Data Flow Diagram (DFD) of Registrar Grade Record Management System
This portion describes the existing system, the developed system, screen forms and report layouts of the developed system.
The Existing System. The existing system for processing and issuance of grades is paper-based and student grade report cannot be generated instantly. Documents are stored in folders and in filing cabinets. Storing of paper documents gets very voluminous.
The researchers present the context diagram and the decomposition diagram of the existing system which shows the procedures of each function, the users and the expected outputs of the existing system.
There are four (4) components in the existing system. These are the Student Registration Process; Grade Sheet Process, Filing System Process, and Student Report Card Process. These are presented in Figure 2.
On Student Registration – Upon enrolment to the school, students are required to fill in a student registration form to gather information from student such as personal data, addresses, and important information.
On Grade Sheet – After each term grade sheets are printed by the registrar’s office and are given to the teachers. The teachers will fill in the grade sheets, verify it, and submit it to the registrar’s office.
On Filing System – After the grade sheets are submitted to the registrar office, they are sorted according to semester, school year, and department and placed in folders.
On Student Report Card – The students will then present their prospectus and/or school ID to the registrar staff, the registrar staff will process the request by searching and locating the grade sheets submitted by the teachers and writes the grades in the student’s prospectus or student report card.
The researchers have observed that the need to automate the record keeping process of the registrar office will have a great impact in modernizing their facilities specifically in record keeping and grade issuance. Through the implementation of the developed system, they can be assured of an improved and systematic searching, recording, and releasing of student grades. Fast, accurate and reliable services will be offered to the community, accessible and relevant information for the Administrators.
The Developed System. This portion presents the context diagram, data flow diagram, database schema, and project dictionary of the developed software.
The Registrar Grade Record Management System developed by the researchers will not only provide the institution computer-based software but also to introduce the technology that will benefit not only the students and parents but also the school administrators.
The Registrar Grade Record Management System offers several benefits, such as: reliable and complete information; easily accessible and accurate student record reports; high quality information; reduces errors in the result; produces output in greater quantities and of better quality; and provides an electronic tool that is user friendly and easy to use. The developed system also provides an information back-up to prevent computer crimes and file corruption.
Context Diagram of Registrar Grade Record Management System
The image above presents the context diagram of Registrar Grade Record Management System which illustrates the user input to the system and the output information to the users. The users will need to enter their user id and password to be able to access the developed system. Users will be provided the following: Students Grades; Population Report; Grade Sheet; and Users Account.
Level 1 DFD Explosion of Registrar Grade Record Management System
Figure 4 illustrates the process on how users can access the four modules namely: User’s Login Process, Student Profile Process, Student Grades Process, Reports Process, Database Maintenance Process, and Help Assistant Process.
Level 2 DFD Explosion of the User’s Login Process
The Level 2 DFD Explosion of the User’s Login Process of Registrar Grade Record Management System. In order to access the system, user is required to enter their user ID and password. Upon successful login in the system, users can access the student profile process and other features of the system. Authorized users can also change their password.
Level 2 DFD Explosion of Student Grades Process
The level 2 DFD explosion of the student grades of Registrar Grade Record Management System. Faculty updates the student grades of students officially enrolled in their class. A Student Grade Report can be viewed by the Faculty after saving the changes made on student’s grades into the system.
Level 2 DFD Explosion of Registrar Grade Record Management System Reports Process
The Level 2 DFD explosion of the Registrar Grade Record Management System Reports module. Authorized users can view and will be provided a hard copy of student grade reports. The registrar’s office staff can print and release student grade report of each student.
Level 2 DFD Explosion of Database Maintenance Process
In the Level 2 DFD Explosion of Database Maintenance as presented in the image above, the System admin and Registrar’s Office staff have access to this feature. The system admin can add, edit, and delete user’s account and is in-charge of backing-up the system. The Registrar’s Office staff can update subject information, course information, and year level information.
Network Architecture. The system shall be installed in the main server employing the star topology and adapts a Local area Network (LAN) connection specifically in the ICT Department. Hubs will be used for network connections. The hub is a device wherein many computers can connect to a server for sharing of data and information and it connects computers within the limited area only. A back-up server will be provided to assist the main server in-case the main server bug downs.
Authorized registrar’s office staff can utilize the ASRS through the school’s Intranet. The developed system can be accessed by Faculty members in their respective departments where one (1) computer unit was installed.
Credits to the authors
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