CHAPTER ONE

1.0 INTRODUCTION
Information Management System for a department is essential for an institution or to a
college or to a university, which utilizes computer, also which reduces manpower. Main
objective of this study is an important step towards streamlining this effort is to develop
a framework and identify necessary properties that a secure and trusted online
department working system must satisfy to reduce discovery redundancy. Such a
framework will allow us to evaluate as well as compare the merits of existing and future
candidate in department. System should support multi- user environment. System should
be fully automated.
System should provide concrete security features like creating users and assigning
privileges to users of the system. System should be capable to keep track of the detailed
descriptions of the client and the whole details of services offered by the client.

Currently, schools usage of new technologies is very limited. Most schools have dozens of
computers but they are only used for teaching the computer subject and nobody uses them for
administration purposes. However there are numerous tasks that can be done by computers if
they are programmed to do, such as managing students’ grades. Students’ grade management is
one of the most tedious task of administration staff and teachers of schools, which they have to
perform manually at the every school year. Managing students’ grades is a task of
administration staff and lecturers of the department, which is very time consuming and error
prone.
As more information is made available in a variety of formats and media and in a variety of
locations, the need to manage information/data efficiently becomes more and more critical.
Both staff and public users want access to stored information and want to access it more
efficiently. It is the Department Policy to improve both the efficiency and effectiveness of
departmental registration and result processing operations and services through the
implementation of an integrated automated database System.
This website is very dynamic and very easy to understand, the interface of the website is very
easy and anybody can easily work in our website, this website can provide the details about the

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department, courses, subjects, event, attendance, and some important information. The online
departmental management website is also very useful because the student don’t have to read
notice board, he can easily view all info. Like result via this website. To make this website work
successfully we have used some latest technology such as PHP as the Development Platform,
PHP frame work as the development and MYSQL as the Database Management environment.
Electronic document and records management system (EDRMS) is a type of content
management system and refers to the combined technologies of document management and
records management systems as an integrated system.
Unlike DB2 (IBM’s relational database software), an IMS database uses segments, or data
blocks, as building blocks of the hierarchical model. Within each segment are multiple data
pieces, which are known as fields. At the top of the hierarchy, the segment is known as the root
segment. Segments of a specific segment are known as child segments. The child segment order
represents the order in which each entry is entered in a database.

Hierarchical IMS databases generally come in three forms:

1.     Full function database: Derived from the Data Language Interface (DL/I), this database
form may have more than one single access method. Overflow Sequential Access Method
(OSAM) or Virtual Storage Access Method (VSAM) may be used to store and access database
fields.
2.     Fast path database: Designed to facilitate an optimum transaction rate. Examples are data
entry databases (DEDB) and main storage databases (MSDB).
3.     High availability large databases (HALDB): Handles large volumes of data and provides
reliable availability for each piece of data in the database.
IMS (Information Management System) is a database and transaction management system that
was first introduced by IBM in 1968. Since then, IMS has gone through many changes in
adapting to new programming tools and environments. IMS is one of two major legacy database
and transaction management subsystems from IBM that run on mainframe MVS (now z/OS)
systems. The other is CICS. It is claimed that, historically, application programs that use either
(or both) IMS or CICS services have handled and continue to handle most of the world's
banking, insurance, and order entry transactions.

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1.1 STATEMENT OF THE PROBLEM
Many schools do not have computerized student information system that facilitates the
capturing, storage and retrieval of relevant information pertaining to its students. The traditional
flat file organization is still in use and it is inefficient as it takes time to locate any needed file.
The problem is worse if the information needed was recorded years back. Also, it is difficult for
management to get needed information instantly thereby delaying the decision making process
that is based on the information needed. They have failed to see the benefits of utilizing the
computer system despite its advantages. It is in view of these challenges that this research work
is carried out to design and implement a student information system.
          Computer science department of The Polytechnic Ibadan is to an extent manually
operated and manage records and data. The recording of students admitted and their activities
are done manually in a book, which looks/appears rough. Thus, the books or files are exposed to
physical damage by ants and pests, accumulation of dust particles; this makes the contents to be
lost, misplaced or even altered.

1.2 JUSTIFICATION OF STUDY

Information management systems for a Department provide capabilities for registering students
in courses, documenting grading, transcripts of academic achievement and co-curricular
activities and the results of student assessment scores, forming student schedules, tracking
student attendance and managing other student-related data needs in an educational institution.

1.3 AIM AND OBJECTIVES

The aim of this research is to design and implement an Information management systems for a
Department Information management systems for a Department for the Department of Computer
Science, The Polytechnic Ibadan. The objectives of the proposed system hereby include the
following.

 To Store information for future use.

 To understand the concept of information systems so it can be accessed easily.

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  To know the performance of the students in the department.
 To help in retrieving information at any given time.
 To saves time.

1.4 SCOPE OF THE STUDY

This study covers the design and implementation of Information management systems for a
Department using the Department of Computer Science, The Polytechnic Ibadan as a case
study.
Though, the scope is in such a way that the study can be carried out in one and only way
that is computerizing the student information. This will help to modernize the inherent
problems encountered by the managements of this organization.

1.6 METHODOLOGY

The mode of data collection for this system is journals, observation and internet
consultation. The technique adopted for the data analysis is the descriptive statistical
methodology. Flow chart is used to break the system design in modules in order to
comprehend what the structure of this software will look like. In my system coding,
programming language that support the operation of the developed system was used.
PHP is the preferred programming language used for the realization of this software
because of the dynamic features of the language. MySQL is used for the data
manipulation of the software. MySQL is a database application software. In the system
testing, in order to ascertain the operation of the software, module testing was used.

1.6 DEFINITION OF TERMS

Computer-based: To be dependent on the use of computers and related software to carry out a
particular task.

Information: Definite knowledge acquired or supplied about something or somebody, also the
meaningful material derived from computer data by organizing it and interpreting it in a specific
way.

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System: A combination of related parts working together to achieve a particular goal.

Information: The meaningful material derived from computer data by organizing it and
interpreting it in a specific way.

Hardware: The equipment and devices that make up a computer system as opposed to the
programs used on it.

Management: The organizing and controlling of the affairs of a business or sector of business.

Query: A request for information.

Database: A systematically arranged collection of computer data, structured so that it can be

automatically retrieved or manipulated.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 BACKGROUND THEORY OF STUDY

At the core of every system’s efficiency is the availability of services because very often
users rate the whole system performance depending on the satisfaction they get in using such
services. To meet users’ needs and expectations, almost every online student management has a
myriad of services. For instance, Maere (2011) explains that the SMS handles the
administration part of students which includes; admission, examination records, assessment
process, finance, room allocation, transcripts, student’s union electronic voting, mobile text
messaging, examination results feedback. Therefore, it is certain that in most institutions of
higher learning, online student management systems are created in house to assist in registration
of students, student online profiling, financial recording, examination grades records, transcript
generation, student accommodation management, and keeping student records (Maere, 2011;
College of Medicine (CoM), 2016 & Mzuzu University Annual Report, 2015).

2.1.1 What is a Management System?

A Management system is a set of policies, processes and procedures used by an organization to

ensure that it can fulfill the task required to achieve its objectives.

These Objectives covers many aspects of organization`s operations for an example, an

environmental management system enables organization to improve their environmental
performance and to control some activities that may be carried out by their organizations.

Many organizations work with large amounts of data. Data are basic values or facts and are
organized in a database. Many people think of data as synonymous with information; however,
information actually consists of data that has been organized to help answer questions and to
solve problems. An information system is defined as the software that helps organize and
analyze data. So, the purpose of an information system is to turn raw data into useful
information that can be used for decision making in an organization.

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2.1.2 General Purpose vs. Specialized Information Management Systems

There are some general types of information management systems. For example, a database
management system (DBMS) is a combination of software and data that makes it possible to
organize and analyze data. DBMS software is typically not designed to work with a specific
organization or a specific type of analysis. Rather, it is a general-purpose information system.
Another example is an electronic spreadsheet. This is a tool for basic data analysis based on
formulas that define relationships among the data. For example, you can use a spreadsheet to
calculate averages for a set of values or to plot the trend of a value over time.

In contrast, there are a number of specialized information systems that have been specifically
designed to support a particular process within an organization or to carry out very specific
analysis tasks. For example, enterprise resource planning (ERP) is an information system used
to integrate the management of all internal and external information across an entire
organization. Another example is a geographic information system (GIS), which is used to
manage and analyze all types of geographical data. Expert systems are another example of
information systems. An expert system is designed to solve complex problems by following the
reasoning of an expert.

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Fig. 2.1 General purpose vs specialized information management systems

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2.1.3 Typical Components of Information Management Systems

While information systems may differ in how they are used within an organization, they
typically contain the following components:

1. Hardware: Computer-based information systems use computer hardware, such as

computers, processors, monitors, and keyboard, printers and networking devices.
2. Software: These are the programs used to organize, process and analyze data on the
hardware. It is divided/broken into two major categories namely: System software refers
to the operating system i.e windows, Mac OS, and Ubuntu, etc and Application software
refers to specialized software for accomplishing business tasks such as payroll program,
banking system point of sales system, etc.
3. Databases: Information systems work with data, organized into tables and files.
The recorded dad to day activities like business transactions. For a bank, data is
collected from activities such as deposits, withdrawals etc.
4. Network: Different elements need to be connected to each other, especially if many
different people in an organization use the same information system.
The users are usually qualified professionals such as accountants, human resource
managers, etc. The ICT department usually has the support staff who ensure that the
system is running properly.
5. Business Procedures: These describe how specific data are processed and analyzed in
order to get the answers for which the information system is designed. These are
developed by the people i.e users, consultants, etc.

The first four components are part of the general information technology (IT) of an
organization. Procedures, the fifth component, are very specific to the information needed to
answer a specific question.

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2.1.4 Types of Information Systems

The many different types of information systems can be divided into categories based on where
they are used in the hierarchy of an organization.

2.1.4.1 Executive Information Systems (EIS)

Executive Information Systems are design to improve the quality of strategic level of
management in organization through a new type of technology and several techniques for
extracting, transforming, processing, integrating and presenting data in such a way that the
organizational knowledge filters can easily associate with this data and turn it into information
for the organization.

The main objective of EIS (Executive Information Systems) is to provide in real time
representative information to the high-level or strategic management and to gather, analyze, and
integrate internal and external data into dynamic profiles of key performance indicators (KPI).
Executives have to manage and manipulate very large sets of data. In essence, they can have a
customized view that extracts information from disparate sources and summarizes it into
meaningful indicators.

2.1.4.2 Decision Support Systems (DSS)

Decision support systems can make decision process more effective for the human decision
maker. They cannot, however, overcome or prevent the actions of a poor decision maker. The
user ultimately controls the process and must understand when to use a DSS, what DSS to use
and most importantly, to what degree to depend on the output and information obtained from
the DSS. The manager must see the DSS as a valuable tool in the decision process rather than as
a mechanism that makes the decision.

2.1.4.3 Management Information System (MIS)

The MIS is an integrated man machine system that provides information to support the planning
and control functions of managers in an organization. According to Schwartz, MIS is a system
of people, equipment, procedure, documents and communication that collects, validates, and

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operates on transformers, stores, retrieves and present data for use in planning, budgeting,
accounting, controlling and other management process.

2.1.4.4 Transaction Processing System (TPS)

A transaction processing system is an Information system that processes data arising from the
occurrence of business transactions. Transaction processing systems capture and process data
describing business transactions. Then they update organizational files and databases and
produce a variety of information products for internal and external use. Transaction processing
systems generally go through a five-stage cycle.

1. Data entry activities

2. Transaction processing activities
3. File and database processing
4. Document and report generation
5. Inquiry processing activities.

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Fig. 2.2 Categories of Information System

Asogwa, Mohammed, Ahmed & Danmaitaba (2015) explains that the benefits of Departmental
Management System(DMS) software are enormous. In most universities, DMSs directly
benefits both the administration and students. To the Institution management, the DMS carries
most of the crucial administrative activities such as enrolment, and examination (Asogwa et al,
2015; Kaloki, n.d; Kasozi, 2006). On the other hand, Pacio (2013) argues that in recent years,
the use of online Information management systems for a Department provides students with the
capabilities to register for new semesters and have timely access to their academic and
biographic records via internet enabled gadgets like smartphones and computers. Similarly,
EBriks Infotech (n.d) noted that students gain the most from School Management System.
Preferably, students get a new platform not only to gain but also to express the knowledge
inside them. It was observed that the key benefits of DMSs to students revolves around the 24/7
web-based access to information about class and examination timetables, school events and
holidays. It was further ascertained that SMSs allows users to publish articles to share
experience, knowledge and views, and participate in discussion forums and therefore this
contributes to the digital library.

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2.2 COMPONENTS OF MANAGEMENT INFORMATION SYSTEMS

To effectively deliver the information needed to decision makers, Management Information

Systems need to have the necessary components to collect, process, store and retrieve the
information whenever it is needed.

To achieve this, these systems use the following four components:

2.2.1 Information System: This is a combination of software, hardware, personnel and

infrastructure. This component helps in the collection of data that is stored in the MIS. The
hardware includes computers, scanners, printers and network devices. The software elements
include the company’s enterprise software and any other software that is used in the running of
the company’s network. This component makes it possible for employees to interact with the
system and thus information can be collected

2.2.2 Database Management System. This component is primarily made up of computer

programs that help in the storage and retrieval of data. Of course, it also includes the
actual physical databases where the information is stored after it has been captured.
There are several different database management systems that can be used in
Management Information Systems. The suitability of the systems will depend on the
amount of data that will need to be processed and stored in the system. There are small
database management systems that can comfortably work on personal computers and
there are huge ones that will need larger and more complex machines like mainframe
computers. Learn more about database technologies.
2.2.3 Intelligence System. This component is concerned with processing of the data
collected and presenting it in a manner that is easy to comprehend. Everything from
the processing of the data to the displaying of the data is designed to give top
executives an easy time as they try to make decisions concerning the business. It is
sometimes referred to as business intelligence which stores human knowledge and
uses the logic to formulate quick solutions for future problems where patterns match.

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2.2.4 Research System. This component is concerned with identifying the main
management problems in the organization and coming up with alternative decisions
that could have sufficed in a particular situation. This helps ensure that all the
possible options are analyzed and the best decision made. The best decision is not
always the most obvious one. This component of Management Information systems
ensures that the best decision is reached even in those instances.

2.3 Benefits of Information Management System

A management information system provides the data to identify non performing areas
and leads to better business productivity and efficiency, better decision making, better
communication and better data and better knowledge of customer needs.
Not having an effective, functional Information Management System leaves
heads guessing in the dark. Students are busy going through their workdays without
direction or purpose. A management information system provides the data to identify
non-performing areas and leads to the following benefits:
Helps to achieve a higher level of efficiency: Department have the information needed to
identify an Institution’s strengths and weaknesses.
Improves the quality of decisions: Better availability of information reduces uncertainty
and lets department make more rational decisions based on reliable data.
Promotes better communications between departments in a workplace: When,
department heads and students are sharing information, there is better communication
between them to identify problem areas and find mutually agreeable solutions. Provides
a platform to explore different scenarios for various alternatives and economic
environments:
Management is able to explore various alternatives to see the possible results before
making decisions and commitments.
Improves student’s productivity: Students are more productive because they don't have
to spend time gathering the data that management wants. A well-designed Information
Management System will gather all the data without any more input from students.

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 What Are the Benefits of a Management Information System? A business owner
opens a company, hires employees, sells products to customers and pays the bills. But, is
it making any profits? Will the bank account have enough money to pay all the bills?
Are there enough raw materials in inventory to meet the demand for the products? The
owner doesn't know because he doesn't have any kind of reporting system that tells him
what's going on in his business. This is where a management information system
becomes essential.

An information management system provides the information that heads need to get a
feel for how their organization is performing. These systems gather data about different areas of
a company, Cloud-Based Legal Platform • Human resources • Sales and marketing • Inventory
control • Profits • Expenses • Debts • Document flows • Taxes • Cash balances • Accounts
receivable • Accounts payable

HOW TO USE INFORMATION MANAGEMENT SYSTEM

An Information Management Systems (IMS) is the name given to computer systems which
provide metrics in line with the goals and objectives of an organization. The development of an
IMS consists of assembling the right tools to assist management in making the best business
decisions related to achieving organizational objectives. These systems are especially helpful
when used in conjunction with financial data which can then be analyzed for regular reporting.

Use IMS to support strategy decisions. Tactical decision making has always been more
difficult than strategic planning due to the lack of knowledge about future events. IMS and
business systems allow institution to use metrics and forecasts to spot trends in school data.
Create regular financial statements. IMS can be used to improve the accuracy and integrity of
financial statements and performance reports. This helps with monitoring and implementing
strategic decisions.

2.5 CURRENT METHOD IN USE

Students are given a green file from the admission office which is required to be submitted with
some documents (which include; course form, departmental fee receipt, birth certificate etc.) to

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the department. This serves as a means of registering the student as a member of the department
for each academic year.

2.6 APPLICATIONS OF INFORMATION MANAGEMENT SYSTEM

IMS has become an integral part of the organization’s existence and application on several
specific areas. These include strategy supports, data processing and job performance
development. IMS transforms data into useful information to formulate effective management
decisions. Data processing by IMS allows organization of enormous quantity of data and
provides valuable time-saving benefits for the organization. Student’s performance of the
organization’s human resources is greatly affected with the establishment of an IMS. Students
will have more efficient and effective ways in handling data and information

OBJECTIVES OF INFORMATION MANAGEMENT

The more knowledge a business has about its performance, the better its chances of success. By
fully understanding the financial and corporate picture, the management team is in a better
position to make key decisions that affect the department.

This is where the Information Management System (IMS) comes in. An IMS is a computerized
database that collects, processes, stores and communicates information relating to levels of an
organization. The information in an IMS is generally displayed by comparing actual financial
numbers to planned financial numbers, giving the team an overview of how the department is
performing based on its goals.

2.7 APPROACH TO BE USED

The approach used in this study describes how the new system functions which makes it better
than the existing system operation. The proposed system will provide an interface that will help
accept students’ information. All information received from the students will be recorded on a
database as manual method leads to inefficiency of the department because paper can be

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maples, records can be falsified or even affected by natural disasters such as fire. An
administrative backend will also be developed and full privilege given so as to be able to
checkmate the activities of the users of the system and also perform advance functions.

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2.8 ADVANTAGES OF INFORMATION MANAGEMENT SYSTEM 
An IMS provides the following advantages.

1. It Facilitates planning: IMS improves the quality of plants by providing relevant information
for sound decision – making. Due to increase in the size and complexity of organizations,
managers have lost personal contact with the scene of operations.
 
2. In Minimizes information overload: IMS change the larger amount of data in to summarize
form and there by avoids the confusion which may arise when managers are flooded with
detailed facts.
 
3. IMS Encourages Decentralization: Decentralization of authority is possibly when there is a
system for monitoring operations at lower levels. MIS is successfully used for measuring
performance and making necessary change in the organizational plans and procedures.
 
4. It brings Coordination: IMS facilities integration of specialized activities by keeping each
department aware of the problem and requirements of other departments. It connects all
decision centers in the organization.
 
5. It makes control easier: IMS serves as a link between managerial planning and control. It
improves the ability of management to evaluate and improve performance. The used computers
has increased the data processing and storage capabilities and reduced the cost.
 
6. IMS assembles, process, stores, Retrieves, evaluates and disseminates the information.

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 CHAPTER THREE

SYSTEM INVESTIGATION AND ANALYSIS

3.1 BACKGROUND INFORMATION ON CASE STUDY

The Polytechnic, Ibadan (typically called "Poly Ibadan") is an institution of higher

learning in Ibadan in Oyo State, Nigeria. Founded in 1970, Poly Ibadan is similar to other
polytechnics in Nigeria. The institution was established to provide an alternative higher
education to universities, particularly in technical skill acquisition. The vocational and skills
acquisition center is poised to ensure that students master a skill before leaving the institution
and also provides skills training to the host community.

The Department of Computer Studies of The Polytechnic, Ibadan offers courses leading to the
award of National Diploma (ND), and Higher National Diploma (HND) in Computer Science
for Full Time students. In 1997/1998 academic session, the Part-Time ND certificate course was
introduced. The Full Time programs lasts for a minimum of two years and a maximum of 4
years, while Part Time programs lasted for a minimum of 3 years and a maximum of 6 years.

3.2 OPERATIONS OF EXISTING SYSTEM

A students’ file is given to the student from the admission office to be taken to the faculty and
the department for proper documented. This file identifies each student uniquely as a member of
a department or faculty. Each student is required to submit this file together with some
documents which include Admission letter, O Level result, Departmental payment, faculty
payment, certificate of birth, certificate or origin, clearance form, jamb admission slip, etc. The
class coordinator accesses the documents in the file and register the student as a member of the
department.

All these files are kept in a wardrobe or furniture for so many years, which later get destroyed
by some rats or cockroach.

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3.3 ANALYSIS OF FINDING

The system analysis deal with the step by step procedure that follows the operation of the
existing system.

3.3.1 OUTPUT FROM THE SYSTEM

In any system, the effectiveness of any project depends on how the investigation and analysis of
the old system are been carried out. Output from the system involve the registration and
verification of students as a member of the department.

3.3.2 INPUT TO THE SYSTEM

The input to the system refers to the data which are required by the department to successfully
register a student as a member of the department. Some of these data include:

1. Full name
2. Phone number
3. Email Address
4. Contact address
5. State of Origin
6. Religion
7. Matric Number
8. Level, etc.

3.3.3 PROCESSING ACTIVITIES CARRIED OUT BY THE SYSTEM

After a student has submitted the registration documents, the course coordinator accesses the
documents to see if everything is adequately arranged and complete. If there are no issues, the
coordinator signs and the HOD of the department on the file and register the student for the
academic session.

3.4 How data and information are being stored by the system

Information are stored in the database for future purpose, so that it can be easily retained when
needed and to avoid loss of data or information of a particular students in the department.

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3.5 PROBLEMS IDENTIFIED FROM ANALYSIS

The problems identified from the analysis are listed and explained below:

i. Time Consuming: Time wastage is one of the major problems identified from the
analysis. If there are many people to attend to, the amount of time it takes in
attending to all students is definitely a huge one.
ii. Data insecurity: This is also one of the problem identified. During compilation or
during the submission process, either student’s data can easily be seen or such
person can act negatively to the data or information he/she has seen.
iii. Poor Storage: Storing of information is very important especially to this kind of an
organization. Reason been that some data collected or information may be needed to
be stored for weeks, months or even years. Hence, a need for proper storage.

3.6 SUGGESTED SOLUTION TO THE PROBLEMS

Haven identified the problems form the analysis, solution can therefore be easily proffered. One
main solution to the problem is “COMPUTERIZATION”. Through the implementation of an
expert system, it will aid the organization to greatly improve on its troubleshooting operations.
These are some of the benefits of computerization

i. Speed: computer can process information at a very high speed compare to human
effort
ii. Good and reliable storage medium for information: Computer is a very good
storage device because it has the ability to store information on a long-term basis;
once initiated, it could operate on its own under the central of a control stored
program without any human intervention.

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 CHAPTER FOUR

SYSTEM DESIGN

System design involves the analysis, which covers the new specification of the proposed
solution, the design, which covers the development and interfacing of the different modules that
makes up the entire system and configuration of the necessary hardware and software
components to support one’s solution architecture. In the same vein, system design is to deliver
the requirements as specified in the feasibility study. The main objectives of system design are;
practicality, efficiency, cost, flexibility and security.

4.1 OUTPUT DESIGN

a) Reports to be generated

1. Student list
2. Courses list
3. Results

b) Screen forms of reports

Fig. 4.1 Student list

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Fig. 4.2 Courses list

Fig. 4.3 Result record

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c) Files used to produce reports

 students.php
 courses.php
 result.php

4.2 INPUT DESIGN

These are the data fed into the system for the purpose of manipulation, retrieving, recording and
maintenance. The devices needed for input are keyboard and mouse.

a) List of input items required

 Last Name
 First Name
 Phone Number
 Email
 Religion
 Level
 Course of Study
 Course Code
 Academic Year
 Semester etc.

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b) Data capture screen forms for input

Fig. 4.4 Student registration form

Fig. 4.5 Course unit

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c) Files used to retain inputs

For the new system, we do not need new files or any other form of storage for saving our inputs.
MySQL database is used in saving all incoming data.

4.3 PROCESS DESIGN

This system defines the procedures to take towards generating an efficient output. The process
design linked every module together to produce a desired output.

a) List of all programming activities necessary

Various programming activities are performed to successfully build the new system; these
activities include:

 The design of the database used.

 Design of the client side script i.e. JavaScript which enables efficient interaction
between the user and the GUI application of the new system.

 HTML coding, this is used in preparing the presentation part of the new system; it
helps us to design the pretty look of the website to be created.

PHP coding, which constitute the main and business logic of the new system. All the processes
of the system is coded in this area of programming

b) Program modules to be developed

Modules are developed individually to perform one function or the other, and they are linked
together to work as single system called “Main Program". The major modules developed in this
research are:

 Login module
 Search module
 Student module
 Attendance module
 Result module.

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c) Virtual Table of Content (VTOC)

Main
MainMenu
Menu

Register new Manage Students/Admin

Login Exit
user/Login

4.4 STORAGE DESIGN

a) Description of Database Used

A database is a collection of interrelated data stored with a minimum of redundancy to serve

many applications. Database is used to group data into a number of tables and minimizes the
artificiality embedded in using separate files.

 MySQL Database: This is an open-source relational database management system

(RDBMS). Its name is a combination of "My", the name of the co-founder Michael
Widenius's daughter and "SQL", the abbreviation for Structured Query Language.
MySQL is free and open-source software under the terms of the GNU General Public
License, and is also available under a variety of proprietary licenses.

b) Description of Files Used

 Content Provider: Provides all the content needed in the project.

 Contrast: It gets the entire column in the project.
 Data Source: It deals with the update and closing of the database.
 DBOpenHelper: It holds all the data entries in the project.

c) Record Structure of All Files Used

29
This aspect of the project deals with the skeletal framework of the database. Every file is
structured in a format that it can accept extra data as input and be able to print out any additional
information.

ATTRIBUTE DATA TYPE LENGTH

Password varchar 50
Email varchar 255
Signupdare Date

Table 4.1 Users table

ATTRIBUTE DATA TYPE LENGTH

Name varchar 100
Course integer 10
Year varchar 40
Academicyear integer 10

Table 4.2 Students table

ATTRIBUTE DATA TYPE LENGTH

Id Integer 10
Name varchar 40

Table 4.3 Courses table

4.5 DESIGN SUMMARY

a) System Flowchart

Start

Enter login details

30
Verify
Verify username
username & & password
password
on
on the
the database
database

Does No
Display error
credentials
message
match?

Yes

A. STUDENTS
B. COURSES
C. ACADEMIC
D. RESULTS

BB

SELECT OPTION

Yes
IF OPTION A
STUDENTS

No

Yes
IF OPTION B
COURSES

No

Yes
IF OPTION C
ACADEMIC

No

31 Yes
IF OPTION D
COURSE

No
 Stop

b) HIERARCHICAL INPUT PROCESSING OUTPUT (HIPO) CHART

INPUT PROCESS OUTPUT

Display
Create Student SUBMIT Courses
Account

CREATE Display
CREATE
SUBADMIN Student
UPDATE
Enter Fullname, Information
READ
email, phoneno,
username,

32
 CHAPTER FIVE

SYSTEM DEVELOPMENT AND IMPLEMENTATION

5.1 PROGRAM DEVELOPMENT ACTIVITY

a) Programming Language Used: The programming language used in developing the software
is the web language which includes HTML, CSS, JS and PHP. Web language is a concurrent,
function-based, content management language.

(b) Environment Used in Development: The application was built using a text editor
(Bracket) and XAMPP server. XAMPP is a free and open-source cross-platform web server
solution stack package developed by Apache Friends consisting mainly of the Apache HTTP
Server, MariaDB database, and interpreters for scripts written in the PHP and Perl programming
languages.

c) Source Code: The source code of this project has been attached to the appendix of this
report.

5.2 PROGRAM TESTING

During program testing each modules of the program were tested to determine the reliability of
the system.

a) Coding Problems Encountered

As at the time of developing this project, a lot of errors was encountered. They are categorized
as follows:

 Syntax error: Syntax error is an error in the coding syntax of a language, usually when
reserved keywords of the programming language are not spelt correctly. Bracket applies
syntax coloring to keywords. Majorly, keywords are highlighted in blue.
 Too many fields error:  This happens when compiling a PHP code.

33
  Path error: This happens when there is a mistake in the referencing or addressing of an
object, file, image etc.

b) Use of Sample Data

The various data used for sample are for easy imputing of activity record, they are used for
effective generation of the various reports.

5.3 SYSTEM IMPLEMENTATION

System implementation is an important phase in system development cycle. It encompasses all

the post-sale processes involved in something operating properly in its environment, including
analyzing requirements, installation, configuration, customization, running, testing, systems
integrations, user training and making necessary changes. The purpose of system
implementation is making the new system available to a prepared set of users and positioning
on-going support and maintenance of the system within the performing organization.

a) System Requirements

System requirements are the configuration that a system must have in order for a hardware or
software application to run smoothly and efficiently. Failure to meet these requirements can
result in installation problems or performance problems. When a system starts functioning, it is
necessary to monitor its operation to ensure that the user requirements are met. The new system
has to be examined from time to time to ensure that it works as expected.

b) Tasks Prior to Implementation

(i) Hardware/Software acquisition

For easy running of the application on any user’s device, the following are necessary:
 1280 x 800 maximum screen resolutions.
 1GB RAM minimum.
 XAMPP or WAMP server.

(ii) Program installation

34
The application is web-based and can be navigated through a URL link.
c) Staff Training

This is the process of putting the users through on how to use the application. It is programs
that help users acquire specific knowledge or skills to improve performance in their current
roles.
d) Changing Over

This is the process of changing from one system to another especially from the existing system
to the new system. The suggested change is the parallel change over where both can be used
concurrent.

35
 CHAPTER SIX

SYSTEM DOCUMENTATION

6.1 FUNCTIONS OF PROGRAM MODULES

Students: This is where student record are fed into the system. Updating, reading and deleting
student results also calculated and performed in this module.

The Result is generated automatically after students register for each course and the course has
been approved by the admin

Courses: This is interface allows for managing courses where admin will save each course into
students records and the students will be able to register for the course according to their
program, level and session.

Academic Session: This interface gives a summary of school session. Authorized user can also

Create academic session from this interface according to the present year and the session in
which particular student got an admission.

This maybe 2019/2020.It make it easier to locate student’s records when they are in need of it.

Results: This interface allows authorized admin to add student’s result in each course. It also
provide options for managing the results.

Students can only view their result after the admin has done the calculation, they cant modify or
mange the records.

This records gives the students the chance to know the outcome of the overall performance.

6.2 USERS MANUAL

For easy access to this student management information system application, the user must:

1. Have a web browser and a XAMPP server on their computer.

36
 2. Launch the XAMPP server by starting the Apache and MySQL, open the file manager;
copy the source file to the htdocs folder inside the XAMPP folder in the Local Disk (C:\)
directory.
3. After the source file is successfully copied, open the web browser and navigate to
“localhost/phpmyadmin”, create the database “superschool” and import the SQL file.
4. On successful upload of the database file, navigate to “localhost/superschool/” to open
the software.
5. To access the admin area, input the admin login details into the login form.

Note: The explanation above is only available for localhost server because the software is yet to
be launched on a web hosting site.

37
 Information Management System for a Department

General Use Case

Login

Student’s
information

Manages/Update
Course

Admin Student

Manages Academic
Session

Record All Results

USE CASE DIAGRAM

38
 CHAPTER SEVEN
SUMMARY, CONCLUSION AND RECOMMENDATION

SUMMARY

A information management system is a management information system for education sector

establishments used to manage student data. It integrates students and the administration.
Student information systems provide capabilities for registering students in courses;
documenting grading, transcripts of academic achievement and co-curricular activities, and the
results of student assessment scores; generating reports and managing other student-related data
needs in an educational institution.

CONCLUSION

It is concluded that automation of existing student information system, such as the delivery of
enrolment procedures and keeping the records of students’ information such as: keeping of
admission requirements during enrolment, personal information, student subjects enrolled and
knowing the overall performance of students will maximize the utilization of the full range of
benefits of Information and Communications Technology. The performance of the developed
Information Management System is superior, more efficient and effective than the existing
student information system of the Department of Computer Studies, The Polytechnic Ibadan.
With regards to the quality characteristics that were used to evaluate both the existing and the
developed Student Information System, it is also concluded that the developed Student
Information System is much better than the existing system.

RECOMMENDATION

1. It is recommended that the student information system be implemented in order to

improve the delivery of enrolment procedures and record keeping of student information
as well as to address the problems encountered with the existing system.
2. The developed system should be given attention for further study and enhancement
especially in terms of its usability and efficiency.

39
3. Additional measures to minimize the drawbacks of using the student information system
should be studied and adopted, particularly if the online student information system will
be realized.
4. A full time technically proficient system administrator should be appointed to handle
system administration tasks to ensure sustainability of the system. To ensure this,
training must be provided.

40
 REFERENCES

Brendan, P. Kende(2005):Zen and the Art of the Internet (1st ed.) A Beginner’s Guide.
New York: Prentice Hall Publishing
Burstan, Cari. D (1997): Accessible Site Design Elements:
http://www.anybrowser.org/coampaign/abdesign<html
Conger, She and Richard Mason (1998): Planning and Designing Effective Websites:
Cambridge, MA: International Thompson Publishing Co.
Date, C. J (2003): Fundamental of Database System (1st ed.). USA: Addition Wisley
Publishing Company, Volume 1Reading.
Dimoji, D.O (2006): Introduction To COBOL Programming and Thesis Writing, Aba:
Zemek Graphics Production.
Elmasri, R. and Navather.S(2004): An Introduction to Database System (1st Ed.).
California: The Benjamin Cummings Publishing Co.
Internet, Society (ISOC)(2003): A Brief History of The Internet.
<http:www.isoc.org/internet/history/brief.html>
Jeffre, Veen (2001): The Art and Science of Web Design: New York: Riders Publishing
House, Inc.
Jennifer Niederst (2002): Web Design in a Nutshell O’Reilly Books, (2nd Ed.). Okalam:
Drydem
Joe, Clerk (2007): Building Accessible Website, New Jersey: Owyer Publishers. ISBN
07357115 xhttp://www.joederk.org
Lahman, Roberts (1998): Multiple Computer Network and Inter Computer
Communication; ACM Gattlinburg Conference, June.
Ndukwe, C.M (2010); Handbook on Research Project and Thesis Writing, Aba; Cheeda
Prints.
Alice. “Student Information System Project Manager (Admin/Professional Individual
Contributor) of Harvard University”. Harvard Education Review. Vol. 36, No. 6, pp. 41-
48, 2009

41
Andres, C. “Admission System and Online Examination for Benguet State University”.

Undergraduate Project Study. Benguet State University, 2005.

Galang, A.A.D. “Enrolment Management System for Data Center College of the
Philippines”, Laoag City. St. Paul University Philippines, pp. 10-120, 2012.
Evangelista. Student Information System (SIS) of Nueva Viscaya State University. St.
Paul University Philippines,pp. 20-24,2011.
Liao. “Student Information System of the College of Hospitality Industry Management.”
College of Information Technology Cagayan State University. Carig Sur, Tuguegarao
City, Cagayan, 2010.
Laudon & Laudon, C. “Management Information System”, Revised Edition. New Delhi:
New Age International Publishers, 2010.
Marrero, S. “Student Information System for the University of the Cordilleras”. A
master project study. University of the Cordilleras.
Pacio, R. “Online Student Information System of Benguet State University”. (OSIS-
BSU), Philippines, 2013.

42
 APPENDICES

APPENDIX A

Program Flowchart

FILLING OF REGISTRATION
DETAILS

FILLING OF LOGIN DETAILS

IS LOGIN NO
SUCCESSFUL?

YES

DASHBOARD

DISPLAY REGISTERED
STUDENTS

FILE STORAGE REGISTERING NEW

STUDENTS

PROCESSING STUDENT DISPLAY COURSE

INFORMATION INFORMATION

43
 APPENDIX B

Program Listing

<!DOCTYPE html>
<?php require_once 'auth.php'; define('BASE_URL','http://localhost:8081/sim/admin/?page=');
if(!isset($_GET['page'])) {
redirect('home');
}
$page=$_GET['page'];
?>
<html lang="en-us">
<head>
<!-- Required meta tags -->
<meta charset="utf-8" />
<meta name="viewport" content="width=device-width, initial-scale=1, shrink-to-fit=no" />
<title>Department Management System - <?=$page?></title>

<link rel="icon" href="../img/logo.png" type="image/png">

<!-- Bootstrap CSS -->
<link rel="stylesheet" href="../css/bootstrap.min.css" />
<!-- themefy CSS -->
<link rel="stylesheet" href="../vendors/themefy_icon/themify-icons.css" />
<!-- select2 CSS -->
<link rel="stylesheet" href="../vendors/niceselect/css/nice-select.css" />
<!-- owl carousel CSS -->
<link rel="stylesheet" href="../vendors/owl_carousel/css/owl.carousel.css" />

44
<!-- gijgo css -->
<link rel="stylesheet" href="../vendors/gijgo/gijgo.min.css" />
<!-- font awesome CSS -->
<link rel="stylesheet" href="../vendors/font_awesome/css/all.min.css" />
<link rel="stylesheet" href="../vendors/tagsinput/tagsinput.css" />
<!-- menu css -->
<link rel="stylesheet" href="../css/metisMenu.css">
<!-- style CSS -->
<link rel="stylesheet" href="../css/style.css" />
<link rel="stylesheet" type="text/css" href="../vendors/parsley/parsley.css">
<link rel="stylesheet" type="text/css" href="../vendors/sweetalert/sweetalert.css">
<link rel="stylesheet" href="../css/colors/default.css" id="colorSkinCSS">
<style type="text/css">
.btn-primary {
color: #fff;
background-color: #5664d2;
border-color: #5664d2;
}
.btn-primary:hover {
color: #fff;
background-color: #5664d2;
border-color: #5664d2;
}
h1, h2, h3, h4, h5, h6 {
color: #5664d2;}
</style>
<script src="../js/jquery-3.4.1.min.js"></script>

45
 <script src="/sim/vendors/sweetalert/sweetalert.min.js"></script>
<script src="../vendors/parsley/parsley.js"></script>
<script src="../vendors/sweetalert/sweetalert.min.js"></script>
</head>
<body class="crm_body_bg">
<!-- main content part here -->
<!-- sidebar -->
<!-- sidebar part here -->
<nav class="sidebar dark_sidebar vertical-scroll ps-container ps-theme-default ps-active-y">
<div class="logo d-flex justify-content-between">
<a href="<?=uri('home')?>" class="text-white h5"><i class="ti-user"></i>
&nbsp;Departmental MS</a>
<div class="sidebar_close_icon d-lg-none">
<i class="ti-close"></i>
</div>
</div>
<ul id="sidebar_menu">
<li class="mm-active">
<a href="<?=uri('home')?>" aria-expanded="false">
<!-- <i class="fas fa-th"></i> -->
<div class="icon_menu">
<img src="../img/menu-icon/dashboard.svg" alt="">
</div>
<span>Dashboard</span>
</a>
</li>
<li class="">

46
 <a href="<?=uri('students')?>" aria-expanded="false">
<div class="icon_menu">
<img src="../img/menu-icon/2.svg" alt="">
</div>
<span>Students</span>
</a>
</li>
<li class="">
<a href="<?=uri('courses')?>" aria-expanded="false">
<div class="icon_menu">
<img src="../img/menu-icon/3.svg" alt="">
</div>
<span>Courses</span>
</a>
</li>
<li class="">
<a href="<?=uri('academic_year')?>" aria-expanded="false">
<div class="icon_menu">
<img src="../img/menu-icon/4.svg" alt="">
</div>
<span>Academic Year</span>
<!-- responsive table -->
<script src="../vendors/datatable/js/jquery.dataTables.min.js"></script>
<script src="../vendors/datatable/js/dataTables.responsive.min.js"></script>
<script src="../vendors/datatable/js/dataTables.buttons.min.js"></script>
<script src="../vendors/datatable/js/buttons.flash.min.js"></script>
<script src="../vendors/datatable/js/jszip.min.js"></script>

47
<script src="../vendors/datatable/js/pdfmake.min.js"></script>
<script src="../vendors/datatable/js/vfs_fonts.js"></script>
<script src="../vendors/datatable/js/buttons.html5.min.js"></script>
<script src="../vendors/datatable/js/buttons.print.min.js"></script>
<script src="../js/chart.min.js"></script>
<!-- progressbar js -->
<script src="../vendors/progressbar/jquery.barfiller.js"></script>
<!-- tag input -->
<script src="../vendors/tagsinput/tagsinput.js"></script>
<!-- text editor js -->
<script src="../vendors/text_editor/summernote-bs4.js"></script>
<script src="../vendors/am_chart/amcharts.js"></script>
<!-- scrollabe -->
<script src="../vendors/scroll/perfect-scrollbar.min.js"></script>
<script src="../vendors/scroll/scrollable-custom.js"></script>
<script src="../vendors/chart_am/core.js"></script>
<script src="../vendors/chart_am/charts.js"></script>
<script src="../vendors/chart_am/animated.js"></script>
<script src="../vendors/chart_am/kelly.js"></script>
<script src="../vendors/chart_am/chart-custom.js"></script>
<!-- custom js -->
<script src="../js/custom.js"></script>
</body>

</html>

48
 APPENDIX C

Sample Output

Student list

Courses list

49
Result record

Student page

50