INFORMATION TECHNOLOGY CAPSTONE PROJECT PROPOSAL

The proposed software consists of the following modules:

Security

This module will focus with system’s security from unauthorized user. The system will require the user to log-in using the following: for the administrator he/she will just enter his/her password, for employees it would be their employee number, for the teachers it would be their employee number, and for students their student number, they are allowed to set their own password upon creating of their account. In case the user forgot his/her password, the forgot password module will be responsible for retrieving the password. The user will answer a secret question, answering it correctly will allow the user to change his/her forgotten password. Password counter will determine the number of times for logging-in, if the user exceeds to the given number of times to log-in, the system will automatically close.

There are four levels of access. The first level is the Administrator which is principal, he/she will have full access to the system such as creating of accounts for staff and teachers, registration and verification of accounts, arrangement of all subjects, report, maintenance and etc. the second level is the Staff, they are responsible for creating the student’s account, the payments and transaction, printing of reports, and search are the module that he/she can access, the third level is the Faculty members, he/she is responsible in the encoding of grades and printing of reports such as class list and daily schedule, and the fourth level will be the Students, they can only use the on-line viewing of grades. An audit trail report will produced to monitor the users that log in and out of the system .
Registration and Verification

This part of the system will allow faculty members to register their own account in order for them to have an access with in the system, they will fill-up registration form that includes their personal information such as name, address, gender, civil status, contact number, major subject and other information needed. All users are required to verify their account every start of the school year. All of the subject and list of the students are loaded to each faculty member before the school day starts.

Scheduling

In this module, it will allow the Principal to arrange the subjects in each year level. The principal or registrar will simply choose what year level he/she will operate. After selecting the year level, the proposed system will allow the user to select the subjects to be taught in an appropriate level.

Encoding of Grades

In this module, this will allow the teacher to encode the student’s grades in the automated system. There are ten Quizzes, Assignment, Character, Recitation, Attendance, Mid – quarter exam and Major Exam. The faculty members are allowed to encode the students’ grades once for each quarter. After entering the grades, the system will automatically lock itself and it can only be unlocked / accessed by the administrator.

Grade computation

The computation for student’s grades will fall inside this module. Each requirement such as Quizzes, Assignment, Character, Recitation, Attendance, Mid – quarter exam and Major Exam. Quizzes will fifteen percent (15%), Assignments is five percent (5%), Character is fifteen percent (15%), Attendance fifteen percent (15%), Mid – quarter Exam twenty percent (20%) and Major Exam is thirty percent (30%). The percentages are editable at the maintenance module.

Payments and Transactions

This deals with the payments and transactions occurring between the students and the institution. This will contain the computations for the different modes of payment utilized for tuition fees, balance fees and other fees. The modes of payment are: monthly (upon enrollment and the following first eight months of the school year starting at the month of July), quarterly or four payments (upon enrollment and every end of the quarter), semestral (upon enrollment and before the start of the third quarter) and full payment or cash payment. The system will accept cash or check and it will output a receipts. This module will ensure all the data of transactions taking place inside the institution. Briefly, this will be the auditor and bookkeeper for the institution.

View

View module will be the only online part of the system. This will be the access of the student with the system. The student’s grades are can be viewed online.

Reports

The report module is accessible by the Administrator, Staffs and Teachers. This part of the system will be the responsible for printing and viewing, such as system review, list of enrollees that are classified as old students and as new students, class list for each year level and section, grades summary, teacher’s schedules, and etc..

Maintenance

In the maintenance module, it allows the administrator to update and edit the current system’s features. The system needs to be editable especially in terms of computations, and for renewing of information. This will enable new enrollees to be added and update old enrollees’ information.

Another feature of this module is that it will automatically have a back-up file created of all the inputted information in the system. This is in case of power failures and computer error in the internal hard drive.

System malfunction may occur any time. The administrator are responsible for doing this kind of back up, this is to ensure that all the data inside the system will have duplicate for security purposes. The back-up data may be stored in external hard drive.

Search

In this module, it will allow the user to find data that has been saved in the database or displayed in his/her monitor. This will make searching of records easier and faster.

Help

The Help module allows the user to know how to use the system. It will also show the solutions on how to handle common problems in the system that the user may encounter while using the system. this module also show a short description of each module. The system will become reliable if the user uses this module.

Reasons for the Choice of Project The proponents chose enrollment and grading system of The Pleasant Mount School, because the school is still using the manual procedure in their enrollment and grading which consumes much time of the faculty and the Registrar department. If the proposed system will be implemented in the school, it will give advantages for the users such as fast enrollment procedure, more accurate results of grades, and enhance the knowledge of the users in technology.

Importance of the Study Aside from implementing the proposed project in the selected location, the proposed project aims to help the institution to have automated system in their enrollment and grading process. It also aims to make the enrollment and grading system of the school to be more accurate and less time consuming. The project also ensures the privacy of the accounts and information of the users and school. And it will make the work of the user easier, more productive, and more efficient in term of time management.

Target Users / Beneficiaries

The beneficiaries of the proposed system are the administrator, faculty, and students that are enrolled in The Pleasant Mount School. The system will make everyone’s work easier and faster.

Software Development Tools to be Used:

The proponents will be implementing Visual Basic.Net 2008 as the front-end for the LAN based part of the system and PHP: Homepage Preprocessor (PHP) as the front-end of online viewing of grades. we chose the Visual Basic.Net 2008 and PHP: Homepage Preprocessor (PHP), because of the knowledge that we have for kind of programming language. It is an object-oriented programming language, it means that we can make a user friendly environment that helps the user to understand the system. The database that will be used on the system is MY SQL 2000; it is easy to connect in Visual Basic.Net and PHP. The database is more secured and efficient where it can accommodate a lot of data.