DIPLOMA IN INFORMATION TECHNOLOGY (DIGITAL TECHNOLOGY) BOARDING SCHOOL STUDENT MANAGEMENT SYSTEM GROUP MEMBERS Name Class Matric No LOOI LAI TYNG DDT5B 10DDT18F1001 TEH XIAN YOONG DDT5B 10DDT18F1007 PHIMPHILAI A/P ANOCA DDT5A 10DDT18F1008 SUPERVISOR Encik Mohd Asyraf bin Mohd Arshad SESSION : JUNE 2020 TABLE OF CONTENT NO. TITLE PAGES 1.0 Introduction 1 2.0 Problem Statement 1 3.0 Objectives 2 4.0 Scope 2 5.0 Project Significance 3 6.0 Literature Review 3 7.0 Methodology 5 8.0 References 7 9.0 Gantt chart 8 10.0 Cost planning 9 11.0 Design 9 12.0 Table of specification/requirement 12 13.0 Conclusion 14 1.0 INTRODUCTION The Boarding School Outing Management System is a system which has been developed in order to replace the current manual system at Seberang Perai Polytechnic has started to use technology (computer, database, system, web application) as a way to store or retrieve all information related to the students’ outing process. This is very important as they need to overcome several problems that they have been dealing with before. However, the school does not have a platform to manage the outing application process smoothly. The project aims is to help administrative staffs in record the outing of the student which want to go out from the hostel in every week and provide an organized view of student records and at the same time reducing the time spent on managing student in/out information. The system is called the Boarding School Outing Management System. The functionality of the BSOM is to provide an avenue for students to apply for outing, students can view their application status, warden can approve/reject applications, the admin can update student and warden’s data. Analysis and design models such as the use case diagram, class diagram, and sequence diagram was developed. Using the Agile Methodology as the main methodology for this project will be the main focus of implementation for the development of the Boarding School Outing Management System. 2.0 PROBLEM STATEMENT Nowadays, students need to write down the name, time or date of outing and need to drop the signature in the log book before going out from hostel. Furthermore, student also need to hand in the sign book to stay outside polytechnic every weekend. They need to fill their information in the sign book and security staff will keep it as an approval of outing. The current system used in time consuming because of student’s outing information need to be checked one by one. However, some student go out without getting write the name in log book or hand in the sign book because they had thinks its not important to report their time. Not only that, students tend to imitate warden’s signature without permission to go outing. This will cause some problems in future because the students go out from school without permission. Moreover, using manual system to manage the students which are records all information and in the book or paper was causing the job of the teachers becomes more and troublesome. The record in the have a possibility missing or destroy when happen any accident. While now already have the school use the computer to manage the student information, but both of the systems they use are already out-dated. The system they use all are standalone and separately, one system only have one function. This was cause teacher harder to use all the system on the same time. The separately system without connection with each other also cause the same data and information the needed key in in every system. -1- To overcome these problem, a web-based system can help the warden to overcome these problems which student can go outing without hand in a book to security staff as they only need to add on the system before and after they go outing and warden will approve their outing through the system. They can view the student’s status whether they are back or not from the report. 3.0 OBJECTIVES Besides overcoming all the problems on the current techniques, there are the objectives that wish to accomplish by the system: • To eliminate the warden’s signature by the students to get permission for outing. •To help administrative staff in organizing student’s outing information •To make outing process more efficient. 4.0 SCOPE This scope explains about the user that involved in the system and also the function that existed in the system. This system will develop to warden as admin and student. The scope is divided into two parts as user and system scope. 4.1 SCOPE FOR USER i. Admin (warden) • The person who will control this system and update the system based on situation. • People who responsible to register student, parent and new admin. • People that update the student outing record every week. ii. Student (hostel student) • User need to log in to the system first. Next, add the outing activity before and after they go outing. • User also able to view approval from warden in this system. 4.2 SCOPE FOR SYSTEM i. Login -There is login and registration to enter this system based on type of user. ii. Manage Profile -User can update their own profile by themselves. iii. Add outing activity -Student can add their outing activity before and after go outing. iv. Manage staff -Admin can add new warden for this system. v. Manage outing information -Admin will update the information of outing in this module every week. -2- vi. View report -Admin able to view the report outing activity of each student. 5.0 PROJECT SIGNIFICANCE The implementation of this project aims to help administrative staffs in record the outing of the student which want to go out from the hostel in every week and provide an organized view of student records and at the same time reducing the time spent on managing student in/out information in Seberang Perai Polytechnic.Without the encouragement and support of the management, the problem will be occur such as truancy, student missing and even parents don't know where their children are now. Through this project we are able to make outing process more efficient. Each time a user uses the matrix card, the electronic card reader will record information from the value stored inside the card. It is fast and convenient because user just “touch” the card on the card reader. The system will emit a “beep” sound to indicate that the record is stored successful. In additional, we no need to waste time to write outing information in log book before and after outing. Not only that, the warden will store or retrieve all information related to the students’ outing process easily. This is because all record of students are saved in a database of the application. 6.0 LITERATURE REVIEW 6.1 Existing System Review This section is to review the existing system which is relevant to subsequent development of the boarding school outing system. Four existing systems have been explored. 6.2 Sistem Pemantauan Keluar Masuk Pelajar This system was specifically designed for the 9th College (student residential college) at Universiti Teknologi Malaysia, Johire Baharu campus. Sistem Pemanatauan Keluar Masuk Pelajar was built to solve problems associated with the manual system. This system is developed by using Unified Modeling Language (UML) as the technique. Programming languages which were used are Visual Basic.NET and ASP .NET. This system also uses the RFID readers that will read the information that has been stored in RFID tag. All the information retrieved will be stored in a database. This system also allows residents to report their locations and activities if they are leaving the college for a period of time excluding the period in the academic calendar holidays. College staff can also track and identify the residents who break the rules (N Azlinda, 2009). -3- 6.3 Sistem Maklumat Keluar Masuk Penghuni Asrama SMK Kuala Krau (SMAKK) SMAKK was developed to overcome the problem of losing students record data due to losing the log book or misplacement of it. The system is able to record 23 student data by using the Malaysia Government Multipurpose Card (MyKad). This system is able to capture date and time when students register in/out. SMAKK also provides organized view of student records and reducing the time spent on managing student in/out information and can be accesed using PDAs. This helps wardens to monitor in/out activities easily (Norazlilah, 2010). 6.4 Student E-Outing System According to Siti Kholijah (2008) This Student E-Outing System is a web based application system that could be applied in both primary and secondary boarding schools. This system will ease the administrator in keeping track of the students’ outing information. Staff can view, edit, update and generate reports on student outing information. 6.5 Outing Management System (OMS) The Outing Management System is a web based system that was specifically developed for Sekolah Izzuddin Shah, Ipoh. All the manual processes were changed to the computer based system. Once a student gets permission to go out for outing after the list of blocked student on certain date had been printed out, the student will scan their student ID at a security post. OMS will check whether the student is allowed to go out or not and the same scenario will happen when the student returns to school. News to be posted to inform other users and reports also can be generated by day or month which show the statistics of the students who go out at certain periods (Ahmad Zaki, 2011). 2.1.5 Comparison of four existing systems 6.6 Comparison of four existing systems Table 6.1 : Comparison of four existing systems Parameter Sistem SMAKK Student Pemantauan E-Outing Keluar Masuk System Pelajar Web based X X ✓ Outing Management System(OMS) X X Barcode ✓ X ✓ X X X ✓ Scan student ID X X X ✓ Generate report X X ✓ Print out blocked student X X ✓ X Report location/activities ✓ X X ✓ X Track students that break the rules ✓ X X X RFID -4- Record information using MyKad Track outing information X ✓ X X ✓ ✓ ✓ ✓ By comparing the existing systems, an improved system will be developed in this system which is the Boarding School Outing Management System. This system will be a web based system which will ease all the users which is the staff, students and warden. Everytime students want to go out from the school for outing, they need to fill up a form in the system rather than queue up at warden house waiting for their outing book to be signed. The student needs to state the reason why they want to go out, who will pick them up from the school, date and time and etc. After filling up the form, they need to wait for at least a day to be approved. The warden will be responsible to approve the student application for outing. After being approved, they are allowed to go out and need to scan their matrix card at the barcode scanner that will be placed at the guard house. At the end of the month, a report will be generated based on how often students go for outing. 7.0 METHODOLOGY Methodology is used to develop the proposed system where in this case selected methodology is adopted from the Agile Development Model. Agile Methodology is a type of project management process. Agile methodology is used because of its lower cost and it also encourages open communication among team members and clients which can make the project path is clearer when the application can fulfill the customer needs .Agile is also used as it gives advantage by making changes throughout the development process. -5- 7.1 REQUIREMENTS The requirement is the first stage in the SDLC process. It is conducted by the senior team members with inputs from all the stakeholders and domain experts in the industry. Planning for the quality assurance requirements and recognization of the risks involved is also done at this stage. This stage gives a clearer picture of the scope of the entire project and the anticipated issues, opportunities, and directives which triggered the project. Requirements Gathering stage need teams to get detailed and precise requirements. This helps companies to finalize the necessary timeline to finish the work of that system. Requirements and planning make it easier to create the work structure, estimate the work effort required for each task. In this phases, our group having a survey with Encik Asyraf at Seberang Perai Polytechnic will be made to gather information about Student e-Outing System. Questions will be prepared to gather information needed. The current manual system has no systematic cause the record of student outing inconsistent. This is because students can go out from school through main gate and back gate. After collecting data, an application will be proposed to help administrative staff in organizing student’s outing information. Any questions or guidance will be gained from Encik Asyraf as he is experienced in managing Student Outing System. 7.2 DESIGN The system and software design documents are prepared as per the requirement specification document. This helps define overall system architecture. Through surveys and interview session with Encik Asyraf, he has a few suggestions about designing and ideas for the application which can help the application effectiveness. The user interface will be simple and easy to use so security staff will learn easily and are clear in the language they use on labels and in messaging. In this phases, our group will design interface for the project which is Boarding School Student Management System, we will design the interface by using wireframe or storyboard as our initial thoughts. The vb.net is the ultimate software for application design. VB.Net features like in-place menu editor, automatic control anchoring and docking etc, all of which aid web programmers to create web application easily and quickly. 7.3 DEVELOP Once the system design phase is over, the next phase is develop. In this phase, developers start build the entire system by writing code using the chosen programming language. In the develop phase, tasks are divided into units or modules and assigned to the various developers. It is the longest phase of the Software Development Life Cycle process. -6- In this phase, Developer needs to follow certain predefined coding guidelines. They also need to use programming tools like compiler, interpreters, debugger to generate and implement the code. Design and develop the product in accordance with the approved guidelines. In this phases, our group will start writing code using vb.net as we decide in design phases based on the requirement by supervisor. 7.4 TEST All the unit in implementation phase are integrated into system after testing of each unit. Any change of coding, error, functionality or upgrades are also will be tested. User Interface will be checked to ensure they are connected to database and appropriate with the system. 7.5 DEPLOY Once the software testing phase is over and no bugs or errors left in the system then the final deployment process starts. Based on the feedback given by the project manager, the final software is released and checked for deployment issues if any. Once the functional and non-functional testing is done; the product is deployed in the customer environment or released into the market. 7.6 REVIEW Design and code reviews promise to improve software quality, ensure compliance with standards, and serve as a valuable teaching tool for developers. As with most practices, there are subtle nuances surrounding how they're performed that can dramatically affect their value. In some organizations, reviews are a valuable aspect of the software lifecycle. In others, they are a necessary evil tainted with political bureaucracy and big egos. Suboptimal reviews conducted late in the lifecycle are often misguided due to few objective guidelines that help guide the review process. When used throughout the development lifecycle, code and design quality metrics are valuable inputs to the review process. 8.0 REFERENCES SDLC (Software Development Life Cycle) Tutorial: What is, Phases, Model Retrieved by 03 march 2020 https://www.guru99.com/software-development-life-cycle-tutorial.html SDLC Models Explained: Agile, Waterfall, V-Shaped, Iterative, Spiral https://medium.com/existek/sdlc-models-explained-agile-waterfall-v-shaped-iterative -spiral-e3f012f390c5 Myfik.unisza.edu.my https://myfik.unisza.edu.my/www/fyp/fyp17sem2/report/039596.pdf -7- 9.0 GANTT CHART -8- 10.0 COST PLANNING 1) EQUIPMENT RFID READER X 2 RM114 11.0 DESIGN Figure 11.1: Login Page -9- Figure 11.2: User Data Page Figure 11.3: Edit User Data Page - 10 - Figure 11.4: Connection Page Figure 11.5: Scan Page - 11 - Figure 11.6: Admin Profile Page 12.0 TABLE OF SPECIFICATION/REQUIREMENT i. Hardware Hardware Specification Function Laptop Processor Type : Core i5 Laptops are fully Processor functional computers that are designed for portability Memory : 8 GB RAM and convenience. When compared to a desktop Hard Drive : 1TB tower computer, laptops are smaller, weigh less, have fewer components and consume less power. Despite this, laptops can often match the performance and price of comparable desktops. We use laptop for doing project using application software such as Microsoft word and Visual Studio. - 12 - RFID reader Dimensions: 95 x 61mm A radio frequency identification reader Interface: USB, 106bit / s, (RFID reader) is a device no additional driver is used to gather information needed from an RFID tag, which is used to track individual Distance of operation: up objects. Radio waves are to 8 cm used to transfer data from the tag to a reader. RFID is Frequency: 125kHz a technology similar in theory to bar codes. We use RFID reader to test the connection between RFID card and our group software. ii. Software Software Microsoft Word Visual Studio Function Microsoft Word or MS-WORD (often called Word) is a Graphical word processing program that users can type with. It is made by the computer company Microsoft. Its purpose is to allow users to type and save documents. Similar to other word processors, it has helpful tools to make documents. We use this software application to done project’s report and proposal. Microsoft Visual Studio is an integrated development environment from Microsoft. It is used to develop computer programs, as well as websites, web apps, web services and mobile apps. We use Visual Studio application to develop a web app for our project. - 13 - 13.0 CONCLUSION Over the years, technology has revolutionized our world and daily lives. Using manual system to manage the students which are records all information and in the book or paper is already out-dated. The Boarding School Outing Management System is a system which has been developed in order to replace the current manual system at Seberang Perai Polytechnic has started to use technology (computer, database, system, web application) as a way to store or retrieve all information related to the students’ outing process. This is very important as they need to overcome several problems that they have been dealing with before. However, the school does not have a platform to manage the outing application process smoothly. So with the application that we create, we help administrative staffs in record the outing of the student which want to go out from the hostel in every week and provide an organized view of student records and at the same time reducing the time spent on managing student in/out information. - 14 -
