Management of Academic Form 137

CHAPTER I

INTRODUCTION

Background of the study
The academic grade of a student is a scale which determines students who need more improvement and require more assistance which will help teachers in guiding them towards their development. It also shows where students excel most so they can be honed and encouraged to continue their good work, improve more, and aim higher. Form137 is an academic form that contains grades of the student from 1st year to 4th year; this will be the reference for the judgment of whether a student can step up to a higher level of learning or remain to be polished. From these reasons, it is clearly concluded how important it is to make sure that the grades of the students are accurately calculated and safely stored in a well-founded database. Knowing grades especially at the end of the semester is the most awaited and most important part of individual student because it’s a way of measuring he’s/her performance whether he or she passes the subject or not. Unfortunately, the most common problem encountered by these students is the delay in releasing their grades and their form 137. Of course, there are many factors affecting the delay of releasing their grades. First, this is due to the manual procedure in releasing the grades of the students to the registrar. Secondly, grading system is present but it is designed locally and lastly, Teachers are not uploading their grades to the registrar on time. Remember that we in the era of high technology that are mandated to improve efficiency in the delivery of services to our clientele. It is the obligation of the school or university to release the grades of the students immediately by using a computerized system that is why the researcher came up with the idea to develop a system entitled “E-Form 137 Management Information System of Isulan National High School”. Objectives of the Study
This study aims to develop E-Form 137 Management System of Isulan National High School. Specifically, this study aims;
1. Provide a system that can manage student’s information. 2. Provide a system that can manage academic grades of students from 1st year to 4th year. 3. Generate report such as;
a. Student’s Form 137
b. Student’s List
4. Evaluate the system by its;
a. Functionality
b. Effectiveness
c. Accuracy
Conceptual Framework of the Study

The figure 1 above shows the conceptual framework of the study The figure above shows the conceptual framework of the study through Input, Process, and Output presentation. The input shows the basic manual requirements for developing the system. In the manual requirements the researcher must have the knowledge in the following areas in order to understand the problem and also be able to determine the problem or improve conditions. The process shows the pace of activities and procedure in order to develop the output which is the proposed project entitled “E-FORM 137 MANAGEMENT SYSTEM OF ISULAN NATIONAL HIGH SCHOOL”. Afterwards, the output, the main functionality of the program has been done and a percent of the program has been finished its time for testing and if there were no problem that is foreseen it’s time to implement. Significance of the Study The proposed system is very helpful to the registrar office In-charge personnel. The aim of this project is to provide a quick processing of the student’s grades to produce academic form-137. It is to ensure that all student grades have been added to a certain database. This study is designed to achieve affectivity in collecting and retrieving of students’ form-137 records. Since the registrar’s office at Isulan National High School has not yet established a computerized system.

Scope and Limitation The study will focus on creating a computerized system for managing student’s grades to easily produce academic form-137 and quick process of transactions in the office of the registrar of Isulan National High School. The proposed system major software requirements are; programming language of Visual Basic 6.0 SP6 and MS Access as the backend of the system, a system unit with operating system for Windows XP.

Operational Definition of Terms
Accuracy
(description)
Clients
An application or system that accesses a remote service on another computer system. Computer
It is computing device that performs mathematical and logical calculations, processes, retrieves and store programmed information. Database
A database is a collection of information that is organized so that it can easily be accessed, managed, and updated. In one view, databases can be classified according to types of content: bibliographic, full-text, numeric, and images. Effectiveness the quality of being able to bring about an effect and also the capacity to produce strong physiological effects E-Form 137 form contains the grades of the students from first year to forth year high school. Functionality
Capable of serving a purpose well
Grades
A body of students who are taught together
Manage
Handle effectively and to achieve something by means of trickery or devious methods

Organize
Arrange by systematic planning and united effort
Student
A learner who is enrolled in an educational institution
System
It is an organized set of related components established to accomplish a certain task System Design
It is the process of developing a plan for an improved system, based on the result of the system. System Analysis
It refers to the process of studying an existing system to determine how it works and how it meets user needs.

CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDIES

School Management System
Fed up with struggling with a system, which seems to add to your workload, which doesn't work the way your school does? Do you want a scalable computerized system with plenty of timesaving features that help to get jobs done accurately and quickly? Do you want professional-looking reports and correspondence? .........Then look at School Management System. The appearance of your student records says a lot about the quality of your school. Other educators and registrars make judgments based on student records that can permanently affect a student's life. SMS capabilities include the basics such as transcripts, report cards, attendance, and discipline as well as many other specialized capabilities, including parental access to real time student grades on the Internet. This means that not only administrators but also parents, teachers, and students have access to real-time data. With traditional reporting methods parents may not find out how their student is performing in school until the end of the quarter or semester -- usually too late to correct a problem situation. SMS allows parents to know how their student is doing on a continual basis by using the internet. SMS can even send electronic progress reports to parents via email on a weekly, monthly, or even daily basis. You operate a quality program—NOW you can be sure your records communicate that quality. Here realizes the need for an effective school management system and that is exactly what we are striving for! The School Management System (SMS) will replace the paper-based data collection and information exchange system among the various departments of a particular school. The School Management System provides an innovative solution for Today’s school record-keeping challenges. This school management software will give you room to handle your responsibilities whether you’re just starting or are an experienced professional. (http://www.papercamp.com/essays/SchoolManagement-System-973638.html) Computerized Grading System of Romblon State University Cajidiocan Campus Grading System is designed to provide incentive reward for achievement and assist in identifying problems of the student. Grading System is the most commonly used in computing and analyzing the performance, talent and skills of students? It is the important record to keep even for the longest time for the referral and credentials of the student to enter their next level of attaining their goals. It is the tract record that recognizes of one student, this maybe use for analyzing of your attitude and values. Based on the research the school of Romblon State University Cajidiocan Campus is using a manual computation of grades of each student, which is the traditional use when technology is not yet developed. Manual computation is very prompt to risk for any circumstances. It is time consuming in terms of recording grades, computation using of calculator. If some records are lost, they never retrieve it in case of unexpected calamity. Accuracy and security is not been so defined. 1. The computerized grading system is more significance than the manual as follows: 2. No using of paper and pencil.
3. Rush hour submission of grades.
4. A slow process of retrieving and releasing of records.
5. All the results from the gathered by teacher from the students grades has capable to enter efficiency and has a friendly used. 6. The teacher will lessen their time and effort for computing of grades. (http://www.studymode.com/essays/Thesis-Computerized-Grading-System-644114.html) Quality Management System
Quality is a word which has been used for a very long time, lots of books have been written about it, and many of the world scientists have defined it in many different ways. In this research paper, I will emphasis on the Quality Management System, why is it important? What is it used for? What is the importance of having a Quality Management System? Many people think implementing QMS costs a lot and all the benefit is a piece of a paper which say that your company is certified in having QMS so you can only hang this picture or certificate on the wall and tell your smart customer that you have it. In fact, no blames on them, they have not used this system yet, they do not know that this system save a lot and a lot of money for companies. They do not know that this system create a dynamic motion within the companies so everyone know what he/she is doing, everybody understands his/her role, and everyone can feel being an important part of the process then everybody can work towards a clear and unified target. However, having a lot of benefits requires a reasonable cost and in the same time it worth. There are several organizations which are concerned and involved in this issue, those organizations have produced unified standards and those standards have its requirements. The International Standardization Organization which located in Switzerland which has a contribution of 157 countries has produced a standard which is concerned about the QMS. It is known as ISO 9000 family and the ISO 9001 is the one which is concerned about the requirement of the QMS. Of course, that creates the needs for understanding these standards in order to get the certificate from the organization which is authorized by the ISO. That also creates the need for the training which is very important for companies to implement the QMS. The standards have been developed the course of the quality history from needing a quality control to a quality assurance. http://www.studymode.com/essays/Quality-Management-System-136860.html New Grading System and Academic Performance of Third Year Nursing Students of Naga College Foundation The study aims to create understanding of the relationship between the New Grading System to Students Academic Performance. The study will addressed whether the New grading System affects the Academic Performance of the Student. It will show how the New Grading System trigger the Students to study harder. This may change their study habits. And this study may show if the students with the New Grading System levels up the standard of their performance to become a board passer even a topnotch. The Respondent of the study will be centered from student of Nursing & Health Science Department of Naga College Foundation who undergo with the new and old grading system. Other data will come to the past and present records of academic performance of the students. This part of the study is important data needed to fulfill the objectives of this study which will be only be supplied with the Nursing Students who undergo with the said grading systems.

Grading system enable student achievement to be recognized formally and communicated meaningfully beyond the institution while maintaining an atmosphere in which a spirit of inquiry, personal challenge, and commitment to excellence can flourish. Academic performance generally refers to how well a student is accomplishing his or her tasks and studies. It will be a tool to determine whether the student performs well in the academically. As a sample; almost one half of the class of Nursing Student, level three, Block B failed in major subjects since New Grading System was implemented. This study will show how the different factors might bring them failed, if it is because of the new grading system or its just in their study habit. (http://www.studymode.com/essays/New-Grading-System-And-Academic-Performance-585586.html) Assessment of Registrars Office
Education has been a vital role in a person’s development. As an institution of higher learning, University of Cebu is committed to an authentic education that is founded on the principles of humanity, nationalism and academic excellence. It provides students different opportunities to attain success. Various institutions offer different kinds of services from high class teachers, good teaching methodology, down to hard working janitor. These institutions have different styles and standards. Each has its own individuality and appeal to the people. Furthermore, among their many differences would be in how they manage and provide their clientele with value added transactions through positive customer service interactions. The customer’s expectation is to feel important and assisted during the interactions that ultimately lead to their desired end result. Registrar’s office of UCLM is one of the departments of the university who provide services to the students, parents, and inquirer who needs information. Students, whether they like it or not, can always experience how registrar’s offices provide services. Grade information, students 201 file, TOR, evaluation and adjustment of subjects, changing of grades and correction of name, preparing study loads, giving of diploma, and enrollment verification are some of the services that registrars’ office can provide. This research study assesses the customer satisfaction of students’ services of registrars’ office because some problems regarding the registrars’ services has been observed. One of the researcher experienced bad interaction of registrar personnel that includes the working scholar assigned. She processed her correction of name. She went to registrars’ office for an update that it came to the point that she visited the registrar five times for a follow up of her correction of name. (http://www.studymode.com/essays/Assessment-Of-Registrars-Office-526763.html) San Isidro Elementary School Computerized Grading System (Sies-Cgs) Researches in learning assessment, especially in terms of academic performance, have long criticized traditional rating schemes that provide feedback to students. Because learning is multi-faceted, most critiques of such formats tend to see these as superficial and inadequate arguing that they tend to cover only the areas in learning that are widely rated, leaving other areas in learning under-assessed. As a result, different systems were proposed and varying rating structures were employed by different schools in the country such as point system averaging and weighted averaging. This school year, the Department of Education (DepEd) will be using a new grading system in public elementary and high schools in connection to the implementation of K to 12 BEC (Basic Education Curriculum) program. The traditional numerical values in report cards will be replaced by letter-scheme grading system, with “A” (abbreviated “Advanced” level of proficiency) as the highest grade and “B” (short for “Beginning”) as the lowest. In the event that this format will be fully implemented in the target school, which in this proposal will be San Isidro Elementary School, the workload of the teachers will be increased because they will have to compute for the numeric equivalent of each letter grades. The proponents of this proposal wish to reduce their workload by eliminating the need for manual computation and recording of each grade. The common problems encountered in manual recording and computations are error- and file-handling, and redundancy. As the workload gradually increases with growing amounts of grades and student lists that need to be attended, it becomes tedious on the part of the teacher to proficiently manage them in time for documentation and file submission to higher education authorities. As such, this paper aims to produce a workable computerized grading system that will address these issues. (http://www.studymode.com/essays/San-Isidro-Elementary-School-Computerized-Grading-1099105.html?topic)

Chapter III

Methodology This chapter presents the methods that the researcher will undertake to conduct the study with the system of development life cycle as basis. Project Development

Materials

Processor
Intel Pentium II

H61m-DS2 R3/P8H61-m LX3 R2.0
Memory
4GB DDR3
Hard Disk
500GB HDD
Power Supply
ATX Casing w/ Power Supply 600W
Monitor
15.6 LED Monitor

KB, Mouse, Mouse Pad, AVR

Printer

Table 1: Minimum Hardware Requirements

Programming Language used
Microsoft Visual Studio 2008
Database Application
MS SQL 2008
Operating System
Windows XP/7

Table 2: Minimum Software Requirements

Methods to be used in Developing the System System Development Life Cycle is developing to ensure satisfaction of the requirements among existing computerized system. It is a methodology construction to make sure that the design system follows logical approach and technical ways. The figure below shows the five phases of System Development Life Cycle used in developing the proposed system.

Sets of related activities are organized into phases:
(1) Planning phase
(2) Analysis phase
(3) Design phase
(4) Implementation phase
(5) Support phase

A. Planning Phase

In this phase the researcher will provide a letter of permission to the head of the school wherein the study will be conducted as an initial step. A received copy will then be given back to the adviser as a proof of permission from the administration office. Initial details about the project will then be discussed with the school principal or the assigned personnel. The researchers will come up with a specific plan to follow during the course line of the study In this phase the researchers recognized and identified the problem arising in the construction of the proposed system entitled “E-Form 137 Management System of Isulan National High School.” The purpose of this phase is to determine the feasibility of the study. B. Analysis Phase

The researchers will discuss the system requirements as the analytical in this step through interview, observation, library research and Internet research. Through interview, the researcher were able to identify the problems encountered in the manual system through observation method, the researchers learned and understand to process flow of the present system and able to determine the necessary improvement of the school procedures. The library method was also used to make the researchers understand better and wider about the study. In the analysis stage, the researchers came up with the flow of the present system from which the description of the proposed system was based. The researchers in this phase came up with the cost benefit analysis that describes such plan to acquire any hardware and system needed to build or operate the proposed system. C. Design Phase

The next stage is the design, wherein the researchers came up with the design output of the proposed project entitled “E-Form 137 Management System of Isulan National High School”. In this phase, the researcher will be using the following tools: Context Diagram
Data Flow Diagram
File Structure
Database Structure
D. Implementation Phase

In this phase, the researcher will implement the specifically to the Registrar’s Office of Isulan National High School with the identified training of the system user as follows. How to run the system
How to register on the system
How to login using valid username and password
How to use the features of the system
The results determine and will be observed by running the system in a long period of time. E. Support Phase

Primary objective is to keep the system running after its installation The support phase includes two activities:
Provide support to end users
Maintain and enhance the computer system

Budgetary Requirements

No.

Qty

Item Description

Unit Cost
(Php)

Total Cost
(Php)
A. Hardware
1
1 unit
Printer (Canon)
Php 1,200.00
Php 1, 200.00
B. Software
2
1 pckg.
MS Visual Studio 2008
MS SQL 2008
Operating System
Php 3,000.00
Php 3,000.00
C. Supplies and Materials
3
3 Reams
Long couponed bond (substance 20)
Php 156.75
Php 486 .50

Contingency (10% of the Grand Total)

Grand Total

Php 4, 199.85
Table 3. Budgetary Requirements

EVALUATION METHODOLOGY Evaluation of any system is crucial part in its development. This will determine if the system works properly, meets the objectives and satisfies the users. Methods of Research This study uses the descriptive method of research to evaluate the system’s functionality, effectiveness in attaining its objectives, accuracy in delivering the outputs on the system Respondents of the Study The respondents of the study are selected Faculty, Staff and Students of Isulan National High School. The numbers of respondents are determined using the following formula. Sloven’s Formula: n = N 1+ Ne2
Where
n = number of respondents
N = total number of population/users e = margin of error (usually equal to 5% or 0.05)

Data Gathering Procedures and Statistical Tools
This study uses a checklist and a rating scale questionnaire to gather the needed data and responses to evaluate the system. The checklist used to evaluate the functionality contains a list of all the buttons, links, forms, and dials, pages etc. included in the system, and for effectiveness, contains the list of all system objectives and deliverables that the researchers want the respondents to check and evaluate. The frequency is counted and the percentage is computed using the formula below. P = f n
Where:

P = percentage f = frequency n = number of respondents

Table 2. Interpretative Scale used to interpret the Weighted Mean Range of Mean
Interpretation
4.21-5.00
Strong Agree
3.41-4.20
Agree
2.61-3.40
Neither Agree nor Disagree
1.81-2.60
Disagree
1.00-1.80
Strongly Disagree
To test and evaluate the accuracy of the outputs and reports, this study uses the discovery approach of testing. A correct set of reports is prepared before starting the evaluation using the current system. This set of report is determined and approved to be accurate and contains no error and will serve as the control report. Another set of reports is generated using the system being developed, and the errors are identified by comparing it to the control report. The errors identified are corrected by reviewing the formula and the source code of the program. This process is repeated until no errors are found.