E

UN

“MSU-TCTO PREPARATORY HIGH

IV E R S IT Y
AT
D A N A O ST

TAW
I-T A W

SCHOOL COMPUTERIZED STUDENT

IN

I
M

INFORMATION SYSTEM”

IN PARTIAL FULFILLMENT
FOR THE REQUIREMENTS IN
CSc 181(SOFTWARE ENGINEERING)

PRESENTED TO:
DEAN ROWENA HAMIS BUD
MINDANAO STATE UNIVERSITY
TAWI-TAWI COLLEGE OF TECHNOLOGY AND OCEANOGRAPHY
INSTTITUTE OF INFORMATION AND COMMUNICATION TECHNOLOGY
BONGAO, TAWI-TAWI

PRESENTED BY:

FERMIN J. HAMJA
FARSAUDI S. SAMAD
 INTRODUCTION

WHAT IS A STUDENT INFORMATION SYSTEM?

A student Information System (SIS) is an application for educational establishment to manage student
data. Student information systems provide capabilities for entering student test and other assessment scores
building student schedules tracking student attendance and managing many other student-related data needs in
a school, college or university. It is also known as st ud ent man ag eme nt sys tem (SMS) or sch oo l
ma na ge me nt s ys tem (SMS).

These systems vary in size, scope and capability, from packages that are implemented in relatively
small organizations to cover student records alone, to enterprise-wide solutions that aim to cover most aspects of
running large multi-campus organizations with significant local responsibility. Many systems can be scaled to
different levels of activity, and can be configured by their home institutions to meet local needs.

Until recently, the common functions of a student records system are to support the maintenance of
personal and study information relating to:
• Handling inquiries from prospective students;
• Handling the admissions process;
• Enrolling new students and storing teaching option choices;
• Automatically creating class & teacher schedules
• Handling records of examinations, assessments, marks and grades and academic progression;
• Maintaining records of absences and attendance;
• Recording communications with students
• Maintaining discipline records
• Providing statistical reports
• Maintenance boarding house details
• Communicating student details to parents through a parent portal report
BACKGROUND OF THE MSU-TCTO PREPARATORY HIGH SCHOOL

The Mindanao State University Tawi-Tawi College of Technology and Oceanography Preparatory High
School was established in 1964 as an extension of Mindanao State University Marawi Preparatory High School. It
is located at MSU-TCTO Compound Tubig Mampallam Bongao, Tawi-Tawi. In addition, the MSU-TCTO
Preparatory High School is under the College of Education department. Its first Principal was Prof. Armando B.
Macansantos Sr. . Presently, it is headed by Prof Caharl A. Ammang, principal; Prof. Dayang-Dayang Hamla K.
Hurbuda, Assistant Principal for Administration and Finance and Prof. Lorna S. Lukman, assistant Principal for
Academic affairs. And the school is using the Basic Education Curriculum or BEC. It has now three two-storey
buildings, the two buildings are for classrooms and the other is for Computer and Science laboratory.

The Mindanao State University Preparatory High School, currently keeps its record manually. Keeping a
record of students has been a terrible problem faced by the high school’s faculty and staff specially the registrar.
The adviser is the one responsible for Report cards and Master sheet of periodic grades. After it receives the
grading sheet from the subject teachers, it inputs the grades of the student to the report card and master sheet of
periodic grade then it submit to the principal, who will approve and verify the data. After that the adviser will
submit the approved and verified data to registrar.

Last enrollment School Year 2008-2009 there were 876 total of students enrolled in this school in which
492 females and 384 males, 258 first year students, 243 second year, 202 third year and 173 fourth year
students. And there were 599 students aged from 11-15 and 277 16 and above years old. And there were 48
teachers including the faculties and staffs employed in this school.
Statement of the Problem

The MSU-TCTO Preparatory High School keeps its record manually since it exists for more than forty
years now. The procedures followed are so time consuming especially in adding, sorting, editing and locating
students’ file. Besides, when the administration generate reports oftentimes entails access to each student file
which requires a lot of effort and time.

Then after a thorough analysis we found the following problems in the existing system:
1.) Inadequate filing system and
2.) Lack of availability of space for the records.

In which it results to:

1.) Misplacement of the records and
2.) Time consuming in updating the record.

Objectives of the Study

This study aimed entirely on the development and design of a Computerized Student Information
System of MSU-TCTO Preparatory High School that would surely help the high school’s faculty and staff and
minimize the time required in the existing system. Specifically, this study goaled to do the following:
1) Design and develop the MSU-TCTO Student Information System:
2) Evaluate student grades and academic status; and
3) Generate Reports.
REVIEW OF RELATED LITERATURE

In the past, universities and large school districts in particular have created their own bespoke student
record systems. One such example is the ROSI system at University of Toronto, Ontario Canada. With growing
complexity in the business of educational establishments, most organizations now choose to buy customizable
software and increasing numbers are buying software as service. Most student information systems in use today
are server-based, with the application residing on a central computer server, and being accessed by client
applications at various places within and even outside the school. But student information systems have been
moving to the web since the late 1990’s and that trend is a accelerating as institutions replace older systems.

In recent years, several forces have been driving an evolution of student information systems and, as a
result, leading many institutions to replace theirs. Those forces are:
• Demand for 24x7 web-based access to information by students, instructors, and (in primary and
secondary education) parents
• Increasing demands in the amount and frequency of data reporting for accountability and other purposes
(so-called “vertical reporting” up to state, provincial, and national agencies)
• Importance of integrating student information systems with other tools, especially relating to instruction
(IMS systems like SchoolNet and Schoolcity in the US), courses (CMS systems like Blackboard, Angel,
Sakai, Moodle), and learning (LMS systems and on-line course ware like APEX).

DATA DICTIONARY
Legal-character = {A-Z/a-z/0-9/’/-/ /}

Secondary-Student-Permanent-Record = Name + Date-of-Birth + Place-of-

Birth + Name-of- Parent-or-Guardian + Address-of-Parent-or-Guardian +
School-graduated-from-elementary + Number-of-Years-to-Complete-
Elementary + Year + General-Average + School + School-Year + Subjects +
Grades + Final-Rating + Action-taken + Days-in-School + Days-Present +
Days-Absent + Times-Absent

Report-card = Name + Subjects + Birth-date + Address + Sex + Year&Sec. +

Subjects + Grades+ Final-rating + Unit + Action-taken + School-year +
Days-in-School + Curriculum+ Days- Present + Days-Absent + Times-
Absent + Adviser + Principal

Master-sheet-of-periodic-grades = School-year + Yr.&Sec. + Grading-period

+ Curriculum-year + Teacher-or-adviser + Name-of-students + Subjects+
Grades + First-top-five + Average

Grading-sheet = Subject + Yr.&Sec. + Grading-period + Curriculum-year +

Teacher + Class- adviser + Name-of-students + First + Second + Third +
Fourth + Remarks + Subject- teacher

Name = First-Name + M.-I. + Last-Name

First-Name = {Legal-character}
M.-I. = {Legal-character}
Last-Name = {legal-character}
Name-of-Student = First-Name + M.-I. + Last-Name
Date-of-Birth = Month + Day + Year
Birth-Place = Barangay + Town + Province
ID-No. = {Legal-character}
Age = {Legal-character}
Sex = [male/female]
Occupation = {Legal-character}
Tribe = [ Tausug/Sama/Bisaya/Cebuano/Ilongo/Iyakan]
Religion = {Legal-character}
Address = Barangay + Town + Province
Province = {Legal-character}
Town = {Legal-character}
City = {Legal-character}
Barrio = {Legal-character}
Name-of-Parents-or-Guardian = Courtesy-title + First-Name + M.-I. + Last-Name
Address-of-Parents-or-Guardian = Barangay + Town + Province
Occupation = {Legal-character}
General-Average = {Legal-character}
Average = {Legal-character}
Yr.&Sec. = {Legal-character}
Adviser = First-Name + Maiden-Name+ Last-Name
Courtesy-title = [Mr./Ms./Mrs./Prof.]
Principal = Courtesy-title + First-Name + M.I. + Last-Name
Registrar = Courtesy-title +First-Name + M.I. + Last-Name
Subject-teacher = Courtesy-title +First-Name + M.I. + Last-Name
Report-card = Name + Subjects + Birth-date + Address + Adviser + Principal
Subjects = {Filipino + English + Math + Science + Makabayan + TEEP + MSEPP +
EP+ Arabic + Elective}
Filipino = {Legal-character}
English = {Legal-character}
Math = {Legal-character}
Science = {Legal-character}
Makabayan = {Legal-character}
TEEP = {Legal-character}
EP = {Legal-character}
Arabic = {Legal-character}
MSEPP = [PEHM/CaDT]
PEHM = {Legal-character}
CaDT = {Legal-character}
Earth-Science = {Legal-character}
STAT = {Legal-character}
ALNALYTIC-GEO = {Legal-character}
TRIGO = {Legal-character}
CALCULUS = {Legal-character}
Elective = [Earth-Science/STAT/ANALYTIC-GEO/TRIGO/CALCULUS]
Grades = {Legal-character}
Grading-period = [First/Second/Third/Fourth]
Second = [T/F]
Third = [T/F]
Fourth = [T/F]
Final-Rating = {Legal-character}
Action-Taken = {Legal-character}
Units-Earned = {Legal-character}
Year-&-Section = {Legal-character}
School-graduated-from-elementary = {Legal-character}
Number-of-years-to-Complete-Elementary = {Legal-character}
Curriculum-Year = {Legal-character}
Curriculum = {Legal-character}
Month = {Legal-character}
Day = {Legal-character}
Year = {Legal-character}
School-Year = {Legal-character}
Days-in-school = {Legal-character}
Days-Present = {Legal-character}
Days-Absent = {Legal-character}
School = {Legal-character}
Teacher-or-Adviser = Courtesy-title +First-Name + M.I. + Last-Name

PROCESS SPECIFICATION OF THE EXISTING SYSTEM

PROCESS 1: PROCESS STUDENT INFORMATION

BEGIN
IF student is new
ADD new student to records
RECORD student information
ELSE
IF student is old
FIND student information in students file
End if
SUBMIT student information to Registrar
Registrar store student information to Secondary Student Permanent Record
END

PROCESS 2: PROCESS GRADING SHEET

BEGIN
REPEAT UNTIL there are no more grades to input
INPUT student grades
END REPEAT
SUBMIT grading-sheet to principal for approval
SUBMIT grading-sheet to Adviser
END

PROCESS 3: PROCESS MASTER SHEET OF PERIODIC GRADES

BEGIN
REPEAT UNTIL there are no more grades to input
INPUT student-grades
END REPEAT
SUBMIT Master-sheet-of-Periodic-grades to Principal for approval
SUBMIT Master-sheet-of-periodic-grades to registrar
DO WHILE there are more grades to store
Registrar store students grade to Secondary-Student-Permanent-Record
READ next such student grades
END DO
END

PROCESS 4: RELEASE REPORT CARD (FOR FIRST, SECOND AND THIRD

GRADING)

BEGIN
REPEAT UNTIL there are no more grades to input
INPUT student-grades
END REPEAT
IF student belong to top-ten
COMPUTE average of periodic grades
ELSE
IF not an honor student
END IF
DO WHILE there are still report-cards to release
RELEASE report-card after sign by the Principal
END DO
RETURN report-card to adviser after sing by the Parent-or-Guardian
END

PROCESS 5: RELEASE REPORT CARD (FOR FOURTH/FINAL GRADING)

BEGIN
REPEAT UNTIL there are no more grades to input
INPUT student-grades
END REPEAT
IF student belong to top-ten
COMPUTE General-average of periodic grades
ELSE
IF not an honor student
END IF
SUBMIT report-card to registrar
DO WHILE there are still report cards to release
RELEASE report-card to student
END DO
END

PROCESS 6: EVALUATE STUDENT ACADEMIC STATUS

BEGIN
REPEAT UNTIL there are no more student-grades to be evaluated
IF student passed all the subjects
THEN
PROMOTE student to next year-level
IF student failed in any subject equal to three or more units
THEN
RETAINED Student
ELSE
IF student failed in any subjects in less than three units
THEN
ADVISE to summer subject or subjects
ELSE
ADVISE to transfer to other high school
END IF
END REPEAT
END

PROCESS SPECIFICATION OF THE PROPOSED SYSTEM

PROCESS 1: SUBMIT GRADING SHEET

BEGIN
DO WHILE there are more grades to input
INPUT student grades
END DO
SUBMIT grading-sheet to principal for approval
SUBMIT grading-sheet to Adviser
END

PROCESS 2: INPUT STUDENT INFORMATION

BEGIN
IF student is new
CLICK the button of add new records
RECORD student information
ELSE
IF student is old
ENTER student I.D. no. or Name in a search box
IF found update the student records
ELSE
If not found a warning message appear “STUDENT NOT FOUND”
THEN
Enter again the student I.D. no. or Name in a search box or check
the character you’ve entered
End if
END

PROCESS 3: INPUT STUDENT GRADES

BEGIN
REPEAT UNTIL there are no more grades to input
ENTER student I.D. no. or Name in a search box
IF found
THEN
INPUT student-grades
ELSE
IF not found
A warning message will appear “STUDENT NOT FOUND”
THEN
Enter again the student I.D. no. or Name in a search box or check
the character you’ve entered
End if
END REPEAT
END
PROCESS 4: SUBMIT REPORT CARD

BEGIN
REPEAT UNTIL there is no more report-card to submit
 IF report-card is not yet sign by the principal
SUBMIT report-card to Principal for approval
END IF
IF the final grades are already added
SUBMIT report-card to registrar
END IF
END REPEAT
END

PROCESS 5: RELEASE REPORT CARD

BEGIN
REPEAT UNTIL there is no more report-card to release
COMPUTE the average of students before releasing then
After all the average of students computed generate the student
rank and status
Message appears “The rank of students is ______________.”
IF releasing of report-card during the first, second or third-grading
DO WHILE there are still report-cards to release
RELEASE report-card after sign by the Principal
END DO
RETURN report-card to adviser after sign by the Parent-or-
Guardian
ELSE
IF releasing of report-card during the final-grading
SUBMIT report-card to registrar
DO WHILE there are still report cards to release
RELEASE report-card to student
END DO
END IF
END REPEAT
END