Rizal Technological University College of Engineering and Industrial Technology

RIZAL TECHNOLOGICAL UNIVERSITY
College of Engineering and Industrial Technology
CHAPTER IV
THE NEW SYSTEM
This 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 Overview
The 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
School. 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.
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4.2 Non Functional System Requirements
Availability 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.
Security
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.
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4.3 Design and Implementation Consideration
Extensibility 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 Rules
1. 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.
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. 4. All students must maintain right attitude within the school area.
5. Students 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 costudents, 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
- Reprimand
Second offense
- Notice/Agreement
Third offense
-Suspension not more than three days and Community

Service
Disciplinary action for Major offence:

First offense
-Suspension not more than three days (Meeting together
with the parents/guardian) and Community Service

Second offence
- Expulsion
Data Flow Diagram of the Existing System

Data 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.
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Figure 4.1 Context Diagram

Figure 4.1 shows the Context Data Flow Diagram of the Existing
System. This defines the roles of the students and the parents.
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Figure 4.2 Top Level Diagram

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

Figure 4.3 Exploded Data Flow Diagram

Figure 4.3 shows the Exploded Data Flow Diagram of the Existing
System.
4.4 Functional Specification
Functional 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
35

personnel, 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 Boundaries
System 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 Diagram

Figure 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.
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Figure 4.4.2 Detailed Use Case Diagram

Figure 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.
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4.5 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.
X
Z
38

Figure 4.5 Activity Diagram per Use Case

4.6 Technical Specification
A 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
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operational 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 Modeling
It 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)
CLASS
OPERATION
Administrator
Information about the administrator of the

system
Student
Information about the student of the BJNHS
Complaint
Contain the details and persons involve in

the offense
Offense
About the school rules and regulations being

violated and its type
Events
The events being posted by the

administrator and details about it.
Admin_Logs
Contains the action taken by the

administrator in the system.
SMS
Contains the details of the notification sent.
Table 4.1 List of Classes
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Class Diagram (per Use Case by System)
Figure 4.6 Class Diagram

Database Design
Database design describes many different parts of the design of an
overall database system. Principally, and most correctly, it can be thought of
41

as 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
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The 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 Dictionary
The study aims to review the systems database schema and with
respective attributes.
Table 4.2 Data Dictionary of Complaint
Name of Element
complain_id (PK)
complainant_name
complainant_email
complainant_contact
complainant_descriptio
n
date_time_complain
complain_tag
Description
ID number of
the complainant
Name of the
complainant
E-mail address
of complainant
Contact
number of
complainant
Detailed
description of
the complain
Date and time
of complain
The status of
complain
Data Type
Lengt
h
INTEGER
VARCHA
R
VARCHA
R
VARCHA
R
VARCHA
R
DATETIM
E
VARCHA
R
Example
10
CARLO
50 BERWITE
50
16
255
hahaha@gmail.co
m
09266272876
Bullying a
classmate every
second
1/12/2015
11:45:32
255
Table 4.3 Data Dictionary of Student

Name of Element
lrn (PK)
Firstname
Lastname
Middlename
Description
ID number of the
student
Student first name
Student last name
Student middle
name
Data Type
Length
Example
VARCHAR
VARCHAR
VARCHAR
50
50
50
12345678
MILLIE
VOLANTE
VARCHAR
50
ARENAS
43

Gender
grade_section_code
(FK)
address_id (FK)
Student gender
Student year level
and section code
Address identifier
VARCHAR
FEMALE
VARCHAR
INTEGER
20
10
8-RUBY
CAVITE
Data Type
INTEGER
Length
10
Example
1
INTEGER
10
VARCHAR
50
123456
INTEGER
10
123
VARCHAR
VARCHAR
255
Table 4.4 Data Dictionary of Offense

Name of Element
case_id (PK)
date_time
Description
Case ID
ID number of the
offense
ID number of the
student
ID number of
complaint
Classification of the
offense
Description of the
offense
Date and time of
complaint
teacher (FK)
Teacher incharge
when behavioral
offense occur
VARCHAR
50
action_taken
Disciplinary action
of the offense
VARCHAR
255
VARCHAR
VARCHAR
255
255
VARCHAR
255
offense_id
lrn (FK)
complain_id (FK)
offense_type
offense_description
promisory_note
agreement
remarks
Written letter
regarding the
complaint
Written agreement
Suggested course
of action
DATETIME
MAJOR
bullying
01/12/2015
10:30:20
MRS. GINA
CRUZ
COMMUNITY
SERVICE
Table 4.5 Data Dictionary of Admin Schedule

Name of Element
Event_id (PK)
Data Type
INTEGER
Length
10
INTEGER
10
event_type
Description
Record ID
ID number of the
event
Classification of
event
VARCHAR
50
event_title
event_start
Title of the event

Starting date of
VARCHAR
DATETIME
50
event_date
Example
2
01/12/2015
10:30:20
meeting
Meeting with
principal
01/12/2015
44
45
event_end
event_description
the event
End date of the
event
Details about the
event
DATETIME
VARCHAR
255
10:30:00
01/12/2015
11:30:00
Talk about student
offense
Table 4.6 Data Dictionary of Guardian

Name of Element
guardian_id
guardian_name
relationship
contact
address
Description
Identifier of the
guardian
Guardian name
Student
relationship to the
guardian
Guardian contact
number
Guardian address
Data Type
Lengt
h
Example
INTEGER
VARCHAR
10
50
3
ROMY VASCO
VARCHAR
20
FATHER
VARCHAR
VARCHAR
16
255
09266272876
MANDALUYONG
Table 4.7 Data Dictionary of Admin

Name of Element
admin_id
admin_firstname
admin_lastname
admin_middlename
username
password
Description
Identification
number of the
administrator
Administrator Given
name
Administrator
Surname
Administrator
Middle name
Use by the
Administrator with
access to the
system.
Use to prove
identity to gain the
access in the
system
Data Type
Length
Example
INTEGER
10
VARCHAR
30
Juan
VARCHAR
30
Cruz
VARCHAR
30
Dela
VARCHAR
30
administrator
46
VARCHAR
50
Administrator1
Table 4.8 Data Dictionary of Admin Logs

Name of Element
Description
Data Type
Length
Example

admin_id
admin_action
admin_action_date
Identification
number of the
administrator
Action or activity log
of the administrators
Date of logs
INTEGER
10
VARCHAR
DATETIME
20
0
Reject Complaint
9/25/2014
Table 4.9 Data Dictionary of SMS

Name of Element
sms_sender
sms_content
sms_date
sms_status
Description
Identification
number of SMS
Message content of
the sms
Date of message
sent/received
Status of sms
Data Type
Length
INTEGER
16
VARCHAR
160
DATETIME
VARCHAR
30
Example
09266272876
Meeting on
January 30 at
Guidance Office
2015-01-15
12:33:54
READ
Screen Design
Screen 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.
47
Screen Inventory
INTERFACES
DESCRIPTION
This page contains the tabs such as About Us,

Services, Events, About the Counsellors and

Homepage
Contacts.
Displays the Mission, Vision and Core Values of the
About Us
School.
It includes the guidance office programs and
Services
MessageBox
activities and the online complaints.

It displays the SMS send and received.
It shows some basic information about the
Counsellors
guidance counsellor of the school.
It includes the Map location, Address, Contact and
Contact Us
Fax number of the school.
It is the interface comprises
the
Student
information, Online Complaints, Calendar and the

Log-In
Profile of the students, where the administrator can
only view, add, edit, delete and update.
Table 4.10 Screen Inventory
48
Screen Transition Diagram

Figure 4.8Screen Transition Diagram

49
Screen Layout

Figure 4.9 Homepage

Figure 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 Us

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

Figure 4.11 Services

Figure 4.11 It contains the Guidance Office Information, Online Complaints
and the Log-in page.
Figure 4.12 Online Complaint

Figure 4.12 It displays the form to submit a complaint.
50

Figure 4.13 School Counselors

Figure 4.13 shows the morning and afternoon guidance counselor of the school.
Figure 4.14 Contact Us

Figure 4.14 it comprises the Map location, Address, Contact and Fax number of the
school.
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Figure 4.15 Login Page

Figure 4.15 shows the Login page of the system.
Figure 4.16 MessageBox

Figure 4.16 shows the MessageBox of the proposed system.
52

Figure 4.17 Student Information

Figure 4.17 shows the Student information of the proposed system.
Figure 4.18 Online Complaints

Figure 4.18 shows the Online Complaints of the proposed system.
53

Figure 4.19 Calendar

Figure 4.19 shows the schedule of administrator.
Reports Design
The study overviews the reports with description that the system is
created as finished product of the new system.
Reports Inventory
Reports Name
Action Form
Description
The system
automatically input the
offenses of the
respondent and print to
manually write a
promissory note
Table 4.11 Reports Inventory
User
Respondent
54

Reports Layout
Figure 4.20.1 1st Page of Action Form
55

56
Figure 4.20.2 2nd Page of Action Form

57
Component Design

The
component
design
is
compose
of
the
object
diagram,
communication diagram, component diagram and deployment diagram of the

system.
Communication Diagram
Figure 4.21 Communication Diagram

The figure 4.21 illustrates the relations between the User, the guidance
counselors and the flow of information to generate reports.
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Component Diagram

Figure 4.22 Component Diagram

The figure 4.22 shows the components in the proposed system
Deployment Diagram
Work Station
Server
BJNHS DATABASE
Web Browser
MySQL server
Figure 4.23 Deployment Diagram

The figure 4.23 shows how the proposed system communicates with the
users.
System Requirements
59

Study 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.
Particulars
Specification
CPU
Intel Pentium E5300

Pentium Dual-Core CPU E5300 @ 2.60GHz
Motherboard
MSI Intel(R) G33/G31/P35/P31
Memory
Type: DDR2
Size:
2GBytes
Speed: 399.0 MHz
500GB Seagate Barracuda 7200 RPM 16MB
Cache SATA 3.0Gb/s 3.5 Hard Drive
Intel G33/G31 Express Chipset Family
Memory Size: 256 MBytes
Hard Disk Drive

Video Card
Table 4.12 Hardware Specification

The table 4.12 illustrates in the next page the required hardware for the
system to become fully operated.
Particulars
Specification
Operating System
Windows 7
Database
MySQL
Application Program
Microsoft Visual Studio

MySQL
2010
60

Microsoft Visual Studio2010

MySQL
Microsoft Word
Productivity Tool
Kaspersky Internet Security Multi-
Anti-virus
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.
Technical Administrator
Operational Job
Has knowledge in the system interface
Has a permission to manage user accounts
Can access all the functionality of the
Guidance Counselor
system
Manage the system in terms of accessing
the security of the records and reports.
Table 4.14 Peopleware

The table 4.14 defines the different functions of the user to the hardware
and software to be used.
4.8 Security
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All 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 V

Summary, Conclusion and Recommendation
5.1 Summary
Bonifacio 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 webbased 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,

and also provide a well organize way of communication between the
counselors and the student as well as their parents.
5.2 Conclusion
The 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.
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College of Engineering and Industrial Technology