STUDENT INFORMATION SYSTEM

A SOFTWARE ENGINEERING PROJECT

TEAM XTREME. Philip Atizado, Francis Edward Co, Lorbe Catadman, Elvin Dematera, Carl Lalim, Rochell Briones, Richard Jason Lim

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TABLE OF CONTENTS

I. Introduction 3 II. Objectives 4 III. Design

List of Figures Use-Case Diagrams Figure 3.1- Figure 3.2.4 Class Diagrams Figure 3.2 Sequence Diagram Figure 3.3 Context Diagram Figure 3.4 Data Flow Diagram Figure 3.5 Entity-Relationship Diagram Figure 3.6

5-10

5-8 9-10

11 12 13 14

IV. Requirements Analysis 15 V. Graphical User Interface (Screenshots) 16-20 VI. Conclusion and Recommendation 21

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I. INTRODUCTION

The Student Information System is a java-based software for students, training and finance administrators of the UP Information Development Center. It is designed for conducting day-to-day data extraction, updates and information analysis.

The software's capabilities include information retrieval and updating of students' background, payment details, course information, and enrollment status stored in the database. It can also generate results from search queries.

The overall mission is to create an application which will maintain the collection of student records and facilitate generation of accurate results by creating simple, concise and easy-to-use software.

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II. OBJECTIVES

The system is developed to provide an improved maintenance and

management of student information. It specifically aims to:

Maintain and manage a student information database

Improve management control

Long-term maintenance of records

Promote processing accuracy by automating administration and

registration processes

Automate student attendance

Integrate security features for the Finance Admin, Training Admin and

Students

Quick generation of reports

Improve administration operations

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III. DESIGN

USE CASE DIAGRAM

Student

Set Attendance

View Records

(attendance, payment details,

grades)

«uses»

«uses»

Training Admin

Manage and

Maintains Courses«uses»

Manage Academic

Records

View payment status

Generate Reports

«uses»

«uses»

«uses»

Finance Admin

Manages Student

Admissions

«uses»

Manages Financial

Records

«uses»

Student Management Information System

Instructors

Student

Elders

Figure 3.1 Use-Case Diagram

Student Management Information System use-case Diagram shows how each Actors/Users use

the system. However since the AGILE methodology was used to engineer the software, a Student

Information System feature focused on the Training Admin will be developed first. To show this, refer to

Figure 3.2.

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III. DESIGN

Training Admin

Manages Courses

«uses»

Manages Student

Profile and Academic Records

View Payment

Details

«uses»

«uses»

Student Information System

Instructor

Student

Elder

Generate reports

(statistics,demographics)

Figure 3.2

The figure shows the feature where the Training Admin uses the system.

Training Admin

Manage Courses

«uses»

Instructor

Figure 3.2.1

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III. DESIGN

Brief Description:

The Manages Courses use-case enables the Training Admin to view, add, edit, or delete a

course. More importantly, he/she can assign an Instructor to a specific course.

Step-by-Step Description:

1. Training Admin logs into the system. 2. Training Admin may choose to whether view course details, update (add, edit or delete) courses

or assign an Instructor.

Training Admin

Manage Student

Profile and Academic Records

Student

«uses»

Figure 3.2.2

Brief Description:

The Manage Student profile and Academic Records use-case enables Training Admin to update

(add, edit or delete) and view records of Students’ profiles, contact information, emergency

information, attendance record and enrollment status.

Step-by-step Description:

1. Training Admin logs into the system.

2. Training Admin inputs at least one student information, (last name, first name and student ID)

into the system.

3. The information system checks if the student information entered exists in the system. If it exists, the information system responds by displaying a list containing matches. Otherwise, Information System displays an input screen, populated by the initial information given by the training admin and fields that are yet to be populated.

4. Training Admin

View Payment

Details

Student

«uses»

5. Figure 3.2.3

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III. DESIGN

Brief description:

The View Payment Details use-case enables Training Admin to view financial records. These

records are maintained to ensure that complete payment is received from all students who enroll in a

course. This will serve as the basis for issuing clearance and certificates for completing a course.

Step-by-Step Description:

1. Training Admin must be logged into the system. 2. The Training Admin enters a particular student’s last name or student id in the search window

and may view the student’s financial record. 3. If the student has no outstanding balance, issuance of Clearance or Certificate is done.

Training Admin Elder

Generate reports

(statistics,demographics)

«uses»

Figure 3.2.4

Brief Description

The Generate Reports use case enables Training Admin to print reports of the statistics of the

students enrolled in the quarter and the tracks that are being taken, submitted to the elders.

Step-by-step Description

The following reports are to be generated.

1. The training admin selects from the interface which information he/she likes to produce from the system.

2. The information system responds by processing a query based on the fields being ticked.

3. The training admin may choose to whether print the generated report or not.

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III. DESIGN

Class Diagram Below are Class Diagrams based on the use-cases, showing Boundary, Entity and Control classes. Boundary Classes interacts with the user or actors while the Entity Classes are managed by Control Classes.

Figure 3.4 Manages Student Profile, Courses and Academic Records

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III. DESIGN

Figure 3.5 Generate Reports

Figure 3.6 View Payment Details

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III. DESIGN

SEQUENCE DIAGRAM

TrainingAdmin

:Log-In Screen

1. Enter User ID,Password

:TrainingAdminScreenView

2. View Single Student

:ViewAll Screen

3. Add Student Records

:Add Screen

4. View All Student Records

5. Generate Reports

Output

FIGURE 3.3

Figure 3.3 Sequence Diagram describes the sequence of processes that the Training Admin undergoes while interacting with the system. The activation of the system starts when the Training Admin logs into the system. After the log-in process, a screen is displayed prompting the user to input any of the given student information, (it could be a student Id, last name or first name). After the log-in screen, menus are presented by user type, i.e. Student, Training Admin, Finance Admin, Trainer or Sys Admin.

For example, the Training Admin's menu displays a screen prompting the user to input a student Id, last name, or first name. If the student exists in the system, a populated Student Information System Form appears. The Training admin can choose to simply view or edit the student's record. Otherwise, the Training Admin can add a new student's record by filling in the empty Student Information System Form.

Apart from the View Single Student records option, the Training Admin may choose to view several students together using the table view. The option to generate and view all reports is available to the Training Admin. See Figures 5.1 and 5.2.

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III. DESIGN

CONTEXT DIAGRAM

Figure 3.4

Figure 3.4 Context Diagram shows the inputs and outputs made by the system and the users.

The Training Admin retrieves Enrollment Status, Course Details, Student Record and Payment status

from the system. Training admin also inputs student records into the system. The finance admin inputs

payment updates into the system while the Student views his/her payment status and grades from the

system.

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III. DESIGN

Data Flow DIAGRAM

Figure 3.5

Figure 3.5 Data Flow Diagram shows the flow of information through the system and its

processes. Users can be either students or administrators. There are four levels of DFDs, level zero

through level three. Level zero deals with the initial login onto the system. It is here that the system will

decide if the user is a student or administrator.

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III. DESIGN

ENTITY RELATIONSHIP DIAGRAM

FIGURE 3.6

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IV. REQUIREMENTS ANALYSIS

SOFTWARE REQUIREMENT SPECIFICATIONS

Language JAVA

Platform Windows

Front end tool NetBeans IDE 7.3.1

Back end tool MySQL ver. 5.6

HARDWARE REQUIREMENT SPECIFICATIONS

Processor Pentium III

RAM 4GB

Hard Disk 20GB

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V. GRAPHICAL USER INTERFACE (Screenshots)

Figure 5.1 Log-in Page

Figure 5.2 User Screen

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V. GRAPHICAL USER INTERFACE (Screenshots)

Figure 5.3 View Single Student Records

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V. GRAPHICAL USER INTERFACE (Screenshots)

Figure 5.4 Add Record Screen

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V. GRAPHICAL USER INTERFACE (Screenshots)

Figure 5.5 View All Records(enrollment status)

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V. GRAPHICAL USER INTERFACE (Screenshots)

Figure 5.6 View Records per year

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VI. CONCLUSION AND RECOMMENDATION

The developed Student Information System maintains a collection of student

records, eases the management of information and provides accuracy in

information retrieval thus improving administrative operations.

It can therefore be concluded that the developed Student Information System

promotes manageability, accuracy, security and efficiency. Advancement of

system development to Student Management Information System is also further

recommended.