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Design and implementation of Computerized Student Project information

System
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Onyeka, N.C., 2Lawal, M. O., 3Ateko, B.C., and 4Ugwu J. I.
1,2,3,4
Department of Computer Science, Federal Polytechnic Ede, Nigeria

Abstract:
The Computerized Student Project Information System (CSPIS) is an all-inclusive software
solution designed to modernize and automate the supervision of student projects in
educational institutions. This paper presents an overview of CSPIS, its features, benefits, and
impact on augmenting the efficiency and effectiveness of project supervision processes. By
leveraging up-to-date technologies, CSPIS provides an integrated platform for students and
faculty members to collaboratively accomplish project-related tasks, monitor improvement,
facilitate communication, and guarantee timely completion of projects. The system
encourages transparency, accountability, and constant information flow, thereby approving
educational institutions to adopt a favourable environment for project-based learning.
Keywords: Project, Information system, Project topics, Students, Student projects
1.0 Introduction
The progression in recent years has been credited to the technological age which is fast
moving to the digitalization and everyone has created a need for electronic types of texts,
projects information, and notes, be it online or offline. Scholars now have difficult retrieving
past project materials due to dynamics beyond their control; some of those dynamics may
include lack of digital content in schools (Ogbonna et al, 2018). Some institutions have
developed a data retrieval and repository system in the form Database Management system
(DBMS). There has been a lot of investigation done internationally in the area of repository
which has led to accumulation of data that are kept and maintained in an organized way,
usually in computer storage (Osama et al, 2006). In academic institution arrangement, a
digitally archived research projects meaningfully improves the research impact factor.
Students can have rich references of research areas, and are able to avoid repetitively
performed similar research projects. On the other hand, tutors are able to suggest possibly
recognized research project areas to students and be able to spread the related research work
identified from the digitally archive research work. Moreover, an institution can attract more
researchers and research funding agencies to participate and dispense in research funds.
1.1 Background
In educational establishments, student projects play a dynamic role in promoting critical
thinking, problem-solving skills, and empirical learning (Raza et al, 2014). These projects
allow students to apply speculative knowledge to real-world situations, develop creativity,
and work in partnership with peers. However, the supervision of student projects can often be
a difficult and laborious process, involving tasks such as project creation, allocation of
resources, assignment supervisors, progress tracking, and evaluation. Out-of-date manual
approaches to project supervision often result in inadequacies, information silos, and
difficulty in nursing and coordinating multiple projects simultaneously.
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1.2 Objectives
The objective of this paper is to introduce the concept and benefits of a Computerized
Student Project Information System (CSPIS) as a solution to overcome the challenges
associated with traditional project information supervision approaches. CSPIS aims to
leverage modern technologies and provide a centralized platform for students and faculty
members to effectively manage student projects. By automating and restructuring project-
related tasks, CSPIS enhances efficiency, collaboration, transparency, and accountability,
ultimately leading to improved project outcomes (Keil et. al. 2012).
2.0 Literature Review
A thorough review of existing literature was conducted to understand the current landscape of
student project information system and identify the challenges associated with traditional
approaches (Al-Balushi, el. al., 2013, Ahmed et al., 2014). Scholarly articles, research papers,
conference proceedings, and textbooks were explored to gain insights into the benefits and
best practices of computerized student project information systems in educational settings.
3.0 Methodology
A detailed study of the CSPIS was carried out to comprehend its structures, functionality, and
procedural aspects. Information concerning the architecture, technology stack, data
supervision, security procedures, user interface design, integration abilities, and scalability
were collected through documentation, vendor resources, and relevant research papers (Keil
et. al. 2012). The potential benefits and impact of implementing CSPIS were examined
through a blend of hypothetical analysis and empirical evidence. The identified benefits, such
as improved efficiency, enhanced co-operation, clearness, and accountability, were compared
to the trials and limitations of out-of-date project supervision approaches (Shtub et al. 2019).
Case studies and user feedback were also considered to assess the practical effectiveness of
CSPIS.
The methodology outlined above allowed for all-inclusive examination of CSPIS, its features,
benefits, and impact on student project information system. By integration of theoretical
investigation, investigational evidence, and practical acumens, this paper presents an all-
inclusive view of CSPIS and its significance in renewing project supervision processes in
educational institution (Saaty, 2008).
3.1 Project Creation and Allocation
The CSPIS provides a user-friendly interface for creating and allocating projects. Faculty
members can define project details such as objectives, deliverables, timelines, and required
resources (Kumar et al., 2015). The system facilitates the allocation of students to projects
based on their interests, skills, and availability. Project creation and allocation can be easily
managed, ensuring equitable distribution and maximizing student engagement.
3.2 Task Supervision
CSPIS enables the itemisation of projects into convenient tasks. Faculty members can assign
tasks to students, stipulating task descriptions, time limit, and dependencies. Students can
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view their assigned tasks, track progress, and mark completed tasks (Rose, 2016). The system
sends automated notifications and reminders to students, ensuring that they stay on track and
meet deadlines.
3.3 Resource Supervision
Efficient resource supervision is crucial for successful project execution. CSPIS provides a
centralized repository for managing project-related resources such as materials, and facilities.
Faculty members can allocate and track resource usage, ensuring availability and preventing
conflicts. This feature rationalises the resource booking process and optimizes resource
utilization (Rose, 2016).
4.0 System Architecture and Implementation
4.1 System Architecture: The system architecture of the Computerized Student Project
Information System (CSPIS) is designed to ensure scalability, litheness, and reliability. It
consists of several interconnected components that work together to facilitate efficient project
supervision.

LOGIN

View existing project topics

Add/ search for Student in the System

Admin System
search for Project Topics/ query database

Update Database

Fig 1.0 Use Case Diagram for Student’s Project information System
The key components of the CSPIS architecture include:
a. Client Interface: The client interface offers a user-friendly interface reachable via
web browsers or mobile responsive web browsers. It allows students, faculty
members, and administrators to interrelate with the system, perform various tasks, and
access project-related information.
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b. Application Layer: The application layer is in charge of processing user requests,

handling logics, and safeguarding data integrity. It includes modules for project
creation and distribution, task supervision, resource supervision, communication,
progress tracking, and reporting.
c. Database: The database stores all project-related data, including project details, user
information, tasks, resources, and communication records. It utilizes a relational
Database Management System (DBMS) to efficiently manage and organize data,
ensuring quick retrieval and data consistency.
d. Integration Services: CSPIS may integrate with existing systems within the
educational institution, such as learning supervision systems, student information
systems, and resource booking systems. Incorporation of facilities data harmonisation
and enable unified information exchange between CSPIS and other systems.
e. Security and Authentication: The system style includes vigorous security
procedures to protect delicate data and safeguard authorized access. User
authentication apparatuses, role-based access controls, and data encryption techniques
are implemented to safeguard user accounts and project information.
4.2 Implementation
The implementation of CSPIS involves numerous steps, including system installation,
configuration, customization, and organization. The implementation process typically
includes the following stages:
a. Requirement Analysis: The precise requirements of the educational institution are
examined to recognise the customization and formation needs of CSPIS. This includes
understanding the project supervision workflows, user roles, reporting necessities, and
integration ideas with other systems.
b. System Installation: The necessary hardware and software infrastructure are set up to
support the CSPIS implementation. This may involve deploying servers, databases,
and network components required for system operation.
c. Configuration and Customization: CSPIS is configured to align with the
institution's project supervision processes and necessities. This includes setting up
user roles and permissions, defining project templates, customizing workflows, and
configuring notifications and reminders.
d. Data Migration: If applicable, current project data from inheritance systems or
manual records may need to be transferred to CSPIS. This involves extracting data,
converting it into the required format, and importing it into the CSPIS database.
By following a systematic implementation approach, educational institutions can successfully
deploy CSPIS and harness its capabilities to enhance project supervision efficiency and
effectiveness.
5.0 Benefits and Impact
5.1 Enhanced Efficiency and Productivity
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The application of the Computerized Student Project Information System (CSPIS) brings
significant improvements to project supervision efficacy and output. By automating manual
tasks such as project creation, task allocation, and progress tracking, CSPIS reduces
managerial burdens and updates processes. Faculty members can allocate tasks more
effectively, students can access project information easily, and administrators can monitor
progress in real-time. This increased effectiveness leads to enhanced resource use, reduced
delays, and better overall project output.
5.2 Collaboration and Communication
CSPIS promotes effective collaboration and communication among students, faculty
members, and administrators involved in project supervision. Through integrated
communication tools such as discussion forums, chat functionalities, and document sharing
capabilities, stakeholders can engage in real-time discussions, exchange ideas, and share
project-related files. This fosters a collaborative environment where team members can easily
communicate, seek clarification, and provide timely feedback. Improved collaboration
enhances teamwork, strengthens relationships, and encourages knowledge sharing, leading to
better project outcomes.
5.3 Transparent and Accountable Project Supervision
One of the important benefits of CSPIS is its capability to stimulate clearness and
accountability in project supervision. The system provides prominence into project details,
timelines, and growth for all participants. Students can easily access project necessities,
limits, and milestones, guaranteeing they are aware of their responsibilities. Faculty members
can monitor project progress, recognise bottlenecks, and arbitrate when necessary. The see-
through nature of CSPIS encourages liability among students and promotes a sense of
ownership, resulting in more reliable projects.
5.4 Rationalized Appraisal and Feedback
CSPIS simplifies the appraisal and feedback process by providing an organized boards for
assessment. Faculty members can define appraisal criteria, track student progress, and
provide timely feedback through the system. This eradicates the need for manual record-
keeping and enables a more methodical approach to evaluation. Students can access
feedback, track their performance, and make necessary progresses. The rationalized appraisal
process helps in recognising areas of improvement, promotion a philosophy of continuous
learning and growth.
5.5 Facilitates Research and Knowledge Sharing
CSPIS serves as a storehouse of project-related knowledge and research. The system allows
students to document their project findings, share research materials, and contribute to the
institution's knowledge base. This encourages a philosophy of research and knowledge
sharing, allowing upcoming students to benefit from previous projects. Faculty members can
access project archives, influence previous research, and facilitate interdisciplinary
teamwork. CSPIS serves as a valuable resource for ongoing projects, supporting
modernization, and inspiring additional examination in specific domains (Turner et al., 2014).
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The implementation of CSPIS has a thoughtful impact on student project supervision in

educational institutions. The system improves competence, endorses teamwork, improves
transparency and responsibility, rationalises assessment processes, and nurtures a philosophy
of research and knowledge sharing. By leveraging these profits, educational institutions can
empower students, improve project outcomes, and offer an atmosphere conducive to project-
based learning.
6.0 Results
The system was developed using PHP, MySQL, HTML and JavaScript. The system
developed was re-run a number of times to allow for debugging and system testing to
evaluate the end-to-end system specifications. The results/outputs from the system are
discussed below.

6.1 Output with Different Search Parameters

The figure 1.0 below shows the interface with all the list of projects in the CSPIS database. It
shows the details of each projects keyed into CSPIS. The details shown includes the student
name, project title, student level, department, and supervisor name and student matriculation
numbers.

Fig 2.0. List of student projects and their details

6.2 Using Supervisor’s Name

In the Figure 3.0 below, a search query was initiated to search for the all the projects that has
been supervised by a particular supervisor. In this instance, Mrs Adejuwon, the result fetched
only one record showing that at that instance only one project has been supervised by the said
supervisor. This also shows that with just a click, the system could display as much records
as possible that have been supervised by the same supervisor.
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Figure 3.0 Project Search using supervisor name

6.3 Using Matriculation (matric) Number

In figure 4.0 below, a search query was initiated to search for the student using student
matriculation number. The detail of the said student exists in the database and was displayed
as seen above. This shows that as long as a student participated in her final year project,
completed and submitted his/her work, the project details could be easily located anytime it is
needed without any problem or waste of time

Figure 4.0 Project search using matriculation number

6.4 Using Student Name

In the figure below, a search query was initiated to search for a student using the student’s
name. The name of a student (Baaki son) was used as the search conditions in the database.
The result showed that the student exists and his record was displayed. His project topic,
matric number and supervisor’s name are displayed showing that retrieval of student’s details
comes with ease.
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6.5 Search with Project Topic

In the figure 6.0 below, the project topic of a student (Design and implementation of Malaria
Management system) is used as the search criteria, the topic was used to filter related topics
in the database, if such topic exits, every detail about that topic will be displayed . This shows
that this system can aid in avoiding duplications or reptition of student project topics/titles,
thereby making ways for better student involvent and create more seriousness in students as
regards their project works

Figure 6.0 Project search using project topic

Overall, the implementation of CSPIS at the Federal Polytechnic Ede had a positive impact
on student project information supervision. The system improved efficiency, enhanced
collaboration, increased transparency and accountability, streamlined evaluation processes,
and promoted research continuity. The institution continues to leverage CSPIS to empower
students, optimize project outcomes, and nurture a project-based learning environment.
7.0 Conclusion
The Computerized Student Project Information System (CSPIS) plays a pivotal role in
revolutionizing student project supervision in educational institutions. This paper explored
the various aspects of CSPIS, including its functionality, methodology, system architecture,
implementation process, benefits, challenges, and future directions. By implementing CSPIS,
educational institutions can unlock numerous benefits. The system enhances efficiency and
productivity by automating manual tasks, improves collaboration and communication among
students, faculty members, and fosters transparency and accountability in project supervision.
CSPIS streamlines the evaluation and feedback process, facilitates research and knowledge
sharing, and cultivates a project-based learning environment. Despite the advantages,
institutions may face challenges during the implementation and usage of CSPIS, such as
adoption and change supervision, data privacy and security, integration with existing systems,
and on-going technical support. Overcoming these challenges requires careful planning,
effective training, robust security measures, and dedicated resources.
In conclusion, CSPIS offers a comprehensive solution to enhance student project supervision
in educational institutions. Its functionality, user-friendly interface, and diverse benefits have
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the potential to transform project supervision processes, empower students, and optimize
project outcomes. By harnessing the capabilities of CSPIS, institutions can foster a
collaborative, accountable, and innovative environment, preparing students for success in
their academic and professional pursuits.
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