ONLINE ENROLLMENT SYSTEM

A Software Project Proposal

In Partial Fulfillment

Of the requirements for the Subject IT 312- Software Engineering

BY :

BIOL, SHALLEY JANE V.

DESMONTE, BABY ROSE B.

ERAZO, DIANA-JANE L.

MAKALOLOT, JESTONY L.

December 2018
 ii

ACKNOWLEDGMENT

The proponents of the study would like to express their greatfulness and appreciation to those

people who unselfishly gave their encouragement and support to make this study a reality. They then

grateful to the following:

To the Almigthy Heavenly Father, for the strength, wisdom and guidance bestowed when

the proponent need it the most.

To their instructor, Ms. Teresita Toledo, for the continuous support , patience in improving

this work, for freely giving her time and for sharing her ideas and suggestions for the completion of

this study.

To their beloved parents and relatives, for bearing with us in all our needs, financially and

emotionally, and for being understanding to complete this study.

To all whom the proponents failed to mention, a million thanks to all of you. God bless

PROPONENTS
 iii

TABLE OF CONTENTS

PAGE

TITLE PAGE i

ACKNOWLEDGEDMENT ii

TABLE OF CONTENTS iii

LIST OF TABLES v

LIST OF FIGURES v

Chapter 1 - INTRODUCTION 1

Introduction 1

Research Objectives 2

Scope and Limitations of the study 3

Limitation of the study 5

Review of Related Literature and System 6

Synthesis of review 8

Definition of Terms 9

Significance of the Study 10

Chapter 2 - TECHNICAL BACKGROUND 11

 iv

Chapter 3- METHODOLOGY 13

Project Design 14

User Requirements 15

Functional Requirements 16

Non-functioanal Requirements 17

Project Analysis 20

Project Evaluation 23

References 24

Curriculum Vitae 25
 v

LIST OF FIGURES

Figure Title Page

1 SDLC - Waterfall Model 13

2 Use Case Diagram for Enrollment System 18

LIST OF TABLES

Table Title Page

1 Work Plan 18

2 Gant Chart 19

3 Use Case Diagram 20

4 System Evaluation 23
 1
INTRODUCTION

Chapter 1

The progression of technology has led to the discovery of numerous things in life today. The

use of the internet makes work easier by resulting in the utilization of various systems that have

revolutionized the education system. Enrollment system is a central computer system of enrolling

students in different levels of education. It enables students to access the academics processes while

allowing the data storage which is beneficial to its greatest extent for future references, numerous

benefits for the both affected sides.

Bacola and Reano (2009) stated that an online enrollment system was organized for the flow

of the college transaction throughout the institution’s operations. It implies the manual system, such

as updating and adding students record, generating the advising and assessment slips. In considering

the manual transactions it could imply to inefficient and time-consuming transactions, as involves

students record handling, tracing the essence of manual system.

The Surigao State College of Technology offers free tuition fees scheme as mandated by the

law. Numerous students studying in this institution mostly coming from urban and rural areas. The

institution maintained using manual enrollment transactions. However, there are instances that the

students encounters that may cause the delay in enrollment process. The most common problem of

students includes: the prosy line, time consuming, the poor and long process of papers or payments

and the lack of workers.

Online Enrollment System could implement the college enrollment automation. It aims to

provide real-time registration to solve the school’s inefficiency in terms of flexibility of schedules,

services and time-consuming. The system contains information such as courses offering, schedules,

and other details on enrollment transactions. This study covers enrollment transactions for old

students and shiftees. It is a user-friendly and easy to access system.

 RESEARCH OBJECTIVES 2

General Objectives

The study aims to design and developed an Online Enrollment System.

Specific Objectives

Specifically, the system composed of the following modules:

1. Administrator Module

The administrator has the authority to manage the system.

2. Students Module

The registered students logs-in and registers account to the the system.

3. Instructor Module

The instructor module logs-in to the system.

4. Staff Module

This staff module can view student information and evaluates subject matters.
 3

SCOPE AND LIMTATION OF THE STUDY

The proposed study focused on Online Enrollment System of Surigao State College of

Technology. The study was conducted at Surigao State College of Technology, Surigao City, City

Campus during the regular First Semester of the Academic Year 2018-2019.

SCOPE OF THE STUDY

The project of the study includes the following module :

1. Administrator Module

1.1 Accesses the system

1.2 Logs-in to the System

1.3 Provides Username and Password

1.4 Evaluates subjects and pre-requisites

1.5 Updates the system

2. Students Module

2.1 Views the system

2.2 Registers Account

2.3 Logs-in to the system

3. Instructor Module

3.1 Views the system

3.2 Registers Account

3.3 Extracts Grade

 4

4. Staff Module

4.1 Views the system

4.2 Registers Account

4.3 Generates Report

 5

LIMITATIONS OF THE STUDY

However, the system encounters some limitations :

1. The system may not occur without an internet connection or with network complications.

2. The system cannot access two or more accounts with the same student’s identification.

3. The online enrollment system only covers for the old students and shiftees within the

institution.
 6
REVIEW OF RELATED LITERATURE

This chapter includes the ideas, finished thesis, generalization or conclusions, methodologies

and others. Those that were included in this chapter helps in familiarizing information that are

relevant and similar to the present study.

According to Adrian(2011), “Lack of enrollment system in schools can lead to chaos and

troubles.” Students will be confused on what they should do to be able to enroll that is why such

systems is extremely useful in the way that it gives an ease on working on enrollment processes.

Enrollment is very useful in retrieving vital information of the students. Without it can lead difficulty

both for the administration of school and student in enrollment processes Many countries today,

especially the developing nations are challenged by the rapid technological changes. This has

radically changed the living and working styles of the entire society. This transformation has been

driven partly by rapid technological innovation.

As a support, Ella (2012) , the system allows students to choose courses they want to take

with the available class schedules. This allows students to make up their time schedules for different

class courses without time schedule conflicts. After the allotted enrollment period, the system runs

and assigns slots to students. With the Online Registration System, students could log in, check their

schedule, and set desired changes and pay online without having to stand in a line and rushing to meet

deadlines to accomplish all the transactions required for enrollment.

As stated by Lauren (2006), college students that are geographically mobile look to the

enrollment management division for the help they require to articulate their courses. The point of

entry may be your admissions office, but soon the registrar’s office, advising, and faculty members

may need to involve themselves in a successful transfer. The entire system needs to have policies and

business processes to allow a student to assess what progress they have made toward the degree and
 7

what is left to complete courses might transfer as electives, general education requirements or

possibly right into the major field of study. A system that helps the student maneuver seamlessly

through the necessary maze relays a message that your institution is transfer student friendly. As

supported by Relayo (1999), this study will assist the researcher regarding to the use of data base and

visual basic. This system have been designed in order to speed up the access and retrieval information

and to lessen manual effort involve in the library routine of transaction.

In addition, Dzubeck and Frank (2003), inspired by the advancement of modern technology

and the problems regarding enrollment transactions the proponents have come up with an online

enrollment system exclusively for school with many enrollees. Several factors are considered in

designing the proposed system. First is the tedious task of filling out application forms and

inaccuracies of information provided by the students that cause delay on the enrollment process. Other

is that were problems on giving and announcing schedules of enrollees and cause for them to be late

at their very first class. The researchers gathered data necessary in the enrollment system for the

success of the study in providing benefit for the employees and students so they can have access and

have the ability to manage information directly and conveniently.

 8

SYNTHESIS OF REVIEW

The related review gathered by the proponents has its own specific features. The study

anchored from different authors as cited from the reviews. Some features are similar to the proposed

system but there are also some differences. The similarities of gathered review are on storing,

scanning, retrieving student’s information.

The proposed system has a unique capability to facilitate and secured files, prints information

and scanned student list. The system can edit, save, search, student’s information. It can generate

reports according to the information needed by the students and administration for record and history

purposes. It is also provides friendly user interface by the other users.

 9

DEFINITION OF TERMS

Enrollment - It is a process in which a student is being admitted to the institution. This includes the

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

Online- Is the condition of being connected to a network of computers or other devices. The term is

frequently used to describe someone who is currently connected to the Internet.

Cashier – is an occupation focused on the handling of the money.

Registrar – is an official keeper of records or a place where records are kept. It may also be a trade

name or a term in software design.

Student – a person engages in an study. One who attends a school or who seek knowledge.

Instructor - a person who teaches something.

Program - An algorithm that a computer can both follow directly and follow the translated version.

System - It is a group of interrelated components working together toward a common goal by

accepting input and producing output in an organized transformation process.

The creation of the computer made the easier to accomplish that by doing it manually, to have the

direct

access on straightforward answer just monitoring record where in the needs of computer make

possible for everyone to get data in a particular need. We can consider that the computer is necessary

and its productive tool for individual. Mane (2000)

 10

SIGNIFICANCE OF THE STUDY

The Online Enrollment System is to register a student in a fastest way to minimize time that is being

consumed. The results of the study will be of great benefit to the following :

ADMINISTRATOR: The school is benefited for the improvement of keeping information of the

student. It reduced processing time and makes their work easier and faster. They are assured that their

records are surely secured and easily to retrieved.

STUDENTS: The result of the proposed study will provide the students with some knowledge of

registering on this proposed system. It helps students to enroll without hassle and also to lessen the

budget.

INSTRUCTORS: The proposed study will also benefit the instructor by automatically receiving the

list of their students with their schedules in every subjects.

STAFFS : The result of the study provides them information that the student’s information are safely

saved to the system. It helps them to easily save, add, update, search, and manage the student’s

information.

PROPONENTS: Permits the acquisition of deep knowledge about the system which also helps in

developing their skills in making the system proposal and gives needed data and information. Results

of the study provide them an extra knowledge on how to make a proposal only.

FUTURE PROPONENTS: The proposed study helps the future proponents to gain ideas in creating

the same proposal and developed certain things towards online system, optimize their mind on how

they manage in that particular matter.

 11

CHAPTER 2

TECHNICAL BACKGROUND

The proposed study was anchored on Gaton (2012), expressed that Online enrollment system

is utilized today by many universities to facilitate the enrollment of their students into classes every

semester. The system allows students to choose courses they want to take with the available class

schedules. This allows students to make up their time schedules for different class courses without

time schedule conflicts. After the allotted enrollment period, the system runs and assigns slots to

students.This eliminates manual registration and sometimes payment process for customers. All

businesses are accomplished fast, efficient and conveniently, in your computer.

The Figure 1 shows the flow of the study that is composed of three boxes which represent the

input, process, and output. The proponents used instruments for gathering data and software tools to

amplify the framework of the study. The Input box represent the whole inputted data record of the

system, it can hold files associated with a particular case and allows the admin and instructor to

search, view, update, and auto print. It identifies the admin that can perform log-in and log-out creates

new account.The second box represents the process of the system. The proponents used the JAVA and

Microsoft Access to process the data. The MYSQL crystal report is used to create a form so that the

user can easily print the inputted information of the system.Lastly, the third box represents the result

the Online Enrollment System in Surigao State College of Technology, which helped the cashier’s

and registrar’s staff to easily keep the important records of the student. In this system the information

was secured in terms of keeping records.

 12

Input Process Output

Administrator Module

 System
information
 school Information
 Curriculum
 Registers accounts
 Class schedules
Research Design :
Students Module
 Interview
 Account  Observation
 Students ONLINE
Information
 Curriculum Software Tools ENROLLMENT
 School updates
-Microsoft Word SYSTEM

Instructor Module System Tools

 Class schedules -JAVA

 Account - Database
-MySQL

Staff Module
 Account
 Students
Information

Figure 1 Flow of the Study

 13

CHAPTER 3

METHODOLOGY

Project Design

This study uses the project developmental design, that makes use of System Development

Life Cycle ( SDLC ) composed of planning, analysis, design, implementation and maintainance. The

first is planning process, the proponents gathered data to find out the problem and determine the

solution. Next, is the analyis, the proponents consider the functional requirements of the system. Then

the implementation of the study. The proponents creates the code for the system using Java and

MySQL. Lastly, the production of the system. The system needs a maintainance for it to improve and

be reliable.
 14

Planning

Analysis

Design

Implementation

System

Figure 1 System Development Life Cycle

 15

USER REQUIREMENTS

The requirement of providing a systemaic Online Enrollment System for the Surigao State

College Technology plays a important role because of valuable use for making the process easier.

However, a system cannot be callled a system a system if it does not meet the two different

requirement which show how the system should work and what it has to be done. This entails the

functional and non-functional requirements that refers on how the system works. This is this the

process where the user should gain satisfaction as to what is really needed about the system. The

requirements include the functionalities and services offered the system.

On the other hand, the Non-functional requirements are the requirements of the project

includes the operational requirements, performance, security, cultural requirements and special

constriants of the system.

 16

FUNCTIONAL REQUIREMENTS

The Online Enrollment System has the following requirements, first is that only the authorized user

can log-in to the system but the administrator only. Next, the system requires the following

information; student’s id number, name, course and year and program and academic and others.

This is needed because the ID number will serve as the system’s primary key for the students.|On

the other hand, the student’s name, curse and year will serve students data for viewing and searching

purpose. The sytem will then identify subjects that are not yet taken to which a student may enroll

and be printed in a yellow papeer. Lastly, the system can provide copy of the subjects recommended

for the students.

 17

NON-FUNCTIONAL REQUIREMENTS

This system has four types of non-functional requirements: operational, performance, security

requirements and special issues and constraints. In the operational requiremnents, the system will be

able to match the student’s grades with regards to pre-requisites and the system will print and produce

a yellow form. For performance requirements, the system will response depending on the internet

connection of the user, and it is also a user-friendly and easy to understand. In the security

requirements, only authorized person can access the system which is the administrator, it protect the

user’s privacy, and it also prevent students from viewing grades of others. Special issues and

constraints about the system is it can add programs and new registrants, it can be used anytime which

is specially intended for students who lives from a far, and the system will exists as long as they want

and use it for enrollment of students.

 18

Work Plan

Task Number Task Name Duration Dependency Status

1 System Proposal 2weeks Complete

2 Data Gathering 4 weeks 1 Complete

3 Background of 3 weeks 2 Complete

the study

4 Objectives of the 2 weeks 3 Complete

study

5 Significance of 2 weeks 4 Complete

the study

6 Project 2 weeks 5 Complete

Management

7 Overview of the 2 weeks 6 On Going

Existing System

8 Overview of the 1 week 7 Complete

Proposed System
 19

Table Gant Chart

Months September October November December

Activities
Weeks 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
1. Initial Studies
2. Data Gathering
3. Analysis
4. Documentation
5. Design
6. Preparation of Oral Defense
7. Oral Defense
8. Revision
 20

Project Analysis

Symbols Description

A boundary of a system is defined as the set of all its boundary components.

An actor specifies a role played by a user or any other system that interacts with
the subject.

A use case is a methodology used in system analysis to identify, clarify, and

organize system requirements.
17

Use case generalization refers to the relationship which can exit between two use
case and which shows that one use case inherits the structure, behavior, and
relationship of another actor.

A UML relationship is a type of model element that adds semantic to a model by

defining the structure and behavior between the model elements.

Use case include is a directed relationship between two case which is used to
show that behavior of the include use case is inserted into the behavior of the
including use case.

Use case extended is a directed relationship that specifies how and when the
behavior defined in usually supplementary.
 21

Project Analysis

Logs-in to
System

Registers
Account

Views the system

Extracts Grade

STUDENT
ADMIN
Evaluates Subject Pre-
requisite

Generates Report

Figure 2. Use Case Diagram of Online Enrollment System

This figure represents the objectives of the system followed by the functionalities of the system.
 22

Project Analysis

Logs-in to
System

Registers
Account

Views the system

Extracts Grade

STAFF INSTRUCTOR

Evaluates the Subject

and Pre-requisite

Generates Report

Figure 2. Use Case Diagram of Online Enrollment System

This figure represents the objectives of the system followed by the functionalities of the system.
 23

Project Evaluation

Rank the following situations on a scale estimate the average stress you, as a typical student. Put

check ( ) on the desired answer : 5 – Strongly disagree, 4- Agree, 3- Neither, 2- Disagree and 1-

Strongly Disagree.

Table 3 System Evaluation

Strongly Strongly
Agree Neither Disagree
Problems Encountered During Enrollment Agree Disagree

5 4 3 2 1
1. The manual enrollment in SSCT, requires lots of time and effort.
2. The students struggles during enrollment because it has prosy lines.
3. The manual enrollment process is too slow.
4. The manual enrollment usually takes longer that could result to the delay of classes.
5. The manpower of staffs aren't enough comapared the number of enrollees.
6. The manual enrollment may also result to the conflict of class schedules.
7. The evaluators usually encounters hardship in tracing the record of the students.
8. The students cannot enroll if their clearance isn't cleared.
 24

REFERENCES

1. Adrian ( 2011 ) , Online Enrollment System

2. Bacano and Reano (2009), Thesis Book of Online Enrollment System

http://thesisbook.readthedocs.io/en/latest/Chapter%20II.html

3. Dzubeck and Frank (2003), Thesis Book of Online Enrollment System

http://thesisbook.readthedocs.io/en/latest/Chapter%20II.html

4. Ella (2012), Thesis Book of Online Enrollment System

http://thesisbook.readthedocs.io/en/latest/Chapter%20II.html

5. Gaton (2012), Thesis Book of Online Enrollment System

http://thesisbook.readthedocs.io/en/latest/Chapter%20II.html

6. Lauren(2006), Review of Related Studies of Online Enrollment System

https://prezi.com/bvxnugpjwuaa/online-enrollment-system/

7. Relayo (1999), Thesis Book of Online Enrollment System

http://thesisbook.readthedocs.io/en/latest/Chapter%20II.html
 25

CURRICULUM VITAE

PERSONAL DATA

Name : Erazo, Diana Jane L.

Address : Purok. 10 Brgy San Juan, Surigao City

Date of Birth : July 16 ,1999

Place of Birth : Surigao City

Father’s Name : Erazo, Christoper B.

Mother’s Name : Erazo, Evangeline L.

Contact Number : 09103634893

EDUCATIONAL BACKGROUND

Tertiary Bachelor of Science in Information Technology

Surigao State College of Technology

Narciso Street, Surigao City

A.Y. 2016-2020

Secondary Surigao City National High School

P-2 Brgy. San Juan, Surigao City

A.Y. 2011-2015

Primary Surigao West Central Elementary School

P-2 Brgy. San Juan, Surigao City

A.Y. 2005-2011
 26

PERSONAL DATA

Name : Makalolot, Jestony L.

Address : P-Tower, Brgy. Canlanipa ,Surigao City

Date of Birth : May 28, 1991

Place of Birth : Surigao City

Father’s Name : Makalolot, Lito

Mother’s Name : Makalolot, Josefina C.

Contact Number : 09123540933

EDUCATIONAL BACKGROUND

Tertiary Bachelor of Science in Information Technology

Surigao State College of Technology

Narciso Street, Surigao City

A.Y. 2009-2020

Secondary Taft National High School

Nueva Extension, Surigao City

A.Y. 2005-2009

Primary Wadas Elementary School

Brgy. Wadas, Dinagat, SDN

A.Y. 1999-2005
 27

PERSONAL DATA

Name : Desmonte, Baby Rose B.

Address : Purok 11 Sunflower P.reyes ExtensionSurigao City

Date of Birth : July 25, 1998

Place of Birth : Surigao City

Father’s Name : Desmonte, Reynando J.

Mother’s Name : Desmonte, Licinia B.

Contact Number : 09483698939

EDUCATIONAL BACKGROUND

Tertiary Bachelor of Science in Information Technology

Surigao State College of Technology

Narciso Street, Surigao City

A.Y. 2016-2020

Secondary Taft National High School

Nueva Street, Surigao City

A.Y. 2011-2015

Primary Mariano Espina Memorial Central Elementary School.

Navarro Street, Surigao City

A.Y. 2005-2011
 28

PERSONAL DATA

Name : Biol, Shalley Jane V.

Address : Block 12 Lot 6, Canlanipa Homes, Surigao City

Date of Birth : November 29, 1998

Place of Birth : Surigao City

Father’s Name : Biol, Pepito A.

Mother’s Name : Biol, Susana V.

Contact Number : 09382460729

EDUCATIONAL BACKGROUND

Tertiary Bachelor of Science in Information Technology

Surigao State College of Technology

Narciso Street, Surigao City

A.Y. 2016-2020

Secondary Sapao National High School

Sta Monica, Surigao Del Norte

A.Y. 2011-2015

Primary Sapao Central Elementary School.

Sta Monica, Surigao Del Norte

A.Y. 2005-2011