Assignment Task
Challenges in using the Existing system
The enrollment personnel and faculty members of the Little Stars Pre School are burdened by the manual system being used. After the assessment and evaluation of the gathered data the proponents found out the problems encountered using the manual process. Enrollment personnel find it difficult in assessing the student’s documents and records because they have to do this task repeatedly. In this scenario, this process is time and effort consuming. Another problem being found by the proponents is that the existing system of enrollment is prone to error especially in recording and storing student records. Student records were written manually on a bond paper and were kept in a drawer as well as the records of payment. Record of payments is written on a separate notebook or in an index card. This process is not reliable because it can be modified or can be changed anytime by unauthorized persons. Loss of files and records of students may occur and it is difficult to handle. Enrollment personnel will check all the documents present and assess it in order to retrieve the records of the students. Lastly, Enrollment Personnel consume too much time in searching student records particularly on payments at the end of the school year.
Task 1 Statement of the Problem: List down what are the problem being encountered by the organization using their existing system.
Status of the Current System
Little Stars Pre School is one of the best performing schools, along the field of children’s education. The institution believe that the children are naturally curious and eager to learn which takes place through action and interaction with people and objects guided by a trained adult. It also enhances the children’s belief in God who enables them to develop their strength of character in Christian values and virtues and appreciate and care for all His creations.
During the interview, the proponents raised series of questions to its respondents. The said educational institution handle manually the process of assessment of documents, admission of students, enrollment, payment of fees, and storing and retrieving student’s records.
The said educational institution has two owners, one who is the Administrator and the other owner is the Coordinator. It has twelve employees, five are teachers, and there are three assistant teachers, a clerk who acts as the secretary as well, a private Auditor, a guard and a utility worker.
At present the institution has one hundred fifteen enrollees; twenty eight of them are nursery, forty six are kindergarten and forty one are preparatory.
The Enrolment Personnel will assess the documents given by the parent or guardian such as Birth Certificates, Registration Form, and Student Information Form. For transferee student, they have to submit the same enrolment documents. TOR from their former school (if any) is needed. This will serve as basis of what level should the particular student must enroll regardless of what type of curriculum from their former school. In case of old student, submission of report card is needed as a proof that the particular student already settled all the necessary fees. After this, assessment of subject to be taken will be the next step. Enrollment Personnel will issue list of subjects to be taken by the students upon the request of the parents or guardian. Assessment and payment of fees will be the next step; clerk of the school will verify and record what mode of payment should the client must pay. Issuance of Official Receipt will be generated by the clerk of the school after payment transaction occurred. Records of payment will be recorded in a separate notebook. Remittance of payment to the owner will be done within that day.
Keeping Student Records is also done manually. The teacher will compute the final grades every grading period. After obtaining the final grades, the teacher will write it on the report card which is given to the parents at the end of grading period. The teacher will also prepare the summarized list of grades and submit it to the clerk of the school. The clerk will evaluate the grading sheet and keep it in a cabinet; the stored documents will be used in preparing the Transcript of Records (T.O.R).
Task 2 – Data Flow Diagram (DFD) Physical: Read and analyze the description of the existing system. Create Physical DFD for this. You need to analyze it carefully.
Description of the Proposed System
The proposed system is an automation of the currently used enrolment system of the Little Stars Preschool. The proposed system consists of three subsystems that accommodates the enrollment process such as registration, payment and its monitoring and collection and lastly is the added feature which is the student grades which includes their Report Cards and Transcript of Records.
The system will be accessed by authorized user who has a respective username and password, incase of invalid entry of username or password the system will not respond to it and a message box will appear indicating that the said access controller is invalid and not accepted. Incase of three consecutive invalid inputs, the system will terminate. There are three users of the system namely: the administrator, teacher and the clerk of the school. In case of forgetting the password, the system will be able to retrieve the corresponding password by just simply clicking forgot password button then enter the corresponding username and the password hint question will be displayed automatically. To be able to retrieve the certain password, the user must provide the correct answer to the secret question. Creating new user account will be handled by the administrator. The applicant needs to fill up the information needed by the system such as username, password, position, password hint question, answer. Administrator has the authority to change the maintenance of the fees, users and subjects. Updates and changes on user account will be granted upon the approval of the Administrator. Administrator has an authority to view or to access the reports provided by the system such as Master List of Enrollees, Payment Basis Report, Collection Summary Report and Student Balance Report. This will be able to provide information that can track the students who are not yet paid. Teachers are the one who can access the assessment of grades as well as the student behavior every grading period. Generating report card every grading period to be issued to the parents or guardian will be done by the teachers handling that particular section. The clerk of the school can access the registration, admission and payment of fees of the students. Although the proposed system is automated, students have to follow the existing manual system in terms of enrollment. For the new students, the enrollment process will begin with the submission of the necessary requirements which are birth certificate, filled up registration and student information form which will be evaluated and stored in separate databases, the registered students will be summarized and determined through this process. For transferees, they have to do the same procedure as the new enrollees do and submit the same documents and must include their transcript of records regardless of what kind or type of curriculum from their former school. For the old students, their current record will be retrieved and updated to change their level as well as their section. No need for them to submit their report card because their grades can be retrieved from the system which will be assessed and evaluated. The next process is the assessment of their subjects and fees. After determining the school fees, the payment process will be performed, there are three payment manners: monthly, semi annually and annually, and this payment manner has its corresponding discounts. The student payment will be recorded and stored in a database. It can be retrieved to check the enrollee’s balances. Every payment has its corresponding Official Receipt that will be produced by the system. After the enrollment period, the system will provide the list of the enrolled students for the school year which will be generated into Master List that will be submitted to the owners and Department of Education.
The other subsystem is the monitoring of payment and collection that can be determined using the database-student payment record, the total payment will be computed using the system. There are three payment bases: monthly, semi-annually, and annually basis. Upon selection of the desired payment basis the system will generate the corresponding fees. Upon saving the assessment of fees, payment of fees will be the next step. Each payment transaction will be recorded and corresponding Official Receipt will be produced. Payment history of each student can be viewed by simply clicking the show payment button. This will produce a collection record which will be summarized and generated for the wners’ information.
The student’s grades will be captured and recorded by accepting data from the teachers. By this process, report card can be produced every grading period. These recorded grades will then be evaluated for the request of transcript of record of the parent or guardian.
The system has a back-up and recovery plan so that the information stored by the system can be retrieved in case of system failure. Database backup can be done manually and automatically.
Task 3 – Data Flow Diagram (DFD) Logical: Based on the given description of the existing system, create your logical DFD.
Task 4 – Scope and Limitations: after plotting your Logical DFD, Enumerate the functions and features of your proposed system. This will serve as your scope and limitations.
Task 5 – Cost Benefit Analysis (CBA): Based on the given data perform CBA
| Particulars | Amount |
| Supplies | P500 |
| Purchase of 2 set of Computers | 40,000 |
| Developer’s Allowance | 500 |
| Electric Consumptions | 800 |
| Networking Allowance | 2,000 |
| Uninterrupted Power Supply | 3,000 |
| Total Developmental Cost | P46, 800 |
Table 1: Developmental Cost
| Particulars | Amount |
| Year 1 | |
| Supplies and Materials | |
| Filing Cabinet | 10,000 |
| Bond Paper(short) | 660 |
| Bond Paper(long) | 840 |
| Folders(short) | 100 |
| Folders(long) | 125 |
| Fastener | 120 |
| Staple Wire | 70 |
| Stapler | 120 |
| Assorted Ballpen | 210 |
| Pencil | 90 |
| Correction Fluid | 300 |
| Ruler | 24 |
| Scissors | 60 |
| Eraser | 35 |
| Envelope(short) | 125 |
| Envelope(long) | 125 |
| Pentel Pen | 350 |
| Calculator | 600 |
| Puncher | 200 |
| Index Card | 160 |
| Yellow Paper | 120 |
| Total Supplies and Materials | 14,434 |
| Computer Service allowance | 8,000 |
| Photo Copying Allowance | 10,000 |
| Total Cost Existing System | 32,434 |
Table 2: Cost of the Existing System
Assumptions: The following assumption where used in the estimate
- Supplies and Materials -10% increased per year
- Electric Consumption – 10% increased per year
| Particulars | Amount |
| Year 1 | |
| Supplies and Materials | |
| Printer (Canon ipi 1400) | 5,000 |
| 2 Ink Cartridge(colored) | 1,800 |
| 2 Ink Cartridge(black) | 1,200 |
| Ink Refiller | 1,000 |
| Bond Paper(long) | 560 |
| Bond Paper(short) | 440 |
| Ballpen | 140 |
| Stapler | 110 |
| Staple Wire | 50 |
| Calculator | 500 |
| Clear Book | 270 |
| Syringe | 150 |
| Total supplies and materials | 11,220 |
| Hardware Enhancement | 1,500 |
| System Maintenance | 1,500 |
| Electric Consumption | 3,000 |
| Total Cost of the Proposed System | 17,220 |
Table 3: Cost of the Proposed System
Assumptions: The following assumption where used in the estimate
- Supplies and Materials -10% increased per year
- Electric Consumption – 10% increased per year
| Year |
| Cost of the Existing System |
| Cost of the Proposed System |
| Benefit |
| Cumulative Benefit |
| Net Benefit |
| Break Even Ratio |
| Break Even Year |
| Break Even Point |