Automated entrance exam

1.1Background of the Problem
After a long summer vacation enrollment takes place to the next exciting moment of the student before the classes start for elementary, secondary and colleges. It is busiest activity in the school. Besides that it is the busiest activity in school most of the problems arise that causes hustles in students and class administration. Because of the unsystematic procedure that was being established during the enrolment terrified them. The long queue and slow movement that takes more than an hour of standing and waiting to finish, sometimes students made a decision to come back after two days or even a week so that they can be officially enrolled. On the other side, school administration suffers in lots of burden and works to process and prepare in order to officially enroll the student. Particularly, calculation of payments (tuition fee, miscellaneous and other school fees) scheduling of both students and instructors, evaluation of grades for sectioning and lastly breakdown of the payments and class schedules in form of study load. With this problem that intensify it captures our attention and decided to choose to enhanced and developed the enrollment system of Mary Mount of School Koronadal Inc. that will dissolved the problematic process in manual enrollment system.

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1.2Overview of the Current State of Technology
For more than a decade the school uses the manual operated enrollment system. The student must fill in the registration fee and grade reports attached. Afterwards, enrollment and other required bills must be paid full or installation. Suddenly, enrollment process will be done. The registrar will notify using the receipt rendered by the cahier that the student already paid the bills and should be enrolled. Evaluation of grades will be used for sectioning and scheduling of the subjects. For the cahier, all the payments must be provided and breakdown. Receiving of payments and releasing of receipt is a part of his rule. This will be used for the next transaction for the enrollment process. Compiling of the information requirements in paying of bills is also his rule. He provides the necessary reports in terms of billing. The registrar will handle the enrollment process.

The evaluation of grades for sectioning and scheduling of students and instructors is the main goal. The list of students and instructors involve must be provided before the classes starts. The Study aims to develop a Computerize Enrollment System for Mary Mount of School Koronadal Inc. This System provides an easy and convenient way in storing information with a systematic approach in computer. With this, burden to the person in charge would be lighter. To avoid redundancy, inaccuracy, and mishandling of information computerized system is recommended. Easy generation of reports with accurate and satisfying results is provided in a convenient manner. Accurate computation and breakdown of all the payments with exact schedule for payments in installation form. Study loads for students and instructor in brief and concise information. Further, the Enrolment System will provide a convenient and accessible way to provide satisfaction in students, faculty and class administration.

2.1 Problem Statements
Enrollment plays a very serious role in every school premise. It is very important in every school and it acts as their foundation. Each school has their own system in handling their enrollment. And for them to accommodate many students, they need to computerize their enrollment system, for them to make their work easier and easy to manage. A computer based system is a system in which the computer plays a major role and this kind of system is needed by every companies and institutions nowadays. This is the best way of storing and retrieving data on a server or hard disk rather than using papers and file cabinets. This will help the registrar of Mary Mount School of Koronadal, Incorporated generates a quick and efficient data they need. The Mary Mount School of Koronadal, Incorporated is using a manual system for their enrollment system. As a result they encountered unexpected problems like loss of information and slow transaction.

The inaccuracies of information were minimal, but the possibility of encountering a more difficulties and tedious task was still at hand. As the proponents conducted their research and analyze the existing system, they’ve decided to recommend a computer based enrollment system at that enables the faculty and administration of the school to gain a good services for every students and to address the problems that occurs because of their manual enrollment system so that institution will be one or the leading institution in the city.One of the problems that the institution would like to include in the study was the lack manpower in the accounting department. In the accounting office or the cashier, it only had two personnel to accommodate his students during the payment of fees for their enrollment.

2.2 Proposed Statement
2.2.1 General Objectives
To be able to design, develop and implement an Computerized Enrollment System for Mary Mount School of Koronadal, Incorporated. 2.2.2 Specific Objectives
To be able to create a module that will develop an enrollment system that will lessen the time spent in their transaction To be able to create a module that will manage the records of students To be able to create a module that will lessen the time spent in generating reports. 2.2.3 Scope and Limitations

The proposed computerized enrollment system that covered the major processes in the enrollment system of Mary Mount School of Koronadal, Incorporated namely: Registration of the current students, assessment of fees, file maintenance, report generation (registration form, assessment slip, student master list, and other forms and reports essential to the system. The proposed system included the processing of student’s personal records and the mode of payment that the student would choose. Limitation

This study aims to develop an enrollment system for the school, the study limits on the following and functions:
1. Record Student’s Information
2. Records fees- collected and uncollected.
3. Use of the system is limited to principal, faculty and staff designated to do thework. 2.2.4 Methodology

The proponent conducted an interview to gain full knowledge of the developed system, the process of acquiring and retrieving information, updating and security of the file. Developing a computerized enrollment system is difficult to do because there will be a series of tests and revisions before it will become functional.

Therefore, there are some useful tools in building in integrated system methods such as System Development Life Cycle models which include waterfall, fountain, spiral, build and fix, rapid prototyping, incremental and synchronize and stabilize.

Paper prototyping is a widely used method in the user-centered design process, a process that helps developers to create software that meets the user’s expectations and needs.It is a throwaway prototyping and involves creating rough, even-hand sketched, drawings of an interface to use as prototypes, or models, of a design. The spiral model combines the iterative nature of prototyping with the controlled and systematic aspects of the waterfall model, therein providing the potential for rapid developmentof incremental versions of the software. In this model, the software is developed in a series of incremental releases with the early stages of being either paper models or prototypes. Lateriterations become increasingly more complete versions of the product.

Figure 2.2.4 Spiral
The study included creating rough drafts of how the proposed system would look like andwhat the pages would contain. Through paper prototyping, the proponents had a more organizedapproach and modifications of the system could easily be implemented compared to workingwith the system directly where there is a great possibility that the internal workings of the systemcould encounter certain errors.The proponents developed a preliminary release or version of the system where the key requirements and functionalities were used as a basis. With continuous testing and evaluation of the initial release, the proponents were able to come up with series of incremental releases, and these releases were developed through the integration of the results gathered from the tests,evaluations, and feedbacks. When the results are to be implemented, the proponents use paperprototyping before directly applying the modifications directly to the system itself.

Activities and steps of the spiral model:
Requirement Analysis
The first step encompassed the tasks that go into determining the needs or conditions tomeet for a new or altered product, taking account of the possibly conflicting requirements of the various stakeholders, such as beneficiaries or users. This step was critical to the success of the development project. The requirements must be actionable, measurable, testable,related to identified needs or opportunities, and defined to a level of detail sufficient forsystem design. For the requirements analysis, the proponents conducted an interview to gather the data needed and went to the institution to observe how the manual system works.

Functional Specification
The second step was the documentation that described the requested behavior of the proposed system. The documentation determined the needs of the system users as well as the requested properties of inputs and outputs. The proponents consulted the Mary Mount School of Koronadal, Inc. (MMSKI) registrar regarding how they would like the system to behave and the way that the users could interact with it, along with the inputs that it needsand the outputs that it would supply.

Software Architecture
The software architecture of a program or computing system is the structure or structures of the system, which comprises software components, the externally visible properties of those components, and the relationships between them.The proponents decided to distinguished the essential parts of this type of system that they covered in the study. The proponents chose only those that are necessary in the enrolment processes. The unnecessary features were set aside to focus on the essential processes of the enrollment system that the portal would contain.

Software Design
Software design is a process of problem-solving and planning for a software solution.After the purpose and specifications of software are determined, software developers will design or employ designers to develop a plan for a solution. It includes low-level component and algorithm implementation issues as well as the architectural view. The proponents considered different aspects in the design of the enrollment system. Eachaspect must reflect the goals that the proponents and the system were trying to achieve. Some of the aspects that the proponents incorporated in their study are the following: compatibility,extensibility, fault-tolerance, maintainability, reliability, reusability, and usability. For thedesign of the software, the proponents also used data flow diagram and entity relationshipdiagram along with normalization.

Implementation is the process of writing, testing, debugging/troubleshooting, andmaintaining the source code of computer programs. This source code is written in aprogramming language. The purpose of programming is to create a program that exhibits acertain desired behavior. Coding requires expertise in many different subjects, includingknowledge of the application domain, specialized algorithms and formal logic. The proponents used VB.NET for the coding and the interface, and for the system to be available online, the proponents uploaded it to Upon being uploaded, errors wereexpected to emerge since the codes must also be compatible with the technology, further debugging was done until there are no errors found.

Software Testing
Software testing is an empirical investigation conducted to provide the company with information about the quality of the product or service under test, with respect to the context in which it is intended to operate. It also provides an objective, independent view of the software to allow the business to appreciate and understand the risks at implementation of the software. Test techniques include the process of executing a program or application with the intent of finding software bugs. It can also be the process of validating and verifying that the system meets the requirements that guided its design and development. Software Deployment

Software deployment is all of the activities that make a software system available for use.The general deployment process consists of several interrelated activities with possible transitions between them. These activities can occur at the producer site or at the consumer site or both. Deployment should be interpreted as a general process that has to be customized according to specific requirements or characteristics. Maintenance

Software maintenance is the modification of a software product after delivery to correct faults, to improve performance or other attributes, or to adapt the product to a modifiedenvironment. When the system became ready and available for the institution, there continuous improvementsand modifications would be done as needed to correct the errors that the system mightcounter and might cause it to be inefficient to meet the needs of its users for the onlineenrollment. 3PROJECT MANAGEMENT

3.1Calendar of Activities
Description of Activities
1. Project Planning
The proponent plan for a project to provide a convenient system for the client. The proponent select a client to conduct the project. 2. Approval for Mary Mount of School Koronadal. The proponent chose this school to be a client and also ask a permission to conduct the project proposal. The proponent ask the background of the school and update the system of what the client has. 3. Interview

The proponent conduct an interview with the principal Mrs. Ma. Lourdes T. Juanillo regarding with our proposed system. The proponent knows all the important details regarding with their transaction in such away to help them to be more easier their own obligation. 4. Making a Project Proposal

After conducting an interview, the proponent will proposed their own system or the said project by the approval of the principal. The proponent come up to a solution that will enhance their school about the automated enrollment
system. The proponent and the client discuss about what will be the flow of the system and their functionalities.

5. Project Proposal And Defence Schedule
After the conducting of an interview, the proponent prepared their all documents for the project proposal and title defense to the panel members. The proponent will kept the copy of the documentation to be submitted to the panel. 6. Project Construction

The proponent will proposed the project and will be designed and coded the data and the information gather during the interview will used in construction a project. All the details should be applied in the said project. 7. Documentation

The proponent should also started to make documents out of the gathered information during the interview for the project. The proponents should applied the important details in the documentation and will be kept and secure a copy of the document. The documents should be finalized by the proponent. 8. Testing

The proponent should test if the system will work efficiently and ready to deploy to the client but before to deploy it the adviser should test it first were in for the inspection of the said project. Likewise, the finished project will be tested by the administrator of Mary Land School Inc. After testing, the project will be evaluated. 9. Implementation

The proponent will ready to deploy the project after it is finished and evaluated. The proponent will present the system in Mary Mount School Inc. The client should evaluate the difference between the maual operation and the automated operation. The proponent will defend the project proposal to the panel of members. 10. Maintenance

The proponents maintain and improve the system for the preparation for handling problems identified during the development.
Gantt Chartof Activities


The proponents used the Intel® Core (TM) i3-2100 [email protected] processor speed, 2 GB Memory Capacity, Standard Keyboard and mouse to develop their system and HP DeskJet Ink Advantage 2010 Printer to print Report and receipt.

The software used by the proponents is Microsoft Windows 7 Ultimate and other Microsoft windows version in Operating System, Mysql as database, Crystal Reports and Microsoft Visual Studio 2010 as programming software.


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