A REDESIGN OF THE STUDENTRECORD SYSTEM FOR THE DEFENSELANGUAGE INSTITUTE, WEST COAST

Scott Al Ten Wood

Library c-hnniNaval Postgraduate Schoo^

Monterey, Catrforma 93940

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A Redesign of the Student

Record System for the Defense

Language Institute, West Coast

by

Scott Allen Wood

Thesis Advisor: Norman F. Schneidewind

June 197 3

Approved ion public K.dL<iai><L', dl&tnihution antimlttd.

1155227

A Redesign of the Student

Record System for the DefenseLanguage Institute, West Coast

by

Scott Allen WoodLieutenant, United States Navy

B.S., United States Naval Academy, 1968

Submitted in partial fulfillment of the

requirements for the degree of

MASTER OF SCIENCE IN COMPUTER SCIENCE

from the

NAVAL POSTGRADUATE SCHOOLJune 197 3

Library

Naval Pos

Monterey, C

ABSTRACT

This thesis presents the development and planning for redesigning the

Student Record System at the Defense Language Institute, West Coast.

The redesign is based on the INFONET system of Computer Sciences Corp-

oration and the use of a data base system and data base language: Data

Management Language (DML) . This system is in the process of implemen-

tation at the Computer Systems Division of the Defense Language Institute,

West Coast at the present time.

TABLE OF CONTENTS

I. PROBLEM STATEMENT AND OBJECTIVES 7

II . APPROACH 10

III. EXISTING SYSTEM 13

IV. INFONET SYSTEM 17

V. DATA MANAGEMENT LANGUAGE (DML) 21

VI. IMPLEMENTATION 32

A. IMPLEMENTATION SCHEDULE 33

VII. CONCLUSIONS 35

APPENDIX A , Existing System Flow Charts , Record Layouts and Forms. . . .37

APPENDLX B, New System Flow Charts, Record Layouts and Forms 45

BIBLIOGRAPHY 53

INITIAL DISTRIBUTION LIST 54

FORM DD 1473 55

LIST OF FIGURES

I. INFONET Configuration 19

2 . INFONET Hardware 20

3 . DML Operators 27

4. Example Data Base Program 29

5. Data Base Queries 30

6. Data Base Queries (con't.) , 31

7 . Existing System Flow Chart 38

8 . Old Student Master Record Layout 39

9 . Old Student Registration Form (Form 90) side 1 40

10. Old Student Registration Form (Form 90) side 2 41

II. Student Record File Change Input Sheet (DLI Form 11) 42

12 . Student Record File Change Input Sheet (DLI Form 35) 43

13. Student Record File Change Sheet, SSN or Closing Date (DLI Form 36). 44

14. New Student Registration Flow Chart & Update Flow Chart 47

15 . New Student Master Record Layout 48

16 . New Student History Record Layout 49

17 . New Student Registration Form (Form 90) side 1 50

18. New Student Registration Form (Form 9 0) side 2 51

19 . New Student Grade Sheet 52

TABLE OF ABBREVIATIONS

1. CSC - Computer Sciences Corporation

2. CSD - Computer Systems Division

3. CSTS - Computer Sciences Timesharing System4. DLI - Defense Language Institute

5. DLIMAST - DLI Masterfile (Student Record System)

6. DLIWC - Defense Language Institute West Coast7. DML - Data Management Language8. GPS - General Programming Subsystem9. GSA - Government Services Administration

10. NELC - Naval Electronic Laboratory Center11. RCC - Remote Communication Concentrator

12. SDA - Systems Development Agency13. SSN - Social Security Number14. SSRS - Standardized Student Record System

ACKNOWLEDGEMENTS

I wish to express my sincerest appreciation to Mr. Stephen Donovan,

Chief Computer Systems Division DLIWC and Major Elmer Scaggs (USAF-

Ret.), Analyst Computer Systems Division DLIWC, without whose help and

cooperation this paper could not have been accomplished.

I would also like to thank Mr. Peter Carroll of Computer Science Corp-

oration, INFONET Division, Palo Alto, California and Mr. Jack Fitzsimmons,

Computer Sciences Corporation, Los Angeles, California, for their assist-

ance in the many problems and questions that arose during this work.

I. PROBLEM STATEMENT AND OBJECTIVES

The problem was to re-design the data processing system at the De-

fense Language Institute West Coast for use on the INFONET system of

the Computer Sciences Corporation in order to make the system more re-

sponsive to user needs. This led to the design and implementation of a

data base system, for manipulation by non-computer personnel at DLIWC,

which would interface with the existing data processing system. Three

major areas of the Computer Systems Division of DLIWC were investi-

gated. These areas are: course scheduling and management, resource

management and student records. These systems had long turn around

times and low through put rates.

The computer was not used for resource management. Resource manage-

ment which was done manually had little accuracy and was not controlled.

Another major problem was in the student registration system at the

school. The form the student filled out on arrival did not capture all the

information that was required of him. This information was then hand

punched on IBM cards and transferred to the main computer facility at the

Naval Electronics Laboratory Center at San Diego and finally received by

the user departments at DLI nearly a week later. This situation had an

adverse effect on teachers during the first week of school because changes

in student status and classes were being made.

All grading was maintained manually as was the attendance of each

student. This information was sent to the Computer Systems Division

every six weeks to be entered in the files.

These conditions contributed to the untimeliness of many required re-

ports, such as the registration reports and class rosters.

Other problems arose from the fact that the present system was built

piecemeal, each subsystem standing alone with no interface with the

other subsystems.

The hardware configuration also caused major problems . All master

files were maintained on magnetic tape. Not more than ten percent of the

records on file were updated at any one time, but since they were on tape,

the entire file had to be passed for update.

A committee was established to investigate these problems and ana-

lyze and design a better system. This committee decided that a general-

ized data base system to manipulate data concerning courses , student

records and resources was needed. The committee wanted an interactive

query capability with inputs from non-computer personnel at the depart-

ment level at DLL

The project was initiated by making a determination of all outputs nec-

essary to capture and store the data required to solve the problem. Sub-

sequent efforts were made to determine which processes and systems were

in existence and relavent to the problem at that time, and if mechanization

of these processes was feasible. Finally, a data base system would be .

developed which would interface with other ongoing DLI systems, thereby

expanding the existing data base and creating new areas of related information

Many alternative systems were considered and will be examined in the

next section. The INFONET system, which is a subset of the Computer

8

Science Time Sharing (CSTS) system, was selected due to the existence

of a G.S.A. contract for INFONET services, which DLI and the committee

was not aware of at the time. Due to this factor, the scope of the prob-

lem did not change but the selection of the system and hardware had been

decided. This allowed DLI to concentrate on the problem of converting

to the new system without becoming involved in the detailed analysis of

choosing hardware and software and negotiating contracts with various

vendors

.

II. APPROACH

The initial approach to designing an Automated Data Processing sys-

tem or redesigning an existing system consists of conducting meetings

with top management in order to determine some basic goals. What should

be automated in the organization? This was the most significant ques-

tion. The DLI had a computer, but the design called for the implementa-

tion of new processing procedures. Investigation of all repetitive tasks

was performed. In addition, chronic problem areas were investigated,

such as the interface of the various subsystems at DLI. Along with the

repetitive tasks were the many clerical functions that could easily be

computerized. Lastly, it was found that response time was too long and

that operating costs were too high.

Next came the feasibility study of the project. A proposed schedule

was set up with two months for overview and detailed study of the project

and related systems; four months for system design, data base structur-

ing, form and report design and production; four months for program devel-

opment and testing; and two months for the system implementation. This

led to a target completion date of middle of fiscal year 1974.

The feasibility study investigated the present system (discussed in

section III), the conceptual design of the INFONET system (discussed in

section IV) , and a quasi-economic comparison of the two systems. The

two systems could not be accurately and objectively compared, since

they were both under G.S.A. contracts and it became imperative (under

orders from the Department of the Army) to implement the INFONET system.

10

It was determined that the centralized computer centers of Computer

Sciences Corporation and the de-centralized data processing facilities

of DLI were extremely advantageous for the Army, since records and data

could be accessed from all parts of the country.

The next major problem was to find a file system which would provide

an interface with other files and which would provide retrieval of infor-

mation from a data base quickly and easily. Four major types of files

were investigated: sequential or serial files, partitioned files, indexed

sequential files, and direct or random files.

In sequential files, records are organized strictly on the basis of rel-

ative position, usually around a logical key. Individual records cannot

be located quickly by this method, and adding and deleting records usu-

ally requires a complete rewrite of the file. Searches in a sequential file

are extremely time consuming and most records are accessed each time

the file is processed.

The partitioned file consists of several sequential members. It con-

tains a fixed amount of space, which is fixed at file creation, but ele-

ments within this space may be reused. The members of this file are

located by a directory which is organized by member name. These mem-

bers can be added or deleted.

The indexed sequential file combines direct access and sequential

processing. It allows both rapid sequential access and rapid location

of a particular record (when using disk or drum) . Records are added to a

file in a special overflow are, either on the end of a track or on a separ-

ate track in a disk.

11

In the direct or random file the relative position of one record to an-

other is of little importance. However, there must be a predicatable

relationship between the logical key for a record and its physical loca-

tion on a disk. This is done by either having the logical key for a re-

cord be thephysical address for that record or by using an address calcu-

lation algorithm in connection with a directory at the beginning of a track

on a disk with pointers to the records on that track.

It was determined that although the indexed sequential file structure

seemed to be the best one examined, it still lacked much of the capabili-

ties that were required. This spurred research into a data base system

approach. A data base is a totality of information with logical connec-

tions and a common set of definitions. A data base system seemed to be

an acceptable approach, since it provides a management information capa-

bility , uses storage efficiently, eliminates redundancy in files and re-

cords, provides better control of the data, is flexible and adaptable,

allows less experienced programmers to use it, and is accessible by on-

line terminals

.

Several drawbacks were found concerning data base systems. One of

the major drawbacks is the lack of trained personnel in this area. In

spite of the drawbacks, it was decided to implement a data base system

using DML (Data Management Language) available through the INFONET

system.

12

III. EXISTING SYSTEM

The Computer Systems Division (CSD) of DLIWC had been operating

in a timesharing mode by using a computer located at the Navy Electron-

ics Laboratory Center (NELC) , San Diego, California. NELC utilizes an

IBM 360/65 computer with 512 K bytes of high speed storage and 1024 K

bytes of low speed storage. Two selector channels control the 2 314 disk

packs and the seven magnetic tape drives. Two high speed printers were

also available, but since DLIWC had an IBM 2780 card reader and high

speed printer, the printers at NELC were seldom used. The operating

system employed was the MVT version of OS/360, which provides a multi-

programming capability of up to fifteen jobs.

The Standardized Student Record System (SSRS) was the basis for the

existing system. The master file of 2600 records of 300 characters each

contained academic and personal information for the entire student body

at DLIWC. The system also served as a basis for input to the DLI History

File from which certain post-graduation studies were made.

The SSRS consisted of four tapes with a son-father-grandfather backup

file system. Student record data for this file was initiated by the comple-

tion of the DLI registration form 90. This form was processed by optical

scanning equipment, converted into standard card format and served as

input, through the IBM 2780, to the computer for adding records to the

master file. Corrections, changes, deletions and additions were processed

against the record by using the change input forms (DLI forms 35,36, 11).

13

This master file was used while the student was enrolled, for activation

reports and graduation rosters. Upon the graduation of a student, aca-

demic data was placed in the record and the record was transferred to the

Student History File by the update program, which had procedures that

allowed for file protection.

The system included eight basic subsystems: Active Student Records,

Student History, Class Scheduling, Schedule Maintenance, Test Devel-

opment, Test Scoring, Statistical Analysis , and Catalogues. These sys-

tems were developed in a helter-skelter manner due to the urgent need for

DLIWC to become operational on the NELC system in early 1971. Over one

hundred sixty two programs and files had to be maintained in order to op-

erate the existing system. This allowed for little or no interface with

other portions of the system.

The Standardized Student Record System had ten major programs consist-

ing of the student input roster, recapitulation of student input, grade sheets,

student activation bulletins, Army Intelligence Service input roster, the

twelve to twenty-four week projected graduation roster, Army Security

Agency input roster, academics records class roster, division information

roster and company "B" labels.

There existed three major programs for the graduation reports. There

was the Graduation Bulletin for the academic departments, the Graduation

labels for the envelopes containing orders and papers for the graduating

class and the Graduation Verification Roster to send to the Department

of the Army and Service Liaison office.

14

Sixteen programs and files were needed to generate the output reports

required for the different agencies connected with DLIWC. Three separ-

ate files were used to output the required data: a master file by name, a

master file by social security number and a master file by student class

number. From these three files twelve general output reports were pro-

duced: the Civilian Student Roster, Dispensary Roster, Resident Student

Enlisted Roster, Dental Clinic Roster, Army Security Agency Student Ros-

ter, Resident Student Officer Roster, Navy Officer and Enlisted Roster,

Army Intelligence Service Roster, Resident Service Count, Recapitulation

of Current Status, Educational Status Report and Six Month Projected Grad-

uation Roster.

It is obvious that with all these varied files and report programs many

file maintenance routines were needed. Ten such routines were required

in order to keep the system operational: the DLI Master file (DLIMAST)

update, DLIMAST Tape Log, DLIMAST Edit Listing, DLI Master History

Tape Creation, DLI Master History Tape Printout, DLI Master File first

78 characters cut in cards, DLI History File to new tape with printout,

DLI Master File to new tape with printout, History Duplication Elminator

and Old History File update.

There existed many problems with the system that was established.

Reports were not timely; grading by daily, weekly and six week intervals

was maintained strictly by hand; and student attendance records were

recorded and updated by the professors before being entered on the history

file.

15

The Standardized Student Record System had several basic problems

which will be corrected in the proposed system discussed in a later

section of this paper. The DLI form 90 (Student Registration) was not

designed to capture all of the information required in each record of the

Master File. Most of the records were hand punched and initial output

reports were usually a week late. Grades, which were entered on a Grade

File, were recorded by hand and inputted to the file in a make-shift manner,

Appendix A shows the format of the forms and records that were part of

the existing system. Comparison of these forms with those of the new

system in a later section, show the improvement that has been made.

16

IV. INTRODUCTION TO THE INFONET SYSTEM

INFONET is a remote computing network operated by the Computer

Sciences Timesharing System (CSTS) operating system. It is designed

to be used by users of all levels of proficiency in both batch or inter-

active mode and gives the user complete flexibility in his use of files.

The GSA contract provides DLIWC access to the INFONET communications

in 12 Federal Data Processing Centers and the main Computer Sciences

Center in Los Angeles.

The CSTS (Computer Sciences Timesharing System) is designed to allow

the user to develop and debug all programs interactively whether they are

designed for batch use or interactive use, and batch processing can be

initiated by a conversational terminal and the output can be directed to

any selected terminal or printer. This is done by GPS (General Program-

ing Subsystem) and a unified Command language which can be altered by

the user if needed.

The INFONET file system is device-independent, allowing programs

to be unaware of where its files are residing, letting them be transferred

freely from one device to another without file format change. Direct ac-

cess storage files are not preallocated because the space is dynamically

allocated as files are built and updated and individual files of up to one-

quarter billion characters can be maintained.

A. INFONET HARDWARE

The main INFONET computer installation in Los Angeles consists of a

UNIVAC 1108 computer and direct access mass storage is provided by a

17

multiple disk drive subsystem built by Control Data Corporation and inter-

faced to the CPU by custom built dual controllers (see figures 1 and 2) .

Removable disk packs allow modual expansion of storage capacity and

protection from disk drive failures.

INFONETs Communication network centers around Remote Communica-

tion Cencentrators (RCC) which provides data multiplexing and error con-

trol while relieving the central computer of most of the communications

workload and interfacing. The use of RCC's allow new terminals, speeds,

and disciplines to be added without changing hardware or operating sys-

tem software configurations.

The hardware configuration for DLIWC consists of hardware located in

the Computer Systems Division and two remote terminals located at the

offices of the Assistant Dean for Administration and the Systems Devel-

opment Agency. This arrangement allows the other users to create files

which are subsequently stored by the personnel of the Computer Systems

Division. This file protection procedure restricts the handling of stored

files to CSD personnel. The remote users work only on a copy of the files

in a work area of the computer.

The hardware at the central Computer Systems Division will consist of

three terminals including one Optical Scanning terminal and an IBM 2780

high speed printer and an on-line card reader. This configuration will

allow the generation of hard copy reports required for DLI Headquarters

Command

.

18

Figure 1

INFONET CONFIGURATION

INFONET CONFIGURATION

19

Figure 2

INFONET HARDWARE

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V. DATA MANAGEMENT LANGUAGE

The Data Management Language (DML) is an INFONET software sys-

tem designed to be a powerful tool in creating, updating and managing

data bases. DML was designed for the quick implementation of data

base applications. By using DML a user can define the structure of a

data base, create a data base, retrieve data using either unique record

keys or Boolean selection criteria, update a data base, generate reports,

perform direct computation using a data base, and create application pro-

grams and procedures so that inexperienced users can query data bases.

Using the capability to create application programs, DML enables a

user to store frequently used and complex data base manipulation and're-

trieval statements . DML can be used in either the interactive terminal

mode or through batch processing and data bases can be accessed simul-

taneously by any number of terminals for inquiry or reporting functions.

The DML system operates in the on-line environment of the Computer

Science Timesharing System. The system can be used for the production

of simple reports or for interactive inquiry for specific information. Pre-

viously prepared DML application procedures can be used for the produc-

tion of data bases and complex reports. This feature allows the user to

have a minimal understanding of the operating system in order to achieve

his goals

.

DML data bases reside on mass storage devices and consist of variable

length records that can be accessed either by key or sequentially. Each

21

record has one key field and up to 2 50 data fields. Multiple data bases

can be accessed concurrently through DML and external data files can be

accessed for data base creation and maintenance.

DML is a COBOL like language which interfaces with the COBOL used

at DLL Like COBOL, DML consists of operators and operands. The op-

erators are date base file-handling commands, input/output and formatting

commands, computational and manipulative operations, and statistical

operators. Operands consist of names of data files or data bases, appli-

cation procedure statement labels, constants, file elements, subelements,

and internal and system variables.

Two important files are data base files and data files. Data base files

are logically related records with file element values. Each data base file

must have a unique key element or element that enables direct access to

any record in the data base. Three data base files may be open at any

one time and each data base file can have up to 2 50 element definitions.

The data files are used to interface with the data base files in input and

output operations. Data files are used to input data in the batch mode

(card input) or disk files created by DML or COBOL. In the same manner,

data files can be output to terminals and high-speed printers.

The operators of DML are of seven basic types:

1. general operating commands2. data base file-handling commands3. computational and logical operators

4. statistical operators

5. control operators

6. input/output and format commands7 . utility routines

22

The specific operators for each of the seven types are shown in

figure 3.

A. GENERAL OPERATING COMMANDS

The general operating commands are used to interface DML with the

General Programming Subysystem (GPS) . The DML command requests

the use of DML and the RUN command invokes previously prepared and

stored DML application programs allowing inexperienced users to exe-

cute complex procedures without extensive knowledge of the language.

B. DATA BASE FILE HANDLING COMMANDS

DML data base file-handling commands allow the establishment

(creation), access or modification of a data base; partitioning a large

data base, and closing a data base from a DML session. DECLARE and

CREATE commands are used in establishing a data base file. In access-

ing a data base file, the commands used are: SEARCH, MORE, FIND,

KFIND, WHERE and KWHERE. STORE, CHANGE, REPLACE and DELETE

are the commands used in the modification of a data base and the END

command is used to terminate a session.

C. COMPUTATIONAL AND LOGICAL OPERATORS

The computational, relational and logical operators employ symbols

which are standard for most languages with the exception of the denota-

tions # (logical OR) .

23

D. STATISTICAL OPERATORS

Statistical operators are generally used in conjunction with FIND

commands to perform specified computations and store results in user

specified internal variables .

E. CONTROL OPERATORS

The control operators: assignment operator (=) , GO TOyGOSUB, RE-

TURN, IF and STOP control the entering and exiting of subroutines, jumps

in a program, logical if, and the cease of execution of a DML program.

F. INPUT/OUTPUT FORMAT COMMANDS

The INPUT/OUTPUT commands can be either formatted or non-formatted

data. The DATA command must be used when information is inputted into

or outputted from a specific file. COLUMNS, PAGE, SKIP and LINES com-

mands allow the user to format OUTPUT or PRINT commands in order to

facilitiate easy report generation. The UNPACK command allows entry

into the elements of a record which also facilitates report generation.

G. UTILITY ROUTINES

DML has two built in utility routines used to enhance report genera-

tion. The first, DMLSRT, which resides on GPS (General Programming

Subsystem) creates a new data base and sorts the data base in either

ascending or descending order. This new data base is independent of

the old one and can be used for all sequential reports, inquiries, and

updates

.

24

The second utility program, DMLDBD, on GPS, allows the user to

list the declaration of an existing data base file. This routine facili-

tates formatting of application routines for report generation.

In order to interface DML with complex application procedures and to

prepare the data files used in the creation of DML data bases, the use

of the GPS Editor is a necessity. The Editor is used to create, modify

and list punctuated files. The Editor is invoked by requesting GPS and

then using the EDIT command. The EDIT command has eleven directives

and operators which manipulate files:

1. COPY2. DISPLAY3. GAIN4. KEYS5. Line

6. LIST

7. NUMBER8. POST9. QUIT10. REVISE11. STET

COPY is used to insert or replace a line or group of lines, in the edit

file. DISPLAY causes specified lines to be displayed after the last edited

line in the file. GAIN causes the increment in line numbers to be changed.

The KEYS directive displays the first and last line number in the file being

edited. The Line number starts automatic line numbering while in the edit

mode. It is also used to enter a file being edited at a specific line number,

LIST permits the user to list specified lines or range of lines to the output

file. NUMBER renumbers all or a specified group of lines in the file being

edited. The POST directive applies the updates to the file being edited

25

and stores the updated file. The QUIT directive terminates the GPS

Editor and retains the edited file. REVISE scans the specified lines for

a specified search string and applies certain editing operators to each

line fournd. Finally, theSTET directive discards all updates made since

the last POST directive.

The following figures show a sample of DML's use. The first one

shows the creation of a data base on an INFONET terminal. This data

base was taken directly from the existing SSRS. The three queries that

follow as for: first, allof the Colonels at DLIWC (figure 5) , second,

all of the females at DLIWC between the ages of twenty-four and

twenty-seven (figure 5), and third, all of the females at DLIWC under

the age of twenty (figure 6) .

26

Figure 3

DML OPERATORS

1. GENERAL OPERATING COMMANDS

DMLRUN1

2. DATA BASE FILE-HANDLING COMMANDS

DECLARECREATESTORESEARCHCHANGEREPLACEFIND, KFIND, WHERE, KWHEREDELETEMOREEND

3. COMPUTATIONAL and LOGICAL OPERATORS

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<, =,>& (logical AND)# (logical OR)

4. STATISTICAL OPERATORS

COUNTSUMMAXSUMQMIN

5. CONTROL OPERATORS

IF

GOSUBGO TOELSERETURNSTOP

27

Figure 3

DML OPERATORS

6. I/O and FORMAT COMMANDS

DATADELIMITFORMATINPUTOUTPUT, PRINGCOLUMNSUNPACKPAGESKIP

LINES

7 . UTILITY ROUTINES

DMLDBDDMLSRT

28

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31

VI. IMPLEMENTATION

The new Student Record System contains four major files: the Student

Masterfile, the History File, and two transaction temporary files used in

updating and entering new students .

The Student Masterfile consists of approximately 3000 records, each

record containing 250 characters. This Masterfile is an indexed sequen-

tial file keyed on the Social Security Number of the student. The file is

updated sequentially and specified records can be accessed directly . It

is written using standard COBOL in order to comply with the Department

of the Army requirements .

A copy of the Masterfile will be put on DML daily for user access. This

arrangement not only prevents file alteration by inexperienced users, but

also reduces the permanent disk storage space required to maintain twin

files. The application programs written in DML will allow inexperienced

users (such as Personnel Headquarters Company) to add, change and de-

lete information concerning a student, without the user having extensive

knowledge of COBOL or the system operation. Computer System Division

personnel can effect the changes to the Masterfile at the end of the day

by copying the new masterfile back into COBOL format. INFONET's GPS

Editor will be used for this purpose.

Appendix B shows the flow charts and record layouts for the proposed

systems

.

32

A. IMPLEMENTATION SCHEDULE

Implementation of the new system is basically an eleven step operation.

The first and most important step is the conversion of the existing system

at NELC, San Diego, to the INFONET system at Los Angeles, This con-

sists of making the tapes at NELC compatible with Computer Science Corp-

oration's hardware (the INFONET system) .

The second step requires parallel operation between the old and new

systems. There is a need to run both systems (NELC and INFONET) in par-

allel for approximately two weeks. This is a safety check to ensure that no

information has been lost in the transfer of tapes from NELC to INFONET.

The third step is to discontinue the NELC system and to use INFONET

exclusively, producing all present output at the local user high speed IN-

FONET terminal.

Step four is the redesign of input procedures for remote input and update

by inexperienced users.

Step five involves user training on those remote INFONET terminals which

are not located at the Computer Systems Division.

Step six is the redesign of the Form 90 (student input form) and the grade,

attendance and file updating forms. These will all be on an optical scan

form; the scanned data will be transmitted to the computer.

Step seven is the redesign of the student records, historical records, and

the masterfile and historical file.

33

Step eight is the writing and testing of the update, file handling, re-

porting and input programs and the checking of the information flow for

the entire system.

Step nine is the final test of the new system. This should be completed

approximately by mid-fiscal year 1974.

Step ten is user training for the non-computer personnel at DLIWC.

This training will be conducted on a continuing basis due to the turnover

in personnel.

The final step is to monitor and modify the system as new requirements

arise.

At the present time step eight is almost completed and the planning for

step nine is being formulated.

34

VII. CONCULSIONS

The new system is the first one implemented at DLI with sufficient lead

time for study and implementation on a set schedule. The target comple-

tion date of mid-fiscal year 1974 will probably be met.

The most important advantage of the new system is the elimination of

redundant information. This lowers cost due to the efficient use of stor-

age. There is much shorter response time for transactions due to the on-

line operation of the INFONET system. New information can be added to

the Student Records as needed. The GPS Editor and DML provide for ease

of processing and report generation. Much of the work now done by CSD

personnel can be done by non-computer personnel at the Headquarters de-

partments and the Systems Development Agency. The query feature (seen

in figures 5 and 6) represents a new capability for DLI. It eliminates many

one-time report programs that were needed for statistical studies, thus

freeing the system programmers for other duties.

The new system is not without problems and drawbacks. The data base

system is conceptually advanced and therefore there exists a lack of well-

trained personnel in this area. It is impossible to emulate the existing

system with any new system due to the difference in file structures. This

may cause problems when a back up system is required during the conversion

period. The training of CSD and DLI personnel will be both time-consuming

and difficult because there is no training syllabus and the use of the system

is being learned through actual operation.

35

Despite the problems and drawbacks of the new system, it will be a

great improvement over the existing system and it will allow the Depart-

ment of the Army to have a standardized system in all of the Defense

Language Institutes.

Future work is planned in connecting all installations of the Defense

Language Institute through the INFONET system, thus allowing direct

communications and queries among all units and giving better control

to the Commander of DLI.

36

APPENDIX A

Existing System Flow Charts, Record Layouts and Forms

1. Existing System Flow Chart

Figure 7 shows the flow chart of the existing system with the son -

father-grandfather back up file system. After card images are cut from

the optical scanner, every form including the rough forms are filed and

kept by the respective departments. As can be seen, there are five

tapes kept in order to produce the reports needed for DLrWC.

2. Student Master Record Layout

Figure 8 shows the record layout of the existing system. It contains

150 characters which captured the data required with 14 characters left

for expansion.

3. Student Registration, Input and Change Forms

Figures 9 through 13 show the existing registration forms needed to add

the information not included on the student registration forms. Forms 11,

12, and 13 were hand punched by CSD personnel and separate programs

were needed to effect the changes to the respective records.

37

Figure 7

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41

Figure 11

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Figure 13

Student Record File Change Sheet,

SSN or Closing Date (DLI form 36)

STUDENT RECORD • FILE CHANGE INPUT SHEET

CHANGE CODES "6" & "7" ONLYACTION CODES

REPORT TYPE6 • CHANGE SSAN OF RECORD ONLY

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To change a students SSAN (code 6), enter code "6" in col 1 ("ACT CD" -

action code); enter the erroneous SSAN as it appears in the report in

the "SSAN OF RFCORD" block (cols 27-35); enter the correct SSAN in the"NEW SSAN" block (cols 36-44). When a S CAN change has been made to a

record, no other changes are permitted during an update cycle.

To enter or change input/closing dates (code 7), enter code "7" in col 1

(ACT CD - action code); enter the class number to which the changesare to be made in the "CLASS NO OF RECORD" block (cols 2-12); enterthe new input and/or closing dates as they should appear in the "NEWDATES" blocks.

44

APPENDIX B

New System Flow Charts, Record Layouts and Forms

1. New System Flow Chart

The new system eliminates the need for the backup file system used

in the old system. By comparing flow charts of both systems it can be

seen that there is no need to keep extraneous files of IBM cards.

Most of the changes and updates are effected through on-line terminals

without the need for key punching many extra change cards. Interactive

queries eliminate the need for many programs needed to generate reports.

All transactions in the upper two-thirds of this flow chart are executed

by non-computer personnel allowing the CSD personnel time to organize

the remaining system.

Five permanent files are kept in reserve in the event that some unfor-

seen mishap may occur. This allows almost total recovery of all systems

within a twenty-four hour period

.

The CSD personnel only have access to the actual master file as can

be seen in the flow chart, insuring integrity of the data stored.

2. New Student Master Record Layout

The New Student Master Record layout captures much more information

than the old system , as the old system allowed 14 characters for expan-

sion. The history file allows CSD personnel to trace a student that has

changed curricula or if he has been turned back or forward.

45

3. New Student Input and Grade Sheets

The New Student Registration forms (figures 14 through 18) capture

more information than the old ones, and conform to the Department of

Army standards. The new grade sheet frees the professors, as well as

some of the CSD personnel from many man-hours of hand compilations.

46

Figure 14

New Student Registration and Update Flow Chart

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Figure 15

New Student Master Record Layout

48

Figure 16

New Student History Record Layout

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Figure 18

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51

Figure 19

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52

BIBLIOGRAPHY

Angell, Thomas and Randall, Theron, "Generalized Data Management",Computer Group News, November, 1969,

Beyer, Robert, "A Positive Look at Management Information Systems",Financial Executive , Vol . 36, No . 6

.

Computer Sciences Corporation, Data Management Language (DML)Reference and Users Guide, 1972.

Dodd, George G., "Elements of Data Management Systems" , ComputingSurveys , Vol. 1, No. 2, June 19 69.

EDP Analyzer , "Creating the Corporate Data Base", February, 1970.

Flores, Ivan, Data Structures and Management, Prentice-Hall, 1970.

Kinzer, John G. , "A Model for Systems Design", Journal of Systems

Management, Vol. 23, No. 10, October 1972.

Nielsen, Norman R. , "The Merit of Regional Computing Networks",Communications of the ACM, Vol. 14, No. 5, May 1971.

53

INITIAL DISTRIBUTION LIST

No. of Copies

1. Defense Documentation Center 2

Cameron Station

Alexandria, Virginia 22 314

2. Library, Code 212 • 2

Naval Postgraduate School

Monterey, California 93940

3. Computer Systems Division 1

Defense Language Institute West CoastPresidio of Monterey, California 93940

4. Chairman Computer Science Group 1

Naval Postgraduate School

Monterey, California 9 3940

5. Professor N. F. Schnide"wind, Code 55 Ss 1

Naval Postgraduate School

Monterey, California 9 3940

6. Lcdr. R. M. Hanna, Code 53 Hq 1

Naval Postgraduate SchoolMonterey, California 9 3940

7. Lt. S. A. Wood 1

6252 N. Pomona RoadTuscon, Arizona. 85704

54

Security Classification

DOCUMENT CONTROL DATA -R&D(Security classification of lille. body of abstract and indexing annotation must be entered when the overall report is classified

IIC1NATING ACTIVITY (Corporate author)

aval Postgraduate School[onterey, California 9 3940

2*. REPORT SECURITY CLASSIFICATION

Unclassified

2b. GROUP

:port title

Redesign of the Student Record System for the Defense Language Institute, Westoast.

ISCRiPTivE notes (Type of report and.lnclusive da tea)

Master's Thesis (June, 1973)jthorisi fFirsl n«m«, middle initial, la at name)

-ott Allen Wood

POR T D A TE

me, 197 3.

7«. TOTAL NO. OF PAGES

5576. NO. OF REFS

ONTRACT OR GRANT NO.

ROJEC T NO.

9a. ORIGINATOR'S REPORT KIUMBERIH

9b. OTHER REPORT NO(S) (Any other numbera that may ba feignedtitle report)

ItSTRIBUTION STATEMENT

^proved for public release; distribution unlimited.

UPPLEMENTAHY NOTES 12. SPONSORING MILI TAR Y ACTIVITY

Naval Postgraduate School

Monterey, California 9 3940

BSTR AC T

lis thesis presents the development and planning for redesigning the Student

^cord System at the Defense Language Institute, West Coast. The redesign

i based on the INFONET system of Computer Sciences Corporation and the use

: a data Base system and data bease language: Data Management Language

)ML) . This system is in the process of implementation at the Computer Systems

ivision of the Defense Language Institute, West Coast, at the present time.

) .'^..1473 <PAGE "0101 -807-681 1

Security Classification

551-31*08

UNCLASSIFIEDSecurity Classification

key wo NOI

Student Record Redesign

Record Change

Computer Records Change

Computer Network

Computer Network Redesign

..1473 < back:(FORM' NOVI I -807-682 1

UNCLASSIFIED

56Security Clarification A- 3 1 409

Thesis

|W82l5Wood -45380

dr&ttF&th. stu-the Oefense U„ Q

f° r

27 DCC 78 <Woi

3 33U

Thesis

W8215 Wood

Cm 1 A redesign of the stu-

dent record system for

the Defense Language In-

stitute, West Coast.

i-^ o80

thesW8215

A redesign of the student record system

3 2768 001 90600 1

DUDLEY KNOX LIBRARY