Title

The School Database Manager

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Introduction/Objectives

The School Database Manager is a software for Windows that lets the user

easily organize the records of students. The program is designed to store details

of students, staff, courses offered by school, classes, sections, designation, term

end grades, and educational resources for students. The software is the gateway

to easier classroom records management. The software is useful for schools and

educational institutes.

The software allows the students to keep the links to their favorite resources on

Internet. The software also allows the students to visit Internet sites dedicated to

education stored in the database and to download resources from Internet.

The main objective of this project is to develop a Windows based school

information system that allows schools and educational institutes to easily

organize the records of students. Some of the features that will be provided by

the software are listed below:

• Easy maintenance and management.

• Intelligent & Interactive user interface.

• Maintaining the database of students.

• Maintaining the database of staff.

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• Maintaining the courses, classes, and sections list.

• Maintaining the list of designations.

• Maintaining the term end grades of students.

• Maintaining a list of Internet sites that provide educational resources.

• Maintaining a list of different users of system

• Allowing the user to print several different types of reports.

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Project Category

This project falls under the following category:

• RDBMS (Relational database management system)

• Business Applications

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Analysis
Several diagrams below show how the different users interact with the software

Context Analysis Diagrams

The following diagram shows the interaction between administrator and the

software.

Add/Remove/Edit users

Add/Remove/Edit classes

Add/Remove/Edit courses

Add/Remove/Edit staff

Add/Remove/Edit student

Login request
School database manager Administrator
Login Accepted / Rejected

Updated student list

Updated staff list

Updated courses list

Updated classes list

Updated users list

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The following diagram shows the interaction between student and the software.

View internet resources/access internet

View personal information

Check grades

Change password

Login request
School database manager Student
Login Accepted / Rejected

Display confirmation/ rejection

Return grades

Return personal information

Show internet resources/allow access

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The following diagram shows the interaction between teacher and the software.

View students list

View personal information

Enter/Edit grades

Change password

Login request
School database manager Teacher
Login Accepted / Rejected

Display confirmation/ rejection

Return edited grades

Return personal information

Return students list

The following diagram shows the interaction between management and the

software.

Request for reports

School database manager Management
Requested report

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First level Diagram

Student Administrator

Add/edit Create
Personal student Add/edit Course Class user designation
details details staff details details Section details
details name

Student
Staff Course Class Section Users Designation
Management

course name User valid

Staff info Class details details
Student
info info sections
info
courses designation
users
student staff classes resources
Internet grades
resources
Grade
details
Reports Browse Resources Grades

Load
Request Requested resource show
Requested Add/edit Add/Edit
for resource Request for grade
report resources grade
reports resource

Server Student Teacher

Management

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Second Level Diagram

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Second Level Diagram

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Second Level Diagram

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Complete Program Structure

The project has been divided into the following parts:

Student: This module allows the administrator to view and organize the records

of students. It provides an easy interface to add, delete, & edit students

information in the database. It maintains important details about the student like

roll number, name, address, father name, date of birth, date of admission,

course, class, section, etc. This module also allows the user to search a student

using a roll number or by name.

Grades: This module is responsible for maintaining the term end grades of

students of different classes and sections. A teacher can easily add and edit

grades of students through this module. This module interacts with the student’s

list to get the roll number of available students in a particular class and section.

Users: It maintains the list of different users. Different features are available for

different users. A user can be of the following types: administrator, teacher, or

student. Different operations are allowed to different users. The administrator is

responsible for creating the user.

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Staff: The software allows the user to easily maintain a list of staff. The list

maintains the information like member name, qualification, designation, address,

phone number, etc. The user can print the list of available staff members.

Course: The software maintains a list of different courses available in the school.

This module maintains the database relating to the courses like unique course

ID, course description. The list of course can be easily printed.

Classes: The module maintains the database of classes. The classes in a school

can be from I to XII. This module stores upto which level a school provides

education. The class name is required by the student module & in the result

module.

Sections: This module maintains the list of sections. The sections can from A to

Z. The section name is required by the student module & in the result module.

Designation: This module maintains the list of designations. A staff member

must have some designation like teacher, principal, peon, wise principal, etc. The

staff module uses the unique designation code maintained by this module.

Resources: This module maintains links to educational resources on Internet.

This module organizes your links for you. The list maintains the name of the

resource, resource URL, and description.

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Browse: The module allows the students to visit the educational sites managed

by the resources module. It allows the users to view and download resources

from Internet. A URL (Uniform resource locator) must be provided to this module

by the user or by the resources module. If the software is able to connect to the

Internet then it will show the resource.

Reports: This module allows the user to print several different types of reports

like Students report, Internet report, Teachers report, Staff report, Courses

report, etc.

Data Structures

Student
Name Description Data Type
FirstName First name of student varchar (10)
LastName Last name of student varchar (10)
RollNo Roll number (PK) varchar (10)
Sex Male/female varchar (1)
DOB Date of birth Date
DOJ Date of admission Date
FatherName Name of students father varchar (20)
Address Address of student varchar (25)
City ---- varchar (15)
State ---- varchar (15)
PostalCode ---- varchar (10)
PhoneNumber ---- varchar (13)
CourseID FK varchar (10)
ClassID FK varchar (4)
SectionName FK varchar (1)

Users

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Name Description Data Type
UserName The user name (PK) varchar (8)
Password Password for login varchar (8)
Type Type of user Integer

Staff
Name Description Data Type
StaffID (PK) varchar (6)
Name ----- varchar (20)
Qualification ----- varchar (10)
DesignationID FK references designation table varchar (2)
Address ----- varchar (25)
City ----- varchar (15)
State ----- varchar (15)
PhoneNumber ----- varchar (13)

Classes
Name Description Data Type
ClassID Unique code of class (PK) varchar (4)
ClassDescription ----- varchar (20)

Sections
Name Description Data Type
SectionName Name of the section (PK) varchar (1)

Course
Name Description Data Type
CourseID Unique code for course (PK) varchar (10)
CourseDescriptio
----- varchar (25)
n

GradeMain
Name Description Data Type
ResultCode Unique result code (PK) varchar(3)
Title Title of the result varchar(25)
ClassID FK references Classes table varchar (4)
SectionName FK references sections table varchar (1)
Year ----- Integer
MaxMarks Maximum marks of the exam Integer
LowMarks Minimum marks for clearing the exam Integer
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GradeDetail
Name Description Data Type
ResultCode FK references Grademain table varchar(3)
RollNo FK references student table varchar(10)
Grade ----- varchar (2)

Designation
Name Description Data Type
DesignationID Unique code (PK) varchar (2)
Designation ----- varchar (15)

Resources
Name Description Data Type
ResourceNameName of the resource (PK) varchar(30)
ResourceURL Uniform resource locator nvarchar(50)
Description Resource description varchar(100)

Process Specification
The overall description of the School manager process requires understanding

the physical location of the program and application being stored in the physical

machines. The description is as follows:

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The data of this project can be stored on the same computer or on a different

server. When the program starts it checks for database availability. If it is

available it will connect to the database otherwise the application will close. The

server administrator is responsible for starting the database server. The server

administrator is responsible for creating the new user. The administrator has the

permission to edit or delete information of the users. He will create new users

and provide user ID and password to teachers, students, and other staff

members. The teachers can edit his/her information. He can edit grade

information about students. He can view and print results of students. Moreover,

he can view listing of students. The students are allowed to view and download

student resources from web. The management can receive various reports.

The process gets activated by a file named "mainmodule.bas ". This invokes a

procedure called main which calls a function connectDatabase. The function

connects the software to the SQL Server database. It opens the connection with

the following line:

schoolCon.Open "Provider=SQLOLEDB.1;Persist Security Info=False;User ID=sa;Initial

Catalog=school"

If it is unable to connect to the database it shows a user friendly message and

closes the application. After successfully connecting to the database it shows the

main screen which contains all the menus to open different forms.

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Reports

All the reports generated by the system are listed below

• Several reports for students

• Users report

• Internet resources report

• Teachers report

• Staff report

• Courses report

These reports contain option for screens, printer, and cancel. Screen option

displays the reports listing on the screen. Printer option helps in printing purpose.

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Security Mechanism

Information such as intellectual property and strategic business data are stored,

processed, and disseminated by computers. Unauthorized access, revelation, or

destruction of data can violate individual privacy. Corruption of business data can

result in significant and potentially catastrophic losses to companies. In this

project, a user can't access the system until he or she has user ID and password.

A new user is created by the database administrator. Other users of the system

have permission to change their own passwords.

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Validation Checks

Some validation checks are listed below:

• The software will not allow the user to add a blank field in the student roll

number field.

• The software checks for the date of admission and birth. Invalid dates are

not accepted.

• When the user tries to delete any record from the database, the software

confirms before deleting the record.

• While adding a new class, the class ID can't be left blank.

• While adding a new course, the course ID can't be left blank.

• While adding a new section, the section name can't be left blank.

• The designation ID must be specified while adding a new record in the

designation table.

• The maximum & minimum marks must be valid number. Strings are not

allowed and accepted by the software.

• If the software is not able to connect to the Internet, it will show an error

web page.

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Tools/Platform, Languages to be used

• Visual Basic 6

• SQL Server

• HTML

Operating System

• Windows 98/2000/ME/XP

Requirements Hardware

Pentium-II

64 MB RAM

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Future Scope

The school database manager is a simple software for managing details about

students and their grades. The program provides features to store details of

students, staff members, courses, classes, sections, designation, term end

grades, resources for students. The software offers the ability to print several

different types of professional reports. The software also provides instant

searching features. It allows the teachers to easily manage grades of students.

The software provides different features to students, teachers and administrators.

Moreover, the software allows the students to download educational resources

from Internet.

This software is useful for schools and other educational institutes. In future, the

software can be easily updated & more features like attendance sheet, fee

handling, time table, past students records, etc can also be added.

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