Sad2 Docu Final

REPUBLIC OF THE PHILIPPINES
Taguig City University

Gen. Santos Ave., Central Bicutan, Taguig City
STUDENT INFORMATION DATABASE SYSTEM

(Bagumbayan National High School)
Submitted in Partial Fulfillment of
CS 3217 System Analysis and Design (Documentation)
Submitted by:
LEGAYO, IRWIN V.
RABINA, RAFAEL C.
VILLANUEVA, ALFREDO JR. C.
MERIN, CHERRYLINE V.
Submitted to:
MRS. MARY ANN M. TEJANO
SAD II Instructor

TABLE OF CONTENTS
Title Page
System Outline
1.0 Introduction……………………………………………………...…………………………………………………………. 1
1.1 Background of the Study…………………….……………………………………………………………… 2
1.2 Statement of Objectives……………………………………………………………………………………… 3
1.2.1 General Objective
1.2.2 Specific Objective
1.3 Significance of the study………………………..…………………………………………………………… 4
1.4 Scope and Limitation of the study…………..…………………………………………………………… 5
2.0 Methodology of the study………………………………… …………………………………………………………… 6
3.0 Data Gathering Procedures and Output……………..…………………………………………………………… 8
4.0 The Existing System………………………………………….. …………………………………………………………… 9
4.1 Company Background…………………………….…………………………………………………………… 9
4.2 Description of the System…………………………………………………………………………………… 10
4.3 Data Flow Diagram……………………………………………………………………………………………… 11
4.4 Data Dictionary…………………………………………………………………………………………………… 11
4.5 Problem Areas………………………………………..…………………………………………………………… 12
5.0 The Proposed System………………………………………..…………………………………………………………… 13
5.1 System Overview………………………………………………………………………………………………… 13
5.2 Process Specification……………………………..…………………………………………………………… 14
5.2.1 Data Flow Diagram
5.2.2 Data Dictionary
5.3 Data Specifications……………………………………………………………………………………………… 25
5.3.1 Entity Relationship Diagram
5.3.2 Tables / Files Layout
5.4 Screen/Layout Specifications………………….…………………………………………………………… 26
5.5 Report/Form Specifications………………………………………………………………………………… 27
5.6 Program/Module Specifications……………. …………………………………………………………… 27
6.0 System Coding (Prototype)………………………………..…………………………………………………………… 28
SYSTEM ANALYSIS and DESIGN II ii | P a g e


6.1 Programming Language………………………… …………………………………………………………… 28

6.2 Special Purpose Language Tools……………..…………………………………………………………… 28
7.0 System Testing Plan…………………………………………..…………………………………………………………… 29
7.1 Testing Stages………………………………………..…………………………………………………………… 29
7.2 Testing Schedules…………………………………..…………………………………………………………… 31
8.0 System Implementation Plan……………………………. …………………………………………………………… 32
8.1 Resource Requirements……………………………………………………………………………………… 32
8.1.1 Hardware Requirements
8.1.2 Software Requirements
8.1.3 Human Resource
Requirements
8.2 Implementation Plan……………………………..…………………………………………………………… 33
8.2.1 Site Preparation
8.2.2 Personnel Training
8.2.3 System Conversion
8.2.4 Data Conversion
8.2.5 Implementation Schedule
9.0 System Maintenance Plan………………………………….…………………………………………………………… 37
Appendices…………………………………………………………………………………………………………………………… 38
Resource Persons……………………………………………………..…………………………………………………………… 41
SYSTEM ANALYSIS and DESIGN II iii | P a g e


1.0 Introduction
In this modern age, computer has become a way of life. However, it is still evident that there are
still a few institutions which are not accustomed to the booming technology in this age of computers.
Particularly, in most public schools, their daily transactions are still done manually on paper.
Technology has designed programs and modern features that could help in the tedious and manual
labor. Computer is known for its ability to process information, store data, retrieve, and update files,
and generate fast and efficient transactions. We come across computers in the offices, our homes, and
schools. Most people use computer as storage device especially in large-scale businesses that require
development of system. It is a common knowledge that majority of schools nowadays are more reliant
in the technologies to lessen their workload and make it more fast and efficient.
The main goal of the study is to develop and implement a better and accurate system that will
minimize all paper works (paperless trail) and to store the pertinent documents and files of the
students —a system that will handle tasks efficiently, effectively and accurately. Having this system
can improve manual system which is time consuming and less efficient, therefore lowering overall
operating costs in the workforce area.
SYSTEM ANALYSIS and DESIGN II 1|Page


1.1 Background of the Study
For this study, we were able to create a Student Information Database System (SIDS) for
Bagumbayan National High School (BNHS) which will aid them in the safekeeping of their students’
information as well as an avenue to provide accurate and efficient services to the clients and
stakeholders of BNHS.
For years, Bagumbayan National High School (BNHS) Registrar’s Office has been recording and
filing their students’ data and records manually. The routine is tedious and time-consuming. Without
back-up or database, the risk of fire, burglary, and other natural calamities that may occur is very high.
The office needs a system that will make it easier for them to record, search, update and store the
students record for their daily transactions.
The said system would help students receive prompt and smooth transactions, particularly
necessary for a specific purpose. This system is a must for every schools given the abovementioned
reasons and justifications.


1.2 Statement of Objectives
1.2.1 General Objective
• To create a student information database system for Bagumbayan National High School,
specifically the Registrar’s Office.
• To make it easier for them to fulfill their daily task and to lessen the tedious process of manual
recording, updating and searching for previous record of the student/s.
• To support faculty and staff who performs both basic and complex functions through simplified
work processes and procedures.
1.2.2 Specific Objective
• To provide an avenue for easier and more accurate alternative in doing Student Information
Records for Bagumbayan National High School.
• To develop a system that easily generates the record of the students.

• To ensure data integrity, privacy and security in the database system.
• To include implementation and support services that the school needs.


1.3 Significance of the Study
The findings of this study will be beneficial to the following:
School, the school, specifically the Registrar’s Office will do the recording of the information of
all students both in Junior and Senior High School. This system will help the Registrar to lessen
the time-consuming effort of manual searching of the student records and data. This system will
provide systematic, efficient and accurate database of students’ information.
Student, the students will benefit most from this system because they can able to get the
accurate and precise copy of their requested documents promptly.
Registrar Employees, the registrar employees will also benefit in this system because this will
lessen their workload for up to 95%. Furthermore, they will also be able to monitor and update
a student’s information records on a daily basis.


1.4 Scope and Limitation of the Study
The proposed study is for Registrar’s Office of Bagumbayan National High School
Scope
• Client can add, modify, update, store and delete students’ records of Bagumbayan National High
School.
• To record and update the student’s information and grades on a regular basis.
The limitations presented in the study of Student Information System are as follows;
• It can only give information of the students (i.e., Personal Information and Grades)
• Only the registrar’s employees can access the Student Information Database System (SIDS).
• The system is specialized and developed for Student Records only and cannot be used for other
purposes.


2.0 Methodology of the Study
This project methodology is needed to make sure the project consists of software development will
be developed systematically in order to acquire a better result. The overall of the project methodology is
shown in the figure below.
Figure 2.0 Methodology of Student Information Database System (SIDS)


Waterfall Model
This Student Information Database System development used Waterfall Model methodology. This
method used in system development life cycle to create a system with a linear and sequential approach.
In software development, it tends to be among the less iterative and flexible approaches, as progress
flows in largely one direction (“downwards” like a waterfall) through the phases of conception,
initiation, analysis and design, construction, testing, deployment and maintenance. This model is divided
into different phases. Every phase has to be completed before the next phase starts and there is no
overlapping of the phases. (as seen of figure 2.0). It is easy to use, simple and understandable. Easy to
manage as each phase has specific outputs an review process for the system. Clearly-defined stages.
Works well for smaller projects where requirements are very clear. Process and output of each phase
are clearly mentioned in the documents.


3.0 Data Gathering Procedures and Output
In this study, our team obtained some information about the system which we recommended to
our client. We conducted site visits, online research, and observation methods which will helped greatly
in this study. We also conducted interview with our client on how their system works and how this
system is very beneficial in their department. Bbased on the gatgered informations and data, our team
came up with ideas for impllementation in accordance with our client’s needs and specifications.


4.0 The Existing System
4.1 Company Background
During the Spanish Colonial Era, Bagumbayan was filled with forest. No one was brave enough
to settle here save for the families Tanyag and Garcia, both of which came from the village of Tipas.
Once they settled there, the Spanish Government established it as a barangay of Taguig. Because it was
recently founded, it was named Bagong Bayan (New Town), and shortened to Bagumbayan. Its first
cabeza de barangay (barangay head) was Cererina San Juan, and the primary jobs of the people then
were fishing and farming. The next people to occupy the position of barangay head before the America
Colonial Period were Tandoy Sta. Teresa, Lelay Sta. Teresa, and Cepruto Marcelo.
During the time of Americans and the Japanese in the Philippines, Laureano Garcia became the
barangay’s head and was followed by Victor Pagsisihan, Segundo Magundayao, Arturo Tanyag, Francisco
Javier, and Nicanor Garcia. Though it was the latest town that was founded then, the citizen of Taguig
trusted the following people to be its councilors: Elino Cruz, Benito Garcia, Cerilo P. Santos, Arsenio
Javier, Jose Aquino, Francisco dela Rosa, Francisco Tortosa, Claudio Marcelo and Rufino Dacumos.
In 1958, the barangay was nicknamed “Sleeping Town” because the livelihood of its people
advanced slowly. However, later in 1959, their livelihood was stimulated because the value of the land
in the area that was normally exposed or used for agriculture suddenly increased. Because of this, the
government ordered the construction of what was then called the South Superhighway, leading to an
increase in land purchases by corporations. From there, Bagumbayan developed into the barangay it is
now. (Source, wikipedia)
On July 26, 1999 the then newly elected Congressman Alan Peter Cayetano endorsed a bill in the
House of Representatives known as the “Act Establishing a National High School in Brgy. Bagumbayan
Taguig to be known as Bagumbayan National High School.”


Finally, Republic Act no. 3845 was passed by House of Representatives and Senate on October 9,
1999 and June 8, 2000 respectively.
Two years after the approval of said act, Bagumbayan National High School (BNHS) opened its
door to the students and a public secondary school in Taguig City. Founded in 2002, the school provides
junior and senior high education to the youth of Barangay Bagumbayan and its neighboring areas.
School offerings include Academic strands such as Science, Technology, Engineering and Mathematics
(STEM) and Accountancy, Business, and Management (ABM) and Technical-Vocational-Livelihood (TVL)
specializations such as Cookery (NC II), Electrical Installation and Maintenace (NC II). In addition to
offering quality courses, Bagumbayan National High School is also officially recognized by the
Department of Education (DepEd). (Source, Bagumbayan National High School Official Website)
4.2 Description of the System
The system worked through manual recording system where records are maintained by hand,
sometimes with an aid of a computer system. The process they used was very tedious and time
consuming, not to mention the amount of paper to be used for a single requested document. They also
used Microsoft Excel as database storage system of the students records. However, the said database
system is somehow inaccurate and unorganized.
SYSTEM ANALYSIS and DESIGN II 10 | P a g e


4.3 Data Flow Diagram
4.4 Data Dictionary
Registrar - a person In-charge for safekeeeping and organizing data or information of the students
of Bagumbayan National High School.
Records Officers – assists the Registrar in organizing and safeguarding the students’ data and
records
Computer – an electronic device for storing and processing data.
Manual System – a system wherein most processess are done by hands without an aid from any
electric or computer devices.
Students – target beneficiaries of the client; either imcoming, currently enrolled or an alumni of the
school
Students Information and Databasa System (SIDS) – a program created to sytematically organize the
students information and progress into a database system capable of generating reports into
hardcopies.


4.5 Problem Areas
The existing process of our client had some problem areas that needs to be addressed. Among
those problems is having an output record. Here are the following problems:
• Regular manual recording in a data sheet is a very time consuming;
• Manual retrieval from unorganized records can take a lot of time;
• Hardcopies of documents requires an enormous space for safekeeping; and
• Records may not be reliable due to data loss over time, especially when everything is processed
manually
As illustrated above, organizing and updating the student/s record is a complex process; complexity
creates drawbacks. These drawbacks aand inconveniences were used as basis for an action plan to
devise a useful system specifically creaated to meet the needs and standards of the Office of the
Registrar.


5.0 The Proposed System
5.1 System Overview
• The proposed system for the Bagumbayan National High School will work through a
computerized process. The said system will be identified as Students Information Database
System (SIDS);
• The proposed system will decrease the number of workload, space, and time needed for
recording and/or monitoring. The system will not only give the school the benefit of being able
to hasten the recording of information, but will also include the computerized processing of
transactions needed;
• The proposed system will enable the staff to have an access to the monitoring system; and
• The proposed system will be an aid in keeping the information and updating the grades being
completed by the student of their curriculum year attended. Moreover, the system will be able
to generate hardcopy of reports when needed.


5.2 Process Specification










5.2.1 Data Flow Diagram


5.2.2 Data Dictionary
INFORMATION TABLE
STUDENT_TBL
FIELD DATATYPE DESCRIPTION
LRN_ID VARCHAR(30) Learning Reference Number
LastName VARCHAR(50) Student Last Name
FirstName VARCHAR(50) Student First Name
EXTName VARCHAR(20) Student Extension Name
MiddleName VARCHAR(50) Student Middle Name
BirthDay DATE Date of Birth
Gender VARCHAR(20) Student Gender
Street VARCHAR(100) Student Address
City VARCHAR(50) Student Municipality/City
JHSAdmDate DATE Junior High Admission Date
SHSAdmDate DATE Senior High Admission Date
Gradelevel VARCHAR(50) Student Grade Level
TrackStrand VARCHAR(100) Student Track/Strand
Semester VARCHAR(5) Student Semester
Studenttype VARCHAR(50) Student Type (Regular or Transferee)
StudentStatus VARCHAR(50) Student Status (Enrolled, not Enrolled, Graduated)
EmployeeName VARCHAR(50) Staff Name for Monitoring Purposes


SCHOOL_TBL
SchoolID VARCHAR(50) School ID
SchoolName VARCHAR(50) School Name
District VARCHAR(50) District
Region VARCHAR(50) Region
SchoolAddress VARCHAR(100) School Address
JHS_ELIGIBILITY_TBL
EligibilityJHSID BIGINT Eligibility ID
EligibilityType VARCHAR(50) Eligibility Type
Average VARCHAR(5) Student Average or Rating
SHS_ELIGIBILITY_TBL
EligibilitySHSID BIGINT Eligibility ID
EligibilityType VARCHAR(50) Eligibility Type
Average VARCHAR(5) Student Average or Rating


JHS_ACADYEAR_TBL
AcadID BIGINT Academic Year ID
Section VARCHAR(50) Student Section
SY VARCHAR(12) School Year
Adviser VARCHAR(100) Student Adviser or Teacher
LearningAreas VARCHAR(100) Subject Name
Q1 INT First Quarter
Q2 INT Second Quarter
Q3 INT Third Quarter
Q4 INT Fourth Quarter
FinalRating INT Final Rating
Remarks VARCHAR(50) Remarks


SHS_ACADYEAR_TBL
AcadID BIGINT Academic Year ID
Sem VARCHAR(100) School Semester
TrackStrand VARCHAR(100) Student Track/Strand
Section VARCHAR(50) Student Section
SubIndicate VARCHAR(20) Subject Indicate (Core, Applied or Specialized)
SubjectName VARCHAR(100) Subject Name
Q1 INT First Quarter
Q2 INT Second Quarter
SemRating INT Semester Rating
ActionTaken VARCHAR(50) Action Taken
Adviser VARCHAR(100) Student Adviser or Teacher
JHS_AVERAGE_TBL
GradeLV_ID BIGINT Academic Year ID
Average VARCHAR(5) Average
Gradelevel VARCHAR(20) Student Grade level


SHS_AVERAGE_TBL
GradeLV_ID BIGINT Academic Year ID
Average VARCHAR(5) Average
Gradelevel VARCHAR(20) Student Grade level
Sem VARCHAR(5) School Semester
GRADUATED_TBL
Usertbl
Userid BIGINT User Personal ID
Username VARCHAR(50) Users Name
Password VARCHAR(50) Users Password
Usertype VARCHAR(50) User Type
Firstname VARCHAR(50) Users First Name
Lastname VARCHAR(50) Users Last Name
Gender VARCHAR(50) Users Gender
Contactno VARCHAR(50) Contact No
Remarks VARCHAR(100) Remarks


5.3 Data Specifications
5.3.1 Entity Relationship Diagram


5.4 Screen/Layout Specifications


5.5 Report/Form Specifications


6.0 System Coding (Prototype)
6.1 Programming Language
The Programing Language that we use to create a system is Visual Basic (VB.NET). This is a multi-
paradigm, object-oriented programming language, implemented on the .NET Framework. Along with
Visual C#, it is one of the two main languages targeting the .NET framework. Microsoft's integrated
development environment (IDE) for developing in Visual Basic .NET language is Visual Studio. Most
Visual Studio editions are commercial; the only exceptions are Visual Studio Express and Visual Studio
Community, which are freeware. In addition, the .NET Framework SDK includes a freeware command
line compiler called vbc.exe. Mono also includes a command-line VB.NET compiler.
6.2 Special Purpose Language Tools
SQL (Structured Query Language) is a domain-specific language used in programming and

designed for managing data held in a relational database management system (RDBMS), or for stream
processing in a relational data stream management system (RDSMS). In comparison to older read/write
APIs like ISAM or VSAM, SQL offers two main advantages: first, it introduced the concept of accessing
many records with one single command; and second, it eliminates the need to specify how to reach a
record, e.g. with or without an index.


7.0 System Testing Plan
7.1 Testing Stages
April – May 2019
04/07/19 04/14/19 04/16/19 04/23/19 04/25/19 05/01/19 05/09/19 05/16/19
UNIT TESTING
Individual components are tested to

ensure that they operate correctly. Each
component is tested independently
without other system components
MODULE TESTING
This involves the testing of independent

components such as procedures and
functions. A module encapsulates
related components so it can be tested
without other systems modules
SUB SYSTEM TESTING
This phase involves testing collections of

modules which have been integrated
into sub-systems. Sub-systems maybe
independently design. The most
common problems which erase enlarged
software systems are subsystems
interface mismatches. The sub-systems
test process should therefore
concentrate on the detection of
interface errors by rigorously exercising
the interfaces.


SYSTEM TESTING
Sub-systems integrated to make up the
entire system. The testing process is
concerned with finding errors that result
from unanticipated interactions
between sub-systems in system
components. It is also concerned with
validating that the system meets its
functional and non-functional
requirements.
ACCEPTANCE TESTING
This is the final stage in the testing

process before the system is accepted
for operational use. The system is tested
with data supplied by the system
procurer rather than simulated test
data. It may also reveal requirements
problems where the system’s facilities
do not really meet the user’s needs or
the system’s performance is not
acceptable.


7.2 Testing Schedules
4/07/19 04/14/19 4/16/19 4/23/19 4/25/19 5/01/19 5/09/19 5/16/19
Coding
User Interface
System Test
Bug Fix
Improvement
Final Testing
Implementation


8.0 System Implementation Plan
8.1 Resource Requirements
8.1.1 Hardware Requirements
1. The machine is 32-bit or 64-bit

2. The memory is 2GB and above.
3. The available hard disk space is 100mb.
4. The Router
8.1.2 Software Requirements
1. The OS is Windows 7 or later whether 32-bit or 64-bit

2. It has a SQL server for the Database Server.
3. It has Crystal Report Runtime version 13.0.20 for 32bit or 64-bit
8.1.3 Human Resource Requirements
1. Minimum of 1 administrator and 2 staff.

2. Computer Literate.


8.2 Implementation Plan
8.2.1 Site Preparation
APRIL
Preparation Of the location of new

system week1
week2
Preparing of system equipment

(Desktop )


8.2.2 Personnel Training
March April
Week Week Week Week Week Week Week Week

1 2 3 4 1 2 3 4
System
Familiarization,
Gathering
Information for
System Modification
System
accustomization,
Equipment
preparation and
Implementation


8.2.3 System Conversion
Direct Conversion Approach –the user simply stops using the old system and start using new one.
March April
Week Week Week Week Week Week Week Week

1 2 3 4 1 2 3 4
Using Old system from the

day before we offer the
new system
Transition in using the new

system proposed


8.2.4 Data Conversion
04/07/19 04/14/19 04/16/19 04/23/19 04/25/19 05/01/19 05/09/19 05/16/19
Data
Gathering
Encoding
Checking
Possible
Lapses
New
Database
Testing
Database
Modifying
Check and
Balance of
Data
New
Database
Implemented
8.2.5 Implementation Schedule
05/05/19 05/06/19 05/07/19 05/09/19 05/16/19

Preparing for installation
System Installation
System Implementation


9.0 System Maintenance Plan
05/23/19 05/30/19 06/06/19 06/13/19 06/20/19
Updating system
version
Debug Possible
Database issues and
system


Appendices
School Location
ADDRESS: M.L. Quezon St. Brgy. Bagumbayan, Taguig City
PHOTOS


Client General Meeting and System Testing
Above (Cherryline Merin, Alfredo Villanueva, Ms. Estilla S. Dapo,

Mrs. Mary Ann Tejano (SAD II Instructor), Rafael Rabina, Irwin Legayo)
Above (Alfredo Villanueva, Irwin Legayo, Rafael Rabina, Mrs. Mary Ann Tejano (SAD II Instructor),
Cherryline Merin, Ms. Estilla S. Dapo)


System Implementation (May 16,2019)
In this photo (Mrs. Janni Lei P. Rojas (Registrar I), Dr. Gil M. Teodoro (Principal))
Above (Irwin Legayo, Alfredo Villanueva, Rafael Rabina, Dr. Gil M. Teodoro (Principal), Mr. John Rey
Amano, Mrs. Mary Ann Tejano (SAD II Instructor),
Mrs. Janni Lei P. Rojas (Registrar I/Client), Cherryline Merin)


Resource Persons
Dr. Gil M. Teodoro

Principal
Mrs. Janni Lei P. Rojas

Registrar I

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REPUBLIC OF THE PHILIPPINES

Taguig City University

STUDENT INFORMATION DATABASE SYSTEM

Submitted in Partial Fulfillment of

CS 3217 System Analysis and Design (Documentation)

VILLANUEVA, ALFREDO JR. C.

MRS. MARY ANN M. TEJANO

Taguig City University

SYSTEM ANALYSIS and DESIGN II ii | P a g e

Taguig City University

6.1 Programming Language………………………… …………………………………………………………… 28

SYSTEM ANALYSIS and DESIGN II iii | P a g e

Taguig City University

SYSTEM ANALYSIS and DESIGN II 1|Page

Taguig City University

1.1 Background of the Study

SYSTEM ANALYSIS and DESIGN II 2|Page

Taguig City University

1.2 Statement of Objectives

1.2.1 General Objective

1.2.2 Specific Objective

• To develop a system that easily generates the record of the students.

• To include implementation and support services that the school needs.

SYSTEM ANALYSIS and DESIGN II 3|Page

Taguig City University

1.3 Significance of the Study

The findings of this study will be beneficial to the following:

SYSTEM ANALYSIS and DESIGN II 4|Page

Taguig City University

1.4 Scope and Limitation of the Study

SYSTEM ANALYSIS and DESIGN II 5|Page

Taguig City University

2.0 Methodology of the Study

Figure 2.0 Methodology of Student Information Database System (SIDS)

SYSTEM ANALYSIS and DESIGN II 6|Page

Taguig City University

SYSTEM ANALYSIS and DESIGN II 7|Page

Taguig City University

3.0 Data Gathering Procedures and Output

SYSTEM ANALYSIS and DESIGN II 8|Page

Taguig City University

4.0 The Existing System

4.1 Company Background

SYSTEM ANALYSIS and DESIGN II 9|Page

Taguig City University

4.2 Description of the System

SYSTEM ANALYSIS and DESIGN II 10 | P a g e

Taguig City University

4.3 Data Flow Diagram

4.4 Data Dictionary

Computer – an electronic device for storing and processing data.

SYSTEM ANALYSIS and DESIGN II 11 | P a g e

Taguig City University

4.5 Problem Areas

• Regular manual recording in a data sheet is a very time consuming;

• Manual retrieval from unorganized records can take a lot of time;

• Hardcopies of documents requires an enormous space for safekeeping; and

SYSTEM ANALYSIS and DESIGN II 12 | P a g e

Taguig City University

5.0 The Proposed System

5.1 System Overview

SYSTEM ANALYSIS and DESIGN II 13 | P a g e

Taguig City University