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CHAPTER ONE: INTRODUCTION

Introduction
A Student Record Management System website is designed to streamline and enhance the
administrative processes within educational institutions. It provides a centralized platform for
managing student records, academic data, and other essential information. Efficiently manage
detailed student profiles, including personal information, academic history, attendance
records, and more. This centralized system ensures that all student data is up-to-date and
easily accessible to authorized personnel. It maintains comprehensive records of all teachers
and staff members, including their qualifications, schedules, and contact information Track
student grades, report cards, and progress reports with ease. Our system allows teachers to
input grades directly and provides tools for analysing academic performance over time,
helping to identify areas where students may need additional support. It simplifies the
creation and management of class schedules and timetables. The system allows for easy
adjustments and ensures that all students and staff have access to the most current scheduling
information.

Background of the Study

Student Database System deals with all kind of student details by tracking all the details of a
student from the day one to the end of his or her course which can be used for all reporting
purpose, tracking of attendance, progress in the course, completed semesters years, coming
semester year curriculum details, exam details, project or any other assignment details, final
exam result; and all these are purposed for future references when interpreting an organization
performance.

Problem Statement

The problems facing the current manual system are data redundancy, difficult to update and
maintain, inconsistent data, insecurity, difficult to impose constraints on various data file and
difficult to backup. Therefore, because of these drawbacks that Student Record Management
System has been developed to address the problems catalogued above.

Project Objective
The main objective is to develop a Student Database Management System
Specific Objectives;

i. To implement the system

ii. To test and validate the system

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Scope
This project is basically designed as the institution provides a lot of services to students which
includes; Vocational training to students, admits new students, keep students records, for
every department.

The project provides comprehensive Student Database System for Vocational Training
Institute. The system is able to capture, validate, sort, classify, calculate, summarize, store and
retrieve data. Student Database System store semester details, course details, department
details and all the details of students including their background information, educational
qualifications and personal details etc.

Purpose of Project
The proposed system is intended to make life easy. The main purpose of the project is to build a
student database system to facilitate easy access of student’s records. The Student Database System
will allow the registrar of Vocational Training institute, Login to edit, update students details records.
It also enhances efficient management of student’s information and process and print out student’s
transcripts/ result slips.
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CHAPTER TWO: LITERATURE REVIEW

2.0 Introduction
In the past eight years, various academics and researchers have studied this area of web based
students record management system. Through the recent progress surrounding process of
students’ record in the tertiary institution, new ideas have made up the literature reviews
complex. However, in his paper “design and implementation of a novel web-based student
academic information system for higher institutions” talked about the functions of a student
information system which outlined the following as: providing means to effectively maintain
accurate, up-to-date student database that can be quickly and easily accessed; providing an
efficient means to collect, collate, interpret, and administer students’ information, results
error- free, providing prompt processing and emancipating of relevant academic document
(like transcripts, statement of results, etc.) in real-time fashion; providing effective means to
secure and protect students’ data against intrusion and unanticipated disaster; providing a
computerized means for institution to effective management and to be able to extract decision
making information about students’ academic performance; providing a unified
communication interface between students and the institution.

2.1. Integrated Information System

Integrated Information Systems offer users with a unified view of heterogeneous data sources.
To provide a single consistent result for every object represented in these data sources, data
fusion is concerned with resolving data inconsistencies present in the sources. Querying the
heterogeneous data sources, combining the results, and presenting them to the user is
performed by the integration system.
When multiple sources are to be integrated into a single and consistent view, at least the
following three steps need to be performed:
Uncertainty is a conflict between a non-null value and one or more null values that are used to
describe the same property of an object. Usually it occurs as a result of missing information.
Null values present in tables can have different meanings. Three interpretations of null values
can be distinguished as follows:
The other type of conflicts is contradiction. It is the conflict between two or more different
non-null values that are used to describe the same property of an object. An example is the
case if two or more data sources provide two or more different values for the same attribute
on the same object. One good reason for regarding uncertainty as a special case of conflict is
the fact that it is easier to deal with uncertainty than contradiction.
Several forms and reports are used in day to day processing of documents. A database can
integrate these several components hence resulting in improved and more efficient operations
(Greenwald et al., 2005; Connolly and Begg, 2004).
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2. Database and Database Management System

A database is an integrated collection of data, usually so large that it has to be stored on
secondary storage devices such as disks or tapes. This data can be maintained as a collection
of operating system files, or stored in a DBMS (database management system).
A Database Management System (DBMS) is computer software designed for the purpose of
managing databases based on a variety of data models. A DBMS is a complex set of software
programs that controls the organization, storage, management, and retrieval of data in a
database. DBMS are categorized according to their data structures or types, sometime DBMS
is also known as Database Manager. It is a set of prewritten programs that are used to store,
update and retrieve a Database (Gerald C. Okereke, 2009).
When a DBMS is used, information systems can be changed much more easily as the
organization's information requirements change. New categories of data can be added to the
database without disruption to the existing system. Organizations may use one kind of DBMS
for daily transaction processing and then move the detail onto another computer that uses
another DBMS better suited for random inquiries and analysis.
According Jantz (2001) the emergence of computer based information system has changed the
world a great deal, both large and small system have adopted the new methodology by use of
personal computer; to fulfill several roles in the production of information therefore
computerizing the documentation of student record to enable easier manipulation of the input
process and output will bring us to this existing new world of information system.
Four Advantages of DBMS
 Improved strategic use of corporate data
 Reduced complexity of the organization’s information systems environment
 Reduced data redundancy and inconsistency
 Enhanced data integrity
 Improved security
 Improved flexibility of information systems.
 Logical & Physical data independence.
 Facilitate atomicity problem.
 Provides central control on the system

3. Student Records/Data Management

 According to student records manual prepared by our group, the creation and
maintenance of records relating to the students of an institution are essential : to
manage the relationship between the institution and the student.
 Controlling the student’s academic progress and measuring their achievement.
In addition, student records contain data which the institution can aggregate and analyze to
inform future strategy, planning and service provision.
A student is an individual who is registered for a pursuing a given course or program. A
student record/data contains information directly related to a student, which include
student name,
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student ID, student address, guardian information, medical information, Room number and
name and attached student passport photo and a list of personal characteristics. Student
records could be maintained in handwriting, print, computer’s main memory, magnetic tape,
and disk even on cloud backup for safety.
The student records are used by the organization to assist offices in support of their basic
institutional objectives and to document student progress and achievement in the educational
process of the institute.
Educational institution is required to conform to fair information practices. This means that
persons who are subjects of data systems must:
 Be informed of the existence of such systems.
 Have identified for them what data about them are on record.
 Be given assurances that such data are used only for intended purposes.
 Be certain that those responsible for data systems take reasonable precautions to
prevent misuse of the data.
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CHAPTER THREE: METHODOLOGY

1. Introduction
This Chapter gives a brief description of the methodology used to develop the proposed
system. The main methodology involves feasibility study, data collection, system analysis and
design, developing and implementing Student Database Management System. The data
considered necessary to build the system were collected and analyzed. The methodology is
very important to ensure that the new system would give benefits to the proposed learning
institution.

2. Approach for the Development of DBMS

The system development life cycle (SDLC) waterfall model was considered. In this model, the
system follows a series of events from the requirement definition, system and software design,
implementation and unit testing, integration and system testing and operational maintenance.
There was use of different aspects from other models like prototyping which helped in coming
up with system definition and analysis, and entity relationship diagram (ERD). The ERD was
used to show the relationship between entities while the Data Flow Diagrams were used to
show the flow of data in the system.

2. Data Collection
The required data including department details, course details, student personal details,
semester details, exam details etc. were collected. The data collected would help identify
attributes, relationships, classes, entities/objects that describe, relate and interact with the
system. The data collection tools and techniques that were used are as follows:

1. Observation
Our group went to observe their daily as regards their current system and they were manually
recording the student’s records in registrars, and principal offices. A follow up was made to
determine the time it took to carry out the student record management. I observed their
system’s weaknesses.

3.2.2. Interviewing
Interview is a powerful tool for data gathering since it allows the interviewer to probe and
clarify a number of issues. Face to face interview was used to interact with the registrar and
the Principal of the proposed system to obtain the data required for the database management
system.

3.3 Database Design

A relational database design was used to design the database. A relational database
management system (RDBMS) is an excellent tool for organizing large amount of data and
defining the relationship between the datasets in a consistent and understandable way. A
RDBMS provides a structure which is flexible enough to accommodate almost any kind of
data. Relationships between the tables were defined by creating special columns (keys), which
contain the same set of values in each table. The tables can be joined in different combinations
to extract the needed data. A RDBMS also offered flexibility that enabled redesign and
regeneration of reports from the database without need to re-enter the data.
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1. System Implementation
This describes the tools used to implement the graphical user interface and the database.
Microsoft Access was used to create and connect relational tables in the database.

2. Systems Testing and Validation

Testing was done after the system was put in place. This was done in two ways:
Implementation and Unit testing was carried out on individual modules of the system to
ensure that they are fully functional units. The integration system testing carried out after
different modules had been put together to make a complete system. Integration was aimed at
ensuring that modules are compatible and they can be integrated to form a complete working
system. For example we tested to ensure that when a user key in username, password. The
system will verifies this information first before the user is authorized to enter the system, if
the password or user name is incorrect, the system will reject the user access.

3.2.3 Development of the System

This section describes what is evolves to come up with the system and how the system works.
 Front end: enable the construction of easy and intuitive admin interface for accessing the
database and navigation purpose.
 Middle end: enables links of the text entered in the created graphic user interface to be sent
to the database.
 Back end: it’s easy to use, inexpensive database language it can runs on operating system
such as window and others.
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CHAPTER FOUR: SYSTEM ANALYSIS AND DESIGN

1. Introduction
The chapter describes the system study, analysis, design, strengths and weaknesses of the
current system, Context level diagrams, Entity Relationship Diagrams, Architectural design,
Technologies Used, System Implementation, Testing, and system maintenance.
A student database system intended to track and store student records as the outcome of the
project after a critical analysis, design, building and testing of the system. Evaluation was
properly done to ensure that the system meet all the requirements and specifications.
A stringent plan to monitor the implementation of the new system is laid-out and the entire
project documented. Finally, the new system is deployed and users will receive some training
to understand the new system. The new system would run alongside the old system until the
new system is proven to be effective and efficient.

2. System Study
The main purpose of the study was to find out the processes on how student’s record is carried
out.

2. System Analysis
The system study phase, requirements of DBMS were categorized into user requirements,
system and hardware requirements.

1. Existing Student Record Management Systems

The current system was more of manual where data is written on different papers and
transferred to the different departments, human errors were vulnerable since it was paper
based and retrieval of files was time consuming as they had to manually locate files some of
which were even lost and thus finding such information was hard. Per the statistics carried
90% of the users were not contented with the system reason that it was not secure in terms of
security and storage as it was prone to damages like loss of important information, worn out
papers, outbreak of fire, The speed of recording and retrieval student’s information was
average yet 10% were somehow okay with the system reason that the paper work can used
for future reference. The users recommended that the proposed system should be user
friendly, multipurpose enough to handle a number of task at once, could generate feedback
when request is submitted and use of passwords which could deny access to unauthorized
users of system which ensured security. Context diagrams, and Entity Relationship Diagrams
(ERDs) were used in the analysis and design of the system.

4.2.2 Requirements Specifications

After analyzing the data collected, researcher formulated a number of requirements namely
user requirement, system hardware software attribute. These were grouped as user, functional,
non functional and systems requirements.
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3. User Requirement
During data collection, the researcher investigated and found out how the current system
operates, not only that but also tried out which problems are faced and how best they can be
settled. The users described some of the basic requirements of the system this includes Search
for Student records, view all types of reports and grade and print out transcripts.

4. Functional and Non Functional Requirements

The following are the desired functionality of the new system. For safety and security one
user will be allowed to access the system. Proposed system will provide the following
features to the register:
 Allow the registrar to send emails
 The system will process and print out student transcripts
 The system will contain all the students personal details, (Course, Room number,
Gender, Nationality, etc.)
And non-functional requirement include the following:
 The system must verify and validate all user input and users must be notified in case of
errors detected in the course of using the system,
 The system only allows the administrator to delete records in the database; the system
should allow room for expansion.

5. Proposed Features for the New System

The system captured and store Student’s records for all departments in an Institution. The
system generates all Students grade transcripts automatically. The system identifies student
attendance and store the record of the days a student was present or absent.

3. System Design
After interpretation of the data, tables were drawn and process of data determined to guide the
researcher of the implementation stage of the project. The tools, which were employed during
this methodology stage, were mainly tables, Data Flow Diagrams (DFDs) and Entity
Relationship Diagrams (ERDs). The design ensures that only allows authorized users to access
the system‟s information.

1. Logical Model
This figure shows the logical flow of events in the system, it caters for the time when the
admin login and signs out from the system.
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Fig: Logical Model for student record management system

4.3.2 System Architecture

This gives a high level view of the system with the main components of the system and the
services they provide and how they communicate. The system is implemented using a three-
tier architecture that comprises of user interface, process management and DBMS as
illustrated below.

Fig: System Architecture

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4.3.3 Entity Relationship Diagrams

Entity Relationship diagrams is a specialized graphics that illustrate the interrelationship
between entities in a database. Here diagrams always use symbols to represent different types
of information.

Fig: ER diagram between student, courses and subjects

3. Implementation
Implementation includes all the activities that take place to convert from the old system to the
new. A proper implementation is required to provide a dependable system to meet the
requirements. An improper installation may affect the success of the system. The most
appropriate approach used was to run the old and new system in parallel. This offers high
security, because even if there is a flaw in the automated system, the manual system can be
depended on.

4. How to Access the System

 To identify the problems involved in the implementation of the current student
information system;
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 To develop a database system that allows the registrar to list and update students
information;
 Login module: Login module will help in authentication of admin .admin who have
valid login id and password can be allowed the access into the system;
 Search module: This model allows one to search for a particular student or group of
students using search criteria such as name of student, Index number, course code etc;

5. User Requirement
For effective use of the system, it is important that users are fully involved and are given
opportunities to participate as much as possible This rectifies numerous problems associated
with change management, users getting accustomed to using new way of doing things as
opposed to traditional system of student records management system. During data collection,
the researcher investigated and found out how the current system operates, not only that but
also tried out which problems are faced and how best they can be settled. The users described
some of the basic requirements of the system as;
 Search for Student
 Update, student records
 View all types of reports (Students attendance, Address book, and Phone list, Student
by room, Students by level, Medical information
 Generates students transcripts and certificates Assign access rights and privileges to
the system users.

1. Functional Requirement
The following is the desired functionality of the new system
 The system should authenticate the users of the system.
 The system should generation of students reports and Print out transcript and
certificates.
 The system should only allow the administrator to delete records in the database.

2. Non Functional Requirement

 The system should must verify and validate all input and must be notified in case of
errors detected in the course of using the system.
 The system should allow room for expansion.
 A system should have a high performance and reliability level.

3. Software Requirements
The technology selected for implementing Student Database System is Microsoft Access,
embedded visual basic and graffiti creator.
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Microsoft Access
Microsoft Access is a rapid application development (RAD) relational database tool. Access
can be used for both desktop and web-based applications, and uses VBA as its coding
language.

Visual Basic
Visual basic is a programming language and environment developed by Microsoft, based on
the BASIC language. Since its launch in 1990, the Visual Basic approach has become the
norm for programming languages. Now there are visual environments for many programming
languages, including C, C++, Pascal, and Java. Visual Basic is sometimes called a Rapid
Application Development (RAD) system because it enables programmers to quickly build
prototype applications.

Microsoft Project
Microsoft Project is a project management software program, developed and sold by
Microsoft, which is designed to assist a project manager in developing a plan, assigning
resources to tasks, tracking progress, managing the budget, and analyzing workloads.

6. System Implementation
This describes the tools used to implement the graphical user interface and the database.
Microsoft access was used to create and connect deferent tables, queries, forms and reports in
the database.

7. System Testing
The system testing was done to ensure that the system produces the right results. It was time
consuming to test the system because data must be carefully prepared, results reviewed and
corrections made in the system.
The following explain the ways in which testing is done.

1. Unit Testing
Unit testing was carried out on individual modules of the system to ensure that they are fully
functional units. This was done by examining each unit. It was checked to ensure that it
functions as required and that it adds student’s data and other details and also ensured that this
data is stored in the database. The success of each individual unit gave led a go ahead to
carryout integration testing. All identified errors were dealt with.

2. Integration Testing
The integration testing carried out after different modules had been put together to make a
complete system. Integration was aimed at ensuring that modules are compatible and they can
be integrated to form a complete working system.

3. System Validation
Validation of the system was very important. Validation of the system was done by comparing
it to the questions asked by the users at Christian Childcare Programme. Most of their
answers
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matched with what the system can do. For example the system ensures security for the
student’s information

8. Presentation of results
The presentation of the results of SDBMS is analyzed in terms of the interfaces of the system
and output from the backend of the system. This includes activities of the users. The
following are the results after the implementation of the SDBMS

1. Login Form for Users

Only authorized user with the right user name and password has right to access the services to
particular department he or she intent to view. When wrong user name and password is used
the system rejects access to the services

9. Maintenance
The system will be maintained periodically through effective monitory and evaluation. This
will go a long way to help identify and debug emergency production problems and address
them accordingly. A considerable amount of time would be spent to effect changes in data,
files, reports, hardware and software.

10. System Interfaces

All system interfaces in this chapter were created in Microsoft Access and Graffiti creator.

1. Login Form
Only authorized user with the right user name and password has right to access the services to
particular department he or she intent to view. When wrong user name and password is used
the system rejects access to the services.
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4.10.2 System Navigation Home page

The navigation Home page enables the access of each student’s record in all departments, the
system administrator and any authorized user like registrar has access to update the student’s
record.

4.10.3 System Administration Access form

The system administrator can add, edit system users by changing the user ID and Passwords,
and has access to view the services offered by the different departments in a learning
institution
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4.10.4 Students Details Registration form

The authentic, user will have access to add or edit each students records, and
entering/Capturing new students details.
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4.10.5 Student list form

The Student list form enable the registrar to view list of students in every department, and
navigating the student grade entry list forms.
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CHAPTER FIVE: RECOMMENDATIONS AND CONCLUSION

1. Introduction
This chapter describes discuss the objectives of the system stipulated in earlier chapter,
limitation of the system conclusion and recommendation of the system.

2. Limitations
This section describes those services that are not provided by the system and those include the
following
It is not cloud based database Management system, therefore it limits other users from
interacting with it. The user is to ensure separate information backup reason that we use
Microsoft access to develop the system which cannot support the system to be used on other
operating system like Linux and apple.

2. Conclusion
Information is an indispensable tool many organizations use to advance decision making.
Large amount of student’s data are generated either manually or electronically on daily basis.
When population of student in a school is less than a hundred, the manual system can work
perfectly but it is not the best method of managing records of students. The manual and
disintegrated electronic systems have numerous disadvantages because these methods of
capturing and managing data about students are prone to data inconsistency, data redundancy,
difficult to update and maintain data, bad security, difficult to impose constraint on various
data file and difficult to backup.
An integrated student database system provides prudent solutions to address problems
associated with manual system. In order to assess the performance of the school and students
overtime, there is the need to use past records of students without any missing data. The
integrated student database system which captures and maintains longitudinal data of students
would provide an accurate and reliable data about current and past students.
The system is free of errors and very efficient and less time consuming due to the care taken
to develop it. All the phases of software development cycle are employed and it is worthwhile
to state that the system is very robust. Provision is made for future development in the
system.

5.3. Recommendation
Since student database system is very broad, the scope of this project covers only a small
aspect of student information system due to the fact that the stipulated one month within
which the project is expected to be executed is too short.
Students who are interested in building database system should be encouraged to work on
other aspect of student information system in that all the available related student database
system could be linked together.
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5.4. Opportunity and Lesson Learned

During the course of this project, the research was able to understand better what goes in the
student’s records management system in a learning institution. This was effectively done
through reading of literature and research. The whole process of developing the system was an
opportunistic challenge. Seeing the system into a tangible system was a rewarding exercise.

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Appendices

Login page

Dashboard

Student details
 21

Courses

Subjects