COLEGIO DE MONTALBAN

Kasiglahan Village San Jose.Rodriguez, Rizal

INSTITUTE OF COMPUTER STUDIES
Department of information Technology

STUDENTS INFORMATION RECORDS MANAGEMENT AND REQUEST

SYSTEM

A Research presented to Mr. Paulo Valdez as fulfilling

The request in
System Software Design at Colegio
De Montalban

Researchers:
Bernal, Danniella Mae
Bitangga, Randell Jhon
Ilagan, Dexter
Pascual, Clariza
Romeo, Angelica
Romeo, Angelo

Mr. Paulo Valdez

System Software Adviser
July 2022
 CHAPTER I
INTRODUCTION

Records are one of an organization's most valuable assets. As we

are all aware, records help decision-making, demonstrate compliance,

document student information, and, perhaps most importantly, allow us to

do our tasks or activities. As a result, records must be handled correctly in

a manner that maximizes their value while minimizing their cost. The

technologically advanced generation of today is to blame for the

fascination many people have with technology. Technology aids us in an

array of ways, such as the system the project developer has created. The

traditional method of providing and requesting your records from the

school is very troublesome.

In 2012, the Philippines passed Republic Act No. 10173 or the Data

Privacy Act of 2012 (DPA) “to protect the fundamental human right to

privacy of communication while ensuring free flow of information to

promote innovation and growth [and] the [State’s] inherent obligation to

ensure that personal information in information and communications

systems in government and in the private sector are secured and

protected”. The privacy of each student's records that will be uploaded to

the system created must be considered by the Project Developer. It

intends to secure personal information, often these information has been

processed online.
 Colegio de Montalban is a tertiary institution that is still capturing

and storing student record details locally, where hard and soft copies of

files for each student are kept on office shelves and stored on their

computers. If the registrar is looking for a specific student document it

appears to be a tiresome and time-consuming process, and there is a risk

that the computer's hard disk drive will become corrupted. In addition,

some students are in a remote place, not in the vicinity of the school, or

whose have left part of their essential papers at home, forcing them to

return to school. These are the issues that the present system and

students are dealing with. As a result of these disadvantages, the

Students Information Records Management and Request System has

been created to address the problems listed above.

PROJECT CONTEXT

Colegio de Montalban's registrar is in charge of maintaining

students' information and gathering it during enrollment. This information

includes each student's background information, courses are taken,

attendance, lectures, grades, performance record, and any other

information that the institution requires. The school has over 3,000

students enrolled in various courses. Colegio de Montalban's success is

indeed reliant on the ability to collect accurate and timely data about its
operations, effectively manage this data, and use it to assess and guide its

internal daily activities.

Technology is essential in today's world. It is a great help to

students who take online classes, but one of the many issues students

face is getting a hard copy of necessary files such as good moral

certificate, a copy of the SSOG and so on. As a result, they take a long

time to process when they are taken. It can take up to two days for it to be

released. Students spending money for the fare when returning to school.

They have to do something else because it takes a long time.

Students' time is essential, particularly in college. One of the reasons why

file retrieval takes so long is that their local storage stores so much data.

Students use the record system to upload and access their files.

They can ask for their files. As a result, we will devise a system that will

allow students to obtain a hard copy or soft copy of what they need, more

quickly, and the less time it takes to the process. Because of the proposed

system, the registrar staffs can locate a student's file faster.

PURPOSE AND DESCRIPTION

The system's objective is to aid students in reducing the amount of

time and effort they put into it. The students of Colegio de Montalban are

our primary development targets. Students can upload their data, and if

they needs it, they must justify why they demand hard copy and soft copy
to secure student files. Only the registrar can determine whether a

student's reason for requesting the file is valid. To secure the other

student's data, you must enter the student number, and if it is entered

incorrectly, the system will not be able to access the file.

OBJECTIVES:

The system is capable of capturing, validating, sorting,

categorizing, calculating, summarizing, storing, and retrieving data. The

Students Information Records Management System stores semester

information, course information, department information, and all other

information (such as students' background information, educational

qualifications, personal details, and so on.)

SPECIFIC OBJECTIVES:

The project was specifically designed to:

 Log in as students and administrators to make necessary changes.

 Update student information records.

 Improves the efficiency with which student information is managed.

 Lastly, process and print the requested data.

SCOPE AND LIMITATIONS

This project is primarily for Colegio de Montalban. This educational

institution offers many services to students, such as admitting new

students and keeping student records for each department. This study

only involved and bound registrar staff and students. This system is

centered on the students' data.

 The system is available only for the registrar staffs and learners of

Colegio de Montalban.

 The system can accumulate all the students’ data.

 The system is intended to make the students’ lives easy.

 The system facilitates easy access pf students’ records.

 The system can retrieve the deleted data.

 The system can easily updates everyone’s data.

 The system can allow downloading of information.

 The system has a tight security securing and privacy of the

learners’ information.

 The system allows uploading unlimited necessary data.

 However, this study has several limitations. Because of the current

COVID-19 pandemic, the project developer is unable to conduct an in-

person interview to gather additional ideas for the proposed system.

 The system is not available for those who are not a student and

staff of Colegio de Montalban.

 The system will not allow you to request data if you’re reason is not

valid.

 The system cannot work without an internet connection.

 The system cannot perform by itself, it involves performing tasks

manually.

 The system which cannot support the system to be used on other

operating system like Linux and Apple.

TECHNICAL BACKGROUND

FLOWCHART

To use the system, the user must have an account and have the

option of logging in or creating an account. Before you submit, the system

requests your username, password, student number, and Gmail account.

The user must first enter their Course and Section in their account before

downloading or requesting a file from the system.

 The system allows the user to Download, Upload, and Request

files. After selecting to do so, the user can download any submitted file on

the system. The user must provide a legitimate reason for the request

before it reaches the registrar's office. Once the request has been

processed, the system will give the user an option to get their file via email

or during a scheduled visit to the school.

DATA FLOW DIAGRAM

As soon as the students create an account and log in to the

proposed system, they will be able to begin uploading some of their

specific files. Once the uploading is complete, the requesting process can

begin. The registrar has been authorized to begin processing a specific

document requested by the student. Following the process, it can be e-

mailed to the student or picked up by the student.

ENTITY RELATIONSHIP DIAGRAMS

A student can only register for the proposed system once. After

completing the registration process, students can access their accounts as

many times as they want. Students' accounts can have composite

attributes such as the year, username, password, and e-mail, which they

must submit to participate fully and access the students' page. Because
many students want to download their uploaded file, it can be downloaded

with multivalued attributes (such as MP4, DOC, JPEG, and PDF).

Users can upload files using the entity relationship diagram's

multivalued attribute. There are reasons for requesting specific

information, and the registrar staff can decide whether or not to accept the

user's reason. If the reason is accepted, many students will be able to

obtain the requested document. There are numerous ways to obtain it in

the acceptance mode.

DEFINITION OF TERMS

Account - the student account that is required for access. Each learner

will benefit from having security from it.

Corrupted - a data or program file that has been altered accidentally by

hardware or software failure.

Data Flow Diagram - is a graphical representation of the "flow" of data

through an information system, modelling its process aspects.

Database - is basically a collection of information organized in such a way

that a computer program can quickly select desired pieces of data.

Document - it is in a soft copy format that gives information about the

requested or uploaded file of the student.

Download - is the transmission of a file or data from the database and

can get to the proposed system.

Email - is one of the options of the students when requesting his/her file to

the proposed system.

Entity Relations Diagram (ERD) - is a specialized graphic that illustrates

the relationships between entities in a database.

Hard Copy - is a printed copy of information from requested file of a

student from the proposed system.

Information – it refers to the students' documents that will be held by the

system.

Invalid – it is defined as not correct. It refers to the student when enters

an incorrect username or password into an account, access to that

account is prohibited.

Password - it is a secret data made by the students, typically a string of

characters, usually used to confirm a user's identity.

PDF – it is an abbreviation that stands for Portable Document Format. It is

a file format that has captured all the elements of a printed document as

an electronic image that you can view, navigate and print.

Records – here are the student files that the school uses to keep track of

the identities of the students. Additionally, it will maintain the students'

information's security.

Registrar – this is the organization that is responsible for the information

of each student in schools. They are the one who accept the request from

the students.

Request – this is how the students formally ask for requirements.

Soft Copy - is an electronic copy of some type of data which can be

downloaded and uploaded to the proposed system.

System Development Life Cycle - is a conceptual model used in project

management that describes the stages involved in an information system

development project.

Upload – this is how students organize their records so that the school

has a copy as well. Moreover, it is a strategy to make it simpler for them to

comprehend precisely what the students are asking for.

User – it represents a student who uses an account.

 CHAPTER II

REVIEW OR RELATED SYSTEMS

LOCAL RELATED SYSTEMS

According to Jose Rizal Memorial State University-Katipunan

(2020), on their system Automated Student Record System For The

Guidance Office, record keeping is focused on achieving cost-

effectiveness and efficiency in the creation, maintenance, use, and

disposal of educational institution records throughout their entire life cycle,

as well as making the information they contain accessible to support

school business administration of Jose Rizal Memorial State University-

Kati. The primary goal of this document, which is linked to the project

developers' record-keeping system, is to ensure economically and

convenience in the production, servicing consumption, and deletion of

information for the academic system.

As stated by Legazpi (2019), the Students Record System is

designed to accurately accept, process, and generate student reports,

grades, and transcripts. The system also intended to improve user

services, provide meaningful, consistent, and timely data and information,

and promote efficiency by converting paper processes to electronic forms.

 According to Javier (2017), the emergence of computer-based

information systems has significantly changed the world. Both large and

small systems have adopted the new methodology by use of personal

computers to fulfill several roles in the production of information. Thus,

computerizing the documentation of student records to enable easier

manipulation of the input process and output will bring us to this existing

new world of information system.

FOREIGN RELATED SYSTEMS

Guiling, S., Et al., (2017) stated that in order to ensure the security

of data transmission a new type of student information management

system is designed to implement student information identification and

management based on fingerprint identification. Therefore, safe and

efficient student information management, convenient identification to

obtain the required service, and safe and reliable information transmission

have become an important task for the student information management.

As stated by Fritz (2021), Student Database System deals with all

kind of student details by tracking all the details of a student from the day

one to the end of his or her course which can be used for all reporting

purpose, tracking of attendance, progress in the course, completed

semesters years, coming semester year curriculum details, exam details,

project or any other assignment details, final exam result; and all these are

purposed for future references when interpreting an organization

performance.

According to the study of KanayoKizito U., & Nwabueze E.E.

(2019), stated due to the problems associated with student academic

record management which include improper course registration, late

release of students’ result, reconciliation of students’ result, malpractices

at various students clearing units, inaccuracy due to manual and tedious

calculation and record retrieval difficulties in the institution, system need to

develop a portal that would incorporate online registration, profile creation,

students’ final clearance and payment, transcript processing, checking of

admission status, degree certificates and checking of results, thus it is

expected to reduce paperwork and automate the record generation

process in the tertiary institution (Web Based Students’ Record

Management System for Tertiary Institutions).

SYNTHESIS OF REVIEW RELATED SYSTEMS

It is worthwhile and beneficial to create a robust student database.

A data management system for the institution to store the large amount of

data generated. SIRMRS, the proposed system, should be able to

withstand the test of time because student records should be kept. The
related systems discovered while reviewing existing literature on student

information management systems proved extremely beneficial in the

development of the proposed system. When completed, the project will

provide a more efficient way to store and organize data than a

spreadsheet. It will also serve as a centralized facility, which will make the

registrar's job easier.

 CHAPTER III

SYSTEM ANALYSIS AND DESIGN

OPERATIONAL FRAMEWORK

System development is methodical process that includes stages

such as making plans, analyzation, layout, deployment and upkeep.

In the first phase, Requirement analysis is that all the developer

and analyst requirements are collected and approved before the beginning

of the project. All necessary data is collected and no further student nor

registrar interference is required.

In the second phase, System design is that developer relies on

project requirements to develop project specifications, including project

plan.

In the third phase, Implementation is that with the inputs from the

system design, all the previous planning is put into action.

In the fourth phase, Testing is that entire system is tested to identify

any faults and failures, fix and polish the end-product.

In the fifth phase, Deployment is that fully functional system is

released over to the student and registrar as well.

 In the sixth phase, Maintenance is that system require

improvements and updates. Enhance the system some better versions

and deliver these changes.

 Figure 1

An Operational Framework showing the Development of Students

Information Records Management and Request System
REQUIREMENTS SPECIFICATION

The Students Information Records Management and Request

System are made up of several devices and applications, including Visual

Basic.NET, the programming language used to create the system, and

XAMMP for the system’s database. As the system built on a computer run

by the Windows 10 as the operating system of the said device. Visual

Basic Studio an object-oriented programming application used for the

system. For connecting the database to Visual Studio, the project

developer use MySQL as the reference. This system is on a physical

appearance of a website.

CONCEPTUAL FRAMEWORK

INPUT

Here are the system specifications that would be considered

necessary for the system to function. It includes the research conducted

by the project developer to determine what should be included and what

the system required. It also involves testing and observation, which will

enable the filtration of the project developers’ information.

PROCESS

Things that will enable the system to contain the process should be

improved and developed. This includes planning how to access the

system, conducting an analysis to determine the best course of action,

and developing the system’s structure. There is also development, testing

and debugging to ensure that the Students Information Records System

works as an intended.

OUTPUT

This is associated with the system’s installation and ongoing

maintenance. In addition to preparation, evaluating, constructing,

programming, running tests and bug fixing. It also arranges those contents

to simply follow the flow of the process that might have an impact on

making this part ideal. For the development of the system, project

developers include research, testing and observation as system

requirements on which the process will be based. After all, the Students

Information Records Management and Request System is designed to

fully implement the system.

 INPUT PROCESS
SYSTEM SYSTEM
REQUIREMENTS DEVELOPMENT

 Gathering  Planning
specifications  Analysis
 Research  Designing
 Testing  Coding
And Observing  Testing
 Debugging

OUTPUT
SYSTEM
MAINTENANCE/
IMPLEMENTATION

 Students
Information
Records
Management and
Request System

Figure 2
A Conceptual Framework showing the development of Students

Information Management and Request System