JOSEFINA HERRERA CERILLES STATE COLLEGE

MOLAVE ESU GRADE RECORDING

MANAGEMENT SYSTEM

A Capstone Project
presented to the Faculty of the
College of Information Technology,
JHCSC Molave ESU

In Partial Fulfillment of the Requirements

for the degree Bachelor of Science in Information Technology

By
Raque Mangao
Reymark Balus
Geraldine Emboy
Salter Trinidad

Engr. Francis Jason Frederick C. Revil

Adviser

March, 2015

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 Chapter I
1. INTRODUCTION

Computers have changed the world and are here to stay. They have changed
people lives not only in everything they do. But also they changed daily activities,
and lot more. Computers are used as storage and management of data; they can
serve as huge knowledge bases and can be harnessed for all sorts of transactions
due to their processing power and storage capacities. As computers are a daily
utility, they have gained immense importance in day-to-day life. Their increasing
utility has made every business organization and educational institutions switch from
paper-based to automated systems.

The move from paper-based record systems to automated systems, or the

upgrade of existing automated systems, means that there is a greater chance that
information will be readily available when important decisions must be made about
improving educational services. A well-designed student record system ensures that
data are readily available to manage the education system efficiently and to
effectively meet the needs of students.

One of so many problems encountered by students is the time they spend in

getting their grades in the Registrar Office. In front of the Registrars office, a crowd
of student can be seen who are waiting for the release of their grades.

Grading 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. Students grades are vital
information needed in advancing to the next grade/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

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 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 researchers of this study wish to reduce the workload of teachers by

eliminating the need for 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 recording grading system that will address these issues.

JHCSC Grade Recording Management System would facilitate the record-

keeping and issuance of grades. It will provide smooth operation purposes and it
seeks for further advancement in the school system where technology can help the
office to be more efficient. The system will automate the records of students and the
process of grade issuance of the school. If the students records will be automated,
the school will be able to increase staff efficiency, perform routine tasks
automatically, and deliver their services more efficiently.

1.1. Project Context

Josefa Herrera Cerilles State College is a small public school in Molave

Zamboanga del Sur. It was established four years ago and is utilizing the manual
system in almost all phases of their school work.

The school maintains a small staff of teachers and personnel as compared to

its growing population. There are teachers handling as much as four different
subjects, aside from being a class adviser. Majority of the teachers handle one or
two more subjects at different year level.

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 Josefa Herrera Cerilles State College uses the manual way of computing
grades and adding information or records of both students and professors. The
process entails a lot of effort and by computing and storing of data manually the
process is prone to error especially for the professors who handle many subjects at
a time. By using the manual way of computing and storing data, being prone to
error is possible and just by a single mistake, repeating the process may be
required.
Developing a computerized grade recording system for JHCSC Molave
ESU would make the task of recording and computing grades easier for the
teachers. This will not only benefit the teachers of the school but will also benefit the
students because of the improvement in the accuracy of calculations and in the
proficiency and productivity of the teachers.

1.2. Purpose and Description of the Project

This study was made to find out that the use of computerized based system will
lessen the time for the transaction of encoding and releasing the grades of the
students. Also in using this system it can recognize the person involve in this study.

This study will benefit the following person:

Instructors of JHCSC Molave ESU it can help them to encode the grades
much faster.
Students of JHCSC Molave ESU - it can help them to inquire their grades in
a more efficient way.
Registrar of JHCSC Molave ESU it can help them to lessen their tasks in
preparing of summary of grades of the students.
To the Parents/Guardians- it can help them monitor the grades of their
children
To the Future Researchers- it can help them as a guide to enhance more from
their future thesis.

1.3. Objectives of the Project

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 1.3.1. General Objectives

The general objective of this study is to develop a Computerized Grade

Recording System for Josefa Herrera Cerilles State College Molave ESU.

1.3.2. Specific Objectives

To create a module that will record the final students grade. .
To create a system that will secure and maintain all of the data
accurate and safely.
To develop a system that will lessen the registrar`s tasks in encoding
of grades.
To develop a system that will shorten the process of inquiry of grades.
To develop a system that can able the instructor to encode grades
and print their respective grading sheets

1.4. Scope and Limitations of the Project

1.4.1. Scope
The instructors can encode grades of the students.
The administrator can filter the instructor, students and subjects.
The administrator can add, edit, view and delete subjects, students
and instructors.
The instructors can change their password to secure the encoding of
grades of the students in online system.
The administrator can print the summary of grades of the students
and print the records of the instructor.
The instructor can print their records including the subjects and
grades of the students they handled.
The System is connected to the Enrolment System.

1.4.2. Limitation
If the instructor submitted wrong grades of student, the system is not
reliable in human error.
The grade encoding process relies on LAN Connection to the
Registrars Computer
The system cannot backup its database.
If the Enrolment Systems Database is down, then the grade
recording system will not run.

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 1.5. Definition of Terms

The following terms were operationally defined:

Database - is an organized collection of data. The data are typically organized to

model relevant aspects of reality in a way that supports processes requiring this
information. For example, modeling the availability of rooms in hotels in a way
that supports finding a hotel with vacancies.

Microsoft Access also known as Microsoft Office Access, is a database

management system from Microsoft that combines the relational Microsoft Jet
Database Engine with a graphical user interface and software-development tools.
It is a member of the Microsoft Office suite of applications, included in the
Professional and higher editions or sold separately. Microsoft Access stores data
in its own format based on the Access Jet Database Engine. It can also import or
link directly to data stored in other applications and databases.

Microsoft Visual Studio - is an integrated development environment from

Microsoft. It is used to develop console and graphical user interface applications
along with Windows Forms or WPF applications, web sites, web applications,
and web services in both native code together with managed code for all
platforms supported by Microsoft Windows, Windows Mobile, Windows CE, .NET
Framework, .NET Compact Framework and Microsoft Silverlight.

Printer -is a peripheral which makes a representation of an electronic document

on physical media. Individual printers are designed to support local and network
users at the same time. Some printers can print documents stored on memory
cards or from digital cameras and scanners.

Visual Basic - is a third-generation event-driven programming language and

integrated development environment from Microsoft for its COM programming
model first released in 1991. Microsoft intends Visual Basic to be relatively easy
to learn and use. Visual Basic was derived from BASIC and enables the rapid
application development of graphical user interface applications, access to
databases using Data Access Objects, Remote Data Objects, or ActiveX Data
Objects, and creation of ActiveX controls and objects.

Windows Forms (WinForms) - is the name given to the graphical application

programming interface included as a part of Microsoft .NET Framework,
providing access to native Microsoft Windows interface elements by wrapping the
extant Windows API in managed code. While it is seen as a replacement for the

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 earlier and more complex C++ based Microsoft Foundation Class Library, it does
not offer a paradigm comparable to ModelViewController. Some after-market
and third party libraries have been created to provide this functionality. The most
widely used of these is the User Interface Process Application Block, which is
released by the Microsoft patterns & practices group as a free download that
includes the source code for quick start examples.

1.6. CONCEPTUAL FRAMEWORK

Input Process Output

Students and Add, edit, delete Printing of Student

Instructors and save of grades Grades
information and subjects to
database. Summary of
Subject description grades
Distribution of
Student grades grades to
Students inquiry students database
of grades encoded by
instructor

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 1.7. System Flow Of Existing System

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Josefa Herrera Cerilles State College Molave ESU Page 9
 START

INSTRUCTOR WILL GIVE THEIR STUDENT GRADES TO REGISTRAR

THE REGISTRAR WILL ENCODE THE GRADES

INPUT GRADE TO THE STUDENT RECORDS

OPEN MANUAL DATABASE

THE GRADES WILL SAVE TO DB

THE STUDENT WILL INQUIRE FOR THE GRADES

DISPLAY THE SUMMARY

OF GRADES

END

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 1.8.

Chapter II

2. Review of Related Literature/System

2.1. Theoretical Background

2.2. Related System

3.

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