HOLY CHILD SCHOOL OF DAVAO

FORMA DI SISTEMA 137 Submitted by: Mary Antonette Rillo Lovelle Torion Chona Boquinquito Disie Ruby Nillas Mildred Doton Arvin Sulima BSIT-3

Submitted to: Ms. Angel Mae Brua I.T-413- System Analysis and Design
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Acknowledgement

We would like to thank the Balagunan National High School for allowing us to having an interview for the needed details to overcome this system. And make it possible. And of course we thanks our parents / guardians for the support especially in financial for without it, this could be hard for us. We thanks also to our loving instructor Ms. Angel Mae Brua for giving us those brilliant ideas and information on how to make a system.

Lastly, we thank each and every one of us for the hard work of obtaining this project, brainstorm ideas that make every detail happen.

Thanks to our God Almighty God Bless!

Table of Contents Executive Summary

I.

4 5 6 7 8

Planning Phase Introduction Company Profile and Details Feasibility Study Technical Feasibility Operational Feasibility Economic Feasibility SWOT Analysis Problem Statement Objectives Goal Scope and Limitation

10 11 12 12 12 13 14 16 18 19 20

II.

Analysis Phase SDLC Model Techniques/Methodologies Data Gathered

III.

Designed Phase Use-CASE Executive Summary

The BNHS uses a manual operation of storing and releasing a Form 137 to the students, which could take more time. So, our group decided to make a system that could help the BNHS to make their job fast and easier, we assigned one member of our to gather information for the automation of the system because some of the members of our group were working students and they are not available during weekdays. The system is about the automation of the form 137. This consists of the keeping the files on the database and keeping the files intact and coherent. The automation of files is the only way our group sees as the solution for the problems. Problems were the possibility of files being lost or misplaced is too high, the process of the old system is time-consuming; files were prone to insects and flashflood prone area too. (To understand those problems further, see Problem Statement). In the Insects prone problem, we suggest to the school to place their files in a safe environment away from those insects. Study the every aspect on feasibility study. Set the goals, objectives, and the scope and limitation of the system to know where need to focus on. The analysis phase is the part that we need to analyze every detail of the system to generate a better system. The V-SDLC model is the one we pick because easy to follow and fit for the amateur like us. The techniques/methodology we use is interview and observation. Lastly, the design phase is the presentation of the process of the system and the prototype design.

I .Planning Phase
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The first step in the system development and the main objectives is to identify the costumers needs, evaluate system concept for feasibility, perform economic and technical analysis, perform coat benefit and create system definition that forms the foundations for all subsequent engineering works. The gathering for the data needed was conducted on the planning phase because it is essential so that analyst distinguish all the factors to create the system foundation. It is extracting the information gathered to create a system that would benefits all people involve.

I. Introduction

Technology is now everywhere, many of us are now using high technology gadget like music player, cell phones, laptops and many more. Technology help us in our daily living, it makes our work easier and comfortable like cell phones before, instead of making a letter to your loved one and drop it into the post office, it takes a day or a week before they get the letter but now, using the cell phone just type it and send it and automatically they will receive the message, it will only take a second and not a minute, imagine? We are now in a modern age everything is using technology and everything that is manually operated is now automated. And in our part we proposed a system to a selected school namely, the BNHS (Balagunan National High School), we proposed a system that can help the teacher of BNHS makes their works easier especially in looking student files, their grades and the school year they enrolled in the institution, because we focus on form 137, you just type the name of the student in the search engine and the information you need to know will be reveal automatically. Hope our system will be appreciating by the reader and user.

Balagunan National High School

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Sto. Tomas, Davao Del Norte Profile The Balagunan National High School was opened to the public in 1989 and was developed by the Department of Public Works and Highways. It is hoped that their children shall attain secondary education. Nowadays, the Balagunan National High School continues to serve and teaches the students. The School leads by their principal Mr. Ricardo M. Olmido and the member of faculty and staff. The school consists of 500 students and 12 teachers. The school holds 8 classrooms, 1 computer laboratory, a canteen, library, science laboratory and others. Aside from that, it also has a big ground and stage. Its computer laboratory holds 18 computer units and other 2 units in faculty room and principals office. Mission-The Balagunan National High School commits to nurture and develop students with desirable values and technical skills for a progressive, productive, responsible and globally competitive citizen of the community with strong support from the stakeholders. Vision-The Balagunan National High School envisions providing safety environment a good physical and quality instructional facilities for effective instruction to achieve desire quality education for a progressive, productive, responsible and globally competitive citizen of society. It will continue to do so in all the years to come with Gods grace, and through the unwavering loyalty and hard work of all the men and women who contributed to the growth and development of the school during its twenty one years and those who came and will come after in the coming years.

Feasibility Study Technical Feasibility

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In this part of feasibility, include on how the system being used and implemented. System being proposed to BNHS (Balagunan National High School) provides a system that can be easily find information they want to know, especially in looking for grades from past and present year. Before the files being stored in cabinet and looking for it, can waste time. But in this system just simply type the students name into the search engine and automatically the information reveals. Manpower The manpower consists of the students of the Holy Child School of Davao to fulfill to requirement needed to complete the IT413-System Analysis and Design. The service is for free because it is a project of the said subject. Technology The school has all the technologies needed like computers, printer and etc.

Operational Feasibility In this study, it involves all the operation of the system, how the system work. Did the new system satisfy the needs of the clients or costumer? The expected output? The system that we propose for BNHS, the form 137 system can really benefit the school. The school supports the system because they will benefit the most if the system is implemented. Because the problem stated, the school needed change and the new system. The school involve were inform about system development and because is the system were probably not implement, the involvement of the users is not that big.

Economic Feasibility Well, in this feasibility it concern the system cost; in details it is not so expensive but still it help the beneficiary make their works easier and comfortable. Because dealing on files very important. With the help of this system everything is just one click.
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Cost Benefit Analysis Hardware/Software Costs: Because the school had already the hardware needed, the group will only focus on the system proposed. And because the system were making is not that big or complicated, the software cost is not that big. Personnel Cost Because the system is our schools project and we are not an official employee of the BNHS, there were no personnel cost. Facility Cost The school already had the facilities needed, we all have to do is to install the propose system. Operating Cost The expense on the day to day running of the system is not costly and the maintenance system if implemented would be the one requires more attention in terms in expenses. Supply Cost Because the system only involves in the form 137 section, it is not costly for the school to provide the supplies needed as such paper for printing, ink and others.

SWOT Analysis Strength The group makes sure that the system we propose were trusted and user friendly. Because it is not a web-based system, the privacy of those documents is safe for the hackers.
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Weakness Because the system was not implemented, the group had difficult time to distinguish the weakness. Probably, its weakness is on the maintenance and to keep the system in the right track. Opportunity This system opens new opportunities and indulges in the changes. The opportunity of the school to experience the benefits of the new technology brings and experiences the convenience its bring. It is time for the school to be progressive and makes their job faster and quality service. Threats The most probably threats of the system is the viruses and not proper maintenance. The viruses always happen in computer especially if the anti-virus is not strong and up to date. The poor in maintenance is evitable because mostly of the end users are not expert in maintaining the system.

Problem Statement The Balagunan National High School is practicing the manually recorded files especially the form 137.And they continue doing that work for years and some problems arise. Because its manually stored in the cabinet, the possibility of being lost or misplace is too high. The loss of these documents cant be avoided because its stored in the cabinet and there are some situations that the files are misplaced. If the document were lost, the school needed to produce new one to
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replace the lost file. In this process, the file-keeper will had to work hard to keep these files intact because if not he will also suffer to create new form 137and gathering of the grades needed in the form. Keeping these documents in the file cabinet is not a wise thing to do especially in school because the number of students is keep on increasing which means that the documents in the school also increasing. Finding the files is time-consuming work. Its time-consuming because the records of all the students in the school gathered together in a cabinet. Sometimes it is not well organized and makes the retrieval of files difficult. This problem is always happen for those institutes that keep their files in the cabinet. Storing files in the cabinet is not a worst thing on keeping documents but its not convenient nowadays because our population is increasing in number. As we observed, the files are very prone to the insects like rats. The school is surrounded by banana plantations, insects are common sight. Its a tiring job if the documents are destroyed by rats in specific. Though, its not happens all the time but its cant be avoided. And lastly, the area is prone to flash flood too and we experience the rainy season nowadays. This kind of problem is can be prevented but its better that the files are secure to lessen the work of file-keeper.

Objectives The main objectives of our project is to improve the old form 137 system of the Balagunan National High School Specifically:
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 Goals

Students Information Input grades of all the students for every grading period and year

This system derived these following goals: To provide the institution a new system that could help to make their job easier

Embracing the technology for the other generation to come Avoid hassle of finding the data needed The files of the institution will safely keep by keeping the files on the database and placed all the records on a safe environment away from the insects.

Scope and Limitation This system is focus on the automation form 137 and stores them using the database. Its main purpose is to store the form 137 in the computer for fast access. Update the grades every grading system Data stored are can be modified Securing of files in the database

II.

Analysis Phase V - SDLC Model

Problem statement

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Nowadays the first problem in the Balagunan national high school is how to improve the system of the school because of the lacking some devices like computer. And he uses manually recorded files especially in form 137. Planning In making decision in your project, first you must be planning what are the best for the school you make. And you choose best and good for the school. In planning you evaluate development of the project to ensure they have standard quality for the school and not for the school but for the student. Requirements In you project you may choose the best what you are collected that being good for the school. And to help the school you use the new version of computer, in using a new version of computer we can get more design to make a good project. Implementation To implement the system that you want you move from the old set technology to a new technology. In this project you implement your system if you have more time to each other. To implement the system you choose a person who is afraid to learning new technology. And also choose a strong people that will assume of a new system so that the result successfully implementation.

V-SDLC MODEL

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Problem Statement

Implementation

Testing Planning Coding

Requirement

Techniques/Methodology The group does the proper techniques on gathering data; first we ask permission to the school for us conduct the interview and observation on how the system works. Interview
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The group conduct an interview on those people involves like the principal. The interview conducted is a structured interview. Because the schools principal is always busy, the group set an appointment with him. In this process, we do the open response format because the group needs to know every detail of the old system consists. In this interview, we distinguish the problems and what best solution to the said problems Questions:

What system the school is using? How long does the school use this kind of process? What can you say about the old system? Does it create problems? Do you want to change the ways on storing your form 137? Are you willing to try new system Do you allow us to make a system about your form 137? Do trust us to see your records? If the system was done, do want to try it?

Observation Not all the required data were gathered on the interview and for further investigation on about our subject. The group assigned someone to do the observation and the interview. The school needs to change their ways on keeping their records and adopt the new technology for the convenience of all.
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The school had computers but they are not using them for storing the files. Their ways on keeping the records were a way too old. Their existing system is not up to date technology.

Data Gathered The data were gathered together on the interview and observation. The following information is the data we gather. Answers: The manually operated system
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Since the school opens to public It is time-consuming and a tiring job For problems (See Problem Statement) Yes Yes Why not if it would benefit as all Yes, but those information essential to us hope it would not leak. Yes, it would be new experience for us

III. Design Phase Use Case (as-is & to be) As-is

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The process of the Old Form 137 System

Get the students name and section

Search in the file cabinet for the said form 137 Make another copy of the form 137 Print out copy of form 137

Registrar

To be The process of the New Form 137 System, The Forma Di Sistema 137

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Get the students name and section

Search in the system

Print out a copy of form 137

Registrar

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