CHAPTER 1

Project Context

How does an institution manage their important files? Were they able to

store files properly without being lost or misplaced? How will an organization

address the issues of misplaced files?

One of the most effective ways to centralize and manage information is by

implementing a computerized information system. The capabilities and

effectiveness of this kind of system helps staff to manage various documents

effectively.

People demand for faster transactions in banks, libraries, department

store and other companies. A solution for this demand is through automation.

Automation includes shifting from manual operation of information management

which commonly described as the use of paper works, into computerized way of

handling transactions and data storage. Lots of advantages have been

experienced by companies using automated information systems. This approach

is called Management Information System (MIS). MIS is an organized approach

to the study of information needs of a management at every level in making

operational, tactical, and strategic decisions. Its objective is to design and

implement man-machine procedures, processes, and routines that provide

suitably detailed reports in an accurate, consistent, and timely manner. Modern,

computerized systems continuously gather relevant data, both from inside and

outside the organization. This data is then processed, integrated, and stored in a

centralized database (or data warehouse) where it is constantly updated and

made available to all who have the authority to access it, in a form that suits their

purpose (http://www.businessdictionary.com/definition/management-information-

system-MIS.html). Staffs were able to sort, search, manage and report files or

data with just clicks of fingers which is compared to manual wherein it takes a lot

of time even just looking for files in a cabinet. Even sorting files takes a lot of

time and effort.

Schools such as Universities across the globe that automated their

Educational Management Information System (MIS) have greater performance of

routine tasks by staff and access to information compared to schools that

perform manual operations. Automation of Information system is often the result

of a company’s need for faster data access, sorting and employee performance

with less effort.

The Alfonso Castañeda National High School located at the southern most

part of Nueva Vizcaya has an average annual population of 400 students. The

said school performs manual operation on their student and personnel records by

using papers to keep the data. They also made use of charts posted on bulletin

board of their Educational Management Information System Office to display

summaries of student data such as Enrolment rate, Retention rate, Dropout rate,

Promotion Rate and Graduation rate. Moreover, under Curriculum RMS are the

Student: Teacher ratio, Student: Book ratio. In addition, they also have charts on

Finance, Physical Facilities, Legislation and Control, Community and Extension

Services, and Educational Planning Research and Evaluation.

 Through automation, this system will allow the user to keep records

electronically. This will help the user generate reports easier and keep records in

a more secured manner.

The system will be divided into three main modules, Student Record

Management System, Curriculum Record Management System and Personnel

Record Management System. The Student RMS will keep records of student’s

personal information, subjects and grades. The Curriculum RMS will keep

records of Student: Teacher ratio and Student: Book: Ratio while the Personnel

RMS will keep records of Personnel’s Personal Information, contact details,

family background, Educational background and civil service eligibility, work

experiences, voluntary work and training programs job position, salary and

employment status.
 1.2 Purpose and Description

The proposed system aims to study the existing Educational

Management Information System Office of Alfonso Castañeda National

High School (ACNHS), Alfonso Castañeda, Nueva Vizcaya and develop a

computerized Student and Personnel Record Management System. The

proposed SPRMS will manage three modules; these are the Student

RMS, Curriculum RMS, and Personnel RMS.

Requirement Specifications of the user:

1. The user should be able to manage student’s records and generate

reports such as reports pertaining to retention rate, dropout rate,

promotion rate, and graduation rate.

2. The user requires reports on teacher-student ratio and student-book

ratio for the curriculum RMS Module.

3. The user should also be able to manage personnel records.

4. The user should be able to modify and monitor data within its security

limit.

5. The user also requires for backing and restoring of data.

The proposed system will also provide a backup and restore database

function for files security.

1.3 Research Objectives

1.3.1 General Objectives

This project proposal aims to develop a Computerized

Student and Personnel Record Management System (SPRMS) for

Alfonso Castañeda National High School which will electronically

store data of Student RMS, Curriculum RMS, and Personnel RMS.

1.3.2 Specific Objectives

Particularly, the study aims to:

1. Develop a Student Management Information System

which will store personal information of students as well

as their attendance, subjects and grades.

2. Develop an SPRMS which will respond to the Curriculum

Management Information System needs of ACNHS which

includes recording of teacher-student ratio and student-

book ratio.

3. Develop a Personnel Management Information System

which will store personal information of school personnel.

These include personal information, contact details,

 family background, Educational background and civil

service eligibility, work experiences, voluntary work and

training programs job position, salary and employment

status.

4. Develop an SPRMS which will generate reports needed

by the user specifically student reports which includes

grades and attendance report.

5. Develop an SPRMS with backup and restore database

feature for data security

6. Design a User management module which allows the

system to manage user types and user limitations.

7. Develop an SPRMS with an audit trail to monitor all of the

users who are using the system and record the date, time

and activities done by the user.

1.4 Scope and Limitation

The Student and Personnel Record Management System (SPRMS) is

focused on the automation of the SPRMS of Alfonso Castañeda National High

School, Alfonso Castañeda Nueva Vizcaya. The research is focused on the three

modules (Student Management Information System, Curriculum Management

Information System and Personnel Management Information) which according to

the user are the only modules they need for monitoring and reporting to the

DepEd Division Office.

Student Management Information System is the first module of the

Student and Personnel Record Management System (SPRMS) where all

relevant information of the students will be defined. Information saved in this

module will be utilized in the other modules, thus eliminating data redundancy.

Curriculum Management Information System is also part of the Student

and Personnel Record Management System (SPRMS). This defines the Teacher

– Student Ratio and Student – Book Ratio.

Another module that the system will cater is Personnel Management

Information System (PMIS) where the personnel information and leave of

absences is being defined.

The User Management is the last module of Student and Personnel Record

Management System (SPRMS) where it will have the functionality to manage the

user rights and privileges of a specific user in accessing the system. This

includes the date and time the user logs on the system.

Every module of the system will have its Report functionality which will

generate various reports such as Student Management Information System

(Personal Data Sheet, Retention Rate, Drop Out Rate, Promotion Rate,

Graduation Rate and Enrolment Rate), Curriculum Management Information

System (Teacher – Student Ratio and Student – Book Ratio), Personnel

Management Information System (Personal Data Sheet and Employees Leave

Records) and User Management (User Log).

The system is limited to the development of Student Management

Information System, Curriculum Management Information System and Personnel

Management Information System. This includes the management of student’s

record and personnel record including leave of absences. This does not involve

payroll for the employees. The other modules of the Student and Personnel

Record Management System (SPRMS)will not be included such as Finance

Management Information System, Physical Facilities Management Information

System.