AN AUTOMATED TRANSCRIPT GENERATING SYSTEM

BY

KALU CHIBUZO DAVID

MOUAU/CMP115186455

DEPARTMENT OF COMPUTER SCIENCE

COLLEGE OF PHYSICAL AND APPLIED SCIENCES
MICHAEL OKPARA UNIVERSITY OF AGRICULTURE,
UMUDIKE

.-J

- r '-
- I - _-

JANUARY, 2020
AN AUTOMATED TRANSCRIPT GENERATING SYSTEM

BY

KALU CHIBUZO DAVID

MOUAU/CMP/15/86455

DEPARTMENT OF COMPUTER SCIENCE

COLLEGE OF PHYSICAL AND APPLIED SCIENCES
MICHAEL OKPARA UNIVERSITY OF AGRICULTURE,
UMUDIKE

*
¼) as
_-,. '

-
JANUARY, 2020
 AN AUTOMATED TRANSCRIPT GENERATING SYSTEM

BY

KALU CHIBUZO DAVID

MOUAU/CMP/15/86455

DEPARTMENT OF COMPUTER SCIENCE

COLLEGE OF PHYSICAL AND APPLIED SCIENCES
MICHAEL OKPARA UNIVERSITY OF AGRICULTURE,
UMUDIKE, ABIA STATE — NIGERIA

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR

THE AWARD OF THE BACHELOR OF SCIENCE (B.Sc) DEGREE
IN COMPUTER SCIENCE

SUPERVISED BY: MR. ENEFIOK ETUK A.

JANUARY, 2020
 CERTIFICATION

This is to certify that this project titled "An Automated Transcript Generating System" was
written by me Kalu Chibuzo David with Registration Number MOUAU/CMP/15/86455
under the supervision of Mr. Enefiok Etuk A. have been approved by the Department of
Computer Science, Michael Okpara University Of Agriculture, Umudike, in partial
fulfillment of the requirements for the award of Bachelor of Science (B.Sc) degree in
Computer Science.

Kalu Chibuzo David

Student Signature Date

0
Mr. Enefiok Etuk A.
Supervisor Signature 'Dat

Marc N. Ogbuagu; Ph.D 10 22c

Head of Department Signature Date

External Examiner
Signature Date
 DEDICATION

I dedicate thi; seminar work to God Almighty for His love and grace towards me
throughout t is period, God over everything, Believe.
 ACKNOWLEDGEMENTS

I want to tha ik God Almighty for his infinite grace and wisdom He gave to me during my
research wor:, indeed He is a mighty God.

To my wond rful supervisor Mr. Enefiok Etuk A. whom God used to successfully see that
this work is r otjust a dream but a reality, I cant thank you enough.

I will not fai. to thank my Head of Department Marc N. Ogbuagu; Ph.d and the entire staff
and lecturers in Computer Science department for all your assistance and help. God bless
you all.

My heart goc s out to my God given parents Elder and Mrs. Alum David for their moral and
financial sup )ort all through my academic life, am forever indebted you both.

iv
$

TABLE OF CONTENTS
Title page
Certification ii
Dedication iii
Acknowledgments iv
Table of Contents v
List of Figurs viii
Abstract ix

CHAPTER DNE

INTRODIJC [ION

1.0 Introduction

1.1 Back ground Of The Study 3

1.2 Statenent Of The Problem 3

1.3 Objective Of The Study 4

1.4 Scop Of The Study 4

1.5 Significance Of The Study 5

1.6 Lirni ations Of The Study 5

1.7 Defilition Of Terms 5

CHAPTER TWO

LITERATU E REVIEW

2.0 The Concept Of Computer Systems 9

2.1 The e1evance Of Computer Systems In Data Processing 13

2. 1 .1. Corn outer Data Processing 13

2.1.2 Data Analysis 14

2.1.3 Processing 14

2.2 Prob1ems Associated With Data Processing 15

V
2.3 Forrnts Of Transcripts 15

2.4 The Features Of Transcript Processing 16

2.5 Com uter Systems And Transcript Processing 16

2.6 Modes Of Transcript Processing 16

2.7 Facto s Determining The Methods Of Transcript Processing 17

2.8 Transcript Processing Stages 18

2.9 Transcript Processing Techniques 18

2.10 Result Transmission 19

2.11 Centralised Result Processing 20

2.12 Deceiitralised Result Processing 20

CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.0 Introduction 22
3. I D sign Approach
3.1.1 UML Diagrams Used 22
3.1.2 Fl wchart of the Automated Transcript System 23
3, 1.3 U e Cases for the Automated Transcript Generating System 23
3.1.4 Factors in the Automated Transcript Generating System 24
3.1 .5 Aitomated Transcript Generating System Use-Case Diagrams 24
3.1.6 S)stem Scenarios 25
3.1.6.1 Lcgin 25
3.1.6.2 Rgister 28
3.1.6.3 Aid User 29
3.1.6.3 Curses 31
3.1.6.4 Result 32
3.1.6.5 DwnIoad Transcript
3.1.6.7 Bio Data 34
3. 1 .7 S) stem Activity Diagram 35
vi
3.2 Th Transcript Generating System Interface Design 36

3.2. 1 ln)ut Design 36

3.2.2 Ou:put Design 36

3.2.3 Foirns, Reports And Screens 37

3.3 Daiabase Design 37

3.4 Decription of Tables in the Database 38

CHAPTER ]OUR

IMPLEMENTATION
4.0 CHOI E OF PROGRAMMING LANGUAGE 39

4.1 Progrim Modules 40

4.1.1 Login Module 40

4.1.2 Add User Module 41

4.1.3 Course Module 41

4. 1 .4 Dowr load Transcript Module 42

4.l. ResuL Module 42

4.2 Syste n Requirements 43

4.3 Syste n Requirements 44

4.4 Syste n Deployment 45

CHAPTER 'IVE

SUMMARY CONCLUSION AND RECOMMENDATIONS

5.1 Summary 46

5.2 Concusion 46

5.3 Recommendation 46

RE FEREN( ES

APPENDIX

vH
 LIST OF FIGURES

Fig 1 . 1: A Sample Transcript of a Student Taking 5 A Levels Subjects 8

Fig. 2.1: Centralized Data Processing 20

Fig 2.2: Decentralized Data Processing 21

Fig 2.3: Distributed Data Processing 21

Fig. 3.1: Flowchart diagram of the automated transcript generating system 23

Fig 3.2: Diagram Showing Actor (Student) and its Use Case 24
Fig 3.3: Diagram Showing Actor (Admin) and its Use Case 25
Fig 3.4: Sequence Diagram for Log Use-Case 27

Fig 3.5: Sequence Diagram for Register Use-Case. 29

Fig 3.6: Sequence Diagram for Add User Use-Case. 30
Fig 3.7: Sequence Diagram for Register Course Use Care 31

Fig 3.8: Sequence Diagram for Result Use Care 32

Fig 3.9: Sequence Diagram for Download Transcript Use-Case 33

Fig 3.10: Sequence Diagram for Bio Data Use-Case 34

Fig 3.1 1: Activity diagram showing activities involved in the automated
transcript generating system. 35

Fig 3.12: Screen shot showing a login form in the system. 37

Fig 3.13: Database design showing the tables in the automated transcript
Generating system. 38

Fig 4. I: Screenshot showing the Login Module 40

Fig 4.2: Screenshot showing the Add User module 41
Fig 4.3: Screenshot showing The Course Module 42
Fig 4.4: Screenshot showing The Result Module 43
Fig.4.5: Screenshot showing a partially generated student transcript 44
 ABSTRACT

An Autornatd Transcript Generating System is a software solution, which allows on

institution (University) to register courses, upload examination results and generate
students trar script via an online environment. This can be done through the Internet,
Intranet and1or Local Area Network environments. Some of the problems faced by
manually iss iing transcripts are delays in result processing, filing problems, filtering of
records, high chances of loss of students' records and also, difficulty in record searching.
Maintenance of the system is also very difficult and takes lot of time and effort. PHP will
be used as t e server-side programming language to achieve the project because of its
flexibility anil robustness; Mysqi will be used as the database management system, while
HTML/CSS viii be used for the design/presentation of the user interface (Forms).
 CHAPTER ONE

INTRODUCTION

1.0 INTEODUCTION

There were three fundamentally distinct education systems in Nigeria in 1990: the Indigenous
system, Qurnic schools, and Formal European-style education institutions. In the rural areas
where the m ijority lived, children learned the skills of farming and other work, as well as the
duties of adL lthood, from participation in the community. This process was often supplemented
by age-based schools in which groups of young boys were instructed in community
responsibilities by mature men. By the 1970s, education experts were asking how the system
could be integrated into the more formal schooling of the young, but the question remained
unresolved 1y 1990. Western-style education came to Nigeria with the missionaries in the mid-
nineteenth cntury. Although the first mission school was founded in 1 843 by Methodists, it was
the Anglican Church Missionary Society that pushed forward in the early I 850s to found a chain
of missions md schools, followed quickly in the late 1850s by the Roman Catholics. In 1887 in
what is now Southern Nigeria, an education department was founded that began setting curricula
requirernent and administered grants to the mission societies. By 1914, when north and south
were united into one colony, there were fifty-nine government and ninety-one mission primary
schools in de south; all eleven secondary schools, except for King's College in Lagos, were run
by the missions.

The education system focused strongly on examinations. In 1916, Lord Frederick Lugard, the
first govern r of the unified colony, set up a school inspectorate. Discipline, buildings, and
adequacy o teaching staff were to be inspected, but the most points given to a school's
performance went to the numbers and rankings of its examination results. This stress on
examinations was still used in 1990 to judge educational results and to obtain qualifications for
jobs in government and the private sector.

As more in'ormation is made available in a variety of formats and media and in a variety of
locations, the need to manage information/data efficiently becomes more and more critical. Both
staff and Pu )lie users want access to stored information and want to access it more efficiently. It

1
is the University Policy to improve both the efficiency and effectiveness of course registration
and result p ocessing operations and services through the implementation of an integrated
automated database system.

In a higher irstitution, a student transcript is a record of the courses taken by the student and the
grades earne I throughout the student's stay in the institution. It is a complete record of the
student's education coursework, grades and quality points a student has earned in his stay in the
institution. T anscripts provide a standard format for recording all, study activities carried out by
students. It s an essential tool for academic recognition. When planning to further ones
education afbr their first degree, the need to present ones certified transcript arises. A certified
transcript is me that has been certified as a true copy of the original by someone in the issuing
institution wio has the authority to do this, such as the Academic Registrar. This transcript
enables the F igher level of education to access the students' ability and thus grant or not grant
them admission to their institutions. Also when school graduates search for jobs, they are
sometimes aked to provide their transcripts, for it is an excellent way to judge the student's
performance in school. The need for graduates to have their transcripts cannot be
overemphasi ed because when the college admissions officer concerned with admissions into
institutions of much higher learning obtains such transcripts, he will look at:

i. The grade point average (GP A) and class rank of the student.
ii. The types of classes the student enrolled in.
iii. How consistent the student's GPA was. When schools are looking for desirable
candilates, they want to see that students are willing to work hard, and maintaining a
high rade point average shows that. Schools also like to see GPA improvement.
iv. The i umber of pass/fail classes the student took. Earning a passing grade in these classes
is often considered a D by colleges. It is necessary to avoid pass/fail classes so they don't
impat negatively on cumulative GPA.
v. The lehavior record of the student, if included. It would only be a factor if there were any
negative reports, such as suspensions or other disciplinary actions.
1.1 BACKGROUND OF THE STUDY

Schools find it very difficult to generate transcripts for a large number of students. Generally,
schools wait after several years before processing the transcripts of students that have graduated
from their in titutions. The manual processing of students' transcripts is usually very tedious and
time wasting This thus forms the basis of my project study.

The use of prsonal computers has become very common in today's world and thus, the need to
computerize he transcript processing system cannot be underestimated because of its speed, ease
of processing, accuracy and timeliness.

Computing rends that began in the early 1980s have enabled low cost digital storage
information, apid transmission of data across computer networks and sophisticated retrieval and
processing o electronic documents and information.

Again with tiis background of increased information availability in a relatively short response
time and tehnologicaI innovation, tertiary institutions can develop new and revolutionary
methods of roviding students a way in which they can provide their bio-data, register their
courses, and eventually be able to download their transcripts a the institution's web portal.
Lecturers in the institution can have access to the portal to enable them upload the semester
results of the students every session.

1.2 STA'FEMENT OF THE PROBLEM

A reliable and secure database of information is vital in today's education with respect to course
registration .nd examination result and transcript processing. This become a very vital issue as
students speiid so much time trying to know the amber of credit units for each semester. This
problem has lead to time wasting, in accuracy of results and even fraudulent practices. Cases of
missing resu ts have been recorded thereby making examination result processing more difficult
and time consuming.

Some of the problems faced by institutions while processing students' transcripts manually are
listed as folhws:
 i. The roblern of making mistakes when hurriedly entering results manually for a large
number of students.
ii. The lang length of time taken to process the transcripts.
iii. Risk f loss of student information in cases of fire outbreak or any disaster.
iv. Infoniation Security.

This study altempts to develop a system which will automate the whole transcript generating
process, so tI at the problems faced by the manual processing of transcripts can be overcome.

1.3 OBJECTIVE OF THE STUDY

The aim of this work is to design and implement an AUTOMATED transcript generating system
that will increase throughput and reduce the response time involved in processing students'
transcripts immediately after they graduate from the institution. The system will enable students
register couises every session and in turn, enable lecturers upload students' results every
semester.

The objectivs are:

I. Ease For processing students' transcripts.

2. An AUTOMATED database for storing student bio data and course registration details.
3. An AUTOMATED database for storing results.
4. Safe eeping of information from accidental loss.
5. A friendly and easy-to-use interface for both students and lecturers.
6. An enhancement of accuracy and efficiency of organizing information.
7. An automated and intelligent usage of information obtained.

1.4 SCOPE OF THE STUDY

This project work is stipulated to design an AUTOMATED Transcript generating system using
the Universi y of Port Harcourt (Department of Computer Science) as a case study. The system
developed v ill only cover registration of students, course registration and transcript processing
and also the entering of student bio data. It also covers the registration of departmental lecturers
by the site administrator, and the uploading of results by the various lecturers at the end of every

4
I
semester. Th s project would have all the features of a standard website but because of the
limitation of funds it may not be hosted with a domain name, but rather hosted locally in the
project laptop using local web server and database (Apache and mysqi)

1.5 SIGMFICANCE OF THE STUDY

This project is meant to analyze, develop and implement an AUTOMATED transcript generating
system that \oLlld be significant in solving the problems encountered with the manual transcript
processing s stem and would thus:

i. Provi le a reliable solution to transcript processing that is corruption free.

ii. lncrese efficiency in response to complaints by students in the case of errors made on
their ranscripts.

iii. Ensure that normal credit load in line with the school is maintained.

iv. Save time during transcript processing.

v. Allo vs for course registration and management of examination results.

vi. Make references very fast so that delays can be avoided.

vii. Allo N easy, seamless, and real-time access to stored information.

viii. Help in reducing costs such as those of labor, inventory and stationery.

1.6 LIMITATIONS OF THE STUDY

The major imitations of this study are the sourcing for journals for references and the
complexity )f the programming languages to be used in the design and implementation of the
software.

1.7 DEFENITION OF TERMS

Institution: An institution is any structure or mechanism of social order and cooperation

governing te behavior of a set of individuals within a given human community. Institutions are
identified w th a social purpose, transcending individual human lives and intention by mediating
the rules tha govern cooperative human behavior.
S

Tertiary ins itution: Education beyond the secondary level, especially education at the college
or university level.

Administratir: someone who controls resources and expenditures; a person who is in charge;
the head of the whole operation; a person who administers the affairs of an organization, official
body, etc.

Internet: TI e Internet is a global system of interconnected computer networks that use the
standard Internet protocol suite (often called TCP/IP, although not all applications use TCP) to
serve billiow. of users worldwide. It is a network of networks that consists of millions of private,
public, acackmic, business, and government networks, of local to global scope, that are linked by
a broad array of electronic, wireless and optical networking technologies.

Computer: A computer is a programmable machine. The two principal characteristics of a

computer art: it responds to a specific set of instructions in a well-defined manner and it can
execute a prt recorded list of instructions (a program).

Student: Or e who is enrolled or attends classes at a school, college, or university and most
importantly, one who studies.

Database: A database is an organized collection of data, today typically in digital form. The data
are typically organized to model relevant aspects of reality, in a way mat supports processes
requiring thi; information.

Database s stem: The term database system implies that the data is managed to me level of
quality (me sured in terms of accuracy, availability, usability, and resilience) and this in turn
often implie the use of a general-purpose database management system (DBMS).

GPA: A measure of a student's academic achievement at a college or university calculated by

dividing the total number of grade points received by the total number attempted.

CGPA: A ('umulative Grade Point Average is a calculation of the average of all of a student's
grades for all semesters and courses completed up to a given academic term.
 Apache: is a web server used for serving web pages.

IV1vsql: is a rtlational database management system, used for storing data.

Courses: the ;e are the various studies a student undertakes while in school.

Domain: On a local area network (LAN), a domain is a sub-network made up of a group of

clients and scrvers under the control of one central security database.

Localhost: 1. localhost is the standard hostname given to the address assigned to the loopback
network intei face. Translated into an IP address, a locaihost is always designated as 127.0.0.1

Transcript: s a copy of a student's permanent academic record which usually means all courses
taken, all grdes received, all honors received and degrees conferred to a student. A transcript
rna also cortain the number of people in a class, and the average grade of the class. An official
transcript is prepared and sent by the issuing school (usually by the Student Registrar or an
equivalent) with an original signature of a school official. When students are thinking about
changing schools, the cumulative transcripts usually get mailed from school to school.

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4

Fig 1.1: A s mple transcript of a student taking 5 A levels subjects.

Source: Wilipedia (2014).

 CHAPTER TWO

LITERATURE REVIEW

2.0 THE CONCEPT OF COMPUTER SYSTEMS

The introdw tion of computers into information technology has massively improved the
information eed of organizations. The success of this machine is dependent on the knowledge
base. Thereft re, one can be prompted to ask aloud "what is a computer". Funk (1980), defined a
computer as in electronic device that can perform automatically and at a high speed a sequence
of logical optrations according to instructions given to it in form of a pre-arranged program.

Anigbogu (200) defined a computer as an electronic device capable of accepting data and
instructions, 3rocessing the data based on the instructions to generate results or output in such a
manner that is yet to be equaled by any other known machine to mankind.

Chimezie (1)90) stated that "Computers are looked upon as obedient servants who are ever
ready to fre. man from tedious procedures and produce results as compared with human
computing tine".

Obilikwu (l95) described computer as a machine that is capable of accepting input data, store
and process he data based on instructions given by the computer user and in this way produce
expected resilts, generally called output.

These definitions of computer would lead us to answer the question "what is a program".

In his definit ion Obilikwu (1995), defined a program as a sequence of instructions given to the
computer to erform a specific operation. From Encarta Encyclopedia, a computer program is a
set of instruc:ions that directs a computer to perform some processing function or combination of
functions. TI e above definitions of computer clearly demonstrate the limitless area of operations
of computer in as much as such task is programmable. Computers are applicable in virtually all
areas of human endeavor such as Agriculture, Education, Business, Sports, Entertainment,
Medicine. Construction and Military.
French (I 99), in his book titled" Computer Science" fourth edition, relates the relevance of
computer to management and stated that "a company needs information in which to base
decisions coi cerning the current operations and future plans. It requires the information to be
timely and accurate". He then cited the example of the use of computer in the area of
management control to production and stated 'production must be able to respond quickly to
changes in c emand and other circumstances. To do so requires the provision of up to date
information t iat is accurate and timely".

Aluko (l99), stated that "In virtually any job whether clerical, technical, business, or
professional; whether it is banking, medicine, education etc, Computers are useful tools" and that
"Computers are tools with which we calculate, measure, assess, store, retrieve, regulate and
monitor info mation". Hence, the blood and life - wire of any system is information. A typical
system (Edu ation, Management etc.) cannot survive without good management information
system (MIS

Management Information Systems (MIS) are information systems, typically computer- based,
that are usel within an organization. The concept of management information system is a
complex varable although Murdick (1971), simplified it when he said "there is probably no
more challenging and diversified subject than management theory, system theory and computer
science".

Admission processing systems, result processing systems, course registration systems and
transcript g nerating systems are typical information processing systems or organizational
information systems on candidates' admission and performances. World Net describes an
information ;ystem (l.S) as "a system consisting of the network of all communication channels
used within in organization, and includes software and hardware". It may also be defined as "a
system that (ollects and processes data (information) and provides it to mangers at all levels that
use it for decision making, planning, program implementation and control.

The aim of i iformation systems to admission, registration and result and transcript processing in
universities is improving the quality and accuracy of information provided to all involved as well
as assisting iniversities in compiling and reporting information. The information system (IS) has

10
common dat:. set on admission, admittance regulations of different universities and admission
procedures.

Computeriza ion is a social process for providing access to and support for computer equipment
to be used in activities such as teaching, accounting, writing, designing, circuits, file processing
etc. Computcrization entails social choices about the levels of appropriate investment and control
over equipment and expertise, as well as choices of equipment.

Dunlop and '(ling (1991), by the early 1990s, computing and telecommunications accounted for
half of the cipital investments made by private firms. However, paper(1980) Feigenbaum and
McCorduck (1983) and Yourdon (1986) stated that the most fervent advocates of
computerization have argued that the actual pace of computerization in schools, factories and
homes is too slow.

Taylor (I 98(), classified computer-based education to include both computer-assisted instruction

programs thut interact with students in a dialogue and a broader array of educational computer
applications such as simulations or instructions in computer programming. There is major
national push for extended application of computerized education at educational levels. For
example, in the mid 1980s private several colleges and Universities required all their freshmen
students to uy a specific kind of Micro-computers and others invested heavily in visions of
'wired Camus".

Kling (198:) avers that computer-based education has been promoted with two different
underlying deologies in all levels of education. Some educators argue that computer- based
instructional approaches can help fulfill the traditional values of progressive education: the
simulation c f intellectual curiosity, initiative, and democratic experiences. For example, Aluko
(1991) has argued that computerized universities are qualitatively different than traditional
universities. College students with micro computers in their dorm rooms will be more stimulated
to learn betause they will have easy access to instructional materials and more interesting
problems to solve.

Papert (197 )), argues that in a new computer - based school cultivate, students will no longer
simply be tLught mathematics. These visions portray an enchanted social order transformed by

11
advanced conputing technologies. Other advocates are a bit less romantic. but not less
enthusiastic.

For example Cole (1972), states because of the insatiable desire of students for more -'d more
information t a higher level of complexity and more sophisticated level of utilization, more
effective rnens of communication must be used. Computers can provide a unique vehicle for
this transrnis ion". Hence, it is important to note that computer- based education goes a long way
in helping th students as well as the staff to effectively make use of the computerized course
registration systems. It also helps in convincing the stakeholders of the importance and need for
adopting the computerized admission, registration, result and transcript processing system as it
provides effetive and accurate handling of students' files.

Therefore, a omputerized course registration system is usually a system, which is implemented

with a computer to achieve the utmost efficiency and desired goals. In well developed countries,
where educai ion systems are computerized, course registration system should be and/or is one of
the modules contained in the college portal. A "College Portal" therefore is personalized
software that captures the entire education business process and makes all operations accessible
via the web thus allowing schools to effectively serve all stakeholders, students, lecturers,
adrn in istratoi s and parents. It provides many functional ities including Admissions, Registration,
Financial Se vices (transactions- processing), Exams & Records, Grading, Staff Management,
Facility Mar agement, Student self-care, Alumni Records, Library and College shop, etc and
supports workflow and messaging and provides other collaboration tools and advanced reporting
engi ies.

Russell, M. l987), dealt extensively on the need for the use of computers on such database
systems like the computerized course registration system. In the words of Dimorji (2003), at the
center of an:; information system is a database, which is any collection of related information
grouped together as a simple item. The term can also apply to the ways in which information
catalog is an tlyzed, stored and used manually.

Russell was also of the view that without a computer, effective handling of Candidates' records
cannot be ac iieved effectively. According to him, "The oxford University has more than ninety-
six thousand student's records. No person would precisely remember the details of these

12
e
records". The computer is the most possible application to retain an unlimited number of records
with the utrn )st current updating possibilities. This is true as can be seen as posited by Eloba
(1992), Computer in school record keeping, Technical Education Today, Vol. 3 No 182. "That at
a department with over a thousand candidates, with the use of computers, irrespective of all
qualified for tdmission, only 100 candidates need to be chosen. With the ranking of the scores or
grades of the candidates, the management is in position to choose best candidates with the best
results with ease and on time" with the use of computer. Again, many computerized systems
have become more than tools-they are environments that people sometimes find hard to change
and so on.

Kling and Suanne (1988) argue that we have much to learn about future uses and consequences
of computerization by carefully examining past and present experiences. Knowing fully well
how the Uni"ersity program is being run manually). Studying the past and present experiences
energize the idea of computerization of the board or the program.

Also, Kling, (1994) illustrates that systems being computerized offers exciting possibilities of
manipulating large amount of information rapidly with little effort to enhance control, to create
insights, to s arch for information, and to facilitate .operative work between people.

2.1 THE RELEVANCE OF COMPUTER SYSTEMS IN DATA PROCESSING

2.1.1. Compiter Data Processing: This is any process that uses a computer program to enter
data and summarize, analyze or otherwise convert data into usable 'formation. The process may
be autornate and run on a computer. It involves recording, analyzing, sorting, summarizing,
calculating, c isseminating and storing rata. Because data is most useful when well-presented and
actually informative, data processing systems are often referred to as information systems.
Nevertheless the terms are roughly synonymous, performing similar conversions. Data-
processing s'stems typically manipulate raw data into information, and likewise information -
systems typic ally take raw data as input to produce information as output. Data processing may
or may not b distinguished from data conversion, when the process s merely to convert data to
another form it, and does not involve any data manipulation.

13
 2.1.2 Data Analysis: When the domain from which the data are harvested is a science or an
engineering held, data processing and information systems are considered terms that are too
broad and th more specialized term data analysis is typically used. This is a focus on the highly-
specialized a id highly-accurate algorithmic derivations and statistical calculations that are less
often observed in the typical general business environment. In. these contexts data analyses
packages likc DAP. or PSPP are often used. This divergence of culture is exhibited in the typical
numerical rei)resentations used in data processing. Data processing measurements are typically
represented 1y integers or by fixed-point or binary-coded decimal representations of numbers
whereas the majority of data analysis measurements are often represented by floating-point
representatio i of rational numbers (Anigbogu, 2002).

2.1.3 Proces;ing: Practically, all naturally occurring processes can be viewed as examples of
data processi g systems where "observable" information in the form of pressure, light, etc. are
converted b human observers into electrical signals in the nervous system as the senses we
recognize as ouch, sound, and vision. Even the interaction of non-living systems may be viewed
in this way rudimentary information processing systems. Conventional usage of the terms data
processing a id information systems restricts their use to refer to the algorithmic derivations,
logical deductions, and statistical calculations that recur perennially in general business
environment. rather than in the more expansive sense of all conversions of real- world
measurernenis into real-world information in, say, an organic biological system.

The importa ce of high-speed data processing and communication to modem society and
economy car scarcely be exaggerated. Thomas Friedman, in The World is Flat (Farrar ,2005)
argues that tiey have wrought a more profound revolution change in communication and trade
than did the Gutenberg printing press and have changed the world permanently in far less time.
The proliferation of PCs, PDAs and cellular communications, the ubiquity of the internet and the
accelerating development of software that allows all of these technologies to interact on a
common coiimunication framework have "flattened" our world, in Friedman's parlance. by
literally eras ing the significance of geography and national boundaries in the conduct of
commerce and trade. Together with the emergence of the leadership and management practices
to take advantages of these "flatteners", and the collapse of political and economic barriers that
p accompaniec the end of the cold war, what Friedman calls the "triple convergence" has literally

14
"changed evrvthing". Friedman's observations are supported by the words of the CEO of
Hewlett Packard, that the world is entering "an era in which technology will literally transform
ever' aspect )f business, every aspect of life and every aspect of society.

2.2 PROBLEMS ASSOCIATED WITH DATA PROCESSING

The major p:oblem associated with data processing with regards to transcript processing is
hardware (co nputer) failure which may be caused by power (epileptic supply of current).

2.3 FOR vIATS OF TRANSCRIPTS

A Transcript must be communicated to the person who wishes to use it. It can be communicated
in a number f ways for example:

a) B / word of mouth (e.g. telephone)

b) O paper
i. as a report
ii. as a set of figures
iii. as a diagram or chart
iv. as a photography or picture
c) Ir a form that is not humanly sensible that is, in a form that humans cannot use
vithout the help of a computer or special equipment. Microfilm and microfiche are
e.amples of this and computer files of magnetic disks, or magnetic tapes are others.
T e communication of the information would, in these cases, be communications
between machines and humans who would then have to use a machine such as a
cumputer or microfilm reader to obtain access to the information they want.
Ir formation and organization are unified. Information is communicated so that
decisions can be taken.

15
 2.4 THE FEATURES OF TRANSCRIPT PROCESSING

Processing re;ult data can be said to have the following features for manual as well as electronic.

1. Collef:ting data in the first place: There must be data to process and this may arise in
the course of operations. There has to be a system or procedure for ensuring that all the bio data
and semester results of students needed for processing is collected and made available for
processing.

2. Upda :ing files to incorporate into the processed data: Updating students' results every
semester are the updating activities to keep the eventual transcript records up to date.

2.5 COM PUTER SYSTEMS AND TRANSCRIPT PROCESSING

Computers ai e a key feature of the electronic office, and it is important to be aware of the
reasons why hey process information better than a manual system. The functions of computers
I.

in information or data or transcript processing include:

i. To pncess information or result more quickly.

ii. To handle bigger volumes of processing.
iii. To unlertake complex processing.
iv. To pr cess information more reliably.
v. To pr cess information at less cost than a manual system.
vi. To im rove the scope and quality of management information.

2.6 MOD 1S OF TRANSCRIPT PROCESSING

Basically thee are two modes of transcript processing: the manual mode and the electronic
mode. Transc:ipts can be processed manually or with the aid of primitive tools such as tabs or
calculators. The processing of result by machines in general in such a way as to reduce to a
minimum the need for manual processing is referred to as automatic data processing (ADP).
When result processing is mainly done by computers we refer to this as electronic data
processing (E )P).

16
4

a
Generally the result processing methods are:

a. Manual Method: This involves operations performed by a clerk assisted by specific aids such
as a pocket alculator or adding machine. This method of processing is only suitable in cases
where the vo ume of results to be processed is small and there is not too much emphasis on the
specific perioi of time the work must be completed. The processing is simple and in most cases,
the employment of more hands will solve the problem of time constraint. Example is the
updating of Ii indwritten result records.

b. Mechanicil Method: This involves operations that are performed by machine consisting of a
keyboard but which are actuated by depressing appropriate keys by an operator. The results of
this type of piocessing are printed on documents in specific columns.

c. Electronic Method: This is more or less like the mechanical method except that in this case
the machine leing used is electronic and may have optional peripheral devices that are attached
to it. These d tys, computers are being used. Results for input are entered through the keyboard,
card reader, pticaI character/mark reader, tape reader, while processed results are printed or
stored on awdliary storage. Its processing speed is high and can .therefore handle quite a large
amount of re ults with a reduced response time. This method of processing is very suitable for
processing ta ks that are repetitive in nature.

2.7 FACI ORS DETERMINING THE METHODS OF TRANSCRIPT PROCESSING

Common fact rs determining the methods of transcript processing can be under the following
headings:

a. Size and Type of Results: with each of the examples given, the method of reducing the result
will largely dpend on the size and type of result. In a very small

School a single person may be able to have the time to produce all the results required, but as the
volume of results increases, more people and aids, in the form of calculators and small
computers irny be employed. Large volumes of result will require the use of large computers.
I
Simple situations indicate the need for fewer people and aid to produce the information and

p complex situa ions indicate the need for more people and aids (French, 1 992).

17
b. Timing A pects: Some transcript requirements are less time critical than others. For example,
the results fo a semester may only be produced once in three months. The timing requirement
for information will have considerable bearing on the methods and equipment needed to provide
it.

2.8 TRANSCRIPT PROCESSING STAGES

Whatever rn€thod or combination of methods is used, it will be seen that transcripts will pass
through the s;ime basic stages in the processing cycles.

The transcrip processing stages are:

i. Input act of receiving result for processing)

ii. Sorting (arranging result in a desired order to make processing quicker and easier)
iii. Proce ;sing (operating on results in order to obtain desired transcripts)
iv. Stora,e (filing away of results for later use)
v. Outp t (result of processing)
vi. Contr )l (regulating the different result processing functions to ensure that the transcripts
are being processed effectively and accurately)

2.9 TRANSCRIPT PROCESSING TECHNIQUES

1. Batch Pr )cessing: It is a technique by which items to be processed must be coded md

collected intc groups or batches prior to processing. A batch consists of either a convenient
number of rcords or a collection of records relating to a given period, i.e. daily, weekly,
monthly, etc. accumulated until a sufficient number are present to justify mass updating of a
master tile. Each batch is used to update a master file .sing a file maintenance program and an
output prodt ced. This type of processing is suitable for semester results and business
applications, in which output is produced according to a predetermined processing cycle. The
processing for this type of system is ordinarily defined by the frequency with which the master
file must be t. pdated. The average cost of processing results is low. No additional hardware, such
as terminals r direct access storage devices is needed. The system lends itself to control, as
trailer record; can be input which contain totals of important fields. The methods are secure as
updating by :opying can be used. It does, however, impose rigidity on the school. Weekly or

18
I

monthly deadlines have to be met and peaks of work occur as results are only produced once a
period.

1. Real tine Processing: This is the processing of transcripts in a sufficiently rapid manner
so that the results of this processing are available in time as at when needed. The
processing goes on, it is applied to the master file and the transcript is obtained from the
system n demand.
2. On-line transaction Processing: It concerns the facilitation and management of
transact on-oriented applications (such as transcript generation) typically for data entry and
retrieval. AUTOMATED transaction processing has been used to refer to processing in
which tl:e system responds immediately to user request.
3. Time-slaring Processing: The system interacts with many users, giving each of them fast
indivithal attention on a time slice basis. Multiprogramming is necessary in a time-sharing
system (Murdick, 1971).
.1

2.10 RES1 LT TRANSMISSiON

Result can be fed into the computer in any one of three modes:

a) Simplex: A simplex line allows results to be transmitted in one direction and one
directiononly. These simplex lines may be used to connect results from collection terminals to
distant computer systems, thus speeding the flow of results from these n-line input terminals.

b) Half-Duplx: A half-duplex line is one in which results can be transmitted in either direction,
but in only one direction at a time, the flow of results in one direction must stop before results
may flow in the opposite direction. Such lines may be used in timesharing operations.

c) Full Duplex: A duplex line is one in which result can be transmitted simultaneously in both
directions. Input/output (1/0) operations can be completed simultaneously. Such lines serve best
in real time ;ystems handling large volumes of I/O transmission thereby encouraging rapid
distribution of results.

'S

19
 2.11 CEN'1 'RALISED RESULT PROCESSING

Centralized n suit refers to as data processing which is carried out by a centralized location, such

as a head off ce. The data for processing might be gathered from a wide area, such as from all

local offices .vhile the output might be sent out over a wide area too but the actual processing

and the posse ;sion of the data files are centralized. Data might be fed in to the central processing

system either by physically transporting data records from their source to the central location, or

electronically, to a remote terminal in the local office, linked to the central computer. Centralized

processing is generally associated with a single computer, perhaps a mainframe or minicomputer

being used fcr all the computer data processing in a school. It has the advantage of simplicity,

low cost, eli 1-lination of duplicate computer hardware and efficient use of data processing

resources.

Data fed in from a wide area

Central files

Central Output distributed from the

central location

Fig. 2.1: Centralized Data Processing

2.12 DECENTRALISED RESULT PROCESSING

In the decent a1ized data processing, each locality or department is provided with a computer

system and d es not necessarily have any thing in common. Each centre handles its own data

processing n€eds and generally does not interact with any other division or center. It quickly

responds to divisional needs and suits a decentralized management scheme. However, it is

expensive on account of duplication of facilities md files. Here, processing in a department are

independent fone another (Osaula, 978).

20
S

Dept A Dept B

Dept C

Fig 2.2: Decentralized Data Processing

Main Computer

'-A Datbasc System

D pt A Dept B Dept C

Data Store (A Cpu that houses the data

The Schoo! (Showing departments using the transcript used in the Transcript system)
sysi em from the main computer)

Fig 2.3: Distiibuted Data Processing

21
 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.0 1N1'PODUCTION

Systems anal 'sis can be defined as the study of a problem domain to recommend improvements
and specify nquirements and priorities for providing solutions to the problem domain. Systems
design on th other hand, is the specification or construction of a technical, computer-based
solution for tie requirements identified in a system analysis carried out on a problem domain.
The system design phase develops the technical blueprints and specifications required to
implement tle final elution. These blueprints and specifications will be used to implement
required data )ases and programs (browser-based) for the system.

The major fucus of this project therefore is to design an Automated Transcript Generating
System \\ith a number of operations to be implemented therein. In this chapter, the automated
transcript geierating system will be designed strictly using - ML diagrams. The following
sections desc ibe in details each UML diagram used and shows the various interactions between
the users (Sty dents, Lecturers and administrators) and the system.

3.1 DESIGN APPROACH

The design a?proach or design method used in this project is basically explained using UML
diagrams as stated below.

3.1.1 UML DIAGRAMS USED

The followint UML tools were used for designing the system:

• Flow hart
• Use-C ases
• Scenarios
• Sequence Diagram
• Activ ty Diagram
• Datalase Diagram

22
3.1.2 FLO1VCHART OF THE AUTOMATED TRANSCRIPT SYSTEM

The tlovvchait diagram attempts to give a summary of the operations executed in they stem. The

diagram belo.v is the flowchart diagram of the system.

• oflI Sfl
po

NO

YES

Fig. 3.1: Flov'chart diagram of the automated transcript generating system

3.1.3 USE CASES FOR THE AUTOMATED TRANSCRIPT GENERATING SYSTEM

Use-cases specify the functionality that the system will offer from the users' perspective. A use-

case specifies a set of interactions between users and the system to achieve a particular goal. In

this project, tF e typical use-cases identified include:

• Login

• Register

• Add User

• Courss

23
1
• Resilt
• Do\inload Transcript
• Bio Data

3.1.4 FACTORS IN THE AUTOMATED TRANSCRIPT GENERATING SYSTEM

In the autoriated transcript generating system, the proposed use-cases fall into three -am groups.
These grou)s consist of those use-cases concerned with uploading Bio data, Registering courses
and downic ading generated transcript, those that upload. Result for courses registered for and
those that add users into the transcript venerating system. Users will log into the automated
transcript gnerating system via internet/intranet as the case may be and make use of the features
available to them based on their user type as in; student, lecturer or administrator.

3.1.5 AU7OMATED TRANSCRIPT GENERATING SYSTEM USE-CASE DIAGRAMS

The use-case diagrams summarize in graphical forms the actors and use-cases in the automated
transcript gnerating system, and show which actors participate in which use-cases. An initial
use-case diagram for the automated transcript generating system, including the use-case and
actor identilied is shown below:

Login
)

enter 810-Data
Student

Register Course

Download Trascrit)

Fig 3.2: Diagram Showing Actor (Student) and its Use Case
S.

10

24
 Admn Login
/

( AdiUser
\(Lcturer Studertanc! Admin))

Adriin
(ssign Courses to Lecture)

Fig 3.3: Diagram Showing Actor (Admin) and its Use Case

3.1.6 SYSTEM SCENARIOS

A scenario can be seen as a simple story, a means of recording how things are currently
happening in the problem domain, and of visualizing how users would like them to happen in the
future syste ii.

In this pro ect, we have identified seven (7) principal use cases: Register, Log in, Result,
Courses, B o Data, Download Transcript and Add users. This section reveals how these use-
cases can b fleshed out by constructing scenarios.

3.1.6.1 LOGIN

We are goit g to give a typical scenario where a user attempts to log into the automated transcript
generating ;ystem. The scenario represents the usual sequence of events specified for all other
use-cases ir this project. Here, the user can either be a student, Lecturer or an Administrator.

The sequene is given below.

25
• Use• specifies the URL of the automated transcript generating system
• Use• supplies username and password
• Transcript generating system verifies usernarne arid password supplied
• LognOK
• Use gets feedback display showing welcome screen and lists of services available

26
II

Web Server

server :Transcript System

Err er Transcri URL Addre

Welcor -re screen displayed

Rer uest Userrrame and

Enter User iame and

pass vord
Very Username and
password
Usemanre and Password
OK

Log in OK

—Services displayed

Fig 3.4: Siquence Diagram for Log Use-Case

27
1.6.2 REGISTER

The use-ca e "Register" allows students to register to be able to use the system by providing
their matricilation number and a personal password. The scenarioand sequence diagram for this
use-case is iven below:

. Stucent enters URL of the automated transcript generating system

• Stucent Clicks on register button

• Student is provided with a registration form

• Student supplies mat no. and password into registration form

• A rnssage "registered successfully" is displayed to the user

28
 Web Server

Server :Transcript System

Student

Home Page

V
Register Page
*

Select 'Register option

erve registration form

4-

ubmit registration Form

Precess request

Message disptayed
Status message retrived

Fig 3.5: Sec nence Diagram for Register Use-Case.

3.1.6.3 ADP USER

The use-cas "add User" works on the premise that log in post condition is successful. Here, the

user is the \dministrator. The administrator adds lecturers into he system so as to be able to

upload resuits for the courses which students registered or. The scenario and sequence diagram

for the 'add User" is given below:

29
 • Adn in logs in successfully into the Transcript generating system

• Services available are displayed to Adniin

• Adri in selects the "Add User" option

• Adn in is provided with a form to fill in user (Lecturer) information

• Adri in clicks on add button after filling form

• A m ssage "User successfully added" is displayed to the Admin

b Server

Server Transciipt System

Admin

Process Login Credentials

Home Page
.4-

Verify Login (OK)

Admin Login

Serve Pages

Select 'Add (Jeer' option

Fills Odd User form

.4-

S& ct Add Sutton

Process request

Mess ge displayed Status message retrived

Fig 3.6: Sequence Diagram for Add User Use-Case.

30
S
3.1.6.4 COURSES

The "Register Courses" use-case also works on the assumption that the user (student)
successIuIl togs into the transcript generating system. The scenario describes the event that a
student wishes to register his/her courses to be taken for a particular session. The corresponding
sequence di Igram is given below:

• Stud nt successfully logs into the transcript generating system

• Services available are displayed to Student

• Stud nt selects the "Courses" option

• Stud nt is provided Course registration form

• Stuthnt supplies Course details (Course name and course code)

• Stud nt selects Add Course button

Webserver

;TreciilSvsru

LoiflOK

Service dleplayed
4

Select Courses OFiOi

Course Regtrstiori Form

4—

Enter Course etete

-

Submit reqLmst
ClIck Regiuter

Display SuccesutUl SusuntUt

message
4

Fig 3.7: Sequence Diagram for Register Course Use Care

31
'I

3.1.6.5 RESULT

This scenar o explains the actions that take place when a Lecturer selects the 'Result" option.
Selecting t is option enables a Lecturer to upload results of students that registered for that
particular c urse. The sequence diagram describing this scenario is given below:

• Staff' successfully logs into the transcript generating system

• Servces available are displayed to the Lecturer
• Staff selects the result option
• Staff is presented with a list of courses
• Staff uploads/inputs Results for courses
• Staff clicks the :upload" button

bserver

:Tctsrct Sy&m

LoguiO(

Service dicplayerl
4-

Select Courses oion

oucse Registrsto Form

Enter Course t)etails

Submit request
Chck Regier

Dispia Sicessful Suixifil successfu

mereage

Fig 3.8: Sequence Diagram for Result Use Care

32
II
3.1.6.6 DOWNLOAD TRANSCRIPT

The "Down oad Transcript" option allows a user (Student) to download his/her transcript. The
following s(enario and sequence diagram describes the events that take place when a user selects
the Downk ad Transcript' option.

• Stud nt successfully logs into the transcript generating system

• Systm displays services available to student

• Stud nt selects the 'Download Transcript' option

• Stud nt clicks on the "Download Transcript" link

Web Server

/2 Ser.
Trar,scriDtSVm

tude

4 Log in OK

Services displayed

Select Download
Transcript

Dispisys Transcript
Download Page
4—

CUck on Download Process Download

Transcript Request

DisplayS Transcript Retrieves Request

* -4

Fig 3.9: Seq ience Diagram for Download Transcript Use-Case

33
4

3.1.6.7 BIO DATA

The Blo Da:a option allows students to upload their personal information like contact address,
full name. d ite of birth and state of origin, mode of entry etc. The scenario and sequence diagram
is given bek w:

• Stud nt successfully logs into the transcript generating system.

• Sery ces available are displayed to student.

• Studnt selects the "Bio Data" option

• Bio I)ata form is presented to student

• Studnt supplies needed information into form

• Student clicks "update" button to upload bio data

Web Seiver

- Trsnsctipt Svaterrt

Student
Login OI(

Seivces dsptayed

Select Blo Dala

Input Needed Inhonnation Pmoess request.

D ;play success message

4—

Fig 3.10: Sequence Diagram for Bio Data Use-Case

34
 3.1.7 SYST M ACTIVITY DIAGRAM

The purpos of an activity diagram is to provide a view of flows and what is going on inside a
use-case. TI e activity diagram specified for the automated transcript generating system shows
some activilies that can be performed by a user (a student, Lecturer or an administrator). The
activity diagram is shown below:

Use mme
nd Pawo1d
Userna me
Password Plot
Accepted
. Jemame/Psv,Ord
- Correct? —

'VIEW Gpticins/
e1et Thsk

VIcre risk

No more

.xit Trnscn pIf

System

Fig 3.11: Activity diagram showing activities involved in the automated transcript
generating system.
w

35
The activitk s involved in the diagram are explained as follows:
• At S art stage. the user logs on to the system's URL
• On )gging on, the user is prompted to enter their usernarne and password
• If th usernarne or password is not valid, a message is displayed saying 'wrong details
supp ied'
• If th username and password is valid, the Welcome screen is displayed listing the
services available
• The iser selects a task to perform
• If nc more tasks are to be performed, the user exits the automated transcript generating
system, else user performs more tasks.

3.2 THE TF ANSCRIPT GENERATING SYSTEM INTERFACE DESIGN

The interface design defines how users interact with the system and how the system captures
data from th users to process requests and display information.

3.2.1 INPUT DESIGN

The input dtsign illustrates a situation where users of the system enter data into required fields.
These data are processed and the results are displayed to the user telling them of the next action
to take. For instance, at the login page, the user is prompted to enter the Username and password.
On pressing the submit button, the data entered is processed and the result of a successful or
unsuccessful login is displayed as a message to the user.

3.2.2 OUTPUT DESIGN

The output design of the transcript generating system shows how information is displayed to the
user after th user makes requests. The user specifies what task is to be done and based on the
selection; th system displays the necessary information relating to the selected task.

36
I

3.2.3 FOIMS, REPORTS AND SCREENS

The image lelow is a screenshot of the Login interface which is a physical representation of the
way input is processed before displaying results.

School Result Monogement System

Fig 3.12: Screen shot showing a login form in the system.

There are various forms specified for users (Student and Administrator) input. The above is an
example of such where a user (Student) is prompted for input. Some others are the 'Bio Data'
and Course forms.

3.3 DATABASE DESIGN

A database management system (DBMS) is a set of programs that enables the creation and
maintenance of a collection of related data. A DBMS and associated programs access,
manipulate, protect, and manage the data. The fundamental purposeof a DBMS is to provide a
reliable, pert istent data storage facility and the mechanisms for efficient, convenient data access
and retrieval.

The databas used for the automated transcript generating system is designed with the concept of
creating a dtabase for the users' account details (username and password), personal information,

37
prescription . admin details, complaint/requests, news etc. Each table in the database consists of
a primary k y and may be a foreign key which is used to link other related tables.

The diagrarr below displays the various tables and their fields and data types.

stu lentscletails
id[P (1 '.:course.
first name L
mid lie name Id
surrame matno
level rnatno
matio
dept course_code
nanaftty
faculty year
fact Ity]
semester gmde..
dep rtment
coursètode grade_pornt
mo c_of_entry
ourse title semester
adrr 1sskn_year
grade
sex
session
dob
pasiword credit_unit
use type

Fig 3.13: Database design showing the tables in the automated transcript generating

system

3.4 DESCRI PTION OF TABLES IN THE DATABASE

• Studnt details table: This table is used to store login details. It consists of fourteen
(14) elds which are; id,first name, middle name, surname. matno. nationality, faculty.

depaitrnent. mode of entry, admission year, sex, dob, password, and user type. The
primary key is the 'id' field and it is a unique identifier for the student details table.

• Coure_reg table: This is used to store the course details of the students, it consists of

eleve (11) fields which are; id, matno. level, dept, faculty, semester, course code, course
title, ;rade, session and credit unit.

• Studtnt_cgpa table: This table is used to store and compute the result of the students, it
consi;ts of six (6) fields which are; matno, course code, year, grade, grade_point and
seme ter

38
4
CHAPTER FOUR

IMPLEMENTATION

4.0 CHOICE OF PROGRAMMING LANGUAGE

This project is implemented with the following programming languages:

1. HTN L - Hypertext Markup Language (HTML) is the predominant markup language for

web ages. HTML elements are the basic building-blocks of WebPages. It will be used in

this roject to build the interface/forms for the automated transcript generating system.

ii. CSS - Cascading Style Sheets (CSS) is a scripting language used to describe the

presentation semantics (the look and formatting) of a document written in a markup

langL age (HTML).

iii. PHP - PHP (Hypertext Preprocessor) is considered suitable for this project because it is a

serve --side scripting language that will communicate and pass data between the interface

and the backend (database) of the system.

iv. MySQL - MySQL is a relational database management system and it will be used as the

datab ises system for the automated transcript generating system. It is will be used to

housc all data like student bio data, courses etc that will be entered into the system.

39
4.1 PR(GRAM MODULES

4.1.1 Login Module

he Login n odule serves as the entry point into the system. This is where the security of the

system coms into play. A user is required to input a valid username and password before he/she

is granted a :cess into the services of the system. When these fields have been entered and the

login (subrn t) button is clicked, a PHP script checks the database if there is a match between the

data entered into the fields and that in the database. This determines whether login is authorized

or denied. VThen the -ser is granted access, the user is taken to the profile page where a list of

services task) is displayed from which the user can select from. Fig 4.1 shows the screenshots

explaining tF e login module (page):

Student Result Management System

For Students /drnn Login

$00 cii your rosult tuCk Cyrt

£rooil

Password

Fig 4.1: Screenshot showing the Login Module

40
4
4.1.2 ADD JSER MODULE
This modu1 allows the administrator alone to add data into the transcript generating system. The
administratr clicks on 'add User' link after which a form is provided to fill in Lecture details
and finally (licks the 'add" button.

£ X

Student Admission
Ooshboord

5*

Student Levoe
the Student nto

Full Name
* Students

o RCtsIt tool Id

Admin ChangG
Po1sWOrd
Esol a)

Mcle FO,sl. Cll,r

Class tokct Cots

COB tr/tld/yyy

Fig 4.2: Screnshot showing the Add User module

4.1.5 COIRSE MODULE

This module allows the student to upload courses to be taken for a particular session. The student
must have k gged in to get to this module, and this module will serve the result module for the
Lecturer.

4].
 Subject Creation
8 OCthbCod

C,OJt SuIJ;c'e

ttjbjoc NCJmQ

0 ROSuI ubjoct CO

Fig 4.3: Screnshot showing The Course Module

4.1.6 DOV'NLOAD TRANSCRIPT MODULE

This module allows enables the student to download transcript for all courses registered for. The
module worLs on the premise that the result of the course must have been uploaded by the
lecturer, froni the result module.

4.1.7 RES1JLT MODULE

This module allows the Admin to upload results for registered courses. The Admin must have
logged into the system to be able to use this service. The service will provide the complete cycle
for the down oad module, so that student whose results have been uploaded can download their
transcript.

42
 Declare Result

Cto

Stdort Na,,o

Subtoct

DedoreRest

Fig 4.4: Screnshot showing The Result Module

4.2 SYSTEM REQUIREMENTS

Minimum Htrdware Requirements:

• Windows 98/ME/2000/XP

• 64MBRAM

• 32 bi Graphics Card

• Moth rn/Ethernet Card

Minimum Scitware Requirements:

43
Insert Diag am

Result Management System

Student home Seouo

Student Rot! 0

Student CEOsS: 4OOL!O19)

SUSIE! M,S.

Sn- cc

9 tentS!!

tt.sttsdttOet,? 9.

Connote Reset! COMd090

Fig.4.5: Screnshot showing a partially generated student transcript

4.3 SYS ITEM REQUIREMENTS

Minimum Hrdware Requirements:

• Winóows 98/ME/2000/XP

• 64MBRAM

• 32 bi Graphics Card

• Mode rn/Ethernet Card

Minimum Scftware Requirements:

• XAMP server
• Interr et Explorer 5.0 or higher version

44
4.4 SY TEM DEPLOYMENT

The high degree of technological requirements, involve in deploying the online transcript

generating system on an industrial basis is beyond the scope of this project work. The aim of this

project is to design an online transcript generating system showing features implemented on a

WAMP serer to give examples of what the system looks like.

The system an be deployed on the Web using a web hosting service like godaddy.com'. The

web hosting service will supports the PHP, MySQL and Apache server that are require for the

online transcript generating system to function properly. After this has been done, it can then be

accessed fro n anywhere and anytime.

45
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.1 SUMMARY

An automated information management system makes information management much more

convenient nd efficient. This application is meant to ease the processing of students' results in
tertiary institutions with similar grading system. The application will be capable of storing and
retrieving &ademic records with high speed and accuracy, and presenting useful information
to its useis. Its qualities are the reduction in the cost of processing students' results (an
example would be the cost of purchase of papers) reduction in the time spent in the
computation of student's grades and the elimination of duplication of resources in terms of
manpower a id infrastructure.

5.2 CO' CLUSION

The system provides an efficient means of processing, preserving and displaying students'
academic reords. As part of its benefits, it is stress-free and speed-up the processing of
students' exmination results. the system is flexible and runs on a web browser. It is reasonably
secure, enfoi ces data integrity from the use of a relational database management system, it also
minimizes dita redundancy and it is user-friendly. With this application, the processing of
students' re ults is automated, thereby reducing processing time and increasing accuracy

5.3 RECOMMENDATION

Building a model for an application such as the online transcript generating system is as essential
as having a Hueprint for building a large building. Good models are essential for communication
among projet teams. As the complexity of systems increase so does the importance of good
modeling te hniques. Our detailed UML is use the latest modeling techniques and give a
diagrammati: representation ill the operations carried out by every party in the online transcript
generating 5) stem.

46
For interested persons who would later work on a similar research area, I recommend in
modeling si nilar applications, they should take note of the fact that a modeling language must
include:

• Mode elements - fundamental modeling concepts and semantics.

• Notati3n - visual rendering of model elements.

Future system designers and developers should note the limitations in this project and improve

on them.

47
 REFERENCES

Aluko. J. S 199 1)."Single portal for integrated examination system, "Journal of

Eine ging technologies in e-Governance, 287-293.
Anigbogu. ;. 0. (2000). "Computer Application and Operation", 1st ed., 1(2), 30-39. Awka:
Opti iium Press.
Book W. 1'v. Newman and R.F. Sproull, (2014). Principal of interactive Computer Graphics,
McC raw-Hill, P.402.
Chirnezie. S. (1990)."Mode of processing result System," Himachal Pradesh University Journal.
127- 134.
Dirnoiji.S. 2010)." Electronic Library Use by Academic Staff at the University of Ilorin,
\rige .ia, "A journal of Libraiy and Information Sciences," A publication of the University
Libniry 0. 0. U, Ago-Iwoye, Nigeria. 7(1 & 2), 138-149.
Dunlop, A. and Kling,F. (1991)."Mode of processing result System" Himachal Pradesh
Univrsiiy Journal Pp 123.
French, A. A. (1992). "A Software application for the processing of students results" Global
Jour. ial of Pure and Applied Sciences. 17(4).
http: //www. Akamai university us/P J S T. htm.
Kling, F. an J Suzanne, E. (1992)."Packages used in designing result processing," 3, No. 182,
issue 2:407-412,
Murdick. P (197 l)."Oracle Database 11 g: PL/SQL Fundamentals", 10. Redwood City,
Calif xnia: Oracle University Press.
Nwachukwu E.O. (2014). 'lnjbrnialion System Development," A Structural Approach. Owerri:
Mine Concepts Nig. Ltd.
Obilikwu J.K. (1995)."A Software application for University students results processing,"
Jouri 1a1 of Theoretical and applied information technology,
Omilabu, A A, Usman 0. L, Alaba, 0. B and Adedeji3O. B(2015)."Digital repository and
autoriated results processing (DRARP) system: An Implementation, "Journal of Science
Eduction andResearch (JOSER)" Vol. 1 No 2.
Russell. M. (2009). "An Exploration of the Effectiveness of 515 in Managing Student
Perfc rmance," A final year Dissertation in the School of Post Graduate Studies, Marlboro
College, Vermont, USA, Retrieved from: http://www.marlboro.edu/
Taylor,U. P pert, K. and Cole. P. (1983). "Developed personal record software," The PacfIc
Jouri al of Science and Technology. 9(2) :407-412, Available online:

48
 Appendix A

<?php
session star ;
error report ng(0);
includeCincl udes/config.php');
if(strlen(S_S ESSION['alogin'])=")

headerC'Lcation: index.php"):

e se {

<!DOCTYP html>
<html lang= 'en">
<head>
<meta harset="utf-8">
<meta 1ttp-equiv="X-UA-Compatible" content="IE=edge">
<met name"viewport" content="width=device-width, initial-sca1e1">
<title>Student Result Management System I Dashboard</title>
<link re!"stylesheet" href="css/bootstrap.min.css" media="screen" >
<link re =" stylesheet" href="css/font-awesome.min.css" media="screen">
<link re ="stylesheet" href="css/animate-css/animate.min.css" med ia="screen">
<link re ="stylesheet" href="css/lobipanel/!obipanel.min.css" media"screen">
<link re ="stylesheet" href="css/toastr/toastr.min.css" media="screen" >
<link re ='stylesheet' href="css/icheck/skins/Iine/blue.css" >
<link re ="stylesheet" href="css/ichecklskins/line/red.css" >
<link re ="stylesheet" href="css/ichecklskins/line/green.css">
<link re ="stylesheet" href="css/main.css" media="screen" >
<script rc="js/modernizr/modernizr.min .js"></script>
<'head>
<body clas s="top-navbar-fixed">
<div cia ;5"main-wrapper">
<?pl p inciude('includes/topbar.php');?>
<div Jass="content-wrapper">
<di v c1as5"content-container">

<?php include('includes/leftbar.php');?>

<div class="rnain-page">
<div class="container-fluid">
<div class="row page-title-div">
<div class="col-sm-6">
<h2 class="title">Dashboard</h2>

</div>
<!-- I.col-sm-6 -->
 <Id iv>
<!-- /.row -->

</div>
<!-- /.container-fluid -->

<section c1ass'section>
<div c1asscontai ner_fl u idh>
<div c1ass'row'>
<div class='tcol-Ig-3 coi-md-3 coi-sm-6 col-xs-I2">
<a ci ass"dashboard-stat bg-primary" h refr=tTmanagestudents.phptT>
<?php
$sqi I ="SEL ECT Studentld from tblstudents ;
Squeryl = Slbh -> prepare($sqll);
Squeryl ->ec ecuteO;
$results l=$c uery I ->fetchAll(PDO::FETCHOBJ);
$totalstudeni s=Squeryl ->rowCountQ;

<span class="number counter"><?php echo

htin entities( totalstudents) ;?></span>
<span class="name">Regd Users</span>
<span c1ass='bg-icon'><i ciass='fa fa-users'></i></span>
<Ia>
<!-- /.dashboard-stat -->
</div>
<!-- /.col-lg-3 col-md-3 col-sm-6 col-xs-12 -->

<div class"col-lg-3 col-md-3 coi-sm-6 col-xs-12">

<a class='dashboard-stat bg-danger" h ref="manage-subjects .php">
<?php
$sq! =SELET Id from tblsubjects "
Squery = Sdbh -> prepare($sql);
$query->exei uteQ;
$resu1ts=$qu wy->fetchA li(PDO: FETCH OBJ);
tota1subject $query->rowCountQ;

<span cIassnurnber counter'><?php echo

htrn em ities( total subjects) ;?></span>
<span classz="namet>S ubjects L isted</span>
<span c1ass'bg-icon ><i class='fa fa-ticket'></i></span>
<Ia>
<!-- I.dashboard-stat -->
<Idly>
<t-- /.col-!g-3 coi-md-3 col-sm-6 col-xs-12 -->
 <dlv c1ass="col-lg-3 col-md-3 col-sm-6 col-xs-12">
<a class="dashboard-stat bg-warning" href="manage-classes.php">
<?php
Ssql2 =SELECT Id from tblclasses ;
Squery2 = Jbh -> prepare(SsqI2);
Sq uery2->e: ecute0;
5resu1ts2=S uery2->fetchA I I(PDO: :FETCH_OBJ);
Stotaiclasse: .=$query2->rowCountQ;
?>
<span class='nurnber cowiter'><?php echo
htmlentities Stotalclasses);?></span>
<span c1ass"name">Total classes I isted</span>
<span classr='bgicon"><i class="fa fa-bank'></i></span>
<Ia>
<!-- /.dashboard-stat -->
</div>
<!-- I.co!-lg-3 col-md-3 col-sm-6 col-xs-12 -->

<div c!ass="col-lg-3 col-md-3 col-sm-6 col-xs-12">

<a class="dashboard-stat bg-success" href='manage-results.php">
<?php
Ssq!3'SEL CT distinct Studentld from tblresult 1;

$query3 Sdbh -> prepare($sq13);

$query3->ex ecuteO;
Sresults3=$c uery3->fetchAl I(PDO : :FETCHOBJ);
Stotairesu Its: Squery3->rowCountQ;

<span class=hmnumber counter"><?ph p echo

htmlentities( totaIresu Its);?><Ispan>
<span class="name">Results Declared</span>
<span cIass=!bgicon><i class='fa fa-file-text'></i></span>
<Ia>
<!-- /.dashboard-stat -->
<Idiv>
<!-- /.col-lg-3 col-rnd-3 col-srn-6 col-xs-12 -->

<Id iv>
<!-- /.row -->
</d iv>
<!-- /.container-fluid -->
</secti on>
<!-- /.section -->

</div>
!- /.rnain-page -->
 <I V>
<!-- /.content-container -->
</di>
<!-- .content-wrapper -->

</div>
<!-- /.n am-wrapper -->

<!-- COMMON JS FILES -->

<script src="js/jquery/jquery-2.2.4.m in.js"></script>
<script src='j s/jquery-ui/jquery-ui .m in .js"></script>
<script rc="js/bootstrap/bootstrap.min .js't></script>
<script rc'Tj s/pace/pace.min.j s"></script>
<script ;rc="j s/IobipaneI/Iobipane! .m in .js'></script>
<script ;rc='js/iscro!l/iscrol I,js'></script>

PAGE JS FILES -->

<script wc=rjs/prism/prisni.j s"><Iscript>
<script ;rc=j s/waypo int/waypoints.min .j s"></script>
<script ;rc="j s/counterUp/jquery.counterup.min .j s'></script>
<script rc='j s/arncharts/amcharts.js ></script>
<script rc="js/amcharts/serial .j s"></script>
<script rc=tj s/arncharts/pl ugins/export/export.m in.j s'></script>
<I ink re stylesheet" href="j s/amcharts/p! ugins/export/export.css" type"text/css"
rnedia="all" >
<script rc="j s/arncharts/themes/1 ight.js"></script>
<script rc=hjs/toastr/toastr.m in .js"></script>
<script rc="j s/icheck/icheck.min .js"></script>

<!-- === THEMEJS

<script rc='js/rnain.js"></script>
<script sc="js/production-chartjs"></script>
<script s c='j s/traffic-chart.js"></script>
<script s c="js/task-Tist.js"></script>
<script>
S(fun tionQ{

/1 C unter for dashboard stats

S('. ounter').counterUp({
d!ay: 10,
tine: 1000

II \\'elcome notification
 tcastr.options = {
closeButton": true,
debug: false,
newestOnTop": false,
progressBar": false,
positionClass": "toast-top-right",
preventDuplicates": false,
onclick": null,
'showDuration": "300',
'hideDuration": "1000",
:irneOut": "5000",
"xtendedTirneOut": "1000",
howEasing": "swing",
iideEasing": "linear",
;howMethod": "fadein",
"ideMethod": "fadeOut"

to str["success"]( "Welcome to student Result Management System!");

</script>
</body>
</htrn!>
<?php } ?>

<?php
session start )
error reporti: ig(0);
include(incli des/contig.php');
?>
<!DOCTYPI html>
<html lang='n">
<head>
<meta charset="utf-8">
<meta Ii tp-equiv="X-UA-Compatible" content="IE=edge">
<metE namer="viewport" content"width=device-width, initial -sca1e I">
<title>Rsult Management System</title>
<link rel =" stylesheet" href="css/bootstrap.m in.css" med ia="screen" >
<link rel =" stylesheet" href="css/font-awesome.min .css" media="screen">
<link rel ="stylesheet" href="css/animate-css/animate.min.css" med ia="screen">
• <link rel ="stylesheet" href="css/lobipanel/lobipane!.min.css" media"screen">
<link rel "stylesheet" href="css/prism/prism.css" rnedia="screen" >
<link rel ='stylesheet' href"css/main.css media="screen' >
'I
T

I
<script src="js/rnodern izr/modernizr. m in.js"></script>
</head>
<body>
<div ci lss'main-wrapper">
<div class="content-wrapper'T>
<(iv ciass="content-container">

<!-- /.ieft-sidebar -->

zzdiv class"main-page">
<div c1ass="container-fluid">
<div ciass"row page-titie-d iv'>
<div class="coi-md-12">
<h2 ciass="title" aiign="center">Resu It Management System</h2>
</div>
<Id iv>
<!--/.row-->

<!--/.row-->
</div>
<!-- /.container-fluid -->

<section class="section">
<div c1ass"container-fluid">

<div ci ass=u row >

<div ci ass=" col -rnd-8 co! -rnd-offset-2">
<div c!ass="panel">
<div class="panei-heading">
<div c1ass"panel-title">
<?php
I/code Studeit Data
$ro!! id=$PQ ST['roll id];
$c1assid$P )ST['c!ass'];
$SESSION[ roiiid']=$roIiid;
SSESS ION [ iassid]=Sciassid;
Sqery = "SELECT
tblstudents.St identNarne,tblstudents.Rolild,tblstudents.RegDate,tbistudents.Studentld,tblstudent
s. Status,tblcla ;ses.CiassName,tblclasses.Section from tblstudents join tblclasses on
tblc!asses.id=lblstudents.Classld where tblstudents.Rollld=:roilid and
tb!students.CI issId=:ciassid ";
Sstmt = Sdbh->prepare($qery);
a strnt->bindP ram(':ro1!id',$roiIidPDO::PARAMSTR);
Sstrnt->bindP rarn(':classid',$cIassidPDO::PARAMSTR);
Sstrnt->execut Q;
S
$resultss=$ tmt->fetchA II(PDO :FETCHOBJ);
$cnt=1;
if($stmt->rcwCount() > 0)

foreach($re ultss as $row)

{ ?>
<p><b>Stuent Name :</b> <?php echo htmlentities($row->StudentName);?></p>
<p><b>Stu ent Roil Id :</b> <?php echo htmientities($row->RoilId);?>
<p><h>Stut ent Class :</b> <?php echo htm lentities($row->ClassName);?>(<?php echo
htm Ientities Srow->Section)?>)
<?php }

<Idly>
<dlv class="panel-body p-20">
<table class="table table-hover table-bordered">
<thead>
<tr>
<th></th>
<th>Su bj ect<Ith>
<th>Marks'</th>
<Itr>
<Ithead>

<tbody>
<?ph p
II Code for r suit

$query ="se.ect t.StudentName,t.Rolild,t.Classld,t.rnarks,Subjectld,tblsubjects.SubjectName

from (select ts.StudentName,sts.Roilld,sts.Classld,tr.marks.Subjectld from tblstudents as sts
join tblresuli as tr on tr.Studentld=sts.Studentld) as tjoin tblsubjects on
tbisubjects.id=t.Subjectld where (t.RoilId:rol!id and t.Classld:classid)"
$query= $dblr -> prepare($query);
Squery->binc Pararn(':rollid',$rollid,PDO::PARAMSTR);
$q uery->binc Param(' :classid',$classid,PDO :PARAMSTR);
$query-> exe uteQ;
$results = $qiiery -> fetchAll(PDO::FETCHOBJ);
$cnt=1;
i f(Scou ntrow Sq uery_>rowCountO>0)

foreach($resu Its as $result){

 ?>

<tr>
<iii scope='row'><?php echo htm lentities($cnt);?></th>
<td><?php echo htrnlentities($result-
>SubjectNa rne);?></td>
<td><?php echo
htrn lentities 'Stotal rnarks=$resu lt->marks);?></td>

<?php
$toticount+ $totalrnarks;
$cnt±-t-;}
?>

<tr>
<th scope="row" c01span21?>Total Marks</th>
<td><b><?jhp echo htmlentities($toticount); ?></b> out of<b><?php echo
htrn lentities $outof=($cnt- I ) 100); ?><Ib></td>
<Itr>
<tr>
<th scope="row' colspan='T2'T>Percntage</th>
<td><b><?php echo htmlentities($toticount*( I 00)/Soutof);
?> %</b></ :d>
</tr>
<U>
<th scope= row co lspan=2 '>Down load Resu tv/tb>
<td><b><a href=down load-resu lt.php ">Down load <Ia>

<Itr>

<?php } els { ?>

<div class=t alert alert-warning lefticonalert role='Talert">
<strong>Notice!</strong> Your result not declare yet
<?php }

</div>
<?php
} else

<div class=' 31ert alert-danger left-icon-alert' role"alert">

strong>Oh s ap </strong>
<?ph p
echo htrnlen ities("lnvalid Roll Id");

?>
</d iv>
 <Itbody>
</tab le>

<Idly>
<Id iv>
<!-- /.panel -->
<Id iv>
<!-- /.col-md-6 -->

<div class='tform-group">

<div class="co!-sm-6">
<a href=index.phph>Back to Home<Ia>
</d iv>
<Idiv>

<Id iv>
<!-- /.row -->

<Id iv>
) <!-- /.container-fluid -->
</section>
<!-- /.section -->

:/div>
:!-- I.main-page -->

<Id iv>
<!-. /.content-container -->
</div
<!-- I. ontent-wrapper -->

<Idly>
<!-- /.rn in-wrapper -->

<!-- COMMON JS FILES -->

<script s c="js/jquery/jquery-2.2.4.min.js'></script>
<script s cj slbootstrap/bootstrap.m in .j s'></script>
<script s c"j slpace/pace.m in.js'></script>
<script s c'Tjs/Iobipane!/IobipaneI.min.js'></script>
<script s c="j s/iscroll/iscroll .j s"><Iscript>
 = PAGE JS FILES
<script sl-c==js/prism/prism .j s'></script>

----THEMEJS
<script src"js/rnain .js'></script>
<script>
$(function(S) {

</scrip>

<!-- == ADD custom.js FILE BELOW WITH YOUR CHANGES

</body>
</htm>

'I
 Appendix B

4
Screenshot a Dashboard
It

Result Management System

stuoert flame; KALU CHUZO UA'JU)

SKUerU ACU IU

srueerr LICKS: -IK(1I?.

9 SEMUFSA C'

I Ii I

Cl SSCSIASSUCCK

a,mJeal CnIII ;err9IIO9C

Screenshot b: Student result page