Pangasinan State University

San Carlos Campus

San Carlos City, Pangasinan
S.Y. 2017-2018

SYSTEM ANALYSIS AND

DESIGN

Submitted by:

ARENAS, JOHN KHERT A.

DE GUZMAN, ANTHONY R.

ROSARIO JOJO JR., A.

Submitted to:

MR. JOSE CARLO C. GAMBOA

 Chapter 1

INTRODUCTION

Project Context

Nowadays, technologies are very useful in everyday life. As technology grow

rapidly, manual systems are being replaced by computers or any advanced technology

that makes our work faster. In recent years, there is a rapid development of technology.

One of the very successful technologies which is gaining a fast pace popularity in the

global consumer market is the mobile technology.

The creation of mobile applications for different purposes such as for gaming, for

educational purposes and even for entertainment continues all over the world.

One of the most common problem encountering by the school teachers are the

manual recording and monitoring of the daily attendance, scores in every

quizzes/exams, recording of grades of their students etc. In this paper, we discussed

on the formulation of a mobile application that will help particularly the school teachers

to ease their work and to lessen the time that they are consuming in recording of every

data of their students. As a student, we witnessed our teacher’s difficulties of recording

daily attendance, scores in every quizzes and the computing of grades etc.

As the emergence of mobile technology, there is a bigger chance of success for

the development of a mobile application that will benefit the teachers for a more

systematic way of recording and monitoring of every data of their students.

 The proponents intends to develop a mobile application that will provide fast and

reliable system for storing of the students’ data through a more systematic way. It is an

all in one recording tool of every educators. It will redefine the education system and

eases the lives of teachers. Through the creation of this mobile application, teachers will

be more productive as it will lessen their time for manual works.

Purpose and Description

The purposed and description of the project was to develop and create a mobile

application that will serve as a useful tool for every school teachers in recording of their

students’ daily attendance, recording of scores in quizzes/exams, their performance and

recitation percentages, computation of grades and so on. The development of the

“TEACHERKIT” mobile application will benefit our educators and it will provide them an

all in one recording tool for recording and managing every data of their students.

Objectives

The main objective is to develop a mobile applications that will serve as an all in one

recording tool for teachers.

Specifically aims the following:

 To replace the manual process of recording every data of the students in a more

systematic way and technology based system.

 To provide the educators a tool that will help them in their work. They can also

take it anywhere, everywhere as it is a handy tool.

 To lessen the time consuming in the recording of everyday data of the students.
 To manage the students’ data very fast and conveniently.
  To lessen the cost of the teachers in their paper works.
 To store the students’ data more secure.
 To increase the productivity of every teacher as the all in one recording tool will

help them do their job done without consuming all their time in recording students

data alone.

Scope and Limitation

The proposed project “TEACHERKIT” mobile application will be specifically

developed for smartphones, tablets having an android 4.4 version or higher.

Furthermore, the application can be used offline, regardless of time and place, provided

that the mobile device that will be used had enough power to run the application until

the user can record all the needed data.

The proposed TEACHERKIT mobile application focuses on the recording and

managing of students’ data. The mobile application can only be managed by the

user/administrator. The mobile application comprises the ability of the user to add,

remove and update data. The mobile application can also automatically compute grades

through inputted data. The computation of grades depends on the grading system uses

by the user by setting it up in the “Setting Options”.

Chapter 2

REVIEW OF RELATED LITERATURE OF THE SYSTEM

 This chapter contains the professional literature and studies here and abroad

deemed to have relevant to the present investigation that support the study in order to

gain much broader concept and understanding of the problems that may arise.

RELATED LITERATURE

Foreign Studies

According to the University of Florida (2012) explained that a student is an

individual who is registered for a university credit course or program. A student record,

also known as an education record, contains information directly related to a student,

which means that the record is personally identifiable. Personal identifiers that relate a

record to a student include student name, student ID/social security number, student

address, parent/family member names, and a list of personal characteristics. Student

records are maintained in multiple media including handwriting, print, computer’s main

memory, magnetic tape, cassette, disk or CD. Student records may be presented by the

student, submitted on behalf of the student, or created by the University. These records

are used to assist offices in their support of basic institutional objectives and to

document student progress and achievement in the educational process of the

University.

Records Management Good Practice Note 12: Security of Records

[Link]

records
 There are many reasons for making sure that records / documents / information

are kept securely. The contents of the records may contain: Personal or confidential

information, Sensitive or commercial information, for instance financial data

There is also a need to ensure:

• That data / information is not changed (either accidentally or purposefully)

• That data / information should be protected against loss, and that if it is lost, that

there is some backup or copy

• That data/information should be protected against loss in transit, and against the

danger of falling into the wrong hands

• That the authenticity and integrity of the information should be maintained, in case it

is needed as evidence.

Ways of ensuring this will include:

• Maintaining and preserving the records

• Controlling the accessibility of the records

• Controlling the way that records are transferred or sent to third parties

• Ensuring that records are kept in the best location for the purpose, whether

electronic or physical

• Being aware of university policies and procedures in relation to records, as well as

the legislation which we have to abide by.

The Data Protection Act 1998 requires us to keep any records which contain

personal data in the most secure manner possible. But it is also good practice to protect

records, even when they do not contain personal data. They may need protecting

because they are commercially sensitive, and they may also need protecting because
they are business critical or key in some way. They may also be simply important for

you, in order for you to carry out your role efficiently and easily. Therefore we all need to

follow the university’s codes of practice, procedures and policies, as well as relevant

legislation.

Building an Automated Student Record System

[Link]

New reporting requirements and changes in technology have increased the need

for managing student data efficiently. This step-by-step guide offers suggestions,

checklists and case studies for designing or upgrading automated student information

systems. The guide suggests that education agencies use data elements that are: (1)

collected on a regular basis, (2) reliable, (3) valid, (4) quantifiable and (5) consistently

defined by a recognized body in education. (National Center for Education Statistics,

2000).

Records Management

[Link]

Storage of records has always been a fundamental objective of information

systems. However in the past decade managing sensitive information throughout its

lifecycle, from creation to destruction (or archival), has become of significant

importance.

The increasing awareness of the impact of technology on privacy has added

momentum to the need to have better enforcement of records retention policies.

Organizations today not only have to comply with regulations, but also have to maintain

a balance between operational record keeping requirements, minimizing liability of

storing private information, and customer privacy preferences. This work will not attempt

to define the term “record” in the broad context. Instead the term will be treated in all its

generality and then applied to the world of relational databases. Without attempting to

differentiate terms such as data, knowledge, information and record, it is recommended

that the reader maintain a simple but consistent definition of a record throughout this

thesis.

Local Studies

Student Information System

[Link]

Notably, student information system or SIS incurs such application software

designed for educational establishments to manage student data. Student information

systems provide capabilities for entering student test and other assessment scores,

building student schedules, tracking student attendance as well as managing many

other student-related data needs within the institution university. Thus, many of these

systems applied in the Philippines can be scaled to different levels of activity and can be

configured by their home institutions to meet local needs. Moreover, before universities

have created their own bespoke student record systems, but with growing complexity in

the business of educational establishments, organizations now choose to buy

customizable within the shelf software. It can be that, modern student information

systems are usually server-based, with the application residing on central computer
server and are being accessed by client applications at various places within and even

outside the school. During the year 1990s, student information systems have been

changing and are fast adopted through the presence of a web medium as a channel for

accessing SIS without any hassle upon viewing student details and information. Ideally,

educational institutions are under constant pressure to demonstrate both willingness

and capacity to incorporate the latest developments in student information systems

along with communications technology supporting various teaching ways. As Liao et al.,

(2007) asserts that SIS process within such technological sophistication does create

precise knowledge edge, that such SIS application can be appealing to students and to

the academic faculty as well as the parents. Thus, believing that technology is the

repository of the bulk of the information that underpins society’s major enterprises and

concerns and the medium of communication through which SIS interact with one

another.

[Link]

Based on the study of Andrienne Gail E. Ramos, etc… (2011) entitled

Systematized Grading System of Canossa School High School Department. The school

is having problems in transferring grades from one grade sheet to another. Re-checking

and re-encoding grades takes some time. The proponents attempts to design and

develop a grading system which it has the same process and flow as the old system.

However the proposed system has eliminated manual writing and the school staff can

prevent time and energy consumption by using a system that guarantees accurate

grade recording. It will also eliminate tons of papers used in computerized grading
sheet, grading sheet per quarter, and summary sheet. The grade will directly encode in

the system. Visual Basic is used as a tool for programming the functionalities of forms,

buttons, menus, and encoding of grades. They also used Microsoft Access 2007 for the

recording of data and grades of the students and Adobe Photoshop CS4 for editing

images and icons for the interface of the system. On the thesis A Computer-Based

Generic Registration System by Julius Ivan A. Layos (2002), he stated that computers

are known for their speed, accuracy and efficiency. The proponent conducted this study

that arrived to create a standard computer based registration system for elementary and

high schools. The software is designed to run on Windows 95, 98, NT, ME and 2000.

Visual Basic 6 by Microsoft was the programming used in implementing the software

product. It is the most popular Rapid Application Development (RAD) tool. One very

important feature of Visual Basic is a reversal of the normal approach to programming.

Adobe Photoshop is also one of the software used in creating the system.
 Chapter 3

METHODOLOGY

On this chapter, the researchers discussed the methodology used in developing

a system. The following paragraph contains the Development of the System and

explains the research design, techniques and tools, data gathering and instruments and

procedures used in this project.

Methodology of the Study

Rapid prototyping refers to the practice and the set of tools that allow the

physical construction of an object directly from its virtual computer-based

representation. In the software development industry, the expression is also used to

refer to Rapid Application Development (RAD), which is a method and a set of tools

allowing the rapid production of software systems from concept to finish. RAD is an

alternative approach to software development that helps create software prototypes in

much shorter time than would be required using a more structured method such as the

System Development Life Cycle (SDLC). Although it’s not intended to completely

displaced the SDLC, the used of RAD has proven to be appropriate in environments

where the user requirements and other factors of production are constantly changing. It
allows analysts and developers to quickly adjust and adapt to such changes while

maintaining the focus on the overall goals and objectives of the project.

The Stages of Rapid Application Development (RAD)

Analysis and Design

The Structure of the RAD cycle are performed repeatedly in a cycle until the
system is completed.

Prototype Cycles

The prototype cycle are performed repeatedly in a cycle until the system is
completed.

Data Model

Data model have been built during the analysis and design phases of a project to
ensure that the requirements for a new application are fully understood. A data model
can be thought of as a flowchart that illustrates the relationship between data.

Figure1. Rapid Application Development (RAD) Methodology

Brainstorming

The researchers and developers generate a number of ideas for the solution of

the problem. Brainstorming is done through sharing of ideas and focuses on what is

really needed in the development of the system considering the needs of the end user.

Each idea helps the developers to visualized the system to be developed

Requirements Gathering and Analysis

One of the most important tasks in the development of the mobile application is

the initial data gathering phase. The researchers agree on business needs, project

scope and, constraints and the system requirements.

 The researchers gathered the needed data for the development of the system

through interview, collected information and visualized the depth view on the

functionality of the system.

The requirements gathered are into working prototype that includes some of the

features of the final system. The prototype may be a more different from the eventual

implementation.

Object Creation

The developer interact with the intended user and develop a models or

prototypes that represent the system processes, inputs and outputs which are the basic

requirements and features needed in the development of the system and eventually it

will be ready for user review.

User Review

The intended user verified the proposed mobile application if the specifications

were met. The working prototype is reviewed and evaluated by the intended user and

makes suggestions. The suggestions creates a new sites of requirements. Depending

on the degree of changes to the requirements, the developers might need go back to

brainstorming activity or proceed to creating a new prototype based on the new site of

requirement.

Final Code
 The codes are finalized after the user are fully satisfied with the development of

the system. This activity includes documentation, improving the interface of the mobile

application and improving the efficiency of the application in terms of execution.

Requirements Documentation

In this phase, it will illustrate the presentation of the developed system which are

introduced in statistical methods that are obtained from analysing information, gathering

data and other resources. In order to demonstrate the flow of data, determine and

understand the basic function. It also shows how will the system work properly and it’s

different features.

Testing

The developer test the developed system to know if there’s an error. The testing

helps confirm whether the resulting system is in conformance with the system

requirements.

Implementation

The developers suggest to use this project “TEACHERKIT” mobile application to

help the user do his/her job done very fast and easy in recording of his/her students’

data.

Use Case Diagram

 Figure 2. Use Case Diagram of Teacherkit mobile application

Entity Relationship Diagram

An entity relaaationship model describes inter-related things of interest in a

specific domain of knowledge. An ER model is composed of entity types (which classify

the things of interest) and specifies relationshipa thet can exist between instances of

those entity types.

 Figure 3. Entity Relationship Diagram (ERD)

Data Flow Diagram (DFD)

A Data Flow Diagram (DFD) is a graphical tool that allows system analysts (and

system users) to depict the flow of data in an information system. The DFD is one of the

methods that system analysts use to collect information necessary to determine

information system requirements.

 Top (0) Process Level

TEACHERKIT Mobile Application

Level 1: Register
Level 1: Forgot Password

Level 1: Login
Level 1: Load data