ONLINE STUDENT REGISTRATION SYSTEM FOR SEKOLAH RENDAH ISLAM AL-UMMAH

HAIRIL BIN HAJI OTHMAN

OPEN UNIVERSITY MALAYSIA

CHAPTER ONE INTRODUCTION

1.0

INTRODUCTION

Sekolah Rendah Islam Al-Ummah is one of the private Islamic schools in Perak. The school currently has around 500 students. Each year approximately 100 new students will register for standard 1.

For the past five years, the school tries to improve the flow of processes by using computer technologies for its daily operations. Due to small funding, the IT unit had to start it from the small scale. The IT unit starts replacing old computer stage by stage. Now, the school has its own computer lab for students and provides enough computers for teachers. Currently, the school has its local area network (LAN) that connected to Internet services for teachers and school administrator.

Although the physical infrastructure is now available, computerized systems to handle daily operations of the school are still lacking. In keeping up with the pace, the school decided to have an electronic depository for all the data available. By having such system, all parties including teachers, administration staff, students as well as parents will be able to benefit a lot such as an efficient way for keeping data, faster and more organized way in storing and retrieving data. 1.1 PROBLEM STATEMENTS

In managing students registration, the school is currently using manual recording method, by using pen, paper and filing This causes a few problems as below:

1.1.1

Files updating

Data will be kept in two different files. The updating process requires a double job.

1.1.2

Data retrieval

The class teacher need to copy manually all the data into the teachers attendance book.

1.1.3

Data storage

All data are kept in forms and no backup is provided. 1.2 PROPOSED SOLUTIONS TO THE PROBLEMS

The above problems lead to the development of an online registration system for the school. This will allow for:

1.2.1 Handling students registration A better way of handling students registration. Save cost and time in terms of filling forms.

1.2.3 Data retrieval With the online registration system, all authorised parties will be able to access the records easily at anytime, anywhere as long as there is Internet connection.

1.2.3 Data updating Ease the task of updating data where all data can be updated in just one files. 1.3 OBJECTIVE OF THE PROJECT

The objectives of the project are listed as below: 1.3.1 To design an efficient way of data storing and retriving. 1.3.2 To develop an online system for students registration. 1.3.3 To ease the process of handling students data and produce suitable report.

1.4

SCOPE OF THE PROJECT

The scope of this project includes: 1.4.1 1.4.2 1.4.3 Involved all process required during registration system. Keeping the data of students profile and class details. /* does the system will cater for tuition fees payment as well? */

CHAPTER TWO LITERATURE REVIEW

2.1

THE BACKGROUND OF DATABASE SYSTEM

Storey et.al (1997) stated that even when working in a relatively unfamiliar application area, the database designer is usually able to make helpful suggestions and inferences while recognizing possible errors in the user's input. The designer applies common sense

reasoning and general knowledge about the world to the user's problem. For example, if the user mentions a university, a human database designer immediately suggests the need for entities such as Student, Course, and Department. This is translated into an automated database design tool to incorporate knowledge and reasoning capabilities to support a higher level of participation. Common Sense Business Reasoner is a prototype that was

implemented by using general world knowledge about business for database design. The system interacts with a user using a set of menus to classify the user's elements and computes the distance function values. The authors described a database for a student advisory function.

Nguyen and Srinivasan (1996) gave an overview of the 'DB2WWW Connection' and how it runs. An interface is needed between HTML and the Structured Query Language (SQL) used to access the relational DBMS. The authors gave a mechanism called

DB2WWW Connection that provides cross-language variable substitution between HTML and SQL and helps in quick and easy construction of applications that access relational DBMS from the Web. The authors developed their own syntax for cross-language variable substitution between HTML and SQL. They discussed variable-assignment, declarations, executable variable declarations, SQL report block, HTML input section, and HTML reports section.

White (1997) reported on the problem of storing large amounts of information created, received, and processed every week by different departments in a university. The author suggests that Web-to-database interfaces fit in a campus service where large numbers of users require answers to the same questions. In this case a knowledge database that users can query can be set up on the Web. White further explains about CGI and server software that help the Web site to communicate with the database.

Chen and Rishe (1998) reported the design principles of the Web-based information publishing system that was developed at Florida International University. The authors

presented information about facilitating efficient querying of databases through the Web and rapid application development. They tested several design issues related to performance and functionality.

2.2

THE SCHOOLs NEED

Administrating a school needs a lot of attention towards data keeping. Data involved such as students data, students achievement, students mark, teachers profiles, schools record and more. In manipulating all the data, the school is still using traditional way of storing and retrieving. This old ways had caused some disadvantages such as: /* a list should follow after colon : */

One of the most important process is keeping the student data. Current process involved manually way of recording data. The process is explained in the steps below: 1. Student who want to register will fill-in the registration form. 2. All the form will be kept in one main file. 3. All students data then will be transferred into a student list according to the class. 4. The teacher-in-charge will distribute the data to all class teacher. 5. The class teacher will transfer the data into the Attendance Record Book. In this book only certain data (important data) will be kept.

In any case where the school needs to refer to the students data, they have to open back the students main file. If the students quit or move, the class teacher will cut-off the students name from Attendance Book Record. If the students need to update their data such as address changes, the class teacher will change it in the Attendance Book Record.

The problem occurred here data keeping is not centralized. Whenever the class teacher update the data, they will not update in the main file. To justify the need of the school, a computerized system is needed to organize all data. 2.3 THE TECHNOLOGY WEB-BASED APPLICATIONS

Computerized system had prove its effectiveness in todays world. Many manual system had been replaced with electronic way for a better data management and less time consume.

The emergence of internet in the world of information technology had lead to activities of developing interactive website. Everyday ther will always be new web produce for various purposes. Wayback, internet canonly be used for search engine but now it allow for all sorts of activities like bill payment, ordering, messaging or even registration.

By looking at the potential, people started to change the stand alone system to online based. This had been giving some benefits such as: Access by many user at the same time. Easy for data storage and retrival from different places. Ease the process of registration Allow for faster data display in specific format.

In software engineering, a web application or webapp is an application that is accessed via web browser over a network such as the Internet or an intranet. It is also a computer software application that is coded in a browser-supported language (such as HTML, JavaScript, Java, etc.) and reliant on a common web browser to render the application executable. Web applications are popular due to the ubiquity of a client, sometimes called a thin client. The ability to update and maintain web applications without distributing and installing software on potentially thousands of client computers is a key reason for their popularity. Common web applications include webmail, online retail sales, online auctions, wikis, massively multiplayer online role-playing games and many other functions. The term "Web 2.0" describes the changing trends in the use of World Wide Web technology and web design that aim to enhance creativity, communications, secure information sharing, collaboration and functionality of the web. Web 2.0 concepts have led to the development and evolution of web culture communities and hosted services, such as social-networking sites, video sharing sites, wikis, blogs, and folksonomies. The term first became notable after the O'Reilly Media Web 2.0 conference in 2004. Although the term suggests a new version of the World Wide Web, it does not refer to an update to any technical specifications, but rather to changes in the ways software developers and endusers utilize the Web. According to Tim O'Reilly (year): Web 2.0 is the business revolution in the computer industry caused by the move to the Internet as a platform and an attempt to understand the rules for success on that new

platform 2.4 PREVIOUS PROJECTS

Many projects had been under the same topic. Some of it had been implemented through out the world. 1. For Youngnam, online course registration presented a challenge. Because Youngnam limits class sizes and students are accepted in the order they apply, when a class fills, latecomers are turned away. As a result, on the first day of registration, many students are poised at computers or workstations to register at the first opportunity, so that they can get into the classes they need. /* please include year of publication when doing the citation */ "Typically, the university registration system has to process highly concentrated transactions in the first five minutes after the opening of registration," said Lee Byeong-wan (year), Youngnam Information Systems, who is in charge of registration at the university. This large transaction load taxed the school's registration system, impacting performance and response times. Students, upset by the delays, complained, and Information Systems staff, doing their best to cope with the problems, bore the brunt of the criticism. Originally, registration was handled by a client-server system, which meant that students had to come to campus during the semester break to register using a university workstation. To provide remote access, so that students could register from home, the IT staff added a Web system to handle some of the load. Success was, however, limited. Mr. Lee described the problem: "We had run both client-server and Web systems for registration until the first semester of 2003. However, with heavy usage, screen displays were slow, and sometimes the Web server crashed. After rebooting," he added, "we tried to limit the number of simultaneous users, but even with those limitations, the response time was 40 secondstoo long for our students." To solve the problem, the university turned to Fujitsu Korea. Together they began a project to convert the integrated information system of the school, Education & Administration System for Youngnam (EASY), from client-server to Web-based. Fujitsu suggested an upgraded EASY system that used the stability and high-performance capabilities of the Interstage Application Server, running on Fujitsu PrimePower servers. The new Interstage-based registration system was launched in June 2003, with outstanding

results. Performance in the first five minutes of registration, when the load is highest, was 2.5 times that of the same semester in 2002. Mr. Lee reported satisfaction with the results: "We processed 70 percent of all requests (34,000) during the five minutes after opening. And our system response time was consistently less than five seconds." Section Chief Kim Jin-ho was pleased as well. "As a field worker who knows very well how difficult the registration work was before," he said, "I am glad to finish registration successfullythis year was very different from the past." Because the registration system easily managed the heavy transaction load, the university decided to move the rest of the EASY components from its client-server network to the Interstage-based system, including administration, employment, research management, and attendance. Ultimately, Fujitsu's Interstage Application Server enabled not only flexible integration of Youngnam's registration system, but it also improved mission-critical operations through increased system performance. Because Interstage Application Server provides a stable, robust environment for all Web-based tasks in the university, Fujitsu Korea plans to make registration packages available to other universities.

CHAPTER THREE METHODOLOGY

3.1

DEVELOPMENT METHODOLOGY

New computer systems frequently replace existing manual systems and the new systems may themselves be replaced after some time. The process of replacing the old system by the new one happens in a series of stages and the whole process is called System Development Life Cycle.

For this particular system, the development follow the life cycle as below: 3.1.1 Preliminary Study In this stage the author do survey whether there is a need for a new system and if so to specify the objectives of the system. 3.1.2 Feasibility Study In this stage the author investigate the project in sufficient depth for providing information which either justifies the development of the new system or shows why the project should not continue. 3.1.3 Investigation and Fact Recording In this stage the author conduct a detailed study on understanding the existing system and to identify the basic needs of the system. 3.1.4 Analysis In this stage the author need to analyse the specifications of the system requirements. The author do analysis on the full description of the existing system and the objectives of the proposed system which can lead to full specification of the users requirements. Emphasization is given to this stage in ensuring the system meet objectives. 3.1.5 Design In this stage the author come out with few possible design based on the analysis done. Once chosen, the author need to specify the details of all features required in the system. 3.1.6 Implementation In this stage the author will do all the development process of the system. The main tasks involved such as programming, database design and interface design. 3.1.7 Maintanance and Review

In this stage the author will do an examination or evaluation towards the system from every aspect. Any unforeseen problems will be corrected. 3.2 SYSTEM REQUIREMENTS

3.2.1 Fact Finding It is essential to gather all facts about the current system to ensure that all stregths and weakness are discovered. In this process, two general techiques are used: a. Interviewing Interviewing process allow for the discovery of facts of current system and gather opinion of the interviewee regarding the weaknesses of the current system. It also allow for getting opinion on how the new system need to run. Interviewee come from the group of user who had been dealing with the registration process and students class division. It involve both academic and administration department. The personal contacts involved had given an advantage in this process whereby the cooperation given is good. /* please explain the findings of this interview! NOT the explanation like what can find in a text book */ b. Record Inspection This involved the process of studying the flow of current (manual) system and all documents involved in the system in order to reveal a very good understanding towards the system flow and procedure. Documents include students registration form and attendance record book. 3.3 SYSTEM ANALYSIS

3.3.1 Requirements The system will be developed by using 2 softwares; Macromedia Dreamweaver and Xampp. Dreamweaver is used for developing the interface. Xampp is used to develop the database. By using dreamweaver function, the interface will be linked to the Xampp.

There are two main requirement for developing the online system; hardware and software.

Hardware

A computer with minimum specification as below:

Processor RAM Hard Disk

: : :

Intel Pentium 4 512 GB 80 GB

Graphic Card and Sound Card Keyboard and Mouse.

Software

Required software such as:

Operating System Browser Web Development Database

: : : :

Microsoft Windows XP Internet Explorer 8.0 Macromedia Dreamweaver Xampp

3.4

SYSTEM DESIGN

3.4.1 System Architecture A design based on data is used in developing the system. Data will be received from Dreamweaver as the interface display. It is then send to the database in Xampp for any manipulation. Data will be sent back to Dreamweaver for display.

The two diagrams below show i. how the data flows in this system. It displays the beginning and ends of the data. ii. How interface flow and processes happen in the online system. It show all functions available.

/* an example of general system archiitecture can be found from this web site: http://images.google.com/images?gbv=2&hl=en&q=web+based+architecture&btnG=Search+ Images */ /* please modify the diagram to suit your system architecture */ /* you can find an example of a data flow diagram here http://spot.colorado.edu/~kozar/dfdsds.gif */

User

Data

Databa se

Data

Interfa ce Interfa ce

Data

Internet Explorer

Data Flow Diagram

Main Menu

Login

Register

Class

Report

Hierarchical Structure Diagram

3.4.1.1 Modules i. Login Modules for user authorization

ii.

Register Modules for user to register new students

iii.

Class Modules for user to set classes for existing and new students

iv.

Report Modules for user to get reports on students.

3.4.1.2 Input/Output i. Input Specification The input data consist of two parts. The first part is students data. The second part is the class division of each students. User must key-in all required data as available in the online form. There are two types of data; compulsory and optional. Compulsory are important data and user are not allowed to leave the filed blank.

ii.

Output Specification The output display is the students personal and class data. Output are displayed in various form of reports according to the user need.

3.4.2 User Interface Design

SEKOLAH RENDAH ISLAM AL-UMMAH SISTEM PENDAFTARAN ONLINE Sila masukkan log anda Nama: Kata Laluan:

SEKOLAH RENDAH ISLAM AL-UMMAH - SISTEM PENDAFTARAN ONLINE

DAFTAR PELAJAR KELAS PELAJAR LAPORAN

SEKOLAH RENDAH ISLAM AL-UMMAH - SISTEM PENDAFTARAN ONLINE

Nama: Alama t: No Tel:

DAFTAR PELAJAR

SEKOLAH RENDAH ISLAM AL-UMMAH - SISTEM PENDAFTARAN ONLINE

DAFTAR KELAS Nama: Kelas: Guru:

3.4.3 Database Design

This system is developed in fulfilling the needs of the school. The system will act as the main storage for students data. It will allow for centralized data keeping. Having this system online is the best way for administrating the school.

This system consists of interrelated pages. The user of the system will need to login into the system. Only registered user can log into the system. The user then can register any student. For registration process, user must key-in the student birth certificate number. This act as the primary key to the system. Then all related data can be key-in such as name, address, birthday and etc. The data can be displayed in the form of report for specific view of the class teacher.

The logic of the system can be seen in the Entity Relationship Diagram as below:

Student Student_name Student_BC no Student_Address Student_HPhone no Student_BDay Student_FatherName Student_MotherName Fathers Job Fathers Office Add Fathers HP no Mothers Job Mothers Office Add Mothers HP no

enrolls

Class Class_name Class_no 1 Handle by 1 Teacher Teacher_ID Teacher_name Class_no

/* Please underline the primary key */

3.4.3.1 Flow Chart The system consist of 4 different modules; User Log, Students Registration, Class Details and Report. User must first log into the system. Once verified, then user will reach the menu that give the option of registering new students, register student class or view report. The task happen in each modules can be described as in the flow chart below:

Start

Enter Login and password

If correct

Y Enter system

Choose Menu

Register Class Report

Register process Register Class Display data

Stop

3.4.3.2 Database Structure In this system, database is the most important element. Database is used as the storage of all data and it requires large capacity. The database consists of related tables.

The database is Student. It consists of few tables as listed below:

Student table This table keeps data for the student.

Attribute Nama No SB Alamat1 Alamat2 Alamat3 No Tel Rumah Harijadi Nama Bapa Nama Ibu Pekerjaan bapa Alamat Pejabat bapa No Tel Bimbit bapa Pekerjaan ibu Alamat Pejabat ibu No Tel Bimbit ibu Tarikh Pendaftaran

Data Type Text Text Text Text Text Text Date/Time Text Text Text Text Text Text Text Text Date/Time

Class table This table keeps data for the list of available classes. Attribute Nama Kelas No Kelas Data Type Text Integer

Teacher table This table keeps data for the list of available classes. Attribute Nama Guru Kelas No Kelas Data Type Text Integer

Login table This table keeps data for user authorization. Attribute Nama Kata Laluan Data Type Text Text

/* please include reference list. Kindly follow APA format. */