WACHEMO UNIVERSITY

FUNDAMENTALS OF DATABASE

COLLAGE OF ENGINEERING AND TECHNOLOGY

GROUP ASSIGNMENT

STUDENT MANAGEMENT SYSTEM

GROUP MEMBERS ID NO

1. AMIN ABDI 1402808

2. DANIEL LULSEGED 1403296
3. KIDUS MATHEWOS 1404153
4. ADDEY ASSEFA 1402685
5. NEBIYAT BEKELE 1405927
6. GEMEDA ERESO 1403796
7. ODA KUMBI 1404697
8. ASCHALEW TILAHUN 1402849
9. NEBIYAT BEKELE 1405927
10. DILAMO TESHALE 1411450
11. ZELALEM TESFAYE 1411405
12. BISRAT DEGU 1409472
13. AMANUEL SHIGUTE 1409470

SUBMITTED TO: HABTAMU SHIFERAW(MSC)

SUBMITTED DATE: 19/06/2023 G.C

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CONTENTS
1 Chapter One: Introduction.............................................................................................................. 5

1.1 Background Information.................................................................................................................. 5

1.2 Statement of the Problem ................................................................................................................ 5
1.3 Scope of the Project............................................................................................................................. 6
1.4 Specific Objectives of the Project................................................................................................... 7
1.5 Objective of the Project...................................................................................................................... 7
1.6 General Objective of the Project .................................................................................................... 8
1.7 Methodology........................................................................................................................................... 9
1.8 Data Collection Methods.................................................................................................................... 9
1.9 Development Tools.............................................................................................................................. 10
1.10 Benefits and Beneficiaries of the New System ...................................................................... 11

2 Chapter Two: Existing System Analysis...................................................................................... 12

2.1 Overview of Purposes/Services of the Existing System........................................................ 12
2.2 Problems in the Existing System ...................................................................................................... 12
2.3 Business Rules .......................................................................................................................................... 13

3 Chapter Three: Database Design .................................................................................................... 14

3.1 Conceptual Database Design of the New System ........................................................................14
3.2 Entities Description................................................................................................................................ 15
3.3 Entity Attributes Description.............................................................................................................. 15
3.4 Relationships in the Existing System............................................................................................... 15
3.5 Entities Primary Key and Foreign Key ……..................................................................................... 16
3.6 Logical Database Design of the New System.................................................................................. 19
3.7 ER-diagram and Table Mapping ......................................................................................................... 19
3.8 Validate Model Using Normalization ................................................................................................ 20

4 Chapter Four: Implementation........................................................................................................... 21

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ACKNOWLEDGMENT

First we give thanks to GOD.

At second we would like thanks to MR.Habtamu who advice to do this

student management system successfully start from beginning to end. Those
who my class mate students advised us by showing the direction and giving
many advised while we are done this student management system hopelessly

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 CHAPTER ONE

INTRODUCTION

1.1 Background information about student management

 A student management system typically contains information related to students,
teachers, courses, and other academic processes. Some background information:

Facilitate administrative tasks like student admissions, student and staff records
maintenance, scheduling, classroom Student information: name, contact information,
attendance records, academic progress reports, health records, etc.

Teacher information: name, teacher id, address, email etc.

Course information: details of all courses offered like syllabus, course id, course name,
grade etc.

Enrolled student: course id, student id etc.

A good student management system helps management, report card generation, and
communication with students and parents.

1.2 Statement of the problem

The main problem or challenge that student management aims to address is helping
students succeed academically by identifying and resolving issues that may affect their
education and progress. This includes:

 Addressing gaps in learning that put students at risk of falling behind. A student
management system can track academic performance and identify struggling
students early through grading, assignment submissions, and attendance records.
 Providing student support services. This could include counseling, tutoring,
mentoring programs, financial assistance, and other resources to help students
overcome challenges.
 Monitoring students' mental and physical health. Ensuring students have access to
healthcare, addressing needs for accommodations, and identifying mental health
issues that impact concentration and performance.
 Improving time management and study skills. Offering workshops, courses, and advising
on productive study habits, organization, and goal setting to help students maximize their
efforts.

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  Enhancing communication with students and parents. Regular check-ins, progress
reports, and alert systems keep all parties informed of students' academic standing and
needs for intervention.

1.3 scope of the project

Some key boundaries and limitations of a student management system in terms of
functionalities, technology and resources could be:

In terms of functionalities:

 A student management system typically focuses on administrative functions related

to students, courses, faculty and staff. It does not handle complex academic
processes like research or collaboration.
 The system is limited to managing core data like student records, course enrollment,
attendance, assessment and reporting. It cannot replace specialized learning
management systems.

In terms of technology:

 Student management systems often rely on relational databases and web-based

applications. They may not integrate advanced technologies like machine learning,
AI or advanced analytics.
 Integration with other systems like ERP, LMS and HRMS can be limited. Data
exchange often requires custom interfacing or APIs.

In terms of resources:

 These systems require dedicated IT staff for system administration, updates and
troubleshooting. They are not fully automated and self-healing.
 Hardware requirements like servers, storage, and network bandwidth need to be
provisioned based on the number of active users and data volumes. Scaling the
system may require additional investments.

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1.3.2 Specific objectives of the project

The main goals or outcomes that the student management system aims to achieve are:

 Improving students' academic performance and results by tracking their progress,

identifying needs for intervention, and providing support.
 Facilitating administrative tasks for school staff to enhance the overall educational
process. This includes efficient management of student records, course enrollment,
attendance tracking, scheduling, and reporting.
 Enhancing communication between students, parents and school administration to
keep all parties informed, resolve issues promptly and ensure students have what
they need to succeed.
 Providing data and insights to school leadership for strategic planning, resource
allocation and process improvement to maximize outcomes for students.

1.4 Objectives of the project

In broader terms the overall objectives of a student management system in database would
be:

 Facilitate the management and administration of students more efficiently by

automating routine tasks and streamlining processes. This can help school staff
focus more on supporting students directly.
 Monitor students' progress, participation and performance more closely through
the collection and analysis of academic data like grades, assignments, attendance
and test scores. This allows for timely interventions when needed.
 Provide insights into students' needs based on their profiles and data to help the
school allocate resources effectively and design programs that cater to different
groups.
 Enhance communication between students, parents and school administrators
through automated alerts, reports and a central place for important information.
This ensures everyone is on the same page regarding students' education.
 Improve data-driven decision making at the management level through analysis
and reporting features. This facilitates evidence-based planning related to
curriculum, facilities, staffing and budgeting.

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1.4.1 General objectives of the project

some comprehensive objectives of a student management system in database could be:

 Provide a centralized database that stores all relevant student data in an organized
and structured manner. This single source of truth allows for more accurate
tracking, analysis and reporting of student information.
 Record comprehensive profiles for each student including demographic details,
academic records, assessments, attendance, health records, family details, financial
aid and more. This holistic view enables a better understanding of students' needs
and progress.
 Automate processes related to student enrollment, course registration, fee payment,
timetabling, grading, transcripts and certificates. This reduces manual effort and
errors while ensuring consistency and compliance.
 Facilitate effective communication and collaboration among students, teachers,
parents and the administration. This could be through features like online portals,
automated notifications, discussion forums and sharing of resources.
 Generate insights and intelligence from the data to improve decision making related
to academic policies, resource planning, behavior management and performance
evaluation. Analytics can also help identify at-risk students early.
 Provide customizable reports to fulfill various reporting requirements of
government bodies, accreditation agencies, research purposes and institutional
management needs.

1.5 Methodology
An appropriate methodology to accomplish the student management objectives in database
would likely involve the following steps:

 Plan the database design by determining the key entities, attributes and
relationships. Define the data needed to track students, courses, grades,
attendance, etc. This will form the basis of the database structure.
 Develop the database schema by creating tables, fields, keys and constraints
based on the design plan. The relational database schema models all relevant
data and relationships.

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  Implement the database using a database management system like MySQL, SQL
Server or Oracle. Populate the tables with initial data.
 Test the database by inserting sample data, running queries and validating
results. Make any necessary adjustments to the schema based on testing.
 Implement the specific features needed to achieve the objectives, like enrollment
registration, report generation, student tracking, communication tools, etc. This
will utilize the database.
 Check that the features achieve the desired objectives by getting feedback from
users, analyzing output and verifying results. Make refinements as needed.
 Continuously monitor the system and database to identify ways to improve
performance, security, scalability and reliability through changes, upgrades and
maintenance.

1.5.1 Data collection methods

Methods and techniques that can be used to collect required data for a student
management system database could include:

• Surveys and questionnaires distributed to students and teachers

• Interviews with administrators and key stakeholders

• Reviewing existing documents like student records, policies, reports and attendance data

• Observing current processes and systems to identify data needs and gap

Collecting both quantitative and qualitative data through a combination of these techniques
would help ensure the student management database is comprehensive and meets
organizational objectives. Let me know if you have any other questions about designing the
data collection plan.

1.5.2 Development tools

The following software and hardware tools can be utilized for developing the student
management database:

Software:

 Database management system like MySQL, SQL Server or Oracle to create and
manage the database. This will store and organize all student data.
 Programming languages like PHP, Java or Python for developing the features and
user interface of the student management system.
 Software development tools like IDEs, debuggers, version control to simplify the
code development process.

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Hardware:

 Computers/laptops for both developing the system initially and accessing the
system functions once deployed.
 Servers to host the database and student management system software. This
could be on-premises or in the cloud.
 Networking hardware like switches and routers to connect the system's various
hardware components.

1.6 Benefits and beneficiaries of the new system

Some of the key benefits and advantages of a student management system database are:

 Improved administrative efficiency: Storing and managing student data in a central

database makes it easier to access, update, organize and share information. This
streamlines administrative tasks like enrollment, attendance tracking, fee collection,
report generation etc.
 Enhanced data-driven decision making: The consolidated data provides insights to
identify areas for improvement, predict issues, and make more informed decisions
regarding student support, course planning, resource allocation etc.
 Better student services: The centralized data enables personalized and proactive
student services like early alerts, academic advising, career counseling and
scholarship recommendations.
 Faster communication: Important notifications, reminders and announcements can
be sent to students and parents more quickly and easily.
 Increased transparency: Providing authorized access to information can increase
transparency for students, parents, teachers and administrators.

Redundancy:

Some of the key benefits and advantages of a student management system database that
reduces redundancy are:

 Increased data accuracy: Since redundant data is consolidated or removed, there are
fewer duplicate or inconsistent records. This improves the overall accuracy of
student information.

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 Enhanced data integrity: By enforcing data integrity constraints, redundancy is
reduced and referential integrity between related tables is maintained. This
helps ensure data consistency.
 Improved performance: Less redundant data means the database requires less
storage space and can be searched, retrieved and updated more efficiently. This
leads to faster system response times.
 Simplified data management: Administrators have to manage a single record for a
particular data element rather than multiple copies of redundant data. This makes
database maintenance easier.

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 CHAPTER TWO

Existing system analysis

2.1 Overview of purposes or services of existing system

The main features and services of a basic manual student management system would
include:

Maintaining paper-based student records and files with their personal, academic and
enrollment details.

Recording student information like attendance, performance, fees in ledgers and notebooks

Contacting and communicating with students via phone calls, letters and notices on the
noticeboard

Keeping track of courses offered, class schedules and instructor information on paper
timetables

However, a database-backed system provides more efficient, comprehensive and automated

services compared to a fully manual approach. It allows storing, organizing and accessing
large amounts of student data and generating various reports and analytics in a systematic
way.

2.2 Problems in the Existing system

There are several shortcomings associated with previous student management systems
before the advent of database systems:

Data integrity issues: File-based systems lacked mechanisms to ensure data integrity and
consistency, with the possibility of duplicate, missing or incorrect data. Databases offer data
integrity constraints to solve this problem.

Inefficient data organization and access: Data was organized in files which made it difficult
to establish relationships between different pieces of data and access them efficiently.
Databases provide a structured way to organize and access related data.

Limited reporting and analytic: Generating reports and insights from the data was difficult
and limited in capabilities in file-based systems compared to performance of databases.

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Manual and time-consuming: Many processes like updating records, generating reports,
tracking information were done manually which was labor-intensive and prone to errors.
Databases automate and speed up such tasks.

Limited data storage: File-based systems had limits on the amount of data they could store,
while databases can store and manage large amounts of data.

In summary, previous student management systems had issues with data integrity,
organization, reporting, automation and scalability that databases aim to solve through
structured storage and management of data.

2.3 BUSINESS RULES

The main business rules or constraints that govern student management in a database
system include:

Data integrity rules to ensure consistency, accuracy and validity of student data. This
includes things like:

- Not allowing duplicate student IDs

- Ensuring student names, courses and other data follow standard formats

-Checking that prerequisite courses are completed before enrollment in higher level
courses

Referential integrity constraints that define relationships between database tables and
ensure relational consistency. For example:

- A student enrollment record must have a corresponding student profile

- A course must have assigned instructors before students can enroll in it.

Domain rules that define acceptable values and ranges for attributes. For example:

- Student ages can only range from 3 to 100 years

- Course codes are alphanumeric up to 8 characters

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 CHAPTER THREE
DATABASE DESIGN

3.1 Conceptual database design of the new system

The conceptual design of the student management database would involve:

The main entities: Students, Courses, Enrollments, Payments, Instructors and Grades as
mentioned in the history.

Determining the attributes/ fields for each entity. For example, the Student entity would
have attributes like student id, name, gender, etc.

Identifying the relationships between entities. For instance, an Enrollment links a Student
to multiple Courses.

STUDENT MANAGEMENT SYSTEM

Specifying keys for each entity. Primary keys would be student_id for Student, course id for
Course and so on.

3.1.1 Entity description

The main entities or objects in a student management database would include:
Student entity: Contains information about individual students like name, id, date of
birth, email, etc. This acts as the central entity.
Courses entity: Stores data about the courses offered like course id, name,
description and other details.
Instructor entity: Contains information about faculty teaching the courses, with
attributes like name, email, department, and so on.
Department entity: contains data about department id, name

3.1.2 Entity attributes description

The important attributes or properties associated with each entity in the student
management database would include:

Student’s entity: student id (primary key), firsts name, last name, age, email, sex,
phone, address
Courses entity: course id (primary key), course name, credits hours
Instructor’s entity: instructor id (primary key), first name, last name, email, phone
Department entity: department id (primary key), department name

3.1.3 Relationship in the existing system

The main entities in the student management database and their relationships would be:

Students entity - Contains student records.

Courses entity - Contains course information.

Instructors entity - Contains details of faculty teaching courses. This has a "many to
many" relationship with Courses and students.
Department’s entity - Holds data about departments offering courses. A course
belongs to many department, showing a "many to many" relationship.

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3.1.4 Entities primary key and foreign key
 Students entity:-Primary key: student id
 Courses entity:-Primary key: course id
 Department entity:- primary key: department id
Foreign key:- -student id references Students.student id
-course id references Courses.course id

 An initial ER diagram for these entities would have:

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 Participation
- All entity have strong relationship between each other

Students connected to courses, department and instructor

Instructor connected to courses

Courses connected to departments

Instructors connected to Courses

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3.2 Logical database design of the new system

3.2.1 ER-Relation/Mapping

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3.2.2 Validate model using normalization

1st Normal Form (1NF)

- Each table has a primary key column ( student_id, course_id,instructor_id and

departmet_id).
- Each column contains atomic values.
There are no repeating groups or arrays within a column.
The schema is already in 1NF.

2nd Normal Form (2NF)

- The schema is in 1NF.

- This step eliminates partial dependencies and ensures that each non-key column
Is fully dependent on the primary key.
- All non-key attributes are dependent on the primary key.
The schema is already in 2NF.

3rd Normal Form (3NF)

The schema is in 2NF.

-There are no transitive dependencies between non-key attributes.
The schema is already in 3NF.

The un normalized table from example

In this example we have only students table are un normalized because all
other table columns contains atomic value, there is no both partial and
transitive dependency.

Here in the table there is violation of 1 NF:

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Because out of three students in the table one has more than one adress so we
have to break the values into atomic values

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 CHAPTER FOUR
IMPLEMENTATION

As example or as a sample we use these queries

create table students(
student_id int identity(100,1),
first_name varchar(50),
last_name varchar(50),
adress varchar(50),
phone int,
sex char,
age int,
primary key(student_id));

select * from students

insert into students(first_name,last_name,adress,phone,sex,age)
values
('kidus','matewos','A.A,adama',0945161918,'M',21),
('Daniel','lulseged','A.A',0938676977,'M',22),
('ammin','abdi','newyork,shashamene',0932456778,'M',21);

create table courses(

course_id int identity(012,3),
course_name varchar(50),
credit_hour int,
primary key(course_id));

insert into courses(course_name,credit_hour)

values('c++',5),
('database',7),
('economics',3);

create table instructors(

instructor_id int identity(007,5),
first_name varchar(50),
last_name varchar(50),
email varchar(300),
phone int,
primary key(instructor_id));

insert into instructors(first_name, last_name,email,phone)

values

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 ('mr Mereke','mengesh','mereke123@gmail.com',0927635343),
('mr Abenezer','tora','abeny083@gmail.com',0998635343),
('mr abebe','beso','belae2kilo@gmail.com',0978654320)

select * from instructors

create table departments(

department_Id int identity(05,2),
student_id int,
course_id int,
department_name varchar(30),
foreign key(student_id) references students(student_id),
foreign key (course_id) references courses(course_id),
primary key(department_Id));

insert into departments(student_id, course_id, department_name)

values(100, 12,'computer Science '),
(101,15,'software'),
(102,18,'mechanical')

--Retrieve all students information

Select * from students

--Retrieve all courses information

Select * from courses

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 --Retrieve all instructor information
Select * FROM INSTRUCTORS

--Retrieve all departments information

Select * FROM DEPARTMENTS

SELECT *FROM Departments dJOIN Courses c ON d.department_id = c.department_idJOIN

Instructors i ON c.instructor_id = i.instructor_idJOIN Enrollments e ON c.course_id =
e.course_idJOIN Students s ON e.student_id = s.student_id

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STUDENT MANAGEMENT SYSTEM