Professional Documents
Culture Documents
update can be made by different people in different ways without needs to change its
design or content for this to happen, it is essential that all data items are logically related
Frang (1994).
Database is always necessary to store date items once, because of it, input cost are
lower. Duplicate letters are largely dominated thereby saving space and ensuring data
consistency. Data is defined as an unprocessed facts. They are raw fact that are
unprocessed. Data does not have meaning. Information are processed data through the
stored in codes. File is the collection of related filed, field is the collection of data items.
requirement and non-specialist need easy ways of accessing this information. Large
amount of data with many types of records occurring many times in database
including many relationships between data items. Many organization will have many use
requirement in data base management system. Organizations will also have many
frequent demand for changes to be made which only inflexible database management
result, data must be organized in a way that is flexible and adaptable to anticipation
requirements. The data which they stored in anticipation of requests, and the requests
coded text, graphics etc. The service may be offered on a local basis or through a
own benefit or offered to the public on a subscription basic. The output from database
services is either a document or computer data presented, say, on a video display unit or a
voice output.
The main purpose of database is to satisfy the user information needs. The way
in which these needs are expressed largely determined the principles of operation of a
Perhaps the most straight forward request for database is when the user supplies a
complete reference for a document. The job of the service then is to locate a copy of the
document and deliver it to the user. This is usually referred to as document retrieved
service. It may be aided by computers in compelling the index to the documents in store,
More after then not, however, database need are expressed in terms of a request
for data such as, how many patient are being admitted monthly in a hospital? Or what
records stored either in printed form or as computer coded data. The first of there is
often referred to as information retrieval, the later as database search, when the index to
The database distribution system, with the added facility of storage at computer
coded text, offer one approach to reducing, the physical size of records, and to
mechanizing their search and retrieval the records unfortunately, first have to be
converted into computer compatible form, and can be consulted only after reconversion
higher learning made us to realize that (computer aid) an online record system is the best
that can happen to Federal Polytechnic Ado-Ekiti. This will save our school the
It was in the view of this that Sundison (1994) pointed out that a typical problem
students have had was moving from school to another school. In a modern society labour
moves quite a bit and many students change schools at least ND/HND in their lifetime.
Every time new students were offered record into a school, there was a problem of
which curriculum the previous school had followed and therefore whether the previous
Many students neither know their right nor left at the record level in the institution.
Record had frustrated so many students that some even roles a lot of lectures in pursuit
of registration.
The original objective of this study is to design and implement automated students
record system in Computer Science department. Its purpose are to have the following:
It is hoped that the result of this study will serve as tools for helping students who
wish to register for their OND/HND programmes, and will go a long way helping the
staff also. This is easy to achieve OND/HND standard and tested computer programs
handle all sort of complex calculations, storage and retrieval of valuable information
Also, important is the fact that records prepared with electronic machine can be
Works has been done in many areas of computerization, in industry and commerce
but not much has been done in school administration and management system/services.
We have therefore done this work to highlight the use of an online in the important area
of students services.
This work is confined to the Federal Polytechnic Ado-Ekiti that is our area of research
work. This was done to attain a standard output that will be useful to both students and
as well as the staff of college. It also helps in making a quick, accurate, efficient and
The following are the methods used in designing and implementing Automated Student
Records System;
1.6.1 Survey Method: Data were collected and gathered from the source in order to
have a full implementation idea. Also questions were asked from the student affair
department and from other units pertaining to the student record department. This helps
us to know the problems associated with the current system using by the case study.
1.6.2 Flowchart: this is the pictorial representation of our flow of data in the database
starting from the internal, conceptual view to the external view which are the end-users.
Symbols were used in the flowchart to determine the relationship between data and
database.
Visual Csharp language is used to develop the Automated Student Record system due to
its flexibility and multiplatform. MySQL is also used as the back-end which serves as
data bank. Both Vc# and MySQL was used to implement this application that will serve
and also eradicated this issue arises in manual method of managing student records.
i. This project enhances student to familiarize themselves in using visual csharp tool
difficulty.
iii. Automated student record system makes records more efficient and stable security
with makes student to know how to handle security problem when dealing with
accessibility control.
CONCLUSION
students records and also create modules to each program that involve student. In
managing student record using traditional ways to managing student record, many
problems have been associated with this method of managing student record such as
record and others. In other hand, building an automated student record system has
therefore clear that the proposed system outweigh the traditional method of managing
student record.
CHAPTER TWO
LITERATURE REVIEW
SYSTEM
improved the information need of organization; the success of this machine is dependent
on the knowledge base. Therefore, one can be prompted to ask aloud what is a
computer Funk (1980) defined a computer as an electronic device that can perform
data and instruction; process the data base on the instruction to generate result or output
in such a manner that is yet to be equaled by any other known machine to mankind.
Chimezie (1990) define computer by saying that computers are looked upon as obedient
servants who are ever ready to free man from tedious procedures and produce result as
compared with human computing time. Obilikwu (1995) define a computer as a machine
that is capable of accepting input data, store and process the data base on the instructions
giving by the computer users and in this way produce expected result, generally called
output.
communication channels used within an organization and include software and hardware.
It may also be define as a system that collect and process data (information) and provide
it to manager of all levels that use it for decision making, planning, program
result processing and clearance in universities using computer software based online
clearance system is to improve the quality and accuracy of information provided to all
Information technology has been an integral part of academic system since almost four
decades. According to Hewlet (1993) the world is entering an era in which technology
will literally transform every aspect of business, every aspect of life and every aspect of
society.
Since the arrival of internet technology, school system has taken a new shape style
with a blend of convenience and satisfaction. Taylor (1980) says that computer base
office or anywhere in the world has made its way into university system with the advent
of internet technology. Information technology has always helped the university system
to educate student in better way. To explain few examples. Student online clearance is a
method where the student obtains his/her clearance letter without carrying files around.
This is safe, fast and has no hazels. Filling out the documents and comparing options and
writing for approval is a time consuming process. Through the internet, this process is
made much easier and sometimes the approval is made within minutes. This explains an
efficient way of obtaining clearance and saves time and money for students.
The concept of data and information are very important in understanding issues
clearance system. The term data and information are used interchangeably every day
conversation as meaning the same thing. Too many manager and information specialist.
However, these terms have distinct meaning. According to OLeary (1996) data simply
consist of raw unprocessed facts while information is a data that have been processed by
the computer.
Lucy (1991) defines data and information as Data is fact events, transactions and
so on, which have been recorded. They are the raw materials from which information is
produced. Information is data that has been produced in such a way as to be useful to the
recipient. Data are fact obtained by observation, counting, measuring, weighing etc,
which are often records of day-to-day transactions of the organization. For example, the
date, amount, and other details of an invoice or cheque, payroll details of payment, the
number of a student living in a particular hostel and so on. Enwerem (1992) argue that
concept of information in an organization sense is more complex and difficult than the
frequent use of this common word would suggest. Oketunji (2002) emphasized that
information is data that have been processed, transmitted by the recipient, interpreted and
understood by the recipient. Here it should be noted that the user, not just the sender is
involved in the transformation of data into information. There is a process of though and
understanding involved and if follows that a given message can have different meaning
to different people. Based on this, one can conclude that data which has been analyzed,
understood by the recipient. Therefore it the user who determine whether a report
information system as: the combination of human and computer based resource that
result in the collection, storage, retrieval, communication and use of data for the purpose
activities: Employees hired, material purchased or produced and the like. Such recorded
events are called transactions. Other system uses this recorded event to help managerial
planning and control. The systems form a pyramid each primarily supporting one another
level of management.
such as customer order, bills, inventory levels and production output. The TPS helps
supervisors by generating data base that act as foundation for other information system.
Management information system (MIS). These summarize the detailed data of the
transaction processing system standard report for middle level managers. Such report
Decision support system (DSS); The DSS provide the flexible tools for analyzes. The
DSS help middle level managers and other in the organization analyze a wide range of
problem, such as effect of event and trend outside the organization. Like the MIS, the
Executive support system (ESS): The ESS is easy-to-use systems that present
information in a very highly summarized form. It helps top level management to oversee
the company operation and develop strategic plans. The ESS combines internal data from
In the early days of computerization, it was normal to maintain specific files for
individual application. Data where processes centrally in batches and there was little or
no online interrogation of data. This approach is wholly inefficient for most of todays
data processing systems. Supporting this vossen (1991) enumerated the problems that
There exist a high redundancy between files which result from the fact that the
information is replicated in different places, and that these replications are not controlled
by a central monitor
Inconsistencies might result from the possibilities that a program makes changes on the
files it uses without these changes being made (at the same time) by all other programs
event arise in the cause of time, these can be realize at a substantial expense of time.
during it life time, then all application program has to be modify correspondently Finally,
there is the problem of adopting and maintaining standard (with respect to coding data
format etc.), which is important for exchanging data or for migration to new operating
To overcome these problems, data bases where developed. It is now common for
large organization to organize their operational data using the data base technology.
The subject of data is adequately covered in many works in data base technology. Clifton
(1983) briefly define data base as a collection of data supporting the operation of an
organization. Quoting CIMA, Lucey (1991) provide a more detailed definition. A data
base is a file of data structured in such a way that it may serve a number of application
without it structure being dictated by any one of those application, the concept being that
programs are written round the data base rather than files being structure to meet the
Russel M. (1987) dealt extensively on the need for the use of computer on such
data base system like computerized clearance system. In the world of Dimorji (2003).
At the center of any information system is a data base, which is any collection of
related information grouped together as a simple item. The term can also apply to the
Rossell (2005) was also of the view that without computer, effective handling of
candidate record cannot be achieved effectively in a data base, all the data is defined
together rather than each file being define separately. In fact, all the literature consulted
seem to support the fact that a data base is a collection of structured data with the
structure of data being independent of any particular application. Specify the need for
ii. Security: users are giving password or access only to the kind information they
need to know. Thus, the payroll department may have access to employees pay
iii. Fewer files: with several departments having access to one files, there are fewer
change made in the file in one department might not be made in the file in another
department. As one might expect, these can cause serious problems and conflict
when data is used for important decision affecting but department. To advantages
In these days of integrated networks, the database appeared as the most logical
method for organizing the operational data of large organizations. One may as well say
that these advantages give the database the attraction over the traditional file processing
method.
A well-designed automated student record system will reach more than teachers and
administrators. It will also benefit the students, parents, community, legislators, and
others by providing information on the functioning and success of the education system.
the costs of handling the paperwork associated with record keeping. Even when such a
system proves initially expensive and actual reductions in current costs are not achieved,
it is justified given future savings and efficiency. Nevertheless, system developers and
implementers have to contend with two major concerns in order to maximize the cost-
data systems do not result in actual savings. Granted there are computer purchase costs
and personnel needed to maintain the system. These costs, while not minimal, should pay
for themselves with the usefulness of the data and the reduced time data providers have
to spend on data collections. Concerns about the reliability of computers may also lead
some staff members to continue keeping their old records, "just in case." In fact, during
the early stages of automating data it is often wise to maintain the data in two places, so
that glitches can be resolved before relying solely on the automated system. Once the
system is fully functional, however, the back-up paper system is no longer needed.
Another mistake often made is that organizations automate a paper system instead of
they exist now as well as thinking about future possibilities. Re-conceptualizing a system
that contains virtually no paper means that redundant activities such as entering data can
be avoided. If, however, you merely automate the paper system, you may achieve fewer
promptly. A principal making placement decisions about a new student needs the
previous school's records immediately to assign the student to the appropriate programs
and services. A counselor with a student in crisis needs immediate access to records to
help intervention specialists effectively deliver their services. A school board making a
policy change to a "no-pass/no-play" rule needs analyses to support its decision. A well-
designed student record system allows for timely retrieval of needed information in
iii. ACCURACY
defined data elements that are used consistently promotes data quality. Paper records
collection, to entry, to maintenance in the system. Accuracy provides users with the
required on request, easily, and without burdensome trial-and-error searching. From the
first steps of designing the system, the queries that will follow are anticipated and
system is often judged by how much time and effort are required to find and retrieve
information. Therefore, a key part of the design of a student record system is its process
movement of student records among levels of the education system using standard
formats. For instance, when a student moves from one school to another within the same
district, or to another district, the information can be extracted, prepared, and transferred
electronically.
The school receiving the electronic record can download the student record, thus
eliminating the need for re-entering the information. Electronic data can also be received
more rapidly than paper documents, enabling quicker decision-making about the student.
Such a system can also be used to transmit student records to a state education agency
that collects individual student records. It can also be used to transmit student transcripts
As you can see, there are many advantages to having an automated student record
system. The move from paper-based record systems to automated systems, or the
upgrade of existing automated systems, means that there is a greater chance that
information will be readily available when important decisions must be made about
improving educational programs and services. Once the decision is made to upgrade your
system, the next step is look at the process needed to design and implement an effective
student record.
ii. Efficient way to keep financial records and requires less storage space.
iii. Provides the option of recording a sale when you raise an invoice, not when
iv. Provides the option of recording a sale when you raise an invoice, not when
vii. Keeps up with the latest tax rates, tax laws and rulings.
viii. Allows you to back up records and keep them in a safe place in case of fire or
theft.
CHAPTER THREE
and analyzing data necessary to define or solve the problem for which the research is
embarked upon. The scope of the research covers the Federal Polytechnic Ado-Ekiti.
A. PRIMARY SOURCE: This involves oral interviews conducted with various personnel
in the Federal Polytechnic Ado, reviewing and sharing their experience about the
newspapers and internet downloads to collect data in order to understand the students
information.
during the school session. I observed the roughness of the office, the queue of students
waiting to be attended to, and the difficulties the student faces in retrieving
The existing system is a system that has been carried out in terms of manual
operation. A system in which all the methods of record keeping are of a manual
approaches. Critical analysis of this system reveals that it is a system prone to errors.
Careful analysis also shows that because of the complexities of the manual system,
information of the record kept is difficult to retrieve/access. All the years, Student
records in the Federal Polytechnic Ado have been carried out through manual system in a
way that requires the clerk/attendant to register the student data; a staff handles two to
three works at the same time. This makes it crowded with students with one or no one to
attend to them. As a result of the crowd, the attendant finds it very difficult to have an
record of students.
ii. Reference to record often becomes a problem because most of the records are not
iii. It takes a long time for any mistake to be rectified and sometimes it throws the
iv. The system does not calculate and give students report at a glance as such, the
Concern with the problems encountered in the previous manual student record
keeping, the new Student record system is taken into consideration. This is to suggest
processing improvements and software that would alleviate problems with the
application process and student record. The proposed new system will improve the
speed, integrity, quality and accuracy of service to students. Many roles for humans in
objectives:
d. Keep record of the data and time each input is made in the database
g. Division of the Student Data into sections for effective and quality delivery.
The above designs describe how efficient and effective this application is really is.
It entails some functions that reduce human effort and time when performing their
various roles in their various works. This application has the ability to add, delete and
The major factor taken into consideration in the design of the new system is the issue of
strong and reliable database for effective record/data collection and processing and storage.
SECURITY TABLE
LENGTH
Full name Text 25
Username Text 15
Password Text 15
LENGTH
Staff ID Text 12
full name Text 15
Address Text 50
Sex Text `50
Post Text 7
Date of birth Date 15
Age Number 4
Marital status Text 10
Date recruited Date 12
Phone number Number 15
Qualification Text 20
Email Text 30
Basic salary Number 45
STUDENT TABLE
No
Next of Kin Text 50
Address
Relationship Text 25
Next of Kin Email Text 50
Referee Name Text 50
Referee Address Text 50
Referee Email Text 50
Referee Text 50
Occupation
b. Aid in the efficient management of the students record to reflect the current fiscal
Start
Input Section
Document
Direct
Storage
Magnetic Storage
Fig 3.1 Internal Data Flow
Main Menu
New Register
Bio data
Edit Verify
Kin
Remove Delete
All Data
Fig 3.2 Program Menu
Quit
CHAPTER FOUR
4.0 SYSTEM IMPLEMENTATION AND PERFORMANCE EVALUATION
4.1 IMPLEMENTATION
The automated record keeping is implemented using Microsoft visual C#.net 2015, Microsoft
System implementation follows the approval of the system proposals and its objectives,
system. The system implementation embodies the preparation of resources, including equipment
The requirement of the automated record keeping system demands that a capable
programming language be used for its implementation. Hence, Microsoft visual C#.net 2015 was
chosen. Visual c#.net 2015 was selected because it offers Rapid Application Development
(RAD) features that enable software developers to put up visually appealing user interface
design in less time. Visual c#.net 2015 includes several features to help you develop applications
that access data, the data source configuration wizard simplifies connecting your application to
data in database, XML web services, and user- created objects. New IDE features in Visual
c#.net include predefined settings, task list and error list enhancements, improved docking
The code Editor has several enhancements, such as word wrap, incremental search, code
outlining, and collapse to definition, line numbering, colour printing and shortcuts. Finally, it has
powerful debugging facility that provides useful hints and suggestion for error handling.
Files held in this project are made up of different data types. These types are integer,
character, double, date, etc. some of the files used are designed and linked with database.
LOGIN TABLE
LENGTH
Full name Text 25
Username Text 15
Password Text 15
4.4 INPUT SPECIFICATION
Inputs are raw materials\data that are fed into the computer for processing. The system
accepts the input through the mouse and the keyboard. The registering of the data of records
is done via the mouse and keyboard. The mouse plays an important role in closing windows,
validating password. The keyboard is used in entering the text into text boxes.
4.5 OUTPUT SPECIFICATION
An output is the information (result) obtain form processing data, which has been fed into the
computer E.g. screen, printer etc. The major output document will be the accounts of the
So many programming languages were considered in the cause of designing this software.
A lot of factors were put into consideration which includes electronic database access, data
transmission via networks, database security, and database retrieval electronically, multi user
network access, electronic data capture, etc. The choice for (virtual C#.net) VC# 2015 with
Access Database was made to enable us achieves the above set objectives. Moreover, VC# 2015
is very user friendly and enables the design of an interface that can be modified
programmatically. Also Access database is a robust database that can guarantee database
This involves testing the new system that has been designed to reveal any weakness or
1. We have the Top-Down testing; this testing starts from the system, then to the sub- system,
2. Bottom- up testing: This test stars from the units, to the module then the subsystem, finally the
system. The accuracy of this system was tested using data, including wrong data to see if the
5.1 SUMMARY
This automated system has been able to enhance the service delivery of Federal
Polytechnic Ado-Ekiti. It gives account of day to day running of the institutions record. You
find out that it takes a long time to access and retrieve records of past months/years, sometimes
instead of rectifying the problem it throws the previous system into confusion. But with this
automated system, the records of the institution are stored, safe and secured, easy access and
reduction of fatigue and exactness are the benefits brought by the automated system.
5.1RECOMMENDATION
It suffices to say that for any meaningful computer based information management to be
integrated into any organization, proper training and orientation has to be given to both staff and
management. Proper training should be given to the data entry staff on how to handle the
computer hardware especially during backup processes. In particular electronic storage media
are usually sensitive to change in temperature or pressure and as such data, can be lost very
easily. The staff should also be briefed on the need and advantage of the current system and how
They should also be informed of the cost of maintaining this new system so that they will
handle it with all carefulness. Training materials should not be presented in an informal way but
with procedures like policies and form etc, they should be circulated to the personnel. This will
at the end, generate the staff appreciation and needed interest to operate the system.
I thereby recommend this automated system to the management of Federal Polytechnic
Ado-Ekiti to be used in their institution and every other institutions out there that uses a manual
method of record/file keeping of students. They will find this system useful, to aid in their
computerization. Thus, the system will promote effective, efficient and quality services, also
5.3 CONCLUSION
The benefits of using automated student records system cannot be over emphasized.
Because, this system will surely increase the speed of result, accuracy of results, eliminate cases
of loss of data or missing recording notes. Finally, this system will encourage planning, at the
end, the aim of making good service will be achieved. Keep records, because nothing can
WREN (WREN 1995) Practice and theory of data processing, Longman, USA, Vol. 3, third
University of Lancaster.
Ka Dowsand Et Al (1997) An introduction to database management system department of
Computer science university of Manchester, Uk,Vol. 3rd , 4th edition page 52.
Funk (1980) A genetic algorithm for the student record system, Computers and Operations
Research, v.32 n.5, p.1255-1265, May 2005 10.1016/j.cor.2003.11.003]