Chapter 1

INTRODUCTION

Situation Analysis

Nowadays, in a highly technology society, human productivity is made more efficient through the development of
electronic gadgets. With the advent of such modernization in education, one way to globalize the process of research is to
realize that technology is advancing at an incredibly fast phase. Computers are not confined to being used for
entertainment but its role in education is also vast. With the Advent of computer technology more and more schools are
taking advantage of variety of application or systems are available both offline and online that can help save time on
administrative tasks and give teachers more time to attend to other important functions.

Online Grading System provides user friendly, automated monitoring and management tools for administrators.
These sophisticated tools support admins, students and teachers information. Administrators can reduce the time typically
spent managing curriculum software with features like unlimited student database, automated writing evaluation,
calculation of periodical grades of real time reports. But, systems do not often relate expectations, outcomes and
performance. These are necessary to avoid disagreement from students and parents. Recording of all incoming and
outgoing students and staff that makes it easy for the administrator to lessen the recording or keeping a data or profile of
the students and teachers.

PCLU high school department are already using class record portal which is connected to the PCLU Collage
Department. PCLU, is still using an Ms Excel to compute and submit report to the administrator that can caused delayed
reports of grades. Likewise the administrative office of PCLU COLLEGE are still using a manual processes to keep the
record of the student.

In order to eliminate the long process and step by step keeping tracks of records and computing the assessment,
our group decided to develop and implement an Administrative Tool Management System for teachers, Administrator,
and students of PCLU COLLEGE.

The system is protected by username and password that enables users such as the Cashier, Instructors, Registrar
and the Admin. Each user has its own account that the administration can simply edit update the account. The registrar,
cashier, instructors and administrator have different function when it comes with the usage of the system. The registrar
focus on the student information especially the student’s grades. The cashier is in charge of the payments of the each
student. The instructor can focuses in putting grades. The administrator can view all the records of the students,
employees and assessment. Admin can update the schedules of room and subject by each courses of the student. Also,
admin can add new registrar and cashier that will use the system.

The advantages of this is that, it will provide easy access to information relating and within the school as well as
allow the users to properly sort out data needed for their work and also the disadvantage is that if not handled properly or
not understood, this will make the users work hard defeating the proposed advantages of the use of system.
 This study aim to develop administrative tool management system for PCLU COLLEGE to eliminate the manual
processes every time transaction.

Time and Place of the Study

This study was undertaken during the 2nd Semester year 2021-2022 at Polytechnic

College of La Union (PCLU), College of Information Technology, Agoo, La Union. This

timeline of finishing this study is on the Second Semester of School Year 2021-2022

and pilot tested at Polytechnic College of La Union (PCLU).

INPUT PROCESS OUTPUT

OUTPUT
Problem Identification
• Providing a modern yet
easy way of
distributing grades
for the students
• User without much time and
energy is used by the
• Students students getting their
• Teachers grades.
• Admin
Data Gathering
• Hardware • Browse different sites
• Computer and Online
journals
Grading
• Server for guides in
System
preparing the study. for
• Internet
• Organized College Department
and analyzed
• Software the gathered data.
of PCLU
• XAMPP server• Revised the papers for
• Scriptcase printing based on the
suggestions.
• MySQL
connectorDesign and Procedure
• Browser • Design Program Flow or
DFD, USE CASE, OODM.

System Development
• System coding
• System Design

Testing and Evaluation

• Testing and Debugging
the program.

System Implementation
• Deployment

FEEDBACK
 Figure1. Research Paradigm

Figure 1. shows the paradigm of the study, which illustrates the input, process and output.

This explains the flow and procedure to be followed by the proponents during the system

development.

To the Faculty. This will save the faculty effort and will lessen the time of collecting grades

and recording them in grade sheets.

2. To the Students. This will help lessen the late issuance of grades that can affect the

students in many ways including approval of scholarships, delay of graduation and others.

Student’s retrieval of records can easily be accessed.

3. To the School, the study will provide an improved method of processing the hundreds of

grade reports they print and distribute to their students each quarter.

4. Future Researchers. Future researchers who will conduct studies will realize that the

traditional grade reporting process can be enhanced from manual processing to an online

paperless system.

Statement of the Objectives

The study aims to develop an Administrative Online Grading System to overcome the manual input of data for the billing,
scheduling registration and class record sorting and findings information faster as well as computing the assessment.
Specifically, this study has the following objectives:

1. To change the manual process by computerizing the billing, scheduling, and registration system.
2. To develop a records management system that can be utilized for the following:
2.1 Daily transactions of the Administrative Office.
2.2 Archiving, recording and retrieval of the grades of the student.
3. To evaluate the developed system in terms of usability, function ability, reliability and efficiency

Definition of Terms

The following terms that are used and connected to the study and proposed system are enlightened and expounded to
understand the study itself.
Administration – an administrator who allowed to change the data/ manipulate the system.

Automate – The replacement of manual operations by computerized methods. It also make automatic or control the
methods of savings data.

Class Scheduling – The manual works done in school directress office that research.

Data – it is defined as any collection of facts.

Database – it refers to a collection of data arranged for ease and speed of search and retrieval.

Faculty Data – information or details of faculties

Grades – a numerical assessment for the students standing in their class.

Information – is the data being asked and requested by either the personnel or the student. It could be about the details
about a certain subject. It is also that from which data and knowledge can be derived, as data represents values attributed
to knowledge signifies understanding of real things or abstract concepts, knowledge that you get about something.

Management- it is controlling, supervising and organizing all the process inside the administrative office like recording
all the files and data, billing of assessment and submitting grades.

Personnel – are the people who work at the Administrative Office. They are the one who is responsible in managing the
administrative office in a way that they record all the data of the students and employees.

Process – this is the operation of manipulating and transforming data into something useful.

Record- to put a data on the database so that it can be used or seen again in the future, is a basic data structure. A record is
a collection of fields, possibly of different data types, typically in fixed number and sequence.

Students – a person who is studying at school or go to school.

System –It is a computerized program that has a goal and objective that satisfy the need of its client. it is a method of
working organizing by following set of rules like, procedure of recording and storing files on a database for all the
students information for an easy way of accessing it.

Transaction – the act of transacting or way of processing data.

 Chapter 2

METHODOLOGY

Research Design

The research design refers to the overall strategy that you choose to integrate the different

components of the study in a coherent and logical way, thereby, ensuring you will

effectively address the research problem; it constitutes the blueprint for the collection,

measurement, and analysis of data.

The developer used in Software Development was the “Waterfall Model”. Waterfall

model was used in the development of the Online Grades Monitoring System of the College

Department for Our Lady of Pillar College San Manuel, Campus. The waterfall model is a

sequential (non-iterative) design process, used in software development processes, in which

progress is seen as flowing steadily downwards (like a waterfall) through the phases of

Requirement Phase, System Design, System Development, Coding, System Testing, System

Implementation.

Materials and Procedures

This research investigation is conducted at PCLU COLLEGE. The PCLU COLLGE has two (2) campus, the main
campus is located at San Nicolas Sur, Agoo La Union is located at front of BDO. ACLC College is an institution of
learning that produces students who are knowledgeable, productive, and globally competitive and God-fearing citizens
imbued with desirable values, skills, and attitudes and agents of social cultural transformation for the community and
country as a whole through a very motivated and inspired teaching and non-teaching staff. And most of it PCLU
COLLGE is a highly education of Information Technology.
Our main objective of this study is to develop administrative tool management system for ACLC College of Iriga to

eliminate the manual processes every time transaction.

 Table 1 The population of Instructors and Office Staffs of PCLU COLLEGE

Category Number of Population

1. Number of SHS Instructors 26

2. Number of College Instructors 17

3. Number of Office Staffs (Cashier, 3

Registrar, etc.)
Total 46
In addition, the Instructors and Office Staffs (Cashier, Registrar, etc.) were considered appropriate as population
of the study area because as stated in chapter one, they compiled the information of the students. Most of them have had
several years in teaching and working and therefore, they are in in the best position to furnish the researcher with the
information needed to answer the research questions of this study. The population of this study stood at 26 Senior High
School Instructors, 17 College Instructors and 3 Office Staffs gave a total of 46.

Email
11%

Class Record Portal

56%

HardCopy
33%

System Development Process

Shows the system development life cycle. Software Development Life Cycle (SDLC) aims to produce a high-
quality system that meets or exceeds customer expectations, works effectively and efficiently in the current and planned
information technology infrastructure, and is inexpensive to maintain and cost-effective to enhance. 4 Each phase of SDLC
produces deliverables required by the next phase in the life cycle. 

Phase 1. Planning Requirement

The system needs the ability to store the data of the teachers, class they are attending, the subject they are teaching and the

students in the specific class to be stored in a database. The ability to import data of files (ex. excel) for a fast way data

transfer from the teacher to the system. Accurately computing of equivalent of grades and data management. Input and

Update of data in case of user error. And the ability to print to get hardcopy of grades.
Phase 2. User Design

Completing the system would fixed the problem of the PCLU COLLGE in managing their grades, this will be
advantageous to the teachers of the school, because the purpose of the system would fulfil its task.

Phase 3. Rapid Construction

Testing should be done on a developed product based on requirement.

Phase 4: Cutover 

Should be done once the testing was completed. It aims to produce a high-quality system that meets or exceeds customer

expectations, works effectively and efficiently in the current and planned information technology infrastructure, and is

inexpensive to maintain and cost-effective to enhance.

Fig.2. Technology Acceptance Model (Model)

below shows the ONLINE GRADING SYSTEM of PCLU COLLGE. This technicality of the project represent

this how or what are the obligations by each users to the proposed system.

The scope of this section is the

discussion on what are the

technologies is being used in the

development of the system and

how did the researcher use these

technologies
 The system needs three (4) major accounts to function, 1 st is Admin, 2nd is registrar, 3rd is cashier and last is the
professor account. This system is created using database, unlike the other which uses Ms Excel/Word to submitting the
student grades to the registrar and it causes a delayed to receive the data of the students. When teachers are finished
getting it, they are going to encode those grades through the system that automatically computes for the remarks of the
students. The graded output will be submitted to the officer in charge in which he will compile the data submitted by the
teachers. Students can only access their data by inquiring directly to the faculty or going to the officer in charge of student
records. To start with, the School Directress/Director create a module of schedules of by each courses. Then, it will access
the output to the school registrar. The School Registrar will approach to the student by their documents regarding to the
enrolment

Table 2. Distribution of Respondents in Determining the Level of Acceptability of the Online

Grading System for Polytechnic College of La Union.
Data Analysis

TOTAL
SOMETIM NEVE
YES NO PERCENTA
ES R
GE

1. Are you having trouble getting

the class cards when the 75% 8% 15% 2% 100%
professor is gone in our school?

2. Have you ever experienced

receiving your class cards, that 75% 10% 15% 0% 100%
only your final grade is shown?

3. Is it difficult to search previous

59 11% 30% 0% 100%
grades?

4. Have you experienced the

impact on your grade not
72% 7% 21% 0% 100%
knowing after finals if it is
passing or failed?

5. Is it hard to adjust the grades of

60% 12% 28% 0% 100%
the students with requirements?

1. Do you encounter mixed class

cards of each courses and year
64% 15% 21% 0% 100%
level every time you get your
class card?

2. Have you experienced that you It shows the

have a grade on your class card assessment of
53% 30% 15% 2% 100%
but in the admin office, you have the respondents
no recorded sets of grades?
regarding the
survey we made
about the manual grading system. Looking at the table above, it shows that majority of the respondents
are having problems with the usage of the manual grading system.