AN ENROLLMENT SYSTEM USING BARCODE FOR HERMEND SCHOOL
College of Information and Technology
University of Batangas
Laydia, Khaite Eunice M.
Marasigan, Eman Julius
Tanchico, Lovely E.
Table of Contents
Project Context ……………………………………………………………1
Objectives of the Study ……………………………………………………………5
Definition of Terms ……………………………………………………………6
Significance of the Study ……………………………………………………………8
Scope and Limitation ……………………………………………………………9
Review of Related Literature ……………………………………………………………11
Related Studies ……………………………………………………………23
Research Design ……………………………………………………………33
Conceptual Framework ……………………………………………………………39
Theoretical Framework ……………………………………………………………41
Entity Relationship Diagram ……………………………………………………………43
Data Flow Diagram ……………………………………………………………44
As the world rapidly changes, technology appears which compromise to change our lives for the better. It is either to improve one’s personality, performances and either to create new possibilities. Technology now is one of the needs of an individual. It has a tendency to change the life of a person and it can be in a good way or in another way.
Technology through the years has become very important because it contributed so much to the society. It improves the access to education, medicine, industry, transportation, etc. Technology is where everyone if involved even from the young to the old because it produces a great impact and even helps to increase the efficiency and effectiveness of work in the society.
Technology nowadays is an improvement in efficiency. Efficiency simply denotes being effective or conducting oneself in a way of measuring a person’s ability to accomplish a work and people who can do the work at a specific amount of time. What would the world be without technology? Does it will improve or make things worst than before?
One example of technology through the years is the computer. A computer is a machine that is able to take information and it can be used by an individual in order to make their work easier and faster. It is a programmable machine where it responds to a specific instruction set in a well -defined manner. Computers are designed to do almost anything with the information. It also consists of computer programs which are designed and where the computer programmers are fond of. Computers are made and use by humans in order to reduce and avoid errors and to do a specific job in an efficient time.
A computer is a device which is used to operate according to instructions stored on its own memory unit and accept the inputted data. It also processes the data, produces information and it also stores the results for the future use (Shelly, B. & Vermaat, E.Discovering Computer Complete, Second Edition, Singapore 5, Shelton Highway 2010)
Computers can be found everywhere, basically in homes, in schools and also in office or work. Computers have different kinds. Some of it is mobile computers and also mobile devices which are easier to carry. Mobile phones are also considered and classified as computers. (Sawyer C. & Williams K. Using Information Technology America: McGraw Hill Education 2013)
Schools are affected also by technological innovations where they use technology to build their system and programs that they use in order to make an improve their way of handling the school. Some other schools adopt the changes in terms of technology while others don’t. Making an enrollment system with the use of barcode which basically makes their work easier instead of making manual filing of information where they needed to put again and again the information the system need will surely waste a lot of time in them as compared with the use of barcode where the information is automatically updated and is also time efficient and effective in the school. The rapid evolution of educational technologies also makes it increasingly challenging to determine what works best. (http://www.edweek.org/ew/issues/technology-in-education/)
Enrollment system using Barcode is frequently used to refer in the development of enrollment. The term is used to refer not only on the simple process of enrollment but it uses a barcode which makes the system more efficient because it is a way where the enrollment system is much easier to use an update and produce information needed by the user in just scanning the barcode which basically contains information.
Enrollment is the process of entering and verifying data of student to register in a particular school. Different interrelated processes build up enrollment procedures called Enrollment System. Enrollment System is more improvised with an additional feature which is the used of Barcode. Enrollment System using Barcode is used particularly in recording and retrieving student information and this was connected to the Student’s Barcode presented in their ID’s. Tracking student’s information is also detected in the Barcode and this is also one feature of the Enrollment System. A system is a set of components that are organized to achieve a common goal. A system is a collection of elements or components that are organized for a common purpose.
A database is a permanent, self-descriptive store of data that is contained in one or more files. A database manager (also called database management system or DBMS) os the software that manages access to the database. Oracle, SQL, Server, DB2, MS-Access, and IMS are examples of commercial database managers.
Database applications are the lifeblood of a business. Databases are endemic in all major organizations. Database application has many distinctive issues: large quantities of long-lived data must be accessed in different ways. There is a need to coordinate the effects of multiple users and applications.
In principle, databases are application independent; any application can access their data. Multiple application databases can lead to redundant data. But given that applications are motivated by business needs that occur at different times and are sponsored by different organizations such duplication can be difficult to avoid. (Biaha, Michael. A Managers Guide to Database Technology Building and Purchasing better Applications. Upper Saddle River, New Jersey 07458: Prentince Hall Inc.2001)
Hermend Learning Center deals with a primary education providing an educational approach that focuses on the learning development of a child. Hermend Learning Center is located at D.P. Laygo St. Lipa City, Batangas that contains a good surrounding. This school provides a great education for each and everyone.
Hermend Learning Center uses a manual system in recording student’s information. The assigned teacher also has the information about student’s payment. In fact, she does all the record keeping just by using ball pen a columnar sheet or a notebook. On the other hand, the Registrar Department also uses a manual system as a way of recording and retrieving student information. Another department is the Accounting Office that administers the student’s payment manually. The researchers proposed a system which will help the teachers eliminate or lessen their paper works, instead of writing on a piece of paper about the information of the student. Instead of finding information of the student in a record book, with the use of the researcher proposed study, the will just scan the barcode in order to get and retrieve the student’s basic information and also the cash payment and their remaining balance in regards to their tuition fees.
Objectives of the study
The objectives of the study are to develop an Automated Enrollment System Using Barcode for Hermend Learning Center. Specifically, it aimed to:
1. Analyze the principles of database management, software requirements and information system as a tool in the development of an enrollment system.
2. Design and develop an Enrollment System Using Barcode that is capable of:
a. Knowing how the developed system changed the Manual Enrollment System into a paperless transaction,
b. managing the Student’s Information or record, schedule and fees,
c. assessing students and accepting of initial payment.
3. Implement an accurate and easier way of Enrollment System using Barcode for the students of Hermend Learning Center.
Definition of Terms
Accuracy. This refers to the provision of right or agreed results or effects design.
In the study, accuracy shall refer to the process of planning and problem-solving for a software solution.
Database. This refers to a structured set of data held in a computer, especially one that is accessible in various ways.
In the study, the database shall refer to a collection of information in such a way that a computer program can quickly select desired pieces of data.
Electronic payment. This refers to the payments that are made directly to the payee from your bank accounts using security features over the Internet to process the transactions.
In the study, it shall refer to the transfer of an electronic means of payment from the payer to the beneficiary using an electronic payment instrument.
Enrollment. This refers to the state of being enrolled.
In the study, enrollment is the process of entering and verifying data of student to register in Hermend Learning Center Niño Eskwela Incorporated.
Enrollment form. This refers to the process of being entered into an electoral roll.
In the study, enrollment form shall refer to a document which lists down the required subjects of the enrollee.
GUI. This refers to a type of user interface that allows users to interact with electronic devices through graphical icons and visual indicators such as secondary notation, instead of text-based user interfaces, typed command labels or text navigation.
In the study, GUI shall refer to describing anything the application displays to the user.
Information System. It is defined as an organized system for the collection, organization, storage, and communication of information.
In the study, information system shall refer to capturing and managing data to produce useful information that supports an organization and its employee.
Performance. This refers to the action or process of carrying out or accomplishing an action, task, or function.
In the study, performance shall refer to the capability or ability of a system to work along the developments.
Security. This refers to the state of being free from danger or threat.
In the study, the security shall refer to the ability to prevent unauthorized access whether accidental or deliberate to programs or data.
Student. It is defined as a denoting someone who is studying in order to enter a particular profession.
In the study, a student shall refer to any person who is studying in Hermend Learning Center Niño Eskwela Incorporated.
System. This refers to any collection of component elements for the network to perform a task.
In the study, a system shall refer to a set of interacting or independent entities, real or abstract, forming an integrated whole.
Usability. This refers to the degree to which something is able or fit to be used.
In the study, usability shall refer to one of the indicators of software performance which focuses on the functionality of the system and can be used by a specific user to achieve specified goals.
User friendliness. It describes a hardware device or software interface that is easy to use.
In the study, it shall refer to one of the indicators of software performance which focuses on the functionality and usability of the system.
Significance of the Study
This section describes the information of the system. The developers had proposed an automated Enrollment System for Hermend Learning Center which is a big help for the school, especially for teachers and students. Once the system is developed and implemented, it will make the work faster and efficient for the following:
For the Hermend School: This will help the school persuade new, incoming students to enroll, and not only that the school can compete with other public schools in terms of enrollment and quality education. The computerized enrollment system will provide the faculty and staff easy access to the student’s profiles, grades, and schedules.
For the Registrar: Once the system was implemented, this will help reduce the work of the registrar. All the student’s record will be stored in the system’s database like student section and class schedule. Through the use of the system, acquiring information by the users will be served with fewer delays, even decisions could be easily be based on the latest input data.
For the students and parents: The proposed system will be able to minimize the time and effort that it takes to process students enrollment. Also, it is also beneficial to the parents because it will help them lessen the time it takes to find an appropriate class for their children.
For the Future Researchers: The system will benefit the future researchers as guide or reference in their own efforts at any proposal or project. The researchers will enhance their analysis, knowledge and technical skills. They will gain programming knowledge and logical situation, knowing how to eliminate the certain problems of a system. The importance of conducting this study will be their opportunity to test and prove their skills in hardware development.
Scope and limitations
This field of study focuses on the Enrollment System and is limited only to Hermend Learning Center School. In connection with this, the researchers will analyze the current enrollment system of the said school. This study aimed to develop an Enrollment System that gives further information about the enrollment process to know how many students are enrolled in every year level. This study shall be a concern with the enrolled student to be recorded in the registrar office through the use of the system, It has the functionality of automate making enrollment form. The system limits on the following fields and functions:
? The system does not cover the computation of student’s grades, class scheduling, viewing of subjects and teachers and paying fees.
? Only authorized personnel will be allowed to use the system.
? It is not a web-based. Not accepting any online payments.
? It can’t show the schedule of the subject in per year level.
? Credit cards are not accepted by the system.
? The weakness of their manual enrollment may slow the process of enrollment so we will propose a system to help the registrar to accelerate their enrollment process.
REVIEW OF RELATED LITERATURE AND STUDIES
This section presents the review of related literature and studies which includes a brief conceptualization of the proposed study. Furthermore, the chapter will include the different technologies used in the development of the software as well as the project’s operational framework formulated by the researcher. It is also composed of facts and principles to which the present study is related and significant. Researchers read and gathered related topics in books, journals and capstone projects which serve as a background for better understanding of the subject matter.
An enrollment system is basically included in one of the classifications of an information system that is stated by the author, thus it serves as a tool to support information management with regards to the student data, enrollment fees, information and other with a connection to the enrollment process. Every school gains the competitive advantage of having this system for they will have the capacity of handling important information at ease and with security. (Jennifer Rowley et.al.2005)
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 are extremely useful in the way that it gives an ease on working on enrolment processes. Enrolment is very useful in retrieving vital information from the students. Without it can lead difficulty both for the administration of school and students in enrolment processes. (Ace Adrian, 2011)
Enrollment system has made a huge impact on the school arena. It is a system that is built on innovative program strategies. It is a system that will help both the enrollment personnel-in-charge and the students to easily process the enrollment at a lesser time. Distinct from traditional enrollment, LAN enrollment system processes large assortment of student records and provides efficient and consistent information services. (Dunn and Scott et.al. 2005)
An enrollment system help and provide efficient and reliable services to the students, enrollment personnel and administration. Moreover, this system improved the process of enrollment in terms of searching, retrieving and subject schedules (Lopez, 2005).
An enrollment system is basically included in one of the classifications of an information system that is stated by the author, thus it serves a tool to support information management with regards to the student data, enrollment fees information and other with a connection to the enrollment process. Every school gains the competitive advantage of having this system for they will have the capacity of handling important information at ease with security.
“The internet is neither an extraordinary communication tool nor revolutionary. It simply represents the current stage in the development of human capabilities through written language, which itself derived from the spoken form”. That statement only shows that advancement in modern technology is at their highest peak. Nowadays Web-based applications are widely used due to their ubiquity. Web-based enrollment system is currently emerging on markets for they are offering transaction convenience and service efficiency through the use of the internet. This system becomes a powerful tool in dealing with information management regarding transactions. (Holmes, 2006)
“The Internet is neither an extraordinary communication tool nor revolutionary. It simply represents the current stage in the development of human capabilities through written language, which is self-derived from the spoken form.” That statement only shows that advancement in modern technology is at their highest peak. Nowadays, Web-based applications are widely used due to their ubiquity. Web-based enrollment system is currently emerging on markets for they are offering transaction convenience and service efficiency through the use of the Internet. This system becomes a powerful tool in dealing with information management regarding enrollment transactions (Holmes, 2006).
The iterative implementation approach is a theory that eliminates problems of using a waterfall study. This is invented to avoid a linear and sequential development of the study. The overall functionality of the system is broken down into feature sets. These features set often based upon use cases from the analysis stage, containing a group of individual features that are related, typically by a functional area (Stephen McHenry, 2010)
Many problems and difficulties were identified in the existing system of Dagupan City National High School (DCNHS). These major concerns are affecting the efficient enrollment system of students. Security of the students’ records was to be found to be at high risk. The current system may fail to protect some important documents. It has also untimely and inefficient report generation. A computerized system for DCNHS shall result in a significant increase in the number of enrollees. (Cayabyab, 2007).
Transaction Processing System
Millions of transactions occur in every organization every day. A transaction is any business event that generates data worthy of being captured and stored in a database. Transaction processing system (TPS) monitors, collect, store and process data generated from all business transactions. These data are inputs TPS have to handle both high volume and large variations in volume efficiently. (R. Kelly et.al.2011)
Everywhere you go and everything you do can be manipulated through computer transactions. The use of computer technology is continuously evolving because technology doesn’t stop unless humankind is satisfied. Based on the foreign literature computers are a very helpful tool. Nowadays they can make work easier and efficient. (O’Brien James, 2011)
The transaction of manual enrollment to automated and now into a web-based automation is one example of what has driven partly by the rapid technological innovation. Anyways just to make work easier and faster like enrollment transactions are possible with the emergence of computer technologies. Technology innovation had influenced man’s work from data processing, business transaction, research, planning, monitoring and even in medical operation on human anatomy are now entrusted to computer technology. Web applications are popular due to the ubiquity of its applications. The ability to update and maintain web applications without distributing and installing software on potentially thousands of client computers are key reasons for its popularity. A significant advantage of building web applications to support a standard browser feature is the ability to perform as specified, regardless of the operating system installed on a given client (Bacala;Reanno, 2009)
Information System captures and manages data to produce useful information that supports an organization and its employee. It has the ability to complete or gain a competitive advantage in the technology industry. Information system collects, processes, stores, and analyzes and disseminates data for a specific purpose. The hardware, software, data, procedures, and people are the composition of the Information System. It is built to attain one or several goals of the organization. (Cuarteri, 2012)
Importance of computer application is increasing day by day, in the latest decades of the Millennium winning organization are those which are willing to integrate business strategy and computer information technology in plying their respective trades. The use of computer information technology results for them to be able to develop products fast and make decisions fast, ability to have fluid organizations structures, able to cope with the demanding workforce and external environment by the rapid development of innovative approaches and lastly using information system confirms the company’s mission vision. Schools use information systems in the way of implementing an environment system. This results for them to attract enrollees and earn an income. Enrollees are attracted because the use of the said system makes the transactions faster and easier. (Aquino, 2005)
Information systems are a tool to support information management. Information systems are increasingly being used in organizations with the objective of providing a competitive advantage. Science and technology is the root of emerging innovations in this world. For many years now, a person in this field of expertise does not stop to reshape the landscape of today’s business world. Enrollment system has made a huge impact on the school arena. It is a system that is built on innovative program strategies. It is a system that will help both the enrollment personnel-in-charge and the students to easily process the enrollment at a lesser time. Distinct from traditional enrollment. LAN enrollment system processes large assortment of student records and provides efficient and consistent information services. (Dunn and Scott, 2005)
An information system is a tool to support information management. Information systems are increasingly being used in organizations with the objective of providing a competitive advantage. The information systems used by organizations can be grouped into different types such as transaction processing system, management information system, decision support system, executive information system, expert systems, and office information system. Information Technology has heralded the advent of the information society. The information society may be a virtual society. The concepts of the electronic classroom, the electronic office, and electronic library have been explored.
This system poses a number of issues in society in general, including; changing employment patterns, archiving, and the bibliographic control, security and data protection, intellectual property, marketplace issues, and access. An enrollment system is basically included in one of the classifications of an information system that is stated by the author, thus it serves a tool to support information management with regards to the student data, enrolment fees information and other with a connection to the enrolment process. Every school gains the competitive advantage of having this system for they will have the capacity for handling important information at ease and with security. (Jennifer Rowley, 2005)
The name Information System Theory has previously been used to describe the theoretical computer science, whereby a computer is a system that processes information, but information is far more general than just the contents of computer files or data structures. Every system is composed of information and it also processes information, regardless of what form that information takes, whether it’s medium is computer files, light rays, particles.
An information system is a set of people, data and procedures that work together. It performs three general activities. First, it accepts data from sources within or external to the firm as input. Second, it acts on data to produce information. And lastly, the system produces the information for the intended user, perhaps a manager or staff member. (Africa, 2009)
The information systems used by organizations can be grouped into different types such as transaction processing system, management information system, decision support systems, executive information system, expert systems, and office information system. (Flowley, 2005)
There are many kinds of information system in the real world. All of them use hardware, software, network, and people resources to transform data resources into information products. Some are simple manual information systems, where people use simple things such as pencil and paper, or even machines such as calculators and typewriters. Today’s technology is influenced by computers.
Many problems and difficulties were identified in the existing system of Dagupan City National High School (DCNHS). These major concerns are affecting the efficient enrollment system of students. Security of the student’s records was to be found to be at high risk. The current system may fail to protect some important documents. It has also untimely and inefficient report generation. A computerized system for DCNHS shall result in a significant increase in the number of enrollees. (Cayabyab, 2007).
Many problems and difficulties were identified in the existing system of Dagupan City National High School (DCNHS). These major concerns are affecting the efficient enrollment system of students. Security of the student’s records was to be found to be at high risk. The current system may fail to protect some important documents. It has also untimely and inefficient report generation. A computerized system for DCNHS shall result in a significant increase in the number of enrollees. (Cayabyab, 2007).
Visual Basic 2010 is the most comprehensive, practical reference to modern object-oriented programming with. Using Visual Basic, developers can build cutting-edge applications that run practically anywhere on Windows desktops, new Windows 10 devices, in mobile and cloud environments, and beyond. It is the most comprehensive, practical reference to modern programming with. This book’s broad coverage includes advanced features such as generics and collections; a thorough introduction to the Visual Studio and Visual Studio Team System, practical overviews of WPF and WCF, coverage of web and cloud development with Silverlight and Azure and advanced topics such as multithreading, testing, and deployment. People are enabled to understand the Visual Studio 2010 IDE, .NET Framework 4.0, and the anatomy of a VB 2010 application, debug VB applications and implement error handling and exceptions, build efficient object-oriented software with classes, objects, namespaces, and inheritance, work with advanced object-oriented features, including interfaces, generics, delegates, events, and collections, organize, create, and improve classes with the Visual Studio Class Designer, access data with LINQ—including LINQ to Objects, SQL, DataSets, Entities, XML, and Parallel LINQ, build modern Windows applications with WPF controls, brushes, styles, and templates, develop web-centric applications using ASP.NET, Silverlight, and Windows Azure Services cloud computing, create and consume WCF services and WCF Data Services, use advanced .NET 4.0 platform capabilities, including assemblies, multithreading, parallel programming, P/Invoke, and COM interoperability, perform advanced compilations with MS Build and localize and globalize VB 2010 client applications (Alessandro Del Sole, 2010)
A data is a known fact that can be recorded in an indexed address book or stored it on a hard-drive, using computers and software like Microsoft Access. The collection of related data has an implicit meaning in the database. The database is designed, built and populated with data for the specific purpose. It has an intended group of users and some preconceived application in which the users are interested. The end users of the database may perform business transactions. The information in the database can be generated, maintained, and updated by the users (Ramirez, et al, 2007)
Data consist of raw facts, such as an employee’s name and a number of hours’ works in a week, inventory part numbers, or sales orders. Information is a collection of facts organized in such a way that the additional value beyond the value of the facts themselves. (Stair, R & George, R. Principle of Information System Seventh Edition. United States: Thomson Course Technology, 2006.)
Student Information System (SIS)
SIS such application software designed for educational establishments to manage student data. This System provides capabilities for entering student test and other assessment scores, building student schedules, tracking student attendance as well as managing many other student-related data needs within the institution. Thus, many of these systems applied in the Philippines can be scaled to different levels of activity and can be configured by their home institutions to meet local needs. (Delos Reyes, R “A Human Resource Information System for University of Batangas”, Theses. University of Batangas, March 2009.)
Database Management System
This System use software that allows you to create access, and manage a database. This is a collection of programs that enables you to enter, organize and select data in a database. The System can be used to track orders and customers analyze weather data to make a forecast for the next several days and summarize medical research results. It is a set of programs that provide users with tools to add, delete, access, and analyze data sited in one location. And organization can access the data by using query and reporting tools that are part of the DBMS or by using application programs specifically written to access the data. DBMS also provides the mechanism for maintaining the integrity of stored data, managing security and user access and recovering information if the user system fails. A database can also be a front end to another application (Rainer, 2011)
When designing a database, you have to make a decision regarding how best to take some system in the real world and model in a database. This consists of deciding which tables to create, what columns they will contain, as well as in relationships between the tables. While it would be nice if this process was totally intuitive and obvious or even effort to conceive, build and refine. The goal of this article is to explain the basic principles behind relational database designing and demonstrate how to apply these principles when designing a database using Microsoft Access. This article is by no means comprehensive and certainly not definitive. Many books have been written on database design theory; in fact, many careers have been devoted to its study. Instead, this article is meant as an informal introduction to database designing theory for database developer (http://www.deeptraining.com/litwin/dbdesign/FundamentalsOfRelationalDatabaseDesign.asox).
De Guzman, Endaya, Malabanan and Quinicho in their study entitled “Design Of An Automated Enrollment System And Its Relevance To Secondary Public ” aimed to design an automated enrollment system that will improve the old system used by Governor Feliciano Leviste Memorial National High School, to lessen the time spent during enrollment and to remedy the possible difficulties that may arise due to the school’s growing population. It was proposed by the researchers for the convenience of students as well as the school management. The incoming students are required to submit their requirements to the guidance counselor. They have to take the entrance examination to be given by the guidance counselor. After that, they have to secure their student number from the same person and can now enroll. The sectioning is done by the guidance counselor. In the case of the old students, they have to present their card to the curriculum year head. This time, enrollment form will be issued.
Through changing the system, it would take lesser time to finish the enrollment in the proposed computerized system, the automation can be considered because the steps are much easier. It is more efficient and it reduces the time and effort in recording the student’s account, searching records of students and updating the records upon payment. The flow in the proposed system is basically the same as the features of the manual system. The difference in the use of computers which will speed up the processing such as updating and retrieving records. The elimination of the member of the department head is also another difference because it is not very important in the enrollment system. Instead of writing the records in the student record book, the person-in-charge in accounting department only have to enter the student number then the record will be displayed on the screen.
In the study entitled “A Proposal: A Design Of An Enrollment System And Its Implication ToBauan High School” by Castillo, Ilagan, Mendoza, and Ruiz of the University Of Batangas, the researchers used the descriptive type based on the present situation of the enrollment of the Bauan Highschool. The gathering of the data or facts-finding technique, the interview and observation between the administration and the employees, and also the students to gather information about the present system. This study aims to develop a system that enables them to use a computerized enrollment system to lessen the problem they already encountered. They applied their knowledge in programming and system analysis and design for the school, mean to reduce labor cost and financial report of the school. The current enrollment system of Bauan
Highschool composed: the Guidance office, the Registration, Assessment, and Cashier, which process the transaction of every individual. Because of the problem encountered by the administration, students, and even parents, the researchers planned to build a new system to upgrade their current one.
“Halapitan SDA Elementary School Enrollment System” a study conducted by Cretecio, Duhay, Forton and Ordernario (2011) specifies that this will help the Faculty and staffs of the school make enrollment easy by the help of the enrolment database system. The database system will make the enrolment and collection of fees for the college of nursing easy and fast. The Enrollment database system will store the data of the student this includes the name of the student, section, schedule, and fees. The database system will allow the collector of the fees print a receipt exclusive for the college of nursing student This project looks at an Enrollment Database. It stores details of students and section. It may also be used as a local assessment for their college fees. The database is designed for use by staff and another authorized user in the office to enable them to easily produce the information required by the different people.
In the study entitled “Proposed Automated Billing System for National Telecommunications Commission”, Mabilin (2014) was constructed primarily for the purpose of designing an Automated Telecommunication Billing System for NTC. The general objective of the study is to automate the manual system of the said telecommunication firm. By developing an automated system, NTC can be able to perform their work inefficient way, problems can be lessened and reliability can be achieved. The firm expected to see the transparency of their work accompanied by the continuous better operation of their business. The said system will definitely help to achieve all NTC goals.
“Enrollment System Prototype For Elementary School Using E-Card “, a study conducted by Biscocho and Emero (2005) aimed to provide real-time registration for the members and relevant reports for staff. The system will help you input and retrieve data in a more efficient way and the members or users can do registration on any course or program. The system is also flexible because a user only needs to make a connection between the terminals that are connected via central servers. It will be a powerful and flexible data management that will help the organization succeed with its ability to acquire accurate and timely data about its operation, to manage this data effectively, and to use it to analyze its own activities.
Andaya in her study entitled “A Proposed Enrollment System of General Malvar High School” designed a system that would make the enrolment system of the said department of the school faster, organized and accurate. They proposed a paradigm that would show how the registration, transaction, master files and utilities of the Registrar’s Office more effective and efficient. Unfortunately, the study does not materialize; there are some problems that never unleashed like no documentation is available on the existing system. Every time that the system encountered problems the registrar always waiting for the availability of the programmer to fix the problem. The study was designed for St. Mary’s College of Meycauayan to find out the strengths and weaknesses of current enrolment system. This will serve as the basis of the researcher to develop a new using Standard System after it has been evaluated. The evaluation will determine whether the new system is better than the existing system.
The general objective of the study “UB LIBRO Library Management System” by Aceveda (2010) is to develop an effective management tool for the University of Batangas Learning Resource Center (UBLRC). The system is advantageous for the library staff as it helps lessen the required time and effort in managing library transactions. It will also be of great use to the management and to all patrons since it performs an automatic patron login as well as Online Public Access Catalog (OPAC). Furthermore, the system also provides a dynamic report generation to produce an accurate inquiry. In general UB LIBRO can be adopted to speed up the transactions in UBLRC.
In the study entitled “Medical Record Information System for Kid Friends Clinic”, Almendral (2011) aims to automate the existing manual procedure used in the clinic for a better record. This study covers the information about the patient information and provides a database that will maintain the records accurately; It will handle and provide information quickly. The system will help the whole employees for the clinic to lessen their work. This study does not cover the billing transaction. The proposed system is not an internet-based application. The system is secured with a password and only the doctors have the authority to access the system.
Custinar, Cruz, Ecobiza and Piquero (2014) in their study “Computerized Enrollment System for Mary Lourdes Academy” suggests that the proposed enrollment system was computerized and possible for its online application; it covered the major processes in the enrollment system of Mary Lourdes Academy, Students Information, Billing of fees, account, report generation (student information form, assessment slip, student master slip, and other forms and reports essential to the system). It also includes the processing of student’s personal records and the mode of payment that the student would choose. The student would also be given a selection for the mode of payment that he/she would like to avail (cash or installment, for non-scholars).
In the study entitled “Information System of Medical Plans in the Philippines”, Atienza (2013) wants to accomplish some things like to identify data structure, algorithm, programming, techniques appropriate to develop an information system and to develop an automated compilation of data in a form of the information system. The system will have a database that contains the student’s personal data and other information needed for enrollment. Log in name and password is provided as the security of the system so that only the authorized personnel can access the system. The system will provide reports such as a list of students, payments, and others. Automation of the computation of tuition fee, discount, and balance.
This study is similar to the study of De Guzman, Mary et al. entitled A Design Of An Automated Enrollment System And Its Relevance To Secondary Public School, wherein it is similar to the fact that they are all concerned about the time spent during the enrollment difficulties and with the improvement of the enrollment system of the school. The population of the school is growing and we can do nothing with it. Although they have similarities they are different in the school type. The present study is similarly situated with the work of Castillo, Rommel et al. entitled A Proposal: A Design Of An Enrollment System And Its Implication To Bauan High School that the school needs improvement when it comes to labor cost and financial report of the school. The researchers of the former study gather data and facts finding technique such as interviewing the employees of the school, students, and the administration of the present system. As was previously stated, this will help you input and retrieve data in a more efficient way.
The present study is, in the same way, concluded with the work of Biscocho, Emero et al. (2008)entitled An Enrollment System Prototype For Elementary School Using E-Card, wherein it is likewise to the fact that they provide actual time registration for the members and relevant reports for staff. Looking at this makes it clear that in the first place, there should be a focus on
Managing data effectively, and equally important to specify its own activities. Although they have similarities they are different in such way of using e-card and barcode. This study is basically alike with the study of Adan, Rhaetia et al. (2013) entitled E-PURSE Electronic Payment System for University of Batangas, as a matter of fact, that the present and the later will use electronic payment that is personalized wherein all things considered in gathering information is needed to access the account. The researchers of the former specify that the system uses School ID as a card and similar to the present.
The present study is equally situated with the work of Bacala, Mariel et al. (2012) entitled Online Enrollment System for Maritime Institute Dasmarinas, Cavite. Although they are both enrollment system as can be seen in the title, they are different in such way that the later proposed Online Enrollment in the replacement of the Manual System while the present will organize easy transaction for an ease of work. In addition, they are equally important especially in creating a system that the staffs will be managing. This study is similarly situated with the work of Custinar, Abigaile (2014) entitled Computerized Enrollment System for Mary Lourdes Academy. The researchers of the former enumerated what is needed not only Students Information, Billing of fees, account, report generation but also student information form, assessment slip, student master slip, and other forms and reports essential to the system. In brief, what matters most is what we can make things easier for us. This study is basically alike with the study entitled Network-based student Permanent Recordkeeping and Enrollment System of Balian National High School wherein it defines and illustrates that on the way to time and effort exerted is to give accurate reports that are needed. The present and the later are equally, uniquely and identically useful for the easiest and fastest way of the enrollment of the students.
Jennifer Rowley (2005) stated that this system serves as a tool to support information management with regards to the student data, enrollment fees, information and other with a connection to the enrollment process. Every school will have the capacity of handling important information at ease and with security. Ace Adrian (2011) stated that lack of system in schools can lead to chaos and troubles. Enrollment is very useful in retrieving vital information from the students. Without it can lead difficulty both for the administration of school and students in enrollment processes. Also Dun and Scott (2005) clarified that the enrollment system has made a huge impact on the school arena. It is a system that will help both the enrollment personnel-in-charge and the students to easily process the enrollment at a lesser time. An enrollment system helps and provides efficient and reliable services to the students, enrollment personnel and administration. This system improved the process of enrollment.
Transaction Processing System
R. Kelly et. al (2011) stated that transaction is very important because it is always considered in every day works of a business. Transactions are very useful because it may serve as a base and storage of data in every business. In accordance with having a better transaction, businesses have the system called “Transaction Processing System” which is responsible for collecting, monitoring, storing and processing the data. This is the system that is considerate of handling efficiently and effectively, even the high volume and also large variations. Transactions are considered one basic part need to be prioritized by every business because it will be the record or basis that may be used to check records.
Based on Cuarteri (2012), Information System can produce useful information that supports an organization and its employee by capturing and managing data. It has the ability to complete or gain a competitive advantage in the technology industry. The system collects, processes, stores, and analyzes and disseminates data for a specific purpose. The composition of the system is hardware, software, data, procedures, and people. It is built to attain one or several goals of the organization. According to Aquino(2005), Schools use information systems in the way of implementing an environment system. This results for them to attract enrollees and earn an income. Enrollees are attracted because the use of the said system makes the transactions faster and easier. Dunn and Scott (2005) specify that the Enrollment system has made a huge impact on the school arena. It is a system that is built on innovative program strategies. It is a system that will help both the enrollment personnel-in-charge and the students to easily process the enrollment at a lesser time. Distinct from traditional enrollment. For many years now, a person in this field of expertise does not stop to reshape the landscape of today’s business world.
Cayabyab (2007), stated the problems and difficulties that may be encountered by the users of the system. One example is this situation stated by him focuses on the existing system of Dagupan City National High School (DCNHS) which explains that the major concerns of the users affect the performance of the enrollment system of the students. He explains that the system may result in a high risk. This also shows that the current system of the school may result in a failure of protecting the documents of the students and this produce an untimely and inefficient report. Those are the reason where they choose to have a computerized system where they can manage time efficiently and effectively and this will result in a significant increase in a number of students in the school.
According to Alessandro Del Sole (2010), Visual basic is very useful in a way that it is comprehensive and fits the modern programming. It is the most comprehensive because it can use to build cutting-edge applications by developers which can be run practically. It is understood by web developers of having the advanced features like the objective software which includes interfaces, generics, events and also collections.
Research Design and Methodology
In this section, the developers briefly discussed their plans for developing the system. Each planning style or technique has its own uses to slow the flow or cycle of the planning style for the proposed system.
Enrollment System using Barcode, as opposed to the Manual Enrollment System, is defined as the way of enrollment of students through online and to update and check the balances using the barcode indicated in their corresponding school ID’s. Online Enrollment System using Barcode is very important and will give a great impact in schools especially those that are still using the Manual Enrollment System. A fundamental distinction should be made between reports of Manual Enrollment System and the research about the Enrollment System using Barcode. Although it is not yet fully studied and implemented, Enrollment System will contribute a lot to the development of schools and institutions and also, they will benefit a lot from the use of this.
A library is a room containing a collection of information and any materials that are useful for study and enjoyment, such as films, musical recordings, or maps.
The developers used the books they found in the library. They used the information and expand it in order to come up to the main idea that they needed to complete their ideas about the research about the Enrollment System using Barcode.
Internet Research is the way of using the internet in order to find the necessary information you are looking for.
The developers basically used the Google as their number one source and some additional sources that they used are the Wikipedia, dictionary.com and also the websites that popped up that are related to the research about the Enrollment system using Barcode.
The researchers used the System Development Cycle (SDLC) as their methodology. It is a conceptual model that is composed of a number of work phases which are used by developers to plan for, design, build, test and deliver information systems. An SDLC aims to produce high-quality systems that meet or exceed customer expectations, based on customer requirements, by delivering systems which move through each clearly defined phase. It provides a sequence of activities system developers to follow. Each phase is possible to complete in parallel with some activities in another phase. In SDLC, phases can be repeated in accordance with what the system required.
This research study used the descriptive type based on the present situation of the enrollment of the Hermens School.
The gathering of data or facts-finding technique, the interview and observation between the administration and the employees, and also the students to gather information about the present system. The interview technique covers the ways by which the accounting office processes the student transaction by the current system they used.
Library method is also used in researching and searching for the design in creating programs of an enrollment system of Hermends School. It is used to find out some references for making a design more efficiently and effectively.
Figure 1.0 System Development Life Cycle
Planning Phase is where you can identify and select the system for development, assess project feasibility and develop the project plan. You can see the process of defining clear, discrete activities and the work needed to complete each activity.
In this phase, the developers defined the objectives, scope, and purpose that will help them guide the execution and closure phases of the project.
The Analysis Phase involves analyzing end-user business requirements and refining project goals into defined functions and operations of the intended system. In this stage, another study was done determining information that is needed to initiate the development of the system.
This is where developers will gather business requirements and create process diagrams. The school has a manual enrollment system. And due to this problem, it was clear that computerization of the Hermend Learning Center enrollment system is needed to implement.
The importance of the Requirements Analysis/Initiation phase cannot be overemphasized. Through planning saves time, money and resources, and it ensures that the rest of the System Development Life Cycle continues as smoothly as possible.
In the Design Phase, this is where we can see the solution system was designed based on the requirements that are defined and decisions made during the analysis phase.
The design phase involves describing the desired features and operations of the system including screen layouts, business rules, process diagrams, pseudo code, and other documentation. This was to design the IT infrastructure and design system models.
The developers will develop a system using VB.NET as the programming tool.
The design that the developers will make will be served as the framework of the system.
Here in the Implementation Phase physical design of the system takes place and the final system was built, tested and installed. The Implementation phase is broad, encompassing efforts by both designers and end users. The implementation phase involves placing the system into production so users can begin to perform actual business operations with the system. And it is composed of System Training and Implementation Method.
This process will determine if the system is accurate and it meets the school’s needs. This process includes a correcting system of errors and improves the system’s maintenance.
The installation process of the system is also in this phase. It is made available to the users. The user’s reaction will be dealt on this implementation phase.
The support phase emphasis is to ensure that sponsor needs continuance and as the system continues to perform according to specifications. Here, the developers will install the system to the school, and if wanted, can be used in future transactions.
The figure shows the Research Paradigm of our study, “ESub: An Enrollment System Using Barcode For Hermend School”. The paradigm shows the relation between the input, process and the output. Inputs are Knowledge Requirements, Hardware Requirements, and Software Requirements. Knowledge Requirements includes the enrollment process, database system, review of related literature and studies, process of storage of data and the process data in forms of the table. Hardware Requirements includes the computer, pc unit or laptop ; a printer. Lastly, the Software Requirements includes all the software that we used to like MS Access, Visual Studio, Adobe Photoshop and the Operating System (Windows 7 ; 10).
Next is the process which includes the analysis that is needed to assure that output will meet the requirements like System Development, System Testing, System Planning, System Analysis, System Implementation, System Maintenance, and System Design that has DFD, ERD, SDLC, and context flow diagram.
And last in the conceptual framework is the output, the new design of the functioning “ESub: An Enrollment System Using Barcode For Hermends School”.
Figure 2.0 Conceptual Framework
This study is focused on the System Theory, which states that “A System refers to any collection or combination of programs, procedures data, and equipment utilized in processing information”. A system is mainly made up of three components that represent the units of analysis or the variables under study. As the result of the study, it represents Input as the Independent Variable, the Process, as the Intervening Variable, and the Output as the Dependent Variable.
The upper portion of the paradigm (shown in Figure 1.0) clearly illustrates how the existing system will be processed. The materials used in the traditional method, which is a manual way of recording files using the pen, pencils, papers and columnar notebooks serve as the input; and the manager being able to get the incoming files of the clients serves as the output. The lower portion of the paradigm illustrates how the proposed system will be processed. It illustrates the new method of recording files through the use of a computer, which serves as the input; the process is faster, more efficient and easier to work with. The administrator can now get the recorded files faster by inputting the records.
Tom De Marco ; Tim Lister of Peopleware, 2nd Edition, Dorset House (1:58) cited that “Companies that sensibly manage their investment in people will prosper in the long run” The author stated that if companies manage investment in people wisely, it will reap the rewards in the future as the company grows. It will succeed in the long run because the people within the company are the ones contributing to the growth of the company.
Thus entails the importance of taking care of the people within the company. Caper Jones of a Practitioners Approach, Fifth Edition (2:114) cited that: “Good estimating approaches and solid historical data offer the best hope that reality will win over impossible demands.”
The author stated that in business, good estimating approaches and solid historical data are beneficial tools to be taken advantage of. As to with research studies, one does not jump to start right away, but the approach should start with solid historical data so that awareness of the study be met with a hopeful result that will win over impossible demands. Carl P. Zeithami ; Thomas S. Bateman of Management Function and Strategy (3:139) cited that: “In today’s business environment, planning has become a widespread management function, involving people throughout the organization in the analysis, identification, and selection of goals and priorities.”
Authors of the book state above that planning is very important for every individual, workgroup, or organization because it helps the systematic process during which decisions are made about the goals and activities, just like companies using a manual system method to carefully plan on what would be the possible solution to make the system work faster so that there is less probability of errors in the activities, and in considering the need for a computerized system in order to better answer the problem.
Entity Relationship Diagram
LEVEL 1 DFD
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Sawyer C. ; Williams K. (2013). Using Information Technology America: McGraw Hill Education
Biaha, Michael. A Managers Guide to Database Technology Building and Purchasing better Applications. Upper Saddle River, New Jersey 07458: Prentince Hall Inc.2001
Journal of Information System Vol. 21 No 2,2009
Stair, R. ; George, R. Principle of Information Systems Seventh Edition. United States: Thomson Course Technology, 2006
B. Online References
C. Undergraduate Thesis
De Guzman, M.Z. “A Design Of An Automated Enrollment System And Its Relevance To Secondary Public School”, Theses. The University of Batangas.
Castillo, R.D. “A Proposal: A Design Of An Enrollment System And Its Implication ToBauan High School”, Theses. The University of Batangas.
Cretecio, C.J. “Halapitan SDA Elementary School Enrollment System”, Theses. 2011.
Mabilin. “Proposed Automated Billing System for National Telecommunications Commission”, Theses. University of Batangas, 2014.
Biscocho C. “Enrollment System Prototype For Elementary School Using E-Card”, Theses. University of Batangas, 2005.
Andaya, J.S. “A Proposed Enrollment System of General Malvar High School”, Theses. March 2005.
Acevada, M.B. “UB LIBRO Library Management System”, Theses. University of Batangas, March 2010.
Almendral. “Medical Record Information System for Kid Friends Clinic” Theses. University of Batangas, 2011
Custinar, E. “Computerized Enrollment System for Mary Lourdes Academy”, Theses. 2014.
Atienza, R.D. “Information System of Medical Plans in the Philippines”, Theses. University of Batangas, March 2000.