Chapter_One_on_Student_Information_and_Grading_System

Chapter 1 The problem and its background Introduction Education is known to be the key to a good future in any country. With this though in hand, establishments, institutions, either public or private, were built all over the country to reach the need for quality education. One of these is the POST Elementary School. The POST Elementary School are using old based process where in the teachers submits the grades to the head teacher. The head teacher is the one who records the grades of the students in hand written procedure. The head teacher also compiles the records and submits the documents to the principal. As the student graduates from POST Elementary School, the school he entered requires him to get his Form-137.With the request given by his secondary school, he request for his Form-137.This request is given to the head teacher and guidance counselor. She then goes to a filing cabinet with piles of files to find the student’s Form-137 and give him the original copy, leaving no copies for POST Elementary School. The Student Information and Grading System of POST Elementary School provides opportunity for the teachers to store their students records and all the information in a transaction will be save through the data storage that can be viewed, edited, and updated anytime. It also allow teachers to have a hard copy of the Form-137.Along with the growing numbers of students to be taught is the growing number of student related data to be added, updated and stored. The System focused on data storage of the school, adding and updating information and grades of students, and relieving the head teacher from the pain staking task of going through piles of files of students to find a single record. Conceptual Framework Input Process Output -Transcribed Student’s Information -Student’s List -Form-137 -Gather requirements -Transcribe student’s information -Encode student’s list for report and sectioning Student’s Requirements Initial Planning Figure 1.0 Conceptual Framework of the Existing System In figure 1.0, after the gathering of the requirements, the teachers need to manually search each student’s document in the filing cabinet at times they needed it or transcribe the student’s information just to have their own personal copy. Then encode the student’s list for the submission of reports. Afterwards, as the student finishes a grade level, his Form-137 is updated in hand written procedure until he finishes all of the six grade levels. -Encode student’s information into the database -Compile requirements Student’s Requirements -Easy to view , add ,edit student information using -Printable Form-137 Input Process Output Figure 2.0 Conceptual Framework of the Proposed System In figure 2.0, after the gathering of the requirements, the head teacher encodes student’s information for easy viewing, adding, and updating of records. Then print student records and subjects if ever the parents ask for it, it can also print list of students for the submission of reports and if the student presents a request for his Form-137,the teacher can easily print a copy. Objective of the Study The objective of the study is to develop software that covers the adding, viewing and updating of the records, registration, and updates of the student’s information and being able to create a Form-137,print it if the student requests for a copy and still have a copy in the database. Specific objectives are: 1. Secured Records The records are needed to be protected to unauthorized person. To secure it, we made a log-in prompt that is only accessible by the administrator (principal) and user (faculty). The user must put a correct username and password in order to access the system. They can also create new usernames and passwords if they wish to. 2. Decrease Work The system provides the needed records of the teacher with regards to student information: the student’s profile, current and previous level, section and subjects. With all of this information, the head teacher can easily create a Form-137. All of these are can easily viewed, added, updated and print anytime. 3. Lessen Time The time used for finding files and documents for students are lessen with the proposed system . It relieves the teachers from those long hours of digging through file cabinets. 4. Organized Records Since the paper works are decreased by the proposed system, they don’t have to be stored in filing cabinets which doesn’t only cost but are not safe. 5. Organized Profiling The information of the students are no longer needed to be stored in cabinets. It can easily be organized in the system. Errors and the time used are lessen Statement of the Problem 1. Unorganized profiling of student’s records. 2. Student’s records are not stored in one place. 3. It takes a long time to find the record of a student from the filing cabinet. 4. The teachers need to transcribe each of their student’s names just to have a personal copy of student’s list. 5. The student’s records can be accessed by anyone, even by students. Scope and Limitation Scope of the Study The scope of the study states the capabilities of this system to perform its task. 1. The proposed system can perform grading transactions. 2. The system has a security access code to secure files from unauthorized person such as the students. 3. The system is able to display complete student’s profile and other related information such as student’s level, section, adviser, room, subjects and year enrolled. 4. The system can add, edit, and save student’s information. 5. The system can retrieve data in a short period of time. 6. The system can print student’s information together with its subjects and student’s list. 7. The system can print the student’s Form-137 upon submission of the request from his secondary school. Limitation of the Study The limitation of the study states the system’s boundary in performing a task. Limitations are the following: 1. The system is unable to access online. 2. The system can’t calculate the number of enrollees and drop-outs each year. 3. The system is incapable in making reports excluding student’s list. Significance of the Study Technological Technology is a huge factor in any transaction; it makes our work a lot easier. It is because people always want to speed up and lighten their work. The Student Information and Grading System of POST Elementary School aims to improve the current system of POST Elementary School. It can relieve the faculty members from the pain-staking job of searching for a student’s records through filing cabinets for hours. It can also lessen the faculty members in making the Form-137. Educational This system is a Visual Basic 6.0 base program that helps and teaches this school on how to adopt an information system by the power of technology. It can be a reference to other students who have a research regards to Enrolment system and they can establish a new concept and ideas to enhance this system well develop. Economical This software is a friendly user and has an edge in the market in terms of Information System in different Schools nationwide especially the private schools. The researchers conducted a Cost Benefit and Market Analysis to determine the total cost of the software and also to know the overall cost for the development of it. The importance of studying related study is to get better the present study and use it as a reference to current study and to make a proposal much better than before. Definition of Terms DATABASE - an application that manages data and allows fast storage and retrieval of that data. Student Information and Grading System of POST Elementary School - a software application for educational establishments to manage student data.