Final Draft Narrative IT

8/18/2019 Final Draft Narrative IT

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INTRODUCTION

Student internship or on-the-job training is an essential part of a college student’s

education. It may not be required in some colleges and institutions, but to others that

require it, on-the-job training comprises most of a student’s assessment.

For a lot of college students, student internship is the final and most exciting stage

of their studies. It is the time when students need to apply what they learned from their

mentors. hether !"# in a college is required or not, it is still the best way to train

students in their field because this requires students to showcase their s$ills and acquire

$nowledge in the en%ironment they are aspiring to join.

Students should wor$ together with their ad%iser and&or coordinator in order to

effecti%ely conduct on-the-job training. #he students are responsible for their actions

within the company’s premises, and the ad%iser is responsible for $eeping trac$ of his&her

ad%isees’ progress throughout the training.

Importance of Field Practice

'uring internship, the student trainees are gi%en tas$s to perform for the company

assigned to them. In this way, they will not only be able to use what they $now, but they

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are also gi%en a chance to learn more about their field while wor$ing and dealing with

actual wor$ers. Internship also teaches students proper decorum in an office or company

especially in the presence of the other employees.

Objectives of the Field Practice

In line with the thrust of the (entral )u*on State +ni%ersity’s 'epartment of

Information #echnology to produce technically equipped and extensi%ely trained

information technology students, the field practice aims to

. pro%ide students the opportunity to acquire practical $nowledge, s$ills, and

desirable attitudes and %alues in reputable establishments&industries/. promote competiti%eness of students through their training to gi%e them insights

of the %arious corporate use of technologies, management strategies, and

organi*ational beha%iors

0. enhance the students’ wor$ competencies and discipline as they relate to people in

the wor$place to instill the importance of human relations in the wor$ing

en%ironment1. de%elop a positi%e attitude, self-confidence, and moti%ation required of a

responsible professional to handle new challenges and complex tas$s2. pro%ide opportunities to learn from and networ$ with experienced professionals

3. strengthen and enrich the 4achelor of Science in Information #echnology

program thru the documented experiences of students in their internship.

Location and Duration of the Field Practice

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#he Foreign Ser%ice Institute of the 'epartment of Foreign 5ffairs 6FSI, 'F57

located at the 'F5 4ldg., 2 th Floor, /008 9oxas 4oule%ard, :asay (ity, :hilippines is

where the authors had their internship.

Fiure !" Site map of the 'epartment of Foreign 5ffairs

#he authors were required to complete 088 cumulati%e wor$ing hours with the

maximum limit of ; wor$ing hours per day.

#he internship started on 'ecember , /81 and ended on February /2, /82.

#he official wor$ing days of Foreign Ser%ice Institute, 'epartment of Foreign 5ffairs are

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#he Foreign Ser%ice Institute 6FSI7 was created under =Foreign Ser%ice Institute

'ecree of the :hilippines> 6:.'. 8387 on 'ecember ?, ?@3, to ser%e as the training arm

of the 'epartment of Foreign 5ffairs 6'F57. Its mandate was re%itali*ed and broadened

under the =:hilippine Foreign Ser%ice 5ct of ??> 69.5. @2@7.

Foreign Ser%ice Institute ser%es as a center for the de%elopment and

professionali*ation of the career foreign ser%ice corps. It ser%es as a research Institution

on issues and problems with foreign policy implications, global and regional strategies

and management of foreign affairs. It is also an institutional consultant of the 'F5 on

matters related to foreign policies and programs as well as de%elopment management,

planning, re%iew and e%aluation processes in the 'epartment and a resource and

information center on diplomacy and foreign relations.

$ctivities at the Place of $ssinment

#he Foreign Ser%ice Institute designs and conducts training programs appropriate

to the needs of personnel of the 'epartment of Foreign 5ffairs 6'F57 and those of other

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go%ernment agencies who will be assigned to :hilippine Foreign Ser%ice posts. #he

institute underta$es independent research on issues rele%ant to international relations and

foreign policy as well as policy studies in aid of foreign policy formulation, management,

and e%aluation. It also pro%ides institutional support to the 'F5 with regard to

organi*ational de%elopment and management, including but not limited to the planning,

re%iew, and assessment of the policies and systems and procedures of the 'epartment.

#he trainees were assigned to the


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#he Foreign Ser%ice Institute 6FSI7 was formally established under :residential

'ecree 838 on ? 'ecember ?@3. ith the promulgation of 9epublic 5ct @2@, or the

:hilippine Foreign Ser%ice 5ct of ??, the mandate of the Institute was re%itali*ed and

expanded. #itle BIII C Foreign Ser%ice Institute, Section 2@ of 95 @2@ states the

functions of the FSI as follows

=#he Institute, through its academic, training, research, information, publication, systems

de%elopment and other programs, shall ser%e as the center for the de%elopment and

professionali*ation of the career corps of the foreign ser%ice of the 'epartment and other

go%ernment agencies which ha%e offices and employees assigned abroad. It shall

maintain a (enter of International 9elations and Strategic Studies 6(I9SS7 and shall

otherwise function as a research institution on issues and problems with foreign policy

implications, global and regional strategies and management of foreign affairs while

ser%ing as institutional consultant of the 'epartment on matters related to foreign policies

and programs as well as de%elopment management, planning, re%iew and e%aluation

processes in the 'epartment. #he Institute shall, inter alia, pursue a training program for

those who are lea%ing for foreign assignments and for those who are recalled and shall

hold seminars, including language courses, to prepare such officers and employees for

their new assignments.

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'ission+ ,ision+ and ,alues

'ission

#he Foreign Ser%ice Institute aims primarily to

67 de%elop on a continuous basis the in-house capacity of the FSI personnel to deli%er

effecti%ely on their core competencies of training, research, and organi*ational

de%elopment

6/7 support the efforts of the 'F5 to enhance the capacity of its personnel to effecti%ely

deli%er their core competencies

607 design and conduct the appropriate training programs rele%ant to the current issues

and future trends of foreign policy and diplomacy

617 pro%ide policy options through its research and policy studies in aid of foreign policy

formulation, management, and e%aluation and

627 pro%ide institutional support to the 'F5 with regard to organi*ational de%elopment

and management, including but not limited to the planning, re%iew, and assessment of the

policies and systems and procedures of the 'F5.

,ision

#he Foreign Ser%ice Institute is the prime training and research institute for

:hilippine foreign policy, diplomacy, and related fields and a recogni*ed center for

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language learning. Its personnel are experts by %irtue of their experience and academic

training in their respecti%e areas of speciali*ation or functions, who are fully committed

to pro%iding the highest quality of training and research output to the complete

satisfaction of the Institute’s clients.

,alues

#ogether we can do it each of us performing with excellence, integrity and

dedication, our assigned responsibilities, e%er aware of our obligation ne%er to do

anything that will tarnish our indi%idual reputations or the Institute’s, because the

Institute’s reputation is ours and ours the Institute’s.

Functions of the Different Divisions+ Departments+ and #ections

Office of the Director-&eneral

!%erall management and control of the three major di%isions is the responsibility

of the !ffice of the 'irector-Deneral, supported by the following sections (arlos :.

9omulo )ibrary, :ublications Section, #raining E%aluation Section, and Institutional

)in$ages +nit.

Carlos P" Romulo Librar.

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#he (arlos :. 9omulo )ibrary caters to the 'F5, other go%ernment and non-

go%ernment institutions, and academe. It pro%ides reference ser%ices for inquiries and

literature searching, as well as information ser%ices through its )ibrary +pdate, and the

publication of Special Subject 4ibliographies

#he library houses a collection of approximately 0,888 %olumes of boo$s and ;8

titles of newspapers, journals and maga*ines, both domestic and foreign and 28 titles of

non-print materials. It also ser%es as depository of annual&post reports of :hilippine

foreign ser%ice establishments and the originals of treaties&agreements entered into by the

:hilippine Do%ernment.

Publications #ections

#o disseminate Information on :hilippine foreign policy and diplomacy, the

Institute publishes boo$s and other reading materials and distributes them to both ouse

of (ongress, national go%ernment agencies, embassies in


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to pro%ide quality training and education to the career foreign ser%ice corps and other

public officials in subjects related to their respecti%e areas of responsibility.

Center for International Relations and #trateic #tudies /CIR##0

4y mandate of the :hilippine Foreign Ser%ice 5ct of ?? or 9.5. @2@, the FSI

maintains a (enter for International 9elations and Strategic Studies 6(I9SS7.

It underta$es studies in support of the formulation, re%iew and dissemination of

:hilippine foreign policy. It also pro%ides channels for interaction, cooperation and

integration of the efforts of local and foreign experts from go%ernment, pri%ate and

academic sectors on foreign policy issues and their domestic implications.

$dministrative and Financial #ervices Division /$F#D0

5dministrati%e and Financial Ser%ices 'i%ision is responsible for the management

of finances, audits, personnel, general ser%ices, and management information system of

the Foreign Ser%ice Institute.

#he


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Personnel

Fiure 1" !rgani*ation (hart of the FSI-'F5

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PRO&R$' OF $CTI,ITI%#

#he trainees were gi%en tas$s by the Institute as part of their training under the

internship program. #hese tas$s were performed mutually by the trainees under the

super%ision of certain personnel

.

#ummar. of O2T $ctivities

Orientation and Office Familiari3ation

!n the first day of duty, the personnel assistant oriented the trainees about the

rules and regulations of the institute. #he trainees then had a department tour and were

introduced to e%ery department to familiari*e them with the place and their co-wor$ers.

5fter the tour, the trainees were designated to the


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webinar. !ne of the trainee’s duties was to set up the equipment and assist in the

facilitation of the webinars.

Troubleshootin

!ne of the main functions of the


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L$N Cablin


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#he trainees assisted in the preparation of greeting cards the institute will be

sending to people.

#he trainees were also requested to participate in a special number during the

(hristmas :arty.

#I&NIFIC$NC% OF T)% TR$ININ&

Classroom Learnin Used in the Trainin

#he trainees were able to use some of the theoretical and practical $nowledge

they ha%e learned from the classroom such as $nowledge in


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6no5lede &ained and #*ills Developed Durin the Trainin

Flyspeed SH) Huery is a SH) query tool with a %isual query builder interface that

allows the user to create complex queries without ha%ing to type any SH). ou can build

most queries by simply selecting table and field names and the program will build the

query code. #his tool was taught by the trainees’ super%isor while their special project

was being de%eloped.

5dobe 'reamwea%er is a web design and de%elopment application that pro%ides a

%isual what-you-see-is-what-you-get editor 6colloquially referred to as the 'esign %iew7

and a code editor with standard features such as syntax highlighting, code completion,

and code collapsing as well as more sophisticated features such as real-time syntax

chec$ing and code introspection for generating code hints to assist the user in writing

code. #his application was taught by the trainees’ super%isor but was not used by the

trainees during the de%elopment of their project.

Forensi#’s :rofile i*ard is a migration tool used to migrate current user profile

to a new domain account and all existing data and setting will be $ept. #he trainees uses

this tool whene%er a networ$ account needs to be migrated to a different domain.

#he trainees’ s$ills about troubleshooting hardware, software, and internet

problems were de%eloped since troubleshooting was one of the biggest roles of the

trainees.

5cti%e 'irectory 65'7 is a directory ser%ice that


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a set of processes and ser%ices. #he trainees helped the


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opportunity to $now the other employees well. #his e%ent made the trainees comfortable

with their new en%ironment. #he employees treated them as friends and one of their co-

wor$ers.

Technical Problems


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CONCLU#ION

Experience will always teach the best lessons. !n-the-job training certainly

pro%es that.

#he Foreign Ser%ice Institute of the 'epartment of Foreign 5ffairs showed the

trainees exactly what they should expect from acquiring a job, specifically a job in a

go%ernment agency. #he trainees were gi%en tas$s that helped enhance their $nowledge

on I#. In any case, if the trainees fail to accomplish a tas$ because of lac$ of experience

regarding that field, their super%isor was there to assist them.

#he trainees were able to gain $nowledge about what an Information #echnologist

should possess. #hey were exposed to different experiences which are most li$ely to

happen when the trainees are already wor$ing in their chosen companies or agencies.

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R%CO''%ND$TION#

For the (#IT Proram and (#IT Curriculum8

#he Information #echnology 'epartment must inspect the companies before

appro%ing the consideration letters which are used to gi%e students the permission to

conduct their internship on companies not on the master list.

#he curriculum of the 4achelor of Science in Information #echnology program

must be updated to ensure that the technologies used and taught are up to date.

#he department should offer more speciali*ations to gi%e students more options

that fit their interests and s$ills.

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For the compan.9s conduct of O2T8

#he companies should utili*e the trainees more to broaden their s$ills so that

when the internship program is o%er, the trainees are equipped with s$ills that will ma$e

them competiti%e enough.

For Other #tudents 5ho 5ill %nroll for O2T8

#he students should be prepared to adapt to a new en%ironment since the acti%ities

of being a student are different from the acti%ities of a trainee. a%ing enough $nowledge

about their speciali*ation is necessary for them to be effecti%ely utili*ed by the company.


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INTRODUCTION

#he Foreign Ser%ice Institute is a training arm of the 'epartment of

Foreign 5ffairs. !ne of its functions is to offer foreign language courses, which are

conducted on a trimester basis annually, and the Foreign Ser%ice !fficer’s (adetship

(ourse, which runs for six months. (lasses are held on different schedules and with at

certain assigned rooms. #he Foreign Ser%ice Institute creates schedules by listing

enrolled students to a subject with a corresponding batch. Each batch is gi%en a definite

span of time to use the room assigned to it. Schedules are prepared on Spreadsheet most

of the time. +sually, the a%ailability of schedules is chec$ed manually using the lists.

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a%ing an automated scheduling system means that the computer will be the one

to generate the schedule gi%en the required data. 5utomation greatly reduces paperwor$

since all the information will be stored in the computer’s database.

In order to address this concern, the authors designed and de%eloped an automated

system for the scheduling of classes&trainings in the Foreign Ser%ice Institute of the

'epartment of Foreign 5ffairs.

#his system is supposed to address the problems related to conflicts on schedule

of classes in the institute. #o sol%e this problem, the de%elopers were requested to create

a system that will record the needed information and organi*e the schedule. #he trainees

followed the methods of Software 'e%elopment )ife (ycle and also created necessary

diagrams to be followed on the de%elopment of the project.


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PRO(L%' DO'$IN

#tatement of the problem

#he Foreign Ser%ice Institute is a training arm of the 'epartment of Foreign

5ffairs. !ne of its functions is to offer foreign language courses, which are conducted on

a trimester basis annually, and the Foreign Ser%ice !fficer’s (adetship (ourse, which

runs for six months. (lasses are held on different schedules and with at certain assigned

rooms. #he Foreign Ser%ice Institute creates schedules by listing enrolled students to a

subject with a corresponding batch. Each batch is gi%en a definite span of time to use the

room assigned to it. Schedules are prepared on Spreadsheet most of the time. +sually, the

a%ailability of schedules is chec$ed manually using the lists.

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#he project should be able to address the problem identified. It would be more

con%enient for the company to use an automated method in scheduling rooms to a%oid

conflicts. #he success of this project will ensure the company to ha%e a reliable and

error-free room scheduling.

It is in this regard that the trainees designed and de%eloped a class scheduling

system which will be used in Foreign Ser%ice Institute, 'epartment of Foreign 5ffairs as

they offer foreign language courses and Foreign Ser%ice !fficer’s (adetship.

Objectives of the Project

&eneral Objective

#he project aimed to design and de%elop a class scheduling system which will be

used to create conflict-free class schedules for the Foreign Ser%ice Institute, 'epartment

of Foreign 5ffairs.

#pecific Objectives

. #o be able to record the necessary data of students, instructors, subjects, and

rooms.

/. #o be able to create schedules of classes and assign it to their respecti%e rooms.

0. #o be able to assign students to a subject and be gi%en a batch number.

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#cope and #inificance

#he (lass Scheduling System ser%ed as an inno%ation to the Foreign Ser%ice

Institute C 'epartment of Foreign 5ffairs. #he system was specifically used by the

training department of the said institute.

#cope

• #he system could add, edit, and delete the information of students, instructors,

subjects, and rooms.

• #he system was able to assign rooms to classes while a%oiding time

conflicts.

• 5ssignment of students to their respecti%e subject and batch was also one

of the system’s function.

Limitations

• 5ccessed and managed by a single person, the administrator of the #raining

'epartment of the Foreign Ser%ice Institute, 'epartment of Foreign 5ffairs.

• 'id not in%ol%e transactions and fees regarding the student’s enrollment.

• !nly generated two major outputs, the list of schedules and batch master list.

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R%,I%4 OF %:I#TIN& $LT%RN$TI,%#

#he de%elopers researched for articles and systems with similarities with the

project de%eloped to ser%e as basis and comparison.

Some people consider the argument of automation %ersus manual processing %ery

seriously. 'espite the moderni*ing age, a lot of people still prefer manual pen and

paper systems, belie%ing this to be more efficient. owe%er, there are also

ad%antages to automated systems.


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#o understand more about the project, the de%elopers loo$ed for similar systems

online. #hey studied a class scheduling system from webgee$resources.com and

identified modules and functions that may also be utili*ed in the proposed project.

#he class scheduling system from webgee$resources.com was created using

Bisual 4asic, whereas the proposed system used ::. ebgee$resources.com’s

system also pre%ented conflicts in assigning schedules.

Fiure ;. ebgee$resources scheduling system sample

Figure 0 is a screenshot of the system found in wegee$resources.com. #he

difference of the FSI class scheduling system is that it does not list the conflicts to gi%e

warning rather, it highlights the errors in scheduling for the user to see. #he system that

the de%elopers created is focused solely on the process of scheduling in the company it is

made for, and does not include any other information aside from what the agency uses.

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'%T)ODOLO&<

#he de%elopers applied System 'e%elopment )ife (ycle 6S')(7 method that

focused on the de%elopment of the software. #he de%elopers used :5'IS, a fi%e-phase

method, referring to :lanning, 5nalysis, 'esign, Implementation, and Support and


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Re=uirements Definition

Input

• Students

• Instructors

• 9ooms

• Subject

• 4atch

• Schedule

Process

• 9ecord student information

• 9ecord instructor information

• 9ecord room information

• 9ecord subject information

• 9ecord batch information

• (reate schedule

• 5ssign batch

Output

• (lass schedule

• 4atch list

Desin

#he system design included conceptual models, database models, process models,

and interface design. #he conceptual model was illustrated in a (ontext 'iagram, 'ata

Flow 'iagram, and +se-(ase 'iagram. Entity-9elationship 'iagram and 9elational

'iagram was used to illustrate the database models. 5 component chart was used to

illustrate the processes in%ol%ed.

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Conte>t Diaram

#he (ontext 'iagram was generated to establish the boundary of the system. #his

diagram is necessary to clearly identify the scope of the project.

Data Flo5 Diaram

'ata Flow 'iagram was created to explain how data was transferred and

processed into the system. #he illustration defined each source of data and how it

interacted with other data sources created the intended output. It then recogni*ed external

inputs and outputs, defined how they relate to each other and how they resulted in.

Use-Case Diaram

#he +se-(ase 'iagram was created to illustrate the boundary, actors, and use

cases. #he boundary defined the system of interest, actors were the users in%ol%ed

through the system and use cases which the specific roles were played by the actors. #he

purpose of creating this diagram was to graphically represent the roles and processes

done by the users in%ol%ed within the system.

%ntit.-Relationship Diaram

5n Entity-9elationship 'iagram was created to graphically represent database

tables, the columns tables, and the relationship between them.

Relational Diaram

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9elational 'iagram was used as the basic concept of a relation or table the

columns identified the attributes while the row contained all of the data of single

instance. Each row had a unique $ey based on the data.

Component Chart

#he (omponent (hart is the summary of the functions of the system. #o achie%e

such a list, the system was needed to be finished and tested, to identify specifically what

it can do for the user.

Development 'ethod

#he de%elopers first created the database based on what the system was supposed

to do. Duided by their client, they listed attributes for each table, created the tables, and

normali*ed he database so that it would be efficient for the system.

Aext came the interface design. #he idea of the instructors list being the

homepage came from their client. #he de%elopers were ad%ised to a%oid bright colors.

#he completed interface design was appro%ed by the client.

#he trainees first de%eloped the recording module of the system. #his included

adding, editing, deleting, and %iewing of records. #hey inserted sample data to test the

system. hen the recording was wor$ing properly, the de%elopers started to wor$ on the

scheduling module. #hey used sample data to test for conflicts on the schedule. #he last

module that was de%eloped was the assigning module.

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Implementation


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requested the de%elopers to ma$e an automated class scheduling system to be used by the

Foreign Ser%ice Institute-'epartment of Foreign 5ffairs training department.

#he following questions were as$ed by the de%elopers to further gather necessary

information about the requested project. #he answers were also included in this part.

7 hat method is currently used to schedule the classesJ

- #he department uses Spreadsheet to schedule the classes.

/7 hat are the common problems encountered when the schedules are being

createdJ

- Sometimes, room schedule conflicts happen due to human error.

07 hat functions of the system are you expecting to ha%eJ

- #he system should be able to create a class with students, instructors, and

subject. #he class should also be assigned to an a%ailable room. #he room

scheduling will be the main function of the system to a%oid

conflicts of room assignments.

Fiure ?. Dantt (hart for the 'e%elopment of the Scheduling System

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Figure 1 shows the project time has 1 wee$s. #his includes wee$ for planning

and analysis. #hree wee$s were allotted to the 'esign of the project. Implementation and

testing was done on the last wee$. Support and


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. :aperwor$ would be greatly reduced because records only need

to be stored in the system’s database.

/. #here will be no need for the institute to pay for the system as it was a

requirement for the de%elopers.

0. #he system does not require expensi%e software or new hardware.1. !pen-source software were used in the de%elopment of the system

ma$ing it more cost-efficient.

Intanible (enefits

. #he system pro%ides a simpler recording process.

/. 9ecords are easy to access with no need to loo$ through paper files.0. #he automated database is secure and its use a%oids data loss

Re=uirements Definition

Inputs

#he system must accept information of students 6first name, middle initial, last

name, age, email, address, and location7, instructors 6first name, middle initial, last name,

age, email, address, contact, and address7, rooms 6room code and room description7,

subject 6title and description7 , batch 6number7, and schedule 6day, start time, and end

time7

Processes

#he system should be able to record information of students, instructors, rooms,

subject, batch, and schedule. #he system should also be able to schedule classes to a

room. #he system should also be able to assign students to a batch and batch to a subject.

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Outputs

#he system should be able to generate schedules of classes and batch master lists.

Desin

#he (ontext 'iagram, 'ata-Flow 'iagram, +se-(ase 'iagram, 9elational

'iagram, and :rocess 'iagram are discussed to show the results of the de%eloped system.

Fiure @. (ontext 'iagram

Figure 2 represents the inputs and outputs that were done by the class scheduling

system. #he user inputs instructor’s, student’s, subject’s, and room’s details, along with

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schedule details such as time and day, and these are used by the system to process a

schedule.

#he context diagram is a rough design of the inputs and outputs of the system.

#he user may then input a batch number so that the system may assign it to the

students that are already recorded.

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Fiure A. 'ata-Flow 'iagram

Figure 3 shows what happens to the inputs that the user gi%es before the system

produces the outputs.

#his is the more elaborate le%el of the context diagram. It shows the three main

functions of the system. It also shows the inputs that each component needs and the

outputs they produce. First, raw data about instructors, students, subjects, and rooms are

entered into the system and is recorded into the database using the recording module.

#he second module, scheduling module, will fetch necessary information from the

database and will as$ the user for the other required details to create a schedule.

#hird, the assigning module ta$es students’ information and subjects’ information

and processes these along with what a user inputs as batch number in order to assign the

students respecti%e batches and subjects. 5 student may belong to se%eral batches but of

different subjects.

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Fiure B. +se-(ase 'iagram

Figure @ is an illustration of the user together with what he can do with the

system. #he diagram abo%e shows that all functions of the system centered to only one

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user. #he user, which is most li$ely the head of the #rainings Section of Foreign Ser%ice

Institute, will be in charge of monitoring the system and will use it for its purpose.

Fiure . Entity-9elationship 'iagram

Figure ; shows the purpose of one table for another. #he entity types are the

tables namely, instructor, student, room, subject, schedule, class, and batch.

5 class has a subject. 5 teacher teaches a class. 5 class is gi%en a schedule. 5

student belongs to a batch. 5 batch uses a schedule. 5 schedule has a room.

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USE


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Fiure " 9elational 'iagram

9elational diagram summari*es the relationship of each table in the system’s

database. It shows the cardinal constraints of the tables in each relationship.

.

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Fiure !E. (omponent (hart

+nder the recording module are add instructors, students, subjects, and rooms,

+pdate instructors’, students’, subjects’, rooms’ information, delete instructors, students,

subject, and room, search records, and %iew records.

+nder the scheduling module are assign instructor to subject, create schedule for

subject, chec$ for conflicts, and %iew schedules.

+nder the assigning module are create batch of students, assign students to batch,

and assign batch to subject.

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Fiure !1" 5dd Interface

Figure / is the interface for adding of instructors.

Fiure !;. Edit Interface

Figure 0 is the interface for editing a record from the instructor list.

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Figures / and 0 show how a user may add and modify information into the

database. #he form as$s the user for the basic needed information. Edit function can be

accessed by an icon beside each item on the lists.

5 search bar is situated on the top-right of each list. #his finds a specific user or

users that are similar to what is entered through the search. #his feature is added so that it

will be easy to browse the lists e%en if these are filled with so much information

Fiure !?" Searching

Seen in Figure 1 is a search bar on the top right of the list of instructors.

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Fiure !@" Search 9esults

Figure 2 shows the result of the search that was done in Figure 1.

#his is where the de%elopers used the most of their time. #he de%elopment of a

scheduling algorithm that will a%oid time and day conflicts. #he algorithm comprised of

conditions where the system chec$s each %alue in the schedules that is stored in the

database. #he system would first fetch the start time, end time, day, and room that the

user inputs and stores these in separate %ariables. #he system would then query the

database to compare to the inputted %alues.

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Fiure !A" 5ssign instructor to subject

Illustrated in Figure 3 is the first phase of the scheduling process. #he first thing

to do is to assign an instructor to a subject that will be gi%en a schedule.

Fiure !B" :lot schedule

Figure @ illustrates the phase where the user may start plotting a schedule for the

instructor and subject he designated earlier.

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Fiure !" 5ssign batch

Figure ; is the function of the program where students are assign to a batch and

subject

Fiure !" 4atch list

Figure ? shows the list of students with their assigned batch and subject.

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#o see which students are enrolled in which subject and what batch they are in, is

the purpose of this final module of the system. #he de%elopers added a search filter so

that the students could be found and added easily.

Implementation

'odular Testin

)ome Pae and Interface C #he system used a simple interface which is easy to

understand and na%igate. #he list of instructors ser%ed as the home page for the system.

#he de%elopers created a na%igation bar just under the header. #his way, it would be easy

to see the menu and the user would a%oid complication in finding what he or she needed

in the system.

Recordin 'odule C #his includes inserting, updating, deleting and %iewing

records from the system. #hese function well. 9ecords ha%e icons placed beside them

which are used for deleting and editing. 5t first, searching was not part of the recording

module. #he de%elopers reali*ed that records without a searching function would not be

%ery efficient especially if the information has accumulated to higher amounts. #o

address this problem, the de%elopers added a search feature just abo%e the lists. ith this,

records may now be searched by typing in information as parameters for the system to

search.

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#chedulin 'odule C #he scheduling module starts off with assigning an

instructor to a subject. #hat subject is gi%en a schedule. #he system gi%es warning to the

users when a selected time is una%ailable. 4efore, the warning was just the disabled

button for sa%ing the plotted schedule. #he de%elopers reali*ed that it would be better for

the system and the users if they would create a function would be easily noticed. #his is

the function where the conflicts in the schedule turn red when a user chooses the time. 5s

a result, the user sees the conflicts in the schedule he or she is trying to create before he

or she sa%es it.

$ssinin 'odule C #his basically just assigns students to each subject and

stores with a batch number. 5 student may belong to multiple batches as long as his or her

subjects are different. +pon testing this module, the de%elopers found out that the system

cannot detect if batches are assigned to subjects with the same scheduled time. #his

impro%ement was included in the recommendations for future system upgrade.

#upport and 'aintenance

#he de%elopers were not able to reach this phase of the project. Support and

maintenance will be handled by the Foreign Ser%ice Institute, 'epartment of Foreign

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5ffairs


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R%CO''%ND$TION

#he system, though ha%e met most of the requirements of the client, is not perfect

and further impro%ement can still be made. #he de%elopers identified some of these flaws

and recommends that these be addressed.

. It is recommended that an admin account be made so that access to the system

would be more restricted.

/. It is recommended to add a more filtered searching feature which will enable the

user to search for records using information other than name.

0. It is recommended to include chec$ing if there would be conflicting instructors

during scheduling.

1. It is recommended to add a function that will detect conflicts in batch assignment

so that errors would be a%oided.

2. It is recommended to include a function that will be able to print hard copies of

the outputs of the system.

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R%F%R%NC%#

Sampath, Lumara /88.


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$PP%NDIC%#

Data Dictionar.

batch

Column T.pe Null Default Comments 'I'%

4atched int6/87 Ao

batchnumber %archar6127 Ao

schedI' %archar6127 AostudI' %archar6127 Ao

Inde>es

6e.name T.pe Uni=ue Pac*ed Column Cardinalit. Collation Null Comment

:9Ies


:9I


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enI' bigint6/87 Ao

schedI' bigint6/87 Ao

studI' bigint6/87 Ao

batched bigint6/87 Ao

Inde>es


:9I


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)ocation %archar6287 Ao

Inde>es


:9Ies


:9I


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starttime time Ao

Endtime time Ao

insI' %archar6127 Ao

subjI' %archar6127 Ao

Inde>es


:9I


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subject


subjI' int6/87 Ao

#itle %archar6087 es NULL

description %archar6287 es NULL

Inde>es


:9I

Documents

Final Draft Narrative IT