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UNIVERSITY OF THE IMMACULATE CONCEPTIONDavao City

Enrollment System ofNorthlink Technological Institute

An example Information System submitted toMr. Jerry R. Flores, MIM

In partial fulfillment of the requirements for the subjectPrinciples of Data and Information Systems 1 (IT 200)

GRACELDA D. TERANTE-PANGANTIHON

February 18, 2009

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ENROLLMENT SYSTEM OFNORTHLINK TECHNOLOGICAL INSTITUTE

Introduction

Northlink Technological Institute (NTI) is a newly established technical-vocational school in Panabo City. The schools operation started on June 2008with 165 initial student enrollees who are divided into two courses, theInformation and Communication Technology and Hotel and Restaurant Services.With such number of students, the school is supervised by few administrativestaff and faculty.

The school is not fully developed in terms of information system. NTI isstill a young establishment, but to provide its clients, who are the students, abetter service and satisfaction, the school administration and staff areimplementing a system on enrollment.

The enrollment system was done manually. Meaning, the processes aredone by manually, but there is also data storage on the computer. The studentdata records, subject enrolled and assessment proceedings which are stored onthe computer can also be retrieved when needed.

System Components

To discuss further the current enrollment system the schools adapt, below

are the brief description of the five key components of the information system:

Hardware

A computer hardware component is the physical layer of the informationsystem. NTI uses two personal computers which are interconnected through peerto peer networking system inorder to manage file sharing. The computerhardware has the following system information:

SystemManufacturer : INTEL

Processor : Intel(R) Pentium(R) D CPU 2.80GHz (2 CPUs)

Memory : 1GB RAM

Disk Space : 80 GB

Printer : EPSON LX 300+ / CANON LBP 3000

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Software

The hardware is controlled by Windows XP Service Pack 2 OperatingSystem. The only application software that is used in registration transaction anddata storage is Microsoft Office Excel 2003. The spreadsheet software will

produce the Student Class Schedule and Assessment of Fees.

Special functions in Microsoft Excel Spreadsheet were utilized to easilyregistered students on their respective courses and classes. Excel mathematicalfunctions were also used to automatically compute for the Student AssessmentFees.

Data

The following data were needed to transact the registration of the

students:

Student ID Number

Student Name, Middle Initial and Surname

Address of the Student

Student Age

Gender

Contact Details

Last School Attended

Course

Subject Enrolled Payment Upon Enrollment

Processes

1. The student will pass needed enrolment requirements to theregistration officer.

2. If the requirements were complete, the registration officer will let thefill-up the Registration Form providing his/her complete name, address,

age, gender, contact details and the course to be taken. Theregistration officer also will guide the students in listing the subjectsthat he/she must enroll.

3. The filled-up form will be checked and verified by the registrationofficer. The registration officer will give the student ID number andrecord his/her data on the computer.

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4. The student will bring the verified form to the Cashier to pay for theenrollment down payment.

5. The student will proceed to the Registrar Office for the encoding ofsubjects. The processing officer will released the Official Registration

Form of the student which has the computerized schedule of subjectsand assessment details. A class card will also be provided to thestudents.

People

The people who interact with the system include the following:

Students. Students are the direct clients of the school. They are

considered as external user of the current information system.

Registrar. The registrar is the one that handles records of the student.

Cashier. The cashier will be the one to receive the student payments.

Student Accounts Officer. The SA officer will need the student

records, particularly the number of units enrolled and the downpayment. They are the one that computes the student assessment offees.

Conclusion

The current information system adapted by Northlink TechnologicalInstitute is still practical for the number of students they are catering. But, this issystem would not be convenient for the people who uses it when the number ofstudent increases.

The following problems will be observed if the number of studentincreases:

The people who are directly using the system will follow a very long

process of enrollment. The database of the student records will be very difficult to handle.

The number of students per class will not be easily controlled.

The student list per subject which is very important for the faculty will

be difficult to retrieve.