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Student information system Essay

1.0 Introduction
Student Information Systems (SIS) manages student records and information. A Student Information System provides a capability to view the student records. It includes student status, grades and the remaining accounts. A Student Information System helps schools mange various operations including student data, accounts, and viewing grades on previous semester. Students preferred to have guide and easy transaction like release of records, enrolment and many more. These are demands that institutions should come up with. They need technology which should do the work for them. What they need is a program or a system where they would simply press or click button and all the necessary information about a person will be provided. Additionally, much of the software used in previous student information systems and school administration worked on an outdated code base and had a curious mix of presentation, businesses and data accessibility. Thus, educational institutions were looking for a web- based solution such as a student information system or an intelligent student information system with an inbuilt mechanism to meet the requirements of student- related information management as well as to serve the purpose of a school management system. The advantage of having a student management system was missing as it was not possible to integrate any of the campus- based activities within the systems.

Furthermore, they were looking forward to a complete package on student information management system from a single programmer. The ever changing trend in technology brought the necessity for the automation of everything from paper-and-pen based to absolute computer domination. The overwhelming emergence of computers paved way to easier access of information that leads to increased production, efficiency and reliability. The increasing urbanity of modern information system allows the information and communication technologies to be utilized in different actions. In fact, the educational institutions are one of the leading users of computer applications in order to manage student data. Student Information System is a computer application that deals with the generation, collection, organization, storage, retrieval and dissemination of recorded knowledge. Computerized Student Information System provide capabilities for entering student information, building a student record and managing other student – related data needs in the school.

1.1 Statement of the Problem
There is no Privacy of student’s data. We can’t know what action is being performed by whom. There is not register id provided for Administrator. Student’s data can modify without permissions. The data of students has been written on Microsoft Excel sheet. Taking name, id and subj. marks as each column. There are was no privacy for student’s data. There were no log-in id’s for administrators General Problem

How to develop and Implement an Automated Point of Viewing of the student of STI College Tuguegarao Specific Problem

1. To Provide security in the system
2. To create user friendly yet Effective system
3. To provide an easy access of the student Information
4. To create a system that will easily interact with its users thru easy-to-use interfaces and understandable transactions 1.2 Current State of the Technology
The Student Information System (SIS) is a student-level data collection system that allows the Department to collect and analyze more accurate and comprehensive information, to meet national and state reporting requirements, and to inform policy and programmatic decisions. A student information system (SIS) is a software application for education establishments to manage student data. Student information systems for entering student school, college or university. Also known as student information system (SIS), student records system (SRS), student management system (SMS), campus management system (CMS) or school management system (SMS).

1.3 Objective of the Study

We proposed a system, which is called Computerized Student Information System, to help the school to provide complete information of the student. It will help to maintain and monitor the yearly enrollees, drop outs and to keep their records. This will be ease in accessing the records needed for
their will be an option for searching with the use of student number issued by the school. The common functions of a Computerized Student Information System are to support

1.3.1 General Objectives
This study aims to develop and implement an automated Student information system for STI College Tuguegarao Which could minimize at least 75% of the time consumed in asking the accounts, schedule and grades in every term and lessen data loss to provide student information storage which could be easier to access. 1.3.2 Specific Objectives

1. The maintenance of personal and study information.
2. Handling inquiries from prospective student
3. Handling the admissions process
4. Handling records of examinations, assessments, marks, grades.
5. Maintaining records of absences and attendance
6. Handling personal information etc.
1.4 Scope and Limitations
Scope is determining the coverage of the system while limitations are provided to restrict instances that are unnecessary to the system’s use.

1.4.1 Scope
1. The Information system will be used by the School with the old and new Students to transact. 2. The system includes the Student Schedule, Grades, Accounts and the Student Information module of the Student and will generate all reports. 3. The User and Administrator that will use the system must undergo to orientation to ensure optimum and efficient usage of the system. 4. The system will produce reports from the authorized Administrator which has the access of the system for the accredited School holding. 5. The system will implement a User that has knowledge with computer to ensure optimum usage of the system.

1.4.2 Limitations
1. Only the Accounting and Registrar can have the access to the information of the Student. 2. The system shall be deployed to the Administrator’s
office 3. The Student has no power to use the system to change his/her personal information. The Registrar can do it for the Student. 4. The User has no power to change the user to log on. The administrator has to do it for the User to delete accounts to the system.

2.0 Theoretical Framework
A theoretical framework is a collection of interrelated concepts. It guides the research in determining what things to measure, and what statistical relationship to look for. Theoretical frameworks are obviously critical in deductive, theory of testing of studies. In those kinds of studies, the theoretical framework must be very specific and well-through out. 2.1 Theories Used in the Study

A repository is a knowledge base information about the facts that an enterprise must be able to access and the processes it must perform to be successful. In a sense, a data base is a repository itself, which contains information needed to generate the entire diagram from and report definitions, and others system documentation. A repository helps system and data base analysis achieve a seamless integration of data from several CASE tools.

The proponents would be using CASE tools to draw the modeling constructs needed for the data bases that would serve as the back end of the system. It would also be used for the code generation that would contain the database definition commands that would be passed to a database management system.

Database Management System is computer software designed for the purpose of managing databases. It is also defined as a collection of programs that enables one to store, modify, and extract information from a database. There are many different types of DBMS, ranging from small systems that run on personal computers to huge computers that run on mainframes. User Interface is the aggregate of by means by which people – the users interact with the system. A particular machine, device computer program or other complex tools. The user interface provides means output and input. The user interface of the propose system would be vital to the interaction of the user to the system. Data administration is high – level function that is responsible of the overall management of the data resource in an organization, including maintaining corporate wide definitions and standards. A data administrator is a person who coordinates activities within the data administration department. The international networks, or more commonly known as the internet, or the world wide web are not synonymous.

The internet is the interconnection of computers linked by copper wires, fiber-optic cables, wireless connection etc. in contrast the URLs. The world wide web is one of the service accessible via internet, along with many other including email, files sharing and others. (data administration Hoffer, Jeffrey a., Prescott, marry b., McFadden, Fred r.2002) Data flow diagram is use not only in structured system as analysis and design, but also as a general process modeling tool. Data flow diagrams show the passage of the data through the system by using five basic constructs: data flows, process, data stores, external entities, and physical resources. The proponents use data flow diagram to form structured that would guide the proponents in the system that they would be developing.

The Data Flow Diagrams also show how the proponents handle the barriers that govern the system: which or which are not included in the system and what process is and what process is involved. Normalization is a technique for designing a relational database against certain types of logical or structural problems, namely data anomalies. (Data Flow Diagram (DFD) Kendall, Kenneth E. and Kendall, Julie E. 2002)

Entity Relationship Diagram is the end-product of the Entity Relationship Model (ERM) a type of conceptual data model or semantic data model. It is specialized graphic that illustrates the interrelationship between entities in a database.ER Diagram often use symbols to represent three different types of information. Entities are things about which we seek information. Attributes are data we collect about entities. Relationship provides the structures needed to draw information from multiple entities. (Entity Relationship Diagram (ERD) Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R.2002)

Structured Query Language is a computer language designed for the retrieval and management of data in Relational Database Management System (RDBMS), Database Schema creation and modification, and database objects access control management.

The advantage of using this kind of methodology includes the acquisition of feedback from the user early in the project, the client and the contractor can compare if the software made matches with the software specification, according to which the system software program was built. (Structured Query Language (SQL) Hoffer, Jeffrey A., Prescott, Mary B., and McFadden, Fred R. 2002) 3.0 STI College Tuguegarao Student Information System

In this fast changing world were technology starts to populate and invade us, almost everyone find its advantages useful because each technology presented helps ease the workload of people. Having it will not help make the work easier but it will also ensure faster and more accurate work.

STI College Tuguegarao ‘student information process is strenuous and time consuming activity because many of parents/guardian including the students, registrar, accounting personnel manually searching for the information of every student enrolled in this school.

It is a long this line that the proposal to Student’s Information System of STI College Tuguegarao is made. The resulting program of the proposed study enables to keep information about each student, generate standard reports and all necessary information together with the student’s assessment, schedule and list of enrolled subjects. The need for a fast, accurate, organize way and more convenient of getting student’s information. Thus the goal is to develop an automated Students Information System for STI College Tuguegarao that will compensate the schools lack of manpower, file handling, and generation of forms and other documents.

3.1 Methodology
The System Development Life Cycle is the process of developing system or software. SDLC is a process of gradual improvement that is done into several
phases There are five development phase in SDLC which are:

This process or phase we define the requirements of the system to be made. Planning is the first step of making a system which we improve and correct the system. Database


Requirement and Determination
This second phase of SDLC where we managed to ask questionnaires during the interview and we gather information through identifying problems of manual system.

Analysis phase
Analysis phase is where we analyze and identify problems of the system which we determine if the system is needed to be improve or not. This phase will be the guide of the developer of the

Design phase
Design phase shows how the system will be build it also shows how will the system perform. It also shows how the system flows.
It also shows the design of the front end of the system.

Implementation is the stage the system is already built and ready to use. This is where we determined if the system owner approves the system if we met their requirements and goals.

Maintenance is how we use and maintain the system.
This is the most important phase where we fix problems of the system.

3.2 System Design and Specification

Context Diagram (Level 0)
Student Information System
For STI College Tuguegarao

3.2.2 Data Flow Diagram (DFD)

Context Diagram (Level 1)
Student Information System
For STI College Tuguegarao

3.2.3 Entity Relationship Diagram (ERD)

Context Diagram
Student Information System
For STI College Tuguegarao

3.3 Input Process-Output Diagram

Account type




LOG-IN Button – this button is used to identify if the supplied data inputted correctly ADD Button –
EDIT Button-
DELETE Button-
SAVE Button-
CANCEL Button-

Enter Password



3.4 Hierarchical Input-Process-Output Diagram

3.5 Screen Shot

3.6 Resources
3.6.1 Hardware and Requirements
2.0 Ghz Processor
ATX Motherboard
1 GB Memory
15 “ Colored monitor
50 watts AVR

Php 15, 000.00
Php 250.00
Php 250.00
Php 2,500.00

This complete computer set will be for the use of the proposed system. Total

This is the hardware components needed to be able to implement the system to STI College Tuguegarao

3.6.2 Software Requirements

Visual Basic 6.0 (VB)

Php. 1,800.00
Used for the interface and coding of the proposed system.

Microsoft Access (MS)

Php. 3,000.00
Used for the database production of the proposed system.

This is the software components needed to be able to run the system for STI College Tuguegarao

3.6.3 Human Resource Requirements
One(1) System Administrator – must have a knowledge on how database works and all the workings of the system. Users – at least computer literate.

4.0 Performance Analysis
The performance analysis is considered to determine the experiment done by the proponents to assess errors and fix them to meet the desired output. 4.1 Introduction
We have analyzed the performance of the proposed system by using the Black
Testing Strategy 4.2 Experimental
Black Box Testing is not a type of testing; it instead is a testing strategy, which does not need any knowledge of internal design or code etc. As the name “black box” suggests, no knowledge of internal logic or code structure is required. The types of testing under this strategy are totally focused on the testing for requirements and functionality of the work product/software application. Black Box Testing is sometimes called as “Opaque Testing”, Functional/Behavioral Testing” and “Closed Box Testing.

Functional Testing:
In this type of testing, the software is tested for the functional requirements. The tests are written in order to check if the application behaves as expected.

Stress Testing:
The application is tested against heavy load such as complex numerical values, large number of inputs, large number of queries etc. which checks for the stress/load the applications can withstand.

Usability Testing:
This testing is also called as ‘Testing for User Friendliness’. This testing is done if User Interface of the application stands an important consideration and needs to be specific for the specific type of user.

Smoke Testing:
This type of testing is also called sanity testing and is done in order to check if the application is ready for further major testing and is working properly without failing up to least expected level.

Recovery Testing:
Recovery Testing is basically done in order to check how fast and better the application can recover against any type of crash or hardware failure etc. Type or extent of recovery is specified in the requirement specifications.

Volume Testing:
Volume Testing is done against the efficiency of the application. Huge amount of data is processed through the application (which is being tested) in order to check the extreme limitations of the system.

Testing where user plays a role/user is required

User Acceptance Testing:
In this type of testing the software is handed over to the user in order to find out if the software meets the user expectations and work as it is expected to.

Alpha Testing:
In this type of testing, the users are invited at the development center where they are used the application and the developers note every particular input or action carried out by the user. Any type of abnormal behavior of the system is noted and rectified by the developers

Beta Testing:
In this type of testing, the software is distributed as a beta version to the users and users test the application at their sites. As the users explore the software, incase if any exception/defect occurs that is reported to the developers.

4.3 Result and Analysis
As a result of the testing we have done during the development of the system, errors do occur but given solutions immediately just after occurrence because of the conduct of the said “Block Box Testing”. Each form that is finished with its coding are tested several times to figure out what are the errors and to also give us idea on any additions we may include that would make the system better.

5.1 Conclusion

The system provides large database where it can store all of personal information of the student and easy to produce data about the student
information required by the student and stored by several users as the registrar, the accounting officer and an administrator

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