GROUP 1 ICT 138 Final Project

Republic of the Philippines
ILOILO SCIENCE AND TECHNOLOGY UNIVERSITY

La Paz, Iloilo City
• Trunkline: (033)320-7190 • Telefax: (033)329-4274
• Website: www.isatu.edu.ph
STUDENT ORGANIZATION MANAGEMENT SYSTEM
A Final Project Paper
Presented to Ms. Joyce Jamile
In Partial Fulfillment
of the Requirements for System Analysis and Design
BSIT – 2C
Hanna Jane Calanuga
Anne Monique Palmaira
Jana Rose Macero
Noevie Jane sumido
Cyril Dosado
JUNE 2023
La Paz, Iloilo City
1. RATIONALE
1.1 BACKGROUND OF THE STUDY
Student Council is a student-led organization that is supervised by teachers. They
provide students with opportunities to develop leadership skills by organizing and
carrying out school activities and service projects. In addition to organizing events that
promote school spirit and community welfare, the student council serves as the student
body's voice. They help in the sharing of information of student ideas, interests, and
concerns to the entire organization.
CAS Student Council Organization Management System is a solution tool
designed to track, maintain, and manage all of the data generated by the school,
including billing payment transactions and school activity attendance of the student.
The system serves as the primary database for storing all day-to-day school activities,
keeping proper records every academic year. Monitoring of payments and penalties of
the students is one of the most useful features of this online system. The system can
also track billing dates, impose late fees and receive a report of payments
automatically.
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1.2 OBJECTIVES
The objectives of a Student Organization Management System is to enhance the
overall performance of students and can vary depending on the specific needs and
goals of the organization. The system aims to achieve the following benefits:
1. the students utilize their time on studies and all the other tasks, unlike keeping
track of their performance.
2. it helps to streamline all tasks in order to keep track of all the activities and tasks
assigned to each student, which is sometimes overlooked.
3. it helps to keep the record of all students through the management system in
order to track the activities and ensure that every student's record is intact.
2. PRIOR ARTS
2.1 RELATED SYSTEM
Learning Management System (LMS): An LMS can be integrated with a student
organization management system to provide a platform for organizing and delivering
educational content, conducting assessments, and tracking learning progress. This can
be particularly useful for student organizations focused on educational or skill
development activities.
La Paz, Iloilo City
Event Management System: An event management system can work alongside a
student organization management system to provide specialized tools for planning,
promoting, and managing events. It may include features such as event registration,
ticketing, attendee management, and event analytics.
3. DEVELOPMENT METHODOLOGY
3.1 METHODOLOGY/PROCESS model to be used
Agile Development – Extreme Programming (XP) METHODOLOGY (Student
Organization Management System)
Planning
• Identification of business value
• Team meets client and formulate vision for the system project
• Estimate and prioritize the stories in the release plan
• Break down tasks into manageable pieces
• Time and cost estimation
• Create mitigation /risk plan
Design
• Gather the requirements
• Creating the analysis model

La Paz, Iloilo City
• Define hardware and software requirements
• Create a simple design in database
• Define main features for future code
Coding
• Building of the software
• Pair programming and refactoring of code
Test
• Perform system tests
• Fixes system bugs
Listening
• Get student’s organization feedback/review from the project’s result
Release
• Release of final prototype
4. SYSTEM DESCRIPTION
Fact findings techniques in a student organizations management system
Fact-finding techniques are used to gather information about a particular subject or
system. In the context of a student organization management system, some common
fact-finding techniques that can be used are:

La Paz, Iloilo City
1. Interviews: Conducting interviews with key stakeholders such as
student leaders, members, faculty advisors, and administrative staff can provide
valuable insights into the organization's functioning, challenges, and opportunities for
improvement.
2. Surveys: Surveys can be used to gather information from a larger
group of stakeholders, such as all members of the student organization or a random
sample of students on campus. This can help to identify trends, patterns, and common
concerns among the stakeholders.
3. Document analysis: Analyzing the organization's bylaws, policies,
procedures, meeting minutes, financial reports, and other documents can help to
understand how the organization operates and identify areas for improvement.
4. Observations: Observing the organization's meetings, events, and
activities can provide firsthand insights into how the organization functions, its
strengths, and its weaknesses.
5. Benchmarking: Comparing the organization's practices and
performance with other similar student organizations can help to identify areas for
improvement and best practices that can be adopted.

La Paz, Iloilo City
By using a combination of these fact-finding techniques, a student organization
management system can gather comprehensive information about the organization's
functioning and identify opportunities for improvement.
4.1 Functional Requirements:
1. Student’s Registration
a) The system will allow the students to register their name in the system.
b) The system will arrange the data according to the program, year, and section
of the student.
c) The system will allow the students to view their status base on the records
they have on the system
2. Payment
a) The system can track billing dates, induce late fee penalty, and automatically
gets the report of received payments throughout the year.
b) The system will record and managed all the payment paid or received
c) The system will be sent a reminder to the student who is not yet paid their
payment if the billing date is due.
3. Monitoring of Penalty
La Paz, Iloilo City
a) The system will record any events at which students are absent as well as any
payments they haven't made, and they will be penalized.
b) The system will track each student’s record, to see how many penalties they
will receive.
c) The system will record all the penalty receive by the student council
4. Monitoring Student Attendance
a) The system must monitor the attendance every school activities and tasks
assigned to the student
b) The system will maintain the record of all students to keep a proper track of
the activities and ensure that every student's record is intact.
c) The system will record the number of students who are present in the school
event
d) The system will record time arrival of the students staying in the school event.
e) The system will automatically be marked as checked the name of the student
after the student click submit button in the system
5. Attendance Management
a) The system will summarized the recorded attendance of the students and can
be view by the student council.

La Paz, Iloilo City
b) The system will automatically sort the name of the student by section base on
their last name
4.2 Non Functional Requirements:
1. Operational
a) The system uses a web browser as an interface.
b) The system shall allow the users to access the system from the Internet.
c) The system can run on handheld devices.
2. Performance
a) The Homepage should load within 3 seconds
b) The system should have a capacity of 5,000 logged in users.
c) The system is available 100% for the user and is used 24 hours a day and 365
days a year. The system shall be operational 24 hours a day and 7 days a week.
3. Security
a) The system will allow the students to view their status base on the records
they have on the system

La Paz, Iloilo City
b) Only CAS Student council can modify, edit, delete and update the student’s
record.
c) Changes (addition, password changes, database changes) must be verified
once per day at least. The system should provide automatically notification to
user by e-mail.
4. Cultural and Political
a) All data is kept private secure and protected ,only to be accessed by specified
person
b) All collected data will be use school purposes only
5. REQUIREMENT ANALYSIS
5.1 UML Use Case Diagram with Use Case Description

La Paz, Iloilo City
5.2 Use Case Description
USER
Use Case Related Use Case Success Scenario
Log in (UC-1) Reset Password (UC-1.1) The user will log in their account in the system.
The user has an option to reset a password which they can receive
a verification code through g-mail.
Log out (UC-2) Logging out ends the user’s access to the account's resources, and
it is done for security and privacy reasons.
Update The user can have an option to update or change their password.
Password(UC-3) The system may prompt the user to verify the identity before
allowing to change the password. This can be done by providing the
current password associated with the account.
STUDENT

View Attendance (UC-1) Students can check their attendance status to see whether they have
any gaps or absences in the activities provided by the department.
View Membership Status Students can check their membership status to see whether they have
(UC-2) any lacking of payments based on the records of the system.
View Announcement (UC- The student can the check the announcement regarding on the records
3) given by the CAS council.
CAS COUNCIL

Manage Student (UC-1) Add new member (UC-1.1) The CAS Council manages students through the student
organization management system. It will serve as the basis for
the CAS Council when a student processes transactions and
updates.
The CAS council can insert new data information of a student
in the system to identify that you are a member of a CAS
department.
Sent Notification (UC-1.2) After the CAS council enters the student's information into
the system, the student will be notified via gmail.
La Paz, Iloilo City
Generate Reports (UC-2) The CAS Council will generate a reports to produce a
structured data that present data or information from
student's record in concise manner.
Manage Payment/Penalty Sent Notification (UC-3.1) The students can The CAS council can manage student’s
(UC-3) record all the payment paid or received of the student and to
see how many penalties they will receive
The CAS Council will be responsible for notifying students
about upcoming fees and penalties.
Update Payment/Penalty The CAS Council can modify the payment information
(UC-3.2) associated with a student's account to ensure that students
continue to have uninterrupted access to the system's paid
features or services.
Manage Attendance (UC- The CAS council will be the one to effectively monitor and
4) manage the attendance to calculate and measure the
absences of the students.
Manage Announcement The CAS council will be the one to manage the announcement
(UC-5) to the students.
5.3 UML Activity Diagram

La Paz, Iloilo City
La Paz, Iloilo City
5.4 UML Sequence Diagram
USER
STUDENT
STUDENT
La Paz, Iloilo City
CAS COUNCIL
La Paz, Iloilo City
6. DESIGN SPECIFICATION
6.1 UML Class Diagram
6.2 UI/UX Design

La Paz, Iloilo City
La Paz, Iloilo City
La Paz, Iloilo City
7. IMPLEMENTATION
7.1 UML Deployment

La Paz, Iloilo City
7.2 Testing
A student organization management system can be tested using a combination
of different testing stages, including unit testing, integration testing, system testing,
and acceptance testing. Here's an explanation of how each testing stages applies to the
student organization management system:
Unit Testing. Focuses on verifying the correctness of individual units or components of
the system. In the context of the student organization management system, unit testing
involves testing small, isolated parts of the system, such as functions or modules. These
tests ensure that each component works as expected and can detect and fix issues at
an early stage of development.
Integration Testing. Verifies the proper integration and interaction between different
components or modules of the system. In the student organization management
system, integration testing ensures that the individual units work harmoniously together
and that data is correctly shared and synchronized. Integration testing helps identify
any compatibility or communication issues between system components.
System Testing. Involves testing the complete and integrated student organization
management system as a whole. It ensures that all components and modules work
together correctly and meet the specified requirements. System testing focuses on
La Paz, Iloilo City
validating the system's functionality, performance, security, and other non-functional
aspects. For example, you can perform system tests to simulate end-to-end user
scenarios, such as creating events, managing member registrations, generating reports,
and accessing administrative features. System testing aims to identify any issues or
discrepancies that may arise from the interaction of various system components.
Acceptance Testing. Performed to determine whether the student organization
management system meets the requirements and expectations of its stakeholders, such
as student, student organization leaders, and end users. Acceptance testing involves
creating test cases that reflect real-world usage scenarios and validating that the
system performs as expected in those scenarios. This testing stages
ensures that the system is fit for its intended purpose and meets the users' needs.
It's important to note that these testing stages are not mutually exclusive and
can overlap during the testing process. Each stages serves a specific purpose and
provides a different perspective on the student organization management system's
functionality, integration, overall behavior, and compliance with requirements. By
applying these testing stages in a comprehensive manner, you can ensure the quality,
reliability, and effectiveness of the student organization management system before its
deployment and use.

La Paz, Iloilo City
8. APPENDICES
8.1 Time Estimation
8.1.1 Work Plan

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8.1.2 Gantt Chart

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8.1.3 PERT/CPM Chart

La Paz, Iloilo City
8.2 Cost Estimation
8.2.1 Itemized Budget
DEVELOPMENTAL COSTS
ITEM BUDGET QUANTIT UNI UNIT TOTAL
Y T COST
System Unit 5 per pieces 5,000 25,000
Monitor 5 per pieces 5,000 25,000
Keyboard 5 per pieces 500 2,500
Mouse 5 per pieces 300 1,500
Hardrive (1tb) 5 per pieces 2,000 10,000
Uninterruptible Power 5 per pieces 3,000 15,000
Supply(UPS)
RAM(16gb) 5 per pieces 6,000 30,000
Graphics Card 5 per pieces 2,000 10,000
Cables 10 per set 3,000 30,000
WiFi 1 Time(10months) 1,299 1,299
Windows OS 5 per package 10,000 50,000
Flashdrive (64gb) 3 per pieces 250 750
Cloud Database 1 per package 60,000 60,000

La Paz, Iloilo City
OPERATIONAL COSTS
Cloud Database Maintenance 1 per package 60,000 60,000
Software License Fees 1 per package 20,000 20,000
Rental Fees 3 per package 10,000 30,000
Security Fees 3 per package 30,000 90,000
Debugger 2 per person 10,000 20,000
Programmer 2 per person 10,000 20,000
OVERHEAD COSTS
Marketing Expenses 2 Per expenses 10,000 20,000
Insurance 5 Per package 5,000 25,000
Indirect Materials 5 Per set 5,000 25,000
Indirect Labors 3 Per person 5,000 15,000
Salaries of Managers 1 Per manager 10,000 10,000
Office Supplies and Utilities 5 Per set 3,000 15,000
Promotional and Printed 5 Per package 10,000 50,000
Materials
=661,049.000
La Paz, Iloilo City
2023 2024 2025 2026 2027 2028 Total
Benefits
Increased Damage 500000 500000 500000 500000 500000 2500000
Present Value 0.909 0.826 0.751 0.683 0.621 3.79
10%
Total Benefits 454,500 413,000 375,500 341,50 310,500 1,895,000
Developmental
Cost
System Unit 25000 0 0 0 0 0
Monitor 25000 0 0 0 0 0
Keyboard 2500 0 0 0 0 0
Mouse 1500 0 0 0 0 0
Hardrive (1tb) 10000 0 0 0 0 0
Uninterruptible
Power Supply(UPS) 15000 0 0 0 0 0
RAM(16gb) 30000 0 0 0 0 0
Graphics Card 10000 0 0 0 0 0

La Paz, Iloilo City
Cables 30000 0 0 0 0 0
WiFi 1299 0 0 0 0 0
Windows OS 50000 0 0 0 0 0
Flashdrive (64gb) 750 0 0 0 0 0
Cloud Database 60000 0 0 0 0 0
Total
Developme
ntalcosts 261049 0 0 0 0 0
OPERATION
ALCOSTS
Cloud
Database 60000 65000 70000 75000 80000 350000
Maintenance
Software
License Fees 20000 20000 20000 20000 20000 100000
Rental Fees 30000 30000 30000 30000 30000 150000
Security Fees 90000 90000 90000 90000 90000 450000
Debugger 20000 20000 20000 20000 20000 100000
Programmer 20000 20000 20000 20000 20000 100000
Total
La Paz, Iloilo City
0perational 240000 245000 250000 255000 260000 1250000
costs
OVERHEAD
COSTS
Marketing Expenses 20000 20000 20000 20000 20000 100000
Insurance 25000 25000 25000 25000 25000 125000
Indirect Materials 25000 25000 25000 25000 25000 125000
Indirect Labors 15000 15000 15000 15000 15000 75000
Salaries of 10000 10000 10000 10000 10000 50000
Managers
Office Supplies
and Utilities 15000 15000 15000 15000 15000 75000
Promotional
and Printed 50000 50000 50000 50000 50000 250000
Materials
Total
Overhead 160000 160000 160000 16000 160000 800000
Costs 0
Total Costs 26104 400000 405000 410000 41500 420000 2050000
9 0
La Paz, Iloilo City
Present
Value Total 26104 363600 334530 307910 28344 260820 3300000
Benefits = 9 5
10%
NPV (PV
Total
Benefits - 1405000
PV Total
Costs)
8.2.2 Project Cashflow
Ta sk ID Description Duration Dependency Budget/Cos Milestone/Deliverables

/Predecessor t
s
B P W D
First release prototype Planning Phase (2 months and 3
days)
1.1 Identificatio n 10 5 20 8 5,000 Business value
of business
value
1.2 Team meets 15 5 25 10 1.1 10,000 Feedback
client and
formulate
vision for the
system project
La Paz, Iloilo City
1.3 Estimate and 5 5 20 8 1.2 10,000 Release plan

prioritize the
stories in the
release plan
1.4 Time and cost 10 7 30 11 1.2, 1.3 5,000 Time and Cost
estimation Estimated
1.5 Break down 5 1 30 13 1.4 10,000 Task is already

tasks into 0 organize and
manageabl e classified
pieces
1.6 Create 10 1 25 13 1.4, 1.5 5,000 Risk plan
mitigation 0
/risk plan
Design Phase(2 months and 13 days)
2.1 Gather the 10 1 20 15 1.5, 1.6 15,000 Requirements

requiremen ts 5 is gathered
2.2 Creating the 10 2 25 19 2.1 10,000 Analysis model
analysis 0
model
2.3 Define 10 9 25 12 2.1 10,000 hardware and
hardware and software
software requirements is
requiremen ts identified
2.4 Design 8 1 20 11 2.2, 2.3 10,000 Database design
database 0 is created
2.5 Define main 10 1 25 16 2.4 5,000 Code define
features for 5
future code
Coding Phase (2 months )
3.1 Building of 20 2 40 27 2.5 10,000 Software Framework
5
the software
3.2 Pair 25 3 50 33 2.5, 3.1 15,000 Improving the code
programmi ng 0
and
refactoring of
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code
Test Phase (1 month and 9 days)
4.1 Perform 20 1 30 18 3.2 10,000 System test is
system 5 being performed
tests
4.2 Fixes 15 1 30 21 4.1 5,000 System bugs fixed
system 0
bugs
Release Phase (8 days)
8.2. 3 S Curve

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Republic of the Philippines

ILOILO SCIENCE AND TECHNOLOGY UNIVERSITY

STUDENT ORGANIZATION MANAGEMENT SYSTEM

A Final Project Paper

Presented to Ms. Joyce Jamile

of the Requirements for System Analysis and Design

Hanna Jane Calanuga

Anne Monique Palmaira

Jana Rose Macero

Noevie Jane sumido

1.1 BACKGROUND OF THE STUDY

Student Council is a student-led organization that is supervised by teachers. They

provide students with opportunities to develop leadership skills by organizing and

concerns to the entire organization.

CAS Student Council Organization Management System is a solution tool

The objectives of a Student Organization Management System is to enhance the

track of their performance.

assigned to each student, which is sometimes overlooked.

2.1 RELATED SYSTEM

Learning Management System (LMS): An LMS can be integrated with a student

organization management system to provide a platform for organizing and delivering

be particularly useful for student organizations focused on educational or skill

Event Management System: An event management system can work alongside a

student organization management system to provide specialized tools for planning,

ticketing, attendee management, and event analytics.

3.1 METHODOLOGY/PROCESS model to be used

Agile Development – Extreme Programming (XP) METHODOLOGY (Student

Organization Management System)

• Identification of business value

• Estimate and prioritize the stories in the release plan

• Break down tasks into manageable pieces

• Time and cost estimation

• Create mitigation /risk plan

• Gather the requirements

• Creating the analysis model

• Define hardware and software requirements

• Create a simple design in database

• Define main features for future code

• Building of the software

• Pair programming and refactoring of code

• Perform system tests

• Fixes system bugs

• Get student’s organization feedback/review from the project’s result

• Release of final prototype

Fact findings techniques in a student organizations management system

Fact-finding techniques are used to gather information about a particular subject or

system. In the context of a student organization management system, some common

fact-finding techniques that can be used are:

1. Interviews: Conducting interviews with key stakeholders such as

2. Surveys: Surveys can be used to gather information from a larger

group of stakeholders, such as all members of the student organization or a random

concerns among the stakeholders.

3. Document analysis: Analyzing the organization's bylaws, policies,

4. Observations: Observing the organization's meetings, events, and

strengths, and its weaknesses.

5. Benchmarking: Comparing the organization's practices and

improvement and best practices that can be adopted.

By using a combination of these fact-finding techniques, a student organization

management system can gather comprehensive information about the organization's

functioning and identify opportunities for improvement.