Faculty and Grading System

A Research presented
to the Institute of Technology
Polytechnic University of the Philippines

In Partial Fulfillment
of the Requirements for the Program
Diploma in Information Communication Management Technology

EDISON PANGILINAN
MARICON VILLAMIN
JACQUELINE MAE LABIT
RICA PONCE
NINA ROSALES
MICHELIE CAJAYON

October 2013

Recommendation Page

San Miguel National High School use manual computing of grades that can
cause slow computation and issuance of grades to the students.
We do a system that can help faculty members to compile all the records of
the students and compute its average.
Faculty members handle more than one sections each year level so that they
encounter problems like misplace of exams of student.
It will ask the faculty member about the specific section of the students
and it will give all the lists of the students and they have the privileged to select
the specific student and enter the corresponding equivalent of the exams and
activities. It will lessen the problems like misplacing of records of the students.

Acknowledgements

First we would like to thank our professor, adviser and our chairperson Mrs.
Josephine Dela Isla for all the guidance and support throughout this research, without
her, this research will not be possible.
We would like to acknowledge our classmates by entertaining each and every
one while doing this research and most especially ourselves as Group 7, without our
cooperation and unity we cant finish this research on the deadline.
To the San Miguel National High School for allowing us to conduct this research
and trusting us by giving their information. We hope that this system will help you to
have reliable and fastest computation of grades.
Lastly, Our God who gave life, courage, strength and opportunity to us, without
him we will never experience all the blessings and challenges in life that help us to be
strong and learned different things in this world.

Table of Contents

Page

TOP PAGE....

RECOMMENDATION PAGE..

ii

ACKNOWLEDGEMENT PAGE.....

iii

TABLE OF CONTENTS ........

iv

OBJECITVES OF THE STUDY.....

SCOPE AND DELIMINATIONS OF THE STUDY .

vi

CHAPTER 1: COMPANY PROFILE

1.1 Background of the organization

1.1.1 Symbol/Logo with description..

1.1.2 Organizational Chart.

1.1.3 History.

1.1.4 Stake Holders.

1.1.5 Location and Size..

1.1.6 Mission...

1.1.7 Vision..

1.1.8 Objectives/Thrust/Services.

1.2 Project Overview

1.2.1 Existing System Overview..

1.2.2 Current System Flowchart...

1.2.3 Existing System Manpower..

10

1.2.4 Cost/Benefit Analysis (old system)....

13

CHAPTER 2: SCIENTIFIC METHOD

CHAPTER 4: THE SYSTEM
2.1 Problem Recognition/Specification.
3.1 Database Design
2.2 Cause and Effect Relationship.
3.1.1 Database Schema.
2.3 Alternative Solutions..
3.1.2 Data Dictionary
2.4 Gantt Chart..
3.2 ERD Diagram (Entity Relationship)

19
6
20
2
20
3
21
5

3.3 Screen Design...

CHAPTER
3: COMPUTER
BASED SYSTEM FLOW
3.3.1 Screen
Inventory.

3.3.2 Screen Transition diagram...

3.1 3.3.3
Decision
Tree
Screen
Layout

341

3.2Reports
System Design.
Flowchart
3.4

11

3.33.4.1
Context
Diagram..
Reports
inventory..

21

3.43.4.2
DataReports
Flow Diagram..
Layout

31

3.5 Use Case Diagram...

3.6 Cost/Benefit
Analysis...
CHAPTER
5: SYSTEM
MANUALS

3.7 System Requirements.

5.1 User Guide.

5.2 Installer Guide/Read Me File...

APPENDICES
Data Gathering Instruments.

Existing client Form & Reports...

Resume..

Authors Page

Documentation and Source Code with DB in CD....

Executable Program with DB in CD

Bibliography

Objectives of the Study

To computerized a manual operation for a faster, reliable and accurate

operation.
To provide a computerized system that will give faster storing, retrieval

and computation of grades of each student.

To lessen the possibility of late issuance of grades due to problems

encounter by a faculty members while computing grades.

To provide accurate records of grades for each sections and students.

Scope and Delimitation

The scope of the study is about San Miguel National High School manual based
system of recording and computing of grades and the system that will change the
process and cycle of computing grades which the researcher made to help the school to
have faster, accurate and reliable system which is entitled Faculty and Grading System.
The study will provide computerized system allowing the faculty members, admin and
students to use the system. For faculty members that will use the system, they will be
given the right to encode grades of students and finalizing the average of student when
submission of grades. Instead of releasing card, this system may allow the students to
see their grades through this computerized system. And the admin will be given a role to
maintain the system.

Chapter 1:
COMPANY PROFILE

San Miguel National High School

Pambansang Mataas na Paaralan ng San Miguel
Scuala St., San Juan, San Miguel, Bulacan

Established:

1946

Type:

Public National High School

Principal:

Mr. Rosauro A. Villanueva

Academic:

189

Admin. Staff:

Students:

6120 (as of SY 2012-2013)

staff

1.1.1 Symbol/Logo with description

1.1.2 Organizational Chart

1.1.3 History

San Miguel National High School, formerly San Miguel High School is one of the
most active and known school in the province of Bulacan. It is located along Scuala St.,
Brgy. San Juan, San Miguel, Bulacan. The school opened its first class in the 1946, with
a two storey wooden building structured at the main entrance of the campus. After a
successful pilot school test, the school land area also increases as famous and
generous family of the town donates land for school expansions. Today, San Miguel
National High School caters estimated 6,000-7,000 students coming out majority from
the town, and others from its neighboring towns: Candaba, Pampanga; Gapan City,
Nueva Ecija; Dona Remedios Trinidad, Bulacan and San Ildefonso, Bulacan.
1.1.4 Stake Holders
Students of San Miguel National High School
Teachers, Department Heads, and Principal of San Miguel National High School
1.1.5 Location and Size
It was located at Scuala Street, San Juan, San Miguel, Bulacan.
1.1.6 Mission
San Miguel National High School is committed to equip and provide quality basic
education services to all socially valuable talents through formal and informal
systematic training, for the achievements of maximum development of other potential,
values and departments to empower them to partake fruitfully as workable citizen in a
literate cohesive, peaceful, progressive and compassionate society.

1.1.7 Vision
San Miguel National High School sees and operates par excellence in the development
of potentials of every Filipino learners by nurturing, financing and articulating the best in
them today, to enable them to compete in all endeavors based on Christian Doctrines of
love of God, country and people by the year 2015.
1.1.8 Objective/Thrust/Services
Educational excellence organizational efficiency equitable access to secondary
education.

1.2 Project Overview

There shall be four grading periods using the cumulative method. This means
that the grades for the second to fourth grading periods are computed based on the
30% - weight of the previous grade and the 70% weight of the tentative grade for the
quarter or grading period.

EXAMPLE:
Grade for the first grading period.................................
Tentative grade for the second grading period................

30% of 85
+ 70% of 87

85
87

= 25.50
= 60.90

_________________________
Computed grade

= 86.40

Therefore, the final rating for the second grading period is 86.

The numerical system of grading shall be used and grades shall be expressed in
multiple of one.
There shall be no maximum grade for any grading period. The lowest passing
grade in any given subject shall be 75%. The lowest grade (to appear in the report card)
that can be given to the student after transmutation of performance shall be 70.

The grade in each subject area shall be based on certain criteria weighed
accordingly as follows:
FILIPINO
Markahang Pagsusulit...............................................

25%

Interaksyong Pangklase............................................

35%

(Minarkahang isahan/ pangkatang pagsasagot o

Pakikipagtalakayan)
(Indibidwal/ Pangkatang Gawain na
Nagpapamalas ngMalikhaing Ebalwasyon)
Performans...........................................................

15%

Pasulat na Awtput................................................

25%

- Lingguhang Awtput (15%)

- Komposisyon

(10%)
______
100%

ARALING PANLIPUNAN
Markahang Pagsusulit..............................................

25%

Maikling Pagsubok..................................................

10%

Partisipasyong Pangklase.........................................

30%

Proyektong/Awtput.................................................

20%

Takdang Gawain.....................................................

15%
_____
100%

EDUKASYON SA PAGPAPAHALAGA
Markahang Pagsusulit.............................................

25%

Partisipasyong Pangklase.........................................

40%

Pasulat na Awtput.................................................

25%

Beheybyur...........................................................

10%
_________
100%

ENGLISH
Periodical Test....................................................

25%

Participation (Class Interaction)...............................

30%

Performance......................................................

30%

(reporting, role playing, argumentation, simulation etc.)

Project.............................................................

15%

(theme writing weekly written outputs, book reports)

_____
100%
SCIENCE
Periodial Test.................................................... 25%
Participation......................................................

15%

Quizzes............................................................

15%

Projects/Outputs................................................

10%

Assignment........................................................

10%

Performance......................................................

25%
_____
100%

MATHEMATICS
Periodical Test....................................................

20%

Quizzes............................................................

20%

Participation......................................................

25%

Assignment........................................................

15%

Long/Unit Test................................................... 20%

_____
100%
Sample Mathematics percentage of computation in fourth year level:
Periodical Test---------------------------------------------------

15%

Long Test---------------------------------------------------------- 15%

Quizzes-------------------------------------------------------------

15%

Assignment/Project-----------------------------------------------

25%

Recitation-----------------------------------------------------------

30%
_____
100%

TECHNOLOGY AND LIVELIHOOD EDUCATION (T.L.E.)

Periodical Test....................................................

25%

Quizzes............................................................

10%

Participation......................................................

20%

Projects............................................................

20%

Performance.......................................................

25%
_____
100%

MUSIC, ARTS, PHYSICAL EDUCATION AND HEALTH (MAPEH)

Periodical Test....................................................

25%

Quizzes............................................................

10%

Participation......................................................

15%

Projects/Output..................................................

25%

Performance.......................................................

25%
________
100%

The composite grade for MAPEH shall be computed by getting the average of all
the components (Music, Arts, P.E., Health for first to third year or Music, Arts, P.E.,
Health and CAT for fourth year).
In case a student does not obtain a composite passing grade in MAPEH due to
failure or deficiency in any one of the component subjects, he/she shall be given a mark
of INCOMPLETE but shall be allowed to complete within the next grading period the
deficiency in the component which he/she failed.

The grade for MAKABAYAN shall be computed based on the percentage weights
of the component subjects.
EXAMPLE: (First to Third Years)

Individual Rating

Percentage

Result Weight

AP

83

27%

22.41

MAPEH

85

32.5%

27.63

TLE

85

32.5%

28.60

EP

87

8%

6.96

_________________________
100%

85.60

In this case, the final rating in MAKABAYAN is 86%.

EXAMPLE (Fourth Year)
AP

87

23%

20.01

TLE

85

28%

23.80

MAPEH*

88

35%

30.80

EP

86

14%

12.04

__________________________
100%

Similarly, the final rating in MAKABAYAN is 87%.

*Includes CAT

86.65

If the student incurs any failure, the grade in MAKABAYAN shall be

INCOMPLETE. Failure in any of the component subjects shall mean repeating the
subject which the student failed.
Promotion and Retention
Promotion shall be by subject and by number of units. In this case, a student who
fails in three (3 units or less is promoted to the next curriculum level. On the other hand,
a student who fails in more than three (3) units is retained in the year level. Under this
circumstance, the student shall only be required to repeat the subjects that he failed and
should be given advance subjects in the next curriculum level.

After teachers computed the grades they will submit it 10 days after Periodical
Test. And it will be reviewed by Department Heads per subject before the
issuance of grades to students.

1.2.1 Existing System Overview

This School is using Manual Grading System. They do a lot of paper works,
manual computation, and manual distribution of grade reports.

1.2.2 Current System Flowchart

Students will perform

tasks like exams, quiz,
test and etc.

Teachers will organize

Students datas

Students Performances datas

will be stored

Computation and
Encoding of Grades

Displays every students

grades

1.2.3 Existing System Manpower

Students will generate the performances like quizzes, exams, activities and etc.
And the Teachers will compute those records then grades are generated.

1.2.4 Cost/Benefit Analysis

A. Salary
- Faculty Members

Php 18,250(Monthly)

B. Equipments
- Calculator

450.00

C. Office Supplies
- Ballpen (1 Box)

230.00

- Paper/Record books(1 Box)

450.00

- Recording Notebook

235.00

Overall Total

Php 19,615

CHAPTER 2: SCIENTIFIC METHOD

2.1 Problem Recognition/Specification

Teachers write the records of their students to their class records.

.Rumble papers of students per sections.

It is hard to compute grades for each student.

Errors in computation.

Late submission of Grade sheet.

2.2. Cause and Effect Relationship

Problem
Recognition

Cause

Effect

Teachers write the

Because teachers

Hard to compute

records of their

dont have online

grades because of

students to their

system which they

manual

class records.

can directly encode computation.

the grades of their

Rumble papers of

students.
Because teachers

Multitasking of

students per

handle lots of

teacher is a must.

sections

students per

It is hard to

section.
Because every

Sometimes issuing

compute grades for teacher handle a

of grades

each student.

numbers of

scheduled when

students every

next grading period

section and every

was already start.

Errors in

year level.
Due to manual

Error in grades of

computation

computation,

students.

Teachers
sometimes commit
errors in computing
grades without
realizing it.
Late submission of Because of the

Late

Grade sheet

grades.

manual

issuing

of

computation of
grades and
insufficient time
submission of
grade sheets to
department heads
is late.

2.2. Alternative Solutions

Teachers

Problem Recognitions
write the records of

Alternative Solutions
their The teachers must provide one record

students to their class records.

book for each section. And every exams

and activities, teachers must write it

Rumble papers of students per sections

immediately to the class record.

The teachers must record the performance
of each student immediately before losing

Errors in computation

the papers.
Teachers must double check each final
grade that has been computed to have
accurate result of aversage grade.

2.4 Gantt Chart

CHAPTER 3:
COMPUTER BASED SYSTEM FLOW

3.1 Decision Tree

Students Grade
Status

Yes

Student
Passed?

No

Student Dropped
Student Failed

Student can
continue to the
next grading
period/year.

Student can be
dropped or
Teachers can give
special project for
them to pass.

3.2 Flowchart
Students will perform
tasks like exams, quiz,
test and etc.

Teachers will organize

Students datas

Students Performances datas

will be stored

Keep Students
Records in
Database

Computation and
Encoding of Grades

Displays every students

grades.

3.3 Context Diagram

Students
Students Performance

Faculty
Members

Computing
Students
Grades

- Attendance
- Chapter Quiz
- Activities
- Final Exams
Students Records

Students Name
Attendance
Chapter Quiz
Activities
Final Exams

3.4 Data Flow Diagram (LEVEL 1 3)

Level 1

STUDEN
T

Performing
activities, quizzes,
recitation, and
periodical test

Final Grade

FACULT
Y
MEMBE
R
Faculty and
Grading System

Computing
student grades
to get the
average grade.

Create
student
record

Level 2

STUDEN
T

Performing
activities, quizzes,
recitation, and
periodical test

Student Record with Final Grade

FACULT
Y
MEMBE
R

Faculty and
Grading System

Gathering of
students raw
data

Averaging of
students
performance

Recording of
Final Grade

Level 3

STUDEN
T

Performing
activities, quizzes,
recitation, and
periodical test

Student Record with Final Grade

FACULT
Y
MEMBE
R

Faculty and
Grading System
Gathering of
students raw
data

Recording the Final

grade per student and
averaging it from highest
to lowest to select the
best students per
section

Computing grades with

its equivalent
percentage

Summarizing the
performance per
students including
their attitude basedgrade

3.5 Use Case Diagram

The grades will be
automatically review by
Department Heads by
opening it online.
Attendance, behavior
and participation

STUDENT

Performing activities
with equivalent grades.

Taking up quizzes, long

test and Periodical Test

It will also provide

account for students to
see the grades online
during issuance of
grades and to see
information regarding
their schools.

It will compute all the

equivalent grades
automatically and it will
give the average grade
of each student.

Announcing of
the issuance of
grades online.

Computerized
System for Faculty
and Grading
System
Encoding of rate of attendance,
behavior, performance, quizzes,
long test and Periodical Test

3.6 Cost/Benefit Analysis

3.7 System Requirements

Hardware:
Monitor
15.6" Ben Q LED Widescreen
Keyboard
A4tech KRS-83 PS Keyboard
Mouse
Power Logic USB Mouse
Printer/Scanner
Samsung SCX-3200 Multifunction

Processor
Intel Pentium G840 Sandy Bridge 2.8Ghz
Motherboard
ECS G41T-R3 G41/DDR3/A/V/L
RAM
Kingston 1GB PC5300 DDR2 667
Hard disk
Toshiba 500 GB 3.5 Sata
Casing
Fortress Venus ATX 700W PSU
Software:
OS - Windows XP/Windows 7
Antivirus
Microsoft Office
USB Disk Security
Microsoft Visual Studio 2010 Professional

CHAPTER 4:
THE SYSTEM
4.1 Database Design
Database design is the process of producing a detailed data model of
a database. This logical data model contains all the needed logical and physical design
choices and physical storage parameters needed to generate a design in a Data
Definition Language, which can then be used to create a database. A fully attributed
data model contains detailed attributes for each entity.
4.1.1 Database Schema

4.1.2 Data Dictionary

Field Name

Data Type

Description

FacultyName

Text

Stands for the Facultys Name

FacultyNumber

Text

Stands for the Faculty Account Number

FacultyPassword

Number

Stands for the Faculty s Account

Students

Text

Password
Stands for the Students

StudentName

Text

Stands for the Student Names

StudentGrades

Number

Stands for the Students Grades

FirstGradingGrade

Number

Stands for the Students First Grading

SecondGradingGrade

Number

Grade
Stands for the Students Second Grading

ThirdGradingGrade

Number

Grade
Stands for the Students Third Grading

Grade
FourthGradingGrade
FinalGrade

Number

Stands for the Students Fourth Grading

Number

Grade
Stands for the Students Final Grade

4.2 ERD Diagram (Entity Relationship)

Faculty Name

Faculty Number

Students Year
Student Section

Faculty Password

Students Name

Encode
Faculty
Member

Students

Subject

Grade per grading period

Grades

4.3 Screen
Design
Student
Name,
Year
and Section

Final Grade

Check

First Grading Grade

First Grading Grade

First Grading Grade

First Grading Grade

4.3.1 Screen Inventory

San Miguel National High School (Main Form) Main screen.

Select Access (Button) Will let you choose your access mode.
Help (Button) Will explain how the system works.
Exit (Button) Will close the program.
Student (RadioButton) Will let you access the system as a student.
Faculty (RadioButton) Will redirect you to the faculty member log-in form to access
the system.
Home (Button) This is the default display when you select student access.
News and Updates (Button) Will show you the latest news and updates about the
school.
Grade (Button) Will let you select your year and section to see your grades.
Help (Button) Will explain how the system works.
Exit (Button) Will get you back to the main form.
Select Subject (Form) Will let you select the subject.
Grades (Form) Will let you select your year and section to see your grades on a
particular subject.
Faculty Access (Form) Allows you to access the system with faculty member
restrictions.
Encode Grade (Button) Will redirect you the the Encode Grade form.
Encode Grade (Form) Will let you choose your subject and show your students on a
particular year and section.
Encode Grades by Year and Section (Form) Will let you encode each students
grades on a particular section.

4.3.2 Screen Transition diagram

Main

Student

Select
Access

Faculty

Home

News, Updates, and Events

Help
Encode
Grades

Check
Grades

Select subject, year

and section.

Encoded Grades
that can be seen
by the students
through the
system

4.3.3 Screen Layout

This shows the front form of San Miguel National High School Grading System where
you can select your access type.

This shows the main GUI of a student access.

This shows the main GUI of a faculty member access.

This form lets you choose to check your grades on a particular subject.This form lets
you view your grades by selecting your year and section.

This form lets view the year and sections that youre handling in a particular subject.

This
form
shows
you

the list of students that youre handling in a particular year and section and lets you
encode their grades.

4.4 Reports Design

A Report Design is a design that will show a report used in system. In Reports
Inventory, it will show the design view of login and Student and Faculty tables. In
Reports Layout, it shows the report we made in Microsoft Access/Crystal Report.

4.4.1 Reports Inventory

This table shows the design view and datasheet of faculty log-in table.

This table shows the design view and datasheet of student grades

This table shows the design view and datasheet of students list.

4.4.2 Reports Layout

CHAPTER 5:
SYSTEM MANUALS

5.1 User Guide

To access the system, click
SELECT ACCESS

Choose whether youre a

faculty member or a student
then click OK

(Student) After clicking the student button,

click PROCEED
(It will automatically redirect you to the student access
section.)

The HELP button will give you more

understanding about the system

Latest news and updates at your school

can be seen by clicking the News and
Updates button.

To proceed on checking your grades,

click the GRADES button.

To proceed on checking your grades,

choose the subject youContinue
want thatby
you
selecting your
want to check. year and section

(For Faculty members)

Log-in your full-name, assigned faculty
number, and password to fully access the
To proceed on encoding grades, system
click the ENCODE GRADES
button.

A list of names on the left side will appear. (Names of the

students
on that particular
section that you clicked.)
Select subject and your
handling
year
and section on that
subject will appear.
Type their names and their corresponding grades on the
given textbox, click compute then save.

5.2 Installer Guide/Read Me File

Extract the .rar file into your computer.

After extracting the .rar file, Go to the folder named WindowsFormApplication3

folder -> bin folder -> debug folder -> then right click the
WindowsFormApplication3.exe and then click create shortcut to your desktop.