Institute of Technology

Faculty of Informatics
Department of Information System
A Project SUBMITTED TO THE SCHOOL OF UNDERGRADUATE STUDIES
OF HAWASSSA UNIVERSITY INPARTIALFULFILMENT FOR THE
DEGREE

OF Bachelors of Science (BSc) IN Information System

Project Title: -PSIMS -CR

(Preparatory Students Information Management System with Chat Room)

Name ID No

Signature

1. Beruktawit Negussie ………...InSyR/0015/11

2. Tsiyon Kasu………………… InSyR/0059/11
3. Henok Teshale……………… InSyR/0026/11
4. Yordanos Boka……………... InSyR/0063/11
5. Amanuel Zewdu ……………. InSyR/0009/11

Advisor: Mr. Teshager Kassa (MSc)

Submitted to: Information System Department

Submission date: Feb 6, 22

Hawassa, Ethiopia
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Acknowledgement
Acknowledgment First of all, we would like to thank our GOD for giving all the capabilities to
do things and helped us from the start to the end. Secondly, our great thank goes to the school of
informatics for giving us the chance of getting the opportunity of education there. Third, we
would like to thank our advisor Instructor Mr. Teshager Kassa (Msc) for his indispensable
comments, advises and ideas from the start of the project to the end. And we would also like to
convey thanks to the School of informatics for providing the computer laboratory
facilities .Finally, we have also a great pleasure for dean of Debub Ethiopia Academic Mr. For
spending their precious time with us and giving us the information we were searching for.

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Table of Contents
1. Introduction.....................................................................................................................................1
1.1 Background of study..........................................................................................................................1
1.2 Statement of the problem.................................................................................................................2
1.3 Objectives of the project...................................................................................................................4
1.3.1 General Objectives..................................................................................................................................4
1.3.2 Specific Objectives..................................................................................................................................4
1.4 Scope of the project..........................................................................................................................4
1.5 Limitation of the study.......................................................................................................................5
1.6 Significance of the study....................................................................................................................5
1.7 Methodology.....................................................................................................................................6
1.7.1 Data collection methodology..................................................................................................................6
1.7.2 System analysis and design methodology...............................................................................................7
1.7.3 Development Tool and Technologies (Development Environment)......................................................7
1.7.4 System implementation (only for software development)......................................................................8
1.7.5Testing and deployment methodology.....................................................................................................8
1.7.6 Security methodology.............................................................................................................................8
1.7.7 Backup and recovery methodology.....................................................................................................9
1.8 System requirement........................................................................................................................10
1.8.1 Software requirement............................................................................................................................10
1.8.2 Hardware requirement...........................................................................................................................10
1.9 Feasibility of the project..................................................................................................................11
1.9.1 Technical Feasibility.............................................................................................................................11
1.9.2 Economic Feasibility.............................................................................................................................11
1.9.3 Operational Feasibility..........................................................................................................................11
1.10 Cost Estimation and Schedule Breakdown.....................................................................................12
1.10.1 Cost Breakdown Analysis...................................................................................................................12
1.10.2 Time Schedule Breakdown.................................................................................................................12

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CHAPTER TWO...........................................................................................................................................14
DESCRIPTION OF EXISTING SYSTEM...........................................................................................................14
2.1. Introduction of Existing system......................................................................................................14
2.2. Proposed System description.........................................................................................................15
2.3. Strength of Existing system.............................................................................................................16
2.4. Weakness of Existing System..........................................................................................................16
CHAPTER THREE........................................................................................................................................17
3. SYSTEM FEATURES AND REQUIREMENTS..............................................................................................17
3.1 Introduction.....................................................................................................................................17
3.2. Functional Requirements................................................................................................................18
3.3. Non-Functional Requirements........................................................................................................19
3.4 System Analysis Model....................................................................................................................20
3.4.1 Introduction...........................................................................................................................................20
3.4.2 Use case diagram...................................................................................................................................20
3.4.3 Sequence Diagrams......................................................................................................................29
3.4.4 Activity diagram....................................................................................................................................36
3.4.5 Class diagram........................................................................................................................................40
3.4.6 User Interface Design............................................................................................................................42
3.4.7 User Interface Prototyping....................................................................................................................42
CHAPTER FOUR..........................................................................................................................................47
SYSTEM DESIGN.........................................................................................................................................47
4.1. Introduction....................................................................................................................................47
4.2. Purpose of the System Design Document (SDD).............................................................................47
4.3. Design Goal.....................................................................................................................................48
4.4 Architectural Design........................................................................................................................49
4.4.1 Logical View of Architecture................................................................................................................50
4.4.2. Process View........................................................................................................................................51
4.4.3 Deployment View.................................................................................................................................52
4.4.2 Relational Mapping & Database Normalization...................................................................................55
CHAPTER 5..............................................................................................................................................62
CONCLUSION AND RECOMMENDATION.........................................................................................62
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5.1 Conclusion.......................................................................................................................................62
5.2 Recommendation............................................................................................................................63
APPENDIX..................................................................................................................................................64

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List of Table
Table1. 1System implementation................................................................................................................8
Table1. 2Cost breakdown structure..........................................................................................................12
Table1. 3Gant chart...................................................................................................................................13

Table3. 1Use case description of login………………….……………………………………………………………………………….25

Table3. 2Use case description of Register Student....................................................................................25

Table3. 3Use case description of Generate Report Card............................................................................26
Table3. 4Use case description of Generate Transcript...............................................................................27
Table3. 5Use case description of View Report..........................................................................................28
Table3. 6Use case description of Ask /Answer Questions.........................................................................28
Table3. 7Use case description of See Response.........................................................................................29

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List of Figure

Figure3. 1Use case diagram of the PSMS-CR...........................................................................................23

Figure3. 2Sequence diagram for login.......................................................................................................30
Figure3. 3Sequence diagram for student registration...............................................................................31
Figure3. 4Sequence diagram for Upload Result........................................................................................32
Figure3. 5Sequence diagram for Transcript...............................................................................................33
Figure3. 6Sequence diagram for Report Card Generation.........................................................................34
Figure3. 7Sequence diagram for Chat Room.............................................................................................35
Figure3. 8Activity diagram for login.........................................................................................................36
Figure3. 9Activity diagram for Registration..............................................................................................37
Figure3. 10Activity diagram for Report card Generation...........................................................................38
Figure3. 11Activity diagram for ChatRoom..............................................................................................39
Figure3. 12Class diagram for PSIMS_CR.................................................................................................41
Figure3. 13User Interface design PSIMS_CR............................................................................................42
Figure3. 14Welcome pag...............................................................................Error! Bookmark not defined.
Figure3. 15 Login page..............................................................................................................................44
Figure3. 16 Home page..............................................................................................................................45
Figure3. 17 Registration Page....................................................................................................................45
Figure3. 18 ChatRoom Page......................................................................................................................46

Figure 4. 1Architecture View………………………………………………………………………………………………………………..50

Figure 4. 2Logical View...........................................................................................................................51

Figure 4. 3 Process View...........................................................................................................................52
Figure 4. 4 Deployment Diagram of the System........................................................................................53
Figure 4. 5PSIMS_CR Database................................................................................................................55

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Acronym
PSIMS_CR Preparatory student management system with chartroom
SIS Student information system
SNNPRS South Nation and Nationality People Region
SMS Student management system
MoE Minister of education
IT Information technology
EGSLCE Ethiopian general school leaving certificate examination
SDD System design document

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Abstract
The PSIMS_CR is web-based student information management system that will be developed
with the aim of describing the general approaches to be followed to automate the existing manual
system to a computerized system. It is also intended in improving the quality of the student
service with regard to time efficiency and also decreasing man power. This document is written
to give detail information about PSIMS_CR for specific school in Hawassa. The website is
developed for Debub Ethiopia Academy preparatory students which uses manual system and get
difficulties through this current system. The proposed system takes most of the activities such as
student registration, transcript and report card generation and having discussion or chartroom. It
facilitates report card by the homeroom teachers, to view status of students by their parents. A
database will be used to enforce constraints and to store data and Object- oriented approach will
be used for the development of the project. As a whole the significance of this system is to create
knowledge shearing platform for students, for the school it becomes selective by parents and
students because of its additional technology-based features. It also decreases time and cost
wastage to the school as they can also generate statics reports easily. Thus, throughout the
document, detailed documentation on the project is explained including the interface design of
the website, and recommendations for future developments.

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1. Introduction

1.1 Background of study

Education system is backbone for every nation. As a result, it is critical to offer a strong
educational foundation for the next generation in order to assure the growth of open-minded
global citizens who will secure everyone's future. In Ethiopia there are different level of
educational classes mostly starting from primary school that includes grade 1 to 8 th and
secondary school starting from grade 9 to 12th. Preparatory school classes include grade 11th and
12th which is a preparation class for higher education.

Today's advanced technology can help to streamline education-related processes and foster
solidarity among students, teachers, parents, and school employees. The importance of education
in the development process cannot be overstated. It is one of the most effective tools for
decreasing poverty and inequality, as well as laying the groundwork for long-term economic
prosperity. One of the most important tools for facilitating and simplifying these tasks is an
automated student management system.

Technology is making inroads into practically every aspect of human life. Nowadays, it is
preferable if all activities are carried out using new technology in order to meet human needs. In
today's environment, any organization must be preferred, computable, and work in the quickest
possible manner in order to suit the expectations of users. With the advent of information and
communication technology, a growing number of sectors are turning to electronic media and
applications for information sharing.

Technology has had a huge impact on the education sector over the years. People's living
standards have also improved. As more people are prepared to spend money on schooling, the
catering industry's computation is becoming more intense.

Student management system is a system also known as a Student Information System (SIS) that
works to coordinate file management and communications between faculty regarding students.
This system exists to simplify information tracking for both parents and administrative staff of a
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certain school. Having a chat room is a new integrated idea to this system planning to facilitate
the communication and discussion culture of the students.

We are encouraged to do this as our final project because of our background experience in
preparatory school and the case of pandemic that pushes all the students to stay home with no
communication to their peer friends and teachers.

This project is about student’s information management system only for preparatory students
having a chat room for the communication of students. It is mainly aimed to automate the
activities involved in the organization. The current system is being undergone using database
system. In which the mark documentation involves the use of a database. And this database can
be used to operate all statistical aspects of student’s academic score. Even if it is able to do its
task well, its tasks are tedious and time consuming to be performed by human beings and also
with a limited functionality.

1.2 Statement of the problem

Debub Ethiopian Academy secondary and preparatory school is located at the central part of
Hawassa city under SIDAMA, region of Ethiopia 273kms south of Addis Ababa . The
organization was established since 2000. It has kept its excellence since the year established.
Debub Ethiopian Academy secondary and preparatory school works on student’s academic and
ethical excellence. In this school preparatory students are generally 499 in total that is 283 male
and 216 female.

In fact, Debub Ethiopian Academy secondary and preparatory school is doing its intended tasks
and achieving its goals by following the manual approach. But, since all the tasks are being
performed manually, it has several problems.

Debub Ethiopian Academy secondary and preparatory schools now a day’s need to be able to
keep student’s information digitally to survive. The current traditional way of keeping student
information is unsatisfactory, low efficient and contains mistakes. Therefore, to overcome this
problem registering all the students to the system and put all their information is needed.

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Schools must have access to complete, accurate, and timely information about student in order to
support student progress and success. One of the advantages of automated SMS is that it
simplifies the retrieval of essential information and is a fantastic tool for school development by
taking measures based on the data collected.

Knowledge shearing between preparatory students is the main thing to develop different skills.
As they are preparing themselves for higher education, they need to develop communication
skills, self-confidence, and skill of expressing ideas freely.

In half semester break and summer time students need to prepare for their next class as they are
going to take national examination (Matric exam) therefore they can use the chat room platform
to get their friends and teachers as well. They can do previous year model examinations too.

As we know there is full day learning process in lower class level so when there is a group
assignment there is no time for discussing and do the assignment. To overcome this problem
students can form a chat room online system for this.

Manual labor is extremely difficult to attain efficiency and consistency. In comparison to a

digital system, a paper document is less secure. Documents that have been misplaced can readily
fall into the wrong hands. Manual systems are also inefficient in terms of time, storage, and cost.
The record officer and teachers manually prepare student transcripts. The homeroom teachers are
in charge of creating report cards. This process takes the teachers time and tedious for them.
Due to the inefficiency of the current manual system, the need arises to automate SIMS in order
to produce transcript, report cards and the various reports satisfying users and customers
(parents) and to construct a chat room which students can ask questions get answers and having
discussion with their peers.
Mostly parents spend their full time on their work and social life issues. Having time to follow
up their children is rear in most families. Therefore, this system will be helpful for them to check
and follow the result and progress of their children’s.

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1.3 Objectives of the project

1.3.1 General Objectives
The general objective of our system is to design and develop web based preparatory student's
information management system with chat room for Debub Ethiopian Academy secondary and
preparatory school.

1.3.2 Specific Objectives

To achieve the general objective stated above, team identifies the following specific objectives
listed below:

 To analyze and study the state of the art of the student management system
 To design and model student management system for Debub Ethiopian Academy
secondary and preparatory school
 To register students in online system legacy student and new or transfer students
 To Record and maintain all data related to students result
 To create Peer chat interaction development with chat room
 To make all the information required by the school stakeholders easily available
 To develop, and implement student management system for Debub Ethiopian Academy
secondary and preparatory school
 To deploy student management system together with the chat room web-based
application to the Debub Ethiopian Academy secondary and preparatory school.

1.4 Scope of the project

This study will focus on developing a web-based system for Debub Ethiopian Academy
secondary and preparatory school works on students. They have 283 male and 216 females
totally 499 students at currently learning both 11 and 12 grades.

 It registers and store full information of all grade 11th and 12th students.
 Those students who register to the system can get access to see their results and
background information which is submitted by their teachers.
 Delete students who fail the current class
 It involves generating report card and transcript
 It automatically calculates average and rank of the student.
 Involves report generation for inside and outside users like parents
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 There is also a chat room platform that is classified with each subject like physics chat
room, mathematics chat room and else. This chat room is controlled by subject
representative teacher. In this chat room students solve Mathematical problems shear
their knowledge and discuss with current issues.

1.5 Limitation of the study

 The system is not offline.

 Only for preparatory student and only one specific schools. It is because of time
limitation to address for the whole grade levels
 The system focuses on students it doesn’t include parents or teachers directly because
the system is limited to student management system rather than school management
system.
 First time registration is manual in grade 11 because there is no such system down in
lower level.
 It is limited to the listed scopes through the time and knowledge constraints. It
doesn’t control student’s attendance

1.6 Significance of the study

This project is significant for many stakeholders in many aspects. Among these:

1. For student’s: it creates knowledge shearing platform for them that increase their
motivation to learn, great interaction with other students as they can abroad their
knowledge it also help them to fairly manage their time. Having the system in their
school help them to be selective from other peer students in the other schools. They
can see their results easily from the system

2. For school: the school becomes selective by parents and students because of its
additional technology based features. It decreases time, cost wastage to the school.
Having all the students in the system helpful for management. They can also generate

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statics reports easily. Additionally the system makes the school to be selective from
other competitors.
3. For teachers: the main thing is decreasing time and human labor. Teachers can easily
store students result and the system also decreases the effort of doing rank and
average for them.
4. For parents: The system will help their children to be different from others by
having this system in the school. This is because the system allows them to develop
communication skills, increase their confidence to express their ideas, fell free to ask
their peers in the chat room rather than in the class. It is also useful for parents to
control their children’s and view their progress
5. For the project team: Members of this project (students) have gained and will
continue to gain a great deal of knowledge and experience in the areas of system
development and issue solving. This will assist us in overcoming future issues that we
may encounter during our careers.

1.7 Methodology
1.7.1 Data collection methodology
As we know there are different methods to collect information. From those we used the
following data gathering tool to develop the proposed system.

1. Interviewing: Enable us to get more information about the system and to know the
requirements of the system. We will make interviews with the Director of Debub
Ethiopian Academy School, IT expert, different students and teachers about the existing
system and related concepts that enable us to get more information about the system and
to know the requirements of the system.

2. Focus group: selecting some group of students from both grades to understand their
intention to this system and to collect student side problems

3. Observation: in addition to interviews the team will be conducting on job observation.

Observing the current work procedure and system.

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1.7.2 System analysis and design methodology

The team has chosen to follow the object-oriented system analysis and design methodology.

 To simplify the design and implementation of complex program

 To make it easier to teams of designer and programmer to work in a single software

project

 To enable a high degree of reusability of design and software codes

 To decrease the cost of software maintenance

 It can be extended to add the objects and the class

1.7.3 Development Tool and Technologies (Development Environment)

Hardware tools

 Computer or personal laptop running window 10

 32GB Flash disk (USB drive)
 Hard disk (10GB-20GB space )
 CD
 Device printer
 Internet cable wireless (network cable)
 512MB RAM Memory
 Intel core 5 Duo processor

Development Application

 XAMPP
 Adobe Photoshop
 White starUML
 Sublime Text Editor
 Visio
 WYSWYG

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1.7.4 System implementation (only for software development)

Software tools required

Activity Tools/ programs

Client-side scripting HTML

Platform MS windows

Server XAMPP

Browser Chrome, Mozilla Firefox, UC browser

Editors Dream weaver, Sublime Text Editor

, notepad++, visual studio, node js

Documentation MS word, Visio

For presentation MS power point

Table1. 1System implementation

1.7.5Testing and deployment methodology

One of the purposes of testing is to validate and verify the system. Verification means checking
the system to ensure that it is doing what the function is supposed to do and validation means
checking to ensure that system is doing what the user wants to do.

The process of system testing and the step taken to validate and prepare a system for final
implementation therefore we use standard software testing methodology.

1.7.6 Security methodology

It is protection of computer resource that includes software and hardware data. Procedure and
people against unauthorized use or natural disaster is known as system security.

Security is the key issue for the whole system because systems performs and work with sensitive
data. So, that in order to manage the data as private we use system security methodology.
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 Client-side validation

It is used to ensure only valid data is entered on the client side. Client-side validation save
server time and load to handle invalid data. Some checks imposed are: -

 Form cannot be submitted without filling up the mandatory data so that manual mistake
of submitting empty fields that are mandatory can be stored out at the client side to save
the server time and load.
 JavaScript in used to ensure those required fields are field with suitable data only.

 Server-side validation

It’s necessary to save the system from falling and intimating the user that some invalid operation
has been performed or the performed operation is restricted. Some checks imposed are: -

 Server-side constraint has been imposed to check for the validity for primary and foreign
key.

Primary key value it cannot be duplicated. Any attempt to duplicate the primary value results
into a message intimating the user about those values through the form using foreign key can be
updated only of the existing foreign key values.

 Admin can create private password and user name for login and logout.

 When we receive and send data through web based, we use post method.

 Make application close if user tries incorrect input many times.

1.7.7 Backup and recovery methodology

Database System is stored sensitive data of the school. All this data is very important for student
and for the school. They don’t need to be lost

If they lost it by some of reason may be crashing of storage device and hackers. So that it has
different methodologies to back up and recover such as

 Incremental backup

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 Full backup
 Differential backup
Beside its advantage and disadvantage such as consumption of time and requirement space to
backup data are different. So, for this purpose we are select incremental backup methodology.

Incremental backup methodology is operational will result in copying only the data that has
changed since in the last backup operational of any type. The main advantage of this back up use
of storage is smallest and organization uses time stamp for modified data so we can find easily
the data which we want it.

1.8 System requirement

1.8.1 Software requirement
 JavaScript which is used to code client-side code

 Php which used for storing data on database or server-side code

 J-query which is used for displaying some pages smarts

 Adobe Photoshop used to edit images inserted in the system.

 Visio for modeling

For Back end:

 MySQL Database which used a storage

 XAMPP server which function as server in one computer

1.8.2 Hardware requirement

 Personal computer (PC): almost all tasks of our project are performed on computer.

 Flash disk: required for data movement to store & transfer data from one PC to
another PC.

 Disks (CD, DVD): necessary for the movement, backup and recovery mechanism of
relevant data.

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 Paper and pen: for writing all necessary documentations associated with the project.

 Mobile phone

1.9 Feasibility of the project

Feasibility study is a test of system proposal according to its workability, impact of the
organization, ability to meet needs and effective use of the resources. The objective is to
determine whether the proposed system is feasible or not through the following feasibility study
mechanisms

1.9.1 Technical Feasibility

One has to test whether the proposed system can be developed using existing technology or not.
It is planned to implement the proposed system using Windows operating systems, web-based
applications. It is evident that the necessary hardware and software are available for the
development and implementation of the proposed system. Therefore, the system will technically
feasible. The assessment is based on an outline design of system requirements, to determine
whether the office has the technical expertise to handle the new system.

1.9.2 Economic Feasibility

It is the most frequently used method for evaluating the effectiveness of a new system. It is the
first to be considered when we develop our project. The devices that we perform are not much
costly and also the organization initiated to use Open-Source software namely MySQL Server,
Php programming language in our project development, hence there is no additional cost
incurred for the tools that will be used.

1.9.3 Operational Feasibility

It is a measure of how well a proposed system solves the problems, and takes advantage of the
opportunities identified during scope definitions. Student management system fits for the
existing system manual system the only thing is it is automated which is simple to understand.

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1.10 Cost Estimation and Schedule Breakdown

1.10.1 Cost Breakdown Analysis

No Items Quantity Cost In ETB Model Per Unit

Per Unit Total
1 Pen 5 10 50 Bic Pen
2 Pencil 3 5 15 Dot Pencil
3 A4 Paper 1 Packet 250 250 Double A
4 Printing Cost 70 to 100 Page 2 600 -------------
3 documents
5 Transportation 8 to 10 20 200 ------------
6 Flash Disk 2 190 380 SanDisk
7 Internet Cost For 7 month 499.99 2500 Broadband
8 Mobile Card 20 10 200 -------------
9 Binding 2 15 30 -------------
10
Total 4225

Table1. 2Cost breakdown structure

1.10.2 Time Schedule Breakdown

The project schedule is a tool for communicating what work needs to be done, which tasks need
to be completed, and when those activities need to be completed. The project schedule should
include all tasks necessary to complete the project on time. Using a Gantt chart, this is the
timetable.

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Nov 2021 Dec 2021 Jan 2022 Feb 2022 Mar 2022 Apr 2022 May 2022 Jun 2022 Jul 2022 Aug 2022
ID Task Name Start Finish Duration
10/31 11/7 11/14 11/21 11/28 12/5 12/12 12/19 12/26 1/2 1/9 1/16 1/23 1/30 2/6 2/13 2/20 2/27 3/6 3/13 3/20 3/27 4/3 4/10 4/17 4/24 5/1 5/8 5/15 5/22 5/29 6/5 6/12 6/19 6/26 7/3 7/10 7/17 7/24 7/31 8/7 8/14

1 Phase I 10/27/2021 2/22/2022 85d

2 Title selection 10/27/2021 11/3/2021 6d

3 Project Proposal 11/4/2021 11/17/2021 10d

4 Requirement Specification 11/26/2021 12/16/2021 15d

5 System Analysis 12/13/2021 1/7/2022 20d

6 System Design 12/20/2021 1/27/2022 29d

7 Break 2/7/2022 2/11/2022 5d

8 Phase II 2/21/2022 7/15/2022 105d

9 Implementation 5/2/2022 8/23/2022 82d

10 Testing 5/24/2022 6/23/2022 23d

Table1. 3Gant chart

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CHAPTER TWO

DESCRIPTION OF EXISTING SYSTEM

This chapter includes a brief description for the existing system of the school and also about the
proposed system that is going to be done with in the year. It also explains what strengths and
weaknesses the existing system has.

2.1. Introduction of Existing system

Preparatory education lasts two years (grades 11 and 12) and is open to all holders of the
Ethiopian General School Leaving Certificate Examination (EGSLCE). With sufficiently high
grades students can choose between natural science track and social science track. Both streams
have a common core curriculum that makes up 60 percent of the study load and include English,
civics, information communications technology, mathematics, physical education and an elective
language (Amharic or local languages). The courses taught in the natural sciences track are
biology, chemistry, physics and technical drawing whereas the social science track covers
geography, history, economics and business.

Debub Ethiopian Academy school currently uses manual system of learning and teaching
process. There are a limited number of tasks that use Microsoft Office products, such as Ms.
Word and MS excel for performing their daily administrative tasks. The critical processes of the
school like registration of students, result submit, report card and transcript generation and
interaction with student’s parents all this is done manually which is tedious and difficult for
management. For small number of students managing student grades can be an easy task, but for
large number of students this task is very difficult.

The procedures of the tasks result calculation are described in the following sections of the
document.

Result Calculation Process

To calculate students, result first the Home Room teacher collect list of students who register
formally in the school from the record office. Then he/she creates student list for each and every
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subject of his class by writing name and father’s name of students, the subject’s name and the
subject teacher’s name. Then every subject teacher will take a list from the class teacher and give
exam to the students. After the exam the subject teacher will be given “Mark List” paper which
is a table printed on paper. The teacher enters the marks each student has achieved in the student
list. Later the subject teacher will submit the mark list to the Home Room teacher. The home
room teacher collects all mark lists of all subjects. After that the home room teacher can create
report card, sign and certify that all the marks were correctly entered and calculated in the table.

Student interaction

Currently the school has 499 preparatory students in total that is 283 male and 216 female.
Student’s interaction is only through social activities at school there is no platform to make the
students contact each other. The school has a committee of 7 members that contains the parent
representative, teachers and also student representative to discuss different issues. Also use
telegram channels for announcement.

2.2. Proposed System description

The proposed system is in order to reduce the problem arise in existing system. The current
system is not fully automated because of all system are done manually. So that to solve the above
problem our team proposed web-based student management system for Debub Ethiopian
Academy School which provide better function for the school to search, insert, update, delete
student information in a single Database. It can also calculate rank and average automatically. So
that user can easily access the desired information easily. This will decrease the risk of losing
students information, and it simplifies the human power for generating transcript and report
cards. Generally automated system guarantees the survival of the school for the future works.

And this proposed system has several advantages include

• Less error
• User friendly interface
• Cost reduction
• Easy to handle
• Fast access from the Database

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2.3. Strength of Existing system

 It helps to give awareness the student by face-to-face system

 Social interaction increasing and communication skills by using manual system

2.4. Weakness of Existing System

 They are performing every task manually that kills both time and labor power

 They are recording every data in manual document paper based which has high risk of
data loose.

 Data are less secured

 The student who wants see the result wasting a lot of time because of the student
numbers is very huge.

 They cannot easily find of a specific student data.

 They are many unnecessary repetitions of data.

 Less follow up of parents to their students

 No such a platform for students to discuss and communicate each other

 There is no centralized database to all the data.

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CHAPTER THREE

3. SYSTEM FEATURES AND REQUIREMENTS

3.1 Introduction
In this section we are going to describe the functional and nonfunctional requirements of the
proposed system, designing use case diagram with description, class diagram and also designing
the sequence diagram and activity diagram for the use cases of the system.

System requirements are a statement that identifies the functionality that is needed by a system in
order to satisfy the user requirements. These user requirements are also statements, in a natural
language plus diagram representation, of what services the system is expected to provide to the
system users and the constraints under which it must operate. It describes user goals or tasks that
the users must be able to perform with the system.

The systems features are:

 The user interface shall be menu driven that provide user friendly dialog box;
dropdown lists, radio buttons, and text boxes for user input.

 The navigation from one screen to the other must be easy as the system found in
search engine optimization.

 Buttons and labels would be indicating the exact function that it represented
known, example submit represent save, add but not retrieve from the database.

 It means the system is Responsive with labels and buttons.

There are two types of requirements are:

 Functional Requirements (FR)

 Non-functional Requirements (NFR)

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3.2. Functional Requirements

The functional requirements are the services that are provided by the system. They also
describe the interactions between the system and the user, and with any other external
system. They describe user tasks that the system needs to support. The system has the
following functional requirements.

1. Register Students: the student management system shall allow the Record Officer to
register students.
2. Update Records: the student management system shall allow the Record Officer to update
records.
3. Generate Transcript: the student management system shall allow the Record Officer to
generate transcript
4. Upload Mark: the student management system shall allow Subject Teachers to upload
students mark
5. Update Mark: the student management system shall allow Subject Teachers to update
students mark
6. Generate Report Card: the student management system shall allow the Home Room
teacher to generate Report Card
7. View Reports: the student management system shall allow the Administrator, Record
officer, Home Room teacher, Subject teacher, student and parent to view reports.
8. Raise questions: the chat room system shall allow the students to raise questions and
discussion topics
9. See responses: the chat room system shall allow the students to see responses for all
raised questions

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3.3. Non-Functional Requirements

Non-functional requirements, as the name suggests, are requirements that are not directly
concerned with the specific services delivered by the system to its users. They may relate to
emergent system properties such as reliability, response time, and store occupancy.

1. Usability: the system shall have a help support. The user can use the system by reading
help and support or manual of the project.
2. Reliability: the new system will be capable of dealing gracefully with errors, not
stopping at the first sign of trouble. Additionally, it is easy to separately monitor the
presence and performance of each component of the system, in order that support the
school staff can identify and deal with any errors or overload that does occur.
3. Performance: this new system will have good performance rate when executing user’s
input and provide response within a short time period.
4. Supportability: new capabilities can be added to the system without major changes to
the basic design. The system will be easily maintained by the developer or other
authorized trained person and it shall respond as fast as possible in generating report and
producing the timetable.
5. Availability: the system should be available for access 24 hours, 7 days a week.
6. Security: security requirements are important factors in this system as classified data
will be stored in the database. User validation will be done during login to insure that the
user is valid and that the user only has access to his or her permission data. General users
will only have access through the user interface.
7. Interface: the system will have consistent interface formats and button sets for all forms
in the application, will have a form-based interface for all data entry and viewing
formats, and will generate reports that are formatted in a table and that should look like
the existing manual report formats for user friendliness.
8. Implementation: all users should be able to access a PSMS-CR with a web browser.
The project team used different tools to implement the new system. Such as: -
 Programming language: HTML, CSS, PHP and JSP for front end code and MYSQL for
backend.
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 Other Software Tools: Visio for UML diagram, and sublime text editor for coding the
internal system. PSMS-CR should run on any Window operating system.
9. Operations: in order to accomplish the new system its goal properly supports from the
system administration and top-level management are necessary.

3.4 System Analysis Model

3.4.1 Introduction
Model is an abstraction of the real world. It allows us to deal with the complexity current in a
real-world problem by focusing on the essential and interesting features of an application. The
techniques and associated notation used for object-oriented analysis and design incorporated into
a standard object-oriented language called unify Modeling language (UML). An important goal
of requirement modeling comes to an understanding of the problem that the new system is to
address. This chapter focuses on developing the requirement and analysis models for the new
system using the UML use case model, sequence diagram, activity diagram, class diagram, user
interface and interface prototyping are also included.

3.4.2 Use case diagram

A use case is a case (or situation) where our system is used to fulfill one or more of our users’
requirements; a use case captures a piece of functionality that the system provides. Use cases are
at the heart of our model, since they affect and guide all of the other elements with your systems
design. The use case of school management system in Debub Ethiopia Preparatory School looks
as follow.

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Actors of the system

Actors are the internal users, external users or other systems that have direct relationship with the
system.

The actors involved in PSIMS-CR are:

 Student

 Homeroom Teacher

 Subject Teacher

 Record Officer

 Parent

 Admin

Use cases of the system

Use cases are the tasks that are performed by different actors of the system. The use cases that
are performed in PSIMS-CR are:

 Login

 Registering students

 Update record

 Generate transcript

 Upload marks

 Update marks

 Generate report Card

 View report

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 Raise question

 See response

 Confirm result

 Contact parents

 Follow up (Record)

 Display information

Description and relationship of actors and use cases

1. Student

Description: Is a person who registers to the system and he/she can see their results
online and can have a chat with their respective peers

2. Record Officer

Description: A Record Officer is a person who registers students, input, update student
data and produce transcript.

3. Home room Teacher

Description: A Home Room Teacher is a teacher assigned by the school director to each
class of students to follow the students closely and prepare report card.

4. Subject Teacher
Description: A Subject teacher is a teacher of specific subject that is responsible for
upload and update student marks.

5. Parent

Description: A Parent is a person responsible to follow the student in close contact with
the school. She/he can view the status of the student such as result/performance of the
student online and can contact with home room teacher.

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6. Admin

Description: Admin is a person who is responsible to control the entire system and view
reports.

PSMS_CR System

RegisterStudents
Generate Rank and Average

SeeResult UpdateRecord

ManageAccount
RecordOfficer
RaiseQuestion
Student <<include>> GenerateTranscript <<include>>
ForgetPassword

SeeResponse <<include>>
<<include>> error
<<include>> <<include>>
<<include>>
GenerateReportCard

<<extend>>

HomeRoomTeacher
ContactParents <<extend>>
<<include>> <<include>>

<<include>>
ConfirmResult
<<include>>
Login
<<include>>
FollowUp Record
<<include>>

<<include>>

SubjectTeacher Control Chatroom <<include>> Admin

<<include>>

UploadMarks ViewReport

Contact home room teacher

UpdateMarks Parent

Figure3. 1Use case diagram of the PSMS-CR

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Use case description

1, Use case description for login

Use case Name Login

Actor Admin, student, Subject Teacher,
Homeroom Teacher, Parent, Record
Officer
Use case ID Uc01
Precondition The actor must have username and
password
Basic course of action 1. The actor send login request to the
system.
2. System displays the login form to the
customer.
3. The actor enters its username,
password
4. The system authenticates customer’s
username and password.
5. use case end
Alternative course of action A. if customer enter invalid username
and password
A1. The system display message
invalid username and password.
A2. The system prompts customer
to try to by retrieve password
going to forgot password option
and enter security number to
recover password.
A3. The system prompts users to
recover password if password is
lost then go to step 3 of the basic
course of action.
A4. Use case end
Post condition Customer login in the system and perform
the action that he/she want.
Table3. 1Use case description of login

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Use case Name Register Student

Actor Record Officer
Use case ID Uc02
Precondition Student must pass the previous grade level
and first must register manually.
A transfer student has to be eligible (has to
be from the pre-specified junior schools
that the school will accept)
Basic course of action 1. student wants to be registered as a
student of the school
2. Record officer verifies that the student is
eligible
3. Registration form will be given to the
student
4. The student completes the registration
form that contains student’s full name,
address, parent name, emergency person
names and addresses and other detail
information.
5. Record Officer of the school checks
whether the contents of the registration
form are properly completed
6. Record Officer fills and submits the form
to the system
7. Student registers
8. Use case ends
Alternative course of action --
Post condition Student Registered
Table3. 2Use case description of Register Student

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Use case Name Generate Report Card

Actor Home Room Teacher
Use case ID Uc03
Precondition A student must have complete grade marks
in all subjects of the semester
Basic course of action 1. The Home Room Teacher logs in and
selects the class/section to which the
student belongs
2. The Home Room Teacher searches the
student from the class/section based on the
search criteria defined
3. The system processes the report card
4. System displays and print the result
5. Use case ends

Alternative course of action Alternative flow A: The user logged in is

not the home room teacher
A1. User can not generate report card
A2. Use case ends
Alternative flow B: The student is
incomplete at least in one subject
B3. The system cannot generate the report
card.
B4. Use case ends
Post condition Report card
Table3. 3Use case description of Generate Report Card

Use case Name Generate Transcript

Actor Record Officer
Use case ID Uc04
Precondition A student must have completed at least a
semester to have grade report
Basic course of action 1. A student wants to get transcript
2. The record officer logs in and searches
the students record from the database based
on the search criteria
3. The system processes the transcript
4. System displays and print the result
5. Use case ends
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Alternative course of action Alternative flow A: The student is
incomplete at least in one subject
A3. The system cannot generate transcript
A4. Use case ends

Post condition Transcript

 xxxv

Table3. 4Use case description of Generate Transcript

Use case Name View

Table3. 5Use case description of Report
View Report
Actor Parent
Use case ID Uc05
Precondition A parent needs to know the username and
password of the student
Basic course of action 1. A parent wants to view status of his/her
student
UseTable3.
case Name Ask /Answer
2. Parent
6Use case description of Ask /Answer logsQuestions
Questions in to the system supplying
Actor Student, Subject
user name and password Teacher
Use case ID Uc06
3. System displays a form for search
Precondition Must register as a student and be part of the
Use case Name See Responses
criteria forprepared
a student
chat room
Actor Student,
4. Subject Teacher
Basic course of action 1. Parent fills inwants
The student the form
to and
raisesubmit
questions or
Use case ID Uc07
5. Parent selects to view the required report
Precondition response for peers
Must register in specific
as a student andsubject
be part of the
6.
2. System
Student displays
logs in the appropriate
to the report
system supplying
chat room prepared
7.
userUse caseand
name ends
Basic course of action 1. The studentpassword
wants to raise questions or
Alternative course of action Alternative flow
3.System fordisplays A: parent
a home is unable
pageto with
response peers in specific subject
give appropriate name and Id number of a
different
2. Studentoptions
logs infortothe
thestudent
system supplying
student
4.
A2.Student
user name choose
System and chat
password
cannot roomthe
display option
student’s
5. System displays
3.System
information display lista ofhome subjectspageto have
with
specific
A3. Use chat
different case
optionsendfor the student
Post condition - Student choose chat
6.
4. the subject
room option
7. System display list
5. previous questions
of subjects and
to have
Table3. 7Use case description of See Response
answers chat
specific for the student and also a platform
to Student
6. write questions
choose theorsubject
response for asked
questions
7. System display previous questions and
8. studentfor
answers write
the his/her
studentquestion
and alsoora response
platform
9. Use case ends
to write questions or response for asked
Alternative course of action Alternative flow A: Students write
questions
inappropriate
8. student see questions
questions or or response
responses
A8. Responses
9. Use case ends must be deleted by the
subject teacher
Alternative course of action -A9. Use case end
Post condition --
Post condition

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3.4.3 Sequence Diagrams

Sequence diagrams show the interaction between participating objects in a given use case. They
are helpful to identify the missing objects that are not identified in the analysis object model. To
see the interaction between objects, the following describe the sequence diagram of main use
cases identified.

Login LoginCon Login form Actual

User <<UI>>
Page Tab troller <<UI>>

1, press the tab

2,Call Create
Function 3,Display
login page Databas
e
4, Enter User name
and password
5,Click Submit
button 6,validate form

7,verify input

8, return
result

9,[if valid]
9.1 [if invalid] display()
display error message

X X X X
X
Figure3. 2Sequence diagram for login

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Register Register Register

Record Tab student student Form
Officer <<UI>> Controller <<UI>>

1,Press
Register Tab() 2, Call create() 3, Display
form

4, Fill information Database

5,Click Submit
button 6, Validate
the form
7,Submit
validation result
alt

If valid 8,[If valid]

Register()
9, Display
acknoledgement

[else] 10, Back to

the form

X X X X

Figure3. 3Sequence diagram for student registration

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Upload Upload Upload Mark

Subject Mark Tab Mark Form
Teacher <<UI>> Controller <<UI>>

1,Press()
2, Create() 3, Display()

4, Upload Mark()
5,Validate

6, submit()

7,Submitinfo()

8, Acknowledge()

Figure3. 4Sequence diagram for Upload Result

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:Generate :Generate
:Create
Transcript Transcript
Transcript
Record Tab Form
Control
Officer <<UI>> <<UI>>

1, Click
Transcript tab 2, Call
3,Display form
create()

4, Fill StudID
5, Validate() :Database

6, Press Search
button :Transcript

7,Search()

8, Retrive data
from database
9,Display
retrived data

alt

IF full info 10, Press

transcript
Generate button

11, Generate()

12, <<Create>>

else
13,Display message
No Result

X X X X
Figure3. 5Sequence diagram for Transcript

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Generate
Home room Generate report Generate report Report
report card Database
Teacher cardTab <<UI>> cardfrom<<UI>> card
control
1.press
the tab
2.crate() 3.Display
form
4.FillstudID
5.press search
button 6. search() 7. search
student data
8. check
9. return
student
result
10.Press generate
button
Generate()

11. <<Create>>
12. Display
report card
X X
X X X X

Figure3. 6Sequence diagram for Report Card Generation

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ChatRoom ChatRoom
Tab ChatRoom Interface
Student Database
<<UI>> Controller <<UI>>

1,Press
chatroom tab 2, Create() 3, Display
chat interface

4,Subject List
5, Choose Subject()
6, Find()

7,Access()
previous message
8, Return
message
alt

IF Student
Want to write 9,create
discussion topic
10,Save()

else 11,Read
12, Exit

X X
X X
X
Figure3. 7Sequence diagram for Chat Room

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3.4.4 Activity diagram

Activity diagram is intended to show the series of activities and actions that are performed by the
actor. The activity diagrams for PSMS-CR are the following:

Activity diagram for login

Open Login Page

Ensert Username
and Password

No

Yes

Correct?
Logged to the
system

Figure3. 8Activity diagram for login

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Activity diagram for Registration

Click Registration
Form

Fill Registration
Form

Display message click submit

Enter Valid Data button

NO Yes

Valid Data? Save to database

Display Message
Successful

Student
Registered

Figure3. 9Activity diagram for Registration

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Click Report card

generation option

Choose Class /
section

Yes
Click Report card
Logout from the List and result of generate
system students availabel?

No Yes

The System
Jumps the Full Result? System Analyze
student student result

Calculate
Calculate average
rank

System display the

card

Figure3. 10Activity diagram for Report card Generation

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Click Chat Room

Option

Choose subject
from the list

No Yes

New Chat?
System display
System Display empty platform
previous Chats

Student write
questions

No Yes

Subject related question?

Subject Teacher
Display to others
delete from the
for response
chat

Figure3. 11Activity diagram for ChatRoom

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3.4.5. Class diagram

We include class diagram in order describe the structure of our system. It shows the system`s
classes, their attributes, operations (methods) and the relationships among the classes. We intend
the following classes that can show our system structure clearly, let us identify Our System
Classes.

 Student  Report

 Subject teacher  Parent

 Home room teacher  Result

 Record officer  Exam

 Transcript  Chat Room

 Report Card

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Transcript Report
-type:string
RecordOfficer generate * -type:string
-name:string -name:string
-date:string -date:string
1 1 -time:float
-time:float
+generate() +viewed()
+register() User +viewed()
+updaterecord() 1..*
-name:String View
-id: String
-password:String *
-phone:string
-age:int parent
Teacher
-gender:string-
_email:string -section:char
-verifyinput() -teachingclass:int
-validateinput()

Student

* 1..*
-grade:float SubjectTeacher
-section:char HomeRoomTeacher

+Viewmark
1
+chat +UpdateMark()
+UploadMark()
* +WriteMessage()
+GenerateReportcard(
1 ) +DeleteMessage()

writemessage
1
*
Result
generate
1 -subject:string
-section:char
* give
+upload()
+update() 1..*
+viewed()
chatroom
* 1
has -name:string
-subject:string
Reportcard -section:string
1
-type:string -sendmessage()
Exam -name:string
+date:string
-type:string -time:float
+value:float
*
+average()
+rank()
+viewed

Figure3. 12Class diagram for PSIMS_CR

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3.4.6 User Interface Design

Home Page

Login

Student Teacher Record Officer

c

Register
View Result
Home Room
Subject Teacher Generate
Teacher
Access Chat Transcript
Room
Result
Generate
Submit
Report Card Update Record
Access Chat
Room
Delete Record

Figure3. 13User Interface design PSIMS_CR

3.4.7 User Interface Prototyping

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Figure 3.14 Welcome Page

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Figure3. 14 Login page

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Figure3. 15 Home page

Figure3. 16 Registration Page

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Figure3. 17 ChatRoom Page

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CHAPTER FOUR

SYSTEM DESIGN
4.1. Introduction
System design is the process of defining architecture, components, modules, interface and data
for system to satisfy for the specific requirements. It’s the transformation of the analysis model
in to a system design model. The purpose of design is to determine how the new system is going
to build and to obtain the information need to derive or perform the actual design and implement
the proposed Web Based Preparatory Students Information Management System with chat Room
which can replace the manual type of system used currently.
The purpose of designing is to show the direction of how the Application is built and to obtain
clear and enough information needed to drive the actual implementation of the application. It is
based on an understanding of the model the Application built on system design also focuses on
decomposing the system into manageable parts.

4.2. Purpose of the System Design Document (SDD)

In the system development process system design part is very important so as to make the
implementation of the proposed system is very easy. The different type of the system modeling
technique that are used to make easy the implementation of the system such as deployment and
component modeling are shown in detail. Not only the system modeling technique but also some
system design techniques such as system decomposition design are cover in detail in this phase.
The nonfunctional requirement is the description of the feature character and attributes of the
system.

Simply the purpose of system design is:

 To register students in online system legacy student and new or transfer students
 To Record and maintain all data related to students result
 To create Peer chat interaction development with chat room
 To analyze and study the state of the art of the student management system

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4.3. Design Goal

Design goal are targets that needed to be address by the system. These are typically agreed up on
by participant as criteria for comparing design alternative and evaluating design outcomes.

System non-functional requirement are the focus of system design, since they restrict the system
design through different qualities. Non-functional requirement such as performance, security,
reliability, scalability, maintainability, availability are some of qualities that need to be analyzed
and stratified, in order to determine whether the system is designed properly or not.

The goal of this system is to design in a system that is suitable for Debub Ethiopia Academy
preparatory students to archive by examining the degree in which the Non-functional
requirements are stratified.

This include

 Usability: - the system is required to be easy to learn; not complex and complicated for
student.
 Maintainability: - The system should be easily extensible: to add new features and
words, adopting changes to environmental structures and fixing errors on the system.
 Availability: - The system should be available for twenty-four hours per week (24/7) so
that users can have access to it anytime.
 Performance: - the ability of the system to allow multiple access and have fast response
time.
 End-user: The system should provide user-friendly and self-explanatory graphical user
interface that eases the interaction of the user with the system. In addition, the system
should be flexible, efficient, and reliable.
 Security:- the system should be secured that unauthorized user cannot access the data
that does not concern with them
 Reliability: - the system should be reliable

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4.4 Architectural Design

In this project, the team uses a three-tier architecture, which has three layers. These three layers
are the Application or presentation layer, the business layer and the data access layer.

Application or presentation layer is the form, which provides the user interface to either
programmer or end user. The business layer is the layer uses to write the function which works
as a mediator to transfer data from application layer or presentation layer to data layer. This layer
also has a property layer which is a class where variables are declared corresponding to the fields
of the database which can be required for the application and make the properties so that the
team can get or set the data using these properties into the variables. The third tire is the data
access layer that is also a class to get or set data to the database queries back and forth. This layer
only interacts with the database. The database queries or stored procedures will be written here to
access the data from the database or to perform any operation to the database. When the team
uses three-tier architecture, the system has these benefits: -

Managing data is independent from the physical storage, Migration to new graphical
environments is faster, it is possible to make changes on the presentation level without affecting
the other two (business or data access layer), As each tier is independent it is possible to use
different sets of developers, Since the client doesn’t have direct access to the database business
logic is more Secure. When one tier fails, there is no data loss, because you are always secure by
accessing the other tier, Security policies can be imposed without affecting the clients. It has
better wait balancing system because the entire workload is divided, A change from one DBMS
to other will only involve a change to the part in the data Access layer, A change in the Use
Interface from desktop to the web, will need only some changes in the components of the
presentation layer.

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Browser

Internet

MySQL

Apache Server

Database Server

Web server/Application server

Figure 4. 1Architecture View

4.4.1 Logical View of Architecture

Design level class diagrams have to be included also to illustrate the relationships Describe the
abstract descriptions of a system's parts. Used to model what a system is made up of and how the
parts interact with each other. The types of UML diagrams that typically make up this view
include class, object, state machine, and interaction diagrams.

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Student Transcript

Administrator RecordOfficer
Teachers Report Card

HRTeacher Subject Teacher

Student Parent

Result

Figure 4. 2Logical View

4.4.2. Process View

The Process Model illustrates the course registration classes organized as executable processes.
Processes exist to support applicant registration, administrator functions, registration closing, and
access to the system.

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<<Process>> <<Process>> <<Process>>

<<Process>>
Student Login Chat Room
User Application/
browser Registration

<<Process>>
loginController <<Process>>
<<Process>> mark upload access
RegController

<<process>>
<<process>> Chat Controller
Upload Controller <<SubProcess>>
Create()
logOut Update()
Create()
Delete()
Update()
Delete()

Figu
re 4. 3 Process View
4.4.3 Deployment View
Deployment diagram shows execution architecture of systems that represent the assignment of
software artifacts to deployment targets. Deployment diagrams are used to depict the relationship
among run-time components and hardware nodes. Components are self-contained entities that
provide service to other components or actors run time components

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Web server application

Database server
Client server

<<artifact>>
<<artifact>> Manage student <<artifact>>
Admin Verification

<<artifact>>
Manage Teacher
<<artifact>>
RecordOfficer

MySql Query
<<artifact>>
HTTP ManageRegistration Database
<<artifact>>
Student

<<artifact>>
View Result

<<artifact>>
Teacher

<<artifact>>
manage chatroom

<<artifact>>
Generate Report Card

Figure 4. 4 Deployment Diagram of the System.

4.4.5 Database Design

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Generate *
RecordOfficer
Transcript
Pk_ officer_id Subject
officer_name PK trans_id
password trans_type
1 PK_Subj_id
1 subj_name trans_name
FK Stud_id trans_date
Reportcard_id trans_time
1 1..*
FK Stud_id
Result_id
See 1
SubjectTeacher

Pk sub_id *
* Student Parent
subTeach_name register
subTeach_phone * 1 See
subTeach_email Identifed by Pk parent_id 1
Pk stud_id
1 subTeach_pass
parent_name
stud_name parent_pass
subTeach_class 1 stud_age
subTeach_sec stud_gender
FK Stud_id Teach
stud_mobile
1
Result_id stud_address See
* 1 *
stud_class
1 stud_enroll year Reportcard
stud_pass See
stud_email Pk rep_id
Use
FK Result_id rep_date
C ontrol Subj_id rep_semister
Submit rep_result
*
FK Result_id
Result *
1..*
Chatroom Pk result_id
1 subjTeach_nam
Pk chat_id e
1 * stud_name
chat_message *
exam_type
Homeroom teacher FK subj_id
FKSubj_id View
Pk hrt_id Stud_id
hrt_name exam_id
hrt_phoneNo 1 1
hrt_email Generate
hrt_password
hrt_class Exam
hrt_section 1
has Pk Exam_id
FK Stud id
Result_id Exam_type
FK
1 access

Report
Admin
PK report_id
Pk admin_id 1 report_type
admin_name Generate * report_name *
admin_pass report_date
report_time

Fk result_id
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Figure 4. 5PSIMS_CR Database

4.4.2 Relational Mapping & Database Normalization

Database Normalization

First Normal Form (1NF)

First normal form (1NF) sets the very basic rules for an organized database:

 Eliminate duplicative columns from the same table.

 Create separate tables for each group of related data and identify each row with a
unique column or set of columns (the primary key).

Second Normal Form (2NF)

Second normal form (2NF) further addresses the concept of removing duplicative data:

 Meet all the requirements of the first normal form.

 Remove subsets of data that apply to multiple rows of a table and place them in
separate tables.
 Create relationships between these new tables and their predecessors through the use
of foreign keys.

Third Normal Form (3NF)

Third normal form (3NF) goes one large step further:

 Meet all the requirements of the second normal form.

 Remove columns that are not dependent upon the primary key.

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First Normal Form (1NF)

Student Table

Stud_id Name Phone Email Address Age Gender Sec Subject_

id
0059 Tsion +2519338230 Tsionkassu9 Hawassa 22 F A Eng/o1
Kasu 30 @gmail.co
Sime +2519494166 m
12

1NF
Stud_ID F Name M L Mobile_no Email Address Age section Sex
Name Name
0059 Tsion Kasu Sime +251933823030 Tsionkassu9 Hawassa 22 A F
@gmail.com
0059 Tsion Kasu Sime +251949416612 Tsionkassu9 Hawassa 22 A F
@gmail.com

 Student name is a composite value; we have to decompose it as a first name, middle name
and last name.
 Since mobile can be multi-valued, we must exclude it from the student table.

Mobile_no

+251933823030

+251949416612

Second Normal Form (2NF)

For a table to be in the Second Normal Form, it must satisfy two conditions:

1. The table should be in the First Normal Form.

2. There should be no Partial Dependency.
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Student table

Stud_i First Middle Last Age Class Sec Gende Pass Enroll Addre Result subj_i
d Name Name Name r year ss id d

0015/ samue mezge andar 23 12 A M ……. 2014 HAWA Res/22 phy/

12 al bu ge SSA 005
0017/ beruk nega kete 23 12 A M …… 2014 HAWA Res/23 chem/
12 …. SSA 006
0019/ solom tewodr eyob 24 12 A M ……. 2014 HAWA Res/24 chem/
12 on os SSA 007

Subject

Sub id Subj_name SubjTeach_type subjTeach_id

phy/005 PHYSICS Physics Teacher Deb/23

chem/006 Chemistry chemistry Teacher Deb/26

chem/007 Biology Biology Teacher Deb/28

Result

Result_id Sub_id Stud_id Section Mark SubjTeach name

Res/22 phy/005 0015/12 A 99 MEBRATU

Res/23 chem/006 0017/12 A 95 Dawit

Res/24 chem/007 0019/12 A 95 Selamawit

 Stud_id and subj_id form a candidate key which can be a primary key

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After 2NF

subject

Sub id Subj_name SubjTeach_type SubjTeach name subjTeach_id

phy/005 PHYSICS Physics Teacher MEBRATU Deb/23

chem/006 Chemistry Chemistry Teacher Dawit Deb/26

chem/007 Biology Biology Teacher Selamawit Deb/28

 We cut and draw the subjTeach_name column from Result table to the subject table

Result

Result_id Sub id Stud id Section Mark

Res/22 phy/005 0015/12 A 99

Res/23 chem/006 0017/12 A 95

Res/24 chem/007 0019/12 A 95

 And our Result table is now in the second normal form, with no partial dependency.

3NF

Result

Result ID Stud ID Subject ID Mark Exam type Total Mark

For a table to be in the third normal form

1. It should be in the second normal form

2. And it should not have transitive dependency

Result table

Result ID Stud ID Subject ID Mark Exam Type Total Mark

1 59 1 24 Mid 25
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2 59 1 15 Quiz 15
3 59 1 60 Final 60

Exam Table

Exam ID Exam Name Total Mark

1 Mid 25
2 Quiz 15
3 Final 60

Result ID Stud ID Subject ID Mark Exam ID

1 59 1 24 25
2 59 2 15 15
3 59 3 60 60

Record officer

Officer id First Name Middle Last Pass Stud id Rep card id

Name Name

 Record officer name is a composite value; we have to decompose it as a first name, middle name
and last name.
 Since mobile can be multi-valued, we must exclude it from the record officer table.

Officer id First Name Middle Last Pass Stud id Rep card id

Name Name

Student

First Middle Last id Age Class Sec Gende Pass Enroll Addre Result subj_i
Name Name Name r year ss id d

Homeroom teacher
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First Middle Last i Phone Class Section Email Pass Age Teaching Stud id Result id
Name Name Name d

Result

Name Section Mark Teach name Sub id Stud id

Chat room

Name Sub Sec Message id Sub id

Subject

Sub id Sub name subjTeach_name subjTeach_id

Exam

Exam_Type Exam_Value

Subject teacher

Subj_i First Middle Last Class Section Pass Stud id Result id Sub
d Name Name Name teacher id

Parent

Parent_id First Name Middle Name Last Name Pass

Report card

Rep card Name Rep card id Date Semester Result Type Time Result id

Transcript

Trans_id Trans Type Date Time Stud id Rep card id

Name

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Admin

Admin_id First Name Middle Name Last

Name

Report

Rep Name id Type Date

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CHAPTER 5

CONCLUSION AND RECOMMENDATION

5.1 Conclusion
PSISM_CR is a web-based student information management system that is developed for
automating the manual works in Debub Ethiopia Academy School. Our project aimed to bring
down the automated student management system that is used in higher educations in to
preparatory level. In this system we have included registration of students, online result
submission, report and transcript generation and also a chat room platform. Currently this is done
using human labor and paper based. The chat room plat form makes our system different from
other similar automated systems developed. Through technology use is something that doesn’t
stop evolving through time goes this system also has opportunities for further development
which is not addressed in this project now.

This document is composed of five chapters. Chapter one is the introduction part is aimed to
introduce the whole documentation concept generally. It includes the major statement
specification which allows us understand what initiated us to do this project, the objective which
used to specify what we are going to do, scope and limitation and methodologies followed during
the project. Chapter two is about the existing and proposed system also identifies strength and
weakness of the existing system. Chapter three is system modeling using UML diagrams
including use case, sequence, activity and class diagrams. Chapter four is system design we can
get the database design in this chapter. Finally, we conclude and recommend our project in this
chapter.

5.2 Recommendation
To enhance the efficiency of the system, we have listed some recommendations and future
works. As an education is development there should be a good facility to make stakeholders

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participate in school improvement programs and decision making. Parents and officials are
among the stake holders, to facilities easy information access to such bodies the system could be
further enhanced by incorporating additional reports required by officials from educational
activities and student achievement. We also believe that from the various facts that constitute the
project. The following recommendation also have come to light use of the system have basic.

 We recommend to find a way to make the system offline

 Add additional features like attendance management system
 Try to excel the system for all grade levels since our project is specific for preparatory
students
 Try to address additional user requirements like students went to have alarm system for
study, peer interaction outside their school
 Finally, we recommend to make the system available in different platforms like android

APPENDIX
Interview Questions

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1. Historical background of your organizations?

2. What are the basic tasks performed in the school?
3. How many students in the school (11th and 12th class how many students there)?
4. What is your current system? Manual or automated?
5. How do you hold and manage students result and other data?
6. How students communicate each other out of the school?
7. How do you contact students’ parents?
8. What are the structures of the school?
9. What are the activities that you wanted to change from manual system to digital?
10. What are the current obstacles in your system?

Reference
1. https://www.jotform.com/data-collection-methods
2. A. Hoffer. (2007). Modern Systems Analysis and Design (6th Edition).
3. Bell. D. (2000). Software engineering a programming Approach. (3rd edition)
4. Jeffery, D. Bently (2001) Object Oriented System Analysis and Design Method (5thedition).
5. https://www.google.com

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