STUDENT RECORD MANAGEMENT SYSTEM (1)

1. 1. STUDENT RECORD MANAGEMENT SYSTEM CASE STUDY LIVINGSTONE INTERNATIONAL

UNIVERSITY IN MBALE (UGANDA) BY NANDUTU JULIET S012/BSCIT/U001 A DISSERTATION
SUMMITTED TO THE FACULTY OF INFORMATION TECHNOLOGY AS PART OF THE AWARD OF THE
REQUIREMENT OF THE DEGREE OF BANCHELOR OF SCIENCE ININFORMATION TECHNOLOGY OF
LIVINGSTONE INTERNATIONAL UNIVERSITY MAY 2016
2. 2. ii DECLARATION I, Nandutu Juliet, declare that this research is my own work and has not been submitted
to this or any other institution of learning for any academic award. Author: ..........Nandutu Juliet......
Signature: ............................................................ Date:——————————————————
3. 3. iii APPROVAL This piece of work was done under my close supervision and is hereby submitted for
examination with my approval. Supervisor: MR. Wauyo Fredrik (Dean of Information Technology) Signature:
.......................................................... Date: ..................................................................
4. 4. iv DEDICATION I dedicate this work to my father and mother, Joseph Mulako and Betty Matuka Mulako,
to the rest of my family for having guided me to this point of achievement in my life; my friends who made
this possible and my Jesus family that supported me through prayer and words of encouragement.
5. 5. v ACKNOWLEDGEMENT My utmost gratitude goes out to the Lord for the protection, provision and
discernment He gave to me during the period of research. This task would not have been complete without
the guidance and academic support of my supervisor Mr. Wauyo Fredrik, Bwire Felix, Dr. Nambale Moses. I
thank all the staff of LivingStone International University, both past and present for the encouragement and
the faith they have had in me. I would also like to acknowledge my mentors Katie Allen, Carol Bowland,
Laura and Professor Philip Shero for having faith in me. Furthermore, I would like to acknowledge my
colleagues, in particular my class mates for the team work they demonstrated during this journey. Sincere
appreciation goes to the authors, respondents, and various institutions, for their cooperation, knowledge,
and experience shared. Finally, I acknowledge the role played by my family, especially my father, Mulako for
the financial support. And my friend Manna Eid, for her support, encouragement, helping me and among
others.
6. 6. vi Table of Content Declaration --------------------------------------------------------------------------------------------------
--ii Approval------------------------------------------------------------------------------------------------------ iii Dedication -------
--------------------------------------------------------------------------------------------- iv Acknowledgement ---------------------
---------------------------------------------------------------------- v List of Figures----------------------------------------------------
-------------------------------------------- xi List of Acronyms’ ------------------------------------------------------------------------
------------------ xii CHAPTER ONE: INTRODUCTION --------------------------------------------------------------------- 2
1.0 Introduction -------------------------------------------------------------------------------------------- 2 1.1 Background of
the Study----------------------------------------------------------------------------- 2 1.1.1. Historical perspective--------------
---------------------------------------------------------------- 4 1.1.2 Conceptual Perspective-------------------------------------
--------------------------------------- 3 1.1.3 Theoretical Perspective--------------------------------------------------------------
-------------- 5 1.1.4 Contextual perspective --------------------------------------------------------------------------------------
5 1.2 Statement of the Problem ---------------------------------------------------------------------------- 6 1.3 Purpose of
the Study---------------------------------------------------------------------------------- 6 1.4 General Objective ----------------
--------------------------------------------------------------------- 7 1.4.1 Objectives of the study ---------------------------------
------------------------------------------- 7 1.5 Research Questions ----------------------------------------------------------------
------------------- 7 1.6 The Scope of the Study------------------------------------------------------------------------------- 7
1.7 Significance of the Study------------------------------------------------------------------- 8 1.8 Conceptual
Framework------------------------------------------------------------------------------- 9 1.9 Definition of Operational
Terms-------------------------------------------------------------------10
7. 7. vii CHAPTER TWO: LITERATURE REVIEW ----------------------------------------------------11 2.0 Introduction ---
------------------------------------------------------------------------------11 2.1 Introduction ----------------------------------------
-----------------------------------------11 2.2 Theoretical Under-pinning of the Study.-----------------------------------------
-------11 2.3 Computerized Data Collection on Maintenance of Student Records ---------------12 2.4
Computerized Information Protection on Student Record.---------------------------12 2.5 Computerized
Record/Data Management on Maintenance of Student Record.---13 2.6 Summary / Conclusion -----------------
---------------------------------------------------15 CHAPTER THREE: METHODOLOGY -------------------------------------
-----------------------------------17 3.0 Introduction------------------------------------------------------------------------------------
-----------17 3.1 Research Design-----------------------------------------------------------------------------------------17 3.2.
Population of the Study. ----------------------------------------------------------------------------------------18 3.2 Sample
Size ----------------------------------------------------------------------------------------------19 3.3 Sampling Method ----------
-----------------------------------------------------------------------------20 3.4 Data collection--------------------------------------
-----------------------------------------------------20 3.5 Procedure of the Study---------------------------------------------------
------------------------------21 3.6 Data Analysis -------------------------------------------------------------------------------------
-------22 3.7 Limitation of the Study --------------------------------------------------------------------------------23 3.8
 Ethical consideration-----------------------------------------------------------------------------------23 CHAPTER FOUR:
PRESENTATION, ANALYSIS AND DISCUSSION OF RESEARCH FINDINGS ---------------------------------------
-----------------------------------------------------------------------24 4.0 Introduction------------------------------------------------
-----------------------------------------------24 4.1 Objectives-------------------------------------------------------------------------
------------------------24 4.1.1 Response Rate --------------------------------------------------------------------------------------
-----24 4.2 Background information or Biographical Data --------------------------------------------------25 4.2.1
Gender of Respondent ---------------------------------------------------------------------------------26 4.2.2 Age of
Respondent -------------------------------------------------------------------------------------26 4.2.3 QUALIFICATION ------
-------------------------------------------------------------------------------27 4.2.4 Marital Status of Respondents ------------
-----------------------------------------------------------28 4.2.5 Duration of Working Experience of the Respondents----
--------------------------------------29 4.2.6 Occupation of Respondents---------------------------------------------------------
------------------29 4.3 Computerized Data Collection on Maintenance of Student Records-----------------------30
4.4 Computerized Information Protection (MIS) on Maintenance Student Records --------34
8. 8. viii 4.5 Computerized Records Management on Maintenance of Student Records’. -------------38 4.6
SYSTEM DESIGN AND IMPLEMENTATION-----------------------------------------------43 4.6.1 System
Requirements ----------------------------------------------------------------------------------43 4.6.2 How the System
Works--------------------------------------------------------------------------------44 4.6.3 Limitation of Student Record
Processing ---------------------------------------------------------44 4.6.4 How the Information was stored ----------------
----------------------------------------------------45 4.6.5 Problems encountered in the storage of customers and
during Data collection----------45 4.6.5.1 Problems Encountered During System Design ----------------------------
----------------------45 4.6.6 Benefits of the proposed system-------------------------------------------------------------------
--46 4.7 SYSTEM DESIGN-------------------------------------------------------------------------------------46 4.7.1 System
Design-------------------------------------------------------------------------------------------46 4.7.2 DATA FLOW
DIAGRAM. --------------------------------------------------------------------------46 4.7.3 DETAILED FLOW GRAPH-------
------------------------------------------------------------------47 4.7.4 DETAILED FLOW GRAPH------------------------------
-------------------------------------------48 4.7.3.1 STUDENT:-----------------------------------------------------------------------
------------------------53 4.7.3.2 GRADE:----------------------------------------------------------------------------------------------
-----54 4.7.3.3 FACULTY------------------------------------------------------------------------------------------------54 4.8
FUNCTIONAL REQUIREMENTS----------------------------------------------------------------55 4.8.1 NON-
FUNCTIONAL REQUIREMENTS-------------------------------------------------------55 4.8.1.1 Performance
Requirements: --------------------------------------------------------------------------56 4.8.1.2 Safety Requirements: -----
-----------------------------------------------------------------------------56 4.8.1.3 Security Requirements:---------------------
-----------------------------------------------------------56 4.8.1.4 Student Record Management System Design----------
------------------------------------------57 4.9 IMPLEMENTATION, TESTING, AND VALIDATION ------------------------
------------61 4.9.1 System Testing and Validation ----------------------------------------------------------------------61
4.9.2 System Testing ------------------------------------------------------------------------------------------61 4.9.3 System
Validation --------------------------------------------------------------------------------------61 4.10 PRESENTATION AND
EXPLANATION OF THE SCREEN SHOTS------------------62 4.10.1 HOME PAGE-------------------------------------
-------------------------------------------------------62 4.10.2 Screenshot of Department----------------------------------------
-------------------------------------62 4.10.3 Screenshot of Faculty ---------------------------------------------------------------
-------------------------63 CHAPTER FIVE: DISCUSSION OF FINDINGS, CONCLUSION AND
RECOMMENDATION -----------------------------------------------------------------------------66
9. 9. ix 5.0 Introduction ---------------------------------------------------------------------------------66 5.1 Discussions of the
Findings---------------------------------------------------------------66 5.2 Computerized Data Collection and Student
Records----------------------------------66 5.3 Computerized Information Protection and Student Records ----------
---------------67 5.4 Computerized Information Management and Student Records----------------------67 5.5
Conclusion-----------------------------------------------------------------------------------68 5.5.1 Efficiency and profitability
---------------------------------------------------------------68 5.5.2 Manpower ------------------------------------------------------
-----------------------------69 5.5.3 Accuracy-------------------------------------------------------------------------------------69
5.5.4 Limitations ----------------------------------------------------------------------------------69 5.6 Recommendation -----
----------------------------------------------------------------------70 6.0 References ------------------------------------------------
-------------------------------------I Appendix I-------------------------------------------------------------------------------------------
--IV Appendix II-------------------------------------------------------------------------------------------VII Appendix III:-----------
-------------------------------------------------------------------------------XI
10. 10. x List of Tables TABLE 1: POPULATION SAMPLE
............................................................................................ 19 TABLE 4.1.1 RESPONSE RATE
............................................................................................... 24 TABLE 4.2 DEMOGRAPHIC SEX OF
RESPONDENTS ................................................................ 26 TABLE 4.3 DEMOGRAPHIC AGE OF
RESPONDENT ................................................................. 26 TABLE 4.4 DEMOGRAPHIC
QUALIFICATIONS OF RESPONDENTS........................................... 27 TABLE 4.5 DEMOGRAPHIC
MARITAL STATUS ....................................................................... 28 TABLE 4.6 DEMOGRAPHIC DATA OF
RESPONDENTS ............................................................ 29 TABLE 4.8 COMPUTERIZED DATA
 COLLECTION.................................................................... 30 TABLE 4.8.1 REGRESSION OF
COMPUTERIZED DATA COLLECTION ON STUDENT RECORDS. 34 TABLE 4.9 COMPUTERIZED
INFORMATION PROTECTIONS ..................................................... 34 TABLE 4.9.1 REGRESSION OF
INFORMATION SECURITY........................................................ 37 TABLE 4.10 COMPUTERIZED RECORD
MANAGEMENT........................................................... 38 TABLE 4.10.1 REGRESSION OF RECORDS
MANAGEMENT ..................................................... 40 TABLE 4.11 STUDENT RECORDS
........................................................................................... 40 TABLE 4.5.1 SYSTEM REQUIREMENT
.................................................................................... 43 TABLE 4.6.5.7 PHYSICAL DATABASE DESIGN
....................................................................... 58
11. 11. xi List of Figures FIGURE 1 CONCEPTUAL FRAME
WORK..................................................................................... 9 FIGURE 2.1 RESEARCH
DESIGN............................................................................................. 18 FIGURE 4.1 DATA FLOW
DIAGRAM....................................................................................... 47 FIGURE 4.2 DATA FLOW DIAGRAMS
..................................................................................... 51 FIGURE 4.4 HOME
PAGE........................................................................................................ 62 FIGURE 4.5 DEPARTMENT
..................................................................................................... 63 FIGURE 4.6 FACULTY
............................................................................................................ 63 FIGURE 4.7 GRADES /
RESULT............................................................................................... 64 FIGURE 4.8 STUDENT
............................................................................................................ 65 FIGURE 4.9 COURSE
.............................................................................................................. 65
12. 12. xii List of Acronyms’ LIU.................................................................... Livingstone International University
SRMS................................................................ Student Records Management System.
NCHE............................................................. National Council for Higher Education.
HEI’s........................................................ ..... Higher Education Institutions.
ACRS.............................................................. Archives and Corporate Records Services
JISC..................................................................... Joint Information Systems Committee
MSRS.................................................................. Management Student Records System.
DBMS.............................................................. ... Database Management System
CDC.....................................................................Computerized Data Collection
CIP..............................................................................Computerized Information Protection CIM
...................................................................Computerized Information Management
13. 13. xii ABSTRACT This study aimed at establishing, improvement of Student Records Management System
in Livingstone International University. Specifically, this study required to find the data collection of student
records in Livingstone International University, to improve on the impact of information protection of student
records, and finally, it was done to establish the improvement of computerized information management of
student Records In Livingstone international University. The study adopted a descriptive design, with a
population of 42, a sample size of 37, sampling methods such as cluster sampling, and Systematic
Probabilistic data collection. The data collected was analyzed using SPSS and Excel Software. The finding
shows that data collection at Livingstone currently uses manual that is to say form filling, verbal and later
kept manually or in files,but they are planning to buy a software for future. The researcher suggests that
further research should be conducted in departments at Livingstone since students collect different
information and stored in places such as recruitment and among others.
14. 14. 2 CHAPTER ONE: INTRODUCTION The study aimed at improving the student management records in
Livingstone International University Mbale Uganda. 1.0 Introduction This section outlines Background of the
Study, Statement of the Problem, Purpose of the Study, Objectives of the Study, Research Questions, the
Scope of the Study, Significance of the Study, Conceptual Framework, and Definition of Operation Terms.
1.1 Background of the Study Livingstone international university was opened on a leased campus near the
center of Mbale, Uganda, approximately 250 kilometers (160 miles), by road, northeast of Kampala, the
capital and largest city in the country Livingstone International University plans to occupy this leased
campus for a period of up to three years while simultaneously constructing a permanent campus. Fifty-six
acres of land have already been purchased just outside of Mbale municipality on the main road that goes
west toward Kampala. A campus master plan has been developed, and fund-raising is taking place for
eventual construction of LIU's permanent campus on this site. Livingstone International University Strategic
Plan 2009-2014 was completed December 19, 2007 and submitted to the Uganda National Council for
Higher Education (NCHE) with the goal of being chartered as a fully accredited university by the Uganda
government. The first step in this process was accomplished December 19, 2008 when the NCHE issued
15. 15. 3 to Livingstone International University a Letter of Provisional Authority. This allowed Livingstone
International University to begin buying property, prepare curricula, hire faculty and staff and set up banking
and other business tasks. Livingstone International University received its Provisional License from the
NCHE in March, 2011. This prepared the way for the first student intake in January, 2012. Currently
Livingstone International University is working under the guidance of the NCHE toward qualifying for a full
university charter. In Livingstone international University Campus, information of management for student
 records are recorded every semester, and at the end of the year, the summary is done. The recording is
done by the secretary, registrar and recruitment office. Most eastern universities manage the student
records, Livingstone international university with the latest Technology/advanced Technology, still use paper
based methods during recording whereby it takes long hours just to capture one’s information from paper
into system and yet they have daily activities to do (Bonetti, 2000). And the students sometimes are counted
using the registered students or counting; this system is characterized by manual form filling to get bio-data
of the students, and later transfer of the information from manual data, capture forms to computerized
datasheets, therefore, it has led to an excessive number of mistakes to the final displacement of some
student’s forms hence leading to confusion at the time of comparing the results. The main advantage of
paper based systems is that papers are easily human auditable and storage and can be stored properly
without the virus affecting them, according (Henry, 1988). However the disadvantages overweighs the
disadvantage as, for instance the need to print the record of the student when it is in paper system, it slows
the system, inflexible.
16. 16. 4 Over the past semesters, there have been a number of student observers who have suggested
management organizations should introduce electronic capturing, storing at academic department or
recruitment department. This will simplify on capturing and storing of data for a long period of time 1.1.1.
Historical perspective The student records management system is the SRMS that will hold the business in
its goal to a paperless office environment. From the acronym itself, the SRMS is that management process
that will protect information and data to ensure that all the records and the files in the system database of
the business organization is protected and easily accessed by users in the framework. In the shortest
definition of the automated records management system, it is simply that process that is employed by the
organization in the maintenance of records and files from the very moment that they arrive to the business or
were created by the enterprise up to the period when they will be deemed ready for eradication and deletion
from the archived or active databases. The records handled by the student records management system
may come in tangible forms that will be translated to digital formats with the use of the latest technologies in
the market. According to Muhenda &Lwanga (2000) noted that Student record used for storing large
database or knowledge base. It can be used for knowing the current status of any aspect of the business
due to its on-line real time processing capability. As governance issues take center stage in the
management of Educational Institutions, the management of students’ records becomes imperative in the
improvement of services offered in Higher Educational
17. 17. The student records management system will affect in its incept2 Institutions (HEI’s) in Uganda.
Proper records management underpins policy formulation, decision making, protects interests of
organization, and protects rights of employers and students in addition to helping Institutions conduct
business and deliver services in a consistent and equitable manner. There are five Areas for student
Records Management System which includes: The other sections would be the records management area
and the document management and imaging. The student records management system will give the
business organization streamlined operations that will reduce paper based transactions to the bare
minimum. Simply, the automated records management system is a method that will do all the filing and
management of documents for the organization. According to King’s college London defined Student
Records as a web-based service that allows Students to manage their personal information and academic
administrative staff to view student information and perform student administration tasks. The second
sector would be the data protection and jumping, which is the area that will ensure all the files are properly
filed and archived for record keeping purposes. In time, the next area and sector would be the determination
of destruction of the documents in a secured manner that will ensure that all of the data from the files will still
be kept secret and confidential. ion to the business organization. Such as the system will work in the active
records section. This mean that it can give you access and help you manage the most current documents
and data that the operations are handling.
18. 18. 3 1.1.2 Conceptual Perspective In 1997 the Joint Information Systems Committee (JISC) commissioned
a Study of the archival records of British universities (Elizabeth Parker and Christine Smith, Oct 1997). The
study found (p.15) that the greatest volume of institutional records deposited in university archives, in equal
quantities to governance records, was student records. This report thus brought into focus the huge storage
implications for all universities, including King’s College, which traditionally has taken the paper “student
record” into its archives for permanent retention. Accord to king’s college explained that “student record” was
identified as particularly containing a vast array of materials with large variation between Schools as to what
was being held. The Archives and Corporate Records Services (ACRS) undertook preliminary costings
associated with various options for retention and media conversion and it was evident that the current
general practice of retaining all documentation was not sustainable. 3. A working group was then
established (in early 2003) to determine whether it would be possible to control costs associated with
archiving through an evaluation of what should be kept. The working group tentatively identified the core
information which should be kept, but agreed that a thorough survey was required to support its conclusions.
According to (Sauer 1993 ) argued that some people will see them as an expense, others as a solution, a
control mechanism, a threat to the quality of working life or even as a technical problem in 1993. The diverse
 perceptions of the Information system resulted in a huge differences in the definitions of IS that are
available. Lucas (1995) describes an
19. 19. 4 information system as helping to control operations in an organization, whilst Laudon & Laudon (2002)
defines it technically as a set of interrelated components that collect (or retrieve), process, store, and
distribute information to support decision making, coordination, and control in an organization. Information
systems are seen as a strategic resource within the organization, that is, they have an important impact on
key operations which determine the livelihood of the organization (Martin, 1992). Student information system
literally means the general information systems for maintaining and providing student information. It exists in
all the schools, colleges, universities and any other education institutions. However, those information
systems vary. Some of them are paper based; heavily manual work is involved in managing and maintaining
information such as student personal records files. However, recently, most schools, even down to the very
smallest, utilize computers in some way or another. The uses to which the computers are put vary
enormously, ranging from word processing and spreadsheet through to worldwide on-line access,
complicated user access permission system and vast functionalities. According Safarzade &Mansoori;
(2009) student record management system refers to as the assembly of several subsystems based on the
databases in the organization. These subsystems range from data collection, transaction processing and
validating, processing, analyzing and storing the information in databases. MIS is a system which receives
data from different units and produces information and provides managers in all levels with relative, just-in-
time, precise and uniform information for decision-making and MohdEhmer Khan and Farmeena Khan;
(2011) (Information and Knowledge and Management www.iiste.org ISSN 2224-5758 (Paper) ISSN 2224-
896X (Online) Vol 1, No.2 ) defined management information system as an integrated, uniform method for
20. 20. 5 collecting and reporting information about a particular program, event or activity. According to King’s
college London (2006 ) defined Student Records as a based service that allows students to manage their
personal information, academic and administrative staff to view student information and perform student
administration tasks. 1.1.3 Theoretical Perspective According to Jonelle (2002) noted that management
information system is vital in assisting executives and the general workforce in performing any tasks related
to the processing of information and Satyanaraya (2009) said that , management information system in
maintenance student records in university helps to provide accurate and timely information necessary to
facilitate the decision-making process and enable the organizations planning, control, and operational
functions to be carried out effectively. 1.1.4 Contextual perspective Student records management system
(SRMS) is basically concerned with the process of collecting, processing, storing and transmitting relevant
information to support the management operations in any organizations. it is “the application of systematic
and scientific control to all the recorded information that a University needs to do business. Poor record
management results in difficulties in administering, planning and monitoring an education system. In fact,
poor records management and the lack of staff development along the entire information cycle are
responsible for problems with management and policy implementation in University.
21. 21. 6 Although different methods or systems can be used to bring about efficient records management, there
are some basic rules that must be respected. So as to manage any information well, it is vital initially to
determine its characteristics and functions. This is important, because the way in which records (which
contain the information) are arranged depends on the type of information they contain. 1.2 Statement of the
Problem Management student Record system (MSRS) is the process of collecting, processing, and storing
transmitting relevant information to support the management operations in any organizations. Where it helps
to provide accurate and timely information necessary to facilitate the decision-making process and enable
the organizations planning, control, and operational functions to be carried out effectively. However, at
Livingstone international University has technology, but accessing Students records in Livingstone
international university has always been problematic for example Cases of delayed marks, incorrect grades,
delays in issuing academic awards have all been too common therefore findings will reveal poor records
management as the biggest problem facing Universities especially Livingstone. 1.3 Purpose of the Study
The purpose of the study is to establish the impact of management information system on maintenance of
student records in University.
22. 22. 7 1.4 General Objective To develop student information system to overcome the problem of paper work
in the university as stated above. 1.4.1 Objectives of the study The study will base on the following
objectives; i. Impact of computerized data collection on maintenance of student records in Livingstone
international university. ii. Impact of computerized information protection (MIS) on maintenance student
records iii. Impact of computerized records management (MIS) on maintenance of student records’. 1.5
Research Questions The study will be guided with the following research questions i. What is the impact of
computerized data collection on maintenance of student records in University? ii. What is the impact of
computerized information protection (MIS) on student records? iii. What is the impact of computerized
records management on maintenance of student records? 1.6 The Scope of the Study The proposed system
is intended to manage specific information of students such as personal details, course details, faculty
details, department details and exam details etc. It is
23. 23. 8 not Student Information Management System which has a broader application. It is only a part of
Student Information Management System. This project/research when completed will provide
comprehensive Student information System for Academic department of Livingstone International University.
The system should be able to capture, validate, sort, classify, calculate, summarize, store, retrieve,
reproduce and communicate operational data. Student information System will store semester details,
course details, department details and all the details of students including their background information,
educational qualifications and personal details etc. The proposed system will have the following features:
Login module: Login module will help in authentication of user accounts. Users who have valid login id and
password can only login into their respective accounts; Search module: This model allows one to search for
a Particular student or group of students using search criteria such as name of student, Index number,
course code among others; Registration Module and Account Management: This module will help the
student get registered from anywhere if internet is present .This module will really simplify the task of the
manual registration. User Management: This module will help the registrar in enabling/disabling a user 1.7
Significance of the Study The findings on impact of management information system in maintenance of
student records would help to provide; accurate and on timely information to the student instead of taking
time to sort/ crosschecking in papers by the registrar, it helps Academic registrar to
24. 24. 9 deliver the information to the student on line without frequently visiting in his/ her office to access the
information hence the Significance of the study. 1.8 Conceptual Framework Independent Variable
Dependent variable Explanation Figure 1 conceptual frame work In this study, management information
system was the independent variables and the constructs under this variable included information/ data,
information protection and management. Management Information System Data collection Information
protection Records Management ModeratingVariables Cultural Human Organizational Student Records
Personal information Academics Administrative staff
25. 25. 10 On the other hand student record was the dependent variable whose constructs include personal
information, Academics, data. Under Ideal conditions, the constructs under management information system
should translate into appropriate maintenance of student records, however ideal conditions were rare and
this could be as a result of a host of intervening variables that included cultural, human, and organizational
and among others. The discussion of the findings of the study based on conceptualization of these variables
on the study. 1.9 Definition of Operational Terms Student information system literally means the general
information systems for maintaining and providing student information. It exists in all the schools, colleges,
universities and any other education institutions. However, those information systems vary. Some of them
are paper based; heavily manual work is involved in managing and maintaining information such as student
personal records files. However, recently, most schools, even down to the very smallest, utilize computers in
some way or another. The uses to which the computers are put vary enormously, ranging from word
processing and spreadsheet through to worldwide on-line access, complicated user access permission
system and vast functionalities. SRMS can be defined as a system providing management with accurate
and timely information necessary to facilitate the decision-making process and enable the organizations
planning, control, and operational functions to be carried out effectively. Student Records as a based service
that allows students to manage their personal information, academic and administrative staff to view student
information and perform student administration tasks.
26. 26. 11 CHAPTER TWO: LITERATURE REVIEW 2.0 Introduction This chapter presented/outlined the
sections in this chapter that is to say Introduction, Theoretical underpinning of the study, and literature
review of computerized data collection and student record, information protection and on student records,
and record management on the student records. 2.1 Introduction This section presents a review of related
literature to the study of management information system and student records: the review has been done in
accordance with the research objectives which are impact of computerized data collection on maintenance
of student record, computerized information protection on student record and computerized record
management in maintenance of student records in Livingstone international university. 2.2 Theoretical
Under-pinning of the Study. According to the university of Florida (2012) explained that a student is an
individual who is registered for a university credit course or program. A student record, also known as an
education record, contains information directly related to a student, which means that the record is
personally identifiable. Personal identifiers that relate a record to a student include student name, student
ID/social security number, student address, parent/family member names, and a list of personal
characteristics. Student records are
27. 27. 12 Maintained in multiple media including handwriting, print, computer’s main memory, magnetic tape,
cassette, disk or CD. Student records may be presented by the student, submitted on behalf of the student,
or created by the University. These records are used to assist offices in their support of basic institutional
objectives and to document student progress and achievement in the educational process of the University.
2.3 Computerized Data Collection on Maintenance of Student Records According to Sharapova (2014)
noted that systematic literature review was employed as follows: (1) A variety of combinations of search
strings were applied to selected scientific databases and search engines. The search string matrix was
developing continually throughout the review process. (2) Papers pre-selected on the basis of their title and
 abstract were downloaded to the citation manager, together with their full text (3) All duplicates, multiple
entries and irrelevant papers were removed; remaining papers were scanned for the information of interest.
(4) When a relevant document was cited that had not been previously identified by database queries, it was
downloaded. 2.4 Computerized Information Protection on Student Record. According to kyobe, South
African university (2009) explained that computerized Information security issues (e.g. access to information,
cyber-crime, privacy, and virus Attacks, and commercial data mining) are of major concern in academia
today Myler and Broadbent (2006). According to Wamukoya and Mutual (2005) noted that poor security
28. 28. 13 and confidentiality controls have been identified as major factors contributing to the failure of
capturing and preservation of electronic records in eastern and southern African institutions of education.
Chinyemba and Ngulube (2005) found that 89% of the academics surveyed at the University of KwaZulu-
Natal did not adequately protect and secure their electronic records. Jones and Soltren (2005) found that
58% of the students surveyed were not concerned at all about risks to privacy on social network systems.
However, little protection of the information of student records is not serious because other students access
the information about other students or colleagues without permission hence the need for proper protection
for the student records well 2.5 Computerized Record/Data Management on Maintenance of Student
Record. According to student records manual prepared by University of South Florida (office of the registrar)
the creation and maintenance of records relating to the students of an institution are essential to: Managing
the relationship between the institution and the student; Providing support and other services and facilities to
the student; Controlling the student’s academic progress and measuring their achievement, both at the
institution and subsequently; Providing support to the student after they leave the institution. 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 university credit course or
program. A student record/data contains information directly related to a student, which means that the
record is personally identifiable. Personal identifiers that relate record to a student include student name,
student ID, student address, parent/family member names, and a list of personal characteristics. Student
records could be maintained in multiple media including handwriting, print, microfilm/fiche, computer’s main
memory, magnetic tape, cassette, disk or diskette. Student records/data may be presented by the student,
29. 29. 14 submitted on behalf of the student, or created by the University. These records are used to assist
offices in their support of basic institutional objectives and to document student progress and achievement in
the educational process of the University. Educational institutions and agencies are required to conform to
fair information practices. This means that persons who are subjects of data systems (i.e., students at an
institution) must: Be informed of the existence of such systems Have identified for them what data about
them are on record, Be given assurances that such data are used only for intended purposes Be given the
opportunity to request an amendment or correction to their record and Be certain that those responsible for
data systems take reasonable precautions to prevent misuse of the data. According to Allen (1989) analyzed
some studies undertaken to analyze patron’s response to using bibliographic databases on CD-ROM in
academic libraries and found that patrons prefer CD-ROM to comparable printed reference tools. Lombardo
and Condic (2000) set out to determine user acceptance of the On-line Public Access Catalogue (OPAC)
and found that users overwhelmingly preferred the OPAC and found it easy to use. Similarly, Isman (2004)
found that students in Eastern Mediterranean University have very positive attitude towards Internet use; just
as Allen (1997) found that the students surveyed were receptive towards electronic information resources
while the internet was their most used of these resources available to them. Even Idowu (1997) found that
the Nigerian university librarians have a positive disposition towards the computerized systems. On the other
hand computerized records management may be defined as that part of records management that deals
with records in electronic form. According to Johnston and Bowen (2005) computerized record management
includes 'the creation, use, maintenance and disposal of electronically created records for the purposes of
providing evidence of
30. 30. Provides information on the academic career and achievements of the student to employers,
licensing/regulatory bodies and other organizations, as well as to the student as part of their lifelong learning
record. The information gathered whilst reviewing existing. Fulfill and discharge the contractual obligations
established between the institution and the student, including the completion of any non-academic
disciplinary action; 15 business activities'. Archivists’ emphasis that the term 'record' does not simply refer
to a collection of data, but to a product or an event. It is a specific type of information reflecting and providing
evidence of business processes or individual activities (Bantin 2001) On the other hand according to
Scottish Government of Scotland(2008) noted that computerized records management is the process of
managing records throughout their life cycle, from their creation, usage, maintenance and storage to their
ultimate destruction or permanent preservation. According to Muhenda (2000) Proper records management
underpins policy formulation, decision making, protects interests of organization, and protects rights of
employers and students in addition to helping Institutions conduct business and deliver services in a
consistent and equitable manner. Little is yet known about the management of computerized records
management and compliance with electronic communication regulations by academics and students in
Livingstone international university. 2.6 Summary / Conclusion Finally, since the data generated in day to
 day transactions by School of information Technology. Formal according to the registrar, it is worthwhile and
full to develop strong student information management system for the school to hold the large amount of
data that is generated. The proposed system, SIMS, should be able to stand the test of time because
student records should be kept as long as is necessary to:
31. 31. 16 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 easily be modified and quickly shared
among multiple users. The proposed system will have a well-designed interface that allows users to interact
with the system. Therefore the study from different countries and nations explained management information
system on student record has helped in improving and providing efficient information and timely to the
information needed to all the student and administration and when comes to Livingstone international
university has always been problematic for example Cases of lost marks, incorrect grades, delays in issuing
academic awards have all been too common therefore findings will reveal poor records management as the
biggest problem facing Universities especially Livingstone.
32. 32. 17 CHAPTER THREE: METHODOLOGY 3.0 Introduction This chapter presents the methodology that
the study employed and they included Research design, Population of the study, Sample size, Sampling
methods, Data collections method, the procedure of the study, Data analysis, Limitation of the study, and
ethical issue that are under the consideration. 3.1 Research Design The study will be a case study design
and descriptive design in which both quantitative and qualitative approaches will be used. Descriptive design
will be used to describe the phenomenon. Therefore, since the present study seeks to describe the impact of
management information system on maintenance of student records in universities, descriptive design will
be appropriate for the study , and this will involve the examination of available documents, conducting
interviews, observation of the current system, and administering questionnaires to different categories of the
people as shown in the sample size. Examination documents and research will be carried out for clarity and
verification of facts to be collected and information about existing systems an associated problems avenue
like reference books, journals and the internet. The design phase will be carried out as illustrated by the
diagram below;
33. 33. 18 Figure 2.1 Research Design 3.2. Population of the Study. The population of the study targeted the
population of total number of forty two (42) people where they included as below: Top administrator = 3
(Three) people Student leaders = 15 (sixteen) people Lecturers =12 (nine people Assistant administrator =
6(five) people. Administrator = 6(five) people Total of population=42(forty Two) people Requirement
identification and analysis Design of the system Implementation of the system System Testing and
Validating
34. 34. 19 3.2 Sample Size The study used the Slovene formulae method to determine the sample size of the
study and it will be determined as illustrated below. Slovene formulae is given by n=N/1+Ne2. Where n=
means sample size N= means Population, e= means sampling error constant (0.05). Therefore , using the
population of the study and the Slovene formulae , the sample size of the study will be determined as
illustrated below by substituting the population into the Slovene formulae, ņ=N/1+Ne2, Where N=42, e=0.05.
Therefore n=42/1+42*(0.05*0.05) 42/1+42(0.0025) 42/1+0.13 42/1.13 =37. Therefore n=37 Table 1:
population Sample Category Population Sample size Top administration 3 2 Student leaders 15 13
Lecturers 12 11 Assistant Administrator 6 5
35. 35. 20 Administrators 6 5 Total 42 36 3.3 Sampling Method The study used sampling techniques which
include cluster sampling that will be used in collection of the information from the lecturers, systematic
probabilistic method where the list of different respondents will be selected for example non-teaching
administrators, student leaders and purposive non probabilistic method will also be used in the collection of
the information where the selected people or respondents will be selected such as top administrator,
because these are the people who will be having the information needed in the research (people controlling
and managing the information) 3.4 Data collection The aim of this study was to determine whether
academics and students manage electronic records effectively. The study employed multiple techniques to
capture data/ manage the records or data that is to say both quantitative and qualitative which included a
questionnaire and interview methods where the top administrators, lecturers, non-teaching administrators,
case study was used on student leaders and also lecturers. This ensured triangulation and verification of the
findings. A (closed structured) questionnaire was used as the primary instrument for the collection of data
from academics and students (according to Kothari, 2004).
36. 36. 21 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 deputy vice chancellor of academic
Affairs and users of the proposed system to obtain the data required for student information system in
Livingstone International University. 3.5 Procedure of the Study The study was done in Livingstone
international university in Mbale Uganda, when the proposal was approved, the researcher got a letter of
introduction to the organization where the researcher was allowed to carry out research , then I designed the
instruments of data collection that tested the reliability and validity of the research, then the researcher
collected data by use of questionnaire, observation guides, the questionnaire technique used the Pearson
 formulae for testing the validity and reliability of the information where the validity of the instrument was
given by a formulae = CVI = VR+R/Total, where the VR=15, V=15, and Total = 33 Therefore: CVR =
(15+15)/33 CVR = 0.909 (90.9%) Therefore the questionnaire designed for research was allowed to be used
because it was tested for validity and shows the results of 90.9% hence allowed and determined the final
research report. And the reliability of the study was computed as follows R= ∑xy-(∑x∑y)/N ( ∑x2 -(∑x2
)/N))(∑y2 )(∑y 2 )/N
37. 37. 22 Therefore R= reliability, xy = 190, X = 54, Y = 52, X2 = 200, Y2=184. THUS reliability ((184 –
54*52)/30) / (200-542 /30)(184 – 522 /30) 90.4 (102.8)*(93.867) Therefore reliability = 0.92027 However,
since we are using split half method, the r obtained is half of the expected value. Spearman’s correction
formula is given by; r = 2rhh, so by substation; 1+rhh r = (2*0.92027) / (1+0.92027) = 0.9584 So reliability =
0.95 3.6 Data Analysis The study will use both quantitative and qualitative techniques, therefore the thematic
data will be carried out due to the interview, editing of the information and the information will be in theme
formats out of the information collected. The quantitative technique will use the descriptive method where
there will be the calculation of the mean, modes, modes, median variance and standard deviations that will
help to determine the statistics in the collection of the information.
38. 38. 23 3.7 Limitation of the Study The study was affected with many problems like delay to respond to the
letter of introduction of the researcher, delay to fill the questionnaires, hard to meet the top management
people due to busy schedules, hard for the respondents to give right information due to fear to lose their jobs
and among others. The study has a problem of the new staffs who were still learning what happens at the
university hence the information expected was not the exact information given hence affected the study of
the research the data will involve the non-teaching staff were by the time of research may have recruited
new administrators will not be having the information needed in research hence a limitation to the study. 3.8
Ethical consideration The study will observe the security consent of the respondents, have freedom to move
out for exercise without crush, and names of identity will not be disclosed, and also there will be no use of
personal opinion and harming of respondents will not exist, therefore the study will be strictly for academic
purposes only.
39. 39. 24 CHAPTER FOUR: PRESENTATION, ANALYSIS AND DISCUSSION OF RESEARCH FINDINGS 4.0
Introduction This chapter deals with the presentation and interpretation of the findings of the study which
done in relation to the reviewed literature and regards to specific objectives. 4.1 Objectives iv. Impact of
computerized data collection on maintenance of student records in Livingstone international university. v.
Impact of computerized information protection (MIS) on maintenance student records vi. Impact of
computerized records management (MIS) on maintenance of student records’. The findings are presented
with the help of tables for purposes of easier understanding, clarity and interpretation. 4.1.1 Response Rate
The response rate from the research shows that they were 36 respondents that where targeted for the
research, 35 people were needed to fill the questionnaire and only one was needed to be interviewed and it
was done as shown below Table 4.1.1 Response Rate Category Population Sample size Actual percentage
of (questionnaire ) Percentage Actual percentage of interviews Percen tage Top administration 3 2 1 50% 1
50% Student leaders 15 13 13 100% Lecturers 12 11 11 100%
40. 40. 25 Assistant Administrator 6 5 5 100% Administrators 6 5 5 100% Total 42 36 36 100% Source: Primary
Data (2016) The study targeted 36 respondents from Livingstone International University in Mbale Uganda,
Top administration, student leaders, Lecturers, Non-Teaching staff. The response rate was 100% from the
targeted respondents. The questionnaires that were sent to the respondents all of them were returned as far
as the attrition percentage is concerned this was 100% response rate. Therefore, this implies that when the
response rate is above 80% is relevant according to Jack E. Fincham, 4.2 Background information or
Biographical Data The analysis of data, interpretation was analyzed by SPSS software that stands for
Statistical package for the Social Sciences (SPSS), therefore I preferred SPSS because of the advantages
even though ,it has disadvantages such as menu, syntax and terminology differ across applications, much
more functionality than one typically requires, and lag between new versions and existing documentation,
therefore the advantages overweighs the dis advantages hence the choice and the following are the
advantages of SPSS. o It reduce/eliminate errors in calculation o It helps in data management such as add
variables and observations, recode variables and among others. o Its graphic utilities o It is faster, more
efficient
41. 41. 26 o It allows multiple users to work with the same data file. 4.2.1 Gender of Respondent The study had
both gender represented in varying proportions as shown in Table 4.1 below. Table 4.2 Demographic Sex of
Respondents Sex Frequency Percent Valid Percent Cumulative Percent Valid Male 21 60.0 60.0 60.0
Female 14 40.0 40.0 100.0 Total 35 100.0 100.0 Source: Primary Data (2016) From Table 4.1, it was found
out that 60% (21/35) of the respondents were males while 40% (14/35) of them were females. This indicates
a ratio of 1:2 that female to male are less in this study. Therefore, from the observation on the ground , it
shows that the organization has many of the males people . 4.2.2 Age of Respondent The study had Age
represented in varying proportions as shown in Table 4.2 below Table 4.3 Demographic Age of Respondent
Age Frequency Percent Valid Percent Cumulative Percent Valid 20-30 20 57.1 57.1 57.1 31-40 8 22.9 22.9
80.0 41-50 3 8.6 8.6 88.6 Above 50 4 11.4 11.4 100.0 Total 35 100.0 100.0
42. 42. 27 Source: Primary Data (2016) From Table 4.2, it found out that most of the people were aged between
20-30 years old as represented with the frequency of 20 and the percentage of (57.1%) and followed by
ages between 31-40 with the frequency of 8 and the percentage of (22.9%), then above 50 years old with
the frequency of 4 with the percentage of 11.4% and the age of 41-50 was the least with the frequency of 3
with 8.6%. this indicates that majority of the people are at the age bracket of 20-30 years. This therefore
indicates that majority of the people were in their youthful stage 4.2.3 QUALIFICATION The study had
qualifications represented in varying proportions as shown in Table 4.3 below. Table 4.4 Demographic
Qualifications of Respondents Frequency Percent Valid Percent Cumulative Percent Valid Certificate 3 8.6
8.8 8.8 Diploma 1 2.9 2.9 11.8 Degree 24 68.6 70.6 82.4 Masters 5 14.3 14.7 97.1 PHD 1 2.9 2.9 100.0
Total 34 97.1 100.0 Missing System 1 2.9 Total 35 100.0 Source: Primary Data (2016) From Table 4.3, it
was seen that majority of the people are Degree holders where its frequency is high with the 24 which is
indicated with the percentage of 68.6%, followed by masters with the frequency of 5 with the percentage of
14.3%, then certificates with the
43. 43. 28 percentage of 8.6%(3) with only 1 to 1 respondents with Diploma and PHD, where one respondent
with missing system failed/ refused to reveal the qualifications in research. in conclusion, it is shown that
most people in the case are degree holders compared to other qualifications as seen in the table. This
indicates that majority of the people were Degree holders and it was shown by the percentage above in the
table 4.3 4.2.4 Marital Status of Respondents The respondents were asked to state their marital status and
below are the responses. Table 4.5 Demographic Marital Status Marital Status Frequency Percent Valid
Percent Cumulative Percent Valid Single 21 60.0 60.0 60.0 Married 12 34.3 34.3 94.3 Separate 1 2.9 2.9
97.1 Widowed 1 2.9 2.9 100.0 Total 35 100.0 100.0 Source: Primary Data (2016) From Table 4.4, it was
shown that majority of the respondents were single as seen with the frequency of 21 (60.0%), followed with
frequency of 12 representing the married people with the percentage of 34.3%, with 1 frequency in
Separate, Widowed also with 1 person who was the widowed with the percentage of 2.9%. Therefore, since
the research was on student records management system, from research it was shown that most of the
people involved were the single people hence the highest percentage.
44. 44. 29 4.2.5 Duration of Working Experience of the Respondents The respondents were requested to share
their duration of working Experience in the organization. Table 4.6 Demographic Data of Respondents
Duration of Working Experience Frequency Percent Valid Percent Cumulative Percent Valid Less than 5
years 20 57.1 57.1 57.1 6-10 Years 9 25.7 25.7 82.9 Above 10 Years 6 17.1 17.1 100.0 Total 35 100.0
100.0 Source: Primary Data (2016) From Table 4.5, it was seen that majority of the people had worked in
the organization for less than 5 years with the frequency of 20 with the percentage of 57.1% as seen in the
table above, followed with 6-10 years with the frequency of 9 with the percentage of 25.7%, and the least
with 6 with the percentage of 17.1%. therefore the people who have worked with the student records in an
organization are the ones with less experience of less than 5 years and those who have worked with the
students records in that department are less therefore, it’s better to provide chance to the people with long
experience to work with the student records since they have stayed in the system for many years and have
experience. 4.2.6 Occupation of Respondents The study had the Occupation represented in varying
proportions as shown in Table 4.6 below Frequency Percent Valid Percent Cumulative Percent
45. 45. 30 Valid Student Leaders 13 37.1 37.1 37.1 Lecturer 11 31.4 31.4 68.6 Assistant Administrator 5 14.3
14.3 82.9 Administrator 5 14.3 14.3 97.1 Top Management 1 2.9 2.9 100.0 Total 35 100.0 100.0 (Primary
data 2016) From Table 4.6, it was found out that majority of the student leaders were leading with the
frequency of 13 with the percentage of 37.1%, followed by the lecturer with the frequency of 11 with the
percentage of 31.4% since they are the ones who have the details about a student in class, then the
Assistant Administrator with the frequency of 5 respondents with the percentage of 14.3%, then
Administrator with the frequency of 5 also with the percentage of 14.3 and the Top management with
frequency of 1 with the percentage of 2.9% as seen in the table above. This indicates that the students
whom they get the information had more information compared to other categories of respondents who
participated in this research. 4.3 Computerized Data Collection on Maintenance of Student Records
Objective one of this study sought to improve on the student records management system of the
independent variable of computer data collection. Data collected by using questionnaire, observation. Table
4.8 Computerized Data Collection STATEMENTS/ITEMS SD D NS Agree SA Mean Std dev I collect the
student's document such as admissions and enrolment electronically 5 (14.3%) 7(20.0% ) 9(25.7%)
10(28.6%) 4(11.4%) 3.03 1.248
46. 46. 31 I collect payment of non-academic disciplinary proceedings electronically 8(22.9%) 5(14.3% )
6(17.1%) 13(37.1%) 3(8.6%) 2.94 1.349 There is use of technology to record the student documents for
individual and consumers services provided by the institution like IT support services, careers, and
employment services 0(0).0% 1(2.9%) 7(20.0% 15(42.9%) 12(34.3%) 4.09 .818 The computerized data
collection programs undertaken has increased academic progress and performance awards 0(0.0%)
0(0.0%) 12(34.3%) 11(31.4%) 12(34.3%) 4.00 .840 There is frequent use of technology to give academic,
disciplinary, social data/information to the institution 1(2.9%) 0(0.0%) 8(22.9%) 15(42.9%) 11(31.4%) 4.00
.907 There is use of technology to collect the data of the students uniquely without confusing them and
 causing interference with others 1(2.9%) 2(5.7%) 9(25.7%) 16(45.7%) 7(20.0%) 3.74 .950 Average Mean
3.63 1.018 (Source: Primary Data (2016) Legend 4.1-5.0 strongly Agree -High impact 3.1-4.0 Agree -Has
impact 2.1-3.0 Not Sure -Moderate impact 1.1-2.0 Disagree -Low impact 0.1-1.0 Strongly disagree -very low
impact From the research, it reveals that most of the respondents agreed that they collect the students
document such as admissions and enrollment electronically shown with the percentage of (28.6+11.4= 40%)
with the frequency of 10 +4 (for both agree and strongly
47. 47. 32 agree, and 12 respondents did not agree with the electronica collection of data shown with the
percentage of 34.3 % as shown in the table above, and 9 respondent are not sure if they do it electronically
or manually. Therefore, from this it indicates that there is need to train and update the staff and the students
the method they use to collect information which improve on the performance of the student. As seen in the
table above, it shows that the institution collects payments of non-academic like disciplinary proceedings
electronically as represented with the frequency of 16 with the percentage of 45.7%, followed with 12
respondents who disagreed with it with the format of collection with the percentage of 37.5%, and only 6
respondents who were not sure if they use electronic or manually , and in conclusion there’s need to teach
people or inform the people about the Technology they are using in the institution for smooth working. Form
the analysis, it shows that most of the respondents agreed that they use technology to record student
documents in the institution and this is proved by the frequency computed and seen as 27 with the valid
percentage of 77.2%, the 7 respondents answered by saying they are not sure with the valid percentage of
only 20% and this indicates that the institution uses the computers and different devices to record or keep
the student records like academics and among others. From the observation, it seen that the computerized
data collection has increased programs has increased on academic progress and performance awards
where majority of
48. 48. 33 the respondent agreed with this with the frequency of 23 with the valid percentage of 65.7%, followed
by 12 respondent who were not sure of what happens in the institution with only 34.3% hence encouraged
all the people in the institution to take the responsibility to know what takes places. According to the
analysis, it shows that majority of the people agreed that there’s frequent use of technology to give
academic, disciplinary, social data/information to the institution with the frequency count of 26 respondents
with the valid percentage of 74.3%,followed with only 8 respondents with the valid percentage of 22.9% and
this indicates that there are people who does not pay attention to the activities of the university and they
need encouragement to be able to use them and only 1 respondent strongly disagreed with this valid
percent of 2.9, therefore since the highest percentage from the duration of work showed the highest
percentage with less than 5years then this respondent might be new so does not know what happens in the
university. According to the analysis from the table above , it indicates that majority of the respondents who
participated in the research agreed that there is use of technology to collect data of the students uniquely
without confusing them and causing interference with others with the frequency of 23 people with the valid
percentage of 65.7% , 9 people were not sure of the method they use in collecting data of the student and
this was indicated with valid percentage of only 25.7%, and the least number of the people that is to say with
only 2.9(1 person ) disagreed with the system, this indicates that the institution
49. 49. 34 uses the system to collect the inform and store the record of the students uniquely without interfering
with others. From the Table 4.8, the average mean was found to be 3.63 and basing on the legend above, it
means that computerized data collection on Maintenance of Student Records has a high impact on data
collection and with the standard deviation of 1.018. However, data collected from interviews one said that
“They collect the data from the student manually and entered manually into the computer” From the analysis
of the regression, it was seen that in the table below; Table 4.8.1 Regression of Computerized Data
Collection on Student Records. Mode l Change Statistics R Square Change F Change df1 df2 Sig 1 .201a
8.320 1 33 .007 a. Predictors: (Constant), The computerized data collection programs undertaken has
increased academic progress and performance awards From the regression, it was seen that there’s a high
significant of .007 as seen with the significance F change, the R Square change. 201a therefore the
computerized data collection on the students has the high significance, hence it should be used. 4.4
Computerized Information Protection (MIS) on Maintenance Student Records The second objective of this
study was to find out the impact of computerized information protection on maintenance of student records
in Livingstone international University. Respondents were therefore asked to give their opinions and the
responses were as summarized in the table below. Table 4.9 Computerized Information Protections SD D
NS A SA Mean Std dev Unique identifiers are used to 1(2.9%) 1(2.9%) 11(31.4%) 10(28.6%) 12(34.3%)
3.85 1.022
50. 50. 35 protect the student records Different passwords are used for protection of the student records in order
to access the information 1(2.9%) 1(2.9%) 514.3% 12(34.3%) 16(45.7%) 4.17 .985 Student records is
limited to the staff who have need to know 1(2.9%) 2(5.7%) 7(20.0%) 8(22.9%) 17(48.6%) 4.09 1.095 There
are backups for the student records for better protection in order to prevent loss of record 0(0.0%) 2(5.7%)
3(8.6%) 18(51.4%) 12(34.3%) 4.14 .810 There are both paper and computerized data/ information
protection for better management 0(0.0%) 2(5.7%) 4(11.4%) 10(28.6%) 19(54.3%) 4.31 .900 The electronic
systems are not centrally management, designated staff, and then should have Backup copies to prevent
 loss 2(5.7%) 1(2.9%) 7(20.0%) 15(42.9%) 10(28.6%) 3.86 1.061 Average mean 4.07 0.98 Source: Primary
Data (2016) Legend 4.1-5.0 Strongly Agree -High impact 3.1-4.0 Agree -Has impact 2.1-3.0 Not Sure -
Moderate impact 1.1-2.0 Disagree -Low impact 0.1-1.0 Strongly disagree -very low impact From the analysis
or research the above information was observed where the respondents agreed that there are unique
identifiers used to protect the student records such as passwords and this was seen by highest number of
respondents with the total frequency of 22 (12+10) people and with the valid percentage of
62.9%(34.3+28.6), followed with those who are not aware of what happens with the percentage of 31.4%
with the frequency of 11 people, and only 2 respondents disagreed where 1 strongly disagreed total , and
this
51. 51. 36 indicates that the institution is using different identifiers to store the information or protect the records.
According to the analysis done, the table above shows that different passwords are used for protection of
the student records, and it was shown with the frequency number of 28 respondents with the valid
percentage of 80%, 5 respondents were not aware of what happens / not sure if the passwords are used or
not and it is indicated with the valid percentage of 14.3%, and only 2 people /respondents disagreed.
However from the analysis since the highest number agreed that the passwords are used, then it is
recommended that different passwords are used but the 7 people need to carry out more research about the
university/an institution. The research shows that the student records are limited to the staff who have need
to know as shown with the highest percentage of 71.5%, frequency of 25 respondents out of 35 respondent,
followed with the percentage of 20% with the frequency of 7 people who were not sure about who the
records are limited too and the least population reveals that they disagree that the student records are not
limited to the staff who are in need to know hence the skills needs to be passed to the rest of the people who
are not aware of what happens in the organization, and it is indicated with only 1 person with the valid
percentage of 1.9%. The analysis reveals that there are backups for students for better protection in order to
prevent loss of records with the highest percentage of 85.7% with the frequency of 30 respondents out of 35,
and only 3 respondents were not sure of what happens in an institution a, 2 people only disagreed with the
statement but since the majority agreed that there backups then the remaining people need to require so
that they might be at the same level with others in an organization. From the analysis on the table above, it
shows that there are both paper and computerized data for better management, and it is indicated with the
valid percentage of 83.9%, with the frequency of 29 people, followed with 11.4% of the total population who
were not sure about what happens in the institution, and the least population of the people with only
52. 52. 37 5.7%(2) respondents who disagreed with the system. Therefore it shows that the institution uses both
paper and computerized for data storage or protection and management. According to the analysis, it
reveals that majority of the respondents agreed with the electronic systems are not centrally managed,
designated staff, and it was show with the highest valid percentage of 67.5%with the frequency of 25 people
out of 35, 20% of the respondents were not sure about the system being centrally managed or not, and 3
respondents disagreed that the electronic system is not centrally managed and it is indicated with the
percentage of 8.6%. From the Table 4.9, the average mean was found to be 4.07 and basing on the legend
above , it means that Computerized information protection on Maintenance of Student Records had a very
high impact on information protection, and with the standard deviation of 0.98. However, in conclusion the
computerized information security has been determined by the regression that shows the correlations
between the information security and the student records as shown below in the Table 4.9.1. However, the
research from the interviews shows that “The student information was identified by the serial numbers for
easy identifications” Table 4.9.1 Regression of Information Security Mode l Change Statistics R Square
Change F Change df1 df2 Sig 1 .203a 8.407 1 33 .007 a. Predictors: (Constant), Unique identifiers are used
to protect the student records From regression analysis, it is shown with highest significant level of .007 that
is to say Sig. F Change, with the R Square Change of .203a , and this indicates that there’s a significant /
correlation between information security and student records.
53. 53. 38 4.5 Computerized Records Management on Maintenance of Student Records’. The third objective of
this study was to find out the impact of computerized records management on maintenance of student
records in Livingstone international University. Respondents were therefore asked to give their opinions and
the responses were as summarized in the table below. Table 4.10 Computerized Record Management
Statements/items SD D NS A SD Mea n Std.dev Student Records are clearly defined 1(2.9%) 2(5.7%)
6(17.1% ) 14(40.0%) 12(34.3% ) 3.97 1.014 Student Records are well documented 0(0.0%) 4(11.4%)
3(8.6%) 11(31.4%) 17(48.6% ) 4.17 1.014 There is a clear complete maintenance, accurate and update of
every student records 0(0.0%) 3(8.6%) 5(14.3% ) 19(54.3%) 8(22.9%) 3.91 .853 There is clear definition of
the minimum content of the core student record in the institution 1(2.9%) 3(8.6%) 12(34.3 %) 11(31.4%)
8(22.9%) 3.63 1.031 There is provision of information on the student's academic performance and award to
potential students 0(0.0%) 6(17.1%) 3(8.6%) 14(40.0%) 12(34.3% ) 3.91 1.067 Average Mean 3.3 0.83
Source: Primary Data (2016) Legend 4.1-5.0 Strongly Agree - Very high impact 3.1-4.0 Agree -Has impact
54. 54. 39 2.1-3.0 Not Sure -Moderate impact 1.1-2.0 Disagree -Low impact 0.1-1.0 Strongly disagree -very low
impact From analysis, it was observed that, 26 people or respondents agreed that the records are clearly
defined with the valid percentage of 74.3%, followed with 6 people who were not sure of what happens in
 the institution and it was seen from the analysis of the data , and it was seen with the frequency of 6 and
valid percentage of 17.1%, and only 3 respondents disagreed that the records are not clearly with the valid
percentage of 8.6% defined but this does not have an effect on the analysis since the majority have agreed
that the student records are clearly defined. It is noted that student records are documented with the
frequency of 28 out of 35 respondents that gives the valid percentage of 80%, only 3 respondents were not
sure of what happens if they are well documented or not and it shown with the valid percentage of 8.6%, and
finally 4 respondents disagreed that the student records are not well documented Therefore, since majority
of the respondents had taken only less than 5 years in service then it is true some are not yet aware of what
happens in the organisation. From analysis, it is observed that, majority of the respondents agreed with the
statement that there is clear complete maintenance, accurate and update of every student records with the
total frequency of 27 out of 35 and with the valid percentage of 77.2%, followed with 14.3%(5) respondents
who were no sure about what happens in an organisation, and the least with 8.6%(3) respondents who
totally disagreed. From item number 22 it shows that 19 respondents agreed that there is clear definition of
the minimum content of the core student record with the valid percentage of 54.3%, followed with 34.3% with
the frequency of 12 respondents who were not sure of what happens in the institution, followed with % with
the frequency of 4 respondents who strongly disagreed. From the Table 4.10, the average mean was found
to be 3.3 and basing on the legend above, it means that Computerized Records Management on
Maintenance of Student
55. 55. 40 Records had a very high impact on records management, and with the standard deviation of 0.83 as
seen above in table 4.10. In conclusion, it was observed that the records management has very high
significant on student records as seen in the regression table. However, data collected from interviews one
said that “The student records are kept in files, according to their alphabetical order, year, and among
others, and they are kept with the registrar alone since she is that one who keeps the information of the
students.” Table 4.10.1 Regression of Records Management Model Change Statistics R Square Change F
Change df1 df2 Sig. 1 .222a 9.397 1 33 .004 a. Predictors: (Constant), There are backups for the student
records for better protection in order to prevent loss of record From the analysis, shows that the regression
of the data reveals that there’s a correlation of records management on student records as shown with Sig.
F Change of .004, and R Square Change of .222a . 1.1 Student Records This section presents how the
student records are accessible or updated maintenance of student records in Livingstone international
University. Respondents were therefore asked to give their opinions and the responses were as summarized
in the table below. Table 4.11 Student Records Items/statements SD D NS A SA Mean Std.dev Student
records are accessible only to authorized staff 0(0.0%) 1(2.9%) 3(8.6%) 14(40.0%) 17(48.6%) 4.34 .764
There is adequate space for all 0(0.0%) 1(2.9%) 12(34.3%) 16(45.7%) 6(17.1%) 3.77 .770
56. 56. 41 the student records which need to be produced There is an appropriate environmental condition for
the record media/ system use 0(0.0%) 4(11.4%) 7(20.0%) 16(45.7%) 8(22.9%) 3.80 .933 student records
provide personal reference for a certain limited time after the student leaves the institution 2(5.7%) 1(2.9%)
11(31.4%) 16(45.7%) 5(14.3%) 3.60 .976 Student records are stored, and retrieved quickly and easily
0(0.0%) 4(11.4%) 2(5.7%) 17(48.6%) 12(34.3%) 4.06 .938 Student records are indexed for identification
0(0.0%) 3(8.6%) 8(22.9%) 11(31.4%) 13(37.1%) 3.97 .985 Average Mean 3.9 0.89 Source Primary Data
(2016) Legend 4.1-5.0 Strongly Agree -very high impact 3.1-4.0 Agree -high impact 2.1-3.0 Not Sure -
Moderate impact 1.1-2.0 Disagree -low impact 0.1-1.0 Strongly disagree -very low impact From the Table
above, beginning with item 1, it should be noted that 88.6% agreed that students’ records are accessible
only to authorized staff with the frequency of 31 respondents, followed with 3 respondents with 8.6%, and
only 1 respondent with the percentage of 2.9%. For 25rd item, it should be noted that 22 respondents
agreed that there’s adequate space for all the student records with the valid percentage of 62.8%, followed
by 12 respondents who were not sure of what happens with the valid percentage of 34.3%, then only 1
respondent
57. 57. 42 disagreed with the statement with 2.9%. Therefore, it was observed that the institution has enough
space for keep the records of the students even though the least dis agreed and not sure. For 26th item, it
should be noted that 24 respondents agreed that there is environmental condition for the record media with
the valid percentage of 68.6%, followed by 7 respondents who were not sure of what happens with the valid
percentage of 20.0%, then only 4 respondents disagreed with the statement with 11.4%. Therefore, it was
observed that there are appropriate environmental condition for record media system use. For 27th item, it
should be noted that 21 respondents agreed that there’s adequate space for all the student records with the
valid percentage of 60%, followed by 11 respondents who were not sure of what happens with the valid
percentage of 31.4%, then only 3 respondents disagreed with the statement with 8.6%. Therefore, it is
observed that the institution provides personal references for a certain limited time as shown by the highest
percentage. For 28rd item, it should be noted that 29 respondents agreed that the student records are
stored, and retrieved quickly and easily with valid percentage of 82.9%, then 4 respondents disagreed with
the statement with the valid percentage of 11.4%, then finally with only 2 respondents with the valid
percentage of 5.7% Therefore, it was observed that student records are easily and quickly retrieved from the
system. For 29rd item, it should be noted that 19 respondents disagreed that there’s misuse of records such
 as un authorized access to or alternation of records with the valid percentage of 54.2%, followed by 10
respondents who agreed of what happens with the valid
58. 58. Faculty, placement and exam sections can update any of the information. 4.6.1 System Requirements
In order for the system to perform as expected, the following system specification for hardware and
software, security and operations are required. Table 4.5.1 System Requirement Hardware Requirement
Software Requirement Processor Pentium Operating system Windows 7, 8, 10 User can update his/her
personal information and can view the notice, results, placement and exam section updates etc.  Login
facility.  Every user should have their own identity 43 percentage of 28.5%, then only 6 respondent were
not sure with the statement with the valid percentage of 17.1%. Therefore, it was observed that there is
misuse of records such as unauthorized access to or alternation of records. From the Table 4.11. , the
average mean was found to be 3.9 and basing on the legend above , it means that Student Records had a
high impact on Student records, and with the standard deviation of 0.89 4.6 SYSTEM DESIGN AND
IMPLEMENTATION In order to design a system that could facilitate the capture, storage and retrieval of
customers’ room records, the data collected was analyzed to determine the best way it could be stored and
retrieved through using the Entity Relationship Model and Data Flow Diagrams and therefore the basic
requirements for the design of the student records management system are:
59. 59. 44 Memory 64 RAM Application Environment Visual basic Disk space 30 GB Microsoft office Microsoft
access 2010 During the analysis of the student records management system at Livingstone , the following
methods were used to capture information about how the system is done, the data needed , and how it flows
from one department to another ; Methods used include the following; i. Questionnaire ii. Interviews 4.6.2
How the System Works The student process was operating manually with a registration form, which is filled
by the potential resident and handed into the registrar. The registrar then receives the hard copies of the
documents of the student and keeps only the hard copies without scanning them and have the soft copies.
The registrar records the documents and keeps it for further references. 4.6.3 Limitation of Student Record
Processing i. It was time consuming as students had to meet the registrar to hand in the hard copies. ii.
Students sometimes lost their forms like medical forms iii. Follow up of records was difficult because of
paper files which is time consuming iv. A lot of paper work
60. 60. 45 4.6.4 How the Information was stored i. Mostly manually; it was captured on forms and stored in a file
especially for newly student. The information flow i. By physically carrying the written information ii. It was
verbal iii. It was by use of registration forms , student requests 4.6.5 Problems encountered in the storage of
customers and during Data collection i. When stored in large files information retrieval was difficult, since
they are many students so it has to take some. The problems encountered during the early stage of the
project study were; The accessibility to the DVCAA was difficult by the nature of the administration, however
later I was allowed to collect the information about the student records management. ii. The staffs of
Livingstone were afraid of the fact that their confidential information will be used by the administration and
affect them by losing their jobs. i explained to them that the research will help to improve on the storage and
performance of the University. 4.6.5.1 Problems Encountered During System Design i. Limited time due to
confusion of doing two things at a time that is to say Dissertation and project and later confirmed to combine
which affected a lot. ii. The application programs used were new to use, so it needed to learn first which
consumed a lot of time.
61. 61. 46 4.6.6 Benefits of the proposed system i. There shall no confusion and misallocation of resources
since the system enforces standards and security. ii. Student records are now easy to retrieve and update
hence saving time iii. Efficiency will be achieved of minimized data loss. 4.7 SYSTEM DESIGN 4.7.1 System
Design The design of the system will be accomplished by the use of the following techniques; This deals
with data flow diagram, detailed flow graph, requirement analysis, and the design process of the front and
back end design of the student record management system. 4.7.2 DATA FLOW DIAGRAM. A Data Flow
Diagram (DFD) is a graphical representation of the “flow” of Student Record System. A data flow diagram
can also be used for the visualization of Data Processing DFD shows the interaction between the system
and outside entities. This context-level DFD is then “exploded” to show more detail of the system being
modeled. A DFD represents flow of data through a system. Data flow diagrams are commonly used during
problem analysis. It views a system as function that transforms the given input into required output.
Movement of data through the different transformations or processes in the system are shown in Data Flow
Diagram of Fig. 3.
62. 62. 47 This paper mainly focuses on the managing the information of the students, faculty, placement cell
information, exam section, related information of the college which is maintained by the college
administration through various levels of controlling. The function of the individual entities will be explained in
detail in the flow graph. 4.7.3 DETAILED FLOW GRAPH The detailed flow graph is shown in Fig. 4 .The
design of the student information management system includes the design of the home page which provides
the way for all the students, staff and other user to access the SRMS. Every user of the SRMS has a unique
username and password provided by the web master of the college. The home page mainly contains a login
form through which a new user can register, or an existing user can login to the system by entering the
 username and password provided by the web master. Data Flow Diagram Figure 4.1 Data Flow Diagram
Faculty Student Records management DepartmentStudent Course Administration
63. 63. 48 This paper mainly focuses on the managing the information of the students, faculty, placement cell
information, exam section, related information of the institution which is maintained by the institution
administration through various levels of controlling. The function of the individual entities will be explained in
detail in the flow graph. 4.7.4 DETAILED FLOW GRAPH The detailed flow graph is shown in Fig. 4 .The
design of the student information management system includes the design of the home page which provides
the way for all the students, staff and other user to access the SRMS. Every user of the SRMS has a unique
username and password provided by the web master of the college. The home page mainly contains a login
form through which a new user can register, or an existing user can login to the system by entering the
username and password provided by the web master.
64. 64. 49 start Home page Login AdministrtorPlacement cellExam sectionFacultyStudent Login fails Figure 4.2
Detailed Flow Diagram
65. 65. 50 Student View course updates Update details View college Notificaion View Exam section and
placement updates Faculty Update student/course inormation View college notification View student details
Exam section Send supervision list to faculty Update exam timetable Check the internal marks by faculty
Update the final exam results
66. 66. 51 Placement section Update the final exam results Update eligibility list for placement Update
recruitment student information Administrator Enter student information Update the college notifications
Enter the faculty information Check all the updates Figure 4.2 Data Flow Diagrams
67. 67. 52 Student View course updates Update details View college Notificaion View Exam section and
placement updates Faculty Update student/course inormation View college notification View student details
Exam section Send supervision list to faculty Update exam timetable Check the internal marks by faculty
Update the final exam results
68. 68. 53 Placement section Update the final exam results Update eligibility list for placement Update
recruitment student information Administrator Enter student information Update the college notifications
Enter the faculty information Check all the updates 4.7.3.1 STUDENT: The student is of center focus,
because in every college student plays the very important role. Student can access the information of the
college, course details, subject details, faculty details, training and placement cell information and exam
section information. The course details include information regarding branch he is studying, the academic
curriculum of the college, year wise subject offered by the branch, the subject details include the syllabus of
the subjects, information regarding the staff handling the subjects, the subjects he presently registered for
the semester she/he is presently studying, attendance and internal marks of the subjects, he can also ask
any queries to the staff regarding the
69. 69. 54 subjects. The placement details include the information about the companies, the eligibility criteria for
attending recruitment of the companies, the process of recruitment, the date and time of the recruitment.
The placement lockup updates the students’ information who got selected for a company. The exam section
details include the internal and external time tables, the room allocation for the exams; it also contains the
semester end results. 4.7.3.2 GRADE: The student grade enables the administrator to enter the grades of
the student like the course unit; code credit unit of the course and the earned points of it hence compute the
GPA of the Semester. 4.7.3.3 FACULTY The administrator is responsible for entering the new student,
promoting the student from one class to another, from one semester to another and from one year to
another. Managing the student accounts like any changes regarding to the name, address etc. The
administrator also manages the faulty accounts like entering a new faculty, assigning the faculty to the
subjects. The administrator also updates the college related information like calendar of events, information
regarding any other events that occur in the college. The administrator will check the all the updates i.e.
student updates, faculty updates, exam updates etc. The administrator has the highest level of power in the
student information system. 4.1.1.1 Data Design (Entity Relationship Diagram) The diagram below shows
the entity Relationship diagram that shows the primary and the foreign constraints.
70. 70. 55 Department PK DepartmentID DepartmentName Category OfficePhone CollegeName Semester PK
SemesterID SemesterName Year Course PK CourseID CourseName CourseDescription Credits
DepartmentID SemesterID Faculty PK StaffID LecturerName CourseCode DepartmentID Student PK
StudentID FirstName MiddleName LastName DOB Gender Place_of_Birth HomeTown Nationality
MobileNumber Address DegreeType DegreeLevel DegreeTime FatherName MotherName DepartmentID
ProgramName Status Start_year End_Year Figure 4.3 Entity Relationship Diagrams 4.8 FUNCTIONAL
REQUIREMENTS Student record management system aims to improve the efficiency of Student information
management, and the main function is managing and maintaining information. 4.8.1 NON- FUNCTIONAL
REQUIREMENTS i. Enabling the university administration to have access to students records
71. 71. 56 ii. Capture the details of the student, faculty department, course and among others iii. Retrieve the
students personal data and all the records iv. Capture the details of the student academics such as UCE,
UACE, and Other qualifications v. Enable the attributes that concern the student, faculty and among others.
vi. Enable proper flow of information from one department to another for example the admission to academic
 registrar vii. Ensure the security and privacy of both administration and student’ data viii. Help the student to
know the numbers, details, and the faculty he/she belong. 4.8.1.1 Performance Requirements: The
proposed system that we are going to develop will be used as the chief performance system for helping the
organization in managing the whole record of the student studying in the organization. Therefore, it is
expected that the record would perform functionally all the requirements that are specified. 4.8.1.2 Safety
Requirements: The database may get crashed at any certain time due to virus or operating system failure.
Therefore, it is required to take the database backup. 4.8.1.3 Security Requirements: We are going to
develop a secured database. There are various categories of people namely Administrator, Student who will
be viewing either all or some specific information from the database. Depending upon the category of user
the access rights are decided. It
72. 72. 57 means if the user is an administrator then he/she can be able to modify the data, append etc. All
other users only have the rights to retrieve the information about database. 4.8.1.4 Student Record
Management System Design It is fair to say that database play a critical role in almost all areas where
computers are used, including business, electronic commerce, engineering, medicine, law, education, and
library science. Therefore, a database is collection of a related data. A database has the following implicit
properties: A database represents some aspect of the real world, sometimes called the mini- world or the
Universe Of Discourse (UOD) changes to the mini world are reflected in the database. A database is a
logically coherent collection of data with some inherent meaning. A random assortment of data cannot
correctly be referred to as a database. A database is designed, built, and populated with data for a specific
purpose. It is an intended group of users and some preconceived application which these users are
interested. Database Management System (DBMS) is a collection of programs that enables users to create
and maintain a database. DBMS is a general –purpose software system that facilitates the process of
defining, constructing, manipulating, and sharing database among various users and applications. Defining a
database involves specifying the data types, structures, and constraints of the data to be stored in the
database. The database definition or descriptive information is also stored in the database in the form of
dictionary; it is called Meta
73. 73. 58 data constructing the database is the process of storing the data on the storage medium that is
controlled by the DBMS. Manipulating a database includes functions such as querying the database to
retrieve specific data, updating the database to reflect in the mini-world, and generating reports from the
data. Sharing a database allows a multiple users and programs to access the database simultaneously.
Application program accesses the database by sending queries or request for data to the DBMS. A query
typically causes some data to be retrieved; a transaction may cause some data to be read and some data to
be written into the database. Table 4.6.5.7 Physical Database Design Table faculty Attribute Data type
Constraint Staffid Text Primary key(required) Course Code Text Departmentid Text Foreign key
Staff_Gender Text Staff_Name Text Staff qualifications Text Qualification copies Attachments It shows
which type of the information is captured on the department and this include Staff ID, Course code,
Department, Gender, Staff Name, and Qualifications shown in the shot below. Table Course Attribute Data
type Constraint Courseid Text Primary key
74. 74. 59 Course Description Text Course Name Text Credits Text Departmentid Text Foreign key Semesterid
Text Foreign key The Table above shows the details of the course that includes course ID, course
Description, Credits, and Department Semester ID as shown above. Table Grade Attributes Data type
Constraints Student id Text Primary key Course unit Text Credits Number Credits earned Number Grade
points Calculated Code Text Total Credits Calculated Semester GPA Calculated The table above shows the
details how the grades are determined at the institution, it is represented with the table above. Table
Semester Attributes Data type Constraint
75. 75. 60 Semesterid Text Primary key Semester Name Text Academic Year Date/Time Table student Attribute
Data type Constraint Student id Text Primary key(not null) First Name Text Last Name Text DOB Date/Time
Gender Text Nationality Text Mobile phone Number Degree type Text Degree level Text The table above
shows the details that is found in the student form where, it shows what a student is required to fill in as
shown in the table and represented in the figure below