Students Record Management System Projec PDF

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STUDENTS RECORD MANAGEMENT SYSTEM PROJECT (Case Study Christian Childcare Programme Vocational Training Institute)

BY SOITA REUBEN REG: S012/BICT/U002

A PROJECT PROPOSAL SUBMITTED TO THE FACULTY OF COMPUTING AND INFORMATION TECHNOLOGY IN PARTIAL FULFILMENT OF THE REGUIREMENT OF AWARD FOR THE DEGREE OF BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY OF LIVINGSTONE INTERNATIONAL UNIVERSITY

MAY 2016

DECLARATION

I, Soita Reuben, hereby declare that this Piece of work original on my own effort and that it has never been published or presented to any University for any academic award. Where other works have been used, this has been acknowledged in the references.

………………………………………………………. [SOITA REUBEN] ……………………………………………………….. [Date]

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APPROVAL SHEET

I hereby submit this Project Report for Examination with the approval of the project supervisor. Signed………………………………………………… Date…………………………………… Mr. Wauyo Fred Department of Information Technology Faculty of computing and Information Technology Livingstone International University

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DEDICATION

I dedicate this entire project to beloved my children Philemon and Desire, My Dear Wife Rebecca Namasaba, My parents David Wanjala and Mary Namwaki for tireless support the accorded to me since childhood. I thank them for the spirit of hard work, courage and determination they had installed in me throughout the school days till today, I honor My sister and brothers, for the happiness appreciation for the guide, protection and support, finally, to Creative Thinkers and Researchers.

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ACKNOWLEDGEMENT I am grateful to all my lecturer who have contributed in inspiring and clarifying my thought over the years; Dr. Nambale Moses, Mr.Chemutai Gilbert and many other lecturers of Livingstone International University. I wish to acknowledge my supervisor at Livingstone International University (LIU), Mr. Fred Wauyo, who was instrumental in bringing this thesis to light. I am thankful also for the tireless generosity to my sponsors, well-wishers and my family for spiritual, moral and even financial support, especially, Dr. Phillip Shero and Laura Shero, my beloved parents Mr. David Wanjala and Mrs. Mary Namwaki, my Uncle Stephen Soita, and my brother Elias Soita. Thanks also to the entire staff of LIU, for making me feel so welcome at LIU from day one. Your hospitality is very much appreciated. I highly recognize Mr. Roger Fletcher (VC) for mentoring me and contributing to my total transformation of my entire life. Finally, Honor and glory to the highest God for having enabled me successfully accomplishes.

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TABLE OF CONTENTS

DECLARATION .............................................................................................................................................. i APPROVAL SHEET ....................................................................................................................................... ii DEDICATION................................................................................................................................................ iii ACKNOWLEDGEMENT .............................................................................................................................. iv TABLE OF CONTENTS .................................................................................................................................v LIST OF TABLES........................................................................................................................................ viii LIST OF FIGURES ........................................................................................................................................ ix ABSTRACT .....................................................................................................................................................x LIST OF ABBREVIATIONS/ACRONYMS ................................................................................................. xi CHAPTER ONE: INTRODUCTION...............................................................................................................1 1.0 Introduction ................................................................................................................................................ 1 1.1. Background of the Study ........................................................................................................................... 1 1.2. Problem Statement ..................................................................................................................................... 1 1.3. Project Objective ....................................................................................................................................... 2 1.4 Scope .......................................................................................................................................................... 2 1.5. Purpose of Project ...................................................................................................................................... 2 CHAPTER TWO: LITERATURE REVIEW ...................................................................................................3 2.0 Introduction ................................................................................................................................................ 3 2.1. Integrated Information System .................................................................................................................. 3 2.3. Database and Database Management System............................................................................................ 4 2.4. Student Records/Data Management........................................................................................................... 5 2.5. Conclusion ................................................................................................................................................. 6 CHAPTER THREE: METHODOLOGY .........................................................................................................7 3.0. Introduction ............................................................................................................................................... 7 3.1. Approach for the Development of DBMS ................................................................................................. 7 3.2. Data Collection .......................................................................................................................................... 7 3.2.1 Observation .......................................................................................................................................... 7 3.2.2. Interviewing ........................................................................................................................................ 7 3.3 Database Design. ........................................................................................................................................ 8 3.3.1 System Implementation ....................................................................................................................... 8 v

3.3.2 Systems Testing and Validation .......................................................................................................... 8 3.2.3 Development of the System ................................................................................................................. 8 CHAPTER FOUR: SYSTEM ANALYSIS AND DESIGN.............................................................................9 4.0 Introduction ................................................................................................................................................ 9 4.1 System Study .............................................................................................................................................. 9 4.2. System Analysis......................................................................................................................................... 9 4.2.1. Existing Student Record Management Systems ................................................................................. 9 4.2.2 Requirements Specifications.............................................................................................................. 10 4.2.3 User Requirement .............................................................................................................................. 10 4.2.4 Functional and Non Functional Requirements .................................................................................. 10 4.2.5 System Requirement .......................................................................................................................... 11 4.2.6 Proposed Features for the New System ............................................................................................. 11 4.3 System Design .......................................................................................................................................... 11 4.3.1 Logical Model.................................................................................................................................... 12 4.3.2 System Architecture........................................................................................................................... 12 4.3.3 Entity Relationship Diagrams ............................................................................................................ 13 Entity Relationship and their cardinality ........................................................................................................ 13 4.4.1 Conceptual Database Design ............................................................................................................. 14 4.4.2 Strength of the Current System.......................................................................................................... 14 4.4.3 Weakness of the Current System ....................................................................................................... 15 4.1. Technologies Used................................................................................................................................... 15 4.1.1. Steps Involved in Database Creation ................................................................................................ 15 4.1.2 Forms Creation and Connection to the Database............................................................................... 15 4.3. Implementation ........................................................................................................................................ 16 4.4. How to Access the System ...................................................................................................................... 16 . ....................................................................................................................................................................... 17 4.5 User Requirement ..................................................................................................................................... 17 4.5.1 Functional Requirement ..................................................................................................................... 17 4.5.2 Non Functional Requirement ............................................................................................................. 17 4.5.3 Software Requirements...................................................................................................................... 18 4.6 System Implementation ............................................................................................................................ 18 4.7 System Testing.......................................................................................................................................... 18 4.7.1 Unit Testing ....................................................................................................................................... 19 vi

4.7.2 Integration Testing ............................................................................................................................. 19 4.7.3 System Validation .............................................................................................................................. 19 4.8 Presentation of results ............................................................................................................................... 19 4.8.1 Login Form for Users ........................................................................................................................ 19 4.9Maintenance............................................................................................................................................... 19 4.10 System Interfaces ................................................................................................................................ 19 CHAPTER FIVE: RECOMMENDATIONS AND CONCLUSION .............................................................27 5.0 Introduction .............................................................................................................................................. 28 5.1 Limitations................................................................................................................................................ 28 5.2 Conclusion ................................................................................................................................................ 28 5.3. Recommendation ..................................................................................................................................... 28 5.4. Opportunity and Lesson Learned............................................................................................................. 29 REFERENCES ...............................................................................................................................................29 APPENDIX II ...................................................................................................................................................... III Project development schedule ........................................................................................................................ III APPENDIX III .............................................................................................................................................. IV An Interview Guide on .................................................................................................................................... IV Introduction Letter ...........................................................................................................................................V

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LIST OF TABLES

Table 4.0 Hardware Requirement………………………………………………………………..12

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LIST OF FIGURES Page Figure 4.0 Logical flow of data in DBMS….........................................................................................12 Figure 4.1System Architecture of CCP…………………………………….………………...........….12 Figure 4.2 Entity Relationship Diagram………………….……..…………………………………….13 Figure 4. 3Logical flow of data in DBMS………………………………………………………….…20 Figure 4.4 Users Login Form……………………………………………………………………...….21 Figure 4.5 Navigation Form………………………………………………………………..................22 Figure 4.6 System administrator access form………………………………………………………...23 Figure 4.7 Students Details Registration form……………………………………………………..…24 Figure 4.8 Student list form………………………………………………………………………..….25

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ABSTRACT

The success of any organization such as CCP vocational Training Institute depends on its ability to acquire accurate and timely data about its operations, to manage this data effectively, and to use it to analyze and guide its activities. The Student Record Management system offer users (Registrar) with a unified view of data from multiple sources. The main objective of this project is to build a student database system that will store records of students. It is purposed to reduce time spent on administrative tasks. The system is intended to accept process, generate students reports and grades and transcripts accurately. The system is also intended to provide better services to users, provide meaningful, consistent, and timely data and information and finally promotes efficiency by converting paper processes to electronic form. The system was developed using basic technologies such as Microsoft access, embedded visual basic, and Graffiti creator .The system is free of errors and very efficient and less time consuming due to the care taken to develop it. All the phases of software development cycle are employed and it is worthwhile to state that the system is user friendly and strong. Provision is made for future development in the system.

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LIST OF ABBREVIATIONS/ACRONYMS

IT………………………………………………………………………... Information Technology SDLC…………………………………………………….………System Development Life Cycle DFD……………………………………………………….………………… Data Flow Diagrams ERD………………………………………………………………….Entity Relationship Diagram DBMS……………………………………………………….……..Database Management System RDBMS……………………………………………..… Relational Database Management System SDBMS……………………………………………...……Student Database Management System RAD…………………………………………………..………….Rapid Application Development VBA…………………………………………………………………Visual Basic for Applications

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DEFINITION OF OPERATIONAL TERMS

Entity relations diagram: is a specialized graphic that illustrates the relationships between entities in a database. System development life cycle: is a conceptual model used in project management that describes the stages involved in an information system development project Database: is basically a collection of information organized in such a way that a computer program can quickly select desired pieces of data. Data Flow diagram: is a graphical representation of the "flow" of data through an information system, modelling its process aspects. Microsoft Access: is an information management tool that helps you store information for reference, reporting, and analysis.

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CHAPTER ONE: INTRODUCTION

1.0 Introduction The registrar of Christian Childcare Programme Vocational Training Institute is responsible for handling student information and gathering them during enrollment. This information includes each student’s background information, student courses taken student attendance at lectures grades, performance record, and other information needed by the Institution. 1.1. Background of the Study The scope of the service is CCP which provides structural help to vulnerable children in their cultural setting of the extended family. The school has more than 1000 students that take different courses. It is true that success of CCP Vocational Training Institute depends on its ability to acquire accurate and timely data about its operations, to manage this data effectively, and to use it to analyze and guide its internal daily activities. Student Database System deals with all kind of student details by tracking all the details of a student from the day one to the end of his or her course which can be used for all reporting purpose, tracking of attendance, progress in the course, completed semesters years, coming semester year curriculum details, exam details, project or any other assignment details, final exam result; and all these are purposed for future references when interpreting an organization performance. 1.2. Problem Statement Christian childcare Programme is a Tertiary Institution with is still capturing and storing student’s record details locally, where hard copies of files for every student is kept in office shelves, this seem to be tiresome and time consuming in case the registrar is looking of a particular student document. The problems facing the current manual system a...