A Development of

Web-based Student Information Management System

for Lake View Academy

A Capstone Project

Presented to the Faculty of the

Department of Information Technology
Mindanao State University at Naawan
9023 Naawan, Misamis Oriental

In Partial Fulfillment
of the Requirements for the Degree of
Bachelor of Science in Information Technology
Major in Database Systems

Lumahang, Kert Rey Nikko S.

Mutia, Reymark C.

January 2020
 Table of Contents
Chapter 1.0 Introduction ................................................................................................ 1
1.1 Background of the study ...................................................................................... 1
1.1.1 Narrative Listing of the Existing System ...................................................... 3
1.1.2 Issues and Problems....................................................................................... 9
1.2 Statement of the Problem ................................................................................... 10
1.3 Objectives of the Project .................................................................................... 10
1.3.1 General Objective ........................................................................................ 10
1.3.2 Specific Objectives ...................................................................................... 10
1.4 Scopes and Limitations of the Project ................................................................ 10
1.4.1 Scope of the Project ..................................................................................... 10
1.4.2 Limitations of the Project ............................................................................ 11
1.5 Significance of the Project ................................................................................. 11
Chapter 2.0 Review of Related Literatures .................................................................. 13
2.1 Student Information Management System ......................................................... 13
2.2 Related Literatures ............................................................................................. 13
2.2.1 Student Information System for Kalinga State University Rizal Campus .. 13
2.2.2 A Review paper on Student Information Supervision System .................... 14
2.2.3 Development of Electronic Document Archive Management System
(EDAMS): A Case Study of a University Registrar in the Philippines ................ 15
2.2.4 The Factors Affecting the Implementation of Students’ Records
Management System to Higher Learning Institutions in Tanzania a Case of The
Institute of Accountancy Arusha .......................................................................... 16
2.2.5 Educational Management Information System (EMIS) in Public Elementary
School ................................................................................................................... 16
2.2.6 Data Visualization for Evaluation Form Management System ................... 17
Chapter 3.0 Methodology ............................................................................................ 18
3.1 Requirement Gathering and Analysis Phase ...................................................... 18
3.2 Design Phase ...................................................................................................... 19
3.3 Coding Phase ...................................................................................................... 25
3.4 Testing Phase...................................................................................................... 25
3.5 System Deployment and Acceptance ................................................................. 27
References .................................................................................................................... 28
 List of Figures
Figure 1- 1. Enrollment Process (New Student and/or Transferee) ............................... 3
Figure 1- 2. Enrollment Process (Old Student) .............................................................. 4
Figure 1- 3. Preparation of School Form 1 (SF1) School Register ................................ 5
Figure 1- 4. Preparation of Summary of Quarterly Grades (SQG) ................................ 6
Figure 1- 5. Preparation of Form 138, Form 137A and Grade slip ............................... 7
Figure 1- 6. Preparation of School Form 2 (SF2) Daily Attendance Report of Learners
........................................................................................................................................ 8
Figure 1- 7. Preparation of School Form 4 (SF4) Monthly Learner’s Movement and
Attendance ..................................................................................................................... 9
Figure 3- 1. Modified Waterfall Model for the Development of SIMS....................... 18
Figure 3- 2. Use Case Diagram of SIMS ..................................................................... 19
Figure 3- 3. Context Diagram ...................................................................................... 23
Figure 3- 4. Entity Relationship Diagram (ERD) ........................................................ 24
Figure 3- 5. Curved grading scale interpretation of SUS scores.................................. 26
Figure 3- 6. Comparison of the adjective ratings, acceptability scores, in a relation of
the average SUS score ................................................................................................. 27
Figure 3- 7. Deployment Diagram ............................................................................... 27
 List of Tables
Table 3- 1. Use Case Specification .............................................................................. 19
Table 3- 2. Software Requirement ............................................................................... 25
Table 3- 3. Hardware Requirement .............................................................................. 25
 Chapter 1
Introduction
1.1 Background of the study
Today's technology has an impact on the way we live. It has affected growing
facets of life and has redefined the community. Technology has undeniably played an
important part in every area of life. Thanks to technology, various manual activities can
be automated. Moreover, with the aid of modern technology, many complex and
essential procedures can be carried out with ease and greater efficiency. Life has
changed due to the application of technology. Technology has revolutionized the
education industry and we can't ignore the importance of technology in schools (Raja
& Nagasubramani, 2018). Every aspect of human activity needs reliable information;
thus, everyone expects information to be secure, accurate, complete, correct and up-to-
date enough. According to Caluza (2017) “The traditional method of data storage has
shown its impact in managing data from security, retrieval, and monitoring. Many kinds
of the literature suggest that this approach would result in low job satisfaction rating
from its clients and Leyte Normal University’s Office of the Registrar is no escape in
this dilemma.” According to Breitmeyer (2015) “With manual systems the level of
service is dependent on individuals and this puts a requirement on management to run
training continuously for staff to keep them motivated and to ensure they are following
the correct procedures. It can be all too easy to accidentally switch details and end up
with inconsistency in data entry or in hand written orders. This has the effect of not
only causing problems with customer service but also making information unable be
used for reporting or finding trends with data discovery. Reporting and checking that
data is robust can be timely and expensive. This is often an area where significant
money can be saved by automation.” In addition to Breitmeyer’s statement was
“Another impact of manual systems is inconsistency in data entry, room for errors,
miskeying information, Large ongoing staff training cost, System is dependent on good
individuals, Time consuming and costly to produce reports, and Lack of security.”
Lakeview Academy at Don Carlos, Bukidnon is using the traditional method of
gathering and transferring of student data using paper and pen. Although they are using
spreadsheets as their data storage the process itself is still manual; copying from one
document to another; which may lead to data inconsistency. As part of their alternative
solution to avoid such a problem, double-checking is applied for the School Forms in
which data are being transferred from class record, produced by the homeroom
advisers; and to the registrar upon receiving their submission of school forms. The said
school forms are School Form 1 (SF1) School Register which consist a list of learners
who are officially enrolled an currently attending classes; School Form 2 (SF2) Daily
Attendance Report of Learner which contains a list of the learners’ daily attendance;
School Form 4 (SF4) Monthly Learner’s Movement and Attendance contains the
summary number of learners as well as the transferring in/out and the dropout of
students within the month and cumulative number of learners for the previous months;
Form137A Learner’s Permanent Academic Record as learners official record for their
academic progress; Form138 as their report card; and grade slip which serves as a copy
for the student to look their grades. So, upon their avoidance of erroneous data, work
redundancy occurred. Consequently, a redundant of work is an additional to time
consumption and time consumption may lead to delay of submission of reports, and

1
delay submission of reports to the Department of Education (DepEd) as stated in (DO
11, S. 2018) – “GUIDELINES ON THE PREPARATION AND CHECKING OF
SCHOOL FORMS”, may lead to affect school performance.
A study conducted in Kalinga State University Rizal Campus shows that the
present state of the existing student information system as perceived by the respondents
was found to have met only to a "moderate degree" the five criteria of quality software,
namely: data reusability, data durability, stability, usefulness and functionality, and
system appeal assessment. Data Reusability of the existing system has been given the
score of "low level." As to the recommendation based on findings it was suggested that
the student information system be introduced to enhance the delivery of enrollment
procedures and record-keeping of student information, as well as addressing the
problems with the existing system. As a result, the performance of the Student
Information System developed is better, more reliable and more effective than the
Kalinga State University Rizal campus ' previously used student information system.
Concerning the consistency criteria used to measure both the previously used and the
developed Student Information System, it is also found that the Student Information
System created is much better than the previously used system (Bayangan-Cosidon,
2016).
Furthermore, the Department of Education supports Different Student related
Information systems. Highly implemented Pupil MIS was the top priority of the school
because DepEd stands for its position as a learner-centered agency when implementing
MIS funding moderately (Enteria and Role, 2018; DO 32, S. 2018).

2
1.1.1 Narrative Listing of the Existing System
The Registrar Office of Lake View Academy (LVA) in Lilydale
Heights, Don Carlos handles different kinds of processes such as the
Enrollment, receiving and consolidating of students’ grades, consolidating
students’ performance for the submission of documents to the Department of
Education (DepEd).

Figure 1- 1. Enrollment Process (New Student and/or Transferee)

Figure 1-1 shows the enrollment process for new students and/or
transferee starts with the registrar giving the application for admission to those
who want to be Enrolled at LVA. The Application for Admission Form contains
basic information and applicant’s last school attainment to be filled out by the
applicant's handwriting; together with the affirmation of terms and conditions
signed by them and their parents/guardians. At the back of the Application for
Admission Form is the Registration Form which contains step by step process
before a certain application will be registered. Certain faculties are approached
for the signing of the registration form, starting from the Homeroom Adviser,
School ID processor, Treasurer, and to the Principal. The Registrar then will
receive the document together with the requirements needed such as NSO birth

3
certificate, Report Card, Good Moral, 2x2 ID picture, if junior high applied for
grade 11 the additional requirement would be the certificate of completion and
National Career Assessment Examination (NCAE) result; it will then be kept
inside the envelope. Then the registrar will assign a section for the student using
the heterogeneous approach. If there are two sections in a grade level, the first
student will be in section A, second will be in section B, next will be in section
A, and so on. Then the registrar will give the class card which contains the name
of the student, section, and signature of the registrar.

Figure 1- 2. Enrollment Process (Old Student)

Figure 1-2 shows the enrollment process for old students. It starts with
the registrar giving the application for admission, the same form that is given to
new student or transferee. The registrar then, will receive the document together

4
with the requirements needed such as NSO birth certificate, Report Card, Good
Moral, 2x2 ID picture, if junior high applied for grade 11 the additional
requirement would be the certificate of completion and NCAE result; it will
then be kept inside the envelope. Then the registrar will assign a section for the
student using the same approach in assigning sections mentioned above. Then
the registrar will give the class card which contains the name of the student,
section and signature of the registrar.

Figure 1- 3. Preparation of School Form 1 (SF1) School Register

Figure 1-3 shows the preparation and submission of School Form 1
(SF1). Starts with the homeroom adviser getting the documents of the students
of the enrollment from the registrar’s office. This is the bases of producing SF1.
And before submitting the SF1 to the registrar, the homeroom adviser will check
manually the data integrity of the SF1. After checking and there is no error, the
homeroom adviser submits the SF1 to the office of the registrar. Submission of
SF1 to the registrar is every first month of the school year.

5
 Figure 1- 4. Preparation of Summary of Quarterly Grades (SQG)
Figure 1-4 shows process in preparation of Summary of Quarterly
Grades (SQG) of the students. Based on the data on the class record, the subject
teacher produced the SQG. Then the subject teacher checks manually the data
integrity of SQG. After checking and no more errors, the subject teacher submit
the hard copy of SQG to the registrar.

6
 Figure 1- 5. Preparation of Form 138, Form 137A and Grade slip
Figure 1-5 shows the process of preparation of Form 138, Form 137A
and the Grade slip of the students. Starting with the submission of Summary of
Quarterly Grades (SQG) per subject from the subject teachers to the registrar.
Then the registrar produced hard copy of Form 138, Form 137A and grade slip
based on the students’ SQG. The grade slip then be printed and be given to the
student as their copy, and Form 138 will be given and will be signed by the
parents/guardian during the Parent-Teacher Association (PTA) meeting.

7
Figure 1- 6. Preparation of School Form 2 (SF2) Daily Attendance Report
of Learners
Figure 1-6 shows the process in preparing the School Form 2 (SF2). SF2
is a list of the learners’ daily attendance; it is submitted to the registrar by every
end of the month. Subject teachers submit their class attendance record to the
registrar every afternoon after all the classes ended, then the registrar compiles
the records and put it inside the brown envelope per section. Before the week of
submitting the SF2, the Homeroom advisers will get the class attendance
records and based on that record the homeroom adviser produced the SF2. Then
the homeroom adviser manually checked the data integrity of SF2, and if there
are no errors, submit the SF2 together with class attendance records to the
registrar.

8
 Figure 1- 7. Preparation of School Form 4 (SF4) Monthly Learner’s
Movement and Attendance
Figure 1-7 shows the process of preparation of School Form 4. After
submitting the SF2 from the Homeroom adviser to the Registrar, the Registrar
produces School Form 4 (SF4) based on the summary found from the SF2.
SF4 is a summary number of learners who transferred in/out and dropped out
during the month and cumulative count from previous months. The registrar
evaluates manually the data integrity of the submitted SF1 and SF2, and if
there are errors, the registrar will ask new copies of SF1 and/or SF2. By the
end of the semester, SF1, SF2 and SF4 will be submitted to the DepEd as part
bases of their evaluation.

1.1.2 Issues and Problems

These are the following issues and problems sought:
• Work redundancy. The SF1 and SF2 are submitted by the
adviser, and the Class Attendance Record, SQG and class
records are submitted by the subject teacher. The registrar then
rechecks the submitted SF1 based on the documents submitted
by the student during enrollment, SF2 based on class attendance
record, SQG based on the class records submitted. According to
the registrar, rechecking the submitted entries is done to prevent
erroneous data which will compromise reports integrity as
experienced by them. This practice ensures that the data entries
submitted are true and correct. However, work redundancy is

9
 seen in this scenario. Redundancy of work can be laborious and
can contribute to the delay of reports submitted to the DepEd.
• Reports Submission Delay. The registrar is experiencing a
laborious work in the preparation and consolidation of report to
be submitted to the DepEd due to work redundancy. This
difficulty could result in the delay of reports submission which
will possibly affect the performance of the school when it will
be evaluated by the DepEd.
1.2 Statement of the Problem
The current system of Lake View Academy in preparing documents and/or
reports is in manual approach which results to the identified issues and problems.
Handling of data using paper and pen causes difficulty in consolidating and
manipulating of data, for which it is vulnerable to data inconsistency and integrity.
1.3 Objectives of the Project
This section discusses the general and specific objectives of the proposed
project.
1.3.1 General Objective
The main objective of this proposed project is to develop a Web-based
Student Information Management System for Lake View Academy of Don
Carlos that automates the preparation of documents and/or reports.
1.3.2 Specific Objectives
The proponents aim:
• To design the system’s architecture using Unified Modeling
Language for the database of the system and Entity Relationship
Model for the diagrams based on the gathered information;
• To develop the designed system and set its software and
hardware requirements and use it upon implementing the system;
• To evaluate the system’s functionality and usability using the
fault-error based test, task-based scenario, system usability
scale, and user-acceptability test; and
• To turn-over and deploy the system to the client.
1.4 Scopes and Limitations of the Project
This section aims to discuss the scope and limitations of the proposed project,
on what the system can do and cannot do.
1.4.1 Scope of the Project
The proposed project focuses on the following:
• The proponents will develop a system only for Lake View
Academy
• The teacher can also record daily attendance of the student
• The teacher can also generate report like Final Summary Grade
and Summary of Quarterly Grades

10
 • Admin and Teachers can monitor the daily attendance of the
students
• Registrar module can also generate daily schedule for the subject
from different sections and teachers
• The generation and printing of reports only cover School Form
1 (SF1) School Register, School Form 2 (SF2) Daily Attendance
Report of Learners, School Form 4 (SF4) Monthly Learner’s
Movement and Attendance, grade slip, Report Card (Form 138),
and Student’s Permanent Record (Form 137A).
• Online Portal for viewing of grades.
• The registrar can view graphical representation of data

1.4.2 Limitations of the Project

The project is bounded by the following limitations:
• It does not cover the billing of the students.
• This project only focuses on the production of SF1, SF2, SF4,
grade slip, Form 138 and Form 137A, and does not provide or
include evaluation of the school base on the submitted document
to the DepEd, since it is only the DepEd which do the evaluation.
• Graphical representation only focuses on changes in the number
of students, drop outs, transferred in and out, and student
attendance.
1.5 Significance of the Project
This project will contribute greatly to Lake View Academy. The delay of reports
submission of the documents and/or reports, and the work redundancy of the subject
teacher, homeroom adviser, and registrar justifies why Lake View Academy needs and
information management system. Thus, this project will stop all the difficulty in
retrieving all the documents needed included in the preparation of reports to be
submitted to the DepEd and eliminate the redundancy of work.
Furthermore, this study is about to help improve the process in which the
information of the students is involved. According to Bunawan et al (2016), important
asset for the academic institution are the academic records. Through the help of the
proposed Student Information Management system; its goal is to lessen the processes,
secure the data, promotes data integrity and reduce data redundancy, and with the use
of data visualization it would be easier for the users to grasp the information for better
decision making. In the study of Hariharan and Krithivasan (2016) that the true
potential of data can only be discovered when it is extracted. Also, they discussed that
data visualization tools lend a helping hand and such tools provide more innate insight
into the complex details, patterns and trends that lie latent inside the data. In addition,
by placing these trends and patterns in visual context we can obtain more benefits from
it (Hariharan and Krithivasan, 2016). With this, data visualization can help identify
people in making quality decision making and time fact-based decision (Aziz and
Roslin, 2018).
Moreover, it is important to have the proposed Student Information
Management system for a reason that the school will have a well-managed database for

11
students record, as well as they can monitor the attendance and student performance
properly. It can also help the registrar in terms of assigning the students to its respective
sections, and also aligning back the process of different form submissions while
reducing its labor as to the part of the registrar. According to Bayangan-Cosidon (2016)
“Compared to the existing system, the established Student Information System
provided users with greater satisfaction inefficient querying of student information
records, maintaining student records in a more secure manner, and providing more
reliable information records of students.”
In Addition, the need of this study is to promote a more systematic way of
storing data than just being computerized. Addresses the issues on the existing
processes and making solutions to help improve the storing, retrieving, management of
data, data integrity and data security. And also, this will set as the starting point for
additional future improvements of other processes of the school. Furthermore, the
Department of Education supports Different Student-related Information systems as
stated by Enteria and Role, (2018) “Highly implemented Pupil MIS was the top priority
of the school because DepEd stands for its position as a learner-centered agency when
implementing MIS funding moderately.” As stated in DepEd Order (DO 32, S. 2018).

12
 Chapter 2
Review of Related Literatures
The evolution of technology has a big impacted to all sectors of today’s society.
Due to the efficiency and effectiveness provide by the technology, it simplified and
improved the process of transaction in education, industry, government, and etc. Base
on the existing technologies or theories the proponent came up a different idea about
creating a system that would help the Lake View Adventist Academy, Don Carlos,
Bukidnon.
2.1 Student Information Management System
It is a web-based system that focuses mainly on improving the school processes
that involve the data of the students. It is not to replace certain faculties and staff of the
school but to help them create more reliable software for different data usage. Compare
to Spreadsheets, it focuses on data security, data integrity and reduces work
redundancy. Student Information Management System is essential for an institution,
which utilizes a computer. Student Information Management System manages several
student details like student attendance, performance evaluation, parent name, phone
number, date-of-birth, class, sex, etc. In addition, the goal of evolving this application
is to lessen the processes of storing and retrieving student information, to have a more
secure and reliable system. And also, it will help the registrar and faculties when it
comes to submission of reports needed by the Department of Education. Using SIMS,
the registrar can store students’ academic records, assign students to their respective
sections. When it comes to protecting confidential school-related data, SIMS is indeed
useful. The highly secured database of the system can only be accessed by authorized
people. So, SIMS ensures stringent data security. On the other hand, user-friendliness
and interactive user interface are two important features of SIMS. For such, the student
information management system (SIMS) also targets ease the daunting tasks of tracking
and updating the data of students— including their attendance records, outcomes,
grades, among others — providing tremendous relief to the management of schools and
their workers.
2.2 Related Literatures
2.2.1 Student Information System for Kalinga State University Rizal
Campus
A study was done for Kalinga State University focuses on evaluating the
characteristics of their currently used system as to how effective it is in terms
of reusability, maintainability, security, usefulness, and functionality; so, they
could determine the problems occurred in some areas. So, they conducted
research using the descriptive-evaluation research design. The method involves
the collection of data through survey questionnaires and observations to test
assumptions or to answer questions concerning the current status of the subject
of study. The descriptive-evaluation design was used for it is the most suitable
for the study, because it involved a comprehensive analysis of the system’s
input, process and output component. Using documentary analysis, direct
observation, survey questionnaires, and interview guides as tools; they were
able to gather the needed data. As a result, their Findings shows the present state
of the existing student information system as perceived by the respondents was
found to have met only to a "moderate degree" the five criteria of quality
software, namely: data reusability, data durability, stability, usefulness and

13
functionality, and system appeal assessment. Data Reusability of the existing
system has been given the score of "low level." As to the recommendation based
on findings it was suggested that the student information system be introduced
to enhance the delivery of enrollment procedures and record-keeping of student
information, as well as addressing the problems with the existing system. As a
result, the performance of the Student Information System developed is better,
more reliable and more effective than the Kalinga State University Rizal campus
' current student information system. Concerning the consistency criteria used
to measure both the current and the Student Information System developed.
As part of proposed Student Information Management System, the
proponents would like to apply the same tools used for gathering the data such
as survey questionnaires, interview guides, and direct observation and
documentary analysis; for it is proven effective in gathering the data and also to
evaluate both existing system and the proposed system in terms of usability,
effectiveness, consistency and data security. Since their process is found to be
effective that helped them build a reliable system.
2.2.2 A Review paper on Student Information Supervision System
The concentration of this study is mainly towards properly maintaining
student information. A student's concept and role in sequence framework and
user limit are to replace the current paper records. College personnel can easily
access all facets of the educational development of a student through a secure
online platform installed on the website of the college. Furthermore, each sub-
system has validation allowing authorized users to create or update information
in that subsystem. In addition to a personnel user interface, the system will
provide student user boundaries, allowing users to access information and
submit requirements online thus reducing dispensation time. All data is stored
strongly on SQL servers managed by the college commissioner and ensures the
maximum possible level of safety. This system provides a simple crossing point
for the continuation of student information. It can be used by educational
institutes or colleges to keep up the records of students easily. All these
problems are solved using an online student information management system.
A paper focuses on presenting in sequence in an easy and comprehensible
manner which provides conveniences like online registration and outline
creation of student’s thus plummeting paperwork and automating the record
production process in an instructive institution. As a result, Student Information
Management or Supervision system assists in automating the existing
instruction manual organization. This is a paperless work. It can be monitored
and forced distantly. It provides perfect information for a long time. All
existence together gathers information that can be saved and can be accessed at
any instant. The information which is stored in the repository helps in taking
intelligent decisions by the organization. So, it is improved to have a Web-
Based Information Management system. Everyone the stakeholders, faculty,
and organization can get the necessary information without delay.
In connection with, the proposed system will focus on assisting the
school process, as well as to provide a much more secured database for the data
using MySQL, and promotes data integrity. Yet, the proposed system will not
be associated with a Learning Management System, since it is not that relevant
to junior and high school students compare to colleges. However, the system

14
will feature a portal for both students and guardians to view the student
performance using data visualization, for easier grasping of information.
Also, some paper submission to the registrar will be eradicated, since
the system will have a module for homeroom advisers and teachers for easier
submission. Even though, the registrar would still produce physical documents
like school forms upon the submission to the DepEd; yet, it would lessen its
time upon preparation of this school forms.
2.2.3 Development of Electronic Document Archive Management System
(EDAMS): A Case Study of a University Registrar in the Philippines
This study utilized an embedded single-case study design using a
thematic analysis approach. Wherein the main instrument was an interview
conducted by the researcher, including narratives of the participants about the
current situation in the workplace. The researcher observed in the daily
transactions in the registrar office, the researcher became interested in creating
a system that the Registrar will benefit from and the university itself regarding
quality service. This study includes investigation on the process of document
retrieval and record-keeping of the paper archives of the Leyte Normal
University Registrar. Moreover, the researcher would like to develop a digital
document archive of all pertinent student documents that were not found or
included in the current Integrated School Information System (ISIS).
Specifically, this study addresses the following questions.
1. What are the issues faced by the office of the university registrar in
dealing with documents received from the students, monitoring, and retrieval?
2. How do they cope up with these issues?
3. Based on the results of this study, what System can be developed to
solve their problem in data management, monitoring, and retrieval?
As part of the process, they apply Requirements and analysis, Design
and Coding, Testing, and Implementation. As part of their conclusion, In
developing systems, it follows specific processes to produce the desired output.
In this case, the issues faced by the office also revealed, such as limited storage
area, misclassification, misplacement of the document, document security,
termite, and pest attacked, difficulty in monitoring, and difficulty in document
retrieval. On the other hand, several coping strategies were also identified by
the participants like asking budgetary support, the use of a logbook, periodic
maintenance, and the use of maintenance technologies and infrastructure.
However, despite these coping strategies, drawbacks are still present like
releasing on a budget take time, improper still happens, undermanned, and
releasing of documents to the stakeholders still takes time. As a result, the
development of an electronic document archiving management system was
made to aid the problems faced by the Office.

Although SIMS focuses on the process to lessen and easier to the users;
yet, archiving Is also part of this system, since it deals with the proper data
management for easy retrieval of information and also it promotes security. On
the other hand, Archiving focuses on storing and retrieving. Unlike SIMS, it

15
focuses on handling the data to avoid data inconsistency while reducing work
redundancy that affects time consumption which may result to delay of
submission; and also, it has its features to present data using data visualization
for easier grasp of information for better decision making.
2.2.4 The Factors Affecting the Implementation of Students’ Records
Management System to Higher Learning Institutions in Tanzania a Case
of The Institute of Accountancy Arusha
The concept of this study refers to the situation in which all students
related to learning institution knowledge (schools, colleges, or universities) are
entered and kept safe for easy organizing, retrieval, and control in the
computerized system. Computerized systems are replacing the old model of
keeping all the personal details and academic records of the students (especially
for higher learning institutions) in paper files in the wooden shelves. Such
computerized systems are known as record management systems for students.
Student Records Management System, by design, is a special
information management system for an educational establishment to control the
data of students. It provides students with the opportunity to register their
classes, record grades, performance, and other test ratings, transcripts, create
student schedules, monitor student attendance, and handle many other data
related to student studies. This should not be confused with a Learning
Management System (LMS) or Virtual Learning Environment (VLE) where
instructional materials, tasks, and assessment assessments can be carried out
online. Because of the proliferation of new technology and advanced
technology in business information around the world, many learning institutions
have embraced high-tech communication and record-keeping, especially using
record management systems and improving network management in their
organization's overall activity. The widespread use of Student Management
Systems to many of the learning institutions has contributed to good results in
their operations. According to the report, the use of Students ' Management
Systems has not yet been widely used, especially in third world countries like
Tanzania, in some of the higher learning institutions. This research has
attempted to analyze the factors that impede the smooth implementation of
SRMS, taking as the case study the Arusha Institute of Accountancy (Kavuta,
& Nyamanga, 2018).
2.2.5 Educational Management Information System (EMIS) in Public
Elementary School
The study was conducted to determine the extent of effectiveness in
implementing the Education Management Information System (EMIS) as one
of the functions of education management in Surigao Del Sur Philippines '
public primary schools. Using a researcher-made questionnaire, a concise
survey approach was used. The study respondents were nine chosen public
primary schools from the Surigao Del Sur Division's three clusters. The
researcher-made questionnaire was validated by different experts on EMIS
implementation. Findings showed that Pupil MIS received the highest mean
from the eight (8) modules of EMIS, while Finance MIS obtained the lowest
level of implementation of EMIS modules. The level of efficacy of EMIS in
public elementary schools was found to be high in preparation and tracking. The

16
study concludes that most of the Surigao Del Sur Division's public schools are
successfully adopting EMIS modules, irrespective of their form. Finance MIS,
however, needs more preparation, execution, and performance enrichment. The
study, therefore, recommends improving EMIS modules specifically on Finance
MIS and developing sustainable EMIS by sharing best practices in the various
schools ' implementation of EMIS. Highly implemented Pupil MIS was the
school's top priority because DepEd stands for its role as a learner-centered
organization while moderately implementing finance MIS. The study shows
that the current educational system is recognizing the power of technology by
using it as part of better school management, and a good avenue to learning.
2.2.6 Data Visualization for Evaluation Form Management System
This study talks about Graphical data visualization that can help
organizations view their data summary, making it easier to recognize patterns
to derive any decision-making solution. The important aspect that should be
addressed in a different format in a survey or questionnaire framework as a
result of data collection. E-Latihan System has been developed as a digitized
version of traditional pen and paper evaluation form management, but there is a
lack of current data reporting modules to provide better representation for the
administrator. This paper aims to outline the general criteria for a reporting
module for data visualization based on the case study of E-Latihan to resolve
the mentioned issue. At the same time, Perak Syariah Judicial Department will
explore the use and impact of data visualization. The outcome of this study
shows that data visualization can help established staff make quality decisions
and make time fact-based decisions (Akhir, Aziz & Roslin, 2018). Using the
Idea of data visualization and its importance, the proponents would like to apply
this feature.

17
 Chapter 3
Methodology
In this chapter, the software development process will be discussed. The
proponents used the modified waterfall as a guide for the development process to
accomplish the project. It also elaborates on the technologies to be used by the
proponents.
The Modified Waterfall Model is an excerpt from the classical waterfall model
which is the Waterfall Model, except that the errors are significantly reduced through
verification. With this model, there is a lesser need for documentation and revision as
it allows overlapping phases, unlike the classical model which requires a project to
finish each phase before proceeding to the next phase of the model (Vennapoosa, 2010).
It is also an advantage for the proponents in a way that the requirements gathered are
being monitored and researched after such an interview. Lake View Adventist
Academy (LVAA) is located at Don Carlos, Bukidnon in this location proponents get
hard to capture the area because of the distance proponents must have to gather the total
requirements or business rule of the school.

Figure 3- 1. Modified Waterfall Model for the Development of SIMS

Shown in figure 3-1 are the phases of the Modified Waterfall Model which the
proponents are going to conduct.
3.1 Requirement Gathering and Analysis Phase
In this phase, the proponents conducted an interview together with the client.
The purpose of this phase is to gather certain information that would help the
proponents determine what the problem is and what would be the best IT solution for
the said problem. The proponents conducted an interview together with the registrar of
Lake View Academy, and principal of Lake View Academy, Don Carlos, Bukidnon
last September 22, 2019

18
 During the interview, the proponents wrote all the important details that
registrar and the principal have said. The proponents asked the registrar and the
principal the process of their work and how is it being done and what are the things
they do with all the information they have. The developers studied their current system
and determine the main problem of the client and the developers found out that it can
be solved by an IT solution. And registrar gave the proponents sample forms of their
reports.
3.2 Design Phase
In this phase, the information collected is used by the proponents to create a
conceptual design. This also includes diagrams that help upon representing the
proposed system.
Hereunder is the use case diagram of the proposed project.

Figure 3- 2. Use Case Diagram of SIMS

Figure 3-2 is the representation of the users which are the Faculty, Registrar,
Parent and the Student that shows their interaction with the system and their
relationship between the users and the different use cases in which user is involved.
Table 3- 1. Use Case Specification

Use
Use Case Participating Pre- Post-
Case Purpose
Name Actor condition condition
ID
Allows the Registrar If this use
1 Add Teacher Registrar Registrar to add must log case is
teacher(s). in the successful,

19
 system teacher(s)
before will be
he/she added in
begins. the system.
Registrar If this use
must log case is
Allows the
in the successful,
View Teacher Registrar to view
2 Registrar system teacher
Information teacher
before information
information.
he/she can be
begins. viewed.
Registrar If this use
must log case is
Allows the
Update in the successful,
Registrar to
3 Teacher Registrar system teacher
update teacher
Information before information
information.
he/she can be
begins. updated.
Registrar If this use
must log case is
Allows the
in the successful,
Registrar to add
4 Add Student Registrar system student(s)
student(s).
before will be
he/she added in
begins. the system.
All actors If this use
must log case is
Registrar, Allows all actors in the successful,
View Student
5 Faculty, to view student system student
Information
Student information before information
he/she can be
begins. viewed.
Registrar If this use
must log case is
Allows the
Update in the successful,
Registrar to
6 Student Registrar system student
update student
Information before information
information
he/she can be
begins. updated.
Registrar If this use
must log case is
Allows the in the successful,
7 Add Section Registrar Registrar to add system section(s)
section(s) before can be
he/she added in
begins. the system.
Allows the Registrar If this use
Registrar, Registrar and and case is
8 View Section
Faculty Faculty to view Faculty successful,
section(s) must log section(s)

20
 in the can be
system viewed.
before
he/she
begins.
Registrar If this use
must log case is
Allows the in the successful,
Update
9 Registrar Registrar to system sections(s)
Section
update section(s) before can be
he/she updated in
begins. the system.
Registrar If this use
must log case is
Allows the
in the successful,
Set Subject Registrar to set
10 Registrar system schedule(s)
Schedule the schedule of
before of
subject(s)
he/she subject(s)
begins. can be set.
All actors
If this use
must log
case is
Registrar, Allows all actors in the
successful,
11 View Subject Faculty, to view system
subject(s)
Student subject(s) before
can be
he/she
viewed.
begins.
All actors
If this use
must log
case is
Registrar, Allows all actors in the
View successful,
12 Faculty, to view system
Schedule schedule(s)
Student subject(s) before
can be
he/she
viewed.
begins.
If this use
Faculty
case is
must log
successful,
Allows Faculty in the
Add Student student
13 Faculty to add student system
Attendance attendance
attendance before
can be
he/she
added in
begins.
the system.
All actors
If this use
must log
Allows all actors case is
View Registrar, in the
to view successful,
14 Attendance Faculty, system
attendance attendance
Record Student before
record record can
he/she
be viewed.
begins.
Allows Faculty Faculty If this use
15 Add Grade Faculty
to add grade must log case is

21
 in the successful,
system grade(s)
before can be
he/she added in
begins. the system.
All actors If this use
must log case is
Registrar, Allows all actors in the successful,
View Student
16 Faculty, to view student system student
Grade
Student grade(s) before grade(s)
he/she can be
begins. viewed.
Registrar If this use
must log case is
Add Allows Registrar in the successful,
17 Academic Registrar to add academic system academic
Year year before year can be
he/she added in
begins. the system.
Registrar If this use
must log case is
Update Allows Registrar in the successful,
18 Academic Registrar to update system academic
Year academic year before year can be
he/she updated in
begins. the system.
Allows Registrar Registrar
If this use
to generate must log
case is
reports (SF1, in the
Generate successful,
19 Registrar SF2, SF4, system
Reports reports can
Form 137A, before
be
Form 138, he/she
generated.
Grade Slip) begins.
Allows Registrar
to view the Registrar
charts (changes must log If this use
in the number in the case is
20 View Charts Registrar students, drop system successful,
outs, transferred before charts can
in and out, he/she be viewed.
student begins.
attendance, etc.)

22
 Figure 3- 3. Context Diagram
Figure 3-3 shows the functionalities of the system and how they respond to
each action and shows the boundary between the system and its environment showing
the entities that interacts with it. For the registrar, the system will return student
details list, section details list, subject details list, teacher details list, and generate
report. For faculty, the system will return student grade list, student attendance record
list, and generate report. And for the student, the system will return student details,
student grades/attendance, and generate report.

23
 Figure 3- 4. Entity Relationship Diagram (ERD)
Figure 3-4 shows graphical representation of the data involved in the proposed
system and its relationship to another connected table. The ERD above consist of 13
tables with attributes based on collected data.

24
3.3 Coding Phase
Coding or also known as the programming phase. In this phase, it involves
writing program codes which is from different programming languages and also
developing executable program which is error-free. In this phase, the proponents will
begin to code and implement the detailed design specification to have functional
software.
In order to develop the proposed system, the following are the requirements on
the software and hardware.
Table 3- 2. Software Requirement

Software Specification
JavaScript For error handling and validation
HTML5 and CSS3 For the UI design
PHP Server-side development
XAMPP Development web server
MySQL Database Management System
Visual Studio Code Text editor during the development
Laravel For the framework enabling rapid
development of both web sites and web
applications

Table 3- 3. Hardware Requirement

Hardware Specification
RAM Minimum of 4.00 GB
Storage Minimum of 10 GB

3.4 Testing Phase

This phase identifies if the system that will be develop is functional, usable, and
acceptable to the users and if it meets the satisfaction of the client on using the system.
Hereunder are the tools that the proponents will use:
• Functionality Testing. Functional testing is a type of testing that
verifies that each function of the software application operates in
conformance with the requirement specification. This testing mainly
involves black box testing and it is not concerned about the source code
of the application. An effective functional testing practice involves the
definition of guidelines for using functional testing technologies
effectively, and then the implementation and integration of those
guidelines (along with supporting technologies and configurations) into
your software development lifecycle to ensure that your teams apply the
policy consistently and regularly. The functionality test of this system is
categorized into two (2): (a) functionality within the developers through
fault-error based test and (b) functionality test within the end users
through task-based scenario in which each function of the system was
converted into different scenarios that end users must solve in the
system.

25
• Usability Testing. This technique will be used to evaluate a product by
testing it on users. Most people who set up a usability test carefully
construct a scenario wherein a person performs a list of tasks that
someone who is using the system for the first time is likely to perform.
Someone else observes and listens to the person who is performing the
tasks while taking notes. Watching someone perform common tasks on
a website is a great way to test whether the site is usable because you
will immediately be able to see whether they are able to perform the
tasks and any difficulties they have while doing so.
The proponents will execute a usability testing in order to determine the
experience of the users using the system so that the proponents will be
able to examine the entire outcome to be able to determine design
problems and apply improvement of the system.
In usability testing the proponents will be using System Usability Scale
(SUS). SUS is technology independent and has since been tested on
hardware, consumer software, websites, cell-phones, IVRs and even the
yellow-pages.

Figure 3- 5. Curved grading scale interpretation of SUS scores.

Figure 3-5 shows the ten items evaluation in SUS. There are positive
and negative statements in the questions. The odd numbered items are
the positive statements while the even numbers are the negative
statements.
• User-Acceptability Testing. The proponents will use user acceptability
testing to determine the satisfaction of the user while using the system.
To evaluate the user acceptance testing the proponents will have to use
adjective rating scale.

26
 Figure 3- 6. Comparison of the adjective ratings, acceptability
scores, in a relation of the average SUS score

Figure 3-6 shows the adjective rating scale added to the SUS. This
implies the recommendation of this system, whether the system needs
improvement or the system is acceptable. Adjective Rating Scale is split
into 6 parts and categiorized from worst imaginable to best imaginable.
Final SUS score of every user that is below 25 is Worst Imaginable, 26
to 39 is POOr, 40 to 51 is OK, 52 to 73 is Good, 74 to 85 is Excellent,
and 89 to 100 is Best Imaginable. The proponents will use the user
acceptance testing in order to find out whether the system meets all the
necessities that are needed by the user. With the user acceptance testing,
the proponents will make sure that the system meets the clients
expectation.
3.5 System Deployment and Acceptance
In this phase, the system will be deployed to the client. Hereunder is a diagram
that shows the interaction of each user of the system after the deployment phase.

Figure 3- 7. Deployment Diagram

Figure 3-7 shows the deployment diagram where the system admin, registrar,
advisers, teachers, and students can access the system. This figure illustrates the
relationships between the software and hardware components in the system and the
physical distribution of the system elements.

27
 References
Akhir, E. A. P., Aziz, N., & Roslin, A. F. (2018, November). Data Visualization for
Evaluation Form Management System. In 2018 IEEE Conference on Big Data
and Analytics (ICBDA) (pp. 117-122).
Bayangan-Cosidon, E. (2016). Student information system for Kalinga state
University-Rizal campus. Journal of Management and Commerce Innovations,
4(1), 330-335.
Breitmeyer, R. (2015). What are the 7 disadvantages to a manual system. Published
on July, 21
Bunawan, A. A., Kamal, J. I. A., Yunus, A. M., Kadir, M. R. A., & Hashim, H.
Explaining the Importance: Proper Academic Records Management.
Caluza, L. J., Verecio, R. L., Funcion, D. G., Quisumbing, L. A., Gorardo, M. A.,
Laurente, M. L. P., ... & Marmite, V. (2017). An assessment of ICT
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11-s-2018-guidelines-on-the-preparation-and-checking-of-school-forms/
DO 32, S. 2018. “POLICY GUIDELINES ON THE COLLECTION OF
DATA/INFORMATION REQUIREMENTS FOR BEGINNING OF
SCHOOL YEAR 2018–2019 IN THE LEARNER INFORMATION SYSTEM
AND ENHANCED BASIC EDUCATION INFORMATION SYSTEM”.
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guidelines-on-the-collection-of-data-information-requirements-for-beginning-
of-school-year-2018-2019-in-the-learner-information-system-and-enhanced-
basic-education-info/
Enteria, O. C., & Role, M. S. (2018). Education Management and Information System
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Kadam, K. S., & Onkar, V. C. (2015). A review paper on student information
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Tanzania a Case of The Institute of Accountancy Arusha.
Las Johansen, B. C. (2017). Development of Electronic Document Archive
Management System (EDAMS): A Case Study of a University Registrar in the
Philippines. International Journal of Digital Information and Wireless
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and Wireless Communications, 7(2), 106-118.

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Raja, R., & Nagasubramani, P. C. (2018). Impact of modern technology in
education. Journal of Applied and Advanced Research, 3(1), 33-35.
Vennapoosa, C. (2010, November 10). Exforsys Inc. Retrieved from The Waterfall
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cycle/the-waterfall-model.html

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 APPENDICES
Appendix A. Registration Form

30
31
Appendix B. Summary of Quarterly Grades

32
Appendix C. School Form 4 (SF4) Monthly Learner’s Movement and Attendance

33
Appendix D. Class Record

34
Appendix E. School Form 2 (SF2) Daily Attendance Report of Learners

35
36
Appendix F. School Form 1 (SF1) School Register

37
38
Appendix G. Resource Person

Name: Mrs. Darlene C. Dulana

Profession: School Registrar; English Teacher, LVA
Address: Don Carlos, Bukidnon

Name: Mr. Shepard R. Abejo

Profession: School Principal, LVA
Address: Don Carlos, Bukidnon

39
Appendix H. Biographical Data

Name: Kert Rey Nikko S. Lumahang

Project Designation: Programmer/System Analyst/Project Manager
Email Address: [email protected]
Contact Number: 09654020110

Name: Reymark C. Mutia

Project Designation: Technical Writer/Front-end Designer
Email Address: [email protected]
Contact Number: 09758866212

40