2021

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FULLNAME:DANZELYONASI

NAMEOFSCHOOL:CHURCHILLHIGHSCHOOL

CENTRENUMBER:010012

CANDIDATENUMBER:3119

SUBJECTNAME:COMPUTERSCIENCE

SUBJECTCODE:

NAMEOFSYSTEM:SCHOOLMANAGEMENT
SYSTEM

YEAR:2021

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TableofContents
SECTION
A.........................................................................................................3
SELECTION,INVESTIGATIONANDANALYSIS..............................3
INTRODUCTION..........................................................................3
NATUREOFPROBLEM................................................................3
ENTITYRELATIONSHIPDIAGRAM..............................................4
FLOWCHARTOFTHECURRENTSYSTEM..................................5
INVESTIGATIONOFTHECURRENTSYSTEM...................................5
QUESTIONNAIER...........................................................................6
QUSTIONNAIRETOTHEMANAGER............................................6
QUSTIONNAIRETOTHESUBORDINATES..................................7
INTERVIEWS..................................................................................7
INTERVIEWTOTHEMANAGER...................................................7
INTERVIEWTOTHESUBORDINATES.........................................8
ANALYSISOFTHEINTERVIEW....................................................8
PROBLEMSWITHTHECURRENTSYSTEM....................................9
FEASIBITYSTUDY..........................................................................9
ECONOMICFEASIBILITY............................................................9
TECHNICALFEASIBILITY..........................................................10
LEGALFEASIBILTY....................................................................10
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OPERATIONALFEASIBILITY.....................................................10
SOCIALFEASIBILITY.................................................................10
REQUIRMENTSPECIFICATION...................................................10
USERREQUIREMENTS.............................................................10
SOFTWAREREQUIREMENTS..................................................11
HARDWAREREQUIREMENTS..................................................11
AIMSANDOBJECTIVES................................................................12
AIMS...........................................................................................12
OBJECTIVES.............................................................................12
SECTIONB.......................................................................................13
DESIGN.........................................................................................13
CONSIDERATIONOFALTERNATIVEAPPROACH.......................13
UPGRADINGTHEEXISTINGSYSTEM.......................................13
BUYOFFTHESHELLPACKAGE.................................................14
TAILORMADESOFTWARE........................................................15
FINALCHOICEJUSTIFIED.........................................................15
INPUTDESIGN..............................................................................16
DATACAPTURES......................................................................16
SCREENCAPTURES.................................................................18
DATASTRUCTURES....................................................................20
RELATIONSHIPS..........................................................................22
OVERALLPLAN............................................................................23
OUTPUTDESIGN..........................................................................23
TESTPLAN....................................................................................26

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SECTIONC......................................................................................27
TECHNICALDOCUMENTATION..................................................27
PSEUDOCODES........................................................................27
FLOWCHARTS..........................................................................29
PROGRAMLISTING......................................................................31
USERDOCUMENTATION.............................................................42
INSTALLATION..........................................................................42
RUNNINGTHESYSTEM.............................................................45
EXITINGTHESYSTEM...............................................................47
SECTIOND......................................................................................48
USERTESTING.............................................................................48
TESTINGFORSTANDARDDATA...............................................48
TESTINGFOREXTREMEDATA.................................................48
TESTINGFORABNORMALDATA...............................................49
....................................................................................................50
SYSTEMTESTI0NG......................................................................51
EVALUATIONOFTHESYSTEM.....................................................53
ACHIEVEMENTS.......................................................................53
LIMITATIONS.............................................................................53
OPPORTUNITIESFORFUTUREDEVELOPMENTS..................53
APPENDIX.......................................................................................54

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SECTIONA
SELECTION,INVESTIGATIONANDANALYSIS

INTRODUCTION

Inthischapteroftheprojectbeginstheintroductiontoresearchprojectbegi
nningwiththebackgroundanalysisoftheschool.Thissectionwillprovidep
roblemdefinitionaswellasdiscussingtheaimsandobjectivesoftheresear
ch.Moreso,thissectionspecifiestheinvestigationofthecurrentsystem.
BACKGROUNDANALYSIS
TheSchoolstartedin1950.itislocatedinEastlea
NATUREOFPROBLEM

Theschoolisoperatingunderamanualstorageofrecordshencethisjeopa
rdizethewholesystemduetoaseriesofproblematicsituationswhichinclu
deupdatingtheinformationbecomingmonotonousandlaborioustasks.T
hereisaprobabilityofduplicationofdatasincetheschoolisembarkingonpr
imitivewaysofhandlingtheirschoolrecords.

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DESCRIPTIONOFTHECURRENTSYSTEM
Thestudentsarriveattheschoolandregistermanuallyandbeenrolledusin
gpaperwork

INVESTIGATIONOFTHECURRENTSYSTEM

PLANOFINVESTIGATION

Tofindoutobstaclesbeingundertakenbythesystem,Ithesystemanalystd
ecidedtocarryout2differentapproaches.IdecidedtobeginwithQuestion
naires,thenconductaninterview.
QUESTIONNAIER

Theseareseriesofquestionsdesignedtocollectstatisticalinformation,us
uallycontainschoiceofanswerstobefilledinblankandtickboxesprovided.
AsasystemanalystIpreparedawrittensetofquestionnairesandpassedo
utthemtotheadminattheschoolsincetheyarethemostlyinvolvedinusingt
hesystemdaybydayandhaveexperiencetoitsefficiencyandfailureto.

QUSTIONNAIRETOTHEADMIN

 Note:[QSTANDSFORQUESTIONSANDAFORANSWER]

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QWHATARETHEPROBLEMSYOUAREFACINGASTHESCHO
OLWHENREGISTERINGSTUDENTS
A
Q2WEREDOYOUKEEPYOURRECORDSASASCHOL
A2
Q3HOWDOYOUADDREMOVEANDSEARCHFORRECORDSI
NTHESCHOOLDATABASE?
A3

OTHERQUESTIONSTOTHESCHOOL

 Note:FillinBlankspaceprovided[useatickwherenecessary]
[QUESTIONS] ANSWER
1. Whatkindofsystemdoyouusehere? COMPUTERIZED
ComputerisedorManual.
2. Doyouenjoyusingyoursystem? Yes
3. Isyoursystemerrorfree?
4. Isthereanyneedforthesystemtobecom
puterised?
5. Whereexactlydoyoustoreyourrecords SchoolDatabase
?
6. Howoftendoyouupdatetheschool’srec Yearly
ords?Daily,MonthlyorYearly.
7. Whattypeoffillingtechniquedoyouuset Cabinets
ostoreyourfiles?PilingorCabinets
8. HowlonghaveyoubeenworkinhhYeser THEREYEARS
e?
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9shouldthesystembeupdated Yes

INTERVIEWS
 Thisreferstothefacetofacecommunicationbetween2ormorepeopl
einordertoobtaininformation.Ithesystemanalystcarriedoutaninter
viewwiththeschooldatabaseadmin
INTERVIEWTOTHEMANAGER

1. Howmanypeoplearecurrentlyusingthecurrentsystem?
…………………………………………………………………………
………………..
2. Doyouhavebackupproceduresintermsoftragedy?
…………………………………………………………………………
……………......
3. Whichchallengesdoyoufacewhencalculationsaredonemanually?
…………………………………………………………………………
………………..
4. Isthesystemsecure…………………………………………………
……………………………………......
5. Howdoyourecorddataandhowdoyoupreventanypossibleerrorfro
moccurring?
…………………………………………………………………………
……………......
6. Howlonghaveyoubeenaadminhere?
…………………………………………………………………………
………………..
7. Canyoubrieflytellmesolutionsyouhaveaccordingtohowproblems
mightbeeradicated?
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…………………………………………………………………………
………………..
8. Doanyreportscomefromtheemployeesabouttheftbefore,howofte
n?
…………………………………………………………………………
………………..
9. Ifanewsystemisimplementedhowdoyouwantittolooklike?
…………………………………………………………………………
………………..
10. Whatcommentsdoyouhaveconcerningthecurrentsystem?
…………………………………………………………………………
………………..
ANALYSISOFTHEINTERVIEW
 Ifoundoutthattheschoolisfacingchallengesincalculationsandaddi
ngstudentsintotheschooldatabase
 Itisalsotiresomeaccordingtothedatabaseadmin

PROBLEMSWITHTHECURRENTSYSTEM
TIMECONSUMING
Timethatistakentocompleteupdatinginthecurrentsystemisverylongbec
auseitisdonemanually
EXPENSIVE
Sincethesystemismanualandallinformationistobeputonbookstherefor
ethereisneedtobuyalotofstationaryequipmentsuchasbondpapers,pen
sandfileshenceforththereishighmaintenancecost.
STORAGESPACE

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Therearealotofcomplexrecordsneedtobestored.Timeandagainfilesare
broughtinthereforespacebecometoosmallforcomplexfilling.
POORSECURITY
Thereisverylittleornorestrictionofinformationtounauthorizedpersonnel.
Anyonecanhaveaccesstovitalinformationoftheorganisationtherebyallf
ormtheftoffiles.

SEARCHING
Duetoalotofpaperworkbeingconducted,searchingsmallamountsofpap
erworkisnearlytoimpossibleanddifficultytoimplement.Somerecordswill
berecordedmissingwhilstpresent.

FEASIBITYSTUDY
 AsasystemanalystIdecidedtocarryoutpreliminarystudytodetermi
newhethertocreateanewsystemorjustimplementmodificationstot
hecurrentsystem.Themainaimthuspredeterminedcourseofaction
wastomakeacomparisononthebenefitsofthenewsystemagainstt
hecurrentsystem.
ECONOMICFEASIBILITY

I,thesystemanalystfoundoutthat,therearehighcostinimplementingthen
ewsystem.
Theyisneedtohavenewemployment
Theyisnedtobuynewequipment

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TECHNICALFEASIBILITY
.Trainingofthenewsystemwillbeofferedtotheuserstomakesurethatther
earenoobstacles.
LEGALFEASIBILTY

Duetogovernmentstatelaws,thenewsystemwillnotvioletthelegalrequir
ementsofthestate,forinstance,lawsoutlinedinDataProtectionActsincet
hesystemhasnothingtodowithanyone’spersonalinformation,spreadter
rororcollectanyinformationfromtheuserwithoutpermission.
SOCIALFEASIBILITY
Thesystemishighlyrecommendedbytheusersduetothesensethatitmee
tnormsandvaluesofthesociety.Usersareguaranteedtoauser-
friendly,welldevelopedandmoresecuresystem.
SCHEDULEFEASIBILITY
Thispartwasasuccessandwasaworthproceedingbecausethenewsyste
mwillnottaketoolongtodevelophenceconsideringthechosentimeframe.
schedule
REQUIRMENTSPECIFICATION
USERREQUIREMENTS

 Thesystemmustbeuserfriendlyinsuchawaythattheuserwillunders
tandhowitworks.
 Fastandefficientsystem.
 Thesystemshouldcontainsearchfeaturestoeasilylocaterecords.
 Securityfeaturesshouldbeputinplacethroughuseofpasswordencr
yptiontoavoidunauthorizedaccessbymaliciouspersonnel.
 Thesystemshouldbeerrorfree
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 Updatingrecords,addingnewrecordsanddeletingrecordsshouldb
eapplicabletothenewsystem.
SOFTWAREREQUIREMENTS
SOFTWAREANDITSUSE:
 OPERATINGSYSTEM Windows7,80r10[Professional]
 DEVELOPINGTOOL MicrosoftVisualBasic
 DATABASE MicrosoftAccess
 DIAGRAMS MicrosoftVisio
 ANTIVIRUS MacAfee
 DOCUMENTATION MicrosoftWord2019

HARDWAREREQUIREMENTS
INPUTDEVICES
TYPE USE
 Mouse  Fornavigationandselection.
 Keyboard  Forinputinformationintothe
system.

STORAGEDEVICES
TYPE USE
 Harddrive  Forstorageandbackupofinf
ormation.
 Flash  ForFilestorageandtransferr
ing.

PROCESSINGDEVICES
TYPE USE
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 RandomAccessMemory[R  Toprocesssystemprogram
AM] mes.
 ForinstallationofSoftware.
 CentralProcessingUnit[CP  Forprocessingspeed.
U]

OUTPUTDEVICES
TYPE USE
 Printer  Forprintingofrecords.
 Speaker  Audiooutput
 Monitor  Displayinginformation.

AIMSANDOBJECTIVES
AIMS
 Designingasystemwhichensuresfilesecurityandretrievaloflostinf
ormation.
 Todesignasystemthatcanstorerecordsindatabaseform.
 Implementingnewtechniquestothenewsystemeffectively.
 Reducingredundancyofrecordsbymakingiteasytosearch.
 Toreducelabourcostsofemployingmanyemployeesandalsotoera
dicatesomestationaryequipmentexpensesthroughminimisationo
fpaperwork.
OBJECTIVES
 Implementingafullyautomatedsystemwherepossible.
 Providingafastandefficientsystem.
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 Avoidanyduplicationofdatawhereverpossible.
 Ensuretotalsecurityisputintoaction.
 Minimiseerrorsasmuchaspossible,evenmakingIterrorfree.
 Insertingquicktoolssuchasadding,updating,viewing,deletingreco
rdsandsaverecordsentered.
 Tooutputaudioforassistancewherepossible.
 Minimiserisksoflossduetoobsolescence.
EVIDENCEOFRESEARCH
 AllocatedattheAppendix.

SECTIONB
DESIGN

CONSIDERATIONOFALTERNATIVEAPPROACH

 Thisisaprocesswherebytheexistingsystemisnotsetasidebutismo
difiedtoimproveitseffectivenessandefficiency.
UPGRADINGTHEEXISTINGSYSTEM
 Sincetheschoolisfacingmanyproblemswiththecurrentsystem,as
eriesofmodificationcanbeundertaken,Thus:
 Recruitmentofqualifiedandexperiencedpersonnelintothebusines
s.
 Cleanupspacebygettingridofunnecessaryfilestokeepnewrecords
withoutstruggling.
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 Analyseinformationrecordedatleasteachandeverydaytoidentifye
rrorsthatmighthavebeenmade.
 Introducingshiftsattheworkplacetoreducefatiguetovitalmachines
oftheorganisationthustheworkforceaswellastopreventthemfrom
monotonoustasks.
ADVANTAGES[ofusingUpgradeApproach]
 Easytostorenewrecords.
 Employeeswillbefreefromstresssincetheywillembarkonshifts.
 Surveillancesystemswilleliminatetheft.
 Eradicationofmistakesanderrorsduetoeffectivepersonnelaswella
serrorcheckinganalysisthatmightbeundertakenondailybases
DISADVANTAGES[ofusingUpgradeApproach]
 Recruitmentofexperiencedlabourforceisveryexpensive.
 Newworkforcemightfailtomeetthestandardsofthebusinessandtra
iningthemonotherhandmightbeexpensive
TAILORMADESOFTWARE
Thisisthefinalalternativesolutionaccordingtothesystemanalyst’sresear
ch.Thisiswhenaprogramisdesignedanddevelopedwithintheorganisati
ontomeettheirrequirementsspecifications.Thistypeofsoftwarewillbelo
ngtoChurchillitsselfifimplemented.Theprogrammerwiththehelpofusers
canproduceauser-friendlysystemwhichmightbeeffective.
ADVANTAGES[tailormadesoftware]
 ThesystemisspecificallydesignedforChurchillaccordingtotheirre
quirements
 Itisflexibleintermsofmodificationthatmightemergeovertimeinbusi
nessactivitiestherebyeasytomaintain.

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DISADVANTAGES[tailormadesoftware]
 Itismuchmoreexpensiveindevelop
FINALCHOICEJUSTIFIED

Thereareanumberofalternativestodevelopanewsystemthatwilleradica
teandimprovethecurrentsystem,butthesystemanalystpreferstoembark
onTailormadeduetoarangeofbenefitsasfollows:
 ThesoftwareistailormadetomeetspecificneedsofChurchill
 Thesystemwillbeeasytousesinceitisdevelopedanddesignedacco
rdingtothewaythecompanyoperate.
 Hasbestfilehandlingfacilities
INPUTDESIGN
DATACAPTURES
LOGININTERFACE

 Thebelowloginformallowstheusertoentercorrectusernameandpa
sswordtogetaccessintothemainform.

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REGISTRATIONFORM

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THEMAINFORM

OVERALLPLAN
Begin
Registerifyoudon’thaveanaccount
EnterPasswordandUsername
IfPasswordandUsernamearebothcorrectThen
EnrolmentFormShows
LoginFormHides
ElseIfUsernameorPasswordareleftBlankThen
DisplayErrorMessage“PleaseFillinAllFields”
Else
DisplayErrorMessage“IncorrectUsernameorPassword”
EndIf
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EndIf
End

OUTPUTDESIGN

 ThefollowingistheLoginForm,Iftheloginbuttonispressedwithouta
nyTextBoxorComboBoxfilled,thescreencommandwillgenerateto
informtheusertofillallthefieldsfirsttocontinuetheprocess

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TESTPLAN

Onthissectiontestplanisimplementedbyaprogrammerinmakings
urethatthesystemiserrorfree.
BLACKBOXTESTING
 Thisphaseismoreconcernedaboutinputandoutputofthesystemwit
houtanyconcernonhowthesystemworks.
 Testingonfieldlengthsuchas,only10charactersareallowableinace
rtainfieldthennomaximumcharactersabove10shouldbeenteredin
thatfield.

THETESTWILLCOVERTHEFOLLOWING:

 TheuseofExtremeData,implementingStandardDataaswellasAbn
ormalData.
 Validationprocedurestoidentifyifwrongapplicationofdatahasoccu
rred,anywronginputofdataintothesystemwillbeterminated.
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 Inputtingextremerangeofdatatoseeifvalidationiscompatible.
 Inputtingdatatoextremepointtodeterminewhetheritisacceptableb
ythesystemornot.
 Addinformationwithbugstoseeifthesystemcanrecogniseerrorsm
ade.
SECTIONC
TECHNICALDOCUMENTATION

PSEUDOCODES

LOGINPSEUDOCODE

 MODULENAME:LOGINFORM
 PURPOSE:Restrictionofunauthorizedaccessbyimplementingpa
sswords.

Begin
Registerifyoudon’thaveanaccount
EnterPasswordandUsername
IfPasswordandUsernamearebothcorrectThen
EnrolmentFormShows
LoginFormHides
ElseIfUsernameorPasswordareleftBlankThen
DisplayErrorMessage“PleaseFillinAllFields”
Else
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DisplayErrorMessage“IncorrectUsernameorPassword”
EndIf
EndIf
End
PSEUDOCODEFORADDINGNEWSTUDENT
 MODULENAME:STUDENTFORM
 PURPOSE:AllowNewstudenttobeAddedtotheCustomerDatabas
e.
Begin
POENREGISTRATIONFORM
INPUTSTUDENTDETAILS
Ifvitalfieldsaremissing.Then
DisplayErrorMessage“PleaseFillinAllFields”
ElseifValidThen
DisplayMessage“STUDENTSuccessfullySavedtoDatabase”

Else
DisplayErrorMessage“ErrorOccurredWhenTryingtoSaveSTUDENT”
EndIf
End
PSEUDOCODEFORSEARCHINGANEMPLOYEE
 MODULENAME:EMPLOYEEFORM
 PURPOSE:AllowEmployeestobeselectedfromtheDatabase.

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Start
OpenEmployeeFile
EnterEmployeeName
ValidateInputwithinformationintheDatabase
IfEmployeeNameisfound.Then
DisplayEmployeeRecords
Else
DisplayErrorMessage“EmployeeNotFound”
Endif
End
FLOWCHARTS

LOGINFORMFLOWCHART

LOGINFORMFLOWCHART

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PROGRAMLISTING
[CODELISTIG]

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USERDOCUMENTATION
INSTALLATION

 STEP1
 InsertaUSBDrive,withthesetupfile,intotheComputer.
 STEP2
 BrowsetheLocationoftheschoolManagementSystem,thenclickth
eSetupsoftwareforInstallation.

RUNNINGTHESYSTEM

 AfterInstallationisaccomplished,theschoolManagentSystemwillL
aunchaskingtheUserofhisorherpasswordtoensuretotalsecurityis
guaranteedinthesystem.
 Iftheuserinputwrongpasswordormissanyfieldempty,notifications
willappear
 addingnewstudentsintothesystemthebuttonswillbelabled
 Passworisenteredinfrontofpasswordlable
 Thesameisforallthefunctionsdoneinthesytem
 Exitingthesystemiseasytheexitbuttonislabledexit
SECTIOND
USERTESTING
Buttonsarelabeledaccordingtotheirfunction
Anderrormessagesareinmessagebox
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Ifyoutrytologinwithoutaddinganydetails

SYSTEMTESTING
 REPORTS

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Theenrolmentdatabase

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Validation
on o

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EVALUATIONOFTHESYSTEM

ACHIEVEMENTS

 Encryptionwassuccessfullyimplementedinthesystem,toreducele
velofhackingofunauthorizedusersinthesystem.
 Theuseofpaperworkhasbeentotallyeradicated,andreplaced

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 ThesystemisUserfriendlysinceuseofwelllabelledLabels,Iconsan
dButtons.
 TheSystemallowtheusertoAdd,DeleteandViewInformationthrou
ghuseofGraphicaluserinterface.
LIMITATIONS

 Thesystemneedstobeupdatedsometines
 DuetoadvancementintheTechnologicalandDigitalAge,hackingint
othesystemistoosimplicitysincenofirewallsareattachedtothesyst
em.
 Theyisneedtohavebackups

OPPORTUNITIESFORFUTUREDEVELOPMENTS

 Thesystemshouldbeabletoconnectonline,toalloweasyregistratio
n,
 AutomaticBackupofinformationshouldbehardlyimplementedinth
esysteminfuture.

APPENDIX
INTERVIEWSESSION[withthemanager]
occurring

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STMATTHIASHIGHSCHOOLPAYROLLSYSTEM

 NB-Youarerequiredtochoosethecorrectoptionsandputatickintherightfulbox
 -Pleasetickonlyoneboxonaquestion
1. ForhowlonghaveyoubeenworkingatChurchillHighSchool?

0-2years3-5yearsmorethan5years

2. Wheredoyoustorethestudent’srecords?

Bookscomputer

3. Arethereanyproblemswiththecurrentsystem?

Yesno

4. Doyoupossessanybackupcopiesforyourrecords?

Yessometimesno

5. Howmanynon-teachingstaffdoyouhaveatyourschool?

1020morethan20

6. Whousesthenon-teachingstaffdata?

Headmastersecretarybursar

7. Wouldyoufeelcomfortableusingcomputersasreplacementforthecurrentsystem?

Yesno

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