Proposing and Designing a Student Information System for SPAHS

then Evaluating the Proposed Design

Lovely Mae T. Ignacio

Jordan T. Segundo

Seiji P. Soliweg

University of the Cordilleras

09272935320
09051001800
09070871292
lovelymaeignacio@gmail.com
jrdnsegundo@gmail.com seijiperassoliweg@gmail.com
recognition of the value of information, the creation of new

ABSTRACT
Information system in any organization is an essential
element. For this purpose, many organization spend budget to
buy a good system in order to have a reliable system to be
operated in their organization. These are Information Systems
(IS) used to generate, collect, organize, store, retrieve, and
disseminate information. Specific IS used to manage student
information is referred to as Student Information System (SIS).
This research proposed a SIS for Saint Pauls Academy High
School (SPAHS) to address its problems with regard to
managing student information which are in enormous amount of
paper, documents or records filed in folders and stored in filing
cabinets. Considering that information is a set or collection of
data, with the manual information system approach, generating
information suffers difficulties. After identifying the problem of
SPAHS, a system architecture of the proposed SIS was
established. The system architecture used a three tiered pattern
and Unified Modeling Language (UML) was used to present the
different views of the systems architecture. Functionalities
include tracking all the details of a student from the day one to
the end of the students stay in the school which can be used for
all reporting purpose, tracking of attendance, progress in the
subject, completed school years, project or any other assignment
details, final exam result and all these will be available through a
secure, online interface embedded in the schools website. It will
also have faculty details, batch execution details, students
details in all aspects, the various academic notifications to the
staff, students and parents updated by the administrator.
Different reports and queries can be generated based on vast
options related to students, batch, course, faculty, exams, school
years, and even for the entire school. Lastly, this design was then
evaluated using a questionnaire to measure usability.

KEYWORDS
Information system, Student Information System, UML

1. INTRODUCTION
According to Swartz (2007) almost all institutions depend
on data. Consequently, Pacio (2013) added, we are witnessing a
profound change in the way in which institutions perceive,
understand, and manage their information. There is now a

information, the retrieval of existing information, the

storage of important information, and the disposal of redundant
information. There is also greater awareness of the cost of
acquiring bad, incomplete, or inaccurate information. So do in
the management of an educational institution, Motta (2010)
stated that the creation and management of accurate, up-to-date
information regarding a students academic career is critically
important. While paper records are a traditional way of
managing student data there are several drawbacks to this
method. First, paper records maybe difficult to manage and
track. The physical exertion required to retrieve, alter, and re-file
paper records are all non-value added activities. Additionally, it
is only possible for one user to alter physical records at a time.
Finally, data integrity and logging is difficult.
With the increase of information, it is then unwise to adopt
the traditional paper based system which is slow to access and
therefore, inefficient. Nowadays, (Marrero, 2009) Information
Systems (IS) are used to generate, collect, organize, store,
retrieve, and disseminate information. Furthermore, IS supports
people or users in making intelligent decisions based upon the
information derived from reliable data. Specifically, IS used to
manage student data have been referred to in various ways:
Student Information Systems (SIS), Student Management
Information Systems (SMIS), Student Data Systems (SDS),
Student Data Warehouse (SDW), Student Academic Information
Systems (SAIS), or Student Information Management Systems
(SIMS) (Ngoma, 2009).
Bharamagoudar, S. R. et. al (2013), defined SIS as a system
that provides a simple interface for the maintenance of student
information. It can be used by educational institutes or colleges
to maintain the records of students easily avoiding scattered, and
redundant information and very time consuming collection of
relevant information. Needless to say, as stated by Hui & Qi
(2014) the effective introduction of the computer management in
school educational administration is very significant for
promoting school management system and improving the
quality of teaching.
But before the implementation of every IS, an architecture
or design of the system must be established first. Like all other
man-made objects, the quality of a system is highly dependent
on its design (Angell & Smithson, 1991). According to Bass &
Clements (2003) the architecture of a system is an indispensable
mechanism required to map business processes to information

systems. When building an IS, the importance of design has

been more significant as time goes, as there is a growing need of
designing right in the first place prior to development and not
when the users start complaining about the system, and also due
to the fact that technology is developing tools that will enable a
mechanical conversion of design into code (Frankel, 2003). This
trend also increased the importance of modeling, not only in the
technical area, which had already a long tradition, but also in the
business side, using models which were more formal than
simple block and box diagrams (Erickson & Penker, 2000). In a
paper entitled Requirements Analysis for a Student Information
System, it was emphasized that some systems are quite well
developed and implemented, some are not, and some still adopt
the inferior and out-of-date technology. It is then important to
establish a quality systems architecture.
Designing a system carefully ensures that it will achieve
the desired goal (Lucas 1992). This requires a careful analysis
of the problem and establishing the needs of a system
(Mumford 1995).
Design involves generating, developing and analysis of
possible courses of action, and provides detailed specifications
for system components, structure, and their features (Turban
1995). System design also involves the identification of
entities, relationships and their data attributes (Soergel 1985).
According to Laundon and Laundon (1993), the design should
show how the technical, organizational and people components
of the system fit together. This is why it is important to analyze
a system to provide a design strategy in a given environment.
While system analysis shows what the problems are and what
has to be done about them (Eardley et al. 1995 and Tudor &
Tudor 1997), system design shows how the system should be
realised in practice (Laundon & Laundon 1993).
Systems Architecture was defined by Pressman
(2005), as a comprehensive framework that describes its form
and structure, including its components and their organization.
It also represents the structure of data and program components
that are required to build a computer-based system. It considers
the architectural style that the system will take, the structure
and properties of the components that constitute the system,
and the interrelationships that occur among all architectural
components of the system. Fowler (2003) identifies two
common elements of system architecture to be the highest level
breakdown of a system into its parts and the decisions that are
hard to change. He also states that a system comprises of
multiple architectures, and that the view of what is
architecturally significant, can change over a systems lifetime.
Gerber, Barnard and Merwe in their study of the Design and
Evaluation Criteria for layered architectures also argued that
an architecture is a model of the system in the given context,
where it should show an abstraction of a real-world
representation and it provides a means to view only the
significant aspects of the entire system. From these definitions,
it is common that an architecture shows the components that
encompass the system. The description of the components must

include its organization or structure, its defining features or

properties, as well as their relationships with external entities
and with other component/s.
According to Bruegge & Dutoit (2004) due to the
progression of the design of architectural models, some
architectural recurrences evolved. These are described as
architectural patterns, also referred to as architectural styles. A
pattern is the description of a problem that occurs repetitively
within a specific environment, as well as the core of the solution
to that problem in such a way that the proposed solution can be
reused. Patterns are rooted in practice and are referred to as best
practice descriptions. Examples of the architectural patterns
include, but are not limited to, the broker architectural pattern,
Pipes and Filters architectural pattern, blackboard architectural
pattern, and the layered architecture or layers pattern. A layered
architecture partitions the system into layers based on similar
functionalities and responsibilities.
Although system design is normally considered as a
problem solving function in the most traditional view, a more
modern view perceives it as modelling and solving model
responses in a system (Flaatten, McCbbery, ORiorden &
Burgess 1992). This implies that system design requires not
only modelling but also providing a strategy for how a problem
is solved (Laundon & Laundon 1993). Flaatten et al. (1992)
and Turban (1995) have referred to a model as an abstraction of
the real world. For Flaatten et al. (1992) a model is a
conceptual design of the system. Cleland & King (1983) added
that the representation of the system through models can be
done at two levels simple system models and complex system
models. Skyttner (2001) adds a further dimension and
contends that design replaces guesswork by model building.
Model building (modelling) and model use provide a
framework for managing a system (Cochin & Cadwallender
1997). In modelling, there is a need for integrating all the
variables and parts of a system with the external environment
or factors (Lucas 1992). This requires proper identification of
the key variables, and establishing relationships between them
during consideration and formulation of the model (IkojaOdongo 2002). This is why identification of the elements is an
important design strategy to facilitate integration of a system
into its socio-economic environment.
Models could be created using Unified Modeling
Language (UML) modelling tools. A system model to be created
with UML language should not necessarily contain all diagrams.
It is used to design systems structure, describe systems
behavior and build up an abstract model of a system. Tailans &
Kleins (2008) enumerated set of diagrams that UML consists. A
diagram is a partial representation of the model. In systems
architecture, UML is used in presenting the different views of
architecture namely, the logical, process, implementation and
deployment view. The logical view focuses on the functionalities
that the system does. Start with use case diagram to show
functionalities then class diagrams to model the system. Object,
State Chart and composite structures diagrams can are optional.

The process view considers non-functional aspects such as

performance, scalability and throughput. It shows the main
abstractions form the logical view executing over a thread as an
operation. A process is a group of tasks that form an executable
unit; a software system is partitioned into sets of tasks. Each task
is a thread of control that executes with collaboration among
different structural elements (from the Logical View). Process
View also encompasses re-usable interaction patterns to solve
recurring problems and to meet non-functional service levels.
The process architecture can be represented at various levels of
abstraction such as interactions between systems, subsystems
and objects etc. based on the need (Muchandi, 2007). Use
either sequence or communication diagrams to model simple
interactions in use case realizations. It is optional to add activity,
timing, and interaction overview diagrams. Implementation or
development view encompasses the components used to
assemble and release a physical system. While the logical view
is at the conceptual level, this view represent physical level
artifacts that are built by developers of the system. Component
diagrams or package diagrams that logically group class
diagrams are used to represent this view.
Lastly, the deployment or physical view shows the nodes that
form the systems hardware topology on which the system
executes. Muchandi, (2007) said, this view provides all possible
hardware configurations, and maps the components from the
Implementation View to these configurations. Deployment
Diagrams show the physical disposition of the artifacts in the
real-world setting. UML provides constructs to represent Nodes
such as devices, execution environment and middleware;
artifacts such as jar files and connections; and dependencies
between these devices.
On the other hand, a conceptual framework defines a
structure within the design that is developed (Murdick 1986). It
is a general presentation that will be based on previously
established observations stemming from the literature reviewed
on a system, an information system and models. Key issues
(variables) and their relationships are identified to guide the
development of a framework.
After designing a system, it is optional but appropriate
to evaluate the design first, to measure the quality of a design in
terms of different aspects such as usability, performance,
reliability, availability, security, variability, subsetability,
building simplicity, cost, time to marketfunctionality,
modifiability, portability, security, conceptual integrity or if it is
simply suitable for the needs of the enterprise (Qin et. al, 2008)
& Vasconcelos A, Sousa P and Tribolet J (2007). As the saying
goes, prevention is better than cure, the earlier you find a
problem in a software project, the better off you are. The cost to
fix an error found during requirements or early design phases is
far less to correct than the same error found during testing.
Without evaluation of systems architecture, problems may arise
such as operational failures, or redesigning that will significantly
affect cost, time and effort. There are several methods used to
evaluate systems such as Architecture Tradeoff Analysis Method

(ATAM) that is used to evaluate relative to quality attribute

goals, use of metrics, checklists or questionnaires.
The problem of the existing system is the manual
student information management that results to slow and tedious
transactions and wherein information are scattered and
redundant.
Due to the above mentioned problem, the researchers
aim to fulfill the following objectives:
1. identify the problems of St. Pauls Academy High
School that requires the design of an enterprise
system
2. establish the systems architecture of the proposed
enterprise system for St. Pauls Academy High
School
3. measure the level of usability of the design of the
proposed enterprise system for St. Pauls
Academy High School
The researchers chose to propose and design a student
information system for SPAHS to be able to address the
identified problem of the enterprise then evaluate the proposed
design of the proposed system to measure the applicability of the
systems architecture.

2. METHODS
The researchers have conducted a research with regard to
the company profile through an observation of the business
functions and processes in SPAHS followed by an interview
with the school principal and 2 faculty members. They chose
which business process problem to focus on. Lastly, they
identified/proposed a system that could help solve the chosen
problem and identified the systems requirements and risks.
After the identifying the problem and specifying the
requirements, the design of the proposed enterprise system was
established with the use of the different architectural styles and
patterns and UML diagramming tools namely use case, class,
sequence, package, and deployment diagrams. The knowledge
with regards these processes were from attended lectures and
background reading from related articles. First, they were
oriented about the different architectural styles and patterns then
they decided what architectural pattern will be the most suitable
for the proposed system. Second, they were oriented about the
different views of architecture and the UML diagrams used to
present each view. Before modelling the diagrams, the
researchers listed the actors, existing student information system
scenarios and the proposed student information system
scenarios. Modelling of the diagrams was done hierarchically.
The proposed systems scenarios was analyzed to come up with
the list of use cases. First, a use case diagram was modelled to
present the systems functionalities. After modelling the use case
diagram, any from class, sequence or package diagram may
follow. Next the researchers modelled the class diagram using
the same scenarios where the parts of speech were identified and
the words were grouped into nouns, verbs and adjectives. These

words were analyzed to extract the appropriate entities from

nouns, methods from verb phrases and attributes from some
nouns and adjectives. Some of the verbs were also identified as
an association between classes. Third, the sequence diagram was
modelled based from the class diagram, to present the
interaction between classes where entity, boundary and control
objects were identified. The package diagram was modelled by
grouping the classes that belong under a functionality or
subsystem to show the development view. Lastly, the
deployment diagram can be modelled only when the package
and sequence diagram are done to show the integration view.
After designing, the researchers looked for systems
architecture evaluation tools. Using the Conceptual
Architecture/Design Compliance review checklist, they
evaluated the systems architecture in terms of its design. It was
composed of 20 items and the interpretation was based on the
number of points. A point is equal to 1 check mark. Where a
score of 16-20 points is interpreted as applicable with minor
revisions. A score of 11-15 points is interpreted as applicable
with major revisions. Lastly, 0-10 points means that the
proposed design is not applicable.

3.2.1

Figure below shows the architectural pattern of the

system

3.2.2

To show the logical view, below is a use case diagram

2.1 CONCEPTUAL FRAMEWORK

This study revolved in the proposal, design and

evaluation of a Student Information system

3. FINDINGS
3.1 Problems
The following are the problems encountered in St. Pauls
Academy High School that requires a design of an enterprise
system:
1. Not well-organized student records
2. Inaccurate student records
3. Time consuming access to student records
3.2

Systems Architecture

3.2.2 To show the development view, below is a class diagram

3.2.3 To show the process view, below are the sequence

diagrams

3.2.4 To show the development view, below is a package

diagram

3.3 Evaluation
Below is a table of the evaluation result:
No.
Lloyd
Gina
Cherry
Escao
Balansi
Bacdayan
1
/
/
/
2
/
/
/
3
/
/
/
4
X
X
X
5
/
X
/
6
/
/
/
7
/
/
/
8
/
/
/
9
/
/
/
10
/
X
/
11
/
X
/
12
/
/
/
13
/
/
/
14
/
/
/
15
/
/
/
16
X
X
X
17
/
/
/
18
X
X
X
19
X
X
X
20
/
/
/
TOTAL 16
14
16

TOTAL
3
3
3
0
2
3
3
3
3
2
2
3
3
3
3
0
3
0
0
3
46

DISCUSSIONS
4.1 Problem
4.

3.2.5 To show the physical view, below is a deployment diagram

The researchers opted to focus on student information

management. Since the student information is not well
organized and accurate for ready access by the administrative,
Academic and Accounting Departments, information requests
take time and this problem runs across in fulfilling core
functional needs like student record keeping, registration, grade
reporting, student billing, academic advising, and alumni
relations. To solve this, a proposed design of a student
information system will be further discussed in this section.
4.2
4.2.1

Systems Architecture
Architectural Pattern

A layered architectural pattern particularly three tiered

architecture was used in modelling the proposed system. The
system has five functionalities, it mainly manages student
records, generate reports, notify students and parents with
regards to record updates and administration. Based on these
features, a three-tier pattern was chosen because the
functionalities can be grouped (data-related) into administration
module and student module. The administration module is
accessible only to the school registrar with full read and write
privileges. On the other hand, student module is restricted to
information view only and is accessible to the administrative
department, students and parents. It provides information with
regard to attendance, notifications, grades, fee details and

statement of account. This data-related grouping can be broken

further into process-related grouping that includes presentation,
business logic and data-source layer.
4.2.2

Use Case Diagram

The system has five functionalities. The Search subsystem lets

the administrator and teachers dig into students records and
generate reports. The Administrative Work subsystem lets the
administrator create user account, assign teachers, and delete
account/s. The Notify subsystem sends real time notification/s
to users with regards to updates in their records. The
Authenticate subsystem authenticates users sign in and out to
and from the system. It also lets them edit their profile. Lastly,
the Keep Students Records subsystem is used by the teachers
who updates academic records, the cashier who updates
statement of accounts, and the Prefect of Discipline(POD) who
updates disciplinary records and the advisers who update
attendance records.
4.2.3

Class Diagram

The Administrator registers students and assigns faculty as either

a teacher, cashier or prefect of discipline. Using the system, the
teachers give students grades, the cashier gives students
statement of account and the prefect of discipline gives students
summary of disciplinary record. Whenever an update in the
students records is done, the information is saved to the
database and the system sends a notification to the student and
to his/her parent. The administrator can search and query the
database to generate report/s.
4.2.4

Sequence Diagram

The authenticate subsystem let users sign in to the system by

entering their username (ID number by default) and password.
The signIn() checks username-password match in the database
to authenticate sign in. If the sign in is valid, profile is displayed
else an error message is showed. To edit personal information,
user clicks update profile to activate update profile() and the
system displays personal info form. The user then edits the
information he/she wants to change. Upon saving, these
information are saved in the database. The user clicks sign out
button to exit the system.
This administrative work subsystem is used to create account,
assign teachers, delete user, and generate report. The
administrator selects create account from the dropdown menu
to activate createAccount() the system displays sign up form and
the administrator enters users ID, name, e-mail, and phone
number. The administrator also specifies user type then clicks
create to create an account. To assign a faculty member, the
administrator searches the teacher/s and clicks assign to button.
The system then displays the sections and the administrator
chooses class/s. To delete an account, the administrator searches

the user and clicks delete user button. The system then prompts
for confirmation and the administrator confirms deletion.
The generate report subsystem is used by the administrator who
enters a keyword in the search bar or he/she can query the
database. The database is searched and the system shows
result/s. The administrator clicks the printer icon to print the
report.
The keep students records subsystem is used to update students
records. Advisers check attendance and the system sends the
daily list of absentees to the Prefect of Disciplines who give
corresponding remarks. They also enter the summary of
disciplinary record of students in updating disciplinary records.
The teachers give syllabus and may include resources at the start
of school year and enters students grades every grading period.
Lastly, the cashier enters students statement of account. For
every, update in students record, the system calls the notify()
under the Notify subsystem.
The notify subsystem is run for every update in the students
records, notify() is called and a notification is generated and sent
to corresponding student and parent. The administrator may also
publish a notice by clicking the publish notice to call notify().
The system shows the editor pane where the announcement is
typed and necessary files may be attached. The administrator
chooses receiver/s and hits the send button to send the
notification to the corresponding user.
4.2.5

Package Diagram

The classes are grouped together into five packages. The

creation and management of accounts are part of the
administrative work subsystem. Classes like Administrator,
Faculty, Student and Parents comprises the Administrative Work
Package. The Authenticate subsystem is responsible for
authenticating accounts of users like Administrator, Faculty,
Student and Parent when signing in and out of the system. In
generating reports the Administrator and Faculty has the ability
to instruct the system to produce and display needed reports.
Therefore, Admin, Faculty and System comprises the Generate
Report Package. The Adviser, Teacher, Cashier and Prefect of
Discipline work together in providing information and in
maintaining and managing students records such as Subjects
Enrolled grades, Attendance and Statements of accounts. Inside
the Notify package, classes involved in sending and receiving
of notification are grouped. These include the system, student
and parents. The packages Authenticate and Generate Report are
dependent to Administrative work. Notify package is also
dependent to Keep Students Records.
4.2.6

Deployment Diagram

The web browser communicates with the clients. Here, the web
browser displays data, collects input from the user and posts it

back to the web server. The web server serves up data from the
web browser and passes these to the business logic tier and vice
versa. The application server provide its clients with access to
the business logic and where the data source layer is accessed.
Lastly, the data source tier is where information is organized by
the database server and stored/fetched from the database.
4.3 Evaluation
Three persons evaluated the architecture in terms of usability.
The checklist is composed of 20 questions. The results were
interpreted using mean as the central tendency by dividing the
total score by three. Out of 60, the design had 46 points in total
which resulted to an average of 15.33 points. The assessment
table shown in appendix c tells that the average score
corresponds to 55%-75% applicability rate which means that the
design is applicable with major revisions that need to be
addressed. This revisions were identified as:

aspects as well and to prevent problems that may arise from

poor design.
(OVERALL CONCLUSION) Overall, the objectives for this
project were achieved. A Student Information System will give a
better performance in management of student information
without having to do it manually. This system will help facultys
staff to arrange student matter faster and easier. Furthermore it
will allow the teachers to focus on other important task in the
Faculty. Though, from the evaluation of the systems
architecture, the design must be revised to work systematically
and ease the users in managing the student data in the system.
6.

RECOMMENDATIONS

-The architecture should show that the architecture is designed

to accommodate likely changes.

Further researches that can be based from this research may

include an implementation of the proposed design of SIS for
SPAHS, implementation of the proposed design of SIS for
SPAHS in mobile application, integration of SIS for SPAHS
with other school systems, Strength, Weaknesses, Opportunities
and Threats (SWOT) analysis of the use of SIS in SPAHS.

-An error-handling strategy should be described and justified.

7.

-All reliability and performance needs should be addressed.

[1] Motta, Sean M., "Design of a Comprehensive Student

Information System (SIS) and User Interface for the
Honors College at USF" (2010). Outstanding Honors
Theses. Paper 43.
http://scholarcommons.usf.edu/honors_et/43

-All security considerations should be addressed.

5. CONCLUSIONS
(FOR OBJ. 1)To solve St. Pauls Academy High Schools
problem of student records management, the proposed design of
Student Information System shall be implemented for students
and departments to access/ update information in a much
quicker turnaround making information well organized and
accurate for ready access by the administrative, academic and
accounting departments, and information requests faster to fulfill
core functional needs like student record keeping, registration,
grade reporting, student billing, academic advising, and alumni
relations.
(FOR OBJ. 2)A three tier pattern suits the design of the
proposed SIS because of data-related and process-related
groupings of its components. The modular design will enable
scalability and easier modification of the system or parts of the
system whenever needed, without affecting the system as a
whole.
(FOR OBJ. 3) The researchers have learned that in establishing a
good systems architecture, error-handling strategy must be
described and justified, reliability and performance needs should
be addressed, all security considerations should be addressed
and the architecture itself should show that it is designed to
accommodate likely changes. The researchers also learned that it
is important to evaluate the systems architecture before finally
implementing it to measure not just its usability but the other

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