FUNCTIONAL SPECIFICATION REPORT

CHAPTER I INTRODUCTION
Grading is one of the most important activities a faculty member does. Many problems in teaching arise because of grading issues.

Maranatha Christian Academy School of Novaliches is using a manual computation of grades of each student, which is the traditional use when technology is not yet developed. Manual computation is very prompt to risk for any circumstances. It is time consuming in terms of recording grades, computation using of calculator. If some records are lost, they never retrieve it in case of unexpected calamity. Accuracy and security is not been so defined. This project includes creating an easy to use and comprehend system, ensure data integrity and validation, maintain visual conformity throughout the system, increase efficiency and convenience for staff and student users and contain a strong error-handling system.

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1.1 Background of the Organization

Maranatha Christian Academy School of Novaliches was established 1985 at 316 Geronimo St., Sta. Monica Novaliches Quezon City by the generous organization named Pentecostal Missionary Church managed by the generous and charitable Maam Litcha Ferrlol, Directress. The principal of the school is Ms. Nieves Cabagbag and their have an OIC by level, in pre-school Ms. Vangie Reyes, in Elementary is Valen Matillgano and the High School is Ms. Jean Capati. The school was offered preparatory, elementary and high school: in their first opening in the year of 1985 the student enrolled was 290 students from the different level the student information system in manually was so easier to operate but now the number of student was increasing from two(2) years established. Know the school have more than hundreds students enrolled in the present. Now the school has gained its height of success through the collaborative participation of the faculty, staff, students, parents and the community, MCA of Novaliches has indeed excelled to the cause of taking functional and educational leadership in this part of the city.

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1.2 Project Overview

The grading system is to analyze student information, faculty information, T.O.R, certificate of grades and grades are determined by averaging a students performance over the term for both lecture & laboratory. A failing grade may be given to a student who does not meet attendance requirements. This project includes creating an easy to use and comprehend system, ensure data integrity and validation, maintain visual conformity throughout the system, increase efficiency and convenience for admin, registrar and teacher users and contain a strong error-handling system. This system focuses on the effectiveness and accuracy of getting information to the students, generate accurate and to make that information be accessed on the time by the concerned student and the school staff with just a single click.

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CHAPTER II Current I.T Environment / Infrastructure

The primary objective of the student information system as an alternative to fill-up all the flaws of the manually implemented student information system of the Maranathan Christian Academy Novaliches needs innovation but all schools, colleges/universities want to enhance their capability provide better services and continuously survive in the business world.

2. 1 Hardware Specification
The student information system consists of a database server. The database server needs to handle a vast amount data, so a large volume data storage and good performance database management system is needed.

2.1.1 Server
Name of printer Apache HTTP Server Description An open source web server platform Table 2.1.1 - Server Table 2.1.1 shows the hardware requirements for the server. The following hardware parts needed to have the recommended specification in order to use the system properly and efficiently. This hardware help more to the system operate in the SIS.

2.1.2 Printer
Name of printer Epson Description 600 x 600 dpi resolution/ speed: 36ppm

Table 2.1.2 - Printer Aside from the hardware that is being listed on the table 2.1.1, there are other peripherals needed to run the system properly and avail for its features. Like printer, for printing all the report that are being generated by the system. Printer is very useful to the SIS and to the school staff and registrar, in just one second the information will print it out.
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2.1.3 UPS (Uninterruptible Power Supply)

Name of UPS UPS Prolink + AVR PRO700 Description Capacity 650VA Voltage range : 140 300V 5VAC Frequency range : > 40Hz Phase : Single + GND Table 2.1.3 - UPS (Uninterruptible Power Supply) In additional to the hardware requirement, ups backup system is essential acting as a backup when the power goes out most battery backup devices also act as power conditioners by ensuring that the electricity lowing to your computer and accessories is free from drops. If a computer is not receiving a consistent flow of electricity, damage can and often does occur. While a ups system is not a required piece of a complete computer system, including one as part of yours is always recommended. The need for a reliable supply of electricity is often overlooked.

2.2 Software Specification

The student information system consists of a database server and an application server. In the application server will in charge to operate the operating system of the computer.

2.2.1 Network operating System

Is the software that runs on a server and enables the server to manage data, users, groups, security, applications, and other networking functions. Name of network OS Windows 7 Description

Reliable graphics. Upgrade application. Easy to use application other than NOS. Table 2.2.1 - Network operating System

This table shows that only Windows XP platform Network Operating System are available on the of MCA of Novaliches and they dont have any operating system like Linux and other network system installed on their server.

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2.2.2 Workstations
Is a high-end microcomputer designed for technical or scientific applications. Intended primarily to be used by one person at a time, they are commonly connected to a local area network and run multi-user operating systems. Name of the Workstation CPU Intel Core i5 2500K Description Socket : LGA1155, Clockspeed: 3.3 GHz Turbo Speed: 3.7 GHz No of Cores: 4 Max TDP: 95 w Motherboard ASRock Z68 Pro3 GEN3 2GB Corsair Vengeance DDR3 Memory 1600MHz Memory Kit OEM DVD Drive or OEM Blu Ray Optical Drive PSU Case Operating System Drive (Any Manufacturer) Corsair CX430 Power Supply Cooler Master HAF 912 Windows 7 64 bit Table 2.2.2 - Workstations

Table 2.2.2 shows the software requirements for the workstation. It indicates here the type of browsers that must be use, the web server and plug-ins used office applications, programming languages used to develop the system, the database and the operating system.

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2.2.3 Applications
Name of the Workstation Office Applications Microsoft Office 2010 Browsers Mozilla Firefox Google chrome Web server Apache web server For the server of the system, even if its not hosted. It can be run on a local host. Table 2.2.3 - Applications Table 2.2.2 shows the software requirements for the workstation. It indicates here the type of browsers that must be use, the web server and plug-ins used office applications, programming language used to develop the system, the database and the operating system. Description For the templates certificate and reports. It is used to run and view the system

2.2.4 Database Management System

is a set of programs that enables storing, modifying, and extracting information from a database. It also provides users with tools to add, delete, access, modify, and analyze data stored in one location. Name of Database Management System Software Microsoft Excel (2007) To storage & record the data. Description

2.2.4 Database Management System

Table 2.2.4 shows the available database management system on Maranatha Christian School of Novaliches. It indicates here the there are only two databases that the school used the MS Access 2003. The server uses the Microsoft Access as data respiratory off all schools data.

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2.3 Network Specification

The network specifications that appear in the table below are intended for producers of end-point and network equipment. 2.3.1 Local Area Network

Name
Wi-Fi

Description
Refers to wireless networking technology that allows computers and other devices to communicate over a wireless signal.

Figure 2.3.1 Local Area Network 2.4 Man Power

There are three kinds of people were will be using the system. There are the administrator, registrar, and teacher . To able to use the system, the Sais users should have the capability to do the following. Name Administrator Registrar Teacher Description for updating structure of reports generating reports and managing the grade for generating reports and computing managing the grade of the students Table 2.4 Man Power

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2.4.1 End User

Person that actually uses a system, as opposed to the person or organization that authorizes.

Role of the End User

Administration

Description
Responsible for updating structure of reports as well as the system setup of the student information system. Responsible for generating reports and managing the grade of the students. Responsible also for generating reports and computing managing the grade of the students.. They can view their student information if there is information/requirement not be given. They can update their information.

Registrar Teacher

Table 2.4.1 End User

The table shows the manpower of the system until the present.

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CHAPTER III CURRENT LOGIGAL DATA STRUCTURE 3.1 Entity Relationship Diagram

Figure 3.1 Entity Relationship Diagram In figure 3.1 current ERD of student information system the entities are the following admin, registrar, student and teacher. The entities in above must be log to the system but they have different transaction and limitation.

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Chapter IV Current Data Flow Diagram

The figure 4.1 above shows the all process of the current system of the SIS that to guide the end users to generate the system. System Analysis and Design Page 11

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CHAPTER V CURRENT BUSINESS RULES

The current system of MCA of Novaliches is an existing student information system. The student must fill up the forms for the enrollment procedures after they fill up the forms. They will give to the registrar to be able to arrange the following information of the students The related factors are the following: The mode of getting student information is hassle and wasting time to the school staff. The forms are distributed to the student misplace or lost, the retrieval of records is difficult. Mismanagement of student

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CHAPTER VI PROBLEM SYSTEM DILEMMAS

The problem encountered of the current system reveal as follows:

The current system make delay issue to the student because low transaction. Storing students information can possibly acquire large physical space in the filling area. The request of the school have a features grading system is need to be change in the system Maranathan Academy of modalities.

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CHAPTER VII CONCLUSION AND RECOMMENDATION

The revealed data analysis of student information system of student information to improved the student information system of Maranathan Christian Academy of modalities. The cost of the Grading System is not problem since the hardware available already and information era nowadays provides free software system that enhance SIS and to make the systematic procedures more secure, effective, time-saver, reliable, lapse in issuing student information will be eliminated, thus the old ineffective system for Grading System will be evolve into a new and fusible system to achieve viable future success.

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1.0 System Description Grading System is a LAN- based application this system is built using Visual Basic 0.6. The main theme of the proposed system is to show how the system can help a school grades in taking control of their keeping of their school grades records. The system can be say that was a demo version of the real and complete version of the system proposed, because the system is under its limitation until it is not register in pro version. To create a registered in the school of grades. To restrict the users that can access the system control area for viewing or modifying of grades records in the system database. The main goal of the system is to improve the efficiency of the Grading System. This system aims to solve the problems that are arising in the school management. 1.1 System Features The Grading System has several features in order for the school to be productive transaction. Security a. The user will be able to change his current password. b. Different users have limitations with regards of the system. Administrator/Registrar - has full access of the functionality of the system. Queries a. Immediate search for the students requirements b. Immediate search for the student grades. c. Immediate calculate grades of the students. Reports a. Generates of the student files b. Generates of the list of students years and sections Other Features a. Additional features is grading system

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2.0 Scope The scope of the system we propose is to change the design and to add a feature to help to the school that we chose. 2.1 Use Case Diagram

LOG- IN

ADD student

Admin
EDIT student

UPDATE student

Registrar
REMARKS

STORE Grades

Teacher
LOG-OUT

Figure 2.1.1 and Figure 2.1.2 In Figure 2.1.1 and Figure 2.1.2 shows how to log in the admin, registrar and teacher. There limitations to access the system. The use case diagram, to guide the admin, registrar and teacher to use the system.

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2.2 Interaction Diagram Computerized Grading System is the process if the Grading System uses to compute grades.

Add the Student

Compute

Grading System

Students Students Info

Main Form

Log in
Figure 2.2 Interaction Diagram This figure shows how to intersect to the student, admin.

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2.2 Entity Relationship Diagram

FACULTY TEACHER

Reports to

DEPARTMENT

Has STUDENT

Has

Receives RESULT

This figure shows the ER- diagram of the system, as whole system of the system.

3.0 New Business Rules Assuming that the system is being implemented on to the school of MCA of Novaliches, there are a new business rules that imposed. The users of the system will be limited into two users such administrator and registrar for security of the school. The registrar

imposed a deadline and schedule of the enrollment and also submission of the requirements.

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4.0 System Requirements This chapter shows the requirements to need the system. The following requirements help also to the users to operate. 4.1 Hardware Requirements The Grading System consists of a database server and an application server. The database server needs to handle a vast amount of data, so a large volume data storage and good performance database management system is needed. 4.1.1 Server Requirements Hardware System Unit Monitor Keyboard/Mouse AVR Printer Scanner Description Dual core with speed of 2.2 GH or higher Memory of 160 Gb Compatible pointing devices Memory of 2Gb or higher Print speed: 36 ppm 1600 dpi x 1600 dpi Table 4.1 - Server Requirements This table 4.1 shows the hardware requirements for the system to operates all the times and the figure above give the description of the hardware. Scanner and Printer is the devices to help the school to make fast and easy print out. 4.2 Software Requirements The software requirements that we used are windows XP and we need a MySQL. This figure illustrates the following requirements. 4.2.1 Workstation Requirements Software Operating System Database Programming Language DESCRIPTION Windows XP Professional My SQL server Microsoft Visual Basic 6.0 USES For the environment to be use For the storage of the records For the development of the system Table 4.2.1 - Workstation Requirements
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FUNCTIONAL SPECIFICATION REPORT Table 4.2.1 shows the software for the workstation. It indicates here the type of software and there description also the uses.

4.2.2 Applications Requirements Software Database Programming Language DESCRIPTION My SQL server Microsoft Visual Basic 6.0 USES For the storage of the records For the development of the system Table 4.2.2 - Applications Requirements Table 4.2.2 shows the software requirements for the application. It indicates here the type of browsers that must be use, the web server and plu-ins used offices applications. 4.3 Data Requirements The following data are to be feed to the system. These data are needed process and produce reports. From the student

Field Stud_id Stud_lname Stud_fname Stud_mname Stud_bdate Stud_contact# Stud_section Stud_add

Type Int(10) Varchar(25) Varchar(25) Varchar(25) date Int(10) Varchar(25) Varchar(30)

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From the admin / registrar

Field Stud_level Stud_curriculum Stud_professor

Type Int(10) Varchar(25) Varchar(25)

5.0 Security Structure Security is one of the main aspects of processing of data. Having high risks of unsecured data may lead a lot of serious problems. Designing and planning security module can give a great advanced on systems specially in handling data and situations which concerns both the administrator and the end-user. The security structure show by hierarchy format.

First Level Security Admin

Third Level Security

Teacher
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Figure 5.0 Security In this design there is a logon page where the 3 users will enter the username and password. It will be checked if it is present in the database. If not, the system will prevent the current user from entering the system. But if the user is present in the database, he will be allowed to enter and also his level of being a user will be checked. Some areas of the system cannot be and must not be accessed by any ordinary-end-user. Because of different levels of the security, different options and settings can be given to different types of user.

5.1 Security Module Design

USER

SYSTEM

Log in into system Please enter your username and password

Entering username and password Check access

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Status = OK Status = Administrator Grant all access Else Limited access Accept user Record login and transaction history Else Access denied Figure 5.3 Security Module Design Figure 5.3 shows the security module design of the proposed system. The user will log in into the system, asking the user to enter the username and password. If the system verifies the username and password that is being inputted by the user, the user can now access system. The user functionality depends on the user accessibility that they were used into.

6.0 Archiving Structure

Grading User System Back up Device

I want to backup files Back up files Complete Status archive I want to receive old files

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Here are the files

Files

Figure 6.0 - Archiving Structure Figure 6.0 shows the backup and archiving design interaction diagram. The user will back up the files to a device. Whenever the user wants to archive all the data in the database to prevent the permanent deletion of the data, he must store it on a backup device

7.0 Backup and Recovery Procedures Did you know that natural disasters, such as hurricane or flood only account for approximately 2% of all business disasters while hardware failures and human error account for more than 70%? Lets face it, as an IT professional, anything that interrupts normal business operations could form the basis of disaster for you. Just remember, whatever the cause of your interruption, how you prepare to respond that will decide the fate of your business - So, are you prepared? As we process more and more data, there is also a need of storing each piece of information, no matter how old it is. Database has limitations and backing up data is one way of securing new permanent container of data. It is also a way of having a copy of important files away from the original creator processor of the data. Most data are stored to devices that are outside the to data if a 7.1 server to prevent damage server crashed happens. Back Up and Recovery Diagram

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Figure 7.1 Back Up and Recovery Diagram Figure 7.1 Shows backup and recovery diagram. It shows how to backup a data and archive it whenever the database crashes or deleted. The data are being stored to devices that are outside the server to prevent damage to data.

1.0 Functional Design

1.1 System Configuration System configuration is the process of setting up your hardware devices and assigning resources to them so that they work together without problems. A properly-configured system will allow you to avoid nasty resource conflict problems, and make it easier for you to upgrade your system with new equipment in the future. 1.2 Detailed UML Interaction Diagram

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Figure 1.2 Detailed UML Interaction Diagram

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Invalidated

RE- LOGIN

LOG IN

Edit course Add student VIEW COURSE View student

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Teacher

View Grades

Edit grades

Instructor needs log in the system by user id and password firstly. A list of the courses he teaching is shown. The instructor can add a course belongs to him. The instructor can edit the information of the course or delete the record. After select a certain course, the instructor can view the list of the students who are taking the course. The instructor can add a student into the list who takes the course. The instructor can delete the student from the name list of the course. After select a certain course, the instructor can view the list of the of the course. The instructor can edit the grades.

1.2 Class Diagram

Course Id Course Description + add Course ( )

Username Password Access Type + add User ( )

Section ID Section Description System Analysis and Design + add Section ( )

GradinSg_ID Grading_Period Grading_Sem Page 28 SubjID Userid + add Grade ( )

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It shows in here the process on how data are being transferred coming from one entity to another.

Technical Design 2.2 Database

Database is the data storage of the files of the grading system. It also the back up.

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2.1.2 Relational Diagram

This figure shows the information to get from the student and will put into the database.

2.1.2 Database Schema Tbl_r_stud_info

Field
System Analysis and Design

Type
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Stud_id Stud_lname Stud_fname Stud_mname Stud_bdate Stud_contact# Stud_section Stud_Add

Int(10) Varchar(25) Varchar(25) Varchar(25) date Int(10) Varchar(25) Varchar(30)

2.1.2.1 Data Dictionary 2.1.2.1 .1Tbl_r_user Fieldname

User_Id Username Password User_type Is_activeb

Data Type
Int(8) Varchar(15) Varchar(15) Varchar(10) Boolean(3)

Null
Null Null Null Null Null

Description
Identifier for the user The user account name The security code of the user The type of user in the admin system Determines if the 2account is still active

2.1.2.1 .2 Tbl_r_subj Fieldname

Subj_id Subj_code Subj_desc Units

Data Type
Int(10) Varchar(10) Varchar(25) Int(3)

Null
Null Null Null Null

Description
Identifier for the subject Code for the subject Description of the subject Subject Units

2.1.2.1 .3 Tbl_r_ course

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Fieldname
Course_id Course_code Course_desc Course_prog

Data Type
Null Null Null Null

Null

Description
Identifier for the course Code for the course The description of the course Determines if the course is in 2 years or 4 year program

Int(8) Varchar(10) Varchar(50) Varchar(10)

2.1.2.1 .4 Tbl_r_subj

The

Fieldname
Subj_id Subj_id Sec_id Prof_id Final Grade

Data Type
Int(10) Int(10) Int(10) Int(10) Varchar (10)

Null
Null Null Null Null Null

Description
Identifier of the student Identifier of the subject Identifier of the section Identifier of the professor Final grade of the student

data

dictionary shows the description of the system. 2.1.3 Screens 2.1.3.1 Inventory of Screen Name Home Login Screen Admin Home Screen Admin - Dashboard Admin Registrar Student File Admin Registrar -Teacher File Admin Register- Curriculum File Admin Registrar- Section File Admin Registrar- Class File Admin- Registrar- Subject File
System Analysis and Design

Description Home page for the administrator Admin can return to his home page Admin page where all the menu of the registrar is present Admin page where he can add, edit and delete students Admin page where he can add, edit and delete teachers Admin page where he can add, edit and delete curriculum Admin page where he can add, edit and delete The details of the section Admin page where he can add, edit and delete The details of the subject Admin page where he can add, edit and delete
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Admin- Registrar- Master Lists Admin- Reports- Students Report Admin- Reports- Subjects

The details of the subject The page where he can view the list of students per class The page where he can view the information of students The page where he can view the information of subjects

2.1.3.1 Screen Navigation Diagram

Grading System

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Admin

Registrar

Teacher

Report

Enrollment system

Grading system

Find student Student Master List Modify Student

Enrollment Form

Control/ Setting

Log out

This figure shows the process to logon in the grading system 2.1.3.1 Screen Layout Screen shot of the system are the following images Login Form

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Main form

Add student form

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GRADING FORM

2.1.4 Forms

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2.1.4.1 Inventory of Forms

2.1.4.2 Forms Layout

2.1.5.1 Reports 2.1.4.1 Inventory of Reports

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2.1.4.2 Reports Layout

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