By observing the manual work done in the office and by observing the teachers as well, I was able to come up with some samples of their manual work. By observing the teachers, I was able to observe the way the attendance register was maintained and the way her mark register was maintained. Sample 1 shows how the attendance register looks and samples 2 and 3 shows the mark register for two subjects. The DFD 1 [Data Flow Diagram] shows how the teachers handle test corrections. Sample 4 shows the report card after the teacher’s has filled in the details of the student’s progress. Another thing I observed is that before the report cards are to be filled in with the details of the student’s grades, they are handed in to the office to be signed by the principal. This took a very long time because there are many other reports to be signed by the principal so the job was divided between two secretaries. Each had a rubber stamp with the principal’s signature on it and they divided the job between the two of them.
Also, by observing, I also got hold of some pay slips and sample 5 is the result after the payroll clerk has filled in the details and calculated the net salary. As we see, there has been some data that has to be written manually, owing to the fact that probably the payroll clerk has forgotten to add. We also see that the output is untidy. For the income statements, the accountant searches for the information they need in their ledgers and makes income statements. From what I observed this could take time because the accountant has to refer to other ledgers so as to come up with an income statement.
Interview with a teacher Below is my interview with a teacher, Professor Minerva Mcgonagall, a mathematics teacher, on how she corrects her test papers etc. ME: Good Morning Prof. Mcgonagall. Let’s go straight to the point. How do you correct your papers? Prof. Mcgonagall: Well, before I give a test, I set up a paper and create a marking scheme where the questions I put on my tests has all the answers … I mean all the PROBABLE answers and when I check the papers, after the test, I refer to my marking scheme.
ME: But Ma’am, there might be other answers, that are correct but may not be in your marking scheme. How do you handle such situations? Prof. Mcgonagall: Well, if there is an answer that is not in my marking scheme, but I feel that it’s somehow correct, but I’m not 100% sure, I discuss it with other teachers and/or I go to the library and check it out. ME: Now, I heard you are a class teacher of one of the classes in this school. Tell me the jobs faced by a class teacher.
Prof. Mcgonagall: I have the job of maintaining the attendance register. I have to make sure that the students are either present or absent. But I usually have a student in my class to do it for me. And I am in-charge of the report cards. I have to make sure that the teachers that teach them fill in the subjects and before that, I have to hand it in to the office to be signed and then I put in comments and that’s it, I guess. And I am also in charge of handling the distribution of notices and forms to the students in my class.
ME: Ok. Now, how about the maintenance of mark registers? Have you ever misplaced it? How many mark registers do you keep? Prof. Mcgonagall: Well, I actually keep 2 registers because I teach Mathematics for Sr. 4 boys as well as girls plus the Sr. 5s. And I also teach Bible for Jr. 6 D. I did misplace my register once, for my Chemistry Sr. 4boys. My, My! What a headache that was! I had to give two more tests for the boys and I had to correct it in a hurry otherwise I would not have anything to write in their reports. And I did misplace one report card once.
ME: And what did you do about that report card? Prof. Mcgonagall: Well, I told the office and they gave me a new report card and I had to write the all the details all over again. I filled it up in such a hurry that I never got a chance to re-check it again as I usually do. ME: What do you think about the manual system of this school? Have you ever tried to propose a computerized system? Prof. Mcgonagall: Oh yes! I have been telling the secretary that its time this school goes for the modern technology but no!
All she said is, “Sorry Professor. It’s not in my power to do such things.” I mean, like, as if she isn’t facing the hardships of this manual system. I can see her struggling with those pay slips and I can also see the accountant, Ms. Jorkins, struggling to produce those income statements and balance sheets. How many times I tried to tell these people that we need a computerized system, but they said that it’s not in the budget.
ME: What kind of computerized system would you propose? Prof. Mcgonagall: Well, actually, I prefer to use Microsoft Office, where they provide a word processing program, spreadsheet program, database program. I would not say no to the use of Internet. Goodness knows how my students more about such things than me. ME: Well, thank you, Professor, for your time. Prof. Mcgonagall: No problem at all.
I want to do a computerized system for this school, where the jobs can be done faster and easier for the people working there. I want to a system where the data can be saved in a secure place, where the data can be maintained in an orderly fashion, where the human errors can be detected automatically and corrected and where calculations can be done accurately and that no wrong input can be input. I want to create a worksheet showing the attendance register of a particular class. This worksheet will show if the students was present or absent for a class. If the student was present, the teacher would mark it with a ‘P’ and if the student was absent, he/she would be marked with an ‘A’. The function I will use here is the COUNTIF function only.