IV E R S IT Y

MINDNAO STATE UNIVERSITY

TAWI-TAWI COLLEGE OF TECHNOLOGY AND OCEANOGRAPHY
UN
E
AT
D A N A O ST

TAW
INSTTITUTE OF INFORMATION AND COMMUNICATION TECHNOLOGY
I-T A W
IN

I
M

IN PARTIAL FULFILLMENT
FOR THE REQUIREMENTS IN
CSS 181(SOFTWARE ENGENEERING)

A CASE STUDY:

“MSU-TCTO PREPARATORY
HIGH SCHOOL STUDENT
INFORMATION SYSTEM”

SUBMITTED TO:

DEAN ROWENA H. BUD

SUBMITTED BY:

FERMIN J. HAMJA
FARSAUDI S.
SAMAD
 “BACKGROUND OF THE MSU-TCTO PREPARATORY HIGH SCHOOL”

The Mindanao State University Tawi-Tawi College of Technology 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.

Presently, the MSU 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 then the principal 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.
St atem ent o f t he P ro blem

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.

Obj ec tiv es of t he St ud y

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. Specially, 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.

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

DATA FLOW DIAGRAMS OF EXISTING SYSTEM

FIG.1 PROCESSING STUDENT INFORMATION

STUDENT SECONDARY
STUDENT
FILE
PERMANENT RECORD

FIG. 2 PROCESSING GRADING SHEET

FIG.3 PROCESSING MASTER SHEET OF PERIODIC GRADES

SECONDARY STUDENT
PERMANENT
RECORD

GENERA
TE
REPORT

FIG.4 RELEASING OF REPORT CARD (FOR FIRST, SECOND AND THIRD

GRADING)

MASTER SHEET OF
PERIODIC GRADES

FIG.5 RELEASING OF REPORT CARD (FOR FINAL)

 MASTER SHEET OF
PERIODIC GRADES

FIG.6 EVALUATING OF STUDENT’S ACADEMIC STATUS

CONTEXT DIAGRAM (PROPOSED)