GRADE POINT AVERAGE

CALCULATOR

Final Project -ITM

SUBMITTED BY:
FAUZAN ALI (10770)
KHUDEJA SANA KHAN (11298)
NAROZEEN Aslam (11619)
SANA MAKHANI (10491)
SHAHZAD SHAKIL (12509)
ZAIN BIN KHALID (12550)

SUBMITED TO:
MR RIZWAN ALI

DATE OF SUBMISSION:
29
TH
April 27, 2013


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ACKNOWLEDGEMENT
Firstly, we would like to appreciate the contribution and concern of our instructor who
helped us in accomplishing this project in a systematic manner. The guidance of our instructor
helped us a lot and it also keeps us motivated at every step. In this way, the encouragement given
by MR RIZWAN ALI helped us in achieving our objective. Therefore, Delta would like to
appreciate and thank our supervisors for the guidance and concern.
Secondly, we would like to thank our Project Leader who guided us and helped us
through his effective management, knowledge and skills in making this software a success. He
motivated us at every step, which helped in boosting up our morale. His planning and support
helped us in coping up with all the hurdles we faced during the development process. We would
like to mention the contribution of those people who helped us in gathering the information
regarding the GPA calculation formula. With the help of their concern and trust, data was
collected authentically.
The Project Leader and the developing team worked relentlessly hard in achieving
Deltas target. Our determinatation throughout the project lead our software to its success. We
are confident that we will accomplish success in releasing the final version of the software.

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Table of Contents
ACKNOWLEDGEMENT ................................................................................................................................... 2
EXECUTIVE SUMMARY .................................................................................................................................. 4
BACKGROUND OF REPORT .................................................................................................................... 5
SCOPE OF RESEARCH .............................................................................................................................. 6
BETA VERSION: IMPROVEMENT AND CUSTOMISATION ........................................................... 6
ADVANTAGES OF GPA CALCULATOR ............................................................................................................ 7
LEARNING OUTCOME ............................................................................................................................. 7
LIMITATIONS ................................................................................................................................................. 8
USER MANNUAL AUTHORIZATION MEMORANDUM ...................................................................... 9
GENERAL INFORMATION .......................................................................................................................... 9
SYSTEM OVERVIEW ..................................................................................................................................... 10
AUTHORIZED USED PERMISSION ....................................................................................................... 10
INFORMATION ................................................................................................................................. 10
DATA FLOWS ........................................................................................................................................... 11
GETTING STARTED ................................................................................................................................ 13
SYSTEM MENU .................................................................................................................................... 13
CHANGING DATA ............................................................................................................................... 13
EXIT SYSTEM ....................................................................................................................................... 15
USING THE SYSTEM ............................................................................................................................... 15
HOW SYSTEM WORKS ....................................................................................................................... 15
CHANGING STUDENTS RECORD ..................................................................................................... 16
ERROR CHECKING .............................................................................................................................. 17
FUNCTIONS USED IN THE PROJECT ................................................................................................... 17
FUNCTIONS CAPABILITIES .............................................................................................................. 17
SYSTEM DEVELOPMENT LIFE-CYCLE OF PROJECT ....................................................................................... 18
TESTIMONIAL TO THE PROJECT MANAGER ....................................... Error! Bookmark not defined.
REFERENCES ................................................................................................................................................ 19


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EXECUTIVE SUMMARY
In todays era the educational sector looks for effectiveness with efficiency. The school,
colleges and universities find ways through which they can manage all the student information
easily and recall all that information whenever they need. The computerized data helps in
making the working process fast. Moreover, it is also less time consuming. The universities and
colleges can manage the examination record through adapting the GPA calculator facility.
This report is based on our project that is Grade Average Point calculator. As the world
grows faster and every business wants to keep maximizing their profit in less cost so, GPA
calculator is one of the effective tools for universities to keep record in cheap cost.
Moreover, students can also use this project in order to calculate their own GPA from
home. This will help them in keeping their educational record updated and they can also do the
assessment of their performance. This can help them in recognizing that in, which course they
are lacking and they need to work hard for it. It also helps universities in selecting brilliant
students for scholarship.

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BACKGROUND OF REPORT
Almost all of the universities use Grade Point Average (GPA) calculator to make their
examination and result processes easily. This tool is effective and it works efficiently. GPA
Calculator is a tool that calculates GPA within a second. All you need to do is enter all the
information of student in the correct way. Delta has developed GPA Calculator, which is based
on MS Excel (Lehmann and Zeitz, 1997). In this project we will work on several MS Excel
sheets and the output will be produced on a final sheet i-e The GPA Calculator. The sheets in our
project will contain the students information regarding their semester schedule and performance.
In our project we will give the following details:
Student name
Student ID
Student email address and number
Courses and semester information
Attendance record
Marks Obtained
Grades
Percentage
Cleared Courses
Total Marks
GPA
Graph
The given project GPA CALCULATOR will help our group in understanding the major
formula in MSExcel. It will give us knowledge on how to develop a successful software on
MSExcel and this is indeed a challenge and an advantage for us to learn Excel functions in
advance. This project is the final project for IT for Mangers, which is assigned by Mr.
Rizwan Ali.

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SCOPE OF RESEARCH
The scope of this research is to explore those ways through which GPA can be calculated
easily. The knowledge will be gathered through the help of several secondary and primary
sources. The project will provide a proper framework of GPA calculator. The final result will be
extracted from the master record of student data. It will also show the student attendance status.
Moreover, the graph will also be presented in order to show students performance.
BETA VERSION: IMPROVEMENT AND CUSTOMISATION
Delta Production will work hard to make improvements into its software and soon it will be
capable of releasing a beta version of the CGPA Calculator, we are going to install several
functions like producing specific semester results, the software will be capable of generating a
list of courses in which a specific student has scored a C grade and recommend those courses
for improvement. It will be made customizable for universities to adopt in accordance to their
standards. The future version of this project can be made in a more effective way. The future
version can include the following things
Remarks given to students
Generating List of Students eligible for scholarship
Generating List of Major courses
Generating List of Withdrawal courses
Generating List of courses that can be improved
Generating Exams Schedule and Academic Calendar
Attendance summary
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ADVANTAGES OF GPA CALCULATOR

Figure 1:ADVANTAGES

LEARNING OUTCOME
This was indeed a challenge for Delta, having inferior knowledge in Excel Delta worked hard
and was capable of developing a successful software. The learning outcome from this project are
given below:
How to use functions for performing simple and complex operations
How to link data in sheets
How to protect the final data sheet
How to create a master data records
How to extend the spreadsheets
How to Sort data and create charts
When and how to use conditional logic functions (Taylor, 2009)
Effective and
Effecient
Stress Free
Computations
Cheap and
Less Time
Consuming
Accruate
Result
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Figure 2: LEARNING OUTCOME

LIMITATIONS

Semester cannot be filtered to produce specific semester results
The software is not capable of adding in new student IDs, it is yet to be customized
The software does not generate the list of courses that can be improved depending on
their grade and marks.

Calculating
Data
Linking the
Data
Protecting
the Data
Creating
Master
Records
Extending
Spreadsheet
Sorting
Data
conditional
Functions
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USER MANNUAL AUTHORIZATION MEMORANDUM
We have carefully designed and assessed the user manual for the program CGPA
Calculator. The document has been prepared with accordance to the requirements of our course
instructor Mr. Rizwan Ali.
We accept that the software needs to be fully customized, thus there will be further
improvements made into the system in near future.
S. FAUZAN ALI 10770
Project Leade
KHUDIJA SANA KHAN 11298
Programming Supervisor
ZAIN BIN KHALID 12550
Program Representative
SHAHZAD SHAKIL 12509
Technical Support Officer
NAIROZEEN ASLAM 11619
Manager SQA
SANA MAKHANI 10491
Assistant Manager SQA
GENERAL INFORMATION
The Section provides a general overview of the system and helps on troubleshooting. The rest of
the manual will guide you on how to use the software as per your requirements

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SYSTEM OVERVIEW
The Cumulative Grade Point Average Calculator has been designed to keep record of the
Students semester information and provides output to the end-user about the students current
semester and overall performance.
Software has its own database which is used to perform all the operations. Students
information is stored in the Master-Record-Student-Profile, semester record is stored in the
Master-record-Stud.-Marks-list and the students attendance record is kept in the Master-Record-
Stud.Attendance. When the students ID is fed into the system it fetches data from the related
database, perform calculations and displays the output to the end-user. If a specific student is in
short of attendance the system automatically marks the student with an F grade, the system also
displays a graph of the students overall performance which is based on a hidden sheet which
contains the students CGPA for each semester he/she has attempted, this data is linked to the
original data which is stored in the Master-Record-Stud.-Marks-List. There is no need to make
changes to the hidden sheet; changes made in the original database will automatically take effect
on the hidden sheet which is linked to the performance graph.
AUTHORIZED USED PERMISSION
Delta Production grants you the License to use this software only in the course of your
organization. Delta Production will remain the owner in all rights, titles and copies of this
software. You will not be permitted to make copies of this software except that you give credit to
Delta production and its members.
You agree to comply with the above mentioned law regarding the software.
POI NTS OF CONTACT
INFORMATION
Should you have any query related to the software then feel free to contact our Technical
support officer Mr Shahzad Shakil at 0345-3130094 or you can also contact our Project leader
Mr. Fauzan Ali at 0321-2368969 or just email us at deltaproduction@live.com

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DATA FLOWS

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GETTING STARTED
The section gives a brief walkthrough of the software from its initiation to its exit. The
information here will guide the functional personnel to understand the flow of the system.
SYSTEM MENU
To start the system the user will need to execute the excel program file. Once the file is
executed, a display screen will be shown. This will be the main menu screen; it will have several
empty cells each assigned to produce a specific result. As shown in figure 3.1a the software will
ask for a students ID.
Figure 3.1a

Now the user will have to select the student ID using the drop down menu box as shown in
Figure 3.1b
Figure 3.1b

Once the ID is selected the software will automatically perform all the calculations and will
produce the result for the specific ID selected.
CHANGING DATA
The students complete record is maintained and stored from the database sheets. The
student Attendance record is kept in the Master-Record-Stud.Attendance the number of sessions
in a course and the number of sessions attended by the student can be changed from the database.
Changing the database will produce a different result. If in case the user enters a figure in the
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total sessions attended column which is greater than the figure he/she enters in the
column of sessions attended then the software will display an error check as shown in figure 3.2a
Figure 3.2a

If a student fails to meet the universitys attendance criteria the software will mark him as
short of attendance. As shown in figure 3.2b
Figure3.2b
This will automatically affect the students semester record, the software will mark the
student with an F grade in that particular field.
Figure 3.2c

If a student has scored CGPA less than 2.5 and has secured a grade C or Grade F the
software will highlight that Grade and will decide whether the candidate is eligible or not for
securing a degree.
Figure 3.2d

The semester record can also be edited by the user by just changing the obtained marks
and the total marks a subject possess. Changing the marks of a specific course will automatically
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change the grade, percentage, secured GPA and will also affect the CGPA of that
particular semester in which the course was attempted by the student.
EXIT SYSTEM
Figure 3.3a shows how the user can safely exit the program.
Figure 3.3a

USING THE SYSTEM
HOW SYSTEM WORKS
After the program has been executed and the user has selected a User ID the
flow of data is initiated. The software searches for and returns the specific students name from
the database using the VLOOKUP() function, the software also returns other information related
to the student whose ID has been fed into the system like the current semester, Degree Program,
etc. The software also takes a sum of the number of sessions that student has attended in his
current semester and divides it with the total number of sessions to produce the total percentage
of attendance in his/her current semester. For this the system uses simple functions like IF(),
SUM(), etc. The system then counts the total number of courses attempted by student and the
number of courses cleared using the COUNTA() and COUNTIF() functions. Changes can be
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made to the database of the software which will then take effect on the students record
that is produced as a result of the functions performed by the system. The user can navigate to
the required database by simply clicking on the Database Sheet Tab as shown in figure 4.0a

Once the user enters a certain database changes can be made which will take effect on the
final outcome of the functions performed by the software.
CHANGING STUDENTS RECORD
Once the user enters a certain database changes can easily be made to the database by
changing the grading policy, to do that the user will just have to reform the IF() function and set
grades according to their standards, or the user can change the total marks and or the marks
obtained to produce entirely a different result. Changing the database will change the entire
output of the system.

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Some cells contain data while others contain formulas both data and formulas can
changed according to the need of the user as shown in figure 4.0a.
ERROR CHECKING
Each cell that performs a calculation contains an error check that returns an error if incase
the user enters an invalid data.
FUNCTIONS USED IN THE PROJECT
The section lists and explains the main functions used in the software.
FUNCTIONS CAPABILITIES

CHOOSE()

This function will return a value from a list of
values which is based on a given position.

MATCH()

This function searches for a value in an array
and returns the relative position of the item.

CHOOSE (MATCH)

This syntax is used to get a specific function
performed for each value listed in the fixed
array of values.
ISBLANK()
The function will check to see if a cell is empty
and then returns a specific value that is set by
the programmer.

COUNTA()

The function counts any cell that contains
some value or data.

COUNTIF()

This function counts a cell if a specific
condition is fulfilled.

IF ()

The function returns a specific value if a
certain condition is fulfilled.





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SYSTEM DEVELOPMENT LIFE-CYCLE OF PROJECT

Planning about the project
After the project was assigned, Delta planned
that how to take this project to its completion
and what will be needed in order to make the
project successful.

Analysis and requirements
In this stage we were focusing on the first draft
of our project. Delta group had understood
those functions and operation that will be
necessary for accomplishing the project.

Designing the Project
Tasks were distributed among each member of
the group. In this way, the data was gathered
easily regarding student information. Every
member has given their details in this project.

Implementing
Data was shared with the project leader Mr.
Fauzan and it was then combined to prepare a
master record database.

Testing and Integration
In this stage, the GPA Calculator was
completed. An Alpha version was released and
its functions were demonstrated.

Maintenance
Before the final submission we have also
maintained the structure and visual of the
project.
Source: (Williams, 2005)
TESTIMONIAL TO THE PROJECT MANAGER
Developing the software was indeed a tough task for Delta but we enjoyed it. Moreover,
we have also learned that working in a team plays an important role in accomplishing any task.
Our Project Leader Mr. Fauzan Ali through his effective management, knowledge and skills
looked into the application of the tools and techniques, to describe, organize, oversee and control
the various project processes. His coordination with the software developing team was
astounding, he lead Delta into developing the most successful software for which it can be said
that it is indeed ahead of the pack among all the other softwares released by Alpha, Gamma or
Beta.

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REFERENCES
1. Lehmann, M. and Zeitz, P. (1997), Statistical Explorations with Microsoft Excel, Duxbury
Press.
2. Taylor, M. (2009), Learn Microsoft Excel at Advanced Level: Spreadsheet Fundamentals
from Linking Workbooks to Recording Macros, Paragon Publishing.
3. Williams, R. (2005), Real-Time System Development, Butterworth-Heinemann.