STUDENT RECORD MANAGEMENT SYSTEM

CASE STUDY NKUMBA UNIVERSITY

IN MBALE (UGANDA)

BY
.................
S012/BSCIT/U001

A DISSERTATION SUMMITTED TO THE FACULTY OF INFORMATION TECHNOLOGY AS PART OF

THE AWARD OF THE REQUIREMENT OF THE DEGREE OF BANCHELOR OF SCIENCE
ININFORMATION TECHNOLOGY OF LIVINGSTONE
INTERNATIONAL UNIVERSITY

MAY 2016

DECLARATION
I, ................., declare that this research is my own work and has not been submitted to this or any
other institution of learning for any academic award.

Author: .................................................................

Signature: ............................................................

Date:——————————————————
 APPROVAL
This piece of work was done under my close supervision and is hereby submitted for
examination with my approval.

Supervisor: MR. Wauyo Fredrik

(Dean of Information Technology)

Signature: .......................................................... Date: ..................................................................

 DEDICATION

I dedicate this work to my father and mother, Joseph Mulako and Betty Matuka Mulako, to the
rest of my family for having guided me to this point of achievement in my life; my friends who
made this possible and my Jesus family that supported me through prayer and words of
encouragement.
 ACKNOWLEDGEMENT

My utmost gratitude goes out to the Lord for the protection, provision and discernment He gave
to me during the period of research.
This task would not have been complete without the guidance and academic support of my
supervisor Mr. Wauyo Fredrik, Bwire Felix, Dr. Nambale Moses.
I thank all the staff of Nkumba University, both past and present for the encouragement and the
faith they have had in me.
I would also like to acknowledge my mentors Katie Allen, Carol Bowland, Laura and Professor
Philip Shero for having faith in me.
Furthermore, I would like to acknowledge my colleagues, in particular my class mates for the
team work they demonstrated during this journey.
Sincere appreciation goes to the authors, respondents, and various institutions, for their
cooperation, knowledge, and experience shared.
Finally, I acknowledge the role played by my family, especially my father, Mulako for the
financial support. And my friend Manna Eid, for her support, encouragement, helping me and
among others.
 List of Tables

Table 1: Population Sample..................................................................................................19

Table 4.1.1 Response Rate....................................................................................................24
Table 4.2 Demographic Sex Of Respondents.......................................................................26
Table 4.3 Demographic Age Of Respondent........................................................................26
Table 4.4 Demographic Qualifications Of Respondents....................................................27
Table 4.5 Demographic Marital Status.................................................................................28
Table 4.6 Demographic Data Of Respondents...................................................................29
Table 4.8 Computerized Data Collection..............................................................................30
Table 4.8.1 Regression Of Computerized Data Collection On Student Records.................34
Table 4.9 Computerized Information Protections.................................................................34
Table 4.9.1 Regression Of Information Security..................................................................37
Table 4.10 Computerized Record Management...................................................................38
Table 4.10.1 Regression Of Records Management...............................................................40
Table 4.11 Student Records..................................................................................................40
Table 4.5.1 System Requirement..........................................................................................43
Table 4.6.5.7 Physical Database Design...............................................................................58
 List of Figures

Figure 1 conceptual frame work.............................................................................................9

Figure 2.1 Research Design..................................................................................................18
Figure 4.1 Data Flow Diagram.............................................................................................47
Figure 4.2 Data Flow Diagrams............................................................................................51
Figure 4.4 Home Page..........................................................................................................62
Figure 4.5 Department..........................................................................................................63
Figure 4.6 Faculty.................................................................................................................63
Figure 4.7 Grades / Result....................................................................................................64
Figure 4.8 Student.................................................................................................................65
Figure 4.9 Course..................................................................................................................65
 List of Acronyms

LIU.................................................................... Nkumba University

SRMS................................................................ Student Records Management System.

NCHE............................................................. National Council for Higher Education.

HEI’s........................................................ ..... Higher Education Institutions.

ACRS.............................................................. Archives and Corporate Records Services

JISC..................................................................... Joint Information Systems Committee

MSRS.................................................................. Management Student Records System.

DBMS.............................................................. ... Database Management System

CDC.....................................................................Computerized Data Collection

CIP..............................................................................Computerized Information Protection

CIM ...................................................................Computerized Information Management

 ABSTRACT

This study aimed at establishing, improvement of Student Records Management System in

Nkumba University. Specifically, this study required to find the data collection of student records
in Nkumba University, to improve on the impact of information protection of student records,
and finally, it was done to establish the improvement of computerized information management
of student Records In Nkumba University. The study adopted a descriptive design, with a
population of 42, a sample size of 37, sampling methods such as cluster sampling, and
Systematic Probabilistic data collection. The data collected was analyzed using SPSS and Excel
Software. The finding shows that data collection at Livingstone currently uses manual that is to
say form filling, verbal and later kept manually or in files,but they are planning to buy a software
for future. The researcher suggests that further research should be conducted in departments at
Livingstone since students collect different information and stored in places such as recruitment
and among others.
 CHAPTER ONE: INTRODUCTION

The study aimed at improving the student management records in Nkumba University Mbale
Uganda.

Introduction

This section outlines Background of the Study, Statement of the Problem, Purpose of the Study,
Objectives of the Study, Research Questions, the Scope of the Study, Significance of the Study,
Conceptual Framework, and Definition of Operation Terms.

Background of the Study

Nkumba university was opened on a leased campus near the center of Mbale, Uganda,
approximately 250 kilometers (160 miles), by road, northeast of Kampala, the capital and largest
city in the country Nkumba University plans to occupy this leased campus for a period of up to
three years while simultaneously constructing a permanent campus. Fifty-six acres of land have
already been purchased just outside of Mbale municipality on the main road that goes west
toward Kampala. A campus master plan has been developed, and fund-raising is taking place for
eventual construction of LIU's permanent campus on this site.

Nkumba University Strategic Plan 2009-2014 was completed December 19, 2007 and submitted
to the Uganda National Council for Higher Education (NCHE) with the goal of being chartered
as a fully accredited university by the Uganda government. The first step in this process was
accomplished December 19, 2008 when the NCHE issued to Nkumba University a Letter of
Provisional Authority. This allowed Nkumba University to begin buying property, prepare
curricula, hire faculty and staff and set up banking and other business tasks. Nkumba University
received its Provisional License from the NCHE in March, 2011. This prepared the way for the
first student intake in January, 2012. Currently Nkumba University is working under the
guidance of the NCHE toward qualifying for a full university charter.
In Nkumba University Campus, information of management for student records are recorded
every semester, and at the end of the year, the summary is done. The recording is done by the
secretary, registrar and recruitment office. Most eastern universities manage the student records,
Nkumba university with the latest Technology/advanced Technology, still use paper-based
methods during recording whereby it takes long hours just to capture one’s information from
paper into system and yet they have daily activities to do. And the students sometimes are
counted using the registered students or counting; this system is characterized by manual form
filling to get bio-data of the students, and later transfer of the information from manual data,
capture forms to computerized datasheets, therefore, it has led to an excessive number of
mistakes to the final displacement of some student’s forms hence leading to confusion at the time
of comparing the results. The main advantage of paper-based systems is that papers are easily
human auditable and storage and can be stored properly without the virus affecting them,
according. However, the disadvantages overweigh the disadvantage as, for instance the need to
print the record of the student when it is in paper system, it slows the system, inflexible.

Over the past semesters, there have been a number of student observers who have suggested
management organizations should introduce electronic capturing, storing at academic department
or recruitment department. This will simplify on capturing and storing of data for a long period
of time
Historical perspective
The student records management system is the SRMS that will hold the business in its goal to a
paperless office environment. From the acronym itself, the SRMS is that management process
that will protect information and data to ensure that all the records and the files in the system
database of the business organization is protected and easily accessed by users in the framework.
In the shortest definition of the automated records management system, it is simply that process
that is employed by the organization in the maintenance of records and files from the very
moment that they arrive to the business or were created by the enterprise up to the period when
they will be deemed ready for eradication and deletion from the archived or active databases.
The records handled by the student records management system may come in tangible forms that
will be translated to digital formats with the use of the latest technologies in the market.
According to Muhenda & Lwanga (2000) noted that Student record used for storing large
database or knowledge base. It can be used for knowing the current status of any aspect of the
business due to its on-line real time processing capability. As governance issues take center stage
in the management of Educational Institutions, the management of students’ records becomes
imperative in the improvement of services offered in Higher Educational Institutions (HEI’s) in
Uganda. Proper records management underpins policy formulation, decision making, protects
interests of organization, and protects rights of employers and students in addition to helping
Institutions conduct business and deliver services in a consistent and equitable manner. There are
five Areas for student Records Management System which includes:
 The student records management system will affect in its inception to the business
organization. Such as the system will work in the active records section. This mean that it
can give you access and help you manage the most current documents and data that the
operations are handling.
 The second sector would be the data protection and jumping, which is the area that will
ensure all the files are properly filed and archived for record keeping purposes. In time,
the next area and sector would be the determination of destruction of the documents in a
secured manner that will ensure that all of the data from the files will still be kept secret
and confidential.
 The other sections would be the records management area and the document management
and imaging.
The student records management system will give the business organization streamlined
operations that will reduce paper-based transactions to the bare minimum. Simply, the automated
records management system is a method that will do all the filing and management of documents
for the organization.
According to King’s college London defined Student Records as a web-based service that allows
Students to manage their personal information and academic administrative staff to view student
information and perform student administration tasks.

Conceptual Perspective
In 1997 the Joint Information Systems Committee (JISC) commissioned a Study of the archival
records of British universities (Elizabeth Parker and Christine Smith, Oct 1997). The study found
(p.15) that the greatest volume of institutional records deposited in university archives, in equal
quantities to governance records, was student records. This report thus brought into focus the
huge storage implications for all universities, including King’s College, which traditionally has
taken the paper “student record” into its archives for permanent retention.

Accord to king’s college explained that “student record” was identified as particularly containing
a vast array of materials with large variation between Schools as to what was being held. The
Archives and Corporate Records Services (ACRS) undertook preliminary costings associated
with various options for retention and media conversion and it was evident that the current
general practice of retaining all documentation was not sustainable. 3. A working group was then
established (in early 2003) to determine whether it would be possible to control costs associated
with archiving through an evaluation of what should be kept. The working group tentatively
identified the core information which should be kept, but agreed that a thorough survey was
required to support its conclusions.

According to (Sauer 1993) argued that some people will see them as an expense, others as a
solution, a control mechanism, a threat to the quality of working life or even as a technical
problem in 1993. The diverse perceptions of the Information system resulted in a huge difference
in the definitions of IS that are available. Lucas (1995) describes an information system as
helping to control operations in an organization, whilst Laudon & Laudon (2002) defines it
technically as a set of interrelated components that collect (or retrieve), process, store, and
distribute information to support decision making, coordination, and control in an organization.
Information systems are seen as a strategic resource within the organization, that is, they have an
important impact on key operations which determine the livelihood of the organization (Martin,
1992). Student information system literally means the general information systems for
maintaining and providing student information. It exists in all the schools, colleges, universities
and any other education institutions. However, those information systems vary. Some of them are
paper based; heavily manual work is involved in managing and maintaining information such as
student personal records files. However, recently, most schools, even down to the very smallest,
utilize computers in some way or another. The uses to which the computers are put vary
enormously, ranging from word processing and spreadsheet through to worldwide on-line access,
complicated user access permission system and vast functionalities.

According Safarzade & Mansoori; (2009) student record management system refers to as the
assembly of several subsystems based on the databases in the organization. These subsystems
range from data collection, transaction processing and validating, processing, analyzing and
storing the information in databases. MIS is a system which receives data from different units
and produces information and provides managers in all levels with relative, just-in-time, precise
and uniform information for decision-making and Mohd Ehmer Khan and Farmeena Khan;
(2011) (Information and Knowledge and Management www.iiste.org ISSN 2224-5758 (Paper)
ISSN 2224-896X (Online) Vol 1, No.2 ) defined management information system as an
integrated, uniform method for collecting and reporting information about a particular program,
event or activity. According to King’s college London (2006 ) defined Student Records as a
based service that allows students to manage their personal information, academic and
administrative staff to view student information and perform student administration tasks.

Theoretical Perspective

According to Jonelle (2002) noted that management information system is vital in assisting
executives and the general workforce in performing any tasks related to the processing of
information and Satyanaraya (2009) said that , management information system in maintenance
student records in university helps to provide accurate and timely information necessary to
facilitate the decision-making process and enable the organizations planning, control, and
operational functions to be carried out effectively.
Contextual perspective

Student records management system (SRMS) is basically concerned with the process of
collecting, processing, storing and transmitting relevant information to support the management
operations in any organizations. it is “the application of systematic and scientific control to all
the recorded information that a University needs to do business. Poor record management results
in difficulties in administering, planning and monitoring an education system. In fact, poor
records management and the lack of staff development along the entire information cycle are
responsible for problems with management and policy implementation in University.

Although different methods or systems can be used to bring about efficient records management,
there are some basic rules that must be respected. So as to manage any information well, it is
vital initially to determine its characteristics and functions. This is important, because the way in
which records (which contain the information) are arranged depends on the type of information
they contain.
Statement of the Problem
Management student Record system (MSRS) is the process of collecting, processing, and storing
transmitting relevant information to support the management operations in any organizations.
Where it helps to provide accurate and timely information necessary to facilitate the decision-
making process and enable the organizations planning, control, and operational functions to be
carried out effectively. However, at Nkumba University has technology, but accessing Students
records in Nkumba university has always been problematic for example Cases of delayed marks,
incorrect grades, delays in issuing academic awards have all been too common therefore findings
will reveal poor records management as the biggest problem facing Universities especially
Livingstone.

Purpose of the Study

The purpose of the study is to establish the impact of management information system on
maintenance of student records in University.

General Objective

To develop student information system to overcome the problem of paper work in the university
as stated above.
Objectives of the study
The study will base on the following objectives;
 1. Impact of computerized data collection on maintenance of student records in Nkumba
university.
2. Impact of computerized information protection (MIS) on maintenance student records.
3. Impact of computerized records management (MIS) on maintenance of student records.

Research Questions
The study will be guided with the following research questions
1. What is the impact of computerized data collection on maintenance of student records in
University?
2. What is the impact of computerized information protection (MIS) on student records?
3. What is the impact of computerized records management on maintenance of student
records?

The Scope of the Study

The proposed system is intended to manage specific information of students such as personal
details, course details, faculty details, department details and exam details etc. It is not Student
Information Management System which has a broader application. It is only a part of Student
Information Management System.

This project/research when completed will provide comprehensive Student information System
for Academic department of Nkumba University. The system should be able to capture, validate,
sort, classify, calculate, summarize, store, retrieve, reproduce and communicate operational data.
Student information System will store semester details, course details, department details and all
the details of students including their background information, educational qualifications and
personal details etc.
The proposed system will have the following features:

Login module: Login module will help in authentication of user accounts. Users who have valid
login id and password can only login into their respective accounts;

Search module: This model allows one to search for a Particular student or group of students
using search criteria such as name of student, Index number, course code among others;

Registration Module and Account Management: This module will help the student get registered
from anywhere if internet is present. This module will really simplify the task of the manual
registration.

User Management: This module will help the registrar in enabling/disabling a user

Significance of the Study

The findings on impact of management information system in maintenance of student records

would help to provide; accurate and on timely information to the student instead of taking time to
sort/ crosschecking in papers by the registrar, it helps Academic registrar to deliver the
information to the student on line without frequently visiting in his/ her office to access the
information hence the Significance of the study.

Conceptual Framework

Independent Variable
Dependent variable

Explanation

Figure 1 conceptual frame work

In this study, management information system was the independent variables and the constructs
under this variable included information/ data, information protection and management.
On the other hand, student record was the dependent variable whose constructs include personal
information, Academics, data. Under Ideal conditions, the constructs under management
information system should translate into appropriate maintenance of student records, however
ideal conditions were rare and this could be as a result of a host of intervening variables that
included cultural, human, and organizational and among others. The discussion of the findings of
the study based on conceptualization of these variables on the study.

Definition of Operational Terms

Student information system literally means the general information systems for maintaining and
providing student information. It exists in all the schools, colleges, universities and any other
education institutions. However, those information systems vary. Some of them are paper based;
heavily manual work is involved in managing and maintaining information such as student
personal records files. However, recently, most schools, even down to the very smallest, utilize
computers in some way or another. The uses to which the computers are put vary enormously,
ranging from word processing and spreadsheet through to worldwide on-line access, complicated
user access permission system and vast functionalities. SRMS can be defined as a system
providing management with accurate and timely information necessary to facilitate the decision-
making process and enable the organizations planning, control, and operational functions to be
carried out effectively. Student Records as a based service that allows students to manage their
personal information, academic and administrative staff to view student information and perform
student administration tasks.
 CHAPTER TWO:
LITERATURE REVIEW

Introduction

This chapter presented/outlined the sections in this chapter that is to say Introduction, Theoretical
underpinning of the study, and literature review of computerized data collection and student
record, information protection and on student records, and record management on the student
records.

Background

This section presents a review of related literature to the study of management information
system and student records: the review has been done in accordance with the research objectives
which are impact of computerized data collection on maintenance of student record,
computerized information protection on student record and computerized record management in
maintenance of student records in Nkumba university.

Theoretical Under-pinning of the Study.

According to the university of Florida (2012) explained that a student is an individual who is
registered for a university credit course or program. A student record, also known as an
education record, contains information directly related to a student, which means that the record
is personally identifiable. Personal identifiers that relate a record to a student include student
name, student ID/social security number, student address, parent/family member names, and a
list of personal characteristics. Student records are Maintained in multiple media including
handwriting, print, computer’s main memory, magnetic tape, cassette, disk or CD. Student
records may be presented by the student, submitted on behalf of the student, or created by the
University. These records are used to assist offices in their support of basic institutional
objectives and to document student progress and achievement in the educational process of the
University.

Computerized Data Collection on Maintenance of Student Records

According to Sharapova (2014) noted that systematic literature review was employed as follows:
(1) A variety of combinations of search strings were applied to selected scientific databases and
search engines. The search string matrix was developing continually throughout the review
process.
(2) Papers pre-selected on the basis of their title and abstract were downloaded to the citation
manager, together with their full text
(3) All duplicates, multiple entries and irrelevant papers were removed; remaining papers were
scanned for the information of interest.
(4) When a relevant document was cited that had not been previously identified by database
queries, it was downloaded.

Computerized Information Protection on Student Record.

According to kyobe, South African university (2009) explained that computerized Information
security issues (e.g. access to information, cyber-crime, privacy, and virus Attacks, and
commercial data mining) are of major concern in academia today Myler and Broadbent (2006).
According to Wamukoya and Mutual (2005) noted that poor security and confidentiality controls
have been identified as major factors contributing to the failure of capturing and preservation of
electronic records in eastern and southern African institutions of education. Chinyemba and
Ngulube (2005) found that 89% of the academics surveyed at the University of KwaZulu-Natal
did not adequately protect and secure their electronic records. Jones and Soltren (2005) found
that 58% of the students surveyed were not concerned at all about risks to privacy on social
network systems. However, little protection of the information of student records is not serious
because other students access the information about other students or colleagues without
permission hence the need for proper protection for the student records well.
Computerized Record/Data Management on Maintenance of Student Record.

According to student records manual prepared by University of South Florida (office of the
registrar) the creation and maintenance of records relating to the students of an institution are
essential to:
 Managing the relationship between the institution and the student;
 Providing support and other services and facilities to the student;
 Controlling the student’s academic progress and measuring their achievement, both at the
institution and subsequently;
 Providing support to the student after they leave the institution. In addition, student
records contain data which the institution can aggregate and analyze to inform future
strategy, planning and service provision. A student is an individual who is registered for
university credit course or program. A student record/data contains information directly
related to a student, which means that the record is personally identifiable. Personal
identifiers that relate record to a student include student name, student ID, student
address, parent/family member names, and a list of personal characteristics. Student
records could be maintained in multiple media including handwriting, print,
microfilm/fiche, computer’s main memory, magnetic tape, cassette, disk or diskette.
Student records/data may be presented by the student, submitted on behalf of the student,
or created by the University. These records are used to assist offices in their support of
basic institutional objectives and to document student progress and achievement in the
educational process of the University. Educational institutions and agencies are required
to conform to fair information practices. This means that persons who are subjects of data
systems (i.e., students at an institution) must:
 Be informed of the existence of such systems
 Have identified for them what data about them are on record,
 Be given assurances that such data are used only for intended purposes
 Be given the opportunity to request an amendment or correction to their record and
 Be certain that those responsible for data systems take reasonable precautions to prevent
misuse of the data.
According to Allen (1989) analyzed some studies undertaken to analyze patron’s response to
using bibliographic databases on CD-ROM in academic libraries and found that patrons prefer
CD-ROM to comparable printed reference tools. Lombardo and Condic (2000) set out to
determine user acceptance of the On-line Public Access Catalogue (OPAC) and found that users
overwhelmingly preferred the OPAC and found it easy to use. Similarly, Isman (2004) found that
students in Eastern Mediterranean University have very positive attitude towards Internet use;
just as Allen (1997) found that the students surveyed were receptive towards electronic
information resources while the internet was their most used of these resources available to them.
Even Idowu (1997) found that the Nigerian university librarians have a positive disposition
towards the computerized systems.

On the other hand, computerized records management may be defined as that part of records
management that deals with records in electronic form. According to Johnston and Bowen (2005)
computerized record management includes 'the creation, use, maintenance and disposal of
electronically created records for the purposes of providing evidence of business activities'.
Archivists’ emphasis that the term 'record' does not simply refer to a collection of data, but to a
product or an event. It is a specific type of information reflecting and providing evidence of
business processes or individual activities (Bantin 2001)
On the other hand, according to Scottish Government of Scotland (2008) noted that
computerized records management is the process of managing records throughout their life
cycle, from their creation, usage, maintenance and storage to their ultimate destruction or
permanent preservation. According to Muhenda (2000) Proper records management underpins
policy formulation, decision making, protects interests of organization, and protects rights of
employers and students in addition to helping Institutions conduct business and deliver services
in a consistent and equitable manner. Little is yet known about the management of computerized
records management and compliance with electronic communication regulations by academics
and students in Nkumba university.

Summary / Conclusion
Finally, since the data generated in day to day transactions by School of information Technology.
Formal according to the registrar, it is worthwhile and full to develop strong student information
management system for the school to hold the large amount of data that is generated. The
proposed system, SIMS, should be able to stand the test of time because student records should
be kept as long as is necessary to:
 Fulfill and discharge the contractual obligations established between the institution and
the student, including the completion of any non-academic disciplinary action;
 Provides information on the academic career and achievements of the student to
employers, licensing/regulatory bodies and other organizations, as well as to the student
as part of their lifelong learning record. The information gathered whilst reviewing
existing.
Literature on student information management system has been very useful in the development
of the proposed system. The project when completed will provide an efficient way to store and
organize data than spreadsheet. It will also serve as a centralized facility that can easily be
modified and quickly shared among multiple users. The proposed system will have a well-
designed interface that allows users to interact with the system. Therefore the study from
different countries and nations explained management information system on student record has
helped in improving and providing efficient information and timely to the information needed
to all the student and administration and when comes to Nkumba university has always been
problematic for example Cases of lost marks, incorrect grades, delays in issuing academic
awards have all been too common therefore findings will reveal poor records management as
the biggest problem facing Universities especially Livingstone.
 CHAPTER THREE: METHODOLOGY

Introduction

This chapter presents the methodology that the study employed and they included Research
design, Population of the study, Sample size, Sampling methods, Data collections method, the
procedure of the study, Data analysis, Limitation of the study, and ethical issue that are under the
consideration.

Research Design

The study will be a case study design and descriptive design in which both quantitative and
qualitative approaches will be used. Descriptive design will be used to describe the phenomenon.
Therefore, since the present study seeks to describe the impact of management information
system on maintenance of student records in universities, descriptive design will be appropriate
for the study , and this will involve the examination of available documents, conducting
interviews, observation of the current system, and administering questionnaires to different
categories of the people as shown in the sample size. Examination documents and research will
be carried out for clarity and verification of facts to be collected and information about existing
systems an associated problems avenue like reference books, journals and the internet. The
design phase will be carried out as illustrated by the diagram below;
Population of the Study.

The population of the study targeted the population of total number of forty-two (42) people
where they included as below:
Top administrator = 3 (Three) people
Student leaders = 15 (sixteen) people
Lecturers =12 (nine people
Assistant administrator = 6(five) people.
Administrator = 6(five) people
Total of population=42 (Forty-Two) people
Sample Size

The study used the Slovene formulae method to determine the sample size of the study and it
will be determined as illustrated below. Slovene formulae is given by n=N/1+Ne 2. Where n=
means sample size.
N= means Population, e= means sampling error constant (0.05).
Therefore, using the population of the study and the Slovene formulae, the sample size of the
study will be determined as illustrated below by substituting the population into the Slovene
formulae, n=N/1+Ne2, Where N=42, e=0.05.
Therefore n=42/1+42*(0.05*0.05)
42/1+42(0.0025)
42/1+0.13
42/1.13 =37.
Therefore n=37
Table 1: population Sample
Category Population Sample size
Top administration 3 2
Student leaders 15 13
Lecturers 12 11
Assistant Administrator 6 5
Administrators 6 5
Total 42 36

Sampling Method

The study used sampling techniques which include cluster sampling that will be used in
collection of the information from the lecturers, systematic probabilistic method where the list
of different respondents will be selected for example non-teaching administrators, student leaders
and purposive non probabilistic method will also be used in the collection of the information
where the selected people or respondents will be selected such as top administrator, because
these are the people who will be having the information needed in the research (people
controlling and managing the information)

Data collection

The aim of this study was to determine whether academics and students manage electronic
records effectively. The study employed multiple techniques to capture data/ manage the records
or data that is to say both quantitative and qualitative which included a questionnaire and
interview methods where the top administrators, lecturers, non-teaching administrators, case
study was used on student leaders and also lecturers. This ensured triangulation and verification
of the findings. A (closed structured) questionnaire was used as the primary instrument for the
collection of data from academics and students (according to Kothari, 2004).
Interview is a powerful tool for data gathering since it allows the interviewer to probe and clarify
a number of issues. Face to face Interview was used to interact with the deputy vice chancellor of
academic Affairs and users of the proposed system to obtain the data required for student
information system in Nkumba University.
Procedure of the Study

The study was done in Nkumba university in Mbale Uganda, when the proposal was approved,
the researcher got a letter of introduction to the organization where the researcher was allowed to
carry out research , then I designed the instruments of data collection that tested the reliability
and validity of the research, then the researcher collected data by use of questionnaire,
observation guides, the questionnaire technique used the Pearson formulae for testing the validity
and reliability of the information where the validity of the instrument was given by a formulae.
Therefore, the questionnaire designed for research was allowed to be used because it was tested
for validity and shows the results of 90.9% hence allowed and determined the final research
report.

Data Analysis

The study will use both quantitative and qualitative techniques; therefore, the thematic data will
be carried out due to the interview, editing of the information and the information will be in
theme formats out of the information collected. The quantitative technique will use the
descriptive method where there will be the calculation of the mean, modes, modes, median
variance and standard deviations that will help to determine the statistics in the collection of the
information.

Limitation of the Study

The study was affected with many problems like delay to respond to the letter of introduction of
the researcher, delay to fill the questionnaires, hard to meet the top management people due to
busy schedules, hard for the respondents to give right information due to fear to lose their jobs
and among others.
The study has a problem of the new staffs who were still learning what happens at the university
hence the information expected was not the exact information given hence affected the study of
the research the data will involve the non-teaching staff were by the time of research may have
recruited new administrators will not be having the information needed in research hence a
limitation to the study.
Ethical consideration

The study will observe the security consent of the respondents, have freedom to move out for
exercise without crush, and names of identity will not be disclosed, and also there will be no use
of personal opinion and harming of respondents will not exist, therefore the study
will be strictly for academic purposes only.
 CHAPTER FOUR:
PRESENTATION, ANALYSIS AND DISCUSSION OF RESEARCH FINDINGS

Introduction
This chapter deals with the presentation and interpretation of the findings of the study which
done in relation to the reviewed literature and regards to specific objectives.
Objectives
1. Impact of computerized data collection on maintenance of student records in Nkumba
university.
2. Impact of computerized information protection (MIS) on maintenance student records
3. Impact of computerized records management (MIS) on maintenance of student records.
4. The findings are presented with the help of tables for purposes of easier understanding,
clarity and interpretation.
Response Rate
The response rate from the research shows that they were 36 respondents that where targeted for
the research, 35 people were needed to fill the questionnaire and only one was needed to be
interviewed and it was done as shown below
Table 4.1.1 Response Rate
Category Population Sample Actual Percentage Actual percentage Percentage
size percentage of of interviews
(questionnaire)
Top administration 3 2 1 50% 1 50%
Student leaders 15 13 13 100%

Lecturers 12 11 11 100%

Assistant Administrator 6 5 5 100%

Administrators 6 5 5 100%

Total 42 36 36 100%

Source: Primary Data (2023)

The study targeted 36 respondents from Nkumba University in Mbale Uganda, Top
administration, student leaders, Lecturers, Non-Teaching staff. The response rate was 100% from
the targeted respondents. The questionnaires that were sent to the respondents all of them were
returned as far as the attrition percentage is concerned this was 100% response rate. Therefore,
this implies that when the response rate is above 80% is relevant according to Jack E. Fincham,

Background information or Biographical Data

The analysis of data, interpretation was analyzed by SPSS software that stands for Statistical
package for the Social Sciences (SPSS), therefore I preferred SPSS because of the advantages
even though ,it has disadvantages such as menu, syntax and terminology differ across
applications, much more functionality than one typically requires, and lag between new versions
and existing documentation, therefore the advantages overweighs the dis advantages hence the
choice and the following are the advantages of SPSS.
 It reduce/eliminate errors in calculation
 It helps in data management such as add variables and observations, recode variables and
among others.
 Its graphic utilities
 It is faster, more efficient
 It allows multiple users to work with the same data file.
Gender of Respondent
The study had both genders represented in varying proportions as shown in Table 4.1 below.
Table 4.2 Demographic Sex of Respondents
Sex Frequency Percent Valid Percent Cumulative Percent
Male 21 60.0 60.0 60.0
Valid Female 14 40.0 40.0 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)
From Table 4.1, it was found out that 60% (21/35) of the respondents were males while 40%
(14/35) of them were females. This indicates a ratio of 1:2 that female to male are less in this
study. Therefore, from the observation on the ground, it shows that the organization has many
of the male’s people.
Age of Respondent
The study had Age represented in varying proportions as shown in Table 4.2 below
Table 4.3 Demographic Age of Respondent

Age Frequency Percent Valid Percent Cumulative Percent

20-30 20 57.1 57.1 57.1
31-40 8 22.9 22.9 80.0
Valid 41-50 3 8.6 8.6 88.6
Above 50 4 11.4 11.4 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)
From Table 4.2, it found out that most of the people were aged between 20-30 years old as
represented with the frequency of 20 and the percentage of (57.1%) and followed by ages
between 31-40 with the frequency of 8 and the percentage of (22.9%), then above 50 years old
with the frequency of 4 with the percentage of 11.4% and the age of 41-50 was the least with the
frequency of 3 with 8.6%. this indicates that majority of the people are at the age bracket of 20-
30 years. This therefore indicates that majority of the people were in their youthful stage

Computerized Data Collection on Maintenance of Student Records

Objective one of this study sought to improve on the student records management system of the
independent variable of computer data collection. Data collected by using questionnaire,
observation.

From the research, it reveals that most of the respondents agreed that they collect the students
document such as admissions and enrollment electronically shown with the percentage of
(28.6+11.4= 40%) with the frequency of 10 +4 (for both agree and strongly agree, and 12
respondents did not agree with the electronica collection of data shown with the percentage of
34.3 % as shown in the table above, and 9 respondent are not sure if they do it electronically or
manually. Therefore, from this it indicates that there is need to train and update the staff and the
students the method they use to collect information which improve on the performance of the
student.

As seen in the table above, it shows that the institution collects payments of non-academic like
disciplinary proceedings electronically as represented with the frequency of 16 with the
percentage of 45.7%, followed with 12 respondents who disagreed with it with the format of
collection with the percentage of 37.5%, and only 6 respondents who were not sure if they use
electronic or manually , and in conclusion there’s need to teach people or inform the people
about the Technology they are using in the institution for smooth working.

Form the analysis, it shows that most of the respondents agreed that they use technology to
record student documents in the institution and this is proved by the frequency computed and
seen as 27 with the valid percentage of 77.2%, the 7 respondents answered by saying they are not
sure with the valid percentage of only 20% and this indicates that the institution uses the
computers and different devices to record or keep the student records like academics and among
others.

From the observation, it seen that the computerized data collection has increased programs has
increased on academic progress and performance awards where majority of the respondent
agreed with this with the frequency of 23 with the valid percentage of 65.7%, followed by 12
respondent who were not sure of what happens in the institution with only 34.3% hence
encouraged all the people in the institution to take the responsibility to know what takes places.

According to the analysis, it shows that majority of the people agreed that there’s frequent use of
technology to give academic, disciplinary, social data/information to the institution with the
frequency count of 26 respondents with the valid percentage of 74.3%,followed with only 8
respondents with the valid percentage of 22.9% and this indicates that there are people who does
not pay attention to the activities of the university and they need encouragement to be able to use
them and only 1 respondent strongly disagreed with this valid percent of 2.9, therefore since the
highest percentage from the duration of work showed the highest percentage with less than
5years then this respondent might be new so does not know what happens in the university.

According to the analysis from the table above , it indicates that majority of the respondents who
participated in the research agreed that there is use of technology to collect data of the students
uniquely without confusing them and causing interference with others with the frequency of 23
people with the valid percentage of 65.7% , 9 people were not sure of the method they use in
collecting data of the student and this was indicated with valid percentage of only 25.7%, and the
least number of the people that is to say with only 2.9(1 person ) disagreed with the system, this
indicates that the institution uses the system to collect the inform and store the record of the
students uniquely without interfering with others.

From the Table 4.8, the average mean was found to be 3.63 and basing on the legend above, it
means that computerized data collection on Maintenance of Student Records has a high impact
on data collection and with the standard deviation of 1.018. However, data collected from
interviews one said that “They collect the data from the student manually and entered manually
into the computer” From the analysis of the regression, it was seen that in the table below;
Computerized Information Protection (MIS) on Maintenance Student Records
The second objective of this study was to find out the impact of computerized information
protection on maintenance of student records in Nkumba University. Respondents were therefore
asked to give their opinions and the responses were as summarized in the table below.

From the analysis or research the above information was observed where the respondents
agreed that there are unique identifiers used to protect the student records such as passwords and
this was seen by highest number of respondents with the total frequency of 22 (12+10) people
and with the valid percentage of 62.9%(34.3+28.6), followed with those who are not aware of
what happens with the percentage of 31.4% with the frequency of 11 people, and only 2
respondents disagreed where 1 strongly disagreed total , and this indicates that the institution is
using different identifiers to store the information or protect the records.

According to the analysis done, the table above shows that different passwords are used for
protection of the student records, and it was shown with the frequency number of 28 respondents
with the valid percentage of 80%, 5 respondents were not aware of what happens / not sure if the
passwords are used or not and it is indicated with the valid percentage of 14.3%, and only 2
people /respondents disagreed. However from the analysis since the highest number agreed that
the passwords are used, then it is recommended that different passwords are used but the 7
people need to carry out more research about the university/an institution.

The research shows that the student records are limited to the staff who have need to know as
shown with the highest percentage of 71.5%, frequency of 25 respondents out of 35 respondent,
followed with the percentage of 20% with the frequency of 7 people who were not sure about
who the records are limited too and the least population reveals that they disagree that the student
records are not limited to the staff who are in need to know hence the skills needs to be passed to
the rest of the people who are not aware of what happens in the organization, and it is indicated
with only 1 person with the valid percentage of 1.9%.
The analysis reveals that there are backups for students for better protection in order to prevent
loss of records with the highest percentage of 85.7% with the frequency of 30 respondents out of
35, and only 3 respondents were not sure of what happens in an institution a, 2 people only
disagreed with the statement but since the majority agreed that there backups then the remaining
people need to require so that they might be at the same level with others in an organization.

From the analysis on the table above, it shows that there are both paper and computerized data
for better management, and it is indicated with the valid percentage of 83.9%, with the frequency
of 29 people, followed with 11.4% of the total population who were not sure about what happens
in the institution, and the least population of the people with only 5.7%(2) respondents who
disagreed with the system. Therefore it shows that the institution uses both paper and
computerized for data storage or protection and management.

According to the analysis, it reveals that majority of the respondents agreed with the electronic
systems are not centrally managed, designated staff, and it was show with the highest valid
percentage of 67.5%with the frequency of 25 people out of 35, 20% of the respondents were not
sure about the system being centrally managed or not, and 3 respondents disagreed that the
electronic system is not centrally managed and it is indicated with the percentage of 8.6%.

From the Table 4.9, the average mean was found to be 4.07 and basing on the legend above , it
means that Computerized information protection on Maintenance of Student Records had a very
high impact on information protection, and with the standard deviation of 0.98.
However, in conclusion the computerized information security has been determined by the
regression that shows the correlations between the information security and the student records
as shown below in the Table 4.9.1.

Computerized Records Management on Maintenance of Student Records’.

The third objective of this study was to find out the impact of computerized records management
on maintenance of student records in Nkumba University. Respondents were therefore asked to
give their opinions and the responses were as summarized in the table below.
From analysis, it was observed that, 26 people or respondents agreed that the records are clearly
defined with the valid percentage of 74.3%, followed with 6 people who were not sure of
what happens in the institution and it was seen from the analysis of the data , and it was seen
with the frequency of 6 and valid percentage of 17.1%, and only 3 respondents disagreed that the
records are not clearly with the valid percentage of 8.6% defined but this does not have an effect
on the analysis since the majority have agreed that the student records are clearly defined.

It is noted that student records are documented with the frequency of 28 out of 35 respondents
that gives the valid percentage of 80%, only 3 respondents were not sure of what happens if they
are well documented or not and it shown with the valid percentage of 8.6%, and finally 4
respondents disagreed that the student records are not well documented
Therefore, since majority of the respondents had taken only less than 5 years in service then it is
true some are not yet aware of what happens in the organisation.

From analysis, it is observed that, majority of the respondents agreed with the statement that
there is clear complete maintenance, accurate and update of every student records with the total
frequency of 27 out of 35 and with the valid percentage of 77.2%, followed with 14.3%(5)
respondents who were no sure about what happens in an organisation, and the least with 8.6%(3)
respondents who totally disagreed.

From item number 22 it shows that 19 respondents agreed that there is clear definition of the
minimum content of the core student record with the valid percentage of 54.3%, followed with
34.3% with the frequency of 12 respondents who were not sure of what happens in the
institution, followed with % with the frequency of 4 respondents who strongly disagreed.

From the Table 4.10, the average mean was found to be 3.3 and basing on the legend above, it
means that Computerized Records Management on Maintenance of Student Records had a very
high impact on records management, and with the standard deviation of 0.83 as seen above in
table 4.10. In conclusion, it was observed that the records management has very high significant
on student records as seen in the regression table.
However, data collected from interviews one said that “The student records are kept in files,
according to their alphabetical order, year, and among others, and they are kept with the
registrar alone since she is that one who keeps the information of the students.”

Student Records
This section presents how the student records are accessible or updated maintenance of student
records in Nkumba University. Respondents were therefore asked to give their opinions and the
responses were as summarized in the table below.

From the Table above, beginning with item 1, it should be noted that 88.6% agreed that students’
records are accessible only to authorized staff with the frequency of 31 respondents, followed
with 3 respondents with 8.6%, and only 1 respondent with the percentage of 2.9%.
For 25rd item, it should be noted that 22 respondents agreed that there’s adequate space for all the
student records with the valid percentage of 62.8%, followed by 12 respondents who were not
sure of what happens with the valid percentage of 34.3%, then only 1 respondent disagreed with
the statement with 2.9%. Therefore, it was observed that the institution has enough space for
keep the records of the students even though the least dis agreed and not sure.
For 26th item, it should be noted that 24 respondents agreed that there is environmental condition
for the record media with the valid percentage of 68.6%, followed by 7 respondents who were
not sure of what happens with the valid percentage of 20.0%, then only 4 respondents disagreed
with the statement with 11.4%. Therefore, it was observed that there are appropriate
environmental condition for record media system use.

For 27th item, it should be noted that 21 respondents agreed that there’s adequate space for all the
student records with the valid percentage of 60%, followed by 11 respondents who were not sure
of what happens with the valid percentage of 31.4%, then only 3 respondents disagreed with the
statement with 8.6%. Therefore, it is observed that the institution provides personal references
for a certain limited time as shown by the highest percentage.

For 28rd item, it should be noted that 29 respondents agreed that the student records are stored,
and retrieved quickly and easily with valid percentage of 82.9%, then 4 respondents disagreed
with the statement with the valid percentage of 11.4%, then finally with only 2 respondents with
the valid percentage of 5.7% Therefore, it was observed that student records are easily and
quickly retrieved from the system.
For 29rd item, it should be noted that 19 respondents disagreed that there’s misuse of records such
as un authorized access to or alternation of records with the valid percentage of 54.2%, followed
by 10 respondents who agreed of what happens with the valid percentage of 28.5%, then only 6
respondent were not sure with the statement with the valid percentage of 17.1%. Therefore, it
was observed that there is misuse of records such as unauthorized access to or alternation of
records.
From the Table 4.11., the average mean was found to be 3.9 and basing on the legend above, it
means that Student Records had a high impact on Student records, and with the standard
deviation of 0.89

SYSTEM DESIGN AND IMPLEMENTATION

In order to design a system that could facilitate the capture, storage and retrieval of customers’
room records, the data collected was analyzed to determine the best way it could be stored and
retrieved through using the Entity Relationship Model and Data Flow Diagrams and therefore the
basic requirements for the design of the student records management system are:

 Every user should have their own identity

 Login facility.

 User can update his/her personal information and can view the notice, results, placement
and exam section updates etc.

 Faculty, placement and exam sections can update any of the information.

 System Requirements

In order for the system to perform as expected, the following system specification for hardware
and software, security and operations are required.
Table 4.5.1 System Requirement
Hardware Requirement Software Requirement

Processor Pentium Operating system Windows 7, 8, 10

Memory 64 RAM Application Environment Visual basic

Disk space 30 GB Microsoft office Microsoft access 2010

During the analysis of the student records management system at Livingstone, the following
methods were used to capture information about how the system is done, the data needed, and
how it flows from one department to another;

Methods used include the following;

 Questionnaire

 Interviews

How the System Works

The student process was operating manually with a registration form, which is filled by the
potential resident and handed into the registrar. The registrar then receives the hard copies of the
documents of the student and keeps only the hard copies without scanning them and have the soft
copies.

The registrar records the documents and keeps it for further references.

Limitation of Student Record Processing

 It was time consuming as students had to meet the registrar to hand in the hard copies.

 Students sometimes lost their forms like medical forms

 Follow up of records was difficult because of paper files which is time consuming

 A lot of paper work

How the Information was stored

Mostly manually; it was captured on forms and stored in a file especially for newly student.

The information flows

 By physically carrying the written information

 It was verbal

 It was by use of registration forms, student requests

Problems encountered in the storage of customers and during Data collection

 When stored in large files information retrieval was difficult, since they are many
students so it has to take some.

 The problems encountered during the early stage of the project study were;

 The accessibility to the DVCAA was difficult by the nature of the administration,
however later I was allowed to collect the information about the student records
management.

 The staffs of Livingstone were afraid of the fact that their confidential information will be
used by the administration and affect them by losing their jobs. i explained to them that
the research will help to improve on the storage and performance of the University.

Problems Encountered During System Design

 Limited time due to confusion of doing two things at a time that is to say Dissertation and
project and later confirmed to combine which affected a lot.

 The application programs used were new to use, so it needed to learn first which
consumed a lot of time.

Benefits of the proposed system

 There shall no confusion and misallocation of resources since the system enforces
standards and security.

 Student records are now easy to retrieve and update hence saving time
  Efficiency will be achieved of minimized data loss.

SYSTEM DESIGN
System Design
The design of the system will be accomplished by the use of the following techniques;
This deals with data flow diagram, detailed flow graph, requirement analysis, and the design
process of the front and back end design of the student record management system.

DATA FLOW DIAGRAM.

A Data Flow Diagram (DFD) is a graphical representation of the “flow” of Student Record
System. A data flow diagram can also be used for the visualization of Data Processing DFD
shows the interaction between the system and outside entities.
This context-level DFD is then “exploded” to show more detail of the system being modeled.
A DFD represents flow of data through a system. Data flow diagrams are commonly used during
problem analysis. It views a system as function that transforms the given input into required
output. Movement of data through the different transformations or processes in the system are
shown in Data Flow Diagram of Fig. 3.
This paper mainly focuses on the managing the information of the students, faculty, placement
cell information, exam section, related information of the college which is maintained by the
college administration through various levels of controlling. The function of the individual
entities will be explained in detail in the flow graph.

DETAILED FLOW GRAPH

The detailed flow graph is shown in Fig. 4 . The design of the student information management
system includes the design of the home page which provides the way for all the students, staff
and other user to access the SRMS. Every user of the SRMS has a unique username and
password provided by the web master of the college. The home page mainly contains a login
form through which a new user can register, or an existing user can login to the system by
entering the username and password provided by the web master.
Data Flow Diagram

Figure 4.1 Data Flow Diagram

This paper mainly focuses on the managing the information of the students, faculty, placement
cell information, exam section, related information of the institution which is maintained by the
institution administration through various levels of controlling. The function of the individual
entities will be explained in detail in the flow graph.
DETAILED FLOW GRAPH
The detailed flow graph is shown in Fig. 4 . The design of the student information management
system includes the design of the home page which provides the way for all the students, staff
and other user to access the SRMS. Every user of the SRMS has a unique username and
password provided by the web master of the college. The home page mainly contains a login
form through which a new user can register, or an existing user can login to the system by
entering the username and password provided by the web master.
 Figure 4.2
Detailed Flow Diagram
Figure 4.2 Data Flow Diagrams
STUDENT:
The student is of center focus, because in every college student plays the very important role.
Student can access the information of the college, course details, subject details, faculty details,
training and placement cell information and exam section information. The course details include
information regarding branch he is studying, the academic curriculum of the college, year wise
subject offered by the branch, the subject details include the syllabus of the subjects, information
regarding the staff handling the subjects, the subjects he presently registered for the semester
she/he is presently studying, attendance and internal marks of the subjects, he can also ask any
queries to the staff regarding the subjects. The placement details include the information about
the companies, the eligibility criteria for attending recruitment of the companies, the process of
recruitment, the date and time of the recruitment. The placement lockup updates the students’
information who got selected for a company. The exam section details include the internal and
external time tables, the room allocation for the exams; it also contains the semester end results.
GRADE:
The student grade enables the administrator to enter the grades of the student like the course unit;
code credit unit of the course and the earned points of it hence compute the GPA of the Semester.
FACULTY
The administrator is responsible for entering the new student, promoting the student from one
class to another, from one semester to another and from one year to another. Managing the
student accounts like any changes regarding to the name, address etc. The administrator also
manages the faulty accounts like entering a new faculty, assigning the faculty to the subjects. The
administrator also updates the college related information like calendar of events, information
regarding any other events that occur in the college. The administrator will check the all the
updates i.e. student updates, faculty updates, exam updates etc. The administrator has the highest
level of power in the student information system.

Data Design (Entity Relationship Diagram)

The diagram below shows the entity Relationship diagram that shows the primary and the
foreign constraints.
Figure 4.3 Entity Relationship Diagrams

FUNCTIONAL REQUIREMENTS
Student record management system aims to improve the efficiency of Student information
management, and the main function is managing and maintaining information.
NON- FUNCTIONAL REQUIREMENTS
 Enabling the university administration to have access to students records
 Capture the details of the student, faculty department, course and among others
 Retrieve the students personal data and all the records
 Capture the details of the student academics such as UCE, UACE, and Other
 qualifications.
 Enable the attributes that concern the student, faculty and among others.
 Enable proper flow of information from one department to another for example the
admission to academic registrar
 Ensure the security and privacy of both administration and student’ data
 Help the student to know the numbers, details, and the faculty he/she belong.

Performance Requirements:
The proposed system that we are going to develop will be used as the chief performance system
for helping the organization in managing the whole record of the student studying in the
organization. Therefore, it is expected that the record would perform functionally all the
requirements that are specified.
Safety Requirements:
The database may get crashed at any certain time due to virus or operating system failure.
Therefore, it is required to take the database backup.
Security Requirements:
We are going to develop a secured database. There are various categories of people namely
Administrator, Student who will be viewing either all or some specific information from the
database. Depending upon the category of user the access rights are decided. It means if the user
is an administrator then he/she can be able to modify the data, append etc. All other users only
have the rights to retrieve the information about database.
Student Record Management System Design
It is fair to say that database play a critical role in almost all areas where computers are used,
including business, electronic commerce, engineering, medicine, law, education, and library
science. Therefore, a database is collection of a related data. A database has the following
implicit properties:
 A database represents some aspect of the real world, sometimes called the mini-world or
the Universe Of Discourse (UOD) changes to the mini world are reflected in the
database. A database is a logically coherent collection of data with some inherent
meaning. A random assortment of data cannot correctly be referred to as a database.
  A database is designed, built, and populated with data for a specific purpose. It is an
intended group of users and some preconceived application which these users are
interested.
 Database Management System (DBMS) is a collection of programs that enables users to
create and maintain a database. DBMS is a general –purpose software system that
facilitates the process of defining, constructing, manipulating, and sharing database
among various users and applications.
 Defining a database involves specifying the data types, structures, and constraints of the
data to be stored in the database. The database definition or descriptive information is
also stored in the database in the form of dictionary; it is called Meta data constructing
the database is the process of storing the data on the storage medium that is controlled by
the DBMS.
 Manipulating a database includes functions such as querying the database to retrieve
specific data, updating the database to reflect in the mini-world, and generating reports
from the data. Sharing a database allows a multiple users and programs to access the
database simultaneously. Application program accesses the database by sending queries
or request for data to the DBMS.
 A query typically causes some data to be retrieved; a transaction may cause some data to
be read and some data to be written into the database.
Table 4.6.5.7 Physical Database Design
Table faculty
Attribute Data type Constraint
Staffid Text Primary key(required)
Course Code Text
Departmentid Text Foreign key
Staff_Gender Text
Staff_Name Text
Staff qualifications Text
Qualification copies Attachments
It shows which type of the information is captured on the department and this include Staff ID,
Course code, Department, Gender, Staff Name, and Qualifications shown in the shot below.
Table Course
Attribute Data type Constraint

Courseid Text Primary key

Course Description Text

Course Name Text

Credits Text

Departmentid Text Foreign key

Semesterid Text Foreign key

The Table above shows the details of the course that includes course ID, course Description,
Credits, and Department Semester ID as shown above.

Table Grade
Attributes Data type Constraints

Student id Text Primary key

Course unit Text

Credits Number

Credits earned Number

Grade points Calculated

Code Text

Total Credits Calculated

Semester GPA Calculated

The table above shows the details how the grades are determined at the institution, it is
represented with the table above.
Table Semester
Attributes Data type Constraint
 Semesterid Text Primary key

Semester Name Text

Academic Year Date/Time

Table student
Attribute Data type Constraint

Student id Text Primary key(not null)

First Name Text

Last Name Text

DOB Date/Time

Gender Text

Nationality Text

Mobile phone Number

Degree type Text

Degree level Text

The table above shows the details that is found in the student form where, it shows what a
student is required to fill in as shown in the table and represented in the figure below.
IMPLEMENTATION, TESTING, AND VALIDATION
The system will be implemented by using the following programming languages and software’s;
 Microsoft access 2010
  Sql:
SQL stands for Structured Query Language. SQL lets us access and manipulate databases. SQL
is an ANSI (American National Standards Institute) standard. SQL can execute queries against a
database, retrieve data from a database, insert records in a database, update records in a database,
delete records from a database, create new databases, create new tables in a database , create
stored procedures in a database, create views in a database, set permissions on tables, procedures,
and views.
 System Testing and Validation

 System Testing
The system will be tested by running it to see, if it is achieving what it will do.
 System Validation
It will be validated by
 Calling on the students who are the main users of the system to use the system and find out if
it really achieves their expectations
 Determining validation activities that is, details that will be required for each of the steps in
the validation process.
PRESENTATION AND EXPLANATION OF THE SCREEN SHOTS
HOME PAGE
This page provides information about the student management system, students’ information,
faculty, course grade and department as represented below in screenshot.

Figure 4.4 Home Page

Screenshot of Department
It shows which type of the information is captured on the department and this include department
ID, Name, school, category and among others as shown in the shot below.

Figure 4.5 Department

4.10.3 Screenshot of Faculty

It shows which type of the information is captured on the department and this include Staff ID,
Course code, Department, Gender, Staff Name, and Qualifications shown in the shot below.
Figure 4.6 Faculty
This Screenshot shows the page of grading with different semesters where an administrator
selects the one to fill as shown below.

Figure 4.7 Grades / Result

This Screenshot shows the page of Students with different fields that needs to be filled and the
information from the students as shown below.

Figure 4.8 Student

It shows which type of the information is captured on the department and this include Course ID,
Course Description, Credits, Department ID, and Semester ID as shown in the shot below.

Figure 4.9 Course.

The figure above shows the details of the course that includes course ID, course Description,
Credits, and Department Semester ID as shown above.
 CHAPTER FIVE:
DISCUSSION OF FINDINGS, CONCLUSION AND RECOMMENDATION

Introduction
This chapter presents the discussion of findings, conclusions, and recommendations arising from
the study objectives which where; to improve on data collection, information protection, improve
on records management (MIS) on maintenance of student records’. At the end of the discussion
are the conclusions about the study and finally, the recommendations for further research.

Discussions of the Findings

Under this section, a number of studies are presented that are either in support of the findings or
are contrary to the findings. This has helped in arriving at the conclusion of the study. The
discussions are presented below under each objective.

Computerized Data Collection and Student Records

From the findings in chapter four, it was noted that majority of the respondents agreed that
there’s an impact of computerized data collection on maintenance of student Records. It is seen
with the percentage of both strongly agree plus agree with the percentage of 65.7%. In reference
to Sharapova (2014) who explained that all duplicates, multiple entries and irrelevant papers
were removed; remaining papers were scanned for the information of interest. ( D. I. (2002).
Computerized Data Collection and Analysis. Computerized Data Collection and Analysis.
Retrieved June 12, 2016, from http://www.public.asu.edu/~ferigabi/

Computerized Information Protection and Student Records

The Findings under this objective proved that the respondents strongly agree that Different
passwords / serial numbers are used for protection of the student records in order to access the
information easily for identification and recording shown with the percentage of 80%. In
reference to W. K. Takramah, W. K., Atiwoto. (2015)., Student Database System for Higher
Education: A Case Study at School of Public Health, University of Ghana. America Journal of
Software Engineering and Applications. Vol. 4, No. 2, pp.23-34 explained that student records
should be protected through keeping the information in multiple media devices including
handwriting, print microfilm, computer’s main memory, magnetic tape, cassette, disk or
diskette, and must be given different passwords and identifiers for easy access, D. I. (2002).
Computerized Data Collection and Analysis. Computerized Data Collection and Analysis.
Retrieved June 12, 2016, from http://www.public.asu.edu/~ferigabi/

Computerized Information Management and Student Records

The Findings under this objective proved that the respondents strongly agree that Student Records
are well documented in order to be used for further studies and references as shown with the
percentage of 80%. However, from the interviews one said that “They keep the student records
in files for references and further use or evidence”.

Therefore, from my observation, they keep files of the students manually and further use. In
reference to student records manual prepared by University of South Florida(Office of the
registrar , the creation and maintenance of records relating to the students of an institution are
essential to managing, providing , controlling the student academic progress and measuring
their achievement both institution after they leave the institution hence, the student record
must be identifiable or identifiers that relate to a student include name, student ID, address ,
family member names a list of person characteristics.

Therefore, student records should be maintained in multiple media including handwriting, print
microfilm, computer’s main memory, magnetic tape, cassette, disk or diskette. According to
Wisdom Kwami Takramah, Wisdom Kwasi Atiwoto. Student Database System for Higher
Education: A Case Study at School of Public Health, University of Ghana. America Journal Of
Software Engineering and Applications. Vol. 4, No. 2, 2015, pp.23-34

Conclusion
From the findings and the discussion, the study makes the following conclusions: For objective
one, the researcher comes to the conclusion there is need to improve on the data collection since
the university is using manual system of working one per one student that consumes time.

Secondly, the researcher came to the conclusion that the student records needs to be identified
differently for easy retrieval and accessibility for improvement on the transparency.
From the analysis of the research (interviews and questionnaire), it evident that student records
are kept with only one person (registrar) where the rest of the management are not sure how the
information is protected and identified, therefore there’s need for transparency and sharing of the
passwords for better management of the records especially when one person disappears.

Efficiency and profitability

This research was undertaken with the main objective to improve on the student records
management system from the academic department, and allows the administrator to quickly to
capture and record them to the department to departments, eliminate errors caused by sloppy
handwriting, and also enable the retrieval of the history from the system.
This system has been able to improve time taken in the acquiring, capturing walking in office,
congestion in office and among others, retrieve data stored in the data stores e.g. for changes.
The fact that data is easily retrieved, time wastage is reduced and customers are served quickly.
This improves on the number of customers served in a particular time and also increases the
profits of the resort.

Manpower
This system requires less manpower to operate at the waiting and reception departments than the
previously used manual system because the time taken to retrieve data is on average less than the
time previously taken. The system also requires less manpower to manage historical records
since it’s automated to do this.

Accuracy
This system increased on the accuracy in a number of areas: through data validation verification
procedures, the system controls human errors to a minimum. Since the data is validated as it is
entered human errors are greatly reduced.

Limitations
The major limitation of the system is that, though processing has been computerized, input to the
system is still manual. This means that not all the merits of a fully computerized system have
been fully achieved.

Therefore, information is an essential tool many schools and other organization use to advance
decision making. Large amount of student’s data is generated either manually or electronically
on daily basis. When population of student in a school is less than a hundred, the manual system
can work perfectly but it is not the best method of managing records of students. The manual and
disintegrated electronic systems have numerous disadvantages because these methods of
capturing and managing data about students are prone to data inconsistency, data redundancy,
difficult to update and maintain data, bad security, difficult to impose constraint on various data
file and difficult to backup.

An integrated student database system provides practical solutions to address problems

associated with manual system. In order to assess the performance of the school and students’
overtime, there is the need to use past records of students without any missing data. The
computerized student information system which captures and maintains longitudinal data of
students would provide an accurate and reliable data about current and past students. The system
is free of errors and very efficient and less time consuming due to the care taken to develop it.
All the phases of software development cycle are employed and it is worthwhile to state that the
system is very tough. Provisions made for future development in the system.

Recommendation
The recommendation arising from the student Management System process analysis and design
is that computerized system is an important advance that will benefit the academic personnel,
students through the following;

The first recommendation is that the administration of student management system allow the
computerized system, because it will on be saving time, and creation of transparency of the
administration

The third recommendation is that the administration of Nkumba university would allow the
computerized system, because checks on the resources like papers, and not the records
management by one person but can be management by many for example if the person who
knows the password dies, no one else with the record hence it’s need in the university hence
highly recommended.
Finally, the use of the student management system will need the experts to train the users before
they can begin using hence its recommendation.

Further studies: Since student information system is very broad, the scope of this project covers
only a small aspect of student information system due to the fact that the stipulated one month
within which the project is expected to be executed is too short. Students who are interested in
building information system should be encouraged to work on other aspect of student
information system in that all the available related student information system could be linked
together. The department of Academics should add programming to the courses offered and it
should be made compulsory and run for both semesters. Health informatics students should be
encouraged to work in a team to develop a software application system so that they will be well
equipped with database and programming skills. This move will go a long way to help them do
their project without any difficulty. This report could be useful to any person who wants to do
project on similar topic.
References

Basse, S., Okodoko, D., & Akpanumo, U. (2009). African Research Review. Information
Communication Technologies in the Management of Education for Sustainable Development in
Africa,3, 414-428.

Bunoti, S. (2004). The quality of higher education in developing countries needs professional
support .

C.R, Kothari. (2004). Research methodology methods and techniques. (Second ed., p. 100).
India: NEW AGE INTERNATIONAL (P). DOI: www.newagepublishers.com

Carcary M, Long G and Remenyi D (2007) “The Implementation of a New Student Management
Information System (MIS) at an Irish Institute of Technology – An Ex Post Evaluation of its
Success” The Electronic Journal Information Systems Evaluation Volume 10 Issue 1, pp 31 - 44,
available online at www.ejise.com

Chifwep, V. (1995).Managing records at school level. National Education Statistical

Information Systems.

Data Protection Principles in the Personal Data (Privacy) Ordinance from the Privacy
Commissioner’s perspective (2nd Edition) Website: www.pcpd.org.hk Enquiry Hotline: (852)
2827

Eudra, L. (2001). The rules governing medicinal products in the European union . Computerized
Systems, 4

Gregor, S. (2002). A theory of theories in information systems. In S. Gregor and D. Hart (Eds.),
Information Systems Foundations: Building the Theoretical Base. Australian National
University, Canberra, 1-20.
Guidelines for Postsecondary Institutions for Implementation of the Family Educational Rights
and Privacy Act of 1974 as Amended, American Association of Collegiate Registrars and
Admissions Officers, Revised Edition 1995.

International Journall of Economy, Management and Social Sciences Vol (1), No (1), December
2012, pp. 1-18 http://www.waprogramming.com

Journal of Research Practice, 2(2), Article D1, (2006). Benfield, J. A., & Szlemko, W. J. (2006).

MILSTD498 (1994) Software Development and Documentation U.S department of Defense.

MoREQ (2001) Model Requirements for the Management of Electroni Records Cornwell Mana
gement Consultants http://www.cornwell.co.uk/moreq.html NA

Paul C. Hewett, Annabel S. Erulkar and Barbara S. Mensch (2003) the Feasibility of Computer-
Assisted Survey Interviewing in Africa: Experience from Two Rural Districts in Kenya No.168

R., F. Lehner, M., & F., L. (2006). Perspectives on knowledge management systems theoretical
framework and design of an empirical study. Management Information Systems III

Rope, M. (1999). Managing public sector record. United Kingdom: International Records
Management Trust Retrieved from http://www.irmt.or

Shaw, A., & Shaw, D. (2006). Electronic Records Management Criteria and Information
Security. Australian Information Warfare and Security Conference,7th. Retrieved March 19,
2015, from http://ro.ecu.edu.au/isw/

State of Florida General Records Schedule GS5 for University/Community College Records,
March 1996.

Wokocha, C., & Adebayo, E. (2006). A Guide to Establishing Management Information System
in Tertiary Institutions in Nigeria. European scientific journal,8(14), 12-12.
C. Y. (2014). Design and Implementation of Students' Information Management System. Student
Information Management System, Microsoft Office Access, 103-107. Retrieved May 12, 2016.
Appendix II

I am, ................., a student of Nkumba University pursuing a Bachelor of Science in Information

Technology, as required by the university, I am carrying out research on student Record
management system in Nkumba University to this study, and you are kindly requested to
complete the questionnaire as honestly as possible. You can sign below as sign that you have
consented.
Thank you.
Signature for respondent

………………………………….

SECTION A: DEMOGRAPHIC DATA.

For this section, tick in the appropriate box.
1. SEX:
1. Male 2. Female
2. AGE:
1.20-30 2. 31-40 3.41-50 4. above 50
3. QUALIFICATION:
1. Certificate 2. Diploma 3. Degree 4. Masters 4. PHD
4. MARITAL STATUS:
1. Single 2. Married 3.Separate 4. Divorce 5. Widowed
5. DURATION OF EXPERIENCE:
1. Less than 5years 2. 6-10 yrs. 3. above 10years
6. OCCUPATION:
1. Student 2.Lecturer 3. Assistant Administrator 4.Administrator
5. Top management
Section B:

Information: For items under this section, please grade your opinion by ticking only one of the
options ranging from (5-1), 5 being the highest, and 1 the lowest. Key:

Strongly Agree (SA) = 5, Agree(A) = 4, Not Sure (NS) = 3, Disagree(D) = 2, Strongly

Disagree(SD) = 1

Computerized Data Collection. (CDC)

S/N Statements/Items 5 4 3 2 1

7 I collect the student’s document such as admission and enrolment

electronically.(CDC1)

8 I collect payment of non-academic disciplinary proceedings

electronically.(CDC2)

9 There is use of technology to record the student documents for

individual and consumer services provided by the institution like IT
support services, careers, and employment services.(CDC3)

10 The computerized data collection programs undertaken has increased

academic progress and performance awards.(CDC4)

11 There is frequent use of technology to give academic, disciplinary,

social data/information to the institution.(CDC5)

12 There is use of technology to collect the data of the students uniquely

without confusing them and causing interference with others.
(CDC6)

Computerized Information Protection. (CIP)

13 Unique identifiers are used to protect the student records (CIP1)

14 Different passwords are used for protection of the student records in

 order to access the information.(CIP2)

15 Student records is limited to the staff who have need to know.(CIP3)

16 There are backups for the student records for better protection in order
to prevent loss of records.(CIP4)

17 There are paper and computerized data /information protection for

better management. (CIP5)

18 The electronic systems are not centrally management, designated staff,

and then should have back- up copies to prevent loss.(CIP6)

Computerized Records Management. (CRM)

19 Student records are clearly defined.(CRM1)

20 Student records are well documented.(CRM2)

21 There is clear complete maintenance, accurate and update of every

student records.(CRM3)

22 There is a clear definition of the minimum content of the core student

record in the institution.(CRM4)

23 There is provision of information on the student’s academic

performance and award to potential students.(CRM5)

Student Records. (SR)

24 Student records are accessible only to authorized staff.(SR1)

25 There is adequate space for all the student records which need to be
produced.(SR2)
 26 There is an appropriate environmental condition for the record
media/system use.(SR3)

27 Student records provide personal references for a certain limited time

after the student leaves the institution.(SR4)

28 Student records are stored, and retrieved quickly and easily.(SR5)

29 Student records are indexed for identification.(SR6)

Moderating Variables. (MV)

30 There is loss of control over the creation and use of records.(MV1)

31 There is loss of control over access ·(MV2)
32 The existence of different versions of the same information and the
absence of a definitive or authentic record. (MV3)
33 The loss of contextual information, such as the originator and the date
of creation.(MV4)
34 The ease with which electronic records can be manipulated or changed.
(MV5)
35 There is technology-related difficulty in retrieving records. (MV6)
36 The misuse of records, such as unauthorized access to or alternation of
records. (MV7)
Thank you so much for your cooperation

May God Bless You abundantly

Appendix III:

Questionnaire for Improving On Management Information System On Student Records

I am a student of Nkumba University Department of Information Technology. I am, currently

undertaking a Research/project that will lead to an award in a Bachelors Degree. Any help
rendered to me will be of great use and will be highly utilized.

Research Information
S/ Question Answers
N
1 Name

2 Job title
3 Phone number (optional)
4 How do you make keep records currently? (Tick one)  Manual
 Computerized
5 How does it work?
6 How is the student’ personal data captured?
7 How is the information stored after it is captured?
8 How is the information captured and stored identified.
9 What challenges do you face when collecting and retrieving
data from the current system of the students
10 What are the general limitations of the current student system
11 Do you think the computerized student management system
will improve the effectiveness of the work

12 What are the recommendations of using the computerized

student management system for capturing, storing and
retrieving of the results

Thanks a lot