Free Essay

Electronic Management System

In: Computers and Technology

Submitted By pautorion
Words 4567
Pages 19
Chapter 1

Chapter one is composed of three (3) parts: (1) Organizational Background; (2) Organizational Unit Description; (3) Current System Description. Part one, Organizational Background, specifies the history and present structure of the whole organization and its situation.
Part two, Organizational Unit Description, describes the structure of the organizational unit and its situation. Part three, Current System Description, narrative flow of the current system and its Data Flow Diagram.

Nowadays, computers are very important. People use this modern technology to make their work easier and faster. Persons who are computer-literate enjoy their work because it’s not tiresome and they can finish work in a very short time. The Electronic Records Management System of the Registrar’s Office of West Visayas State University – Janiuay Campus is a records management system that aids the administrative staff conduct their day–to–day business of recording, data organization and account integration. An Electronic Records Management System is a software application for university offices that manages students and faculty data with regards to their records status. It enables students to check their status and get their copy of grades and Transcript of Records easily. The Electronic Records Management System is easy to use. It helps reduce the time spent on administrative tasks and allows the staff to attend to student’s records. It also processes and generates statements by the use of ID number which automatically shows the records status.

1.1 Organizational Background

Janiuay High School came into birth on July 5, 1946 through the efforts of the late Hon. Tiburcio A. Lutero then congressman of the Third District of Iloilo. It was the first public high school in the Municipality of Janiuay.
The conversion of Janiuay High School into Janiuay National Vocational High School on July 1,1960 under R.A. 2411 authored by the late congressman, Domitilo G. Abordo, ushered the “vocational period” in the school’s history.
In July, 1972, the school became Janiuay National Comprehensive High School by virtue of the law authored by a lady congressman from the Third District of Iloilo, Hon. Gloria M. Tabiana. A two year technical college was opened to cater to the manpower needs of the community and the country as well.
In 1986, the school celebrated its 40th anniversary, the Ruby Jubilee year. Under R.A. 6667 dated June 22,1990, authored by then congressman, Hon. Licurgo P. Tirador, renamed the school to Don Tiburcio A. Lutero National Comprehensive High School, in honor of its founder, the late congressman, Tiburcio Alianza Lutero.
On January 1, 1996, the school was converted to Janiuay Polytechnic College, by virtue of R.A.7974, again authored by Hon.Licurgo P. Tirador. It also celebrated its Golden Anniversary – 50 years of quality service – that same year. During the span of 50 years, several changes have taken place: the name of the school, the curricular offerings and the school heads. Despite these changes, one thing remained – its commitment to service and delivery of quality education.
After almost five years as a Polytechnic College, it was integrated to West Visayas State University on November 23, 2000 in consonance with CHED Memorandum Order No.27, series of 2000 which contained the implementing guidelines on integration of CHED Supervised Institutions (CSI’s) to State Universities and Colleges (SUC’s), by virtue of R.A. 7722, otherwise known as the “Higher Education Act of 1997”.
From then and onwards, Janiuay Polytechnic College has become known as West Visayas State University – Janiuay Campus.

1.2 Organizational Unit Description

The researcher conducted a study on the records management of the Registrar’s Office. The office is responsible for recording, keeping student records such as, Form 37, good moral, live birth, honorable dismissal, grades, diploma and etc. Office is headed by Mrs. Sony Velonero, Registrar III; with two clerks: Mrs. Lala Melody Abordo and Miss Riza Ladon. They are responsible for filing, recording, keeping and assisting the Registrar in her clerical works.

Figure 1. Organizational Chart

1.3 Current System Description

Based on interviews, observation and research, the researchers found out that the Registrar’s Office of West Visayas State University – Janiuay Campus has been using the manual method in managing the records of the students. The process of managing of the record are divided into different processes namely process of filing student RF and requirements, process of recording of grades, process of preparing transcript of records and process of preparing reports. Context diagram of the current system refer to figure 2, and as to exploded data flow diagram of current system refer to figure 3. The process of filing of the student Registration Forms and requirements such as Form 37, good moral and live birth submitted during the enrollment, students Registration Forms are classified by courses and by section, and sorted alphabetically. The student requirements are classified by course and by section, sorted alphabetically; and being kept it in the filing cabinet. The Registrar will prepare a list of student officially enrolled by course and by section based on the RF and the list of officially enrolled students will be distributed to class advisers. Refer to figure 4.
In the process of recording of grades, the Registrar will gather the Grade Sheets of the Instructors and classify it by courses and by section, place it in a labeled folder and keep it on the filing cabinet. The Registrar records and updates the grades manually on the prospectus based on the grade in the grade sheet. Refer to figure 5. In the process of preparing the transcript of records, a student should make a request after presenting their fully accomplished or signed clearance and school ID to the Registrar Office. The Registrar will require the student to pay for the requisition fee in the amount of P100 to the Cashier’s Office. After which the student must present the official receipt and the Registrar will set a schedule when to get the transcript of records. The Registrar will prepare the transcript of record based on the recorded grades on the prospectus of the students. The name of the student, address, course number, course title, units and grades are then encoded in a Microsoft Excel application, saved, printed out, signed by the Registrar, have it sealed and then be issued to the student on the scheduled of release. Refer to figure 6. In the process of preparing a report, the Registrar prepares the report s of enrollees and dropouts for the Management Information System (MIS) Office every semester. In preparing the report, the Registrar consolidates data of the students from records, encode in Microsoft Excel application, save and print, have it signed by Registrar and submit to the Office of MIS. Refer to figure 7. There are separate shelves for semi-active and inactive records. However, the records are managed manually. Files of students 10 years and beyond considered as inactive records are closed and placed on the inactive shelves. The same is done to files of student who have transferred to other schools. The semi-active and vital records are kept in file cabinets. This makes for difficulty in the retrieval of student records since other documents are also kept by the in the same place. Some files are lying on top of the cabinets due to lack of space. A closer look at these files reveals that they are no longer active. Since there is no inventory, no record appraisal, no retention/disposition schedule, there is confusion about what records to dispose of. As a result, there is time wasted in record retrieval, mix-up and chaos in the entire system of files and records.

Transcript of record

List of officially enrolled
RF, Live birth,
Good moral,
Form 37



Record Management System


Class Adviser

Grade sheet

Figure 2. Context Diagram of Current System

RF, Live birth,
Good moral,
Form 37

Process of

Process of

Process of




Filing Cabinet


Class Adviser

List of enrollees

Grade Sheet
Grade sheet



Process of
Record Disposal

Process of



Figure 3. Exploded Data Flow Diagram of Current System

RF, Live birth,
Good moral,
Form 37

Sort RF and

Classify RF and

Filing Cabinet



Distribute List

Prepare list of officially enrolled 2.3

List of enrollees
Class Adviser

Figure 4. Exploded Data Flow Diagram of Process of Filing

Filing Cabinet



List of Subject Taught Grade sheet


Prepare a prospectus

Check the grade sheet

Grade sheet


Grade sheet


Let instructor sign in the



Record/update grade



Figure 5. Exploded Data Flow Diagram of Process of Recording




From process of recording

Save file


Encode grades





Transcript of Record


Transcript of record

Transcript of Record


Figure 6. Exploded Data Flow Diagram of Process of Preparing Transcript of Record

Filing Cabinet




From process preparing transcript of records

Consolidate data 5.3






Affix signature


Figure 7. Exploded Data Flow Diagram of Process of Preparing a Report

Chapter 2
Project Charter

Chapter two is composed of eight (8) parts: (1) Project Objectives; (2) Problem Statement; (3) Project Vision; (4) Business Constraints; 5) Technology Constraints; (6) Project Strategy; (7) Project Documentation; (8) Project Organization and Staffing . Part one, Project Objectives, describes the general and specific objectives of the study.
Part two, Problem Statement, discusses the general and specific problems of the system. Part three, Project Vision, emphasizes the vision of the researchers towards the development and enhancement of the management of the student records.
Part four, Business Constraints, describes the limitation in delivering of services.
Part five, Technology Constraints, describes the limitation of availability of technology.
Part six, Project Strategy, discusses the methodology or the procedure resources used in the system.
Part seven, Project Documentation and Communication, discusses the tools use in documenting a project and a means of communication.
Part eight, Project Organization and Staffing, discusses who the persons behind the project are.

2. 1 Project Objectives The aim of this study is to create accurate and efficient recording through computerization. The general objective is to develop an “Electronic Records Management System of the West Visayas State University-Janiuay Campus”. The researchers identified the specific objectives: 1. Faster retrieval of students’ record. 2. Updated students’ record. 3. Faster issuance of a copy of transcript of record 4. Provide proper storage area for the records. 5. Provide a security of files. 6. Provide proper procedure in disposal of the records.

2.2 Problem Statement
After conducting interview and observations, the researchers found out that the general problem on the current system is the use of manual recordings and filing which gives the administrative staff a hard time managing student information and encoding records for future use.
Specific Statement of the Problems: 1. Delay in retrieval of students’ record; 2. Not updated student’s record; 3. Longer time to get a copy of transcript of record; 4. Lack of storage area; 5. Lack of security on files; and 6. Lack of proper procedure in disposal of the record.
2.3 Project Vision The researchers visualizes an electronic records management system of WVSU-Janiuay which could quickly retrieve students record, update records, quickly process transcript of records, provide security of files and proper procedure in disposal of records.
2.4 Business Constraints The WVSU-Janiuay campus is a non-profit organization. It is a government owned institution. The school is tasked to provide quality education and services to its graduates and stakeholder. The problem seen is lack of equipments and facilities especially in the Record Management System of the Registrar’s Office that results to poor service in terms of retrieval and updating student records, and preparation of a transcript of records.
2.5 Technology Constraints The Registrar Office has no information system that could help Record Management System operate effectively and efficiently for there is an available computer system.
2.6 Project Strategy
The researchers use System Development Life Cycle model. The System Development Life Cycle (SDLC) is a conceptual model used in project management that describes the stages involved in an information system development project from initial feasibility study through maintenance of the completed application. Various SDLC methodologies have been developed to guide the process involved including the waterfall model (the original SDLC method), rapid application development (RAD), joint application development (JAD), the fountain model and the spiral model. Mostly several models are combined into some sort of hybrid methodology. Documentation is crucial regardless of the type of model chosen or devised for any application, and is usually done in parallel with the development process. Some methods work better for specific type of projects, but in the final analysis, the most important factor for the success of the project may be how closely plan was followed.
The first phase is the Planning. The researchers planned who is the target subject of the study. The researchers conducted an interview with the Registrar and personnel of the Registrar’s office to gather information to be used in the study. The current procedures and transactions were based on day to day basis.
The second phase is Analysis. The researchers determined the present problem based on the data being gathered. The researchers came up with proposed system to improve the current system in the Registrar’s office. Various related literature were studied for deeper analysis and understanding.
The third phase is Design. In this stage, the proposed system was designed. The researchers had to sketch the forms and lay-outs, determine the input, process and output of the system, analyze the software and hardware specifications.
The fourth phase is Coding. In the development of the proposed system, the researchers used the Microsoft Visual Basic 6.0 as the programming language.
The fifth phase is Testing. The Proposed system was placed in scrutiny. Debugging of errors takes place while checking the system.
The sixth phase is the Operating Phase. The researchers were able to conduct an operation test. The test is under the actual operation conditions and hardware specifications. Since this test was intended to develop a system, it was called an approval test.
The seventh phase is Maintenance phase. The researchers were able to analyze software maintenance regarding efficiency, faults and fixing hardware defects.

Software Development

Figure 8. The System Development Life Cycle (WATERFALL MODEL)

2.7 Project Documentation and Communication The researchers uses a data flow diagram to document the flow of the current system in order to have a visual representation of the actual system. It is also use as means of communication tools of staff involved in the project and end user of the system. An E-R diagram shows the relationships of attributes in place inside the database. Gantt chart shows the schedule of activities and the time when the activities are going to be performed in order look into and foresee when the project is to be done. The researchers sent a communication letter to Mrs. Sony P. Velonero, Registrar of West Visayas State University – Janiuay Campus, asking permission to allow the researchers to gather necessary data to create a project proposal. The respondents accepted the request and were willing to answer the queries. Refer to figure 9.

Figure 9. Letter to Interviewee
2.8 Project Organization and Staffing The project is a joint effort of Mrs. Sela C. Lera-og as the System Analyst and Mrs. Pauline M. Torion as a Programmer of Electronic Record Management System. Mrs. Sony P. Velonero head of the office will serve as the Administrator of the system and with her are the two clerks in the person of Mrs. Lala Melody Abordo and Miss Riza Ladon, operator or end user of the system.

Chapter 3
Forms and Data Analysis

Chapter three is composed of three (3) parts: (1) Forms; (2) Data Analysis; (3) Data Dictionary. Part one, Forms, discusses the different form contents.
Part two, deals with Data Analysis, analyzes the relationship among data using E-R diagram. Part three, is the Data Dictionary, specify the basic element of the structure of database.

3.1 Forms

Form shows the graphical user interface of a system. The following are the list of form: 1. Log-in form – a form in which a user will enter user name and password. 2. Main Menu form – a form that displays the main menu options such as system, record maintenance and transaction. 3. System Menu form – contains user and exit options. 4. Record Maintenance Menu form – contains student, instructor, course, subject and curriculum submenus. 5. Transaction Menu form – contains registration, grade sheet and student grade.

3.2 Data Analysis

Figure 10. Entity Relationship Diagram

3.3 Data Dictionary

Student Field Name | Size | Type | Description | Stud ID | 10 | Number | Student Identification No. | StudLname | 15 | Text | Student Last Name | StudFname | 30 | Text | Student First Name | StudMname | 15 | Text | Student Middle Name | Address | 30 | Text | Address | Gender | 6 | Text | Gender | DOB | 8 | Date | Date of Birth | Contactno | 15 | Number | Contact Number | Guardianno | 15 | Number | Guardian Number | Registrationno | 15 | Number | Registration Number |


Field Name | Size | Type | Description | Registrationno | 15 | Number | Registration Number | Stud ID | 10 | Number | Student Identification No. | StudLname | 15 | Text | Student Last Name | StudFname | 30 | Text | Student First Name | StudMname | 15 | Text | Student Middle Name | Coursecode | 10 | Number | Course Code | Yearlevel | 10 | Text | Yearl Level | Section | 5 | Text | Section | Semester | 15 | Text | Semester | Schoolyear | 8 | Number | School Year | Courseno | 15 | Text | Course Number | Descriptivetitle | 20 | Text | Descriptive Title |


Field Name | Size | Type | Description | CourseNo | 10 | Text | Course Number | Descriptivetitle | 20 | Text | Descriptive Title | Units | 3 | Number | Units |


Field Name | Size | Type | Description | Guardianno | 15 | Number | Guardian Number | Glname | 15 | Text | Guardian Last Name | Gfname | 30 | Text | Guardian First Name | Gmname | 15 | Text | Guardian Middle Name | Gaddress | 30 | Text | Guardian Address | Gcontact | 15 | Number | Guardian Contact Number |


Field Name | Size | Type | Description | Coursecode | 20 | Text | Course | Degree | 20 | Text | Degree | Major | 15 | Text | Major |


Field Name | Size | Type | Description | Courseno | 10 | Text | Course Number | InstID | 10 | Number | Instructor Identification Number | StudID | 10 | Number | Student Identification Number | Yearlevel | 15 | Text | Year Level | Section | 5 | Text | Section | Semester | 15 | Text | Semester | School Year | 4 | Number | School Year | Grade | 4 | Number | Grade |


Field Name | Size | Type | Description | Instructor ID | 10 | Number | Instructor Identification Number | InstLname | 20 | Text | Instructor Last Name | InstFname | 30 | Text | Instructor First Name | InstMname | 20 | Text | Instructor Middle Name | Courseno | 10 | Text | Course Number |

Chapter 4
Project Technicality

Chapter four is composed of three (3) parts: (1) System Project Scope; (2) Usage Scenario; (3) Software Interface Description. Part One, System Project Scope, discusses the coverage of the system project.
Part Two, Usage Scenario, discusses how to use the system. Part Three, Software Interface Description, describes the interfaces of the software.

4.1 System Project Scope
This system project is a transaction processing system and includes features such as filing, recording, keeping and retrieving of students’ records, generating transcript of records and form 9, and generating a reports of honor students. The tools used in developing this system are E-R diagrams and data dictionary. The time-frame of this project proposal is 3 months.
The implementation plan is parallel implementation in which both the manual and electronic record management simultaneously being used. The user of this project will be trained on how to operate the system.
4.2 Usage Scenario
To install system 1. Insert Electronic Registration System disc in Drive E. 2. In My computer, select Drive E:. 3. Click Set-up to install… Registration Set up prompt will display 4. Click Ok to continue. 5. If the installation successfully complete 6. Go to Start Menu 7. Click Registration System
To access system
Users are required to enter user name and password in the Log-in form in order to access the system. If the user enters successfully correct user name and password, the main form window will display. If the username and password are incorrect, the system will notify the user “Username and Password are incorrect.”
Main form window Main form window contain three menu options: system, record maintenance and transaction in which a user can choose from what action to be taken.
System Menu
System menu option is a menu that allows user to enter user accounts. It contains two menu options: user account and administrator account. In User accounts, the user is given privileges to access the system and allows adding, editing and deleting data. In Administrator account, the user is given all privileges to access, maintain and manage the whole system.
Record Maintenance Menu Record maintenance menu contains back-up menu option that allows user to have a back-up of all the records for safety purposes in case problem arises on the system.
Transaction Menu
Transaction menu option contains following submenu: student, instructor, courses, subject, curriculum, registration, and student grades. In every form the user can add new record, save, delete data.
In student submenu, the user is requiring to enter data about personal information of the student, guardian and check what are requirement submitted to the Registrar’s Office. The user is also given a chance to modify or edit some data and delete if needed.
In Instructor submenu, the user enters the instructor profiles, edits and deletes data. In Courses submenu, the user enters the courses details, edits and deletes data. While in Subject submenu, the user enters the subject details, edits and deletes data. In Curriculum submenu, the user enters the details about the subject, instructors and as well as the grades of the students edits and deletes data.
In registration submenu, the user will enter data about the details of the student enrolment record. In Student grades submenu, the user enter grades, edits and deletes data. Exit to system To exit in the system click the x mark in the upper right of the window. Then Message prompt will appear “ Are you sure you want to exit from Electronic Record Management System? If you click Yes, the system will exit. If you click Cancel, it will remain on the system.

4.3 Software Interface Description In the Log-in form, the user will enter user name and password then press login button if the username and password is correct main menu form will appear. If it is incorrect message prompt will display “Your username and password is incorrect. Try Again.”

Figure 11. Log-in form

In main form, the user has three menu options to select: System, Record Maintenance and Transaction.

Figure 12. Main Form

In System menu there are submenu options to select: user and exit. If user was selected, User Data Entry form will appear in which user can enter his/her username and password. If exit was selected message prompt will appear “Are you sure you want to log-out?”

Figure 13. System Submenu Option Form

In Record Maintenance menu there are five submenu options: Student, Instructor, Course, Subject and Curriculum.

Figure 14. Record Maintenance Menu Form

If user select student submenu, Student form will appear can enter new data, edit and delete records and refresh.

Figure 15. Student Form

If user select instructor submenu, Instructor Form will appear in which the user can enter new data, edit, delete records and refresh.

Figure 16. Instructor Form

If user select course submenu, Course form will appear in which the user can enter new data, edit, delete records and refresh.

Figure 17. Courses Form

If user select Subject submenu, Subject form will appear in which the user can enter new data, edit, delete records and refresh.

Figure 18. Subject Form

If user select curriculum submenu, Curriculum form will appear in which the user can enter new data, edit, delete records and refresh.

Figure 19. Curriculum Form In Transaction menu there are four submenu options: Registration, Grade Sheet, Student Grade and Honor Student.

Figure 20. Transaction Menu Form

If user select Registration submenu, Registration form will appear in which the user can enter new data, edit, delete records and refresh.

Figure 21. Registration Form

If user select Grade Sheet submenu, Grade Sheet form will appear in which the user can enter new data, edit, delete records and refresh.

Figure 22. Grade Sheet Form

If user select Student Grade submenu, Student Grade form will appear in which the user can view and print out transcript of records and form 9.

Figure 23. Student Grade View Form

Chapter 5
Project Management

Chapter five is composed of three (3) parts: (1) Project Cost Estimates; (2) Project Cost-Benefit Analysis; (3) Project Schedule; (4) Project Resources. Part One, Project Cost Estimates, discusses the estimated cost of the project.
Part Two, Project Cost-Benefit Analysis, discusses the cost and benefits on the project when implemented. Part Three, Project Schedule, discusses the time and schedule of activities.
Part Four, Project Resources, provides the overview of the technical aspects with regards to the hardware and software specification and staff requirements and qualification of the user.

5.1 Project Cost Estimates System Analyst | P 10,000.00 | Programmer | 20,000.00 | Hardware | 32,000.00 | Software | 3,000.00 | Supplies and Materials | 2,000.00 | Training:2 clerk * 2 days@500/day | 2,000.00 | Total | P69,000.00 |

5.2 Project Cost-Benefit Analysis On the first year of the implementation of the project the total estimated cost is
P69, 000.00. On the second year, expenses are minimal because to expenses include maintenance, supplies and materials. The project help lessens expenses every year, as well as it makes record management system function efficiently and effectively.
5.3 Project Schedule Activities | August | September | October | Planning | | | | | | | | | Interview | | | | | | | | | System Analysis | | | | | | | | | System Design | | | | | | | | | Final Draft of Proposed System | | | | | | | | | Figure 24. Gantt Chart

5.4 Project Resources The following are the resources utilized: 1. Financial resources
The project is personally finance by the researcher. 2. Technological resources
Technological resources are computer, printer, photocopier and Internet connection. 5.4.1 Software Requirements
The software specification consists of the entire requirements that the software needs to implement. The operating system and software specification are needed by the system to fully promote a functional and smooth running program application. The software specification needed by the system includes: (1) Microsoft Windows XP Professional as an operating system (2) Visual Basic with MySQL as software element of the system.
5.4.2 Hardware Specification
The hardware specification is composed of computer capacity, capabilities and features.

CPU Type / Model | Intel(R) Core (TM)2 or higher (Recommended) | Input Devices | Mouse (PS/2 or USB) and Keyboard | Output Devices | 14 – 17” LCD Monitor , Printer | Storage Devices | 1.20 GHz, 1.99 GB of RAM | Backup Devices | External HDD (Recommended) | Peripherals | 110/220 VOLTS AVR |

5.4.3 Staff Requirements and Qualification The possible end-users who will be directly operating the system are the personnel of the West Visayas State University – Janiuay Campus Registrars Office. The personnel will be required to undergo training seminar before using the system. They may not be necessarily computer experts but should have a background on computers and windows application to reduce system error.

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