Chapter 1 3 x2 Enrollment System of Jesus the Heart Christian School PDF

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this is chapters 1, 2, and 3, of our documentation for our Enrollment System that we conduct to Jesus the Heart Christian School....

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ONLINE-BASED SCHOOL ENROLLMENT SYSTEM FOR JESUS THE HEART OF GOD CHRISTIAN ACADEMY, INC.

A Capstone Project Proposal Presented to the Faculty of the Information and Communications Technology Program STI College Dasmarinas

In Partial Fulfilment of the Requirements for the Degree Bachelor of Science in Information Technology

Kent David B. Azul Patrick Danielle C. Baldedara Junz Boren R. Caracas Marienel R. De Luna

May 21, 2021

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EXECUTIVE SUMMARY

An online enrollment system for Jesus the Heart of God Christian Academy is a research study about the modernization of their enrollment process. The school's existing enrollment system is manual. The administration used a manual approach to record and retrieve students' information and payment using a ballpen and columnar sheet, which takes a long time due to the amount of paperwork involved. Therefore, the proponents want to improve the old system of the school by proposing a new system, which is the online enrollment system with a website. Building an Enrollment System that would aid Jesus the Heart of God Christian Academy so the school can enroll students with ease and compile all the information they had without storing many papers in file cabinets are the proponents' goals. The new system would also help the upcoming applicants of Jesus the Heart of God Christian Academy have flawless school enrollment. The system is easy to use because it is user-friendly. Furthermore, it reduced human errors and handling time. In this way, it can bring a smoother and faster transaction in the enrollment season. This proposed system aims to digitize and bring the manual enrollment process online to provide a more efficient and convenient enrollment experience. In this pandemic situation, the traditional manual enrollment process also adds risk to the health of the enrollees. That's why the researcher came up with the online enrollment system that significantly reduces the chance of getting contact with another enrollee when they choose to enroll online. The importance of developing this system is to provide an advanced enrollment system for the administration, registrar, and students by organizing the registration process. The said system will have an online registration form that needs to be filled up by the enrollees

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instead of going to the physical school. The proposed system is also able to search and track the student's information.

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APPROVAL SHEET

This capstone project proposal titled: AN ONLINE-BASED SCHOOL ENROLLMENT SYSTEM FOR JESUS THE HEART OF GOD CHRISTIAN ACADEMY, INC. prepared and submitted by Kent David B. Azul, Patrick Danielle C. Baldedara, Junz Boren R. Caracas, and Marienel R. De Luna, in partial fulfillment of the requirements for the degree of Bachelor of Science in Information Technology, has been examined and is recommended for acceptance and approval. Mr. Jeric C. Lajada Capstone Project Adviser

Accepted and approved by the Capstone Project Review Panel in partial fulfillment of the requirements for the degree of Bachelor of Science in Information Technology

Ms. Maureen Royce Sacay Panel Member

Ms. Annielyn Gerodias Panel Member

Anna Lissa I. Abello Lead Panelist

, MIT

Noted:

Mr. Felecisimo M. Buensucesco Jr. Capstone Project Coordinator

Anna Lissa I. Abello Program Head

, MIT

May 21, 2021

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ACKNOWLEDGEMENT First, we would like to thank God for giving us the health and strength in doing this project work. We also thank our professor Mrs. Anna Lissa Abello, MIT, for the support and encouragement, our project coordinator Mr. Felicisimo M. Buensucesco Jr. for revisions, former Capstone Adviser Mr. Jeric Lajada, and current Capstone Adviser Mr. Jay Tinosa for the guidance and knowledge that he shared with us. Second, we would also like to express our deepest gratitude to our panelists, Ms. Annielyn Gerodias and Ms. Maureen Royce Sacay, for their time, suggestions, and recommendations to improve the study. In addition, they were allowing us to obtain the information we require to complete this thesis. Third, we would especially like to thank Ms. Maresia Creselda Labadan, the School Administrator of Jesus The Heart Of God Christian Academy, Inc., for allowing the researchers to conduct an interview and gathered essential information about their school and their enrollment process. All in all, the project would not be achieved without the cooperation of our group members. Last but not least, we would like to thank our beloved families for their support of our education and for being understanding.

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TABLE OF CONTENTS

Title Page Executive Summary Approval Sheet Acknowledgement Table of Contents Introduction Project Context Purpose and Description of the Project Objectives of the Study Scope and Limitations of the Study Review of Related Literature/Systems Review of Related Literature Related Studies and/or Systems Synthesis Technical Background Overview of Current Technologies Used in the Current System Calendar of Activities Resources Appendix References Endorsement Form Adviser's Acceptance Form Personal Technical Vitae (one page per member)

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Page i ii iv v vi 1 1-2 2 3 3-6 7 7-9 10-15 16-17 18 18 19-21 22-23

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INTRODUCTION

Project Context Technology, as we know, is applying scientific knowledge that can be put into practical use to solve problems, particularly in industry. Technology nowadays becomes a part of our life, and it makes our daily living easier and faster. It is widely used around the world. The innovation of technology has a big impact on our society, business, and industrial workplace. One of the best-known technologies we have is modern computer technology. The computerization of the information system is concerned with the interconnection of various yet interdependent transactions. This can lead to a system of well-integrated processes that can operate much more quickly and accurately than a manual system. The best application for this is the school system. Previously, when technology is not yet introduced, traditional enrollment was done manually. The manual system had been in place since the beginning of the school's operation. During the enrollment period, students will go to the admission office and meet the requirements for enrollment. The manual procedure slows down the admission process as the enrollment offices take time and effort to search and locate student's records in the filing cabinet. Delays in student evaluations due to the enrolling officer's need to check previous grades, and some of the student's records are misplaced. Tallying subjects also takes time because of unorganized student files. As a result of these factors, the researchers decided to design and build an online enrollment system that is fast, accurate, dependable, and simple to use. Enrollment System is an excellent example of a computer-generated process. This can lessen the workload and provides accurate information needed for the school. The proposed enrollment method is a positive move in the right direction for the school. Providing quick and easy access to information could help those who are juggling many tasks during the enrollment period. The system could help those

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who handle many tasks during the enrollment period by providing quick and easy access to student information. The importance of making this system is for the administration, registrar, and enrollees to have an advanced way of enrollment system by making the enrollment procedure organized. Therefore, not only students will benefit from it but also their parents and the whole administration. Hence, all of the above changes brought by technology and the study of some researchers improve the old school system by adopting the new system, the Online Enrollment System. The enrollment system introduced a new pathway for a more accessible way of recording and retrieving student's information. With these modern computer technology changes, human errors were reduced in processing time, increased efficiency, and higher product quality was observed. In addition, online enrollment is a more friendly tool that makes our tasks easier in promoting advanced skills and development. Purpose and Description of the Project The purpose of this study is to eliminate the school's existing manual enrollment process. A manual enrollment process takes more time and effort, and it may also lead to the loss of records. This study aims to digitize and bringing the enrollment process online for faster and convenient enrollment. This study also aims to help Jesus the Heart of God Christian Academy improve its enrollment system compared to what they currently use. The system can search the information of the student and track its balance. In terms of queuing, the enrollees don't need to go to the physical school to fill up the registration form and wait for assistance. It takes a lot of time, but with this online enrollment system, that won't be a problem anymore because the enrollees can fill up the registration form online, and it is hassle-free.

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Objectives of the Study The main objective of this study is to develop a proposed system that is widely available, easy to use, and make the enrollment procedure faster and more organized. Specifically, this study targets to achieve the following objectives: •

The online enrollment system will be able to cut more process time compared to the manual enrollment process.

•

Queuing at the physical school will be eliminated or significantly reduced. Instead, the enrollees can fill up the registration form online.

•

The system will be able to manage course information, section information, and student information.

•

The system will be able to search and track the student balance, student data, course data, and section data with ease.

•

The system will be able to handle payment transaction at a barebones level (semiauto payment process)

•

The system will be more focused on a user-friendly user interface.

Scope and Limitations of the Study Scopes Front-end – Website Home page The home page module is the default page where it showcases the school itself to the visitors.

Enrollment page This page provides a form in a web browser to guide enrollees in the enrollment process. The form includes a built-in file uploader for

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uploading essential documents, like Form-137, Form-138, and birth certificates. In addition, the user can select if the enrollee is either a new student or an old student. Also, enrollment fees are provided here.

Contact Information (Contact Us) page This page shows the school's contact information. It usually contains phone numbers, branch addresses, and a contact form that uses the user's e-mail to create an inquiry.

About page This page shows the complete information and description of the school, including its mission and vision.

Back-end – Administration Login Form The login form consists of one field box that is a password field. This login form allows accessing the database of the school.

Dashboard The dashboard provides full control of the data stored in the database. It is accessible by typing the right password in the login form. The dashboard window consists of three buttons and two hyperlinks.

Subjects Page The subject page allows the user to manage subjects. The window consists of a table containing a list of subjects and a form that lets the user add, update, and delete subjects. The form contains Subject ID (Unique) and Subject Name text fields.

Sections Page

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The sections page allows the user to manage class sections. The window consists of a table containing a list of class sections and a form that lets the user add, update, and delete class sections. The form contains a Section ID (Unique) text field, and a combo box that relies on the Courses data table.

Registrar Module The registrar module allows the user to manage student data. The window consists of a table containing a list of students enrolled, and a form that lets the user add, update, and delete student data. The form contains three name text field, two gender radio buttons, a contact number and guardian's contact number field which is restricted to numbers and some symbols (parentheses, plus, and minus sign), address text field, birthday combo boxes, a course combo box that is based on the Courses data table, a section combo box that is based on the Sections data table and includes student’s grades on the records. The module also includes the archives of past and inactive students.

Room Schedule Page The user/admin can manage room schedules in this page.

Teacher Schedule Page The user/admin can manage teacher's schedules in this page.

Student Schedule Page The user/admin can manage the student's schedules in this page.

Change Password Dialog The user can change the default password with the "Change Password" hyperlink located in the top-right corner of the dashboard. The

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operation requires entering the old password in place to change the password successfully.

Cashier Module In this module, the user sees the payment details and can control the payment functionality. It includes a discount function where the program can apply discounts on the system manually, as well as providing payment records or a ledger. The payment details can be printed or sent to their e-mails.

Backup and Restore This module provides a manual database backup and restore function. Limitations Every other software has its limitations, and the proposed high school enrollment system is no exception.



The system cannot do weekly backups automatically. Instead, the user (or admin) must do a manual backup (create copies of the current database) every several days or weeks.

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The system cannot do a restore operation from a manually backed-up database. Instead, the user (or admin) must do a manual restore in the Backup/Restore module.

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Online Payment via electronic banks like G-Cash and PayMaya is limited to manual typing in the system (not automated and need proof of payment to confirm)

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REVIEW OF RELATED LITERATURE/SYSTEMS

Review of Related Literature The literature and studies cited in this chapter tackles the different concepts, understanding and ideas, generalization or conclusions, and further development related to the study of the enrollment from the past up to the present and serves as the researchers' guide in developing the project. Those that were also included in this chapter helps in familiarizing information that are relevant and similar to the present study. Local Literature According to Campos (2019), a computerized enrollment system facilitates faster systems, while a manual system often takes more time to complete. A manual enrollment system takes longer and typically ends in delays in transactions. This proposed system is said to improve transaction processing and reduce the work and responsibility of those in charge. Compared to the manual enrollment processes, the system would make enrollment much easier, faster, and more accurate. It minimized human errors and processing time. Patrick (2013) stated in his Risk Management article titled Simple Benefits of Enrollment System, "Today, there is an extensive menu of comprehensive systems to choose from." However, some of them only provide information on a single carrier, limiting their utility. When the management is required to provide information about one health plan digitally while still providing paper documents, it complicates matters for workers, causing them to spend a lot of time trying to understand their choices. Risk managers should accept

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only those devices that operate with various plans as the workplace becomes wired for complete electronic communication. Computerization is a control system that controls processes in an industrial workplace, and it was published by bequest on November 5, 2013. It reduced human errors and processing time, resulting in increased efficiency and higher product quality. Computerization of the Information System is concerned with the interconnection of various yet interdependent transactions. This can lead to a system of well-integrated processes that can operate much more quickly and accurately than a manual system. In agreement with Mina, Campos, Reyes, Torres, and Garcia (2021), since the national government enforced various restrictions and health protocols during the pandemic crisis, every higher educational institution faced plenty of challenges. The researchers suggested improving the system in terms of performance by using possible inputs to achieve the best quality and output possible. The system provides a complete quality standard and needs minimal improvements. Foreign Literature According to Ogbuokiri and Agu (2015), the aim of a mobile application for student's enrollment is to provide help for students by allowing them to access the internet at any time, anywhere, and in any place. According to this study, successful use of this mobile application would speed up university enrollment processes, minimize errors, and improve performance. This reduces workload while still providing the school with accurate information. It would reduce human error and facilitate access.

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"Our Online student enrollment system allows students to enroll into their subjects before the start of their semesters," Edmonton (2013) wrote in his article in Magazine entitled Online Enrollment System, published by SIGUCCS '06. This enrollment scheme allows international students to enroll online rather than on campus and incorporates business rules. These policies and regulations cover a wide range of topics, including subject prerequisites, student payment status, course coordinator decisions, and student seniority about planned enrolling subjects. When looking for a school for their children, parents want it to be simple, open, and accommodating. Paper enrollment forms are becoming outdated. If a parent wanted to enroll their child, they would need to have a home printer or go to the school to pick up a bunch of paper forms. This is problematic for families who do not have access to a printer or who do not have transportation to and from school. It also creates problems for busy families who are unable to visit during school hours. Why should their child's enrollment process suffer because of this? Parents can now go online and study at their ideal academy with the option of submitting their child's enrollment details immediately. In accordance with Singh (2019), with the significant advancement of technology, online assessment should be involved in an education system. The impact of the evolution of technology in the education sector is undoubtedly beneficial. Evaluating students are two actions that now should be limited within the walls of a classroom because they can be now performed anytime and anywhere with computers and the internet. With the help of technology, conducting tests and assessments online becomes easier, and the use of paper and pencil is not an option anymore. ...