CHAPTER 1

Background of Study

Introduction:

By this time, the faculty are using a manual way of evaluating their employees

which is time consuming and kind of expensive because they have to provide a photo

copy for each number of students who are going to evaluate the employees to be

evaluated. In this kind of process, it has a possibility that the form will not be distributed

properly to the students. They assigned a particular student or person to hand in the

forms. This could lead to a serious problem. First is, the student would lose their right to

evaluate the faculty. And second, based on our own experienced it could have an unfair

evaluation which is, they can have a chance to assign it to only one person who can fills

up the form for the entire class or group instead.

After the students evaluated the faculty, the assigned personnel would be

calculating it manually. Therefore, to solve this problem we conduct a research on how

to solve this. The pair has made a system to provide a less time consuming and

automatic evaluating to avoid the possible problems and expensive processing of

evaluating the faculty employees.

Faculty Evaluation System is an easy to use system. For the admin, the first

thing to do is to add a faculty employees profile, therefore the students can identify

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whose faculty employee they are going to evaluate. Admins can also do other

transaction such as deleting, updating, and viewing the list of employees. Admin is also

the authorized personnel who can add and edit the Evaluation Questions.

In printing the List of Faculty Employees Profile, the Admin is also the only

authorized personnel who can be done this transaction for the security of the

employees. Admin won’t be minding for calculating the Scale Scores of each Faculty

anymore because Faculty Evaluation System would automatically provide the Scores

after the students evaluated the specific employee.

For the students use, you can also save some time and effort because you are

not going to write anymore. The only thing you have to do first is you are going to click

the “Evaluate” then look the name of the specific faculty employee then you can now

start evaluating the faculty employee then click the submit button to save your

evaluation.

In this system the pair assures that the student can’t evaluate twice through their

student Number and I.D, because the student number will be trapped. And if ever the

student would try to evaluate again it can’t be save to the system and a system

message will appear “You Can Only Evaluate Once”. The project system would be a

great help in evaluating faculty’s and staff.

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Objectives of the Study

The General Objective of Faculty Evaluation System is to neither help or less the

burden of Assigned Person on calculating each Evaluation.

Specific Objectives

Help the Assigned Persons to add data, update date and delete data.

Make the promotion processing faster for each employee.

Help the admin to less time for evaluating each employee.

Provide the scores of each employee.

Help to less the expenses from photocopying the Evaluation Forms.

Assess and promote excellence in the teaching/learning process.

Meet the educational needs of students and community by continually

monitoring instructional performance.

Provide a constructive framework for evaluating faculty performance by

identifying areas of strength and areas for improvement in classroom

instruction.

Provide a basis for professional growth and development.

3
Information Sources

College of Business Management They give us some information’s

about the Evaluation Process and they lend us a photocopy of Evaluation

Form.

Human Resource Management they give us the Check List of all

Employees with their specific Academic Ranks.

YouTube we watch some tutorials that can be used in our System

And some collected information’s from different observations

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Project Plan

Activity Duration(Days) Person Responsible Status

Research Phase 5 Days Completed

Internet Research 4 Days Jennifer Acang Completed

Field Research 1 Day Ajie Abit Completed

Coding Phase 11 Days Completed

Log – In 1 Day Ajie Abit Completed

Adding 1 Day Group Team Completed

Deleting 1 Day Group Team Completed

Updating 1 Day Group Team Completed

Lists 1 Day Ajie Abit Completed

Adding Evaluation 1 Day Group Team Completed

Form
Evaluating 5 Days Group Team Completed

Printing 2 Days Group Team Completed

Design Phase 14 Days Completed

(Interface)

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 Log-In 1 Day Jennifer Acang Completed

Main 1 Day Ajie Abit Completed

Adding 1 Day Ajie Abit Completed

Deleting 1 Day Jennifer Acang Completed

Updating 1 Day Jennifer Acang Completed

Adding Evaluation 1 Day Ajie Abit Completed

Form
Evaluation Form 5 Days Ajie Abit Completed

Printing 1 Day Jennifer Acang Completed

Crystal Report 2 Days Ajie Abit Completed

Debugging 8 Days Group Team Completed

Table I: Project Plan

This table contains the different activities that had completed and should be

completed and persons who are responsible in every activity. This table illustrate every

transactions held in making this system.

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 Chapter 2

OVERVIEW OF THE PROJECT

Brief Description of Faculty Evaluation System

Faculty Evaluation System is useful for evaluating automatically of each faculty

employees. This provides each of Faculty information that is needed in evaluating.

These also automatically calculate the scale scores of each employee. This system is

all covered with different gathered data that is in relation with every form of the system

wither the user is the student or the evaluator that can access the adding, deleting,

updating, viewing list, printing and evaluating.

General Architecture

Through the help of this system the evaluating or calculating process would be

easy for the evaluator. The students who would evaluate will just be inputting valid

information in each specific field. This system is more reliable to use compare to the

manual way of evaluating. The system may vary according to:

Students/Evaluator Program identifiers and demographic identifiers:

This only provides the specific information of the student just like their name and

their student no.

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 Specific information’s of the employees can be printed depends on the desire of

user.

Evaluating Variables:

These data includes the provided scale scores. Scale scores provided would be

the main principle of evaluating for each employee.

Use Cases
Faculty Evaluation System

Assigned Personnel
Log-In Form
Main Form
Faculty Profile
Evaluate
Printing Form
Log-Out
el

Figure 1. shows the system use case. This illustration shows here all the major

forms of the system. The following information’s are the different transaction that can be

access of the assigned users.

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Assigned Personnel
-Log in w/ Username & Password

-View the main menu

-Choose Action

Evaluating Variable

-Input Data on Existing Data Capsules

-Choose buttons for action:

EVALUATE

UPDATE INFORMATION

DELETE INFORMATION

SAVE INFORMATION

VIEW IINFORMATION

-CLOSE

Faculty Profile

-View Faculty Profile

-Choose buttons for action:

ADD

DELETE

UPDATE

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 LIST

-Close

Evaluate

-View evaluate form

-Choose buttons for action:

EVALUATE

ADD/EDIT EVALUATION FORM

-Close

Printing

-View printing form

-Choose buttons for action:

LIST OF FACULTY PROFILE

RESULT

-Close

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 Chapter 3

Economic Overview of the Area

General Overview

The system is a user-friendly system. The design interface is very easy to be

operate for the users that has a little knowledge in computer. The system was

developed using VB6 application. This makes the work of assigned personnel easier

since they are computing some scores for evaluating and doing it manually with the big

help of the system the process of computing would be easier and faster. Evaluating the

Faculty Employees would be faster since the result can be printed as soon as the

evaluating will be done. The system would help process of promoting faster.

Privacy and Confidentiality

The stored data of Employees are not a big issue in the Confidentiality of the

Information of each employee. The system itself is the one who is secured with

username and password. The assigned personnel are the one who can access all the

transactions in the system. The 30 student’s evaluators can only access the form

evaluating.

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Technical Challenges

Technical issues are also a big challenge in creating a system. Faculty

evaluation system would include the personal information of the Faculty employees and

the basic information of the students who will evaluate the faculties. This system also

requires a valid input from the students in order to evaluate the faculty employees, and

it has a log-in form for the security of this system which is the assigned personnel only

eis the one who could manage the system such as deleting, evaluating, updating and

printing. Debugging and designing the interface give such a big issue in creating a

system it takes a lot of effort and time before the system would be finish. Comparing the

problem issues from manual with the automated system this is more useful and reliant

to use for it only consider the right input of each employee with the help of the source

codes.

Financial Analysis

Expenses and cost in developing a system is inline here in the study. It is

important to indicate the expenses in making the study such as:

Research; in developing the system we need more some ideas from the internet

sources and some designing ideas.

Print outs; in every submission of projects it must be in a printed document.

Food; since the developers are human being it is necessary for them to provide

something for surviving.

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 Electric Bill; in our place we contribute the electricity expense and since the

devices that are using are dependent in Electricity so this is part in our Financial

Analysis.

Financial Summary

Expenses Amount

Research Php. 80.00

Print Outs Php. 100.00

Food Php. 100.00

Electric Bill Php. 100.00

TOTAL: Php. 380.00/Session

Table 2: Financial Summary

Table 2 shows the expenses in each session that are being held. In making this

table help the system to be completed.

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 Chapter 4

System Architecture

System Model

Inputs Process Outputs

Username
Faculty
Password Faculty Profile
Faculty
Evaluation Result
Information
(output)
Evaluation
System

Questions

Evaluation

Process

Figure 2. System Model

In this figure it shows the different input and outputs during process. It is

important to input each important field to come up with an output.

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System Architecture

Data Flow

Figure 3. Data Flow

System architecture provides information’s on how the system work and process

each functions. In this Figure shows on how the system work flow. In evaluating a

faculty there is assigned person that do the work in computing each scores that the

students gives rate. After the students give rate in the specific faculty the Evaluation

Form will be collected, to input the rates in the system proposed. The rates that the

student has given to the specific Faculty will be saved for further computation. After the

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rates were inputted it will go now on computing the Total Score to compute the QCE

Point. The Result in computing the formulas will be saved the Total QCE Point and the

result will be ready for printing.

Alternative Matrix

Faculty Evaluation System

Table 3: Alternative Matrix (Faculty Evaluation System)

Table 3 shows the Alternative Matrix of three programming languages that could

be used in making Faculty Evaluation System. We have mentioned three (3)

programing languages that are suits in creating this system.

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Architecture Design
Type of Requirement

Technical Environment The system will be fully operational when

completely installed.

Portability Requirement The system will run in PC, Laptop,

and Netbooks.

Processor: Intel(R) Celeron(R)

CPU N2840 @ 2.16GHz (2 CPUs),

~2.2GHzThe higher the processor,

the faster is the processing time.

Maintainability Requirement System maintenance will be

quarterly or as needed.

Upgraded version of system will be

released as long as the office

needed.

Table 4: Operational Requirement

Table four (4) contains the requirements needed such as Technical Environment

that the system will just execute as long as the program was completely installed.

Portability Requirement for the system on where the system can be properly executed.

Maintainability Requirement discussed above on what particular the system will work

properly and if when the system needed an immediate responds for the maintenance.

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 Type of Requirement

Speed Requirement Respond Time must be fast as

possible for each transaction.

Can accumulate speed up to 4

Mbps.

Availability and Reliability Requirement The system will have 99% up-

time performance.

Scheduled maintenance should

not exceed 12 hours for the

availability in next sessions.

Table 5: Performance Requirement

Table five (5) contains running capabilities of the system and the availability and

reliability of the maintenance requirements. The system accumulate speed requires up

to 4 Mbps. And for maintenance of the system, system should not exceed 12 hours for

the availability in next sessions.

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Type of Requirement

System Value Estimates If the system will lost one

transaction the estimated value is

10,000.00 for the entire loss of the

system cost 150,000.00

Access Control Requirement The assigned personnel is the one

who’s only authorized to do

transactions such as adding,

updating, deleting and viewing

Faculty Profile. And the assigned

personnel can also do the work on

updating, making or editing

Questionnaires if there is a change

of the Questions in Evaluation

Form.

Maintainability Requirement Project can only do transactions as

long as the office gives permission

to maintain the data was stored.

Table 6: Security Requirement

Table six (6) contains the security protocols and access controls of the system. It

is being discussed above if who can access the transactions of the system.

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Type of Requirement

Making unstated Norms Explicit All date fields will be explicit define as

using the month-date-time format.

Table 7: Cultural and Political Requirement

Table seven (7) contains Cultural and political requirement. It shows the

assumptions of the system from one place to another in which the Faculty Evaluation

System will always use the month-date-time format.

Hardware and Software Specification

Programming Language

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.

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Special Purpose Language Tools

Special purpose Language Tools were also used, particularly:

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

with Visual Basic 6.

MS Word for the documentation of the system.

MS Power Point for making background image.

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

printing and cropping for screenshots used in documentation of the

system.

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.

Hardware Requirements

Central Processing Unit

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

~2.2GHz. The higher the processor, the faster is the processing time.

At least 512MB RAM (random access memory).

Hard Disk

USB port, CD or DVD Drive for file backup.

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 Input Devices

Mouse – used for selecting menu options.

Keyboard – used for inputting information.

Output Devices

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

Software Requirements

Operating System:

Windows 10 Home 64-bit (10.0, Build 10240) (10240.th1_st1.160408-

1853)

Application Software:

VB6

MS Office Access 2010/2002-2003

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Interface Design

Figure 4: Log-In Form

The log-in form is the main entry of the system. For the security of this whole

system including the data that are inputted, the assigned personnel/admin only has an

authority to access this system.

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 Figure 5: Admin Form

The admin form contains the Faculty Administrator, Account Settings, Print,

Evaluate and Process. For the security of all data that are being inputted this is

accessible for assigned personnel only.

Figure 6: Adding Faculty Profile Form

The adding faculty information form contains the basic information of the faculty

employees. By inputting faculty’s information the student will determined who will he/she

will be evaluating.

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 Figure 7: Update Form

The update form is used for updating the faculty employees. To perform

this transaction you have to choose which employee number you want to update and

the information to be updated immediately appear. Only the assigned personnel or

authorized person only can able to perform this transaction.

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 Figure 8: Delete Form

Delete form is used for deleting employees. in order to complete this

transaction you have to choose the specific employee number you want to delete and

the employee entire information will be deleted in this system.

Figure 9: Change Password Form

This form is for changing the admin’s or assigned personnel password whenever

he/she wanted a change for his/her password account.

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 Figure 10: Evalution Questionaries

This form is responsible for inputting the questions that will appear in

evaulating form this questions will be the guide in evaluating a faculty, the students be

guided trough this questions.

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 Figure 11: Evaluation Form
The Evaluation form is used for evaluating faculty employee. Evaluators need to

input everything asked in this form. This form contains the questions and the total score

will automatically display after clicking numbers for rating.

Figure 12: Total Average Form

Total average form contains the average of all the 30 students who evaluated the

faculty employees.

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 Physical Process Model

Figure 13: Physical Process Model

The physical process model shows the physical process of the proposed system.

Assigned Personnel will load the faculty system for further transaction in loading the

system the user will undergo in inputting his/her Username and Password the user can

only access other transactions as long as the user has already a record nor account in

the system. If the user has successfully login the user can do now the adding, deleting,

updating and viewing Faculty Profile that will be recorded as long as the user desires.

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User can also make changes in the questions provided from the form if something

changes in the questions he/she can edit the questions and it will be recorded. As soon

as the information of all faculties was inputted in the system there only goes the process

of evaluating. In evaluating faculties there is an interaction with the students because

the students will be the one who’ll be evaluating the faculty. After the students evaluate

the faculty the assigned personnel will transfer it to the system to do the computation.

After the evaluation the result is now ready for printing.

Physical Data Model

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 Figure 14: Physical Data Model

The physical data model contains the database of the proposed system which

serves as the main storage of data inputted by the user of this system. It also shows all

the tables inside the database. This hold the record of every information’s that is being

inputted.

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 Chapter 5

Conclusion

This report has examined the feasibility of implementing and Faculty Evaluation

System that will help Eastern Samar State University Guiuan Campus, where our

system was proposed to replace or improve the manual process of evaluating the

faculties in order to lessen the time and effort of evaluating the faculties.

Compared to manual process, this system could be helpful and has some

benefits not only to the assigned personnel who are tasked processing for evaluating

the employees but also to all who are involves in completing this process including the

students who will be able to evaluate the faculties.

This system will automatically compute the scale score of the faculty employee

who will be evaluated, unlike the manual process that you need to compute manually

the scale scores after evaluating of the assigned evaluators. This system is effortless to

use even to those who are not really good in using computer or to those who has a lack

of knowledge about computer.

This system will be useful in evaluating a faculty compared to the manual way of

evaluating. The project team recommend using the project system to be operated

during the evaluating process. The system would be a great help in every transaction.

32
References

www.vb.net.

www.slideshare.com/ Faculty +Evaluation+System

Facknowledgment-Henry D. Book

https://www.hendrix.edu/Faculty_Handbook/2017-
2018/Faculty_Evaluation_System/Criteria_for_Evaluation_and_Means_of_Assessment/
D_3_a__Student_Development/

http://search.monstercrawler.com/monster33/search/web?fcoid=417&fcop=topnav&fp
id=2&om_nextpage=True&q=faculty+evaluation+system

http://www.zapmeta.ws/ws?q=faculty%20evaluation&asid=ws_gc9_10&mt=b&nw=g&
de=c&ap=1o1

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Appendices

1. Evaluation Form 2. Employees Checklist

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