Interpretation of Data

The statistical tools used in determining the acceptability and

implementation of the Automated Enrollment Management Information System
(AEMIS) were by means of getting the weighted mean of the responses towards
the different statements about the implementation of the enrolment system.

The following statistical formula was used in this study:

1. Percentage (%)

To describe the profile of the respondents, the percentage will be

computed. The measure of dominant quantity was utilized to determine
the most probable scenario.

Formula:

P=

F
100
N

Where:
P = percentage
F = frequency
N = Total Number of Population

2. Weighted Score
To guide in the interpretation of the result on the level of
acceptability of the Automated Enrolment Management Information
Systems (AEMIS). The following scale was used in the descriptive
interpretation of the weighted score and average of the weighted score.

(wf )
n

x=

Where:
x= weig hted score

w = weight
f = frequency
n = number of respondents

For the acceptability of the system:

Table 2.0

Rate

Range

Equivalent Rating

4.21 5.0

Strongly Agree

3.41 4.20

Agree

2.61 3.40

Uncertain

1.81 2.60

Disagree

1.00 1.80

Strongly Disagree

The results of these statistical treatments provided groundwork for the

analysis and interpretation of data. The findings were the basis in making
conclusions and recommendations.