Data Flow Diagram Essay

Custom Student Mr. Teacher ENG 1001-04 4 April 2016

Data Flow Diagram

a. Flow of Data
Figure 1 shows the data flow diagram of the current system where do the Research data on Research Development and Extension come from. First, the data will come from the Researcher then they will give it to their adviser, next to the Department Coordinator, Research Chairman, Campus Dean, Campus Administrator then it will be sent to Research Development and Extension Office on Capiz State University Main Campus.

1.0
Adviser

2.0
Department Coordinator

3.0
Research Chairman

4.0
Campus Dean

5.0
Campus Administrator
Researcher

Research
Development and
Extension Office

Figure 1. Data Flow Diagram of the Current System

b. Flow of Operation/Transaction
Figure 2 shows the activity diagram of where do the data of the Research Development and Extension comes from. It will come first from the Researcher in every Capiz State University Campuses. Then, the researcher will give it
to their respective Advisers. Third, it will be sent to the Department Coordinator. Then, it will be sent to the Research Chairman. Fifth, Send the data to the Campus Dean and to the Campus Administrator. Lastly, it will be Researcher will pass the documents to their Adviser

The Adviser sends it to the Department Coordinator
The Department Coordinator sends it to the Research Chairman The Research Chairman sends it to the Campus Dean
The Campus Dean sends it to the Campus Administrator
The Campus Administrator sends it to the Research Development and Extension

sent to the Research Development and Extension Office for monitoring.

a. Flow of Data
Figure 3 shows the data flow diagram of the current system Funding Agencies requests Research data. First, The Funding Agencies request’s research data of past and ongoing studies in all campuses of Capiz State University for monitoring. Second, the Research Development and Extension Office officer will encode the requested research data. The staff will store it for easily retrieval of encoded data. Third, the staff will produce a hard copy of it; then the staff will pass the data to the Vice President for Research Development and Extension for signing it, and then send it to the President of Capiz State University for signing of the requested data. Lastly, the Research Development and Extension Officer will send the data to the Funding Agencies.

2.0
Vice President for Research
Development and
Extension

3.0
President of Capiz State University

Signing of Requested Data’s
Signing of Requested Data’s
Send data

2.0
Produce hard copy
D1
Research
Data’s

1.0
Encode Research data’s

Research
Development and
Extension Office

Funding Agencies

Figure 3. Data Flow Diagram of the User for the Current System b. Flow of Operation/Transaction
Figure 4 shows the activity diagram of the User for the current system of Research Development and Extension Viewing and Recording System of Capiz State University shows the process by the request of Funding Agencies to the Research Development and Extension of Capiz State University regarding the research data.

Encode Research data’s

Produce hard copy

Sign by Vice President of Research Development and Extension

Approved?

No
Yes

Sign by President of Capiz State University

Send data to Funding Agencies

Store data’s

Figure 4. Activity Diagram of User for the Current System
a. Flow of Data
Figure 5 shows the data flow diagram of the current system of the End User or the Funding Agencies requests for Research data, where the Funding Agencies will just wait for the requested data sent by the Research Development and Extension Office.

1.0
Wait for the requested research data’s

Funding Agencies

Figure 5. Data Flow Diagram of End User for the Current System

b. Flow of Operation/Transaction
Figure 6 shows the Activity diagram of the End User (Funding Agencies) for the current system. The End User will just wait for the Data sent by the Research Development and Extension of Capiz State University Main Campus.

Wait for the requested data’s

Figure 6. Data Flow Diagram of End User for the Current System

Narrative Flow of the Proposed System
a. Flow of Data
Figure 7 shows the activity diagram of the User for the Proposed Research Development and Extension Viewing and Recording System of Capiz State
University shows the process where the user should first login to enter the system, if password doesn’t match the user should enter again the correct password. Next, the user could choose if he/she wants to add new data, search for a data, edit or delete a particular data.

If the user chooses to Add new data, a prompt will display asking if he/she really wants to add new data if not it will go back to the choices, if yes he/she will first choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. Then the user could now add the data he/she wants to add. And if the user chooses to Search for a data, he/she will first choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. If the data he/she does exist he/she could print a copy of it to sent it to the Funding Agencies. And if the user chooses to delete a data, he/she will first choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. if the data he/she does exist he/she could delete then save it. And if the user chooses to edit a data, he/she will first choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. if the data he/she does exist he/she could do some changes then save it.

1.0
Login
2.0
Add records

7.0
Search records

D1
Research
Data’s

Encode data’s
3.0
Print a copy

4.0
Vice President for Research
Development and
Extension
Sign

5.0
President of Capiz State University
Sign
Send data
Choose Particular Field

8.0
Enter a keyword

9.0
Display record
Choose the data you are looking for
10.0
Delete records

Choose Particular Field

11.0
Enter a keyword

12.0
Record deleted!
Choose the data you wish to delete
13.0
Edit
records

Choose Particular Field

14.0
Enter a keyword

15.0
Record edited!
Choose the data you wish to edit
Try again?
Try again?
Try again?

User

Funding Agencies

Figure 7. Data Flow Diagram of User for the Proposed System b. Flow of Operation/Transaction
Figure 8 shows the Activity Diagram of the Proposed System for the user of Research Development and Extension Viewing and Recording System of Capiz State University. First, the user should login to enter the system, he/she will have to choose kind of user he/she is (Server, User, Admin), if password doesn’t match the user should enter again the correct password. Next, the user could choose if he/she wants to add new data, search for a
data, edit or delete a particular data. If the user chooses to Add new data, a prompt will display asking if he/she really wants to add new data if not it will go back to the Main Menu. If yes he/she will choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. Then he/she should encode the data he/she wants to add to the Database then save it. Then a prompt will display to the screen asking if he/she wants to print a hard copy of it. If yes it will automatically print a copy of it. And another prompt will display asking if the user wants to try again if yes it will go back to the Main Menu. And if not the program will end. And if the user chooses to Search for a data, a prompt will display asking if he/she really wants to Search a data if not it will go back to the Main Menu. If yes he/she will first choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. If the data do exist a prompt he/she wants to print a copy of it to send it to the Funding Agencies. If the user chooses yes it will automatically print.

Then a prompt will display asking if he/she wants to try again. If not the system ends. And if yes, it will go to the Main Menu. And if the user chooses to delete a data, a prompt will display asking if he/she really wants to delete a data if not it will go back to the Main Menu. If yes, he/she will first choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. If the data he/she does exist he/she could delete the data but a prompt will display asking if he really wants to delete the data. If not it will go back to the delete menu. If yes a prompt will display saying the data was successfully deleted. Then another prompt will display asking if he/she wants to try again. If not the program will end. And if yes the program will go to the Main Menu. And if the user chooses to edit a
data, a prompt will display asking if he/she really wants to edit a data. If not it will go back to the Main Menu. If yes, he/she will choose a field between Research or Extension. If the user clicks the Research he/she will choose a field namely Research by Commodity, by Campus, by Year, by Funding Institutions, etc. and if he chooses Extension, he/she will choose a field namely Research by Commodity, by Name, by Year, by Funding Institutions, etc,. If the data he/she does exist it will display, the user will choose the data he/she is looking for to edit. Then a prompt will display asking if he/she wants to edit the data, if not it will go back to the edit menu. If yes, the user will do some changes and then save it then a prompt will display saying the data was successfully edited. Then he/she could print a hard copy of it then a prompt will display asking if he/she wants to print a copy of it to sent it to the Funding Agencies. Then another prompt will display asking if he wants to print the edited data. If yes it will automatically print. Then another prompt will display asking if he/she wants to try again. If yes the program will go to the Main Menu. And if Not the program will end. Figure 8. Data Flow Diagram of User for the Proposed System

Search for a record
Choose particular field
B
Enter Keywords
Record found?

B
Yes
No
Display record
C
Print a copy?

C
Produce hard copy
Yes
Send to the Vice President of Research Development and Extension for signing Send to the President of Capiz State University for signing
Send to Funding Agencies

A
Yes

Try again?
F

No
Encode Research Data’s
save

Login
Choose what kind of user
Input Password
Password match?

No
Add Records
Are you sure you want to add a Record?
Yes
A
Yes
A
F
No
Delete a record
Choose particular field
D
Enter Keywords
Record found?

D
Yes
No
Display records
Choose particular record you wish to delete
Record exist?

D
No
Are you sure you want to delete this data?

D
No
Yes
Yes
Record successfully deleted!
save
F
Edit a record
Choose particular field
E
Enter Keywords
Record found?

E
Yes
No
Display records
Choose particular record you wish to delete
Record exist?

E
No
Are you sure you want to edit this data?

E
No
Yes
Yes
Record successfully edited!
Edit data
save
F
No

a. Flow of Data
Figure 9 shows the data flow diagram of the proposed system of the End User (Funding Agencies) requests for Research data. Where the Funding Agencies will just wait for the requested data sent by the Research Development and Extension Office.

1.0
Wait for the requested research data’s

Funding Agencies

Figure 9. Data Flow Diagram of End User for the Proposed System

b. Flow of Operation/Transaction
Figure 10 shows the Activity Diagram of the End User for the current system where the Funding Agencies request for the Research data. Wait for the requested data’s

Figure 10. Data Flow Diagram of End User for the Proposed System

Coding
The researcher decided to use the Visual Bashic.Net and SQL Server 2008 to develop the Research Development and Extension Viewing and Recording System of Capiz State University. (Please refer to Appendix 12 for coding). Testing

Pilot testing will be conducted with the IT faculty of Computer Education
Department, based on the ISO 9126 and using the criteria of six software quality characteristics: functionality, reliability, usability, efficiency, maintainability and portability. The system acceptability was determined. The descriptive research was employed to get the perception of the user/respondent to the system being developed. It is a scientific method which survey questionnaire method is adapted. Purposive sampling method was used to determine the acceptability of the system because the respondents share common characteristics. Its respondents must have the same relevant characteristics. A sample size of 13(sufficient) respondents in the evaluation model that confidently represents population. Respondents were composed of IT Experts, Vice President of Research Development and Extension and staff’s. IT respondents must a graduate of any IT related course and has developed reliable systems. Vice President of Research Development and Extension and staff’s are the user of the system.

Table 1. Respondents of the Computerized Admission Test.

Respondents|
Job Description| No. of Respondents|
Computer Programming Assessor| 1|
Computer Programming NC-IV| 2|
Vice President of Research Development and Extension| 1|
Research Development and Extension staff’s| 9|
| |
Total| 13|

The acceptability of the system was based on the system evaluation in the ISO 9126-1 Model and System Design Evaluation Guide.

Six software quality characteristics of the ISO 9126-1
1. Functionality
2. Reliability
3. Usability
4. Efficiency
5. Maintainability
6. Portability
System Evaluation
The system was evaluated by the IT Experts, Vice President of Research Development and Extension and the Staff. The software of the proposed system was evaluated based on ISO 9126-1, an adopted instrument considering the criteria which include functionality, reliability, usability, efficiency, maintainability and portability to guarantee that it works as intended.

In interpreting the derived mean Likert scale was used. Likert-type or frequency scales use fixed choice response formats and are designed to measure attitudes or opinions (Bowling 1997, Burns & Grove 1997).

The Likert Scale, being 1 as the lowest and 5 as the highest, was used as the basis for rating and acquiring the results on how efficient and complete the system was. The results were calculated by getting the mean of the total scores and was described based on the Likert Scale.

Likert’s Scale was used to facilitate analyses and interpretati Table 2.Likert’s Scale
Range| Descriptive Rating| Interpretation| Quantification| 4.21 – 5.00| Very Acceptable| The system is acceptable w/o any revision| 81 – 100%| 3.41 – 4.20| Acceptable| The system is acceptable with slight revision| 61 – 80%| 2.61 – 3.40| Moderately Acceptable| The system needs a minor revision| 41 – 60%| 1.81 – 2.60| Less Acceptable| The system needs a major revision| 21 – 40%| 1.0 – 1.80| Unacceptable| The system should be totally rejected| 1 – 20%|

Statistical Treatment
Arithmetic mean of a set of values was the quantity commonly called “the” mean or the average. Where X = Mean
∑X = Sum of ScoreN = Number of Scores

∑X
N

X =

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