RIZAL TECHNOLOGICAL UNIVERSITYCollege of Engineering and Industrial TechnologyCHAPTER IVTHE NEW SYSTEMThis chapter contains Overview of the New System, Non Functional System Requirements, Design and Implementation Consideration, Business Rules, Data Flow Diagram of the Existing System, Functional Specification, System Boundaries, System Flow, Technical Specification, Domain Object Modeling, Database Design, Screen Design, Reports Design, Components Design, System Requirements, and Security in developing Bonifacio Javier National High School (BJNHS) Online Guidance Office Information System.

4.1 The OverviewThe new system Bonifacio Javier National High School (BJNHS) Online Guidance Office Information System is design to provide a secure and an automated monitoring and recording students information. The system provides detailed information of the students record and will resolve the possibility of losing the information. The system will handle student violation for viewing the records during the enrollment. The Bonifacio Javier National High School (BJNHS) Online Guidance Office Information System is made to develop a system that will focus on the Guidance office to make the student records easier, well-organized, less time consuming, reliable and convenient. The main concept of the system is to develop, design and implement an Online Guidance Office Information System in Bonifacio Javier National High

30School. This system secured student files since some of their records are difficult to retrieve. The system used an application of Hyper Text Markup Language (HTML), Cascading Sheet Style (CSS), and JavaScript for the forms and this includes a user friendly form interface that interact the user to the system. The proposed project Bonifacio Javier National High School (BJNHS) Online Guidance Office Information System is basically designed to guarantee both data integrity and security.4.2 Non Functional System RequirementsAvailability Requirements.The new system can be useduring class hoursof BJNHS and anywhere by the users as long as the internet is available.Capacity Requirements.The system has the capacity of handling transactions and storing many data, regarding the offenses of the students.Maintainability.The system is essential to cope up or meet new requirements such as changes in business rules and other factors that may affect to the system.Recovery Requirements.The system undertaken has a restore and backup process whenever needed.Response Time Requirements.The system provides response to the users in real-time process.

31Security Requirements.The system has login and password requirements. Providing access rights level, the system can provide secure transmission of the data to the system. Usability Requirements.Bonifacio Javier National High School Online Guidance and Information System are usable for specified users who want satisfaction and an effective and efficient response to what it needs.4.3 Design and Implementation ConsiderationExtensibility Consideration.The proposed system is designed in consideration of its future growth. It is ready for enhancement.Readability Consideration.The researchers make sure that the new system will be readable and understandable to all kind of users. In terms of Font Size and Style and in Design.Simplicity Consideration.The simplicity of the system makes it more clean, fresh and warming to the sight of the users.Business Rules1. All students must wear proper uniform according to the rules and regulation of the school.2.All students must have their proper haircut.3. All students must be in there proper room assignment.. 4. All students must maintain right attitude within the school area.5. 32Students who committed violation would be given appropriate consequence according to the stated guidelines:The minor offenses includes spitting, loitering during class hours, shouting, using foul words or badmouthing, aggressive action towards co-students, cutting classes, and littering.The major offenses includes carrying pornographic materials, bringing deadly weapons, attending in school after using or carrying drugs and alcohol, smoking within the school or 100 meters away from school, vandalism, gambling, using gadgets during class hours, bullying, cheating, associating to different organization like fraternity and sorority, duplication of documents of school, and stealing.Disciplinary action for minor offense:First offense- ReprimandSecond offense- Notice/AgreementThird offense-Suspension not more than three days and Community ServiceDisciplinary action for Major offence:First offense-Suspension not more than three days (Meeting together with the parents/guardian) and Community ServiceSecond offence- Expulsion

33Data Flow Diagram of the Existing SystemData Flow Diagram is a representation of the processes in a system. In this study, the proponents represent the processes of the existing system of Bonifacio Javier National High School manual system by means of the Context Data Flow Diagram, Top Level Data Flow Diagram and the Exploded Data Flow Diagram respectively.

Figure 4.1 Context DiagramFigure 4.1 shows the Context Data Flow Diagram of the Existing System. This defines the roles of the students and the parents.

34

Figure 4.2 Top Level DiagramFigure 4.2 shows the Top Level Data Flow Diagram of the Existing System. Processes are widely defined.

35Figure 4.3 Exploded Data Flow DiagramFigure 4.3 shows the Exploded Data Flow Diagram of the Existing System.4.4 Functional SpecificationFunctional requirements describe the behaviours (functions or services) of the system that support user goals, tasks or activities. The new system features such as online guidance office information system will improve the existing system of Bonifacio Javier National High School. Managing student record, generate reports, and monitoring student violation are also some features of the system. The system can access by the students, teaching

36personnel, and non-teaching personnel. During the enrolment transaction this can be used by the guidance officer or the administrator to check the student violation record. The other functional specifications for the new system will be the storage of the files is stored in the database with high security.System BoundariesSystem Boundaries discusses the representation of the New Systems entities and processes through a Use Case Diagram and Detailed Use Case Diagram.

Figure 4.4.1System Use Case DiagramFigure 4.4.1 shows the New System Use Case Diagram.It represents the tasks done by the Administrator and the User such as complaints, students information, reports, counseling schedule and school events.

37

Figure 4.4.2 Detailed Use Case DiagramFigure 4.4.2 shows a detailed representation of the functions of every use cases. The administrator can view and update student information and violation records, counseling schedule and school events and also can generate reports.

384.5 System Flow (Activity Diagram per Use Case)The system flow diagram shows operation presented in the system.The end-user can only file complaints while the administrator has the full access to the system which can view and update student information, view and update student violation records, view and update counseling schedule and school events, view and update complaints, and generate reports.

ZX

39ZX

Figure 4.5 Activity Diagram per Use Case4.6 Technical SpecificationA detailed description of technical requirements stated is terms appropriate to form the source for the actual design development and production processes of an item having the qualities specified in the

40operational characteristics. The new system will facilitate student violation record for them to retrieve easily. The system is composed of an application such as Hyper Text Markup Language (HTML), Cascading Sheet Style (CSS), and JavaScript. Most important it uses phpMySQL for the backend of the system that help in data storage. The new system will be a web-based system that will install in the guidance office that will serve as the server wherein the administrator will manage the student violation records.Domain Object ModelingIt describes the various entities, their attributes, roles and relationships, plus the constraints that govern the integrity of the model elements comprising that problem domain.List of Classes (per category)CLASSOPERATION

AdministratorInformation about the administrator of the system

StudentInformation about the student of the BJNHS

ComplaintContain the details and persons involve in the offense

OffenseAbout the school rules and regulations being violated and its type

EventsThe events being posted by the administrator and details about it.

Admin_LogsContains the action taken by the administrator in the system.

SMSContains the details of the notification sent.

Table 4.1 List of Classes

41Class Diagram (per Use Case by System)

Figure 4.6 Class DiagramDatabase DesignDatabase design describes many different parts of the design of an overall database system. Principally, and most correctly, it can be thought of

42as the logical design of the base data structures used to store the data. In an object database the entities and relationships map directly to object classes and named relationships.

Database Schema

Figure 4.7 Database Schema

43The study pertains to the relationship of the tables and form with one another within the database of the system and how the data and information is being managed by the system.Data DictionaryThe study aims to review the systems database schema and with respective attributes.Table 4.2 Data Dictionary of ComplaintName of ElementDescriptionData TypeLengthExample

complain_id (PK)ID number of the complainantINTEGER101

complainant_nameName of the complainantVARCHAR50CARLO BERWITE

complainant_emailE-mail address of complainantVARCHAR50hahaha@gmail.com

complainant_contactContact number of complainantVARCHAR1609266272876

complainant_descriptionDetailed description of the complainVARCHAR255Bullying a classmate every second

date_time_complainDate and time of complainDATETIME1/12/2015 11:45:32

complain_tagThe status of complainVARCHAR255

Table 4.3 Data Dictionary of StudentName of ElementDescriptionData TypeLengthExample

lrn (PK)ID number of the studentVARCHAR5012345678

FirstnameStudent first nameVARCHAR50MILLIE

LastnameStudent last nameVARCHAR50VOLANTE

MiddlenameStudent middle nameVARCHAR50ARENAS

44GenderStudent genderVARCHAR6FEMALE

grade_section_code (FK)Student year level and section codeVARCHAR208-RUBY

address_id (FK)Address identifierINTEGER10CAVITE

Table 4.4 Data Dictionary of OffenseName of ElementDescriptionData TypeLengthExample

case_id (PK)Case IDINTEGER101

offense_idID number of the offenseINTEGER101

lrn (FK)ID number of the studentVARCHAR50123456

complain_id (FK)ID number of complaintINTEGER10123

offense_typeClassification of the offenseVARCHAR5MAJOR

offense_descriptionDescription of the offenseVARCHAR255bullying

date_timeDate and time of complaintDATETIME01/12/201510:30:20

teacher (FK)Teacher incharge when behavioral offense occurVARCHAR50MRS. GINA CRUZ

action_takenDisciplinary action of the offenseVARCHAR255COMMUNITY SERVICE

promisory_noteWritten letter regarding the complaintVARCHAR255

agreementWritten agreementVARCHAR255

remarksSuggested course of actionVARCHAR255

Table 4.5 Data Dictionary of Admin ScheduleName of ElementDescriptionData TypeLengthExample

Event_id (PK)Record IDINTEGER102

event_dateID number of the eventINTEGER1001/12/201510:30:20

event_typeClassification of eventVARCHAR50meeting

event_titleTitle of the eventVARCHAR50Meeting with principal

event_startStarting date of the eventDATETIME01/12/201510:30:00

event_endEnd date of the eventDATETIME01/12/201511:30:00

event_descriptionDetails about the eventVARCHAR255Talk about student offense

45Table 4.6 Data Dictionary of GuardianName of ElementDescriptionData TypeLengthExample

guardian_idIdentifier of the guardianINTEGER103

guardian_nameGuardian nameVARCHAR50ROMY VASCO

relationshipStudent relationship to the guardianVARCHAR20FATHER

contactGuardian contact numberVARCHAR1609266272876

addressGuardian addressVARCHAR255MANDALUYONG

Table 4.7 Data Dictionary of AdminName of ElementDescriptionData TypeLengthExample

admin_idIdentification number of the administratorINTEGER101

admin_firstnameAdministrator Given nameVARCHAR30Juan

admin_lastnameAdministrator SurnameVARCHAR30Cruz

admin_middlenameAdministrator Middle nameVARCHAR30Dela

usernameUse by the Administrator with access to the system.VARCHAR30administrator

passwordUse to prove identity to gain the access in the systemVARCHAR50Administrator1

46 Table 4.8 Data Dictionary of Admin LogsName of ElementDescriptionData TypeLengthExample

admin_idIdentification number of the administratorINTEGER101

admin_actionAction or activity log of the administratorsVARCHAR20Reject Complaint

admin_action_dateDate of logsDATETIME09/25/2014

Table 4.9 Data Dictionary of SMSName of ElementDescriptionData TypeLengthExample

sms_senderIdentification number of SMSINTEGER1609266272876

sms_contentMessage content of the smsVARCHAR160Meeting on January 30 at Guidance Office

sms_dateDate of message sent/receivedDATETIME2015-01-1512:33:54

sms_statusStatus of sms VARCHAR30READ

Screen DesignScreen design describes the different outlook of the system that can make user focus on important information, attract and maintain the interest, promote the integration of new information.

47Screen InventoryINTERFACESDESCRIPTION

HomepageThis page contains the tabs such as About Us, Services, Events, About the Counsellors and Contacts.

About UsDisplays the Mission, Vision and Core Values of the School.

ServicesIt includes the guidance office programs and activities and the online complaints.

MessageBoxIt displays the SMS send and received.

CounsellorsIt shows some basic information about the guidance counsellor of the school.

Contact UsIt includes the Map location, Address, Contact and Fax number of the school.

Log-InIt is the interface comprises the Student information, Online Complaints, Calendar and the Profile of the students, where the administrator can only view, add, edit, delete and update.

Table 4.10 Screen Inventory

48Screen Transition Diagram

Figure 4.8Screen Transition Diagram

49Screen Layout

Figure 4.9 HomepageFigure 4.9 This page contains the tabs such as About Us, Services, Events, Morning and Afternoon Counselors and Contacts of the School

Figure 4.10 About UsFigure 4.10 Displays the Mission, Vision and Core Values of the School.

50Figure 4.11 ServicesFigure 4.11 It contains the Guidance Office Information, Online Complaints and the Log-in page.

Figure 4.12 Online ComplaintFigure 4.12 It displays the form to submit a complaint.

51Figure 4.13 School CounselorsFigure 4.13 shows the morning and afternoon guidance counselor of the school.

Figure 4.14 Contact UsFigure 4.14 it comprises the Map location, Address, Contact and Fax number of the school.

52Figure 4.15 Login PageFigure 4.15 shows the Login page of the system.

Figure 4.16 MessageBoxFigure 4.16 shows the MessageBox of the proposed system.

53

Figure 4.17 Student InformationFigure 4.17 shows the Student information of the proposed system.

Figure 4.18 Online ComplaintsFigure 4.18 shows the Online Complaints of the proposed system.

54

Figure 4.19 CalendarFigure 4.19 shows the schedule of administrator. Reports DesignThe study overviews the reports with description that the system is created as finished product of the new system.Reports InventoryReports NameDescriptionUser

Action FormThe system automatically input the offenses of the respondent and print to manually write a promissory noteRespondent

Table 4.11 Reports Inventory

55 Reports Layout

Figure 4.20.1 1st Page of Action Form

56

Figure 4.20.2 2nd Page of Action Form

57Component DesignThe component design is compose of the object diagram, communication diagram, component diagram and deployment diagram of the system.

Communication Diagram

Figure 4.21 Communication DiagramThe figure 4.21 illustrates the relations between the User, the guidance counselors and the flow of information to generate reports.

58 Component Diagram

Figure 4.22 Component DiagramThe figure 4.22 shows the components in the proposed system Deployment Diagram

Work Station Web BrowserServerBJNHS DATABASEMySQL server

Figure 4.23 Deployment DiagramThe figure 4.23 shows how the proposed system communicates with the users.

59 System RequirementsStudy ensures that new system requirements are currently on the market. This reviews the possible hardware and software specifications to be used to construct the pre-requisites of the system. The tables in the next pages show the hardware, software and peopleware.ParticularsSpecification

CPUIntel Pentium E5300Pentium Dual-Core CPU E5300 @ 2.60GHz

Motherboard MSI Intel(R) G33/G31/P35/P31

MemoryType: DDR2Size: 2GBytesSpeed: 399.0 MHz

Hard Disk Drive500GB Seagate Barracuda 7200 RPM 16MB Cache SATA 3.0Gb/s 3.5 Hard Drive

Video CardIntel G33/G31 Express Chipset FamilyMemory Size: 256 MBytes

Table 4.12 Hardware SpecificationThe table 4.12 illustrates in the next page the required hardware for the system to become fully operated.ParticularsSpecification

Operating SystemWindows 7

DatabaseMySQL

Application ProgramMicrosoft Visual Studio 2010MySQL

60Productivity ToolMicrosoft Visual Studio2010MySQLMicrosoft Word

Anti-virusKaspersky Internet Security Multi-Device

Table 4.13SoftwareSpecification

The table 4.13software specification defines the software to be used in this study; the system mainly relies on the operating system use window based applications to run the proposed system.Operational Job

Technical AdministratorHas knowledge in the system interfaceHas a permission to manage user accountsCan access all the functionality of the system

Guidance CounselorManage the system in terms of accessing the security of the records and reports.

Table 4.14 PeoplewareThe table 4.14 defines the different functions of the user to the hardware and software to be used.

61 4.8 SecurityAll files and information need security in order to maintain its confidentiality and completeness. In performing the manual method, the transaction files are filling in folders. But in computerized operation, access to files and information is password protected to maintain the security.The administrator is the only individual who is authorized to access the adding of accounts, managing of users, view and edit system settings, backup and restore system and view report.

CHAPTER VSummary, Conclusion and Recommendation5.1 SummaryBonifacio Javier National High School (BJNHS) Guidance Office has been using manual process in monitoring the student information. The guidance office have to present a more reliable and accurate data.The researchers proposed a system entitled Bonifacio Javier National High School (BJNHS) Online Guidance Office Information System; this is a web-based system for managing and monitoring of student records. This web-based system is designed to check easily the student record and trace the student status. The system is taking consideration in students violations whether major or minor offenses. Anyone can use the system. The said system will benefit guidance counselor, the guardians/parents work together to create a positive learning environment for student growth. The school will improve its guidance service with the help of the system. The school events and announcements can be posted by the guidance counselor on the system for the students awareness. The school can handle several records of students violations through keeping a database of students information.The researchers designed the online guidance information system in order to provide accurate information of the students, easy to organize time consumed by the counselor in recording students violations will be lessened,

63and also provide a well organize way of communication between the counselors and the student as well as their parents. 5.2 ConclusionThe researchers concluded that the system are completely achieved the objectives. The system provides good services to the students and can fully establish a well-organized and effective way of communication between the guidance counselors and guardian of the students through the text messaging. The system has capability of keeping track of student records as well as their violations by means of their individual student profile records in the database. Counselors can now efficiently record students violation because of the auto-fill function of the system. The system can generate data reports needed by the guidance office such as complainants report and student violation reports, given the range specified by the user.