Student Information Management System

A Project Study Presented to the

College of Informatics and Computing Sciences
Batangas State University
Batangas City

In Partial Fulfillment of the Requirements for the Courses:

IT311: Systems Administration and Maintenance
IT312: System Integration and Architecture
IT313: System Analysis and Design
IT314: Web Systems and Technologies

By:

Albania, Sairon Lecs

Castillo, John Carlo
Castillo, Mary Jane
IT-3101

December 2021
 Table of Contents

I. Introduction
I.1. Project Context
I.2. Purpose and Description
I.3. Objectives
I.4. Scope and Limitations

II. System Analysis

II.1. Development Model
II.2. Development Approach
II.3 Schedule and Timeline
II.4 Project Teams and Responsibilities
II.4.1 Responsibilities
II.4.2 Activities and Tasks

III. System Design

III.1. System Analysis and Design
III.1.1. Functional Requirements
III.1.2. Non-Functional Requirements
III.2. Data Flow Diagram
III.3. Graphical User Interface

IV. System Integration

IV.1. Integration Support
IV.1.1. Resources and their Allocation
IV.1.2. Training
IV.1.3.Testing
IV.1.4.Change procedures and history

V. System Administration and Maintenance

V.1. Risk Management Process
V.2. Financial Impact
V.3 Timeline Impact
V.4 Risk Monitoring
V.5. Risk Categories
V.6. Risk Assessment Matrix
V.7. Mitigation Grading Matrix
V.8. Stakeholder Tolerances
 Chapter 1
I.INTRODUCTION

A. Project Context

As one of the organizations engaged in educational services, the school has a

wide range of activities and transactions to accommodate the needs of the educational

forms both in terms of school requirement forms and other transactions. The school

would also have a considerable amount of data in a large and fair high complexity,

keeping records are important in all variety of organization, the school is one of those.

However, school have it’s traditional way of keeping all of their documents and

information where in there is definitely a lot of paper works.

The school named Anselmo A. Sandoval Memorial National High School which is

located in a province called Mabini, Batangas seems to hold on to their manual process

of accepting and accommodating the students because of the pandemic, may it be in

terms of enrolling, getting forms like Form 137 and Good Moral. According to the

collected data of the proponents there are only 9, including the librarian who tends to

response to the inquiries and enrollments for the school, wherein the students still go to

the main office of the said school and still use pen and paper to fill up for their needed

information making it have a slow process.

Like so, given the problem stated above and keeping the working of the manual

system as the basis, the proponents will develop a web app automated version of the

manual system of the school, which will have the easier and faster way for the students

of the said school to file for their needed activity in the school in the safety of their

homes and without risking anyone’s health.

 B. Purpose and Description

The system will be beneficial to the students of Anselmo A. Sandoval Memorial

National High School especially for those who will need to file for any requisition that will

be grant by the school, this will help them to request easily within the safety of their

homes.

This will also be beneficial for the school, and the admins, for them to easily

monitor and accept the request of their students, with the less hassle of arranging paper

works and to eliminate their double works.

C. Objectives

The main objective of this study is to design and develop a web app automated

version of the manual system of the school: The students of the school request Student

Information Management System for Anselmo A. Sandoval Memorial National School

located in P. Palibaguhan Mabini, Batangas.

Specifically, it aims to achieve the following objective:

● To make the system more user friendly and easy to use.

● To create a comprehensive database that provides the information on the

availability details and the issue details along with the member details.

● To automate the entire range of activities or processes that needs to be performed

by the management before a request.

D. Scope and Limitations

 The application range is only limited to the students of Anselmo A. Sandoval

Memorial National High School in P. Balibaguhan Mabini Batangas. The majority of

users is all over Mabini and could only request any of the significant forms that school

grants for the beneficiary of the students of the said school. The Web Application works

when the device is connected through in WiFi or Mobile Data.

I. SYSTEM ANALYSIS

II.1. Development Model

The proponents consider using the modified waterfall model shown in figure 1

for the development of the proposed project. The Waterfall approach was the first

SDLC Model widely used in Software Engineering to ensure project success. The entire

software development process is divided into phases in "The Waterfall" approach. In

this Waterfall model, the output of one phase is typically used as the input for the next

phase in a sequential fashion.

 Figure 1: Modified Waterfall Model

The waterfall model is a classical model used in the system development life

cycle to create a system with a linear and sequential approach. It is termed as waterfall

because the model develops systematically from one phase to another in a downward

fashion. This model is divided into different phases and the output of one phase is used

as the input of the next phase. Every phase has to be completed before the next phase

starts and there is no overlapping of the phases.

The Waterfall Model was the first Process Model to be introduced. It is very

simple to understand and use. In a Waterfall model, each phase must be completed

before the next phase can begin and there is no overlapping in the phases. The

waterfall model is the earliest SDLC approach that was used for software development.
 In “The Waterfall” approach, the whole process of software development is

divided into separate phases. The outcome of one phase acts as the input for the next

phase sequentially. This means that any phase in the development process begins only

if the previous phase is complete. The waterfall model is a sequential design process in

which progress is seen as flowing steadily downwards (like a waterfall) through the

phases of Conception, Initiation, Analysis, Design, Construction, Testing,

Production/Implementation, and Maintenance

II.2. Development Approach

Fish Bone Analysis

The researchers carefully checked the essential criteria to specify the exact

demand of the students and developed a functional system that is efficient and

effective. As shown in Figure 2, the fishbone diagram, were indicates the causes of the

main problem of getting the desired forms in Anselmo A. Sandoval Memorial National

High School.
1. The Man Power consists of the following sub causes:

1.1 Lack of Faculty Personnel - insufficiency of personnel who manages the

form.

1.2 Unorganized Step by Step Process - confusions and mistaken steps of

getting form caused by unorganized step by step process

2. The Nature consists of the following sub causes:

2.1 Pandemic - prevalent over a whole country or the world

2.2 Calamities - an event causing great and often sudden damage or distress

3. The Accessibility consists of the following sub causes:

 3.1 School Days Availability - the availability of the school operating hours

3.2 Availability of Faculty - the availability of faculty members in school operating

hours

4. Other Problems consist of the following sub cases:

4.1 Unorganized Forms - since the school is processing in a manual way, one of

their common issues is lack of record management.

4.2 Misplaced Forms - the school records are misplacing some of the forms

because of the manual process

 System Boundaries

The inputs of the requisitions solution, which was dedicated to Anselmo A.

Sandoval Memorial National High School were the students information and requisition

appointment or students information. It may also communicate via Email wherein the

students needed by their desired educational forms.

II.3 Schedule and Timeline

The system's development time frame was not hurried, but rather well planned and

timed, including a day of relaxation. There were designated days for each web page's

overall design and development of a particular feature. The admin panel is the first stop,

followed by the major pages.

 Student Information Management System for Anselmo A. Sandoval Memorial
National High School
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II.4 Project Teams and Responsibilities

Each team member was allocated a distinct duty based on their abilities. Requirements

collecting, system analysis, architectural design, implementation, testing, and

documentation are the six aspects of these jobs. To ensure the project's efficacy and

success, two members split up some responsibilities.

 II.4.1 Responsibilities

Name Position Contact Task

 Lead in planning,
executing, monitoring,
and controlling the
project
 Accountable for the
entire project scope,
the project team
resources
 Directs the completion
PROJECT of a specific project
CASTILLO, MARY JANE M. 09304372482
MANAGER and ensures that these
are on time, on
budget, and within the
scope
 Ensures the
successful completion
of the project
 Analyzes test results
after executing test on
the system's usability

 Controls the time

management
 Monitors the project
progress
 Organize and motivate
TEAM MANAGER 09611983007 the project team
CASTILLO, JOHN CARLO C.  In-charge of the
documentation
 Record the daily
progress of the system


ALBANIA, SAIRON LECS DESIGN 09317691540  In charge of the style

ARCHITECT and design of the
system
 Responsible for the
visual appearance of
 the system
 Assists in the coding of
the project
 Reviews the software
requirements
 Analyze the project
risk and issues
 Estimates the cots in
developing the budget


II.4.2 Activities and Tasks

 Allows students to request a form online

 Manage requests

 Manage forms

 Provide information of the students to easily identify the students status in the

school

 Assign faculty members on each requisition

 Generates a graphical report of approved requisition and monthly requisition

status

 Sends email notifications that contain students information and requisition status

once reservation status is changed.

 Provide a summary of the requisition

II. SYSTEM DESIGN

III.1. SYSTEM ANALYSIS AND DESIGN

System analysis focuses on system requirement description; defines the system

functional requirements, and requirement specification of the proposed system. System

design provides the technical specification and construction of the solution for the

requirements identified during the system analysis phase of the research/project. This

should include but not limited to: details of data structures, architecture, interfaces, and

procedural detail of software component of the research/project.

III.1.1. Functional Requirements

This section helped the researchers to capture the intended behavior of the system. The

functional requirements describe the features of functions that the system performed.

1. Requisition

Students may request a desired forms and transact on the system.

2. Students Record

Students are asked to give their personal details for clear transactions. It will also

provide the supporting data and information about the form of the student.

3. Registration

Every student should associate the School’s information management system

with an account.
 4. Automated Client Communication

Automating the process of requisition is essential to make the best use of your

time and look professional, giving a consistent experience to all of the students of

Anselmo A. Sandoval Memorial National High School.

5. Reservation Confirmation Email

The faculty admins of the school will automatically send an email to the students

immediately after the students enter their details to make a requisition

III.1.2. Non-Functional Requirements

Non Functional Requirements

The following non-functional requirements were considered in creating the

expected output of the study.

1. Security

The application must only be accessed by the registered user.

2. Usability

The application must be easy to use by every user. The system should have a

simple and well-designed interface.

 3. Maintainability

The application must be easy to maintain when an error or bug arises.

4. Reliability

The system will run 24/7 except when there is no power outlast.

5. Accessibility

Users can access the system anytime and only the students and school faculty of

Anselmo A. Sandoval Memorial National High School can access the system.

III.2. DATA FLOW DIAGRAM

The development of the Students Information Management System is to help the

management of Anselmo A. Sandoval Memorial National High School to increase the

productivity of the requests in making use of the latest technology and modernizing their

system in terms of requisitions. It is a system where the students can request an

desired forms to the school and where the faculty admin can check and update the

students request status, receive request and send confirmation.

 Figure 2. Context Diagram of Student Information Management System for

Anselmo A. Sandoval Memorial National High School

Figure 2 shows the Context Diagram of Web Based Student Information Management

System for Anselmo A. Sandoval Memorial National High School. Where the customer

can navigate the system to view the restaurant status and request for reservation while

the admin has the controls to update the status of the restaurant and send confirmation

of the request.
Figure 3. Data Flow Diagram of Student Information Management System for Anselmo

A. Sandoval Memorial National High School.

In Figure 3, the diagram indicates the data flow of the requisition from the student,

the checking of the available forms and the request for getting forms that enters to the

faculty admins going into the system where the faculty can check for requisition status

of the form and send confirmation. After the admin send the confirmation, the data will

automatically be saved in the systems database.

 Level 0 Diagram

The level 0 data flow diagram (DFD) of the system show, how the whole system

flow rather than the previous diagram. The level 0 DFD is the process and detail of the

system. This process is work by the flow of the entire work and functioning of the

system

Use Case Diagram

In this case diagram of the develop system and summarize the details of data
summary which where the Faculty Admin and Students.. It presents what was the flow
of interaction where connectable for each category included in the graph.
 Sequence Diagram

In this sequence diagram, the faculty must approve the Student management. If

the form was managed, the system would go on management book details to the faculty

& students. Otherwise, the student be notified if the form is available or not available.

Database Design

In this figure, the database tables illustrated the proportion of the reservation by

inside in each table. In this proportion, it is also remarkable that those are the

connections of each category in that tables, which are the table for the client’s

information to event reservation.

III.3. GRAPHICAL USER INTERFACE
Include screenshots of the web design
 CHAPTER 4

System Integration

IV.1. INTEGRATION SUPPORT

To boost efficiency and data consistency, integration guarantees that all systems

function together and in harmony. It also aims to resolve the complexity associated with

increasing system communication, since this reduces the effects of any changes that

these systems may undergo. The system was integrated by combining the component

sub-systems into a single unit and ensuring that they all work together as a unit.

IV.1.1. Resources and their Allocation

 Support Software - Data (PHP Admin, Visual Studio Code)

 Server - Xampp/Wamp Server

 Equipment - Laptop

 Software - PHP, HTML, CSS, JavaScript

Hypertext Markup Language (HTML)

HTML (Hypertext Markup Language) is derived from SGML (Standard Generalized

Markup Language). To create a webpage, HTML codes or tags are required. It is the

foundation of the webpage that allows it to function. The web browser can read this

code and show the web page's content. A text file containing HTML tags is known as an

HTML document. The well-known software applications that can produce HTML

documents include Notepad and Notepad++.

Hypertext Preprocessor (PHP)

It's a server-side programming language that's open-source. PHP was created to

bridge the gap between static HTML sites and completely dynamic pages like those

generated by CGI scripts. It integrates with MySQL using built-in functions and provides

two sets of functions to utilize when accessing MySQL databases. When given a.php

extension, it may access the programming language using PHP.

IV.1.2. Testing

The development lifecycle of a Student Information Management System (SIMS)

provides coding standards. Before executing a manual requisition procedure, students

can use requisitions to seek and get their own educational forms on digital devices. An

Admin or a Faculty Teacher reviews the changes. Security-related design issues are

discussed with the Faculty Teachers. Changes are introduced into the main codebase

when peer review and testing have been authorized. For change management and

patch control, all deployable builds are labeled. The default rollout procedure for the

Student Information Management System is (Login-> Add Requisition Letter-> Submit

Requisition Letter-> Approved -> Getting of Form).

III. SYSTEM ADMINISTRATION AND MAINTENANCE

V.1. RISK MANAGEMENT PROCESS

Automated systems are the most typically utilized during a pandemic. The bulk of

business transactions are done online, but because the epidemic has kept everyone

indoors, the security of internet transactions has been compromised.

Identified Risks
RID 001: Unorganized Forms
RID 002: Work Overload
RID 003: Unorganized Step by Step Process

Analyzed and Ranked Risks

Risk Risk Likelihood Consequence Vulnerability Spee Rank
ID d of
Onset
RID Unorganized 5 4 4 2
1st
Forms
001
RID Work 2 4 2 2
2nd
Overload
002
RID Unorganized 2 2 2 1 3rd
Step by Step
Process
Treat the Risk

Risk ID Risk Treat

RID 001 Unorganized Forms Check the data manually

RID 002 Work Overload Assign each personal on

designated tasks

RID 003 Unorganized Step by Set a clear manual step by step

Step Process process

V.2. FINANCIAL IMPACT

Estimated Funds Required & Budgetary Impact

ESTIMATE ADDITIONAL COMMENTS

  When a web system is put to the web, the first
Initial fees 2,500
cost is the expense of making it searchable and
running. The amount of money required to keep
Recurring fees 2,500
the system running is known as recurring
expenditures. Because it is projected to be
utilized by a larger audience, the hypothesis is
Assumptions 5,000
the estimated cost of system extension or
substantial enhancement.

  For network systems, bottom-up estimate is utilized as a pricing

strategy. The identification and assessment of individual project
Pricing
components is the first step in the cost calculation process. To
Methodology
arrive at the overall cost, the costs for each project work are
combined together.

These fees must be understood by both the project team and the
legal firm. It is necessary to have a better understanding of where
they are coming from. The budget set aside must also be
Budget Impact adjusted on a regular basis to keep up with the future goals that
both parties have in mind. Finance management must strike a
balance between the specified costs and expenses, as well as the
expected return from the system's use.

V.3 TIMELINE IMPACT

Describe any impact to plan schedule. List any start / end dates effected.

Unexpected uncontrolled problems arise throughout the development of a system.

These circumstances will have an impact on the system's development timeline.

Consider submitting a topic that is relevant to the project, but be aware that approval will

take time. It's challenging to compete with other thematic groupings. The group worked

hard from August 24, 2021, to August 30, 2021, to come up with a concept. It takes

multiple iterations to get at the final system to be produced. Supporters battled with

what methods to utilize in the system when it was first being developed. Until an

appropriate system design is identified, the layout will vary from time to time. Some

functionalities and features of the system need to be upgraded as it is being developed.

Some are insufficient and must be replaced with improved features or functionalities. To

acquire better system outcomes, learning from the lesson and applying it in good code

takes a long time. For future usage, the system should be clearly documented. Because

of the numerous delays in the production system, documentation must wait until the

whole development system is documented.

V.4 RISK MONITORING

REVIEWS OF RISKS & ISSUES – Check for issues that may have escalated.
REVIEW FREQUENCY
 Risks and issues related to the development of the system are examined on a regular
basis in order to identify them as low, medium, or high-level risks, and to give
appropriate solutions to mitigate their impact or reduce the likelihood of recurrence.
PARTIES RESPONSIBLE FOR REVIEWING

Mary Jane M. Castillo

MONITORING
REVIEW FREQUENCY
 The parties assigned to this task monitor the likelihood of risk and issues occurring
throughout the development of each aspect of the system. They regularly remind the
developers to be mindful of the dangers and difficulties that they have discovered
during the process whenever a new function is built. The group keeps a close eye on
even the hazards that have been resolved.
PARTIES RESPONSIBLE FOR REVIEWING

Sairon Lecs Albania

REPORTING
REVIEW FREQUENCY
 It is critical to document risks and issues from identification through resolution. The
same may be said for the reporting of all risk-related tasks that have been completed.
It is finished at the end of each stage of development, and their job is to report and
discuss issues with the rest of the team.
PARTIES RESPONSIBLE FOR REVIEWING

John Carlo Castillo

V.5. RISK CATEGORIES
Define grouping methodology / organization process of potential causes.

How the Risk

What is Describe the is currently Impact Likeliho Impa Likelih Ris What is the
the Identified managed? od ct ood k Risk?
Risk? Risk? sco
re

There is
Connectio insufficient Connect to Mild Low- 2 3 5 Connectio
n internet the reliable Medium n
connectio internet
n source

There is not Communi

Communic Moderat Medium 3 1 3 Communic
enough cate
ation e ation
communicati in
on social
media
platfor
ms

Managemen Slowing down

t of Students the students Always manage
Mild Low- 2 1 2 Management
the of Students
Reservation requisitions Medium
requests Reservation
process

Check the
Internet Loss of internet Mild Low- 2 2 3 Internet
internet connection Medium
before using
the system

Slowing down Refresh while

 System the the system Catastro High 5 4 9 System

system is down phic

Maintena System Check the Insignific Low 1 2 3 Maintenan

nce malfunction system ant ce

V.6. RISK ASSESSMENT MATRIX

 LOW MEDIUM HIGH EXTREME

0 1 2 3
Acceptable ALARP as low Generally Intolerable
RISK as reasonably Unacceptable
RATING practicable
KEY

Ok to Proceed Take Mitigation Seek Support Place Event

Efforts On Hold

SEVERITY
ACCEPTABLE TOLERABLE UNDESIRABLE INTOLERABLE
  Little to no Effects are felt, Serious impact Could result in
effect but not critical to course of disaster
on event to outcome action and
outcome

IMPROBABLE LOW MEDIUM MEDIUM HIGH

Risk is Unlikely –1– –4– –6– – 10 –

to Occur
LIKELIHOOD

POSSIBLE LOW MEDIUM HIGH EXTREME

risk will likely –2– –5– –8– – 11 –

occur

PROBABLE MEDIUM HIGH HIGH EXTREME

risk will occur –3– –7– –9– – 12 –

V.7. MITIGATION GRADING MATRIX

RISK MATRIX
SECTIONS IMPACTED
 LOW MEDIUM HIGH EXTREME
LOW N D C A
LIKELIHOOD MEDIUM D C B A
HIGH C B A A

RISK MITIGATION BASED UPON GRADE

GRADE POSSIBLE ACTION

As a priority, mitigation actions reducing both
A likelihood and seriousness are to be identified and
implemented at start of project.
Mitigation actions reducing both likelihood and
B seriousness are to be identified and implemented
throughout course of project.
Mitigation actions reducing both likelihood and
C seriousness are to be identified and costed for
possible action should funds permit execution.
Risk to be noted: No action is required unless grading
D
increases over time.
Risk to be noted: No action is required unless grading
N
increases over time.

V.8. STAKEHOLDER TOLERANCES

Define time and limitations of cost contingency reserves.

  Assign 15% of
Budget Shortage Medium  List down all the
the budget as
expense need to
preparation.
maintain the
web system.
 Prepare
needed
requirements
in maintaining
the web
system.

FORMAT OF DOCUMENT

1. Paper Size : The paper required must conform to the following requirements:
  Color: White
 Size: 8 ½ by 11 inches

2. Page Margins: For every page, margins on all sides shall be two and a half
centimeters or one inch. All information including page numbers should be within
the text area. The margin regulations must be met on all pages used in the
project document including pages with figures, tables, or illustrations.

3. Text/Font Styles and Sizes:

a. Acceptable serif type font style is Arial 12 or Times New Roman 13.
b. Text must be justified on both sides.

4. Spacing, Paragraphing and Indentions: The general text of the document shall
be double spaced.

5. Page Numbering: Page numbering must start from I-Introduction. Page number
must be placed at the bottom (center) of every page.