Z - Chapter 3

ONLINE SCHOOL MANAGEMENT SYSTEM 41
CHAPTER III
METHODOLOGY
This chapter presents the methodology to be used for this study and it consists of
the system development model, project design, project operation and testing procedures,
and the evaluation model.
System Development Model
Figure 2. Rapid Application Development Model
Figure 2 shows the Development Flow of the Rapid Application Development
(RAD) Model. The RAD Model is a type of software development process that focuses
more on building the prototype of the product rather than spending a lot of time in
planning (Vodovatova, 2015). Using this model, the developers can deal with constant
changes on the product based on the clients feedback without affecting the whole process.
The RAD Model consists of 4 phases, these phases are: Requirements Planning, User
Design, Construction and Cutover. This particular model will be used in developing the
Online School Management System for Little Stephanie Learning School.

Requirements planning phase
Requirements Planning is a critical stage of RAD Model. In this phase, the
proponents need to identify the system's objectives, expectations, research on the current
problem of the client by means of interview, define and finalize the requirements of the
system as well as any current or foreseeable problems that would require attention
throughout the development of the system. These aspects are important to identify as it
prevents miscommunications and costly changes to the system.
User design phase
The User Design phase is where the development stage of the system happens, it
involves prototype designing and creation, testing, and refining the prototype by finding
and fixing bugs and errors that will occur in the development. This phase involves the
developer and the client, the developer is the one responsible for making, fixing, and
refining the prototype while the client or the user is the one who tests the prototype. The
two keep in touch to discuss what worked and what didn't on the system.
Construction phase
The Construction phase is where the prototypes from the user design phase are
being combined and modified to make the final system. This involves preparation for
rapid construction, program and application development. Also, it includes code testing,
unit testing, integration testing, and system testing.

Cutover phase
The final phase of the RAD Model, this is where the implementation phase of the
system happens. It comprises data conversion, final testing, changeover to the new
system and user training.
Project Design
Below are the project designs that the proponents will be using in order to better
analyze and develop the Online School Management System for Little Stephanie
Learning School. The project design consists of UML Use-Case Diagram, Entity
Relationship Diagram (ERD), and Data Dictionary.
Use Case Diagram
The proponents used the Use-Case Diagram as a tool to identify the features that
will be included in the School Management System and to represent the user’s interaction
with the system that shows the relationship between the admin and other users.
Figure 3: Use Case Diagram of School Management System for LSLS.
Figure 3 shows the use case diagram of the School Management System for
LSLS. It depicts the graphical depiction of the admin, super admin, teachers, and students
interactions within the system. Students can fill up admission forms, view their class
schedules and grades in which they can download it and view the school announcements.
Teachers can add and edit their student grades and remarks, view their schedule and the
school announcements. Admins will be in charge of promoting students to higher grade
levels, managing the student admissions, organizing class schedules and generating the
school announcements. Lastly, the Super Admin will have the ability to manage the
maintenance for the school data. All four of them can view their own profiles.
Entity Relationship Diagram (ERD)
Figure 5. Entity Relationship Diagram of School Management System for LSLS
Figure 5 shows the Entity Relationship Diagram of the Online School
Management System for Little Stephanie Learning School. The diagram consists of the
following fourteen entity tables: admin, admissions, announcements, grade_level, grades,

parents, payment_record, quarter, rooms, schedules, sections, students, subjects and
teachers table. The diagram depicts the relationship of each entity to one another.
Data Dictionary
Table 1.
Data Dictionary for admin table
Column Data Type Description
admin_id int(11) Primary Key for Admin

Account
role varchar(50) Admin Role
a_firstname varchar(50) Admin First Name
a_middlename varchar(50) Admin Middle Name
a_lastname varchar(50) Admin Last Name
username varchar(255) Admin Username
password varchar(255) Admin Password
a_birthday date Admin Birthdate
Table 1 shows the data dictionary for the admin table which is composed of
admin_id, role, a_firstname, a_middlename, a_lastname, username, password and
a_birthday.
Table 2.
Data Dictionary for admissions table.
admission _id int(11) Primary Key for

Admissions Table
grade_level_id int(11) Foreign Key to Access

Grade_Level’s Table
admission_number varchar(255) Username for Enrollees
password varchar(255) Admission student

password
s_firstname varchar(50) Student’s First Name
s_middlename varchar(50) Student’s MiddleName
s_lastname varchar(50) Student’s Last Name
s_birthday date Student’s Birthday
pob varchar(255) Student’s Place of Birth
gender varchar(15) Student’s Gender
citizenship varchar(50) Student’s Citizenship
address varchar(255) Student’s Address
telnum varchar(11) Student’s Contact Number
f_firstname varchar(50) Father’s First Name
f_middlename varchar(50) Father’s Middle Name
f_lastname varchar(50) Father’s Last Name
f_occupation varchar(255) Father’s Occupation
f_mobilenum varchar(13) Father’s Contact Number
m_firstname varchar(50) Mother’s First Name
m_middlename varchar(50) Mother’s Middle Name
m_lastname varchar(50) Mother’s Last Name
m_occupation varchar(255) Mother’s Occupation
m_mobilenum varchar(13) Mother’s Contact Number

Table 2 shows the data dictionary for the admissions table. It is composed of the
Student’s Data including his/her parent’s information, datatype, description.
Table 3.
Data Dictionary for announcements table.
announcement_id int(11) Primary Key for

Announcement
role varchar(50) Determines which role

announcement will get
displayed
title varchar(50) Announcement Title
description varchar(255) Announcement Description
Table 3 shows the data dictionary for the announcement table that consists of
announcement_id, role, title, and description.
Table 4.
Data Dictionary for grade_level table.
grade_level_id int(11) Primary Key for Grade

Levels
grade_level varchar(50) Grade Levels
tuition decimal(7, 2) Amount of Tuition per

Grade Level
Table 4 shows the data dictionary for grade_level table. It consists of
grade_level_id, grade_level, and tuition.
Table 5.
Data Dictionary for grades table.
grade_id int(11) Primary Key for Grades

Table
school_year_id int(11) Foreign Key to Access

School Year’s Table
quarter_id int(11) Foreign Key to Access

Quarter’s Table
student_id int(11) Foreign Key to Access

Student’s Table
subject_id int(11) Foreign Key to Access

Subject’s Table
grades int(3) Students Grade per Subject
remarks text Description / Remarks
Table 5 shows the data dictionary for grades table. It is composed of
school_year_id, quarter_id, student_id, subject_id and the student’s grade per subject
including the remarks along with the data types and descriptions.
Table 6.
Data Dictionary for parents table.
parent_id int(11) Primary Key for Parents
f_firstname varchar(50) Father’s First Name
f_middlename varchar(50) Father’s Middle Name
f_lastname varchar(50) Father’s Last Name
f_occupation varchar(255) Father’s Occupation
f_mobilenum varchar(13) Father’s Contact Number
m_firstname varchar(50) Mother’s First Name
m_middlename varchar(50) Mother’s Middle Name
m_lastname varchar(50) Mother’s Last Name
m_occupation varchar(255) Mother’s Occupation
m_mobilenum varchar(13) Mother’s Contact Number
Table 6 shows the data dictionary for parents table which includes all of the
parents information.
Table 7.
Data Dictionary for payment_records table.
payment_record_id int(11) Primary Key for Payment

Records
student_id int(11) Foreign Key to Access

Student’s Table
amount_paid decimal(7, 2) The Tuition Amount Paid

by the Students
balance decimal(7, 2) Tuition Balance
date_of_payment date Payment Date
status enum(‘paid’, ‘ongoing’, Status of Payment

‘onhold’)
Table 7 shows the data dictionary for payment_records table. It consists of
payment_record_id, student_id, amount_paid, balance, date_of_payment, and status.
Table 8.
Data Dictionary for quarter table.
quarter_id int(11) Primary Key for Quarter

Table
quarter varchar(15) Quarter Name
Table 8 shows the data dictionary for the quarter's table including the data type
and description.
Table 9.
Data Dictionary for rooms table.
room_id int(11) Primary Key for Rooms

Table
room_name varchar(50) Room Names

Table 9 shows the data dictionary for the room’s table including the data type and
description.
Table 10.
Data Dictionary for schedules table.
schedule_id int(11) Primary Key for Schedules

Table

Grade_Level Table
section_id int(11) Foreign Key to Access

Sections Table
subject_id int(11) Foreign Key to access

Subjects Table
room_id int(11) Foreign Key to access

Rooms Table
day text Day of the Class
teacher_id int(11) Foreign Key to Access

Teachers Table
time_start time Time start of the class
time_end time Time end of the class
Table 10 shows the data dictionary for the schedule’s table. It is composed of the
student’s class schedule in a specific day, time, subject, and teacher, including the data
type and description.

Table 11.
Data Dictionary for sections table.
section_id int(11) Primary Key for Sections

Table
grade_level_id int (11) Foreign Key to Access

Grade Level Table
section_name varchar(50) Section Names
Table 11 shows the data dictionary for the sections table which consists of
section_id, grade_level_id, section_name and their data types and descriptions.
Table 12.
Data Dictionary for students table.
student_id int(11) Primary Key for Students

Table
role varchar(50) Students Role

Grade_Level’s Table
section_id int(11) Foreign Key to Access

Sections Table
s_firstname varchar(50) Student’s First Name
s_middlename varchar(50) Student’s Middle Name
s_lastname varchar(50) Student’s Last Name
s_username varchar(50) Student’s Username
s_password varchar(255) Student’s Password

s_birthday Date Student’s Birthday
lrn varchar(50) Student’s LRN
pob varchar(50) Student’s Place of Birth
gender varchar(15) Student’s Gender
citizenship varchar(15) Student’s Citizenship
address varchar(50) Student’s Address
telnum varchar(50) Student’s Contact Number
parent_id int(11) Foreign Key to Access

Parents Table
Table 12 shows the Data Dictionary for the student’s table specifically the
enrolled student in the school including the Data Type and Description.
Table 13.
Data Dictionary for subjects table
subject_id int(11) Primary Key for Subjects
subject_name varchar(50) Name of the Subject
Table 13 shows the data dictionary for subjects table that consists of subject_id
and subject_name.
Table 14.
Data Dictionary for school year table

school_year_id int(11) Primary Key for School

Year
school_year varchar(50) School Year
Table 14 shows the data dictionary for the school year table that consists of
school_year_id and school_year for the actual school year itself.
Table 15.
Data Dictionary for teacher table.
teacher_id int(11) Primary Key for Teacher’s

Table
role varchar(50) Teacher’s Role
salutation varchar(10) Teacher’s Salutation
t_firstname varchar(50) Teacher’s First Name
t_middlename varchar(50) Teacher’s MiddleName
t_lastname varchar(50) Teacher’s Last Name
username varchar(255) Teacher’s Username
password varchar(255) Teacher’s Password
t_birthday date Teacher’s Birthdate
Table 15 shows the data dictionary for the teacher's table which consists of the
teacher's name, username, password, and birthday.

Project Operation and Testing Procedure
For the operation and testing of the system, a Test Case is used to determine if the
system meets the requirements and functions correctly. The following are the steps
needed to undertake to be able to check the system's performance.
Table 15.
Test Case Scenario for School Website Module
Test Module Test Scenario Result
School Website 1. When the user opens a Passed or Failed

browser and types down
the web address, the
website can be accessed.
2. Navigate through the Passed or Failed

website’s navigation bar
then click every tab to see
if they are all working
accordingly.
3. When the user clicks on Passed or Failed

the “login” button it will
open the login page.
4. Input the username and Passed or Failed

password, user type and
birthdate in the login form
5. Click the “login” button. Passed or Failed
6. When the user clicks the Passed or Failed

“forgot password” it will
direct to the “reset
password” page.
7. Input the student number Passed or Failed

and birthdate.
8. When the “reset” button Passed or Failed

has been clicked, a
message will display that

says “The password has
been changed to its default
password”.
Table 16.
Test Case Scenario for Admission Management Module
Admission Management 1. Click the “Admissions Passed or Failed

Tab” located at the
navigation bar.
2. When you click the Passed or Failed

button for the admission
form, it will open.
3. Input the details in all Passed or Failed

the input fields in the form.

print button of the
registration form, the file
will be downloaded.
Table 17.
Test Case Scenario for Scheduling Management Module
Scheduling Management 1. Input username, Passed or Failed

(Student) password, user type, and
birthdate.
2. Login as a student. Passed or Failed

3. Click the login button. Passed or Failed
4. Click the “Schedule Passed or Failed

Tab”.

“Print Schedule” button the
system will generate a file
to be printed/downloaded..
Scheduling Management 1. Insert username, Passed or Failed

(Teacher) password, user type, and
birthdate.
2. Login as Teacher. Passed or Failed

Tab”

“Print Schedule” button the
system will generate a file
to be printed/downloaded.
Scheduling Management 1. Insert username, Passed or Failed

(Admin) password, user type, and
birthdate.
2. Login as Admin. Passed or Failed

Tab”
5. Click the “Add Passed or Failed

schedule” button, then the
schedule form will open.
6. Input grade level, Passed or Failed

section, room, day, time,
teacher, and subject.
7. When the “ Edit” button Passed or Failed

gets clicked, the schedule
form will open.
8. The admin can change a Passed or Failed

certain information within
the; grade level, section,
room, day, time, teacher,
and subject.
8. When the “Delete” Passed or Failed

button gets clicked it will
delete the specific existing
schedule.
Table 18.
Test Case Scenario for Enrollment Management Module
Enrollment Management 1. Insert username, Passed or Failed

password, user type as
admin, and birthdate.
3. Click the “login” button. Passed or Failed
4. Go to “Enrollment Tab”. Passed or Failed
5. When the dropdown Passed or Failed

button of “grade levels”
gets clicked, then a list of
sections will appear.

button of “sections” gets
clicked, then a list of
students will appear.
7. When the admin clicks a Passed or Failed

specific student the grade
of that student will appear.
8. When the admin clicks Passed or Failed

the “promote” button, a
message will be display

that the student is
“successfully promoted”
Table 19.
Test Case Scenario for Student Grades Management Module
Student Grades 1. Insert username, Passed or Failed

Management password, user type, and
(Student) birthdate.
2. Login as a student. Passed or Failed
4. Click the “Grades” tab. Passed or Failed

“print” button the system
will generate a file to be
printed or downloaded.
Grades Management 1. Insert username, Passed or Failed

(Teacher) password, user type, and
birthdate.
2. Login as Teacher. Passed or Failed
4. Click the “Grades” tab Passed or Failed

button of “sections” gets
clicked, a list of sections
that the teacher handles
will appear.
6. When the teacher clicks Passed or Failed

a specific section, a
masterlist of that section
will appear.
7. When the teacher clicks Passed or Failed

a specific student, there
will be an input field which
the teacher could input the
grades.
8. Input the grades of the Passed or Failed

student.
9. Click the “submit” Passed or Failed

button.
Table 20.
Test Case Scenario for School Announcement Management Module
School Announcement 1. Insert username, Passed or Failed

(Admin) birthdate.

button “Announcement”
gets clicked, the options
Create and View
announcement button will
appear.
5. When the “Create Passed or Failed

announcement” gets click,
it will be directed to the
“create announcement
page”
6. Click the dropdown Passed or Failed

button for “roles” at the top
left pane, then all the

different roles will appear
such as; student, teacher,
and all
7. Enter the announcement Passed or Failed

content at the message
field.
8. Click “Submit” button Passed or Failed
9. Click the dropdown Passed or Failed

button “Announcement”
and then click the “View
announcement” tab.
10. When the “view Passed or Failed

announcement” gets
clicked, it will be directed
to the “view announcement
page”.
10. To edit an existing Passed or Failed

announcement, click the
“edit” button
11. When the “edit” button Passed or Failed

gets clicked, the existing
announcement form will
get displayed.
12. Click the “role” Passed or Failed

dropdown button, to change
the role type.
13. Put the cursor at the Passed or Failed

message field to input and
change the content of the
announcement.
14. To delete an existing Passed or Failed

announcement, click the
“delete” button
15. When the “delete” Passed or Failed

button gets clicked, the
existing announcement will
be deleted.

(Student) birthdate.
2. Login as Student. Passed or Failed
4. Go to the “Home” page, Passed or Failed

to see the announcements.
Navigate the
announcements by clicking
the left and right button.

(Teachers) birthdate.
2. Login as Teachers. Passed or Failed
4. Go to the “Home” page, Passed or Failed

to see the announcements.
Navigate the
School Announcement 1. Go to the “Home” page, Passed or Failed

Management to see the announcements.
(Guest) Navigate the
Testing Method
Regarding the testing for the codes and programs of the system for the School
Management System for Little Stephanie Learning School, a Unit Test will be used as the
testing method. The system itself is made up of several modules and components, thus
that is why it was picked as the testing procedure as we can test the functionality of each
system component.
Evaluation Model
This study will use the ISO 25010 as the evaluation instrument to evaluate the
developed system. According to ISO 25010, a system's value is determined by how well
it serves the explicit and implicit needs of its many stakeholders. In the quality model,
which divides the product quality into characteristics and sub-characteristics, those
stakeholders' needs—functionality appropriateness, performance efficiency,
compatibility, usability, dependability, security, maintainability, and portability—are
precisely what are represented.
Eight of the aforementioned criteria make up the ISO 25010 model for product
quality, and each of these components is further broken down into thirty-four sub-factors
that relate to the static qualities of software and the dynamic features of the computer
system. Both software and computer systems can be used with the model. The
characteristics and sub characteristics offer standardized nomenclature for describing,
gauging, and rating the quality of systems and software products.
The product quality model defined in ISO 25010 comprises the eight quality
characteristics, which are;
Functional Suitability
This factor defines how well a software system or product performs given usage
scenarios, satisfying both explicit and implicit needs. This quality factor has been broken
down into three sub-factors; functional completeness, functional correctness, functional
appropriateness.
Performance efficiency
The capacity of a software system or product to manage the allotted number of
resources to offer and maximize performance is referred to as a factor. This quality factor
has also been broken down into three sub-factors: time behavior, resource utilization,
capacity.
Compatibility
The software's or system's capacity to communicate with other software or
systems flawlessly and carry out its intended functions while utilizing the same hardware
or software environment is a crucial consideration. The co-existence and interoperability
are the two sub-factors that make up the compatibility factor.
Usability
It is the factor that describes the extent to which software or system products can
be used to achieve specific goals with effectiveness, efficiency and satisfaction in a
specified context of use. The usability factor has a set of lower-factors which include;
appropriateness, recognizability, learnability, operability, user error protection, user
interface aesthetics, accessibility.

Reliability
It is the system's or software product's capacity to sustain its level of performance
or certain functionalities under specific circumstances for a specific amount of time is
expressed by a factor. The four lower-factors are; maturity, availability, fault tolerance,
and recoverability.
Security
It refers to how the software products or systems safeguard their information and
data against intrusion from other software goods or systems or from unauthorized
individuals. The security factor includes a number of supporting components, such as;
confidentiality, integrity, non-repudiation, accountability, authenticity.
Maintainability
It is the factor of software products or systems that can be defined as their ability
to be fixed, modified, or adjusted to recent changes in the environment. Five item lower-
factors, including; modularity, reusability, analysability, modifiability, and testability.
Portability
It is the attribute of software products or systems that is defined as the capacity to
move between different operational platforms, regardless of differences in hardware,
software, or other operational or usage environments. the following three sub-factors;
adaptability, installability, replaceability.

Table 21.
The Five Point Likert Scale
Scale Range Interpretation
5 4.51 – 5.00 Excellent / Highly Acceptable
4 3.51 – 4.50 Very Good / Very Acceptable
3 2.51 – 3.50 Good / Acceptable
2 1.51 – 2.50 Fair / Fairly Acceptable
1 1.00 – 1.50 Poor / Not Acceptable
This study will use the Likert Scale as shown in Table 21 as the rating scale to be
used for the evaluation instrument to measure if the developed system is functional and
acceptable.

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ONLINE SCHOOL MANAGEMENT SYSTEM 41

and the evaluation model.

System Development Model

Figure 2. Rapid Application Development Model

Figure 2 shows the Development Flow of the Rapid Application Development

Online School Management System for Little Stephanie Learning School.

Requirements planning phase

Requirements Planning is a critical stage of RAD Model. In this phase, the

prevents miscommunications and costly changes to the system.

User design phase

unit testing, integration testing, and system testing.

system and user training.

Relationship Diagram (ERD), and Data Dictionary.

Use Case Diagram

Figure 3: Use Case Diagram of School Management System for LSLS.

school announcements. Admins will be in charge of promoting students to higher grade

Entity Relationship Diagram (ERD)

Figure 5. Entity Relationship Diagram of School Management System for LSLS

Figure 5 shows the Entity Relationship Diagram of the Online School

following fourteen entity tables: admin, admissions, announcements, grade_level, grades,

parents, payment_record, quarter, rooms, schedules, sections, students, subjects and

Data Dictionary for admin table

Column Data Type Description

admin_id int(11) Primary Key for Admin

role varchar(50) Admin Role

a_firstname varchar(50) Admin First Name

a_middlename varchar(50) Admin Middle Name

a_lastname varchar(50) Admin Last Name

username varchar(255) Admin Username

password varchar(255) Admin Password

a_birthday date Admin Birthdate

admin_id, role, a_firstname, a_middlename, a_lastname, username, password and

Data Dictionary for admissions table.

Column Data Type Description

admission _id int(11) Primary Key for

grade_level_id int(11) Foreign Key to Access

admission_number varchar(255) Username for Enrollees

password varchar(255) Admission student

s_firstname varchar(50) Student’s First Name

s_middlename varchar(50) Student’s MiddleName

s_lastname varchar(50) Student’s Last Name

s_birthday date Student’s Birthday

pob varchar(255) Student’s Place of Birth

gender varchar(15) Student’s Gender

citizenship varchar(50) Student’s Citizenship

address varchar(255) Student’s Address

telnum varchar(11) Student’s Contact Number

f_firstname varchar(50) Father’s First Name

f_middlename varchar(50) Father’s Middle Name

f_lastname varchar(50) Father’s Last Name

f_occupation varchar(255) Father’s Occupation

f_mobilenum varchar(13) Father’s Contact Number

m_firstname varchar(50) Mother’s First Name

m_middlename varchar(50) Mother’s Middle Name

m_lastname varchar(50) Mother’s Last Name

m_occupation varchar(255) Mother’s Occupation

m_mobilenum varchar(13) Mother’s Contact Number

Student’s Data including his/her parent’s information, datatype, description.

Data Dictionary for announcements table.

Column Data Type Description

announcement_id int(11) Primary Key for

role varchar(50) Determines which role