Foluwakemi HND
Foluwakemi HND
Foluwakemi HND
BY
ADEMOKUN FOLUKE M.
FPA/CS/14/3-0016
SUBMITTED TO
THE DEPARTMENT OF COMPUTER STUDIES
THE FEDERAL POLYTECHNIC ADO EKITI, EKITI
STATE.
2.1 INTRODUCTION
Record can be defined as the collection of related field that is relating to one logically
definable unit of an entity, (Oyewole, 2002). Record can be of different form such as
students record, customer record and employee record. Academic students record
need to be documented for feature purpose. The polytechnic maintains a record of a
students academic progress through out his career. Anigbogun, 2007 cited that record
provides information for academic counseling purposes and serves as the basis for
producing grade reports and student and transcripts. The following is a description of
the kinds of information relating to a student and the information that is provided on
grade repots and transcripts.
Eloba, 2005 cited that result processing is the term for the process of producing
meaningful information by collecting all items of result together and performing
operations on them to extract the required result from them. Also, Robert, 2000
defined system as an electronic device capable of accepting data and instructions,
processing the data based on the instruction to generate result. Aluko, 2008 cited that
transcript is a summary of your academic performance and a list of the paper you have
taken in your school examinations, with the individual mark paper. A transcript may
be needed for verification purpose by prospective employer or by other educational
institutions to which you are applying. Furthermore, certificate is a document showing
that a student has completed a BC graduation program or institution. Obeta, 2002
defined academic files as manual or automated way in which record are collected
organized and categorized to facilitate their preservation, retrieval and for its useful in
the future.
A student file contains course enrollment forms, grades, National Board Scores. In
addition to written material kept in the student, courses taken, grades, summary
statement of academic action and enrollment information.
The Registrars office keeps an electronic file of all information relating to a students
academic progress. This includes a student:
1. Basis of admission
2. Address
i. Scholarship
iii. The alumni database which includes information on degrees attained as well
as the address of parents
iv. Correspondence
v. Notes of interview that students may have had with academic counselors
These files are also confidential internal document are available only to the students
Dean and academic counseling office. A student who has been found that is kept
separate from the academic file.
Personal information may be used for statistical and researchers and the provincial and
federal information to recognized student organizations for the purposes of
administering their programs including membership administration. Personal
information of students enrolled in an affiliated university college is shared with the
affiliated university college.
Select information may be shared with third parties including award of donors,
government funding agencies to process financial assistance applications, financial
institutions to confirm student enrollment, independent student loan administration
companies to process student loan document, collection agencies for outstanding
accounts, municipalities for debts owed by student and contracted service providers
acting on behalf of the university. Credit card information is transmitted to an
independent processing company in the couse of an investigation of misconducts.
Information relating to misconduct and or falsified document may be shared with
other educational institution.
Name change: Most name changes are a result of marriage/ other legal matter. To
make an official name of a student must provide identification and legal
documentation of the change. An example might be a marriage license/ divorce
decree. The record department must make a copy of the original document before
submitting the official change to the university.
Address: To change your address, fill out a change of records form at the registrars
office. In addition, most address information can be changed online.
The student records management principles of this project to work are the following:
i. The Polytechnic expectation is that all student data systems, where possible,
will be based within the SRTS system. Any subsidiary student data bases
created for other purposes must be notified to the Polytechnic data controller
and the creation of these sub-databases shall follow the student records
management principles.
ii. In line with Polytechnic information security policies student data on SRTS
will be protected appropriately, given its sensitive nature. For example, the
Polytechnic would not expect student data to be downloaded out of SRTS onto
USB memory sticks.
iii. At the end of a students period of study at the Polytechnic the SRTS record
will be cleared down to an agreed set of documents which will be retained.
iv. The polytechnic will facilitate a mechanism for a past student to be able to
request further copies of the transcript or higher education achievement report
to be sent to his personally or to an employer.
The Federal Polytechnic Ado-Ekiti and the office of the registrar make every effort to
ensure that all information remains confidential in accordance with the educational
rights and privacy act:
iii. A student obtain a copy of his student academic record. The costs of
photocopying or duplicating records shall be borne by the student. Students
may challenge the accuracy of information contained in a record.
iv. The academic records of students shall be kept under the name form with
supporting legal documentation with the office of the registrar.
i. A listing of all courses attempted and the grades achieved, including courses
from which a student has withdrawn without academic penalty.
iv. A list of all undergraduate scholarships, award, prizes, fellowships and medals
awarded by the Polytechnic to the student during the students academic career
at the Polytechnic.
3.1 Methodology
Methodology is defined as a framework that is used to structure, plan, and control the
methods, techniques and procedures which governs the collection, analysis and design of a
particular project. In the dynamic world, the subject methodology, system analysis and design
procedure that should be followed in carrying out a thorough design project or defined as the
adequately suitable methodology would ensure a very detailed design work and ensure that a
higher degree of accuracy and efficiency is adopted. The design methodology used helps to
ensure that a thorough study of the present system is carried out, thus helping the project
designer to completely understand the modus operandi of the present existing system so as to
know how the new system should be structured and the functionalities needed in it to address
the seemingly, existing problems discovered. This helps to know if there should be a
ii. Structured Systems Analysis and Design Methodology (SSADM) is an integrated set
of standards which guides the analysis and design of computer systems. SSADM is a
waterfall method for the analysis and design of the information system.
SSADM can be thought to represent a pinnacle of the rigorous document led approach to
system design and contrasts with more contemporary agile methods such as DSDM or Scrum.
The object oriented approach looks at a system from a bottom-up view. It combines
data and processes (methods) into objects. Within an information system, objects could be
customers, suppliers, contracts, and rental agreements. A set of diagrams or models is used to
represent various views and functionality of the system and is commonly known as Unified
Modeling Language (UML). The goal of OOAD is to improve system quality and
ii. XP attempts to reduce the cost of changes in requirements by having multiple short
iii. XP describes four basic activities within the software development process which are;
method.
ii. DSDM fixes cost, quality and time at the outset and uses the MoSCoW prioritization
of scope into musts, should, could and wont haves to adjust the project deliverable to
iii. DSDM addresses the most common failures of information systems projects,
including exceeding budgets, missing deadlines, and lack of user involvement and top
management commitment.
iv. DSDM focuses on information systems project that are characterized by tight
Prototype Methodology;
In Prototype Methodology, the user is given a look and feel of the system using a
prototype. The prototype for the system to be developed is built, tested and reworked as
necessary. Prototype process model is suitable for dynamic environment where requirements
change rapidly. The process begins with gathering main functional requirements; this is
followed by a quick design leading to the development of a prototype. The prototype is then
evaluated by users and customers. Developers rework on the prototype until the customer and
Based on routine of my work, the approach adopted is the Object oriented Analysis
Object oriented analysis and design methodology is used to analyze the present
system as well as to design the proposed system with the primary aim of;
The Object Oriented Analysis and Design Methodology (OOADM) perform four major
activities namely:
Modeling the functional description of the system. To achieve this the following steps has to
be taken:
i. Identifying all actors and use cases
v. Finding and identifying business objects. To achieve this task, the steps given below
must be accomplished.
vi. Review each use case to find potential objects (which are usually noun corresponding
viii. Organizing the objects and identifying their relationships. To achieve this task, the
Model the behavior of each object using state chart diagram. Mrs Eze, u.f (2008).
During this project design work, data needed for the project was gathered from the
various sources. In gathering and collecting necessary data and information needed from the
system analyses, some major fact-finding techniques were used in this work and there are:
Primary Source: this involves oral interview conducted with various personnel in the
registration office of the Federal Polytechnic Ado-Ekiti and sharing their experience about the
Secondary Source: this includes the use of textbooks, dictionary, journals, newspapers and
internet downloads to collect data in order to understand the electronic registration system.
Observation Source: This involves a personal visit to the school during registration hours to
observe the stress students undergo during the manual registration. Offices are being heaped
with files and wear and tear of files can take place during the process of handling.
The existing system of student academic record is manually operated, which means
that all registration and student records are of manual approach. A critical analysis of this
system is that it is prone to errors. Careful analysis also shows that because of the
All registration, data recording and payment of school fees has been carried out
through manual systems in a way that requires students to use paper and files for data
recording and storage and also students visit the bank, queue up and pay their school fees.
When students are through with filling of their registration form they submit it to the
registration office. It is the responsibility of the registration office staff to give them a
registration number. Most times there are errors and mutilations on students data record.
The manual method of student academic record which is used in Federal Polytechnic
iii. Destruction of files by rodents and also wear and tear that occurs during retrieval and
handling of files.
v. Untidiness of the registration office due to increase of paper work and files
vi. Difficulty in having access to the system for instance, a student that lost his/her
receipt because of the manual process of recording student might lead to the paying of
We are living in a modern technological advancing world. The computer age has led
to fast globalization and fast access to information and technology. Computer has finally
developed into good inseparable part of our life, be it colleges or workplaces, there is barely
any location where you cannot view a computer system. Its importance has made a great
breakthrough in all aspect of life, most especially in tertiary institutions because it will help
weakness of the existing system, there is a need to design a computerized academic record
system which will help enhance the efficiency of data capture and shortens students
The new system is designed to solve problem affecting the current system in use. It is
design to be used online thereby relieving both student and staff from much stress as
This will do the analyzing and storing of information either automatically or interactively, it
will make use of online access to internet. The proposed system will also have some other
features like.
The new system will be able to provide a software interface or platform where
students can visit to fill their details such as (Name, Age, Gender, Department) and it would
The new system will create easy access to students record whenever it is needed from the
database.
The new system will replace manual mode of queuing up of students in the academic
The new system would help to break the barrier of students having to physically be on
The new system would help to eliminate the stress, cost and time of going to the bank to
make students school fee payment. The system would be able to provide an online transaction
processing system whereby payments are made and receipts is generated and issued to
students.
ii. Enhances the efficiency of data capture and shortens students academic record
processing time. Time spent on creating documents and organization can be saved for
further useful purposes around the school. This can be realized if computerized record
iii. Minimizes errors because it is self-validating in design and most of the data required
are selected from a drop down menu. Eliminate cases of incomplete entries.
iv. More secure registration is all about obtaining data on students and some of this data
are private. Electronic student academic record prevents episode like loss of data and
also limits access to private unlike the case of manual student record.
v. Eliminates the cumbersome tasks of manual processing and physical transfer of entry
data.
vi. Preempts problem such as multiple student record from an individual student.
vii. Speeds up the registration process, ensuring prompt release of students registration
resources in terms of labor and materials are required. This makes it more expensive to deal
with. However with computerized academic student record expenses like paper materials are
cut down to be used for other better purpose. Although the initial capital outlay of an e-
registration system is high, a lot of savings are made on paper, processing and logistics.
It adds value to the services provided by the institution. A lot of key players within the
Easy to maintain records; computerized student academic record doesnt involve a lot of
paper work, like in the case of manual student academic record. This makes it simple to
A data flow diagram (DFD) is a graphical representation of the "flow" of data through
an information system, modeling its process aspects. A DFD shows what kind of information
will be input to and output from the system, where the data will come from and go to, and
1.
Student necessary data
Student
0
Student necessary details
Student
E-reg. Por
Students registration info.
Payment details Matric no./Bank details.
Formatted student info.
2.0
Generates Matric
Gen
3.0
Student First Name/Matric
Make payment Onlineno.
D1 Student details
5.0
Studen
Student lo
Use case diagram is a diagram that shows a set of use cases, the actors and
relationships. Below in figure 3.2 shows the use case diagram of the computerized student
Select
4.1 Design menu options
Standards
This new system is structured to work with the standard software development
Oriented Analysis and Design Methodology (OOADM) were used. This is because OOADM
Yes
Is option Register
is an internationally ?
accepted Register model
software engineering new student
mainly used in most web based
The program design does the work of identification of all modules of its software and
the relationship that exists between them and also solution statement and coding. The Top-
begins from a top most module to break the system into subsystems by taking each system in
No
turn and breaking them into program modules. The major idea in top down- design is that the
design must progress from the general purpose, each program module being progressively
units that are independently testable and which can be integrated to accomplish the overall
No
program objectives.
details entered are valid, the software will then open the student record page. But if the
password is not valid the user will be denied access to that page.
Home Page: This module only introduces the software topic, the developer and some other
necessary information relating to the software. Other modules such as schools and
departments, enquiries, login, fees etc. are as well seen on this page.
Student Record Page: The students fill the form in this page and submit it to automatically
Fee payment Page: This page is strictly those who have registered and gotten their
About page: this page gives details about the school, its history, location etc.
means of visually presenting the flow of data through an information processing, the
operations performed within the system and the sequence in which they are performed.
A program flowchart plays a vital role in programming of a problem and quite helpful
in understanding the logic complicated and lengthy problems. Once the flowchart is drawn, it
Communication: Flowcharts are better way of communicating the logic of a system to all
concerned.
Effective Analysis: With the help of flowchart, problem can be analyzed in more effective
way.
program phase.
Efficient Program Maintenance: The maintenance of operating program becomes easy with
the help of flowchart. It helps the programmer to put efforts more efficiently on that part.
The flow chart of the proposed system is shown below in figure: 4.1.
START
Yes
Is option Register? Register new student
No
Yes
Is option Pay fee? Make payments through master card teller number
No
No
1
1
Yes
No
No
stop
Figure 4.1: The Flow Chart Diagram of the Proposed System
The database was designed with MS Access using the developed data flow diagram.
The database contains information of the entities of the computerized student academic
record system. It organizes and manages the information to obtain the report required to
support the application relational database where a common field relates to different tables of
The file used in the design is stored in a database file. The database structure is as follows.
In the database specification, the following database tables below are used.
1. Department
2. Payment
3. Students Record
This database file structure contains/stores the department as illustrated below in table 4.1.
ID Integer 11 No
Payment Database
This database file structure contains/stores the payment database as illustrated below in table
4.2
Table 4.2 Payment Database Structure
er
ID Interger 11 No
This database file structure contains/stores the Registered Students database as illustrated
TYPE SIZE
Surname Varchar 200 No
Firstname Varchar 200 No
Lastname Varchar 200 No
Age Interger 11 No
Gender Varchar 8 No
Faculty Varchar 8000 Yes Null
Department Varchar 300 No
Level Varchar 10 Yes Null
Residential_Address Varchar 300 No
Residential_State Varchar 400 Yes Null
Residential_Town Varchar 500 Yes Null
Permanent_Address Varchar 300 No
Permanent_State Varchar 300 Yes Null
Permanent_Town Varchar 400 Yes Null
Phone Varchar 20 Yes Null
School_Certification_Type Varchar 300 Yes Null
School_Certification_Result Varchar 300 Yes Null
Matriculation-Number Varchar 800 Yes Null
ID interger 11 No
contains relevant information concerning student personal and academic records. The inputs
are then processed to obtain the desired outputs. It is also necessary to denote that data
inputted in the computer for processing determines what the output will be. The new system
keyboard for hat is been typed), (device: monitor) storing information, (device: hard disk and
diskette) producing the hard copy of what has been done (device: printer).
Software means set of instruction given to the computer to perform a specific function.
A system that will be used for project must have operating system. Below are the
These involve the arrangement necessary in other to secure a site where the computer
Most software package developed low level programming language e.g. assembly language is
complex. This project was developed using Microsoft Access, Microsoft Access provides
ii. It allows the creation of visual objects which will be describe in action of the type of
operation symbolizes.
CHAPTER FIVE
5.1 CONCLUSION
This research work is fully explore the issue faced during the collection of transcript
will be reduced to the bears minimum. This project works explain and illustrate the
various problems faced during the collection of transcript that has become an ethic in
exams and records department in the Federal Polytechnic Ado-Ekiti. It is also
specifies the possible solution that is needed to be met. This research work will
eradicates the problem been face and experiences in the collection of transcript. The
project employs the school authority to test and implement the software, in other to
increase efficient and the output of the office (examination and records).
5.2 RECOMMENDATION
This research work strongly recommends the use of computer not only in the
processing of student result but in all human endeavors where efficiently and
effectiveness is needed.
The software is also recommended for other organization involved in processing of
student result and transcript. Also, this work strongly recommends the use of Students
Result and Transcript processing System in our school to increase an appreciable one
to home owners.
REFERENCES