Automated Enrollment System

CHAPTER 1 THE PROBLEM AND ITS BACKGROUND Introduction Many years ago, few people are using computers for personal, home, business and offices. From day to day, our world has been changed gradually from one condition to another. The evolution of new ideas always comes up to the minds of every person, especially the ideas always comes up to the minds of every people particularly those in the offices need to make working condition better. As the result, modern technology has been beginning certain advantages like ways in the faster file maintenance and management.

Now that the development is as fast as the times goes-by, the province of Occidental Mindoro increases more school, especially the High School almost in every barangay is have a High School. The San Jose National High School (SJNHS) is one of have a big population of student in Occidental Mindoro look for something that would help develop and ease office working condition by adopting upgrading enrolment system. Upgrading of Enrolment process in the key wherein the employee assigned in the registration office maintained to manage their ime and lessen the burden as work can be done easily through the use of upgrading enrolment system. These School proposing to adopt and accept the system that would help to facilitate easier and faster data processing. The assigned employee were able to improve and develop their skill in computer. The San Jose National High School started in July 3, 1989 as a “boarder” at the Divine Word College. It had ten (10) teachers and 127 students. And lately it become ninety (90) Students per section in all year levels faced the faculty. From the initial enrolment of students

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Handled by ten (10) teachers in 1989, San Jose National High School, a public secondary school with fiscal autonomy, now has total of two thousand sixty seven (2067) students with eighty seven (87) teaching and non teaching personnel. The establishment of coming students and the process of enrolment is the possible reason why they need the automation of student registration wherein typographical error and misplacement as well as loss of registration often times occur. Upgrading Enrolment System in student registration will be the solution in order to come up ith easy, effective, efficient and easiest way of filling and retrieval of files. Project Context An important issue for the development of a project is the selection of suitable front-end and back-end. When we decided to develop the project we went through an extensive study to determine the most suitable platform that suits the needs of the organization as well as helps in development of the project. The aspects of our study included the following factors The study specifically seeks to answer the following problems in manual enrollment and grading process: • Storage of files is susceptible to be damaged as well as lost of data. Significance of Study • Speed in processing enrollment will have a faster performance by means of decreasing the Manual input areas. • Manual System errors will be prevented by automatic computations that the proposed system will provide and you may not have to worry about having financial or legal trouble. • The proposed system will record all data in all reports at the same time so you can make sure They are consistent and it also saves time. • Storage of files will be safe and secured with “username and passwords” and can easily Accessed. •Lack of data security

Purpose and Description The purpose of this system is to make easy and faster in looking and generating list for the registration of the Enrolled student. 1. Form 138 2. Grades – for faster computation 3. Student Record and Profile- Scope and Delimitation After several interviews and observations, the researchers have come to identify how the Enrollment works. The aim of the research is to provide a specific school, San Jose National High School, a computerized enrolment system. The proposed system will guide the Administrators through all the stages of the process. Scope

This study is designed to develop a Automated Enrollment and Grading System for the San Jose National High School of San Jose Occidental Mindoro. It comes the following: • Add, Save, Delete and update the student registration • Auto Generate of Students sections • Print report of student registration • Security log-in (password – for security reason ) • Quick access on data base The system allow the users to develop Windows application quickly and easily, provide a graphical environment in which users visually design the students and controls that become the building blocks of the application.

Delimitation The Automated enrollment and grading System does not support online transactions Visual basic program supports many useful tools that will help you to be more productive. These includes, but are not to project, forms, class, objects, templates, customs control, add-ins and database manager. This tools can be use together to create complete application in a year and months producing an application using another language can take much Longer, Visual Basic is design to utilize the database | CHAPTER II

Related Studies Philippine Secondary Education Curriculum Massive societal changes over the past twenty years (Drucker,1994; Reigeluth,1994)  have altered society’s educational needs and in turn are driving schools to redesign their curricula. Within the educational field, schools have been challenged to shift from the traditional paradigm of teacher-directed learning and dissemination of knowledge to learner-centered curricula that can promote the development of life-long learners who can think critically, solve problems and work collaboratively.

These are the skills youths need to survive in the future (Drucker,1994; Reigeluth,1994; Banathy,1992). In order to realize these goals, secondary education schools need to adopt a new paradigm that embeds learning within real world contexts and that involves students in hands-on activities that promote meaningful problem solving and cognitive apprenticeship (Jonassen,1991).

The Philippines, classified as a developing country and grouped in the East Asian region, needs to establish a system of mass secondary education: (a) that responsive to the country’s socio economic needs and capabilities; ( b) that can respond effectively to increased and diversified demand by expanding access to secondary education; and (c) that can help students to graduate with knowledge, skills, attitudes and experience needed to exercise their choices beyond secondary education. Hence, secondary education is considered the bridge between primary or basic education, the labor market and tertiary education.

Patterns of Secondary Education in the East Asian Region From year 1945 onwards, primary and secondary education were given significant investments that advanced economies of Japan, South Korea, Singapore and Taiwan adopted to increase the length , access and improve the quality of basic education that included lower secondary schooling or junior secondary school (Mundle,1998). From Table 1 (p. 21), the duration and age of entry as per data from the Southeast Asian Ministers of Education Organization (SEAMEO) show that the Philippines has the shortest span of basic education compared to its East Asian regional neighbors.

The country has the shortest basic education ladder of six plus four, (six years of primary education and four years of secondary education) typified by eight subjects on the average per year level either primary or secondary prior to the 2002 restructured curriculum. But the long term deterioration in quality showed that Filipino children between nine and fourteen in mathematics, science and reading were two standard deviations below the international Mean (World Bank,1999).

In order to arrest this downslide in learning, the Department of Education implemented the new revised basic education curriculum known as the 2002 Basic Education Curriculum with five learning areas namely: Mathematics, English, Science, Filipino and the much maligned Makabayan. The 2002 BEC (Basic education Curriculum) is not a sweeping change but a restructuring of the 1983 Elementary Education Curriculum (NESC) and the 1989 New Secondary Education Curriculum (NSEC).

It is focused on the basics of improving literacy and numeracy while inculcating values across learning areas to make it dynamic (Batomalaque,2002). Other East Asian countries have a compact curriculum with five learning areas with emphasis to mathematics, science and technology with one to two languages, English one of them and culture (the country’s own history). The new curriculum is similar in essence to Indonesia’s educational framework wherein the eighty percent (80%) is national and twenty percent (20%) localized.

The core subjects are Mathematics, Science and Technology, Indonesian language and Civic education and Geography. Science is integrated to different streams such as Biology, Physics, Chemistry and Technology and the twenty percent localized has subjects in Agriculture, Fisheries, Woodcraft and Entrepreneurship. In the regional context, the education systems in Asia during the last decade were in a state of flux. However, there has been a general desire to reform the system in order to gain knowledge and skills appropriate to a changing world.

Globalization and the era of free market stress the teaching and learning of information and communication technologies (ICTs) in addition to further strengthening the teaching of mathematics, science and foreign language subjects. The axiom has been to be a competitive citizen in a highly competitive world. Competition has become the formula for success where opportunities abound and education is held as the key to unlocking these opportunities. In Thailand, secondary education is divided into two levels, each covering a period of three years.

The lower level emphasizes learners’ intellect, ethics, morality and basic skills, while the upper level aims to provide appropriate academic and vocational knowledge and skills corresponding with the learners’ interests and aptitudes. Meanwhile, secondary curriculum covers five broad fields: language, science, mathematics, social studies, character development and work education. The use of credit system at this level facilitates flexibility in the teaching-learning area. Vietnam, on the other hand, secondary education comprises of two grades- basic secondary and general secondary education.

Basic secondary education is conducted in four school years from sixth to ninth form and the pupil must have a primary education graduate certificate and be eleven years old. General secondary education is conducted in three school years from the tenth to twelfth form and must have a graduate certificate from the basic secondary level and be fifteen years old. Water resource education is integrated in the subjects Chemistry, Biology, Geography, Civics, Language and Extra-curricular activities (Lam,2003). Secondary schools in Singapore can be government funded, government aided or independent.

Students attend four or five years of secondary education under the Special Express or Normal course. The Special and Express courses prepare students for the Singapore-Cambridge General Certificate of Education `Ordinary` (GCE`O`) Level examination for four years. Students in the Normal course can opt for the academic or technical stream, both of which prepare students for the Singapore-Cambridge General Certificate of Education `Normal` (GCE`N`) Level examination after four years of study and upon satisfactory completion, the GCE`O` Level examination in the fifth year. Secondary curriculum includes English, the

Mother Tongue, Mathematics, Science and the Humanities. At Secondary 3, students can opt for electives of their choice, depending on whether they are in the Arts, Science, Commerce or Technical stream. Singapore’s secondary curriculum is recognized world wide for its ability to develop students with critical thinking and intellectual skills. Foreign students are accepted depending on the availability of vacancies. (UNESCO,Bangkok 2004) The Hongkong Administrative government provides equitable access to nine years of free and universal primary and junior secondary education to all children in the relevant age group.

And from year 2003, the Hongkong government has provided subsidized senior secondary education or training to all secondary 3 with particular emphasis in vocational technology. Besides the four core subjects, Chinese language, English language, Mathematics and Liberal studies, students are encouraged to select two or three elective subjects from different key learning areas (KLAs) according to their interests and abilities and also to engage in a variety of essential learning experiences such as aesthetic and physical activities, career-related experiences, community service and moral and civic education.

One of the career related subjects is food processing and services which includes food dehydration technology. The new 21st Century curriculum implemented this year replaces the traditional practice of streaming students into science, arts and technical/commercial subjects. Finally, there is the Brunei education system which is patterned after the British system of education. The appendices provide a number of education systems in the Asian region sourced from UNESCO-Bangkok (2000). An excerpt from the thesis of  Engr. Mary Rose Florence S.

Cobar, Doctor of Philosophy in Education entitled, “Development of a Source Material in Food Dehydration Craft Technology for the Secondary Schools” CHAPTER 2 SYSTEM ANALYSIS Existing System The researcher found out that the School of San Jose National High School Enrolment System uses only manual transaction for the said System. They only use Microsoft Excel for listing students for sectioning. The school provides forms for the student to complete their records before they pass on the School Administrator office. Presently, San Jose National High School uses manual system of students file.

Data from student keep by the assigned personnel. Some information of students pertaining there are not in fact and accurate because they depend on manual processing, i. e. , putting one by one records of information. In this case it was then suggested to have computer software to access their system automatically. Now a days, timely file / record management is more important to make faster and easier to look the records. The logical designs are compose of the following context diagram, Diagram 0, Structured chart and Entity Relation SCHOOL ADMISTRATOR OFFICE

STUDENTS System Diagram Forms Information’s Records/Form138 /cards/grade 0 Assigned personnel MANUAL Context diagram of Existing System Figure 1 1. 0 Get Card D1! School Administration 2. 0 Get Enrollment Form 3. 0 Assessment 4. 0 Sectioning 5. 0 Grading D1! 6. 0 Report Card D1! 7. 0 Promotional Report D1! Students 8. 0 Release of Card Enrollment Student Information Submitting to the office Filling of Grades Report Card

Student record Student record Transfer of grades Student Record Fig. 1. 1 Diagram 0 of Existing System Requirement Analysis A Computerized Enrollment and Grading System will develop easier, faster and efficient system that will give a user an easy access of data of student generating list and printing forms that used in the school office today Hardware Requirements A computer system must meet the following requirement, A processor of 2. GHz or higher is recommended for faster access of the database, the system will not hang up when the software is executed , The Recommended Random Access Memory or RAM is 1gigabyte for best performance and operations and preventing crashing up the develop system.. A Free memory of at least 1 gigabyte of free space to prevent memory data issues. Printer for print out of forms. Software Requirements The Required Minimum Operating system is Windows Xp or earlier version is installed on the computer because the develop program is design only in this computer environment.

A Microsoft Excel , and Microsoft Access must be installed on system for accessing database and forms. User Requirement The User or the one who will used the develop system must have minimum computer literate and possesses the skill to operate of interact with the program and application. The user must have the user name and password to gain access and can manipulate the program. Input Requirements The input requirements Form password required to input the username and password Report Card Name Age Year Section Gender Curriculum

Grades Output Requirements The output of the program is form 137 Chapter 3 Logical Design System Design is the Process of art defining the software architecture and hardware components, modules, interface, and data of the computer system that satisfy the specified system. During the interview, The School Administrator had given us some process on how to manipulate there Enrollment system and sectioning of the students. They give us some copies of forms that they used permanently for each student enrolled in the school.

We the researchers observes and interview in order to start planning and designing for the implementation of the new system. In the proposed system, the assigned person in the school’s Enrollment System will gather some student’s profile and will be encoded in one of the forms in the proposed system. All the data stored in the system will automatically back up. This would prevent loss of data needed in the system. If all data already fill- up. a form will appear and ready for sectioning and ready for printing.



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