Assignment on DFD

Kangkar Pulai Primary School, Johor

CASE STUDY
With the emerging use of Information Technologies, we always imagine that every organization by
now should have been computerized. Obviously the imagination is not always true! This study is
being done in a Primary School at Kangkar Pulai, Johor. The whole management operation in the
school is still conducted manually. One of the teachers in charged is being interviewed. The main task
she said is to handle the registration and placing for new students plus to prepare all the necessary
reports and fulfill procedures for the state Education Department and the Ministry of Education.
Normally the school will assign only ONE teacher to be responsible for the registration, data entry
and preparing reports. The school welcomes for any volunteer to help automate the current
registration systems. Currently, there are 3 main users to the systems; teachers, parents, systems
administrator.
The main task that every parent got to do before their children can enroll into this school is that they
got to go to the school, get and fill in a form that will ask all sorts of information, submit the form to
the administrator in charge, wait for the result and letter of approval from the school which then
indicate the childrens class and class teacher. ONLY with the letter, the parent then can bring their
children on the first day of school and pay for the school fees. With the automated systems, the
systems modules and details may be featured as follows:

Login Every user shall be given a user-id by the systems administrator. One of the teachers
called the data teacher act as the systems administrator.

Registration - the administrator will process all application from students to enroll in the school
and provide status report, class details, class teacher and class schedules before school starts.
Eventually the registration module will create the students registration Master file that consists
of students name, Birth date, birth certificate no. , contact address, parents name, IC no.,
parents occupation and monthly Income. The parents will be given a choice to register the
children online or off line. Online forms will be provided or parents can fill up the form manually
but the administrator has to enter the data on their behalf.

Class distribution base upon the total number of students that registered for the year and the
availability of classrooms, the students are equally divided and a class teacher is assigned to
handle all the necessary preparations before class starts on the first day of school. The class
teacher will be given the students file that they will be in charged of.

Update students profile This module can be accessed by parents and class teacher. The
parents can access the students personal information if changes and class teacher can update
on the students schools activities such as grading, co-curriculum activities.

School fees the module shall be able to accept and check payment status for each student.

Generate report various reports can be generated. The systems administrator will require
report such as list of teachers and the specific class, teachers schedule, school activities, school
fees status. The teachers will require students reports such as students list, attendance, grades
for each subject and the parents will want to know about their children registration info and
status, children performance in class.

Analyze the scenario above and answer the questions below:

1. Identify at all external entities.
Teacher, parents, system administrator
2. Identify all data storage.
User database
Student detail database
Classroom database
Schedule database
School activities database
Account database
3. Draw the context diagram.

Student report
parent

teacher
Approval letter

0
School activities

register
Registration
system
Approve registration

System
administrator

application

varify ID
D1

User
accepted

1
entered user ID
login

student detail
D2

student detail

Student

registration

required teacher
D4 Teacher
3
assign teacher

class distribution

total student
assign teacher and class
4

check avaiable

update student
profile

D3 Classroom

new detail / activities

avaiable classroom
payment

accept payment

fees

D5 Account

fees status

outstanding fees

Level 0 Diagram for School Registration System

update school activities

update student detail

Explode Process to Level 1 where applicable.

ask for invalid ID

validate ID
D1 User

1.2

1.1

reject ID

login

student detail
D2 Student detail
valid ID

invalid ID

student detail

2.1
2.2

registration

proses application
D2 Student detail
approval letter

2.3
prepare approval
letter

approve application

3.1
total student

class distribution

required
3.2
assign teacher

assign class

D4 Teacher
list teacher
3.3

check availability
teacher and class

schedule

D3 Classroom
teacher schedule

Continue..

personal information
school activities

4.1
update student
profile

new detail

4.2
update personal
information

4.3
update school
activities

change detail
D2 Student detail

school activities

4.4
student
performance report

student report

Continue..

Payment
Accept

5.1
Accept fees

5.2
check payment

D5 Account
outstanding fees

payment status

payment status