Chapter 1 – Project and it`s Background

Project Context

Forms management is the process for managing, distributing, completing, and processing forms. This used

to be a paper-based process, but web-based forms are becoming the standard for capturing information from

customers, vendors, employees, or even business partners. The goal of forms management today is to get better data,

faster turnaround, and lower costs. A student portal is a commonly used phrase to describe the login page where

students can provide a user name and password to gain access to an education organization's programs and other

learning related materials. Using an online portal instead of printing information in booklets saves schools printing

and paper costs. It also benefits the environment by using fewer resources. An online portal makes it easier for

students to access important information from anywhere at any time of day. As we all may know, our lives have

been changed drastically by the ongoing pandemic known as COVID-19. Almost all of our daily activities have

been changed, hindered, made difficult, or in some cases been made impossible. One key aspect of our lives that the

pandemic has changed is education. After the pandemic, most if not all schools cancelled classes and made major

changes on how they can educate students. Most public schools made use of modules and online virtual classes to

continue their operations.

This proposed project is a web-based tool integrated to the already existing portal of Parada National High

School that can help both the employees of Parada National High School with regards to grading and processing

school forms or documents, and also help the students by providing an online grade portal that can show their

current performance.

Purpose and Description

This study is intended to be used at Parada National High School, a public school located in Parada,

Valenzuela that caters to high school students. The school employs the process of acquiring school documents such

as form 137s, diplomas, or any other documents that are given by the school to the student that still require for the

students to physically go to their respective school which nowadays is considered a health risk due to the current

pandemic. Also, due to the sudden change in the school environment, students are still sometimes struggling with
the virtual classes. One primary example is the change of amount of guidance that face-to-face classes can give with

the monitoring of the students’ teachers or professors resulting to the student losing track of their school

performance and not easily knowing what certain areas they are lacking or needs improvement. This study aims to

help to minimize the risks of going into public places by minimizing the amount of people going to the registrar`s

office to process school documents more efficiently and also aims to provide students with an online option to view

their running grades and provide feedback whether the student is maintaining, improving or lacking with regards to

their grades.

According to a study, students that have a visual guide or reference to the status of their current

performance like an online grade portal that can monitor their current grades show more efficiency in their overall

school performance due to the factor that they make a tangible goal for themselves

Objective of the Study

This study aims to provide an option that can be used by schools as a method to help them provide safe options to

people who wish to acquire their services. Also, this study aims to help students with giving them a safe, and

readily-available option online to view their grades through a grade portal integrated to Parada National High

School’s website.

Significance of the Study

Mainly, the target of this study is the students, students’ family, and also the employees of Parada National High

School. The researchers believe that this study holds a significant value because of the potential safety measures it

could provide with helping the community in preventing the spread of COVID. In turn, this could benefit the entire

community by preventing the spread of the disease and affecting people that have no direct relationship to the

beneficiaries. The study also aims to aid students with their studies by giving them a visual reference of their

performance so that they can make reasonable, realistic, and justifiable goals for themselves with regards to their

studies.

Scope and Limitation

The scope of the study are the people who are directly involved with Parada National High School. Namely, the

students, their families, and all employees of Parada National High School. The functions that the project can
accomplish are, making a record for each student enrolled, provide a grades portal to the students as reference, assist

the student with processing any documents from the school registrar. A limitation of the project is that it is only

available to the intended users if they have a working internet connection since the program is integrated to the

beneficiary’s existing school website.

Chapter 2

The literature and studies and cited in this chapter tackle the different concepts, understanding, and ideas,

related to the study from the past up to the present and which serves as the researchers guide in developing the

project. Those that were also included in this chapter helps in familiarizing information that are relevant and similar

to the present study.

Local Studies/Literature

According to Caluza, the traditional method of data storage has shown its impact on managing documents

from security, retrieval, and monitoring. Many kinds of literature suggest that this approach would result in a low

job satisfaction rating from its clients. Information systems have shown its significant impact and importance in the

digital age. Many organizations are developing information systems designed specifically to facilitate the sharing

and integration of knowledge. Despite the application of technologies, there are still using the manual process of

data storage and retrieval which hinders the productivity, efficiency, and accuracy of information and the quality

service itself identified four (4) problems in traditional methods of data storage such as it takes too long to acquire, it

costs too much regarding maintenance, it is not scalable enough, and it requires too much commitment.

Source:
https://www.researchgate.net/publication/322219535_Development_of_Electronic_Document_Archive_Manageme
nt_System_EDAMS_A_Case_Study_of_a_University_Registrar_in_the_Philippines

Recent research in educational technology has identified several factors to determine the efficiency

exhibited by students in acquiring new skills and knowledge. This research points out that the adoption of eLearning

can greatly improve the quoted efficiency when compared to traditional approaches. (1) One way of reaching this

goal is to develop an online web portal presenting the institution's learning environment in a way that answers self-

directed students’ questions. Effectively developing and deploying educational web portal can dramatically increase

productivity and profitability of research and education. The success of this initiative lies in aligning portals with

user's current needs.

Source:
https://www.researchgate.net/publication/242090427_MySLU_A_WEB_Portal_Project_Promoting_ICT_and_WEB
_Based_Collaboration_in_Higher_Education_Philippines_Experience

According to Tria, the present COVID-19 pandemic has brought extraordinary challenges and has affected

the educational sectors, and no one knows when it will end. Every country is presently implementing plans and

procedures on how to contain the virus, and the infections are still continually rising. In the educational context, to

sustain and provide quality education despite lockdown and community quarantine, the new normal should be taken

into consideration in the planning and implementation of the “new normal educational policy”.

Source:

https://www.researchgate.net/publication/341981898_The_COVID-
19_Pandemic_through_the_Lens_of_Education_in_the_Philippines_The_New_Normal

Foreign Studies/Literature

According to a study, although Electronic document and record management system (EDRMS) is

perceived to benefit the management of records and document in organizations, the system is not fully utilized due

to consumers resistance, particularly in public sectors. The adoption of this system is influenced by ten identified

factors namely: Performance Expectancy, Effort expectancy, Social Influence, Facilitating Conditions, System

Quality, Information Quality, Service Quality, Perceived Value of Records, Policy, and Security.

Source:

https://iopscience.iop.org/article/10.1088/1742-6596/1196/1/012057/pdf

The term portal is known as links page which presents information from diverse sources in a unified way.

It may contain services that provide standard search engine feature, e-mail, news, information, databases and

entertainment. Portals provide a way for enterprises to provide a consistent look and feel with access

control and procedures for multiple applications and databases, which otherwise would have been different

entities altogether.

Source:
https://www.researchgate.net/publication/285584334_DESIGN_AND_IMPLEMENTATION_OF_AN_ONLINE_P
ORTAL_REGISTRATION_A_CASE_STUDY_OF_NATIONAL_OPEN_UNIVERSITY_OF_NIGERIA_DAMA
TURU_STUDY_CENTRE

According to Fathema, Ross, & Witte, 2014; A large number of university web portal's content and design

do not meet today's students' expectations and requirements. To address students' expectations, universities spend

millions on the redesign and maintenance of their web portals which students say are inadequate and lack basic

services.

Source:

https://www.researchgate.net/publication/281842416_Student_Acceptance_of_University_Web_Portals_A_Quantit
ative_Study

In order to reduce the spread of COVID-19, most countries around the world have decided to temporarily

close educational institutions. However, learning has not stopped but is now fully taking place online as schools and

universities provide remot e schooling. Using existing literature and evidence from recent international data

(Eurostat, PISA, ICILS, PIRLS, TALIS). ‘Conservative’ estimates for a few selected EU countries consistently

indicate that, on average, students will suffer a learning loss. It is also suggested that COVID-19 will not affect

students equally, will influence negatively both cognitive and non-cognitive skills acquisition, and may have

important long-term consequences in addition to the short-term ones. Physical school closure and the adoption of

distance education may negatively affect students’ learning through four main channels: less time spent in learning,

stress symptoms, a change in the way students interact, and lack of learning motivation. However, in spite of this,

remote schooling is fundamental to ensure the continuity of learning in situations where in-person classes are

suspended.

Source:

https://publications.jrc.ec.europa.eu/repository/bitstream/JRC121071/jrc121071.pdf

Synthesis

The above literature and studies presented valuable and essential concept and ideas that helped the

researchers in developing the project. The related studies gave fundamental ideas on developing the Online Grades

and Forms Management System for Parada National High School.

 All in all the literature and studies above have given the researchers the advantages and the goals for an

online forms management system, the benefits of implementing an online grades portal for students, and the effects

of the current COVID-19 pandemic on education as a whole.

Chapter 3

Methodology

This chapter will discuss the methodology that has been used in the development of the study. The

fundamental for this project is to develop a web-based form system and student grade portal and integrate it to the

existing website of Parada National High School. The chapter aims to present the software processes, system

architecture, conceptual design, cost benefit analysis, requirement analysis, block diagrams, research design,

research instruments and statistical treatment.

System Design

Figure 1: Iterative Life Cycle Model

Planning

Design
Refine &
Development

Feedback Deployment

An iterative life cycle model does not attempt to start with a full specification of requirements. Instead,

development begins by specifying and implementing just part of the software, which is then reviewed to identify

further requirements. This process is then repeated, producing a new version of the software at the end of each

iteration of the model.

 Iterative process starts with a simple implementation of a subset of the software requirements and

iteratively enhances the evolving versions until the full system is implemented. At each iteration, design

modifications are made and new functional capabilities are added. The basic idea of the proponents behind this

method is to develop a system through repeated cycles, test the system, and improve or expand the system through

each cycle. The purpose of the proponents in using this method is to allow flexibility and to minimize any

unforeseen problems after development has started.

Planning phase is where the proponents conduct an interview to gather information about what the needs of

the beneficiary are or what difficulties does the beneficiary experience on a regular basis during operations or any

improvements that they want to have. This is for the proponents to know what kind of system to develop.

Design & Development. This is the phase where the proponents review the gathered data from the

interview and use it to make a design of the system based on the needs and wants of the beneficiary. Also, this is the

phase where coding is done to create the system.

Deployment. Deployment is the phase wherein the system is implemented into the beneficiary and then

tested for any issues that can happen like bugs or glitches and also to find if there is anything that can be improved

on.

Feedback is where in the proponents hand out questionnaires or conduct another interview to get the

opinion of the beneficiary about how the system worked, what areas of functions are excellent and also what certain

aspects of it need improving.

Refine. This phase is where the proponents gather the feedback of the beneficiary and uses is to design or

create the improvements requested or fix any detected issues during the testing phase.

System Architecture

The system is designed to be used by the registrar, the teachers and the students. Primarily the system will

be used by the registrar to give logins, manage student and school records and to assign teachers to a class. Since the

system is web-based, all users must be connected to the internet to access the system. Also, all users must be logged

in to access all the services of the system.

 Figure 2: System Architecture

Student Teacher Registrar

Web Browser Web Browser Web Browser

INTERNET

Online Grades and Forms

Management System for
Parada National High School
Web Server

Application
Portal Server
Server

Database Server

Machine

MySQL Database
Conceptual Design

Figure 3: Entity-Relationship Diagram

 Conceptual design is an early phase of the design process, in which the broad outlines of function and form

of something are articulated. It includes the design of interactions, experiences, processes, and strategies . The

diagram shows the basic functions each user can do and also states what information they are required to enter.

Cost Benefit Analysis

The annual estimated expense only consists of an annual web domain registration fee and renewal fee both

costing $30 of ₱1.500 since the system will be integrated to the existing school website of Parada National High

School. Also, an estimated profit of ₱15,000 per year for both enhancement of productivity and workflow efficiency

is predicted due to more work being done in the same amount of time as per the school performance before the study

was conducted.

Table 1

Development Cost (per year)

Web Domain Registration/Renewal (annual fee) ₱1,500.00
Total Annual Development Cost ₱1,500.00

Table 2

Estimated Annual Benefits

Enhanced Productivity ₱15,000.00
Workflow Improvement ₱15,000.00
Total Estimated Annual Benefits ₱30,000.00

Benefit to Cost Ratio = Estimated Annual Benefits / Annual Development Costs

= ₱30,000.00 / ₱1,500.00

= 20
Block Diagram

Figure 4: Block Diagram

Login Registrar

Student Teacher Manage Transaction

Students, Assign
View Grades Encode Enrolled List
Subject, Teachers
Grades
Department,
View
Records,
Performance
Forms, School
Year, Room and Student Name, Teacher Name,
Request Form Input Student Grade Level, Grade Level,
Section
Performance Section, Section,
Update Subject Subject
Profile Description Description
Search, Edit
and Add

Research Design

The Descriptive method will be used by the researchers for this study. The purpose of this method is to

describe the current nature of the situation during the study to find out the details and also to find what is the cause

of these said problems. The study focuses on the present situation and focuses on finding out if there are any other

needs that needs to be taken care of or improve on any exiting functions. Data Gathering will be done through the

use of questionnaires and also interviews to be done by the researchers after testing for evaluation.

Research Instrument

The researchers will use evaluation forms to gather essential information about the system from the user.

The purpose of this is to figure out the overall experience of the user with the system, as well as the systems

accuracy and effectivity by means of set standards. A numbering system will be used for the evaluation.
Statistical Treatment

The following statistical tools will be used to analyze and interpret the data collected.

1. Percentage Distribution

This will be used to show the distribution of the respondents’ profiles.

P = 100 f/N

Where: P = Percentage

f = frequency

N = number of respondents

2. Weighted Mean

This formula will be used to determine the average rating for each criterion in the

evaluation.

∑((X1 (Y1)) + (X2 (Y2)) + ...)

WM = N

Where: X1 – Answer given by the respondents

Y2 – Interval

∑((X1 (Y1)) + (X2 (Y2)) + ...) – Sum of all means

N – Total number of Respondents

3. Ranking

This will show the ranking and significance of each item that was analyzed. A five-point

rating system and it’s interval will be used for the respondent’s answers based off of

Likert’s 5 point rating scale. Likert scaling is a bipolar scaling method, measuring

positive or negative responses to a statement.

 Table 3

Verbal Interpretation Weight Interval

Excellent 5 4.50 – 5.00
Above Average 4 3.50 – 4.49
Average 3 2.50 – 3.49
Below Average 2 1.50 – 2.49
Poor 1 1.00 – 1.49

Requirement Analysis

Figure 5