1 1.0 Introduction
2.1 Background of the Study
As technology continues to advance, computers are becoming more part of everyday life. The Discovery of the device was the greatest function of modernity for different application which brings humanity an easiest, more capability and more adaptable work. It’s also the best solution for providing information and a way of communication in every individual and gives better understanding of some events that can arouse the interest of some particular subject matter. It has brought a new level of knowledge that became the new standard in the industry. At schools, it makes work more efficient for students and provided path to communicate to the entire world. Nowadays, computer based systems are used by every company and institution around the world. The system that is commonly used today is the Computerized Enrolment System which is used at schools especially those who have an extensive number of students. This system is a convenient way of storing and retrieving information of a student.
Majority of establishments and institutions across the country are now using modern technologies which enables them to serve their clients on a fast and efficient way. One of the most significant institutions is the educational sector. As reported by the World Bank, there had been an increase in literacy rate in the Philippines. With the increase in our country’s literacy rate has come a signiﬁcant increase in student enrolment. This has made it difficult for existing staff within the schools to manage the magnitude of daily administrative activities such as student enrolment. Schools in the Philippines are switching over from the conventional method of enrolment to the Information and communication technology-based automated enrolment for efficiency, accuracy, and reliability.
The enrolment system we have proposed and proposing is for the school named “Sampaguita Children’s Learning Center” which was the school that is privately owned and privately managed but then, the enrolment system on the said school is still in manual. And we have learned from addressing random interviews around the school premises that, the manual enrolment system was too slow and too difficult for the school faculty to manage the student’s files and records during the enrolment process. 2.2 Statement of the Problem
2.3.1 General Problem
The present enrolment system of Sampaguita Children’s Learning Center is done manually. Manual transactions during enrolment process cause a lot of inaccuracy and inefficient processing of the student’s data and files. It also consumes too much time and effort that usually delays the transaction.
2.3.2 Specific Problems
Redundancy of Data
In manual transactions there’s a big possible for the occurrence of data repetition. Which would increase the number of files and folders to be stored usually causes mismatch of record and confusion specific files a certain student owns.
Loss of Data
If files are written or printed and stored in a folder then put unto a cabinet. There’s a possible that it the writings may fade, papers and folders would be worn out. In case of emergencies there would be a difficulty in keeping the records safe.
Manual transactions usually results to waste of space and unorganized filing of the records, for the reason that the records are printed on a sheet of paper enclosed in a folder and kept in a cabinet. The papers would scatter anywhere and a number of cabinets would make the room or working space crowded.
Files and records of the student would loss security because they are stored in cabinets and not in a storage that would require a password. Anyone could access the files and records even the private and important data’s.
Slow Retrieving of Files
In a manual system, a difficulty in retrieving the files is always the main problem. You should look for the specific files and folders in the cabinet that makes the transaction slow.
2.3 Statement of the Objectives
2.4.3 General Objective
To develop a computerized enrolment system for Sampaguita Children’s Learning Center for accurate and efficient enrolment processing that would minimize time and effort. 2.4.4 Specific Objectives
To avoid redundancy of data that would decrease the number of files and folders to be stored in a cabinet. And in order to avoid confusion of records. To avoid loss of data through storing the files and records in a database which would keep the records safe from fading out and in times of calamity. To eliminate unorganized files through properly storing the files and records on a database. To secure the files and records of the students by assigning a password key to be inputted in a computerized account. before accessing the records. To speed up in retrieval of files by simply typing the record in the search and then the system would do the finding job and just pops out the results in your screen and all you have to do is select the exact record you are looking for. 2.4 Significance of the Study
The researchers will provide a system that will organize the way of registering students. It will help to eliminate slow and tiresome in conducting enrolment and profiling considering that the computer will be the one to manage. It will give an assurance to the company to avoid mix-up and confusion. It will also minimize paper use and lastly the system will have a great security and backup to provide a secured way of keeping a database of enrolees.
Through this study, the researchers would gain knowledge and experience about designing a Computerized Enrolment System for Sampaguita Children’s Learning Center. This will also serve as a good training for future studies concerning system analysis and construction. The learning that they have earned would be applied by the time they finish the subject, and eventually, by the time they graduate and have a job.
The system would be an advantage to the School, through radiating a positive effect by catching many users because of its technology-based environment. And because the school will catch many users the institution will be more productive and will encourage enhancing many developers.
This project will encourage not just the developers but also all of the people who are capable of creating systems to develop and enhance their skills and ability. It will not just help our community to have an easy and convenient way of Enrolling Process at all schools and universities but it also helps the citizens of this community to develop and to be advance in the field of technology. 2.5 Scope and Limitation of the Study
The study covers the enrolment and billing process of Sampaguita Children’s Learning Center at Pre-school education from Nursery to Kinder 2 and complete elementary education from Grade 1 to 6. It will provide the students a convenient and an efficient way of enrolling that produces assessment fees according to each level. It includes student registration class list, principal’s report of total enrolled students as well as the personal information of the students and their respective assessment fees which is designed for further use in account inquiries of students. It would have the ability to save record and edit those data and important information about the students, teachers and school.
The study limits its work on computation of grades of the students. Grading system covers for preschool way of rating their grades are descriptive. Like how well they play with others is graded in terms like excellent, very satisfactory, satisfactory, poor, or needs improvement. For elementary things are mostly out of a 100. The school also have different standards of passing. For some it’s 50 and for others it’s 75. Anything lower than the standard would mean a failing grade. The study also limits transactions executed in on-line mode which makes on-line data capture and modification impossible.
2.0 Methodology of the Study
The researchers chose prototype model because this model allow the users to evaluate developer proposals and try them out before implementation. It also helps understand the requirements which are user specific and may not have been considered by the developer during system design. The researchers also chose the prototype model because the researchers proposed system; the Computerized Enrolment System needs to have a lot of interaction with the end users. Lastly, the researchers chose prototype model to ensure that the end users will constantly work with the system and will provide a feedback which is incorporated in the prototype to result in a useable system.
Prototype model is a systems development method (SDM) in which a prototype (an early approximation of a final system or product) is built, tested, and then reworked as necessary until an acceptable prototype is finally achieved from which the complete system or product can now be developed. This model works best in scenarios where not all of the project requirements are known in detail ahead of time. It is an iterative, trial-and-error process that takes place between the developers and the users.
It is developed based on the currently known requirements. By using this prototype, the users can get an “actual feel” of the system, since the interactions with prototype can enable the users to better understand the requirements of the Computerized Enrolment System. Prototyping is an attractive idea for complicated and large systems for which there is no manual process or existing system to help determining the requirements. The prototype is usually not complete systems and many of the details are not built in the prototype. The goal of it is to provide a system with overall functionality.
One of the advantages of Prototype Model is the ability of the users to be actively involved in the development. Since this type of methodology is a working model of the system, the users get a better understanding of the system being developed. In this type of model errors can be detected much earlier. A quicker user feedback is available leading to better solutions. Another advantage is that missing functionality can be identified easily. Confusing or difficult functions can be identified requirements validation, quick implementation of, incomplete, but functional application.
The researchers presented the prototype developed to the customer and to the other important stakeholders in the project. The researchers collected the feedback in an organized manner and used for further enhancements in the product under development. The fourth and last phase of prototype model is revising and enhancing the prototype. The researchers discussed the feedback and the review comments during this phase and some negotiations happen with the customer based on factors like, time and budget constraints and technical feasibility of actual implementation. The changes accepted are again incorporated in the new Prototype developed and the cycle repeats until customer expectations are met by the researchers.
3.0 Data Gathering Procedures and Output
The researchers used the interview as their gathering procedure in order to obtain the specific and necessary requirements of the system the researchers are proposing. Interview is conducted through conversation between the client and the researchers in line with the system’s possible operations after evaluating the client’s response. Permission to conduct the study will be secured by the researcher from the school administrator of Sampaguita Children’s Learning Center. After which, the researcher will go to the school under study to personally conduct interview to the administrator of the school.
The conversation will be recorded and evaluated. Early in the morning at exactly 10:00 o’clock July 30, 2013, the researchers went to Sampaguita Children’s Learning Center to meet and conduct an interview with the school’s administrator. The researchers prepared a set of questionnaires that would provide a data that would help the researchers identify the client’s demands and necessity. The conversation was recorded by writing down every respond from the questionnaire of the administrator. Right after the interview is conducted the results will be evaluated by the researchers.