Enrolment System of Psu – Lingayen

CHAPTER I INTRODUCTION 1. Background of the Study Computers are almost indispensable to most industries especially if it deals with voluminous records. Hence, in most academic institutions, the use of computers is an immense help in managing records and files. With the volume of files such as those from students’ records, finances, inventories, and others needed for its operation , the use of computer has made tasks simpler, faster and more efficient. Although most schools here in the Philippines have their computers, its functions are not fully maximized. Many still rely on the manual system of storing and retrieving files, thus in turn, make work laborious, time consuming, less efficient and requiring more manpower. The Pangasinan State University- Lingayen Campus currently uses the manual system of enrollment. For years, this system has been employed and has indeed been a tedious process on the part of the students as well as the staff in charged of enrollment. This entails the long process of filling up forms in three copies (student copy, accounts copy and registrar’s copy), class scheduling, assessment of fees, and issuance of student records. The continued adoption of this usual manual enrollment system has caused numerous errors, unnecessary delays, and has ultimately made the entire enrollment system a slow process to contend considering the influx of students each year. The design, development and implementation of EnrollmentAutomate: Pangasinan State University Computerized Enrollment System is introduced to address this long-standing slow process of enrollment. 2. Objectives of the Study This project study aims to design, develop and implement EnrollmentAutomate: Pangasinan State University Lingayen Campus Computerized Enrollment System. Specifically, the following statements will determine and describe: 1) the processes involved in the present system; 2) the situation regarded as unwelcome and needing to be dealt with and overcome; 3) a computerized solution to improve the current situation, taking into the account the task, purpose or specific activities as claimed by (a) registrar; (b) department heads; (c) campus executive officer. 3. Scopes and Delimitation The EnrollmentAutomate will be used by the Departments heads or the officer – in – charge for registration or assessing students during the enrollment period. It includes the enrolling of students, browsing of offered subjects, viewing the schedule and printing of the registration form where enrollment fees are included. In addition, some features which allows student to scan registration form, students enrolled, offered subject, schedule viewer, printing queue are included. 4. Significance of the Study The EnrollmentAutomate will give the Pangasinan State University-Lingayen Campus a better and well-organized flow of enrollment system. It will also make the work of the personnel in charge easy, fast, reliable cost and time efficient. Personnel. An increase productivity and minimized workload to be able to meet the other needs of the students. Students. An assurance for fast and accurate services provided by the university. 5. Definition of Terms Automate. It refers to the process of using technology to execute a task with less human action. Campus Executive Officer or Department Head. This is the person responsible for the admission of new enrollees, transferees, shifters and second – course enrollees. Enrollment. This refers to an act of recording the person’s information to the official record of Pangasinan State University. EnrollmentAutomate. It refers to the proposed computerized enrollment system for Pangasinan State University Lingayen Campus. Information. This refers to the collection of related data. Technology. It refers to the tools, machines, and instrument that can help people execute their task efficiently and effectively. CHAPTER II REVIEW RELATED LITERATURE A. Related literature Nowadays the computer is one of the most efficient IT machines being used in every schools, offices, factories, and even households that society need to make work easier and faster. In a manual system, records are filed with the aid of folders and envelopes and are stored in cabinets; whereas computer-base system deals with databases and database technology. Database is helpful in providing resources and ideas as an accurate basis of information regarding a problem. In school, it plays a vital role in student registration, class scheduling, and assessment of fees. Student registration is the first laborious task in the enrollment system. Using database will lessen the time of work for students and hasten the work of personnel-in-charge. Class Scheduling is a difficult task for the personnel, however, with the use of database time consumed to organize scheduling is minimized. Important functions of the database system include the ability to locate and access any item in the database, to sort the data records into a desired order, and to link database files. The database approach is designed to overcome many of the disadvantages of file processing system. Databases are designed from an organization-wide viewpoint to minimize data redundancy. Databases are managed by a commercial system called the Database Management System (DBMS) MySQL (Structured Query Language) is a standard data definition and manipulation language for relational databases. A popular command driven interface that allows users to access data from a database by using designated keywords and attribute names. B. Related Studies There are number of previous studies which are related to the study being conducted and one of them was designed for Pangasinan National High School (PNHS) an automated Student Enrollment System developed by July P. Dela Cruz et. al which provides efficient and maintainable system for enrollment. The PSU-Open University System’s Registration and Assessment System (PSU-OUS RAS), which was designed in Visual Basic 6. 0, was used to retrieve and update the information and reports regarding registration and assessment. The system was developed by Johnabel Calixtro et. al on March 2006. The San Fabian National High School Information System developed by Jennilyn C. de Luna et. al on March 2006 and was designed using Visual Basic Programming Language. The system aimed to help the school clerk in storing student and personnel records to lessen the difficulties in searching, viewing, processing of records and regenerating reports. The Polong National High School and Faculty Information System by Canave, Deo et. al was designed to automate and eliminate the manual way of filing records as well as preparing and generating accurate reports and information of the faculty of the said school in the fastest possible way. C. Theoretical Framework Implementation of computerized enrollment system will speed up the enrollment process. To provide quick access from needed data, and to process efficiently once located, databases have been derived for computer use. Database is a collection of data or information in a form that may be accessed by a computer in several ways. It may be loaded into a mainframe computer for network access within an individual or an organization, such as system in admission, enrollment, grading and cashier. Designing a database considers several important phase to pass through data definition, data refinement, and establishing relationship. The first phase is identifying the important attributes. It also involves detailed examination in order to determine exactly what kind of information will be stored in the database. Next is to refine the initial list to form an accurate description that will be needed in the database. The last phase is to draw a relationship between the fields that can help to determine which fields are important from the not so important. Manipulating a database includes such function as querying the database to retrieve specific data, updating the database to reflect changes in the mini world, and generating reports from the data. As stated by Philipp J. Pratt in his book â€Å"Database Management & Design,† A user at a terminal interacts with the environment through the use of logical transactions. A logical transaction, or simply, a transaction, is a user request to accomplish a single task. The application program processes the transaction by interacting with the DBMS on a logical record basis. CHAPTER III METHODOLOGY To come up with a better understanding and perception about the problems regarding the creation of the system, the proponent underwent some methods to gather important facts and details about the proposed enrollment system. First, the proponents conducted extensive interviews on the personnel-in-charge with the manual enrollment system. Thus, the proponents found out some problems encountered by the manual system. In addition, they also obtained some suggestions and supplement which may help them in processing enrollment and upgrading the system. The proponents also requested sample of enrollment form. A copy of the manual system that was once used by the administrator was also inquired into in order for them to better understand the processes involved in creating for an automated enrollment system. Lastly, as additional foundation to knowledge and resources, the proponents made some researches in the Internet and interviewed the registrar and students to gain some guidelines in creating the proposed system. The proponents researched about some helpful topics and codes which may help them in designing the system as well. Some related literatures regarding the study were also looked into and adopted some of these in creating the new system. A. Current System The existing processes are shown on figure A. 1. It illustrated the transactions being made by the student during the enrollment. It may note in existing enrollment system that the student must follow several steps to get enrolled. A student must determine the student type whether he/she is an old or new, then proceed filling up registration form. After filling up he/she selects subjects and schedule to enroll. After which, the enrollee go to faculty-in-charge for course check and assessment then proceeds to cashier. Permit Complete Permit Passed all Requirements Student InformationSubject Selected Pay Fees Fig. A. 1 Current System B. Context Data Flow Diagram The objective is to create a data flow model of the proposed system. The context diagram illustrates that it consists of several steps which provide the inputs into a system and receive outputs from the system. After the student must undergo with Admission System the enrollee must proceeds to enrollment process, first must passed all requirements like CET and interview. Then fill up pre enrollment form after that select subject, secondly go to personnel in charge for course check then the personnel-in-charge will encode to computer for assessment and verification. After getting the form proceeds to cashiering system. B. 1 Context Data Flow Diagram Bibliography Books Pratt, Philipp J. , A Guide to SQL (fifth edition). Ground Valley State University Unpublished Thesis Julio M. Cervantes, Implementation of a Computerized Enrollment System, Unpublished Masteral Thesis. Hannam University, Daejon, South Korea,February 2005 Vincent John P. Fernandez, et al, Pangasinan State University OUS Registration & Assessment System. Unpublished Undergraduate Thesis. PSU-CAST, Lingayen, Pangasinan,March 2006 Jennilyn C. de Luna et al, San Fabian National High School Information System. Unpublished Undergraduate Thesis. PSU-CAST, Lingayen, Pangasinan,March 2006 Deo Canave et. l, The Polong National High School and Faculty Information System. Unpublished Undergraduate Thesis. PSU-CAST, Lingayen, Pangasinan. March 2005 ———————– Cleared Permit Student New Student Fill up Registration Form Checked Registration Form Course Check Subject Select Assessment Cashier Student Applicant EnrollmentAutomate Old Student New Student CET passers slip Passed Interview bsb Fill up Pre-enrollment form Clearance Permit Fill up Pre-enrollment form Files Assessment Select subject by Department Select subject by Department Course Check Course Check