Requirement and system analysis

AMINU SA’EED HARUNA

SYSTEM ANALYSIS AND DESIGN

ALQALAM UNIVERSITY, KATSINA

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Group G’

College of Natural & Applied Sciences

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COMPUTERIZED GRADING

SYSTEM FOR Key Way INTERNATIONAL

SCHOOL

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IntroductionThe purpose of this system wish to reduce the workload of teachers by eliminating the need for manual computation and recording of each student grade. The common problems encountered in manual recording are computations error, manual file-handling, and redundancy.

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General ProblemHow to create a Computerized Grading System for Key Way International School.

Statement of the Problem

Specific Problem-To create a module that will display the student's record.- To promote automation awareness by reducing (if not eliminating) manual tasks.- To avoid miscomputation of student's grades. - To create a module that will automatically compute the

student's grade.

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Statement of the Objectives

General Objectives• To create a module that will record the student's name,

grade level and section.• To create a module that will record the student’s grade

for assignment, CA test, attendance, and exams.• To create a module that will compute the student's grade

based on inputted data.• To create a module that will secure and maintain the

integrity of data.

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Significance of the Study

A computerized grading system will provide a marked improvement in the way teachers record and compute the grades of there students. The system will be a great help to the following:Teachers

• Teachers would be able to record and compute the grades of their students faster there by lessening their workload and providing them with added time to attend to other functions. This in turn would improve their efficiency as teachers. School Administrators• School Administrators no longer have to re-compute the grades of

each student to check on their accuracy. Reports such as grading sheets and class records can be submitted on time.Students • Students can now look forward to better lessons since their teachers

would have added time to prepare for them their lesson plans.

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Scope and Limitation of the System

• Can view the students records• Can compute the students grades• The system is password protected

Scope:

Limitation:• The system cannot be viewed online.• The system has no password recovery.• The System Administrator {Exam Master} is the only one in-control of

the entire system.

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SDLC Model

WHY WATERFALL? Requirements are very well known Product definition is stable Technology is understood New version of an existing product Porting an existing product to a

new platform.

Requirement

Analysis

Testing

Maintenance

Design

Coding

WaterFall

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ANALYSIS PHASECurrent System Analysis

Teachers write down the names of the students in their class records for every subject and section he or she is handling and enters the rating of the students for every grade component. The teachers manually compute the grade of the students using a calculator and submit their class records to the principal for checking. This type of system is very tedious and takes along time. Manually calculating, checking and re-computing the grades of students are very difficult and are very prone to human errors.

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EXAMPLEOFTHEAS ISSYSTEM

Problem in the Current Existing System With our research and interview with the staff of the Key Way

International School, We found out these problems on their manual system : Redundancy

If a teacher is teaching three subjects with the same section, then he or she has to write the names of the students three times, one for every subject handled. Time spent in calculating and checking gradesGrades are recorded and computed manually by teachers, The principal has to check each grade to make sure that no errors are committed in the computation. If errors are found, it goes back to the teacher concern to make the necessary changes. Accuracy of informationMore often, teachers rush through deadlines in the submission of grades and because of this, the accuracy of the grades are affected. The principal still has to double check each grade to ensure its accuracy.

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The Proposed System AnalysisThe Proposed System that we developed for Key Way International School will be efficient in terms of time consuming, space and lessen the costs from their previous data base. Our proposed system has a security feature of which the admin and the teachers are the users by using the log-in form, typing the username and password. In general, our proposed system uses Microsoft office 2013 for our database and Microsoft Excel and VBA as the programming language for our developed system.The proposed system is simple, interactive and has a very user- friendly interface such that even those with little or no knowledge about working with computers can easily operate it.

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Process SpecificationThe proposed system is composed of three main modules, namely the registration module where student information are entered, the subject module, where the teacher enters the rating of the student for each grade component, and the grade computation module, where the grade of the student is calculated based on the inputted ratings for each grade component.• The process begins with the entry of student information

(module 1]. This is where student data, such as student name, address, parent name, contact numbers, etc., are entered and stored in a student information database. • Using the data from the student information database, the

teacher chooses a subject and enters the rating of the student in each grade component (module 2). The grades are stored in the subject's database.• The grades stored in the subject’s database are then retrieved and used in computing for the grade of the student (module 3).

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FEASIBILITY ANALYSISHere the feasibility analysis is the primary tool for recommending whether to proceed to the next phase of the system development or to discontinue the project.

This is measure of how well the proposed system solves the problem, and takes advantage of the opportunities identified during scope definition and how it satisfies the requirement identified in the analysis phase

• Whether the project can be done?• Whether the final system will benefits its intended users and organization• What are the alternative among which solution will be chosen.

The feasibility study should provide management with enough information to decide:

1. OPERATIONAL FEASIBILITY

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2. TECHNICAL FEASIBILITYThis is where the expertise of the system analyst is beneficial, since using their own experience and their contact with the clients will be able to answer the question of the technical feasibility.These questions are:• Is the project feasible within the limits of current technology?• Does the technology exist at all?• Is the manpower-Programmers, testers & debuggers available?• Software and hardware required• Are the current technical resources sufficient for the new system?• Can the technology be easily applied to current problem?• Does the technology have the capacity to handle the solution?• And so on.

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Resource Requirements• Central Processing Unit

Pentium. Dual Core, or higher processor. The higher the processor, the faster is the processing time.

At least 512MB RAM {random access memory].Hard DiskUSB port. CD or DVD Drive for file backup

• Input DevicesMouse — used for selecting menu optionsKeyboard — used for entering information.

• Output DevicesMonitor - a device where information is displayed for the userSoftware Requirements The following are used for

the development of the system:• Operating System : MS Windows XP or Windows 7• Application Software : MS Office (Word, Access, Excel), Visual

Basic 2010.

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3.ECONOMIC FEASIBILITYThis could also be referred to as cost/benefit analysis. In economic analysis the procedure is to determine the benefits and savings that are expected from the proposed system and compare them with the cost. If benefit outweigh cost, then the decision is made to design and implement the system.Possible Questions raised in this phase are:• Is the system cost effective?• Do benefits outweigh cost?• Estimated cost of hardware• Estimated cost of the software development• What are the savings that will result from the system?• And so on.

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4.SCHEDULE FEASIBILITY

We may have the technology, but that doesn’t mean we have the skills required to properly apply that technology to hit the time given to develop the system .So the schedule feasibility here referred to as the time planning which involve every activity [time, date and the name of the individual who will perform these activities ]from the beginning to the end. These schedules are:• Work load matrix : This matrix explain the members are grouped to a

specific task.• Work Breakdown Structure: Structure of every activity from planning to

final work. • Gannt Chart: Also explain the full duration from initiation to documentation.• And so on

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FUNCTIONAL REQUIREMENT

• Logging into the system.• Adding Classes• Editing/ Crosschecking of the records• Grading and producing of report sheet

USER REQUIREMENT

• Taking back up of the database.• Editing/Deleting/Creating the records.• Adding Class• Adding Students• Set Marks

Teacher

Exam Master

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NON FUNCTIONAL REQUIREMENTPerformance:• After completing the exam, the entire score of the student will be calculated.

o The system will need a System Administrator and a user.o The System Administrator {Exam Master} is the one in-charge of the entire system.

Usability:• The system should be user friendly and should require least effort to operate.Portability:• The proposed system can be run on any ComputerAvailability:• Exam Master and the class teacher can always use the software without worries• Teachers can register there student anytime.• Exam Master can add classes anytime.Security:• Password is required

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DESIGNDesign phase Sketching typically cannot begin until the Analysis (Requirement Gathering) work is Complete.

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PROPOSED SYSTEM CONTEXT DIAGRAMExam Officer STUDENT TEACHER

GRADING SYSTEM

COMPONENTSCORES

STUDENTINFORMATION

STUDENTINFORMATION

COMPONENTGRADE

SUBJECT

GRADE

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Data Dictionary• Component Grade - the mark or rating given by the teacher to the

different components scores, based on the performance of the student in these grade components.• Component Scores — the scores obtained by the student in a

particular subject component.• Student Information — data about the student such as student name,

address, birth date, parent name. etc.• Student information — the database where student information data

are stored.• Subject Grade - The grade of the student for the subject resulting from

the subject grade computation process.

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ERRO

NEOU

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BJEC

T AV

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ADE

SUBJ

ECT

AVER

AGE

GRAD

ES F

OR

RECO

RDIN

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SUBJECT AVERAGE GRADES FOR RECORDING

OFFICIAL LIST OF STUDENTS

STUDENT REPORT CARD

SUBJECT AVERAGE GRADE FOR CHECKING

SUBJECT GRADE COMPONENTS RATING

COMPUTE SUBJECT AVERAGE GRADE

Exam Master

TEACHER

STUDENT

PARENTS

CHECKSUBJECT AVERAGE GRADE

ERRONEOUS SUBJECT AVERAGE GRADE

SUBJECT AVERAGE GRADES FOR RECORDING

PRINCIPAL

STUDENT REPORT CARD

SUBJECT GRADE

COMPONENTS

PROPOSED SYSTEM DATAFLOW DIAGRAM

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Data Dictionary • Class Record / Grading Sheet – a written document

consisting of student names, and their grades for each grade component

• Grade – numeric equivalent of a student’s performance in subject or grade component.

• Erroneous Subject Average Grade – Subject Grade Components that contain errors in calculations that are returned to the teacher for re-computation.

• Official List of Students – List of student names who are officially enrolled in the school for the current school year.

• Exam master– the person in charge of recording and maintaining student information and grades.

• Student – a person who is officially enrolled for the current school year

• Student Report Card – a report given to the parents containing the grades of the student .

• Subject Average Grade for Checking – computed grades based on the different grade components to be checked by the Principal for accuracy.

• Subject Average Grade For Recording – Student grades that have been checked and verified to be correct by the principal that is returned to the teacher for submission to the registrar who then records it on the student’s Report Card and Transcript of Records.

• Subject Grade Components – Activities undergone by a student in which he or she is rated by the teacher. Grade components are composed of the following:

• Attendance – presence or absence of a student during class periods

• Periodical Exam – long test given at the end of every quarter covering topics discussed within the quarter.

• Subject Grade Components Rating – the mark or rating given by the teacher to the different subject grade components based on the performance of the student in these grade components.

• Teacher – A school faculty member who is teaching the subject, rates student’s performance on the different subject grade components, and computes for the subject average grade of the student.

• Subject Average Grade – The grade of the student for the subject as computed by the teacher and that appears on the Student Report Card. It is determined by the sum of all ratings for the different grade components divided by the total number of grade components.

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Username Password

Subject Name

TEACHER HAS SUBJECT HAS STUDENT

Student Name

RATES

COMPONENT SCORES SUBMITS SUBJECT GRADE

Entity Relationship DiagramThe proposed system Entity Relationship Diagram

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Entity Relationship DiagramThe proposed system Exam Master Entity Relationship Diagram

HAS

TEACHER HAS SUBJECT

COMPONENT RATING

STUDENT

HAS SUBJECT GRADE

HAS

HAS Report Card

Exam Master HAS

Username

Password

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STUDENT INFORMATION

First Name Address

Birth DateAge

Gender

Parent Number

Middle Name Sur Name

Entity Relationship DiagramThe proposed system Student Entity Relationship Diagram

Class

Term

Session

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Student Information/Registration using M Access

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Welcome Screen This is the first screen that will be displayed. Pressing the Login button will display the Log-in Screen (Screen 2).

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Log-in Screen

Here, the user enters his/her UserID and Password in order to enter the program. Pressing the Log-On button will display the Main Menu (Screen 3). Pressing the Exit button will close the program.

Interface Design

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Main Menu Screen

The Main Menu Screen displays the options that the user can choose from.

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Student Registration Screen

This screen is shown upon pressing the Register Student button of the Main Menu. This is where the user will enter pertinent information about the student and assign the student to a particular session.

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Subject Grade Screen The Subject Grade Screen is intended for the subject teacher and this is where the teacher will enter the grades of the student. Pressing the Maths Grade Button, for example, will display the Course Screen for entering grades.

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Search Student Screen The Search Student Screen is intended for searching information about a student using the Student Number as the search key. Once found, data about the student is displayed on the screen.

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Report Card Screen The report Card Screen is intended for displaying information about a student using the Student Number as the search key. Once found, data about the student is displayed on the screen, together with the grades of student per subject.

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Implementation PhasePrior to the installation of the Computerized Grading System, a site inspection is conducted to determine if the available computer units of the school meet the hardware and software requirements of the system.The computer units that will be used are then placed in a designated space within the Staff room. This is where the teachers will be encoding their students grades.

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Special Purpose Language ToolsSpecial purpose Language Tools were also used, particularly: Visual Basic for Application MS Excel for the creation of tables MS Access for database. MS Word for the documentation of the system MS Paint for the developing of the Data Flow Diagram and

Screen printing and cropping for screenshots used in documentation of the system.

Adobe Photoshop for image editing.

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System Coding (Prototype)WelcomePrivate Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click Form2.Show() End SubLoginPrivate Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click If ComboBox1.Text = "Nas13" And TextBox2.Text = "aminu" Then Form3.Show() Else MsgBox("Sorry, Username or password not found") End If End Sub

Login-ExitPrivate Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button2.Click If MsgBox("Do you want to cancel your project", vbYesNo, "Exit project") = vbYes Then Unload(Me) End If End Sub

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Public Class Form3

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click Form4.Show() End Sub



Private Sub Button7_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button7.Click If MsgBox("Do you want to cancel your project", vbYesNo, "Exit project") = vbYes Then Unload(Me) End If End Sub


Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

End Sub

Private Sub Unload(ByVal form3 As Form3) Throw New NotImplementedException End Sub

Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button3.Click Form10.Show() End SubEnd Class

Main Menu Interface :

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Student Registration form

Save Student InfoPrivate Sub Button3_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button3.Click If MsgBox("Are you sure want to update this record", vbYesNo, "UPDATE...") = vbYes Then Unload(Me) End If End Sub

Back ButtonPrivate Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button2.Click If MsgBox("Do you want to cancel your project", vbYesNo, "Exit project") = vbYes Then Unload(Me) End If End Sub

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Subject Grade Screen Public Class Form5


















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BackPrivate Sub Button4_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button4.Click If MsgBox("Do you want to cancel your project", vbYesNo, "Exit project") = vbYes Then Unload(Me) End If End Sub

EncodePrivate Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button2.Click If MsgBox("Are you sure want to update this record", vbYesNo, "UPDATE...") = vbYes Then Unload(Me) End If End Sub

Student Info

Student InfoPrivate Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button2.Click If MsgBox("Are you sure want to update this record", vbYesNo, "UPDATE...") = vbYes Then Unload(Me) End If End SubSearch Private Sub Button5_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button5.Click Form8.Show() End SubEnd Class

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Public Class Form8

Private Sub ListBox1_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs) Form9.Show() End Sub

Private Sub PictureBox1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles PictureBox1.Click

End Sub





Student Info

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Public Class Form9




Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button2.Click

End SubEnd Class

Student Info

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System Testing PhaseIn this phase the system is tested. The separate modules are brought together and tested as a complete system. The system is tested to ensure that interface between modules work and with the expected volume of data and that the system does what the user requires.

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System Maintenance PhaseInevitably, the system will need maintenance. Maintenance operation takes place after the system has been installed.

Periodic maintenance of the system will be performed to address problems that might arise during post implementation period. Contact numbers will be provided to Pet International School that they can use in case of problems arising from the use of the system.

Thank

You...

Requirement and system analysis

Software

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