USAT COLLEGE OF SAGAY CITY, INC.

National Highway, Poblacion 1, Sagay City

Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Chapter I
Background of the Study

Enrollment Management System is a software that

helps to manage the student enrollment process within an
educational institution. According to (Garcia and Cruz
2021), the traditional manual enrollment process is
usually slow and involves a lot of errors and
inefficiencies in managing student records, which makes
it difficult for the administration to handle the
process. With the advancement in technology, integration
of data analytics in enrollment system has become
significant in that it improves decision making processes
by providing real-time insights on student demographics,
enrollment trends, and institution performance, (Chen,
2019).

The primary users of the Online Enrollment

Management System with Data Analytics are the
administrator, which is the registrar and the students.
The main responsibility of the registrar is to manage
student records, review requests for enrollment, check
the completeness of submitted documents, and manage
course registration. On the other hand, the system is
designed for students who need a simple, accessible
system to register for classes, submit documents, and
monitor the status of enrollment in real time. The system
should also allow students to view their academic
records, completed subjects, and those that need to be
completed in subsequent semesters.

Enrollment is still manual in many schools, where

students come to school, give documents in paper and fill
in paper form (Garcia & Cruz, 2021). It has a number of
disadvantages such as long queues, errors when entering
data, document loss, and delays in the transmission of
student information (Santos et al., 2020). One of the
main challenges for the registrar is the time spent
searching for student records, which affects the
efficiency of course enrollment and decision making
(Johnson & Brown, 2020). In addition, the manual system
imposes a heavy burden on administrators and increases
the risk of errors in record keeping (Smith et al.,
2021). These challenges highlight the need for the modern
Enrollment Management System with Data Analytics.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Despite advancements in enrollment management

systems, many educational institutions still rely on
manual processes, which are time-consuming and prone to
errors (Garcia & Cruz, 2021). Most existing systems focus
primarily on automation but lack features that fully
optimize the enrollment experience for both students and
administrators. Many systems do not provide an online
enrollment process where students can fill out enrollment
forms online, generate student ID numbers upon initial
registration, or use their credentials for online access.
Additionally, students often lack a centralized platform
where they can view their complete academic records,
including grades,and enrolled subjects. On the
administrative side, the system will incorporate data
analytics, accessible through the registrar’s account, to
provide insights on enrollment trends, student
demographics, and course demand. Moreover, the registrar
will have the capability to accept or decline enrollment
applications online, significantly reducing
administrative workload and processing time.

The proposed solution to the challenges in student

enrollment is the implementation of an Online Enrollment
Management System with Data Analytics. The system will
counter the limitations of manual enrollment with an
automated system that improves record-keeping, enrollment
forecasting, and decision-making processes. The system
will have built-in real-time data analytics to generate
insights on student demographics, course demand, and
institutional performance. The system will also ensure
students can register for courses, submit documents, and
monitor enrollment status without a visit. The process of
the administrator, most specifically school registrars,
in dealing with students' records, requesting enrollment
verification, and verifying students' details will be
boosted. The envisaged system will maximize accuracy,
accessibility, and speed in the undertaking of
enrollments, cut on administrative time, and decrease
errors. Therefore, the researchers will design,
conceptualize, and implement an Online Enrollment
Management System with Data Analytics.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Objectives

General Objective:
The Capstone project aims to design, develop and
implement Online Enrollment Management System with Data
Analytics.

Specifically, the researchers aims to

1. Design and develop a system that can:
a. Automate the student enrollment process, including
registration, verification, and payment tracking.
b. Provide real-time student enrollment status updates to
both administrators and students.
c. Implement a secure and user-friendly portal for
students, faculty, and administrators.
d. Integrate data analytics to track enrollment trends,
student demographics, and course demand.
e. Ensure data security and access control to protect
sensitive student information.

2. Generate reports such as:

a. Individual student enrollment summaries, including
course selections and payment status.
b. Real-time and historical enrollment statistics to
monitor trends.
c. Course demand analysis to optimize class offerings.
d. Demographic insights to support institutional planning
and decision-making.
e. System activity logs and audit reports for
transparency and accountability.

3. Determine the quality of the developed system based on

McCall’s software quality factors, including:
a. Correctness – Ensuring the accuracy and reliability of
enrollment data and analytics.
b. Reliability – Assessing the system’s ability to handle
concurrent users without crashes or errors.
c. Efficiency – Evaluating system performance in terms of
response time and resource utilization.
d. Integrity – Ensuring data security and preventing
unauthorized access or modifications.
e. Usability – Measuring how intuitive and user-friendly
the system interface is for different users.
f. Maintainability – Assessing how easily updates,
improvements, and bug fixes can be applied.
g. Testability – Evaluating how effectively the system
can be tested for errors and inconsistencies.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

h. Flexibility – Determining the system’s ability to

adapt to policy changes and new requirements.
i. Portability – Assessing how easily the system can be
deployed across different platforms or locations.
j. Reusability – Measuring the extent to which system
components can be utilized for future development.
k. Interoperability – Ensuring the system can integrate
with other institutional platforms, such as Learning
Management Systems (LMS) and payment gateways.

4. Evaluate the usability of the system using the

Computer System Usability Questionnaire (CSUQ), which
measures:
a. System Usefulness – Assessing how effectively the
system improves the enrollment process for students and
administrators.
b. Information Quality – Evaluating the clarity,
accuracy, and completeness of enrollment data and
reports.
c. Interface Quality – Measuring ease of navigation,
readability, and the overall user experience.
d. Overall Satisfaction – Determining user satisfaction
with the system’s efficiency, reliability, and
accessibility.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Significance of the Study

This study is significant as it benefits multiple

stakeholders, ensuring a more efficient, secure, and
accessible enrollment system.

REGISTRAR(SYSTEM ADMIN):As the primary administrator, the

registrar benefits from an automated and centralized
system that simplifies student record management,
enrollment processing, and document verification.

STUDENTS: Students experience a more convenient and

accessible enrollment process, allowing them to register
online, track their enrollment status, and submit
documents digitally. They can also view their academic
records, including completed subjects, grades, and
required courses for upcoming semesters.

FACULTY MEMBERS: Faculty members benefit from real-time

enrollment tracking, allowing them to monitor class
sizes, student distribution, and course demand more
efficiently. With the system's automated data processing
and analytics, faculty can access accurate and up-to-date
enrollment records, helping them optimize course
scheduling and workload management.

PARENTS AND GUARDIANS: The system enhances transparency

and accessibility for parents and guardians by allowing
them to monitor their child’s enrollment status, course
load, and academic progress through an online platform.

EDUCATIONAL INSTITUTION: The institution benefits from a

modernized and automated enrollment process, reducing
administrative costs, manual errors, and inefficiencies.
The system improves record management by providing
centralized and real-time access to student data,
ensuring better regulatory compliance and strategic
planning.

FUTURE RESEARCHERS AND DEVELOPERS: This study serves as a

reference for future researchers and developers
interested in improving enrollment management systems
with data analytics integration.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Definition of Terms

ACCURACY
Conceptual: The degree to which data is correct, precise,
and free from errors.
Operational: In the system, accuracy refers to the
correctness of student records, enrollment information,
and reports generated by the data analytics module.

ADMINISTRATIVE EFFICIENCY
Conceptual: The ability of an institution to manage its
operations effectively with minimal errors and delays.
Operational: The system improves administrative
efficiency by automating enrollment tasks, reducing
paperwork, and minimizing manual errors.

AUTOMATION
Conceptual: The process of using technology to perform
tasks with minimal human intervention.
Operational: The system automates the enrollment process,
including student registration, verification, and data
processing.

CLOUD STORAGE
Conceptual: A digital storage system that allows data to
be stored and accessed remotely over the internet.
Operational: The system uses cloud storage to securely
store student records, enrollment data, and
administrative reports.

COURSE DEMAND ANALYSIS

Conceptual: The process of evaluating student interest in
specific courses to optimize class offerings.
Operational: The system analyzes student enrollment
trends to help administrators determine which courses to
offer in future semesters.

CORRECTNESS
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Conceptual: A software quality factor that measures the

reliability and accuracy of a system’s outputs.
Operational: The system ensures correctness by
validating student records and enrollment data before
processing transactions.

CYBERSECURITY
Conceptual: The practice of protecting systems, networks,
and data from digital attacks and unauthorized access.
Operational: The system implements security protocols
such as encryption and authentication to prevent cyber
threats.

DATA ANALYTICS
Conceptual: The science of analyzing raw data to extract
meaningful insights and support decision-making.
Operational: The system utilizes data analytics to
provide real-time reports on enrollment trends, student
demographics, and institutional performance.

DATA INTEGRATION
Conceptual: The process of combining data from different
sources into a unified system.
Operational: The system integrates enrollment data,
academic records, and payment transactions into a single
platform for easy access and management.

DATA SECURITY
Conceptual: Measures and protocols used to protect
digital information from unauthorized access or
corruption.
Operational: The system ensures data security by
implementing access controls, encryption, and user
authentication mechanisms.

DECISION-MAKING
Conceptual: The process of selecting the best course of
action based on available information.
Operational: The system supports decision-making by
providing school administrators with real-time insights
into student enrollment trends.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

DEMOGRAPHICS
Conceptual: Statistical data related to a population,
such as age, gender, and location.
Operational: The system collects and analyzes student
demographics to help administrators make informed
decisions about enrollment strategies.

DOCUMENT VERIFICATION
Conceptual: The process of reviewing submitted documents
to confirm their authenticity.
Operational: The system allows administrators to verify
enrollment documents uploaded by students online.

EFFICIENCY
Conceptual: The ability to accomplish tasks with minimal
wasted time and effort.
Operational: The system enhances efficiency by automating
administrative tasks and reducing manual workload.

ENROLLMENT MANAGEMENT SYSTEM

Conceptual: A software solution that facilitates and
oversees the student enrollment process.
Operational: The proposed system provides an online
platform for students to register, submit documents, and
track their enrollment status.

FLEXIBILITY
Conceptual: The ability of a system to adapt to new
requirements and changes over time.
Operational: The system allows for modifications in
enrollment policies, course offerings, and user roles as
needed.

INTEGRITY
Conceptual: The assurance that data remains unchanged and
secure from unauthorized modifications.
Operational: The system implements security measures to
maintain data integrity and prevent unauthorized access.

INTEROPERABILITY
Conceptual: The ability of different systems to work
together and exchange information effectively.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

Operational: The system is designed to integrate with

Learning Management Systems (LMS) and payment gateways.

MAINTAINABILITY
Conceptual: The ease with which a software system can be
updated, modified, and improved.
Operational: The system is designed for easy maintenance,
allowing administrators to update features and fix bugs
when necessary.

MOBILE ACCESSIBILITY
Conceptual: The capability of a system to be accessed and
used via mobile devices.
Operational: The system is mobile-friendly, allowing
students and administrators to complete enrollment tasks
on smartphones and tablets.

PORTABILITY
Conceptual: The ability of software to run on different
platforms or devices without modification.
Operational: The system can be accessed via desktop
computers, laptops, tablets, and mobile devices.

REAL-TIME PROCESSING
Conceptual: The ability of a system to process and update
data instantly.
Operational: The system provides real-time updates on
student enrollment status and reports.

RELIABILITY
Conceptual: The ability of a system to consistently
perform its intended functions without failure.
Operational: The system ensures reliability by handling
multiple users without crashes or performance issues.

REPORT GENERATION
Conceptual: The process of compiling and presenting data
in a structured format for analysis and decision-making.
Operational: The system automatically generates reports
on enrollment trends, student records, and course demand
for administrative review.
 USAT COLLEGE OF SAGAY CITY, INC.
National Highway, Poblacion 1, Sagay City
Negros Occidental, Region VI
Email: usat1985@yahoo.com Tel. No. 09171892636

SCALABILITY
Conceptual: The ability of a system to handle increased
workload and expand its capabilities as needed.
Operational: The system is designed to support a growing
number of students and institutions without performance
issues.

SYSTEM ADMINISTRATOR
Conceptual: A person responsible for managing and
maintaining an organization's software and IT
infrastructure.
Operational: In the system, the administrator manages
user access, enrollment records, and security settings.

SYSTEM USABILITY
Conceptual: The measure of how easily and efficiently
users can interact with a system.
Operational: The system is designed with a user-friendly
interface to facilitate easy navigation for students,
faculty, and administrators.