Online Grade Inquiry System via SMS Technology

CHAPTER I

Today, most establishment and institution in the country are already using Modern technologies

for them to be able to serve their clients fast and efficient. One of the most important sectors in

our country is our educational institution where almost 10 Million students enrolled yearly

(Philippines Statistics Authority, 2017). In line with this, Innovation have made possible for the

operations of the computer easy enough in processing record systems such as, creation of data

records, storing, filing and retrieval of data. Cor Jesu College has increased in student`s

population and at the same time, the number of works of the registrar and student`s grades to be

processed has also increased. One of the responsibilities of the registrar office is to keep the

student`s grades data secured for their records and purposes.

Project Context

The Online Enrollment System is a system that manages the processing of enrolling in a

school and university. It might reduce errors and the processing time. It can have a great

productivity and can result into high quality product. It stores details of students, subjects, year,

section and schedules. The system is moreover more effective when integrated with a system that

assess student fees. It is also more convenient way by storing file of the student enrollees in a

computer system that will lessen the effort of faculty staff in storing files of each student every

now and then.

The idea behind an online enrollment system is not a new concept. The population of the

students are getting bigger, as student enrollees increase every year, enrollment procedure

become harder to deal. This will only serve to increase the problem facing enrollment that
provides more easy way in enrolling. This will also a big help to all the enrollment staff

especially under the management information system because they are the one who are entitled

to touch and read the information from here. It will help the constitution to upgrade the

enrollment processes so as to meet the quality that the institution is trying to meet.

Purpose and Description

The purpose of this study is obviously to help ease the problem in managing records on

enrolling old and new students. We are specifically aimed to introduce the beauty and

functionality on using electronic devices such as computers on helping the staffs and faculty

members to compile and manage records during enrollment season, and to propose the

computerized system on handling student’s records to avoid mishandling, redundancy, and to

prevent records on getting old and damaged by natural calamities like rains,storms and heat.

Objectives

 To develop a Grade Inquiry System via SMS Technology for Cor Jesu College.

 To develop a system that can able to send grades automatically.

 To develop a system that will shorten the process of inquiry of grades.

 To develop a system that can inquire grades via SMS.

Significance

This study was made to find out that the use of grade inquiry via SMS will lessen the time

for grade inquiry and releasing the grades of the students. This study will benefit the students,

registrar, and parents: It can help the students to inquire their grades in a more efficient way. They
can get their summary of grades through SMS. It can help the registrar to lessen their tasks in

preparing of summary of grades of the students. It can help the parents to monitor the grades of

their children

Scope and Limitation

The Grade inquiry via SMS Technology is a system that covers the major processes in

the registration system, namely registration and enrollment of students and file maintenance such

as list of enrolled students in different year levels in College Department. The system does not

cover the computation of student’s grades, class scheduling, viewing of teachers and paying of

fees. Not accepting any online payments. It can only operate for College enrollment purposes. It

can’t show the schedule of time of the subjects per year level.

 The request of the grades can be done through any network of cellular
phones.
 The instructors can change their password to secure the encoding of
grades of the students in online system.
 The administrator can print the summary of grades of the students and
 Only the registered numbers are qualified to inquire their grades.
 The device used in the system is for inquiry only.

 It cannot be use for conversation.

 The system has no capability of handling delayed messages.
  If the instructor submitted wrong grades of student, the online system is
not reliable in human error.
 The grade encoding process relies on Internet connection.
 The system cannot accept landline number in registration for the
students as their contact number.

The Online enrolment system is a portal type that covers the major processes in the

registration system, namely registration and enrollment of students and file maintenance such as

list of enrolled students in different year levels in College Department. The system does not

cover the computation of student’s grades, class scheduling, viewing of teachers and paying of

fees. Not accepting any online payments. It can only operate for College enrollment purposes. It

can’t show the schedule of time of the subjects per year level.

CHAPTER II

REVIEW OF RELATED LITERATURE

Our Project which is the Online Enrollment System is to help the students enroll in

a more efficient way without the hassles of waiting long hours in filling out forms, which

sometimes become redundant, or to stand in line and pay at the cashier. It is a Web-based

Enrollment System that offers the students to enroll online. The student will go to the

website of the school and required to fill up certain forms needed in enrolling that will

take more than few minutes to accomplish. All the information of the students will

directly store in the database of the school for future purposes. After complying all the

information needed, there are 4 offices that will confirm your enrollment. The first office

will be the registrar’s office, they will confirm your enrollment if you give the
information they needed in the enrollment form. The second office is the clinic, they will

also confirm if you gave the information about your health. The third one is the guidance

office, they will confirm your enrollment if you have no records in the office and fulfilled

all the requirements needed. And for the last office is the cashier, the enrollment process

will end in cashier. If you paid the enrollment fee then you will be officially enrolled in

the institution. You need to have an account, gmail account to be specific so that you will

be notified about you confirmation of your enrollment.

Online Enrollment System

Pacio (2013) on her thesis entitled “Online Student Information System of Benguet State

University” gave emphasis that as main goal of the school “to generate and disseminate new

knowledge and technologies that will promote sustainable resource development and enrich the

competent and effective services geared towards efficiency and economy” which is inconsistent

with the existing student information system of the Kalinga State University Rizal campus.

According to Lopez (2005), a Registration system helps and provides efficient and

reliable services to the students, enrollment personnel and administration. Moreover, this system

improved the process of enrollment in terms of searching, retrieving and subject schedules.

While in a study conducted by Cayabyab (2007), many problems and difficulties were identified

in the existing system of Dagupan City National High School (DCNHS). These major concerns

are affecting the efficient enrollment system of students. Security of the students records were

found to be at high risk. The current system may fail to protect some important documents. It has

also untimely and inefficient report generation. A computerized system for DCNHS shall result

to a significant increase in the number of enrollees Network-Based Enrollment system 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 and processing the school requirements. Valina et.al

(2009), in this work 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. 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 17 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.

According to Jeremiah T. Sta Cruz their developer of Saint John Academy Dinalupihan,

Bataan, online enrolment system will be planned for the utilize of staff to facilitate them to create

information required by different people in a fastest and easiest way. Computer is commonly

used by all corporation and organization and one of this is Online Enrollment System. Online

enrolment System serves as a very important part of a school for effortless and well-situated way

of enrolling.

According to Bacala, Mariel Reaño, Esmeralda Mr. Paulino Gatpandan. The Online

Enrolment System was proposed in substitute of the Manual Enrolment System of the

organization for it to have an structured flow of transaction and competent of work especially to

the administrators of Cavite Maritime Institute. It helps to retrieve and track all the necessary

information from the students. It helps handle all the records of the students. Thus, for the

administrator and other authorized personnel should be able to lessen their workloads and errors.

Ebenezer Montessori Christian School, Inc. The study aims provide a system that will serve their

Registrar accurately and with efficiency in matters related to their enrollment. Objective of

Information Technology is to help humanity from doing loads of work over time. By having

computerized system, the cost during enrollment will be cut down and much effort will be

reduced. The project involves a series of studies that covers all the requirements of creating a

computerized enrollment system Liceo de Cagayan University. The study meant at creating a

system that would give a further opportunity for enrolling and that would give back for the

schools be short of manpower and time-consuming system. The database of the system is the db
Enrollment. It has several tables and stores information such as student’s academic records,

secretary’s files and records, class schedules, prerequisites, subjects, curricula and other essential

data needed in the system. The proposed system caters freshmen and transferees that contain

some information just like: subject evaluation, viewing of curriculum, and update profile. The

system helps the management to lessens the enrollment time and workload as well, and

minimizes errors and redundancy. According to Jefels (2010), Information and Communication

Technology (ICT) is important in primary education because it enables kids to search for the

information they need and to organize what they have found. As children progress through the

school system, they become increasingly responsible for their own learning. Many believe that

ICT needs to be better integrated into curriculums so all schools produce computer literate,

independent learners. ICT is a global phenomenon, and children who are computer literate at an

early stage of their lives might deal better with the modern world. A sound knowledge of ICT

makes it much easier for children to find and organize information. An Office for Standards in

Education funded study (2009) that took place between 2005 and 2008 identified good practices

in the teaching of ICT. Although the ICT curriculum was sometimes poorly balanced, its use

contributed to children doing better in some subject areas. The study also found that the primary

school children spent as much time on computers as the curriculum allowed. Primary school

children who do well in ICT spend a lot of time going over the same ground rather than

progressing. The Ofsted study (2009) found that in more than half the primary schools they

visited, children did well in ICT.

However, earlier work found that in more than half the primary schools they visited, children did

well in ICT. However, earlier work found that children did better in schools where the
computing resources were good, but had lower levels of achievement when resources were

fewer.

Automated enrollment system

According to the Department of Information Technology of Olivarez College and other

team. A new automated enrollment system was anticipated and approved by the administrator,

according to the source the enrollment system will automatically get the student’s information,

will easily access and hassle-free enrollment, this is for student exclusive of any pending back

subject whereas for students with pending back subject, they should meet the selected person for

assessment.

According to Far Eastern University, they decided to automate the enrollment system in

two phases: (1) the development of a system for enrollment and student’s records for Phase 1

and; (2) the integration of the students’ financial records. They reviewed organizational

structures, assigned people to support groups and asked faculty advisers and staff for training.

According to Engr. Hediki Hashimoto a Japanese volunteer headed the creation and

conceptualization of the system. The Automated Enrollment System of Samar State University

aims for an accurate, user friendly, efficient system that can help both the student and personnel

for fast data processing of enrollment. The information technology faculty from the College of

Engineering and Arts and Sciences assisted him. The system that is web based uses PHP

programming language with data stored in MySQL is run through the intranet of SSU.A dry-run

for this automated enrolment was done last summer and the first semester of this school year.

Offices affected with the automation were the registrar, cashier, accounting, and the 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 say that the automation process of enrollment 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

can’t access the records using the Internet and outside the school.

The only similarities that the proponents have encountered here is that the university formulated

a powerful database that will hold huge number of data and can retrieve and track student

transactions. This is one of the goals of the proposed system that the proponents will be

developing.

According to the group of IT of FEU, online automated to system is very efficient and

easy to manage during enrolment system. The System is established and assured to work as

Stand-alone application, LAN-Based or

Internet-based with numerous loading capabilities by means of single installation only. If storing

of information data is the most important goal of school, it works competently over and over the

internet involving and users at the same time. The goal of the school is to improve the enrolment

process and to lessen the errors during enrolment process.

According to the study of the group of Abrogar (2009), one major factor in growth in

information and communication technology (ICT) is what industry insiders call "peopleware" -

or the human component of the industry. Peopleware has become a classic on building effective
development teams. More than hardware and software, peopleware completes the equation,

which spells the success of ICT and ICT enabled enterprises in the country. Peopleware is a term

used to refer to one of the three core aspects of computer technology, the other two being

hardware and software. Peopleware can refer to anything that has to do with the role of people in

the development or use of computer software and hardware systems, including such issues as

developer productivity, teamwork, group dynamics, the psychology of programming, project

management, organizational factors, human interface design, and human machine- interaction.

According to a student info system (SIS) online enrolment system for education

establishments helps to manage student data. Student information systems of De La Salle

University is the first one that I have heard using an

Online Enrollment system .It provide capabilities for entering student test and managing many

other student-related data needs in a school, college or university. Also known as student

information management system (SIMS, SIM), student records system (SRS), student

management system (SMS), campus management system (CMS) or school management system

(SMS).

According to Carel W. Villanueva of Metropolitan Computer Times, a well-known

architect; and contractor Gilbert Yugave stated their opinions about the importance of computer:

substantial man-hours are saved, errors are lessened and productivity is increased by 60%.

According to UNO-R Bacolod, AIMS enhances their enrollment system. The Academic

Information Management System or AIMS has enhanced the enrollment system and academic

record keeping of the University of Negros Occidental Recoletos in Bacolod City. AIMS have

greatly improved the school’s information technology infrastructure. UNO-R students and their
parents can view the academic records online while enrollment procedures has been reduced to

only 30 minutes or so with corresponding accounts due within 5 days. School notices and

announcements may be read online.

According to Tinto and Russo (1994), report that the success of enrollment management

programs has been only moderately successful. In traditional way of enrolling, manual

enrollment system is commonly used as a way of enrolling students to and is continuing to be

used nowadays. In manual way of registering and enrolling students they must have to fill up

first using ball pen and an enrollment form sheet given by their teachers. By the help of

different developers and programmers, they have developed different system about the

registration and enrollment process. Computerized, online registration and online enrollment

systems that helps the school for having an easier process of managing student information.

Tom DeMarco & Tim Lister(2015) cited that “Companies that sensibly manage their

investment in people will prosper in the long run”the author stated that if the companies manage

investment in people wisely, it will reap the rewards in the future as the company grows. It will

succeed in the long run because the people within the company are the ones contributing to the

growth of the company. Thus, entails the importance of taking care of the people within the

company.