HIGULDY PIGULDY ADMINISTRATIVE SYSTEM

1. Description
Situated at brise verdire Higuldy Piguldy is one of the pre-primary schools in that region of
our island. During its ten years of existence the school has created itself a good name.
Mrs.Ramberich the owner is an administrative officer in the school along with other twelve
teachers, two male drivers and 3 cleaners. These twelve teachers handle around three hundred
students ageing from three to five years old daily. The establishment has attracted the attention of
many parents who want their children to start their academic career there.

History
The school was founded by Mr. Ramberich in December 1995. Along with the help of his wife
they bought a building with only one room. At that time it was enough since there were only
twenty-two students. Mrs.Ramberich herself taught the children and at the same time looked
after the administration tasks like payment of fees and maintaining student records.

Developments
During the last two years the school had to make room for more and more students. The school
had been renovated last year: new classrooms were made and the administration office was
enlarged. Consequently the present manual system is no longer able to cope with the escalating
number of students and the administrative work has become really difficult to maintain.

Mrs. Ramberich, the administrative officer has to perform the following tasks:
I.
II.
III.
IV.
V.
VI.
VII.

Registering new students.

Registering new teachers.
Responsible for entering information about the monthly fees paid by parents. Send
reminders to those who have not yet paid their childs fee.
Modify details of students if they change their address.
Provide parents about their childrens academic performance.
Contact parents in case of emergency, for e.g. contact parents if their child has suffered
an injury or illness.
Maintain the students files and updating them.

2. Problems identified in the system

1. Too much storage space and very time consuming
Storing hundred files in twenty-six separate drawers is something that will take a lot of space. In
fact, the drawers take about one quarter of the space in the office. Much time is wasted when
searching for a student file in case of an emergency. For example, if the student is ill and his
parents have to be informed immediately, the secretary must firstly search for the file and only
when the corresponding address and telephone number is found the parents can be contacted.

2. Loss of information
For example, if the form containing the payment of fees is lost, the administrative officer will
have no idea if the fees are paid or not by the parents.

3. Finding the number of parents late in paying fees

Parents who take too much time in paying the fees delay the procedures involved in the school as
the administrative officer has to check if everyone has paid the fees on the day due. Or else, she
has the responsibility to send reminders to parents who have not yet paid their childs fee.
Moreover, she even contacts the parents personally on phone if necessary. Finding all the parents
who have not paid the fees is a rather tiring task as she has to check all the records.

4. Misplaced files cause problems

Mrs ramberich always has a bad time at the end of each school term, since so many parents ask
about their childrens performance. Thus, when the files are stored back they are usually
misplaced, as the administrative officer remains very busy. For example, if when storing back
the file of Paul Taylor is stored in the L drawer instead of being placed in the T drawer.
Consequently the next time when Mr. Taylor will come to see his childs file there will be a lot
of confusion.
5. Issuing Receipts
While receiving payments, receipts are issued each time and handed to the parents. The receipt is
a pre-printed one and the owner says that it is very costly to make thousands of these receipts
each months. Furthermore receipts which contain errors are destroyed, thus making loss in terms
of money.

6. Security
The office is quite found in a place where anyone can gain access, records can be tampered with
and thus the integrity of data is not protected. . In case files have been damaged, the data lost
cannot be retrieved. Moreover there is not track of how and when the data has been used and
there is no guarantee that data is safe.
For e.g. In case of fire, burnt data cannot be retrieved.

3. Solutions to the problem

Solution of Problem 1
Instead of storing the files in alphabetical order, each student must be given a special number
like a student ID and the files must be sorted according to this number. There will be no need to
use twenty-six drawers since only one of them will be sufficient. This solves also the problem of
time consuming. Now that the files are arranged using the children number, when the files will
be needed it will be easier to find a particular file using the children number.
Solution of Problem 2
Recording all important information separately. For e.g all addresses and telephone numbers of
the student can be recorded in a single book so that when the file is lost and the address or
telephone number urgently needed, they are readily obtained from the book.
Solution of Problem 3
The administrative officer must keep a paper on which she should write the name of parents who
have paid the fees. Later she can compare the list with the names of parents and can easily find
out who have not paid their fees.
Solution of Problem 4
This problem can overcome by making use of the solution of the first problem. That is giving
each student a special number so that when storing the files back they will not be misplaced.
Solution of Problem 5
To calculate the payment, a mechanical cash register could be used. It will solve the problem of
calculating the amount of money to be returned to the parent and the receipt will be printed
automatically. But again there will be problems concerning time consumption to key in the
amount and input of wrong amount will be not minimized and on the other hand the receipt will
have less details such as parent name, etc..
Solution of Problem 6

4. OBJECTIVES
1. To create a database for students, teachers, parents, payment and health issues of
students.
Creation of records and databases should be easy and very fast. Data should be stored in a related
and orderly manner so that it can be retrieved and instantly.
2. To allow the administrator to make queries about students or teachers and allow her to
ADD, DELETE, MODIFY and VIEW details on students and teachers. This is useful
for admission and deletion as a new record for a new student or teacher can be created
instantly and records of leaving students can be removed right away.
3. To manipulate the information of students and their responsible parties without any
mistakes for efficient management. New methods such as validation checks should be
used to ensure that data is accurate.
4. To search for records according to code, surname etc
The system should greatly reduce the retrieval time of data, in cases such as record
searching. There is a major advantage when searching for a record, i.e. it is not necessary
to have all the details on a person. (Facility of record searching)
For e.g. If a teacher is searching for the telephone number of a student whose surname
only is known. A list can be generated in seconds about the individual with all his
personal information.
5. The current system has great difficulty to cope with any increase in the workload. The
proposed system should be suitable for future increase in number of students or
expansion of staff, which should not affect its speed and efficiency.
E.g. It should enable quick creation of new databases and programs.

6. To be able to generate the following reports easily and instantly at a keystroke:

List of students admitted.

List of teachers.

List of teachers students.

Student progress.

List of parents who made payments.

Parent contact details.

List of ill students.

Payment receipt.

7. The system should be user-friendly, displaying messages on the screen, menus and thus
effectively guiding the user along with well-documented user guide. In this manner, the
user would be able to adjust to the system in a very short time interval.
8. The new system should ensure that all the problems are eliminated. Misplacement or loss
of files problem are eliminated by building up a database. The computer will store files in
an orderly and related manner. The need for large filing cabinets to store files should be
reduced by using hard disks.

5. Methodology
The waterfall methodology is referred to as a linear-sequential life cycle model. It is very simple
to understand and use. In a waterfall model, each phase must be completed fully before the next
phase can begin. At the end of each phase, a review takes place to determine if the project is on
the right path and whether or not to continue or discard the project. In waterfall model phases do
not overlap.
As a system analyst, I will use this cycle to do my project and to study thoroughly and carefully
the actual system. Then I have to find solutions and propose a new system to the management
and with their agreement, I will then implement or install it.
Why opting for the waterfall model?
All the requirements are known in advance, up to the smallest detail and do not change and the
entire design can be done up front without getting anything wrong and there is no need to test
anything until the end, because the tests are just a formality and won't require changes. My
project has also clear objectives and solutions.

6. Tools
ArgoUML is a powerful yet easy-to-use interactive, graphical software design environment that
supports the design, development and documentation of object-oriented software applications.
Here I will use this case tool to create gantt charts, network diagrams, and relationships.
Then micro
Ability to relate data entities through the
use of primary key
Ability to customize the user interface by creating switchboard menus and toolbars
Ability to automate tasks by writing Visual
Basic codes
Visual forms and report editors can be
easily produced
Access is a DBMS which means that the software provides all of the data management
features
Access is part of Microsoft Office suit e so it allows data to be exported to Excel perform
mathematical analysis or Word to produce mail merge letters