CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Overview
System analysis is a problem solving technique that decomposes a system into its
component parts for the purpose of studying how well the component parts work and interact to
accomplish their purpose. It describes what a system should do to meet the information needs of
users.

System analysis is the process of enumerating the investigating of the existing system ;
problems of the existing system; analyzing the proposed system for its cost and benefits;
analyzing both the system and user requirements and considering possible alternative systems. It
is an in-depth study of end user information needs that produce functional requirements that are
used as the basis for the design of a new information system.

Presumably, we do a system analysis in order subsequently perform a system design.

(Whitten, Bentley and Dittman, 2001)

3.2 Analysis of existing system

There are various implementations that have been carried out to overcome the shortcoming in
result processing and transcript generation system with the help of result processing and
transcript generating system. Nowadays result processing are done manually taking lots of effort
and there are a lot of problems associated with this manual method. These include errors during
computation, omission of name, work load on the exam officers etc. Also updating of data is
very difficult as all data needs to revise again. In addition more paperwork and documentation is
required.

3.3 Description of the Proposed System

As a result of the problems encountered in the existing system of result processing and transcript
generation system, an improved web-based result processing and transcript generation system
will be develop to eradicate the shortcomings of the existing system.

The proposed system is been designed in such a way that in order to process result,
generate transcript and notification, these features are needed to implement to the software to
meets our requirements the administrator create and activate departments, session, semesters,
register HODs, Lecturers, users, courses with code, title, unit and status, upload registered list,
generate notification, transcript, edit and print result on request. The lecturers will be able to
view the list of assigned courses and access to student score sheets and HODs will allocate
courses to lecturers based on their qualification, view score sheets and print semester results.

3.4 Architectural design of the system

The computing model for the course of this work is the client/server computing. This is solution
in which the presentation, presentation logic, application logic, data manipulation and data layers
are distributed between clients PCs and one or more servers. In this client/server model there are
two types of model known as distributed data (two tier architecture design) and the multi-tier
distributed data and application (three tier architectural design or n-tier architectural design).

3.4.1 Input design of the system

Input design involves capturing of data as well as inputting it to the computer. Accordingly input design
consists of data capturing and data validation. This design is important to avoid errors in the data
input process and show the correct direction to the management for getting correct information
computerized system. Appendix A shows all these.

3.4.2 Database design of the system

Database design is the organization, classifying interrelationship of data according to a database
model. Appendix B shows all these

3.4.3 Output design of the system

The output generally refers to the result and information that are generated by the system. One of
the most important features of an information system from the point of view of users is the
output it produces. If the output is of poor quality, the whole system is in peril because the users
will then avoid using it. In any system the output is largely dependent on input. However, no
system can be designed properly without knowing what output is exactly required. This principle
is known as “Principle of starting with output”. Appendix C shows all these
3.5 Development Tools
This section talks about the technologies that are used to develop the web application.

3.5.1 Front End

It is otherwise referred to as the client side of the application. The client side is the one users
interact with directly. They include:

1. HTML

HTML stands for HyperText Markup Language. It is the standard markup language for
creating Web pages. HTML describes the structure of a Web page. It consists of a series of
elements. The HTML elements inform the browser on how to display the content. Browsers
do not display the HTML tags but use them to render the content of the page.

2. JAVASCRIPT

JavaScript (often shortened to JS) is a lightweight, interpreted, or just-in-time compiled

programming language with first-class functions. JavaScript is a prototype-based, multi-
paradigm, dynamic language, supporting object-oriented, imperative, and declarative (e.g.
functional programming) styles. Alongside HTML and CS, it is one of the most three essential
technologies of World Wide Web content production. As already stated it is a full-fledged
programming language that when applied to an HTML document, can dynamic interactivity on
websites.

3. CSS

CSS which stand for Cascading Style Sheets (CSS) is a style sheet language used to describe
the presentation of a document written in HTML. CSS describes how elements should be
rendered on screen, paper, or in the media. CSS is used to enable presentation of document
content from document presentation. This is refers to the separation of document presentation
aspects such as colors, layouts and fronts from the actual document content. CSS helps us
achieve layout and control much easier.

3.5.2 Back End Technologies

It is usually referred to as the server side of an application. It handles all the data logic of
the application. They include.
1. PHP

PHP stands for Hypertext Pre-processor, It is one of the back end languages which is
known as the server scripting language that can be embedded into HTML, It is an open-source
code, a powerful tool for making dynamic, interactive web pages that user can interact with,
include functionalities such as getting user inputs, manipulation of those inputs and storage of
these data in a suitable database system.
2. SQL

SQL (Structured Query Language) is a database management language for relational

databases. SQL itself is not a programming language, but its standard allows creating procedural
extensions for it, which extends it to the functionality of a mature programming language. It runs
virtually on all platforms including Linux, UNIX, and windows. It runs on a server, it is very
fast, reliable and easy to use. It is free and easy to download and use, it is developed, distributed
and supported by oracle co-operation. The data are usually stored in a table which is a collection
of related data consisting of columns and rows.

3.6 System Design

This is the process of designing the elements of a system such as the architecture, modules and
components, the different interfaces of those components and the data that goes through that
system.

3.6.1 System Flow Chart

 STAR
T

Login Registration

Not
Not Is
Is Not
Not
No No
Valid?
Valid? Valid?
Valid? Registered
Registered

Yes

Lecture
Lecture Admin
Admin HOD
HOD
rr

LIST
LIST OF
OF ASSIGNED
ASSIGNED SET
SET SEMESTER
SEMESTER ALLOCATE
ALLOCATE
COURSE
COURSE
AND SESSION COURSES
COURSES TO
TO
LECTURERS
LECTURERS
VIEW
VIEW STUDENT
STUDENT SCORE
CREATE
CREATE
SCORE SHEET
SHEET
DEPARTMENT
DEPARTMENT
VIEW SCORE
VIEW SCORE
VIEW
VIEW RESULTS
RESULTS
REGISTER
REGISTER
SHEETS
SHEETS
DEPARTMENTAL
DEPARTMENTAL
COURSES
COURSES
VIEW
VIEW
RESULTS
RESULTS
MANAGE
MANAGE USER
USER

GENERATE
UPLOAD
UPLOAD DEPUTY
DEPUTY REPORTS
REGISTRAR
REGISTRAR
SIGNATURE
SIGNATURE

GENERATE
GENERATE
UPLOAD
UPLOAD REGISTER
REGISTER REPORTS
REPORTS
STUDENT
STUDENT LIST
LIST

VIEW AND Logout

Logout
EDIT RESULTS

Figure 3.6.1 System Flow Chart STOP

STOP
3.7 System use case diagram for the proposed system
A use-case defines a goal-oriented set of interaction between external users and the system under
consideration or development. Use-case diagram illustrate unit of functionality provided by a
system. Thus, a use-case scenario is a description that illustrates step-by-step, how user is
intending to use a system, essentially capturing the system behavior from the user perceptive.

It helps in visualizing the functional requirements of a system which include relationships

of action process the involved system. It defines who will use the system and the way the user
expects to interact with the system. In order to create a relevant use-case for the system, the
following actors have been identified for the system:

1. Administrator

2. Lecturer

3. HOD

3.7.1 Use case diagram

Use-case diagram illustrate unit of functionality provided by a system. Thus, a use-case scenario
is a description that illustrates step-by-step, how user is intending to use a system, essentially
capturing the system behavior from the user perceptive. Figure 3.7: use-case diagram
 Login

Create
Password

Register
Courses

Score
Score Sheet
Sheet

Admin Lecturer
Lecturer
Print Semester
result

Upload
Signature

Upload
Register List

HOD
Print Senate
Result

Assigned
Courses

Set Semester
and Session

Figure 3.7: use-case diagram

3.8 Activity diagram for the proposed system
An activity diagram visually presents a series of action or flow of control in a system
similar to flow chart or data diagram. It describes the dynamic aspect of the system. Activity
diagram are often used in business processing modeling. They can also describe the steps used in
a use case diagram. It is basically a flowchat that presents the flow from one activity to another
activity. Activities modeled can be sequential and concurrent. In both cases an activity diagram
will have a beginning and an end.

3.8.1 Activity diagram for Admin

 Start

Admin Login
REGISTRATION

No Yes No
Not
Register NOT
IS
ed VALID
VALID
VALID

Set Session and Semester

Register Course and Lecturers

Upload Student Register List

Upload Signature

Create Department

Score Sheet

Print Semester Result

Print Senate result

Manage Users

Logout

Figure 3.8.1: Activity Diagram for Administrator

3.8.2 Activity diagram for HOD

Start

HOD Login
REGISTRATION

No Yes No
Not
Register IS NOT
ed VALID VALID
VALID

Assign Course to Lecturers

Register Course and Lecturers

Print Semester Result

Score Sheet

Print Senate result

Manage
Manage Dashboard
Dashboard

Logout

Figure 3.8.2: Activity Diagram for HOD

3.8.3 Activity diagram for Lecturer

Start

Lecturer Login
REGISTRATION

No Yes No

Not No
Register IS NOT
ed YesVALID VALID
VALID

Assigned Courses

Score Sheet

View Result

Manage
Manage Dashboard
Dashboard

Logout

Figure 3.8.3: Activity Diagram for Lecturer

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 Table of Contents
CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN
3.1 OVERVIEW..........................................................................................................................................1
3.2 ANALYSIS OF EXISTING SYSTEM..................................................................................................1
3.3 DESCRIPTION OF THE PROPOSED SYSTEM.................................................................................1
3.4 ARCHITECTURAL DESIGN OF THE SYSTEM...............................................................................2
3.4.1 INPUT DESIGN OF THE SYSTEM..................................................................................................2
3.4.2 DATABASE DESIGN OF THE SYSTEM........................................................................................2
3.4.3 OUTPUT DESIGN OF THE SYSTEM..............................................................................................2
3.5 DEVELOPMENT TOOLS....................................................................................................................3
3.5.1 FRONT END......................................................................................................................................3
3.5.2 BACK END TECHNOLOGIES.........................................................................................................3
3.6 SYSTEM DESIGN................................................................................................................................4
3.6.1 SYSTEM FLOW CHART..................................................................................................................4
3.7 SYSTEM USE CASE DIAGRAM FOR THE PROPOSED SYSTEM.................................................6
3.7.1 USE CASE DIAGRAM.....................................................................................................................6
3.8 ACTIVITY DIAGRAM FOR THE PROPOSED SYSTEM..................................................................8
3.8.1 ACTIVITY DIAGRAM FOR ADMIN..............................................................................................8
3.8.2 ACTIVITY DIAGRAM FOR HOD.................................................................................................10
3.8.3 ACTIVITY DIAGRAM FOR LECTURER.....................................................................................11