"Proposal project for the Development of

Student Online Grade Information System"

Mr. Alan S. Dean

(CP # 0917-9521039)
2011-82088 MIS
IS295a Information Systems Applications Project Proposal

Submitted to

Prof. Ria Mae Borromeo

University of the Philippines Open University

Mr. Alan S. Dean

2011-82088 MIS

Abstract
There are so many ways to take advantage of the available technology, and one of these technologies is
to unleash potential benefits of internet connections for a purpose of having a better service for
students, parents/guardians including teaching staffs.
The proposal would provide a better way of submission and retrieval of grade records through
using internet connections, although the proposal is only an improvement of the existing Grade
Information System, but in longhand, the proponent wants to implement a complete change in the
process in accomplishing grade records, from grade submission to grade retrieval.
Although, some school already had an existing Grade Information System (GIS), the proposal
aims to provide better service among students and parents/guardians and to let teaching staffs
maximize their teaching hours instead of waiting for their chance to submit their grade records manually
thru by means of providing a better facility of giving them an online access to accomplish their required
task.
The proposed Online Grade Information System (OGIS), will assure that every faculty will have a
better way of submitting grade records and will let student inquire their grade using their existing
internet connections. Other option for improvement is to utilize the use of SMS technology to send
grade information to students, parents and guardians.

Mr. Alan S. Dean

2011-82088 MIS

I. Introduction
Now a days, Innovations have made possible for the ease of operations with the aid of
computers, easily enough in processing record systems such as; creation of data records, storing,
filing and retrieval of data. By means of taking the advantage use of the available technology
would assure better services.

The number of work load of registrar staffs bulks-up and the records of student grades
needs to be processed builds-up and continues to increase as years of operations passes-by.
Safekeeping grade information of each student is also one of many responsibilities of the school
registrar, and also provides quick response for every request of grade queries of students and
parents.

Mr. Alan S. Dean

2011-82088 MIS

II. Objectives
Study and improve the operations of a schools registrar office. Concerning with their
task in processing, safe keeping and retrieval of grades of all students; find out what are the
circumstances causing the delay of releasing of grades; minimize the time consumed in searching
for the grades of students filling and retrieving of data. To ease these difficulties in querying
students grades.

The development of Online Grade Information System (OGIS) would be the main
objective of this proposal in which would provide efficient way to Auto-retrieve information and
provide grade reports for students and/or parents upon their request.

Other than the main objective on having an online grade inquiry, this proposal are also
intending to provide an alternative way of submitting grades, unlike the manual or existing
process of grade submissions, the propose are to allow faculty to submit their grades over the
internet via buffered online database.

Optional objective (for further improvement) Since mobile phones now a days is been the
main bridge of communications and most of the students and parents are utilizing the use of such
device, it is therefore an extremely effective means of transporting information to parents and
students in a quicker and easier way. Utilizing Short Message Services SMS is only a door for
improvement of the proposal.

Mr. Alan S. Dean

2011-82088 MIS

III. Review of Existing Alternatives

1. If there is an existing electronic system (locally deployed system);
-An improvement or modification of the locally deployed system would be a solution
for them, by means of adopting current technology implementing the use of online
database system.
The following is the limitations of a locally deployed system (utilizing previous
technologies)

Locally deployed on small network

-

The system was developed under FoxPro

Using FoxPro Database and MSACCESS

Unsecured deployment can easily be damage or subject for data corruptions.

-

File locking and processing across network is an issue

Network mapped drive was used.

Network authentications are managed only by windows server

Submission of grades are done only over the same local network
-

Using MSACCESS database applications

Inquiry of grade can only be done on the same local network

-

Using MSACCESS database applications

2. The Use an Content Management System (CMS) that is best suited with the
processing requirement of the college

Thus many CMS exist but they are very limited and yet still needs complex
revision to perfectly accommodate major processing requirements of the college.

Mr. Alan S. Dean

2011-82088 MIS

Conversion of existing database records for the CMS to function properly requires
another process, thus will almost require re-encoding every record; that is,
building-up a CMS compatible database from scratch.

3. Use the same old manual method of record keeping, this is mostly not recommended.

4. Develop a system that would utilize the existing database, the proposed project would
enable the school to provide students and parents the ability to inquire grades across
the internet (including faculty submission of grade).

Mr. Alan S. Dean

2011-82088 MIS

IV. Conceptual Framework

a. Theoretical Framework
INPUT

Teachers

Teachers
Parents / Students
Registrar Staff

Admin

PROCESS

OUTPUTS

- Authentication
- StoreRecord Module

- Database and
Print Grade Form

- Authentication
- RecRetrieval Module

- Secured Retrieval

- Authentication
- Management Tools:
*System Configuration
*User Mgt and Logs
*Backup / Restore
*Reports

- Better security
- Secured User Mgt
- Monitored User Acitivity
- Ease of System Recovery

b. Rationale for the Framework

Grade Submissions - since the proposed system accessible over the internet, it would
be much easier for every teacher or faculty submitting their grades using their own
convenient way and wider alternative ways of input of grades can be done by
faculty/teachers (either on the local network or through the internet).
Grade Retrieval retrieval of grades are done either on the college local network or
over the internet (user validation is required prior to retrieval of grade records).
System Management/Tools use to control user authorization, system
administrations to do Backup and Restore, Generate Reports, configurations on date
submission deadlines (for grade input), update of user information.

Mr. Alan S. Dean

2011-82088 MIS

The above framework would provide a better way of accomplishing different user
tasks and when implemented, the college operations would be ready for the future.

c. Technologies you plan or consider using.

Programming Technologies:

Native PHP coding method would be utilized in developing this proposal,

since PHP runs only on the server side, session variables are also to be used,
while for database MySQL are implemented

PHP is a server side scripting, and better much easier to maintain and
provides an open door for improvements.

MySQL is a known database system which is yet open but also

considered to be one of the best.

Network Technologies:

Existing Local network would be used, and an internet connection would be

required for selected admin computers and Registrar Staff and Faculty which
are involve in processing of Student Grades.

Administrators with Internet connections would enable themselves to monitor

their staffs accessing and managing the Online Grade Information system
(OGIS).

Mr. Alan S. Dean

2011-82088 MIS

V. Project Plan
a. Description of design
Below is the proposed project plan to improve the grade inquiry of students and parents
including the enhancements of grade submissions made by faculty.

From the existing Grade Inquiry System (which intends to serve only the local network), the
proposed project aims to improve the inquiry of grades, also includes an improvement
concerning submission of grades by each faculty thus; In this project, would allow remote
submissions of grades and later make inquiry be possible over the internet.

Consider the following components of the proposal project:

GIS (LOCAL)*

- Grade Information System (GIS) where OGIS would be

Getting resource data (extract grade records for OGIS online module)
- Submission of grades is collected on the Local Network only.
- Currently operating and deployed just across Local Network.

OGIS M1

- Module 1, function as the processor of the Online Database

which is used for online inquiry.
- Provides grade information only for currently enrolled students.
- User authentication is required to manage/override this Module.

OGIS M2

- Module 2, for managing the submission of grades made by faculty

- Remote Submission and/or Local Submission
- User authentication is required to use this Module.

OGIS M3

- Module 3, for Posting the submitted grades to the Main Database.

- Posting of grades submitted by Faculty are done right after the faculty
acknowledge the printed grade report.
- User authentication is required to manage/override this Module.

Mr. Alan S. Dean

2011-82088 MIS

DATA MODEL

Mr. Alan S. Dean

2011-82088 MIS

The System Architecture

Waterfall model would be used for the development of OGIS

Mr. Alan S. Dean

2011-82088 MIS

Entity Relationship Diagram

b. Plans for User Testing and Project Assessment

To provide and gather as much informative and relative evaluation that is descriptive method
was used. This method includes the use of questionnaires and interviews. The tools to be used
for the proposal are discussed. A questionnaire was used as the main data-gathering instrument
for this project proposal. It was divided into two main sections: the profile and the questionnaire
proper. The profile contains socio-demographic characteristics of respondents such as name,
age, gender and educational background.
The question was structured using the Likert format. In this survey type, five choices are
provided for every question or statement. The choices represent the degree of agreement each
respondent has on the given question. The Likert survey was the selected questionnaire type as
this enabled the respondents to answer the survey easily. In addidtion, using this method we
can use quantitative approach effectively with the use of statistics for data interpretation.

The Interview; this should be conducted to gather information needed to design OGIS of a host
school. Registrar office; would provide enough information on how they manage the safe
keeping of records and how they retrieve grades of requesting students and/or parents.

Mr. Alan S. Dean

2011-82088 MIS

The questionnaire was prepared to determine the acceptance of the respondents. The
respondents need to answer the questions based on the following criteria: design, performance,
maintainability and security. (below is the questionnaire to be given to respondents)

Part I. GENERAL INFORMATION

Direction: Check the box that corresponds to your answer
A. Profile of the Respondent
1.1 Name : _______________________________________________ (optional)
1.2 Age :
15 20 [ ]

21 25 [ ]

26 30 [ ]

31 36 [ ]

36 above [ ]

1.3 Gender :
Male [ ]

Female [ ]

B. Educational Background
Bachelors Degree : [ ]

Instructor/Professor : [ ]

Course : ________________

Masters Degree : [ ]

Technical Vocational : [ ]

Doctorate : [ ]

Course : ________________

Part II. QUESTIONAIRE PROPER

C. By the Categories
Directions : Check the box that corresponds to your answer. Use the legend as your guide.
LEGEND :

5 Excellent 4 Very Good 3 Good 2 Fair 1 Poor

DESIGN
1.1 The design of the system & website is
appealing to the eyes of the user.
1.2 The graphics of the system is attractive.
PERFORMANCE
2.1 The system has the capability to send
grades accurately
2.2 The online system has the capability to
allow online submission of grades
MAINTAINABILITY

Mr. Alan S. Dean

2011-82088 MIS

3.1 The system can easily correct the faults.

3.2 The system can adapt to the system
environment
SECURITY
4.1 The grades of the students are secured
4.2 The grades cannot be edited if the
instructor submitted already
Comments/Suggestions:
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

OGIS or Online Grade Information System is composed of the following parts; Administration
part, student & parents part, registrar staff part, and faculty or professor part.

Grades available for online inquiry are for those students that are currently enrolled within the
current semester, and after the cut-off periods (prelim, midterm and finals) further online
inquiry would not be possible after 3 weeks from the date of last periodical examinations. But
viewing of grades over the local network are available all year round (inquiry of grades for both
currently enrolled and previously enrolled students can be provided).

Administrator
In the administration part, the OGIS admin will be identified by the OGIS using their
assigned UserName and Password, once the admin had been authenticated then he/she can be
allowed to manage the OGIS to do; user management(define other user access), schedule backup, set or configure grade submission cut-off, flush the online buffer and triggers the processing
of faculty submitted grades.

Faculty or professor

Mr. Alan S. Dean

2011-82088 MIS

Faculty access are also authenticated using a login screen, providing the assigned
UserName and password would allow them to make submission of grades, viewing of grades
submitted and request for re-submission/correction of grades. Basically all faculty access to the
Online Grade Information System (OGIS) are monitored and each faculty are only given limited
time to encode their grades, this is as per required by the registrar office and the College Deans
to assure punctuality on the submission of grades, on the event of failure of on time
submissions a faculty can be easily be tracked and a report could be generated to assist College
Deans to make necessary actions.
After each successful grade submission done by the faculty a grade form would be
printed from the campus computer network (3copies; professor copy, registrar and college
dean) which requires acknowledgement by the submitting faculty or professor prior to posting
the submitted grades for Local and Online viewing of students and parents.

Student and Parents

Students and Parents are also given a shared UserName and Password which are given
to them after they had registered and made an initial payment, thus they would be allowed to
use this on both Online and Local Module of OGIS enabling them to inquire grades (online
inquiry can provide grade information for those which are currently enrolled on the current
semester, while previously enrolled students can still inquire their grades within the campus
using designated kiosk or terminal connected to the home network)

Registrar staff
Registrar staff part, are available only for the local network where they can be only
allowed to view and request processing of grades of selected students (for CHED document
reporting and transcript of record and diploma, etc.)

Mr. Alan S. Dean

2011-82088 MIS

c. Schedule

Activity

No. of Days

Remarks

Interview registrar

2 days

Familiarization and determine the

extent of their workloads and
knowing the cause of delay on grade
processing.

Designing Database

3 days

Building up the main structural

design of the proposed system which
would comply with the objectives

Coding / Layout

20 days

Initial coding/Design layout.

Testing / Debugging

20 days

Testing and
determine processing problems

User Training

7 days

Properly guide end user

Providing them enough details on
how to use the Online Grade Inquiry
System and other concerns about
their work adjustments
(Admin module and Client Module)

Implementation

7 days

Deployment of system

Maintenance

once a week visit

To make sure that everything is

operating accordingly as expected

Evaluation
(optional)

2 days

To be done after two(2) years

of operations. To determine possible
system improvement(s)

Mr. Alan S. Dean

2011-82088 MIS

a. References
Ryan Carmelotes; Caraga State University SMS Based Grade Inquiry; February 2011;
http://www.oppapers.com/essays/Caraga-State-University-Sms-Based-Inquiry/576696
Heart Spiker; Online Grading System; July 2011;
http://www.oppapers.com/essays/Online-Grading-System/745794
Rhenel; Departmentalized Grade Inquiry System; January 2012;
http://www.oppapers.com/essays/Departmentalized-Grade-Inquiry-System/903843
Ridwan Sanjaya; Mobile Education Services Based on SMS; August 2006;
http://www.academia.edu/483330/Mobile_education_services_based_on_SMS_and_their_
architecture_comparison
Sanky Sangeet;Mobile Marketing;March 2011;
http://www.oppapers.com/essays/Mobile-Marketing/609752
Melvin; Automated Grading System with SMS Notification; December 2011;
http://www.oppapers.com/essays/Automated-Grading-System-With-SmsNotification/876893
Enigma Ticvenz; SMS Based Grade Inquiry; September 2010;
http://www.studymode.com/essays/Sms-Based-Grade-Inquiry-416591.html

Mr. Alan S. Dean

2011-82088 MIS

b. Appendices
-

Deliverables and milestones

Date
December 7, 2013

Initial Project Proposal Submission

January 19, 2014

Clarification / Assessment Submission

January 20, 2014

Approval to Proceed Final Proposal

February 15, 2014

Presentation of Final Proposal

---

Deliverables

Initiate Schedule of Activities

(60days maximum, from date of
Project approval)

Budget
Description

Cost

Domain and Hosting (per year)

Php 2,000.00

Network Attached Storage (NAS)

Php15,000.00

2TB SATA Hard Disk Drive(2x Php6,500.00)

Php13,000.00

Miscellaneous

Php 5,000.00

Qualifications
The proponent will be responsible in designing the online database of the
system as well as its processes and data structure. The proponent will also be the one to
write the programs codes as well design the user interface for the proposed system. The
proponent has gained knowledge and experience on web programming. The proponent
had developed several simple web applications in the past and also has a gained
experience in developing windows applications using VB Net using MySQL as database
systems. The proponent also plans to consult colleagues who are adept in web
application development in order to gain more knowledge in designing the proposed
project.

Mr. Alan S. Dean

2011-82088 MIS

Moreover, the proponent, through this project, aims to learn more about the
application of web technologies to information systems in an academic setup and be
able to gain more skill in web applications upon developing this project.

The proponent is a college professor, handling computer related subjects across

various college programs, been teaching for 16+years (as of 2014) and got 5yrs work
experience in the Information Technology industry (prior to teaching) and I.T.
consultant.

The proponent is a graduate of Bachelor of Science in Business Administration

(Computer Management), had completed a Masters Degree in Business Administration
and Now Pursuing a Masters degree in Information System.

Resources
The following are the resources needed for the project:
1. Internet Connection
2. Computer Set
3. Domain and Hosting
4. MySQL Database Server (Online Host)
5. Access to the existing records (Information System) of the Registrar
6. Computer laboratory with internet connection for user testing
7. Printer (for grade submission reports, local printing reports)

Mr. Alan S. Dean

2011-82088 MIS

Bibliography
Transferring msaccess database via PHP (complex and server OS dependent)
- http://www.sitepoint.com/using-an-access-database-with-php/
Convert msaccess database to MySQL a 3rd party software that would only convert access database into
various database flatform
- https://convertdb.com/access/mysql
Backup / Restore MySQL Database via MySQLDump
- http://blog.winhost.com/using-mysqldump-to-backup-and-restore-your-mysqldatabasetables/
fpdf, open source report document generator, plugin for PHP
- http://www.fpdf.org

Mr. Alan S. Dean

2011-82088 MIS