JHCSC Grading System Final Documentation

JOSEFINA HERRERA CERILLES STATE COLLEGE MOLAVE – ESU GRADE RECORDING MANAGEMENT SYSTEM

A Capstone Project presented to the Faculty of the College of Information Technology, JHCSC – Molave ESU

In Partial Fulfillment of the Requirements for the degree Bachelor of Science in Information Technology

By Raque Mangao Reymark Balus Geraldine Emboy Salter Trinidad

Engr. Francis Jason Frederick C. Revil Adviser

March, 2015

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Chapter I 1. INTRODUCTION Computers have changed the world and are here to stay. They have changed people lives not only in everything they do. But also they changed daily activities, and lot more. Computers are used as storage and management of data; they can serve as huge knowledge bases and can be harnessed for all sorts of transactions due to their processing power and storage capacities. As computers are a daily utility, they have gained immense importance in day-to-day life. Their increasing utility has made every business organization and educational institutions switch from paper-based to automated systems. The move from paper-based record systems to automated systems, or the upgrade of existing automated systems, means that there is a greater chance that information will be readily available when important decisions must be made about improving educational services. A well-designed student record system ensures that data are readily available to manage the education system efficiently and to effectively meet the needs of students. One of so many problems encountered by students is the time they spend in getting their grades in the Registrar Office. In front of the Registrar’s office, a crowd of student can be seen who are waiting for the release of their grades. Grading systems are designed to provide incentives for achievement and assist in identifying problem areas of a student. It is the most commonly used means of analyzing student performance, talents and skills. Students’ grades are vital information needed in advancing to the next grade/year level and its accuracy is very important. Many teachers feel that the time they take in recording and computing for the grades of their students is time that could be better spent elsewhere, like preparing lessons, researching or meeting with their students. With the advent of computer technology, more and more schools are taking advantage of a variety of grading systems available both off-line and online that can help save time on administrative Josefa Herrera Cerilles State College – Molave ESU

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tasks and give teachers more time to attend to other important functions. However, a greater majority, especially small schools, government schools, and schools in remote areas, still utilize the manual method of recording and computing for the grades of the students. The researchers of this study wish to reduce the workload of teachers by eliminating the need for recording of each grade. The common problems encountered in manual recording and computations are error- and file-handling, and redundancy. As the workload gradually increases with growing amounts of grades and student lists that need to be attended, it becomes tedious on the part of the teacher to proficiently manage them in time for documentation and file submission to higher education authorities. As such, this paper aims to produce a workable computerized recording grading system that will address these issues. JHCSC Grade Recording Management System would facilitate the recordkeeping and issuance of grades. It will provide smooth operation purposes and it seeks for further advancement in the school system where technology can help the office to be more efficient. The system will automate the records of students and the process of grade issuance of the school. If the student’s records will be automated, the school will be able to increase staff efficiency, perform routine tasks automatically, and deliver their services more efficiently. 1.1. Project Context Josefa Herrera Cerilles State College is a small public school in Molave Zamboanga del Sur. It was established four years ago and is utilizing the manual system in almost all phases of their school work. The school maintains a small staff of teachers and personnel as compared to its growing population. There are teachers handling as much as four different subjects, aside from being a class adviser. Majority of the teachers handle one or two more subjects at different year level.

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Josefa Herrera Cerilles State College uses the manual way of computing grades and adding information or records of both students and professors. The process entails a lot of effort and by computing and storing of data manually the process is prone to error especially for the professors who handle many subjects at a time. By using the manual way of computing and storing data, being prone to error is possible and just by a single mistake, repeating the process may be required. Developing a computerized grade recording system for JHCSC – Molave ESU would make the task of recording and computing grades easier for the teachers. This will not only benefit the teachers of the school but will also benefit the students because of the improvement in the accuracy of calculations and in the proficiency and productivity of the teachers.

1.2. Purpose and Description of the Project This study was made to find out that the use of computerized – based system will lessen the time for the transaction of encoding and releasing the grades of the students. Also in using this system it can recognize the person involve in this study. This study will benefit the following person: 

Instructors of JHCSC – Molave ESU – it can help them to encode the grades



much faster. Students of JHCSC – Molave ESU - it can help them to inquire their grades in



a more efficient way. Registrar of JHCSC – Molave ESU – it can help them to lessen their tasks in



preparing of summary of grades of the students. To the Parents/Guardians- it can help them monitor the grades of their



children To the Future Researchers- it can help them as a guide to enhance more from their future thesis.

1.3. Objectives of the Project

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1.3.1. General Objectives The general objective of this study is to develop a Computerized Grade Recording System for Josefa Herrera Cerilles State College – Molave ESU. 1.3.2. Specific Objectives  To create a module that will record the final student’s grade. .  To create a system that will secure and maintain all of the data accurate and safely.  To develop a system that will lessen the registrar`s tasks in encoding  

of grades. To develop a system that will shorten the process of inquiry of grades. To develop a system that can able the instructor to encode grades and print their respective grading sheets

1.4. Scope and Limitations of the Project 1.4.1. Scope  The instructors can encode grades of the students.  The administrator can filter the instructor, students and subjects.  The administrator can add, edit, view and delete subjects, students 

and instructors. The instructors can change their password to secure the encoding of



grades of the students in online system. The administrator can print the summary of grades of the students



and print the records of the instructor. The instructor can print their records including the subjects and



grades of the students they handled. The System is connected to the Enrolment System.

1.4.2. Limitation  If the instructor submitted wrong grades of student, the system is not 

reliable in human error. The grade encoding process relies on LAN Connection to the

 

Registrar’s Computer The system cannot backup its database. If the Enrolment System’s Database is down, then the grade recording system will not run.

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1.5. Definition of Terms The following terms were operationally defined: Database - is an organized collection of data. The data are typically organized to model relevant aspects of reality in a way that supports processes requiring this information. For example, modeling the availability of rooms in hotels in a way that supports finding a hotel with vacancies. Microsoft Access – also known as Microsoft Office Access, is a database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately. Microsoft Access stores data in its own format based on the Access Jet Database Engine. It can also import or link directly to data stored in other applications and databases. Microsoft Visual Studio - is an integrated development environment from

Microsoft. It is used to develop console and graphical user interface applications along with Windows Forms or WPF applications, web sites, web applications, and web services in both native code together with managed code for all platforms supported by Microsoft Windows, Windows Mobile, Windows CE, .NET Framework, .NET Compact Framework and Microsoft Silverlight.

Printer -is a peripheral which makes a representation of an electronic document

on physical media. Individual printers are designed to support local and network users at the same time. Some printers can print documents stored on memory cards or from digital cameras and scanners. Visual Basic - is a third-generation event-driven programming language and

integrated development environment from Microsoft for its COM programming model first released in 1991. Microsoft intends Visual Basic to be relatively easy to learn and use. Visual Basic was derived from BASIC and enables the rapid application development of graphical user interface applications, access to databases using Data Access Objects, Remote Data Objects, or ActiveX Data Objects, and creation of ActiveX controls and objects. Windows Forms (WinForms) - is the name given to the graphical application

programming interface included as a part of Microsoft .NET Framework, providing access to native Microsoft Windows interface elements by wrapping the extant Windows API in managed code. While it is seen as a replacement for the Josefa Herrera Cerilles State College – Molave ESU

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earlier and more complex C++ based Microsoft Foundation Class Library, it does not offer a paradigm comparable to Model–View–Controller. Some after-market and third party libraries have been created to provide this functionality. The most widely used of these is the User Interface Process Application Block, which is released by the Microsoft patterns & practices group as a free download that includes the source code for quick start examples.

1.6. CONCEPTUAL FRAMEWORK Input Students and Instructors information Subject description Student grades Student’s inquiry of grades

Process Add, edit, delete and save of grades and subjects to database.

Output Printing of Student Grades Summary of grades

Distribution of grades to student’s database encoded by instructor

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1.7. System Flow Of Existing System

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START

INSTRUCTOR WILL GIVE THEIR STUDENT GRADES TO REGISTRAR

THE REGISTRAR WILL ENCODE THE GRADES

INPUT GRADE TO THE STUDENT RECORDS

OPEN MANUAL DATABASE

THE GRADES WILL SAVE TO DB

THE STUDENT WILL INQUIRE FOR THE GRADES

DISPLAY THE SUMMARY OF GRADES

END

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1.8.

Chapter II 2. Review of Related Literature/System

2.1. Theoretical Background

2.2. Related System

3.

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