Design and Implementation of result processing and transcript generation system

OLATUNJI ADEYEMI JOHN

Department of Computer Science and Information Technology, Bowen University, Iwo,

Osun State, Nigeria

WKF/SSE/018/0123

ABSTRACT
This project presents a result processing and transcript generation system. The current method of
students’ academic results processing was found to be tedious and time consuming, especially
when carried out for a large number of students. This makes the entire process cumbersome and
error prone. A web-based application was developed to facilitate the processing of the results and
transcript generation system. The software was developed with HTML, CSS, Java Script for
client side, and PHP (Hypertext Pre-Processor) as server-side programming language and
MySQL (My Structural Query Language) as relational database. Furthermore WAMP (Window
Apache MySQL and PHP) server was used for local hosting and testing. The data used for
testing was obtained from the Department of Computer Science. The developed software was
tested and found to perform well and produced expected results on completion including
semester and sessional results, notification of result on completion of the programme (ND or
HND) and academic transcript both (ND and HND) and others. The new system offers some
qualities such as increase in the speed of processing results, decreased error in result computation
and elimination stressful work load on the examination officer.
 The fact that these processes are carried out
every academic session, putting the
1. INTRODUCTION
operators in a continuous and ever
Results processing is a process of converting demanding cycle (Olaoye et al, 2019). The
raw data (scores, grade points, credit units computation of examination result of
etc) into a definite and meaningful students is obviously an object-centered
information such as statement of result, activity, the student being the dominant
transcripts etc. These results are used to object in this case. Hence, the need to evolve
check the performance of each student in a computerized process that will effectively
various courses. A result is an official school and efficiently process all the important data
report on the academic record of students associated with examination result
from the courses offered and grades processing within The Polytechnic, Ibadan
received. and the interactions among the objects.
A student’s result is the criteria for
Students’ Examination Result is the
the measurement of the student’s capability
summary of each of the semester
in terms of academic work in school (Beka
performance in a Diploma programme for
and Beka 2015). It is also used to measure a
National Diploma (ND) and Higher National
student’s capability in various courses
Diploma (HND) to be terminable. A
offered by the student. Without an adequate
students’ Result is also demanded by a
results processing system, the aim for which
student who has finished National Diploma
results are produced may not be achieved, a
(ND) and Higher National Diploma (HND)
mistake made during the process might lead
and wishes to seek admission to another
to a very big problem.
school or student who wish to get a job.
Over the years several efforts have Transcript is not given directly to a student.
been made to alleviate the burden of result It is sent to the school that the student gains
processing and transcript generation on the admission into or to the organization or
desk officers who are in charge of the five establishment that requires the result.
faculties (Faculty of Science, Engineering, Student’s Examination result is one of the
Business and communication studies, most important elements in schools.
Financial and Management studies, and
These data must be processed under critical
Environmental studies) in the Polytechnic,
management, while requiring simple
Ibadan at the exams and records department.
operations for processing the examination
results.
A students’ Result is prepared by the
scores entered on the designed score sheet
by the individual subject lecturers on
semester examinations. This genuine and
noble desire necessitated the design and
development of this project (Emenike,
2014).
2. REVIEW OF RELATED WORK
Generating and organizing data in a useful
way is called data processing (Royce, 1970).
In his paper, Ukem (2012) stated that the
errors associated with the existing manual
method of processing of students results in
most universities in Nigeria, make it not
only desirable but imperative that
computerized approach be used in
measuring students’ progress. According to
him, the manual methods being employed
suffer a number of setbacks; they make the
process to be time consuming and prone to
error. They lead to examination results being
published late, sometimes with wrong
grades being entered and students GPAs
being wrongly computed. This could lead to
wrong conclusions in the awarding of class
of degree.
Bhatt et al (2016) proposed a Credit-
based Grading Scheme (CBGS) in India. It
is simply a PHP-MYSQL solution that can
compile results of students. The reports of
the system are generated in either excel or
PDF format depending on the usage.
Although the grading scheme differed from
that of the Nigerian system, the formula for
computing the Grade Point Average (GPA)
is similar: the summation of the product of
the credit hours and grade points divided by
the summation of the credit hours. One
major advantage of such automated systems
over the manual procedure is the ease of
searching and list generation.
Nmaju et al (2013) proposed a
system Academic Records Information
System (ARIS) at the University of Port
Harcourt, Nigeria using the incremental
software model and prototyping technique.
It was also acceptable by their proposal that
reporting sheets can only be generated when
there are no pending scores for courses
registered by students; which implies that
the results of all such courses must have
been approved by University Senate and
uploaded on time.
Gunathilake et al (2009) proposed an
opensource web-based MIS for the
University of Ruhuna, Sri Lanka. This they
were able to implement with the
LAMP/WAMP technologies. They were
able to categorize their users based on
administrator, super admin, top admin,
general, lecturer and student. The pilot 3.1 SYSTEM FLOWCHART
version was targeted at their Faculty of
This is diagrammatical representation of the
Science and they achieved a password
system is as shown in Figure 3.1
encryption with the primary DES algorithm.

3.2 USE CASE DIAGRAM

According to a research article by
Walia and Gill (2014), the objectives of The use-case diagram for the system is as

creating a web-based framework for results shown in Figure.3.2

processing are to abate the time needed to

access students’ record and provide a more
secure platform.

3. METHODOLOGY
Data collection for the system was gathered
through interview, questionnaire, and
observation. The design of the system was
carried out using flowchart and UML
diagram (Use Case Diagram and Activity
Diagram) The design of the system was
done using the structured system analysis
and design methodology.

The system was built on the web platform.

The front-end interface was designed using
HTML, CSS and JavaScript, while the
backend functionalities are powered by PHP
server-side scripting language and MySQL
(a relational database management system)
in designing the database which runs on a
web server. WAMP (Window Apache
MySQL and PHP) server was used for local
testing.
 C STAR
A B
T

Login

Who are
you?

LECTURE ADMIN HOD

Unauthorized
R
Users
Valid ? Valid ?
Valid?

Login
A SET SEMESTER B Count =
AND SESSION C 3
LIST OF ASSIGNED
COURSE
ALLOCATE
CREATE
DEPARTMENT COURSES TO
VIEW STUDENT LECTURERS
SCORE SHEET
REGISTER
VIEW SCORE
DEPARTMENTAL
Enter Score SHEETS
COURSES

ENTER SCORE
View Result MANAGE USER AND EDIT
RESULT

UPLOAD DEPUTY GENERATE

REGISTRAR REPORTS
SIGNATURE

Logout
UPLOAD REGISTER
STUDENT LIST

STOP
VIEW AND
EDIT RESULT
Figure 3.1 System Flow Chart
 Login

Create
Password

Register
Courses

Score Sheet

Admin Lecturer
Print Semester
result

Upload
Signature

Upload
Register List

HOD
Print
Senate
Result

Assigned
Courses

Set Semester
and Session

Figure 3.2: Use-Case Diagram for the System

4.0 RESULT AND DISCUSSION 4.2 GENERAL WORKINGS OF THE
Design implementation is the processes SYSTEM

whereby all requirements analysis and 4.2.1 LOGIN MODULE

system design are put to test to ensure For student or staff to login into the portal,
efficiency and effective delivery of system. the admin must first register them into the
This section contains the system system and give details to user.
requirements, system interfaces, showing the 4.2.2 COURSE REGISTRATION MODULE
various functions of the system. Student course registration form. A student
must fill the tick to be registered their
courses on the system.
Figure 4.1: Login Module
Figure 4.2: Course Registration Module
Figure 4.3: Student Notification of Result
Figure 4.4: Student Transcript
CONCLUSION
This project has provided adequate solution
to the problems faced by The Polytechnic,
Ibadan in result processing, it increases the
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