Electronic Records Management System

Chapter 1Introduction

Chapter one is composed of three (3) parts: (1)

Organizational Background; (2) Organizational Unit Description;

(3) Current System Description.

Part one, Organizational Background, specifies the history

and present structure of the whole organization and its

situation.

Part two, Organizational Unit Description, describes the

structure of the organizational unit and its situation.

Part three, Current System Description, narrative flow of

the current system and its Data Flow Diagram.

1

Nowadays, computers are very important. People use this

modern technology to make their work easier and faster. Persons

who are computer-literate enjoy their work because it’s not

tiresome and they can finish work in a very short time.

The Electronic Records Management System of the Registrar’s

Office of West Visayas State University – Janiuay Campus is a

records management system that aids the administrative staff

conduct their day–to–day business of recording, data organization

and account integration.

An Electronic Records Management System is a software

application for university offices that manages students and

faculty data with regards to their records status. It enables

students to check their status and get their copy of grades and

Transcript of Records easily.

2

The Electronic Records Management System is easy to use. It

helps reduce the time spent on administrative tasks and allows

the staff to attend to student’s records. It also processes and

generates statements by the use of ID number which automatically

shows the records status.

1.1 Organizational Background

Janiuay High School came into birth on July 5, 1946 through

the efforts of the late Hon. Tiburcio A. Lutero then congressman

of the Third District of Iloilo. It was the first public high

school in the Municipality of Janiuay.

The conversion of Janiuay High School into Janiuay National

Vocational High School on July 1,1960 under R.A. 2411 authored by

the late congressman, Domitilo G. Abordo, ushered the “vocational

period” in the school’s history.

In July, 1972, the school became Janiuay National

Comprehensive High School by virtue of the law authored by a lady

congressman from the Third District of Iloilo, Hon. Gloria M.

Tabiana. A two year technical college was opened to cater to the

manpower needs of the community and the country as well.

3

In 1986, the school celebrated its 40th anniversary, the

Ruby Jubilee year. Under R.A. 6667 dated June 22,1990, authored

by then congressman, Hon. Licurgo P. Tirador, renamed the school

to Don Tiburcio A. Lutero National Comprehensive High School, in

honor of its founder, the late congressman, Tiburcio Alianza

Lutero.

On January 1, 1996, the school was converted to Janiuay

Polytechnic College, by virtue of R.A.7974, again authored by

Hon.Licurgo P. Tirador. It also celebrated its Golden Anniversary

– 50 years of quality service – that same year. During the span

of 50 years, several changes have taken place: the name of the

school, the curricular offerings and the school heads. Despite

these changes, one thing remained – its commitment to service and

delivery of quality education.

After almost five years as a Polytechnic College, it was

integrated to West Visayas State University on November 23, 2000

in consonance with CHED Memorandum Order No.27, series of 2000

which contained the implementing guidelines on integration of

CHED Supervised Institutions (CSI’s) to State Universities and

4

Colleges (SUC’s), by virtue of R.A. 7722, otherwise known as the

“Higher Education Act of 1997”.

From then and onwards, Janiuay Polytechnic College has

become known as West Visayas State University – Janiuay Campus.

1.2 Organizational Unit Description

The researcher conducted a study on the records management

of the Registrar’s Office. The office is responsible for

recording, keeping student records such as, Form 37, good moral,

live birth, honorable dismissal, grades, diploma and etc. Office

is headed by Mrs. Sony Velonero, Registrar III; with two clerks:

Mrs. Lala Melody Abordo and Miss Riza Ladon. They are

responsible for filing, recording, keeping and assisting the

Registrar in her clerical works.

5

Mrs. Sony A. VeloneroRegistrar IIIMrs. Lala Melody A. AbordoClerkMiss Riza A. LadonClerk

Figure 1. Organizational Chart

1.3 Current System Description

Based on interviews, observation and research, the

researchers found out that the Registrar’s Office of West Visayas

State University – Janiuay Campus has been using the manual

method in managing the records of the students. The process of

managing of the record are divided into different processes

namely process of filing student RF and requirements, process of

recording of grades, process of preparing transcript of records

and process of preparing reports. Context diagram of the current

system refer to figure 2, and as to exploded data flow diagram of

current system refer to figure 3.

The process of filing of the student Registration Forms and

requirements such as Form 37, good moral and live birth submitted

during the enrollment, students Registration Forms are classified

6

by courses and by section, and sorted alphabetically. The student

requirements are classified by course and by section, sorted

alphabetically; and being kept it in the filing cabinet. The

Registrar will prepare a list of student officially enrolled by

course and by section based on the RF and the list of officially

enrolled students will be distributed to class advisers. Refer

to figure 4.

In the process of recording of grades, the Registrar will

gather the Grade Sheets of the Instructors and classify it by

courses and by section, place it in a labeled folder and keep it

on the filing cabinet. The Registrar records and updates the

grades manually on the prospectus based on the grade in the grade

sheet. Refer to figure 5.

In the process of preparing the transcript of records, a

student should make a request after presenting their fully

accomplished or signed clearance and school ID to the Registrar

Office. The Registrar will require the student to pay for the

requisition fee in the amount of P100 to the Cashier’s Office.

After which the student must present the official receipt and the

Registrar will set a schedule when to get the transcript of

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records. The Registrar will prepare the transcript of record

based on the recorded grades on the prospectus of the students.

The name of the student, address, course number, course title,

units and grades are then encoded in a Microsoft Excel

application, saved, printed out, signed by the Registrar, have it

sealed and then be issued to the student on the scheduled of

release. Refer to figure 6.

In the process of preparing a report, the Registrar prepares

the report s of enrollees and dropouts for the Management

Information System (MIS) Office every semester. In preparing the

report, the Registrar consolidates data of the students from

records, encode in Microsoft Excel application, save and print,

have it signed by Registrar and submit to the Office of MIS.

Refer to figure 7.

There are separate shelves for semi-active and inactive

records. However, the records are managed manually. Files of

students 10 years and beyond considered as inactive records are

closed and placed on the inactive shelves. The same is done to

files of student who have transferred to other schools. The semi-

active and vital records are kept in file cabinets. This makes

8

for difficulty in the retrieval of student records since other

documents are also kept by the in the same place.

Some files are lying on top of the cabinets due to lack of

space. A closer look at these files reveals that they are no

longer active. Since there is no inventory, no record appraisal,

no retention/disposition schedule, there is confusion about what

records to dispose of. As a result, there is time wasted in

record retrieval, mix-up and chaos in the entire system of files

and records.

Transcript of record

Figure 2. Context Diagram of Current System

9

Student

Instructor

Class Adviser

0

Record ManagementSystem

MIS

RF, Live birth,Good

List of officially

Grade Report

Figure 3. Exploded Data Flow Diagram of Current System

10

Student

Instructor

1.1

Process of Filing

1.2

Process of Recording

1.3

Process of Preparing Transcript

1.5

Process of Preparing ReportsMIS

Student

Grade

RF, Live birth,Good

Filing Cabinet

Record

List of

Grade

Repor

TranscrRecord

ClassAdviser

1.6

Grade

1.7

Process of RecordDisposal

Record

2.3

Figure 4. Exploded Data Flow Diagram of Process of Filing

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2.1

Classify RFand

Requirement

2.2

Sort RF and Requirement

2.4

Preparelist of

officially

2.5

Distribute List

ClassAdviser

Filing Cabinet

List of

Student

RF, Live birth,Good File

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Instructor

3.0

Check thegrade sheet

Grade

List of SubjectTaught

3.1

Letinstructorsign in the

Logbook

3.4

Prepare aprospectus

3.5

Record/updategrade

3.2

Filing Cabinet3.3

Grade

Grade

Figure 5. Exploded Data Flow Diagram of Process of Recording

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Prospectus

4.0

Encodegrades

From process of recording

Prospectus

4.1

Save file

Transcript.xls

4.4

Print

3.7

4.2

4.3

Figure 6. Exploded Data Flow Diagram of Process of PreparingTranscript of Record

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4.5

Signed

2.5

IssueTranscriptof record

Student

Transcriptof Record

Transcript

5.1

Consolidatedata

From process preparing

5.2

Encode

Filing Cabinet5.6

Figure 7. Exploded Data Flow Diagram of Process of Preparing aReport

15

5.3

Save

5.4

Print

5.5

Affixsignature

MIS

Repor

Report.xls5.6

Chapter 2Project Charter

Chapter two is composed of eight (8) parts: (1) Project

Objectives; (2) Problem Statement; (3) Project Vision; (4)

Business Constraints; 5) Technology Constraints; (6) Project

Strategy; (7) Project Documentation; (8) Project Organization

and Staffing .

Part one, Project Objectives, describes the general and

specific objectives of the study.

Part two, Problem Statement, discusses the general and

specific problems of the system.

Part three, Project Vision, emphasizes the vision of the

researchers towards the development and enhancement of the

management of the student records.

Part four, Business Constraints, describes the limitation in

delivering of services.

Part five, Technology Constraints, describes the limitation

of availability of technology.

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Part six, Project Strategy, discusses the methodology or the

procedure resources used in the system.

Part seven, Project Documentation and Communication,

discusses the tools use in documenting a project and a means of

communication.

Part eight, Project Organization and Staffing, discusses who

the persons behind the project are.

2. 1 Project Objectives

The aim of this study is to create accurate and efficient

recording through computerization.

The general objective is to develop an “Electronic Records

Management System of the West Visayas State University-Janiuay

Campus”.

The researchers identified the specific objectives:

17

1. Faster retrieval of students’ record.

2. Updated students’ record.

3. Faster issuance of a copy of transcript of record

4. Provide proper storage area for the records.

5. Provide a security of files.

6. Provide proper procedure in disposal of the records.

2.2 Problem Statement

After conducting interview and observations, the researchers

found out that the general problem on the current system is the

use of manual recordings and filing which gives the

administrative staff a hard time managing student information and

encoding records for future use.

Specific Statement of the Problems:

1. Delay in retrieval of students’ record;

2. Not updated student’s record;

3. Longer time to get a copy of transcript of record;

4. Lack of storage area;

5. Lack of security on files; and

6. Lack of proper procedure in disposal of the record.

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2.3 Project Vision

The researchers visualizes an electronic records management

system of WVSU-Janiuay which could quickly retrieve students

record, update records, quickly process transcript of records,

provide security of files and proper procedure in disposal of

records.

2.4 Business Constraints

The WVSU-Janiuay campus is a non-profit organization. It is

a government owned institution. The school is tasked to provide

quality education and services to its graduates and stakeholder.

The problem seen is lack of equipments and facilities especially

in the Record Management System of the Registrar’s Office that

results to poor service in terms of retrieval and updating

student records, and preparation of a transcript of records.

2.5 Technology Constraints

The Registrar Office has no information system that could

help Record Management System operate effectively and efficiently

for there is an available computer system.

2.6 Project Strategy

19

The researchers use System Development Life Cycle model.

The System Development Life Cycle (SDLC) is a conceptual model

used in project management that describes the stages involved in

an information system development project from initial

feasibility study through maintenance of the completed

application. Various SDLC methodologies have been developed to

guide the process involved including the waterfall model (the

original SDLC method), rapid application development (RAD), joint

application development (JAD), the fountain model and the spiral

model. Mostly several models are combined into some sort of

hybrid methodology. Documentation is crucial regardless of the

type of model chosen or devised for any application, and is

usually done in parallel with the development process. Some

methods work better for specific type of projects, but in the

final analysis, the most important factor for the success of the

project may be how closely plan was followed.

The first phase is the Planning. The researchers planned who

is the target subject of the study. The researchers conducted an

interview with the Registrar and personnel of the Registrar’s

20

office to gather information to be used in the study. The current

procedures and transactions were based on day to day basis.

The second phase is Analysis. The researchers determined the

present problem based on the data being gathered. The researchers

came up with proposed system to improve the current system in the

Registrar’s office. Various related literature were studied for

deeper analysis and understanding.

The third phase is Design. In this stage, the proposed

system was designed. The researchers had to sketch the forms and

lay-outs, determine the input, process and output of the system,

analyze the software and hardware specifications.

The fourth phase is Coding. In the development of the

proposed system, the researchers used the Microsoft Visual Basic

6.0 as the programming language.

The fifth phase is Testing. The Proposed system was placed

in scrutiny. Debugging of errors takes place while checking the

system.

The sixth phase is the Operating Phase. The researchers were

able to conduct an operation test. The test is under the actual

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Planning

Analysis

Designing

Software Development

Testing

Operation

Maintenance

operation conditions and hardware specifications. Since this test

was intended to develop a system, it was called an approval test.

The seventh phase is Maintenance phase. The researchers were

able to analyze software maintenance regarding efficiency, faults

and fixing hardware defects.

Figure 8. The System Development Life Cycle (WATERFALL

MODEL)

2.7 Project Documentation and Communication

22

The researchers uses a data flow diagram to document the

flow of the current system in order to have a visual

representation of the actual system. It is also use as means of

communication tools of staff involved in the project and end user

of the system. An E-R diagram shows the relationships of

attributes in place inside the database. Gantt chart shows the

schedule of activities and the time when the activities are going

to be performed in order look into and foresee when the project

is to be done.

The researchers sent a communication letter to Mrs. Sony P.

Velonero, Registrar of West Visayas State University – Janiuay

Campus, asking permission to allow the researchers to gather

necessary data to create a project proposal. The respondents

accepted the request and were willing to answer the queries.

Refer to figure 9.

23

24

Figure 9. Letter to Interviewee

2.8 Project Organization and Staffing

The project is a joint effort of Mrs. Sela C. Lera-og as the

System Analyst and Mrs. Pauline M. Torion as a Programmer of

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Electronic Record Management System. Mrs. Sony P. Velonero head

of the office will serve as the Administrator of the system and

with her are the two clerks in the person of Mrs. Lala Melody

Abordo and Miss Riza Ladon, operator or end user of the system.

26

Chapter 3Forms and Data Analysis

Chapter three is composed of three (3) parts: (1) Forms; (2)

Data Analysis; (3) Data Dictionary.

Part one, Forms, discusses the different form contents.

Part two, deals with Data Analysis, analyzes the

relationship among data using E-R diagram.

Part three, is the Data Dictionary, specify the basic

element of the structure of database.

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3.1 Forms

Form shows the graphical user interface of a system. The

following are the list of form:

1. Log-in form – a form in which a user will enter user name

and password.

2. Main Menu form – a form that displays the main menu

options such as system, record maintenance and

transaction.

3. System Menu form – contains user and exit options.

4. Record Maintenance Menu form – contains student,

instructor, course, subject and curriculum submenus.

5. Transaction Menu form – contains registration, grade

sheet and student grade.

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3.2 Data Analysis

Figure 10. Entity Relationship Diagram

3.3 Data Dictionary

Student

Field Name Size Type DescriptionStud ID 10 Number Student Identification

No.StudLname 15 Text Student Last NameStudFname 30 Text Student First NameStudMname 15 Text Student Middle NameAddress 30 Text AddressGender 6 Text GenderDOB 8 Date Date of BirthContactno 15 Number Contact NumberGuardianno 15 Number Guardian Number

29

Registrationno

15 Number Registration Number

Registration

Field Name Size Type DescriptionRegistrationno

15 Number Registration Number

Stud ID 10 Number Student IdentificationNo.

StudLname 15 Text Student Last NameStudFname 30 Text Student First NameStudMname 15 Text Student Middle NameCoursecode 10 Number Course CodeYearlevel 10 Text Yearl LevelSection 5 Text SectionSemester 15 Text SemesterSchoolyear 8 Number School YearCourseno 15 Text Course NumberDescriptivetitle

20 Text Descriptive Title

Subject

Field Name Size Type DescriptionCourseNo 10 Text Course NumberDescriptivetitle

20 Text Descriptive Title

Units 3 Number Units

Guardian

30

Field Name Size Type DescriptionGuardianno 15 Number Guardian NumberGlname 15 Text Guardian Last NameGfname 30 Text Guardian First NameGmname 15 Text Guardian Middle NameGaddress 30 Text Guardian AddressGcontact 15 Number Guardian Contact

Number

Course

Field Name Size Type DescriptionCoursecode 20 Text CourseDegree 20 Text DegreeMajor 15 Text Major

Grade

Field Name Size Type DescriptionCourseno 10 Text Course NumberInstID 10 Number Instructor

Identification NumberStudID 10 Number Student Identification

NumberYearlevel 15 Text Year LevelSection 5 Text SectionSemester 15 Text SemesterSchool Year 4 Number School YearGrade 4 Number Grade

Instructor

Field Name Size Type DescriptionInstructor ID

10 Number Instructor Identification Number

InstLname 20 Text Instructor Last Name

31

InstFname 30 Text Instructor First NameInstMname 20 Text Instructor Middle NameCourseno 10 Text Course Number

Chapter 4Project Technicality

Chapter four is composed of three (3) parts: (1) System

Project Scope; (2) Usage Scenario; (3) Software Interface

Description.

Part One, System Project Scope, discusses the coverage of

the system project.

Part Two, Usage Scenario, discusses how to use the system.

Part Three, Software Interface Description, describes the

interfaces of the software.

32

4.1 System Project Scope

This system project is a transaction processing system and

includes features such as filing, recording, keeping and

retrieving of students’ records, generating transcript of records

and form 9, and generating a reports of honor students. The tools

used in developing this system are E-R diagrams and data

dictionary. The time-frame of this project proposal is 3 months.

33

The implementation plan is parallel implementation in which

both the manual and electronic record management simultaneously

being used. The user of this project will be trained on how to

operate the system.

4.2 Usage Scenario

To install system

1. Insert Electronic Registration System disc in Drive E.

2. In My computer, select Drive E:.

3. Click Set-up to install… Registration Set up prompt will

display

4. Click Ok to continue.

5. If the installation successfully complete

6. Go to Start Menu

7. Click Registration System

To access system

Users are required to enter user name and password in the

Log-in form in order to access the system. If the user enters

successfully correct user name and password, the main form window

will display. If the username and password are incorrect, the

34

system will notify the user “Username and Password are

incorrect.”

Main form window

Main form window contain three menu options: system, record

maintenance and transaction in which a user can choose from what

action to be taken.

System Menu

System menu option is a menu that allows user to enter user

accounts. It contains two menu options: user account and

administrator account. In User accounts, the user is given

privileges to access the system and allows adding, editing and

deleting data. In Administrator account, the user is given all

privileges to access, maintain and manage the whole system.

Record Maintenance Menu

Record maintenance menu contains back-up menu option that

allows user to have a back-up of all the records for safety

purposes in case problem arises on the system.

Transaction Menu

Transaction menu option contains following submenu: student,

instructor, courses, subject, curriculum, registration, and

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student grades. In every form the user can add new record, save,

delete data.

In student submenu, the user is requiring to enter data

about personal information of the student, guardian and check

what are requirement submitted to the Registrar’s Office. The

user is also given a chance to modify or edit some data and

delete if needed.

In Instructor submenu, the user enters the instructor

profiles, edits and deletes data. In Courses submenu, the user

enters the courses details, edits and deletes data. While in

Subject submenu, the user enters the subject details, edits and

deletes data. In Curriculum submenu, the user enters the details

about the subject, instructors and as well as the grades of the

students edits and deletes data.

In registration submenu, the user will enter data about the

details of the student enrolment record. In Student grades

submenu, the user enter grades, edits and deletes data.

Exit to system

To exit in the system click the x mark in the upper right of

the window. Then Message prompt will appear “ Are you sure you

36

want to exit from Electronic Record Management System? If you

click Yes, the system will exit. If you click Cancel, it will

remain on the system.

4.3 Software Interface Description

In the Log-in form, the user will enter user name and

password then press login button if the username and password is

correct main menu form will appear. If it is incorrect message

prompt will display “Your username and password is incorrect. Try

Again.”

Figure 11. Log-in form

37

In main form, the user has three menu options to select:

System, Record Maintenance and Transaction.

Figure 12. Main Form

38

In System menu there are submenu options to select: user and

exit. If user was selected, User Data Entry form will appear in

which user can enter his/her username and password. If exit was

selected message prompt will appear “Are you sure you want to

log-out?”

Figure 13. System Submenu Option Form

39

In Record Maintenance menu there are five submenu options:

Student, Instructor, Course, Subject and Curriculum.

40

Figure 14. Record Maintenance Menu Form

If user select student submenu, Student form will appear can

enter new data, edit and delete records and refresh.

41

Figure 15. Student Form

If user select instructor submenu, Instructor Form will

appear in which the user can enter new data, edit, delete records

and refresh.

42

Figure 16. Instructor Form

If user select course submenu, Course form will appear in

which the user can enter new data, edit, delete records and

refresh.

43

Figure 17. Courses Form

If user select Subject submenu, Subject form will appear in

which the user can enter new data, edit, delete records and

refresh.

Figure 18. Subject Form

If user select curriculum submenu, Curriculum form will

appear in which the user can enter new data, edit, delete records

and refresh.

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Figure 19. Curriculum FormIn Transaction menu there are four submenu options:

Registration, Grade Sheet, Student Grade and Honor Student.

Figure 20. Transaction Menu Form

45

If user select Registration submenu, Registration form will

appear in which the user can enter new data, edit, delete records

and refresh.

Figure 21. Registration Form

46

If user select Grade Sheet submenu, Grade Sheet form will

appear in which the user can enter new data, edit, delete records

and refresh.

Figure 22. Grade Sheet Form

If user select Student Grade submenu, Student Grade form

will appear in which the user can view and print out transcript

of records and form 9.

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Figure 23. Student Grade View Form

Chapter 5Project Management

48

Chapter five is composed of three (3) parts: (1) Project

Cost Estimates; (2) Project Cost-Benefit Analysis; (3) Project

Schedule; (4) Project Resources.

Part One, Project Cost Estimates, discusses the estimated

cost of the project.

Part Two, Project Cost-Benefit Analysis, discusses the cost

and benefits on the project when implemented.

Part Three, Project Schedule, discusses the time and

schedule of activities.

Part Four, Project Resources, provides the overview of the

technical aspects with regards to the hardware and software

specification and staff requirements and qualification of the

user.

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5.1 Project Cost Estimates

System Analyst P 10,000.00

Programmer 20,000.00

Hardware 32,000.00

Software 3,000.00

Supplies and Materials

2,000.00

Training:2 clerk * 2 days@500/day

2,000.00

Total P69,000.00

5.2 Project Cost-Benefit Analysis

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On the first year of the implementation of the project the

total estimated cost is

P69, 000.00. On the second year, expenses are minimal because to

expenses include maintenance, supplies and materials. The project

help lessens expenses every year, as well as it makes record

management system function efficiently and effectively.

5.3 Project Schedule

Activities August September October

Planning

Interview

System Analysis

System Design

Final Draft of

Proposed System

Figure 24. Gantt Chart

5.4 Project Resources

The following are the resources utilized:

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1. Financial resources

The project is personally finance by the researcher.

2. Technological resources

Technological resources are computer, printer,

photocopier and Internet

connection.

5.4.1 Software Requirements

The software specification consists of the entire requirements

that the software needs to implement. The operating system and

software specification are needed by the system to fully promote

a functional and smooth running program application.

The software specification needed by the system includes:

(1) Microsoft Windows XP Professional as an operating system

(2) Visual Basic with MySQL as software element of the

system.

5.4.2 Hardware Specification

The hardware specification is composed of computer capacity,

capabilities and features.

CPU Type / Model Intel(R) Core (TM)2 or higher

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(Recommended)Input Devices Mouse (PS/2 or USB) and KeyboardOutput Devices 14 – 17” LCD Monitor , PrinterStorage Devices 1.20 GHz, 1.99 GB of RAMBackup Devices External HDD (Recommended) Peripherals 110/220 VOLTS AVR

5.4.3 Staff Requirements and Qualification

The possible end-users who will be directly operating the

system are the personnel of the West Visayas State University –

Janiuay Campus Registrars Office. The personnel will be required

to undergo training seminar before using the system. They may not

be necessarily computer experts but should have a background on

computers and windows application to reduce system error.

53