Republic of the Philippines

Eastern Samar State University

Guiuan Campus
Guiuan Eastern Samar

A FEASIBILITY STUDY on
e-Class Record
System

Submitted To:
Engr. Aida F. Elivera
Assistant Professor I

Submitted By:
Angel L. Garado
Angelo E. Macabutas
Daven Lloyd C. Ramirez
Jessabel G. Abude
Kenneth D. Naputo

BS-INFORMATION TECHNOLOGY III-C

 Table of Contents

Acknowledgment………………………………………………………………..........iv-v

List of Tables

Table 1: Project Plan………………………………………………….….......6-7

Table 2: Financial Summary……………………………………………........17

Table 3: Alternative Matrix …………………………………………………...21

Table 4: Operational Requirement ………………………………………….22

Table 5: Performance Requirement………………………………………....23

Table 6: Security Requirement…………………………………………........24

Table 7: Cultural and Political Requirement……………………………......24

List of Figures

Figure 1: Use Case Diagram………………………………………………...10

Figure 2: System Model………………………………………………….…...19

Figure 3: Data Flow Diagram………………………………………………...20

Figure 4: Login Form……………………………………………………….....28

Figure 5: Main Form…………………………………………………………..29

Figure 6: e-Class Record Form……………………………………………...30

Figure 7: Score Limits Form………………………………………………….31

Figure 8: Account Management Form……………………………………...32

Figure 9: Subject Load Form…………………………………………….......33

Figure 10: Subject Listing Form……………………………………………..34

i
 Figure 11: Add Student Form………………………………………………..35

Figure 12: Print Form……………………………………………...................36

Figure 13: Physical Process Model………………………………………...37

Figure 14: Physical Data Mode (Data base)………………………………38

Chapter 1 BACKGROUND OF THE STUDY

Introduction…………………………………………………………………………...1-2

Objective of the Feasibility Study………………………………………….................3

Information Sources………………………………………………………………...…4

System Request………………………………………………………………………..5

Project Plan…………………………………………………………………………..6-7

Chapter 2 OVERVIEW OF THE PROJECT

Brief description of the System…………………………………………………….....8

General Architecture………………………………………………………...............8-9

Use Cases…………………………………………………………………………10-14

Chapter 3 ECONOMIC OVERVIEW OF THE AREA

General Overview……………………………………………………………………15

Privacy and Confidentiality……………………………………………………..15-16

Technical Challenges………………………………………………………………16

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Financial Analysis……………………………………………………………...17-18

Chapter 4 SYSTEM ARCHITECTURE

System Model……………………………………………………………………....19

System Architecture…………………………………………………………....20-21

Alternative Matrix……………………………………………………………….21-22

Architecture Design…………………………………………………………....22-23

Hardware and Software Specification……………………………………….22-25

Interface Design……………………………………………………………......25-27

Physical Process Model………………………………………………………28-36

Physical Data Model…………………………………………………………..37-38

Chapter 5 CONCLUSION

Conclusion…………………………………………………………………..…….40

Reference……………………………………………………………………..…...41

Appendices………………………………………………………………..……….42

iii
 Acknowledgment

The project team would have not finished this project without the support

from each member. Each member’s presence gives the team an encouragement

to keep going even in up-side-down situations.

To our ameliorators whose support has always been our source of

strength and inspiration. To our classmates who helped us in doing research in

different fields of concerned in this project as well as the time we’ve shared

together during the development of the proposed system. Thank you.

We would like also to thank Sir Archibal Ranido who gives us an

opportunity to develop a system that could help our school in the next days. His

set of “What if” questions that make us to explore beyond the limits. Furthermost,

he gives us a lot of positive perspective in life. To you sir, we give our greatest

respect. Thank you.

To Engr. Aida F. Elivera, our thesis adviser; thank you for entrusting us in

failure and success; and in sharing her valuable time in giving us helpful

information to finish this project. The generosity you’ve given to the project team

for letting us to use print-out devices in particular that minimizes the project costs

for print-out of paper related works. Thank you.

To Engr. Roger R. Abulencia, our class adviser; thank you for being a

good role model as a father in our classroom. Thank you.

iv
 And we would like also to thank our heavenly father. Him who is giving us

high hopes; for being our source of strength; for being true to what he has

promised. We praise you and thank you our creator and saviour.

v
 Chapter 1

BACKGROUND OF THE STUDY

Introduction

People nowadays are living in an information age dependent upon digital

Information. Digital information is electronic information, the result of computer

processing. Every type of job relies upon getting information, using it, managing

it, and relaying information to others. Computers enable the efficient processing

and storage of information. An E-Class Record System plays a key role in the

Grade management system of any school. But, such systems do not often relate

expectations, outcomes, and performance.

As each student desires to achieve a good score for each assignment,

exam, project and/or report, the whole process adds heavy workload for teachers

in order to make their evaluation fair, comprehensive, and accurate. From the

faculty perspective, these are necessary to avoid disagreement from students

and parents. An E-Class Record System is a highly desirable addition to the

educational tool-kit, particularly when it can provide less effort and a more

effective and timely outcome.

E-Class Record Systems are designed to provide incentives for

achievement and assist in identifying problem areas of a student. It is the most

commonly used means of analyzing student performance, talents and skills.

Student’s grades are vital information needed in advancing to the next year level

and its accuracy is very important. Many teachers feel that the time they take in

recording and computing for the grades of their students is time that could be

better spent elsewhere, like preparing lessons, researching or meeting with their

students. With the advent of computer technology, more and more schools are

taking advantage of a variety of grading systems available both off-line and

online that can help save time on administrative tasks and give teachers more

time to attend to other important functions. However, a greater majority,

especially small schools, government schools, and schools in remote areas, still

utilize the manual method of recording and computing for the grades of the

students.

The proponents of this study wish to reduce the workload of teachers 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 E-Class Record System that will address

these issues.

2
Objectives of the Feasibility Study

General Objectives

The general objective of this study is to develop an E-Class Record

exclusively for Eastern Samar State University (Guiuan Campus).

Specific Objectives

 To create a System that will record both teacher and student

information.

 To create a System that will record the student’s grade for quizzes,

recitation, assignments, activities, project, and quarterly exam.

 To create a System that will compute the student’s quarterly grade

based on inputted data.

 To create a System that will secure and maintain the integrity of data.

Information Sources

The researchers conducted a lot of research with a question of how an

Electronic Class Record System will look like and what are its components.

Through it, the project team able to know the advantages and disadvantages that

may occur during the implementation of the proposed system. The researchers

also asked the subject teacher regarding on how the system may look like and

what would be its basic components. They also gathered printed samples of

grade sheets for the format of the Electronic Class Record. Internet sources of

3
information have a huge contribution during the development of the Electronic

Class Record, particularly in some source coding issues. IT instructors and

advisers are also one of the major sources of information for which they shared

their knowledge and strategies which became the blueprint of the system.

System Request

Project Sponsor -Engr. Roger R. Abulencia

-Head, Information Technology Department

-Electronic Class Record (eCR)

Business Needs -Improve credential security.

-Organized paper works record.

Business Requirement -Provide reliable security protocol of stored grades.

-Produce printed output of grades.

Business Value -Reduction of delayed submitted grades.

Special Issues or

Constraints -System needed before the end of semester.

-Top-level security clearance is needed when

on maintenance session or

4
 updating the system is needed by the

project team.

Project Plan

Activity Duration (days) Person Responsible Status

Research Phase 10 days Open

 Internet 5 days Jessabel, Angel Open
Research
 Field 5 days Project Team Open
Research

Analysis Phase 15 days Open

 Design 3 days Project Team Complete
 Flow 5 days Project Team Complete
 Codes 7 days Project Team Open

Design Phase 9 days Open

 Login Form 1 day Jessabel Complete
 Main Form 1 day Daven Complete
 E-Class 1 day Daven Complete
Record Form
 Score Limits 1 day Angelo Complete
Form
 Account 1 day Kenneth Complete
Management
Form
 Subject Load 1 day Angel Complete
Form
 Subject 1 day Jessabel Complete
Listing Form
1 day Kenneth Complete
 Add Student
Form
1 day Angelo Complete
 Print Form

5
Coding Phase 50 days Open
 Login Form 1 day Angelo Complete
 Main Form 1 day Kenneth Complete
 E-Class 10 days Project Team Open
Record Form
 Score Limits
Form 10 days Jessabel, Angel Open
 Account
Management 4 days Jessabel, Kenneth Complete
Form
 Subject Load
Form 7 days Daven Open
 Subject
Listing Form 7 days Daven Open
 Add Student
5 days Daven Complete
Form
 Print Form
5 days Angelo Complete

Testing and - - -
Debugging Phase
Table 1: Project Plan

Figure one shows the complete timeline of activities of the proposed

system with its corresponding its duration, to whom it assigned to and its current

statuses.

6
 Chapter 2

OVERVIEW OF THE PROJECT

Brief Description of E-Class Record System

The e-Class Record System is mainly for recording and storing student

credentials as well as reproducing stored data if needed. It is also capable of

calculating the inputted grades and can produce printed grades if necessary.

General Architecture

The features of the system cover all necessary conductions of data from

either the students and the teacher from collecting, inputting, calculating,

partitioning and printing necessary data for submission purposes. The system

may vary according to:

Student/Teacher Identifiers and Demographic Identifiers:

 These data provide individual identifiable information of either the

student or the teacher including names, course, subject loads,

  Grades, genders, year levels, sections and other Student/Teacher-

related information. Some of these variables can be printed upon

the desire of the user.

Class Record Variables:

 These data include all the necessary input for evaluating the grades

of the students. Variables including grades, attendances, quizzes,

activities, participations, projects and quarterly exam. These

variables are the key participles of computing output or individual

grades of the students.

9
Use Cases

E- Class Record System

Class Record Frm

Account Management Frm

Subject Load Frm

Subject Listing Frm

Data Report Frm

Logout

Figure 1: Use Case

TEACHER

E-CLASS RECORD

-Log in w/ Username & Password

-View the main menu

-Choose Action

10
CLASS RECORD

-Input Data on Existing Data Capsules

-View class record from subject –subject

-Choose between buttons for action

 ADD INFO

-Input particular info for personal purpose

 COMPUTE GRADE

 EDIT INFORMATION

 DELETE INFORMATION

 SAVE INFORMATION

 VERIFY

-CLOSE

ACCOUNT MANAGEMENT

-View account management form

-Choose between buttons

 ADD ACCOUNT

 EDIT ACCOUNT

 DELETE ACCOUNT

 SAVE ACCOUNT

-View existing accounts

11
-Close

SUBJECT LOAD

-View subject load form

-Choose between buttons

 ADD SUBJECT LOAD

 EDIT SUBJECT LOAD

 DELETE SUBJECT LOAD

 SAVE SUBJECT LOAD

-View existing subject load

-CLOSE

SUBJECT LISTING

-View subject listing form

-Input/Choose data (subject name)

-View student subject list

-Choose between buttons

 ADD STUDENT

 EDIT STUDENT LIST

 DELETE STUDENT

 SAVE SUBJECT LIST

12
-CLOSE

DATA REPORT

-View data report

-Choose between buttons

 GRADE SHEET PRINTING

 SUBJECT LIST(OFFICIAL ROLL)

-CLOSE

Figure 1 shows the proposed system use case. The e-Class Record

System has five (5) major forms, namely Class Record, Account Management,

Subject Load, Subject Listing, and Data Report.

The user can access the system through logging-in with its corresponding

username and password. From it they can now use the Class Record which the

user can now choose an action between add student information, compute

student grades, edit student’s information, delete student information and verify

students information and can be save the new record or the updated one into the

storage of data in the system. New users can register in the Account

Management form which they must fed their personal information as well as their

desired username and password, current user can update their records and even

delete if they want to. Subject Load provides subject load to the user. The user is

enabled to add subject, edit or customize, delete and search subject provided in

13
the systems storage of data. Users can also view the subject listing form for

which they can add student, edit student list, delete student list and therefore

save the actions they made. For print outs user can use the Reports Form which

they can choose actions between print student grade sheet and the official roll of

subject listed students.

14
 Chapter 3

ECONOMIC OVERVIEW OF THE AREA

General Overview

The proposed system is developed using VB6. It improves working

methods by replacing the activities done manually with the computer- based

system. By automating every activity of the manual system being employed by

the school, work becomes easier and grades are computed accurately in less

time. The proposed system is simple, interactive and has a very user- friendly

interface such that even those with little or no knowledge about working with

computers can easily operate it. A welcome screen starts the program and the

teachers log-in by entering their username and password.

Privacy and Confidentiality

The Proposed e-CR System’s challenge is the concerns about student

privacy and the confidentiality of individually identifiable student Information. All

stored information should be kept privately safe and invulnerable without the
Teacher’s access. The Teacher will have all the access in the system. He/she

can Manage, compute, and even remove information recorded in the system.

The Proposed ECR System is in the ratio of 1:1, meaning one system, one

teacher. The Program head cannot access the system but rather receives the

information via hard copies or print outs.

The Proposed ECR System aims not to publicize student’s confidential

grades and information, but rather to secure and store data in one-way access

for non-fixing issues. Thus, ECR System is a password protected system;

security is one of its features.

Technical Challenges

Technical issues were also raised as a potential challenge to the

implementation of the ECR System. The proposed system would include the

creation and management of student records including grades, personal

information and even the teacher’s information, with new inputs almost every

day. Hence, the proposed system also requires valid inputs from the user for

synchronization. The proposed system has its own login form that would enable

the non-official user to manage or browse the whole system.

16
Financial Analysis

In developing a system costs and expenses are inline due to the uses of

human resources and paraphernalia such like print outs and in the reproduction

of researched papers.

Transportation; the project team members are not located at the same

place. Therefore, transportation expense occurs.

Research; because the project team are lacking of references, research

expenses amplify for the project team to allocate other information.

Print outs; every submission of print out papers, the project team add the

print out expenses in its document related paraphernalia’s.

Food; since the project team members are fully human beings, they need

food to survive and do their job well, food expenses are added in their every

session costs.

Financial Summary

Expenses Amount

Transportation Php 70.00

Research Php 80.00

Print outs Php 65.00

Food Php 150.00

Total Php 365 / Session

Table 2: Financial Summary

17
 The financial summary liquidizes all the necessary expenses happened

during the creation of the proposed system. These expenses are the supporting

factors of making the e-Class Record System (eCRs) possible.

18
 Chapter 4

SYSTEM ARCHITECTURE

System Model

Inputs Process Outputs

 Username
E - Class  Grades
 Password
Sheets
 Student Record
information  Subject
 User System listing
information (output)
 User
accounts
 Subject loads
 Student
grade
components

Figure 2: System Model

System model shows the Input, Process and Output of the proposed

system. User should input specific student’s information with its corresponding

grades and will be processed by the e-CR system and able to produce printed

grade sheet of students and subject listing for the teachers.

System Architecture

Data Flow

Figure 3: Data Flow

The system architecture shows the flow of data’s being inputted into the

system. From students who submit raw grades up to the teachers who’s

assigned to input the data to the system and as far as the teacher give a

particular command the system will execute the command such like the teacher

give a command to compute the raw grades of the students. The computed

grade will now be recorded to the system’s database that serves as the main

storage of data of the entire system. The recorded grades could be printed out

that can be submitted to the program head or be given to the students for further

20
checking. When the students detects any irregularities of the computation of the

grades the teacher will re-input the grades into the system and be re-computed

by the system until such time that the errors are being fixed.

Alternative Matrix

Table 3: Alternative Matrix (E-Class Record System)

The alternative matrix compares three programming language that

the system could be used namely Turbo C, C++ and the VB6 which is the

programming language being used in the development of the e-Class

Record. It also compares several basic issues when developing a system

21
 like technical, economic and organizational issues. The three

programming languages differentiate in its way of coding, its

workplace/environment and its components.

Architecture Design

Type of Requirement

 The system will be fully operational

Technical Environment
when completely installed.
 The system will run in laptop,
netbooks and personal computers
(PCs). But cannot operate in
mobile gadgets such as cellular
phones, iPhones, tablets etc.
Portability Requirement
 Processor: Intel(R) Celeron(R)
CPU N2840 @ 2.16GHz (2 CPUs),
~2.2GHzThe higher the processor,
the faster is the processing time.

 System maintenance will be

quarterly or as needed.
Maintainability Requirement  New version of the system will be
released whenever the office in
need for an upgraded version.

Table 4: Operational Requirement

Table four (Operational Requirement) discussed on when and where the

system will run properly. It is required to be installed correctly fulfilling its

compatibility issues such as said above. System maintenance will be quarterly or

as needed by the system such like it is malfunctioning and when in need of

immediate respond.

22
 Type of Requirement

 The database must be updated in

real time.
 Respond time must be fast as
Speed Requirement
possible for each transaction.
 Can accumulate speed up to 4
Mbps.
 The system will have 99% up-time
performance.
Availability and reliability
 Scheduled maintenance should
Requirement
not exceed 12 hours for its
session.
Table 5: Performance Requirement

Table five (Performance Requirement) discussed the systems running

capabilities such as it can accumulate speed up to 4 Mbps in processing each

single data inputted into the system. Maintenance sessions should not exceed 12

hours so that it system will be available as soon as possible.

Type of Requirement

 The system is not missioned

critical but a system outage is
estimated Php. 15,000.00 per
System Value Estimates session in lost revenue.
 A complete loss of all system data
is estimated to cost php.
180,000.00.
 Only the database administrator
can update add, delete and update
Access Control Requirement any data within the system.
 Teachers can access the whole
system as long as he/she has the

23
 jurisdiction to do so.
 The project team can only access
the system with an approval from
Maintainability Requirement the system administrator to
maintain the accuracy of data
stored.
Table 6: Security Requirement

On table six (Security Requirement) it is being discussed the security

protocol of the system and how it should be handled to maintain the accuracy of

the data’s stored with its corresponding penalties when override the system

protocol.

Type of Requirement

All date fields will be explicit define as

Making unstated norms explicit
using the month-date-time format.
Table 7: Cultural and Political Requirement

The table shows the cultural and political requirement of the systems

unstated norms explicit. The system makes date field that will be explicit to define

as using daily date format.

Hardware and Software Specification

Programming Language

24
 The main programming language used in developing the system is

Visual Basic (VB6). Developed by Microsoft Corporation, Visual Basic

6 allows the development of user-defined functions and the automation

of certain processes and calculations. Visual Basic 6 is a standard

feature of Microsoft Office products. It allows user a level of

customization beyond what is typically available in Microsoft Office

product, such as Excel, Word and Power Point.

Special Purpose Language Tools

 Special purpose Language Tools were also used, particularly:

o MS Access for the creation of tables and database and in

conjunction with Visual Basic 6.

o MS Word for the documentation of the system.

o MS Paint for the developing of the Data Flow Diagram and

screen printing and cropping for screenshots used in

documentation of the system.

o Adobe Photoshop for image editing. This is a graphics editor

that is most popularly used because of programs for image

manipulation. It is used widely by graphics professionals for all

sorts of tasks including website design. Developed by Adobe

Systems Inc. Photoshop is considered one of the leaders in

photo editing software.

25
Hardware Requirements

 Central Processing Unit

o Processor: Intel(R) Celeron(R) CPU N2840 @ 2.16GHz (2

CPUs), ~2.2GHz. The higher the processor, the faster is the

processing time.

o At least 512MB RAM (random access memory).

o Hard Disk

o USB port, CD or DVD Drive for file backup.

 Input Devices

o Mouse – used for selecting menu options.

o Keyboard – used for entering information.

 Output Devices

o Monitor – a device where information is displayed for the user.

Software Requirements

 Operating System:

o Windows 10 Home 64-bit (10.0, Build 10240)

(10240.th1_st1.160408-1853)

26
  Application Software:

o VB6

o MS Office Access 2010/2002-2003

Interface Design

Figure 4: (Login Form)

The login form is the main entry to the whole system. The user can access

the whole system if and only if the data that has been inputted is taken or present

from the database. This form filters data to for access reasons; this form enables

the non-official user to access all grades and information in the system as well as

the database considering the data’s integrity.

27
 Figure 6: (Main Form)

The Main form is the Home page of the system; this form serves as the

body of the system that provides its casual parts. The Home page is consists of 6

integrated action namely Class Record, Teacher’s Account, Subject Load,

Subject Listing, Print and lastly the Log-out which provides choices of activities or

action depending upon the user’s choice.

28
 Figure 6: (e-Class Record Form)

The e-Class Record form is the main point of the system. This form is the

storage of grades and information provided by the data given or taken from the

students. This form also provides inputs, calculations, edit and deleting

information. Furthermore, this form has 2 important components, namely: Set

Score form and Set Ratings Form.

29
 Figure 7: (Score Limits Form)

The Score limits form is one of the components from the e-Class Record

form. This form enables the user to input his/her desired limits of specification

numerically. This form is consist of two (2) panes, the first pane is for its Score

limits which and the second pane is consist of the Rating limits and is both

inputted numerically.

30
 Figure 8: (Account Management Form)

The Account Management form provides Account information to the user.

In this form, the user is enabled to add an account, edit or customize, delete and

search information provided in the database.

31
 Figure 9: (Subject Load Form)

The Subject Load form provides subject load to the user. In this form, the

user is enabled to add subject, edit or customize, delete and search subject

provided in the database.

32
 Figure 10: (Subject Listing Form)

The Subject listing form provides multiple functions and information to the

user. In this form, the user is enabled to add a student to a specific course, edit

or customize, view student information, delete and search student information

provided in the data base. Furthermore, this form has a single component,

namely; Add Student form.

33
 Figure 11: (Add Student Form)

The Add Student form is the only component of the Subject listing form.

This form enables the user to input all necessary information of the student to be

record and be filtered by the database.

34
 Figure 12: (Print Form)

The Print form is the access to the outputs. This form enables the user to

print hard copies of information to the system including subject list, teachers

subject load and grade sheets.

35
Physical Process Model

Figure 13: Physical Process Model

The physical process model shows the physical process of the proposed

system. The data to be processed is given by the teachers into the system and

the system will do specific action regarding to the command made by the current

user. The database of the proposed system composed of five major tables that

handle data’s from student’s preliminary grades, midterm, semi-final, finals and

students grade sheet. The end point of the data’s that are being processed or

stored is in the program head or the so-called project sponsor of the proposed

system.

36
Physical Data Model

Figure 14: Physical Data Model (Data base)

Figure14 shows the database of the proposed system (ECRS.mdb)

which serves as the main storage of data inputted by the current user of the

system. It also shows the tables inside the database namely, Record_tbl,

RecordF_tbl, RecordMT_tbl, SubjectListing_tbl, Gradesheet_tbl, RecordF_tbl,

Term_tbl, Accounts_tbl and SubjectList_tbl.

37
 Chapter 5

CONCLUSION

Conclusion

This report has examined the feasibility of implementing an e-Class

Record System in each and every teacher working in Eastern Samar State

University (Guiuan Campus) with its purpose of replacing the manual process of

storing and computing data of the students. As part of the feasibility study, a

structural design and flow of processes for a proposed ECR System, as well as a

list of possible data elements that might be gathered under such a system, were

established and defined.

References

www.vb.net.

www.slideshare.com/Automated +Grading+System

Facknowledgment-Henry D. Book

41
Appendices

The E-Class Record System is a system that could help the teachers in

making such automated actions:

 Grade Sheet via Data Report.

 Calculates grades according by Phase (Prelims, Midterms, Semi-

Final and Final).

 Record important details of students such as attendance, activities

and other grade related activities.

The system allows primary user (Teacher) to privatize the data from other

element to avoid untransparency of the Grading information. In this way the flow

of the calculating and recording grades would be clear, accurate and fast that will

support the ESSU-Guiuan Teachers to make their task easier.

42