Requirement and System Analysis

AMINU SA’EED HARUNA
SYSTEMANALYSISANDDESIGN
ALQALAMUNIVERSITY,KATSINA
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Group G’
College of Natural & Applied
Sciences

COMPUTERIZEDGRADING
SYSTEMFORKeyWay
INTERNATIONALSCHOOL
2

Introduction
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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 Key Way International School.
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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
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 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:
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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
• School Administrators 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
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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
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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
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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.

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EXAMPLE
OF
THE
AS IS
SYSTEM

Problem in the Current Existing System
With our research and interview with the staff of the Key Way 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 and
VBA as the programming language for our developed system.
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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 module, where the teacher enters the rating of the
student for 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.
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• 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
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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 or Windows 7
• Application Software : MS Office (Word, Access, Excel), Visual Basic 2010.

3.ECONOMIC FEASIBILITY
This 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.
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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.
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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 documentation.
• And so on

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
 Teacher
 Exam Master

NON FUNCTIONAL REQUIREMENT
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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 system.
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.
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PROPOSED SYSTEM CONTEXT DIAGRAM
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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.
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24
ERRONEOUSSUBJECT
AVERAGEGRADE
SUBJECTAVERAGEGRADESFOR
RECORDING
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 DIAGRAM

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 containing the grades of the
student .
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• Subject Average Grade for Checking – computed grades based on the different grade
components to be checked by the Principal for accuracy.
• Subject Average 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 and Transcript of Records.
• Subject Grade 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.
• Subject Grade 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.
• Subject Average Grade – The grade of the student for the subject as computed by the
teacher and that appears on the Student Report Card. It is determined by the sum of all
ratings for the different grade components divided by the total number of grade
components.

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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

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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

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

Student Information/Registration
using M Access
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Welcome Screen
This is the first screen that will be displayed. Pressing the Login button will display the Log-in
Screen (Screen 2).
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Log-in Screen
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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
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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.
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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.
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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.
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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.
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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 Language Tools were also used, particularly:
 Visual Basic for Application
 MS Excel for the creation of tables
 MS Access for database.
 MS Word 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.
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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

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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
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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

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Subject Grade ScreenPublic 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

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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

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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

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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.
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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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