ABSTRACT Eugenio, Eduard H., Flores, Alvin P., Ugot, Marivic S., Olad, Quincy E.

, Luis, Jovy P., Delfino, Jovita D., Quirino Poloytechnic College, Cabarroguis, Quirino, March 2012, Online Academic Information Management System of CNSAT. This study was conducted to determine the following: The possible problems the school is experiencing in the manual system, schools measure to handle enrolment processes and activities, schools measure to reduce personnel workloads, the significant advantage of the proposed system, the significant disadvantage of the proposed system, and the significant relationship of the proposed system and the productivity of the school. The proponents used the descriptive research to gather data and other information needed for the study. After significant studies the findings were: difficulties such as time consuming enrolment activities and difficult to maintain records, were currently experience by CNSAT in their manual system. With this problems, the schools measure is to approved the proposed system and make their current system automated. There is significant advantage and relationship of the system and the productivity of the school, the proposed system will definitely increase the enrolment percentage of CNSAT, it will surely serve as a great tool for better administration maintenance.

Chapter 1 THE PROBLEM AND ITS BACKGROUND INTRODUCTION Computerization is well-known to have many benefits nowadays, especially on growing institutions or business establishments. Computerizing is the conversion of the current system of an institution or business establishment into a system which is handled or controlled, stored, or process by a computer. A well build or develop computerization can reduce errors cause by humans in the manual implementation, and it can also reduce the processing time human spends in a manual system. This computerization can result into well-implemented processes which can perform faster and more accurate than a manual system. A computer connected into the internet allows millions of people to communicate anywhere in the planet, and hosting different kinds of information. The productivity of an institution cant just depend on a system operated in a standalone computer. These days, many services have been hosted over the internet. The internet expands the capability of a system to be available, and accessible by anyone anywhere in the planet. A service hosted in the internet will reduce the clients time or even the administrator for him or her to gain access to the system. Enrolment is the process of entering and verifying members or students information to be registered in a particular institution or school. Different interrelated procedures or processes to build up an enrolment called the enrolment system (ES). ES are used in recording and retrieving students information. It also has the capability to
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verify students information, and it can also track the current standing of a student. ES is a good example of computerization, because it can lessen the schools workload in providing accurate students information. Enrolment systems have a great advantage on schools. In the case of CNSAT their enrolment procedure composed of a manual system. The principal used manual system to record and retrieve students information. She is retrieving and/or recording datas with the use of ballpeen and a columnar sheet. The registrars office also used manual system, so as with the accounting office. The CNSAT current were implemented with human involvement. Therefore, this may cause clerical errors, human errors, required data missing and even the redundancy of data causing possible troubles in organization.

STATEMENT OF THE PROBLEM The proposed Online Academic Information Management System for CNSAT aims to study, analyse and design a fully functional internet-based enrolment and school information management system or also called the Student Information System (SIS). Generally, this study seeks to answer the following questions: 1. Is theres any problem the school is experiencing in their manual system? 2. Is the school administration want to lessen file-handling, generation of forms, and other documentations? 3. Is the school administration wanted to lessen manpower workload and time-consuming enrolment activities? 4. Is there significant advantage of the proposed system? 5. Is there significant disadvantage of the proposed system? 6. Are there significant relationship of the proposed system and the productivity of the school?

OBJECTIVES The proposed study Online Academic Information Management System will help the faculty, staff, and students of the CNSAT make enrolment process easier by the help of the internet. This system will make the collection of fees easy and fast. The system will make the posting of announcement online and will also make the querying of grade easy and fast. This system will provide a reliable and dependable online grading sheet for teachers. This will also provide school information and online learning resource.

SIGNIFICANCE OF THE STUDY The proposed study Online Academic Information Management System of CNSAT is believed to be beneficial to the School Administration, Registrars Office, Accounting Office, Teachers, Parents, and Students. School Administration The proposed system hopes to help the school for better administration. This system will serve as encouragement for the old students to stay enrolled into this school, and will also serve as a tool of attracting new student to be part of the school and be involve in the innovations, which is a sign of good school marketing and productive administration. Registrars Office This system will provide the office a better tool for information flow. This will serve as computerized information management which will help the office for handling the inputs of data regarding students, the processing of students information, and lastly let them handle the output of the datas depending whether its sensitive or not. Accounting Office Through this system the school accounting office will have an online collection of fees. It will provide the office an automated calculation of balances. This will allow the collector of fees to collect payments direct to the schools bank account.

Teachers This system hopes to provide the teachers an effective, reliable and dependable tool for the management of students information. This will help them in the storage of grades and remarks by the used of the online grading sheet. It has really worth on the part of the teachers because it will provide them the same capabilities the MS Excel can provide them. And this will provide the teachers the capability to post learning resource which they think is beneficial to their students. Parents This system hopes to serve the parents another efficient way to monitor their childs current school standing. In simple words, this will allow them a grade query for their child, at their convenient time, anywhere with the active internet connection. This will also serve them to pay through banks direct to the schools bank account. It will therefore lessen the chances of their child to steal from their payment. Students This system is believed to be beneficial in the part of the students. The system will allow them to browse available learning resource posted by their teachers. This will also allow them to have a personalized page, which will give them the capability to socialize with other students and also allow them to be get involved in any school activities.
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SCOPE AND LIMITATIONS OF THE STUDY This study aims to develop an online Academic Information Management System for CNSAT, Cabarroguis. This system covered major processes in CNSAT namely: registration of the current and incoming students, assessment of fees, file maintenance and reports needed (registration form, student master list, and other forms and reports). Accounting and Registrar account will engage in their particular job mainly transaction of students records and payments. On the other hand, the administrator account will have every feature of the design system. Students will also having an account, but just a personalized page in which grade query, browsing of learning resource and a means to socialize are the only operations allowed. On the process of enrolment, old students must log-in to their account to access the registration form, the requirements to complete the process are submitted online. They will have an option on the mode of payment, either pay instalment through bank or pay later in the registrars office. New enrolees or transferees have a limited access on the system since they dont have their account yet. They can only access the pre-enrolment process, school information, program offerings, and projected amount of fees. This system is only designed for online payment of fees but its not designed to send email or SMS reminders about unpaid school fees. Lastly, this system is intended for enrolment and other purposes only; it is not designed to replace the other schools manual system such as time management system, payroll system, etc.

Chapter 2 REVIEW OF RELATED LITERATURE This part presents the related literatures that have significance in understanding the study. The aim of this part is to present related and previous studies, which would have an advantage to the readers and future researchers. Long Beach City College Switches On Enrolment System Kopf, David. 2007Southern California community college Long Beach City College has gone live with anew Cognos-based enrolment management system that was designed by Irvine, CA-based professional services firm e2e Analytix. Prior to installing the new system, LBCC, which has two main campuses and multiple satellites that support nine schools and 34 departments, handled its enrolment via manual spreadsheets. LBCC tapped e2e Analytix, which specializes in higher education, to design a web-based enrolment management system using Cognos Enterprise Planning software from Cognos Inc. (Ottawa, Ontario). "Our new system provides flexible and powerful model development with the Cognos Analyst component and supports any business planning or customizing of theenrolment management model, said Linda Umbdenstock, LBCCs administrative dean of planning in a prepared statement. The solution dramatically reduced the amount? Oftimeto process, consolidate and implement forecasts. It provided real-time service cost and expense planning per semester." The on-line student enrolment system enables students to enrol into their subjects prior to the commencement of their semesters. This enrolment system not only allows international students to enrol through internet without traveling to the campus but also incorporates the business rules. These business rules cover a wide range of regulations and policy such as subject pre-requisite, students payment status, course coordinators decision and the correspondence of students seniority to the intended enrolling

subjects. Besides business rules, the system also incorporates various notification mechanisms like Short Messaging Service (SMS) and E-mail. The technology in use was set up by Oracle in 1998, when ECU moved towards creating an innovative web-based enrolment and administrative system using Oracle database products. New enrolments using ECUWES are managed differently to re-enrolment on ECUWES. New enrolments are processed while the student is with an enrolment assistant, because there is a need to collect HECS and enrolment papers, as well as to familiarize students with the system. In terms of re-enrolment, the student has full control of enrolling in a six-week period, which allows for any small glitches in the system, such as not being able to get online. ECU also previously faced difficulties with managing student enrolment administration, as staffs were distributed across several locations, so there was a desire for improved access and management of student information. Similarly, re-enrolment required students to travel to the University and queue for service from administration staff. Faculties also requested that students enrol by porting enrolment sheets on computer bulletin boards. With ECUWES, students from remote areas and international students enjoy easy enrolment with improved time effectiveness. There have been no major problems, apart from a few power failures, but ECU has back-up plans, such as enrolment assistants taking up all the paperwork and processing the information once back online. Illinois Virtual High School Inquiry http://www.ivhs.org/. This online inquiry gives detailed information on persons that can be contacted with regard to specific field; example is a general program Issues, Technical Problems, Faculty Information and course development. It also gives information about their regional coordinators for participating schools. The website has login feature where the students can login using their login ID. The online inquiry system of Illinois High School helps the authors to picture out and develop an ideal database structure for the system that will be proposed. The proponents system is similar and is based on some capabilities of the system in this study like the inquiry of courses and login feature for the students.
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Web-based Enrolment System for Veritas Parochial School Pascual, Robert John G. and Riceo, Vincent Joel T., 2001A web-based enrolment system is developed to help both the old and new students, to enrol in a more efficient way without the hassles of waiting long hours just to fill up forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is with the Web-based Enrolment System for VPS that this new style of enrolment may be achieved. This new type of system offers the student with new options for enrolling at VPS. Just by logging on to their website the student may create his new account for the current year he is to be enrolled in. With this, all the student has to do is to fill up certain forms that do not take more than a few minutes to accomplish. Then the records will be stored in the school database for future references. After that the student will be given confirmation that the transaction has been verified and all that the student has to do is visit the school and pay appropriate amount for the current school year. The student may also browse the web site of VPS and he can check his current account. He can also see the list of the school current tuition fee rates. For further enhancement of the site, an on-line payment or e-commerce is highly recommended. This feature for the system could be achieved by collaboration of the school with banks to provide easier payment and a more secure transaction. Posting of grades can also be a great addition to the site. Especially the breakdown of each grade can be seen by the students but with utmost security. Compared to the web-based enrolment system for VPS, the proposed system for CMI would only cover the current students; the student would also be asked to log into his or her account in the website where he/she would be asked to fill up some forms to update the schools database. A confirmation would then be sent to the student that would inform him/her that the transaction is valid and had been verified. But unlike the system, there would be another option for the mode of payment that the student could choose from namely, on-line payment. Colleges of Education, Engineering, Arts and Sciences, Industrial Technology, Nursing and Graduate Studies. Feedbacks from the students were formulated when the first semester started. Over 75 % of them
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say that the automation process of enrolment was better compared with the old system. With the good result of the dry run the automated enrolment system will be finally implemented this 2ndsemester.In this study, they have used PHP as for their programming language and they store data using MySQL. As for the proponents they will use VB.net for their database and Visual Basic 6.0 for their programming language. And another difference is that they are only automated and the system only runs through the intranet of the university. This means that they cant access the records using the Internet and outside the school. Far Eastern University Enrolment System http://www.sqlwizard.com/ewizard_testimonial.html. With its 25,000 students, Far Eastern University (FEU) ranks among the biggest universities in the country in terms of population. And with a large population comes multiple problems in enrolment, student records and related data. Wanting a lasting solution to the problem, FEU asked consultants for recommendations. The result was a decision to automate FEU's enrolment system. FEU decided to automate the enrolment system in two phases: (1), the development of a system for enrolment and student records for Phase I, and (2) the integration of the student's financial records for. They worked closely with SQL *Wizard to pilot E*Wizard, an integrated system for student enrolment that contains modules with extensive inquiry and reporting capabilities. They also tapped FEU's Computer Services Department to iron out kinks. They reviewed organizational structures, assigned people to support groups and asked faculty advisers and staff to train. She also met with the representatives of individual institutes and with the support of the academic managers and SQL*Wizards technical group, plotted the move to launch an integrated system during the second semester. The preparation involved cleaning the database, standardizing labels for subject and preparing the subject requirements. The only similarities that the proponents have encountered here is that the university formulated a powerful database that will hold large number of data and can keep track student transactions. This is one of the goals of the proposed system that the proponents will be developing.
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CHAPTER 3 DESIGN AND METHODOLOGY Figure 1 Flow chart of current system

Start

Old
Present the form1-38

Old or new

New
Take entrance exam

Proceed to principals office

Fill up the form

Search for the name in the record

Proceed to principals office

Write signature in the record

Pass the form

Proceed to Cashiers office

Proceed to cashier

End

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This flowchart shows the processed the proposed system covered. For the process of the old students, their Form 1-38 is given before the end of school year. During the day of enrolment they will go to the principals office and search for their name, and write their signature opposite their name. Last step is to proceed to the cashiers office for payment purposes. On the other hand, the new enrolees will be taking the entrance exam. After taking up the entrance exam they will be having the enrolment form to be signed. The signed enrolment form will be submitted to the principals office. After submitting the form, the enrolees must proceed to the cashiers office for payment purposes.

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Figure 2 flow chart of new system

Start

Sign in to account

Old

Old or new

New

Take online exam

Upload form1-37

Upload result

Fill up enrolment form

Fill up the form for

pre- enrolment

Select mode of payment B

Pay through bank

Yes

Pay bankbased?

No

Display page to be printed for referral

during start of classes

Upload receipt

A
A End

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This flowchart shows the processed the proposed system covered. For the old students, they must sign- in with their username, and password for them to access the online enrolment process. Old students must also upload the current report card. And finally, they now have the redirection of the enrolment forms. The datas or field must be all filled. After submitting the accomplish forms, when submission are completed they will be having the selection mode of payment, the options are pay through bank or pay later with in the registrars office. On the process of bank payment, student or parents will pay in any banks in the schools bank account through their credit card or bank account. After paying in the bank, the transaction receipt must be uploaded in the system through the students account for payment verification. On the part of new/transferee students, they will be having the limited access. Since they still dont have an account, they can only access the pre-enrolment procedure, and the online entrance exam. On the process of online exam many issues arises. The candidate or the enrolee will start the examination into the web browser. The system will require a fast internet connection, and it does not matter whether the browser is Internet Explorer, Firefox, Netscape Navigator or Opera. The question types can be select (multiple choice), true/false, hotspot, text answer, long answer, and drag/drop. The system will store the results of the examination as an encrypted file (a single, encrypted password protected file) on the users computer. The result of encryption is to ensure that the exam results files cannot be amended. One the other hand, this system will answer issues regarding online exam. This system will be design to manipulate or use the web camera on the computer to monitor the candidate.

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Photographs of the enrolee can be viewed together with the encrypted file results to verify the enrolees identity. During the examination process, adding tabs on the web browser, and accessing other computer services will be restricted. This will make it harder for the enrolee to use other software to search for answers. After completing the examination, the enrolee must upload the encrypted file into the system to satisfy the enrolment process.

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Figure 3 HIPO (Hierarchical Input-Process-Output)

CNSAT Home Page

School Information
Mission Vision Vision

Admission
New Student Take Online Exam Upload result Fill up form Old Student Sign in Upload Fill up form Payments Online

Help
Admission procedure

Program Offerings
Programs Projected payment

Upload receipt Registrars office Print referral

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Figure4 IPO (Input-Process-Output) Input Username Password Form 137 Receipt Exam result Process Sign - in Online Exam Fill up form Payment Output Print referral Display Instruction

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CHAPTER 4 RESULT AND DISCUSSION The proposed system online Academic Information Management System for CNSAT is a great help for the productivity of the school. Specifically, it aims to develop a student information system. Currently the manual system of the school has many difficulties. The entire enrolment procedure in CNSAT is known to be time-consuming. The processes itself will make a much time to spend, especially on the part of the enrolment officers and also to the part of the student. They will be having the enrolment form after finishing many time consuming processes. The current manual system can also increase the errors. Redundancy of data and not match data can be one of the errors. Giving the form to the students is not a hundred percent to be filled out correctly or filled out completely. To reduce bugs or possible errors in the current system, and to lessen the workload on how the enrolment official handle files, and generation of forms - the development, building and generation of this system is a big advantage. The system includes major features such as secured online exam, online payment. Online exam covered a secured online examination process. It is known to be secured because it will be designed to render online exam result to be encrypted which also includes photographs or animation images of the enrolee or candidate. This system will also provide an easy way for payment collection. This will be designed to upload receipt through bank payment.
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On the other hand, the advantage of the proposed system to the school is the good handling of students information and rendering of information. This can give the school a good image on the part of the to-be students. They can be motivated to enrol on the school and experience the unique innovation. And lastly, it is also found out that this will lessen the chances of the students to steal into their payments given by parents.

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CHAPTER 5 CONCLUSION AND RECOMMENDATION CONCLUSION The study Online Academic Information Management System for CNSAT was begun in analysing the problems regarding their enrolment system. With the aid of interviews, researches, surveys and keen observation, proponents discover problems such as students information redundancy, missing and invalid. The proponents also notice that the reports submitted to principals office are not updated. And this can cause inaccurate information for the existing CNSAT enrolment system. Lastly, we have been discover that their current manual system is a time consuming that making the workload of faculty and staff and even the principal heavy. All of this problems are effect of theirs manual system. These problems make the proponent motivated to design an automated enrolment system. After all studies, research and observation, the proponents therefore conclude that the CNSAT is having difficulties on their enrolment system, particularly on the management of student records. Different problems have been discovered and studied in their current system, and was solved through designing an online enrolment system. Theyve gone through the study with the use of interviews, researches, surveys, and observations. With these activities, they now accept the role of being a system analyst.

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RECOMMENDATION The proponents recommend some training in the part of some personnel and administration for future maintenance of the proposed system. They must know some basic debugging and coding in web development.

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CURRICULUM VITAE PERSONAL BACKGROUND Name: Marivic Ugot Age: 20 Gender: Female Address: Balligui Maddela Quirino Place of Birth: Balligui Maddela Quirino Date of Birth: December 14, 1991 Civil Status: Single Nationality: Filipino Religion: Roman Catholic Name of Father: Victor Ugot Name of Mother: Maribel Ugot

EDUCATIONAL BACKGROUND Elementary: Balligui Elementary School Secondary: Balligui High School Tertiary: Quirino Polytechnic College

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CURRICULUM VITAE PERSONAL BACKGROUND Name: Quincy Olad Age: 19 Gender: Female Address: Zamora Cabarroguis Quirino Place of Birth: Aurora Isabela Date of Birth: December 11, 1992 Civil Status: Single Nationality: Filipino Religion: Roman Catholic Name of Father: Thoryndke Jonathan Olad Name of Mother: Lorilie Olad

EDUCATIONAL BACKGROUND Elementary: Zamora Cabarroguis Quirino Secondary: Quirino General High School Tertiary: Quirino Polytechnic College

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CURRICULUM VITAE PERSONAL BACKGROUND Name: Jovita Delfino Age: 19 Gender: Female Address: Burgos Cabarroguis Quirino Place of Birth: Burgos Cabarroguis Quirino Date of Birth: September 10, 1992 Civil Status: Single Nationality: Filipino Religion: Roman Catholic Name of Father: Tito M. Delfino Name of Mother: Clarita D. Delfino

EDUCATIONAL BACKGROUND Elementary: General Luna Elementary School Secondary: Burgos National High School Tertiary: Quirino Polytechnic College

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CURRICULUM VITAE PERSONAL BACKGROUND Name: Eduard H. Eugenio Age: 19 Gender: Male Address: Ricarte Sur, Diffun, Quirino Place of Birth: Ricarte Sur, Diffun, Quirino Date of Birth: October 19, 1992 Civil Status: Single Nationality: Filipino Religion: Christian Name of Father: Elordie Eugenio Name of Mother: Rosalina Eugenio

EDUCATIONAL BACKGROUND Elementary: Ricarte Sur Elementary School Secondary: Diffun High School Tertiary: Quirino Polytechnic College

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CURRICULUM VITAE PERSONAL BACKGROUND Name: Alvin P. Flores Age: 21 Gender: Male Address: Lusod Maddela Quirino Place of Birth: Lusod Maddela Quirino Date of Birth: August 7, 1990 Civil Status: Single Nationality: Filipino Religion: Roman Catholic Name of Father: Avelilio R. Flores Name of Mother: Nelda P. Flores

EDUCATIONAL BACKGROUND Elementary: Lusod Elementary School Secondary: Maddela Comprehensive High School Tertiary: Quirino Polytechnic College

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CURRICULUM VITAE PERSONAL BACKGROUND Name: Jovie P. Luis Age: 19 Gender: Female Address: Andres Bonifacio Diffun Quirino Place of Birth: Gabriela Silang Diffun Quirino Date of Birth: June 13, 1992 Civil Status: Single Nationality: Filipino Religion: Born Again Name of Father: Dennis Luis Name of Mother: Julie Luis

EDUCATIONAL BACKGROUND Elementary: Diffun Central School Secondary: Quirino State College Laboratory High School Tertiary: Quirino Polytechnic College

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List of reference www.google.com.ph www.wikipedia.com www.scribd.com

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