System Analysis and Design Proposal

Background of the Study

INTRODUCTION

The University of Southern Mindanao, Kabacan, North Cotabato is one of the leading institution that conducts regular faculty performance evaluation. This activity is done every semester wherein each student has to rate his teacher per subject, head of the academic office has to rate his subordinates, and faculty itself has to rate his own and his co-faculty.
Teachers are one of the backbones of an institution. Their effort, skills and perseverance aid on molding the students to become successful in their desired field. Some people will conclude that if a student will excel in his field, will graduate with flying colors and will successfully pass the nationwide or international exam, one factor that influences it is the teacher. Thus, some said that it is still depend on the student’s ability and determination. Teacher’s performances are sometimes criticized not only by the co-teachers, but by the students as well, because they are the direct contact of the teachers. However, those judgments cannot be considered true without proper basis. Thus, every academic institution nowadays conducted the faculty performance evaluation to assess the effectiveness of the teaching personnel. A manual teacher evaluation system is difficult and hard to automatically furnish accurate reports and results. The process takes a lot of time and it takes many days or months to compute for the result. The HRM officer and its staff which are the prime movers of this activity made a significant improvement in handling this type of problems. In this case, it will eliminate some of the most delay operation and difficult task, minimizing them in to smaller and manageable problems to solve. The HRM has greatly improved work efficiency, accuracy and management of operations.

Teacher evaluation system defines a system to support high and technological automated evaluation system. It provides feedbacks and a support system that will encourage teachers to improve their knowledge and instructional skills in order to improve student learning.

SCOPE The said entity is not as ambitious as it is. It will mainly focus on the teacher’s personal information, student’s objective feedback about the teacher’s performance and effectiveness and assessment. This activity is done every semester wherein each student has to rate their teacher per subject, head of the academic office has to rate his subordinates, and the faculty itself has to rate his own and his co-faculty. The said activity also involves the following processes: manipulation of the gathered data, interpretation, evaluation and dissemination of the result to the faculties and instructors.

ANALYSIS OF THE CURRENT SYSTEM

The manual process takes a lot of time and it takes many days or months to compute for the result. The student rater in this activity will be given sheets of paper and by the use of pen, selects one numerical scale that would serve as the grade of the ratee per question. The HRM personnel will wait for the submission of all students in a certain classroom and will proceed to the next available students in a room. The scenario will be repeated to comply with the desired number of students raters. As to the head of academic office, he has to give to his subordinates the performance evaluation sheets for peer and for self. The said process shows how sluggish it was.
The process is also prone to errors due to hectic schedules of the heads and faculty; they may neglect the forms that will cause the delay and misplaced or lost data that will lead to incorrect manipulation and miscomputation.

PROBLEM CAUSE – EFFECT ANALYSIS

Problems Cause and Effect
Time consumed on processing the evaluation The manual process on using a sheets of paper and by the use of pen cause a delay.

Prone to errors Due to many numbers of evaluation sheets the tendency is miscomputation.

Misplaced forms Due to sluggish process the tendency is some evaluation forms may be lost and misplaced.

Delayed computation Due to hectic schedules of heads and faculty the result of computation may delay.

USER EXPECTATIONS & OBJECTIVES
System Objects System Constraint

Lessen the time consumed on evaluation process The student will no longer using papers and pen, instead they will directly evaluate on the given automated evaluation system.

Eradicate errors A user-friendly evaluation system will be implemented for the ease of students, heads, faculties and comfort ability of the system.

File security Only the head of academic can access the files with a given username and password.

Generate comprehensive reports Reports are automatically generated from the system.

Background Information

Automated evaluation system is one big factor that helps not only students but also the HRM, teachers, and co-teachers to ease their waiting and sluggish period in terms of evaluation. Evaluation process with the use of pens and papers only is not an easy task for the HRM to handle. The scenario will be repeated as it goes. Manual evaluation system is a laborious task. It requires more time for processing and the mere fact that it is slow, affecting work efficiency; another thing would be its accuracy in processing while in the automated system, the officer in-charge will be the one to access the files using usernames and passwords. This process of manual system needs some improvements to avoid delay in submitting and computing results and reports. The researchers come up to an automated evaluation system.

USER EXPECTATIONS & OBJECTIVES
System Objects System Constraint

Lessen the time consumed on evaluation process The student will no longer using papers and pen, instead they will directly evaluate on the given automated evaluation system.

Eradicate errors A user-friendly evaluation system will be implemented for the ease of students, heads, faculties and comfort ability of the system.

File security Only the head of academic can access the files with a given username and password.

Generate comprehensive reports Reports are automatically generated from the system.

This document aims to present a clearer description of the requirements and desires of the evaluation system. It shows the features, functionalities and flows and how the system will work.

Description of the Proposed System

The proposed system will try to eliminate the delay operation and inconvenience of the old manual operation. It will try to lessen the time consumed in evaluation process wherein the HRM officers in charge will no longer wait for a long time for the submission of faculties and student’s evaluation forms before proceeding to the next room or office. In this proposed system, the target user will directly input his/her ratings in a ready to use and simple interfaced forms of the proposed system and with this, they will no longer use pens and papers to evaluate their teachers and as well as the teachers to their own and co-teachers. The system also assures that only the in charged HRM officer has the access and authority to view all the data’s gathered to keep its confidentiality and secrecy through a given username and password.

Techniques Used to Solve the Problem The techniques that we used in order for us to solve the problems are the following:
Analyze the system operations of the given problem for us to understand the cause and effect of the problem, and the possible solutions.

Class Diagram

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Use Case Diagram

Evaluation Student

Access

HRM
Reports

Instructor

Head

USE CASE DIAGRAM DESCRIPTION

Students The student will log in for him/her to be registered in the system. After logging in, he/she will fill up the ready-to-use evaluation form provided by the system to rate his/her teachers then they have to submit the filled-up evaluation form to save it to the database.
HRM officer The Human Resource Management officer must log in first to identify his/her authority to see the evaluation datas. After verifying, he/she can see the evaluation reports and datas and interpret it before disseminating the final result to the teachers and faculty.
Faculty The faculty has to log in first to be registered in the system. After logging in, the system will provide a ready-to-use evaluation form for them to rate their co-teachers and faculty then submit it to save it to the database.
Head The head has to log in first to be registered to the system. After logging in, the head can start rating his/her subordinates through filling up the provided evaluation form of the system then submit it to the database.

WORK PLAN

Automation Boundary

The proposed system limits its automation only within the vicinity of the University of Southern Philippines, Katalan, North Cotabato. The system also covers only the evaluation process of the teachers and faculty.
Gather data from students and teachers
Compute by percentage statistically
Gives transparent results to the student and teachers