Examination&

Student Information
System

Prepared for Blue Bird

High School & College,
Otha Goth, Kotri
 Database
Management
Systems

Submitted to:
Mr. Khawer
 Group Members

• Faraz Khan
• Rashid Sheikh
 Table of Contents
..............................................................................................................................................1
..............................................................................................................................................2
Group Members...................................................................................................................3
.....................................................................................................................................4
Table of Contents.................................................................................................................4
Preface..................................................................................................................................7
Acknowledgement...............................................................................................................8
Questionnaires....................................................................................................................10
Report of the interview......................................................................................................12
Gantt chart..........................................................................................................................13
Operational Analysis of Project.........................................................................................15
Is the Problem Worth Solving?......................................................................................15
Performance...............................................................................................................15
Information & Data....................................................................................................15
Economics..................................................................................................................17
Control & Security.....................................................................................................17
Efficiency...................................................................................................................17
Service........................................................................................................................17
What The End-Users & Management Feel About This Proposed System?..................18
Does the management support the system?...............................................................18
How do the End-users feel about their role in the new system?................................18
How to Overcome the Resistance within the Organization about the New System? 18
How will the working environment of the user change?...........................................18
Technical Feasibility..........................................................................................................19
Is the Proposed Technology or Solution Practical?.......................................................19
Do we currently Posses the Necessary Technology?.....................................................19
Do we possess the Necessary Technical Expertise, and is the Schedule Reasonable?..19
Technical Expertise Required........................................................................................19
Economic Feasibility.........................................................................................................20
Hardware Required........................................................................................................20
Software Required.........................................................................................................20
Development Cost..........................................................................................................20
Training Cost.................................................................................................................20
Operating Cost...............................................................................................................20
Staffing.......................................................................................................................20
Running......................................................................................................................20
Total Project Cost Rs. 65,000/-.............................................................................20
Tables Screen Shots...........................................................................................................23
1. Student:......................................................................................................................23
3. Student’s Father’s Telephone:...................................................................................25
 5. Student’s Father’s Email:...........................................................................................27
7. Classes Section:.........................................................................................................29
8. Sections:.....................................................................................................................30
9. Subjects Of Subjects:................................................................................................31
10. Subjects:...................................................................................................................32
11. Class & their Section along With Subjects:.............................................................33
12. Teacher:....................................................................................................................34
13. Subjects Of Teacher:................................................................................................35
14. Class Teachers:........................................................................................................36
15. Student Exam Result:...............................................................................................37
16. Exam Type:..............................................................................................................38
17. Grades:.....................................................................................................................39
18. Applying Validation Rule:.......................................................................................40
Forms Screen Shots............................................................................................................43
Class ID Insert Form......................................................................................................44
Class Section Insert Form..............................................................................................45
Class Section Subject Insert Form.................................................................................46
Class Teacher Insert Form ...........................................................................................47
Section Form..................................................................................................................49
Student Form..................................................................................................................50
Student Form..................................................................................................................51
Student’ Father’s Email.................................................................................................52
Student Father’s Telephone...........................................................................................53
Subject............................................................................................................................54
Subject Teacher..............................................................................................................55
Teacher...........................................................................................................................56
Queries Screen Shots.........................................................................................................58
1. Query1:......................................................................................................................58
2. Query2:......................................................................................................................59
3. Query3:......................................................................................................................60
4. Query4:......................................................................................................................61
6. Query6:......................................................................................................................63
7. Query7:......................................................................................................................64
8. Query 8:.....................................................................................................................65
9. Query9:......................................................................................................................66
10. Query10:
........................................................................................................................................67
Query For The Report Of Class-II, Section-II:..............................................................68
Queries SQL View(From 1st to 8th Query):......................................................................69
Reports Screen Shots.........................................................................................................71
1. Report Of The Class:.................................................................................................71
Report Of A Single Student:..........................................................................................72
User Manual.......................................................................................................................73
How To Use The Forms?...............................................................................................73
Class: .........................................................................................................................73
Class-Section:............................................................................................................73
 Class-Section-Subject:...............................................................................................73
Class-Teacher:............................................................................................................73
Exam Type:................................................................................................................73
Section:......................................................................................................................73
Exam Type:................................................................................................................73
Student: .....................................................................................................................74
Student-Email:...........................................................................................................74
Student-Exam-Subject:..............................................................................................74
Student-email:............................................................................................................74
Student-telephone:.....................................................................................................74
Subject:......................................................................................................................74
Subject-Teacher:........................................................................................................74
Teacher:......................................................................................................................74
How to Use The Queries:...............................................................................................75
Query1:......................................................................................................................75
Query2: .....................................................................................................................75
Query3: .....................................................................................................................75
Query4: .....................................................................................................................75
Query5: .....................................................................................................................75
Query6: .....................................................................................................................75
Query7: .....................................................................................................................75
Query8: .....................................................................................................................75
Query9: .....................................................................................................................76
Query10: ...................................................................................................................76
 Preface

The project report in front of you is based on a prototype developed

for Blue Bird High School & Science College, Otha Goth, Kotri. The
project converts the organization’s manual examination/student
system into an electronic database for better performance.
 Acknowledgement

The project of Blue Bird High School, Otha Goth Kotri, was a great
experience for us and will help us a lot in future in our practical life. During
the project many people helped and cooperated with us. We are very grateful
to the principal of Blue Bird High School & College, Israar Ahmed as he has
allowed us to carry on with our project and most special thanks to our
teacher Mr.Khawer as he has provided us an opportunity to compile a
Database Management System project. At the end we would like to thank all
the staff member of Blue Bird High School & College who have helped us a
lot to design our project.
Meeting the
People
 Questionnaires

Q. What is the strength of your school & college?

: We have about 800 students in our college & school.
Q. What is the average strength of each class?
: The average strength of each class is about 35.
Q. How many times in a year do you conduct the examination?
: We examine our students at least 4 times in a year. One is a Final examination that is
held in April. We have one Mid-Term in October. There are a number of Monthly
Examinations depending on the class.
Q. Who is responsible for the entrance of the results in the student record?
: Being examination controller I am responsible but this work is allocate to the clerks of
my department so two clerks are responsible to perform this task,
Q. In which form do you get the result from the faculty?
: We get the results in form of grade sheets and then we transfer it from those sheets to
the student’s records and report cards.
Q. Is there is any possibility to have a view on a result of a student when you and your
staff are not available?
: No it’s not possible to view the results in this case. It is because the number of registers
and report cards is huge and searching for anything is not that easy despite proper
indexing and cross-references.
Q. Suppose that I need to view scores of any student and you do not have to show all the
records of the students then how will you represent those scores?
: In this case we would have to prepare a special report on paper; if we are in a good
mood otherwise we may ask you to come again.
Q. If we have to find the scores of the students who have not paid the fees then how
would you do that?
: We would have to view the records of fee payment (available with the accounts) and
then select those students who have not paid the fees and then find the results of those
students.
Q. If a student wants to edit his address then what would you do?
: In this case we would simply change the address in all the records of the students. We
would have to change it first from accounts section then from the from the student record
system and in all the respective records of the student. That hardly happens so there is
some inconsistency in the records.
Q. How much time approximately do you take to prepare each report card?
: It takes about 5 to 10 minutes to write the results of the students in the report cards from
the student’s record.
Q. Suppose that you are asked to get the result of a student without his class and section
then how would you search it?
: In this condition it is difficult and time-consuming to search it because we would have
to view each and every record or in the best case scenario find out from teachers about
the particulars of that student.
Q. How do you secure your data?
: We record the student information in their respective files which are present in form of
hardcopy. They are kept under lock and key.
Q. In case any record from the file is missed is it is possible to get it back?
: Yes it is possible to get the record back because we keep duplicate hard copies with us.
Q. How much time would it take to prepare a new staff member to view the student’s
result and the required information?
: It would take about 3 to 4 days to train a new member. But in this case he would take
time to work accurately.
Q. Is it is possible that an unauthorized person view the records?
: Yes if he is able to find the record files he can view al the information of that student.
We pile up all the respective information in the same file.
 Report of the interview

Interviewee: Mr. Israr Ahmed

Interviewer: Faraz Ali Khan

Date: 06 December, 2008

Subject: Analysis of the Examination System of Blue Bird High School & College, Otha
Goth Kotri. (BBHS)

Objectives of the Interview: To gain sufficient knowledge and understanding of the

existing system in place at BBHS.

Were Objectives Met: Yes.

Objectives of the Follow up Interview: Fine Tuning the prototype.

Gantt chart
Proposal of
The Project
 Operational Analysis of Project

There were two aspects that we kept in our mind before conducting the Operational
Feasibility of this project:

• Is the problem worth solving?

• What the management feel about this project?

Is the Problem Worth Solving?

We visited the BBHS on 21st November 2008. To study and analyze their Examination
System we utilized the PIECES framework 1.

Performance
1. Through put- The organization utilizing its manual system has an incredibly low
amount of work performed in unit time. The average time to prepare a report card
was 15 minutes.
2. Response Time- The report cards for various students were placed in stacks of
classes, sections, grades etc. Despite that the response time for finding the result
of a particular student was very low.

Information & Data

1) Outputs
a) Lack of any Information: When the examination department was not manned by a
clerk who has a little knowledge of the various registers, files and folders that has
the student records; it becomes increasingly impossible for a layman to find the
result of an individual student (ideally all you need is the student number and his
name).
b) Lack of Relevant Information & Information Overload: Even if a person finds the
result of a particular student, he is bombarded with a lot of unnecessary
information, after all why should one be told the name of the person father when
all he needs his marks in Social Studies.
c) Incorrect Format: Often we need the information in particular format. For
example, sometimes we may need to arrange the results in descending order, on
other occasions we may wish to arrange the subjects alphabetically. For such
occasions the information in a manual result sheet is not is useful format and
would require us to calculate/produce these formats ourselves.
 d) Inaccurate Information: The percentages in a manual result sheet are often
rounded of to two decimal places. This produces inaccurate results for
calculations done over a longer period of time. Though this inaccuracy is not of
strategic nature but then again a little extra accuracy always comes in handy.
e) Information Is Difficult To Produce: Sometimes we are required to do some tests
on our data that we normally do not do. For example, we may wish to find out
what is the average percentage for all students whose names begin with A. Then
in this case we would require to first separating the results of all the students
whose name begins with A and then find the average which will make it a
difficult and time consuming exercise.
f) Untimely Information: Often such information is required that is time-critical. For
example we may require to find out the result of the student in a particular exam
that he took on a certain date in the past, say we want send him for a competition
and that particular examination is directly related to the examination, we have two
hours to send our nomination but looking up the result for a particular test in large
registers might take many hours hence the results found in useless.
2) Inputs
a) All data is not captured: It happens when a variety of people may quiz the class on
a particular topic at different time. Now it is not possible in a manual system to
input the marks of all the results. This makes data entry selective and hence the
accuracy of the resulted data is not perfect.
b) Data Entry: Data entry in a few cases might be too late.
c) Data Redundancy: In a manual system a single unit of data might be entered into
a database in number of times.
d) Illegal Data: Manual systems are vulnerable to spelling mistakes which
sometimes enter illegal values in a database.
3) Store Data
a) Redundant Storage: As mentioned above, one data item might be entered twice so
it must be stored twice hence it occupies more space.
b) Incoherent data: A student might shift his residence, making a change in the
address section of the student information. In a manual system we open the
register and change the address, but if the address of the same student is
mentioned at another location for which we have not changed the data, so for this
one student we will have two addresses. Hence any update will not be complete.
c) Accident: A lot of times data is lost because of accidental mistakes.
d) Data Storage lacks organization
e) Data in Inflexible and any change in the format become very difficult.
Economics
In a manual system it is difficult to calculate the cost of making the result of the student.
So the institute cannot realistically calculate its examination fee.

Control & Security

1. Too Little Security: The data input is not adequately edited.
2. Unauthorized people may have access to your database
3. Data privacy regulations and guidelines can be violated.
4. Individual may commit errors at input, output or storage stage of the data.
5. Decision making errors occurs in manual system.

Efficiency
1. People working on registers and folders often waste time which results in
incorrect input, incorrect output or incorrect processing.
2. People waste materials and supplies.
3. Efforts require for any task in a manual system are excessive.
4. Material require for any task in a manual system are excessive.

Service
1. A manual system produces in accurate results.
2. A manual system produces inconsistent result.
3. A manual system produces unreliable result.
4. The system is not easy to learn.
5. The system is not easy to use.
6. The system is awkward to use.
7. The system is inflexible to new or exceptional situations.
8. The system is inflexible to change.
9. The system in incompatible with other systems.
10. The system is not coordinating with other systems.
What The End-Users & Management Feel About This Proposed
System?
Does the management support the system?
Yes, the management feels that its current examination system has problems.
So they welcome any system that can solve these problems.

How do the End-users feel about their role in the new system?
The examination clerk was not very ecstatic about the new system, obviously
he thought that this would undermine his position within the organization.
Generally, the class-teachers welcomed the idea of an electronic examination
system as they thought that it would reduce their work-load.

How to Overcome the Resistance within the Organization about the

New System?
WE shall show the examination clerk that the new system will not make his
position vulnerable; in fact it will make him more important as he will be the
source of correct and accurate information.

How will the working environment of the user change?

The environment will surely become more efficient and easy to use.
 Technical Feasibility

Is the Proposed Technology or Solution Practical?

The modern database management system is advanced enough to handle much
more complex problems. Database tools are capable of doing virtually
anything that one can think of.

Do we currently Posses the Necessary Technology?

Yes. No emerging or immature technology will be in use.

Do we possess the Necessary Technical Expertise, and is the

Schedule Reasonable?
Yes, more Details in Point 4.

Technical Expertise Required

User End: working knowledge of computers and MS Office is required. Some
concepts of DBMS are an added advantage. The organization has a large pool
of people who meet these criteria.
Developer End: The entire project will be developed in MS-Access XP. We
are adequately skilled in the use of MS-Access XP.
 Economic Feasibility

Hardware Required
1. Pentium III Computer with Multimedia Rs. 20,000/-
2. HP 845C DeskJet Printer Rs. 5,000/-
3. Proxima 2100 Flatbed Scanner Rs. 3,500/-
Note: The organization already has forty-five (45) computers that meet these criteria. No
new purchases are required for immediate deployment. A dedicated system though is
highly recommended.
Software Required
1. Microsoft Windows XP – Home Edition Rs. 8,500/-
2. Microsoft Office XP – Small Business Edition Rs. 20,000/-
Development Cost
1. The project will be designed, developed and deployed for free.
Training Cost
1. We will train one nominated individual from the organization to use this system.
We would charge Rs. 1,000/- for any additional individual who requires training.
2. A training manual will be provided free of cost.
Operating Cost
Staffing
1. The organization will require one dedicated individual to run this system. The
present examination clerk can be trained for this task. This individual already gets
Rs. 5,000/- per month.
2. One substitute individual will also be required on the same salary scale.

Running
1. Electricity charges will be nominal and are a part of the overheads of the
organization.
2. 2000 sheets of papers will be required to accommodate the result printing of all
students for three examinations per year. Cost Rs. 1,500/-
3. Sundry Maintenance Expenses: Rs. 1,500/-

Total Project Cost Rs. 65,000/-

Designing the
Project
Screen Shots
From Tables
 Tables Screen Shots

1. Student:
2. Student Telephone:
3. Student’s Father’s Telephone:
4. Student Email:
5. Student’s Father’s Email:
6. Classes:
7. Classes Section:
8. Sections:
9. Subjects Of Subjects:
10. Subjects:
11. Class & their Section along With Subjects:
12. Teacher:
13. Subjects Of Teacher:
14. Class Teachers:
15. Student Exam Result:
16. Exam Type:
17. Grades:
18. Applying Validation Rule:
19. User Friendly Message Because of Wrong Input Value:
Screen Shots
from Forms
Forms Screen Shots
Class ID Insert Form
Class Section Insert Form
Class Section Subject Insert Form
Class Teacher Insert Form
Exam Type Form
Section Form
Student Form
Student Form
Student’ Father’s Email
Student Father’s Telephone
Subject
Subject Teacher
Teacher
 Queries
Screen Shots
 Queries Screen Shots
1. Query1:
2. Query2:
3. Query3:
4. Query4:
5. Query5:
6. Query6:
7. Query7:
8. Query 8:
9. Query9:
10. Query10:
Query For The Report Of Class-II, Section-II:
Queries SQL View(From 1st to 8th Query):
 Reports
Screen Shots
 Reports Screen Shots

1. Report Of The Class:

Report Of A Single Student:
 User Manual

How To Use The Forms?

Class:
This form is used to enter the name of the class with the class ID. Class ID is taken
because if you make a mistake in writing a class name then it would be a very serious
problem so from this form one will have to write the Class ID and the name or number of
the class.

Class-Section:
This form defines the Class ID and the Section ID.

Class-Section-Subject:
This form shows the Class ID, Section ID and the Subject ID. It is filled to add the
subjects studied in different classes.

Class-Teacher:
This form is used to allocate different classes to different teachers.

Exam Type:
This form is to define the type of examinations conducted in the class.

Section:
This forms defines different section ID’s to different form to avoid wrong entries of the
section.

Exam Type:
This form defines the maximum marks in different exam types.
Student:
This form is used to enter all the required information of the student.

Student-Email:
In this form we add all the emails. It is not included in the student table because we have
made the composite primary key over here. It is because we have more than one email
addresses for a single student.

Student-Exam-Subject:
This form is used to enter the scores of a student in different subjects.

Student-email:
This form is to include the email address of the student’s father. It is taken in a separate
form because here too student father might have more than one email addresses.

Student-telephone:
This form is used to include the student’s father telephone number. It is again taken in a
separate form because telephone numbers might be more than one.

Subject:
This form is to include the subject ID and the name of the subject. It allocates the Id to
the different subjects.

Subject-Teacher:
This form is used to allocate different subjects to different teachers.

Teacher:
This form is used to allocate different Id’s to the different teachers.
How to Use The Queries:
Query1:
By using this query one would be able to view first name, last name, father’s name, score,
name of class teacher and the class name. This query will be used in general.

Query2:
By using this query one would be able to view all the scores of a specific student by
typing his name. This query would be used while student evaluation.

Query3:
By using this query one would be able to view the score of a specific student by typing
his name and the subject. This query will be used in the student’s evaluation in a
particular subject.

Query4:
By using this query one would be able to view the score of a specific class by typing the
class name. This query will be used in finding the best performance in the specific class.

Query5:
By using this query one would be able to view the score of a specific subject by typing
the subject name. This query would be used by the teacher of the specific subject to view
the performance in his/her subject.

Query6:
By using this query one would be able to view the score of a specific class by typing the
name of class teacher. This query would be used by the administration for the evaluation
of class teacher.

Query7:
By using this query one would be able to send the scores to the respective student.

Query8:
By using this query one would be able to find the percentage the students got in their
respective subjects by typing their respective subjects.
Query9:
By using this query one would be able to view the score of the students.

Query10:
By using this query one would be able to view the score with respect to the subject
names.

How To Use The Reports:

Report1:
This report is the sample report showing the results of the final examination of the Class-
I, Section B. This is how more reports will be generated according to the requirements.
Users will be trained for making the reports.

Report2:
When you will open this report you would have to type the student name to the Class-I,
Section B and then you will get his result.