E

IV E R S IT Y UN

“MSU-TCTO PREPARATORY HIGH SCHOOL COMPUTERIZED STUDENT INFORMATION SYSTEM”
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IN PARTIAL FULFILLMENT FOR THE REQUIREMENTS IN CSc 181(SOFTWARE ENGINEERING)

PRESENTED TO:

DEAN ROWENA HAMIS BUD
MINDANAO STATE UNIVERSITY TAWI-TAWI COLLEGE OF TECHNOLOGY AND OCEANOGRAPHY INSTTITUTE OF INFORMATION AND COMMUNICATION TECHNOLOGY BONGAO, TAWI-TAWI

PRESENTED BY:

FERMIN J. HAMJA FARSAUDI S. SAMAD

INTRODUCTION
WHAT IS A STUDENT INFORMATION SYSTEM?

A student Information System (SIS) is an application for educational establishment to manage student data. Student information systems provide capabilities for entering student test and other assessment scores building student schedules tracking student attendance and managing many other student-related data needs in a school, college or university. It is also known as st ud ent man ag eme nt sys tem (SMS) or sch oo l ma na ge me nt s ys tem (SMS). These systems vary in size, scope and capability, from packages that are implemented in relatively small organizations to cover student records alone, to enterprise-wide solutions that aim to cover most aspects of running large multi-campus organizations with significant local responsibility. Many systems can be scaled to different levels of activity, and can be configured by their home institutions to meet local needs. Until recently, the common functions of a student records system are to support the maintenance of personal and study information relating to: • Handling inquiries from prospective students; • Handling the admissions process; • Enrolling new students and storing teaching option choices; • Automatically creating class & teacher schedules • Handling records of examinations, assessments, marks and grades and academic progression; • Maintaining records of absences and attendance; • Recording communications with students • Maintaining discipline records • Providing statistical reports • Maintenance boarding house details • Communicating student details to parents through a parent portal report

BACKGROUND OF THE MSU-TCTO PREPARATORY HIGH SCHOOL

The Mindanao State University Tawi-Tawi College of Technology and Oceanography Preparatory High School was established in 1964 as an extension of Mindanao State University Marawi Preparatory High School. It is located at MSU-TCTO Compound Tubig Mampallam Bongao, Tawi-Tawi. In addition, the MSU-TCTO Preparatory High School is under the College of Education department. Its first Principal was Prof. Armando B. Macansantos Sr. . Presently, it is headed by Prof Caharl A. Ammang, principal; Prof. Dayang-Dayang Hamla K. Hurbuda, Assistant Principal for Administration and Finance and Prof. Lorna S. Lukman, assistant Principal for Academic affairs. And the school is using the Basic Education Curriculum or BEC. It has now three two-storey buildings, the two buildings are for classrooms and the other is for Computer and Science laboratory. The Mindanao State University Preparatory High School, currently keeps its record manually. Keeping a record of students has been a terrible problem faced by the high school’s faculty and staff specially the registrar. The adviser is the one responsible for Report cards and Master sheet of periodic grades. After it receives the grading sheet from the subject teachers, it inputs the grades of the student to the report card and master sheet of periodic grade then it submit to the principal, who will approve and verify the data. After that the adviser will submit the approved and verified data to registrar. Last enrollment School Year 2008-2009 there were 876 total of students enrolled in this school in which 492 females and 384 males, 258 first year students, 243 second year, 202 third year and 173 fourth year students. And there were 599 students aged from 11-15 and 277 16 and above years old. And there were 48 teachers including the faculties and staffs employed in this school.

Statement of the Problem

The MSU-TCTO Preparatory High School keeps its record manually since it exists for more than forty years now. The procedures followed are so time consuming especially in adding, sorting, editing and locating students’ file. Besides, when the administration generate reports oftentimes entails access to each student file which requires a lot of effort and time. Then after a thorough analysis we found the following problems in the existing system: 1.) Inadequate filing system and 2.) Lack of availability of space for the records. In which it results to: 1.) Misplacement of the records and 2.) Time consuming in updating the record.
Objectives of the Study

This study aimed entirely on the development and design of a Computerized Student Information System of MSU-TCTO Preparatory High School that would surely help the high school’s faculty and staff and minimize the time required in the existing system. Specifically, this study goaled to do the following: 1) Design and develop the MSU-TCTO Student Information System: 2) Evaluate student grades and academic status; and 3) Generate Reports.

REVIEW OF RELATED LITERATURE

In the past, universities and large school districts in particular have created their own bespoke student record systems. One such example is the ROSI system at University of Toronto, Ontario Canada. With growing complexity in the business of educational establishments, most organizations now choose to buy customizable software and increasing numbers are buying software as service. Most student information systems in use today are server-based, with the application residing on a central computer server, and being accessed by client applications at various places within and even outside the school. But student information systems have been moving to the web since the late 1990’s and that trend is a accelerating as institutions replace older systems. In recent years, several forces have been driving an evolution of student information systems and, as a result, leading many institutions to replace theirs. Those forces are: • Demand for 24x7 web-based access to information by students, instructors, and (in primary and secondary education) parents • Increasing demands in the amount and frequency of data reporting for accountability and other purposes (so-called “vertical reporting” up to state, provincial, and national agencies) • Importance of integrating student information systems with other tools, especially relating to instruction (IMS systems like SchoolNet and Schoolcity in the US), courses (CMS systems like Blackboard, Angel, Sakai, Moodle), and learning (LMS systems and on-line course ware like APEX).

DATA DICTIONARY

Legal-character = {A-Z/a-z/0-9/’/-/ /} Secondary-Student-Permanent-Record = Name + Date-of-Birth + Place-ofBirth + Name-of- Parent-or-Guardian + Address-of-Parent-or-Guardian + School-graduated-from-elementary + Number-of-Years-to-CompleteElementary + Year + General-Average + School + School-Year + Subjects + Grades + Final-Rating + Action-taken + Days-in-School + Days-Present + Days-Absent + Times-Absent Report-card = Name + Subjects + Birth-date + Address + Sex + Year&Sec. + Subjects + Grades+ Final-rating + Unit + Action-taken + School-year + Days-in-School + Curriculum+ Days- Present + Days-Absent + TimesAbsent + Adviser + Principal Master-sheet-of-periodic-grades = School-year + Yr.&Sec. + Grading-period + Curriculum-year + Teacher-or-adviser + Name-of-students + Subjects+ Grades + First-top-five + Average Grading-sheet = Subject + Yr.&Sec. + Grading-period + Curriculum-year + Teacher + Class- adviser + Name-of-students + First + Second + Third + Fourth + Remarks + Subject- teacher
Name = First-Name + M.-I. + Last-Name First-Name = {Legal-character} M.-I. = {Legal-character} Last-Name = {legal-character} Name-of-Student = First-Name + M.-I. + Last-Name Date-of-Birth = Month + Day + Year Birth-Place = Barangay + Town + Province ID-No. = {Legal-character} Age = {Legal-character} Sex = [male/female] Occupation = {Legal-character} Tribe = [ Tausug/Sama/Bisaya/Cebuano/Ilongo/Iyakan] Religion = {Legal-character} Address = Barangay + Town + Province Province = {Legal-character} Town = {Legal-character} City = {Legal-character} Barrio = {Legal-character} Name-of-Parents-or-Guardian = Courtesy-title + First-Name + M.-I. + Last-Name Address-of-Parents-or-Guardian = Barangay + Town + Province Occupation = {Legal-character} General-Average = {Legal-character} Average = {Legal-character} Yr.&Sec. = {Legal-character} Adviser = First-Name + Maiden-Name+ Last-Name

Courtesy-title = [Mr./Ms./Mrs./Prof.] Principal = Courtesy-title + First-Name + M.I. + Last-Name Registrar = Courtesy-title +First-Name + M.I. + Last-Name Subject-teacher = Courtesy-title +First-Name + M.I. + Last-Name Report-card = Name + Subjects + Birth-date + Address + Adviser + Principal Subjects = {Filipino + English + Math + Science + Makabayan + TEEP + MSEPP + EP+ Arabic + Elective} Filipino = {Legal-character} English = {Legal-character} Math = {Legal-character} Science = {Legal-character} Makabayan = {Legal-character} TEEP = {Legal-character} EP = {Legal-character} Arabic = {Legal-character} MSEPP = [PEHM/CaDT] PEHM = {Legal-character} CaDT = {Legal-character} Earth-Science = {Legal-character} STAT = {Legal-character} ALNALYTIC-GEO = {Legal-character} TRIGO = {Legal-character} CALCULUS = {Legal-character} Elective = [Earth-Science/STAT/ANALYTIC-GEO/TRIGO/CALCULUS] Grades = {Legal-character} Grading-period = [First/Second/Third/Fourth] Second = [T/F] Third = [T/F] Fourth = [T/F] Final-Rating = {Legal-character} Action-Taken = {Legal-character} Units-Earned = {Legal-character} Year-&-Section = {Legal-character} School-graduated-from-elementary = {Legal-character} Number-of-years-to-Complete-Elementary = {Legal-character} Curriculum-Year = {Legal-character} Curriculum = {Legal-character} Month = {Legal-character} Day = {Legal-character} Year = {Legal-character} School-Year = {Legal-character} Days-in-school = {Legal-character} Days-Present = {Legal-character} Days-Absent = {Legal-character} School = {Legal-character} Teacher-or-Adviser = Courtesy-title +First-Name + M.I. + Last-Name

PROCESS SPECIFICATION OF THE EXISTING SYSTEM

PROCESS 1: PROCESS STUDENT INFORMATION
BEGIN IF student is new ADD new student to records RECORD student information ELSE IF student is old FIND student information in students file End if SUBMIT student information to Registrar Registrar store student information to Secondary Student Permanent Record END

PROCESS 2: PROCESS GRADING SHEET
BEGIN REPEAT UNTIL there are no more grades to input INPUT student grades END REPEAT SUBMIT grading-sheet to principal for approval SUBMIT grading-sheet to Adviser END

PROCESS 3: PROCESS MASTER SHEET OF PERIODIC GRADES
BEGIN REPEAT UNTIL there are no more grades to input INPUT student-grades END REPEAT SUBMIT Master-sheet-of-Periodic-grades to Principal for approval SUBMIT Master-sheet-of-periodic-grades to registrar DO WHILE there are more grades to store Registrar store students grade to Secondary-Student-Permanent-Record READ next such student grades END DO END

PROCESS 4: RELEASE REPORT CARD (FOR FIRST, SECOND AND THIRD GRADING)
BEGIN REPEAT UNTIL there are no more grades to input INPUT student-grades END REPEAT IF student belong to top-ten COMPUTE average of periodic grades ELSE

IF not an honor student END IF DO WHILE there are still report-cards to release RELEASE report-card after sign by the Principal END DO RETURN report-card to adviser after sing by the Parent-or-Guardian END

PROCESS 5: RELEASE REPORT CARD (FOR FOURTH/FINAL GRADING)
BEGIN REPEAT UNTIL there are no more grades to input INPUT student-grades END REPEAT IF student belong to top-ten COMPUTE General-average of periodic grades ELSE IF not an honor student END IF SUBMIT report-card to registrar DO WHILE there are still report cards to release RELEASE report-card to student END DO END

PROCESS 6: EVALUATE STUDENT ACADEMIC STATUS
BEGIN REPEAT UNTIL there are no more student-grades to be evaluated IF student passed all the subjects THEN PROMOTE student to next year-level IF student failed in any subject equal to three or more units THEN RETAINED Student ELSE IF student failed in any subjects in less than three units THEN ADVISE to summer subject or subjects ELSE ADVISE to transfer to other high school END IF END REPEAT END

PROCESS SPECIFICATION OF THE PROPOSED SYSTEM PROCESS 1: SUBMIT GRADING SHEET

BEGIN DO WHILE there are more grades to input INPUT student grades END DO SUBMIT grading-sheet to principal for approval SUBMIT grading-sheet to Adviser END

PROCESS 2: INPUT STUDENT INFORMATION BEGIN IF student is new CLICK the button of add new records RECORD student information ELSE IF student is old ENTER student I.D. no. or Name in a search box IF found update the student records ELSE If not found a warning message appear “STUDENT NOT FOUND” THEN Enter again the student I.D. no. or Name in a search box or check the character you’ve entered End if END PROCESS 3: INPUT STUDENT GRADES
BEGIN REPEAT UNTIL there are no more grades to input

ENTER student I.D. no. or Name in a search box IF found THEN
INPUT student-grades

ELSE IF not found A warning message will appear “STUDENT NOT FOUND” THEN Enter again the student I.D. no. or Name in a search box or check the character you’ve entered End if
END REPEAT END

PROCESS 4: SUBMIT REPORT CARD
BEGIN REPEAT UNTIL there is no more report-card to submit

IF report-card is not yet sign by the principal SUBMIT report-card to Principal for approval END IF IF the final grades are already added SUBMIT report-card to registrar END IF END REPEAT END

PROCESS 5: RELEASE REPORT CARD BEGIN REPEAT UNTIL there is no more report-card to release COMPUTE the average of students before releasing then After all the average of students computed generate the student rank and status Message appears “The rank of students is ______________.” IF releasing of report-card during the first, second or third-grading DO WHILE there are still report-cards to release RELEASE report-card after sign by the Principal END DO RETURN report-card to adviser after sign by the Parent-orGuardian ELSE IF releasing of report-card during the final-grading SUBMIT report-card to registrar DO WHILE there are still report cards to release RELEASE report-card to student END DO END IF END REPEAT END

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