CENTRAL TAYTAY SENIOR HIGH SCHOOL STAND ALONE COMPUTERIZED

RECORD SYSTEM

A Capstone Project Proposal

Presented to the Faculty of
Palawan State University - Taytay Campus

In Partial Fulfilment of the Requirements

for the Degree of Bachelor of Science in Information Technology

By:

Elorde, Lorry Ann

Latube, Almelyn Q.
Nonong, Cyryl O.
Quilloy, Shirley A.

March 2021
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ABSTRACT

Central Taytay Senior High School is a public secondary school in Taytay,

Palawan that uses a manual records management system in keeping and maintaining

student records. The study was conducted to provide a computerized records management

system for the School Registrar’s Office to ensure the delivery of quality education

services. Upon assessment, t was found out that the problems encountered by the students

and instructors include the security of the student records from alteration or loss,

submitting error-free grade sheets from the faculty, and requesting student grades.

Therefore, it is necessary to develop a n accurate and fast Student Record Management

System that is accessible for the concerned personnel of Central Taytay Senior High

School registrar’s office.

 3

Approval Sheet

The Capstone Project Proposal entitled “CENTRAL TAYTAY SENIOR HIGH

SCHOOL STAND ALONE COMPUTERIZED RECORD SYSTEM” prepared and
submitted by Lorry Ann Elorde, Almelyn Q. Latube, Cyryl O. Nonong and Shirley L.
Quilloy has been examined and is recommended for approval and acceptance.

RECOMMENDED:

ACE YORK C. MANGALINO

Adviser

PANEL OF EXAMINERS

APPROVED by the Panel of Examiners with a grade of ______.

ALFIE C. HACHERO
Chairman

ACE YORK C. MANGALINO DOROTHY JOY E. ELANGA

Member Member

ACCEPTED and APPROVED in partial fulfillment of the requirements for the degree
Bachelor of Science in Information Technology.

RODERIC G. DERECHO, Ph.D.

Campus Director

PSU Taytay Campus

Date of Defense: June 14, 2021

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Acknowledgement

Greetings!
 5

Table of Contents

Abstract ii
Approval Sheet iii
Acknowledgement iv
List of Figures vii
List of Tables vii
INTRODUCTION 1
1.1 Statement of the Problem 1
1.2 Background of the Project 1
1.3 Objectives of the Project 1
1.4 Significance of the Project 1
1.5 Scope and Delimitation of the Project 1
1.6 Definition of Terms 2
REVIEW OF RELATED LITERATURE 3
2.1 Review of Related Literature 3
2.1.1 Foreign Literature 3
2.1.2 Local Literature 3
2.2. Review of Related Studies 4
2.2.1 Foreign Studies 4
2.2.2 Local Studies 4
2.3 Review of Existing Alternatives 5
TECHNICAL BACKGROUND 6
3.1 Technicality of the Project 6
3.2 Details of the Technologies to be Used 7
3.3 How will the Project Work? 8
3.4 Schedule 8
METHODOLOGY 9
4.1 Environment 9
4.1.1 Locale 9
4.1.2 Population of the Study 9
4.1.3 Organizational Chart/Profile 9
4.2 Requirement Specifications 9
4.2.1 Operational Feasibility 9
4.2.1.1 Fishbone Diagram 9
4.2.1.2 Functional Decomposition Diagram 10
4.2.2 Technical Feasibility 11
4.2.2.1 Compatibility Checking 11
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4.2.2.2 Relevance of the Technologies 11

4.2.3 Schedule Feasibility 11
4.2.3.1 Gantt Chart 11
4.2.4 Economic Feasibility 11
4.2.4.1 Cost and Benefit Analysis 11
4.2.5 Requirements Modeling 11
4.2.5.1 Input/Process/Output 12
4.2.5.2 Performance 12
4.2.5.3 Control 13
4.2.5.4 Object Modeling 13
4.2.6 Risk Assessment/Analysis 13
4.2.7 Design 13
4.2.7.1 Output and UI Design 13
4.2.7.2 Data Design 13
4.2.7.3 System Architecture 13
4.2.8 Development 13
4.2.8.1 Software Specification 13
4.2.8.2 Hardware Specification 13
4.2.8.3 Program Specification 13
4.2.8.4 Programming Environment 14
4.2.8.5 Deployment Diagram 14
4.2.9 Test Plan 14
4.2.9.1 Unit Testing 14
4.2.9.2 Integration Testing 14
4.2.9.3 System Testing 14
4.2.9.4 Acceptance Testing 14
IMPLEMENTATION PHASE 15
5.1 Program Testing 15
5.2 Security and Back up Plans 15
5.3 Maintenance Plan 15
5.4 User Training 15
SUMMARY 16
CONCLUSIONS 17
RECOMMENDATIONS 18
References 19
Appendices 20
A. Evaluation Tools 21
B. Sample Input/Output/Reports 23
C. Other Relevant Documents 25
D. Gantt Chart 27
E. Relevant Source Code 29
F. User’s Guide 31
G. Forms 33
 7

H. Grammarian Certificate 35
I. Curriculum Vitae 37

List of Figures

1.0 Environment 16
2.0 Fishbone Diagram 18
X
X
X
X

List of Tables

1.0 Software Specifications 51

 Chapter I

INTRODUCTION

In information technology, one of the most developments in recent years is

the replacement of manual systems with computerized/online automated

management systems. Nowadays, most organizations that uses pen-and-papers

transactions are replaced by computer systems to manage other manually-

performed activities in the office.

The digitization of manual transactions compel people an institutions to opt

for computerized systems for faster and secure access to data management. The use

of computerized systems generate unignorable benefits that encourages

advancements in society.

An effective management system is a crucial factor in successful working of

automated computerized record systems. This research entitled “Central Taytay

Senior High School Record System” is designed to help the school registrar to

maintain and organize the school’s record management transactions such as

searching, updating, adding and reporting. The report generation facility of the

record system helps to get a good idea of which of the students makes users possible

to generate reports.
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1.1 Statement of the Problem

The Central Taytay Senior High School Registrar office has the following identified

problems:

1. Cancel of Delayed marks

2. Incorrect grades

3. Delays in Academic awards

1.2 Background of the Project

The Central Taytay Senior High School is located at Monte Vista, Poblacion,

Taytay, Palawan and was founded on August 03, 2018. The Registrar of the school faces

several problems because of the manual system they used in daily transactions. The

school is still using pen and paper-based methods during recording whereby it takes too

long hours just to capture one’s information and adding of the new record of the new

students, since the number of the students doubled for the past 2 years. The updating of

records of the old students needed and yet they have daily activities to do. However, the

disadvantages overweigh the disadvantages as, for instance the need to print the record of

the student when it is in the paper system, it slows the flows of the current system,

inflexible.
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1.3 Objectives of the Project

The study aims to:

1. Identify the impacts of the computerized data collection on maintenance of the

student records on Central Taytay Senior High School.

2. Identify the impact of computerized information protection on maintenance

student records

3. Identify the impact of computerized records management on maintenance of

student’s record.

The following are the specific objectives of the proposed project:

1. All students will be automatically recorded through this system.

2. Updating and searching for the record of the students will be easy to do.

3. By checking the total number of the students enrolled which is also handled by

this system, the Registrar can easily give a report.

4. In case of emergency there is a reliable source of information to contact about.

5. Registrar can easily get past history of the student, especially when it's needed.
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1.4 Significance of the Project

The system must identify the processes involved in “Central Taytay Senior High School

Record System” specifically to:

● help the registrar easily manage the registration office.

● provide an easy access for the registrar to capture information from the students.

● upgrade the record system of the school.

1.5 Scope and Delimitation of the Project

This study focuses on the development of a Record System for the Central Taytay

Senior High School that shall help in improving the processes of transactions in the

registrar office through more organized and faster system.

The proposed system entitled, “Computerized Record Management System of

Central Taytay Senior High School - Stand alone” covers the processes in namely adding

and updating information.

1.6 Definition of Terms

 CHAPTER II

REVIEW OF RELATED LITERATURE

This chapter outlines a detailed review of existing studies and researches

that will aid in the understanding of this study. This chapter focuses on the several

studies that provide factual evidence on the feasibility and usability of this research

study. This chapter contains articles that are useful in considering the development

of the current system. The researches and related studies cited in this chapter come

from both foreign and local sources.

2.1 Review of Related Literature

The use of a computerized school records management system details

important data on student’s learning information such as grades, teacher

observations, and learner’s progress. The development of customizable records

management systems for secondary schools in rural areas will allow a streamlined

function in the educational development of learners. Further, it also creates more

structured advancements and decision-making tools to facilitate learning in a

community. Teachers and other academic personnel can also be assisted in

achieving the identified goals and objectives of the school.

Therefore, switching to digital storage and computerized school records

management systems are preferred by most schools because it provides

convenience and facilitates efficiency in delivering quality education services.

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2.1.1 Foreign Literature

Schools serve a diverse client markets including high school students,

parents, and other members of the community. The main clients of schools are the

students that is why most of the services are designed to meet their needs

[ CITATION Lan96 \l 13321 ]. School records are important documents related to

the learners’ progress. As technology progresses, so is the need for developments in

classroom management, teaching pedagogies, and school records management. The

schools’ use of information is crucial because it deals with significant details related

to a learner’s development. Therefore, an efficient system must be utilized to ensure

that the data stored is correct and secure. Records play an important role in any

organization because these are documented proofs of transactions. In a school

setting, school records do not only show the learning progress of students, but also

reflect the students’ attitude towards learning. The schools’ task is to provide both

learning and teaching environments. Hence, school records show the existence of a

student, the number of students enrolled, and the information containing the

schools’ daily operations. Records also justify the decisions made by teachers

regarding the performance of their students as these are proofs that teachers track

the learning progress of their students. Therefore, an efficient school record

management system is essential to provide the aforementioned data.

Various schools from different countries started to integrate the use of a

document management software for recordkeeping of the student-related data. For

many years, the manual record management was used by schools because it offers

the following benefits:

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1. It is less expensive to set up. The manual record management system only

requires paper, folders, and some space to store documents;

2. Correcting entries is easier in manual record management systems. In

manual records management, it is easier to replace or correct documents compared

to computerized record systems where it can leave complicated audit trails; and

3. There is a lesser risk of corrupted data. Manual document record

management has lesser risk of corrupted data because it does not use software that

can be hacked by viruses.

Despite the advantages of manual record management systems, it cannot be

denied that computers are more widely-used nowadays. Further, storage spaces at

schools have become scarce due to the continually increasing number of enrollees.

Hence, to some schools, a computerized student record management system is more

viable than the traditional one. The use of computerized records management

systems permits quick, concise, and reliable use and access of data among schools. It

also allows convenient ways to produce reports since most computerized systems

are programmed to comprehensively store information from different levels of

measurements.

To facilitate the development of a computerized records management

system, unique identifiers for system administration and tracking purpose are

developed to identify recent changes regarding a student’s data. Hence, it should not

be confused with reference codes, which may be accomplished of work than one

part. However, a well-designed student record system is efficient in processing and

exchanging student records among schools. By doing so, schools can easily transfer
 8

student data without the need to scan and compile hardcopies of documents and

send each via postal mail.

Computerized records management systems require strong information

systems. These are essential to support and satisfy the schools’ need to protect

documents and improve the quality of education offered to the stakeholders. Once

the productivity, efficiency, and reliability of both the school’s data and employees

are enhanced, only then can the school maximize its function within a community.

The use of computerized management systems also allows schools to have a

competitive advantage from other schools in the area as it facilitates faster data

generation.

2.1.2 Local Literature

In the Philippines, some universities use computerized record

systems to efficiently process student information. The system is deemed a great

help to the administrative personnel, academic personnel, grantors, and

stakeholders. Students’ record updating, retrieving, and data generation also helps

academic individuals to perform their task and daily routines in a more manageable

manner. Each computer system lessens the load on the workforce and reduces

paperwork of organizations.

The focus on student outcomes and records has been a burden to schools,

especially in monitoring student performance and learning information. A

sustainable and efficient student record management system is deemed necessary

to provide these services. The use of computer systems helps school administrators

to properly register, store, and maintain student-related records.

 9

Aside from developing online student information systems, universities and

other higher education institutions established computerized student record

management systems to achieve efficiency in processing student information. The

use of such information systems will benefit the schools through the following

premises:

1. It provides efficiency in managing student records before and after they

graduate. There will be a streamlined process of disseminating student transcripts

at school. The use of computer systems in managing student data will allow school

administrators to supply student records faster and easier. Once student data is

stored in a computerized system, the registrar can simply print the copies and

prepare the documents for release;

2. Non-graduates will not be able to falsify school credentials. Since school

records are computerized and can be tracked easily, digitally stored student

information can be retrieved upon the request of an employer for verification

purposes;

3. Enhanced student data privacy and protection. Digitally stored student

data can only be accessed by authorized personnel. Hence, only those who are given

permission to access data can encode, verify, and release official student records;

and

4. Digitization of old documents. The use of modern technology allows

schools to digitally scan and store old school records to store them longer. As
 10

compared to manual record management systems, digital storage is a cheaper

option to store loads of data in a single facility.

The growing importance of information technology in the development of an

organization necessitates a proactive response to the information society's

concerns. In the Philippines, IT has a big influence on HEIs; yet, they are

technologically constrained in keeping up with the current trends and

developments in IT.

Educational institutions at all levels have taken steps to ensure that students

receive a high-quality, IT-enabled instruction. The policymakers developed

regulations and guidelines for IT education in the Philippines, which boosted the

prioritization and integration of IT in the learning environment in several schools.

Records from previous researches reveal that higher education institutions

in the Philippines allocate at least P500,000 to one million pesos annually for

information technology infrastructure. Further, the most developed internet

systems among HEIs are focused on the enrollment and grading systems [ CITATION

Mar12 \l 13321 ]. As technology progresses at a breakneck pace, educational

institutions are scrambling to keep up. Further, schools are also attempting to adopt

new teaching-learning approaches.

2.2. Review of Related Studies

2.2.1 Foreign Studies

In academic institutions, efforts are mostly focused on automating the

processing of numerous education transactions to streamline operations,

particularly for student-related activities. The widespread use of computerized

 11

instructional and information management systems among schools is beginning to

change the teaching-learning environment. Even though it is still in its beginnings,

technological transformation is already having an impact on occupational standards,

supervisory procedures, and professional management of classroom operations

[ CITATION Dur13 \l 13321 ].

Computerized school systems are developed through innovative software

and databases. These provide wider and efficient platforms to collect, record,

analyze, manage, and monitor the students’ data through a centralized system that

manages the school records [ CITATION Lan96 \l 13321 ]. The main objective of

creating computerized systems is to establish a standardized format of record

keeping and management. Computerized records in schools also allow easy access

and retrieval of information as compared to manual record management

[ CITATION Chi \l 13321 ].

In other nations, school registration systems are crucial in the student’s

progress. Each student enrolled at the school uses the registration system which the

school have the overall access [ CITATION Lan96 \l 13321 ]. Further, educational

institutions in the United States also notes that the use of computerized student

management systems is the key to providing quality customer service. Therefore

computer networks provide educational institutions the opportunity to improve the

services they provide to their clients [ CITATION Lan96 \l 13321 ]. The improved

access to the Internet and other online transactions connects the schools to the

students. Therefore, schools should connect their services to the students.

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The establishment of information systems in schools enhance data sharing

experiences and ensures proper coordination between the school’s management,

the teachers, and the registrar. Therefore, computerized systems provide a

smoother flow of information to monitor the students’ performance in school.

2.2.2 Local Studies

According to the Online-Student Information System of Benguet State

University (2013) it would be a new way of record management and transaction

processing that would achieve efficiency on processing student information. It

would be a great help to the administrative personnel, academic personnel, grantors

or stakeholders, and students in updating, retrieving and generating student data.

The main objective of the study was to design as a standalone student information

system of Benguet State University (2012). in order to achieve the general objective,

the following specific objectives of the study were identified:

To identify the information requirements in the existing student information

system of BSU.
To identify the problems encountered in the existing system.
To identify the information requirements needed.
To determine appropriate security and control measures are needed for the student
information system.
To determine the benefits of a student information system as perceived by:
a. Administration offices;
b. Academic offices;
c. “grantors”/stakeholders;
d. parents; and e. students;
13
 14

2.3 Review of Existing Alternatives

Description of how users/clientele currently cope with the problem; assessment of the

best available resources for addressing the problem; and description of how your

project stands out in comparison to the existing alternatives.

 Chapter 3

TECHNICAL BACKGROUND

3.1 Technicality of the Project

Information Systems theories you intend to use.

Systems design principles you intend to use. These include relevant process and data

models
 16

3.2 Details of the Technologies to be Used

Why these technologies are appropriate?

What they add to the most promising existing alternative?

 17

3.3 How the Project will Work?

Description of the design as you currently envision it.

Process model, data model, and other schematics to visually present your concept.

List of key features of the proposed design with brief explanation and rationale for

each feature.

3.4 Schedule

Schedule of the entire project in the format of a Gantt Chart

 Chapter IV

METHODOLOY

4.1 Environment

4.1.1 Locale

Describe where this project will going to take place

4.1.2 Population of the Study

Specify the type of population involve in your study.

4.1.3 Oganizational Chart/Profile

Briefly discuss their organization and show their chart.

4.2 Requirement Specifications

4.2.1 Operational Feasibility

4.2.1.1 Fishbone Diagram

Cause-and-Effect Diagram, Ishikawa Diagram, or Root Cause Analysis

 19

4.2.1.2 Functional Decomposition Digram

Emphasis on identifying subfunctions required to achieve product function and

their inputs/outputs attributes and factors interrelatons.

Example:
 20

4.2.2 Technical Feasibility

4.2.2.1 Compatibility Checking

Compatilibility in the operating environment of your software.

4.2.2.2 Relevance of the Technologies

Other technologies that might be needed to the operation of the software.

4.2.3 Schedule Feasibility

4.2.3.1 Gantt Chart

See Appendix H (Example Appendix letter only)

4.2.4 Economic Feasibility

4.2.4.1 Cost and Benefit Analysis

Tangiable and non-tangiable benefits

4.2.5 Requirements Modeling

PIECES Framework

Example:
 21

4.2.5.1 Input/Process/Output
 22

4.2.5.2 Performance

4.2.5.3 Control

4.2.5.4 Object Modeling

UML 🡪 Use Case Diagram, Class Diagram, Sequence Diagram, Activity Diagram

4.2.6 Risk Assessment/Analysis

4.2.7 Design

Screenshots of the software main features

Output

4.2.7.1 Output and UI Design

4.2.7.2 Data Design

4.2.7.3 System Architecture

4.2.8 Development

4.2.8.1 Software Specification

4.2.8.2 Hardware Specification

 23

4.2.8.3 Program Specification

Program Specification

* A statement of requirements for a program

* An expression of a design for a progam

* A formal statement of conditions against which the program can be verified

4.2.8.4 Programming Environment

4.2.8.5 Deployment Diagram

4.2.9 Test Plan

Describe how you will test the software in details.

4.2.9.1 Unit Testing

4.2.9.2 Integration Testing

4.2.9.3 System Testing

4.2.9.4 Acceptance Testing

 Chapter V

IMPLEMENTATION PHASE

5.1 Program Testing

5.2 Security and Back up Plans

5.3 Maintenance Plan

5.4 User Training

 SUMMARY

Write the summary of your project

https://academic-paper.co.uk/research-paper-services/research-summary

https://www.scribbr.com/citing-sources/how-to-summarize/
 CONCLUSIONS

Write the conclusions of the project

https://www.monash.edu/rlo/assignment-samples/engineering/eng-writing-

technical-reports/conclusions-and-recommendations

http://thesisadviser.blogspot.com/2013/02/thesis-writing-summary-conclusions-

and.html
 27

RECOMMENDATIONS

Write here your suggestions for using the propose project.

 References

Follow the APA Quick Citation Guide

 Appendices

A.
 30

A. Evaluation Tools
 31

B.
 32

B. Sample Input/Output/Reports
33
 34

C. Other Relevant Documents

 35

D. Gantt Chart
36
 37

E. Relevant Souce Code

38
 39

F. User’s Guide
40
 41

G. Forms
42
 43

H. Grammarian Certificate
44
 45

I. Curriculum Vitae
46