Requirement and system analysis

AMINU SA’EED HARUNA
SYSTEMANALYSIS AND DESIGN
ALQALAM UNIVERSITY,
KATSINA
1
Group G’
College of Natural & Applied Sciences

COMPUTERIZED
GRADING
SYSTEM FOR Key Way
INTERNATIONAL
SCHOOL 2

Introducti
on
3
The purpose of this system wish to reduce the workload of teachers by
eliminating the need for manual computation and recording of each student
grade.
The common problems encountered in manual recording are computations
error, manual file-handling, and redundancy.

 General Problem
How to create a Computerized Grading System for KeyWay
International School.
4
Statement of the Problem
 Specific Problem
-To create a module that will display the student's record.
-To promote automation awareness by reducing (if not eliminating)
manual tasks.
- To avoid miscomputation of student's grades.
- To create a module that will automatically compute the student's
grade.

Statement of the
Objectives
5
 General Objectives
• To create a module that will record the student's name, grade level
and section.
• To create a module that will record the student’s grade for
assignment, CA test, attendance, and exams.
• To create a module that will compute the student's grade based on
inputted data.
• To create a module that will secure and maintain the integrity of data.

Significance of
the Study
A computerized grading system will provide a marked improvement in the
way teachers record and compute the grades of there students.The system
will be a great help to the following:
6
Teachers
• Teachers would be able to record and compute the grades of their students faster
there by lessening their workload and providing them with added time to attend to
other functions.This in turn would improve their efficiency as teachers.
School Administrators
• SchoolAdministrators no longer have to re-compute the grades of each student to
check on their accuracy. Reports such as grading sheets and class records can be
submitted on time.
Students
• Students can now look forward to better lessons since their teachers would have added
time to prepare for them their lesson plans.

Scope and Limitation of the
System
• Can view the students records
• Can compute the students grades
• The system is password protected
7
Scope:
Limitation:
• The system cannot be viewed online.
• The system has no password recovery.
• The System Administrator {Exam Master} is the only one in-control
of the entire system.

SDLC Model
8
WHY WATERFALL?
Requirements are very well known
Product definition is stable
Technology is understood
New version of an existing product
Porting an existing product to a new
platform.
Requirement
Analysis
Testing
Maintenance
Design
Coding
 WaterFall

ANALYSIS
PHASE
9
Current System
Analysis
Teachers write down the names of the students in their class records for every
subject and section he or she is handling and enters the rating of the students
for every grade component.The teachers manually compute the grade of the
students using a calculator and submit their class records to the principal for
checking.This type of system is very tedious and takes along time. Manually
calculating, checking and re-computing the grades of students are very
difficult and are very prone to human errors.

10
EXAMP
LE
OF
THE
AS IS
SYSTE
M

Problem in the Current
Existing System
With our research and interview with the staff of the KeyWay International
School,We found out these problems on their manual system :
 Redundancy
If a teacher is teaching three subjects with the same section, then he or she
has to write the names of the students three times, one for every subject
handled. Time spent in calculating and checking grades
Grades are recorded and computed manually by teachers,The principal has to
check each grade to make sure that no errors are committed in the computation.
If errors are found, it goes back to the teacher concern to make the necessary
changes.
 Accuracy of information
More often, teachers rush through deadlines in the submission of grades and
because of this, the accuracy of the grades are affected.The principal still has to
double check each grade to ensure its accuracy.

The Proposed System Analysis
The Proposed System that we developed for Key Way International School will
be efficient in terms of time consuming, space and lessen the costs from their
previous data base.
Our proposed system has a security feature of which the admin and the
teachers are the users by using the log-in form, typing the username and
password.
In general, our proposed system uses Microsoft office 2013 for our database and
Microsoft Excel andVBA as the programming language for our developed
system.
12
The proposed system is simple, interactive and has a very user-
friendly interface such that even those with little or no knowledge
about working with computers can easily operate it.

Process Specification
The proposed system is composed of three main modules, namely the
registration module where student information are entered, the subject
subject module, where the teacher enters the rating of the student for each
each grade component, and the grade computation module, where the grade
of the student is calculated based on the inputted ratings for each grade
component.
13
• The process begins with the entry of student information (module 1].This is
where student data, such as student name, address, parent name, contact
numbers, etc., are entered and stored in a student information database.
• Using the data from the student information database, the teacher chooses a
subject and enters the rating of the student in each grade component (module
2).The grades are stored in the subject's database.
• The grades stored in the subject’s database are then retrieved and used in
computing for the grade of the student (module 3).

FEASIBILITY
ANALYSIS
Here the feasibility analysis is the primary tool for recommending
whether to proceed to the next phase of the system development or to
discontinue the project.
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This is measure of how well the proposed system solves the problem, and takes
advantage of the opportunities identified during scope definition and how it
satisfies the requirement identified in the analysis phase
• Whether the project can be done?
• Whether the final system will benefits its intended users and organization
• What are the alternative among which solution will be chosen.
The feasibility study should provide management with
enough information to decide:
1. OPERATIONAL
FEASIBILITY

2. TECHNICAL
FEASIBILITY
15
This is where the expertise of the system analyst is beneficial, since using their
own experience and their contact with the clients will be able to answer the
question of the technical feasibility.These questions are:
• Is the project feasible within the limits of current technology?
• Does the technology exist at all?
• Is the manpower-Programmers, testers & debuggers available?
• Software and hardware required
• Are the current technical resources sufficient for the new system?
• Can the technology be easily applied to current problem?
• Does the technology have the capacity to handle the solution?
• And so on.

Resource Requirements
• Central Processing Unit
Pentium. Dual Core, or higher processor.The higher the processor, the faster is the
processing time.
At least 512MB RAM {random access memory].
Hard Disk
USB port. CD or DVD Drive for file backup
• Input Devices
Mouse — used for selecting menu options
Keyboard — used for entering information.
• Output Devices
Monitor - a device where information is displayed for the user
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Software Requirements The following are used for the
development of the system:
• Operating System : MS Windows XP orWindows 7
• Application Software : MS Office (Word, Access, Excel),Visual Basic 2010.

3.ECONOMIC
FEASIBILITYThis could also be referred to as cost/benefit analysis. In economic analysis
the procedure is to determine the benefits and savings that are expected
from the proposed system and compare them with the cost. If benefit
outweigh cost, then the decision is made to design and implement the
system.
17
Possible Questions raised in this phase are:
• Is the system cost effective?
• Do benefits outweigh cost?
• Estimated cost of hardware
• Estimated cost of the software development
• What are the savings that will result from the system?
• And so on.

4.SCHEDULE
FEASIBILITY
We may have the technology, but that doesn’t mean we have the skills
required to properly apply that technology to hit the time given to
develop the system .
So the schedule feasibility here referred to as the time planning which
involve every activity [time, date and the name of the individual who
will perform these activities ]from the beginning to the end.
18
These schedules are:
• Work load matrix :This matrix explain the members are grouped to a
specific task.
• Work Breakdown Structure: Structure of every activity from planning
to final work.
• Gannt Chart: Also explain the full duration from initiation to

FUNCTIONAL
REQUIREMENT
• Logging into the system.
• Adding Classes
• Editing/ Crosschecking of the records
• Grading and producing of report sheet
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USER REQUIREMENT
• Taking back up of the database.
• Editing/Deleting/Creating the records.
• Adding Class
• Adding Students
• Set Marks
 Teache
r
 Exam
Master

NON FUNCTIONAL REQUIREMENT
20
Performance:
• After completing the exam, the entire score of the student will be calculated.
o The system will need a System Administrator and a user.
o The System Administrator {Exam Master} is the one in-charge of the entire
Usability:
• The system should be user friendly and should require least effort to operate.
Portability:
• The proposed system can be run on any Computer
Availability:
• Exam Master and the class teacher can always use the software without worries
• Teachers can register there student anytime.
• Exam Master can add classes anytime.
Security:
• Password is required

DESIGN
Design phase
Sketching typically cannot begin until the Analysis
(Requirement Gathering) work is Complete.
21

PROPOSED SYSTEMCONTEXT DIAGRAM
22
Exam Officer STUDENT TEACHER
GRADING SYSTEM
COMPONENT
SCORES
STUDENT
INFORMATION
STUDENT
INFORMATION
COMPONENT
GRADE
SUBJECT
GRADE

Data Dictionary
• Component Grade - the mark or rating given by the teacher to the
different components scores, based on the performance of the
student in these grade components.
• Component Scores — the scores obtained by the student in a
particular subject component.
• Student Information — data about the student such as student
name, address, birth date, parent name. etc.
• Student information — the database where student information data
are stored.
• Subject Grade -The grade of the student for the subject resulting
from the subject grade computation process. 23

24
ERRONEOUSSUBJECTAVERAGE
GRADE
SUBJECTAVERAGEGRADESFORRECORDING
SUBJECT AVERAGE GRADES FOR RECORDING
OFFICIAL LIST OF STUDENTS
STUDENT
REPORT CARD
SUBJECT AVERAGE GRADE FOR CHECKING
SUBJECT GRADE
COMPONENTS RATING
COMPUTE SUBJECT AVERAGE GRADE
Exam Master
TEACHER
S
T
U
D
E
N
T
PARENTS
CHECKSUBJECT AVERAGE GRADE
ERRONEOUS SUBJECT AVERAGE
GRADE
SUBJECT AVERAGE GRADES
FOR RECORDING
PRINCIPAL
STUDENT
REPORT CARD
SUBJECT GRADE
COMPONENTS
PROPOSED SYSTEM DATAFLOW

Data Dictionary
• Class Record / Grading Sheet – a written document consisting
of student names, and their grades for each grade
component
• Grade – numeric equivalent of a student’s performance in
subject or grade component.
• Erroneous Subject Average Grade – Subject Grade
Components that contain errors in calculations that are
returned to the teacher for re-computation.
• Official List of Students – List of student names who are
officially enrolled in the school for the current school year.
• Exam master– the person in charge of recording and
maintaining student information and grades.
• Student – a person who is officially enrolled for the current
school year
• Student Report Card – a report given to the parents 25
• SubjectAverage Grade for Checking – computed grades based on the
different grade components to be checked by the Principal for
accuracy.
• SubjectAverage Grade For Recording – Student grades that have been
checked and verified to be correct by the principal that is returned to
the teacher for submission to the registrar who then records it on the
student’s Report Card andTranscript of Records.
• SubjectGrade Components – Activities undergone by a student in
which he or she is rated by the teacher. Grade components are
composed of the following:
• Attendance – presence or absence of a student during class periods
• Periodical Exam – long test given at the end of every quarter covering
topics discussed within the quarter.
• SubjectGrade Components Rating – the mark or rating given by the
teacher to the different subject grade components based on the
performance of the student in these grade components.
• Teacher – A school faculty member who is teaching the subject, rates
student’s performance on the different subject grade components,
and computes for the subject average grade of the student.
• SubjectAverage Grade –The grade of the student for the subject as

26
Username Password
Subject Name
TEACHER HAS SUBJECT HAS STUDENT
Student Name
RATES
COMPONENT SCORES SUBMITS SUBJECT GRADE
Entity Relationship
Diagram
The proposed system Entity Relationship Diagram

27
Entity Relationship
Diagram
The proposed system Exam Master Entity Relationship Diagram
HAS
TEACHER HAS SUBJECT
COMPONENT RATING
STUDENT
HAS SUBJECT GRADE
HAS
HAS Report Card
Exam Master HAS
Username
Password

28
STUDENT INFORMATION
First Name Address
Birth DateAge
Gender
Parent
Number
Middle Name Sur Name
Entity Relationship
Diagram
The proposed system Student Entity Relationship Diagram
Class
Term
Session

Student
Information/Registr
ation using M
Access
29

Welcome
Screen
This is the first screen that will be displayed. Pressing the Login button
will display the Log-in Screen (Screen 2).
30

Log-in
Screen
31
Here, the user enters his/her UserID and Password in order to
enter the program. Pressing the Log-On button will display the
Main Menu (Screen 3). Pressing the Exit button will close the
program.
Interface Design

Main Menu
Screen
32
The Main Menu Screen displays the options that the user can
choose from.

Student
Registration
Screen
This screen is shown upon pressing the Register Student button of the
Main Menu.This is where the user will enter pertinent information about
the student and assign the student to a particular session.
33

Subject Grade Screen
The Subject Grade Screen is intended for the subject teacher and
this is where the teacher will enter the grades of the student.
Pressing the Maths Grade Button, for example, will display the
Course Screen for entering grades.
34

Search Student Screen
The Search Student Screen is intended for searching information
about a student using the Student Number as the search key. Once
found, data about the student is displayed on the screen.
35

36
Report
Card
Screen
The report Card Screen
is intended for
displaying information
about a student using
the Student Number as
the search key. Once
found, data about the
student is displayed on
the screen, together
with the grades of
student per subject.

Implementation Phase
Prior to the installation of the Computerized Grading System, a site
inspection is conducted to determine if the available computer units of
the school meet the hardware and software requirements of the
system.
37
The computer units that will be used are then placed in a designated space
within the Staff room.This is where the teachers will be encoding their
students grades.

Special Purpose Language Tools
Special purpose LanguageTools were also used, particularly:
 Visual Basic for Application
 MS Excel for the creation of tables
 MS Access for database.
 MSWord for the documentation of the system
 MS Paint for the developing of the Data Flow Diagram and Screen printing
and cropping for screenshots used in documentation of the system.
 Adobe Photoshop for image editing.
38

System Coding (Prototype)
39
Welcome
Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles Button1.Click
Form2.Show()
End Sub
Login
If ComboBox1.Text = "Nas13" And TextBox2.Text = "aminu" Then
Form3.Show()
Else
MsgBox("Sorry, Username or password not found")
End If
End Sub
Login-Exit
If MsgBox("Do you want to cancel your project", vbYesNo, "Exit project") = vbYes Then
Unload(Me)
End If
End Sub

40
Public Class Form3
Form4.Show()
End Sub
Form5.Show()
End Sub
Form7.Show()
End Sub
Unload(Me)
End If
End Sub
Form9.Show()
End Sub
Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)
End Sub
Private Sub Unload(ByVal form3 As Form3)
Throw New NotImplementedException
End Sub
Form10.Show()
End Sub
End Class
Main Menu
Interface :

Student
Registration
form
41
Save Student Info
If MsgBox("Are you sure want to update this record", vbYesNo, "UPDATE...") = vbYes Then
Unload(Me)
End If
End Sub
Back Button
Unload(Me)
End If
End Sub

42
Subject Grade Screen
Public Class Form5
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Unload(Me)
End If
End Sub
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
Form6.Show()
End Sub
End Class

43
Back
Unload(Me)
End If
End Sub
Encode
Unload(Me)
End If
End Sub
Student Info
Student Info
Unload(Me)
End If
End Sub
Search
Form8.Show()
End Sub
End Class

44
Public Class Form8
Private Sub ListBox1_SelectedIndexChanged(ByVal sender As System.Object, ByVal e As System.EventArgs)
Form9.Show()
End Sub
Private Sub PictureBox1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs) Handles PictureBox1.Click
End Sub
Form9.Show()
End Sub
Unload(Me)
End If
End Sub
End Sub
Form7.Show()
End Sub
End Class
Student Info

45
Public Class Form9
Form8.Show()
End Sub
End Sub
Form3.Show()
End Sub
End Sub
End Class
Student Info

System Testing Phase
In this phase the system is tested.The separate modules are brought
together and tested as a complete system.The system is tested to
ensure that interface between modules work and with the expected
volume of data and that the system does what the user requires.
46

System Maintenance Phase
Inevitably, the system will need maintenance. Maintenance
operation takes place after the system has been installed.
47
Periodic maintenance of the system will be performed to address
problems that might arise during post implementation period. Contact
numbers will be provided to Pet International School that they can use
in case of problems arising from the use of the system.

Requirement and system analysis

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Requirement and system analysis