Enrollment and Records Management System for Royal Valley Essay Sample

Enrollment and Records Management System for Royal Valley Pages
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As computer technology changes at such fast phase, many businesses sectors try to cope up by upgrading computer system constantly in order to stay competitive. Schools nowadays are more competitive in many ways in terms of technology. It is in demand and important for institutions like schools to provide services to people at more accurate manner. The automated way of service is utilized to work more effectively and efficiently. Enrollment is the process of entering and verifying data of student to register on a particular school. Different interrelated processes build up enrollment procedures called Enrollment System. Enrollment/Records Management System is used particularly in recording and retrieving student’s information. Tracking student’s information is also one feature of it, in which the school can trace the standing of a student. Verifying payments was also added to update or browse student’s billings. Systems operations proceed faster, more efficiently and with greater accuracy than manual enrollment systems. Systems typically include data protection and backup frameworks. With the application of highly specialize system, the existing problem is lessened.

The Royal Valley Seventh-Day Adventist Elementary School (RVSDAES) is a private school in Davao City. The school uses the traditional manual enrollment system. Data and information were kept on a filing cabinet, which finds difficulty and time consuming in retrieving the documents when needed. Grades were also kept by the present teacher of the students, which has no assurance of safe keeping. It also takes a long time to process grades, lists of students, fees, and updates of entries. Every transaction of the students will be hold in the Business Office by the Disbursing Officer. As the students pays at the cashier, the student will be given a manual receipt and the passbook will be signed. The cashier only has an original copy of manual receipt for backup. If ever the receipt will be lost, they don’t have a copy anymore. In student’s records, the Business Office has a computerized copies of records and copies on a filing cabinet. Their file can be accessed by anyone because it does not have a security. They don’t have a system with database that retrieves the important information of the student. With these situations, the need of having an enrollment system will the records of the students should be implemented in this institution.

Statement of the Problem
The purpose of this is to develop an automated enrollment and records management system to be used by the Royal Valley Seventh-Day Adventist Elementary School (RVSDAES) to make its services more efficient. Before, every educational institution does have their own registrar, and to the Institute of Computing, it was really easy and fast because of the small number of students. But now, they made it fair. Maybe the enrollment system was not really effective, but at least, there are improvements. Based on the interviews conducted by the group, the persons involved in the enrollment and records process encountered problems such as: Voluminous and time consuming of joining paper file. Upon enrollment, the enrollee with fill up the Application for Admission form for personal information. The records in-charge will wait for the enrollment day to end before she will encode the information of the student on the Microsoft Excel. Each year, the population of the students is increasing. As time goes by, the school may add sections in each grade level. Low file security. After the enrollment, the records in-charge will encode all the information of the students and it will be divided by grade level. All the information is encoded in the Microsoft Word and Microsoft Excel. The information can be seen and accessed by anyone who will hands-on on the computer of the records in-charge.

Multiple processes of recording data. Presently, as a matter of procedure, upon payment of a student, an (OR) official receipt is issued; every transactions, the student should bring the passbook to be signed as an acknowledgement that the student already paid. In payment for the exam, the process is still the same but the passbook for the exam will serve as his/her permit. These processes may cause to redundancy of data. Slow retrieving and updating of students accounts due to manual process. Because of the manual process, the staff will retrieve data by scanning huge and tall files of paper documents, in order to update or to retrieve files of a particular student. During payments, when some ORs may have been lost or misplaced, the account of the student is different from the record of the school compared student’s official receipt; obviously, there might some errors in encoding the official receipt upon payment. Project Goals

The purpose of this project is to help speed up the process of enrollment and accessing the records and accounts of the students. This project will also help to minimize the efforts and time consumed by the teachers, the cashier and the records in-charge. All the information will be stored in database. This project can help also can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the students but also the administration of this institution as a whole.

System Objectives
The objectives of this proposed system named as “Automated Enrollment and Records Management System” is to provide efficient and accurate solution to the stated problem regarding the traditional way of enrollment and accessing records of the Royal Valley Seventh-Day Adventist Elementary School (RVSDAES). The proposed system is designed to incorporate the entire student’s information in a single database for easy access. It aims to: * Provide an automated enrollment and records management system. * Enhance the process of enrollment.

* Provide accurate and consistent student’s statement of accounts. * Create an organized student’s files.
* Help the teachers and record in-charge minimized their time and efforts. * Provide a database to systematize the recording and retrieval of information.

Scope and Limitations
This study is exclusively designed for the Automated Enrollment and Records Management System for Royal Valley Seventh-Day Adventist Elementary School (RVSDAES). This system is used to provide a systematic approach in filing student’s records. The proposed system covers the following:

* An automated enrollment and records management system.
* A password-protected system.
* The user can access the student’s records and assessments. * The user can view the students per grade level and per school year. * The system can calculate the payments of the students.

Limitations:
* The system cannot tell if the student is Passed or Failed. * Since the system only covers the enrollment, records and the accounts of the students, it cannot determine whether the student passed or failed the level s/he is in. * The system only contains the records of the students.

* The system is limited only to the students who were enrolled on the said institution. Information of the teachers and other employees are not covered by the Enrollment and Records Management System. * Only the cashier, the record in-charge, principal and the teachers can access the system. * Since this system contains the records of the students enrolled in this institution, it should be secured and only the assigned employee can access the system. Definition of Terms

Automated – it is an operation or control of equipment, a process, or a system. Enrollment – the act or process of enrolling/register a student in the school. Records Management – it is the systematic administration of records and documented information. System – often refers to the operating system, the master control program that runs the computer. Information Retrieval – it is the recovery of information or getting something back stored in a computer system. Voluminous – it is a means of occupying or containing much space. AIt is the act or filling numbers of files. RVSDAES – Royal Valley Seventh-Day Adventist Elementary School; It is the name of the school in which we conducted a study for the Automated Enrollment and Records Management System.

User Requirements Definitions
As we interviewed the Principal and the Disbursing Officer of Royal Valley
Seventh-Day Adventist Elementary School (RVSDAES), they required the group to have following in the proposed system: * A system with a password for security.

* Can display list of all students.
* Can display list of all students with their current adviser. * Can display list of all students per school year.
* Can display list of all students per grade level.
* Can display list of all student’s assessment.
* Can display student’s profile
* Can View, Add, Update, Delete, Save and Print student’s assessment. * Can View, Add, Update, Delete, Save student’s Grade.
* The system should give efficient and reliable Automated Enrollment and Records Management System. * The system can print receipts and statement of account per school year. (using the school’s official receipt)

CHAPTER II
DATA COLLECTION AND ANALYSIS
Company Profile
History
Royal Valley Seventh-Day Adventist Elementary School (RVSDAES) was established in 1988. Because of the spiritually-filled leaders, dreams came to a reality. Two years after the establishment of the school, the government through the Department of Education acknowledged the capacity of the school to be fully recognized in the department with the Recognition No. 0 10 S. 1990, dated April 17, 1990. Thereon, the school continued to operate smoothly and progressively. Early part of the school year 2001-2002, problem arose. School Board wanted to take over the management and entity of the school from Davao Mission. It turned out to be in chaos. Conflict led to the division of the church members. South Philippine Union Conference (SPUC) and Davao Mission made countless efforts to resolve the conflicts but to no avail. To make the very long and sad story short, the truth prevailed! June 2003, Davao Mission took over the management of RVSDAES up to the present. The Bible says, “If God be with us, who can be against us?” The school faced the ups and downs but never experienced tearful downfall in spite of chaos.

The first principal of RVSDAES was Mrs. Leonida P. Elumir (deceased) for the school years 1988 to 1994. Mrs. Phoebe R. Castromayor took the place as second principal for the year 1994 to 1997. Mrs. Estrella A. Credo took as the third principal, SY 1997-1998. The next school year, Mrs Phoebe R. Castromayor was again appointed as the fourth principal from 1998 to 2002. The energetic, fatherly and spirit-filled Mr. Reynaldo M. Durano took as the fifth principal from school year 2002-May 2012. It was during the decade term of Mr. Durano that the school made a lot of improvement such as the covered count, administration building, stage and many more. Academically, RVSDAES is one of the high performing schools in Davao Mission in terms of South Philippine Union Conference Elementary Achievement Test (SPUCEAT) which is given yearly to all Seventh-Day Adventist Schools here in Mindanao from Grade I to Grade VI, National Achievement Test (NAT) by the Department of Education and other local and national examinations. The students are not just academically competent but also good extra-curricular activities like sports evangelism and religious programs. Just recently, the government has issued the recognition for kindergarten, No. 001 S. 2013 Surely RVSDAES made its own history. Vision

We are health advocates, academically competent, service-oriented, and above all else God-loving learners, committed to service in this world and in heaven.

Mission
Training and equipping learners of lifelong skills through Christ-centered instruction, physical fitness program, character building curriculum, and consciousness in the service of God and man. Philosophy

The school believes the God is the source of knowledge and wisdom. The teachers are servants of God and the learners whom they are serving are children of GOD. It believes that the Bible is perfect textbook, and the character of Jesus the perfect pattern. It also believes that education is the harmonious development of the physical, the mental, the social, and the spiritual powers of man. Goals and Objectives

1. To recognize the God is Creator, Sustainer of life and the source of knowledge and wisdom. 2. To demonstrate Christian virtues such as, kindness, compassion, patience, unselfishness, love to God and fellowmen, etc. 3. To establish habits in observing a healthy lifestyle because our body is God’s temple. 4. To get involve in academic and religious activities to enhance mental excellence and spiritual development. 5. To participate in social activities to promote personal skills and emotional growth necessary for healthy relationships with peers, family, community and the church. 6. To strengthen the student’s foundation of the skills as primary tools of knowledge like; reading, writing, language, number concept, etc. as he prepares himself for the higher education. 7. To develop the importance of manual labor.

8. To provide opportunities that develops self-actualization and independence. 9. To provide means to the awareness of social highly modernized world. 10. To practice wholesome values, such as; cooperation, service, appreciation, patriotism, self-independence, sharing, honesty, obedience, diligence, and industry, courtesy, and respect, etc.

ORGANIZATIONAL CHART

Mrs. Marietta L. Nacorda
Principal

Mrs. Marietta L. Nacorda
Principal

Lydia Fe C. Dulos
Grade-III Adviser

Jessie M. Taboclaon
Grade-VI Adviser

Teodoro R. Tarranza
Grade-V Adviser

Ednalyn R. Rubino
Grade-I Adviser
Precila F. Arbias
Grade-IV Adviser

Philine Claire G. Fernandez
Kinder Adviser
Emelyn A. Merin
Grade-II Adviser

Lydia Fe C. Dulos
Grade-III Adviser

Jessie M. Taboclaon
Grade-VI Adviser

Teodoro R. Tarranza
Grade-V Adviser

Ednalyn R. Rubino
Grade-I Adviser
Precila F. Arbias
Grade-IV Adviser

Philine Claire G. Fernandez
Kinder Adviser
Emelyn A. Merin
Grade-II Adviser

Cherrilyn L. Muñez
Disbursing Officer
Ryma A. Balbin
Cashier
Nolan B. Serjas
Utility
Nona Aribal
Canteen In-charge
Danny S. Allawan
Security Guard
Rodolfo T. Espinosa
Security Guard

Cherrilyn L. Muñez
Disbursing Officer
Ryma A. Balbin
Cashier
Nolan B. Serjas
Utility
Nona Aribal
Canteen In-charge
Danny S. Allawan
Security Guard
Rodolfo T. Espinosa
Security Guard

Business processes and Transactions
The first thing and major part as the school opens is the enrollment. In every enrollment, the first thing to do is to inquire the business office for the financial assistance and for the enrollment form. The students as well as the parents are obliged to fill up the enrollment form for the personal information needed by the school. After filling up the form, the representative is tasked to pass it in the business office. A student shall pay one (1) month tuition fee, full registration and miscellaneous fee upon enrollment. Student who pays the registration, miscellaneous, and tuition fee and books in full upon enrollment period and until first examination can avail of the discount on tuition fee. After paying, the representative will receive the manual receipt and a handbook. The handbook contains the profile of the school and a passbook for the financial assessment. The cashier will sign as the students pays. The information of the student will be joined and putted in the folder and will be divided by grade level. After the enrollment, the records in-charge will encode it on the computer using Microsoft Word and Microsoft Excel.

For the financial assessment, the student/parent will go to the business office. In paying the miscellaneous fees, the student should bring the handbook with him/her. On the passbook area, the cashier will fill up the amount and type of payment on the financial table and will sign it. The cashier will encode it to the computer for back up and will provide a manual receipt. Upon paying the examination, the student must bring the handbook to be signed by the cashier and release a manual permit. If the student cannot pay the exam, his/her guardian must come to see and talk to the principal for his/her child to take the exam. The cashier will encode these on the computer using MS excel.

In giving grades to the students, the teachers will just use the traditional way of computing grades. The teachers are using the class records. Every after preliminary exam, the cards will be released by the teachers. The cards contain student’s grades on each subject and their behavior. The guardians/parents should sign the card. After signing it, the student will return the card to their adviser. Clientele

Since this is a school, the students and their parents/guardians were their clientele/customers. Description of the Existing System
The Royal Valley Seventh-Day Adventist Elementary School (RVSDAES) is made up of fourteen (14) employees. During the enrollment, the principal will designate teachers to take in-charge of enrollees. There will be three (3) teachers per day and one (1) in-charge at the business office; it can be the disbursing officer or the cashier. Sometimes, the principal will be implicated to facilitate the enrollees in accepting old and new students including the transferees who want to enroll in this institution.

Upon enrollment, the first thing to do is to inquire at the business office for the financial assistance and for the enrollment form. The new,
transferee and old students have different procedure. The new students will ask for the school’s requirements. The transferee will proceed to one of the teacher in-charge for the interview then they will proceed to the principal’s office. The students as well as the parents are obliged to fill up the enrollment form for the personal information needed by the school. After filling up the form, the representative is tasked to pass it in the business office. The information of the student will be joined and putted in the folder and will be divided by grade level. After the enrollment, the records in-charge will encode it on the computer using Microsoft Word and Microsoft Excel. In this situation, it will take days or weeks before the information will be encoded and stored.

For the financial assessment, the student/parent will go to the business office. In paying the miscellaneous fees, the student should bring the handbook with him/her. On the passbook area, the cashier will fill up the amount and type of payment on the financial table and will sign it. The cashier will encode it to the computer for back up and will provide a manual receipt. Upon paying the examination, the student must bring the handbook to be signed by the cashier and release a manual permit. If the student cannot pay the exam, his/her guardian must come to see and talk to the principal for his/her child to take the exam. The cashier will encode these on the computer using Microsoft Excel. It is really a time and effort consuming on the part of the cashier and the student. If ever the handbook/passbook and the receipt got lost, the cashier will look for the original receipt. It will take time finding the original receipt.

In giving grades to the students, the teachers will just use the traditional way of computing grades. The teachers are using the class records. The teacher will consume a lot of time calculating and getting the average of the students’ scores in their daily activities. Every after preliminary exam, the cards will be released by the teachers. The cards contain student’s grades on each subject and their behavior. The guardians/parents should sign the card. After signing it, the student will return the card to their adviser.

Data Flow Diagram (DFD)

Context Flow Diagram

Level 0 diagram

Results of the Company Interview
The result of the interview conducted by the group at the Royal Valley Seventh-Day Adventist Elementary School (RVSDAES) helped us identify the problem they are facing in their day-to-day transaction. It also gave us the information on what the user needs in order to operate efficiently and effectively. The principal, Mrs. Marietta L. Nacorda discussed to us their steps to be done during the enrollment and the problems that occur during that time. She told us also the problems they encountered in retrieving the information of the students and the manual receipts that will consume their time just to have an assurance of their backup. Based on the information we have gathered, we’ve thought about what features would best fit the system for the users as well as the students to feel convenient in the process. The group offered a system that can help them enhance the manual enrollment, records retrieval and accounts of the students. The principal, who stands as the spokesperson for the interview and follow-up questions told us that she is willing to welcome and accept our proposal because they need the system also and it is a big help for them, not only to the students but also to the assigned employee in the process.

Document Analysis
Financial Slip – it contains of school’s tuition and miscellaneous fees that will be paid as the student enrolls. Receipts – this is necessary to have a written acknowledgment of having received.

Passbook/Handbook – contains the profile of the RVSDAES, the passbook/financial matrix, and the examination permit of the students. It serves as the student’s copy of acknowledgement of payment aside from the Examination Permit – the cashier will sign after the student paid for the examination. This is found inside the Passbook/Handbook.

Passbook/Financial Matrix – Every payment, the student is required to bring this to record his/her payment. This is found inside the Passbook/Handbook.

Admission for Application Form – this form is composed of school requirements and student’s data. This is very important to let the school know about the background of the student.

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