COMPUTERIZATION OF STUDENTS ACADEMIC RECORDS

(A CASE STUDY OF THE FEDERAL POLYTECHNIC ADO-EKITI)

BY
ADEMOKUN FOLUKE M.
FPA/CS/14/3-0016

SUBMITTED TO
THE DEPARTMENT OF COMPUTER STUDIES
THE FEDERAL POLYTECHNIC ADO EKITI, EKITI
STATE.

IN PARTIAL FULFILMENT FOR THE AWARD OF

HIGHER NATIONAL DIPLOMA (HND) IN COMPUTER
SCIENCE
 CHAPTER ONE
1.0 INTRODUCTION
In developed world the twentieth century men lives surrounded by a bewildering
variety of machines on which his way of life itself depends. The machines can be
simple or complex, minute or enormous. Another fundamental aspect of twentieth
century life is the vast amount and variety of information surrounding man. The
computer is perhaps our most useful modern-day tool yet development. It was only in
1951 that the first commercial available computer was market. Today we are using
computer ever increasing numbers is a way never imagined just a few years ago.
Computer is now an integral part of information needs of many societies. They are
used world- wide to solve a variety of information, financial health, tax credit
insurance and so forth. The modern society has virtually embraced the use of
computer in all facts of commerce and industry. A computer is an automatic device
that performs calculation, solve problem and also is capable of storing information. It
has four basic parts input unit, storage unit, central processing unit and output unit.
Though series of application will lead to accomplishment of a specific task. Computer
is capable of manipulating a large value of data accurately and at an incredibly speed.
Tasks that would require human effort several days can be performed by the computer
within a split of second, thus the use of computer has become quite valuable in
commerce and industry. Computer is being used in organization to process data and to
provide accurate and timely information for the use of management. This goes a long
way facilitating the realization of set goals and objective resource to manager and
hence their level of performance since they have access to accurate us-to-data and
timely information. Eloba (2002) data processing is defined as the entire process of
converging or manipulating data into definite and meaningful data information.
Vecchioli (1999) noted that organizing and managing student records into a cohesive
and efficient system might seem like an impossible task. Funk (2000) defined a
computer as an electronic device that can perform automatically and at a high speed a
sequence of logical operations according to instructions given to it inform of a pre-
arranged program.
Student transcript is one of the applications Information Technology (IT). It allow
student to apply for their transcript. This help to lessen the stress undergone during the
period when student apply for their transcript, when need and also to meet up to what
they want at a specific time.

1.1 BACKGROUND OF THE STUDY

Anigbogun. (2007) defined a computer as an electronic device capable of accepting
data and instructions, processing the data based on the instructions to generate result
or output in such a manner that is yet to be equalled by any other known machine to
man kind.
The need for automated method of keeping data has been there. Software, many of
them has been developed and even sold worldwide to solve this problem. Students as
well has researched and developed their own software but they could not give or
develop error free software that will assist in result generation, automated course
registration to keep or build a database of results in the way that will facilitate
students transcript.
This problem has been delaying or delayed the results of graduating or graduated
students that has made some of them not to go for youth service when they ought to
have gone and has even made some not to have gone at all. To bridge this gap or solve
this problem, there is a need to develop software that is accurate, error free as the
problem has imposed so much stress on both exams and record and the management
of the polytechnics.

1.2 MOTIVATION FOR THE STUDY

The present mode of which result is still been processed is in convention way, which
is manual. The process and stress student undergone each time they applied for their
transcript is awful. Sometime when a graduate student travels from far distance for
transcript for admission into another school in order to further his career, his is faces
by series of obstacles, which sometimes lead to forfeiting of the admission as the case
may be. In lieu of this, the following problems are occurred namely;
i. Delaying in collecting certificate and transcript
ii. Delaying in sending confirmation of certificate or transcript to requested
organization or institution as the case may be (for employment or admission
processes).

1.3 OBJE CTIVE OF THE STUDY

The primary objective is to computerize, design and implement software which will
take care of result processing and transcript generation for all departments in Federal
Polytechnic Ado-Ekiti using Visual Basic Programming Language as front end
template and Microsoft Access as the back end.
The objectives are:
i. To Study the conventional processing of issuing certificate and preparation
of transcript.
ii. To design a package called Student Academic Record.
iii. To provide a software that will compute and generate results that is
accurate, timely and error free.
iv. To test the developed package for integrity, independence and effective
performance.
1.4 SCOPE OF THE STUDY
The scope of this research work will be limited to processing and generation of result
and transcripts of students of computer science department only.

1.5 RESEARCH METHODOLOGY

In achieving the objectives of this work, the following methods will be used:
i. Reviewing the system of the manual method of result and transcript
generation.
ii. Collection of student bio-data.
iii. The design will be implemented using Unified Modelling Language (UML)
using Use Case Diagrams and Class Diagram.
iv. Developing an application using Visual Basic Programming Language as
the front end templates and Microsoft Access as the back end.

1.6 EXPECTED CONTRIBUTIONS TO KNOWLEDGE

At the end of the research of this project, there will be an electronic computerization
of student academic records which is use in generating transcript. It will also provide a
functional and accessible record.
 CHAPTER TWO

2.0 LITERATURE REVIEW

2.1 INTRODUCTION

The introduction of computer into information technology has massively

improved the information need of organization; the success of this machine is
dependent on the knowledge base.

Record can be defined as the collection of related field that is relating to one logically
definable unit of an entity, (Oyewole, 2002). Record can be of different form such as
students record, customer record and employee record. Academic students record
need to be documented for feature purpose. The polytechnic maintains a record of a
students academic progress through out his career. Anigbogun, 2007 cited that record
provides information for academic counseling purposes and serves as the basis for
producing grade reports and student and transcripts. The following is a description of
the kinds of information relating to a student and the information that is provided on
grade repots and transcripts.

According to Johnson, 2005 defined student academic records as being information

relating to a students admission to and academic performance at the Polytechnic.
Student academic records include information contained in an original transcript, in
electronically stored records and in the official student academic record as maintained
with in the school.

Eloba, 2005 cited that result processing is the term for the process of producing
meaningful information by collecting all items of result together and performing
operations on them to extract the required result from them. Also, Robert, 2000
defined system as an electronic device capable of accepting data and instructions,
processing the data based on the instruction to generate result. Aluko, 2008 cited that
transcript is a summary of your academic performance and a list of the paper you have
taken in your school examinations, with the individual mark paper. A transcript may
be needed for verification purpose by prospective employer or by other educational
institutions to which you are applying. Furthermore, certificate is a document showing
that a student has completed a BC graduation program or institution. Obeta, 2002
defined academic files as manual or automated way in which record are collected
organized and categorized to facilitate their preservation, retrieval and for its useful in
the future.
A student file contains course enrollment forms, grades, National Board Scores. In
addition to written material kept in the student, courses taken, grades, summary
statement of academic action and enrollment information.

The Registrars office keeps an electronic file of all information relating to a students
academic progress. This includes a student:

1. Basis of admission

2. Address

3. Some biographic information (e.g. date of birth) that is collected

4. Registration history and status

5. All information relating to advanced standing and courses taken on letters of

permission.

The academic file is a confidential internal document that is available only to

individuals authorized to view the files. These include members of the Registrars
office, academic counseling assistants. There are other electronics files on student
including:

i. Scholarship

ii. Fee payment information

iii. The alumni database which includes information on degrees attained as well
as the address of parents

In addition to these electronic records, the academic counseling office of a students

faculty may keep a file written documents relating to a student academic progress.
Theses may include:

i. Special permission forms

ii. Special examination forms

iii. Medical documents

iv. Correspondence

v. Notes of interview that students may have had with academic counselors
These files are also confidential internal document are available only to the students
Dean and academic counseling office. A student who has been found that is kept
separate from the academic file.

2.2 ACADEMIC RECORDS AND STUDENT TRANSCRIPTS PERSONAL

INFORMATION COLLECTION NOTICE.

The information is used to administer and operate academic, athletic,

recreational, student employment, financial aid and other polytechnic programs and
activities, including residence operations and development activities and programs.
For example, personal information will be used to determine academic status, record
academic achievement, produce class lists, issues student cards, process transcript
requests, maintain tuition accounts, issue tax receipts, notify students of important
issues and updates, determine eligibility for student awards, scholarship and financial
support and administer financial aid and government financial assistance programs.

It is the policy of the polytechnic to consider the following information about

current and former students to be publicly available it to third parties upon request,
students full name, schools in which students is enrolled, with major field of study,
degree awarded by western and date conferred and academic or other Polytechnic
honors or distinctions. At any time an individual may request that this information
cease to be made publicly available by contacting registrar services in writing.

Personal information may be used for statistical and researchers and the provincial and
federal information to recognized student organizations for the purposes of
administering their programs including membership administration. Personal
information of students enrolled in an affiliated university college is shared with the
affiliated university college.

Select information may be shared with third parties including award of donors,
government funding agencies to process financial assistance applications, financial
institutions to confirm student enrollment, independent student loan administration
companies to process student loan document, collection agencies for outstanding
accounts, municipalities for debts owed by student and contracted service providers
acting on behalf of the university. Credit card information is transmitted to an
independent processing company in the couse of an investigation of misconducts.
Information relating to misconduct and or falsified document may be shared with
other educational institution.

2.3 CHANGE OF PERSONAL INFORMATION

 A student can change personal information relevant to his permanent record in
the records area of the registrars office. Identification is required for all changes and
legal documentation is required in some cases.

Name change: Most name changes are a result of marriage/ other legal matter. To
make an official name of a student must provide identification and legal
documentation of the change. An example might be a marriage license/ divorce
decree. The record department must make a copy of the original document before
submitting the official change to the university.

Address: To change your address, fill out a change of records form at the registrars
office. In addition, most address information can be changed online.

2.4 STUDENT RECORDS MANAGEMENT PRINCIPLES

The student records management principles of this project to work are the following:

i. The Polytechnic expectation is that all student data systems, where possible,
will be based within the SRTS system. Any subsidiary student data bases
created for other purposes must be notified to the Polytechnic data controller
and the creation of these sub-databases shall follow the student records
management principles.

ii. In line with Polytechnic information security policies student data on SRTS
will be protected appropriately, given its sensitive nature. For example, the
Polytechnic would not expect student data to be downloaded out of SRTS onto
USB memory sticks.

iii. At the end of a students period of study at the Polytechnic the SRTS record
will be cleared down to an agreed set of documents which will be retained.

iv. The polytechnic will facilitate a mechanism for a past student to be able to
request further copies of the transcript or higher education achievement report
to be sent to his personally or to an employer.

2.5 RULES THAT GOVERNED ACADEMIC STUDENTS RECORD

The Federal Polytechnic Ado-Ekiti and the office of the registrar make every effort to
ensure that all information remains confidential in accordance with the educational
rights and privacy act:

i. The office of the registrar is responsible for maintenance of all official

academic records of students.
 ii. Subsequent to graduation, withdrawal or dismissal the academic record is
scaled. Grades are not posted to an individuals academic record in the college
student information system after graduation, withdrawal or dismissal nor will
written evaluations be made part of the academic record after graduation,
withdrawal or dismissal.

iii. A student obtain a copy of his student academic record. The costs of
photocopying or duplicating records shall be borne by the student. Students
may challenge the accuracy of information contained in a record.

iv. The academic records of students shall be kept under the name form with
supporting legal documentation with the office of the registrar.

2.6 ACADEMIC TRANSCRIPTS

A transcript is a copy of a students permanent academic record at this

Polytechnic, duly certified by the registrar and bearing the embossed seal of
polytechnic. A transcript is privileged information and is available only upon the
written request and payment of the fee in effect at the time by the student.

Also transcript is required as one of the supporting document for application to

another polytechnic, university and scholarship applications, and is commonly
required by prospective employers. The transcript is a record of a students academic
progress. It contains the following information:

i. A listing of all courses attempted and the grades achieved, including courses
from which a student has withdrawn without academic penalty.

ii. A statement of he degree attained including the area of concentration or honors

discipline and date of graduation.

iii. Comments relating to a students academic progress. These may include

statements about a students standing in a program (e.g. on Deans Honor List)
or that the student was required to withdraw from the Polytechnic or was
placed on academic probation (e.g. for failing to meet progression
requirements). Academic handbook, general, records and transcripts.

iv. A list of all undergraduate scholarships, award, prizes, fellowships and medals
awarded by the Polytechnic to the student during the students academic career
at the Polytechnic.

v. A listing of selected National and Provincial graduate scholarship awarded to

the student during the students graduate career at the Polytechnic. The Listing
of scholarships that are eligible to appear on transcript is determined by the
school of graduate.
 CHAPTER THREE

METHODOLOGY AND SYSTEM ANALYSIS

3.1 Methodology

Methodology is defined as a framework that is used to structure, plan, and control the

process of developing an information system. It is used to refer to a specific series of steps,

methods, techniques and procedures which governs the collection, analysis and design of a

particular project. In the dynamic world, the subject methodology, system analysis and design

mainly deals with the software development activities (Uba, 2011).

A design methodology is a systematic programming approach of well-defined

procedure that should be followed in carrying out a thorough design project or defined as the

analysis of the principles of methods, rules and postulates employed by a discipline. An

adequately suitable methodology would ensure a very detailed design work and ensure that a

higher degree of accuracy and efficiency is adopted. The design methodology used helps to

ensure that a thorough study of the present system is carried out, thus helping the project

designer to completely understand the modus operandi of the present existing system so as to

know how the new system should be structured and the functionalities needed in it to address

the seemingly, existing problems discovered. This helps to know if there should be a

perfective maintenance of the existing system or if only improvement (preventive

maintenance) should be made.

Common methodologies include;

i. Structured Systems Analysis and Design (SSADM) methodology;

ii. Structured Systems Analysis and Design Methodology (SSADM) is an integrated set

of standards which guides the analysis and design of computer systems. SSADM is a

waterfall method for the analysis and design of the information system.
SSADM can be thought to represent a pinnacle of the rigorous document led approach to

system design and contrasts with more contemporary agile methods such as DSDM or Scrum.

Object oriented Analysis and Design (OOADM) methodology

The object oriented approach looks at a system from a bottom-up view. It combines

data and processes (methods) into objects. Within an information system, objects could be

customers, suppliers, contracts, and rental agreements. A set of diagrams or models is used to

represent various views and functionality of the system and is commonly known as Unified

Modeling Language (UML). The goal of OOAD is to improve system quality and

productivity of systems analysis and design by making it more usable.

Extreme programming (XP)

i. XP is a software development discipline that organizes people to produce higher

quality software more productively.

ii. XP attempts to reduce the cost of changes in requirements by having multiple short

development cycles, rather than a long one.

iii. XP describes four basic activities within the software development process which are;

coding, testing, listening, and designing.

Dynamic systems development method (DSDM)

i. DSDM is an agile project deliver framework primarily used as software development

method.

ii. DSDM fixes cost, quality and time at the outset and uses the MoSCoW prioritization

of scope into musts, should, could and wont haves to adjust the project deliverable to

meet the stated time constraint.

iii. DSDM addresses the most common failures of information systems projects,

including exceeding budgets, missing deadlines, and lack of user involvement and top

management commitment.
 iv. DSDM focuses on information systems project that are characterized by tight

schedules and budgets.

Prototype Methodology;

In Prototype Methodology, the user is given a look and feel of the system using a

prototype. The prototype for the system to be developed is built, tested and reworked as

necessary. Prototype process model is suitable for dynamic environment where requirements

change rapidly. The process begins with gathering main functional requirements; this is

followed by a quick design leading to the development of a prototype. The prototype is then

evaluated by users and customers. Developers rework on the prototype until the customer and

users are satisfied. (http://en.wikipedia.org/wiki)

3.1.1 Choice of Methodology

Based on routine of my work, the approach adopted is the Object oriented Analysis

and Design (OOADM) methodology.

Object oriented analysis and design methodology is used to analyze the present

system as well as to design the proposed system with the primary aim of;

i. Identifying the problems inherent in the present system.

ii. Investigating the causes of these problems

iii. Proffering solutions to the manual systems

3.1.2 Justification of Methodology

It speeds up application development and requires less programming efforts.

Modules created in OOP can be re-used in other programs.

Programs can be modified by adding or removing modules.

The Object Oriented Analysis and Design Methodology (OOADM) perform four major

activities namely:

Modeling the functional description of the system. To achieve this the following steps has to

be taken:
 i. Identifying all actors and use cases

ii. Construct a use case model

iii. Document use case course of events

iv. Define the analysis use case.

v. Finding and identifying business objects. To achieve this task, the steps given below

must be accomplished.

vi. Review each use case to find potential objects (which are usually noun corresponding

to business entities or events)

vii. Select the proposed objects.

viii. Organizing the objects and identifying their relationships. To achieve this task, the

steps given below must be accomplished.

ix. Identify associations and multiplicity

x. Identify generalization/specification relationships

xi. Identify aggregation relationships

xii. Prepare class diagram.

Model the behavior of each object using state chart diagram. Mrs Eze, u.f (2008).

3.2 Method of Data Collection

During this project design work, data needed for the project was gathered from the

various sources. In gathering and collecting necessary data and information needed from the

system analyses, some major fact-finding techniques were used in this work and there are:

Primary Source: this involves oral interview conducted with various personnel in the

registration office of the Federal Polytechnic Ado-Ekiti and sharing their experience about the

difficulties they undergo in using the manual method of registration.

Secondary Source: this includes the use of textbooks, dictionary, journals, newspapers and

internet downloads to collect data in order to understand the electronic registration system.
Observation Source: This involves a personal visit to the school during registration hours to

observe the stress students undergo during the manual registration. Offices are being heaped

with files and wear and tear of files can take place during the process of handling.

3.3 Analysis of the Existing System

The existing system of student academic record is manually operated, which means

that all registration and student records are of manual approach. A critical analysis of this

system is that it is prone to errors. Careful analysis also shows that because of the

complexities of the manual system, updating of record on a file is difficult.

All registration, data recording and payment of school fees has been carried out

through manual systems in a way that requires students to use paper and files for data

recording and storage and also students visit the bank, queue up and pay their school fees.

When students are through with filling of their registration form they submit it to the

registration office. It is the responsibility of the registration office staff to give them a

registration number. Most times there are errors and mutilations on students data record.

3.4 Problems of the Existing System

The manual method of student academic record which is used in Federal Polytechnic

Ado-Ekiti is faced with a number of problems;

i. Delay in fast processing of students information and academic record.

ii. The system is prone to errors.

iii. Destruction of files by rodents and also wear and tear that occurs during retrieval and

handling of files.

iv. Loss of data

v. Untidiness of the registration office due to increase of paper work and files

vi. Difficulty in having access to the system for instance, a student that lost his/her

receipt because of the manual process of recording student might lead to the paying of

another school fees.

3.5 Proposed system (The New System)

We are living in a modern technological advancing world. The computer age has led

to fast globalization and fast access to information and technology. Computer has finally

developed into good inseparable part of our life, be it colleges or workplaces, there is barely

any location where you cannot view a computer system. Its importance has made a great

breakthrough in all aspect of life, most especially in tertiary institutions because it will help

reduce students stress of having to physically be in school to do their registration. Due to

weakness of the existing system, there is a need to design a computerized academic record

system which will help enhance the efficiency of data capture and shortens students

academic record time.

3.5.1 Justification of the New System

The new system is designed to solve problem affecting the current system in use. It is

design to be used online thereby relieving both student and staff from much stress as

experienced from the manual/current system.

This will do the analyzing and storing of information either automatically or interactively, it

will make use of online access to internet. The proposed system will also have some other

features like.

The new system will be able to provide a software interface or platform where

students can visit to fill their details such as (Name, Age, Gender, Department) and it would

be saved up to the database.

The new system will create easy access to students record whenever it is needed from the

database.

The new system will replace manual mode of queuing up of students in the academic

office by providing interface for accepting student data/information online remotely.

The new system would help to break the barrier of students having to physically be on

campus to access their various information.

 i. Accuracy in handling of data

ii. Fast rate of operation and excellent response time.

iii. Flexibility (i.e.) it can be accessed at any time

iv. Better storage and faster retrieval system.

v. Accessibility from any part of the world.

The new system would help to eliminate the stress, cost and time of going to the bank to

make students school fee payment. The system would be able to provide an online transaction

processing system whereby payments are made and receipts is generated and issued to

students.

3.5.2 The benefits of the Proposed System

The benefits of the proposed system include;

i. Enables institution to manage students academic record through electronic means.

ii. Enhances the efficiency of data capture and shortens students academic record

processing time. Time spent on creating documents and organization can be saved for

further useful purposes around the school. This can be realized if computerized record

system is embraced in institutions and even colleges.

iii. Minimizes errors because it is self-validating in design and most of the data required

are selected from a drop down menu. Eliminate cases of incomplete entries.

iv. More secure registration is all about obtaining data on students and some of this data

are private. Electronic student academic record prevents episode like loss of data and

also limits access to private unlike the case of manual student record.

v. Eliminates the cumbersome tasks of manual processing and physical transfer of entry

data.

vi. Preempts problem such as multiple student record from an individual student.

vii. Speeds up the registration process, ensuring prompt release of students registration

number/ admission number.

 It is cost effective and self-sustaining. When manual academic record is used, a lot of

resources in terms of labor and materials are required. This makes it more expensive to deal

with. However with computerized academic student record expenses like paper materials are

cut down to be used for other better purpose. Although the initial capital outlay of an e-

registration system is high, a lot of savings are made on paper, processing and logistics.

It adds value to the services provided by the institution. A lot of key players within the

education sector have acquired IT skills since the shift to e-registration.

Easy to maintain records; computerized student academic record doesnt involve a lot of

paper work, like in the case of manual student academic record. This makes it simple to

maintain records and all created at the tap of a computer button.

Also with computerized student academic record, it is easier to visualize an office

without loads of paper documents and heaps of forms to be filed.

 3.6 Dataflow Diagram

A data flow diagram (DFD) is a graphical representation of the "flow" of data through

an information system, modeling its process aspects. A DFD shows what kind of information

will be input to and output from the system, where the data will come from and go to, and

where the data will be stored.

Student Info.

1.
Student necessary data
Student
0
Student necessary details
Student
E-reg. Por
Students registration info.
Payment details Matric no./Bank details.
Formatted student info.

2.0
Generates Matric
Gen

Payment formatted details

3.0
Student First Name/Matric
Make payment Onlineno.
D1 Student details
5.0

Studen

Student lo

Figure 3.1: A Data Flow Diagram of the Proposed System

3.7 Use Case Diagram of the proposed System

Use case diagram is a diagram that shows a set of use cases, the actors and

relationships. Below in figure 3.2 shows the use case diagram of the computerized student

academic record system.

Figure 3.2: A Flowchart of the Proposed System

 START
CHAPTER FOUR

SYSTEM DESIGN AND IMPLEMENTATION

Select
4.1 Design menu options
Standards

This new system is structured to work with the standard software development

procedure. In order to achieve effective computerized student registration system, Object

Oriented Analysis and Design Methodology (OOADM) were used. This is because OOADM
Yes
Is option Register
is an internationally ?
accepted Register model
software engineering new student
mainly used in most web based

analysis and design.

4.2 Program Design

No

The program design does the work of identification of all modules of its software and

the relationship that exists between them and also solution statement and coding. The Top-

Down-Design method Yesprogramming would be adopted.

of ?modular
Is option Pay fee Make payments through master card teller number

The Top-Down-Design therefore is a design process whereby a software designer

begins from a top most module to break the system into subsystems by taking each system in
No
turn and breaking them into program modules. The major idea in top down- design is that the

design must progress from the general purpose, each program module being progressively

designed. Modular programming

Yes is simply the art
Display helpofbelow
writing programs in independent
Is option Enquiries?
modules, the central idea in modular programming is to sub-divide the system into smaller

units that are independently testable and which can be integrated to accomplish the overall
No
program objectives.

4.3 Program Modules

1
The proposed computerized student registration System will contain the following modules:
Login Page: The login form enables the user to enter his \ her username and password. If the

details entered are valid, the software will then open the student record page. But if the

password is not valid the user will be denied access to that page.

Home Page: This module only introduces the software topic, the developer and some other

necessary information relating to the software. Other modules such as schools and

departments, enquiries, login, fees etc. are as well seen on this page.

Student Record Page: The students fill the form in this page and submit it to automatically

get a registration to be used in login into the system.

Fee payment Page: This page is strictly those who have registered and gotten their

matriculation number to enable them pay their fees.

About page: this page gives details about the school, its history, location etc.

4.4 General Flowchart of the Proposed System

Program flowchart can be defined as a diagrammatic representation that illustrates the

sequence of operations to be performed to get the solution of a problem. The flowchart is a

means of visually presenting the flow of data through an information processing, the

operations performed within the system and the sequence in which they are performed.

A program flowchart plays a vital role in programming of a problem and quite helpful

in understanding the logic complicated and lengthy problems. Once the flowchart is drawn, it

becomes easy to write the program in any high level language.

The advantages of using a program specification flowchart are:

Communication: Flowcharts are better way of communicating the logic of a system to all

concerned.

Effective Analysis: With the help of flowchart, problem can be analyzed in more effective

way.

Proper Documentation: Program flowcharts serve as a good program documentation, which

is needed for various purposes.

Efficient Coding: The flowcharts act as a guide or blueprint during the system analysis and

program phase.

Proper Debugging: The flowchart helps in debugging process.

Efficient Program Maintenance: The maintenance of operating program becomes easy with

the help of flowchart. It helps the programmer to put efforts more efficiently on that part.

The flow chart of the proposed system is shown below in figure: 4.1.

START

Select menu options

Yes
Is option Register? Register new student

No

Yes
Is option Pay fee? Make payments through master card teller number

No

Yes Display help below

Is option Enquiries?

No

1
 1

Yes

Display all school of dept.

No
Is option schools and dept?

Display about us.

Yes
Is option about us?

No

Enter user name and matric number

Yes
Is option login?

No

stop
Figure 4.1: The Flow Chart Diagram of the Proposed System

4.5 Database Specification

The database was designed with MS Access using the developed data flow diagram.

The database contains information of the entities of the computerized student academic

record system. It organizes and manages the information to obtain the report required to

support the application relational database where a common field relates to different tables of

data to each other.

The file used in the design is stored in a database file. The database structure is as follows.

4.5.1 Data Dictionary

In the database specification, the following database tables below are used.

1. Department

2. Payment

3. Students Record

This database file structure contains/stores the department as illustrated below in table 4.1.

Table 4.1 Department Database Structure

FIELD NAME DATA TYPE FIELD SIZE NULL DEFAULT

Department Varchar 800 Yes Null
Faculty Varchar 800 Yes Null

ID Integer 11 No

Payment Database

This database file structure contains/stores the payment database as illustrated below in table

4.2
Table 4.2 Payment Database Structure

FIELD NAME DATA TYPE FIELD SIZE NULL DEFAULT

Type Varchar 50 Yes Null
Part_ or _Full Varchar 20 Yes Null
Sum Varchar 400 Yes Null
Surname Varchar 300 Yes Null
FirstName Varchar 300 Yes Null
Matriculation_numb Varchar 700 Yes Null

er
ID Interger 11 No

Registered Students Database

This database file structure contains/stores the Registered Students database as illustrated

below in table 4.3

Table 4.3 Students Record Database Structure

FIELD NAME DATA FIELD NULL DEFAULT

TYPE SIZE
Surname Varchar 200 No
Firstname Varchar 200 No
Lastname Varchar 200 No
Age Interger 11 No
Gender Varchar 8 No
Faculty Varchar 8000 Yes Null
Department Varchar 300 No
Level Varchar 10 Yes Null
Residential_Address Varchar 300 No
Residential_State Varchar 400 Yes Null
Residential_Town Varchar 500 Yes Null
Permanent_Address Varchar 300 No
Permanent_State Varchar 300 Yes Null
Permanent_Town Varchar 400 Yes Null
Phone Varchar 20 Yes Null
School_Certification_Type Varchar 300 Yes Null
School_Certification_Result Varchar 300 Yes Null
Matriculation-Number Varchar 800 Yes Null
ID interger 11 No

4.6 Input Specification and Design

 The input to the new system is derived from students registration form. This form

contains relevant information concerning student personal and academic records. The inputs

are then processed to obtain the desired outputs. It is also necessary to denote that data

inputted in the computer for processing determines what the output will be. The new system

is composing mainly of two forms of input form, they are:-

Fig 4.1 Login Form

Fig 4.2 Homepage

4.7 HARDWARE EQUIPMENT

Hardware refers to as physical part of a computer. It helps in key program (device:

keyboard for hat is been typed), (device: monitor) storing information, (device: hard disk and

diskette) producing the hard copy of what has been done (device: printer).

Below are the requirements of the system

I. Pentium 233 MHZ technology

 II. 32 megabyte RAM (Random Access Memory)

III. A 3.5 high destiny (1,44MB) disk drive

IV. An IBM, VGA, SUGA or compatible monitor

V. A printer (Esion - 500, 1100 or compatible printer

4.8 SOFTWARE REQUIREMENT

Software means set of instruction given to the computer to perform a specific function.

A system that will be used for project must have operating system. Below are the

requirements of the system:

i Microsoft window operating system

ii Antivirus (protect the system against virus)

iii Microsoft Access

4.9 INSTALLATION REQUIREMENT

These involve the arrangement necessary in other to secure a site where the computer

equipment will be physically placed. The installations are as follows:

I. Central Processing Unit (CPU)

II. Visual Display Unit (VDU)

III. Printer 9desk jet, ink jet and laser j et)

IV. Mouse keyboard

V. Window Operating System

VI. Microsoft Access

4.10 PROGRAMMING LANGUAGE

Most software package developed low level programming language e.g. assembly language is

complex. This project was developed using Microsoft Access, Microsoft Access provides

facilities for storing, adding, retrieving, deleting, organizing data in a file.

The reason for choosing this language is because:

 i. It is an event driven programming language that allow interactive mode of

programming of the computer it is object oriented

ii. It allows the creation of visual objects which will be describe in action of the type of

operation symbolizes.
CHAPTER FIVE

5.0 CONCLUSION AND RECOMMENDATION

5.1 CONCLUSION
This research work is fully explore the issue faced during the collection of transcript
will be reduced to the bears minimum. This project works explain and illustrate the
various problems faced during the collection of transcript that has become an ethic in
exams and records department in the Federal Polytechnic Ado-Ekiti. It is also
specifies the possible solution that is needed to be met. This research work will
eradicates the problem been face and experiences in the collection of transcript. The
project employs the school authority to test and implement the software, in other to
increase efficient and the output of the office (examination and records).

5.2 RECOMMENDATION
This research work strongly recommends the use of computer not only in the
processing of student result but in all human endeavors where efficiently and
effectiveness is needed.
The software is also recommended for other organization involved in processing of
student result and transcript. Also, this work strongly recommends the use of Students
Result and Transcript processing System in our school to increase an appreciable one
to home owners.
 REFERENCES

Anigbogun, S. O. (2007). Computer application and operation First Edition.

Awka, Anambra: Optimum Press.

Eloba Thomas (2002). School results processing software Delmar Publishers

Inc: New York, pp 222-224.

Funk E.C.(2000) Management Information System . New Jersey: Prentice Hall

Inc.

Vecchioli, L. (1999). A Process for Evaluating Student Records Management

SoftwarePractical Assessment, Research and Evaluation.