The extensive records
The extensive records
As technology continues to advance, computers are becoming more part of everyday life. Computers are everywhere at work, at school, and at home .Many daily activities either involve the use of or depend on information from a computer. This maybe because computers are used in almost every field and profession like education and office works to perform large number of computer application .It also the best solution for providing information and a way of communications in every individual and gives better understanding of some event s that can arouse the interest of some particular subject matter.
The computerized world is a highly efficient one, which processing the big quantities of data and keeping .The extensive records will not be a problem to a post industrialized society, likewise the unreliable and slow processing and preparing student record and enrollment summary of report. At Mabitac National High School (MNHS) Mabitac, Laguna there are five hundred three students taking several year levels. The populations of the student in mentioned School are continued to grow which means also that an increase of records are handled by the Guidance Councilor.
Clearly the manual system of enrollment and student record keeping are too much time consuming task. Computer can be considered as another instrument for developing a system like enrollment in every school. This can be a great help to those students, teachers and school who are handling many task from providing easier and faster access. The Problem and its Background
Computer as part of the innovation in technology manifests bigger changes in world, economies, banks and other manufacturing centers flourished due to the catching power of computers in the field of education, not all school can afford to have numbers of computer to update the school manual system, which somehow caused a lot of inaccuracy and inefficiency in the data processing records, rules and regulations, profiles, and programs.
The present system of Mabitac National High School is done manually such as the enrollment system, and record keeping. From the time it was started to
operate, they use the manual system. Even nowadays, that they have computers, still they use it for proration of memos and letters. Mabitac National High School is a public School which is located at Brgy. Maligaya Mabitac, Laguna. And this School was started and established in the year 1970 known as Alas-as Brgy. High School. And it was found by Mrs. Lydia R. Carpio one of the famous people in Mabitac at that time .As the year fast this School became Mabitac National High School in the year 1987. Like some School, Mabitac National High School is using the old system, the manual system for enrollment.
Theoretically, the main purpose of the system is to create an efficient, fast and reliable Computerized Enrollment and Permanent Record Keeping System of Mabitac National High School.
A Database Management System (DBMS) consist of collection of interrelated and set of function to access the data. DBMS provides an environment that is both convenient and efficient to use in retrieving and storing information. It is also consist of programs for storing, retrieving and manipulating large amount of data. With DBMS software the user can compile huge list of data and manipulate, store and retrieve it without having touched single file cabinet of folder.
Local Area Network (LAN) is a collection of interconnected computer that are separated by distance up to a few kilometers and typically used in office. Networking really helps establishment in a way of providing simultaneous process.
In this study, the software that is being used DBMS and Visual Basic is window based programming language. It is the simplest and the easiest way to create an application in Microsoft Windows.
Also this study is based and focuses not only on the process of enrollment in Mabitac National High school but also in other information about the school This is also aiming an effective means of processing information and retrieving data aside from being orderly used in almost all aspects in our daily lives. This Visual Basic and DBMS will serve as a powerful tool in keeping analyzing our records. And also this language is very effective, easy to use and friendly any one can adapt to this system.
Figure 1. The Conceptual paradigm of Computerized Enrollment and Permanent Record Keeping System of Mabitac National High School
Statement of the Problem
The present enrollment system of Mabitac National High School is done manually. Manually system of enrollment caused a lot of inaccuracy and efficiency in processing the record and data of the students. Too much time and effort are consumed and cannot give on time. Different Problems are as follows:
1. How to lessen the time of the students in paying their fees of Mabitac National iHHHHhhhH High School? 2. How the Mabitac National High School can manage an easy way of securing student record? 3. How to speed up the process of generating enrollment report in a short period of time?
Significance of the Study
The computers provide convenience to its user through the easier and faster way of transactions. Population of students in almost all-educational institution is rapidly increasing so great demand in teaching force is also becoming higher. Fortunately, today’s generation of high technology machine and tools can substitute these workers. This proposed “Computerized Enrollment and Permanent Record Keeping System of Mabitac National High School” will provide a high technology way of retrieving and managing student’s data. The study will be a great help to the following:
Principal and Faculty Teachers. This study will help them to process records and keep the grades of students in a fastest and accurate way. It will help to keep and handle essential information of the students for the convenience of the students and the personnel assign to enrollment in this education institution. Students. The students can easily access and retrieval information regarding with the process of enrollment the effort and time and help to minimize the effort and time they exert. Mabitac National High School. It provides easy and fast approach in registration and enrollment.
Scope and Limitation
The study will be limited only to the boundaries of (Computerized Enrollment and Permanent Record Keeping System of Mabitac National High School). The researchers focused in getting relevant data including data of the students and computation of necessary fees, the system will able to print receipt and class list.
It has an ability to save, record, and edit those data and important information about the students, teachers and school.
The study covers the computerization of the activities, the enrollment system including student registration class list, principal’s report of total enrolment of students and receipt.
Definition of Terms
These terminologies were gathered by the researcher for better and clearer understanding about the study. Client. Does not share any of its resources that request a server’s content or service function.
Computer. Machine capable of the following the instruction to alter data, programmable electronic device that can perform calculations and processing information.
Database. Is a container to store your tables in.
Enrollment. It is a process in which a student is being admitted to the institution. This includes the listing of information or data about the student and subject he/she will be enrolled.
Information. Knowledge given or received of some fact or circumstances.
Program. An algorithm that a computer can both follow directly and follow the translated version.
Record. It is the collection of related field with information that usually pertains to only one subject.
Server. A computer on a local area that is running software for controlling access to all or part of the network and its resources and shares its resources with client.
System. It is a group of interrelated components working together toward a common goal by accepting input and producing output in an organized transformation process.
Software. It is a system utility or application program expressed in complete readable language.
User. The person who uses a computer for word processing, communications, and other application.
User–Friendly. A program easy to use even though an individual is not knowledgeable about the system.
Visual Basic 6.0. Scripting language or programming language that is used to design the system.
REVIEW OF RELATED LITERATURE
The chapter states the different literature and studies that were conducted for the research to gain familiarity that are relevant and similar to the present study.
Tinn (2001) stated that the computerization responded to the call the office or any workplace to help their daily operation. Malolos et.al (2002) stated that the study of automation is important in the sense time that minimizes the time and effort normally exerted in manual process. Janes (2001) stated that computers are extremely reliable device and very powerful calculators with some great accessories applications like word processing problem for all of business activities, regardless of size, computers have three advantages over other type of office equipment that process information because computer are faster, more accurate more economical.
Reyes (2005) task would be time consuming to accomplish manually and more practical with the aid of computers field in cabinet.
According to Flores (2002), the automation is described simply as the substitution of machine control of human.
Dioso (2001) stated that computer assist careful intelligent planning, organizing, actuating and controlling .This maybe observed from the past that they monitor production activities, solve scientific problem and help arrive in tentative answer to a multitude of involve conditions. Ralph M. Stair (1999) emphasized that the development of technology through the years have enabled us to do more with less effort.
From the orientation of the light bulb to the industrial revolution and beyond, we have continuously tried to in a more efficient means of doing tasks. Lewis (2002) stated that the reason for using computers vary from person to person. Some of the computers in business are to perform accuracy, to be as productivity, to decrease bottle necks or hassles to alter cash flows or to simples elevate your status. Sybex Inc (1999) stated that visual basic provide a graphical environment in which the users usually designed the forms and control that become the building block of tour application . Visual Basic support many useful tools that will help the user more productivity. Gold Chager et al (2003) said that computer as a device for processing information knew computer plays a significant role in their lives, but few are aware of just how pervasive role is.
Mane (2000) mentioned that the creation of the computer made the easier to accomplish that by doing it manually, to have the direct access on straightforward answer just monitoring record where in the needs of computer make possible for everyone to get data in a particular need. We can consider that the computer is necessary and its productive tool for individual. Gurewich (1999) stated that the database system makes the work faster for every institution. For the mere fact that instead of doing things manually, with the use of computer technology everything is done fasters. Halili, M.C.N. (2004) that man’s actions are t just involuntary movements especially when time allow to plan his next action. These responses pass through the process of reasoning and analysis. Huntchinson et.al (2001) stated that file is a collection of related records.
Examples are the entire student’s courses card for Anthropology 101 or the transcript of all courses in the register’s office. Bryan (2006) emphasized the information system is a set of people, procedures and resources that collects, transforms and disseminates information in an organization to do’s ends rely on many types of information system (IS). They might include simple manual information system and informal system and also computer based information system that uses hardware, software telecommunication and other forms of information technology (IT). Sander (2002) computers are an intelligence amplifier that can free human to use their time effectively. Because a computer is a fast and accurate electronic symbol or data manipulating system that design automatically accept and store input data process and procedure output results under the direction of the stored program or instruction.
Towsand (2005) stated that database is structed collection of data. The data may be about people, product events in short, any type of information is to manage the collection of data for reporting and making decision. Adamski(2007) give some advantages of database processing first economy of scale getting more information from some amount of data, sharing data balancing conflicting requirement, enforcement of standard, controlled redundancy consisting integrity security ,flexibility and responsiveness ,increase programmers productivity, improve program maintenance and data independence Perkins (1999) stated that computer has an impressive impact upon business, governmental organization; bank and all sorts of organization and on how they are operate and manage.
Alcaria (2004) explained that the use of computer are continue to grow, the need for a more timely information and data processing comes on demand keeping the records of any manual operations need the application of computer because handling it manually will only be conflicting. Kroenke (2002) in the early 1970’s database processing was considered an esoteric subject of interest only to the longest corporation with the largest computer. Today, database processing is becoming an information system standard. Silberschatz (2006) in his book “Database System Concept” the goal of database system is to simplify and facilitate access to data.
Ahitud et.al (2007) Mentioned that information system are more collection of hardware, software and people. They should be constructed to fit the organization’s strategy and structure so that it could easily be adapted to the information they needed.
Asumbra (2002) Access to information is the best way to. In line with technology access to information within fingertips is the easier way to be equipped in the future.
Hammer (2003) Said that computer could eliminate the need for copying and rearranging information, which was entered into system. They also perform mathematical computation; in short computer can eliminate most of the paper works.
Microsoft Corporation (2002) Explained that computer network are collection of computer and intelligent peripheral equipment that are inter connected by telephone lines, micro wave relays and other high-speed communication links of the purpose of exchanging data and sharing equipment.
Conde (2007) in his study entitled “Network-bases Enrollment System of Paete National High School cited that the manual process of enrollment and manual handling of information and reports of the students is very laborious one. The proponents developed a network based system enrollment system to the said school to solve the huge amount of task. Garcia (2002) created the “LSPC Enrollment System”, the study can be a great help to persons concerned during the enrollment period, the registrar, instructor of the students as they retrieval necessary information when needed and lessen the burden manually browsing over enrollment slip for record purposes Saayo et.al (2008) developed the system “Network based automated Enrollment and grading system for Morong National High School.
Due to increasing population of the institution, and the school currently implementing the manual system, every student spends a lot of time during enrollment period, such as paying their tuition fees a nd processing the school requirements. Valina et.al (2009) entitled “Network-based student Permanent Record keeping and Enrollment System of Balian National High School”. This System was made to lessen the time and effort exerted by both student and school employees. It is also made to give accurate reports and keep records of every students every students and for easy and fast way of enrollment.
Soria et.al. (2006) constructed a system entitled “Network-based Computerized inventory System for the supply office o the LSPC main campus. With the advancement of technology, devices and machines were improve , developed and inverted to cope up with the need of new world. There are different systems designed for reliable, efficient and very useful to the user.
Cabang et.al. (2003) developed the ‘computerized Students Record Monitoring System of Siniloan National High School”, Computerized Student data will be exceedingly helped to the user through continuous management of the School. It could help the registral for a less effort services in he institutions specially in updating, printing and deleting students record.
Velasco (2002) Study entitled “Maulawin National High School Student Information System” cited that maintaining students, records manually is a very difficult task and time consuming. In that case, computerization system that can help and handle this data needed to speed up the process of student’s record keeping and to promote and reliability.
Cura et.al. (2004) Designed system entitled “computerized inventory system of office of the supply in LSPU” is capable of handling voluminous data about the flow of item insurance and reply to the flow of items’ issuance and return in supply office
Torres et.al. (2002) conducted a study that resolves around the importance computerization of student information. This study was conducted with the hope that it would help minimize time and effort in processing student’s information in Maulawin National High School. The basic feature of this study is after the storage and access of retrieving and updating the data.
Alcaira (1999) Stated that the using of computer are continue to grow, the need for a more timely information and data processing comes on demand keeping the record of any manual operations need the application, because handling it manually will only be conflicting.
Aravia et.al. (2002) Show the growing importance of computers in the society. The significance of the study revolves the automation of student permanent record keeping.
Garnace (1999) Developed application software for the computerized information system of a commercial piggery using the concept of the database and implemented it in database.
Gumitao (2001) System is designed to provide reports of the list of enrollment per school year, periodical grade of students, and list of new, old and transferees
Revalla (2005) created an Automation Enrollment System for the computer Science Department of the Laguna College business and Arts. The study was conceived because of the need to update the current registration system of LCBA, which is done manually. Her study, was based on the special problem of Mr. Bonifacio E. Bacani, Jr. about “Student Record information System”.
Kampitan (2000) developed an Enrollment System of Liceo De Victoria that is designed to keep the students records. This is used to provide an effective and faster of providing information of the student and also the accounting purposes’ Liceo De Victoria Enrollment was developed and implement using relational database and designed in clipper 5.3.
Earlier, Encila (1999) Introduced the Enrollment System for the computer Science Department of LCBA and traders, designed of enrollment System is advantageous to the school because it speed up the process and with only a minimum amount of power and resources.
Cacao (2002) designed the “Morning Star Montessori School incorporated form 137implemented in Fox Base.
Solomon (2002) developed Enrollment and Record keeping System, to know how to read sign the data that is used to be kept the record files of students
and also that, it could be mange more efficiently in computer with his project.
Quiver (2001) developed a program using database III which capable of retrieving, access in manipulating of data in easy way. A computerized system to minimized the lost of record and burden of work was designed by Pajarillo in 2002.
Monsalve and Ilagan (2005) developed a program and designed using Microsoft Visual Basic 6.0 and Microsoft access. The system is capable of receiving access, searching items, providing adequate information and data gathering.
IPizzara and Veridiano (2001) this system was done using Microsoft Visual Basic 6.0. This conducted system goes along the trend of computerization to be in the field of competitiveness and survive to the complicated works.
Relayo (1999) this study will assist the researcher regarding to the use of database and Visual Basic. This system have been designed in order to speed up the access and retrieval information and to lessen manual effort involve in the library routine of transaction.
Magalang (2003) he proposed this to developed software that will help the management of the school “lyceum’ in giving good service to its student in speeding of the process involve in monitoring account acquired during the enrollment & other payment transaction.
Lazaro (2004) this study entitled “Liceo de Los Banos record monitoring system” password was created for the protection and was designed to be user-friendly by only authorized persons and to ensure security of data basic information.
Lumbers (2002) stated in her study entitled “a systematic enrollment process using database system in Saint John academy. Calamba, Laguna” that the application of database system to the enrollment process will greatly increase its efficiency; automation of enrollment process will upgrade the
quality of the services provided for the qualified enrollees.