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FUNCTIONAL SPECIFICATION REPORT

System Analysis and Design Page 1

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 dataintegrity 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 theflaws 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 Description

Apache HTTP Server 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 Description

Epson 600 x 600 dpi resolution/ speed: 36ppmTable 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)

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 Description

Windows 7 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.

Name of UPS Description

UPS Prolink + AVR PRO700 Capacity 650VA Voltage

range : 140300V 5VAC

Frequency range : > 40Hz Phase : Single + GND
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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

networkand run multi-user operating systems.

Name of the Workstation Description

CPUIntel Core i5 2500K

Socket : LGA1155, Clockspeed: 3.3 GHz

Turbo Speed: 3.7 GHz

No of Cores: 4 Max TDP: 95 w

Motherboard ASRock Z68 Pro3 GEN3

Memory

2GB Corsair Vengeance DDR3

1600MHz Memory Kit

Optical Drive

OEM DVD Drive or OEM Blu Ray

Drive (Any Manufacturer)

PSU Corsair CX430 Power Supply

Case Cooler Master HAF 912

Operating System 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.
http://en.wikipedia.org/wiki/Microcomputerhttp://en.wikipedia.org/wiki/Local_area_networkhttp://en.wikipedia.org/wiki/Local_area_networkhttp://en.wikipedia.org/wiki/Multi-userhttp://en.wikipedia.org/wiki/Operating_systemhttp://www.amazon.com/exec/obidos/ASIN/B004EBUXHQ/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B005N5Q2MW/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B005N5Q2MW/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B00569K7LM/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B00569K7LM/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B0033Z2BAQ/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004ZMG55I/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004ZMG55I/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004W2T2TM/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B003ZM7YTA/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004Q0PT3I/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004Q0PT3I/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B003ZM7YTA/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004W2T2TM/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004ZMG55I/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004ZMG55I/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B0033Z2BAQ/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B00569K7LM/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B00569K7LM/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B005N5Q2MW/cupcre06-20http://www.amazon.com/exec/obidos/ASIN/B004EBUXHQ/cupcre06-20http://en.wikipedia.org/wiki/Operating_systemhttp://en.wikipedia.org/wiki/Multi-userhttp://en.wikipedia.org/wiki/Local_area_networkhttp://en.wikipedia.org/wiki/Local_area_networkhttp://en.wikipedia.org/wiki/Microcomputer


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2.2.3 Applications

Name of the Workstation Description

Office Applications

Microsoft Office 2010

For the templates certificate andreports.Browsers

Mozilla Firefox

Google chrome

It is used to run and view thesystem

Web server

Apache web server

For the server of the system, evenif 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.

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

Description

Microsoft Excel (2007) To storage & record the data.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 theMS Access 2003. The server uses the Microsoft Access as data respiratory off all schools data.
http://en.wikipedia.org/wiki/Databasehttp://en.wikipedia.org/wiki/Database


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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 Description

Wi-Fi Refers to wireless networkingtechnology that allows computers andother 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.

Table 2.4 Man Power

Name Description

Administrator for updating structure of reports

Registrar generating reports and managing thegrade

Teacher for generating reports and computing

managing the grade of the students


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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 Description

Administration

Responsible for updating structure of reports as

well as the system setup of the studentinformation system.

Registrar

Responsible for generating reports and

managing the grade of the students.

TeacherResponsible 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.Table 2.4.1 End User

The table shows the manpower of the system until the present.
http://www.businessdictionary.com/definition/person.htmlhttp://www.businessdictionary.com/definition/use.htmlhttp://www.businessdictionary.com/definition/use.htmlhttp://www.businessdictionary.com/definition/person.html


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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.


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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 toimproved 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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1.0System DescriptionGrading 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.

Securitya. 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 thesystem.

Queriesa. Immediate search for the students requirementsb.Immediate search for the student grades.c. Immediate calculate grades of the students.

Reportsa. Generates of the student filesb.Generates of the list of students years and sections

Other Featuresa. Additional features is grading system


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2.0ScopeThe scope of the system we propose is to change the design and to add a feature to help to the

school that we chose.

2.1Use Case Diagram

Admin

Registrar

Teacher

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.

ADD student

EDIT student

UPDATE student

REMARKS

STORE Grades

LOG- IN

LOG-OUT


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Add the

Student

2.2 Interaction Diagram

Computerized Grading System is the process if the Grading System uses to compute

grades.

Compute

Students

Students Info

Figure 2.2 Interaction Diagram

This figure shows how to intersect to the student, admin.

Grading

S stem

Main Form

Log in


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Has

2.2Entity Relationship Diagram

Reports to

Receives

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

3.0New Business RulesAssuming 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 thesystem will be limited into two users such administrator and registrar for security of the

school.

The registrarimposed a deadline and schedule of the enrollment and also submission of the

requirements.

FACULTY

TEACHER

RESULT

STUDENT

DEPARTMENT

Has


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4.0System RequirementsThis chapter shows the requirements to need the system. The following requirements help

also to the users to operate.

4.1 Hardware RequirementsThe 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 Description

System Unit Dual core with speed of 2.2 GH or higher

Monitor Memory of 160 Gb

Keyboard/Mouse Compatible pointing devices

AVR Memory of 2Gb or higher

Printer Print speed: 36 ppm

Scanner 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.

4.2Software RequirementsThe 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 DESCRIPTION USES

Operating System Windows XP Professional For the environment to be use

Database My SQL server For the storage of the records

Programming Language Microsoft Visual Basic 6.0 For the development of the

system

Table 4.2.1 - Workstation Requirements


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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 DESCRIPTION USES

Database My SQL server For the storage of the records

Programming Language Microsoft Visual Basic 6.0 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.

4.3Data RequirementsThe following data are to be feed to the system. These data are needed process and

produce reports.

From the student

Field Type

Stud_id Int(10)

Stud_lname Varchar(25)

Stud_fname Varchar(25)

Stud_mname Varchar(25)

Stud_bdate date

Stud_contact# Int(10)

Stud_section Varchar(25)

Stud_add Varchar(30)


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From the admin / registrar

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

Field Type

Stud_level Int(10)

Stud_curriculum Varchar(25)

Stud_professor Varchar(25)


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Figure 5.0Security

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

Log in into system

Please enter your username and password

Entering username and password

Check access

USER SYSTEM


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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 5.3Security 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

I want to backup files

Back up files

Complete

Status archive

I want to receive old files

User

Grading

System

Back up

Device


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I want to receive old files

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 server to prevent damage

to data if a server crashed happens.

7.1 Back Up and Recovery

Diagram


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Figure 7.1Back 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.

1.0Functional Design

1.1System ConfigurationSystem 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 upgradeyour system with new equipment in the future.

1.2Detailed UML Interaction Diagram


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Figure 1.2 Detailed UML Interaction Diagram


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Invalidated

LOG IN

RE- LOGIN

VIEW COURSE

Edit course

View student

Add student


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Teacher

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.

1.2Class Diagram

Course IdCourse Description

+ add Course ( )

Section ID

Section Description

+ add Section ( )

Username

Password

Access Type

+ add User ( )

GradinSg_ID

Grading_Period

Grading_Sem

SubjID

Userid+ add Grade ( )

View Grades Edit grades


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

2 Technical Design2.2Database

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 Type


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2.1.2.1 Data Dictionary

2.1.2.1 .1Tbl_r_user

Fieldname Data Type Null Description

User_Id Int(8) Null Identifier for the user

Username archar(15) Null The user account name

Password archar(15) Null The security code of the user

User_type archar(10) Null The type of user in the admin system

Is_activeb Boolean(3) Null etermines if the 2account is still active

2.1.2.1 .2 Tbl_r_subj


Subj_id Int(10) Null Identifier for the subject

Subj_code Varchar(10) Null Code for the subject

Subj_desc Varchar(25) Null Description of the subject

Units Int(3) Null Subject Units

2.1.2.1 .3 Tbl_r_ course

Stud_id Int(10)

Stud_lname Varchar(25)

Stud_fname Varchar(25)

Stud_mname Varchar(25)

Stud_bdate date

Stud_contact# Int(10)Stud_section Varchar(25)

Stud_Add Varchar(30)


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2.1.2.1 .4 Tbl_r_subj

The data

dictionary shows the description of the system.

2.1.3 Screens

2.1.3.1 Inventory of Screen

Name Description

HomeLogin Screen Home page for the administrator

AdminHome Screen Admin can return to his home page

Admin - Dashboard min page where all the menu of the registrar

is present

AdminRegistrarStudent File min page where he can add, edit and delete

students

AdminRegistrar -Teacher File min page where he can add, edit and delete

teachersAdminRegister- Curriculum File min page where he can add, edit and delete

curriculum

AdminRegistrar- Section File min page where he can add, edit and delete

The details of the section

AdminRegistrar- Class File min page where he can add, edit and delete

The details of the subject

Admin- Registrar- Subject File min page where he can add, edit and delete


rse_id ) l tifier for the course

rse_code har(10) l e for the course

rse_desc har(50) l description of the course

rse_prog har(10) l rmines if the course is in 2 years or 4

year program


Subj_id Int(10) Null Identifier of the student

Subj_id Int(10) Null Identifier of the subject

Sec_id Int(10) Null Identifier of the section

Prof_id Int(10) Null Identifier of the professor

Final Grade Varchar (10) Null Final grade of the student


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The details of the subject

Admin- Registrar- Master Lists e page where he can view the list of students

per class

Admin- Reports- Students Report e page where he can view the information of

students

Admin- Reports- Subjects e page where he can view the information ofsubjects

2.1.3.1 Screen Navigation Diagram

Grading System


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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

Admin

RegistrarTeacher

Enrollment Form

Find student

Modify Student

Control/ Setting

Report

Log out

Grading systemEnrollment system

Student Master


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Main form

Add student form


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2.1.4 Forms

GRADING FORM


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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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