CHAPTER 1 INTRODUCTION

Computerization is a control system that manages processes in industrial workplace. It reduced human errors and processing time, thus it can boost productivity and resulted into high quality of product produce. In Information System, computerization is concerned about interrelating different but interdependent transactions. This can result in a system with wellintegrated processes that can perform much faster and more accurate than a manual system. 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 (ES). ES are used particularly in recording and retrieving students information. Tracking students information is also one feature of ES, in which the school can trace the standing of a student. Verifying payments was also added to update or browse students billings. Enrollment System is a good example of a computer generated process. This can lessen the workload and provides accurate information needed of the school. As a result, it will benefit not only the student but the administration as a whole. San Ramon Catholic School Enrollment System is very essential in a school. In the case of San Ramon Catholic School Inc., it is composed of a manual system. Principal used manual system in recording and retrieving students information. The registrar also has information about students payment. In fact, the registrar does all the record keeping just by using ballpen and columnar sheet. On the other hand, Registrar Department also used manual system as a way of recording and retrieving student information. Another department is Accounting Office that administers students payment manually.

Above the group observation, human interventions will highly involve in this type of system. As a result, this may involve errors and redundancy of data resulting troubles in organization.

1.1 Organizational Background The San Ramon Catholic School, Inc. having produced thousands of graduates continuously committed to the foundation of Catholic Christian Education, today stands as a proud beacon of light, achievement and fulfillment of its Vision and Mission! As most success stories, the SRCS started from humble beginnings in 1959 as a preschool made possible through the joint initiatives of the Columban Fathers through then Parish Priest of Himamaylan, Rev. Fr. John Doohan, and Rev. Fr. Jack Hynes who was assigned as Chaplain for the Chaplaincy of Su-ay. The two priest were actively supported by many parishioners and they conducted the necessary information gathering, served as members of the Board of Trustees, and fulfilled many other tasks to make the school fully operational. The Serra Hermanos of Brgy. Su-ay donated the school lot, and for the next few years sustained the salarization and operational requirements of the school. Most of the students were also the children of workers in the hacienda of the Serra Brothers, from this modest start, the school grew to offer the complete elementary course by 1965. The SRCS that we know of today was first given its Impetus in 1967 with the acceptance of less than a hundred First Year High School enrollees. The school struggled hard during these formative years since its operation are no longer supported by the hacienda. By the grace of God and perseverance and commitment of the people around the school system, the full high school curriculum was offered in 1970 with the approval and recognition of the Department of Education, Culture & Sports(DECS). Since its inception the school was successively administered by six Columban Fathers, until in 1981, both the Parish of San Ramon Nonato and the SRCS were turned over to the administration of the Diocesan Clergy of the Diocese of

Kabankalan. Fifty-two Years in the service, the SRCS of today continues to cater to the needs of the youth of four barangays and live up to its avowed mission of being an institution of learning among Christian Communities in a transforming society.

1.2 Organization Mission As a parochial institution in the Diocese of Kabankalan, guided by Christ teaching, SRCS vision challenges us to transform our school into a Christian learning community committed to provide wholistic programs and services with creation centered spirituality in order to develop a total person competent to face tasks of Christian Living.

1.3 Organizational Unit Description Its every companys duty to have their own organizational chart. It is a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs. Its also a useful thing because their student can recognize easily to whom they will go whenever they needed something in a school.

Eugene Tiad President

Yvonne Madalag Principal

Beth Rubin

Faculties

Leopoldo Tornos

Registrar

Cashier

Emilda Gavonete

Dolores Ardeo

Eunelo Caiendo

William Balansag

Mr. Arlan Tibus

Faculty

Faculty

Faculty

Faculty

Faculty

Mrs. Pas Bayles Faculty

Figure 1. Organizational Chart of San Ramon Catholic School. 1. Eugene Tiad The school President, the role of the president is to make representations on behalf of the students within their school. 2. Mrs. Yvonne Madalag -The Principal, the role of the principal is to covers many different areas including leadership, teacher evaluation, and student discipline. 3. Mrs. Beth Rubin- The registrar, the role of the registrar is to develop out of the faculty from the need to record and authenticate student educational records. 4. Mr. Leopoldo Tornos- The Cashier, the role of the cashiers have a very important role to play. Its just not about receiving and giving money. Cashiers have the ultimate responsibility of handling and accounting for cash; ensuring the accuracy of cash transactions; maintaining accurate records and safeguarding the business cash. 5. The Faculties- The role of the faculty, is the member in charge is to situate the review, for the reviewers and the students, the scope and objectives of the project. The faculty member in charge should provide external reviewers. Mrs. Emilda Gavonete Mrs. Dolores Ardeo Mr. Eunelo Caiendo Mr. William Balansag Mr. Arlan Tibus Mrs. Pas Bayles

1.4

Current System Description A manual Enrollment system allows student, teacher, and staff, to physically use the

enrollment system. This removes the potential for data entry errors, which can lead to disappointed parents/Guardian. Manual verification of enrollment can also allow employees an

opportunity to physically inspect the files during the enrollment period. Even the smallest documents need to implement some form of enrollment system to keep an accurate merchandise count, as well as for accounting purposes. Business owners generally have a choice between using a computerized or a manual enrollment system. The school that the group had chosen uses manual operation where the cashier computes the payment and assists the enrollment process of every student manually. The cashier prefers the manual process because of the advantages that can lesser the cost of their expenses. The finding of records is also time consuming because the cashier is just using cabinets in storing the records of their students and other important files. The San Ramon Catholic School Enrollment System context data flow diagram. The first process is to pay for an enrollment form and will fill up the form. The second process is the students will go to the assigned place where they can get their card/grades. The third process is to fill up the form and go to the principals office to get the signature of the principal. The last process is to go to the cashier to pay the payments of your entrance fee.

Figure 2. Context DFD of San Ramon Catholic School Enrollment System.

Figure 3. First explosion DFD of Enrollment System

San Ramon Catholic School Enrollment System

In Partial Fulfillment for the Course of MODELING & SIMULATION

To be submitted to Mr. Roger Intong, Faculty of Business & ITE Dept.

Members: Pecson, John Anthony Tribunalo, Joven T. Catalan, Aiko T. Javellana, Mary May P.
2013

CHAPTER II PROJECT CHARTER

Enrollment system concern with the school progress. It used to enhance school facilities. To the students progress through the technology. This enrollment system facilitates improvement in educational attainment of the school as well as students. Students will gain and develop their learning abilities. It is a process that involves perception, comprehension, integration and application. It is a means that enables man to ponder the mysteries of the world, to explore the accumulated knowledge and to complete the unknown. Enrollment system is a very important aspect in education because it opens the door to a world-wide store of knowledge of information.

2.1

Project Objectives To come up with a functional enrollment system that will allow users to submit forms

such as the registration, payment and enrollment forms in the comforts of the in house facility and also allow the administrators to keep track and maintain information about the data that was gathered from the submitted forms. These are the specific objectives of the system. To securely store collected information from the students To easily search specific information of student names; To view entries and names of registered and enrolled students in a real time. To produce a report that contains the lists of currently enrolled and registered students on time.

2.2

Project Conception There is a need of automation because the school needs to be globally competitive. The

implication of the automation in school will help to improve & enhance the educational system of the school. It helps the student to improve their educational attainment as times goes by automation has a major contribution to the society; we have the enrollment systems which provide the needs of every student to be globally equip. Yes there are available technologies which support needs of automation. The advantages of using these technologies are it can help the school to improve their educational system. It helps the school system organization flow organized.

2.3 Problem Statement

Store collected information from the students is not secured. Searching of the student information is time consuming. Viewing entries and names of registered and enrolled students are slow. Producing a report that contains the list of currently enrolled and registered students are not on time.

2.4 Initial Scope of the Project The proposed computerized enrollment system design covered the major processes in San Ramon Catholic School, Inc. namely: registration of the current and incoming students, class scheduling and sectioning, assessment of fees, files maintenance and reports needed (registration form, assessment slip, student master list, and other forms and reports essential to design). In

addition, requisites for new student (Birth Certificate, Good Moral Character and Form 138) will be recognized in system design database.

The system would allow four user accounts which are the Student, Accounting, Registrar and Principal. Student user account would only access in their personal records. New student will be called Enrollee that can add new records of their own, while old student (s) will only update their previous record. This will act as registration of student to be enrolled. Accounting and

registrar account will engage in their particular job mainly transaction of students record and payments. On the other hand, directress user account can access every feature of design system proposal.

The proposed designs also incorporate the processing of students personal records, especially the mode of payment student will choose. The design proposed system has the ability to verify and update students payments. SRCS do have many choices of payment for student to choose from. This was also incorporate to design proposal. Enrollee will just choose the mode of payment. Partner with it is the accounting personnel that will be in charge on input of the system.

2.5 Project Vision The main beneficiary of this study is San Ramon Catholic School Inc. that would be adapting the innovation of technology through the use of customized Enrollment System that will make their work faster and secure. The system will be handling the flows and problems that the organization is encountering. With regards to the registrar and accounting department, this will help the school in maintaining the data of the students and the school will not use the manual data gathering. The management will just need to check the system for the records if the needed.

2.6 Business Constraints The proposed system will be limited about the evaluation of new or transferee students. System design will not be capable to give an actual examination or evaluation of the requirements and credential of a new student. These processes will remain manual done by the directress but the result from it will be the input for the proposed system. In case of payments of students, proposed system design will only be limited on checking if the student was paid or not. It was not design to send any mail, SMS or reminders about unpaid school fees of the students. The cashier will print the summary of students with unpaid account and sent them to the respective adviser. Modes of payment are also fixed. In the sense that money was involved in transactions of payments of students, design system proposal would only accept data and actually the money itself. There will be no devices used or made in design proposal that can accept money of the student as a payment. An instance of this is the new technology of paying bills through cards and ATM that can result faster and ease of paying. Every payment involved would be administered manually by Accounting Department.

2.6 Business Constraints The project proposal is the system that provides the enrollment fast, accurate and save a lot of time. This is a good step to build the student in a modernized technology to prevent more project and also all people. It is useful in the school to retrieves the important information from the students. This project proposal having factors that limit our expectation in term of management, policies, and financial status of the school. There forms/reports is not given for the privatization of the school or business to prevent publicity of the institute. 2.7 Technology Constraints

This project proposal of enrolment system is a toughest time that an academy may throughout the year, regardless of the process of their enrolment. Mainly for those schools that thrive only on a manual process of enrolment, proceeds may take time and add to that if the institute is well known though still relying in manual processes queues may form along the way. These circumstances it seems to be hard to handle such collection of records namely storing, finding, sorting, updating and securing each of those records. And particularly in the registrar to have only in one room and limited space, perhaps on a public school. This enrolment system is a good example of a computer generated process. This can lesser the workload and provides accurate information needed in the school. As a result it will benefit not only the student but also in administration as a whole. Enrolment system serves as a vital part in the life of every student upon entering schools or universities, either public or private. It gives students the impression on how the whole institute manages and manipulates the entire body. In this enrolment system performs a task in order to produce faster and greater quantities that the student wants. This system serves as the first experience of all students by which he/she takes part individually or with a companion. Enrolment is considered as the first step or procedure that must be done by old students within a particular institute, before the semester per school year starts, but for those freshmen, or first year students. They are obliged to usually take an admission test, to know and asses them right course they want to engage to, followed by a scheduled interview in order to give them brief.