Professional Documents
Culture Documents
By
2017
PROJECT TITLE : STUDENTREGISTRATION
MANAGEMSYSTEM
i
DECLARATION
I declare that this project is my original work and has not been presented in this
institute or any other institutes.
SUPERVISED BY:
SIGNATURE:
DATE:
i
DEDICATION
ii
ACKNOWLEDGEMENT
I would like to thank God and everybody whose efforts directly or indirectly
contributed to the success of this work. First, I would like to pay tribute to my parents
and my sister for their financial support, assistance and guidance that ensured that I
remain focused on my goals. I also acknowledge the moral support provided by ever-
resourceful colleagues whom I worked together during the study period. Lastly, I
would like to pay tribute to my project supervisor Madam Elena who tireless
guidance, revision and corrections ensured the completion of this work
iii
ABSTRACT
Computers have brought great transitions in the world of business today. The IT
technology has facilitated the efficient use of a computer system. This has resulted to
increased productivity. Many organizations have therefore introduced computer
systems to their operations and therefore the computer industry is growing very fast.
Computers have brought radical changes to the employment sectors and processing
methods.
Employment has really been altered by the computers-Not loss of jobs as many
people take it, since new jobs such as analyst, programmers, and other computer
specialist’s jobs have since been in demand.
iv
TABLE OF CONTENT
DECLARATION.............................................................................................................................................i
DEDICATION...............................................................................................................................................ii
ACKNOWLEDGEMENT...............................................................................................................................iii
ABSTRACT..................................................................................................................................................iv
Contents.....................................................................................................................................................v
CHAPTER ONE............................................................................................................................................1
1.1 INTRODUCTION...............................................................................................................................1
1.2 BACKGROUND:................................................................................................................................1
1.3 OBJECTIVES OF THE PROPOSED SYSTEM........................................................................................1
ADVANTAGES OF THE PROPOSED SYSTEM...........................................................................................1
1.4 CURRENT SYSTEM:..........................................................................................................................2
1.5 PROPOSED SYSTEM:........................................................................................................................2
1.6 RECOMMENDATION:......................................................................................................................3
1.7 CONCLUSION:..................................................................................................................................3
CHAPTER TWO...........................................................................................................................................4
2.1 LITERATURE REVIEW.......................................................................................................................4
2.2 CURRENT SYSTEM’S DEFICIENCIES..................................................................................................5
2.3 OBJECTIVES OF THE PROPOSED SYSTEM........................................................................................5
2.4 SCOPE OF THE PROJECT:.................................................................................................................6
2.5 SPECIAL CONSIDERATION:..............................................................................................................6
CHAPTER THREE.........................................................................................................................................7
3.1 PRELIMINARY INVESTIGATION........................................................................................................7
3.1.1 FEASIBILITY STUDY..................................................................................................................7
3.1.2 ECONOMIC FEASIBILITY...........................................................................................................7
3.1.3 TECHNICAL FEASIBILITY...........................................................................................................7
3.1.4 OPERATIONAL FEASIBILITY......................................................................................................7
FINDINGS OF THE FEASIBILITY..........................................................................................................8
3.2 FACT FINDING.............................................................................................................................8
3.2.1 INTRODUCTION.......................................................................................................................8
3.2.2 INTERVIEWS.............................................................................................................................8
3.2.3 OBSERVATION.........................................................................................................................8
SYSTEM FLOWCHARTS...................................................................................................................10
4.0 SYSTEM TESTING AND IMPLEMENTATION...............................................................................13
4.1 INTRODUCTION........................................................................................................................13
4.2 SYSTEM TESTING......................................................................................................................13
4.3 IMPLEMENTATION...................................................................................................................13
4.4 POST IMPLEMENTATION REVIEW............................................................................................13
4.5 SAMPLE DESIGN STRUCTURES.................................................................................................14
4.5 CONCLUSION............................................................................................................................15
CHAPTER FIVE:.........................................................................................................................................16
5.0 USER GUIDE..............................................................................................................................16
5.1 INTRODUCTION........................................................................................................................16
5.2 SOFTWARE AND HARDWARE REQUIREMENTS........................................................................16
5.3 INSTALLATION..........................................................................................................................16
5.4 USING THE SYSTEM..................................................................................................................16
5.5 USER SUPPORT INFORMATION................................................................................................16
5.6 POGRAMME MAINTENANCE....................................................................................................17
5.7 CONCLUSION............................................................................................................................17
APPENDICES.............................................................................................................................................18
QUESTIONAIRE...............................................................................................................................18
BUDGET..........................................................................................................................................19
TIME FRAME...................................................................................................................................19
v
CHAPTER ONE
1.1 INTRODUCTION
Student Registration system will bring a lot of impact to education sector. It has a population of about 600
students, its registration system is manual that aims at automating the system of the student admission .this system has
different parts that includes: background information : this parts of the system gives the history of the school and
provides information of the activities carried by the school during the admission of the students. Problem statement:
this part of system provides or gives the challenges faced by the school as a result of using the manual system
.objective of the proposed system: it provides what the current system intense to achieve. Proposed solution: provides
solutions to the challenges of the manual system. Feasibility study: contains factors that used to determine if the
system is achievable .budget: this part of the system shows the total amount of money to be incurred. Schedule: this
part of system shows the duration taken to develop the system.
1.2 BACKGROUND:
The current system is a manual operated system where new student are registered manually in a new student
register where admission number student name and other details are recorded. After the student is assigned
his/her class another record is written down. Also the person in charge of admission has to count the number
of student manually. All this work become more tedious and also wastage of time and also high cost of
operation The person who will be in charge of the system will be able to log into the system and able to
register new students and also be able to track student information. The school uses manual system in the
process of administration and all its data is stored on paper and maintained in files. The administration of this school
collects information from the student: student personal details like their names, admission, county of origin, medical
details and parent’s details are also kept e.g. name, phone number, address and marital status. Before admission of the
student, he/she must have paid 50% of school fee. During the admission a student is issued with admission number,
class and dorm. After the process, the student is given a script bearing his name, admission number, dorm and his/her
respective class.
1
DISADVANTAGES OF THE PROPOSED SYSTEM
Information in the school is manually collected when a student or a teacher join the school.
Information from every class is also collected manually for example form 1 and form 4 pay different
amount of money than form 2 and 3.
Once a student makes payment, the accountant records the student in an accounts book stating the
balance remaining and later keeps the book in a shelve or cabinets.
Every student is supposed to fill personal details on a registration sheet and then the secretary files
those records.
Also the school library is manual whereby if one wants to borrow a book, he/she will have to pick
the book from the shelves and then fill in a book borrowing from both personal details as well as
details of the book. The form is then given to a librarian to manually check whether the details are
correct. For the student’s details the student is required to give admission number and for the book
details the librarian checks the filled in details against the book itself.
The timetable is prepared manually whereby each lesson takes 45 minutes and the lesson is allocated
to one teacher.
For Student Registration system is an in-house developed program has been proposed as better than an off
shelf package. An in-house developed program can better enhance information security in the organization,
users requirements are given the highest priority when developing the system and hence will most
appropriately meet their requirements. The type of user interface to be used in this in-house developed
system is user-friendlier as compared to off-shelf packages. Estimated Benefits and limitations of the
computerized system are explain under system specification
2
(b) Operational Implications of the proposed system
In the current system the staffs view their responsibilities to be too inhuman as they are expected to
accomplish much with very limited time. It has been observed that stress is the part of the staff in the current
system. With the new system the human effort will be minimized thus reducing the staffs work load and
increasing efficiency.
The overall organization output is expected to increase with a very high percentage. Thus making it easier
for manager to manage, direct and organize the school.
The system will demand high initial cost of approximately Kshs 1,000,000. This amount will be used in
paying the system developers, purchasing the required hardware and software. There will be very few
operation costs such as paying electricity bills, purchasing printer cartridges, and the cost of repairing and
maintaining the hardware and software. The operation cost is estimated to be at most Kshs 15,000 per
month.
1.6 RECOMMENDATION:
It was recommended that Student Registration should be computerized to influence efficient and accurate
information also effective cost benefit.
1.7 CONCLUSION:
The computer system project will provide an opportunity to the developer to be able to get the skills learnt
such as feasibility study, data gathering techniques.
Analyst can see exactly what is being done especially for tasks which are difficult to explain in words
Helped the analyst to become acquainted with operation personnel.
Created a room where analyst assisted in change if need be.
3
CHAPTER TWO
2.1 LITERATURE REVIEW
Information Technology has become one of the important tools in the world, for those who are familiar with
ICT based systems. In western countries ICT is part and parcel of their life many of their activities are
computerized, in Africa some states have recognized the power of ICT and even have gone further to
computerize government held institutions.
Information Technology has become the talk of the day in the whole world for example in communication,
learning and in business world. It is possible to order products and pay online without delay. Through
Information Technology world has become a global village.
Several school are available in the country today with different design feature on how the students should be
registered easily and those records are being kept safely in the computer also on how the record can be
updated, how the student admission number are generated automatically and unique, There will also be
addition of new records and deletion of unwanted records. The difference between these systems is how the
user interface will be created. Therefore the designer will be very careful when designing the user interface.
That it should be user friendly. The students’ academic report will be generated automatically and the
results be printed.
2.1.0 Methodology
Researcher focuses on the data collection techniques enable him to understand current system
and proposed new system.
2.1.1 Waterfall method
The researcher uses this method because it has good documentations standards and also minimize changes
to the requirement as the project proceed. It is also referred to as waterfall model liner cycle. This
methodology is a coherent description of the steps taken in the development of information systems. The
reason why it is referred to as the waterfall model should be obvious from the following figure (from Horner
1993)
Requirements
Analysis
Design
Coding
Testing
Acceptance
4
The methodology SDLC is closely linked to what has come to be known as structured system analysis&
design. It involves a series of steps to be undertaken in the development of information systems as follows
Problem definition: on receiving a request from the user for system development, an investigation
is conducted to test the problem to be solved
Feasibility study: the objective here is to clearly define the scope and objective of the system
project, and to identify alternative solutions to the problem defined earlier
System analysis phase: the present system is investigated and its specifications documented. They
should contain our understanding of how the present system works and what it does
System design phase: the specification of the present system are studied to determine what changes
will need to be incorporated. The user’s needs not met by the system presently. The output of this
phase will consist of the specifications, which must describe what the proposed system will do and
how it will work.
System construction : coding the system ,and development of the user documentation for the
system as well as the system
System testing and evaluation: testing, verification and validation of the system just built .test and
evaluate results, and the system ready to be delivered to the client
5
9) Maintainability- The system developer gives instruction on how to use and maintain the developed
software hence it is easy to maintain the system when his instructions are put into a proper use.
10) Productivity - guaranteed high and reliable output at any give time that is a computer and a single
employee could do a lot of work over a short period of time. Little input is needed. This also reduces
the number of staffs required to generate a certain output and minimizes cost.
11) Errors, committed in the events of computations will be greatly minimized.
6
CHAPTER THREE
7
FINDINGS OF THE FEASIBILITY
After the feasibility study, the following were concluded;
a) There will be 80% elimination of bulky paper files in the offices hence more working space is
created in the office.
b) The process of searching different details will be easy by the use of the candidate system.
3.2.1 INTRODUCTION
In order to collect information on which to base the analysis and to ascertain whether or not the information
on the system meets the user’s current needs, various techniques will be used to collect information about
the existing management system.
The following methods and techniques will be used to carry out fact finding on the current system in the
organization.
3.2.2 INTERVIEWS
This method was used to collect information from the Administration (head teacher, mare teachers and
employees) through face to face interaction concerning the operation of the present system. The interview
covered the following areas:
a) The method currently used to admit students and to generate the students results data and the current
backup storage.
b) The problems of the current system and how it operates.
c) The required output of the information that need to be kept.
3.2.3 OBSERVATION
An observation since it involves an analyst getting involved in some of activities of the interview it will be
carried out on the operation of the current system and formulate questions and conclusions on the basis
of the observation. The observation will be carried out during the operation hours.
3.2.4 QUESTIONNAIRES
Questionnaires will also be used and the responses got from them was that very few employees were computer literate
and they were at ease with the new system since it was going to make work easier to the very busy departments
8
SAMPLE STRUCTURE OF MY QUESTIONNARIE
Question 1:
How do you grade your current manual student’s enrollment system?
(PUT A MARK IN THE APROPRIATE BOX )
VERY GOOD
GOOD
AVERAGE
POOR
Question 2:
Do you think it should be computerized?
YES(Give two reasons)
1.
………………………………………………………………………………………………………………
……………………………………………………………………
2………………………………………………………………………………………………………………
………………………………………………………………………
NO(Give two reasons)
1…………………………………………………………………………………………………………………
…………………………………………………………
2…………………………………………………………………………………………………………………
…………………………………………………………………………
Question 3.
Does the current system have any advantage over the proposed one?
YES
NO
If YES state them:
……………………………………………………………………………………………………………………
……………………………………………………..
……………………………………………………………………………………………………………………
………………………………………………………………………
Question 4
What would you like included in the new system?
1……………………………………………………………………..
2…………………………………………………………………….
3…………………………………………………………………….
Please fill the form with the right details and hand it in
9
SYSTEM FLOWCHARTS
Start
Splash Form
Login Form
Input Password
Is No
password
Correct?
Yes
Go to main
Select Options
If
choice= Yes
Registra Display Registation
1
tion Form
No
10
Is choice= Yes
Information Display information Form 2
No
Yes
Is choice = Class Display information Form 3
allocation
Yes
Is choice = Display registration report 4
Reg Report
No
Yes
Is choice = Stop
Exit End Program
Context diagram
In drawing the context diagram of a system, we look at the system from the outside. Our attention is
external entities and what are inputs/outputs. This system gets a registration form from a student, processes
the form, and sends a confirmation of registration to the student. Therefore, its context diagram, as shown in
11
Figure 3.1, consists of student as its external entity, registration form as its input, and confirmation-letter as
its output.
Figure 2.1: The Context Diagram for the Student Registration System.
Draw the Detailed DFD
In this step, we look at the system from the inside. Our attention now is on what the inputs are transformed
into, how the inputs are processed, what the outputs are created from, and how the outputs are prepared. To
draw to detail DFD for this system with the inside perspective, we decompose the process in Figure 2.1 into
three processes: process 1.0 Verify_Availability, process 2.0 Enroll_Student, and Process 3.0
Confirm_Registration. The process 1.0 gets requested courses from a registration form, verifies their
availabilities using information from the course file, and produces accepted/rejected requested courses. The
process 2.0 gets the output from the process 1.0, updates the course file and the student file, and produces a
registration result. The process 3.0 gets the output from the process 2.0 and produces a confirmation letter.
The detail DFD of this analysis is shown in Figure 2.2.
Define the following data items for the data store course, course credit, course days, course id, course name,
course times, course building, course capacity, course closed/cancelled, course registration, course room.
Define the following data items for the data store student address, student course id, student course grade,
student id, student name, student course semester.
12
CHAPTER FOUR
4.1 INTRODUCTION
This chapter explains how the system was tested and how it will be implemented. It will give different
implementation strategies, and post implementation review is also discussed.
4.3 IMPLEMENTATION
Parallel running is the proposed strategy for implementing this system. In this implementation strategy, the
new system and the old systems run simultaneously for a given period of time and their results are
compared. Once the user has complete confidence in the new system, the old system is abandoned.
It has an advantage in that there is a fall back should the new system fail. However, large administrative
overhead and the fact that it is time consuming are its drawbacks.
Should there be disagreement on the proposed implementation strategies the following are other
implementation strategies that could be adopted.
Direct Changeover- In this implementation strategy, the new system replaces the old system immediately.
It is quick, cheap and complete. It has demerits in that there is no fall back should the new system fail. It
also requires thorough preparation to ensure that the exercise is carried out when it will least inconvenience
operations.
Pilot running- In this implementation strategy, some logical parts of the system are converted, tested and
then other parts are installed.
Phased Changeover- Takes place in two possible forms:
Where the organization is divided into various divisions and the system is implemented in phases.
Where the information system is divided into components and the components are installed in
stages.
Applicable where:
Large project are involved.
Where distinct parts of the system are geographically dispersed.
13
4.5 SAMPLE DESIGN STRUCTURES
DATABASE DESIGN.
14
SAMPLE USER INTERFACE/REPORT
STUDENTS REGISTRATION
STUDENTS INFORMATION
REPORT
4.5 CONCLUSION
When the system is fully tested and implemented it the responsibility for it will be transferred to the users.
The users can however contact the developers in case the system develops problems when being used.
15
CHAPTER FIVE:
5.1 INTRODUCTION
This guide will be used to training the users of this program. It will also be used to guide the users while
using the program. It is an important tool in trouble shooting when working with the system and when
installing the program.
5.3 INSTALLATION
This program has been packaged in a DVD-ROM. The Following steps are used when installing the
program in the users’ computer:
Insert the DVD labeled Student Registration system in the DVD-ROM drive.
Access the DVD, Double click the folder labeled Student Registration system
Double Click Setup Icon
Follow the setup wizard to install the program in the program files section
Run your Program.
Login details
The user of the system must enter his/her name, Categories, and password correctly in the spaces
provided. The entered details are compared with the existing details of users to establish whether the
user is authorized. If the user is authorized, he/she will be given access to the system else he will be
promoted to either to re-enter the details or to exit the system.
Viewing Reports
On the view menu click reports
On the pull-down menu that appears choose the report you want to view.
o The reports tool bar provides you with tools for printing the report, export the report
to another application and zooming the size of the report to a certain percentage.
The title bar of the report has maximize, minimize and the close button.
16
The intentional threats are crimes committed with full consent and knowledge: They include
Theft of data, the computer hardware and software.
Inappropriate use of data.
Strikes and riots in the school that may lead to destruction of the computers
Viruses may also damage the information in the computers and the system.
Unintentional threats include:
Human Errors
Environmental hazards such as fire, flood, earthquakes, and power failures.
5.7 CONCLUSION
Student registration system is a system that should be reliable to the user since it has been tested. The
system should offer all the required capabilities of a system in school that deals with offering high quality of
education to the student. It has really been my pleasure in designing and coding this program.
17
APPENDICES
QUESTIONAIRE
Personal
remarks…………………………………………………………………………
…………………………………………………………………………………
…………………………………………………………………………………
…………………………………………………………………………………
…………………………………………………………………………………
18
BUDGET
TIME FRAME
The table below shows the time schedule for the project to be completed.
19