5.3.2 Tables / Files Layout
Table 1: Student Information Table – contains the information about the student that is provided to the school by the student upon enrollment.
Table 2: Student Record Table Per Section Per Subject – contains the grades of the student as entered by the subject teacher.
5.4 Screen Layout / Specification
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Screen 1: Welcome Screen
This is the first screen that will be displayed. Pressing the Login button
will display the Log-in Screen (Screen 2).
Screen 2: Log-in Screen
This is the next screen that will be shown after pressing the Log-in
button. Here, the user enters his/her UserID and Password in order to enter
the program. Pressing the Log-On button will display the Main Menu (Screen
3). Pressing the Exit button will close the program.
Screen 3: Main Menu Screen
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The Main Menu Screen displays the options that the user can choose from.
Screen 4 : Student Registration Screen
This screen is shown upon pressing the Register Student button
of the Main Menu. This is where the user will enter pertinent
information about the student and assign the student to a particular
section.
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Screen 5 : Subject Grade Screen
The Subject Grade Screen is intended for the subject teacher and this
is where the teacher will enter the grades of the student. Pressing the Math
Grade Button, for example, will display the Math Screen for entering grades.
Screen 6 : Search Student Screen
The Search Student Screen is intended for searching information
about a student using the Student Number as the search key. Once found,
data about the student is displayed on the screen, together with the grades of
student per subject per grading period.
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5.5 Report / Form Specification
Form 1 : Student Information/Registration
Form 2 : Student Grade Per Section Per Subject
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5.6 Program / Module Specification
The following is a general layout of the system :
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Welcome Screen
Register
Log-In Screen
View Section
View Student
Info
Search Student
View Seat Plan
Student Registration Screen
Section Screen
Student Information
Table
Section Screen
Section Report Screen
Student Registration Screen
Search Student Screen
Seat Plan Screen
MODULE 1SUB MODULE
1ASUB MODULE
1BSUB MODULE
1C
MODULE 2 SUB MODULE 2A
SUB MODULE 2B
MODULE 3 SUB MODULE 3A
MODULE 4SUB MODULE
4A
MODULE 5 SUB MODULE 5A
MODULE 6 SUB MODULE 6A
SUB MODULE 6B
6.0 System Coding (Prototype)
Login :
Private Sub CommandButton1_Click()If ComboBox1.Text = "Admin" ThenIf TextBox2.Text = "qwerty" ThenLoginForm.HideInterface.ShowUnload MeElseMsgBox "Username or Password is Incorrect"End IfElseIf ComboBox1.Text = "Registrar" ThenIf TextBox2.Text = "asdfg" ThenInterface.Grade.Enabled = FalseInterface.Report.Enabled = FalseLoginForm.HideInterface.ShowUnload MeElseMsgBox "Username or Password is Incorrect."End IfElseIf ComboBox1.Text = "Teacher" ThenIf TextBox2.Text = "zxcvb" ThenInterface.Registration.Enabled = FalseLoginForm.HideInterface.ShowUnload MeElseMsgBox "Username or Password is Incorrect."End If
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Add Grade
View Report Card
Select Screen
Subject Grade Screen
Report Card
Screen
MODULE 7 SUB MODULE 7A
ElseMsgBox "Username or Password is Incorrect"End IfEnd Sub
Private Sub CommandButton2_Click()EndSheet8.SelectEnd Sub
Interface :
Private Sub CommadButton2_Click()Unload MeSubjects.Show
End Sub
Private Sub CommandButton3_Click()Unload Me
EndEnd Sub
Private Sub CommandButton4_Click()Confirmation.ShowUnload MeSheet8.SelectEnd Sub
Private Sub Grade_Click()Interface.HideSGrade.ShowEnd Sub
Private Sub Logout_Click()response = MsgBox("Are you sure to logout?", vbOKCancel)If response = vbCancel ThenInterface.HideInterface.ShowEnd If
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If response = vbOK ThenMsgBox "You have successfully loggout."Unload MeSheet8.SelectEnd IfEnd Sub
Private Sub Registration_Click()
Sheet1.SelectInterface.HideStudentReg.ShowEnd Sub
Private Sub Report_Click()
End Sub
Private Sub Seach_Click()Interface.HideSearch.ShowEnd Sub
Private Sub Section_Click()Interface.HideSSection.ShowEnd Sub
Private Sub SPlan_Click()VSeatPlan.ShowEnd Sub
Private Sub StudentInfo_Click()Sheet1.SelectInterface.HideEnd Sub
Private Sub Subject_Click()
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End Sub
Private Sub UserForm_Click()
End Sub
6.1 Programming Language
The main programming language used in developing the system is
Visual Basic for Application (VBA). Developed by Microsoft Corporation,
Visual Basic for Application allows the development of user-defined functions
and the automation of certain processes and calculations. Visual Basic for
Applications is a standard feature of Microsoft Office products. It allows user a
level of customization beyond what is typically available in Microsoft Office
product, such as Excel, Word and Power Point. A user types commands into
an editing module to create a macro. Macros can allow the user to
automatically generate customized reports, charts and perform other data
processing functions. Within the finance industry, VBA for Excel is commonly
used to develop and maintain complex.
6.2 Special Purpose Language Tools
Special purpose Language Tools were also used, particularly :
MS Excel for the creation of tables and database and in
conjunction with Visual Basic for Application.
MS Word for the documentation of the system
MS Paint for the developing of the Data Flow Diagram and
screen printing and cropping for screenshots used in
documentation of the system.
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Adobe Photoshop for image editing. This is a graphics editor
that is most popularly used because of programs for image
manipulation. It is used widely by graphics professionals for
all sorts of tasks including website design. Developed by
Adobe Systems Inc. Photoshop is considered one of the
leaders in photo editing software.
7.0 System Testing Plan
In this part the system is tested. The separate modules are brought
together and tested as a complete system. The system is tested to ensure that
interfaces between modules work and with the expected volume of data and that
the system does what the user requires.
7.1 Testing Stages
We employed three testing stages in the development of the system.
The first testing stage was during the creation of the program forms and
modules. We tested each form and module with random data to know if it is
working.
The second testing stage was conducted when the different program
modules were put together. Testing begun immediately after joining the first
two modules to make sure that data are synchronized, the interfaces between
the modules work, and that there are no broken links. This process was
repeated until all the modules were put together.
The last stage was testing the entire system using sample data. Here,
we asked the help of other students to try our system to check if all
unexpected data entries are covered. We also tested the system using other
computers and laptops to test the accuracy of the path were data are stored.
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7.2 Testing Schedules
February 10 – Individual testing of all userforms and modules,
checking for the accuracy of grade computation and if the
information entered and produced are added and stored in the
database.
February 13– User form testing and debugging of errors, like no
data display.
February 23– System test. We tested the whole system after errors
were corrected.
March 2 – the system was tested in other computers. No problems
were encountered.
8.0 System Implementation Plan
The Computerized Grading System for Metropolitan Academy of Manila is
designed to be a stand-alone system. Hence, no networking connectivity is
needed and it can be installed and executed in any number of computer units.
8,1 Resource Requirements
8.1.1 Hardware Requirements
Central Processing Unit
Pentium, Dual Core, or higher processor. The higher
the processor, the faster is the processing time.
At least 512MB RAM (random access memory).
Hard Disk
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USB port, CD or DVD Drive for file backup
Input Devices
Mouse – used for selecting menu options
Keyboard – used for entering information.
Output Devices
Monitor – a device where information is displayed for
the user
8.1.2 Software Requirements
Operating System : MS Windows XP or Windows 7
Application Software : MS Office
8.1.3 Human Resource Requirements
The system that we developed is simple and user-friendly
such that no special skills or training are needed to operate it.
Basically, the system will need a System Administrator and a user.
The System Administrator (Admin) is the one in-charge of the
entire system. This person should be knowledgeable in basic computer
operation, like opening and closing programs and file management,
The user is any person who knows how to use a computer.
For this study, the users are the teachers and the Registrar of
Metropolitan Academy of Manila.
8.2 Implementation Plan
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8.2.1 Site Preparation
Prior to the installation of the Computerized Grading System,
a site inspection is conducted to determine if the available computer
units of the school meet the hardware and software requirements of
the system.
The computer units that will be used are then placed in a
designated space within the Registrar’s Office. This is where the
teachers will be encoding their grades.
8.2.2 Personnel Training
A five-day training program on the operation of the system will
be conducted for all users. This training program will be held at
Metropolitan Academy of Manila and will be scheduled after the end of
the of current school year, when the teachers are no longer busy with
their school work.
The training program will include a introduction to the
developed system, emphasizing on how the usual activities done in the
manual system recording of student information and the computation
of grades are automated. Program modules that perform each step of
the manual system will be explained, highlighting the results of the
processes and their connection to the entire system. Each menu option
will be tackled so that the users would know which option to choose for
their intended activity.
The main part of the training program will be on running the
entire system with sample data so that the users will be confident in
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using the system. The sample data that will be used are the previous
records of the students so that the accuracy of computations can be
stressed and the users would have a clear understanding of the entire
system.
8.2.3 System Conversion
All of the computer units of Metropolitan Academy of Manila
are operating in MS Windows XP and MS Windows 7, hence, minimal
system conversion is required.
Upon installation of the Computerized Grading System,
program modules are checked and the necessary alterations are done
to ensure the path where databases will be created and stored is
correct. This is done for every installation of the system.
8.2.4 Data Conversion
Minimal data conversion is needed because the Computerized
Grading System will be implemented during the enrollment period for
school year 2014 – 2015. New data from students will be encoded
upon their enrollment.
8.2.5 Implementation Schedule
The implementation of the Computerized Grading System will
be implemented on April 21, 2014, the start of the enrollment period for
school year 2014-2015.
9.0 System Maintenance Plan
Inevitably, the system will need maintenance. Maintenance operation takes
place after the system has been installed.
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Periodic maintenance of the system will be performed to address problems
that might arise during post implementation period. Contact numbers will be
provided to Metropolitan Academy of Manila that they can use in case of problems
arising from the use of the system.
Appendix
Bibliography
Books
Cabros, William C., A Feasibility Study of A Computerized Management, Academic and Research Information System for the Mountain State Agricultural College, 1979
Valacich, Joseph et al, Essentials of Systems Analysis & Design, 5th Edition, Pearson Education South Asia PTE. LTD., 2004
Campbell, Ralph H., Automating Systems, California: Wadsworth Publishing, 1986
Websites
Computer Information in Educationhttp://www.wikibook.org/
http://dspace.slu.edu.ph/
Simple Grading System using Visual Basic.Nethttp://www.sourcecodester.com/visual-basic /
A simple Student Registration and Grading System by Reydan Gatchalian 2006http://www.planet-source-code.com/
Student Grading System 1.0 by Jake Rodriguez Pomperada http://www.planet-source-code.com/
Student Grading System - Visual Basicwww.a1vbcode.com/
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Resource Persons
Mrs. Juliet GuerremoAdministratorMetropolitan Academy of ManilaSta. Ana, Manila
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