I.

INTRODUCTION
I.1 Background of the Problem
Computers are almost used every day, especially on daily transactions and

different businesses. Efficient and accurate result, which is what technology,

offers us with the power of computers. Tons of different processes, vast amount of

data, and complex computations, and these would not have been stored, processed

fast and correctly if not for these so called computers. The problem today is that

with the computers fast innovation; we humans seemed to be unsatisfied, so we

tend to look for more ways to make our work faster and easier.
One of technologys advantages is the power of Computer Networking. A

Computer Network is a group of computer systems and other computing hardware

devices that are linked together through communication channels to facilitate

communication and resource-sharing among a wide range of users [TECH2013].

Computer Network not only connects computers but also connects other devices

to communicate or to share data to be used for daily transactions and exchange of

data around a particular system. Computer Networking is also a big help for those

organizations and businesses who uses a group of computer as a part of their daily

work.
For today, most of the transactions are made and recorded through the use

of computers, especially for those computers that are used on a certain workspace

or office where users and other users exchange and share data. In offices, schools,

and businesses, networking is very essential.

Computers used on different businesses may vary on different forms.

There is the Standalone computer, which is dependent on its own. It cannot

connect to other computers. It can handle many user accounts, but can only

handle one user at a time. Data from this computer is only saved on its
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 workstation. The other type of computer is the Network Computer. It can connect

to other computers, and share data with them by the means of the Server. Data

collected from every network computer is saved to the server. While in

Networked, aside of having many user accounts, the system can also handle many

users at a time. In short, the networked system can do simultaneous processes

using different computers at once. Networked computers are very useful today

especially at workplaces where a group of computer works together.

Businesses nowadays require a variety of information. As a result,

businesses tend to have their own Information System operating during the

transaction hours. Information System (IS) is a system where it manages and

processes information, usually by means of a computer. This is also a functional

group within a business that manages the development and operations of the

business information [SCHU1981]. Information system means the computers,

communications facilities, computer and communications networks, and data and

information that may be recorded, processed, stored, shared, transmitted, or

retrieved by them, and maintenance [DENN1999]. Basically, IS is categorized by

several systems among which include Transaction Processing System (TPS).

People are creating system applications with the use of the computer

which will bring convenience to different establishments like companies, offices,

and schools. Transaction Processing Systems such as payroll, inventory, and

enrollment are developed to help the users do their work more easily as well to

improve the manual procedures of the system.

Transaction Processing Systems is a computerized information system

developed to process large amount of data for routine business transactions. This

system eliminates the tedium of necessary operational transactions and reduces

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 the time once required to perform them manually. TPS is a boundary spanning

system that permits the organization to interact with external environments.

Managers, supervisors, and other major personnel are mainly accountable for

whatever happens in the company and are responsible for its welfare. It is

therefore essential for them, that at their convenience they have a system which

provides necessary and timely reports that will help them with their decision

making. Enrollment system is an example of a TPS that needs a daily operation of

business to function smoothly, accurately and without interruption. An efficient

Enrollment System is very essential for the success of the schools operation.
Enrollment System is designed to perform the process involved in

registration, assessment and payment of students as well as scheduling of classes.

It also includes different subsystems, such as Student Information System.

Mother of the Eucharist and Grace Montessori School Inc. is one of the

private schools located at Paete, Laguna. The school starts its operation way back

2004 which is formerly known as Mother of the Eucharist and Grace

Montessorean and Science High School (MEGMSHS). Every classroom can only

handle 15-20 students. As the first school year passed by, the building cant

handle such number of students. Instead, they finish the construction of their

upcoming house where a new building is also constructed beside it. In 2005, they

moved in to the new building which is bigger than the first building. Currently,

the school still uses the manual system for the enrollment process.
From the school started its operation until now, the personnel who is in-

charge of the enrollment is the registrar and the cashier. The registrar is the one

who is authorized to handle the registration and assessment, and the person who

handles the payment is the cashier. One of the problems that the principal noticed
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 is that, the parents/enrollees often go up and down during the enrollment process,

registration upstairs and payment downstairs, which is too much of a hassle.

Another problem is that, enrollment forms are always been stacked up through the

enrollment period, thus lots of papers to keep and to organize. Enrollment forms

are just stored in a cabinet where it may decay, or maybe be destroyed during

natural calamities. Since the students are manually filling-up the official

documents of the school, data redundancy has a great possibility in causing

further complexity in the enrollment process. Since the students are manually

filling-up the official documents of the school, data redundancy has a great

possibility in causing further complexity in the enrollment process. Moreover,

issuing receipt and recording payment transactions is a too much of a task for the

cashier and registrar, the assessment or computation of fees to be paid will take a

while which will lead to a queue of people. Since these problems give the school

hard time of collecting records and information, the proponents decided to give

solution to their manual process.

In helping the Registrar, Cashier and in general, the MEGMS to attain the

improvements of their schools enrollment system, the proponents are proposing

an automated enrollment system for Mother of the Eucharist and Grace

Montessori School Inc. (MEGMS) entitled MoESys: Mother of the Eucharist and

Grace Montessori School Inc. that intends to make enrollment system faster,

convenient and more efficient.

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 I.2 Current State of Technology

Related Studies

Foreign Studies:
An online enrolment system, PeopleSoft Student Administration System of

Duke University provides management of student information for admissions,

financial aid, registration, student records, advising, student billing, and account

management for the university community. It was developed using PeopleSoft

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 version 8.0 Software. It also provides a secured access for students, faculty, and

staff [MULL2000]. Similar to this system, MoESys also provides management of

student records, registration, and student billing. However, MoESys is not an

online self-enrollment system.

MorphoAccess Enrollment and Management System Software is an

enrollment and management software which provides local or remote enrolment,

capture fingerprints and portraits, detect duplicate records at enrolment, set and

manage user and user-group access and time restrictions, perform manual and

auto updates to server and terminal databases. Define administrator and operator

permissions, generate user, terminal, server, database, and time and attendance

logs and reports is included in this system as well [SAGE2005]. Like this system,

MoESy is also capable of detecting duplicate records at enrolment, set and

manage user, perform manual updates to server and terminal databases, define

administrator and operator permissions, generate user, terminal, server, database,

and time and attendance logs and reports. In contrast, MoESys, does not support

auto updates to server and terminal databases and user-group access.

Local Studies:

RTU School Operation System was developed and implemented by

Remias, et al of STI-College Makati for Rizal Technological University. The

group chose prototyping in developing the system of RTU. The manual labor of

the employee of RTU consumes a lot of time in preparing paperwork and report as

well as building up of data, particularly during the enrollment period. This

encouraged the group in developing an automated enrollment system that would

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 lessen the burden of the employees of RTU regarding the enrollment phase. The

system consists of the following modules: student and employee information,

registration, assessment, security options, archiving and backing up of files,

student grades and cashiering [REMI2000].

Azote, et al of STI-College Makati conducted a study entitled Enrollment

System of STI Academy, which contains the registration, assessment, billing for

maintenance and teachers module (sectioning, class/section list, room

assignments), and your maintenance module that allows authorized user to add

and edit users of the system. It is operated on a Local Area Network (LAN).

Problem of unorganized student record has been solved by this system by

providing a database of students record that will be available to all departments

using network connection. Another problem of difficulty in computing students

fees was solved by this system as they automate the computation of student fees.

And lately, the problem of the late submission of reports as it is being stored in

different computers was solved by this system by allowing generation of reports

such as class list, master list, enrollment list, payment list, statement of account,

cashiers daily and monthly collection report, assessment reports, list of students

final grades, and receipt. The system is intended for enrollment in high-school

level [AZOT2004]

Currently, MEGMS is still using the traditional manual system that uses pen and

paper in performing their enrollment procedures. Preenrollment preparations are

done by the principal where the he checks the availability of the teachers and look if

hiring of new teachers is required. The principal also updates the booklist, book

prices, tuition fee, miscellaneous fee, other fees, and discounts if necessary. The
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 principal is also responsible for the workload of all the teachers. The principal will do

the scheduling of classes.

For the student registration, the enrollee or the parent / guardian will get a

registration form from the registrar. The registrar will give the registration form

together with a checklist of things needed to purchase like the books and patches. The

enrollee or guardian will fill-out the registration form. After filling-out the registration

form given by the registrar, the form will be submitted to the registrar together with

the requirements. The requirements for the new students and transferees are birth

certificate, 1x1 picture and Form 138 while for the old students Form 138 is only

required to pass. The submission of the requirements is until 1 month starting from

the first day of school. The filled-out forms are put in a student folder together with

the requirements passed by the enrolee and stored them in the cabinet. The registrar

will now assess the enrollee. All new students are given 10% discounts on tuition fee,

50% on valedictorian, and 25% on salutatorian. The calculation of payments is done

using calculator. The assessed enrollee will be given an assessment form consisting

the amount to be paid or breakdown of payment for the installment.

The next process is the payment. The assessment form given by the registrar to

the enrollee or guardian will be passed to the cashier. The cashier will then do her

own calculation of payment using calculator to check the assessment form created by

the registrar. If there will be any discrepancy on the result, the cashier will go to the

registrar and they will both check the assessment form and take corrective solution

for the problem. If they already came up with the same assessment, that is the only

time where the enrolee or guardian can pay the tuition. For the cash or full payment

basis, after the enrolee or guardian paid the whole payment, the cashier will then issue
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 an official receipt together with her signature and she will mark the official receipt

which indicates the full payment. For installment basis, the payment is breakdown

with down payment and monthly payment. The enrolee must pay the down payment

to be enrolled. If the enrolees money is not sufficient to pay the down payment, the

enrollee or guardian must at least pay 1000 pesos to be officially enrolled. The

remaining balance in the down payment will be added to the first monthly payment of

the student. If the student can only pay the down payment, the student needs to secure

a promissory note in the principal office. If the student cannot pay the remaining

balance in the down payment, the student is not permitted to take the exam. All the

payment transactions are recorded in the cashiers ledger. Cash refund is prohibited

by the school.

I.3 Project Rationale

Mother of the Eucharist and Grace Montessori School Inc. (MEGMS) has

been using the manual procedure in enrollment since it was established. With the

proposed system MoESys, the difficulties encountered by the personnel during

enrollment will be reduced, and if not it will be totally eliminated.

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 Particularly, this study will be of great help to the following:

Mother of the Eucharist and Grace Montessori School Inc. (MEGMS)

MoESys will help the school appreciate the use of computers more and

adopt this new technology by having their own automated enrollment

system. The use of the system will assure them fast and reliable enrollment

process. It will also create an edge for MEGMS over the other schools

making them more competitive.

Enrollees/Parents/Guardians. The system will lessen the time and effort

spent in students registration and in assessment since the old students will

not be filling-out forms anymore. Also, they can always be assured of a

more precise assessment and fast computations of fees and payments.

The Principal. MoESys will be a great help in monitoring the number of

students and the enrollment status from time to time. Also, it will let the

principal access each student and each employees or facultys information

and collect reports in a fast and easy way.

Cashier. The cashier can greatly benefit from MoESys for it will provide a

faster assessment, and cashiering.

Registrar. Through MoESys, the registrar can easily keep track of the

students financial records. This will help the registrar since she will no

longer use the manual method of updating the students ledger or the

students record which is really giving them a time-consuming part in

record keeping.
Proponents. This project will be a great help to the proponents as they

exert all their efforts in accomplishing the project. This will serve them a

way to enhance their ability in programming and in writing the

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 documentation. Consequently, they will be gaining more knowledge in

analysis and design.

Future Researchers. MoESys will serve as a guide for future researchers

who aspires to develop a similar system. This will also be a reference or a

related study that they could add to their documentation.

STI. MoESys will serve as an achievement to STI. The system will greatly

contribute in increasing the number of successful thesis in the school

developed by its own students. In this case, STI will become more known

as a school that provides students who are good in developing automated

systems such as an enrollment system.

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