SAD Documentation_Final

Table of Contents

PART I SYSTEMS ANALYSIS REPORT.................................................................................................1Introduction.....................................................................................................................................1The Organization............................................................................................................................2

Vision...............................................................................................................................3Mission.............................................................................................................................3Goal.................................................................................................................................3Business Environment......................................................................................................4Critical Success Factors..................................................................................................5

Overview of the Current System...................................................................................................6Description of Operation (New Student).........................................................................6Description of Operation (Old Student)..........................................................................7Activity Diagram of the Current System..........................................................................8Context Level Data Flow Diagram................................................................................12Level 0 Data Flow Diagram..........................................................................................13

Problem Definition/Opportunity Definition...............................................................................14Scope and Delimitation.................................................................................................................16

Scope..............................................................................................................................16Delimitation...................................................................................................................17

Feasible Alternatives.....................................................................................................................17Alternative Solutions......................................................................................................17Feasibility Analysis........................................................................................................18Operational Feasibility..................................................................................................19Technological Feasibility..............................................................................................20Schedule Feasibility.......................................................................................................21Economic Feasibility.....................................................................................................21

The Proposed System....................................................................................................................25Statement of Purpose of the New System.......................................................................25

General......................................................................................................................25Specific.......................................................................................................................26

Environmental Model of the New System......................................................................27Behavioral Model of the New System............................................................................28Events Diagrams / Activity Diagram.............................................................................28Diagram 0......................................................................................................................32Functional Requirements...............................................................................................33Use – Case Diagram......................................................................................................35

Entity – Relationship Diagram of the New System....................................................................36Entity Definition Matrix.................................................................................................36Context Data Model.......................................................................................................37Key – Based Data Model...............................................................................................38Fully Attributed Data Model.........................................................................................39

PART II.........................................................................................................................................45PROJECT DESCRIPTION.........................................................................................................45Project Title...................................................................................................................................45Project Organization....................................................................................................................45Project Methodology.....................................................................................................................46Projected Schedule........................................................................................................................48

Technology.....................................................................................................................................49PART I

SYSTEMS ANALYSIS REPORT

Introduction

There have been many changes in the environment due to the fast advancement of

computers. In fact, computers have become one of the tools that help man do essential

things that improve their way of life.

The fast advancement of computers enables human to conform to the latest

technology transformation, which in return gives an ideal practice and ultimate way of

confronting difficult and complex problems. Now a days, numeric calculations plays a

secondary role in computing, which serves as a solution to first – order differential

equations.

Majority of the organizations all over the globe are experiencing difficulties such

as monitoring and maintaining personal files, daily business transactions, and day – to –

day record keeping. This sometimes forces programmers, designers, system innovators,

and other people in the industry of technology to build different kind of systems that

would diminish these problems and would satisfy the needs of an organization.

Therefore, latest and advance technology is preferable and important on any field, either

academic or business organizations.

The Ma – a Christian Learning Center is one of those organizations that are in

need of a system that would help them improve their managing strategies and security

Computerized Enrollment with Cashiering System for Ma-a Christian Learning Center 1

with regards to student’s records. The said organization is now experiencing a rapid

growth of population and is starting to have difficulties in maintaining their files in a

much organized and secure way.

The proponents aim to help the organization achieve the easiest, most practical

and automated way of recording student files and on how they would handle their daily

transactions in terms of financial approach.

The Organization

Ma – a Christian Learning Center (MCLC) was established in 1989 by Mr. Luis

C. Zafra and Mrs. Rosa C. Zafra who were at the same time the founders of the said

organization. It is located at Ma – a, Davao City and has more or less 500 square meters

in land property. It started to operate by the same year with kindergarten and nursery as

its first entry. Four years later, they decided to have an elementary level which will be

placed at the two – story building they have prepared. By the year 2000, the Ma – a

Christian Learning Center added a new subject about computers which also involves

computer literacy for students in the 4th to 6th grade. In the year 2004, Mrs. Rose C. Zafra

took charge of the responsibility of his husband. She became the principal and also the

school administrator. They extended to a three-story building to accommodate all the

students, a bigger space for the computer laboratory, and constructed a library by the year

2007. MCLC together with the PTA (Parents and Teachers Association) decided to make

all rooms fully air – conditioned. They bought an additional lot beside their school

property for about 700 square meters in 2008, for the purpose of extending their school to


cater the fast growth of their population. In the year 2009, her daughter Ms. Marlybeth

M. Zafra took her place as a school principal.

Vision

A community fostering every child’s journey to a future of limitless

possibilities.

Mission

To establish a safe, nurturing, fun and challenging environment where

every child, according to his or her unique aptitude and interests, is provided

opportunities to acquire knowledge and to develop and master intellectual,

emotional, physical and spiritual skills necessary to function as responsible and

productive members of the society.

Goal

In order for us to accurately attain our vision and live our mission, we will

offer our human resources to alter all the members of the MCLC organization in

living a harmonious Christian life with God and love for the community.


Business Environment

Ma – a Christian Learning Center is an educational organization aiming to

give appropriate standard education to students. It was established by Mr. and

Mrs. Rosa C. Zafra and is now being managed by the Zafra family who also serve

as the Board of Trustees of the said organization.

The Ma – a Christian Learning Center is now teaching students from

kindergarten up to grade six students and with standardized subject description

suited for elementary level. In addition, the MCLC is also having its computer

literacy program for grade four to grade six students. With fully air conditioned

vicinity, students are able to have a good environment suitable for studying

purposes.

The organization is continuously fulfilling its goals and standards in

providing high - quality education for elementary students. Accompanied by its

Christian values, students are able to live their lives in accordance with God and

with love to the community. Currently, MCLC has an operational grade school

department and is starting to develop a high school department since their

organization is rapidly growing in population as years passed by.


Critical Success Factors

There are a lot of reasons why an organization is successful, reasons

which made them continue in the long run, not to mention the tight competition

with other schools when it comes to providing quality education to students.

Partnership with their former friends is one of the key factors that made

their organization (MCLC) a successful one. Promoting the school to different

sectors of the society is a big help. The Parents and Teachers Association also

plays a gigantic role in order for the school to gather contributions in order to

have a plan which students will benefit a lot. For example, the raising of funds to

put air – condition in every room of the school.


President/Finance Officer

Registrar Librarian

Principal/Secretary

Vice – President/Administrator

Auditor Treasurer

Cashier

Faculty & Staff

Figure 1.0 Organizational Chart

Also, their human resources are an essential factor that keeps the

organization alive for how many years, as each member of the organization

functions effectively.

Overview of the Current System

Currently, the school is using a lot of papers, pens, CDs, and index cards intended

for calculations and record keeping, making their processes slow and unstable. Official

receipt and record books are also used during enrollment sessions and payment terms

which in return give them a long term process.

Description of Operation (New Student)

The flow of their enrollment system is as follows:

1. The student/s must inquire from the Registrar’s Office for the list of

requirements for enrollment.

2. Student/s must take an entrance exam and will get their examination result

for verification through the Registrar. (For New Students and Transferees)

3. Student/s must present the credentials like report card/s and certificate of

good moral character. (For New Students and Transferees)

4. Student/s will fill up the enrollment form and pass the credentials.

5. Student/s must proceed to Cashier’s Office for the payment and issuance

of official receipt.

6. The student/s will present his/her official receipt to the Registrar for

his/her inclusion in the student’s class list for sectioning.


7. The registrar will give a class list to the teacher for guidance.

Description of Operation (Old Student)

1. The student/s must first check for his/her previous grade in the registrar.

2. Student/s will fill up the enrollment form.

3. Student/s must proceed to Cashier’s Office for the payment and issuance

of official receipt.

4. The student/s will present his/her official receipt to the Registrar for

his/her inclusion in the student’s class list for sectioning.

5. The registrar will give a class list to the teacher for guidance.

They store their data in a file cabinet. It will consume a lot of time for them to

retrieve data and in case of emergency the file has to be manually searched in the file

cabinets.

If the student is a new – comer he/she must go first to the registrar’s office and fill

– up some forms before he/she can proceed to the cashier’s office. And then proceed to

cashier’s office. This is done after paying the fees for enrollment.

Afterwards the student will return to the registrar present the receipt of payments

to prove that the student has already enrolled. It is a hassle for the student in this kind of

operation and also for the staff because the staff has to manually load the files of each

student and put it in a separate folder. If there is a student who graduated and requested

for a form, it take time for him/her to wait before he/she can have the forms due to one –

by – one scanning of files placed on folders.

Activity Diagram of the Current System



Figure 2.0 Activity Diagram of the Current System – Enrollment for Old Students


Figure 2.1 Activity Diagram of the Current System – Enrollment for New Students (Part 1)


Figure 2.2 Activity Diagram of the Current System – Enrollment for New Student (Part 2)


Figure 2.3 Activity Diagram of the Current System – Enrollment for New Student (Part 3)

Context Level Data Flow Diagram


Figure 3.0 Context Level Data Flow Diagram – Old System

Level 0 Data Flow Diagram


Figure 3.1 Level 0 Data Flow Diagram – Old System

Problem Definition/Opportunity Definition

Since the said organization is only using the manual system in fulfilling their

tasks, this may lead to a bigger problem if it will encounter errors, updating records is a

difficult task when using this king of process, and since the said organization is rapidly

growing, this may waste a lot of time.

Maintaining and updating files and/or records is one of the problems that may

exist in the continuous use of manual system strategy of an organization.

Although using papers, pens, CDs, and index cards is working for how many

years and is still operational, the school administrator anticipates an increase in the

number of students enrolling in the said organization from which the current system will

not be able to handle anymore. The organization is using Microsoft Word and Microsoft

Excel for their documentation and has never been used in the process of enrollment.

Problem or Opportunities Cause Effect

CONTROL

Files have been

misplaced frequently.

The increased

number of

enrollees requires

bigger quantity of

enrollment forms

which is difficult

The organization is

going to have an

additional budget

to buy a file

cabinet.


to maintain using

file cabinets.

PERFORMANCE

The student will have to

wait for 20 – 30

minutes to finish the

whole enrollment

process.

The manual

loading of files of

each student and

put it in a separate

folder. If there is a

student who

graduated and

requested for a

form, it take time

for him/her to wait

before he/she can

have the forms due

to one – by – one

scanning of files

placed on folders.

Delay for other

student who wants

to enroll and

irritation because

of these delays.

INTEGRITY OF DATA

The inconsistency of

records (e.g. student

information) in both

cashier and registrar.

Decentralized

records (e.g.

student

information).

Delay in updating

of a particular

record such as

student

information.


ECONOMIC

The organization

spends a lot of money

in providing materials

for enrollment and

record keeping such as

folders, index cards,

CDs, and receipt forms.

The increase of

student population

in which enrolled

student must be

allocated with

folders, index

cards, CD’s, and

receipts form

Additional cost for

enrollment

equipment (e.g.

folders, index

cards, CDs, and

receipt forms.).

SECURITY

Payment records can be

tampered by anyone.

No security

measure is being

implemented to

secure the

payment records.

Data integrity loss.

Scope and Delimitation

This study covers the Enrollment System for the Ma – a Christian Learning

Center.

Scope

This study is intended for the enrollment processes of the Ma – a Christian

Learning Center;

This study also covers the collection of the fees and/or payments, which

includes the printing of receipts;


Managing of student’s files and financial records is also included; and

Assigning of student/s to a section with teacher. (add, edit, dissolve section)

Includes cashiering to monitor account balance of students.

Generation of report such as: Class List, Account Balance, Student/s Profile

Delimitation

The proposed system will be working as a desktop application, not a web –

based;

The proposed system does not include the inputting and generating of grades.

Checking of grades would still be done manually by the Registrar.

Feasible Alternatives

These are the two (2) feasible solutions that the researchers came up after

discussing and weighing all the possible alternatives.

Alternative Solutions

1. Implementing a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center

The first alternative is implementing a Computerized Enrollment

with Cashiering System; the proponents will create a computerized

enrollment with cashiering system based on open source object oriented

programming languages. The proponents choose to use open source object

oriented programming languages in building up the enrollment system for


the reason not only because it is free but also because it provides a visual

or graphical interface for creating source code, has the ability to reuse and

modify existing objects, and creating applications/software becomes faster

because programs can be designed through existing objects.

2. Purchase an Enrollment System Software/Application.

For the second alternative solution which is to purchase an

enrollment system software/application. Even if the organization cannot

personalize or customize the system; the recipients will just purchase,

implement, and continue with their daily transactions.

Feasibility Analysis

This section discusses on how feasible or applicable the newly proposed

system to the Ma – a Christian Learning Center, whether operational,

technological, and economical bases.

In order to justify to which alternative is feasible the proponents classified

the alternatives into different criteria.


Alternative #1 – Implementing a Computerized Enrollment with Cashiering

System for Ma – a Christian Learning Center

Alternative #2 – Purchase an Enrollment System Software/Application

Criteria Alternative #1 Alternative #2Technology Used 10 5Customer Support 10 0Over all Costs 5 5Features of the System 10 5Customizable 10 0Speed of Development/Deployment 5 5Score 50pts 20pts

Operational Feasibility

The proponents considered the two major requirements in order to

determine on which alternative is more operational: 1.) Whether the

system will operate when installed and 2) Whether the system will be

used.

Based on the weighted scoring model found on Table 1,

Implementing of a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center has a greater rate which made it more

feasible for both development and deployment. Unlike the second

alternative which is to Purchase an Enrollment System

Software/Application which has a lower rate. Therefore, the first


Table 1.0 Weighted Scoring Model

alternative is much operational than the second alternative in terms of

deployment and development.

In addition, since the organization have expressed a need for a

system that is operational more of the time, in a more efficient and

accessible manner, chances are better that the proposed system will

eventually be used.

Technological Feasibility

Upon investigation with the respondents on how literate they are

on technological advancement, it came up with a result that only the staff

being assigned on the enrollment system is technologically literate, the

other staffs has only the basic idea or knowledge on what a computer

system is.

In addition, implementing the first alternative the proponents will

directly teach the personnel or staff in charge on how to operate the

system. On the other hand, the second alternative is quite costly due to the

necessity of hiring a qualified tutor that would be able to manipulate the

purchased system efficiently.


Schedule Feasibility

In this section the timeliness of the solution is being clarified.

Gantt Chart of Schedule Feasibility

July August September October November December January February1 Project Planning 2 Project Documentation 3 Project Analysis 4 Project Design 5 Project Implementation 6 Training and Use

7 Maintenance

This involves the Project Identification, Project Planning

(Company Searching, Finalization of Client, Information Gathering,

Problem Identification), Project Documentation (Documentation of Survey

Report, Construction of Chapter 2, Consultation and Revisions, Project

Proposal), Analysis (Analyze Current System, Identify Database

Requirements), Design (Data Flow Diagram, Activity Diagram, Use Case

Diagram, ERD and Data Dictionary, and Database Designing), and

Implementation (Creation of the six components, Debugging of

components, Technical Consultation, and Completion of all components of

the system). Training and use, maintenance, and revisions will also be

done during the estimated time frame.

Economic Feasibility

The economic feasibility shows the basic resources the proponents

considered in order to come up with a conclusion that the first alternative


Table 2.0 Gantt chart of Schedule Feasibility

which is the Implementing of a Computerized Enrollment with Cashiering

System for Ma – a Christian Learning Center is economically feasible.

Alternative #1 - Implementing a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center

Deployment Cost

19,925.00Acer p191w 19inches LCD 1440 x 900 /75Hz 1 5,110.00 5,110.00Gateway SX2800-01 Intel Core 2 Quad Q8200 (2.33 GHz) 1 9,500.00 9,500.004GB SDRAM, 640 GB standard 1 1,166.00 1,166.00Voltage Regulator 1000 watts 1 900.00 900.00HP Deskjet D1460 1 1,749.00 1,749.00CD & DVD – ROM (Burner) Liteon Brand 1 1,500.00 1,500.00

Annual Implementation Cost 5,400.001 Bond Paper (short) 10 reams 150.00 1,500.002 Bond Paper (long) 10 reams 170.00 1,700.003 Ribbon ink for HPDeskjet D1460 (Colored) 2 cartridge 1,000.00 2,000.00 Ribbon ink for HPDeskjet D1460 (Black) 2 cartridge 950.00 1,900.004 Official Receipt Forms 5 pads 40.00 200.00

Benefits Derived from using both alternative systemReduction in loss/destruction of equipments

26,795.00 Quantity Price AmountBond Paper (short) 7 reams 150.00 1,050.00Bond Paper (long) 7 reams 170.00 9,690.00Ribbon ink for HPDeskjet D1460 (Colored) 1 cartridge 500.00 500.00Ribbon ink for HPDeskjet D1460 (Black) 1 cartridge 475.00 475.00Official Receipt Forms 2 pads 40.00 80.00Overtime payment of employees 3 persons 3,000.00 9,000.00Maintenance of the System 1 person 6,000.00 6,000.00

Implementing a Computerized Enrollment with Cashiering System


for Ma – a Christian Learning Center

0 1 2 3 4Costs Deployment Cost 19,925.00

Maintenance Cost - 5,400.00 5,400.00 5,400.00 5,400.00 Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74 Time – Adjusted Cost 19,925.00 4,806.00 4,536.00 4,266.00 3,996.00

Cumulative Time - Adjusted Costs

19,925.00 24,731.00 29,267.00 33,533.00 37,529.00

BenefitsBenefits Derived From Using the System

- 26,795.00 26,795.00 26,795.00 26,795.00

Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74 Time – Adjusted Benefits - 23,847.55 22,507.80 21,168.05 19,828.30

Cumulative Time - Adjusted Benefits

- 21,224.32 43,732.12 64,900.17 84,728.47

(19,925.00) (3,506.68) 14,465.12 31,367.17 47,199.47

ROI 26% NPV

Alternative #2 – Purchase an Enrollment System Software/Application

Deployment Cost 39,925.00

Purchase an Enrollment System 1 20,000.00 20,000.00Acer p191w 19inches LCD 1440 x 900 /75Hz 1 5,110.00 5,110.00Gateway SX2800-01 Intel Core 2 Quad Q8200 (2.33 GHz) 1 9,500.00 9,500.004GB SDRAM, 640 GB standard 1 1,166.00 1,166.00Voltage Regulator 1000 watts 1 900.00 900.00HP Deskjet D1460 1 1,749.00 1,749.00CD & DVD - ROM (Burner) Liteon Brand 1 1,500.00 1,500.00

Annual Implementation Cost 5,400.001 Bond Paper (short) 10 reams 150.00 1,500.002 Bond Paper (long) 10 reams 170.00 1,700.003 Ribbon ink for HPDeskjet D1460 (Colored) 2 cartridge 1,000.00 2,000.00 Ribbon ink for HPDeskjet D1460 (Black) 2 cartridge 950.00 1,900.004 Official Receipt Forms 5 pads 40.00 200.00

Benefits Derived from using both alternative system


Table 3.0 Cost and Benefit Analysis – Alternative #1

Reduction in loss/destruction of equipments 26,795.00

Quantity Price AmountBond Paper (short) 7 reams 150.00 1,050.00Bond Paper (long) 7 reams 170.00 9,690.00Ribbon ink for HPDeskjet D1460 (Colored) 1 cartridge 500.00 500.00Ribbon ink for HPDeskjet D1460 (Black) 1 cartridge 475.00 475.00Official Receipt Forms 2 pads 40.00 80.00Overtime payment of employees 3 persons 3,000.00 9,000.00Maintenance of the System 1 person 6,000.00 6,000.00

Purchase an Enrollment System Software/Application

0 1 2 3 4Costs Deployment Cost 39,925.00

Maintenance Cost - 5,400.00 5,400.00 5,400.00 5,400.00 Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74 Time - Adjusted Cost 39,925.00 4,806.00 4,536.00 4,266.00 3,996.00

Cumulative Time - Adjusted Costs

39,925.00 44,731.00 49,267.00 53,533.00 57,529.00

BenefitsBenefits Derived From Using the System

- 34,155.00 34,155.00 34,155.00 34,155.00

Discount Factor (6%) 1.00 0.89 0.84 0.79 0.74 Time - Adjusted Benefits - 30,397.95 28,690.20 26,982.45 25,274.70

Cumulative Time - Adjusted Benefits

- 27,054.18 55,744.38 82,726.83 108,001.53

(39,925.00) (17,676.82) 6,477.38 29,193.83 50,472.53

ROI -12% NPV


Resource DeterminationBasic Resources Costs

Alternative #1 Alternative #2

Cost of Employees' Time for Study 1,416.67 1,416.67

Cost of Hardware 19,925.00 19,925.00

Implementation Cost 5,400.00 5,400.00

5 days tutorial sessions if the system is implemented Free 5,000.00

Total 26,741.67 31,741.67

Table 5.0 Basic Resources

Table 4.0 Cost and Benefit Analysis – Alternative #2

The Proposed System

The outcome of the quantitative and weighted scoring model agree that the first

alternative which is to implement a Computerized Enrollment with Cashiering System for

Ma – a Christian Learning Center is much more feasible in terms of deployment and

costs than the other alternative. The cost and benefit analysis further attests that the

selected alternative is a lot cheaper in deployment and other costs which is found in Table

3.0.

Statement of Purpose of the New System

The proponents are aiming to improve the enrollment processes of Ma – a

Christian Learning Center. It envisions them to change their manual system into

an advanced and computerized system by implementing a Computerized

Enrollment with Cashiering System as a solution to their problem.

In order to improve their enrollment and daily transactions, implementing

a Computerized Enrollment with Cashiering System for Ma – a Christian

Learning Center is the aid to their problem. Here are the following objectives we

anticipate:

General

1. To help attain Ma – a Christian Learning Center improves

their enrollment and daily transactions by implementing a

Computerized Enrollment with Cashiering System as

their organization grows.


Specific

1. To produce a computerized system that will enhance the Ma – a

Christian Learning Center enrollment system.

2. To provide efficient and fast way of adding, updating, deleting,

storing, retrieving, and processing of files.

3. To provide and lessen the time in processing the enrollment forms.

4. To produce an accurate method of record keeping.

5. To develop a reliable Computerized Enrollment with Cashiering

System that will be more effective and accurate in filing the

student record in terms of inquiry and computing students account.

6. To have the fastest way to serve the students during enrollment and

subsequent transaction.

7. To establish security on students information and records.

8. To generate a well – organized and accurate reports.


Environmental Model of the New System

In this section, the context diagram of the newly proposed enrollment

system is being illustrated by the proponents. Every flow of events is being

clarified according to the data gathered

Legend:

Fully Automated

Partial Automated

Not Automated


Figure 4.0 Context Diagram of the New System with Automation Boundary

Behavioral Model of the New System

The flow of events and processes of the newly proposed enrollment

system using the diagrams (refers to both activity diagram and diagram 0 below) is

clearly exemplified by the proponents, based on the data being gathered.

Events Diagrams / Activity Diagram


Figure 5.0 Activity Diagram of the Proposed System – Enrollment for Old Students


Figure 5.1 Activity Diagram of the Proposed System – Enrollment for New Students


Figure 5.2 Activity Diagram of the Proposed System – Enrollment for New Student


Figure 5.3 Activity Diagram of the Proposed System – Enrollment for New Students

Diagram 0


Figure 6.0 Level 0 Data Flow Diagram – New System

Functional Requirements

Enrollment System

I. Student’s Profilea) This is a record of the student personal information.b) The data to be recorded are the following:

i. Students ID ii. Last Name

iii. First Name iv. Middle Name v. Student Picture

vi. Gendervii. Date of Birthviii. Place of Birthix. Contact Numberx. Mother’s Namexi. Father’s Namexii. Guardian Name (if any)xiii. Current Levelxiv. Last Levelxv. Previous Schoolxvi. Students Status (old or new)xvii. Address xviii. Agexix. Entrance Test Resultxx. Citizenshipxxi. Religion

c) This is intended for information validation like parent / guardian signature, mailing, address purposes, and other legalities.

d) This contains password for authorized personnel and/or users for security.

II. Section Modulea) A module that has the capability to add, edit, and dissolve.

i. Add - can insert student/s together with a teacher.ii. Edit – can change student/s together with a teacher

iii. Dissolve Section– can eliminate a section.

III. Assignment of student/s to a sectiona) This module is intended for the assigning of student/s to a section

together with a teacher assigned to it.b) Rule of assigning student to a section:

i. First 30 students will be assigned to the first section w/ teacher. (Generally)


IV. Cashieringa.) This module will keep proofs of payments done during the

transaction.b.) The official receipt will be issued with the following details:

i.) Student IDii.) Family Nameiii.) Middle Nameiv.) First Namev.) School Yearvi.) Datevii.) Grade/Year Levelviii.) Payment Descriptionix.) Amountx.) Total Amountxi.) Cashier In chargexii.) OR Numberxiii.) Particulars

c.) The OR number will be used for future tracking purposes.

V. Class List (Report)a.) This is a list of students enrolled under the advisory of the

specified teacher.b.) The information included are as follows:

i.) Teacher IDii.) Teacher’s Last Nameiii.) Teacher’s Middle Nameiv.) Teacher’s First Namev.) Class Sectionvi.) Student IDvii.) Student’s Last Nameviii.) Student’s Middle Nameix.) Student’s First Namex.) Grade/Year Levelxi.) Total Number of Boysxii.) Total Number of Girlsxiii.) Total Class Population

VI. Generate list of student/s together with their financial records.


Use – Case Diagram


Figure 7.0 Use – Case Diagram

Entity – Relationship Diagram of the New System

In this section the relationship between entities are elaborated by breaking

it up to pieces. The Entity – Relationship Diagram of the New System comprises

the following pieces: 1.) Entity Definition Matrix – this includes the definitions of

the entities involve, 2) Context Data Model – includes the entities involve and the

connection of each entities, 3) Key Based Data Model – entities, connection of

each entities, and all the primary keys and foreign keys are included, 4) Fully

Attributed Data Model – the full composition of the entity – relationship diagram

is shown, including its attributes.

Entity Definition Matrix

Entity Description

Student A person who is enrolls to a school, and pays the school.

Section An entity which a student is enrolls.

Payment An entity which conveys the entire enrollment financial transactions.

Cashier Personnel

A person, working in cashiers office/

Teacher The one or a person who teaches student with regards to his/her subject major.

Teacher Subject An Entity which holds the subjects under by the teacher.

School Yr An Entity, which holds the number of school year.


Figure 8.0 Entity Definition Matrix

Context Data Model


Figure 8.1 Context Data Model

Key – Based Data Model


Figure 8.2 Key Based Data Model

Fully Attributed Data Model


Figure 8.3 Fully Attributed Data Model

Data Dictionary

PROCESSES

1. Enrollment System

Description:It is a process by which the enrolling of student is to be made.Location:

Context level ( )

Input Flows:

Enrollment Requirement Entrance Exam

Accomplish Entrance ExamEntrance Exam PaymentEnrollment PaymentAccomplish profiling formEntrance Exam Official Receipt Enrollment Payment Official Receipt List of officially enrolled student

Output Flows:

Class ListEntrance Exam Official Receipt Enrollment Payment Official Receipt

FILES

1. C (Data Cabinet)

Description:It is the storage equipment where files that contain facts

about students and other transaction payment are located.

Location:Level 0 ( )


2. D (Data Base)

Description:It is an electronic storage system intended to store and save

files that contains facts about students and other transaction payment.

Location:

Level 0 ( )

ENTITIES

1. Student

Description:A person who is enrolled to a school and requires to submit its information to the system.

Location:

Context Level ( )Level 0 ( )

2. Teacher

Description: One who teaches students and gets the class list from the

system.

Location:Context Level ( )Level 0 ( )

3. Cashier

Description:A person who will receive a any form of payment transaction and make a report on in.

Location:



4. Registrar

Description:A person who is in charge to all student information and enrollees.Location:


DATA FLOWS

1. Enrollment Payment

Description:An amount needs to be paid for enrollment.

Location:Context Level ( )

Source: Student Destination: Cashier

Level 0 ( ) Source: Student

Destination: Cashier

2. Entrance Exam Payment

Description:An amount needs to be paid for the entrance exam.


Source: Student Destination: Cashier

Level 0 ( ) Source: Student Destination: Cashier


3. Entrance Exam Official Receipt

Description: A written/printed acknowledgement which proves a

transaction has been made in entrance exam payment,


Source: CashierDestination: Student

Level 0 ( )Source: CashierDestination: Student

4. Enrollment Official Receipt

Description: A written/printed acknowledgement which proves a

transaction has been made in Enrollment payment,


Source: CashierDestination: Student

Level 0 ( )Source: CashierDestination: Student

5. Accomplish profiling form

Description:Information about a student intended for registering.


Source: Student Destination: Registrar

Level 0 ( ) Source: Student Destination: Registrar


6. Class List

Description:A flow which contain list of enroll student.


Source: System Destination: Teacher

Level 0 ( ) Source: System Destination: Teacher


PART II

PROJECT DESCRIPTION

Project Title

Computerized Enrollment with Cashiering System for Ma – a Christian Learning

Center

Project Organization

The team is divided into different tasks based on their field of expertise and

mastery; through this the proponents can contribute their unselfish individual resources to

achieve the desired goal.

Proponents Position

Roñard C. Eman Team Leader/1st Programmer/2nd System Analyst

Notra Damos A. Narciso 2nd Programmer/1st Designer/1st System Analyst

Helenna Jo R. Gido Documentation Expert/2nd Designer


Team Leader

Documentation Expert

DesignerProgrammerSystem Analyst

Figure 9.0 Project Organizational Chart

Team Leader – The one leads the team and is responsible for dividing all the

tasks. He/she is the one who manages the project throughout the entire session.

System Analyst – Responsible in analyzing the system of the organization, the

opportunities, problems, and improvements of the project. He/she work hand in hand

with the programmer.

Programmer – One who develops computer programs and the one who makes

sure that the application is working efficiently. Together with the system analyst they

work for further enhancements of the application/program.

Designer – One who is assigned to design interfaces, diagrams, and other

technical portion of the project.

Documentation Expert – Responsible in compiling all the data gathered from the

organization and produces documentation out of it.

Project Methodology

In this section the process model being used by the proponents is shown, in order

to have a guide in building up the project that would help Ma – a Christian Learning

Center achieve a much organized and manageable way of record keeping.

Here is the process model being used by the proponents:


Figure 10.0 Spiral Model

The following are the phases of the process model:

Customer Communication this is where the proponents identify all the activity

which includes the goals, objectives, and the scope of the system.

The major aim of the proponents is to improve the enrollment system of Ma – a

Christian Learning Center and to lessen the difficulties of the authorized personnel

involved in record keeping.

Planning this is where the proponents evaluates all the possible alternatives that

could help pursue the project, on how the processes of the organization would be improve

upon conducting the newly proposed system, the estimated overall cost of the system,

and the estimated timeline of the project.

The proponents follow the estimated timeline or projected schedule as a guide in

building up the system correctly and efficiently.

Risk Analysis this is where the proponents analyze the costs and benefit the

organization may gain in choosing alternatives, the content of the system is being

identified, the evaluation of the possible risks when the newly proposed system is being

implemented, and all the possible technical requirements for the system.

Here are some possible threats involved while the newly proposed system is on

the go: 1) when the system experience break down that may cause delay of transactions,

and 2) when the system experiences error due to bugs that has not been detected by the

proponents that may cause problem as years passed by.

Enginee this is where the proponents defined the graphic design of the system, the

diagrams and interfaces are also being established by the proponents in this section.

Construction & Release the implementation of the newly proposed system on the

field, testing on whether or not the system is effective to the organization; if necessary


changes and/or improvements are made afterwards. Training and Use is providing system

users with instructional aids and guidance for understanding the system’s capabilities and

limits in order to effectively use the system.

Customer Evaluation the proponents are able to recognize the maintenance

requirements of the system if ever it fails, the cost of annual maintenance is also

elaborated to ensure that transactions will continuously be done. This is the point at

which changes are requested.

Projected Schedule

Here is the estimated schedule by the proponents in constructing the new

proposed enrollment system of Ma – a Christian Learning Center.

Task Duration (days) Resource Names

1 Customer Communication 24

1.A Problem Specification and Partial Documentation

1.A.1 Company Searching 3 Narciso

1.A.2 Finalization of Client 1 Narciso

1.A.3 Information Gathering & Interview 17 Group

1.A.4 Problem Identification 1 Group

1.A.5 Consultation 2 Group

2 Planning 52

2.1 Documentation of Survey Report (Information Gathered) 3 Gido

2.2 Conducting Additional Interview for Additional Resources 1 Group

2.3 Construction of Chapter 2 (Proposed System) 33 Gido

2.4 Consultation and Revisions 15 Group

3 Risk Analysis 10

3.1 Analyze Current System 2 Narciso, Eman

3.2 Identify database requirements 5 Narciso

3.3 Cost and Benefit Analysis 3 Narciso, Eman

4 Enginee 14

4.1 Data Flow Diagram 2 Narciso

4.2 Activity Diagram 2 Narciso

4.3 Use Case Diagram 1 Narciso


4.4 Making the Entity - Relationship Diagram and Data Dictionary 3 Narciso

4.5 Database Designing 4 Narciso,Gido 4.6 Re – defense (Estimated Date) 1 Group 4.7 Project Proposal 1 Group

4 Construction & Release 167

4 A Developer’s Part 155

4.A.1 Creation of component of the new system (part 1) 25 Eman, Narciso


4.A.3 Debugging the first two components of the new system 10 Eman



4.A.6 Debugging the next two components of the new system 10 Eman


4.A.8 Debugging the last two components of the new system 10 Eman

4 B Integration of Components 12

4.B.1 Technical Consultation 5 Group

4.B.2 Completion of all components of the system 7 Group

4.B.3 Training and Use 5 Group

5 Customer Evaluation 7 Group

Technology

The proponents are planning to use C# or Visual Basic Programming Language in

order to attain the said system. For designing and/or lay outing of the system, Fireworks

and Adobe Photoshop is applied.


SAD Documentation_Final

Documents

Transcript of SAD Documentation_Final