student-record-system-project-report.docx

Student Record System is a web-based technology that manages student databases and provides rights to update the details.

1. Bikaner Technical University, Bikaner.

Project Report for “STUDENT RECORD SYSTEM” Submitted in the
fulfillment of the requirement for the award of the degree of
MCA (Computer Application)

Submitted By
Mr. Sanjay
MCA (Computer Application)




Submitted to,
Shekhawati Group of Institutions, Sikar (2023-2024)

2. CERTIFICAT
E
Shekhawati Group of Institutions,
Sikar.


This is to certify that the software project entitled “STUDENT
RECORD SYSTEM” has been submitted by Mr. Sanjay of MCA
(Computer Science) IV

th

year (2023-24), VI
th
Sem, as per the
requirement of Bikaner Technical University, Bikaner as per the
partial fulfillment for the award of the Master Degree of
Computer Application in the academic year of 2023-24.
Examiner
Mrs. Kushal Sharma
(Guided By)

3. ACKNOWLEDGEMENT


Successful work can be effect of hard work and full dedication efforts. We
would like to take this opportunity to acknowledge with pleasure and express our
deep sense of gratitude and immense respect towards my guide Mrs. Kushal
Sharma Department of Computer Science, Shekhawati Group of Institutions,
Sikar, for their unfailing inspiration, valuable guidance, constant encouragement
and untiring patience which they have included in us who will take us a long way in
life. Especially I like to thanks to Mrs. Kushal Sharma for his inspiring Guidance,
motivation & encouragement and providing requires facility to my Project. I would
also like to thanks all the staff member of the department those who have
contributed intellectually and materially for the reparation of this Project.
Finally, thanks from the bottom of heart to all those who have directly or
indirectly helps us in making our efforts a success.






Mr. Sanjay

4. INDEX


Sr No. Topic Page No.
1. Introduction 1
2. Literature Review 3
2.1 Introduction 3
2.2 Integrated Information System 3
2.3 Database Management System 4
2.4 Student Records 5
2.5 Conclusion 6
3. Methodology 7
3.1 Introduction 7
3.2 Development of DBMS 7
3.3 Data Collection 7
3.4 Observation & Design 8
4. System Analysis and Design 10
4.1 Introduction 10
4.2 System Study and Analysis 10
4.3 System and Hardware Requirement 12
5. Output Screens 14
5.1 Login Screen of Admin 14
5.2 Dashboard 14
5.3 Student Course Details 15
5.4 Adding New Subject Entry 15
5.5 Student Registration Section 16
5.6 Registration Successful Screen 16
5.7 Student Record Section 17
6. Conclusion 18
7. Bibliography 19

5. Chapter One - Introduction

The registrar of Christian Childcare Programmed Vocational Training Institute is
responsible for handling student information and gathering them during enrollment.
This information includes each student’s background information, student courses taken
student attendance at lectures grades, performance record, and other information needed
by the Institution.


Background of Study
The scope of the service is CCP which provides structural help to vulnerable children in
their cultural setting of the extended family. The school has more than 1000 students that
take different courses.
It is true that success of CCP Vocational Training Institute depends on its ability to acquire
accurate and timely data about its operations, to manage this data effectively, and to use it
to analyze and guide its internal daily activities
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
Christian childcare programmer is a Tertiary Institution with is still capturing and storing
student’s record details locally, where hard copies of files for every student is kept in office
shelves, this seem to be tiresome and time consuming in case the registrar is looking of a
particular student document.
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.

6. Project Objective
The main objective is to develop a robust Student Database Management System for
Christian Childcare programmer.
Specific Objectives;
i. To implement the system
ii. To test and validate the system


Scope
This project is basically designed for Christian Childcare programmer. This learning
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 CCP 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 CCP 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.

7. Chapter Two – Literature Review


Introduction
A project on Student Information Management system which was carried out by Soita
Reuben, an IT student at Livingstone International University, it is developed to be used
by Tertiary Institute to maintain records of students easily.
Achieving this objective is difficult using a manual system as the information is scattered,
can be redundant and collecting relevant information can be very time consuming. All these
problems are solved using this project.
Throughout the project the focus has been on presenting information in an easy and
intelligible manner. The project is very useful for those who want to know about Student
Information Management Systems and want to develop software on the same concept.
The goal of this chapter is to explain the theory of database management system
development which will be applied in the development of student database management
system for CCP vocational Institute. The following issues will be presented respectively.
This will give an insight into the project area and help to get information that will enhance
the development of the student database management system


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. 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

8. 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
etal., 2005; Connolly and Begg, 2004)


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


Advantages of DBMS
1. Improved strategic use of corporate data
2. Reduced complexity of the organization’s information systems environment
3. Reduced data redundancy and inconsistency
4. Enhanced data integrity

9. 5. Improved security
6. Improved flexibility of information systems
7. Logical & Physical data independence
8. Facilitate atomicity problem
9. Provides central control on the system


Student Records / Data Management
According to student records manual prepared by CCP (office of the registrar) the creation
and maintenance of records relating to the students of an institution are essential to:
1. Manage the relationship between the institution and the student;
2. 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, 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:
1. Be informed of the existence of such systems
2. Have identified for them what data about them are on record,
3. Be given assurances that such data are used only for intended purposes
4. Be certain that those responsible for data systems take reasonable precautions to
prevent misuse of the data.

10. Conclusion
Finally, since the data generated daily by Christian childcare programmer increase
geometrically according to the registrar, it is worthwhile and holistic to develop robust
student database management system for the Institution to hold the large amount of data
that is generated. The proposed system, SDMS, should be able to stand the test of time
because student records should be kept as long as is necessary to:
1. Fulfill the promised obligations established between the institution and the student.
2. Provides information on the academic career and achievements of the student, and
as part of their lifelong learning record
The information gathered whilst reviewing existing literature on student information
management system has been very useful in the development of the proposed system.
The project when completed will provide an efficient way to store and organize data than
spreadsheet. It will also serve as a centralized facility that can simplify the work of the
registrar. The proposed

11. Chapter Three – Methodology

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.


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, data flow diagrams (DFD) 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.


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:


Observation
The researcher went to CCP and observed 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

12. 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.


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.


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.


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 verify 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.

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

14. Chapter Four – System Analysis and Design

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.


System Study
The study was carried out at Christian Childcare programmer vocational training institute
the main purpose of the study was to find out the processes on how student’s record is
carried out.


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


Existing Student Record Management Systems
Refer to the literature review, observation, interviews and questionnaires as explained in
chapter 3 it should be noted that at CCP the researcher was able to analyze existing systems
as discussed below.
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

15. 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 tasks 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, Data flow diagrams and Entity Relationship
Diagrams (ERDs) were used in the analysis and design of the system.


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, nonfunctional and systems requirements.


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.


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 The proposed system will provide the following
features to the registrar:
1. Allow the registrar to send emails
2. The system will process and print out student transcripts
3. The system will contain all the student’s personal details, (Course, Room number,
Gender, Nationality, etc.) And non-functional requirement includes the following
4. 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,

16. 5. The system only allows the administrator to delete records in the database; the
system should allow room for expansion


System Requirement
This section describes the hardware components and software requirements needed for
effective and efficient running of the system




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

17. Logical Model
This figure shows the logical flow of events in the system, it caters for the time when the
user login and signs out from the system.


System Architecture
This gives a high-level view of the new 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

18. Chapter Five – Output Screens

Login Screen of Admin


Fig – Login Screen of Admin


Dashboard


Fig – Dashboard

19. Student Course Details


Fig – Student Course Details



Adding New Subject Entry


Fig – Adding New Subject Entry

20. Student Registration Section


Fig – Student Registration Section


Registration Successful Screen


Fig - Registration Successful Screen

21. Student Record Section


Fig - Student Record Section

22. Chapter Six – Conclusion


Information is an indispensable tool many organizations use to advance decision making.
Large amount of student’s data is 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.
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.

23. Chapter Seven – Bibliography


1. Jun, H, & King, W 2008, 'The Role of User Participation in Information Systems
Development:
Implications from a Meta-Analysis', Journal of Management Information Systems, 25, 1,
pp. 301-331,
Business Source Premier, EBSCOhost, viewed 3 December 2012.
2. Ochodek, M, Alchimowicz, B, Jutkiewicz, J, & Nawrocki, J 2011, 'Improving the
reliability of
transaction identification in use cases', Information & Software Technology, 53, 8, pp. 885-
897,
Business Source Premier, EBSCOhost, viewed 3 December 2012.
3. Henderson, J.C. & Venkatraman, N., 1999. Strategic alignment: leveraging information
technology for
transforming organizations. IBM Syst. J., 38(2-3), 472-484.
4. Liftman, J. & Brier, T., 1999. Achieving and sustaining business-IT alignment.
California Management
Review, 42(1), 110.
5. Keri, P, Carol, S (2009) Strategic management of information systems. 4th ed. Asia :
John Wiley &
Sons
6. James, O, George, M (2011) Management information systems. 10th ed. USA :
McGraw-Kill
7. Stoneburner G., Goguen A. and Fringe A. (2002) Risk Management Guide for
Information Technology
Systems. NIST Special Publication 800-30. [Online] Available at:
csrc.nist.gov/publications/nostrums
(Accessed: 26 November 2012).
8. U.S. Department of Transportation (2012) Office of International Programs: Risk
Mitigation and

24. Planning. Available at: http://international.fhwa.dot.gov/riskassess/risk_hcm06_05.cfm
(Accessed: 26
November 2012).
9. epiphanies, G. (2011) 'Week 2: Computer Security'. Principles and Elements of Security.
[Online].
Available at: http://breo.beds.ac.uk (Accessed: 26 November 2012).
10. Goodchild, Joan (2010). 'Social Engineering: The Basics'. What is social engineering?
Wikipedia.
[Online] Available at: http://www.csoonline.com/article/514063/social-engineering-the-
basics.
(Accessed: 26 November 2012).