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School Management System Using VB By Aisha Shema Application Design

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Thesis · September 2019

DOI: 10.13140/RG.2.2.32243.48163

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 DECLARATION

I, Aisha Abubakar Shema, hereby declare that this Project report entitled “School management
system for Umaru Musa Yar’adua College Katsina” submitted to University of east London, is a
record of an original work done by me under the guidance of my supervisor MADAM
MAINMALA VATHAIYAN and the module leader MR.NATTAR KANNAN this project work
has not performed the basis for the award of any Degree or diploma/associate ship/fellowship
and similar project if any.

i
 Acknowledgement

Firstly I would like to thank almighty ALLAH (SWT) the most gracious and the most merciful
for his blessings and mercies upon me for giving me the opportunity, strength and courage to
study and sparing my life to this day. I will ask for more light in my path as this is the beginning
of many more endeavors I might pass through the entire life.

I would also like to express my gratitude to my module leader MR. NATTAR KANNAN
and my humble and bearing supervisor MADAM MAINMALA VATHAIYAN for helping,
supporting and also assisting me to make this project successfully. They tried their best and help
me until the completion of the research, and I would like to apologize my module leader and my
supervisor, for any disobedience that occur in the past or during this research. Special thanks to
Mdm Manimala and other faculty members of school of computer science and information
technology for their motivations and guidance.

ii
 Commitment

This project is dedicated to my beloved family.

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 Abstract

The tittle of the project is Secondary school management system, to computerize UMARU
MUSA YAR’ADUA COLLEGE KATSINA (UMYCK).UMYCK is a secondary school in
Katsina state Nigeria, UMYCK was established by the state government and is the only
secondary school in the entire Africa that comprises of different departments which include:
Catering department. Commercial department, self-man ship department, ladies garment making,
science department and computer science.

Though UMYCK face many different problems Interms of managing students’ data, teachers and
many other related data needs in the school. For that reason the author proposed a computerized
school management system which will improve the efficiency of administrative service such as
entering student details, tracking student attendance and managing many other student and
teachers related data.

The system to be developed is a stand-alone system the front end tool used is visual basic to
realize the functionalities of the system and the back end tool used is Microsoft SQL Server to
aid the design and development of the system.

iv
 Glossary
Glossory Table 1

Abbreviation Meaning
UMYCK Umaru Musa Yar’adua College Katsina
MIS Management Information System
DSS Decision Support System
EIS Execute Information System
TPS Transaction Processing System
IS Information System
SMS School Management System
VB.Net Visual Basic .Net
SQL Structure Query Language
SDLC Software Development Methodology
UML Unified Modeling Language
GUI Graphical User Interface
KISS Keep it simple and Short
ER Entity Relation Ship Diagram

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Table of Contents
Chapter Tittle Pages

DECLARATION ....................................................................................................................................... i
Acknowledgement .................................................................................................................................... ii
Abstract .................................................................................................................................................... iv
Glossary .................................................................................................................................................... v
................................................................................................................................................................... xxi
Chapter1 .................................................................................................................................................... 1
INTRODUCTION .................................................................................................................................... 1
1.1 Introduction ......................................................................................................................................... 1
1.1.1 Background of Study ................................................................................................................ 2
1.2 Problem Statement ........................................................................................................................ 3
1.3 Aim ..................................................................................................................................................... 5
1.4 Objectives ........................................................................................................................................... 5
1.4.1 Research Questions .......................................................................................................................... 6
1.5 Project Scope ...................................................................................................................................... 7
1.6 Rationale ............................................................................................................................................. 8
1.7 Conclusion .......................................................................................................................................... 9
1.8 Chapters Summary .............................................................................................................................. 9
1.8.1 Chapter 1 ................................................................................................................................... 9
1.8.2 Chapter 2 ........................................................................................................................................ 10
1.8.3 Chapter 3 ........................................................................................................................................ 10
1.8.5 Chapter 5 ........................................................................................................................................ 11
1.8.6 Chapter 6 ........................................................................................................................................ 11
CHAPTER 2 ........................................................................................................................................... 12
LITERATURE REVIEW ....................................................................................................................... 12
2.1 Introduction ....................................................................................................................................... 12
2.2 Background Study ............................................................................................................................. 13
2.2.1 Manual Management System Operation ........................................................................................ 14
2.2.2 Problems Associated with Manual Management System .............................................................. 15
2.3 School Management System ............................................................................................................. 16
2.3.1 Benefit of School Management system ......................................................................................... 18
2.4 UMYCK Management System ....................................................................................................... 23

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2.5 Analysis and Review Existing Systems ............................................................................................ 25
2.5.1 Similar Existing Systems ............................................................................................................... 26
Case Study 1: Kokebe Tsibah Secondary School System ...................................................................... 26
Case Study 2: Royal Cadet Secondary school Management system ...................................................... 27
Average not perfectly design. ................................................................................................................. 28
2.6 Tools and Techniques ....................................................................................................................... 29
2.6.1 Development Methodology............................................................................................................ 29
2.6.1.1 Information Systems ................................................................................................................... 30
i. Transaction Processing Systems (TPSs) ......................................................................................... 31
ii. Management Information System (MIS) ........................................................................................ 31
iii. Decision Support Systems (DSSs) .................................................................................................. 32
iv. Executive Support Systems (EIS) ................................................................................................... 33
v. Comparison between TPS, MIS, DSS and ESS .............................................................................. 33
vi. Justification on Selected Information System Approach ................................................................ 36
2.6.1.2 System Development life cycle................................................................................................... 37
i. Planning .......................................................................................................................................... 39
ii. Analysis Phase ................................................................................................................................ 39
iii. Design Phase ................................................................................................................................... 40
iv. System implementation and Operation ........................................................................................... 41
2.6.2 System Development Methodologies ............................................................................................ 41
2.6.2.1 Structured Design Methodologies ............................................................................................... 42
i. Waterfall Development ................................................................................................................... 42
i. Parallel Development ...................................................................................................................... 43
2.6.2.2 Rapid Application Development (RAD)..................................................................................... 44
i. Phased Development Methodology ................................................................................................ 44
i. Prototyping Development Methodology ......................................................................................... 46
i. Throwaway Prototyping.................................................................................................................. 47
2.6.2.3 Agile Development Methodology ............................................................................................... 48
i. Extreme Development..................................................................................................................... 48
ii. Selecting Appropriate Development Methodology ........................................................................ 49
i. Justification of the Selected Methodology ...................................................................................... 51
2.6.3 Requirements Analysis techniques ................................................................................................ 52
2.6.3.1 Business Process Automation (BPA) .......................................................................................... 52

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2.6.3.2 Business Process Improvement (BPI) ......................................................................................... 52
2.6.3.3 Business Process Re-engineering (BPR) .................................................................................... 53
2.6.3.4 Justification For the selected Requirement Analysis Technique ................................................ 54
2.6.4 Fact Finding Techniques ................................................................................................................ 54
2.6.4.1 Questionnaires............................................................................................................................. 55
2.6.4.2 Interview ..................................................................................................................................... 55
2.6.4.3 Joint Application Development (JAD) ....................................................................................... 55
2.6.4.4 Document Analysis ..................................................................................................................... 56
2.6.4.5 Observation ................................................................................................................................. 56
2.6.4.6 Justification on the Chosen Fact Finding Techniques................................................................. 58
2.6.5 Programming Languages ............................................................................................................... 58
2.6.5.1 Visual Basic (VB) ....................................................................................................................... 59
2.6.5.2 Java ............................................................................................................................................. 59
2.6.5.3 ASP ............................................................................................................................................. 60
2.6.5.4 Justification on the Selected Programming Language ................................................................ 62
2.6.6 Database System ............................................................................................................................ 62
2.6.6.1 Microsoft SQL Server ................................................................................................................. 62
2.6.6.2 Microsoft Access ........................................................................................................................ 63
2.6.6.3 Justification on Selected Database Approach ............................................................................. 64
2.7 Conclusion ........................................................................................................................................ 66
CHAPTER 3 ........................................................................................................................................... 67
METHODOLOGY ................................................................................................................................. 67
3.1 Problem Statement ............................................................................................................................ 67
3.1.6 Research Methodology and Research methods.............................................................................. 69
3.1.6.1 Qualitative and Quantitative Research Methods ......................................................................... 69
i. Stage1: Awareness of Problems ...................................................................................................... 70
ii. Stage 2: Suggestions (Concept Design) ......................................................................................... 71
iii. Stage 3: Development ..................................................................................................................... 72
iv. Stage 4: Evaluation ......................................................................................................................... 72
v. Stage 5: Conclusion ........................................................................................................................ 73
3.2 Chosen Methodology ........................................................................................................................ 73
3.2.1 Phases in Throwaway Prototyping................................................................................................. 75
3.2.1.1 Planning ...................................................................................................................................... 75

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3.2.1.2 Analysis....................................................................................................................................... 75
3.2.1.3 Design Prototype ......................................................................................................................... 78
3.2.1.4 Design ......................................................................................................................................... 78
3.2.1.4 Implementation ........................................................................................................................... 79
3.2.1.5 System ......................................................................................................................................... 79
3.2.2.1 Justification on the Chosen Methodology ................................................................................... 79
3.3 Fact Finding Techniques ................................................................................................................... 80
3.3.1 Interview ........................................................................................................................................ 80
3.3.2 Questionnaire ................................................................................................................................. 81
3.3.3 Justification on the selected fact findings technique ...................................................................... 82
3.4 Conclusion ........................................................................................................................................ 83
CHAPTER 4 ........................................................................................................................................... 84
ANALYSIS ............................................................................................................................................. 84
4.1 Introduction ....................................................................................................................................... 84
4.2 Analysis Results ................................................................................................................................ 84
4.2.1 Analysis Result for the questionnaire conducted ........................................................................... 84
4.2.1 Number of Teachers That Participate In the Survey ...................................................................... 85
4.2.2 UMYCK Teachers prepare using computerized system to manage students such as monitoring
students Attendance ................................................................................................................................ 86
4.2.2 Difficulty Rate of The current system............................................................................................ 87
4.2.3 Satisfaction Rate of the Current System ........................................................................................ 87
4.2.4 The Most Recurrent Problem of the Current System .................................................................... 88
4.2.5 Familiarity of Teachers to Computerized School Management System ........................................ 89
4.2.6 Need for the Proposed System from UMYCK Teachers ............................................................... 90
4.2.7 Need for Including Parents in to the System to View Their Child Grade ...................................... 91
4.2.8 Teachers Suggestion ...................................................................................................................... 91
4.2.2 Analysis Result for the Interview................................................................................................... 93
4.3 Requirement Analysis ....................................................................................................................... 94
4.3.1 Functional Requirement ................................................................................................................. 95
4.3.1.1 User Requirements ...................................................................................................................... 95
4.3.1.2 System Requirements.................................................................................................................. 96
4.3.1.3 Actors of the Proposed System ................................................................................................... 96
i. Administrator .................................................................................................................................. 96

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ii. Secretary ......................................................................................................................................... 97
iii. Teacher............................................................................................................................................ 97
4.3.2 Non Function Requirements ........................................................................................................ 101
4.3.3 Hardware Requirement ................................................................................................................ 105
4.3.4 Software Requirement.................................................................................................................. 107
4.4 conclusions...................................................................................................................................... 110
CHAPTER 5 ......................................................................................................................................... 111
DESIGN ................................................................................................................................................ 111
5.0 Introduction ..................................................................................................................................... 111
5.1 Requirement Specification .............................................................................................................. 111
5.2 Use case Diagram ........................................................................................................................... 116
5.3 Usecase Description ........................................................................................................................ 117
5.3.1 Use Case Description for Adding New Teacher .......................................................................... 118
5.3.2 Use Case Description for Registering Student ............................................................................. 120
5.3.3 Use Case Description for Login ................................................................................................... 122
5.3.4 Use Case Description for Creating New Class ............................................................................ 124
5.3 Sequence Diagram .......................................................................................................................... 126
5.3.1 Sequence Diagram for Adding New Teacher ....................................................................... 128
5.3.2 Sequence Diagram for Registering Student ................................................................................. 129
5.3.3 Sequence Diagram for Login ....................................................................................................... 130
5.3.4 Sequence Diagram for Creating New Class ................................................................................. 131
5.4. Collaboration Diagram................................................................................................................... 132
5.3.2 Collaboration Diagram for Adding Teacher ......................................................................... 133
5.4.2 Collaboration Diagram for Registering Student .......................................................................... 133
5.4.3 Collaboration Diagram for Login ................................................................................................ 134
5.4.4 Collaboration Diagram for Creating New Class .......................................................................... 134
5.5 Class Diagram ................................................................................................................................. 135
5.5.1 Class Diagram Description ................................................................................................... 137
5.6 Flow chart Diagram .................................................................................................................. 139
5.6.1 Flow Chart for Adding Teacher ................................................................................................... 141
5.6.2 Flow Charts for Registering Student............................................................................................ 142
5.6.3 Flow Chart for Login ................................................................................................................... 143
5.6.4 Flow Charts for Creating New Class .................................................................................... 144

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5.6 Activity Diagram ...................................................................................................................... 145
5.6.3 Activity Diagram for Adding New Teacher.......................................................................... 146
5.7.2Activity Diagram for Registering Student .................................................................................... 147
5.7.3 Activity Diagram for Login ......................................................................................................... 148
5.7.3 Activity Diagram for Creating New Class ................................................................................... 149
5.7 Story Board ............................................................................................................................... 150
5.7.3 Story Board for Home Page .................................................................................................. 151
.............................................................................................................................................................. 151
5.7.4 Story Board for Login ........................................................................................................... 153
5.8.3 Story Board for Adding New Teacher ......................................................................................... 155
5.9 Deployment Diagram ...................................................................................................................... 157
5.10 Entity Relationship Diagram ..................................................................................................... 158
5.11 Conclusion ................................................................................................................................ 160
CHAPTER 6 ......................................................................................................................................... 161
IMPLEMENTATION ........................................................................................................................... 161
6.1 Introduction ..................................................................................................................................... 161
6.2 Development Environment ............................................................................................................. 162
6.2.1 Hardware Requirement ................................................................................................................ 162
6.2.2 Software Requirement.................................................................................................................. 164
6.3 System Implementation .................................................................................................................. 166
i. Interface visibility ......................................................................................................................... 167
ii. Interface Consistency .................................................................................................................... 169
iii. System Color................................................................................................................................. 169
6.3.1 Two (2) Tier Architecture ............................................................................................................ 170
i. Implementation Techniques .......................................................................................................... 172
ii. Sequential Query Language (SQL) ............................................................................................... 172
6.4 Graphical User Interface Implementation (GUI Implementation) .................................................. 173
6.4.1 Login Graphical User Interface.................................................................................................... 174
i. Description of Login Page ............................................................................................................ 178
6.4.2 Register New Student GUI .......................................................................................................... 179
i. Description for Registering Student GUI and Source Code ......................................................... 187
6.4.3 Graphical User Interface for Adding New Class ......................................................................... 189
i. Description for Adding Class GUI and Source code .................................................................... 193

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6.4.4 Graphical User Interface for Updating Student Marks ................................................................ 194
i. Description for Student Marks GUI .............................................................................................. 202
6.4.5 Graphical User Interface for Assign Subject To Teacher ............................................................ 203
i. Description of Assign Subject/Class to Teacher GUI and Source Code....................................... 208
6.4.6 Graphical User Interface for Managing Timetable (Update/Delete/View/Print Timetable) ... 209
i. Description for Managing Timetable GUI .................................................................................... 214
6.5 Database Implementation................................................................................................................ 215
6.6 Summary ......................................................................................................................................... 217
Chapter7 ................................................................................................................................................ 218
Testing .................................................................................................................................................. 218
7.1 Introduction ............................................................................................................................... 218
7.2 Test Plan.................................................................................................................................... 219
7.2.1 Black Box Testing................................................................................................................. 220
i. Functional Testing ........................................................................................................................ 220
7.2.2 White Box Testing ................................................................................................................ 232
i. White Box Testing For Adding Subject ........................................................................................ 233
Screen Short For the Code .................................................................................................................... 236
ii. White Box Testing For Generating Report Card .......................................................................... 237
Screen Short For the Code .................................................................................................................... 238
7.2.3 User Acceptance Testing ...................................................................................................... 239
User Acceptance Testing Evaluation .................................................................................................... 240
i. General Interface Design of the System ....................................................................................... 240
ii. Visibility of UMYCK Management System ................................................................................. 241
iii. Match the system Between the Real World .................................................................................. 242
iv. Prevention from Error ................................................................................................................... 243
v. Consistency and Standards............................................................................................................ 244
vi. Recognition Rather Than Recall ................................................................................................... 245
vii. Flexibility and Efficiency of the System................................................................................... 246
viii. General Functionality of the system ......................................................................................... 247
ix. Recommendations ......................................................................................................................... 247
7.2. 4 Summary ..................................................................................................................................... 248
CHAPTER 8 ......................................................................................................................................... 249
CONCLUSION ..................................................................................................................................... 249

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8.1 Summary of the Chapters................................................................................................................ 249
8.1.1 Chapter 1: Introduction ................................................................................................................ 249
8.1.2 Chapter 2: Literature Review ....................................................................................................... 249
8.1.3 Chapter 3: Methodology .............................................................................................................. 250
8.1.4 Chapter 4: Analysis ...................................................................................................................... 250
8.1.5 Chapter 5: Design ........................................................................................................................ 250
8.1.6 Chapter 6: Implementation........................................................................................................... 251
8.1.7 Chapter 7: Testing ........................................................................................................................ 251
8.1.8 Chapter 8: Conclusion.................................................................................................................. 251
8.2 Problems Encountered .................................................................................................................... 251
i. Time Management ........................................................................................................................ 251
ii. Research ........................................................................................................................................ 252
iii. Fact Finding Obstacles .................................................................................................................. 252
8.3 Strengths of the proposed system.............................................................................................. 252
8.4 Drawbacks of the Proposed System .......................................................................................... 253
8.5 Feature Enhancement ................................................................................................................ 254
i. Online School Management System ............................................................................................. 254
ii. Teachers Attendance using finger print scanner ........................................................................... 254
iii. Student Attendance Monitoring .................................................................................................... 254
iv. Multiple Language Support .......................................................................................................... 254
v. Generating Transcript for student ................................................................................................. 255
8.6 Lesson Learnt ............................................................................................................................ 255
References &Bibliography.................................................................................................................... 256
Journals ................................................................................................................................................. 256
E-Book .................................................................................................................................................. 259
Website ................................................................................................................................................. 260
Books .................................................................................................................................................... 265
Conference Preceeding ......................................................................................................................... 266
Interview ............................................................................................................................................... 266
Appendix A ........................................................................................................................................... 267
Gantt chart............................................................................................................................................. 267
Appendix B ........................................................................................................................................... 268
Questionnaire and interview ................................................................................................................. 268

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Appendix B 1.1: Questionnaire Samples .............................................................................................. 269
Appendix B1.2: Interview Report Sample ............................................................................................ 270
Appendix C ........................................................................................................................................... 278
Personal Development Plan .................................................................................................................. 278
Introduction ........................................................................................................................................... 278
C1.1 Personal Information .................................................................................................................... 279
C1.2 Educational Background .............................................................................................................. 280
C1.3 Authors Current State ................................................................................................................... 281
C1.4 Hardware Requirements Availability ........................................................................................... 281
C1.5 Software Requirement Availability .............................................................................................. 283
C1.6 Technical Skills ............................................................................................................................ 285
C1. 6.1 Relation of the Technical Skills to the Project ......................................................................... 286
C1.7 Software Skills Rating .................................................................................................................. 287
C1. 7.1 Relation of the Technical Skills to the Project ......................................................................... 288
C1.8 SWOT Analysis............................................................................................................................ 289
C1.9 Solution to the Stated SWOT Analysis ........................................................................................ 290
C1.10 Action Plan ................................................................................................................................. 292
C1.11 Feedback from Others ................................................................................................................ 293
C1.13 Goal Settings .............................................................................................................................. 293
C1.13.1 Short Term Goals .................................................................................................................... 294
C1.13.2 Long Term Goals .................................................................................................................... 295
Appendix D ........................................................................................................................................... 297
PROJECT PROPOSAL ........................................................................................................................ 297
1.1 Aim ................................................................................................................................................. 299
1.3 Rationale ......................................................................................................................................... 300
1.4 Project Scope .................................................................................................................................. 301
1.5 Problem Statement .......................................................................................................................... 302
1.6 Requirement Specification ........................................................................................................ 303
References ............................................................................................................................................. 304
Appendix E ........................................................................................................................................... 305
Usecase Descriptions ............................................................................................................................ 305
E1.1 Use Case Description for Adding Subject .................................................................................... 305
E1.2 Usecase Description for Managing Subject (Update Subject Details) ......................................... 307

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E1.3 Usecase Description for Assigning Subject To Class................................................................... 309
E1.4 Usecase Description for Viewing Existing Assign Class ............................................................. 311
E1.5 Usecase Description for Assigning Class/Subject to Teacher ...................................................... 313
E1.6 Usecase Description for Modifying Teacher from Assign Class/Subject .................................... 315
E1.7 Usecase Description for Deleting Teacher from Assign Subject/Class ........................................ 317
E1.8 Usecase Description for Creating Timetable ................................................................................ 318
E1.9 Note .............................................................................................................................................. 320
Appendix F............................................................................................................................................ 320
Flowcharts, Sequence Diagram, Collaboration, Activity Diagrams and Story Boards ........................ 320
F1.0 Flow Charts................................................................................................................................... 321
Note On flow Chart ............................................................................................................................... 322
F1.0.1 Flow Chart for Adding Subject .................................................................................................. 322
F1.0.2 Flow Chart for Managing Subject (Update) .............................................................................. 323
F1.0.3 Flow Chart for Assigning Subject To Class .............................................................................. 324
F1.0.4 Flow Chart for Viewing Subjects That are Assign to Class (Class Subject Registration) ......... 325
F1.0.5 Flow Chart for Assigning Teacher to Class ............................................................................... 326
F1.0.6 Flow Chart for Deleting Teacher from Assign Subject ............................................................. 327
F2.0 Sequence Diagram ........................................................................................................................ 328
F2.1 Sequence Diagram for Adding Subject ........................................................................................ 328
F2.2 Sequence Diagram for managing Subject (Update)...................................................................... 329
F2.3 Sequence Diagram for Assigning Subject To Class ..................................................................... 329
F2.4 Sequence Diagram for Viewing Subjects Already Assign To Class ............................................ 330
F2. 5 Sequence Diagram for Assigning Class/Subject to a Teacher ..................................................... 331
F2.6 Sequence Diagram for Modifying Teacher from Class/Subject ................................................... 332
F2.7 Sequence Diagram for Deleting Teacher from Assign Class/Subject .......................................... 333
F2.8 Sequence Diagram for Creating Timetable................................................................................... 334
F2.9 Sequence Diagram for Updating Marks ....................................................................................... 335
F3.0 Collaboration Diagram ................................................................................................................. 336
F3.1 Collaboration Diagram for Adding Subject .................................................................................. 336
F3.2 Collaboration Diagram for Managing Subject (Update) .............................................................. 336
F3.3 Collaboration Diagram for Assigning Subject to Class ................................................................ 337
F3.4 Collaboration Diagram for Viewing Subject Already Assign To Class ....................................... 337
F3.5 Collaboration Diagram for Assigning Class/ Subject to Teacher ................................................. 338

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F3.6 Collaboration Diagram for Assigning Class /Subject to Teacher ................................................. 338
F3.7 Collaboration Diagram for Deleting Teacher from Assign Class/Subject .................................... 339
F3.8 Collaboration Diagram for Creating Timetable ............................................................................ 339
F4.0 Activity Diagram .......................................................................................................................... 340
F4.1 Activity Diagram for Assign Subject to Class .............................................................................. 340
F4.2 Activity Diagram for Viewing Subjects Already Assign ............................................................. 341
F4.3 Activity Diagram for Assigning Class/Subject to Teacher ........................................................... 342
F4.4 Activity Diagram for Modifying Teacher from Assign Class/Subject ......................................... 343
F4.5 Activity Diagram for Deleting Teacher from Assign Class/Subject............................................. 344
F4.6 Activity Diagram for Creating Time Table .................................................................................. 345
F4.7 Activity Diagram for Updating Marks.......................................................................................... 346
F5.0 Story Board ................................................................................................................................... 347
F5.1 Story Board for Adding Subject ................................................................................................... 347
.............................................................................................................................................................. 347
.............................................................................................................................................................. 347
F5.2 Storyboard for Managing Subject (Tabpage2: View Subjects) .................................................... 348
F5.3 Storyboard for Assigning Subject To ClassF5.3 Story Board for Secretary Page ........................ 349
i. Storyboard Description for Secretary Page........................................................................................ 351
F5.4 Storyboard for Creating User Account TabPage1 ........................................................................ 353
F5.5 Story Board for User Account (Tab Page 2 View Users) ............................................................. 354
F5.6 Storyboard to View Subjects from Assign Class (TabControl2) ................................................. 355
F5.7 Story board for Administrator Page .............................................................................................. 356
i. Brief Description for Admin Page Story board Description ......................................................... 357
F5.8 Story board for Creating Time table ............................................................................................. 358
Appendix G ........................................................................................................................................... 359
G.1 User Acceptance Testing Questionnaire Sample ........................................................................... 359
G1.1 Questionnaire Sample for Respondent 1 ...................................................................................... 359
Appendix H ........................................................................................................................................... 360
H.1 User Manual ................................................................................................................................... 360
H1.1 System Installation ....................................................................................................................... 360
Appendix I Log Sheets.......................................................................................................................... 363
Appendix J Turnitin Report .................................................................................................................. 364

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xvii
Table of Figures
Figures Tittle Page Number

Figure2. 1:Kokebe Tsibah Secondary School ............................................................................................ 26

Figure2. 2: Royal Cadet School (URL: www.aircadetleague.com) ............................................................ 27
Figure2. 3: Link between TPS, MIS and UMYCK management system ................................................... 37
Figure2. 4: SDLC phases By Dennis et al.,(2005) ...................................................................................... 38
Figure2. 5: Waterfall Development Methodology By Dennis&winxom et al.,(2005) ............................... 43
Figure2. 6: Parallel Development Methodology By Denies et al. (2005) ................................................... 44
Figure2. 8: Prototype Methodology by Dennies and Wixom (2005).......................................................... 46
Figure2. 9: Throwaway Prototyping Methodology by Davis (2002). ......................................................... 47
Figure2. 10: Extreme Programming By Agile Development.org (2009) .................................................... 49
Figure3. 1: General Research methodology (Vaishnavi and Kuechler, 2004) 70
Figure3. 2: Throwaway Prototyping methodology by (Dennies & Wixom et al., 2005) ............................ 74
Figure4. 1: Number of respondents 85
Figure4. 2: UMYCK Teachers prepare to use computerized system to manage students such as
monitoring students’ attendance. ................................................................................................................ 86
Figure4. 3: Percentage of how the process of the current system is?.......................................................... 87
Figure4. 4: Analysis of much the current system satisfy the Teachers in UMYCK ................................... 87
Figure4. 5: Analysis of the most recurrent Problem of the current UMYCK system ................................. 88
Figure4. 6: Familiarity of teachers to Computerized School Management System .................................... 89
Figure4. 7: Number of times that UMYCK teachers used computerized school management system ...... 89
Figure4. 8:Need for the Proposed System from UMYCK Teachers .......................................................... 90
Figure4. 9: Need to include parents in the proposed system....................................................................... 91
Figure4. 10: Teachers suggestion................................................................................................................ 91
Figure4. 11: Respondents 1, 2 and 3 ........................................................................................................... 92
Figure4. 12: Respondent 5 and 6 ................................................................................................................ 92
Figure4. 13: Respondent 8 and 10 suggestion ............................................................................................ 92
Figure5. 1: Usecase Diagram for UMYCK 117
Figure5. 2:Sequence Diagram for Adding New Teacher ......................................................................... 128
Figure5. 3:Sequence Diagram For registering Student ............................................................................. 129
Figure5. 4: Sequence Diagram for Login.................................................................................................. 130
Figure5. 5: Sequence diagram for creating New Class ............................................................................. 131
Figure5. 6: Collaboration Diagram for Adding New Teacher .................................................................. 133
Figure5. 7: Collaboration for registering Student ..................................................................................... 133
Figure5. 8: Collaboration Diagram for Login ........................................................................................... 134
Figure5. 9: Collaboration Diagram for Creating New Class..................................................................... 134
Figure5. 10: Class Diagram for UMYCK ................................................................................................. 136
Figure5. 11: Flow charts symbols ............................................................................................................. 140
Figure5. 12: Flow Chart for Adding New Teacher ................................................................................... 141
Figure5. 13: Flow Charts For registering Student..................................................................................... 142
Figure 5. 14: Flow Chart for Login ........................................................................................................... 143
Figure5. 15: Flow Charts for creating New Class ..................................................................................... 144
Figure5. 16: Activity Diagram for adding New Teacher .......................................................................... 146
Figure5. 17: Activity Diagram for Registering Student ............................................................................ 147

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Figure5. 18: Activity Diagram for Login .................................................................................................. 148
Figure5. 19: Activity Diagram For creating New Class ........................................................................... 149
Figure5. 20: Storyboard for Home Page ................................................................................................... 151
Figure5. 21: Login Page Storyboard ......................................................................................................... 153
Figure5. 22: Add New Teacher Storyboard .............................................................................................. 155
Figure5. 23: Deployment Diagram of The proposed System ................................................................... 157
Figure5. 24:Entity RelationShip diagram ................................................................................................. 159
Figure6. 1: Two Tier Architecture for UMYCK Management System 171
Figure6. 2: Sample Of Visual Basic.Net coding Use in the application for importing Files .................... 172
Figure6. 3: Sample Sql Query to make relationship between tables......................................................... 172
Figure6. 4: Login GUI .............................................................................................................................. 174
Figure6. 5: Login Source Code ................................................................................................................. 178
Figure6. 6: Register New Student GUI ..................................................................................................... 179
Figure6. 7: Source Code for Registering Student GU1............................................................................. 187
Figure6. 8: Story Board for Adding New Class ........................................................................................ 189
Figure6. 9: Source Code for creating Class .............................................................................................. 193
Figure6. 10:GUI for Updating Student Marks ......................................................................................... 194
Figure6. 11: Source Code for Updating Mark .......................................................................................... 201
Figure6. 12: Graphical User Interface For Assigning Subject to Class .................................................... 203
Figure6. 13:Source code for assigning Teacher to class ........................................................................... 207
Figure6. 14: GUI for Manage Timetable .................................................................................................. 209
Figure6. 15: Source Code For Managing time table ................................................................................. 214
Figure6. 16 Database Implementation ...................................................................................................... 216
Figure7. 1: Blackbox Testing (www.SoftwareTestingSoftware.com) 220
Figure7. 2: WhiteBox Testing Structure (www.SoftwareTestingSoftware.com). .................................... 232
Figure7. 3:3Screen Short for Add Subject White box Testing: ................................................................ 236
Figure7. 4: Coding Screen Short for Report card ..................................................................................... 238
Figure7. 6:Evaluation of user acceptance testing General interface Design (Rate General interface design)
.................................................................................................................................................................. 240
Figure7. 7: Evaluation of User Acceptance Testing (Rate Visibility of the system) ................................ 241
Figure7. 8: User Acceptance Testing Evaluation ( Rate Match the system between Real World) ........... 242
Figure7. 9 :User Acceptance Testing Evaluation( Rate Prevention from error) ....................................... 243
Figure7. 10: User Acceptance Testing evaluation (Rate Consistency and Standards) ............................. 244
Figure7. 11: User Acceptance Testing Evaluation (Recognition Rather than Recall) .............................. 245
Figure7. 12: User Acceptance Testing Evaluation (Rate Flexibility and Efficiency of the system) ........ 246
Figure7. 13: User Acceptance Testing Evaluation (Rate Overall System Functionality) ......................... 247
FigureA1: 1: Gantt chart 267
Figure. 1: Sample questionnaire answers from respondent 1 269
FigureB. 2:Evidence Letter used during conducting interview ................................................................ 276
Figure F1. 2: Flow Charts for accessing the system 321
Figure F1. 3: Flow Charts for Adding New Subjects................................................................................ 322
Figure F1. 4: Flowcharts For Managing Subject(Update) ........................................................................ 323
Figure F1. 5: Flowcharts for Assigning Subject To Class ........................................................................ 324
Figure F1. 6: Flow chart for view Subjects Assign to Class ..................................................................... 325
Figure F1. 7: Flow Chart for Assigning Teacher To class ........................................................................ 326

xix
Figure F1. 8: Flow Chart for Deleting Teacher from Assign Class .......................................................... 327
Figure F2. 1: Sequence Diagram For Adding Subject 328
Figure F2. 2: Sequence Diagram for Managing Subject (Update)............................................................ 329
Figure F2. 3: Sequence Diagram for Assigning Subject to Class ............................................................. 329
Figure F2. 4: Viewing Subjects Already Assign To Class........................................................................ 330
Figure F2. 5: Assign Class/Subject to Teacher ......................................................................................... 331
Figure F2. 6: Sequence Diagram for Modifying Teacher from Assign Class........................................... 332
Figure F2. 7: Sequence Diagram For Deleting Teacher From Assign Class/Subject ............................... 333
Figure F2. 8: Sequence Diagram for Creating Timetable ......................................................................... 334
Figure F2. 9: Sequence Diagram for Updating Marks .............................................................................. 335
Figure F3. 2.Collaboration Diagram for Adding Subject 336
Figure F3. 3: Collaboration Diagram for Managing Subject .................................................................... 336
Figure F3. 4:Collaboration Diagram For Assigning Subject to Class....................................................... 337
Figure F3. 5: Collaboration Diagram Viewing Subject Already Assign to Class..................................... 337
Figure F3. 6: Collaboration Diagram for assigning Class/subject to teacher............................................ 338
Figure F3. 7: Collaboration Diagram for Modifying Teacher from Assign Class .................................... 338
Figure F3.8:Collaboration Diagram for Deleting Teacher from Assign Class/Subject ............................ 339
Figure F3. 9: Collaboration Diagram For creating Time Table ................................................................ 339
Figure F4. 2: Activity Diagram For Assigning Subject to Class 340
Figure F4. 3: Sequence Diagram for Viewing Subjects Assign To Class................................................. 341
Figure F4. 4: Activity Diagram for Assigning Class to a Teacher............................................................ 342
Figure F4. 5: Activity Diagram for Modifying Teacher from Assign Class ............................................. 343
Figure F4. 6: Activity Diagram for Deleting Teacher from Assign Class/Subject ................................... 344
Figure F4. 7: Activity Diagram for Creating Timetable ........................................................................... 345
Figure F4. 8: Activity Diagram for Updating Marks ................................................................................ 346
Figure F5. 1:Story Board For Adding Subject 347
Figure F5. 3: Story Board for View Subjects............................................................................................ 348
Figure F5. 4:Storyboard for Assigning Subject to Class........................................................................... 349
Figure F5. 5: Storyboard For Teacher Page .............................................................................................. 350
Figure F5. 6: Storyboard for Creating User Account (TabPage1) ............................................................ 353
Figure F5. 7:Story Board for Viewing Users ........................................................................................... 354
F5. 8:Story board Viewing Subjects Assign To Class .............................................................................. 355
Figure F5. 9: Story board for Administrator Page .................................................................................... 356
Figure F5. 10:Story board for Creating Timetable.................................................................................... 358
Figure H. 2: Start the system 361
Figure H. 3: Opening the application ........................................................................................................ 361
Figure H. 4: HomePage............................................................................................................................. 361
Figure H. 5: Login Page ............................................................................................................................ 362
Figure H. 6: Admin Page Navigation........................................................................................................ 362
Figure H. 7:Secretary Functionality Navigation ....................................................................................... 362
Figure H. 8:Secretary Page ....................................................................................................................... 362
Figure H. 9: Teacher Page ........................................................................................................................ 363

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List OF Tables
Table Tittle Page Number

Table2. 2: Comparison between Automated SMS and Manual SMS ......................................................... 20

Table2. 3: Comparison Between the Proposed system and two similar Existing systems ......................... 27
Table2. 4: Comparison between TPS, MIS, DSS and ESS ......................................................................... 33
Table2. 5: Comparison Between Various Software Development Methodologies By Dennies and Wixom
et al.,(2005) ................................................................................................................................................. 50
Table2. 6: Comparison between BPR, BPI and BPA By George et al.,(2009)........................................... 53
Table2. 7: Comparison Between various requirement gathering techniques By Dennies and Wixom et
al.,(2012) ..................................................................................................................................................... 57
Table2. 8: Comparison between ASP, JAVA and VB ................................................................................ 60
Table2. 9: Comparison between MS Access and MS SQL ........................................................................ 63
Table3. 1: Evidence questions for Fact findings ......................................................................................... 76
Table4. 1: Functional Requirement of the Proposed System ...................................................................... 97
Table4. 2: Non Functional Requirement of the proposed system ............................................................. 101
Table4. 3: Hardware Requirements of the proposed system..................................................................... 106
Table4. 4: Software requirement of the proposed system ......................................................................... 108
Table5. 1Requirement Specification: ........................................................................................................ 112
Table5. 2:UseCase Description for Adding New Teacher ........................................................................ 118
Table5. 3: Usecase Description for Registration....................................................................................... 120
Table5. 4: Usecase Description for Login ................................................................................................ 122
Table5. 5: Usecase description for Creating New Class ........................................................................... 124
Table5. 6: Component of Sequence diagram ............................................................................................ 126
Table5. 7: Class Diagram Description ...................................................................................................... 137
Table5. 8: Story Board Description for Homepage .................................................................................. 152
Table5. 9:Description for Adding Class GUI and Source code ................................................................ 193
Table6. 1: Hardware Requirement ............................................................................................................ 162
Table6. 2:Software Requirement .............................................................................................................. 164
Table6. 3: Usability Heuristics for user interface design .......................................................................... 167
Table6. 4:Login Page Source Code Description ....................................................................................... 178
Table6. 5:Description for registering student GUI and Source Code ....................................................... 187
Table6. 6:Description For Updating Student Marks GUI ......................................................................... 202
Table6. 7: Assign Teacher to Subject ....................................................................................................... 208
Table6. 8:Managing Timetable Source Code Description ........................................................................ 214
Table7. 2: Functional Testing ................................................................................................................... 221
Table7. 3: White box Testing Form Adding Subject ................................................................................ 233
Table7. 4: White Box Testing For Generating Report Card ..................................................................... 237
Table B. 1: Questionnaire and interview questions ...................................................................................................268
Table B. 2: Interview report with interviewer 2 ........................................................................................................277

Table F5. 1: Storyboard Description for Secretary Page ..........................................................................................351

Table F5. 2:Story board Descripption for admin Page .............................................................................................357

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Table7. 2: Functional Testing....................................................................................................................................221
Table7. 3: White box Testing Form Adding Subject ..................................................................................................233
Table7. 4: White Box Testing For Generating Report Card ......................................................................................237

xxii
 Chapter1
INTRODUCTION
1.1 Introduction

The purpose of every technology is to simplify people’s day to day activities. Even though the
technology of now our days is rapidly growing at speed of light, but schools are not up to date
with today’s technology especially secondary schools (Mouhammed, 2011). Dissatisfied with
struggling with a system that seems to add your work and which does not work the way your
school those? Do you want a computerized system that will function well with many of time
saving features that will assist to get jobs done accurately and efficiently? Do you want
professional working reports and integration? Then look at UMYCK management system
(Emberm, 2012).

Sihono and Yusof (2012) stated that, school management system is meant to enhance the
performance of secondary schools. The management of data in the secondary schools like any
other organization is a recurring process that involves the teachers, administrators, principal and
students. According to Foyol (2012), to manage is to estimate and plan, to organize and to
command, to correspond and to control. Therefore all other definitions of management related to
school are marginal additions, deletions, exectera. According to Subhadarshi (2011), he defines
school management system as a large database system which can be used for managing schools
day to day activities ( Subhadarshi, 2011). School management system is the basic determinant
for the achievement of desired result and success in both private and public schools (Gray &
Smith, 2007).

Researchers, programmers, and college principals have been working together to come up with
different kinds of procedures that will function as easiest way of managing school data to
administrators and teachers. But certainly there is an area for changes and development in certain
areas of school management system. Majority of the recent secondary school management
systems that have being presented use similar procedure that is used to manage school data;
mostly the administrators can register new student, update student record, search for the student,
view student result, print the result and the teachers can manage the students attendance .But
1
mostly the secondary schools management systems of now our days are not computerized
systems (Egwunyenga, 2005) .

Umaru Musa Yar’adua College Katsina (UMYCK) uses papers as tools to carry out their
administration and management process. However computers are not used to analyze data and
output information. Therefore Umaru Musa Yar’adua Secondary School management system
must rehabilitate to paperless environment. The automation of the manual system to stand alone
system will facilitate administration staffs to manage the school activities and whole academic
process of Umaru Musa Yar’adua College Katsina (UMYCK) by keeping track of all the data
more efficiently and effectively (Fetaji et al., 2013).

The proposed system will be more usable than the other related systems; the system will replace
the paper based data management and information exchange because the new presented system
focused on the development of database that includes information on student’s registration,
grades, staff and classes and subject information and many other data needed in the school. The
system will provide an inventive solution for UMYCK data management challenges. To come
out with this research successfully different type of methodologies will be united together to
come up with clear needs of the end users.

1.1.1 Background of Study

Umaru Musa Yar’adua College Katsina (UMYCK) formerly Katsina state secondary school was
established by the Katsina state government out of the desire to improve access to secondary
education of its citizenry and non-citizenry. The law establishing the Katsina state secondary
school was passed by the Katsina state house of assembly on 5th September 2006.

The school commenced academic activities in January 2007 with three departments, which
includes Computer science, Commercial, Catering and ladies garment making (LGM) (
Adodoadji, 2012).

UMYCK become one of the best and well known secondary school in Nigeria by the year 2010.
By the year 2013 Umaru Musa Yar’adua College Katsina become among the best and well
known technical and commercial college Interms of academic performance and managing

2
student data throughout Africa, where the number of staffs and students started increasing,
because students from different region are joining the college.

UMYCK is now one of the best, and leading academic centers and self-governed community of
scholars in Africa. Umaru Musa Yar’adua College Katsina (UMYCK) has now become well
known and highly regarded not only in Katsina state, Nigeria but the entire continent (Africa)
because is the first secondary school in Africa that comprises of different departments like
university.

Umaru musa Yar’adua college management are using manual process in their administrative
operations and management process which include: adding new students, adding new staffs,
generating student result and managing many other staffs and student data needed in the school
are carried out manually, this process become more difficult and very huge for the school
management to handle the students data due to increase in number of the students and teachers.
Therefore the school management decided to rehabilitate, upgrade, expand their system from
paper based system to computerized system so that to provide higher quality and efficient
administration.

1.2 Problem Statement

Foyol (2012) stated that, Management is the art of getting things done through people. Process
school defines the management Interms of functions taking by the manager in an assimilated way
to achieve organizational purposes. To manage is to forecast and to plan, to organized, to
command, to coordinate and to control (Foyol, 2012). The school management system are the
primary system for operating schools or is a window base application for education
establishments to monitor student data (Heenachawda, 2013).

Umaru Musa Yar’adua College is rapidly growing secondary school in Nigeria; Umaru Musa
Yar’adua College is the only secondary school that comprises of different departments in Africa,
therefore due to increase in number of the students and teachers the school management find it
very difficult to manage their system more especially in handling student records.

3
To assist in promoting school achievements and success, schools must have complete accurate
and timely information about the students and teachers. One of the best benefits of automated
SMS is that the student records will simplify retrieval of needed information and is a great
implement for school improvement by taking measures from information obtain.

Investigation has been carried out on the existing system by reviewing the problems as the
current system contains so many problems. The major problems of the current system are stated
below:

All the operations in the current system are done manually using paper which means all the
process of registering student and teachers, forming classes ,assigning teachers , entering student
exam details, generating time table, uploading student result, and many other student related
data is done manually by the register administrator where large effort is needed and it involves a
lot of fillings and documentation of recodes and it is very time consuming and costly which
result to wasting of human efforts and occupy much space, the personnel who is in charge spend
a lot of time in managing the system which also result to data redundancy (Christoper , 2003).

Therefore the system does not have an effective and well build platform with ease in monitoring
and managing Umaru Musa Yar’adua college system. Another problem is that managing the
teachers and subject scheduling is very difficult. The classical manual process of school
management sometimes disables a good managing of student’s performance, miss information
and other data needed in the school.

There is also high risk of losing data because Umaru Musa Yar’adua management use to store all
their data in the same place but different file for example some time the administrator use to
forget where a record of particular student or teacher is kept ,all records both teachers and
students are kept in the same shelf. Also, the reports, transcripts and other documents are
produce manually by the class teachers or administrator which also result to unreasonable time
consuming, effort requiring and is very difficult to find and gather all the needed data into
document.

4
Teka (2008) reported that there is also high risk of human error meaning that there is a chance of
recording wrong information or duplication of data. Also the current system lack security
because any one can access the system, any time as all the record are kept openly there is no
security restriction.

Due to the inefficiency of the current UMYCK manual management system the need arises to
computerized UMYCK management system in order to efficiently handle management
processes. The proposed UMYCK management system is aimed to be more efficient and easy to
use, compare to the manual paper-based method. Furthermore, the proposed UMYCK
management system will offer task such as registering students, teachers, keeping track of
teachers and students, attendance and profiles, teachers can view and edit personal profile, edit
view and search student’s profile.

1.3 Aim

The aim of this project is to analyze, design and implement a school management system for
Umaru Musa Yar’adua College, in other to simplify, and increase the efficiency and
effectiveness of UMYCK management system, which will help the staffs gradually reduced their
workload and help them use time more efficient.

1.4 Objectives

All business and projects needs to set objectives because, objectives are very important they
focus organizations. All business and projects that have specific goal are typically further
successful than those that do not have because business and projects with objectives understand
what is try to achieve. An effective and efficient way to set objectives is to follow SMART
acronomy (Desmond, 2010). Objectives can be set in all areas of the business, example,
institutions, production, and finance and so on.

The objective of this research describes how the aim of the project can be achieved. The
objectives of the projects are as follows:

5
 i. To investigate and choose appropriate methodology to follow while developing the
UMYCK management system.
ii. To enhance the use and efficiency of authorized UMYCK management system.
iii. To investigate the current system and compare between other similar systems that have
similar functionalities and features.
iv. To apply and analyses the most appropriate requirements for the new system.
v. To analyse various tools that will be used in designing the system.
vi. To investigate the appropriate technique to be used in securing the system.
vii. To implement an easy and effective school management system for Umaru Musa
Yar’adua college Katsina.
viii. To provide easy, safe, effective and attractive interface design that will be easy to
navigate.
ix. To make proper testing and evaluation of the new UMYCK management system so that
to utilize to assure quality system functioning.

1.4.1 Research Questions

The development of a well-designed and clear research plan is the key to any successful research
project, and when conducting any kind of research the key organizing element for the topic under
study are the research questions. Research questions are the questions that will help the
researcher to focus on ideas and ensure that the researcher collect the appropriate data that will
guide the researcher throughout the research (Santigo, 2009). Good research question will be
timely, focused, multiplicative, and align with displinary research design principles (Fincher&
Robin, 2004).The same thing applied to my research questions.

Different questions are discovered for my research, below are the lists of the research questions
that will guide the author throughout the research:

i. What kind of research methodology I follow during my research and what is the needed
component to know about the research topic?
ii. What are the problems facing the current UMYCK management system and how it can
be solved?

6
 iii. How the system will meet the end users need?
iv. In what ways the research result will benefit the end users?
v. What if the end users reject the system?
vi. What is the suitable development methodology to use to develop the system?
vii. What is the suitable database to be used in the system?
viii. What is the expected period of the project to be completed?
ix. What testing methodology would be used to ensure the quality of the system?

1.5 Project Scope

Developments In information technology have been impacting upon educational organizations,

Schools management have been using management system in order to improve the efficiency of
administrative (Engmais, 2009).In management system, in order to ensure the efficiency and
effectiveness of school administration the design of right management system come to be key
issue (Majlinda & Bekim, 2013).

The system that the author is aiming to develop is a secondary school management system that
will help Umaru Musa Yar’adua college Katsina to keep track of all data with better and
reliability of a computerized system (Staff, 2014). The proposed school management system will
come out with enhance functions and features which the current system does not possess, these
functionalities include enabling the administrator to register new student to the system, assign
classes, search students, add subjects, block student, generate time table and enabling the
teachers to key in student result ,upload student result, print student result, generate class
attendance and email will be send to parent for their child attendance and all other functionalities
will be explained in detail in the next coming chapter.

The proposed system will control, manage data and process to support administrators, student,
teachers, and secretaries. Other features that the proposed system will provide is proper security,
which means the system, will be more secured that only the authorized personnel can access the
system. The system restricted that the student cannot access the system only the authorized users
can access the system. These features empower the administrators, teachers and secretary to

7
spend less time managing administrative works and to avoid data redundancy and loss of data
and other problems involve in the current system.

Information processing and sharing saves a significant amount of paper in the school. The new
features will add value to UMYCK and improve the school’s image. The proposed school
management system is an answer to the research on what will bring about efficiency in
management or administration at UMYCK and help management authorities or administrators in
effectively carrying out the school management process.

Furthermore the technology that will support the implementation of this project is one of the plan
that makes this project very useful to UMYCK ,which include the type of front end tools and
back end tools that will be integrated together to come out with the project successfully.

1.6 Rationale

In today’s fast improving world computers have become a part of life all over the world,
researchers in different countries prove that school management system increase organizational
and managerial effectiveness. Efficiency has increased in decision making at schools where
school management system are used (Demir, 2006).Actually at the activation stage of school
management system computerization of the school management is the basic subject of today’s
school management. SMS increase effectiveness and efficiency by saving time and facilitating
development of other solutions for classy problems (Vissher & Wild, 2006) .

Generally speaking the reasons to use school management system can be stated as increasing
effectiveness at work and efficiency by saving time and facilitating workload (Yuen et al.,
2003). On the other hand in their research Hedberg and his friend (2004) find out that school
management systems are used more efficiently in the secondary schools where administrators
and teachers participate in data entering. Therefore this research will examine the current
problem facing UMYCK in order to ease the problems and provide easy and effective way to
carry out UMYCK administration.

8
This research will investigate and analyze the manual process that is currently used in UMYCK
so that to provide well- developed computerized standalone system that will work out the whole
problems faced in the current UMYCK management system. By computerizing the system it will
be able to solve many of its limitations and will be able to make it more efficient. Therefore,
after the successful completion of this project the system should be able to simplify all the
operations to be executed efficiently (Doing things right) and effectively and (doing the right
thing) ( Tabita, 2011).

1.7 Conclusion

In conclusion, this research explained briefly Interms of its problems, scope aim and objectives
and rationale. The current system has been investigate thoroughly and the problems facing the
current system were discovered so that to find and choose the best requirements and methods to
enhance it.Today manual system is being converted to automate system to ensure efficiency and
effectiveness. In this research many concept has been envision, to come out with best result
without wasting too much energy, if the proposed system meets all the users’ needs, it will help
UMYCK management authorities or administrators in effectively and efficiently carrying out
their management processes.

1.8 Chapters Summary

This part will explain the entire chapters that will be covered in this project where all the
summary of the findings will be obviously explained as shown below:

1.8.1 Chapter 1

This chapter put the readers to know and understand what the project is all about, it highlights
the introduction, problem statements, scope, aims and objectives and rationale. This chapter is
the beginning of the project, it explain the exact area that the research focused on. The aim of the
project which point toward the tittle of the project, the reason for the project, this chapter also
highlights the objectives that the system is trying to achieve so that to come up with successful
stand-alone system that will enables the UMYCK management to successfully carry out their

9
daily task and also the research questions that will be focused throughout the project. Another
subject that this chapter includes is the initial problem involve in the current system which make
the end to need the system to carry out their activities efficiently. Another important issue that
this chapter includes is the scope of the project which defines what are the boundaries within the
project such as the functionalities that the system involve, how the system will be. This chapter
also talks about related research done previously in school management systems and at the end
the chapter ends with the summary of all chapters of the project.

1.8.2 Chapter 2

This chapter is where the literature review of the project will be examine and criticized by
generally analyzing what exactly will be carried out through the entire project. This will bring in
the analyzing of different kind of the software development methodologies (SDLC) such as the
prototyping, requirement gathering techniques and selecting the appropriate techniques to gather
the requirement such as the questionnaire and interview. This chapter also will analyze the
requirement analysis techniques such as the business process re-engineering (BPR) and the
database and programming language that will be used in the development of the system also be
explained and analyze best of the functionalities and features.

1.8.3 Chapter 3

This chapter focused more on the chosen methodology, it involves comparing between different
kinds of methodologies and selecting the appropriate methodology that will be used to develop
the proposed system and justification of why that particular methodology is choose.

1.8.4 Chapter 4

This chapter deals with the analysis and evaluation of the findings that have been gathered
during data collection and justification of where they important. It also includes the functional
and non-functional requirement, software and hardware requirement.

10
1.8.5 Chapter 5

This chapter focuses on the design of the proposed system. This includes the unified modeling
language (UML) notations such as the use case diagram, sequence diagram, class diagram,
collaboration diagram etc. All the above mention will be documented in this chapter .Also the
database structure and normalization of the data structure will be documented in details.

1.8.6 Chapter 6

This chapter focuses on what we call system implementation. Also in this chapter all the tools
that will support the implementation of UMYCK management system will be discussed such as
the hardware and software requirements that will be used to implement the system. So also in
this chapter the author will explain the conclusion of the entire research done for this semester it
also include the future enhancement of the proposed system and some other important issues.

11
 CHAPTER 2
LITERATURE REVIEW

2.1 Introduction

This chapter is one of the most important chapter in conducting project research, because it
conducts the entire literature review of the project. To conduct any successful research, there is a
need of appropriate attention in term of understanding other similar researches done by other
researchers, in order to get an understandable argument and thesis of what other researchers have
succeeded. Crocker (2013) stated that, conducting any kind of research, the researcher needs to
come up with a critical and in- depth evaluation of what other accredited scholars and
researchers have done related to the author’s work and show the relationships between different
work and to show how it relates to the author’s work, and also to make both summary and
synthesis of the research areas, which will be refer by the author’s research, this theory is known
as literature review. Therefore the materials that will be used to come up with the research
successfully can be found in acknowledged published articles, related books, hypothesis and
projects done by other researchers or scholars.

This chapter delivers a critical and in-depth analysis of what had been written and published by
earlier scholars and researchers, and the sources include conducting survey on recognize
publications, articles, books and benchmarking similar existing systems that was developed
based on related research, reviewing the methodology tools and technology to be used in
developing the new system, and the analyzing and gathering of the requirement will involve an
interview from some of the UMYCK districts, teachers and administrators as well as distributing
question sheets (questionnaire) to some of the end users. A good deal of research has revealed
the strategic importance of school management systems in secondary schools (SMSs) (
Bernhardt et al., 2006). Visscher and Bloeman (2006) observed that worldwide, the use of
computerized school management systems has become very important for the management of
educational institutions with the growing strategic importance of SMS, more schools are

12
implementing it. Schools are progressively depending on technology in the form of data
management systems.
2.2 Background Study

Umaru Musa Yar’adua College Katsina (UMYCK) formerly Katsina state secondary school was
established by the Katsina state government out of the desire to improve access to secondary
education of its citizenry and non-citizenry. The law establishing the Katsina state secondary
school was passed by the Katsina state house of assembly on 5th September 2006.The school
commenced academic activities in January 2007 with three departments, which include Catering
Craft, Ladies Garment Making and computer sciences. The school commenced academic
activities in January 2007 with three departments, which includes Computer science,
Commercial, Catering craft and ladies garment making (LGM) ( Adodoadji, 2012).

UMYCK become one of the best and well known secondary school in Nigeria by the year 2010.
By the year 2013 Umaru Musa Yar’adua College Katsina become among the best and well
known technical and commercial college Interms of academic performance and managing
student data throughout Africa, where the number of staffs and students started increasing,
because students from different region are joining the college.

UMYCK is now one of the best, and leading academic centers and self-governed community of
scholars in Africa. Umaru Musa Yar’adua College Katsina (UMYCK) has now become well
known and highly regarded not only in Katsina state, Nigeria but the entire continent (Africa)
because is the first secondary school in Africa that comprises of different departments like
university. In the year 2013 UMYCK management and the state government was very much
interested to have automated school management system to get consistent and fast access to the
student and teachers data, for administrative purpose on improving UMYCK achievement and
other related issues.

However, even though with different departments offered in UMYCK, they do not have an
effective and well build platform with ease in monitoring and managing UMYCK management
system. For this reason, all their work such as registering students, attendance, record keeping,

13
producing report cards, and producing reports for teachers and other officials are executed
manually (Umaru Musa Yar'adua college, 2014). Therefore to deal with this issue, the author is
proposing a new system that will deal with the manual process in UMYCK. The current
UMYCK management system has minimal advantage the only advantage is that even the staffs
with insufficient knowledge on computer can easily use the system because is a matter of filling
paper .
2.2.1 Manual Management System Operation

Manual Management system is a system which does not need any computer devices all the data
would be store manually inform of paper (Anderson, 2011) .Manual paper based system has been
used ever since paper was originated. Although it is widely held that retaining and maintaining
paper based document is unnecessarily unmanageable and costly (Unesco, 2014). When using
manual system in schools, the administrators, teachers and other authorized staffs have to recall
to record information and place it somewhere safe, which they completely often do not
remember (Potgieter, 2004). In manual school management systems manual timetables are
constructed by devoted teachers. In manual time tabling, it is usual to move in an iterative
manner where each iteration chooses and plan/schedule a lesson and planning a lesson need to
select a classroom decided for each section of students and a time slice so that the devotion to the
selection will not contravene any limitation (Teka , 2008). Therefore humans are able to
construct the time table using some hit and miss procedure.

The manual operation seems to be the method in to the process UMYCK use in registering
student, interacting, retrieving student information, updating student and teachers information, ,
assigning classes ,generating time table and reports, subject information, grades and other
information that is used by the school system to promote student success and give appropriate
service which is very tedious to handle. The current UMYCK manual management system
includes keeping school various information in written form in the formats of files, shelves
cabinet and drawer and information about teachers ,students and other school facilities are
written or graphically represented on paper like book (Abubakar, 2010). Therefore the manual
way of deliverance is unmanageably and waste energy and it does not save time and money due

14
to lot of paper work involved which result to inconsistency and redundancy in the system (Web.
Metricstream.Com, 2014).
2.2.2 Problems Associated with Manual Management System

School is important places to come up with a good student, who will become quality citizen for
the country. Hence managing school effectively and efficiently needs further attention (Harun,
2014) . However, there are some problems associated with Manual systems that is practice today
and those days before implementation of automated school management system. Lybrand and
Cooper (2014) in their study, they discuss some crucial problems that are associated with school
manual system such as loss of documents, they stated that 7.5% of all documents get lost and 3
% of the rest is misfiled. This promote that out of every thousands document, twenty documents
are resided on the wrong desk, being remove from the school office etc. Most of the papers that
have lost cannot be produce again. This greatly increases the risks and cost associated with
school manual management system. In manual management of school, registering student,
searching staff or student information and other task might be encountered a number of
irregularities. As drawback of this kind of management we can calculate disinformation, missing
a fair, absences of student at the school, it is obviously evident that the teachers in secondary
schools can misemploy their position and modify confident grades and data in various of other
teachers for giving bribe (Fetaji et al., 2000).

On the other hand Harun (2014) says manual management of school process require a lot of
human effort and waste of time such as the administrators have to key in student information
every time when the student want to register for the semester or every time when they need to
calculate the mark of student they have to enter the student information again therefore data was
constantly being duplicating. Others include, lack of security as everyone can access the
documents and any time and it makes difficult to make search of student or teacher and
document is hard to share. In constructing time table there is lot of interaction (meeting two
classes at the same time) (Teka , 2008). The drawbacks of the manual school system include,
difficulty in generating transcript do not facilitate attendance record keeping, difficulty in
searching of particular student or teacher and the risks that may arises include loss of document
and there is no back up, therefore when anything loss or the paper fades nothing can be back up

15
again. According to Anderson 2014 automation is the utilization of every technology to
substitute human with machine that can function more quickly.

2.3 School Management System

Advance computer technology available today can play a vital role in re-organization of school
management process and activities to assist integration and reliability among teachers, school
administrators, students and parents. The benefit of computer use Interms of efficiency have led
to the vast utilization of computer technology for the operation and management activities (Ebibi
et al., 2013). Also the development of Information Technology (IT) has promote the number of
users using computer and also increase the knowledge of computer technology for those people
that study and learn earlier before much availability of computer technology (Zhao &
Alexender, 2012). In the late 1980s SMSs was most frequently adopted as a paper based
management system, Visscher and Bloeman (1999) argue that there is scarcity regarding the
effects of SMS on educational outcomes in secondary schools.

Although in today’s life there are a lot of electronic information systems utilize for different
activities, the manual method of managing schools is practice in many secondary schools
especially in African countries like Nigeria, are still low in IT (Ogiegbean & Iyamu, 2005). The
fact is that the manual approach of management of school operations is not proper and contains
different insufficiencies such as keeping records on papers, lack of integrations and other
\deficiencies. Due to the widely used of computer technology, researchers look in to the issue of
schools and find out that manual deliverance of school management process is insufficient for
the school to carry out their management process and does not provide and easiest way for the
management to effectively carry out their task. Therefore they promote the process to automated
school management system (Ashang, 2011).

Muntwodraft (2011) stated that school management system (SMS) is a platform which allows
educational institutions to effectively manage entire organization electronically. School
management system is a large database system which can be used for managing schools day to
day activities (Telem&Christoper et al., 1999). SMS enables users to store almost all the

16
information about the school electronically, which include student’s information, teachers
lecturing materials etc. Most importantly, this information can simply be shared with authorized
users, the report can easily be generated and record can easily be searched and report can easily
be printed out. This type of system could make school administrators, teacher’s life easier than
ever and gives maximum advantages to the school management to get new and effective way of
processing information; therefore SMS increase managerial effectiveness by gathering the need
for information and achieving advantage in competitions by administering strategies
(Yuen&Law et al., 2003). Another thing that makes SMS to be more important are the
significant changes of working styles of school management by technology where managing of
school activities can be done efficiently within a short period of time compare to school paper
based management system that require much time space and this may lead loss of human effort
since the time required is very high as well as difficult to find and gather all the needed data into
documents.

School management systems (SMSs) have been described in the literature as a prospective lever
of school management performance. The use of SMS has been reported to have a positive impact
in educational outcomes. Bernhard (2006) postulate that school management that gathers,
analyse, and use information about their organizations makes better decisions not only about to
improve but also how to institutionalize systematic improvements. The central basis that SMSs
has been welcome almost everywhere in schools is because of excessive researches in various
countries that researchers are struggling day and night, to enhance the structure of the existence
school management systems such as to increase organizational and managerial effectiveness,
convenience and ease of use. On the other hand, in their research Hedberg and his friend (2006)
find out that SMS are used more effectively in the schools where teachers take part in data
entering. In this attitude, if the participation of the teachers to these studies can be attained, it
might deliver more effective usage of school management systems in secondary schools.Cooley
and Bickel (2000) advice that in developing school management system “it is important not to
just to ‘automate’ the requirements of the current system but to examine the vast aims of the
school management system” (p.77). In their research, Zain & Atan et al., it was determined that
the most major results of school management systems are not only determining the information
attaining information without difficulty.

17
Therefore the work of Cooley and Bickel was directly meant the aim of developing a
computerized school management system is not only to increase efficiency or just automate it is
also to increased ability to make decisions. However in literature there are many researchers that
reveal that school administrators, teachers and school managers had difficulties in using school
management systems. For example Visscher and Bloamen (2006) in their study with 100
administrators and teachers working in 63 secondary schools in Holland found out that school
management systems exist mostly used in regular works, they indicated that it increased their
work load and caused stress. The research specified that this stress is no longer in schools. Many
issue have been put in to consideration by different researchers to make SMSs more successful
such as the study to simplify time table generating, to facilitate attendance record keeping,
facilitate various report generating, facilitate in searching of records, provide security etc. (Teka ,
2008).

Schools use automated school management system because of its low cost compare to paper
based school management system (Anderson, 2011). Research has found out that the manual
method of managing schools is mostly practice in secondary schools more especially in Nigeria
(Ogiegbean & Iyamu, 2005). As UMYCK is among the best and leading secondary school but
they do not have a plat form that will help them to manage their school efficiently. Therefore the
main reason why the author selects the topic School Management System is to help UMYCK to
have a well-implemented automated school management system that will help then to effectively
manage their day to day activities, which will help the school management to easily registered
students and staffs, generate report, manage subjects, attendance record keeping to monitor
absentees, producing report cards, search for student or teacher, update student and information
and to manage many other related data needed in the school without any stress and also to
reduce the manual practice of school management in Africa.

2.3.1 Benefit of School Management system

A well-designed school management system ensures that data are promptly available to manage
the education system efficiently and to effectively meet the need of the school management,
teachers and students. Therefore SMS will reach more than administrators and teachers but also

18
students, parents, secretaries and others (National Center For Education Statistics, 2000).
However a well-designed SMS provide many benefits, therefore there are many benefits that the
users will get when they use the system such as, saving cost and cost avoidance which is the
most clear and vital benefit of automating school management system from paper-based to
computerized system, it will reduce the handling of paperwork that is associated with data
entering, record keeping and so on (Anderson, 2011). Still when such a system manifests initially
costly and real reductions in present costs are not attained, it is justified granting future savings
and efficiency. It is broadly determine that school management system stay busy in daily
activities and cannot emphasis on students.

This is another reason that school management do not have any choice to analyse students data
more appropriately which outcome poor concentration on student separately. With the help of an
excellent school management system like UMYCK management system, the administrator and
teacher can effectively access the detail of the students and when information is requested, it is
normally needed punctually; hence the quick response is another benefit that the user will get
when using the system (Christopher, 2003). Another benefit that the system will provide include
accuracy, the quality of data is the primary to a well-designed school management system.
Having obviously clarified data component that are used constantly boost the quality of data
.Therefore accuracy yields users with sureness they will need to depend upon a school
management system.

However, other benefits that the users will get when they used the system is that it will help them
to perform their day to day activities in an uncomplicated yet more effective way, which include
easy creation of student profile, teachers profile during set up by the school administrator,
computerized management of marks and grades, easy interaction between teachers and
administrators, easy time table generating with dynamic substitute management, storing
information without redundancy. Another benefit the users will get is high level of security
personal user name and passwords are given to all authorized management which comprises of
administrators, teachers, directors etc. SMS also automatically send emails or short message to
students or parents if something happens. Moreover, school management system increases the

19
productivity and efficiency of the management staff. The below table 2.1 below is showing the
comparison between the current manual system and the proposed school management system:

Table2. 1: Comparison between Automated SMS and Manual SMS

S/N Criteria Automated SMS Manual SMS

1- Accuracy The automated SMS perform Manual SMS have usually
a lot of comprehensive work been considered accurate,
and follow clear direction even though not surely
without inaccuracy. complete or attainable.

Having clearly clarified data Manual SMS most of the

components’ that are used time is incomplete,
constantly aid data quality. because most of the time
the forms are not filled
completely, inappropriate,
and some time the data that
is written is not readable
and is very difficult to
handle old files which
constantly reduce the
quality of data.
2- Accessibility/Security It manages and monitors all All the data is managed
the schools data electronically manually and some time is
and it is always accessible by un available when needed
authorized management, because is not
maintaining its security in the appropriately organize
best in a feasible format. therefore it is difficult to
find particular file of
student or teacher and there
is no security restriction as

20
 data was stored in a filling
Only authorized users for cabinet.
example teachers and
administrators can have Unauthorized users can
access to the system. access the system

Data is stored in the database Most of the time is

Storing information with zero redundant and sometimes
redundancy, as the system un available when needed
will employ the “Repeation and
verify “feature.

No false information is Some time students use to

provided because it can easily provide false information
detect. and it is hard to find out.

3- Getting the needed Provide information needed Provide information

information on requested, easily searching needed on requested,
without any error, there is no difficult
time consuming Searching and it consume
time.
4- Sharing Document can be shared Information can be shared
among the teachers, but is very difficult; all the
administrators, directors documents are resided in
easily and anyone who is one place at a time.
authorized to use the SMS
easily by having them display
on the screen.

There is no need to make In order to share any

copies and send them. documents others have to

21
 make their own extra
copies

5- Operations Completed automation of all Manual process of all

operations. operation.

Computerized management of Managing marks and grade

marks and grades is done, manually by the
teachers which some time
result some irregularities.

No duplication, of data as Duplication data usually

keeping record will be done occur as everything is
more efficiently, such as written manually in form of
adding deleting updating paper all the process of
information about students or adding, updating is done
teachers which will reduce manually in a paper form
cost as well as less time which causes lot of using
consuming. stationary by increasing
cost as well as time
consuming because when
any mistake occur the
paper must be change.

Easy to communicate with Communication with

parents and student because parents and student is done
of automatic sending of through phone call which is
emails or short text message very difficult because the
when something happen. phone numbers are hard to
find because they are
stored on paper.

22
 Automatic timetable Timetable is constructed
generating. manually.

2.4 UMYCK Management System

Education systems construct the background of every nation. As a subject of reality, a good
education system is a must to rear young expertise’s who in future will become world citizens
and hold their nation to new world. In the olden days, Advance technology is considerably being
used to transform school management system by streamlining school-associated processes (
Kamile , 2006). School management system is a large database which can be used for managing
of school daily activities. SMS permits users to store almost completely school’s information
which comprises information on students, properties, employees, teaching materials etc.
(Subhadarshi, 2011). Utmost significantly, this information can be simply shared with authorized
users, record can be simply searched, and report can be simply generated (Ialda, 2014).

The need of UMYCK management system arise because as is the detail that UMYCK is among
the best secondary schools in Nigeria, and to handle it manually is quite a hard job. But by
automating it, we will be able to solve many of its drawbacks and will be able to make it more
efficient. The manual handling of data and record of such a huge system is very complicated, but
by automating it, it is much easier (Dunbar, 2014)

The author is aiming to propose the next generation School Management System, UMYCK
School Management System, to enhance the efficiency of UMYCK administration and
management process and improve effectiveness, thereby lifting the standard of UMYCK.
UMYCK management system is a window based application system which will help UMYCK to
effectively manage their day to day activities. UMYCK management system is a quality-full,
completes school management system, this system will provide backend administration functions
and management process. UMYCK management system will provide a secure database structure

23
that organizes stores and rescue real time information. The system will provide a very
informative interface that does not need troublesome amount of staff training.

The system effectively brings the education stakeholders (school management, administration
and teachers) together on a joint cooperative platform thus promoting amity between them and
constructing a solid school community. The system will automates UMYCK various operations
such as system administration and management, time table generation, attendance management,
profiles and records management, subject management, mark and grades management etc.
UMYCK management system will focus for the three level of users’ authentication the first one
is the administrator, and the second user is teacher and lastly the director. Student or others who
do not have the authorization to access the system will not have permission to that. UMYCK
management system will store information about the users who will use the system. Apart from
these users, the system will also store data about students’ information which include the
personal information and their academic performance, classes. Besides that, UMYCK
management system will also perform the basic functions such as delete, update, add, and print
data. Teachers can easily access relevant student information generate reports.

There is no doubt that the use of information technology in today’s life poses major security
challenges, presents serious ethical questions, and it affects the society in significant way.
However the word ethic which is also known as ethical philosophy is a problem or situation that
contain standardizing, protecting and signifying thought of right (ethical) and wrong (Unethical)
conduct (Educational leaders, 2014) .Therefore the ethical issues related to the school
management systems will be discuss in this section.

Information technology makes it technically and economically feasible to collect, store,

integrate, interchange, and retrieve data and information quickly and easily. This characteristic
has an important beneficial effect on the efficiency and effectiveness of computerized school
management systems. The power of information technology to store and retrieve information
however, can have negative effect on the right to privacy of every student and staff in schools
(O'brien & Marakas, 2010). Schools store information on students and employees both academic
and non-academic staffs, in doing so must follow the requirements of the 1998 data protection

24
act therefore the data taken about students and staffs most only be used for particular objectives
that are permit by the Act (Becta, 2014) .

Therefore in the proposed UMYCK management system, the issues of data privacy will be
concern, since all the personal information about students and staffs will be process protectly and
will not be publicized in any method without their knowing. All the data will be obtained from
the subject, and will be comprehensive and transparent. Another ethical issues is security,
information system (IS) security comprises complete aspect, include both the logical and
physical, therefore the privacy, reliability, accessibility of authorization and access control
(O'brien & Marakas, 2010). However the proposed UMYCK management system will be
secured, only the authorized users can access the system, users can only access the system by
using entering his or her unique identification code and user name, the system will ask the user to
enter a password to gain access to the system. The password consists of unusual combinations of
uppercase and lowercase letters and numbers. Therefore the system will use encryption and
decryption technology so that to avoid improper use.

2.5 Analysis and Review Existing Systems

This section discovers the analysis and review of the existing system similar to the proposed
system, which will be benchmark for the proposed UMYCK management system. The author
will look in to two systems related to the UMYCK management system and compare the
proposed system with the two related systems. However the current existing system that
UMYCK is using is manual process, where by all the process of registering, searching, deleting,
updating, timetable generating, monitoring attendance etc. are done manually in paper form.
With this manual process UMYCK management cannot perform their daily work efficiently they
faces a lot of problems such as time table constructing, the time tables are prepared by devoted
class teacher in which must of the time result incompatible. Therefore all the process become
very difficult to handle due to too much of effort that is required and it takes a lot of time.

Below is the list of the systems that will be comparing with the proposed UMYCK management
system.

25
2.5.1 Similar Existing Systems

Case Study 1: Kokebe Tsibah Secondary School System

Figure2. 1: Kokebe Tsibah Secondary School (URL: www.kokebesibasecondaryschool.com)

Kokebe Tsibah is a popular secondary school in Ethiopia located at Addis Ababa.

Based on case study 1, Kokebe Tsibah school system is a computerized system that was develop
by Dida Midekso in 2006, he is a teacher at Kokebe Tsibah secondary school in Ethiopia. The
purpose of this system is to centralize information. With this system administrators and teacher
will be able to access the required information any time. Kokebe Tsibah secondary school
system has four main functions, which are determine class, calculate mark for examination
result, student information, time table and viewing student result. Kokebe Tsibah secondary
school web application system was develop using ASP.NET 2.0, and SQL server 2005, and
windows application was developed using C# the most weakness of the system is it those not
have the function to monitor student attendance, and the system is not secured and cannot
generate report cannot configure subject, only that four main function is on the system. Besides
that, the system is not user friendly because the function is quite mass (Teka , 2008).

26
Case Study 2: Royal Cadet Secondary school Management system

Figure2. 2: Royal Cadet School (URL: www.aircadetleague.com)

This is a school management system, which was developing for Royal Cadet School (Military
Secondary school Canada). It ways develop using Visual Basic and Microsoft Access database.
The basic functionalities of the system are to allow administrator to register new students in to
the system, search for students, and manage student attendance and updating records. The main
weaknesses of the system are that it cannot send an email or short message to the student parents
and cannot manage subjects and cannot generate time table. The main strengths of the system is
that is very fast and it is secured.
The table below will show the comparison between the two similar existing systems and the
proposed UMYCK management system:

Table2. 2: Comparison Between the Proposed system and two similar Existing systems

Criteria Royal Cadet School Kokebe Tsibah Proposed UMYCK

management system secondary school management system
management system
Security Is secured than Not secured some The proposed system
Kokebe management function can be will be more secured
system but there is no accessed without than all of the two

27
Criteria Royal Cadet School Kokebe Tsibah Proposed UMYCK
management system secondary school management system
management system
encryption security verification ,where it will not
allow anyone to
perform any to access
the system without
using their password,
the password will be
encrypted and very
strong.
Graphical User It follows normal Simplicity should be a
Average not perfectly
Interface design. usability goal in design;
characteristics but is therefore the KISS
not well cleared. principle will be
applied.
System Type Not fully Web and windows A standalone
computerized system, application system management system
they generate some that can be accessed that can be accessed
functions are done by the school by the school
manually while some administrators and administrators,
are computerized. teacher teachers and other
officials.
Accessibility Easy to access Difficult to Easy to Access
because it provide understand the because, it will
clear instruction. features, therefore is provide clear
not easy to access. mappings and clear
language.
Compatibility Run only on windows Run in all flat forms Will run in different
flat form such as

28
Criteria Royal Cadet School Kokebe Tsibah Proposed UMYCK
management system secondary school management system
management system
windows and Mac OS
Functionality It has few functions It has only four It will combine all the
which include function which functionalities of the
registering student, include calculating two systems and
searching for student, student marks, adding introduce new one
manage student student, viewing such as subject
attendance and update student result and management, sending
record. time table a short text or email to
students parents,
monitor students and
staffs attendance etc.

2.6 Tools and Techniques

2.6.1 Development Methodology

A methodology is a formalized approach to implement software development methodologies

(SDLC). In order to successfully develop any kind of legitimate information system, there must
be a sequence of process, procedures, methods, principles and techniques that the developer
should put in to consideration (Dennis & Wixom et al., 2005). This include the step-by–step
process that the developer need to follow to successfully develop the system, therefore
methodology used to control the process or method of developing information system, the
process are the techniques to be applied when developing any legal information system. Though
methodologies are stimulated as a method of developing the management and control of the
software development process, organizing, streamlining the process,and normalizing the
development process, and outcome by stipulating activities to be done and techniques to be used
(Wynekoop & Walz, 1995). However methodology uses various methods or ways of guidance to
the software development life cycle (SDLC).

29
On the other hand, Jayaswal and Patton (2006) describe methodology as a collection of methods
for solving class of problems and specify how and when each method should be used. Therefore
in this chapter the Author will be highlighting on the type of procedures, method, steps and
process to develop certain part of school management system for UMYCK, established on what
other system developers achieved in the development of similar system. The description and
aspects of the procedures will be described in detail all over the chapter, these procedures
comprises the phases of system development life (SDLC) that the system should go through, the
type of information system (IS),different fact findings techniques should be stick to.

2.6.1.1 Information Systems

Information systems have become as integrated into our daily business activities as accounting,
marketing management, finance, general management marketing, human resources and or any
other foremost business function, almost all field of endeavor such as education, research,
manufacturing, games and many other business consider information system as a need (OUM,
2013). Information system is needed in any organization, no matter how big or small the
organization is, information system will help the organization to carry out their daily activities.
Every activity in our day to day activities needs people to get involved in the use of information
system.

However school management system is also under a particular organization after the system is
successfully develop; hence a type of appropriate information system must be selected for the
system, in order to function effectively as projected. On the hand, O’Brien & Marakas (2010);
Cornford & Shaikh, (2014) defines information systems (IS) as an organized combination of
people,hardware,software,communications network,data resources,polices and procedures that
stores,retrieves,renovates,and disseminates information in an organization.People rely on current
information system to communicate with one another using a diversity of physical
devices,information processing instructions and procedures (software),and stored data (data
resources). On the other hand Rodriguez, (2014) describe information system as an important
issue that play a significant role in facilitating ,planning,coordinating and conroling an
organizatoion.

30
Theoretically,the applications of information systems that are implemented in today’s world can
be classified into several different cathegories.The different cathegories of information systems
that are practice in different organization for their daily activities are Management Information
systems (MIS),Transaction Processing System (TPS),Decision Support system (DSS), Operation
Support system (OSS) and Executive Support System (ESS) correspondingly. In this section all
the above listed information systems will be discuss in detail and which cathegory UMYCK
management system fall in.

i. Transaction Processing Systems (TPSs)

This is the type of IS that process data subsequently from the occurrence of business transaction,
Therefore TPSs are cross functional information systems. TPS are important example of
operational support system because is a basic business level that serve the operational level of an
organization (O'brien & Marakas, 2010). This type of information system records day to day
routine transactions necessary to the running of the business, this include data collection.
Processing and outputting functionalities for the principle procedures of a business. TPS process
transaction in two different ways. In batch processing transaction data are collected over a period
of time and process periodically. In real time processing, data are processed immediately after
transaction, therefore TPS information systems collect data from user inputs and produce outputs
based on the collected data (O'brien, 1997). An example of TPSs could be an online airline ticket
reservation system, where by passengers select their flight schedule and chosen seats (the input),
and the system updates the seats available list, and deleting those selected by the passenger
(Wetherbe & Tuban, 2014).

ii. Management Information System (MIS)

MIS are used at the managerial level of organization.MIS is much higher and composite than
TPS information system because most of the task done by the MIS remained intentionally
intended to support the management level of an organization directly (Bennett et al., 2006).
Therefore MIS were the original type of information system developed to support managerial
decision making (O'brien & Marakas, 2010). This level uses to take the information that has been
extracted from TPS and uses the data to generate reports in such a way that managers can make
use of it to make routine business decisions in reaction to problem. Some of the reports that MIS

31
generates are summary exception reports, therefore all this is done in order to increase the
efficiency of managerial activity (Lucey, 2005). Reports displays and responses produced by the
management information systems provide information that these decision makers have stated in
advance as adequately meet their information needs. Such predefined information products
satisfy the information needs of decision at the operational and tactical levels of the organization
that are challenged with more structured types of decision situations (Haag & Cummings et al.,
2004).

Though when we look at the working of different organizations, there is different Interms of their
operation, therefore MIS can also be comply from what is perpetually known as MIS duties. MIS
is generally an organized collection of people, procedures, databases, software, used to provide
routine information to managers and decision makers.MIS computerized an application where
large data of information will be store in the database, so that the data will be accessed when
needed, hence, the use of MIS is to increase the efficiency of managerial activities. Example of
this level, a summary of report of total payroll cost may help an accounting manager control
future payroll costs (OUM, 2013). Nevertheless, School management system will
correspondingly be considering as such type of level, because activities like managing the system
by administrator and generating reports by secretary.

iii. Decision Support Systems (DSSs)

Decision Support Systems (DSS) are computer based information systems that deliver interactive
information support to managers and business professional during decision making process
(O'brien & Marakas, 2010). An appropriate designed DSS is an interactive software-based
system that is intended to help make decisions by working and analyzing data that can generate
statistical projections and data models. DSS gives support rather than substituting managers’
judgments while implementing the quality of managers’ decisions. DSS focus is on decision
making and it helps solve problems while using external data. Therefore DSS helps a manager
do” the right thing.” whereas an MIS helps an organization to do the right thing (Boylan, 2012).

32
iv. Executive Support Systems (EIS)

An Extremely interactive system that provides a flexible access to information for monitoring
results and general business conditions.This type of information systems combining many of the
features of management information systems and decision support systems (Ginzberg & Reitman
et al, 1999) .Therefore, majority of the people involved in this level are senior managers of the
organization but their responsibilities are less compare to TPS and DSS. When such kind of
systems was first developed, their focus was on meeting the strategic information needs of top
management. Therefore the first goal of ESS was to provide top executives with immediate and
easy access to information about firm’s critical factors (CSFs) that is key factors that are serious
to accomplishing organizations strategic objectives (O'brien & Marakas, 2010). However ESS
mostly deals with data associated with key departments such as billing, accounting, scheduling
etc. Furthermore to providing quick access to the data, ESS also act as an analysis tool and
provides good sympathetic of the different feasible results depending upon the changes in input
data (Mbaskool, 2008).

v. Comparison between TPS, MIS, DSS and ESS

Information systems automate manual business process and make organizations more efficient;
however the various categories of (IS) that are correlated are having a relationship, therefore
below is a little comparison between various types (IS) presented based on their features ,which
include the level, information type, problem type and speed as shown in table 2.6.

Table2. 3: Comparison between TPS, MIS, DSS and ESS

FEATURES TPS MIS DSS ESS

Level This generally It primarily serves This serves the This generally
serves the functions on of management, serves the strategic
organization’s planning, operations and level of the
operational level. controlling, planning level of organization,
decision making at the organization which is the last
the management (Usually mid and level of an

33
FEATURES TPS MIS DSS ESS
level of the higher organization.
organization. management).
Therefore it serves
the managerial
level of the
organization.
Information It generate Provide It uses information Collect the
information for the information about from TPS and MIS analyzed
management level the performance of to analyzed information from
system(MLS) and the organization, it specific problems; DSS and make
the strategic level takes the in most cases it final decision.
systems, therefore information that brings information
it provides depth has been extracted from external
information to from TPS and sources. The type
DSS and MSS generated reports of information
which are required used is pre
by the specified format.
management for
planning and
controlling an
organization.
Problem Type View as It usually It is used for It is useful in
information system addresses handling decisions delivering
infrastructure. structured question that are not specialized
that are non in- structured, decision to meet
advance and it is therefore decisions the senior
not flexible and which are created management, it
have minor when emergency handle
analytical happens, also unstructured
capability. employed to assist problems.

34
FEATURES TPS MIS DSS ESS
semi structured
problems, in which
parts of the
decision process
itself frequently
need very
important
computer support.
Speed Is the slower Is faster than TPS Usually support It provides direct
process because it because it only non routine and easy access to
records daily summarized and decision-making information
routine, it includes reports the basic for middle reflecting the basic
collecting and operations of the managers success issues the
gathering of organization using ,therefore it is organization and of
information from information flexible and can be its units. Therefore
one person to extracted from easily is usually faster
another, therefore TPS. implemented than all the other
it consumes time. process because
there is no need to
gather information
all the
information’s are
gathered by other
levels of
information.

35
vi. Justification on Selected Information System Approach

Organizations use different types of (IS) to take yield their business decisions for their
organizations. The hierarchies of the organizations in general are operational, management and
strategic level. Therefore the need of information needed at various levels differs. The major type
of information systems, in organizations include transaction processing systems, decision-
support systems, management information systems and executive support system as we discuss
in the previous section. However, in order to develop any kind of computerized system, there is a
need to make detailed analysis of this type of information systems tactic that would be followed
to successful implement the system (O'brien & Marakas, 2010).

Though, to implement UMYCK management system integration of Management Information

System and Transaction Processing system are the first-rate information systems tactic that the
system must be followed reflect with organized of the various level inside UMYCK (Youssef,
2011). However laudon and laudon (2002) in their book management information systems stated
that MIS are the most use information system tactic in school management systems. Van Bella
and Eccles (1999) stated that MIS and TPS are mostly used in the system that involve
components like input, processing storage, recording or retrieving data, moreover all this has
nature of UMYCK, that is why the author suggest this two type of (IS) to manage the functioning
of the proposed UMYCK management system.

When we look in to MIS is the tactic that deals with managerial level of the organization and it
uses data that is generated from the TPS and TPS is the routine day-to-day activities done by the
most organization which has to execute with routine interaction of client, according to Butzy
(2006), transaction can be commercial transaction such as billing and it also involves others like
recording, modifying, storing and retrieving data which is among the behavior of UMYCK.
However for the DSS and ESS they obtain must of their data form TPS and MIS and they deal
with management level in making decision, therefore ESS and DSS will not be appropriate to
tactic to follow in proposing UMYCK management system. Usually receive data from lower
level systems. The diagram below in figure 2.1 shows the link between TPS, MIS and UMYCK
management system. The administrator and the sectary are known as the system users, that is the

36
middle management in UMYCK, are performing the strategic duty which involve monitoring
,controlling, decision making and administrative activities ,whereas the teachers are those
performing the routine activities in UMYCK where they updated daily attendance of the
students.

Figure2. 3: Link between TPS, MIS and UMYCK management system

2.6.1.2 System Development life cycle

Most organizations find it useful to use a standard set of steps, known as the system development
methodology, to develop and support their information systems. Similar to many processes, the
development of information systems frequently follows a life cycle, which is known as the
system development lifecycle (SDLC). SDLC is one of the most part to consider doing literature
review, the author here is to review the previous literature of SDLC that, other researchers and
scholars have used previously in developing school management system like UMYCK
management system.Valancich and George et al., (2009) define SDLC as an approach or
mechanisms to assure that software system such as (UMYCK management system) meet
established requirements. SDLC marks the stages or phases of information system developments.
The art of SDLC is a returning topic that both researchers and other scholars have struggle with
for decades ( Gillenson& Racer et al., 2011). In their study Hoffer and George et al.,(2005)
describe system development life cycle as a methodology used to develop, maintain and
replace information systems through the phases of planning ,analysis ,design ,implementation
and maintenance. In order to develop any kind of system, all the phases of SDLC must be
included unless if the system already exists, then some of the phases will be excluded ( Valacich
and George et al., 2009).

37
In order to successfully develop UMYCK management system, there is a need to choose
appropriate methodology that will support in the successful development of the system. Rothi
and Yen (2002) in their study they stated that choosing appropriated methodology defines the
quality of the system, meets or exceeds end users expectation, in-expensive to manage and
enhance. However choosing methodology depends on the project size, therefore there is no
methodology that is better than one; all of the models have their own advantages and
disadvantages of the system, the key is to be flexible and find what works for the agency and the
end users (Chang, 2012). According to wolak ,a high percentage of software development efforts
have no process and may best be describe as “chaotic” and it is due to the in appropriate
choosing of system methodology. On the hand, Rubinstein (2007) report that,44% of the
software projects are challenged (late, over budget or less than the needed features and functions)
and 24% have failed. According Boehm (2008) stated that 15-35% of all software projects were
cancelled complete while the remaining projects felt to meet the project goal and the main
problem is due to in appropriate choosing of system development methodology. Therefore
choosing an appropriate and effective development methodology is one of the basic factors in
determining the success or failure of a project. In this section selecting the appropriate
development will be carry out as well as justification. The diagram below shows the phases of
SDLC and how they are presented:

Figure2. 4: SDLC phases By Dennis et al.,(2005)

38
 i. Planning

This is one of the most important phases of SDLC, planning is the fundamental process of
understanding why an information system should be built and determine how the project will go,
identifies the need for a new or enhance information system, if the system is successfully
develop what benefit will it bring to the end users and what are the problems the system will
solve after development (Dennis & Wixom et al., 2005). Therefore the Planning phase
establishes a high level view of the intended project and determines the project goal and there are
some steps to cover in this phase before moving to the next phase of SDLC, these steps include
during project initiation and when the project is approved (George et al., 2009).

However, a complete project planning is important to successful IT project, and incomplete

project planning and analysis are often root causes of project failure (Ragunath & Velmourougan
et al., 2010). Though some of the reasons why UMYCK needs automated school management
system and the problems that the proposed system is intended to solve was previously discuss in
the other chapters, therefore in this planning phase, the reasons and the solution that the proposed
system will bring will be explain in detail and the justification of the selected methodology will
be discuss in the next upcoming chapter. Moreover in this phase the feasibility assessment will
be done, which will look in to how UMYCK will usefully use the new proposed system, then it
will examines basic aspects of the proposed UMYCK management system which include the
technical aspect and economic aspect of the system, after then, followed by the system business
value to the UMYCK, which will identified how will the system lower cost or increase revenue
this is known as cost assessment. Other assessment such as risk will also be discussed in this
phase and other various project planning approaches (Dennis & Wixom et al., 2005).

ii. Analysis Phase

Before developing any kind of software system, there is a need to identify what the system will
do, what are the system requirements, who are the users that will use the system, when and
where the system will be used? Analysis phase is the second phase of SDLC, where the
developer need to investigate the current system to identify and analyzes the problems of the
current system, and then identifies the improvements opportunities (Dennis & Wixom et al.,

39
2005). However analysis phase is divided into various sub phases, the first sub phase involves
determining the requirements of the system, in which the developer will determine what the
users need from the proposed system. Therefore this sub phase involves a careful study of the
current UMYCK manual system that might be replaced as part of this project. However in
UMYCK there is no existing computerized system, but all their operations are done manually,
hence many problems are identified from the current UMYCK as shown in the previous chapter
therefore the problems will be analyze. The next sub phase is the requirement gathering, this
phase involve the gathering of the requirements that the current system should have therefore it
leads to the development of a concept for the new UMYCK management system, the
requirements will be gathered through questionnaire, interview or Joint application development
(JAD session), all the requirements will be acquire from the clients after then the last sub phase
is the system proposal where all the analysis, system concepts and model will be combine in to
document, it describes what business requirements the new UMYCK management system should
meet ( Valacich and George et al., 2009).

iii. Design Phase

The third phase of SDLC is called the system design. The design phase decides how the system
will operate, Interms of hardware, software, network infrastructure, user interface, forms and
reports; and specific programs, databases, and files that will be needed. Though utmost of the
planned decisions about the system were made in the development of the system concept during
the analysis phase, the stages in the design phase determine exactly how the system will operate
and how the system is going to be (George et al., 2009). In the case of UMYCK management
system, the description of the recommended alternative solution will be converting in to logical
and physical system specifications, all aspects of the system will be design from input and output
screens to reports, databases, and computer process. However the design phase a covers the
development of basic architecture design for the UMYCK management system, this includes the
hardware and soft that will be used which will be discuss later in the next upcoming section in
this chapter. Moreover, this phase also involves the database and file specification, which defines
what data, will be stored and where the data will be stored (Dennis & Wixom et al., 2005).At the
end of this phase, the feasibility analysis and project plan are re-examined and revised and
another decision is made by the UMYCK management about how the system will remain.

40
 iv. System implementation and Operation

This is the final phase in the SDLC, during which the system is actually built .In this phase all
the planning will be put into action. Implementation phase is usually the most critical phase
because this is the phase where the design is converted into coding; therefore actual coding of the
system is done in this phase, not only the coding also installation which involves loading the new
system with data, then testing and training the clients also is done. On the other hand, in their
book Dennis and Barbara et al. (2005) they describe implementation phase as the phase that
typically gets the most attention, because for most systems it is longest and most expensive
single part of the system development process. However, when we look at the UMYCK, the
proposed computerized system will be develop, during development of the system programs that
will make up the system will be written, after the system is develop, then the testing will be
done where, the entire system will be test ,in order to find and correct any errors. After the
testing is done successfully, then the new system will be installed, where the UMYCK
management will check the system carefully to ensure the functionalities of the system meets
their requirements. At the end of this phase a support plan for the system will be established
(Hoffer&George et al., 2002).

2.6.2 System Development Methodologies

A methodology is a ratify method to implementing the system development life cycle. There are
various systems development methodologies and each of the methodology is exceptional based
on the order and emphasis it places on each SDLC phase. Therefore in this section, all the
methodologies will be explained in detailed as well as comparison and justification of the
choosing methodology that will be used in development of UMYCK management system
(George et al., 2009).

The systems developments methodologies are categorized in to three main parts which include:
i. Structured design methodologies
ii. Rapid application development methodologies
iii. Agile software development methodologies

41
2.6.2.1 Structured Design Methodologies

These are the first category of software development methodologies. Structured design
methodologies involves formal step-by- step approaches to the SDLC that moves rationally from
one phase to the next phase. Therefore one phase begin once another one is completed, little back
tracking and looping. The key advantage of the structured designed is that, it is very easy to
extract design information for systems component such as user-interface, application programs
and database (Rob, 2006).Frequent process-focused and data-focused methodologies follow the
key approaches of the two structured design classes summarized next:

i. Waterfall Development

An original structured designed methodology that the analyst and users moves in sequence from
one phase to the next. Waterfall development is a sequential development process, in which the
development is seen as flowing steadily downward like waterfall through the phases of planning,
analysis, design and implementation. One phase begins when another one is completed, therefore
as this process is sequential process, once a phase of development is completed, the developers
cannot go back to the previous phase, which will be illustrated in figure 3.2, if any problem
occur, the whole project must be starting from the beginning, which is one of the disadvantages
of waterfall development methodology. Hence there is no room for change or error, the project
outcome and general plan must be set from the beginning and must be followed carefully (Base,
2012). The basic deliverables for each phase are classically very long and are presented to the
project approvals (Project Sponsors) for approval as the project is moving from one phase to
another. If the sponsors approve then only the developer can proceed to the next phase (Dennis
& Wixom et al., 2005). Though it is probable to go backward in the SDLC, for example :( from
design back to analysis) it is enormously very difficult. The following is a grammatical
representation of phases involve in waterfall development:

42
Figure2. 5: Waterfall Development Methodology By Dennis&winxom et al.,(2005)
i. Parallel Development

Many Software projects, particularly in their early phases, follow rigorously linear development
sequence, in which each successive software is developed from, and increments, the previous
version. Therefore this parallel development is like opposite to waterfall development
methodology, because it does not wait for the present phase to finish for the next phase to begin
(Bret, 2004).This methodology tries to address the problem of extended delays between the
analysis phase and the system delivery. Instead of doing the design and implementation in series,
it completes overall designed for the entire system and then alienated the project into a sequence
of diverse subprojects that can be designed and implemented in parallel (George et al., 2009).
When all the subprojects are complete, a final integration of the distinct pieces and the system is
delivered. The main advantages of this methodology is that, the risk associated in building the
system will reduce significantly, therefore it reduce schedule time to deliver the system. Though
this method still grieves with problems caused by forms and at the end of the project might need
substantial integration work. The diagram below is showing the structure of Parallel
development methodology:

43
Figure2. 6: Parallel Development Methodology By Denies et al. (2005)
2.6.2.2 Rapid Application Development (RAD)

According Kendall and Kendall 2002, RAD is an object oriented approach to system
development, which includes method of development as well as software tools. On the other in
their book Dennies and Wixom et al., (2005) define RAD as newer approach to system that
developed in the 1990s development. RAD attempt to address the issues of taken time before
development of the final system and it address the weaknesses of the structured development
methodologies. RAD methodologies alter the SDLC phases to get some part of the system
developed quickly and into the hands of the users (Dennies & Wixom et al., 2012). The different
approaches that are used in RAD include: Phased development Iterative or, System Prototyping
and Throwaway prototyping, which will be discuss next (George et al., 2009).

i. Phased Development Methodology

Phased development methodology is also a structured design methodology, but in this

methodology the requirements are break into a series of versions, centered on which some
versions of system will develop serially, being the most necessary and important functions
bundled in the primary version.Therfore in the phase development methodology the next version
development will start only when the previous version has been accept and implemented. Each

44
of the versions has its specific Analysis, design and implementation phases (In a minor scale
compared to the whole system) (Adi, 2014). All of these versions will be personalized to make a
complete system that meets the requirements. The primary advantage that phased developments
have is, quickly getting a useful system into the hands of the users, whereas the system is not
fully completed. Since the users start to use the system very soon, they are more possible to find
important more requirements very soon than with the structured design state (Dennis & Wixom
et al., 2005).The major disadvantage of the phased development methodology id that ,the users
intended to use the systems incomplete (Rob, 2006).The diagram below show the structure of
phased development methodology:

Figure2. 7: Phased Development Methodology By Dennies & Wixom et al., (2005)

45
 i. Prototyping Development Methodology

Prototype is an information gathering technique that is useful in seeking users’ reaction,

suggestion, innovation (introduction of new ideas) and revision plan. Prototype may be used as
an alternative to system development life cycle. During each iteration requirement and
alternative solutions to the problems are analyzed, new solutions are design and a portion of the
system is implemented (Kendall et al., 2002).Performs the analysis, design, and implementation
phases simultaneously and all this three phases are done repeatedly in a cycle until the system the
completion of the system. Together with these methodologies, the principles of analysis and
designed are done, and work instantly starts on a system prototype, a fast and dirty program that
brings minimum amount of features and may result to customer dissatisfaction (Valacich et al.,
2009) . However in the prototype development the analyst works with users to determine the
initial or basic requirements for the system. The analyst then quickly builds a prototype, when
the prototype is completed; the users work with it and tell the analyst what they want and what
they do not want for the system. The analyst uses the user’s feedback to improve the prototype
and takes the new one to the users. Therefore this iterative development will not stop until the
users are satisfied with the system. The figure 2.8 below is showing the structure of prototyping
methodology:

Figure2. 8: Prototype Methodology by Dennies and Wixom (2005)

46
 i. Throwaway Prototyping

Throwaway prototyping methodologies are similar to prototyping methodologies, in that they

include the development of prototype; however throwaway prototyping methodologies are used
for a very dissimilar purposes than compare with the ones that are previously discussed, they are
done at various point in the SDLC and they look different (Dennis & Wixom et al., 2005).
Therefore throwaway prototyping refers to the creation of a model that will finally be thrown
away, rather than reusing the same one for the final delivered software. After understanding the
preliminary requirements, a small part of the system is develop to visually show the end users
what the system may look like when they are implemented into a complete system (Davis,
2002).The objective of throwaway prototyping is to ensure that the system requirements are
ratified and they are obviously understood. A system that is developed using this kind of
methodology possible relies on some design prototype during the analysis and design phase.
Each of the prototype is used to minimize the threat that is related with the system by confirming
that significant issues are well understood before the real system is develop (George et al., 2009).
Therefore throwaway prototyping is not measured as the final system, it is here to help
understanding and minimize the risk of poor requirements. The diagram below is representing
the structure of throwaway prototyping:

Figure2. 9: Throwaway Prototyping Methodology by Davis (2002).

47
2.6.2.3 Agile Development Methodology

Many other approaches to system analysis and design have been developed over the years; these
approaches include agile software development. Agile is the crystal family of methodologies,
adaptive software development scrum and feature driven development (George et al., 2009).
Agile methodology is the third category of development methodologies that is evolving today.
However, the ever-changing requirements that are feature of many software development
projects need a new approach in the development of the software. The evolving of agile
methodologies appears to be the answer to this wonders and acceptance of this method has
grown up with each year (Zhao & Lin, 2007). Tool provision has been developed and presented
to urge the migration to this methodology. According to Begel and Nagappan (2007), agile
software development methodologies have remained gaining acceptance between mainstream
software developers since the late 1990s,when they stood first suggested in the forms of Scrum
Crystal, Extreme Programming and other methodologies. These agile development
methodologies share three key principles; a focus on adaptive rather than predictive
methodologies, focus on people rather than roles and the last principle is a self-adaptive process
(George et al., 2009).

Adaptive rather than predictive methodology means observation that engineering-based

methodology work best when the process and product are all predictive, more adaptive software
are needed today and agile methodologies are based on the ability to adapt hurriedly. The focus
on people rather than roles is also a censure of engineering based- technique where people
become interchangeable, and at the last, the self-adaptive software development process, as the
methodology are applied they should be adapted by a specific development team working on a
specific project in a particular context (Agilemethodology.Org, 2008). Next the XP will be
described as an example of agile development:

i. Extreme Development

Is a correction of software development based on standards of ease communication, feedback,

respect and courage.XP works by bringing the entire team together in the occurrence of easy
practices, with more feedback to allow the team to understand where they and to turn the

48
practices to their single situation (Jeffries, 2014). Wellington (2005) stated that XP are designed
in order to enable a team of software developers to deliver a product quickly whereas
maintaining confidence in the quality of the product that plan driven methodologies are provided.
Therefore XP are originated of four fundamental values, which include the communication,
feedback, simplicity and courage as stated earlier. However these four values deliver a basis on
which the developers use to create the system.

At first the developers must provide feedback to the clients on a constant foundation. Then
secondly need developers to follow the KISS principles. Third the developers must make
changes to develop the system and the last one; the developers must have a superiority first
approach (Dennis & Wixom et al., 2005).Hence XP projects starts with user stories, which
describe what the system required to do. The programmers code in a small, easy modules and
test to meet those needs. With small project XP should work just fine, but if the project is large,
then the achievement of an XP effort is unsure (Begel & Nagappan, 2007). The structure of
Extreme Programming is shown in the above figure:

Figure2. 10: Extreme Programming By Agile Development.org (2009)

ii. Selecting Appropriate Development Methodology

There are various types of methodologist, but selecting methodology is a challenging task for
many organizations. According to Sami (2009) he stated that choosing methodology is not easy,
because no one methodology is always best, therefore based on the next following criteria for
comparison between the various methodologies, the methodology that will support in the

49
development of the proposed UMYCK management system will be chosen. Below is the
comparison between the various system development methodologies:

Table2. 4: Comparison Between Various Software Development Methodologies By Dennies and

Wixom et al.,(2005)

Ability to Structured Design Development Rapid Application Agile Software

develop Development Development

systems with
Unclear User Poor Poor Good Excellent Excellent Excellent
Requirements
Unfamiliar Poor Poor Poor Good Excellent Poor
Technology
That Are Good Good Good Poor Excellent Poor
complex
That are Good Good Good Poor Excellent Excellent
reliable
Short time poor Good Excellent Excellent Good Excellent
schedule
Schedule Poor Poor Excellent Excellent Good Good
Visibility

Note:
From the above table 1.3, all the development methodologies are compared based on six criteria
which are the most important criteria to consider while comparing methodologies. However the
first criteria is unclear user requirement which simply state the situation that the user does not
know how the system should be or what the system should do and then move on to the
unfamiliar technology, this describe ,when the latest technology cannot be used by the users then
it causes failure, prototype based methodologies are particularly appropriate for lack of
familiarity with technology then the third one complexity, complex systems require careful and
detailed analysis and design. The fourth one is reliable; if the system is not reliable the developer
will find it difficult to implement the system, then the fifth one is short schedule, when the

50
estimated time by the end users is less to the developers and finally the time visibility. Therefore
based on the above comparison, the developer chooses THROWAWAY PROTOTYPING
METHODOLOGY as the appropriate methodology to come up with the final system for
UMYCK management system.

i. Justification of the Selected Methodology

Based on the comparison, the best system development methodology to be used to implement
UMYCK management system is Throwaway Prototyping Methodology. Throwaway
prototyping methodology will excellently be suit to develop the new proposed UMYCK
management system, as the system the author is aiming to develop require a lot of understanding
and acceptance of clients before going on to come with the final system, therefore with the help
of throwaway prototyping the developer and all the stake holders will analyze the system and to
develop and build the system prototype, the users will evaluate and provide corrective feedback,
with this the users will understand what they want the system to do. Moreover, the requirement
of the system must be gathered steadily from end users (UMYCK administrators, teachers and
other officials).

Therefore this will be hard to use other methodologies such as parallel development
methodology because parallel development methodology is a structured design methodology
because parallel development methodologies used to perform general design of the whole system
and then it divide the projects in to subprojects, therefore there is less chance of changes in, also
the waterfall model cannot go back after one phase is completed. Moreover this methodology
require a less time to be develop compare to waterfall model and other structure design
development where they take more than a year. According to Dennies and Wixom (2005)
throwaway prototyping methodologies are excellent choices when time lines are short because
they best allow the project team to correct the functionality in the system based on a particular
delivery date. Therefore Throwaway prototyping will best suit the UMYCK management
system.

51
2.6.3 Requirements Analysis techniques

Requirement analysis techniques define what and how. Before the project team can define what
are the requirement that will be appropriate for a given system, there is a need to have a clear
version of the kind of the system that will be develop, and the changing level that the system will
bring to the organization (Hoffer&George et al., 2002) . According to Kendall et al.,(2002) he
define requirement analysis technique as tasks that go into defining the needs to meet for the
new changed product. However the key process of analysis is classified into three stages:
knowing the as-is-is system, finding the improvement or changes and developing requirements
for the proposed system. The three requirement analysis techniques will be explained below:

2.6.3.1 Business Process Automation (BPA)

George et al., (2009) stated that BPA is the key success in changing the environment, therefore it
improves the organizational efficiency but it has a smallest effect on the business. However BPA
means leaving the elementary way in which the organization works unchanged, and using the
computer technology to do some of the work. BPI remodel the whole process across various
functions and the planner involved in BPA spends a lot of time in understanding the current as-
is system using :Problem analysis, and Root cause analysis (Dennis & Wixom et al., 2005).

2.6.3.2 Business Process Improvement (BPI)

BPI is an approach, which is designed to aid organizations reform their current business
operations to achieve important development in production (Kendall et al., 2002). The purpose of
BPI is to improve customer demands and business achievement more effectively and it seems to
provide extreme alteration in an organization’s performance. However BPI means making
moderate changes to the way in which the organization operate to take benefit of new chances
offered by the technology or to copy what contestants are doing (Dennis & Wixom et al.,
2005).BPI project also spent a lot of time understanding the current as-is system but less time
than BPA project, their primary focus is to improve the way the business operates, The three
popular activities of BPA are: Duration analysis, Activity based costing and informal
benchmarking.

52
2.6.3.3 Business Process Re-engineering (BPR)

BPR entirely changes the structure of the organization operations, therefore BPR is the basic way
in which organizations become more efficient and improve (Muthu & Whitman et al, 2006).BPR
transforms an organization in ways that straightly affect performance. PR spent a little time
understanding the current as-is system because its focus is on new ideas and new methods of
doing business. The three activities of BPR are: technology analysis, outcome analysis and
activity based costing.

Table2. 5: Comparison between BPR, BPI and BPA By George et al.,(2009)

Criteria Business Process Business Process Business Process Re-

Automation improvement engineering
Potential business It has the potential to It offers moderate It creates a very large
value improve the business potential benefits, it potential benefits,
value; most of the pursue to change the because it seek to
benefit from BPA is business in some way. completely change the
minor and strategic in nature of the business
nature, because it does
not seek to change the
business process.
Project cost It requires the lowest It can be moderately BPR is generally
cost, because it seeks to expensive depend on expensive because of
make little changes. the project scope. the amount of time
needed of senior
managers.
Breadth of analysis It examines a single It has much narrower It takes a broad
process. scope which usually perspective therefore it
have one or several is very broad.
business function
Risk It has a low to It also has low to It have a very high risk

53
 moderate risk, because moderate risk. because it focus on new
the proposed system is technology.
equally well defined
and understood.

Note:
Each of the requirement analysis technique talk in this chapter has its own advantages and
disadvantage, therefore no one technique is fundamentally appropriate. Based on the criteria
above in table 2.4 the best chosen technique for UMYCK is BPA.

2.6.3.4 Justification For the selected Requirement Analysis Technique

BPA is the best analysis technique to use for UMYCK proposed system, because BPA does not
seek to change the business process, it can only improve their efficiency and it has a low
moderate risk, as the proposed system is well defined and understood, and Interms of business
value BPA has the potential to improve business value and it requires the lowest cost, because it
seek to make changes. According to Muthu and Whitman et al., (2006) BPA should be use when
the current system are possibly miss up even if they are exist or using manual process which is
practice in UMYCK , therefore where there is no any system existing.

2.6.4 Fact Finding Techniques

Fact finding techniques are the gathering of a set of statements which define what needs to be
provided by a solution to meet the expectation of the sponsor, clients and stake holders (George
et al., 2009). However the developer use requirement gathering technique to understand the as-is
system and identifies the kind of improvement that the proposed to-be system should have by
obtaining the requirements from the end users. The collection of the requirement is obtained by
interview, questionnaire, observation, documentation analysis, and Joint application development
(JAD), which will be discuss next:

54
2.6.4.1 Questionnaires

Questionnaire is a set of written questions for attaining information from individuals, it consist a
series of questions and other prompt for the purpose gathering information from the respondents.
Most of the people habitually think of paper when they think of questionnaires, although today
questionnaires are being distributed in electronic form, both on the web and through email.
Electronic distribution saves a significant amount of money, when compared with the manual
questionnaire (Valacich et al., 2009). Questionnaires are often use for large number of peoples
from whom information are needed and also for the people that have concern in developing the
system, such as teachers, administrator and other UMYCK officials or systems with business
users spread across many geo-graphic locations . According to Dennies and Wixom et al. ;(
2012) Questionnaires are the most popular method of gathering information and are the cheapest.

2.6.4.2 Interview

Dennies and Wixom et al., (2012) stated that interview is the most commonly used requirement
gathering technique, which is used in gaining information about the requirement of users in
relation to the new system. Interview is one of the primary ways that analyst gather information
about an information system project (Hoffer&George et al., 2002). However when you want to
know about something ,generally you ask someone, interview conducted one on one ,therefore
one interviewer and one interviewee, but some time limitation, several people can be interviewed
at the same time due to and they conducted face to face and are done in a place where there is no
distraction. Interviews are very effective ways of communicating with people and attaining
important information from them but it requires more time and is very expensive compare to
questionnaires which have less depth of understanding than interview ( Gillenson& Racer et al.,
2011).

2.6.4.3 Joint Application Development (JAD)

JAD enables the project team, users and management to work together in order to identify
requirements of the system, it brought all of them together for a series of a structured meeting
run by JAD session leader (Dennies & Wixom et al., 2012). By gathering the people affected

55
directly by an IS in one room at the same time to work together to agree on system requirements
and design details, time and organizational resources are managed (Valacich et al., 2009).
According to George (2009) JAD is a structured process whereby 10 to 20 users meet under the
direction of a facilitator skilled in JAD techniques (who set the meeting agenda but he is not
engage in the discussion) and the meeting room is design in U-shape so that everyone can clear
his view on the system, JAD are mostly used in developing new systems.

2.6.4.4 Document Analysis

This technique allow the project teams to understand the as-is system. Under ultimate situations,
the project team that developed the current system will must produce documentation, which was
then reorganized by all consequent projects. In this case the project team can start by studying
the documentation and probing the system itself (Young, 2002). In appropriately, most systems
are not sound documented, due to project team’s failure to document their project along the way
and when the projects are completed, there is no time to return back and document therefore it is
very important to document each phase before proceeding to the next (Hoffer&George et al.,
2002). However this approach is very useful to the project team because, they will understand
and know what to do in the proposed system. Therefore, there might not be much technical
documentation about the existing system available, or it might not contain updated information
about recent system changes (Dennis & Wixom et al., 2005).

2.6.4.5 Observation

This is another requirement gathering technique for understanding the system. Observation is the
act of seeing process being performed, is a powerful tool to gain understanding in the as-is
system.it enables the analyst to see the actuality, rather than listening to others describe it in an
interview or JAD sessions (Prezi, 2014). Observation are useful when validity of data collected is
in question or when complexity of certain aspects of system prevents clear explanation by clients
(Valacich et al., 2009). According to Dennies and Wixom et al.; several research studies have
shown that many managers actually do not recall how they work and how they allot their time,
observation is a good way to check the validity of information gathered from other techniques
such as interview and questionnaire.

56
The table below is showing the comparison between the requirement gathering techniques using
different criteria:
Table2. 6: Comparison Between various requirement gathering techniques By Dennies and
Wixom et al.,(2012)

Interviews Joint Questionnaires Document Observation

Application Analysis
Design
Types of As-is As-is As-is As-is As-is
information improvements improvements improvements
Depth of High High Medium Low Low
information
Breadth of Low Medium High High Low
information
Integration Low High Low Low Low
of
information
User Medium High Low Low Low
involvement
Cost Medium Low- medium Low Low Low-
medium

Note:

As shown in table 2.5, each of the requirement gathering techniques has strengths and
weaknesses. No one technique is always appropriated than the others, therefore it is important to
understand the strength and weakness of each and when to use it. According Dennies and Wixom
et al.,(2005) most of the projects benefit from a combination of techniques. However based on
the comparison shown in table 2.5 the best technique that will be suitable to gather information
in the development of UMYCK management system is Questionnaire and Interview.

57
2.6.4.6 Justification on the Chosen Fact Finding Techniques

In the case of the proposed UMYCK management system the author will use Questionnaire to
gather information, because questionnaires have the advantage of gathering information from
many people in a relatively short time, in contrast , observation and document analysis are very
expensive they cannot be used here . Therefore questionnaire will be used to obtain information
about the as-is system from UMYCK teachers, administrators etc. The second technique that will
combine together with questionnaire is Interview to gather information about the as-is system
and how the proposed system can help to overcome existing problems. According to Hopper and
George et al., (2002) interviews are good tools for collecting rich, detailed information and it
enables exploration and follows up.

2.6.5 Programming Languages

Kriebel (2000) stated that it is well known by now that there is no common settlement on the
definition of the term “Programming Languages”. Therefore it is necessitous to specify that a
programming language is measured to be a set of characters and rules for combining them which
comprises the following features: machine code knowledge is excessive, there is a good potential
for translation to other computers, there is an instruction explosion and there is a symbolization
which is near to the original problem than assembly language will be. According to
computerhope.com (2013) Programming language, is a computer language that programmers use
to develop applications, scripts, or other set of instruction for executing a computer. On the other
hand Ben-Ari, (1996) in his book he define programming language as an abstraction mechanism,
it allows a programmer to specify computation theoretically and to allow a program frequently
called an assembler or interpreter. There are more than 40 programming language and scripting
languages today, and they are categorized in to various categories based on their usage. For
example some programming languages can support windows application like visual basic, java
and so on while some like PHP are good in developing web applications. However in this section
we will discuss some of the programming language and finally the author will choose the one
that will be suitable to develop UMYCK management system.

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2.6.5.1 Visual Basic (VB)

A computer programming system which was develops and owned by Microsoft.VB is one of the
programing languages that can be used most for windows application development and it
remains the third-generation event-driven programming language and integrated development
environment (IDE) from Microsoft for its COM software design model Microsoft.com (2014).
Visual Basic is planned to be relatively easy to learn and use.

Balena (1999) stated that, the programming language, that used by more programmers than any
other language in the history of computing is VB, because of its simplicity, programs can be
created by learning a few of its features.VB is designed to make software development easy and
efficient, but still being powerful sufficient to create advance programs computerhope.com
(2014). The source code is very clear and Can be understood without needful lots of comments,
it also include features like intelligence and code snippets which automatically generate visual
object used by programmer, and Interms of security validation it can be done in a simpler way.
Programs designed in VB can run on windows and web etc. However now Microsoft made good
on their promise and transformed VB to learn language with lots of object oriented
functionalities such as inheritance.

2.6.5.2 Java

Java is the newest object oriented programming language, developed by Sun Microsystems of
Mountain View California. As the people at sun Claim, it is a simple, object oriented, distributed,
interpreted, robust, and secure, architecture- neural multithreaded, high performance and general
purpose programming language (Appleby & Vandekopple, 2006). It supports programming for
the internet in the form of platform independent java applets. Applets are Java applications that
are loaded and run in the java, run time environment.

One of the significant advantages of java is its ability to move easily from one system to another.
The ability to execute the same code on many different systems is vital World Wide Web (www)
and it succeeds at this by being Platform-independent at the sources and virtually binary label

59
(Bielik & Profil, , 2011). That is why most of the programmers today prepare to work with java
and also because java take security as part of its design.

2.6.5.3 ASP

ASP is an acronomy for Active Server Pages which was developed by Microsoft .Therefore ASP
is a scripting language to control web content, pages are generated from the server to the web
browser dynamically (Microsoft.com (2014). According to WiseGeek.com (2013) people a
using ASP because of its special functionalities such as delivery of dynamic ,database-driven
content to website viewers without taxing the server –side system, therefore ASP is easy and it
provides simple way to perform common tasks, from simple form submission and client
authentication configuration and deployment site.ASP files are kept inside the HTML ,enclosed
in special tags, this means whenever you want to change any portion of the code itself, you only
need to change the ASP files as HTML files just serves purpose to display HTML document in
proper tags (Peeps, 2014).
The table below is showing the comparison between the three programming languages using
different criteria:
Table2. 7: Comparison between ASP, JAVA and VB

Criteria ASP Java VB

Simplicity ASP code is Java is little bit Is much easier than
somewhat complex but is easier all of them, it require
complicated and web than ASP. minimal learning.
developer need to
work hard to get hang
of it.
Speed and ASP use built on Development is Is also faster and
performance COM based comparatively slower efficient to use
architecture to execute because of visual
code which makes the studio.

60
 server to become slow
when executing code,
but is faster than Java
Availability ASP is not an open This is close source Is a commercial
source script which the developer cannot software
make it to be very change
rigid language, there
is a need to buy
license
Security Java and Asp both Java is less secured Is more secured
have similar security than Asp when because of its easy
goals but Asp is more providing security and clear design.
secured.
Database Integration It uses MS.SQL for Independent platform MS Access and MS
connecting database SQL server
but MS SQL cannot
be free from
Microsoft
Compilation Compile language Compile Language Compile language
Environment which is Environment which
consider as its consider as its
advantage advantage.

Note:

All of the listed language almost has similar features which all of them can support windows
application. However, in order to select the most suitable programming language for any system
it depends on what the system is all about. Hebert Meyer stated that no programming language is
no even one single programming language that is best, there are only programming languages
well suited or may poorly suited for particular purposes. Therefore for the development of
UMYCK management system, the most suited programming language is Visual Basic.

61
2.6.5.4 Justification on the Selected Programming Language

Based on the above comparison in table 2.6 the well suited programming language that will be
used in developing the proposed UMYCK management system is visual basic whose next
generation is visual Basic.NET. The reason why the author selects this programming language is
not because, it is the best among all the programming language, but because is the best and well
suited with the proposed system. Many researches has shown that the most popular and well
suited programming language for standalone systems is Visual Basic and the proposed system
is standalone and the new version of VB has now come up with object oriented concept such as
inheritance, and it allows database integration with wide variety of application (Logan,
2008).Additionally because Visual Basic will help to implement the system easily.

2.6.6 Database System

According to Chapple (2013) Database is a collection of information systematized in such a way

that a computer program can quickly select desired pieces of data. Database is a collection of
information that is organized so that it can easily be accessed, managed; updated retrieve in an
easiest way (Databasecomparer Ltd, 2014). In computing, databases are sometimes classified
according to their organizational methods. The most common approach is the relational database,
a tabular database in which data is defined so that it can be rationalized and accessed in a number
of different ways. However database is designed to offer an organized mechanism and reduce
redundancy of data. However database a now implemented almost every organization such as
school, hospitals and banks, so that any information can be retrieve easily without any
difficulties (Chapple , 2013) .There are different tools use in designing a database ,which will be
discuss next:

2.6.6.1 Microsoft SQL Server

MS SQL Server is a relational database management system developed by Microsoft which

support concurrent number user simultaneously and support various operating system plat-forms.
As a database, it is a software product whose main function is to store and retrieve data as
requested by other software and it is the most popular type of data base on windows server (Host
Shopper, 2008). There are at least dozen different editions of Microsoft SQL server intended at
62
different workloads (ranging from small applications that store and retrieve data on the same
computer, to millions of users and computers that access huge amounts of data ( Orbex
Technologies Pvt.Ltd, 2014).However SQL server is designed to address more data loads by
scaling up, in the sense database scales by scaling the primary server resources. That means
larger, single-system-instance images will gradually be positioned onto servers that contain more
capacity, based on cores and memory, to support ever-larger databases.MS SQL can be useful in
creating standalone applications and simple websites (Host Shopper, 2008).

Which support many concurrent number of application users and support many operating system
platform such as Windows, Macintosh, and UNIX etc.

2.6.6.2 Microsoft Access

Microsoft Access also known as Microsoft Office Access, is also a relational database
management system from Microsoft used for storing, retrieving information.it is mainly useful
when there are thousands of records and sorting through them separately would take time .
Therefore access enables the user to attain the information very fast by providing a few of
commands, so that to tell the program what is being sort (Lauesen, 2011). However Access is
more suited for desktop use with a slight number of people accessing it concurrently, hence,
Access cannot hold large applications. If Access is used for large application that requires a huge
of information, it may causes failure (Chapple , 2013).
The table below will show the comparison between two database development tools which is
known as the MS SQL and MS Access:

Table2. 8: Comparison between MS Access and MS SQL

Criteria MS Access MS SQL

Cost Is not expensive because it May be quite expensive

might already have installed as
part of Microsoft office.

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Criteria MS Access MS SQL

Security MS Access is limited to It is very secured ,the new

security version of MS SQL come with
new security

No of Users Access is more suited for SQL Server was designed to

desktop use with a small have many hundreds, or even
number of users accessing it thousands of users accessing it
simultaneously usually 10 to at any point in time.
20 people.

Platform compatibility It supports both windows and Support all OS platform

OSx operating system.

Ease of Use Difficult for novice users It much easier than MS access

Speed Is slow due to Is faster than MS Access

Note:

However, any database tools has its own advantage and disadvantages, therefore no one database
is more better than the other, in choosing database it depends on the work load of the
organization, the kind of information that they will store, number of peoples or anything else.
Therefore based on the above comparison on table 2.6 the suitable database approach to be used
in the implementation of UMCYCK management system is MS SQL Server.

2.6.6.3 Justification on Selected Database Approach

Based on the comparison done in table 2.6 the suitable database to be used for the proposed
system is MS SQL Server, meanwhile the database is highly optimsed and can usually perform
the required filtering much more quickly in the case of searching for a data which is one of the
functionalities of the proposed UMYCK management system, it will get the data quickly, and it

64
will be much easier for the administrator to use because with MS SQL server does not need
much training ,it performs fast reads and several queries, and it is also flexible and has high
security granting access. Other reason is that it works well with VB.Net and it will enables the
administrator to do some of the system process on the server via stored procedure and DTS
whereas MS access requires the client to do all processing. Other reason why MS SQL should be
use over MS Access is because MS SQL server was design to have many hundreds, or even
thousands of users accessing at a time whereas MS does not handle this type of load very well
(Microsoft.com, 2013).

65
2.7 Conclusion

In conclusion, based on the research done in this chapter, it shows that the proposed UMYCK
management system will solve all the major problems involved in the current UMYCK manual
system, in the chapter similar systems are reviewed and compare with the proposed system as
well as the ethical issues involve in the current system. This chapter is focus more on literature
review of the proposed system by reviewing what other researchers have done previously
similar with the topic .This chapter also shows the advantages and disadvantages of the current
systems. The chapter also discuss about SDLC phases as well as a various methodologies such as
prototyping, throwaway prototyping, waterfall etc. where the author make justification on the
chosen methodology that will be used in developing the proposed UMYCK management system.
Other issues are discussed, such as the requirement gathering techniques and requirement
analysis technique with justifications on the chosen techniques to be use.

66
 CHAPTER 3
METHODOLOGY

3.1 Problem Statement

Vaishnwi and Koehler (2004) stated that, in conducting any kind of research, the researcher has
to understand the certain problem that he/she is intending to solve; this will help the researcher to
understand various significant area of research done. Therefore, this section will explain and
analyze different problems that are related with UMYCK current manual process. This section
explains broadly the problems and how to solve the problems .However the proposed UMYCK
Management system will dealt with all this issues that the current system is facing all the process
are suggested to be executed more efficiently and effectively without any difficulties. Therefore
the problems and their solutions will be discussed next:

All the processes and operations in the current UMYCK management system are executed
manually inform of paper. This makes all the process difficult to the school administrators,
teachers and other officials to carryout. All the records of students, staffs and many other
important data related to the school are kept indifferent files. However, in order to eliminate the
problems that are currently facing UMYCK, there is a need to rehabilitate their system to
computerized school management system so that that they will efficiently carry their work
without any difficulties. The proposed system will remove the all the manual process of
,updating record, searching data eliminate registering student and teachers, forming classes
,assigning teachers , entering student exam details, generating time table, uploading student
result, and many other functionalities needed by the end users. By automating the system, it will
extremely improve the way UMYCK function, which will also improve efficiency and
managerial effectiveness.

Christopher (2014) stated that there is also high risk of losing data in the current manual system
because UMYCK management use to store all their data in the same place but different file for
example some time the administrator use to forget where a record of particular student or teacher

67
is kept, all records both teachers and students are kept in the same shelf. Therefore for this
reason, the system needs to rehabilitate to a system that will provide complete accurate and
timely information about the students and teachers. This problem will be address by introducing
new feauture in to the proposed UMYCK management system that will enable the administrator
to store information about, student s, teachers, subject, exam details, and time table, attendance
and so on, and also the teacher will be able to enter student’s marks and so that back up can be
done when any data lost etc. All this features will be simplified in an easiest way so that they will
carry out their workloads efficiently without any difficulties.

Di and Xuejun et al., (2010), Security is one of the important things for school management
system, once an excellent security is established, the system will be more effective and truth
worthy. However, one of the key problem facing UMYCK current manual system is lack of
security, there is no security restriction in the current system, anyone can access the system and
any time for example some time ,some unauthorized users can access the files and make changes
without the knowing of the authorized management (Di & Xuejun et al., 2010). Security is one
of the important things that any organization should put into consideration when using their
system, the proposed UMYCK management systems, will be secured so that unauthorized user
cannot have access with the system, the system will uses encryption and decryption. Therefore a
strong username and password will be given to each and every authorized user such as the
administrator.

There is also high risk of human error, meaning that there is a chance of recording wrong
information or duplication of data. For example, some time the administrator use to save record
number of times without knowing which therefore this cause redundancy ,another thing is that
when constructing the time table lot of interaction occur, therefore assigning one teacher to two
different classes at a time. However violation of constraints leads to an infeasible solution which
usually happens in the manual preparation. Therefore, these constraints have to be satisfied in
order to get a feasible solution. Tiem and Mosley (2012) stated that the focus on human error
comes from the recognition that maintenance is largely a human activity. Although it never
possible to totally eliminate human error. However, the proposed system will dealt 85% of this

68
issue by disable the user to enter wrong information, the system will be checking from the
database and inform the user to enter correct information.

3.1.6 Research Methodology and Research methods

Research is an organized investigation that utilizes conventional scientific methodology to solve

problems and create new knowledge that is generally appropriate, in order to establish and reach
new conditions (Sc&Ura, 2000). The scientific method comprises of classification, systematic
observation and interpretation of data. Nevertheless, Research Methodology is a systematic way
of collecting data for research project. It is a science of studying how research is to be carried
out. Basically, the procedures by which researchers go about their work of describing, clarifying
and predicting phenomena are known as research methodology (Rajasekar & Philominathan et
al., 2013). Furthermore all methods used by researcher during research are known as Research
Methods, it helps the researcher to collect samples, data and find a solution to a problem such as
interview or questionnaire are consider as research methods. The two types of research methods
are Qualitative and Quantitative research method, which will be discuss below:

3.1.6.1 Qualitative and Quantitative Research Methods

Rajeskar and Philominathan et al.,(2013) describe qualitative research as collecting, analyzing,

interpreting data by observing what people do and say, qualitative research is aiming to discover
meaning, feeling, and give extensive description of the exact situation, whereas quantitative
research refers to count and measures and things. Quantitative research is developed to mainly to
check or verify theory whereas Qualitative research is developed to discover theory (Abawi,
2008). Mainly, qualitative research is much more subjective than quantitative research and uses
very different methods of collecting information, basically individual, in-depth interviews and
emphasis groups. Therefore, this research will focus mainly on the Qualitative Research
because the author needs to know more about the problems in the current system and how it is
appropriate to the users as well as the satisfaction of the current UMYCK management system to
the teachers.

69
 Vaishnaviand Kuechler (2004) stated that in conducting any kind of research, the researcher is
advice to follow the best and well known methodology that is recognized well among various
researchers and affable between researchers to follow in order to come up with their research
successfully, this research is known as the general research methodology, therefore this research
will be conducted best on the general research methodology which consist of certain stages. The
stages include awareness of problems, suggestion, evaluation, development and conclusion; all
this stages will help the researcher to come up with a successful research. The figure 3.2 below is
showing the certain stages involve in the general research methodology:

Figure3. 1: General Research methodology (Vaishnavi and Kuechler, 2004)

Knowledge Flows Process Steps Output Flows

i. Stage1: Awareness of Problems

This stage explains the awareness of the problem; the main output is the proposal for the new
research. In the successful completions of any kind of research obtaining knowledge about
the problems related with the topic, the purpose of the topic, in addition to the extend is
extremely important. Therefore, problems and how to solve the problems must to be put into
consideration, so that the research will end successfully. Likewise, what brings regarding the
several problems about UMYCK manual process is a climax from some of the teachers,
70
 administrators and sectaries, due to the problems facing the school management and
difficulties in carrying out their workload. All the manual process is very difficult for the
users to carry out.

Therefore for this reason the author initiate some problems based on investigation on the
current system and getting information from some the UMYCK staffs, which was previously
discuss in the previous chapter (see chapter 1.2) and also the scope, aim and objectives of the
proposed, moreover, previously in this chapter some of the problems of the current system
and possible solutions are identified. However, the next thing to be done by the author is to
gather in- depth information about the problems facing the current system from UMYCK
administrators, teachers and sectaries using the selected fact finding techniques which was be
discuss previously and it will be broadly explain and analyse in one of the section of this
chapter. After thorough investigation and collecting information on the current system a
computerized school management system will be developed to eliminate the current
problematic system.

ii. Stage 2: Suggestions (Concept Design)

This is the second stage to be consider by the author, as the problems with the existing
system have already been identified and discuss, therefore this stage follows subsequently the
project proposal and is associated with the tentive design (The suggestion result) as shown in
figure 3.2. The suggestion of the author is to provide some functionalities and features that
will simplify the work of the clients, so that to make their work easier and reduce their
workload. This means developing a computerized SMS for UMYCK with functionalities that
will dealt with the problems facing the current system, the functionalities will be according to
the need of the end users. Other thing that will be address in this stage is to suggest new
features for designing the system as well as development tools that will be used in
developing the new proposed system such as the appropriate database and programming
language. The main output of this phase will be a tentative design of the system (prototype)
where the modeling tools of the system have all functions; the modeling is the UML
diagrams, which include use case, class and sequence which will also be suggested to the end
users so that they can approve to continue or not to continue.

71
iii. Stage 3: Development
This is where the system is delivered to the clients, the system implementation is done in this
phase, the system implementation will be done using Microsoft Visual basic 6.0, the tasks
that will be achieve in this phase rely on the report in the first 2 phases which include
awareness of problems and suggestion. It will also include the development tools such as the
hardware and software requirement with the use of the proposed UMYCK management
system and delivering the system prototype containing the system functionalities, which will
help the UMYCK staffs to have clear impression on signifying what will be added in the
final design of the proposed system, hence the appropriate SDLC to be used in the
development of the system is Throwaway prototyping. However the measure concern of this
phase is the UMYCK management system development artifact, held this might not be the
final prototype of the system as their might be some expectations that can arise from the
UMYCK staffs.

iv. Stage 4: Evaluation

This is the critical part, the main reason to conduct this phase is to avoid errors and this
phase will consider the evaluation of the artifact of the proposed UMYCK management
system which will be done to make sure that the artifact fulfilled or overcome the problems
facing the current UMYCK management system. The overall functionalities of the proposed
UMYCK management system will be evaluated to know whether the system meet the
expectation of the clients (UMYCK administrators, teachers and sectaries etc.), by using
methods such as interview and questionnaire, as this is the critical part where the clients
might reject the proposed system, if the system does not meet their needs. The performance
and behavior of the artifact of the proposed UMYCK management system will be measured
quantitatively and qualitatively, that means the developer will use the fact findings
techniques like interview and questionnaire to evaluate the UMYCK administrators teachers
and sectaries response so as to come up with the ultimate implementation that will be used
by UMYCK management.

72
v. Stage 5: Conclusion
In conclusion, this method is actually sufficient to carry out the entire research that is
essential for this project, all of the phases helped in establishing the needed activities and at
the end the research will be notable. Moreover, the most important thing to consider in
developing any kind of system is how the system will be more efficient and effective to use.
Therefore, that is the reason why automation in UMYCK is extremely necessary to study
with several problems that are facing the current UMYCK management system and in the
next section a broad explanation on the reason why necessary UMYCK want to rehabilitate
their system will be provided so that to have proper understanding on the artifacts of the
proposed UMYCK management system.

3.2 Chosen Methodology

As it was previously explained in the chapter 2 of this research that in developing any kind of
information system, there must be a sequence of process and procedures, which system
development methodology is part of this process. Dennies and Wixom et al., (2012) in their
book, they stated that in order to create any information system or to make any kind of
development, there is a need to make plan on how the development will be accomplished till the
end of the development. Therefore the same thing will be apply in the development of the
proposed UMYCK management system, since a sequence of procedures or method must be
realized so that the developer will successfully finished the development. Each methodology has
similar set of four fundamental phases: which include planning, analysis, design, and
implementation, all this phases must be done according to the type of SDLC method that the
developer choose. See (chapter 2.6.1.2) for detailed explanation on the SDLC phases.

Moreover, choosing methodology is one of the challenging tasks, because no one methodology is
best and if the chosen methodology is not appropriately suit the system to be develop then
there must be a failure, therefore choosing correct method is one of the great influence on
developing any kind of system. The author highlighted positive criteria based on the book of
Dennies and Wixom et al.,(2005) See Table 2.4 in the previous chapter, therefore those criteria
should be put into consideration when choosing proper SDLC approach. However, based on
those criteria, the author have chosen the appropriate methodology that should be used in

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implementing UMYCK management system, based on it is correctness to the system that the
author is developing, this is known as the “Throwaway Prototyping Development
Methodology”. For more explanation and justification on the chosen methodology refer to
chapter 2 .6. (iii) Also in this chapter more justification will be provided.

However, as previously discuss earlier, that “Throwaway Prototyping” development

methodology will be the SDLC method to be used to develop the proposed system, which has a
relatively through analysis phase of development and deliver tentative design of the system for
the UMYCK staffs, so that to gather information from them and to develop ideas for the
proposed system concept based on the feedback get from UMYCK staffs.Though,many of the
features suggested by UMYCK staffs may not be well understood, and they may be challenging
technical issues to be solved. Each of these issues will be examine by analyzing, designing, and
building a design prototyping. This design prototyping is not the working system, it is only
representing the part of the system that needs further refine-ment and it will contains enough
detail to enable UMYCK staffs to understand the issues under considerations. Therefore there are
four phases in throwaway prototype methodology; (i) Planning, (ii) Analysis, (iii) Design and
(IV) implementation. This methodology perform all the phases concurrently.

In this section will provide what the developer will do in each and every phase of the throwaway
prototyping methodology. However the structure of the throwaway prototyping phases is shown
in figure 3.3

Figure3. 2: Throwaway Prototyping methodology by (Dennies & Wixom et al., 2005)

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3.2.1 Phases in Throwaway Prototyping

There are different phases involve in throwaway prototyping development methodology as

discuss earlier, which include the Planning ,Analysis, Design and implementation, design
prototype will be provided to the clients after they accepted it then the final system. This
section will provide detail explanation about what exactly the developer will do in each and
every stage of the throwaway prototyping development methodology.

3.2.1.1 Planning
The planning phase is the fundamental process whereby the author will act as the project
manager to understand and find why computerized school management system should be built in
UMYCK and the author will determine how will he/she go about building it; this comprises
understanding the problems of the current system facing UMYCK, providing proof on why
UMYCK need computerized school management system which will be discussed with the
UMYCK staff so that to get clear scope of the system. The author will first identify opportunity,
during which the system business value to UMYCK will be identified in the form of a system
request. Moreover in this phase the author will do the feasibility analysis, with technical
feasibility and so on, which the author will present it to the approval committee together with the
system request, which decides whether the project should be undertaken, the author will make
sure he/she induced the UMYCK staffs to approve the system request. Once approved, then the
next step of planning occurs, that is the project management, during the project management the
author will create a Gantt chat and put techniques in place, to help the author to control and
direct the project through the whole SDLC, this Gantt chart will show the work flow of the
project with breakdown of each and every task. The author will deliver a work plan that
describes how the he /she will go about building the system.

3.2.1.2 Analysis
The analysis phase defines the questions of who will use the system, what the system will do,
and where and when it will be used., However in the throw away prototyping analysis phase is
extremely very important because it seem like it has two analysis. Therefore during this phase
the author will make a complete investigation of the current system in UMYCK and any other

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existing system that is similar to UMYCK systems, in order to identifies improvement,
opportunities, and develop a concept for the new UMYCK management system (To understand
and get the necessary requirement that the proposed system should have).The author will begin
with analysis strategy that will guides the him/her effort. Such kind of strategy includes analysis
of the UMYCK current system which is known as the (As-is system) and its problems and then
the author will analyse the ways to design the proposed UMYCK management system which is
known as the (To-be system).

The next step the author will go through is gathering requirement, which will be done through
fact findings technique (Interview and questionnaire), therefore the author will use interview and
questionnaire to get clear and complete view of UMYCK administrators, teachers and sectaries
about how the system should work. This requirement definition is then use as a basis to know
who the users that will interact with are proposed system and the place where the system should
be maintain after implementation is successful. Therefore in this phase the author will have
interview with some sectaries and administrators in UMYCK and questionnaires will be
distributed to the teachers so that to get full information about the current system, the report of
this will be presented in the appendix B of this report.

In this phase the author will also present the system proposal to the UMYCK staffs, the system
proposal will combine the use case model which indicates the actors of the system and the
system functionalities, as well as data model which describe the information that is needed to
support the process. At the end if UMYCK need to be happy and accept the system proposal.
Below are the sample questions to be asked during the interview and questionnaire

Table3. 1: Evidence questions for Fact findings

S/N Interview Questions Questionnaire Questions

1- What are the operations of the Are you satisfied with the current system?
current system?
2- Who are the users of the current How is the simplicity of handling the
system? current system?

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S/N Interview Questions Questionnaire Questions
3- Is the Current system difficult to What is the most recurrent problem of the
handle? current system?
4- If yes what makes the system Are you happy with the way you use the
difficult to handle? current system such as entering student’s
marks, and student student’s attendance?

5- What are the most frequent Do you prepare using computer to manage
problems you have with the current student activities such as monitoring
system student attendance?

6- What is the most trouble-some Have ever use computerized school

problem? Why? management system?

7- Why necessary you need If yes, how many times?

computerized school management
system?
8- As a grade one Do you need UMYCK to implement
administrator/sectary how would automated school management system?
you motivate parent to become
involved in the school to know
about the performance of their
child?
9- What are the promotional functions Do you want the new system to enable
you feature on the new system? parents to view the grade of their
children’s?
10- Describe why necessarily you need If the computerized school management
those functions in the new system system is develop in UMYCK, what
functions would you prepared to have in
the system?

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3.2.1.3 Design Prototype
In this phase the hardware and software specification of the proposed system will be provided
and the database structure that will be used in UMYCK after the proposed system is successfully
implemented. This phase is one of the longest phases in throwaway prototyping development
methodology; because the author will provide the clear structure of how the proposed system
should be develop, including all requirements of the proposed system. In this phase the author
will create a tentative design of the proposed system including the most important requirements
of the proposed system and present it to the UMYCK staffs, so that they will examine the
functions and provide valuable feedback, if the UMYCK staffs accept all what the author have
provided then he/she can proceed to the next phase (design the actual system) and implement the
final system then the tentative design will be thrown away. Else if they reject the design then the
author need to make essential adjustment suggested by UMYCK staffs, therefore this process
will keep on repeating until UMYCK staffs agree with what the author is doing, then only he/she
can proceed to the actual design of the system. Finally the author will ensure that all the
requirements meet the need of the UMYCK staffs before moving on to the actual design of the
system.

3.2.1.4 Design
This is the phase where by the author will decides how the proposed system will operate, Interms
of hardware, software, the user interface, forms, reports that will be used in the Proposed
UMYCK management system and the specific programs, databases and files that will be needed.
Though all the strategic decisions about the system were made in the development of the system
concept during the analysis phase, in this phase, the author will determine how the system will
operate. The interface design specifies how the UMYCK staffs will move through the system
and the forms and report that UMYCK management system will use. Subsequent, the data
storage design that defines exactly what and how data will be stored is developed. Moreover the
author will use the established design strategy by UMYCK staffs in order to have clear
understanding and confirm how the system should be built and operate, The author will also
provide the modeling of the system, which include the sequence diagrams that will shows the
flow of the important system functions, then the class diagram that will describe the active
structure of the system, then activity diagram which will show the flow of the system and
collaboration diagram. At the end of this phase, the feasibility analysis and the work plan are

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reexamined and revised about whether to terminate the project or continue. Finally this phase
will confirm the correct structure of UMYCK management system will work.

3.2.1.4 Implementation
This is the phase where the author will actually built the system. Implementation phase is the
phase that usually gets the most attention, because is the longest and most expensive single part
of development process where the author will transform the design of the structure of UMYCK
management system in to reality. All the actual coding of the design will be carried out on this
phase therefore all the functionalities of the UMYCK system will be coded, the system will be
integrated. The author will select the suitable techniques that will be used to test each and every
part of the system so that to ensure it performs as designed. Testing is one of the critical steps in
implementation; because the cost bugs can be massive.The testing will include validation and
security testing so that to ensure proper security of the system more especially the sectaries and
administrators part. After the testing is successfully done then the author will install the new
UMYCK management system in UMYCK and replace the manual system. Moreover in this
phase the author will provide user manual that will help UMYCK staffs to know how to use the
system so that to utilized the new computerized system in an efficient and proper way and to not
misuse the system. Once the system has been installed, the author will establish a support plan
for the system. This plan typically comprises a formal or informal post imple-mentation review
as well as a regular way for identifying major or minimal changes needed for the system.

3.2.1.5 System
This is the last stage that will be done in throw away prototyping development methodology,
where by the system will be handles to the possessors that is the owners of the system (UMYCK
staffs),the system will be given to them based on the deadline they give.

3.2.2.1 Justification on the Chosen Methodology

As already discuss previously in the chapter 2 the reasons why the author chooses throw away
prototyping development methodology. However in this section the author will provide more
justification on why he/she chooses this methodology. The reasons why the author choose throw
away prototyping as the development methodology to be use in developing the proposed system

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is that because, of its low cost compare to other development methodologies such as waterfall,
and also the time frame is consider. Another reason is that the UMYCK staffs are not clear with
what they want the system to do therefore throw away prototyping is useful in providing clear
requirement of what the users need because the use of many prototypes will be included and also
the developers will work together with the clients, therefore the clients can examine and provide
feedback, additional if any problem occur it is easy to go back in throw away prototyping. Hence
throw away prototyping is the appropriate and well suited methodology to be used In
Implementing UMYCK Management System.

3.3 Fact Finding Techniques

The success of any project depends upon the accuracy of available data. Accurate information
can be collected with the help of four key interactive methods. These interactive methods for
finding and gathering information are termed as fact finding techniques. This comprises; Joint
Application Development (JAD), Interview, Questionnaire, and Document analysis (Kendall and
Kendall, 2005). In chapter 2 a detailed explanation of each of these techniques is provided
including the selected techniques and justification of the selected methods that will be used in
analyzing the current UMYCK manual system in addition to gather the complete requirements.
The selected techniques are “Interview and Questionnaire”. However, the next section will
deliver an explanation on how the requirements are gathered.

3.3.1 Interview

In order to know and understand the correct state of the current system, the author needs to
conduct an interview with some of the Administrators and Sectaries in UMYCK; the interview
will be conducted through phone call due to the distance between the interviewer and the
interviewees. At first the author will read and understand as much information about the
UMYCK administrators and sectaries and also to read about UMYCK. This information can be
obtained on the current annual report sent out to explain UMYCK to public. If the author read
the material, he/she will build up a common vocabulary that will eventually enable the author to
phrase interview questions, that in a way that is understandable to the UMYCK administrators
and sectaries (interviewees). This will help the author to maximize the time, to spend in

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interviews, without these preparations the author may waste time asking general background
questions.

Secondly the author will use the background information that he/she gathered as well as the
authors own experience to establish interview objectives. Next the author will select about 5
staffs for interviewing, these includes two administrators and three sectaries from all
departments, because UMYCK comprises different departments. The reason why the author will
select these identified number of staffs for the interview is because they are the key people at all
levels in UMYC who has highest priority in using the system, therefore they have experience on
most of the processes and all the most important requirements will be getting from them. These
staffs will assist the interviewer (The author) to understand the current system processes in
UMYCK and how the processes are carried out. The author will also use this chance to obtain
what the administrators and sectaries need the author to include in the proposed system, such as
the functionalities that should be included in the system with rich reason on why they certainly
need those functions in the proposed system. The sample of the interview questions are discuss
previously in this chapter, refer to (3.2.1.1 Analysis).

The analysis of the interview will be discuss in the next upcoming chapter, where the author will
provide full detailed of the collected data and sample of the interview report will also be
attached in the Appendix B of this report.

3.3.2 Questionnaire

At the same time, questionnaire will also be used to get information from the UMYCK teachers,
because questionnaire is the easiest way to gather information from number of people and there
is no time consuming, therefore the author will distribute about 30 questionnaires to 30 teachers
from different departments in UMYCK, 10 percent from catering department, 8 percent from
commerce department and 12 percent from computer department, the reason why the author
select the respondents from various departments of UMYCK is because ,the author is expecting
different aspect of experience from different teachers. The questions will include open format
questions, close format questions and probing questions. The open ended questions will be used

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to gather rich information which some part of it will be used to know about the current system
and some parts of these questions will be used to get data that will be used in the proposed
system. The author will also include some close format questions that require a specific answer
from the teachers, where the questions will be used to get information about the current system
and then the other type of question that will be used is the probing question which will also be
used to collect information about the current system as well as collecting data that should be
implemented in the proposed system (To-be system).The sample of the questionnaire questions
are discuss in this chapter ,see (3.2.1.1 Analysis).

The analysis of the questionnaire will also be discuss in the next upcoming chapter(Chapter 4),
where the author will provide full detailed of the collected data and sample of the questionnaire
will also be attached in the Appendix B of this report.

3.3.3 Justification on the selected fact findings technique

The reason why the author chooses these two techniques the interview and questionnaire is
because the author needs to get rich and full detail about the current manual system practice used
in UMYCK and the changes that are needed in the proposed system. However in order to collect
large amount of information from a number of teachers in UMYCK in a short period of time and
in a relatively cost effective way, questionnaire will support compare to others like JAD which is
time consuming and is very expensive .Moreover questionnaire is easy to analyzed objectively.
And for the interview it is good tool for collecting rich, detailed information and it enables
exploration and follows up.

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3.4 Conclusion

In summary, this chapter started with outlining the problems that are associated with current
system as well as the suggested solutions that will be used to overcome the problems facing the
in the current manual UMYCK system. Also in this chapter, a detailed explanation on general
research methodology is provided together with the phases involve in the general research
methodology as well as the explanation of what the author will precisely use about the analysis
in each of the general methodology phases. The author also discuss about the chosen
methodology that will be suitable to use in implementing the proposed UMYCK management
system, this methodology is the Throwaway Prototyping Development Methodology ,where
the author discuss how the project will go through each and every phases of the throwaway
prototyping methodology. Finally in this chapter the author discuss about the fact findings
techniques that will be used to gather information from UMYCK staffs, where the author
explains in relation to the requirements and go through questions (interview and questionnaire).

In the next chapter (chapter 4) the analysis and evaluation of the findings will be discuss
thoroughly, the chapter will also discuss about requirement analysis, functional and non-
functional requirements, the hardware and software requirements ,and the chapter will also
include the significant of replacing the As-is system with the To-be system including
justification.

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 CHAPTER 4
ANALYSIS
4.1 Introduction

The first stage while developing any kind of system, include exactly finding out what to be
solved and what should be done and ensure that all the measures that are taken are reliable and
necessary to overcome the problems. However, in this chapter the author will discuss all the task
that were done in the analysis phase of throwaway prototyping development which was
previously discuss in the chapter three of this report. These includes conducting a detailed
analysis on current UMYCK system, provide the needed improvements that should be included
in the proposed UMYCK management system and identify the requirements of the proposed
system, the requirements comprises of functional requirements which are known as the user
requirements, non-functional requirements which are known as the system requirements,
software requirements and the hardware requirements. This chapter will also discuss about the
analysis of the result of data that was collected from UYMYCK administrators, teachers and
sectaries. This will be describes through pie charts, bar charts etc.

4.2 Analysis Results

Based on the data collected after distributing the questionnaires to 31 UMYCK teachers and
conducting the interview with two administrators and two sectaries, the author understands the
problems facing the current system and what they need to be included in the proposed to-be
system. Therefore there is a need to introduce a new system that will satisfy teachers,
administrators and secretaries in UMYCK. Therefore this section will provides explanation of
the data collected from both the UMYCK teachers, administrators and secretaries
.
4.2.1 Analysis Result for the questionnaire conducted

A questionnaire or survey is a set written questions that is prepared to gather detailed

information from various sources, usually with an anonymous response. Results are analyzed to

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identify specific trends, patterns, etc. (Dennies & Wixom et al., 2005). In the previous chapter
the author, specifies the need of using questionnaire to know and understand the problems of the
current system and collect the associated data to implement computerized school management
system that will eliminate the manual process practice in UMYCK. However the questionnaire is
being distributed to 31 teachers in UMYCK for their evaluation about the current system and
what they need to be included in the proposed system, the author got about 80% of the
questionnaires where answered correctly and for the remaining where not answered correctly or
some questionnaires were not fully answered . Therefore this section will provide a detailed
explanation on what was collected from UMYCK teachers using questionnaire methods.
Nevertheless, the author will choose the most important questions to make a detailed analysis on
them with the use help of bar chart which will be shown in the next coming section:

4.2.1 Number of Teachers That Participate In the Survey

Figure4. 1: Number of respondents

From the above figure 4.1 the chart is illustrating the percentage of male teachers and female
teachers that participated in the survey, as illustrated the number of male teachers is higher than
the female teachers.

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4.2.2 UMYCK Teachers prepare using computerized system to manage
students such as monitoring students Attendance

Figure4. 2: UMYCK Teachers prepare to use computerized system to manage students such as
monitoring students’ attendance.

Based on the responses collected in the primary data, result have been interpreted to see if
UMYCK teachers prepare to use computerized school management system, the figure 4.2 above
shows that the number of teachers that are prepared to use computerized school management
system are more than those that did not prepared using it at all, where more than 95% out of the
teachers choose yes, they are prepared to use computerized school management system.
Therefore, this specifies the needs for the proposed system, because most of the teachers in the
survey show their need to develop automated school management system. In addition, since most
of the teachers are interested in computerized system, when managing student in the proposed
system such as monitoring student attendance, they will be content to enter student attendance
and update since most of them uses computerized system before.

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4.2.2 Difficulty Rate of The current system

Figure4. 3: Percentage of how the process of the current system is?

4.2.3 Satisfaction Rate of the Current System

Figure4. 4: Analysis of much the current system satisfy the Teachers in UMYCK

As illustrated in the figure 4.4 and 4.3 it described the rate of the current system difficulties
based on the teachers responses, in which half of the teachers are saying the current system is
very difficult about 52 and 32 % of the teachers rate the current system as difficult to handle,
whereas only 16 % of the teachers choose the current system is easy and known about the
teachers rate the current system is very easy.

On the other hand more than quarter of the teachers shows their dissatisfaction with the process
of the current system as illustrated in figure 4.4 which shows about all the teachers that was

87
participated in the survey are not satisfy with the current system, because about 2% of the
teachers says yes that they are satisfy with the current system, but about 75 % percent of the
teachers that was participate in the survey says that they are satisfy with the current system by
rating yes. Therefore only few teachers are satisfied with the current system. This shows a
precise important of the proposed system, because the author understood that if the system is
developed almost more than 85% of the teachers will be happy with the structure of how they
will be carrying out their workload reflect with the usability features applied in the proposed
system.

4.2.4 The Most Recurrent Problem of the Current System

Figure4. 5: Analysis of the most recurrent Problem of the current UMYCK system
From the above chart, it is the representation of the question “what is the most recurrent problem
of the current UMYCK system?” Which shows that about 34 % of the teachers find out that
manual process is the most recurrent problem of the current UMYCK system which is more
stressing, while about 25% percent of the teachers say the most recurrent problem of the current
UMYCK system is high risk of loss of data and about 24% of the teachers says lack of security is
the most recurrent problem of the current system, which causes so many problems.

On the hand about 16% of the teachers say high risk of human error is the most recurrent
problem of the current system. Therefore for this reasons of problems that causes difficulties that
the teachers faced in the current system, Interms of carrying out their workloads, the proposed
system will dealt with all this problems, where an automated system will be implemented,
including functions that will eliminate the manual process and reduce the lack of human error

88
and loss of data and security will also be established in the system whereby only the authorized
managements will access the system by using their strong user name and password, in order to
satisfy the needs of UMYCK teachers.

4.2.5 Familiarity of Teachers to Computerized School Management System

Figure4. 6: Familiarity of teachers to Computerized School Management System

From the above chart in figure 4.6 the result of the questionnaire conducted, shows that almost
all the UMYCK teachers have used computerized school management system at least once,
which shows the capability to incorporate with the proposed UMYCK system ,since the system
will be a standalone system. However, the figure 4.6 above shows that almost more than half of
the teachers about 63% have already used computerized school management system at least
once while about 35 % of the teachers have never used computerized school management
system.

Figure4. 7: Number of times that UMYCK teachers used computerized school management
system

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However, as shown in figure 4.7 among the teachers that have used computerized school
management system, there are about 62% that have used it more than 4 times and about 5% of
the teachers have used computerized school management 3 times .On the other hand only 14% of
the teachers have used computerized school management system twice before and only few of
the teachers have never use it before. Therefore, the proposed system will not be complicated
because of the users considerate; it will be easy to the teachers, since they require minimal
training on how the proposed system should be used.

4.2.6 Need for the Proposed System from UMYCK Teachers

Figure4. 8:Need for the Proposed System from UMYCK Teachers

Most of the UMYCK teachers have shown their sound interest to provide computerized school
management system that will replace the manual process practice in UMYCK, so that every task
will be executed easily in an efficient and effective way. As shown in the figure 4.6 below,
UMYCK teachers have prompted their view on the need to implement the proposed system,
where more than half of the teachers need UMYCK to implement the computerized school
management system which they rank about 97 % while only 3% of the teachers banned the idea
to implement computerized school management system. There the proposed UMYCK
management system will be well acceptable among all the UMYCK teachers.

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4.2.7 Need for Including Parents in to the System to View Their Child Grade

Figure4. 9: Need to include parents in the proposed system

From the above figure 4.9, the chart is illustrating the percentage of teachers that want and
percentage of the teachers that do not want parents of the students to be included in the proposed
system to view their child grade. As shown in the figure, almost 35% of the teachers have
disagree to include parents in the proposed system and about 26% of the teachers have strongly
agree to include the parents in the proposed system. On the other hand about 16% of the teachers
have strongly disagree to include parents in the proposed and only 22% of the teachers agree to
come up with the idea to include parents in the current system. Therefore, the author will not
consider this idea because most of the teachers suggest, sending a short message to parents who
will be discuss in the other section.

4.2.8 Teachers Suggestion

Figure4. 10: Teachers suggestion

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As shown in the figure 4.10, there is a question provided that gives the teachers a chance to write
the new functions that should be included in the proposed system. Out of all the teachers that
have participated in the survey about 64.52 % of them have respond to these question, where
they provide different suggestion and some of them provided the same suggestion and only
35.44% did not respond to this question. The sample of the responses will be shown below:

Figure4. 11: Respondents 1, 2 and 3

Figure4. 12: Respondent 5 and 6

For respondent 10 and 8 view is different see figure 4.13

Figure4. 13: Respondent 8 and 10 suggestion

Note: All this functions that the respondents have mentioned will be considered and analyzed, all
the possible once and the most needed once by the clients will be included and the others will be
included in the feature enhancement of the system.

However, this questionnaire result will help the author to have maximum understanding of the
As-is system as well as getting responses on how is the operation of the current system is being
carry out , which was thoroughly analyzed and explained in a sequence of pie chart and bar
chart in the previous section. Therefore different, view from different UMYCK teachers, are
obtained, were the author understand the most frequent problems of the current and understand
how does problems face UMYCK teachers ,hence this will help the author to provide an

92
effective solution for the problems. The author also collects information about teachers’
suggestion on the functionalities that should be included in the proposed system, which was
previously discussed in this chapter section. Hence, all the information will be effectively used in
the design and implementation of the proposed system.

4.2.2 Analysis Result for the Interview

As stated earlier interview is one of the techniques that will be used to gather information from
UMYCK administrators and secretaries. However, this interview helps the author to grasp
various problems of the current system as well as the operations of the current system and the
area that the current system needs improvement. Anyway, a broad explanation on why an
interview should be used to gather information about the current system is provided in the
previous chapter (Refer to chapter 3.3.3). As it was previously stated that four staffs will be
selected to have the interview, including 2 administrators and 2 secretaries, this was conducted
on 26/March/2014 through phone call where the author spend 0:03:34 minutes with the first
interviewee, 0:03:36 with the second interviewee, 5 minutes with the third interviewee and
3:03:46 with the fourth interviewee.

According to the interview with Christopher (2014) (UMYCK secretary), UMYCK need
computerized school management system in order to reduce the difficulties face in the current
system, where it will eliminate the manual process problems and it will also improve the
efficiency and managerial effectiveness of UMYCK. Description on how the current system
works as well as the operations and problems of the current system is also discussed as well as
the promotional functions that the proposed system should have is also suggested by Christopher,
where she stated that sending a short message or an email to students parents will be beneficial
so that to keep parents of to date about the status of their children.

Moreover Christopher (2013) rejected the idea of including parents and Attendance in the
proposed system to view the grade of their children, where she stated her reasons on rejecting
this idea.

On the other hand, according to an interview with Abubakar (2013) (One of the UMYCK
secretary from catering department), he stated that, UMYCK current system is very difficult to

93
handle because the entire operation is executed manually and the most frequent problems of the
current system is lack of security, saving information number of times, lack loss of data,.
Therefore UMYCK need computerized system to satisfy the need of the administrators and
secretaries and security also should be provided in the propose system to maintain its privacy.

Moreover Abubakar (2014) specifies the need to come up with some promotional functionality
in the proposed system such as adding subject, creating time table . Similarly Raliya (2014),
UMYCK significantly need to rehabilitate their system to computerized school management
system, in such a way that a platform will be provided which will remove all the manual process
of searching information, registering students, , and updating information that is very unsatisfied
etc.

Moreover, Raliya (2014), stated the need to come up with clear functionalities in the proposed to
be system such as assigning class to teachers, providing access level for teachers and allowing
the teachers, administrators and secretaries to view their profiles.

Gagare (2014), The current system is very difficult to handle it causes so many problems such as
human error and there is no security restriction any one can access the system, therefore the new
system should provide a promotional features such as using encryption and decryption
technology in the login process so that only the authorized management can have access to the
system. Additionally, he states the need to come up with a function that will allow the teachers to
enter student marks and calculate their grade.

Therefore the author will make rich and detailed evaluation to provide a system that covers all
the needed functionalities by both UMYCK secretaries and administrators during the interview.
Sample of the interview report will be attached in the appendix B of this report.

4.3 Requirement Analysis

According to Somerville (2009) requirements is an abstraction of the services which the system
should provide and the constraints under which the system must operate. In other word
requirement is simply a statement of what the system must do or what characteristics the system
must have (Dennies & Wixom et al., 2005). Requirements comprises of users need on how the
system should operates its functionalities, hardware and software specification. Mostly, the

94
whole requirements needed in the new system are provided by the end users, reliant on the type
of methodology that the developer is using. Somerville (2009) stated that Requirements is
divided in to functional requirements (user requirements), non-functional requirements (system
requirement).Correspondingly, the functional and non-functional requirement associated to
implementation of the UMYCK management system will be discuss in the next section.

4.3.1 Functional Requirement

Functional requirements these are statements of services the system should provide, how the
system should react to particular inputs and how the system should behave in particular
situations (Sommerville, 2009). In some cases, the functional requirements may also explicitly
state what the system should not do. However, functional requirements represent the idea and the
performance of exact software system, where the author will work together with the clients to
find out the functional requirements of the system (Dennies & Wixom et al., 2005).Therefore
functional requirements are most important thing to consider while developing a system.
According Somerville (2007) functional requirements are classified in to User and System
requirements and they are symbolized in the use case diagram which will be discussed in the
next upcoming chapter. Therefore the system and user requirements for UMYCK management
system will be discuss in the next section.

4.3.1.1 User Requirements

User requirements focus on describing how to create the software product that will be produced
from the project. On the other hand user requirements is a process used to understand what
characteristics users will required from a system which is about to be design (Sommerville,
2009). Users are observed using fact finding techniques, to collect information. The description
of the requirements and how the requirement will be gathered is explained in the previous
chapter (refer to chapter 3.3).The main essence of providing user requirements is to identify a list
of content features and functionalities the new system must have in order to satisfy the needs of
its users. Correspondingly, in this section a list of requirements that will be integrated in the
proposed system will be described in the next section.

95
4.3.1.2 System Requirements

Somerville (2007) stated that system requirement is an extensive version of the user
requirements that are used as the starting point for the system design. System requirement is an
additional explanation on how user requirement should be provided in the system. The aims
behind system requirement is to simplify and describe the external behavior of the system and its
constrainsts.Hence the system requirements for the proposed system will be provided ,which will
be describe in table 4.1

4.3.1.3 Actors of the Proposed System

The Unified Modeling Language (UML) defines an actor from use case, an actor specifies a role
played by a user or any system that interact with the subject. In other word an actor are
considered as people or tools that interact with the system either externally or internally (Burke,
2012).An actor can also be an external software system that interact with the system. Actors can
be classified in to four categories, the primary actor who has a goal to be fulfilled by the system;
then the secondary actor who is supporting the primary, and then the supporting actor, the actor
that provides service to the system and offsage actor, the actor that is not providing any support
but is interested with the system (Uml-diagrams.org, 2014). Therefore, there are various actors in
the proposed system that will play different roles where all the actors will interact directly or
indirectly with the system. The actors of the proposed system are systems are:

i. Administrator

ii. Secretary

iii. Teacher

The description of these actors will be discuss next

i. Administrator
This is the supporting actor of the system that interacts indirectly with the system to provide
services to the new system. Therefore, the administrator is the actor that performs all the
admistrative functionalities as registering student etc.

96
 ii. Secretary
This is the secondary actor of the system that interacts directly with the system such as assigning
class to teachers and creating time table.

iii. Teacher
This is the primary actor of the system, which the system is mainly build for teachers and
students but since student will not be included then the teachers plays an Important function in
the proposed system. The functionalities that the teachers can perform are updating student’s
marks and generating report card for the student. The functional Requirement of the proposed
UMYCK system will be describe in table 4.1

Table4. 1: Functional Requirement of the Proposed System

Actors User Requirements System Requirement

General Requirement 1. All the users that can use The system should be able to display
the system must login login page.
with their user name and
password. Therefore The system must validate the
login is the requirement. information entered in the text boxes.

The system should verify and

confirm the user name and password
from the database.
The system must display the users’
page. For example if administrator
login then it must take him/her to
the administrator page

97
Actors User Requirements System Requirement
Teacher 2. Teacher should be able to The system should be able to check
search student and view and verify whether the student is in
student record. the system database, and then a
success message will display
indicating that particular student is
found.
3. Teacher should be able to The system only should allow the
update student marks and teacher to update only the mark of
update student marks. the subject he/she take
The system should to calculate the
student mark based on the entered
marks.
4. Teacher should be to The system should be able to
require the system to display student report card page.
print the report card.
5. Teacher should be able to The system should display the
view his/her profile teacher profile page

6. Teacher should be able to The system should display student

search and view student Report card
result The system should verify the search
detail and display the result

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Actors User Requirements System Requirement
Secretary 7. Sectary should be able to The system should display add
add subject and, view subject form where the Secretary
update and delete subject will enter the subject details, and it
will be able to hold any data entered
in the form including validating its
constrains and then sent the
information to database.

8. Secretary should be able The system should display a success

to assign subject/Class to message showing that the
teachers. subject/class is assign to the teacher.
9. Secretary should be able
Remove/delete or modify The System should be able to delete
teacher from the assign any teacher assign to the Subject/
Subject /class. class.

10. Secretary should be able The system should display create

to create timetable time table page.
The system should display manage
11. Secretary Should be able
time table page
manage time table (View
Update, Delete and
Print)

The system should display the

12. Secretary should be able
subjects best on the selected class
to register subject for
The student is.
student after been
The system should display subject
registered by the
registration form
administrator.(subject
registration)
The system must validate the

99
Actors User Requirements System Requirement
information entered in the text boxes
13. Secretary should be able and verify them
to assign subjects to class The system should display success
14. Secretary should be able message (The student is successfully
to view his/her profile added to the class)
and is able to edit some The system should display assign
part of his details. subject to class page.

System should display profile

Administrator 15. Administrator should be The system should be able to display

able to register new form for registration.
student, add teacher, and
add secretary to the The system should check all the
system constraint in the registration page
and verify it.
System should display success
message

16. Administrator should be The system should be able to display

able update student details page.
details, teachers and
secretary details

17. Administrator should be

The system should display only the
able to create Login
list of the users that registers with the
Account for all the users.
system.

18. Administrator should be

able to manage term
The system should be able tom
section

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Actors User Requirements System Requirement
display the term that is active

4.3.2 Non Function Requirements

Non-functional requirement are constraints on the services or functions offered by the system.
They include timing constraints, constraints on the development process, standard and so on.
According to Jeffery et al., (2001) functional requirements describe the features and
characteristics of a system. Therefore non-functional requirements are the requirements that have
no concern with the functions of the system, but focuses on the system quality in terms of
operations that describes different attributes of operation of the system such as accuracy, security
and so on (Sommerville, 2009).

In other world, non-functional requirement are known as the quality requirement which look out
the efficiency and effectiveness of the system which comprises reliability, usability, security and
so on (Dennies & Wixom et al., 2005). Some non-functional requirements like usability will
make the system effective, enjoyable, efficient and safety. The non-functional requirements
arise through user needs, because of budget constraints, because of organizational policies,
because of external factors such as privacy legislation and so on (O'reilly, 2005). The same thing,
in the proposed UMYCK management system, there are non-functional requirements that will
satisfy the system after successfully implemented. The non-functional requirements of the
system will be describe in table 4.2 below:

Table4. 2: Non Functional Requirement of the proposed system

S/N Requirements Description Why needed

1. Performance One of the requirements needed by the To specify the timing
UMYCK management is the characteristics of the
performance of the system. This let proposed system. And to
the author to understand the ensure the system is
performance of the system Interms of performing well
the number of users that can access
the system instantaneously,interms of

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S/N Requirements Description Why needed
throughput and response time and
how fast the system can accept request
from the users. However the proposed
system will be settled with very high
speed and easy access, so that it will
be easy for the user( teacher,
secretaries and administrators ) to
access in way such that every task will
not take much time.
2- Security One of the most important To prevent unauthorized
requirements that the users need in the users from accessing the
proposed system is security. system
Establishing security in the system is
very important thing to consider. Due
to the lack of security. Hence the
proposed system should have the
ability to prevent unauthorized users
from accessing the system In order to
kept data confidentially, since all the
information will be stored in the
system database. However, the
authorized users can only access the
system by using their user name and
password and the password will be
encrypted.

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S/N Requirements Description Why needed
3. Reliability Another consideration from one of To specifies the ability of
the UMYCK secretaries is the the system to maintain its
reliability.Reliabilty allows the author performance over time.
to specify the capability of the system
to maintain its performance over time.
Therefore the proposed system should
behave consistently in a user
acceptable manner and the system can
run at any time.
4. Availability Although UMYCK has specific This is quantified because
working hours and working days, the some systems are
proposed system will be accessible by designed with estimated
both the teachers, secretaries and idle time for activities
administrators at any time 24 hours, like database upgrades
seven days. Therefore this indicates and backups.
the system will be available at any
time needed by the users.
5. Usability The proposed system should provide To identifies the factors
ease of use to the UMYCK teachers’ that constitute the
secretaries and administrator. capacity of the proposed
Therefore the system interface should system to be understood
be user friendly Interms of its feature, by the intended users
since it will follows the human
computer interaction principles (HCI)
to come out with a system that is
usable enough and well
understandable.
6. Simplicity Simplicity is very important To make the proposed
requirement that the proposed system system more efficient to

103
S/N Requirements Description Why needed
is required, as the current process use
practice in UMYCK is manual
process, which results very difficult to
handle. Therefore the proposed
system must make the sectaries,
administrators and teachers work
much easier than how the current
system processes are. In other to make
the system more efficient to the clients
7. Privacy Another important issue required by To protect users’ privacy
the UMYCK teachers, administrators from unauthorized.
and secretaries is the issue of privacy.
The proposed system should ensure
the privacy of the teachers, student,
and secretaries’ record by storing all
information in a database without
giving their privacy to public.
Therefore any information that is
stored in the database will be kept
private and confidential.
8. Safety The proposed system should be To ensure proper safety
running safely away from virus, of the system.
spyware and loss of data. To ensure
proper safety of the system some anti-
virus software and other encryption
software will be used to prevent from
virus and the system should have the
ability for the recovery of loss of
information from if there is any form
of failure since all information will be

104
S/N Requirements Description Why needed
stored in the database.
9. Maintainability The proposed system will be simply To ensure proper
maintained by both UMYCK teachers, maintenance of the
and secretary’s Interms of system proposed system
operation but Interms of providing
service to the system, such as
updating will be easily done by the
system administrator and for feature
enhancement of the system a full
documentation will be provided that
will guide for the feature
enhancement.

4.3.3 Hardware Requirement

Hardware requirements are needed in developing any kind of information system, they are the
physical component of the computer that can be seen and touch and they help the information
system to run successfully. Therefore, in determining appropriate and suitable hardware
requirement for the proposed system both end users and the developer of the system sit down and
work together and specifies the appropriate hardware requirements that will support the system
to run successfully. However, the suggestion of hardware specification is made which will be
shown in the table 4.3 Next:

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Table4. 3: Hardware Requirements of the proposed system

Requirement Minimum Suggested Description

Requirement Requirement
Monitor Any requirement 17 inches LCD LCD is an output
monitor device that displays
images, graphics and
information in a high
quality. Therefore it
will be used in the
proposed system.
Processor Intel processors Intel core i7 processor The processor will
make use of the
computer memory and
when data is inputted
it process the data in
the requested way and
then output the
processed data,
therefore it performs
the basic instructions
and execution when
running a programs
Random Accessed 1 Giga Byte (GB) 2 Giga byte This will allow the
Memory(RAM) proposed system to
run its operations
without seeing a
decline in performance
and the data will be
temporarily stored in
the RAM before

106
 storing in to the
system database.

HardDisk 20GigaByte(GB) 40 Gigabyte(GB) A large storage

capacity that will store
and retrieve the
permanent data that
will be needed in the
proposed system.
Mouse Mechanical mouse Optical Mouse This is an input device
and is also a handhold
pointing device that is
used to input data in
the system.
Keyboard Ergonomic Key board Qwerty Keyboard This is another input
on any other suitable device that will allow
keyboard. the users to enter data
information in to the
system.
Printer Inject Printer Laser Printer This is an output
device that allows the
users to get hard
copies of the data
created in the system.

4.3.4 Software Requirement

Software are those programs that cannot be seen, they are develop to manages and control the
computer hardware. According to Rouse (2009) software are programs or collections of
instructions that allow user to interact with the computer or need the computer perform particular
task. In other word, they are programs that are exactly design to operate and provide platforms

107
that other applications run (Chandra, 2012).Software is divided in to system software and
application software, the system software refer to any computer software that controls and
manage the hardware so that the application software can perform task whereas the application
software which includes a program that do real work for users, any way in other to develop any
kind of information system, all this system software must be needed (Sommerville, 2009).
Therefore the software requirements that will be used in the development and execution of the
proposed system will be specified in the table 4.4. Below:

Table4. 4: Software requirement of the proposed system

Requirement Minimum Suggested Description

Requirement Requirement
Operating system Windows 7 Windows operating This is the operating
system ( windows 8 or systems that the
Windows 8.1 ) proposed system can
run on it.
Anti- Virus Software Norton Anti-virus Norton Anti-virus This is a virus
discovering and
removal tool. It will
prevent the proposed
system from virus
attack.
Database Microsoft SQL server Microsoft SQL Server This is the database
management studio 2008 R2 platform where all the
data to be stored in the
system will be stored.
Microsoft Visual Microsoft Visual Microsoft visual This is where the
studio Studio studio 2010 version programs of the
proposed system will
be written
Programming Tool Visual Basic Visual Basic This is the
programming

108
Requirement Minimum Suggested Description
Requirement Requirement
language that the
author will use in
developing the
proposed system.
Therefore visual basic
is created to make it
easier to write
programs for windows
operating system
Microsoft Office Microsoft office 2007 Microsoft office 2010 This is the software
Package or 2012 or 2013 package that includes
Microsoft word, excel
and so on .Any way
this will be used to run
several tasks. Like
Gantt chart.
Unified Modelling Rational Rose edition Rational Rose edition Rational Rose is an
Language Tool(UML) enterprise 2003 enterprise 2012 object oriented
version 7.00 programming and
unified modelling
language tool that will
be used to create the
visual model of the
proposed system
functionalities under
the principles of object
oriented.

109
4.4 conclusions

In conclusion, this chapter provide a detailed analysis for the different data gathered from
UMYCK teachers ,administrators, and secretaries, these comprises of the analysis of
questionnaire result that are distributed to the UMYCK teachers , and the interview result
conducted with selected secretaries and administrators from UMYCK. Moreover, this chapter
also provides the list of the requirements that will be included in the proposed system, where the
author discusses various requirements that the proposed system should have. This comprises of
functional requirements, non-functional requirements, and hardware as well as software
requirements.

On the other hand the next chapter will focus on the system modeling where the author will
provide a detailed explanation on the use case diagram, use case description, class diagram of the
system as well as the sequence diagram and the entire description of the main unified modeling
languages diagram etc.

110
 CHAPTER 5
DESIGN
5.0 Introduction

The previous chapter discussed more about the analysis of the fact finding techniques such as the
interview and questionnaire, then the requirements that the system should have such as the
functional and non-functional requirements as well as the software and hardware requirements.
However, in this chapter the author will discuss about the how the information that is gathered
using these techniques will be presented and organized in the form of use case diagram, class
diagram a static model diagram which will show the classes and relationships among the classes
that remain constant in the system overtime, behavioral modeling which include the some
sequence diagram of the proposed system as well as the collaboration diagram of the proposed
system. This chapter will also discuss and show some the proposed system story board.
However, all this modeling will provide a clear picture of how the author will come up with the
proposed system and it will help the UMYCK teachers and secretaries to have better
understanding of the system prototype.

5.1 Requirement Specification

As the functionalities of the proposed system was previously explain in the previous chapter
(chapter 4 of this report), correspondingly, in this chapter the author will describe the general
functionalities and use case diagram will be created, illustrating in a very simple way the main
functions of the system and different kind of users (actors) in UMYCK management system that
will interact with it .The general functionalities of the proposed system will be illustrated in the
below table 5.1

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Table5. 1Requirement Specification:

S/N Requirement Description Priority

1. Login/Logout This function will enable the M
users of the system to access
the system by using their user
name and password, and for
the logout it will allows the
users to sign out from the
system
2. Forgot password This function will enable the O
users to retrieve their
password if they forgot
3. Search student and This function will enable the O
view student record teacher, administrator and
secretary to search and view
record of particular student a
student
4. Update Student This function enables the O
Record administrator to edit the
record of student.
6. Update student This function will enable the M
marks teacher to enter and update
student marks in to the system
.
7. Upload result This function will enable the M
teacher to upload the result of
the student in to the system so
that the
secretary/administrator can
view the result.

112
S/N Requirement Description Priority
8. View result This will function enables the O
teacher, administrator
secretary to view the result of
the student
9. Print report card This function will enables the O
teacher to require the system
to print the student result
10. Add Class and This function will enable the M
Assign class secretary to create new class.
11. Assign teacher to This function will enable the Assign Class M
class and Modify secretary to assign teacher to a Modify O
Teacher from Class particular subject and to edit
and change teacher from
assign class
12. Delete teacher from This function enable the O
assign class secretory to delete teacher
from assign class
13. Add subject This function enable the M
secretary to add subject to the
assign class
14. Assign Subject To This Function enables the M
class secretary to add subjects to a
particular class
15. Update/View This Function enables O
Subjects assign to secretary to update/View the
class subjects that are already
assign to a class
16. Delete subject This function will enable the O
secretary to delete the subject

113
S/N Requirement Description Priority
that is add to the particular
class
17. Create timetable This function enables the M
secretary to generate time
table for teachers
18. Update timetable This function will enable the O
secretary to edit and update
the time table
19. View Time Table This Function secretary O
teacher to view time table
20. Print Timetable This Function enables the M
secretary to preview and print
time table for each and every
class
21. Delete timetable This function enable the O
secretary to delete time table
that is created
22. Register student for This function enables the M
subject(Subject secretary to register subject for
registration) particular student after being
registered by administrator
23. Update subject This function will enable the O
registration for secretary to update the subject
student or term registration
24. Add teacher This function will enable the M
administrator to add new
teacher in to the system
25. Search teacher This function will enable the O
secretary or administrator to

114
S/N Requirement Description Priority
search for particular teacher
26. Update teacher This function will enable the O
profile administrator to update the
profile of particular teacher
27. View teacher This function will enable the O
profile teacher/administrator or
secretary to see the profile of
particular teacher
28. Create Login This function will enable the M
Account for the administrator to register user
users Name and Password for the
users of the system, so that
they can access the system
using the Login Details.
29. Delete Login This function will enable the O
Registrations for administrator to add secretary
the users into the system
30. Add secretary This function will enable the M
administrator to add new
teacher in to the system
31. Register student This function will enable the M
administrator to add student
information in to the system
32. Update Term/ This Function enables the M
Section administrator to update
term/section when the current
term comes.

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5.2 Use case Diagram

Dennis and Wixom et al., (2005) stated that use case diagrams are functional diagrams, in that
they depict the basic functions of the system, that is what the users can do and how the system
should respond to the user’s actions. On the other hand use case diagram is a graphic portrayal of
the interactions among the elements of a system (Rouse, 2013). The elements of the system are
known as the system actors that interact with the processes (use cases), each actor in a use case
diagram is directed to the use case that he is interacting with. A use case diagram illustrates in a
very simple way the basic functions of the system and the various kinds of users that will interact
with it.

However, Dennies and Wixom (2005), use cases are the main drivers for all the UML
diagramming techniques, the use case communicates at high level what the system needs to do
and the entirely UML diagramming techniques build on this by presenting the use case
functionality in various way for a different purpose. In use case diagram Use cases are the
mainly functionalities of the system, that capture the distinct interaction of the system, together
with the system users (actors).These interactions, characterized the external or functional view of
the system from perspective of the user. Therefore each usecase in the usecase diagram describes
one and only one function in which the users interact with the system.Though usecase might
contain some paths that a user can take while interacting with the system. For example (When
searching for a student record, the user might search by identification number or by name). Each
path through the usecase is referred to as a scenario. Additionally usecase diagram provide better
understanding of the system functionalities between the developer and the clients.

The diagram shown in figure 5.1 below describes the interaction between the users of the
proposed system and different functionalities that will be presented in the proposed system:

116
 UMYCK MANAGEMENT SYSTEM

Search Student

View Stundent Result

View Teacher Profile

Teacher <<include>> Delete Update
<<extend>> LogOut <<extend>> <<include>>

Update Marks View Student Marks Login Create Login Account for users
<<include>>

Print ReportCard
Upload Result
<<include>>
Update/edit Secretery Detail
Add Secretery
Update Subject Registeration
Administrator
<<include>>
<<include>>
<<extend>> Register Student
Update Student Record
View Subject Registeration

Register Subject For Student

Update/Edit Teacher Detail
<<extend>>
Delete Subject
Search Teacher
<<include>>
<<include>>
<<extend>>
Add Subject Update Subject
Secretery <<extend>>
Modify Teacher from class

<<extend>> Add Teacher View Profile

Create Class <<include>>
<<include>> Assign Class to Teacher
Assign Subject to Class <<include>>

<<extend>>
Edit/Update
Update Update Term/Section
Delete Teacher from class
View

<<extend>> View Term/Section

View Profile Edit/Update profile
<<include>>
<<extend>>
Update Timetable
Create Timetable <<include>>

<<extend>>
Delete Timetable
Print TimeTabele

View Timetable

Figure5. 1: Usecase Diagram for UMYCK

5.3 Usecase Description

A use case description contains all the information needed to build the diagrams that follow, but
it expresses it in a less formal way that is usually simpler for users to understand. There are
different parts in use case description, the three basic parts of use case description includes:
overview information, relationships, and flow of events. Therefore in this section the author will
come up with the usecase descriptions of some of the important functions of the proposed
UMYCK management system while for the others see appendix F of this report.

117
5.3.1 Use Case Description for Adding New Teacher

Table5. 2:UseCase Description for Adding New Teacher

Function

Add New Teacher

Administrator

Author: Aisha Abubakar Shema

Use case ID Uc1
Use case name Add New Teacher
Delivery date: 3/4/2014
Primary Actor Administrator
Importance Level: High
Brief description: This use case is describing how the Administrator will add new
teacher
Trigger When the administrator want to add new teacher to the system
Relationships: Association

Association: Administrator

Include: Update teacher detail

Pre-condition: The administrator must login with his/her username and password
Flow of event User Response System Response
1. Click on Add teacher 2. Activate
from the administrator 3. Display manage teacher
page page
4. Click on the add new 5. The system will send
Teacher request to add new
6 . Key in Teacher ID teacher controller and
Number Adding new Teacher
7. Key in Teacher First Page will be displayed

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 Name 16. Display Salary amount
8. Key in Teacher Last for the teacher
Name 21 .Verify and validate the
9. Key in Contact Number information and check
10. Key in Email Address from the database.
11. Select Nationality 22. Save Information in the
12. Select Gender database
13. Select Date of Birth 23. Display Success
14. Enter Permanent Message
Address
15. Select Teachers
Qualification
17. Add picture
18.Click on Add button

Alternative flow A1: cancel,

A2: Exit
Exceptional flow E1: Only Characters are allowed[This Exception Pop out when the
user enter numbers in character field]
E2:ID Number Must Begin with Capital T follows by 7 digits[This
Exception Pop Out when the user enter wrong Format of ID
Number]
E3: Field required [This Exception Pop out when the user leave a
text field empty]
E4: Invalid Email Address [This Exception Pop out when the user
enter invalid Email Address]
E5: Teacher Already Exist[This Exception Pops out when
administrator tries to add teacher ID that exist already in the
database]
Post condition Teacher successfully added in to the system, he/she can have access
with the system by using the username and password that the

119
 administrator created for him/her.
Constraints • Administrator must login before performing this function
• Teacher ID must start with capital T

5.3.2 Use Case Description for Registering Student

Table5. 3: Usecase Description for Registration

Function

Register_ Student

Administrator

Author: Aisha Abubakar Shema

Use case ID Uc2
Use case name Register Student
Delivery date: 3/4/2014
Primary Actor Administrator
Importance Level: High
Brief description: This use case is describing how student will registered by
administrator
Trigger When administrator want to register new student
Relationships: Association

Association: Administrator

Include: Update student record

Extend: Search Student

Pre-condition: The administrator must login with his/her username and password
Flow of event User Response System Response
1. Click on register new 2. Initiate to controller
student From administrator 3 Display registering student
page, page
4. Key in Registration 16. Verify and Validate

120
 Number Information
5. Key FirstName 17. Save Information
6. Key in LastName 18. Return
7. Select Gender 19. Display Success
8. Select date of birth Message.
9. Key Contact Number
10. Select Class Type
11. Select Class Level
12. Key in Next of kin
13. Key in Next of Kin
Contact Number
14. Key in Next Kin Email
15. Select Register Button
Alternative flow A1: cancel
A2:Exit

Exceptional flow E1: Field Required [This Exception Pop out when the user leave un-
filled Textbox]
E2:Only Numbers Are Allowed[This Exception Pop out when user
enter characters in numbers field]
E3:Only Characters Are Allowed[This Exception pop out when the
user enter numbers in character field]
E4:Registeration Number Must not Exceed 8[This Exception occur
when user the user enter more than the limited of number required]
E5:You must Choose Class for Student[This Exception Pop out
when administrator leave class field Empty]
E6:Invalid Email Address[This Exception Pop up when the user
enter invalid Email Address]
E7:Student Already Register[This Exception Pop up when the user
try to register registered Student]
Post condition Student information is successfully stored in the system database

121
 the administrators, secretaries and teacher can now access the
student record.
Constraints Administrator must login

5.3.3 Use Case Description for Login

Table5. 4: Usecase Description for Login

Function
Login

User

Author: Aisha Abubakar Shema

Use case ID Uc3
Use case name Login
Delivery date: 8/4/2014
Primary Actor Administrator, Teacher and Secretary
Importance Level: High
Brief description: This Use Case is describing how the users of the system will login
and access the system
Trigger When the users want to access the system
Relationships:
Association: Administrator,Secrertary and Teacher

Include: Log Out

Extend:
Generalization:
Pre-condition: Must Enter Home Page and click Login
Flow of event User Response System Response
1. Click on Login from the 2. Initiate to Login
Home Page Controller
4. Key in User Name 3. Login Page Display
5. Key in Password 7. Send information to

122
 6. Click Login Button controller ,for
verification
8. Checked if field are
entered
9. Check the type of user
that login
10. Retrieve information
from login table
11. Return
12. Display Success
Message
13. User Page will display
Alternative flow A1: cancel,
A2:Exit
Exceptional flow E1: User Name Required [This Exception Pop out when the user
leave the username blank]
E2:Password Required[This Exception Pop out when the user Leave
the password field blank]
E3:Only Characters Are Allowed[This Exception Pop out when the
user Enters Numbers in the username field]
E4:Wrong Password Format[This Exception Pop out when the user
enters password in wrong format ,because the password contains
both characters numbers and special characters]
Post condition User page will be displayed
Constraints User Must have user account before login

123
5.3.4 Use Case Description for Creating New Class

Table5. 5: Usecase description for Creating New Class

Function
Add New Class

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc4
Use case name Add New Class
Delivery date: 8/4/2014
Primary Actor Secretary
Importance Level: High
Brief description: This usecase is describing how the secretary will create new class
Trigger When they want to create a new class
Relationships:
Association: Secretary

Include: Assign Subject ,teacher and modify teacher

Extend:
Generalization:
Pre-condition: Must Login to the secretary page
Flow of event User Response System Response
1. Click on Add new Class 2. Initiate to class controller.
button 10. Send information to
4.Select Class_Type controller
5. Select Class Code 11. Save information
6.Select Class Level 12. Return
7. Select Start Date 13. Display Success
8.Select End Date Message.
9. Enter Class Description

124
Alternative flow A1: cancel,
A2:Exit
Exceptional flow E1: Select Class Type [This Exception occur when the secretary
leave the class Type field Empty]
E2: Enter Class Code[This Exception occur when the secretary
leave the class code field empty]
E3:Select Class Level[This Exception occur when the secretary
leave the class level Empty]
E4: Select Start Date[This Exception occur when the secretary does
not select start date]
E5: Select End date [This Exception occur when the secretary does
not select end date]
E6Invalid Class Code format[This Exception occur when the
secretary enter wrong format of the class code in the field]
E7: You have to describe this class[This Exception Pops Out when
secretary leave class description field empty]
E8:You cannot Select week ends[This Exception Pops out when
secretary tries to select week ends when selecting start date]
E9:Is not allow to choose same date[This Exception Pops Out when
secretary tries to choose same date with start date and end date]
E10:Department Class Type Must Have Maximum of six Class[This
Exception Pops out when secretary tries to add class in class type
when its full]
E11:This Level already exist in this class [This Exception Pops
when secretary tries to add existing level to the class]
E12:Class Already Exist[This Exception occur when the secretary
Enter the same class code with another class]
Post condition Class Created Successfully, it will be saved in the system database
Constraints Secretary must login with his/her username and password before

125
 performing this function.
Every Class type should not have more than 6 level

5.3 Sequence Diagram

Sequence diagram in a unified modeling (UML) is a kind of interaction diagram, that shows the
interactions between objects in the sequential order that those interaction occur (Amstel, 2014).
Sequence diagram use to demonstrate the objects that participate in a use case and the messages
that pass between them over a time for one use case (Dennies & Wixom et al., 2005). However,
in their research Samuel and Mall et al., (2005) understanding the behavior of a large-scale
system is one of the most difficult tasks of program comprehension, visualization of interactions
between object is one of the talented techniques to help developers understand the behavior of
the system effectively, and therefore sequence diagram is a diagram that represent a sequence of
messages sent between objects in a collaboration. Additionally, in his book, Gomaa (2011) he
describes sequence diagram as a type of UML interaction diagram that used to show or describes
the interaction between classes In terms of exchanging messages over time for a use case.

Actors and object participated in sequence diagram; they are placed across the top of the
diagram, using actor symbols in the use case diagram and object symbols from object diagram.
According to Kendall and Kendall (2009) there are so many symbols and notations that made up
a complete sequence diagram apart from object and actor the symbols are:

Table5. 6: Component of Sequence diagram

Object Description
Actor Is a person or system that derives benefit
from and it is external to the system
object Are the participant in a sequence diagram
that participated in sending and receiving
messages. An object can be a boundary
controller etc.
Lifeline Indicate the life of an object during a

126
Object Description
sequence.
Execution Occurrence Is a long narrow rectangle placed at a lifeline,
indicates when an object is sending or
receiving message.
Message (Operation called and return Transmit information from one object to
message) another, and operational called is a solid
arrow and is labelled with the message being
send and the return message is a dashed
arrow labelled with the message being return.
Context Specify the context of a sequence

Gomaa (2011), sequence diagram can be general sequence diagram that shows all possible
scenarios for a use case, but generally analyst used to create a set of occurrence sequence
diagrams each of which illustrate a single scenario inside a use case, therefore, in order to have
better understanding of the flow of control of a scenario by a time, sequence diagram will
represent this information.

Similarly, the author will show some of the proposed system sequence diagram, for the
remaining sequence diagram will be attached in the affendix D of this report.

127
 5.3.1 Sequence Diagram for Adding New Teacher

: Administrator : Administrator page : Add new teacher : Manage teacher page : Add new teacher form : Add new teacher table
controller
Click on " Manage teacher

Activate

Display

Click on " Add new teacher "

Send request()

Display

Key in " Key Teacher'sID Number"

Key in "Teacher FirstName"

Key in "Teache LastName"

Key in" Contact Number"

Key in " Email Address"

Select "Nationality"

Key in " Email Address"

Select"Gender "

Key in" Permanent Addrss"

Select"Teacher Qualification" E1: Only

Characters are
Check Qualification Type() allowed

Display"Salary Amount" E2:ID Must Begin

with Capital T
Follows By 7 digits

Browse"Picture"
E3:Field
Requirred

Click on " Add Teacher button"

E4:Invalid
Email

Send information() E5:Teacher

A2:Exit
Already Exist

A1: Cancel Save information()

Return

Message"Teacher Successful Added"

Figure5. 2:Sequence Diagram for Adding New Teacher

128
5.3.2 Sequence Diagram for Registering Student

: Administrator : Adminstrator page : Register new student form : Student Registeration : Student registeration
controler table
Click on "Register new student"

Initiate

Display

Key in " Registeration Number"

Key in " Student FirstName"

Key in" LastName"

E1:Field
Required
Select"Gender"

Select "Date Of Birth" E2:Only Numbers

Are Allowed
Key in "Contact Number"

E3:Field
Key in" Permanent Address" Required

Key in"Contact Number"

E4:ID Number
must have 6
Select "Class Type" Digits and
Firstletters
Choose"Class Level"
should be ST

Key in" Next of Kin"

E5:You must
Key in" Next of Kin Contact Number"
choose Class

Key in " Next of Kin Email Address"

E6:Invalid Email
Key in " Next of Kin Contact Number" Address

Browse "Picture" E7: Student

Already Register
Click on" Register Button"

A1: Cancel A2:Exit

Verify information()

Verify information()

Save information()

Return

Student Successfully Registered

Figure5. 3:Sequence Diagram For registering Student

129
5.3.3 Sequence Diagram for Login

: User : Home Page : Login Controller : Login Page : Login Table : User Page

E1: User Name

Click on"Login" From the Menu
Required
initiate

Display
E2:Password
Required

Key in"User Name"

Key in"Password"

Click"Login Button" E3:Wrong

UserName,
Pasword,
A1:Cancel
Send to

A2:Exit
Checked information()

Return()

Display Sucess Messge

Display

Figure5. 4: Sequence Diagram for Login

130
5.3.4 Sequence Diagram for Creating New Class

: Secretery : Secretery Page : Class Controller : Add Class Page : Add_Class Table

Click on "Add New Class Button" E1:Select

Class Type

initiate
E2:Enter
Class Code
Display

E3:Select
Class Level
Select "Class Type"

E4:Select
Enter "Class Code" Start Date

Select "Class level

E5:Select
Select"Start Date" End Date

Select "End Date"

E6: Invalid
Key in"Class Description" Class Code

Click on"Add Class Button" E7:You have to

A1:Cancel describe this class
E11:This Level already
exist in this class E8:You cannot Select
A2:Exit week ends

E9:Is not allow to

E12:Class Already
choose same date
Exist

Send information() E10:Department Class

Type Must Have
Maximum of six Class
Save information

Return()

Class Successfully Added

Figure5. 5: Sequence diagram for creating New Class

131
5.4. Collaboration Diagram

Collaboration diagram is another UML interaction diagram that shows the elements as they are
interact over time and they are related. Therefore, collaboration diagram shows the clear
illustrations of the relationship among different objects (Dennies & Wixom et al., 2005).
However, collaboration diagram is like sequence diagram, but is not the same as the sequence
diagram are time oriented and they emphasize on the overall flow of interaction, while the
collaboration diagrams are time-space and emphasize on the overall interaction. Moreover, in the
sequence diagram, it shows the alternative flows, conditions, exceptional flows while
collaboration diagram shows the sequence step-by- step according to some numbering technique
as it will be shown in the figure 5.6, 5.7 and Figure 5, 8 and 9. The main purpose of this
collaboration diagram is to illustrate how the objects are organized which sequence diagram does
not show.

Therefore, in this section, the collaboration diagram of the proposed system will be illustrated
which will shows how the proposed system is organized or interact, furthermore, in this section
the collaboration diagrams that will be shown is only for the sequence diagrams that are shown
in 5.3,while the rest of the collaborations will be illustrated in the appendix F of this report.

132
5.3.2 Collaboration Diagram for Adding Teacher
4: Click on " Add new teacher "

: Administrator : Manage teacher page

7: Key in " Key Teacher'sID Number"

8: Key in "Teacher FirstName"
9: Key in "Teache LastName"
10: Key in" Contact Number"
11: Key in " Email Address"
12: Select "Nationality"
13: Key in " Email Address" : Add new teacher table
14: Select"Gender "
15: Key in" Permanent Addrss"
16: Select"Teacher Qualification"
19: Add"Picture"
20: Click on " Add Teacher button"
3: Display 5: Send request()

23: Return

1: Click on " Manage teacher 22: Save information()

17: Check Qualification Type()

21: Send information()

2: Activate
6: Display
: Add new teacher controller
: Add new teacher form 18: Display"Salary Amount"
24: Message"Teacher Successful Added"

: Administrator page

Figure5. 6: Collaboration Diagram for Adding New Teacher

5.4.2 Collaboration Diagram for Registering Student

1: Click on "Register new student"
4: Key in " Registeration Number"
5: Key in " Student Last Name"
6: Key in" Registeration Number"
7: Select"Gender"
: Administrator 8: Select "Date Of Birth" : Adminstrator page
9: Select "Nationality"
10: Key in" Permanent Address"
11: Key in"Contact Number"
12: Select "Class"
13: Choose"Class Form"
14: Key in" Next of Kin"
15: Key in" Next of Kin Address"
16: Key in " Next of Kin Email Address"
17: Key in " Next of Kin Contact Number"
18: Browse "Picture"
19: Click on" Register Button"

2: Initiate

3: Display
24: Student Successfully Registered

21: Verify information()

22: Save information() : Register new student form
20: Verify information()

: Student Registeration controler

23: Return

: Student registeration
table

Figure5. 7: Collaboration for registering Student

133
5.4.3 Collaboration Diagram for Login
7: Send to
4: Key in"User Name"
5: Key in"Password"
6: Click"Login Button"
: Login Controller
10: Display Sucess Messge
: Login Page
3: Display
9: Return()
: User

8: Checked information()

1: Click on"Login" From the Menu 2: initiate

11: Display

: Login Table

: Home Page
: User Page

Figure5. 8: Collaboration Diagram for Login

5.4.4 Collaboration Diagram for Creating New Class

1: Click on "Add New Class But...

: Secretery : Secretery Page

4: Enter "Class Code"

5: Select "Class Type"
6: Select "Class level
7: Select"Start Date"
8: Select "End Date"
9: Key in"Class Description"
10: Click on"Add Class Button"

14: Class Successfully A...

2: initiate

3: Display 12: Save informa...

11: Send informati... 13: Return()

: Add Class Page : Add_Class Table
: Class Controller

Figure5. 9: Collaboration Diagram for Creating New Class

134
5.5 Class Diagram

The class diagram is a static model that shows the classes and the relationship among classes that
remain constant in the system over time (Dennies & Wixom et al., 2005). On the other hand class
diagrams shows how objects are interacted with each other in a software system; therefore class
diagram depicts classes, which include both behaviors and states, with the relationship between
classes e.g. Association, Generalization, Aggregation, Composition and Dependency relationship
(Bell, 2004). Moreover, the main building block of a class diagram is the class which stores and
manages information about the system. Gomaa (2011) stated that the primary purpose of class
diagram is to show the relationships, or associations, that the classes have with one another and
class diagram comprises of is made up of class name, attributes and operations. However, this
section will provide the complete class diagram of the proposed system, which will show the
classes and the relationships among the classes together with the description of the relationship
among the classes. Below is the class diagram for the proposed system

135
 Assign Teacher To class Form
AddUser
-TeacherID
-FirstName -TeacherName
-LastName Profile
Login -Class Code
-Email Address -SubjectID
-Name
-UserName -Dateof Birth 1 <<Has>> -Subject Name
-Password -Qualification +View()
-Salary 1 +Edit() +Assign()
+Login() -UserName +Update() +Modify()
+Logout() -Password +Delete()
-Status
-Image 1..*

Student Subject Registeration Form

-StudentID
-Student Registeration Number
-Class Code
Assign Teacher To Class -Subjects
-Term
-Class Level
+1
+Register()
+Update()
+View()

+1 1..*
Administrator
Secretery Register/Update/View
-AdminID
-Position -Secretery ID Class
Teacher
-Position
+Register Student() -Teacher ID -Department -Class Code
1 -ClassType
+Update Student Record() -Position
+Search Student() +Add Subject() -Class Level
-Department
+Add Teacher() +Update Subject() -StartDate
Add/update/View 1..* 1..* 1 Add/view/Update
+Update Teacher() +Update Student Marks() +Assign Subjects To class() -EndDate
+Search Teacher() +View Student Marks() +Update Subject to Class() -Class Description
1 Assign Teacher Class +Assign Teacher To class() 1 1..*
+Add Secretery() +Upload Result()
+Generate Repor Card() +Modify Teacher to class() +Add Class()
+Update Secretery() +1
+Logout() +Delete Teacher From Class() +Update Class()
+Search Secretery()
+View Time Table() +Register Subject For Student() +View Class()
+Update Term/Section()
+View Term/Section() 1 +Search Student() 1..* +Update Subject Registeration()
+View Registered Students() 1
+Create Login Account()
+Update Login Account() +1 +Create Time Table()
1 Add/View/Update
+Delete Login Account() +Manage Time Table()
+Add/Update/Edit/View

1 1 Create,Update/Delete/View/Print
Assign/Add Subject to class
Register/Update/Search -Class Code
Update/View Add/Delete/Update/View
1..* Update/View/Generate/ Print 1..* -Term
-Subjects
-Date
Student Registeration
1..* +Add Subjects to class()
-FirstName 1..* Term /Section +View Class Subject()
-LastName Subject +Update Class Subject()
ReportCard -TermID
-StudentID Number
-Term
-DateofBirth -StudentID -Subject ID
-Status
-Age -StudentName -Subject Name
-State -Term +Update() -Subject Type
-Class -Test Mark +View() -Year
-Level -Exam Mark -Hours 1..*
+Status -Total
-Image +Add Subject()
-Average +DeleteSubject() Time Table
+Register() -Grade +Update Subject()
-Status -Time TableID
+Update() +Search Subject() -Class_Code
-Total Average
-Term
+Update() -Period
+View() -Time
View
+Print() -Day
0..*
+Create()
+Update()
+Delete()
+View()
+Print()

Figure5. 10: Class Diagram for UMYCK

136
5.5.1 Class Diagram Description

In this section, the author will provide full description of the above class diagram which will be
shown in the below table

Table5. 7: Class Diagram Description

S/ CLASSES Data/Attributes Operations/Fun Descriptions

N ctions
1. User First Name, -------- This is the class that represent all the
LastName, Gender common information of the users
Contact Number, It has a generalization relationship
Email, Date of birth, where by the administrator class,
Salary. secretary class and the teacher class
inherits the behaviour of the user
class.
It also have an association relationship
to the class profile where by all users
can have access to it and the Login
Class also.
2. Login Username, Password Login ,Logout This is the class that is associated with
all the users of the system.
3. Administra Admin_ID Add, This class has association relationship
tor Position Delete,Update,vi with teacher class, Secretary, Student,
ew Message and profile.
,Search,Create
The admin interact with the teacher
and secretary by managing them, and
send message and the admin can also
update and view profile

Admin class inherit behavior from the

137
S/ CLASSES Data/Attributes Operations/Fun Descriptions
N ctions
user class that is generalization
relationship
4. Teacher Teacher ID Update Marks, , This class has association relationship
Position view time table , with student class, result , time table,
Department search and is generalized from the user class

6. Secretary Secretary Add,Assign,Upd This class has association relationship

Position ate,View,create with the class, subject registration,
Department Register Subject timetable ,attendance.
Generate, send
Generalization with the user
class(Main Class)
7. Time Table ID, Class, Teacher, Create,delete,Up Has association relationship with the
Section ,Time ,day date,View and secretary and the ,the relationship
print between the teacher and the secretary
is one to many and between the
teacher is one to one relationship.
8. Student StudentID,Class Code Register, Has Association relationship with the
Subject subjects, Update, view secretary
Registratio
n.
9. Subject Subject ID Add, Delete Associate to Secretary Class, the
Subject type Update and relationship is one to many
Teacher ID Assign subject to
class
10. Class Class, Class Code, Add ,Update Has association Relationship with the
Type, level Start Date, ,and View secretary
End Date and class

138
S/ CLASSES Data/Attributes Operations/Fun Descriptions
N ctions
description
11 Student Student ID, Student Register, Update, Has association relationship with
Subject Registration number, View Secretary
Registratio Class Code. Subjects
n Term and class level
14 Student Name, ID, Contact Register, Update Has association with the
,Email ,Date of Birth, search and view. Administrator.
State, Class ,Gender,
Image
15 Report StudentID,Subject,Ma Update, View, Has association relationship with the
Card rks,term print ,preview teacher,
16. Assign Class Code, Term Add subjects to Has association relationship with the
Subject to ,Subjecs,Date class, view and secretary.
class form update

5.6 Flow chart Diagram

A flow chart is a diagram that depicts the flow of a program or a graphical representation of a
process in which each step in the process is represented by different symbols and each symbol
represent a different type of operation (Media and Ozyasar, 2014).On the other hand flow chart
is defined as a visual representation in a process which is design to bring out a specific result.

The purpose of the flow chart is to show the logic of an ALGORITHM. The common symbols
we have in flow chart are:

• DATA: A parallelogram that indicate input and output operation.

• TERMINALS: Indicate a starting or ending point represented by rounded rectangle
(oval shape).
• PROCESSES: Indicate a process such as mathematical computation or variable
assignments or indicating a normal process flow step represented by rectangular shape.

139
• CONNECTOR: A small labeled, circular flow chart used to indicate continuation to
another page. (Tony Gaddis)
• Below are some of the symbols:

•
Figure5. 11: Flow charts symbols

140
5.6.1 Flow Chart for Adding Teacher

Figure5. 12: Flow Chart for Adding New Teacher

141
5.6.2 Flow Charts for Registering Student

Figure5. 13: Flow Charts For registering Student

142
5.6.3 Flow Chart for Login

Figure 5. 14: Flow Chart for Login

143
5.6.4 Flow Charts for Creating New Class

Figure5. 15: Flow Charts for creating New Class

144
5.6 Activity Diagram

Activity diagram is also another important UML diagram that describes the dynamic aspect of a
system. Activity diagram is principally a flow chart to represent the flow from one activity to
another activitity.This activity can be term as an operation of the system, therefore the control
flow is illustrated from one operation to another. On the other hand, according to Miles and
Hamilton (2006) activity diagram is the activities that occur within a use case or within an
object’s behavior which usually occur in a sequence to accomplish and action.

Therefore, activity diagram deals with the internal action, the sequence of execution and various
conditions that trigger or support those activities. The main purpose of activity diagram is to
capture the dynamic behavior of the system. Like other four diagrams such as sequence, state
charts are used to show the message flow from one object to another but activity diagram is used
to show message flow from one activity to another (Tutorialspoint.com, 2014). However, in this
section the author will come up with some of the activity diagram of the proposed system while
the other functions will be illustrated in the appendix F of this report

145
5.6.3 Activity Diagram for Adding New Teacher
Administrator System Database
Start
Click On Add New Teacher Display Add New Teacher Form'

View Add Teacher Page

Key In Teacher_ ID

User Already Exist or Wrong ID format

Key in"FirstName

Key in"LastName"

Key in "Contact Number"

Key in"Email"

Select Nationality

Select Gender

Select Dateof Birth Display Age

Key in" Address

Select Qualification Display Salary

Select Department Verify Details From table

Select Status No

Add Picuture
Yes Save Details

Click Add Button

Teacher Successfully added

Dsiplay Success message

End

Figure5. 16: Activity Diagram for adding New Teacher

146
5.7.2Activity Diagram for Registering Student
Administrator System Student Table

Display Register New Student Form

Click on register New Student

View Register Student Page

Key in"Student ID"

Key in FirstName

Select Gender Student Already Exist or invalid or No empty field

Select Dateof Birth

Select State

Key in"Address"

Key in Contact Number

Select Class Type

Select Class Level

Select Join Date

Key in Nextof Kin Name

Key in Nextof Number

Keyin Next Of Kin Email

Key in Next of Kin Address Verify Information

Click on register button No

Yes Save information

View Success Message

End Student Successfully Registered

Figure5. 17: Activity Diagram for Registering Student

147
5.7.3 Activity Diagram for Login
Users System Database

Start
Display Login Form

Click On Login

Enter UserName
Invalid Login Details Check and make sure is correct

Enter Password

Check Login Details

Click Login Button
Verify Login Information

Confirm

No

Yes
User Page is Display
Display Login Successfully

End

Figure5. 18: Activity Diagram for Login

148
5.7.3 Activity Diagram for Creating New Class
Administrator System Login Table

Start
Display Add New Class Form
Click On "Add New Class"

View Add New Class Form

Select Class Type

Key In Class_Code

Class ALready Exist

Select CLass Lavel

Verify Information From tabel

Select Start Date

Select End Date

Confirm Verification

Key In Class Description

No
Click On "Add Button" Save Information
Yes

View Success Message Class Successfully added

End

Figure5. 19: Activity Diagram For creating New Class

149
5.7 Story Board

Lindsay and Myers (1996) stated that story board can be describe as a logical and conceptual
description of system functionality for a specific scenario and the picture of what the system will
look like and how they flow from one screen to another. In other word storyboard is describe as a
realistic organizer that provides the viewer with a great level view of a project. On the other hand
according to Dennis and Wixom et al.; (2005) storyboard is a simple medium that provides a
bitter or precise idea on how the system will work (Essley and Rief et al., 2014).

There are so many problem that is covered with system development which result the project to
come out unsuccessfully and one of the main problem is that users are not clear with the system
that is develop. Hence, storyboard will serve as high mechanism for the developers to prompt the
entire idea of the proposed system and avoid system failure (matthawthorn, 2012). The benefit of
storyboard in system development is to demonstrate what the interface would do or how it will
behave in respond to user input, as opposed to complete user interface design that shows what
the interface would look like, additionally it also gives opportunity to the clients to evaluate
analytically about the system structure in its early stage. Therefore, in this section, the author will
provide the most important storyboard diagram of the system and for the remaining will be
attached in the affendix F of this report.

150
 5.7.3 Story Board for Home Page

Home
X
Picturebox2 Text: UMYCK Picture box1

UMYCK Logo

Link to Homepage Link to Login page Link to Forget Password Link to Help Log out

Month Calendar Picturebox3: School image

Picturebox5:
Image

Group Box 1 Groupbox2

Picturebox4: School
Picturebox7
image Picturebox6:
Image

Label: 1 copy right text

Figure5. 20: Storyboard for Home Page

151
Table5. 8: Story Board Description for Homepage

S/N
Object Description
Picture Logo This is a picture ,describing the logo of
1 Umaru musa Yar’adua College Katsina
2. Text: UMYCK This is a text that describes the name of
the school
3 Link to Homepage This is a menu strip that will link to
homepage
Link to Login Page A menu strip that will link the users to
4 login Page, After the user login it will take
him/her to his/her page.
5 Link to forgot Password This menu strip will link the users to
forget Password page.
6 Link to help This menu strip has menu strip item that
will link the users to about the school
page, which will be beneficial for new
teachers or secretaries.
7 Month Calender This month calendar is showing the
current date of the day it will be beneficial
for all the users to keep up to day with the
current date and month .
8 LogOut This will enable users to sign out from the
system.

152
 5.7.4 Story Board for Login

6
Login Page
7 Login Page x
8
9 Picture
Text: UMYCK Picturebox4
Box2UMYCK
10 Logo
11
12
13
Label1: UserName:
Textbox1:UserName field

Textbox2.Password field
Labe2: Password:
Picture Box4 Login Picturebox3.:
format Login picture
Link Labe 1
Forgot
Password Login Cancel Exit

Progress bar1

Labe3: Copy Right text

Groupbox1

Figure5. 21: Login Page Storyboard

153
Table 5. 8: Storyboard description for login

Login Page Description

This page is where all the users can access the system by login using there username and
password
Some of the object are already described in the story board
S/N Object Settings Description
1. Buton1 Login Button This button will
enable the user to
have access with the
system by clicking on
the button
2. Button2 Cancel This button will
enable the user if
entered wrong
information to delete
3. Button3 Exit This button will
enable the users if
click to go back to
home page
4. Progress bar1 Loading After the user click on
login button the
progress bar will start
loading if it each 100
then the page will be
displayed

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 5.8.3 Story Board for Adding New Teacher

Add New Teacher X

Picturebox1: Text: UMYCK

UMYCK Logo
Label13 Label14 Link Label1

Tool Strip menu

Label1:TeacherID: TextBox1:ID Number
Picture: School image
Label2: TeacherFirstName: TextBox1: FirstName

Label3:Teacher LastName: TextBox2:LastName

Department: Combobox4
Label4:Contact Number: TextBox3: Contact Number Button4: Add
picture Status: Combobox5
Label5:Email Address: TextBox4: Email Address

Label6:Nationality: Combobox1: Select Nation

Label7:Gender: Combobox2: SelectGender Button1:Add

Label8:DateofBirth: Datetimepicker1: Birthdate Textbox8:Age

Label9:Address Textbox5: Address Button2:Cancel

Label10:Qualifcation Combobox3: SelectQualfic

Group
box1 Button3:Exit
Label11:Salary Textbox6:Salary

Label15: Copyright Text

Group
box2

Figure5. 22: Add New Teacher Storyboard

155
Table 5. 9:Adding New Teacher Storyboard description

Adding New Teacher

This is where the administrator will register new teacher to the system. Some of the objects are
already described in the story board .
S/N Object Settings Description

1. Label13 Date This Label displays

the current date so that
If the user wants to
knows the current date
2. Label14 Welcome and name This Label is
describing the a
welcome message for
the user that login
3. Label15 ID This label is
displaying the ID
number of the user that
logs on the system
4. Tool Strip1
• ToolstripButton1 Manage Teacher This button is a link to
managing teacher
pages such as update

• ToolstripButton2 LogOut This button is log out

button.
5 .Label16 Department This label is indicating
the field to select the
department for the
teacher
6 Label17 Status This label is indicating
the field to select the
Status for the teacher

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5.9 Deployment Diagram

Deployment diagram Allow the capturing, or visualizing of the topology of the physical
components of a system nodes including the assignment of the run time elements to nodes.
Therefore, deployment diagrams are used to describe the static deployment view of a system, it
consists of nodes and their relationships (Tutorialspoint.com, 2014) .Deployment diagrams
shows the hardware of the system and the software that is installed in the hardware, deployment
diagrams are very useful when the solution of the software is deployed across multiple machines
with which having a distinctive configuration. On the Other hand, deployment diagrams are used
detect the architecture of the system showing how the hardware and the software will work
together before the final development of the system. There are two types of nodes in deployment
diagram; one is the Device node such as the laptop, mouse, and keyboard and so on while the
second node is the execution environment node such as the operating system. However, the
deployment view of UMYCK management system will be shown below:

<< client Windows 8>>

Set Of Computer
System User

System
Interface

<<<<ODB>>>>
UMYCK
Hardware that is Database
interacted with the
users

Windows 8.1 Software

Operating Sys... systems

Figure5. 23: Deployment Diagram of The proposed System

The above deployment diagram is describing how the hardware of the proposed UMYCK
system are been deployed in the software system of the proposed system, the two execution

157
environment nodes that are shown, the database which store all the records and the users that
are interacting with the system and the interface that the users are interacting with. The device
node that is shown out is the complete computer system set which include the keyboard, the
mouse the printer and so on.

5.10 Entity Relationship Diagram

An entity-relationship diagram is data modeling technique that creates a graphical representation

of the entities, and the relationships between entities, within an information system (Rouse,
2013).There are three main components of an Entity relationship diagram which include:-

An entity is a person, object, place or event for which data is collected and is represented in a
rectangle shape and labeled with a singular noun, while attributes are the properties of the
entities and is represented in oval shape. The relationship is the interaction between the entities.
Relationship is represented in diamond shape and by line connecting between the entities and
verbs are used to label the relationships. The cardinality defines the relationship that is between
the entities Interms of numbers. The different cardinality include: One to many, one to one, many
to many etc. The entity relationship diagram for the proposed system will be shown in the figure
5.24 below:

158
Figure5. 24:Entity RelationShip diagram

159
5.11 Conclusion

In conclusions, this chapter has covered different parts of the proposed system designs, which
shows the system architecture, models of the proposed system, ,such as the usecase diagram
which illustrate the functionalities of the proposed system with users and their roles in the
system, the sequence diagram with the usecase descriptions, which shows how the users will
interact with the system and how the system will respond to the users, the class diagram ,which
represent the static view of the proposed system. Also the activity diagram is shown which
describe the dynamic aspect of the proposed system, the collaboration diagram which shows the
clear relationship between objects, the storyboard of the proposed system is also provided in this
section which serve as the system prototype for the end users to check and provide corrective
feedback so that the developer will continue and come up with the complete system.Morever, in
this chapter the developer also shows the deployment view of the proposed system which will
help the end users to see how the hardware and the software will work together before the final
system, and finally the entity relationship diagram is illustrated in 5.9 which shows the
relationships among the entities (tables) in the database .

The next chapter will focus on the system implementation and testing of the proposed system.

160
 CHAPTER 6
IMPLEMENTATION

6.1 Introduction

In System Development Life Cycle (SDLC) there are different stages that are needed to follow
by the developer before the final development of the system, all of those phases of the system
development life cycle are related to each other, the final phase of the system development life
cycle is the implementation phase where by the developer will implement the phases that already
done in the chosen methodology. Therefore, this chapter will focus on the implementation phase
of the software development Life cycle, which will cover the development environment, (the
system implementation and the database implementation.

Implementation is the most expensive and the largest phase of SDLC where the hardest activities
need to be carried by the developer, which include the construction of the system where by the
developers will test the system in order to check whether the system is following the stated
design or not and follow the testing plan, secondly, also the developers will understand how the
installation process is, so that to remove the existing system if it is available, this phase also
include the system architecture and the supportive plan from the developers which include the
system implementation, moreover this phase also include the development of the backend tool
and other materials that will be attached to the system (Dennies & Wixom, 2005).

However, in this phase the author will carried out all the implementation process of the
UMYCK management system which will include the development of the Graphical User
Interface (GUI) of the system, writing code of each and every function of the system the back
end tools development, analyzing the proper hardware and Software requirement that the system
will be using and analyzing the system architecture and other different uniformity for the various
part of the system.

161
6.2 Development Environment

According to Kendall and Kendall (2005), the term development environment is used by the
system engineers or by the system developers to the process and the tools that they used to create
the program or the coding of the software product. The term may sometimes also imply the
physical environment. An integrated development environment is one in which the process and
the tools are coordinated to provide the developers an orderly interface to and convenient view of
the development process. Therefore, in this section, the developer will come up with the details
of the development environment that will use to implement the proposed system (therefore the
implementation of the of the school management system for UMYCK).

6.2.1 Hardware Requirement

`

Hardware Requirements is define as the physical components of the computer system that the
users of the system can see physically (Lan Sommerville, 2010). This hardware requirement will
help information or the software system to run faster as far expectation of the clients. These
requirements are chosen by the developers of the system the users. However in this section, the
hardware requirements of UMYCK management system are analyze and the author made a
suggestion about the best requirement that will suit the functionalities of UMCYK management
system and that will help the system to operate successfully. The table 6.1 below will describe
the hardware requirements:

Table6. 1: Hardware Requirement

S/N Requirement Minimum Suggested Description

1. Monitor 17 inches LCD 17 inches LCD LCD is an output device
monitor monitor or higher that displays images,
graphics and information in
a high quality. Therefore it
will be used in the proposed
system.
2. Processor Intel i3 Intel core i7 It performs the basic
instructions and execution

162
S/N Requirement Minimum Suggested Description

processor processor, or i3 when running programs.

3. Random 1 Giga byte 2 Giga byte This will allow the

Accessed proposed system to run
Memory(RAM) its operations without
seeing a decline in
performance and the data
will be temporarily stored
in the RAM before
storing in to the system
database.

4. Hard Disk 20 Gigabyte(GB) 40 Gigabyte(GB) A large storage capacity

that will store and
retrieve the permanent
data that will be needed
in the proposed system
5. Mouse Mechanical Wireless Optical This is an input device
Mouse Mouse and is also a handhold
pointing device that is
used to input data in the
system.
6. Keyboard Wireless Qwerty This is another input
Keyboard , Keyboard device that will allow the
Ergonomic users to enter data
keyboard information in to the
system.
7. Printer This is an output device
that allows the users to
get hard copies of the

163
S/N Requirement Minimum Suggested Description

data created in the

system.

Note: The above chosen hardware requirements to build the propose system are the best chosen
because in the age of every advancing technology it essential to stay on top of every changes that
are constantly occurring every day, therefore any kind of software system that is develop
nowadays need to have the latest technology used by current technology field. However, this
device is suggested to implement UMYCK management system because they are the latest
technology that is used today in most of the organizations like UMYCK.

6.2.2 Software Requirement

Software means computer instructions or data. Therefore software is the unseen programs that
develop to run the hardware part of the computer system. In other word software is anything that
can be stored electronically is software, in contrast to storage devices and display devices such as
the hardware (Lan Sommerville, 2010). The software are divided into system software such as
the operating and all utilities that enables the computer to function system and the applications
software includes the programs that do real work for users such as the word processors etc.
Therefore in order to develop any kind of software system both of the two are needed to support
the development and execution of the system. However, in this section such kind of requirements
are suggested and specified by the author. See Table 6.2

Table6. 2: Software Requirement

S/N Requirement Minimum Suggested Description

1. Operating system Windows7 Windows This is the operating

operating systems that the

system ( proposed system can

windows 8 or run on it.
Windows 8.1 )
2. Anti- Virus Software Avast Anti-Virus or Norton Anti- This is a virus

164
S/N Requirement Minimum Suggested Description

Norton virus discovering and

removal tool. It will
prevent the proposed
system from virus
attack.
3. Database SQL Server R2 Microsoft This is the database
2003 SQL Server platform where all the
2008 R2 or data to be stored in
Microsoft the system will be
SQL Server stored.
2013
4. Microsoft Visual studio Microsoft Visual Microsoft This is where the
Studio 2010 visual studio programs of the
2012 version proposed system will
be written
5. Programming Tool Visual Basic Visual Basic This is the
.Net programming
language that the
author will use in
developing the
proposed system.
Therefore visual basic
is created to make it
easier to write
programs for
windows operating
system

165
S/N Requirement Minimum Suggested Description

6. Microsoft Office Package Microsoft office Microsoft This is the software

2010 or 2012 or office 2010 or package that includes
2013 2012 or 2013 Microsoft word, excel
and so on .Any way
this will be used to
run several tasks. Like
Gantt chart.
7 Unified Modelling Rational Rose Rational Rose Rational Rose is an
Language Tool(UML) edition enterprise edition object oriented
2010 enterprise programming and
2012 version unified modelling
7.00 and Star language tool that will
UML 2012 be used to create the
visual model of the
proposed system
functionalities under
the principles of
object oriented.
Note:

Interms of software tools, technology of now our days comes up with a lot of opportunities,
likewise in using any kind of software tool compatibility of the software tool or the application
software that will be used need to be analyzed. Therefore, the author analyzed the above
software requirements and there specification based on their compatibility to the proposed
UMYCK management system and also the top technology of school management system.

6.3 System Implementation

The previous stages that undergo by the developer to come up with a complete successful system
with its full functionalities are known as the system Implementation. When implementing any
kind of system, there are different considerations that are considered by the developers, which

166
will help them to completely satisfy the end users of the system. This comprises the system
color, the system interface visibility, the consistency of the system etc. (Gomaa, 2010).All this
characteristics must follow the usability standard based on the developed system.

i. Interface visibility

In software development, Graphical User Interface (GUI) is putting into consideration where the
developers make the interface very clear and well understood. The interface visibility is the only
valued when the interaction of the system user’s archive there aims and objectives with the
system interface (Lan Sommerville, 2010).For a system to be well understood by the clients, the
developers need to put more consideration on the Graphical User Interface (GUI) and for the
GUI to be highly evaluated and achieve all the features of usability, different principles need to
apply Board.issociate.de, 2014. However, in this section, the author will come up with some of
the usability principles which made it clear about GUI design and those principles will .be useful
in UMYCK management system. The below table will describe the interface visibility based on
the 10 Usability Heuristics for user interface design:

Table6. 3: Usability Heuristics for user interface design

Principles Description
1. Visibility of System status Visibility status of the system is one of the
factors that affect the users when they are using
the system, therefore UMUCYCK management
system will keep the users informed about what
is going on by providing the users with up to
date interface.
2. Match between the system and Real UMYCK management system is very easier and
Word familiar to use as the system use the language
that any user can understand and all the
information appear in a natural and logical.

167
 Principles Description
3. Consistency and Standard. UMYCK management system will be updating
standard, the system will be well understood by
the users.
4. Prevention From Error In UMYCK management system, the author
presents the users with confirmation option
before performing any action, and also provides
the users with clear and well understandable
error message, when there is any error the
message will inform the user.
5. Recognition Rather Than Recall UMYCK management system minimizes the
user’s memory load by making the objects and
actions visible. The user should not have to
remember information from one part of the
dialog to another, retrieval whenever
appropriate.
6. Flexibility and Efficiency of use UMYCK management system can be operated
by both inexperience and experienced users, due
to the standard flexible and efficiency applied in
the system. Allow Users to tailor frequent
actions.
7. Help users recognize, diagnose, and In UMYCK management system express error
recover from errors. messages in a plain language , clearly indicating
the problem and constructively suggest a
solution.
8. Help and Documentation UMYCK management system provides a full
help and documentation, that is easy to search
and understanding in a way such that if upgrade
is needed then it will be easier for other
developers to make any change or upgrade if

168
 Principles Description
required.

9. User Control and Freedom Users often choose system function by mistake,
therefore any standard system need to give user
a well control.UMYCK system provide users
with alternative if something goes wrong.
10. Aesthetic and minimalist design In UMYCK management system all irrelevant
information are excluded in order to keep the
users in one state not in confusion state

ii. Interface Consistency

Consistency is one of the most important things in any system or application development. In the
production or development of the application or system, the developers need to be consistence in
the designing of the system because the system or application might seems poor which makes it
looks really bad to the users even though the system is well function. Therefore, GUI consistency
makes it very easier for all of the users to understand the system very well with been confused on
trying to remember certain sequence of action. Hence, consistent interface allow the user to
transfer their knowledge from one application to another without any difficulty.

Moreover, when the GUI design is not well attractive and not easy to understand by the users,
then the users will spend a lot of time understanding the system, which will result the users to be
unhappy with the system. However, in developing UMYCK management system, consistency
will be given a high priority so that even notice among the users can operate the system easily.

iii. System Color

The system color is the range of colors used in the development of the system; the various set of
colors used in software design plays a very big important role in helping the system to achieve
the usability standard. Therefore, in order to choose color for the system there are clear
considerations that has to be made such as the system type, location and the age of the users, for

169
because if the system users of the system are very old then the system will be doll while if the
users are no that old the system should have arbitrary color and also the system color will depend
on the location of the where the system will be used. Therefore, these kinds of consideration are
applied to UMYCK management system by the author and select the appropriate color that will
suit the system. UMYCK management system color is follows the Nigerian fledge. The color
used includes: Green and white color which is the main color of the system, then there is other
colors that are used in the system like Yellow and Black.

6.3.1 Two (2) Tier Architecture

Chosen appropriate architecture is one of the important parts in developing any kind of software
system, therefore it has to be put into consideration and the it has to be analyzed based on the
different process to be carried out in the execution of the application. Therefore, based on the
nature of UMYCK management system, the based architecture to implement the system is Two-
Tier architecture (2-Tier).The reason why the author chose two-tier application is that, because
the two tier architecture is like a client/server application. The direct communication takes place
between client and the server. There is no any intermediate between client and the server.
Because of tight coupling a 2 tired application will run faster.

However, two tier architecture refers to the client/server architecture in which the user interface
runs on the client and the database is stored on the server, the actual application logic can run on
either the client or the server (Mania, 2014).The primary advantage of using this type of
architecture is that because of its high performance, easy to maintain and modification is bit
easy, it would not affect other modules and .Moreover, in the two tier architecture client is not
direct access to the database therefore it improve security. Therefore the figure below will
describe the two tier architecture suit UMYCK management system:

170
Figure6. 1: Two Tier Architecture for UMYCK Management System

The above figure is describing the architecture two tiers. Here the direct communication between
the client and server, there is no intermediate between the client and the server. In this
application the client(End User ) is the one who is using the application (UMYCK management
System).The client gives input to the application software and it will sends the request to the
server, since here both the database and the server are incorporated with each other, so this
technology is known as the client server technology”.

However, in this architecture there are two parts which include the

• Client application (UMYCK management system”)

• Database (Data tier).

On client application side the code is written for saving the data in the SQL server
database. Client sends the request to server and it process the request & send back with data.

171
 i. Implementation Techniques

When opening the application, the client machine will be responsible in providing the users with
interface facilities and the other main process of the application. Therefore in UMYCK
management system, all of the actions done by the client are accomplished by different methods
of operation. The tool that was used to write the code is Visual basic.Net as discussed earlier in
the chapter two of this report. Visual Basic application is always two tier applications there is no
need of the middle tier.

Figure6. 2: Sample Of Visual Basic.Net coding Use in the application for importing Files

ii. Sequential Query Language (SQL)

The Sequential Query Language (SQL) query is set of instructions used to interact with a
relational database. In fact, the SQL is the only language that most of the database actually
understands (Chapple, 2014) . Therefore, as previously stated in the chapter2 of this report that,
in UMYCK management system that SQL will be used as the data storage to store and retrieve
various information using the SQL queries. Therefore the above figure 6.3 will describe some of
the SQL queries use in the system:

Figure6. 3: Sample Sql Query to make relationship between tables

172
6.4 Graphical User Interface Implementation (GUI Implementation)

A graphical user interface can be define as a set of commands menus that enables a user to
communicate or interact with a system through the use of symbols, visual metaphors, and
pointing devices (Levey, 2013). On the other hand, GUI is a software interface that is designed
to standardize and simplify the use of a system as by using a mouse, to manipulate text and
images on a display screen featuring icon, menus etc. Therefore, there are two types interface
which include the command driven interface which the user type a command and the system will
respond to the user according to that command and menu driven interface which the user will
interact with the system by selecting various menus of choices displayed on the screen.

However, in UMYCK management system, interfaces are design, in which they meet the
requirement that is gathered from the client of the system. However in this section, in this section
the author have chosen some of the system GUI which will be listed below:

• Login
• Register New Student
• Create New Class
• Update Student Marks
• Assign Teacher To Subject
• Manage Time Table

All of this GUI will be described in this section with complete explanations of each and every
one of them and how the function solves the current problem.

173
6.4.1 Login Graphical User Interface

Figure6. 4: Login GUI

Login Page Visual Basic .Net (Source Code)

imports System.Data.SqlClient
Imports System.Text.RegularExpressions
Public Class Login_Page
' Declarations
Dim cmd As New SqlCommand
Dim da As New SqlDataAdapter
Dim query As SqlConnection
'Declear Cn As connectioand it will now a new connection
Dim cn As SqlConnection = New SqlConnection("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)
Handles Button1.Click
' Calling the verificar Class for the textboxes validation
Call Me.verificar()

Dim sql As String

Dim publictable As New DataTable
Try
''check if the textboxes is equal to nothing then it will display the message
below!.
If TextBox1.Text = "" Then
MessageBox.Show("Enter Your UserName Please")
TextBox1.Focus()
ElseIf TextBox2.Text = "" Then

174
 MessageBox.Show("You Must Enter Your Password", "Information",
MessageBoxButtons.OK, MessageBoxIcon.Warning)
TextBox2.Focus()
Else
sql = ("select * from USERS where UserName ='" & TextBox1.Text & "' and
Password = '" & TextBox2.Text & "'")
'Bind the connection and query
With cmd
.Connection = cn
.CommandText = sql
End With
da.SelectCommand = cmd
da.Fill(publictable)
' to check if theres a result by getting the count number of rows
If publictable.Rows.Count > 0 Then
'it gets the data from specific column and assign to the variable
Dim UserType, name As String
UserType = publictable.Rows(0).Item(4)
name = publictable.Rows(0).Item(2)
'check if the type of user is Teacher

If UserType = "Teacher" Then

Timer1.Start()
Label3.Show()
ProgressBar1.Show()
Dim cn As SqlConnection = New SqlConnection("Data
Source=(Local);Initial Catalog=UMYCKPROJECT;Integrated Security=True")
Dim cm As SqlCommand
Dim dr As SqlDataReader
cm = New SqlCommand("Select ID_Number from USERS where UserName=
'" & TextBox1.Text & "' and Password='" & TextBox2.Text & "' ")
cn.Open()
cm.Connection = cn
dr = cm.ExecuteReader()
dr.Read()
Label9.Text = dr.Item("ID_Number")
cn.Close()
Teacher__Page.LinkLabel1.Text = " " & Label9.Text & ""
Teacher__Page.Label16.Text = " Welcome...." & TextBox1.Text & "
You Are Logged in as a" & "Teacher"

ElseIf UserType = "Administrator" Then

Timer2.Start()
Label3.Show()
ProgressBar1.Show()
Dim cn As SqlConnection = New SqlConnection("Data
Source=(Local);Initial Catalog=UMYCKPROJECT;Integrated Security=True")
Dim cm As SqlCommand
Dim dr As SqlDataReader
cm = New SqlCommand("Select ID_Number from USERS where UserName=
'" & TextBox1.Text & "' and Password='" & TextBox2.Text & "' ")
cn.Open()
cm.Connection = cn
dr = cm.ExecuteReader()
dr.Read()
Label9.Text = dr.Item("ID_Number")

175
 cn.Close()
AdministratorPage.Label3.Text = " Welcome..." & TextBox1.Text & "
You Are Logged in as " & "Admin"
AdministratorPage.LinkLabel1.Text = Label9.Text

'To check if the user is Secretery

ElseIf UserType = "Secretery" Then
Timer3.Start()
Label3.Show()
ProgressBar1.Show()
Dim cn As SqlConnection = New SqlConnection("Data
Source=(Local);Initial Catalog=UMYCKPROJECT;Integrated Security=True")
Dim cm As SqlCommand
Dim dr As SqlDataReader
cm = New SqlCommand("Select ID_Number from USERS where UserName=
'" & TextBox1.Text & "' and Password='" & TextBox2.Text & "' ")

cn.Open()
cm.Connection = cn
dr = cm.ExecuteReader()
dr.Read()
Label9.Text = dr.Item("ID_Number")

cn.Close()
Secretery_Page.Label15.Text = " Welcome..." & TextBox1.Text & "
You Are Logged in as a " & "Secretery"
'Me.Hide()
'Secretery_Page.ShowDialog()
Secretery_Page.LinkLabel1.Text = "ID_Number.... " & Label9.Text &
"" End If
Else
MsgBox("Please Check and Make Sure All Your Login Details Are
Correct,If You Forgot Your Password Goto Forgot Password and if You Are Not registered
Contact System Admin.", )
TextBox1.Clear()
TextBox2.Clear()
TextBox1.Focus()
End If
da.Dispose()
End If
Catch ex As Exception
MsgBox(Ex.)
End Try
cn.Close()
End Sub
'Class Verificar for Validating Textboxes If The User Enters
Private Sub verificar()
Wrong User Name
If TextBox1.Text = "" Then or Passworfd
Label5.Visible = True
Else
Label5.Visible = False
End If
If TextBox2.Text = "" Then
Label6.Visible = True
Else
Label6.Visible = False
End If

176
 End Sub
Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)
Handles Button2.Click
TextBox1.Clear()
TextBox2.Clear()
Label9.Text = ""
Label9.Visible = False
Home.Show()
Me.Hide()
End Sub

Private Sub Login_Page_Load(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles MyBase.Load
'To make Progressiver invisible when the form Load
ProgressBar1.Hide()
Label3.Hide()

End Sub

Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)

Handles Button3.Click
TextBox1.Clear()
TextBox2.Clear()
End Sub

Private Sub TextBox1_KeyPress(ByVal sender As Object, ByVal e As

System.Windows.Forms.KeyPressEventArgs) Handles TextBox1.KeyPress
'Validation for user name textbox
If (Char.IsControl(e.KeyChar) = False) Then
If (Char.IsLetter(e.KeyChar)) Or (Char.IsWhiteSpace(e.KeyChar)) Then
'do nothing
Else
e.Handled = True
ToolTip1.Show("Sorry Only Character & Spaces Allowed!!", sender, 2000)
TextBox1.Focus()
End If
End If
End Sub
Private Sub Timer1_Tick(sender As Object, e As EventArgs) Handles Timer1.Tick
' To show the Teacher Page When the progressive Bar finish Loading
ProgressBar1.Increment(35)
If ProgressBar1.Value = ProgressBar1.Maximum Then
Timer1.Stop()
TextBox1.Clear()
TextBox2.Clear()
ProgressBar1.Visible = False
Label3.Visible = False
Me.Hide()
MessageBox.Show("WELLCOME To UMARU MUSA YAR'ADUA MANAGEMENT SYSTEM.")
Teacher__Page.ShowDialog()
End If
End Sub
Private Sub Timer2_Tick(sender As Object, e As EventArgs) Handles Timer2.Tick
' To show the Administrator Page When the progressive Bar finish Loading
ProgressBar1.Increment(35)
If ProgressBar1.Value = ProgressBar1.Maximum Then

Timer2.Stop()

177
 TextBox1.Clear()
TextBox2.Clear()
ProgressBar1.Visible = False
Label3.Visible = False
Me.Hide()
MessageBox.Show("WELLCOME To UMARU MUSA YAR'ADUA MANAGEMENT SYSTEM.....")
AdministratorPage.ShowDialog()

End If
End Sub
Private Sub Timer3_Tick(sender As Object, e As EventArgs) Handles Timer3.Tick
' To show the Secreteries Page When the progressive Bar finish Loading
ProgressBar1.Increment(36)

If ProgressBar1.Value = ProgressBar1.Maximum Then

Timer3.Stop()
TextBox1.Clear()
TextBox2.Clear()
ProgressBar1.Visible = False
Label3.Visible = False
Me.Hide()
Secretery_Page.Show()
MessageBox.Show("WELLCOME To UMARU MUSA YAR'ADUA MANAGEMENT SYSTEM.....")
End If

End Sub
Figure6. 5: Login Source Code
i. Description of Login Page

Table6. 4:Login Page Source Code Description

Function: Login
Actor Administrator, Secretery,Teacher
Priority High
Solution • No any User Can Access Others Information
• User Can only Access what he/she will perform
Description of the GUI In the above GUI all users can be able to login with their username and
password, user will enter his/her username in the first field and the
password in the second field, if the user leave empty field then error
message will display. When the user click on login button and when
the details are all correct Button the progress bar will start loading
when it finish the user page will display. As the system will check the
type of the user and then display the page for example if the system

178
 checks from the database that the user that is login is a teacher then
Teacher page will be displayed.
Source Code Description In the above code, the header files are declared in the first where some
functions are imported and declare as well as the methods that will
verify whether the user is already in the database or not, if the user does
not exist or the user enters wrong details then it will check where an
error message will display asking the user to enter correct details or
contact system admin. Other code will check if any field is empty then
inform the user that field cannot be empty. The other code for progress
bar, if the login details are correct the progress bar will start loading an
when it completes it will display the user page.

6.4.2 Register New Student GUI

Figure6. 6: Register New Student GUI

179
 Registering Student Page Visual Source Code
'Impors files
Imports System.Data.SqlClient
Imports System.Drawing
Imports System.IO
Imports Emgu.CV
Imports Emgu.Util
Imports Emgu.CV.Structure Importing the
'Imports System.Text.RegularExpressions Emgu Files for the
Public Class Register_New_Student
webcamera
Dim IMAGELoc As String
Dim ms As New MemoryStream()
Dim Webcam As Capture
Dim Originalimage As Image(Of Bgr, Byte)
Dim BcaptureProcess As Boolean = False
Dim query As SqlCommand
' Dim Extension As String = System.IO.Path.GetExtension(IMAGELoc)
Public cn As SqlConnection = New SqlConnection("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
Private Sub TextBox1_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
TextBox1.KeyPress
' Declaring Textbox for Name
If (Char.IsControl(e.KeyChar) = False) Then
If (Char.IsLetter(e.KeyChar)) Then
'do nothing
Else
e.Handled = True
ToolTip1.Show("Sorry Only Characters Allowed!!", sender, 10000)
TextBox1.Focus()
End If
End If

End Sub

Private Sub Register_New_Student_Load(sender As Object, e As EventArgs) Handles

MyBase.Load
Me.TextBox3.Focus()
Label20.Text = Now
'To retrieve UserID in the combobox From the databse
ComboBox2.Items.Clear()
Dim id As String = ("select distinct (Class_Type) from Classes ")
query = New SqlCommand(id, cn)
cn.Open()
Dim ud As New SqlDataAdapter(id, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox2.Items.Add(da("Class_Type"))
End While
cn.Close()
End Sub
Private Sub TextBox2_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
TextBox2.KeyPress
'Validating LatName Field
If (Char.IsControl(e.KeyChar) = False) Then
If (Char.IsLetter(e.KeyChar)) Then
'do nothing

180
 Else
e.Handled = True
ToolTip1.Show("Sorry Only Characters Allowed!!", sender, 10000)
TextBox2.Focus()
End If
End If

End Sub

Private Sub Button2_Click(sender As Object, e As EventArgs) Handles Button2.Click

If TextBox3.Text = Nothing Then

MessageBox.Show("You must Enter Student ID Number")
TextBox3.Focus()
ElseIf Not (TextBox3.Text Like "ST######") Then
MessageBox.Show("ID Number must have 6 Digits and Firstletters should be ST
,Example:ST123456 ")
TextBox3.Focus()
ElseIf TextBox1.Text = Nothing Then
MessageBox.Show("Please Enter The Student FirstName") StudentID
TextBox1.Focus() Format
ElseIf TextBox2.Text = Nothing Then
MessageBox.Show("Please Enter Student Last Name") Validation
TextBox2.Focus()

TextBox3.Focus()
ElseIf ComboBox1.Text = " " Then
MessageBox.Show("Please Select Student Gender")
ComboBox1.Focus()
ElseIf TextBox4.Text = Nothing And TextBox10.Text = "" Then
MessageBox.Show("You Must Select The Student Date of Birth")
DateTimePicker1.Focus()
ElseIf TextBox10.Text <= 8 Then
MessageBox.Show("Date of Birth Not Allowed, Under Age")
TextBox10.Focus()
ElseIf ComboBox4.Text = Nothing Then
DateTimePicker1.Focus()
MessageBox.Show("Please Select state")
ComboBox4.Focus()
ElseIf RichTextBox1.Text = "" Then Age
MessageBox.Show("Enter the Student Address") Restriction
RichTextBox1.Focus()
ElseIf MaskedTextBox1.Text = "" Then Validation
MessageBox.Show("Contact Number Is Needed")
MaskedTextBox1.Focus()
ElseIf ComboBox2.Text = "" Then
MessageBox.Show("Please Select Class for the Student")
ComboBox2.Focus()
ElseIf ComboBox3.Text = "" Then
MessageBox.Show("Choose Class Level For the Student")
ComboBox3.Focus()
ElseIf TextBox7.Text = "" Then
MessageBox.Show("Enter Next OF kin Name")
ElseIf MaskedTextBox2.Text = Nothing Then
MessageBox.Show(" fill the Nextof Kin Contact Number")
ElseIf TextBox8.Text = Nothing Then
MessageBox.Show("Email Address is required")
TextBox8.Focus()

181
 Exit Sub
ElseIf TextBox8.Text <> "" Then
Dim rex As System.Text.RegularExpressions.Match =
System.Text.RegularExpressions.Regex.Match(Trim(TextBox8.Text), "^([0-9a-zA-Z]([-.\w]*[0-
9a-zA-Z])*@([0-9a-zA-Z][-\w]*[0-9a-zA-Z]\.)+[a-zA-Z]{2,3})$",
System.Text.RegularExpressions.RegexOptions.IgnoreCase)
If rex.Success = False Then
MessageBox.Show("Please Enter a valid Email-Address ", "Information",
MessageBoxButtons.OK, MessageBoxIcon.Information)
TextBox8.Focus()
ElseIf RichTextBox2.Text = "" Then
MessageBox.Show("Enter Next Of Kin Address To continue")
RichTextBox2.Focus()
ElseIf PictureBox4.Image Is Nothing Then
MessageBox.Show("Please Add Student image")
PictureBox4.Focus()
ElseIf TextBox5.Text = "" Then Email Validation
MessageBox.Show("Image Is Required")
PictureBox4.Focus() The system only
Accept Valid
ElseIf ComboBox5.Text = "" Then
MessageBox.Show(" Select Status")
Email
ComboBox5.Focus()
Else
Try

Dim X As DialogResult
X = MessageBox.Show("do you want to Add New Student ", "confirm",
MessageBoxButtons.YesNo)
If X = vbYes Then
Dim cn As SqlConnection = New SqlConnection("Data
Source=(Local);Initial Catalog=UMYCKPROJECT;Integrated Security=True")
query = New SqlCommand("INSERT INTO Students_Reg (ID_Number,
First_Name, Last_Name,Gender, Birthday, Age,
State,Address,Phone_Number,Class,Level,JoinDate,NextOfKin,NextofKin_Contact,NextOFKIN_Ema
il,NextOfKin_Address,Student_Picture,Status,ImagePath) Values ('" & TextBox3.Text & _
"' ,'" & TextBox1.Text & "', '" &
TextBox2.Text & "', '" & ComboBox1.Text & "','" & DateTimePicker1.Value & "'," &
TextBox10.Text & " ,'" & ComboBox4.Text & "','" & RichTextBox1.Text & "'," &
MaskedTextBox1.Text & ",'" & ComboBox2.Text & "',' " & _
ComboBox3.Text & "','" &
DateTimePicker2.Value & "', '" & TextBox7.Text & "'," & MaskedTextBox2.Text & ", '" &
TextBox8.Text & "', '" & RichTextBox2.Text & "' ,@imagedata, '" & ComboBox5.Text & "', '"
& TextBox5.Text & "')", cn)

Dim param As New SqlParameter("@imageData", SqlDbType.VarBinary)

Dim ImageData As Byte() = IO.File.ReadAllBytes(TextBox5.Text)

Inserting param.Value = ImageData
Student query.Parameters.Add(param)
Details into cn.Open()
query.Connection = cn
database query.ExecuteNonQuery()
MessageBox.Show("Student successfully registered")
PictureBox4.Image = Nothing
Dim y As DialogResult
y = MessageBox.Show("Do You Want To Register Another Student",
"Confirm", MessageBoxButtons.YesNo)

182
 If y = vbYes Then
TextBox3.Focus()
Else
Me.Hide()
AdministratorPage.Show()
End If
Else MsgBox("Registeration Cancel") ' If the student
TextBox3.Focus()
ID exists error
End If message will
Catch ex As Exception
MsgBox("Student Already Exist")
be displayed
TextBox3.Focus()

End Try

End If
End If
cn.Close()
End Sub
Public Sub AutosizeImage(ByVal ImagePath As String, ByVal picBox As PictureBox, Optional
ByVal pSizeMode As PictureBoxSizeMode = PictureBoxSizeMode.StretchImage)
Try
PictureBox4.Image = Nothing
PictureBox4.SizeMode = pSizeMode
If System.IO.File.Exists(ImagePath) Then
Dim imgOrg As Bitmap
Dim imgShow As Bitmap
Dim g As Graphics
Dim divideBy, divideByH, divideByW As Double
imgOrg = DirectCast(Bitmap.FromFile(ImagePath), Bitmap)

divideByW = imgOrg.Width / PictureBox1.Width

divideByH = imgOrg.Height / PictureBox1.Height
If divideByW > 1 Or divideByH > 1 Then
If divideByW > divideByH Then
divideBy = divideByW
Else
divideBy = divideByH
End If

imgShow = New Bitmap(CInt(CDbl(imgOrg.Width) / divideBy),

CInt(CDbl(imgOrg.Height) / divideBy))
imgShow.SetResolution(imgOrg.HorizontalResolution,
imgOrg.VerticalResolution)
g = Graphics.FromImage(imgShow)
g.InterpolationMode = Drawing2D.InterpolationMode.HighQualityBicubic
g.DrawImage(imgOrg, New Rectangle(0, 0, CInt(CDbl(imgOrg.Width) /
divideBy), CInt(CDbl(imgOrg.Height) / divideBy)), 0, 0, imgOrg.Width, imgOrg.Height,
GraphicsUnit.Pixel)
g.Dispose()
Button3_Click(sender, e)
Else
imgShow = New Bitmap(imgOrg.Width, imgOrg.Height)
imgShow.SetResolution(imgOrg.HorizontalResolution,
imgOrg.VerticalResolution)
g = Graphics.FromImage(imgShow)
g.InterpolationMode = Drawing2D.InterpolationMode.HighQualityBicubic

183
 g.DrawImage(imgOrg, New Rectangle(0, 0, imgOrg.Width, imgOrg.Height),
0, 0, imgOrg.Width, imgOrg.Height, GraphicsUnit.Pixel)
g.Dispose()
End If
imgOrg.Dispose()

PictureBox4.Image = imgShow
Else
PictureBox4.Image = Nothing
End If
Catch ex As Exception
MsgBox(ex.ToString)
End Try
Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Button1.Click

'To read Image File

Dim imge As Image
Dim imageNameTemp As String
If TextBox5.Text <> "" Then
imageNameTemp = TextBox5.Text
While (imageNameTemp.Contains("\"))
imageNameTemp = imageNameTemp.Remove(0, imageNameTemp.IndexOf("\") + 1)
End While
End If
'upload image from directory
Try
OpenFileDialog1.ShowDialog()
TextBox5.Text = OpenFileDialog1.FileName
OpenFileDialog1.Filter = "jpegs|*.jpg|Gif|*.Gif|bmp|*.bmp" Uploading
'IMAGELoc = OpenFileDialog1.FileName
PictureBox4.Image = Image.FromFile(TextBox5.Text)
Image from
OpenFileDialog1.Title = "choose image" file
imge = New Bitmap(OpenFileDialog1.FileName
‘ Check if image format is wrong
Catch ex As Exception
If InStr(UCase(ex.Message), UCase("Out of memory")) Then
End If
MsgBox("Please select images only", _
MsgBoxStyle.OkOnly, "Error Occured")
End Try
End Sub
Private Sub Button3_Click(sender As Object, e As EventArgs) Handles Button3.Click
TextBox1.Clear()
TextBox2.Clear()
TextBox3.Clear()
ComboBox1.Text = ""
TextBox4.Clear()
TextBox10.Clear()
ComboBox4.Text = ""
RichTextBox1.Clear()
MaskedTextBox1.Clear()
ComboBox2.Text = ""
ComboBox3.Text = ""
TextBox7.Clear()
MaskedTextBox2.Clear()
TextBox8.Clear()
RichTextBox2.Clear()
PictureBox4.Image = Nothing

184
 TextBox5.Clear()
End Sub
Private Sub RichTextBox1_TextChanged(sender As Object, e As EventArgs) Handles
RichTextBox1.TextChanged
If RichTextBox1.MaxLength >= 200 Then
ToolTip5.Show("The Maximum Length is 200 words", sender, 1000)
End If
End Sub
Private Sub MaskedTextBox2_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
MaskedTextBox2.KeyPress
If MaskedTextBox2.TextLength < 12 Then
ToolTip5.Show("PhoneNumber Should Not be More than 12 Digits.", sender, 1000)
End If

End Sub
Private Sub MaskedTextBox2_MaskInputRejected(sender As Object, e As
MaskInputRejectedEventArgs) Handles MaskedTextBox2.MaskInputRejected
If Not (IsNumeric(MaskedTextBox2.Text)) Then
MessageBox.Show(" Phone Number Must Be digit ,Please Enter Valid Phone
number")
MaskedTextBox2.Focus()
End If
End Sub
Private Sub MaskedTextBox1_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
MaskedTextBox1.KeyPress
If MaskedTextBox1.TextLength < 12 Then
ToolTip5.Show("PhoneNumber Should Not be More than 12 Digits.", sender, 1000)
End If
End Sub
Private Sub MaskedTextBox1_MaskInputRejected(sender As Object, e As
MaskInputRejectedEventArgs) Handles MaskedTextBox1.MaskInputRejected
If Not (IsNumeric(MaskedTextBox1.Text)) Then
MessageBox.Show(" Phone Number Must Be digit ,Please Enter Valid Phone
number")
MaskedTextBox1.Focus()
End If

End Sub
Private Sub TextBox7_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
TextBox7.KeyPress
If (Char.IsControl(e.KeyChar) = False) Then
If (Char.IsLetter(e.KeyChar)) Then
'do nothing
Else
e.Handled = True
ToolTip7.Show("Sorry Only Characters Allowed!!", sender, 10000)
TextBox7.Focus()
End If
End If

End Sub

Private Sub Button4_Click(sender As Object, e As EventArgs) Handles Button4.Click

AdministratorPage.Show()
Me.Hide()
Button3_Click(sender, e)
End Sub

185
 Private Sub DateTimePicker1_LostFocus(sender As Object, e As EventArgs) Handles
DateTimePicker1.LostFocus
'THIS IS TO CALCULATE AGE From Date of birth
TextBox4.Text = DateTimePicker1.Value.Year
Dim now1 As String = Date.Today
Dim now() As String = now1.Split("/")
Dim today As Integer = CInt(now(2))
Dim born As Integer = today - CInt(TextBox4.Text)
TextBox10.Text = born
End Sub
Private Sub DateTimePicker1_Validating(sender As Object, e As
System.ComponentModel.CancelEventArgs) Handles DateTimePicker1.Validating
If DateTimePicker1.Value.Year >= 2014 Then
MessageBox.Show(" Age is not Valid Please Select Valid DateofBirth You Cannot
Select Feauture Date!")
TextBox4.Clear()
TextBox10.Clear()
e.Cancel = True

End If
End Sub
Private Sub Button5_Click(sender As Object, e As EventArgs) Handles Button5.Click
' Carpture image from Webcam,
Try
Webcam = New Capture(0)
Catch ex As Exception
MsgBox(ex.Message)
End Try
AddHandler Application.Idle, New EventHandler(AddressOf Me.Processimage)
BcaptureProcess = True
End Sub
Sub Processimage(ByVal sender As Object, ByVal e As EventArgs)
‘Process image from webcam to picture box
Try
Originalimage = Webcam.QueryFrame
PictureBox4.Image = Originalimage.ToBitmap

Catch ex As NullReferenceException

End Try
End Sub

Private Sub Form1_FormClosed(ByVal sender As Object, ByVal e As

System.Windows.Forms.FormClosedEventArgs) Handles Me.FormClosed
If (Not Webcam Is Nothing) Then
Webcam.Dispose()
End If
End Sub
Private Sub Button6_Click(sender As Object, e As EventArgs) Handles Button6.Click
'capturing Image Again (to change the button Action to Capture Again
If (BcaptureProcess = True) Then
RemoveHandler Application.Idle, New EventHandler(AddressOf Me.Processimage)
BcaptureProcess = False
Button6.Text = "Again"
Else
AddHandler Application.Idle, New EventHandler(AddressOf Me.Processimage)
BcaptureProcess = True

186
 Button6.Text = "Capture"

End If
End Sub
Private Sub Button7_Click(sender As Object, e As EventArgs) Handles Button7.Click
Dim file_name As String = Application.ExecutablePath

file_name = file_name.Substring(0, _
file_name.LastIndexOf("\bin")) & _
"\test.
' Get a Bitmap.
Dim Picture As Bitmap = PictureBox1.Image
' Save the picture as a bitmap, JPEG, and GIF.
Picture.Save(file_name & "bmp", _
System.Drawing.Imaging.ImageFormat.Bmp)
Picture.Save(file_name & "jpg", _
System.Drawing.Imaging.ImageFormat.Jpeg)
' Picture.Save(file_name & "gif", System.Drawing.Imaging.ImageFormat.Gif)
MsgBox("Image Saved")
End Sub
ComboBox3.Items.Clear()
ComboBox3.Text = Nothing
Dim str1 As String = ("select distinct (ClassLevel) from Classes where Class_Type
='" & ComboBox2.Text & "'")
query = New SqlCommand(str1, cn)
cn.Open()
Dim ds As New SqlDataAdapter(str1, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox3.Items.Add(da("ClassLevel"))
End While
cn.Close()
End Sub
End Class
Figure6. 7: Source Code for Registering Student GU1

i. Description for Registering Student GUI and Source Code

Table6. 5: Description for registering student GUI and Source Code

Function: Register New Student
Priority High

Actor Administrator
Solution • Manual way of registering student
• Lack of Simplicity
• Duplication of data

187
 • Lack of Security
Description of the GUI In the registering student GUI, field are provided where by the
administrator will enter the student details, the teacher id is standard
format if the administrator enter wrong format of the student id , an
error message will be displayed and if any field is left empty an error
will be shown.Also,for the date of birth it is restricted that student are
under age cannot be registered and it is also restricted on the year
user cannot select future date. Also Administrator need to upload
Student Picture or take from the camera and if the Register button is
clicked it will check whether the user is registered or not if the ID
number is already on the database then error message will be
displayed.
Description of the From the above visual basic Source code in the figure 6.8 is the code
Source Code for the registering student GUI, files are declare first in order to
import certain functions and then followed by declaring the methods
if the student is available in the database an exception will be throw
else the query will execute and add the student into the database. All
the validations will be checked before the executing the insert Query.

188
6.4.3 Graphical User Interface for Adding New Class

Figure6. 8: Story Board for Adding New Class

Visual Basic .Net Source Code For Adding New Class

Imports System.Text.RegularExpressions
Imports System.Windows.Forms.Control
Public Class AddNewClass
Dim query As SqlCommand
Dim cn As SqlConnection = New SqlConnection("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Button1.Click
‘Fields Validation
If TextBox1.Text = "" Then
MessageBox.Show(" You Must Enter ClassCode")
TextBox1.Focus()
ElseIf ComboBox1.Text = Nothing Then
MessageBox.Show("You Must Select Class Type")
ComboBox1.Focus()
ElseIf ComboBox2.Text = Nothing Then
MessageBox.Show("You Cannot Add Class With Out Specifying the class Level")
ComboBox2.Focus()

ElseIf DateTimePicker1.Value = DateTimePicker2.Value Then

MessageBox.Show("Is Not Allowed To Choose Same Date")
DateTimePicker2.Focus()
ElseIf RichTextBox1.Text = "" Then
MessageBox.Show(" You Have Describe This Class")

189
 RichTextBox1.Focus()
Else

query = New SqlCommand("select count (*) from Classes where Class_Type= '" &
ComboBox1.SelectedItem & "'")
cn.Open()
query.Connection = cn

Dim x As Integer = CType(query.ExecuteScalar, String)

If x >= 6 Then
MessageBox.Show("Department (Class Type) Must Have Maximum OF six
Classes") To check if the class level is
ComboBox1.Text = Nothing full, the maximum classes
ComboBox1.Focus() for each class type is six is if
more than six error message
will be shown

Else
‘ count class level each class level must exist once in a classtype
query = New SqlCommand("select count (*) from Classes where Class_Type=
'" & ComboBox1.Text & "' and ClassLevel = '" & ComboBox2.Text & "'")
query. Connection = cn
Dim s As Integer = CType(query.ExecuteScalar, String)
If s >= 1 Then
MessageBox.Show(" This Level Already Exist In this Class Type")
Else
Try
Dim y As DialogResult
y = MessageBox.Show("Do You Really Want To Add This Class ",
"Confirm", MessageBoxButtons.YesNo)
If y = vbYes Then
‘Inserting Class information to class table
query = New SqlCommand("INSERT INTO Classes (Class_Code,
Class_Type, ClassLevel, StartDate, EndDate, ClassDescription) Values ( '" & TextBox1.Text
& "', '" & ComboBox1.Text & "', " & ComboBox2.Text & ", '" & DateTimePicker2.Value & "',
'" & DateTimePicker1.Value & "',' " & RichTextBox1.Text & "')")
query.Connection = cn
query.ExecuteNonQuery()
MessageBox.Show("Class Successfully Created")
TextBox1.Clear()
ComboBox1.Text = Nothing
ComboBox2.Text = Nothing
RichTextBox1.Clear()
Dim n As DialogResult
‘ Asking the user if he/she wants to add another class
n = MessageBox.Show(" Do You Want To Add Another Class",
"Confirm", MessageBoxButtons.YesNo)
If n = vbYes Then
If click yes
TextBox1.Focus()
Else
Me.Hide()
Secretery_Page.Show()
End If
Else

190
‘if the user click no
MessageBox.Show(" Class Creation is Cancelled")
Secretery_Page.Show()
Me.Hide()
TextBox1.Clear()
ComboBox1.Text = ""
ComboBox2.Text = Nothing
DateTimePicker1.Value = Today
DateTimePicker2.Value = Today
End If
Throw
Catch ex As Exception
MessageBox.Show(" Class Already Exist") Exception
End Try When Class
Already Exist
End If
End If

End If
cn.Close()
End Sub
Private Sub TextBox1_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
TextBox1.KeyPress
If TextBox1.MaxLength >= 6 Then
ToolTip1.Show(" You Can Only Make Maximum Of Six Input", sender, 1000)
End If
End Sub
Private Sub TextBox1_Leave(sender As Object, e As EventArgs) Handles TextBox1.Leave
‘Class_Code field Validation
If TextBox1.Text <> "" Then
Dim expression As New Regex("^[A-Z]{3}[0-9]{2}$")
If expression.IsMatch(TextBox1.Text) Then
Exit Sub
Else
MessageBox.Show("Class ID is Not Valid It Should be like for example
CSC10", "Invalid Input")
TextBox1.Focus()
TextBox1.SelectAll()
End If
End If
End Sub
Private Sub AddNewClass_Load(sender As Object, e As EventArgs) Handles MyBase.Load
Label8.Text = Today
DateTimePicker2.MinDate = Today
End Sub
Private Sub Button2_Click(sender As Object, e As EventArgs) Handles Button2.Click
TextBox1.Clear()
ComboBox1.Text = Nothing
ComboBox2.Text = Nothing
RichTextBox1.Text = Nothing
End Sub
Private Sub Button3_Click(sender As Object, e As EventArgs) Handles Button3.Click
Me.Hide()
Secretery_Page.Show()
End Sub

Private Sub ToolStripButton2_Click(sender As Object, e As EventArgs) Handles

ToolStripButton2.Click

191
 Dim x As Integer

x = MessageBox.Show("Do You Really Want To LogOut From This System", "Confirm Log
Out", MessageBoxButtons.YesNo)
If x = vbYes Then
MessageBox.Show(" Thank You Have A Nice Day", "Log Out Successfully")
Home.Show()
Me.Hide()
TextBox1.Text = ""
ComboBox2.Text = Nothing
ComboBox1.Text = Nothing

Else
MessageBox.Show(" Thank You ,You Are Not LogOut")
Secretery_Page.Show()

Me.Hide()
TextBox1.Text = ""
ComboBox2.Text = Nothing
ComboBox1.Text = Nothing
End If

End Sub
Private Sub DateTimePicker2_Leave(sender As Object, e As EventArgs) Handles
DateTimePicker2.Leave
‘Datetimepicker Validation to disallow SaturdAY AND SUNDAY VALIDATION
If (DateTimePicker2.Value.DayOfWeek = DayOfWeek.Saturday) Or
(DateTimePicker2.Value.DayOfWeek = DayOfWeek.Sunday) Then
MsgBox("You Cannot Select Week Ends.The Following Monday," &
DateTimePicker2.Value.ToShortDateString & " & has been selected.", MsgBoxStyle.OkOnly,
"Invalid Selection")
DateTimePicker2.Focus()
End If
End Sub
Private Sub DateTimePicker2_Validating(sender As Object, e As
System.ComponentModel.CancelEventArgs) Handles DateTimePicker2.Validating
If DateTimePicker2.Value.Year >= 2016 Then
MessageBox.Show(" Class Should Start Date Should Not Reach These Years")
e.Cancel = True
ElseIf DateTimePicker2.Value.Month = vbFirstJan1 And DateTimePicker2.Value.Year =
2014 Then
MessageBox.Show("This Days Already Past")
End If
End Sub
Private Sub RichTextBox1_KeyPress(sender As Object, e As KeyPressEventArgs) Handles
RichTextBox1.KeyPress
If RichTextBox1.MaxLength >= 50 Then
ToolTip1.Show("The Maximum Length is 50 words", sender, 1000)
End If
End Sub
Private Sub ToolStripButton1_Click(sender As Object, e As EventArgs) Handles
ClassManagement.Show()
ClassManagement.Label4.Text = Secretery_Page.Label15.Text
ClassManagement.LinkLabel1.Text = " Your ID." & Login_Page.Label9.Text & ""
End Sub

Private Sub DateTimePicker1_Leave(sender As Object, e As EventArgs) Handles

DateTimePicker1.Leave

192
 If (DateTimePicker1.Value.DayOfWeek = DayOfWeek.Saturday) Or
(DateTimePicker1.Value.DayOfWeek = DayOfWeek.Sunday) Then
MsgBox("You Cannot Select Week Ends.The Following Monday," &
DateTimePicker2.Value.ToShortDateString & " & has been selected.", MsgBoxStyle.OkOnly,
"Invalid Selection")
DateTimePicker1.Focus()
End If
End Sub

Private Sub DateTimePicker1_Validating(sender As Object, e As

System.ComponentModel.CancelEventArgs) Handles DateTimePicker1.Validating
‘Datetimeppicker validation to disallow furture date.
If DateTimePicker1.Value.Year <= 2014 Then
MessageBox.Show(" Your ARE Not Allowed To Select Feauture Date")
e.Cancel = True
DateTimePicker1.Focus()
ElseIf DateTimePicker1.Value.Year = 2015 Then
MessageBox.Show("Class End Date Is to Short")
DateTimePicker1.Focus()
End If
End Sub
Figure6. 9: Source Code for creating Class
i. Description for Adding Class GUI and Source code

Table5. 9:Description for Adding Class GUI and Source code

Function: Register New Student

Priority High
Actor Secretery
Solution • Manual process
• Lack of Simplicity
• Duplication of data
• Lack of Security
Description of the In the adding new class GUI, the GUI is design to add new class which is
GUI provided with certain information which is needed for the user to fill, the
information to fill include the Class id ,the class type, the class start date
and end date and the class description.

193
Description of the In the add new class code first the import files in the header then the code
Source Code that follows describe the textbox validations which will restrict the user
from entering wrong information, follows by the method that will prevent
from inserting duplicate data in to the database and then after the checking,
then the code for inserting the class details into the database where it will
check if that particular class exist then exception will be thrown else
execute the query for the insert.

6.4.4 Graphical User Interface for Updating Student Marks

Update for Particular

Student

Figure6. 10:GUI for Updating Student Marks

194
 Visual basic Source Code for Updating Student Marks GUI
Imports System.Data.SqlClient
Imports System.IO
Imports System.Text.RegularExpressions
Public Class MarkEntry
Dim sCommand As SqlCommand
Dim sAdapter As SqlDataAdapter
Dim sBuilder As SqlCommandBuilder
Dim sDs As DataSet
Dim sTable As DataTable
Dim query, query1 As SqlCommand
Dim id As SqlDataReader
Public cn As SqlConnection = New SqlConnection("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
Dim total, average, all_average As Double
Dim grade, status As String

Private Sub MarkEntry_Load(sender As Object, e As EventArgs) Handles MyBase.Load

Me.StartPosition = FormStartPosition.CenterScreen

DataGridView2.ForeColor = Color.Black
Label4.Text = Today

Dim update As New DataGridViewButtonColumn()

DataGridView1.Columns.Add(update)
update.HeaderText = "Update Marks"
update.Text = "Update"
update.Name = "Column6"
update.Width = 90
update.UseColumnTextForButtonValue = True
Try
To add Classes In Combobox
ComboBox1.Items.Clear()
Dim str1 As String = ("select distinct(Class_Code) from Class_Subject")
query = New SqlCommand(str1, cn)
cn.Open()
Dim ds As New SqlDataAdapter(str1, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox1.Items.Add(da("Class_Code"))
ComboBox3.Items.Add(da("Class_Code"))
End While
cn.Close()
Catch ex As Exception
MessageBox.Show(ex.Message)
ComboBox1.Focus()
cn.Close()
End Try
cn.Close()
Try
'TO add classes in a combobox
ComboBox3.Items.Clear()
Dim str2 As String = ("select distinct(Class_Code) from Class_Subject")
query = New SqlCommand(str2, cn)
cn.Open()

195
 Dim ds As New SqlDataAdapter(str2, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox3.Items.Add(da("Class_Code"))
End While
cn.Close()
Catch ex As Exception
MessageBox.Show(ex.Message)
ComboBox3.Focus()
cn.Close()
End Try
cn.Close()

Try
'TO DISPLAYED Term
ComboBox6.Items.Clear()
Dim str3 As String = ("select distinct(TermID) from TermSection_1")
query = New SqlCommand(str3, cn)
cn.Open()
Dim ds As New SqlDataAdapter(str3, cn)
Dim da As SqlDataReader
da = query.ExecuteReader To check if the
While da.Read()
ComboBox6.Items.Add(da("TermID")) teacher has access
End While with the subject if not
cn.Close()
Catch ex As Exception error message will be
MessageBox.Show(ex.Message) shown
ComboBox6.Focus()
cn.Close() Else display the
End Try
cn.Close() student list under
that subject
End Sub
DataGridView1.Rows.Clear()
If ComboBox2.SelectedItem <> Teacher__Page.Label22.Text Then
MsgBox("You Don't Have Access To This Subject")
ComboBox2.Focus()
Else
Try

DataGridView1.Rows.Clear()
‘view student that study the selected subject
Dim j As Integer
query = New SqlCommand("Select * From StudentSubjectRegistertaion where
Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text & "' and
Subject1= '" & ComboBox2.SelectedItem & "' or Subject2= '" & ComboBox2.SelectedItem &
"'or Subject3= '" & ComboBox2.SelectedItem & "'or Subject4= '" & ComboBox2.SelectedItem &
"'or Subject5= '" & ComboBox2.SelectedItem & "'")
query.Connection = cn
cn.Open()
id = query.ExecuteReader
Do While id.Read
DataGridView1.RowCount = DataGridView1.RowCount + 1
j = j + 1
Loop
cn.Close()

196
 j = 0
query = New SqlCommand("Select * From StudentSubjectRegistertaion where
Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text & "' and
Subject1= '" & ComboBox2.SelectedItem & "' or Subject2= '" & ComboBox2.SelectedItem &
"'or Subject3= '" & ComboBox2.SelectedItem & "'or Subject4= '" & ComboBox2.SelectedItem &
"'or Subject5= '" & ComboBox2.SelectedItem & "'")
query.Connection = cn
cn.Open()
id = query.ExecuteReader
Do While id.Read()
DataGridView1.Item(0, j).Value = id.Item("Student_RegNo")
DataGridView1.Item(1, j).Value = id.Item("ID_Number")
DataGridView1.Item(2, j).Value = id.Item("FirstName")
DataGridView1.Item(3, j).Value = Trim(ComboBox2.SelectedItem)
If ComboBox2.Text = id.Item("Subject1") Then
DataGridView1.Item(4, j).Value = id.Item("Subject1_Emark")
DataGridView1.Item(5, j).Value = id.Item("Subject1_Tmark")
ElseIf ComboBox2.Text = id.Item("Subject2") Then
DataGridView1.Item(4, j).Value = id.Item("Subject2_Emark")
DataGridView1.Item(5, j).Value = id.Item("Subject2_Tmark")
ElseIf ComboBox2.Text = id.Item("Subject3") Then
DataGridView1.Item(4, j).Value = id.Item("Subject3_Emark")
DataGridView1.Item(5, j).Value = id.Item("Subject3_Tmark")
ElseIf ComboBox2.Text = id.Item("Subject4") Then
DataGridView1.Item(4, j).Value = id.Item("Subject4_Emark")
DataGridView1.Item(5, j).Value = id.Item("Subject4_Tmark")
ElseIf ComboBox2.Text = id.Item("Subject5") Then
DataGridView1.Item(4, j).Value = id.Item("Subject5_Emark")
DataGridView1.Item(5, j).Value = id.Item("Subject5_Tmark")
End If

j = j + 1
Loop
Catch ex As Exception
MessageBox.Show(ex.Message)
End Try
cn.Close()
End If
End Sub
Private Sub ComboBox1_SelectedIndexChanged(sender As Object, e As EventArgs) Handles
ComboBox1.SelectedIndexChanged
'TO DISPLAYED Subjects (FROM DATABASE)
ComboBox2.Items.Clear()

Try
Dim str1 As String = ("select * from Class_Subject where Class_Code ='" &
ComboBox1.SelectedItem & "'")
query = New SqlCommand(str1, cn)
cn.Open()
Dim ds As New SqlDataAdapter(str1, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox2.Items.Add(Trim(da("Subject1")))
ComboBox2.Items.Add(Trim(da("Subject2")))
ComboBox2.Items.Add(Trim(da("Subject3")))
ComboBox2.Items.Add(Trim(da("Subject4")))

197
 ComboBox2.Items.Add(Trim(da("Subject5")))
End While
cn.Close()
Catch ex As Exception
MessageBox.Show(ex.Message)
cn.Close()
End Try

End Sub
Private Sub DataGridView1_CellContentClick(sender As Object, e As
DataGridViewCellEventArgs) Handles DataGridView1.CellContentClick
'Display Marks in the update mark page
Update_Marks.TextBox1.Text = DataGridView1.Item(0, e.RowIndex).Value
Update_Marks.TextBox2.Text = DataGridView1.Item(1, e.RowIndex).Value
Update_Marks.TextBox3.Text = DataGridView1.Item(2, e.RowIndex).Value
Update_Marks.TextBox4.Text = DataGridView1.Item(3, e.RowIndex).Value
Update_Marks.TextBox5.Text = DataGridView1.Item(4, e.RowIndex).Value
Update_Marks.TextBox6.Text = DataGridView1.Item(5, e.RowIndex).Value
Update_Marks.Show()
Update_Marks.Focus()
End Sub

Private Sub Button2_Click(sender As Object, e As EventArgs) Handles Button2.Click

If ComboBox1.Text = "" Then
MessageBox.Show(" Please Select Class Code")
ComboBox1.Focus()
ElseIf ComboBox2.Text = "" Then
MessageBox.Show("Select Subject")
ElseIf ComboBox6.Text = "" Then
MessageBox.Show(" TermID is Required")

Else
Try
Dim i As Integer = 0
For x As Integer = 0 To DataGridView1.Rows.Count - 1

If DataGridView1.Rows(i).Cells(2).Value <> "" Or

DataGridView1.Rows(i).Cells(3).Value <> "" Or DataGridView1.Rows(i).Cells(4).Value <> ""
Then

total = CDbl(DataGridView1.Rows(i).Cells(4).Value) +
CDbl(DataGridView1.Rows(i).Cells(5).Value)
‘Calculate Marks
average = total / 2
If average > 69 Then
grade = "A"
ElseIf average > 39 Then
grade = "B"
ElseIf average < 39 Then

198
 grade = "C"
End If
query = New SqlCommand("Select * From StudentSubjectRegistertaion
where Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text & "'
and Subject1= '" & ComboBox2.SelectedItem & "' or Subject2= '" & ComboBox2.SelectedItem &
"'or Subject3= '" & ComboBox2.SelectedItem & "'or Subject4= '" & ComboBox2.SelectedItem &
"'or Subject5= '" & ComboBox2.SelectedItem & "'")
cn.Open()
Dim dr As SqlDataReader
query.Connection = cn
dr = query.ExecuteReader
dr.Read()
Dim ave1, ave2, ave3, ave4, ave5 As Double

If IsDBNull(dr.Item("Average1")) Then
ave1 = 0
Else
ave1 = dr.Item("Average1")
End If
If IsDBNull(dr.Item("Average2")) Then
ave2 = 0
Else
To read ave2 = dr.Item("Average2")
End If
the Total
If IsDBNull(dr.Item("Average3")) Then
Average ave3 = 0
Else
ave3 = dr.Item("Average3")
End If
If IsDBNull(dr.Item("Average4")) Then
ave4 = 0
Else
ave4 = dr.Item("Average4")
End If
If IsDBNull(dr.Item("Average5")) Then
ave5 = 0
Else
ave5 = dr.Item("Average5")
End If

all_average = (ave1 + ave2 + ave3 + ave4 + ave5) / 5

If all_average > 39 Then

status = "Pass"
Else
status = "Fail"
End If

If ComboBox2.SelectedItem = dr.Item("subject1") Then

cn.Close()
query1 = New SqlCommand("update StudentSubjectRegistertaion
set subject1_Emark = " & DataGridView1.Rows(i).Cells(4).Value & ", subject1_Tmark = " &
DataGridView1.Rows(i).Cells(5).Value & ", Total1 = " & total & ", Average1 = " & average
& ", Grade1 = '" & grade & "', All_average = " & all_average & ", Status = '" & status &
"' where Class_Code ='" & ComboBox1.Text & "'and TermID = '" & ComboBox6.Text & "'and
Student_RegNo = '" & DataGridView1.Rows(i).Cells(0).Value & "' ")
ElseIf ComboBox2.SelectedItem = dr.Item("Subject2") Then

199
 cn.Close()
query1 = New SqlCommand("update StudentSubjectRegistertaion
set subject2_Emark = " & DataGridView1.Rows(i).Cells(4).Value & ", subject2_Tmark = " &
DataGridView1.Rows(i).Cells(5).Value & " ,Total2 = " & total & ", Average2 = " & average
& ", Grade2 = '" & grade & "', All_average = " & all_average & ", Status = '" & status &
"' where Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text &
"'and Student_RegNo = '" & DataGridView1.Rows(i).Cells(0).Value & "' ")
ElseIf ComboBox2.SelectedItem = dr.Item("Subject3") Then
cn.Close()
query1 = New SqlCommand("update StudentSubjectRegistertaion
set subject3_Emark = " & DataGridView1.Rows(i).Cells(4).Value & ", subject3_Tmark = " &
DataGridView1.Rows(i).Cells(5).Value & " ,Total3 = " & total & ", Average3 = " & average
& ", Grade3 = '" & grade & "', All_average = " & all_average & ", Status = '" & status &
"' where Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text &
"'and Student_RegNo = '" & DataGridView1.Rows(i).Cells(0).Value & "' ")

ElseIf ComboBox2.SelectedItem = dr.Item("Subject4") Then

cn.Close()
query1 = New SqlCommand("update StudentSubjectRegistertaion
set subject4_Emark = " & DataGridView1.Rows(i).Cells(4).Value & ", subject4_Tmark = " &
DataGridView1.Rows(i).Cells(5).Value & " ,Total4 = " & total & ", Average4 = " & average
& ", Grade4 = '" & grade & "', All_average = " & all_average & ", Status = '" & status &
"' where Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text &
"'and Student_RegNo = '" & DataGridView1.Rows(i).Cells(0).Value & "' ")
ElseIf ComboBox2.SelectedItem = dr.Item("Subject5") Then
cn.Close()
query1 = New SqlCommand("update StudentSubjectRegistertaion
set subject5_Emark = " & DataGridView1.Rows(i).Cells(4).Value & ", subject5_Tmark = " &
DataGridView1.Rows(i).Cells(5).Value & " ,Total5 = " & total & ", Average5 = " & average
& ", Grade5 = '" & grade & "' , All_average = " & all_average & ", Status = '" & status &
"' where Class_Code ='" & ComboBox1.SelectedItem & "' and TermID = '" & ComboBox6.Text &
"'and Student_RegNo = '" & DataGridView1.Rows(i).Cells(0).Value & "' ")
Else
MsgBox("Error")
cn.Close()
i = i + 1
End If
cn.Close()
cn.Open()
query1.Connection = cn
query1.ExecuteNonQuery()
cn.Close()
i = i + 1
Else
MessageBox.Show("Updated Successfully")
Exit Sub
End If
Next x

Catch ex As Exception
' MessageBox.Show(ex.Message)

cn.Close()
End Try
End If
MessageBox.Show("Update Successfully")
End Sub
Private Sub ToolStripButton1_Click(sender As Object, e As EventArgs) Handles

200
ToolStripButton1.Click
Dim x As Integer
x = MessageBox.Show("Do You Really Want To LogOut From This System", "Confirm Log
Out", MessageBoxButtons.YesNo)
If x = vbYes Then
MessageBox.Show(" Thank You Have A Nice Day", "Log Out Successfully")

Home.Show()
Me.Hide()
DataGridView1.Rows.Clear()
DataGridView2.Rows.Clear()
ComboBox1.Text = Nothing
ComboBox2.Text = Nothing
ComboBox6.Text = Nothing
ComboBox3.Text = Nothing
ComboBox4.Text = Nothing
ComboBox5.Text = Nothing

Else
MessageBox.Show(" Thank You ,You Are Not LogOut")
Teacher__Page.Show()
Me.Hide()
End If

End Sub
Private Sub ComboBox3_SelectedIndexChanged(sender As Object, e As EventArgs) Handles
ComboBox3.SelectedIndexChanged
ComboBox4.Items.Clear()
Try
Dim str1 As String = ("select * from Class_Subject where Class_Code ='" &
ComboBox3.SelectedItem & "'")
query = New SqlCommand(str1, cn)
cn.Open()
Dim ds As New SqlDataAdapter(str1, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox4.Items.Add(da("Subject1"))
ComboBox4.Items.Add(da("Subject2"))
ComboBox4.Items.Add(da("Subject3"))
ComboBox4.Items.Add(da("Subject4"))
ComboBox4.Items.Add(da("Subject5"))
End While
cn.Close()
Catch ex As Exception
MessageBox.Show(ex.Message)
cn.Close()
End Try
End Sub

Figure6. 11: Source Code for Updating Mark

201
 i. Description for Student Marks GUI

Table6. 6:Description For Updating Student Marks GUI

Function: Update Student /Add Marks

Priority High
Actor Teacher
Solution • Difficult to calculate the marks
• Security
• Loss of Data
• Lack of simplicity.
Description of the GUI The updating marks GUI allow the teacher to add/update student
marks, the subjects will be displayed based on the selected class
because each class has a maximum of 5 subjects, therefore the teacher
will select the subject he/she is teaching from the subject dropdown
box and the teacher can only select the subject he/she teach. The
students that take that subjects will be displayed in the datagridview
if the student already has the mark for that subject the marks will be
displayed. If the user wants to update mark for a particular student
he/she will click the update button next to the student mark column in
the grid view the next small GUI will be displayed where the teacher
can update mark for a single student.
Description of the From the above visual basic.net code for updating/adding student
Source Code marks the code is divided in to parts the after the import files and the
method declarations the first code is declaration of new button for
updating student marks in a data grid view which is declare as a
column in datagridview, the Update button will be adding
automatically when the number of rows increase. The code will
enable the teacher to update marks for single student if the button is
click the small window will be displayed.
The second part indicates the method to bind the Classes that are

202
 already added by the secretary to the drop down box. Based on the
selected class the next code will bind the subjects that are taken in
that particular class to other dropdown box and then the next code in
the second part is binding the list of the Terms into another drop
down box and allow the teacher to select for the subject he/she teach
by selecting the class, subject and term. The third part will bin the list
of the student that takes that particular subject. The last one is
calculating the marks and insert into database, there is a lot of
validations that will prevent user from entering wrong input.

6.4.5 Graphical User Interface for Assign Subject To Teacher

Figure6. 12: Graphical User Interface For Assigning Subject to Class

203
 Visual Basic Source Code for Assign Subject to Teacher
Imports System.Data.SqlClient
Public Class AssignTeacher_ToSubjectvb
Dim sDs As DataSet
Dim sTable As DataTable
Dim query As SqlCommand
Public cn As SqlConnection = New SqlConnection("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
Me.Class_SubjectTableAdapter.Fill(Me.UMYCKPROJECTDataSet9.Class_Subject)
Private Sub AssignTeacher_ToSubjectvb_Load(sender As Object, e As EventArgs) Handles
MyBase.Load
'TODO: This line of code loads data into the 'UMYCKPROJECTDataSet9.Class_Subject'
table. You can move, or remove it, as needed.
Label4.Text = Now

Me.ComboBox1.Focus()
ComboBox1.Items.Clear()
Dim id As String = ("select distinct (ID_Number) from All_Staffs Where Category
='" & Label3.Text & "'")
query = New SqlCommand(id, cn)
cn.Open()
Dim ud As New SqlDataAdapter(id, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox1.Items.Add(da("ID_Number"))
End While
cn.Close()

Me.ComboBox7.Focus()
ComboBox7.Items.Clear()
id = ("select Distinct(Class_Code) from Class_Subject")
query = New SqlCommand(id, cn)
cn.Open()
' Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox7.Items.Add(da("Class_Code"))
End While
cn.Close()
Me.ComboBox3.Focus()
ComboBox3.Items.Clear()
id = ("select distinct (SubjectID) from Subjects")
query = New SqlCommand(id, cn)
cn.Open()

da = query.ExecuteReader
While da.Read()
ComboBox3.Items.Add(da("SubjectID"))
End While
cn.Close()

Me.Class_SubjectTableAdapter.Fill(Me.UMYCKPROJECTDataSet9.Class_Subject)

Me.ComboBox2.Focus()
ComboBox2.Items.Clear()
id = ("select distinct (ID_Number) from TeacherSubject ")

204
 query = New SqlCommand(id, cn)
cn.Open()

da = query.ExecuteReader
While da.Read()
ComboBox2.Items.Add(da("ID_Number"))
End While
cn.Close()
Me.ComboBox6.Focus()
ComboBox6.Items.Clear()
id = ("select distinct (IndexID) from TeacherSubject ")
query = New SqlCommand(id, cn)
cn.Open()

da = query.ExecuteReader
While da.Read()
ComboBox6.Items.Add(da("IndexID"))
End While
cn.Close()

Me.ComboBox4.Focus()
ComboBox4.Items.Clear()
id = ("select distinct (ID_Number) from All_Staffs Where Category ='" &
Label21.Text & " '")
query = New SqlCommand(id, cn)
cn.Open()
da = query.ExecuteReader
While da.Read()
ComboBox4.Items.Add(da("ID_Number"))
End While
cn.Close()

Me.ComboBox5.Focus()
ComboBox5.Items.Clear()
id = ("select distinct (SubjectID) from Subjects")
query = New SqlCommand(id, cn)
cn.Open()

da = query.ExecuteReader
While da.Read()
ComboBox5.Items.Add(da("SubjectID"))
End While
cn.Close()

If ComboBox1.Text = "" Then

MessageBox.Show(" Please Select Teacher ID")
ComboBox1.Focus()

ElseIf TextBox1.Text = "" Then

MessageBox.Show("TeacherName Is Needed")
TextBox1.Focus()

ElseIf ComboBox3.Text = Nothing Then

MessageBox.Show("SubjectID IS Needed")
ComboBox3.Focus()

ElseIf TextBox2.Text = Nothing Then

205
 MessageBox.Show("Subject Name Is Needed")
TextBox2.Focus()
Else

query = New SqlCommand("Select count (*) from TeacherSubject where ID_Number

= '" & ComboBox1.SelectedItem & "' and SubjectID = '" & ComboBox3.SelectedItem & " '")
cn.Open()
query.Connection = cn
Dim s As Integer = CType(query.ExecuteScalar, String)
If s >= 1 Then
MessageBox.Show(" This Subject is Already Assign To this Teacher")
ComboBox2.Focus()

To check if the teacher is already assign

particular subject if is already assign
error message

'Check if class Already Assign to the teacher

Else : query = New SqlCommand("Select count (*) from TeacherSubject Where

ID_Number= '" & ComboBox1.SelectedItem & "' and Class_Code ='" & ComboBox7.Text & "'")

query.Connection = cn
Dim a As Integer = CType(query.ExecuteScalar, String)
If a >= 1 Then
MessageBox.Show(" This Class Already Assign To This Teacher ")
ComboBox7.Focus()
Else
query = New SqlCommand("select count (*) from TeacherSubject where
ID_Number = '" & ComboBox1.SelectedItem & "'")
query.Connection = cn
Dim x As Integer = CType(query.ExecuteScalar, String)
If x >= 1 Then
MessageBox.Show("A Teacher Can Only Take Maximum Of One Subjects")
ComboBox1.Text = Nothing
ComboBox1.Focus()

Else ' Try Dim y As DialogResult

y = MessageBox.Show("Do You Really Want To Assign This Subject To
This Teacher ", "Confirm", MessageBoxButtons.YesNo)
If y = vbYes Then

query = New SqlCommand("INSERT INTO TeacherSubject ( ID_Number,

FirstName, SubjectID, SubjectName) Values ( '" & ComboBox1.Text & "', '" & TextBox1.Text
& "','" & ComboBox3.Text & "', '" & TextBox2.Text & "')")

query.Connection = cn
query.ExecuteNonQuery()
MessageBox.Show(" Subject Successfully Assign ")
TextBox1.Clear()
ComboBox1.Text = Nothing
TextBox1.Clear()
ComboBox3.Text = Nothing
TextBox2.Clear()

206
 GroupBox4.Visible = False

Secretery_Page.Show()
Me.Hide()
Else
MessageBox.Show(" Not Assign")
TextBox1.Clear()
ComboBox1.Text = Nothing
TextBox1.Text = Nothing
ComboBox3.Text = Nothing
TextBox2.Clear()
ComboBox1.Text = Nothing

End If

End If
End If
End If
cn.Close()
End Sub
' View Assing Teachers
Dim connectionString As String = ("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
DataGridView1.Visible = True

Dim sql As String = "SELECT * FROM TeacherSubject"

Dim connection As New SqlConnection(connectionString)

connection.Open()
sCommand = New SqlCommand(sql, connection)

sAdapter = New SqlDataAdapter(sCommand)

sBuilder = New SqlCommandBuilder(sAdapter)

sDs = New DataSet()

sAdapter.Fill(sDs, "TeacherSubject")

sTable = sDs.Tables("TeacherSubject")

connection.Close()
DataGridView1.DataSource = sDs.Tables("TeacherSubject")

DataGridView1.ReadOnly = True

Button8.Enabled = True

DataGridView1.SelectionMode = DataGridViewSelectionMode.FullRowSelect

End Sub
Figure6. 13:Source code for assigning Teacher to class

207
 i. Description of Assign Subject/Class to Teacher GUI and Source Code

Table6. 7: Assign Teacher to Subject

Function: Assign Subject To Teacher

Priority High
Actor Secretary
Solution • Manual process
• Lack of Simplicity
• Lack of Security
Description of the In the assigning subject to teacher GUI, the GUI is design to assign
GUI subject/Class to a teacher which is provided with information to choose the
class that the secretary wants to assign that particular teacher to, and
information that is needed for the secretary to select the teacher id and the
subject that he/she wants to assign for the user then click on the ok button
if the name of subject and the teacher name displayed then click on assign
Button. The list of the subjects are list in the ComboBox best on the
selected class .
Description of the In the above visual basic code for assigning teacher to Class/subject, the
Source Code first code is the import files that will be used and the second code in the
form load describes binding the class code, the Teacher ID. The third part
of the code describes the field validations and the third part of the code is
checking if the teacher is already assign to that Class/ subject if .if the
teacher is already assign to a particular subject an error message will be
displayed and the fifth code will check if the teacher is already assign a
subject then error message and the last code is describing the query the
other code will check if that teacher is Already assign to that particular
Class. statement that is used to insert the teacher/subject in to the database.

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6.4.6 Graphical User Interface for Managing Timetable
(Update/Delete/View/Print Timetable)

Figure6. 14: GUI for Manage Timetable

Visual Basic Source Code for Managing Timetable GUI

mports System.Data.SqlClient
Imports System.Drawing
Imports System.Text.RegularExpressions
Imports System.Windows.Forms.Control
Public Class ManageTimeTable
Dim query As SqlCommand
Public cn As SqlConnection = New SqlConnection("Data Source=(Local);Initial
Catalog=UMYCKPROJECT;Integrated Security=True")
Private Sub ManageTimeTable_Load(sender As Object, e As EventArgs) Handles
MyBase.Load
Me.StartPosition = FormStartPosition.CenterScreen
AddHandler PrintDocument1.PrintPage, AddressOf Me.printDocument1_PrintPage
' Specify a PrintDocument instance for the PrintPreviewDialog component.

'TabControl1.DefaultBackColor = Color.AntiqueWhite
Me.PrintPreviewDialog1.Document = Me.PrintDocument1

ComboBox26.Items.Clear()
Dim id As String = ("select distinct (Class_Code) from Class_Subject")

209
 query = New SqlCommand(id, cn)
cn.Open()
Dim ud As New SqlDataAdapter(id, cn)
Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox26.Items.Add(da("Class_Code"))
End While
cn.Close()

ComboBox27.Items.Clear()
id = ("select distinct (TimeTableID) from TimeTable")
query = New SqlCommand(id, cn)
cn.Open()
' Dim ud As New SqlDataAdapter(id, cn)
'Dim da As SqlDataReader
da = query.ExecuteReader
While da.Read()
ComboBox27.Items.Add(da("TimeTableID"))
End While
cn.Close()

query = New SqlCommand(" Select * from Class_Subject")

Dim d As SqlDataReader
cn.Open()
query.Connection = cn
d = query.ExecuteReader
d.Read()
Combobox28.Text = d.Item("TermID")
cn.Close()
End Sub
Private Sub printDocument1_PrintPage(ByVal sender As Object, ByVal e As
System.Drawing.Printing.PrintPageEventArgs)
' Specify what to print and how to print in this event handler.
' The follow code specify a string and a rectangle to be print
Dim f As Font = New Font("TimesNewRoman", 8)
Dim s As Font = New Font("TimesNewRoman", 20)
Dim br As SolidBrush = New SolidBrush(Color.Black)
Dim p As Pen = New Pen(Color.Black)

e.Graphics.DrawString("UMARU MUSA YAR'ADUA TIME TABLE ", s, br, 160, 50)

e.Graphics.DrawString(" Class :", f, br, 50, 200)
e.Graphics.DrawString(" " & ComboBox26.Text & " ", f, br, 140, 200)

e.Graphics.DrawString(" Term :", f, br, 670, 200)

e.Graphics.DrawString(" " & TextBox1.Text & " ", f, br, 750, 200)

e.Graphics.DrawString("TimeTable_Code:", f, br, 660, 130)

e.Graphics.DrawString(" " & ComboBox27.Text & " ", f, br, 750, 200)

e.Graphics.DrawString(" Days ", f, br, 50, 250)

e.Graphics.DrawString("First Period ", f, br, 140, 250)
e.Graphics.DrawString("Second Period", f, br, 230, 250)
e.Graphics.DrawString(" Third Period", f, br, 320, 250)
e.Graphics.DrawString(" Fourth Period", f, br, 410, 250)
e.Graphics.DrawString(" Last Period", f, br, 500, 250)

e.Graphics.DrawString(" Monday ", f, br, 50, 300)

210
 e.Graphics.DrawString(" " & ComboBox1.Text & " ", f, br, 140, 300)
e.Graphics.DrawString(" " & ComboBox2.Text & " ", f, br, 230, 300)
e.Graphics.DrawString(" " & ComboBox3.Text & " ", f, br, 320, 300)
e.Graphics.DrawString(" " & ComboBox4.Text & " ", f, br, 410, 300)
e.Graphics.DrawString(" " & ComboBox5.Text & " ", f, br, 500, 300)
e.Graphics.DrawString(" Tuesday ", f, br, 50, 350)
e.Graphics.DrawString(" " & ComboBox6.Text & " ", f, br, 140, 350)
e.Graphics.DrawString(" " & ComboBox7.Text & " ", f, br, 320, 350)
e.Graphics.DrawString(" " & ComboBox8.Text & " ", f, br, 320, 350)
e.Graphics.DrawString(" " & ComboBox9.Text & " ", f, br, 410, 350)
e.Graphics.DrawString(" " & ComboBox10.Text & " ", f, br, 500, 350)
e.Graphics.DrawString(" Wednesday ", f, br, 50, 400)
e.Graphics.DrawString(" " & ComboBox11.Text & " ", f, br, 140, 500)
e.Graphics.DrawString(" " & ComboBox12.Text & " ", f, br, 230, 400)
e.Graphics.DrawString(" " & ComboBox13.Text & " ", f, br, 320, 400)
e.Graphics.DrawString(" " & ComboBox14.Text & " ", f, br, 410, 400)
e.Graphics.DrawString(" " & ComboBox15.Text & " ", f, br, 500, 400)

e.Graphics.DrawString(" Thursday ", f, br, 50, 450)

e.Graphics.DrawString(" " & ComboBox16.Text & " ", f, br, 140, 450)
e.Graphics.DrawString(" " & ComboBox17.Text & " ", f, br, 230, 450)
e.Graphics.DrawString(" " & ComboBox18.Text & " ", f, br, 320, 450)
e.Graphics.DrawString(" " & ComboBox19.Text & " ", f, br, 410, 450)
e.Graphics.DrawString(" " & ComboBox20.Text & " ", f, br, 499, 469)

e.Graphics.DrawString(" Friday ", f, br, 50, 500)

e.Graphics.DrawString(" " & ComboBox21.Text & " ", f, br, 140, 500)
e.Graphics.DrawString(" " & ComboBox22.Text & " ", f, br, 230, 500)
e.Graphics.DrawString(" " & ComboBox23.Text & " ", f, br, 320, 500)
e.Graphics.DrawString(" " & ComboBox24.Text & " ", f, br, 410, 500)
e.Graphics.DrawString(" " & ComboBox25.Text & " ", f, br, 500, 500)

Dim wt As Integer = 900

Dim ht As Integer = 320
Dim l As Pen Code for Drawing Line
l = New Pen(Color.Green, 0.025F) Border

e.Graphics.DrawRectangle(l, 40.0F, 290.5F, wt, ht) ' border of the table

e.Graphics.DrawRectangle(l, 140.0F, 290.5F, wt, ht) ' border of the table
e.Graphics.DrawRectangle(l, 230.0F, 290.5F, wt, ht) ' border of the table
e.Graphics.DrawRectangle(l, 320.0F, 290.5F, wt, ht) ' border of the table
e.Graphics.DrawRectangle(l, 410.0F, 290.5F, wt, ht) ' border of the table
e.Graphics.DrawRectangle(l, 500.0F, 290.5F, wt, ht) ' border of the table

e.Graphics.DrawRectangle(l, 40.0F, 340.5F, wt, 200) ' border of the table

e.Graphics.DrawRectangle(l, 40.0F, 390.5F, wt, 150) ' border of the table
e.Graphics.DrawRectangle(l, 40.0F, 440.5F, wt, 100) ' border of the table
e.Graphics.DrawRectangle(l, 40.0F, 490.5F, wt, 50) ' border of the table
e.Graphics.DrawRectangle(l, 40.0F, 540.5F, wt, 0) ' border of the table

End Sub

211
 Private Sub Button2_Click(sender As Object, e As EventArgs) Handles Button2.Click
Me.PrintPreviewDialog1.ShowDialog()
End Sub

Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Button1.Click

If PrintDialog1.ShowDialog() = DialogResult.OK Then
PrintDocument1.Print()
End If
End Sub
Private Sub Button5_Click(sender As Object, e As EventArgs) Handles Button5.Click
If ComboBox26.Text = "" Then
MessageBox.Show(" Please Select Class code")
ComboBox1.Focus()

ElseIf TextBox1.Text = "" Then

MessageBox.Show(" TermID is Needed")
TextBox1.Focus()
Else
Try

cn.Open()
query = New SqlCommand(" Select * from TimeTable where Class_Code = '" &
ComboBox26.Text & "' and TermID='" & TextBox1.Text & "'", cn)
Dim d As SqlDataReader

query.Connection = cn
d = query.ExecuteReader
d.Read()
‘READING TIMETABLE DETAILS FROM THE DATABASE
ComboBox1.Text = d.Item("M1")
ComboBox2.Text = d.Item("M2")
ComboBox3.Text = d.Item("M3")
ComboBox4.Text = d.Item("M4")
ComboBox5.Text = d.Item("M5")
ComboBox6.Text = d.Item("T1")
ComboBox7.Text = d.Item("T2")
ComboBox8.Text = d.Item("T3")
ComboBox9.Text = d.Item("T4")
ComboBox10.Text = d.Item("T5")
ComboBox11.Text = d.Item("W1")
ComboBox12.Text = d.Item("W2")
ComboBox13.Text = d.Item("W3")
ComboBox14.Text = d.Item("W4")
ComboBox15.Text = d.Item("W5")
ComboBox16.Text = d.Item("Th1")
ComboBox17.Text = d.Item("Th2")
ComboBox18.Text = d.Item("Th3")
ComboBox19.Text = d.Item("Th4")
ComboBox20.Text = d.Item("Th5")
ComboBox21.Text = d.Item("F1")
ComboBox22.Text = d.Item("F2")
ComboBox23.Text = d.Item("F3")
ComboBox24.Text = d.Item("F4")
ComboBox25.Text = d.Item("F5")
cn.Close()

Catch ex As Exception
MessageBox.Show("This Time Table Does Not Exist")

212
 ComboBox27.Focus()
ComboBox27.SelectAll()

End Try
End If
End Sub

Private Sub ToolStripButton2_Click(sender As Object, e As EventArgs) Handles

ToolStripButton2.Click
Dim x As Integer

x = MessageBox.Show("Do You Really Want To LogOut From This System", "Confirm Log
Out", MessageBoxButtons.YesNo)
If x = vbYes Then
MessageBox.Show(" Thank You Have A Nice Day", "Log Out Successfully")
Home.Show()
Me.Hide()
Button3_Click(sender, e)

Else
MessageBox.Show(" Thank You ,You Are Not LogOut")
Secretery_Page.Show()

Me.Hide()
TextBox1.Text = ""
Button3_Click(sender, e)
End If

End Sub

Private Sub ComboBox27_SelectedIndexChanged(sender As Object, e As EventArgs) Handles

ComboBox27.SelectedIndexChanged

End Sub

Private Sub Button6_Click(sender As Object, e As EventArgs) Handles Button6.Click

If ComboBox27.Text = Nothing Then
MsgBox("Please Select TimeTable")
Else

' Try

Dim x As DialogResult
x = MessageBox.Show("Do You really Want to Delete This TimeTable,Note, That
it will be Deleted Permanently ", "confirm Delete", MessageBoxButtons.YesNo)
If x = vbYes Then
cn.Open()

query.Connection = cn
query = New SqlCommand("delete from TimeTable where TimeTableID='" &
ComboBox27.Text & "'", cn)
query.ExecuteNonQuery()
MsgBox(" TimeTable Deleted sucessfully")
Button3_Click(sender, e)
Dim p As DialogResult
p = MessageBox.Show(" Do You Want To Exit", " Confirm",
MessageBoxButtons.YesNo)
If x = vbYes Then

213
 Secretery_Page.Show()
Me.Hide()
Else
ComboBox26.Focus()

End If
End If
End If
cn.Close()
End Sub
Private Sub ToolStripButton1_Click(sender As Object, e As EventArgs) Handles
ToolStripButton1.Click
CreateTimeTable.Show()
Me.Hide()

End Sub
Figure6. 15: Source Code For Managing time table
i. Description for Managing Timetable GUI

Table6. 8:Managing Timetable Source Code Description

Function: Assign Subject To Teacher

Priority High
Actor Secretary
Solution • Manual process
• Lack of Simplicity
• Interaction
Description of the In the above GUI for managing time table, is design to update, delete, view
GUI and print time table. First a field for the class code and term is provided in
the page in order for the secretary to choose which class time table he she
want to manage ,more over there are various button that can perform
different action which include the update, which perform the update, the
preview button for print preview the cancel button and the print.Morever in
the GUI the list of the periods and the timings are constant what only
changes is the body of the time Table, secretary can select the subjects
from the drop down list. For deletion of the time table a drop down list is
provided at the button of the page where the secretary if click on the
button delete the time table will be deleted permanently.

214
Description of the In the above visual basic code for managing time table, the first code is the
Source Code import files that will be used and the second code in the form load
describes binding the class code, the Term and Timetable, and the second
part of the code is describing the lines drawing and line specifications for
printing the time table and third part of the code is reading the time table
details from the time table in the data base before reading the details there
is code that will check if the time table id and the class code exist in the
database if not exist it will throw an exception.

6.5 Database Implementation

The database is the backend tool that stores the entire information for the system, as is stated
earlier the database used is Microsoft SQL server management studio 2008 where different
tables are created to help the author in storing all necessary information about the system.
Therefore there are different relationships that relate the tables which will be shown in the figure
6.12 below:

215
 Classes *
Class_Code
Class_Type Subjects *
SubjectID
ClassLevel
SubjectName
StartDate
SubjectType
EndDate
Hours
ClassDescription
Year

All_Staffs *
TeacherSubject * ID_Number
IndexID
FirstName
ID_Number
TimeTable FirstName
LastName
TimeTableID ContactNumber
SubjectID
Class_Code EmailAddress
SubjectName
TermID Nationality
Class_Code
M1 Gender
M2 DateofBirth
M3 Age
M4 Address
M5 Qualifcation
T1 Salary
T2 Department
T3 Category
StudentSubjectRegistertaion T4 Image
Student_RegNo
T5 Status
Class_Code
W1 ImagePath
ClassLevel
W2
ID_Number
W3
FirstName
W4 Class_Subject
TermID Class_Code
W5
Subject1 TermID
Th1
Subject1_Emark Date
Th2
Subject1_Tmark Subject1
Th3
Total1
Th4 Subject2 USERS
Average1 Subject3 ID_Number
Th5
Grade1 Subject4 UserName
F1
Subject2 Subject5 Password
F2
Subject2_Emark Email
F3
Subject2_Tmark UserType
F4
Total2
F5
Average2
Grade2 TermSection_1
Subject3 TermID
Subject3_Emark Term
Subject3_Tmark
Students_Reg
Status
ID_Number
Total3
First_Name
Average3
Last_Name
Grade3
Gender
Subject4
Birthday
Subject4_Emark
Age
Subject4_Tmark
State
Total4
Address
Average4
Phone_Number
Grade4
Class
Subject5
[Level]
Subject5_Emark
JoinDate
Subject5_Tmark
NextOfKin
Total5
NextofKin_Contact
Average5
NextOFKIN_Email
Grade5
NextOfKin_Address
All_Average
Student_Picture
Status
Status
ImagePath

Figure6. 16 Database Implementation

216
6.6 Summary

In this chapter, all the implementation tools for UMYCK management system are discussed in
details, where the author explains the implementation environment such as the hardware,
software requirement that will be used to implement the system, the architecture of the system
where the author analyses the two tier architecture as the system architecture. Moreover,
different usability factors that will make the system meet the usability standards that are related
to the system implementation are also discuss in this chapter which include the interface colour,
consistency, visibility etc.

Moreover, this chapter also include the description of the most important GUI of the system
which is related to the current problems of UMYCK management system together with the
description of the code used, the chapter also covered about the database implementation where
the author shows the database diagram. However, in the next chapter, the author will discuss
about testing of the system where various testing technique will be describe and shown with
detailed analysis and evidence that will show the system is well suited and accepted by its
clients.

217
 Chapter7
Testing
7.1 Introduction

After developing a software system the next thing that carried out by the programmers is to
verify, validate and check the application or the software system as well as detecting defects and
errors that are necessary needed to give more attention, this is known as the software system
testing. The testing is perform in order to make sure that the software system meet both business
and technical requirement and to make sure that the software is working perfectly. According to
Somerville, 2010 testing is a procedure for critical evaluation, a means of determining the
presence, quality, or truth of something, or software testing is a method of assessing the
functionality of a software program. On the hand, according Dennies and Wixom 2005, software
testing is conducted in order to provide the stakeholders with information about the quality of the
product or service under test.Therefore, the testing of UMYCK management system will be
conducted in this phase of development in order to detect unnecessary error before handling the
system to the end users.

The testing part is done on the implementation phase which was previously explain in the
implementation chapter and then after the implementation phase also, that is how the phases of
the chosen methodology is (Throwaway prototyping).There, different types of testing will be
carried out in this chapter which include the unit testing, acceptance testing, integration testing,
functional testing and regression testing which are classified under white box testing and black
box testing. However before commencement of the testing the developer needs to make a test
plan for the system which will be discuss next.

218
7.2 Test Plan

According to Dennies and Wixom 2005, testing plans begin with developing a test plan that
describes a sequence of tests to be conducted in order to access the quality of a system and to
ensure that the final system is free from errors. The reason of performing system testing is to
ensure that the system is functioning as expected and to verify and check all the validation of the
functional and non-functional requirements, the user’s requirements and the business
requirements as well.Howerver, this report describes the possibilitie,approaches,resources and
plan of projected test activities, each individual test will have a particular set of objectives that is
a specifying a specific set of test case accomplishes and the description of the expected test result
all this will be done to assure the quality of the system. The major type of testing that most of the
industries follow includes the following:

i. Black Box Testing

ii. White Box Testing

This sequence of testing plans are divided in to different part where some of the developer chose
to conduct all of the testing and some organization preferred to select few among the testing type
to conduct their testing. Therefore among the different types of the black box testing and the
white box testing, the author will chose the best three to conduct UMYCK management system
testing which includes the following:

• Unit Testing
• User Acceptance Testing
• Functional Testing.

219
7.2.1 Black Box Testing

Black box testing is a type of testing where by the internal structure or design or implementation
of the item being tested is not known to the tester. In short, the functional working of the system
is tested in this type of testing. On the other hand according S.Roger (2001), this test can be
functional or non-functional but more focus on the functional requirements. Black box testing
attempt to find errors in the following categories.

• In correct or missing functions.

• Interface errors.
• Errors in data structures or external database access.
• Behavior or performance errors.

See figure 7.1 where the author illustrate the process of Blackbox testing:

Figure7. 1: Blackbox Testing (www.SoftwareTestingSoftware.com)

i. Functional Testing

Functional testing is done by the development team to access if the functionality of the system
conform the stated initial and user requirements. This testing does not give priority to the internal
part instead it focuses on the output is as per requirements or not. In functional testing basically
the testing of the functions of component or system is done. It refers to activities that verify a
specific action or function of the code. Function test tends to answer the questions like” can the
user do this” or “does this particular feauture work”. Therefore, such kind of testing will be
carried out by the author, in this section in order to determine the achievement of UMYCK

220
management system functionalilties.The following table will describe the functional testing of
some of the functionalities of UMYCK management system.

Table7. 1: Functional Testing

Test Test Input Actual Result Expected Result Result

ID Description
1. Function Empty A red error message Display a message Pass
:Login Username field displayed beside the beside the field that is
Empty user name field or left empty “indicating
Actors: Password Field password field field Required in red
Teacher indicating that Colour and message
Secretary “Username Required, box will also be
Administrator Password Required” displayed “Enter You
and message box also Username Please”
Pre- will display “Enter
Condition: All You Username Example of
users Must Please” The error
have a login messages
account Display
created by the
system
administrator

Empty Red Error Message Red Error Message Pass

Username field displayed Username displayed Password
but password Required and Required and message
field not empty message box also box also displayed”
displaye”Enter Your
Username Please”

221
Test Test Input Actual Result Expected Result Result
ID Description

Empty
Username

Empty Red Error Message Red Error Message Pass

password field displayed Password displayed Password
Required and Required and message
message box also box also displaye”You
displaye”You Must Must enter Password”
enter Password”

Invalid Error message Error message display Pass

Username display “Please “Please check Your
And Password check Your login login details make sure
details make sure all all you login details are
you login details are correct if you forgot
correct if you forgot your password then
your password then contact the
contact the administrator
administrator”

222
Test Test Input Actual Result Expected Result Result
ID Description

Error message
invalid Login
Details

Invalid Error message Error message Pass

Username display
Invalid Error message Error message Pass
Password display
Correct The system shows System Will send user Pass
Username and welcome message to his/her main page
Correct and Redirect the user and the system will
password to his/her page show welcome
Welcome To umyck message “Welcome To
Management System umyck Management
login”At the top of System login”At the
the page the top of the page the
username of the user username of the user
that login. that login.

2. Function Empty fields A red error message” A red error message Pass
:Create Login (i.e. the user id Fields Are required will display” Fields
Account field, the “beside each field Are required “beside
username field, and error message each field and error
Actor: password field, box also will be message box also will
Administrator Confirm displayed.(“Please be displayed.(“Please
password field, Enter UserID) Enter UserID)

223
Test Test Input Actual Result Expected Result Result
ID Description
Pre- Email field,
Condition: UserType field
Administrator
must login to
the system and
only Users that
are registered
can have login
Account

An error message An error message will Pass

will display” displayed” Username
Try to enter Username must be Must be Characters
Numbers or characters only” only”
special
character in the
username field

Weak Password Error message will Error message will Pass

displays (“Password displays (“Password is
is weak, it should be weak, it should be like
lik @wifi11” @wifi11”

Strong Success message will Success message will Pass

Password display Password is display Password is
e.g.(@wifi11) strong strong
Focus on the next field

224
Test Test Input Actual Result Expected Result Result
ID Description
Confirm An error message An error message will Pass
Password will be display “ be display “ “Password
Password not “Password not same” not same”
same

This is
the
input

Confirm A success message A success message will Pass

Password will display display indicating
Password Same indicating “Password “Password Same
Same “Move to next “Move to next field.
field. And message And message
also will be displayed “Password same also
beside the confirm will be displayed
password field beside the confirm
password field. The
curse will focus on the
next field

Invalid Email An error message An error message Pass

Address displayed indicating displayed indicating “
“ Invalid Email Invalid Email Address”
Address”

Valid Email Nothing will show Nothing Will show Pass

Address Next field will focus next field will focus

225
Test Test Input Actual Result Expected Result Result
ID Description
All fields Are An error message An error message Pass
field Expect but displayed indicating displayed indicating
UserType not that “Please Select that “Please Select
Selected UserType To UserType To continue”
continue”

3 Function: Empty Student An error message An error message will Pass

Register New ID field and all will display “You display “You Must
Student fields not Must enter Student enter Student ID
Actor: empty” ID”
Administrator Pass

Preconditions-
Nil

Select Date of Error message Error message Pass

birth as current display“ Date of displayed” Date of
date example birth is not valid, birth is not valid, you
:2014,2015 you cannot select cannot select future
future date” date”
Pass

Select invalid Error message Error message display Pass

Date of birth display “Date of “Date of Birth Not
Birth Not Allowed, Allowed, Under Age
Under Age Student Student Age should not
Age should not be be Less than 9”
Less than 9”
Pass

Enter Characters Error message Error message display Pass

in phone number display “Phone “Phone number must
field number must be be digits, please enter
digits, please enter valid phone number”

226
Test Test Input Actual Result Expected Result Result
ID Description
valid phone
number”

Enter Exceeded Error message Error message displays Pass

phone number displays “Phone “Phone number should
number should not not be more than 12
be more than 12 digits”
digits”

Enter numbers in Error message Error message displays Pass

FirstName and displays “ Only “ Only Characters are
last name field Characters are allowed”
allowed”

Enter invalid Error message Error message displays Pass

Email displays “Email “Email Address not
Address not valid valid ,please enter
,please enter valid valid email address”
email address”

Select image Error message Error message displays Pass

that has invalid displays “Error “Error occurred please
file name occurred please select image only”
select image only”

227
Test Test Input Actual Result Expected Result Result
ID Description

Enter invalid Error message Error message displays Pass

student ID displays “ID “ID Number must have
format Number must have 6 Digits and First
6 Digits and First letters should be ST
letters should be ST ,Example:ST123456”
,Example:ST123456
”

All fields are Error message Error message displays Pass

field but picture displays “Please “Please add Student
field is empty. Add Student picture Picture ”
continue”

Enter All fields Successful message Successful message Pass

with valid details will be displayed will be displayed
and click on “Student “Student Successfully
login button Successfully registered” Do you
registered” Do you want to add another
want to add another student”
student”

228
Test Test Input Actual Result Expected Result Result
ID Description
4 Function: Not Select Error message Error message Pass
Assign Class_code, display “You display “You
Teacher to Select Teacher must select Class must Select
class ID click ok and Code” Class Code”
Actor: click assign Class Code list
Secretary menu focus

Post
Condition:
Secretary must
login into the
system before
performing this
function

Select Class Erro Message Erro Message Pass

Code, select display ”Teacher display ”Teacher
teacher that can only take can only take
alreaddy assign a maximum of 1 maximum of 1
subjectTeac her subject” subject”
ID and Subject
Name
Pass

Select class ID Message display Message display Pass

Teacherid “Do really want “Do really want
Subject Name to assign teacher to assign teacher
and Click and to class/subject” to class/subject”
ok and click on “Yes” “Yes”
assign

5. Function Search type not System will do System will not Pass
:View selected nothing show the list of
Students by the student

229
Test Test Input Actual Result Expected Result Result
ID Description
administrator
Actor
Administrator Select view System display System will not Pass
student by class nothing show any thing
Post And search
Condition: empty
Administrator
must login
with his/her
username and
password.
Select View Error message Error message Pass
student by class display “Please display “Please
search empty select Class select Class
and click view Code” Code”

Select view System display Display list of Pass

student by class list of student students under
and select class under the the selected
code “Eg: selected class search class.
Commerce and type
click view

6. Function Empty Error message Error message Pass

:Register Class_code field will display “ will display “
subject for And click ok Select Class Select Class
student bottom Code” Code”

Actor:
Secretery

Post
condition: Select class code System Display System Display Pass
and click OK subjects Under subjects Under

230
Test Test Input Actual Result Expected Result Result
ID Description
Secretary most button the selected the selected
login before Class Class
performing this
function

List of
subjects Empty Student Error message Error message Pass
under Details, class display “Enter display “Enter
CAT01 details are filled Student Student
Registration Registration
Number” Number”

All fields are Error message “ Error message “ Pass

filled but invalid Registration Registration
“Registration number is not number is not
Number” valid it should be valid it should be
and click Submit like “REG01” like “REG01”
but

All fields are Success Message Success Message Pass

filled correctly will be displayed will be displayed
then click submit “do you really “do you really
button want register this want register this
student” student”

231
Test Test Input Actual Result Expected Result Result
ID Description

7.2.2 White Box Testing

White box testing is sometimes called glass- box testing, is a software testing method in which
the internal structure design or implementation of the item being tested is known to the user
(S.Pressman, Roger, 2001).In this type of testing, developer make through verification on the
internal mechanism or component of the system unlike black box testing that deal with eternal
components. White box testing is contrasted with black box testing and is applicable to the
following testing.

• Unit Testing
• Integration Testing.

Therefore, in this section, the white box testing for the important functionalities of UMYCK
management system will be provided with detailed explanation. The figure below will shows the
structure of the white box testing:

Figure7. 2: WhiteBox Testing Structure (www.SoftwareTestingSoftware.com).

232
 i. White Box Testing For Adding Subject

Table7. 2: White box Testing Form Adding Subject

S/N Description Valid Input Invalid Input

Input Result Input Resu
lt
1. If TextBox1.Text = "" Then Textbox1= Subject Execute Textbox1= Exec
2. MessageBox.Show("Please
ID: CH01234 10-11 Subject ID: utes
Enter Subject ID")
TextBox1.Focus() CH01234 14
Textbox2= Already
3. ElseIf TextBox2.Text = "" SubjectName: Exist in the
Then
4. MessageBox.Show(" Please
Chemistry database
Enter Subject Name")
TextBox2.Focus() Combobox2.text Textbox
SubjectType: 2=
5. ComboBox2.SelectedItem = "" SubjectNam
Then
General
6. MessageBox.Show(" Please e:
Select Which Type of Subject Chemistry
You are adding")
ComboBox2.Focus() Combobox1
ElseIf
Combobox1.text
7. ComboBox1.SelectedItem = Hours: .text Hours:
Nothing Then 2hrs 2hrs
8. MessageBox.Show("Select Click Add Button
Hours For the Subjects") Click Add
ComboBox1.Focus()
Else Button
9. query = New Textbox1= Subject Execute Textbox1= 2
SqlCommand("select count (*) ID: CH01234 10-11 Subject ID:
from Subjects where Empty
SubjectName = '" &
TextBox2.Text & "'") Textbox2=
cn.Open() SubjectName: Textbox
query.Connection = cn Chemistry 2=
Dim y As Integer = SubjectNam
CType(query.ExecuteScalar,
String) Combobox2.text e:
If y >= 1 Then SubjectType: Empty
MessageBox.Show("Subject Name General
Already In the System") Combobox1
TextBox2.Focus()
Combobox1.text
Else Hours: .text Hours:
10. Try 2hrs 2hrs
Dim x As DialogResult Click Add Button
x = MessageBox.Show("Are Click Add
You Sure You Want to Add New
Subject", "Comfirm", Button
MessageBoxButtons.YesNo) Textbox1= Subject Execute Textbox1= 4
11. If x = vbYes Then ID: CH01234 10-11 Subject ID:
query = New SqlCommand("Insert CH01234

233
S/N Description Valid Input Invalid Input
into Subjects (SubjectID , Textbox2=
SubjectName, SubjectType,
SubjectName: Textbox
Hours,Year) Values ('" &
TextBox1.Text & "', '" & Chemistry 2=
TextBox2.Text & "', '" & SubjectNam
ComboBox2.Text & "','" & Combobox2.text e:Empty
ComboBox1.Text & "'," &
SubjectType: Combobox2
MaskedTextBox1.Text & " )")
query.Connection General .text
= cn Combobox1.text SubjectType
Hours: : General
query.ExecuteNonQuery()
2hrs
MessageBox.Show(" Subject Click Add Button Combobox1
Successfully Added") .text Hours:
2hrs
TextBox1.Clear()

TextBox2.Clear() Click Add

Button
ComboBox2.Text = Nothing Textbox1= Subject Execute Textbox1= 6
ComboBox1.Text = ""
ID: CH01234 10-11 Subject ID:
CH01234
MaskedTextBox1.Text = Textbox2=
Today.Year SubjectName: Textbox
12. Dim w As
DialogResult
Chemistry 2=
w = SubjectNam
MessageBox.Show(" Do You Want Combobox2.text e:Chemist
To add Another Subject ", SubjectType: ry
"Confirm",
MessageBoxButtons.YesNo)
General Combobox2
If w = vbYes Then Combobox1.text .text
Hours: SubjectType
TextBox1.Focus() 2hrs : Empty
Else
Me.Hide()
Click Add Button
Combobox1
Secretery_Page.Show() .text Hours:
End If
13. ElseIf x = vbNo Then :
MessageBox.Show(" Subject
Not Added") Click Add
End If Button
14. Catch ex As Exception Textbox1= Subject Execute Textbox1= 8
MessageBox.Show(" This Subject ID: CH01234 10-11 Subject ID:
Already Exist") CH01234
Textbox2=
TextBox1.Focus() SubjectName: Textbox
End Try
End If Chemistry 2=
End If SubjectNam
cn.Close() Combobox2.text e:Empty
SubjectType: Combobox2

234
S/N Description Valid Input Invalid Input
General .text
Combobox1.text SubjectType
Hours: : General
2hrs Combobox1
Click Add Button .text Hours:
Empty

Click Add
Button

235
Screen Short For the Code
Coding Screen Short For Adding Subject

Figure7. 3:3Screen Short for Add Subject White box Testing:

236
 ii. White Box Testing For Generating Report Card

Table7. 3: White Box Testing For Generating Report Card

S/N Description Valid Input Invalid Input

Input Result Input Resu
lt
1.Dim studentId As New 15-,18 Textbox2.T Exec
ReportParameter("studentId", Textbox2.Text = ext = utes
TextBox2.Text) Student ID: Student ID: 11,1
ST01225446
2.Dim TermID As New Not in the 2-13
ReportParameter("TermID",
ComboBox2.Text=
Term: 1stTerm
database
ComboBox2.Text)
3. Dim Class_Code As New
ReportParameter("Class_Code", ComboBox3.Text= ComboBox2.
ComboBox3.Text) Class Code : CAT01 Text= Term:
4. If TextBox2.Text = "" Then 1stTerm
5. MessageBox.Show(" Enter And click on
Student ID Number")
TextBox2.Focus()
Generate Report Card
ComboBox3.
6. ElseIf ComboBox2.Text = ""
Then Text= Class
7. MessageBox.Show("Plese Code :
Select Term") CAT01
ComboBox2.Focus()
And click on
8. ElseIf ComboBox3.Text = "" Generate
Then Report Card
9. MessageBox.Show("Please
Select Class Code")
ComboBox3.Focus() Textbox2.Text = 15-18 Textbox2.Te Exec
Else Student ID: xt = Student utes
cn.Open() ST01225446 ID: Empty 5,7,9
10. query = New ComboBox2.Text=
SqlCommand("Select Count (*)
Term: 1stTerm ComboBox2.
from
StudentSubjectRegistertaion Text= Term:
where ID_Number= '" & ComboBox3.Text= Empty
TextBox2.Text & "' and TermID Class Code : CAT01
= '" & ComboBox2.Text & "' and ComboBox3.
Class_Code= '" & ComboBox3.Text And click on Text= Class
& "'", cn) Generate Report Card Code : Empty
Dim cmd As SqlCommand = Nothing
11. Dim count As Integer count
= query.ExecuteScalar()
And click on
cn.Close() Generate
12. If count = 0 Then Report Card
13. MessageBox.Show(" This
Student Is Not Yet Registered

237
S/N Description Valid Input Invalid Input
Or Does Not Attend Exam")
TextBox2.Focus() Else
15. Try
Me.StudentSubjectRegistertai
onTableAdapter
.Fill(Me.Result.StudentSubjectR
egistertaion)
16. ReportViewer1.LocalReport.Se
tParameters(New
ReportParameter()
{studentId, TermID,
Class_Code})
17. Me.ReportViewer1.RefreshRepo
rt()
18. ex As Exception
MessageBox.Show(ex.ToString)
End Try
End If
End If
End Sub

Screen Short For the Code

Screen Short For Generating Report Card Coding

Figure7. 4: Coding Screen Short for Report card

238
7.2.3 User Acceptance Testing

User Acceptance Testing is generally carried out after successful completion of the current
system before the final deleivery.It enables the developers to rectify any error seen by the users
when testing the system. Therefore, to carry out this form of testing tend to have error free or less
error system delivered. This type of testing is similar to black box testing, because all of the test
cases carried out doesn’t need to interact with internal structure or component of the system, only
outside word of the system that the users sees. User Acceptance Testing is categorized in to two
Parts which include:

• Alpha testing: This testing involves users to test the system with a made-up data or question
by the developers
• Beta testing: This testing involves user to test the system with real data and carefully
monitor the system for errors

User Acceptance testing divided testing into test cases where different requirement of the system
will be described and the test cases will be described or explained based on the system
functionality. That is the reason why this testing is generally done after completion of the
proposed system before the final delivery. With the user support to carry out this form of testing
system tend to have less error or even error free system delivered.

Users were approached with questionnaires to fill after using the system; about 35 percent of the
users were involved in this survey. Among the participants in this survey were the Teachers
Secretaries and Administrators where the author follows the alpha testing. However, about 85 %
of the respondents are the school secretaries which is cumulative to 28 participants, while 15% (5
participants) of the participants are teachers and the remaining 5 % (2perticipants) are the
administrators

239
User Acceptance Testing Evaluation

The proposed users of the developed system have evaluated the system using questionnaire that
the author design in order to know whether the system is up to standard and looking for any
additional suggestion or recommendation from the end users. Therefore each question is
evaluated and the result was shown using bar chart or pie chart diagrams which will be presented
next:

i. General Interface Design of the System

General interface design of the system

Strongly Agree Agree Neural

9%
9%

82%

Figure7. 5:Evaluation of user acceptance testing General interface Design (Rate General
interface design)
Figure 7.4 show that 82% percent of the users concluded that the developed system interface
design is well design, cleared, attractive and very easy to understand while almost 9% of the
users has agree that the system interface design is well cleared, easy and attractive and 82% of
the users has made a neural decision about the visibility of the system both none of the users has
disagree about the system interface design, which shows the good interface design of the system.

240
 ii. Visibility of UMYCK Management System

Visibility of UMYCK Management System

Strongly Agree Agree Neural DisAgree

7%
8%

8%

77%

Figure7. 6: Evaluation of User Acceptance Testing (Rate Visibility of the system)

In the above response, the examination shows that 77% of the respondent strongly agree that the
system is highly visible in terms of functionalities, while about 8 % of the respondents has agree
that the system is visible and about 8 % also make neural decision about the system visibility
while 7 % of the respondents Disagree with the visibility of the system, which shows the goo
visibility of the system.

241
 iii. Match the system Between the Real World

Match the system Between the Real World

1%

8%
Strognly Agree

27% Agree
Neural
64%
DisAgree

Figure7. 7: User Acceptance Testing Evaluation ( Rate Match the system between Real World)

The above chart ,the evaluation shows that that about 64 % of the respondents have strongly
agree correspondingly with match of the system and real world while about 27 % percent of the
respondent has agree and about 8 % of the respondent make neural decision about the match of
the system with real world while only 1% of the respondents has disagree. The percentage of
strongly agree is higher than disagree, this shows the satisfaction the criteria is high.

242
 iv. Prevention from Error

Prevention from Error

Strongly Agree Agree Neural Disagree
4% 0%

10%

86%

Figure7. 8 :User Acceptance Testing Evaluation( Rate Prevention from error)

In the above evaluation chart, 86 percent % of the respondents has strongly agree that the system
informed immediately when trying to enter wrong information while about 10 % of the
respondents agree that the system prevents from error and about 4% of the respondents make
neural decision on the result evaluation that is respondent by the participants for error prevention
and none of the respondents has disagree that the system did not achieve this criteria. Therefore
this shows the satisfaction on error prevention is very high.

243
 v. Consistency and Standards

Consistency and Standards

Strongly Agree Agree Neural Disagree
0%
8%
7%

85%

Figure7. 9: User Acceptance Testing evaluation (Rate Consistency and Standards)

Based on the above evaluation conducted, almost all of the respondents in UMYCK rate the
system consistency, where 85% percent of the users strongly agree, and about 8% of the users
has agree and 7 % percent make neural decision. Moreover 0% percent of the user disagree that
the system does not follow the standard consistency

244
 vi. Recognition Rather Than Recall

Recognition Rather Than Recall

Strongly Agree Agree Neural Disagree

9%
10% 30%

51%

Figure7. 10: User Acceptance Testing Evaluation (Recognition Rather than Recall)

In the above evaluation chart 51 % of the respondent agree result evaluation that is responded by
the participant for the recognition rather than recall criteria of UMYCK management system
while 30 % of the respondents have strongly agree with this criteria while 10% and 9% of the
respondents rate this criteria as neural and disagree.

245
vii. Flexibility and Efficiency of the System

Flexibility and Efficiency of the system

Strongly Agree Agree Neural Disaagree

1%

8%

15%

76%

Figure7. 11: User Acceptance Testing Evaluation (Rate Flexibility and Efficiency of the system)

In the above evaluation chart almost 76 % of the participants strongly agree that the system meet
this criteria while around 15 % of the respondents agree that the system meet this criteria, and 8
% percent of the users make neural decision but only 1% has disagree that the system meet this
criteria.

246
viii. General Functionality of the system

General Functionality of the System Strongly Agree

0%
9% Agree
14%

77% Neural

Disagree

Figure7. 12: User Acceptance Testing Evaluation (Rate Overall System Functionality)
ix. Recommendations
The recommendations suggested by the respondents to the developed system for future
reengineering includes the following:

• Monitoring Student daily attendance

• Monitoring Teachers Attendance
• News board
• Email alerts to parent.

This evaluation has shown the overall UMYCK Users both the secretaries, teachers and
administrators has rate the functions of the system at the average of agree level where none of
the respondents that participate in the evaluation disagree with the functionality of the system.
About 77 % of the respondents strongly agree while 14 % of the users agree and 9% make neural
decision.

Note: Among the important factor affecting developing of a system is usability. Looking at the
above results it shows that the developed system has overcome this obstacle. Moreover, sample
of the filled questionnaires is attached in the appendix G of this report

247
7.2. 4 Summary

In this chapter, chapter the author discuss various kind of testing, where the author also discuss
how black box testing, white box testing , user acceptance testing suit UMYCK management
system and how testing carried out in UMYCK Management system .All this testing are carried
out in order to ensure the system is error free. The testing was carried out without much
interference even though some respondents (Users) requested more functions to be added to the
developed system. The results of the user acceptance testing overall outcome was quite great
almost 80 % UP.

248
 CHAPTER 8
CONCLUSION

In conclusion, due to current technology and latest technology computerized school management
have been accepted in most of the schools of now our days more especially in secondary schools
(Subhadarshi, 2011) . However, the author has proposed a school management in this report
which simplifies the manual process of managing the school. Hence, the author discuss about the
aims, objectives of the proposed system as well as the problems of the current system, the author
also thoroughly review various past literature and the author also find the precise and correct
function needed by UMYCK, where some of the functions will be excluded in the proposed
system. Moreover, the author also gathered data from UMYCK users, that give more information
about what exactly the users need and what they does not need to be included in the proposed
system, which are thoroughly analyzed in the chapter 4 of this report. However, the final product
of this research, which is expected to be completed before December (2014), will compete the
with current technology, that is expected to simplify the process of UMYCK management
system.
Moreover, the proposed system, include basic functionalities of school management system and
functionalities that the users need also included so that to satisfy the user’s needs.

8.1 Summary of the Chapters

8.1.1 Chapter 1: Introduction

This chapter put the readers to know and understand what the project is all about, it highlights
the introduction, problem statements, scope, aims and objectives and rationale. This chapter is
the beginning of the project, it explains about the main essence of implementing UMYCK
management system and it gives more concentration on how to come up with the proposed
system successfully, in order to simplify the process of UMYCK management system.

8.1.2 Chapter 2: Literature Review

In this chapter, the author reviews similar past literature and analyze exactly what will be carry
out through the entire project. This include through analysis on what other researchers and
scholars did in school management system literature in order to understand why UMYCK need

249
the new system with clear justification and explanation. These chapters also review and analyse
various development methodologies which comprises information systems, fact finding
techniques, software development life circle (SDLC) and development tools etc.

8.1.3 Chapter 3: Methodology

This chapter focused more on the chosen methodology; the author compares between different
methodologies and chooses the appropriate methodology that will be used to come up with the
research successfully. The chapter also provide clear explanation about the problems of the
current system, which are describe with the help of Ishikawa Diagram (fish bone diagram).
Moreover, the chapter gives more justification on the SDLC and selected SDLC together with all
of its phases and what will be done in each phase.

8.1.4 Chapter 4: Analysis

This chapter provides full detailed analysis on the fact finding techniques and the data collected
from the users of the proposed system, which include the questionnaire and interview that was
conduct with UMYCK secretaries. This chapter also provide the needed improvements that
should be included in the proposed UMYCK management system and identify the requirements
of the proposed system, the requirements comprises of functional requirements which are known
as the user requirements, non-functional requirements which are known as the system
requirements, software requirements and the hardware requirements.

8.1.5 Chapter 5: Design

In this chapter, the design for the proposed system was clearly stated which include the major
functional and non-functional requirement; also the chapter covered the rest of the modeling
aspects; which include usecase diagram, class diagram, some important sequence diagram, and
most important flow charts, activity diagrams and collaboration diagrams; also the chapter
provide deployment diagram of the proposed system, which indicate how hardware are deployed
in the system , the database diagram of the proposed system also is shown in this chapter.
Therefore; t this chapter is the tentative design for the system.

250
8.1.6 Chapter 6: Implementation

This chapter, explains about the techniques that will be used to implement the system; different
tools that is used to implement the system are discussed in the chapter and finally the chapter
explain about the GUI design of UMYCK management system

8.1.7 Chapter 7: Testing

The purpose of this chapter is to perform the system testing to access the new system’s
functionalities in order to avoid mistakes and errors to ensure the system features and
functionalities meet the initial requirements.

8.1.8 Chapter 8: Conclusion

This chapter describes the entire conclusion of the research, where the author review and
concludes the research , which comprises the entire summary of the chapters done in this
research, providing different problems the author encountered during the project and how the
problems solved.

8.2 Problems Encountered

Usually when conducting any kind of project research, there will be a probability of facing some
problems which may intrude the success of the research and sometimes the problems may stop
the project or the project may end up unsuccessfully (Chang, 2012). However, there are different
problems that the author faces during this research, which was dealt successfully by using
different ways, this will be discuss in this section.

i. Time Management

The time was very difficult to manage and it causes a lot of interruptions to the project, this is
due to little time scheduling by the author and due to other modules taken by the author and a
specified time is given by the project lecturer to submit the entire project. But due to the

251
approaches applied of restricting a Gantt chart for the project and the author follow each task
accordingly ,however this help much successful finish the final product at given time.

ii. Research

This one of the most problem that the author encountered during this research, due to insufficient
sources of researching.The first problem is poor internet, the internet is very slow and it
consumes much time for the author to search and for the books, most of the books are not
modern, but unfortunately, this problem was overcome with deep research day and night and
together with prayers

iii. Fact Finding Obstacles

AS previously discuss in the chapter 4 of this report that the author uses online survey to gather
information from UMYCK teacher and phone interview to collect information from UMYCK
top management (eg. Secretary), for this purpose, some of the teachers did not completely
participate in the survey and some of the questions are not answered correctly, therefore due this
human factor, many difficulties occur when capturing various data needed by UMYCK teacher.
For the interview, the author is need to have 5 staffs both from secretaries and administrator but
only 4 staffs was interviewed and another problems is that the interview was conducted through
phone due to the distance between the author and the interviewers, which causes waste of money
and the author cannot hear clearly what the interviewer is saying and they provided little
information about the functions of the proposed system. Moreover during the interview, there is
one interviewer that cannot speak English language, so when the author is making the interview
report it becomes difficult to translate it. Therefore, these problems were overcome by the author
by including the most needed functionalities. Other, ways applied to solve those problems and
other problems include daily prayers and support from the module leader and supervisor.

8.3 Strengths of the proposed system

Some of the proposed system functions and features will be describe in this section:

252
i. The most important feature of the proposed system is security, which will provide more
security to the system such as login with username and password, the system will not
allow any user to access the system unless they have user ID and password.

ii. The proposed system will provide function of registering student in to the system by the
administrator.

iii. The proposed system will provide function where by the administrator can add new
secretary and new teacher in to the system.

iv. The proposed system provides function where by the teacher can enter student marks in
to the system and calculate student grade. However, the proposed system includes so
many other features which are not presented in the current system.

v. The Proposed system comes with the function of generating students report card.

vi. The proposed system comes with the function of creating time table as well as printing
the time table

8.4 Drawbacks of the Proposed System

The proposed system is not online, therefore parents cannot access the system to view the
performance of their children and the student also cannot access the system for example to check
result, view profile , register themselves and see update about the school. Another drawback of
the proposed system is monitoring teachers’ attendance using finger print scanner, generating
testimonial and the system does not provide multiple language support.

253
8.5 Feature Enhancement

There are certain improvements that UMYCK management system need in feature which will be
describe in this section

i. Online School Management System

This is one of the best improvements that the proposed system need, if the proposed system is to
improve to allow the teachers, administrators and secretaries to access the system anywhere
around the globe and also to enable the parents and students to have access to the system.
However, if the proposed system is to improve in this feature it will enable the parents to pay the
dues of their child online.

ii. Teachers Attendance using finger print scanner

Another feature enhancement of UMYCK management system is finger print scanner that will
help in monitoring teacher’s attendance and provide more security to the system because the
system is lacking this function.

iii. Student Attendance Monitoring

Monitoring student attendance is one of the first feature enhancements of the proposed system.
This function will help the teachers to record the student attendance without any difficulties.

iv. Multiple Language Support

Another feature enhancement that should be needed in the proposed system is multiple
languages support ,such as Hausa, Kanuri, Yoruba, Igbo and Fulani which are the main
languages in Nigeria, so that the system will be easier for any one .

254
 v. Generating Transcript for student

This is another feature enhancement of the proposed system, where if the proposed system is to
improve to enable the secretaries to generate student testimonial (transcript).

8.6 Lesson Learnt

However, this research helps the author to achieve further assurance in the different fields of
software engineering, more especially in the aspect of research which is the most considered
aspect achieve by the author. The lessons learnt are:

i. Time management.

ii. Good experience on how to make effective research.

iii. Good experience on how to identify good sources such as books, newspapers etc.

iv. An idea on how to collect, gather and analyze information.

255
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Interview
Christopher, G. (2014) how the current system of UMYCK is operating and features needed.
Interviewed by Aisha Shema [in person] Through phone call , 26th March 2014.

Abubakar, D. (2014) how the current system of UMYCK is operating. Interviewed by Aisha
Shema [in person] Through phone call, 26th March 2014.

Raliya , S. (2014) how the current system of UMYCK is operating. Interviewed by Aisha
Shema [in person] Through phone call , 26th March 2014.

Gagare, S. (2014) how the current system of UMYCK is operating. Interviewed by Aisha
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266
 Appendix A

Gantt chart
Henry (1997) defines Gantt chart as a constructed with a horizontal axis representing the total
time span of the project, broken down into increments (for example, days, weeks, or months) and
a vertical axis representing the tasks that make up the project. Therefore this section will provide
the Gantt chart that will illustrate each task of the research from starting point to ending point.

Project1

Project2

FigureA1: 1: Gantt chart

267
 Appendix B

Questionnaire and interview

The table below is describing the sample of Interview and questionnaire questions

Table B. 1: Questionnaire and interview questions

S/N Interview Questions Questionnaire Questions

1- What are the operations of the Are you satisfied with the current system?
current system?
2- Who are the users of the current How is the simplicity of handling the
system? current system?
3- Is the Current system difficult to What is the most recurrent problem of the
handle? current system?
4- If yes what makes the system Are you happy with the way you use the
difficult to handle? current system such as entering student’s
marks, and student student’s attendance?

5- What are the most frequent Do you prepare using computer to manage
problems you have with the current student activities such as monitoring
system student attendance?

6- What is the most trouble-some Have ever use computerized school

problem? Why? management system?

7- Why necessary you need If yes, how many times?

computerized school management
system?
8- As a grade one Do you need UMYCK to implement
administrator/sectary how would automated school management system?
you motivate parent to become
involved in the school to know
about the performance of their

268
 child?
9- What are the promotional functions Do you want the new system to enable
you feature on the new system? parents to view the grade of their
children’s?
10- Describe why necessarily you need If the computerized school management
those functions in the new system system is develop in UMYCK, what
functions would you prepared to have in
the system?

Appendix B 1.1: Questionnaire Samples

As it was previously discuss in the chapter 4 of this report, that sample of the questionnaire
questions answered by some respondents will be provided in the appendix B of this report,
therefore this section will illustrate 3 samples of the questionnaire questions answered by some
respondents like respondent 1, and 2

Figure. 1: Sample questionnaire answers from respondent 1

269
Figure B1. 1: Sample questionnaire answer from respondent 2

Appendix B1.2: Interview Report Sample

Similarly, it was previously explain in the previous chapter that interview evidence will be
shown. Therefore in this section an interview evidence letter will write by the school vice
chancellor DR.KAMIS AWANG, the letter shows the ethical issues of the reports. More over
this section will also provide sample of interview report and one of the interview done with zanni
Christopher will be provided in CD copy. The evidence letter will be shown in figure B1.3

270
Figure B. 2: Evidence Letter used during conducting interview

276
Table B. 2: Interview report with interviewer 2

Interviewer Interviewer Name: Job Tittle Date and time for the Location
Number interview
2 Abubakar Secretary catering 26/March/2014 Through phone
department 0.03:36 minutes call
Interviewee Name:Aysha Abubakar Shema Interviewer Respond
1. What are the operations of the current The operations of the current system is
system? registering student, recording student
attendance manually and keeping the
student records.
2. Who are the users that are using the current The users of the current system, we have
system? included the secretaries and teachers.
3. Is the current system difficult to handle? Yes, up course it is very difficult to handle.
4. Why it is very difficult? Because all of the operations are executed
manually.
6. What are the most frequent problems of the The most frequent problems of the current
current system? system are lack of security, saving
information number of times, and lack of
human error. Therefore UMYCK need
computerized system to satisfy the need
of the administrators and secretaries and
security also should be provided in the
propose system to maintain its privacy.
7. What is the most troublesome problem and The most troublesome problem is manual
why? process of executing task because it causes
so many problems like loss of data and
repetition
8. As a grade one secretary how would you As an administrator I will not motivate
motivate parents to be involved in the parents to be involved in the system because
system? some parents are not educated, and here in
Nigeria we have poor internet not
everywhere you can find internet.

277
9. What are the promotional functions you The promotional features I feature in the
feature in the proposed system? proposed system are in the proposed
adding subject, generating time table.
10. Why necessarily you need those functions? To simplify the manual process involve in
the current system.

Appendix C
Personal Development Plan

Introduction
According to Higher education academy (2007) PDP is define as structured and supported
process undertaken by an individual to reflect upon their own learning,perfomance and/or
achievement and to Plan for their personal, education and career development. “A good plan is
like a road map it shows the final destination and usually the best to get there” ( Judd, 2005).

The main aim of personal development plan is to give a person an advantages Interms of how to
come up with feature career as well as help person to develop and achieve those plan more easily
and effectively. However, personal development plan described person aspiration, strength,
weaknesses, education and training, and the stages that indicate how the person plan is to be
realized. Moreover, the personal development plan also helps to comes up with the following:

i. Help you to know and understand what he/she is trying to achieve.

ii. Help you to know what he/she is doing and also keeps the person toward consistent.
iii. Recognize and fulfilled your potential.
iv. Developing the positive attitudes and approaches associated with successful professional
life.
v. Identify and be able to list evidence for your own learning and therefore the development
you are making.

The first thing that you need for a Personal Development Plan is a goal. Once you have your
goal, you need to brainstorm all the reason why you want to achieve that particular goal and how
it will benefit you. Personal Development Plan is very important, “a person who fails to plan is

278
planning to fail “(University of Bath. 2014).However, this section will provide Personal
Development Plan for the author which will describe the author’s aspirations and reflect the
author’s development plan for the whole period of the research.

C1.1 Personal Information

This section will provide personal information about the author, which will describes the
author’s personal information.

Table C1. 1:Personal Information About the Author

S/N Section Description

1. Name Aisha Abubakar Shema

2. Last name: Shema

5. Date of birth 21-may-95

4. Nationality Nigerian

5. Language Spoken Hausa,English,Fulani,Kanuri,Hindi(Average)

6. State Katsina

7. Marital status Single

8. Sex Female

9. Religion Islam

10. Phone Number +601126352099

11. Email Address [email protected]

12. Address KT road no11

Permanent address Block Sp03
13. Program Bsc.Hons Software Engineering

14. Module Name Research Skills

15. Module Code CN2054

16. Module Leader Mr.Nattar Kannan

17. Project Supervisor Madam Manimala Vathaiyan

279
C1.2 Educational Background

This section will describe the academic record of the author, which comprises the name of the
school attended, period attended; program enrolled and date of completion

Table C1. 2: Educational Background

S/N Institution Course Period Grade

1. Institute Technology BSc.(Hons) 2012- Expecting First
Pertama Malaysia Software 2014(Expectable Class honors
Engineering time for
graduation)
2. Dialogue Computer Diploma in 2011-2012 Graduated with
Katsina State information high honors
Technology
3. Government Girls • Catering Craft 2005-2011 • National
technical and certificate Business and
Commercial College • Senior Technical
Charanchi Secondary Examination
School certificate
Certificate (NABTEB)
• 8 credits and 2
distinction
• Catering
Certificate
4. Apollo International Primary School 1999- Primary School
Nursery and Primary Certification 2005 certificate with high
School Dustin-ma grade

5. Madarasatul Islamic School 1997-2008 Islamic School

Mubarakatul Islamiya Certification certificate with
Al-Mubaraka Dutsin- High Grade

280
 ma

6. Madarasatul Islamic School 2008- Expecting High

Tahfeezul Qur’anil Certification 2015(Expectable grades
Kareem Dutsin-ma day of
Katsina State graduation)

C1.3 Authors Current State

This section will provide the current state of the author Interms of technical, hardware and
software skills acquire by the author that is related to the project that the author is developing.

C1.4 Hardware Requirements Availability

This section states the availability of hardware requirements that will be needed by the author to
develop the proposed system.

Table C1. 3: Hardware Requirements Availability

Requirement Suggested Description Availabili Not

Requirement ty Availab
le
Monitor 17 inches LCD LCD is an output device
√
monitor that displays images,
graphics and information
in a high quality.
Therefore it will be used
in the proposed system.
Processor Intel core i7 The processor will make
√
processor use of the computer
memory and when data is
inputted it process the
data in the requested way

281
Requirement Suggested Description Availabili Not
Requirement ty Availab
le
and then output the
processed data, therefore
it performs the basic
instructions and execution
when running a programs
Random Accessed 2 Giga byte This will allow the
√
Memory(RAM) proposed system to run its
operations without seeing
a decline in performance
and the data will be
temporarily stored in the
RAM before storing in to
the system database.

HardDisk 40 Gigabyte(GB) A large storage capacity

√
that will store and retrieve
the permanent data that
will be needed in the
proposed system.
Mouse Optical Mouse This is an input device
√
and is also a handhold
pointing device that is
used to input data in the
system.
Keyboard Qwerty Keyboard This is another input
√
device that will allow the
users to enter data
information in to the

282
Requirement Suggested Description Availabili Not
Requirement ty Availab
le
system.
Printer Laser Printer This is an output device
√
that allows the users to get
hard copies of the data
created in the system.

C1.5 Software Requirement Availability

This section will provide the list and description of software requirements that will be needed to
implement the proposed system. This will be shown in the Table C1.4 below:

Table C1. 4: Software Requirement Description, Specification and Availability

Requirement Suggested Description Available Not

Requirement Available
Operating system Windows This is the operating
√
operating system ( systems that the
windows 8 or proposed system can
Windows 8.1 ) run on it.
Anti- Virus Norton Anti-virus This is a virus
√ Purchase
Software discovering and
removal tool. It will
prevent the proposed
system from virus
attack.
Database Microsoft SQL This is the database
√
Server 2008 R2 platform where all the
data to be stored in the

283
Requirement Suggested Description Available Not
Requirement Available
system will be stored.
Microsoft Visual Microsoft visual This is where the
√
studio studio 2012 programs of the
version proposed system will
be written
Programming Visual Basic.Net This is the
√
Tool programming language
that the author will use
in developing the
proposed system.
Therefore visual basic
is created to make it
easier to write
programs for windows
operating system
Microsoft Office Microsoft office This is the software
√
Package 2010 or 2012 or package that includes
2013 Microsoft word, excel
and so on .Any way
this will be used to run
several tasks. Like
Gantt chart.
Unified Modelling Rational Rose Rational Rose is an
√
Language edition enterprise object oriented
Tool(UML) 2012 version 7.00 programming and
and Star UML unified modelling
language tool that will
be used to create the

284
Requirement Suggested Description Available Not
Requirement Available
visual model of the
proposed system
functionalities under
the principles of object
oriented.

C1.6 Technical Skills

According to Sonmez (2012), in order to develop any kind of system, the developer need to have
an experience in both technical and software parts, because those technical skills will help the
developer to successfully develop the system without any difficulties and without any problems
arises. Therefore, in this section the author will state some of the technical skills that the author
is needed in the development of the proposed system which will be shown in the table C1.5
below:

Table C1. 5: Technical Skills Rating

Skills Rating
S/N Technical Excellent Very Good Average Poor Very
Skills Good Poor
1. Communication
√
Skills
2. Presentation
√
Skills
3. Writing Skills
√
5. Research Skills
√
6. Interpersonal
√
Skills

285
 Skills Rating
7. Time
√
Management
skills
8. Reading
√
9. Hardware
√
Repairs
10. Problem
√
solving skills

C1. 6.1 Relation of the Technical Skills to the Project

This section provides clear descriptions of how those technical skills are related to the project
that the author is developing and where the author learns about those skills.

Table C1. 6: Relation of the Technical Skills to the project

S/N Skills How it Relates to the project Where the Author

Acquire the Skills
1. Communication This skills will help the author to Learn from UEL program
Skills communicate with the users of module CN1041 Academic
the current system to know more Skills for computing
about the current system for
example: Interview
2. Presentation Skills This skills will help the author to Learn from UEL program.
present the system prototype and module CN1041 Academic
the final system to the clients Skills for computing
3. Writing Skills This will help the author to write Obtain English exam
the project documentation certificate (IELTS).
4. Research Skills This will help the author to make Learn from UEL programs
an effective research about the Module CN1041 Academic

286
S/N Skills How it Relates to the project Where the Author
Acquire the Skills
project Skills for computing and
CN3070 Research skills .
5. Interpersonal Skills This will help the author to Secondary School
induce the clients to accept the certificate
system.
6. Time Management This will help the author to Learn from UEL programs
skills successfully complete the various module CN1041 Academic
task of the project in a given time Skills for computing and
CN2041 professional issues
7. Reading This will help the author to read English Exam certificate
and understand various past (IELTS)
literature and books related to the
system the author is developing
8. Hardware Repairs This will help the author to know Learn from UEL program
appropriate hardware to be used introduction to computer
in the proposed system. systems.
9. Problem solving This will help the author to easily Learn from environment
skills overcome any problem that may and other programming
arise during the development of courses that the author
the system previously takes.

C1.7 Software Skills Rating

Similarly as technical skills are needed in the development of any kind of system, software skills
are also needed. Therefore the developer need to have good background of software skills, so
that the skills will help the developer in successfully development of the system because the
software tools to be used in development of the system can leads to the project fairlure.Therefore
in this section will describe the software skills that are needed by the author to develop School
Management System for UMYCK, which will be shown in the table C1.6 below.

287
Table C1. 7: Software Skills Rating

Skills Rating
S/N Software Skills Excellent Very Good Average Poor Very
Good Poor
1. Windows
√
Operating System
2. MS SQL server
√
3. Microsoft Office
√
Package
5. Visual, Basic
√
6. Rational Rose
√
Enterprise Edition
2012

C1. 7.1 Relation of the Technical Skills to the Project

Table C1. 8: Relation of the technical Skills to the Project

Skills How it Relates to the project Where the Author

Acquire the Skills
1. Windows Operating This will be the operating system Learn from UEL program
System platform where the proposed module: CN1041 Operating
system will be run. system
2. MS SQL server This is the backend to be used to Learn from UEL program
construct the database of the Module: SD2052 database
proposed system management system
3. Microsoft Office This will be used to write the Self- Learning
Package documentation of the project
4. Visual, Basic The programming language that Learn from UEL program

288
 Skills How it Relates to the project Where the Author
Acquire the Skills
will be used to develop the Module: SD1046 Visual
proposed system Basic
5. Rational Rose This is the tool that will be used to Learn from UEL program
Enterprise Edition design the model of the proposed module: IM 1045
2012 system functionalities Information System
Modelling and Design

C1.8 SWOT Analysis

This section will describe the Strengths, Weaknesses, Opportunities and Threats, in which all
together will help the author to identify potential long term and short term goal. A sword
analysis focused on external and internal environments, examining the strengths and weaknesses
in the internal environment and examining threats and opportunities in the external environment.
SWOT, it will help in achieving those stated areas that the author does not have much knowledge
on them. The below table C1.9 is describing the SWOT analysis for the author:

289
Table C1. 9: Swot Analysis

MY STRENGTHS MY WEAKNESSES

1. Punctuality. 1. Lack of communication.

2. Ability to conduct small scale research 2. Slow in making good decision.
INTERNAL

3. Always inquisitive to learn new 3. In ability to come up with new

knowledge. idea.
4. Good interpersonal Skills 4. Slow in executing tasks
5. Average Computing Skills 5. Getting confused easily

Opportunity THREATS

1. Educational. 1. Failed Time management

2. Good health condition. 2. Language obstacles
EXTERNAL

3. Opportunity to learn new ideas. 3. Friends

4. Financial Abilities. 4. Environment
5. Independent 5. Health

C1.9 Solution to the Stated SWOT Analysis

This section describe how the author will solve the problems mentioned in the SWOT analysis,
how to use the opportunities that the author have and how to maintain the current strength of the
author as well as deal with the threats facing the author. This will be shown in table C1.10

290
Table C1. 10: Solution to the SWOT Analysis

SWOT Approaches
1. Strengths 1. Make time plan to maintain punctuality.
2. Continuously making research to maintain my
experience.
3. Keep up interacting with people in a humble manner.
4. Continuously using computer to maintain computing
skills.
2. Weaknesses 1. The author need to improve in communication skills
this will be improve when the author minimize her
cultural background and talk to people with
confidence.
2. Take training in decision making and reading articles
about decision making strategies
3. Reading articles and other researchers’ literature to
come up with good ideas.
4. Make proper planning and reschedule each task.
5. Doing things carefully to avoid confusion.

3. Opportunity 1. Maintaining learning skills

2. Maintaining eating good diet in a right time and
having exercise to maintain good health
3. Continuing my accomplishments to get more funds.
4. Maintaining independency.
4. Threats 1. Organizing time for every task and adobe with the
current environment time.
2. Attending extra classes or online classes to learn other
languages like Bahasa Malay and Chinese.
3. Organize free time to meet friends when necessary.
4. To be calm always and focus on what is important all

291
 the time.
5. To have extra time to relax and do exercise.

C1.10 Action Plan

Action Planning is the process which will help the author to focus on her ideas and to decide
what steps she need to take in order to achieve the goals that she has (James Manktelow, 2007).
However, the result of the action plan is a road that will lead one to success in life. Therefore, in
this section the actions plan for the author will be provided, where the plan will show the stated
skills and knowledge that the author lacked, in order to term the period of time and ways to
change the skills that the author lacked in to knowledge so that the project will be easier for the
author to execute without any difficulties.

However, if the goals are achieved successfully, the goals should hit at “Very Good” rate. This
can initially be achieved by acquiring the hardware and software that is needed to develop the
proposed system by downloading the once that are available free on the internet and buying
those that are not free, though most of the software needed to develop the proposed system are
free, and by having the necessary skills that the author lacked as previously discuss, Interms of
hardware and software skills. This will be achieved by attending extra classes and by searching
online, reading books, spending time with friends asking mentors and other lectures.

292
C1.11 Feedback from Others

The following table is describing the feedback that the author gets from various friends and
relatives

Table C1. 11: Feedback about the Author

S/N Name Feedbacks

1. Khadija Aliyu Sadat (Matar The author is very good in helping her classmates when
Liman). having any difficulties in their assignments and she shares
her knowledge with others and she is caring when it comes
to other activities apart from studies to her friends and
others.
2. Maryam Nasir Modibbo I describe Aisha as a good student, she punctual all the
time and she is also hardworking in everything she does in
life.
3. Rabi’atu Adamu(Ummi) The author is good student, she is very good in both her
studies and in real life, she gives the same respect to all
people and she is caring to all her classmates.
4. Aisha Yusuf Bakori The author is very excellent student, she is always trying
to make people happy all the time, she smiles to people all
the time , she never get angry with people and she is very
easy to work and live with.

C1.13 Goal Settings

Settings goals will give the author a long term vision and short term vision. Setting goals will
helps the author to organize her time and her resources so that she can develop the project in time
and to make the very most of her life. Therefore, this section will describe the short term and
long term goals of the author.

293
C1.13.1 Short Term Goals

Short term goals are those goals that can be achieve immediately, within a day, a week, month or
less than a year ( Manktelow, 2007). Therefore in this section the author will identify and
describes the short term goals of the author, where the author will allocate the time period for
each and every goal that is identified. This will be describing in table C1.12.

Table C1. 12:Short Term Goals

Short Term Goals Action Plan

S/N Goal Strategy/Action Training Expected Remark
Plan Need Date
1. Complete other I have to work No April 2014 Still in
projects in time extra hard and progress
before the due date putting more effort
and get good grade
2. Learn more about Join online classes Yes May 2014 Still in
how to develop watching related progress.
system using new tutorials and asking
version of Visual mentors ,friends
Basic. and school
lecturers to do self-
learning
3. Plan my time, so that Minimize the time No Suddenly Estimated
to use it satisfactorily. that I spend with within one
my friends and the month
time that i relax.
4. Develop the final Star designing the Yes May to June Expected to
system. system interface 2014 complete the
after this semester project at the
finish immediately fixed time
5. To improve Continues Yes May 2014 In progress

294
 experience on how to watching online
develop systems with tutorials and
Visual basic attending extra
classes

C1.13.2 Long Term Goals

Long term goals are those goals are mostly accomplish in the future. Long-term goals require
time and planning, they are not something you can do this week or even this year. Long-term
goals are usually at least several years away. Long term goals are consider as the most important
and valuable goals. Therefore the achievements of those goals are often to be very difficult
which have many difficulties than the short term goals. However, this section will provide the
long term goals for the author, which will be describe in table C1.13 below:

Table C1. 13:Long Term goals

Long Term Goals Action Plan

S/N Goal Strategy/Action Training Expected Remark
Plan Need Date
1. To Obtain Degree in I have to work No December Still in
B.Sc. Software extra hard and 2014 progress
Engineering from putting more effort
University of East to finish all the
London remaining
semesters
successfully
2. To join masters in To work harder in Yes February Will look for
management undergraduate 2015 to admission
information system level in order to get February before
immediately after my a good result and 2016 completion
degree. apply for master’s of my
program. degree.

295
 Long Term Goals Action Plan
S/N Goal Strategy/Action Training Expected Remark
Plan Need Date
3. To join master’s To work hard Yes March 2016- Will look for
program in Al-Nasik March 2017 admission
Wal-Mansuk before
Immediately after my graduation.
masters in
management
information system.

296
 Appendix D

PROJECT PROPOSAL
Final Year Undergraduate Computing Project Proposal Form
Name: Aisha Abubakar Shema
UEL ID: U115966
Passport Number: A03200764
Programme: Software Engineering
Semester: B
Year: 2014
Supervisor Name: Madam. Manimala
Module Leader Name: Mr. Nattar Kanan
Research Topic: Secondary School Management System for Umaru
Musa Yar’adua College Katsina

Supervisor’s Signature Module Leader’s Signature

___________________________ ________________________

297
Common Terms ==>

UMYCK: Umaru Musa Yar’adua College Katsina

298
1.1 Aim
The aim of this project is to analyze, design and implement school management system for
Umaru Musa Yar’adua College Katsina.

1.2 Objectives
1.2.1 Research Questions
i. What kind of research methodology i follow during my research?
ii. What is the needed component to know about the research topic?
iii. What are the problems facing the current system and how it can be solved?
iv. How the system will meet the end users need?
v. In what ways the research result will benefit the end users?
vi. What if the end users reject the system?
vii. What is the suitable development methodology to use to develop the system?
viii. What is the suitable database to be used in the system?
ix. What is the expected period of the project to be completed?
x. What testing methodology would be used to ensure the quality of the system?

1.2.2 Research Objectives

i. To analyse and choose appropriate methodology to follow while developing the system.
ii. To enhance the use and efficiency of authorized management.
iii. To understand the current system and compare between other similar system.
iv. To identify and analyse the most appropriate requirements for the new system.
v. To analyse various tools that will be used in designing the system.
vi. To ensure proper system security so that only the authorized personnel can access the
system.
vii. To develop an easy and effective school management system for Umaru Musa Yar’adua
college Katsina.
viii. To provide easy, safe, effective and attractive interface design that will be easy to
navigate.

ix. To identify the testing method so that to utilize to assure quality system functioning.

299
1.3 Rationale

In today’s fast improving world computers have become a part of life all over the world,
researchers in different countries prove that school management system increase organizational
and managerial effectiveness. Efficiency has increased in decision making at schools where
school management system are used (Kamile Demir, 2006).Actually at the activation stage of
school management system computerization of the school management is the basic subject of
today’s school management.

Generally speaking the reasons to use school management system can be stated as increasing
effectiveness at work and efficiency by saving time and facilitating workload (Yuen, Law &
Wong, 2003). On the other hand in their research Hedberg and his friend (2004) find out that
school management systems are used more efficiently in the secondary schools where
administrators and teachers participate in data entering. Therefore this research will examine the
current problem facing UMYCK in order to ease the problems and provide easy and effective
way to carry out UMYCK administration.

This research will investigate and analyze the manual process that is currently used in UMYCK
so that to provide well- developed computerized standalone system that will work out the whole
problems faced in the current UMYCK management system. By computerizing the system it will
be able to solve many of its limitations and will be able to make it more efficient. Therefore,
after the successful completion of this project the system should be able to simplify all the
operations to be executed efficiently (Doing things right) and effectively and (doing the right
thing) (John Tabita, 2011).

300
1.4 Project Scope
Developments In information technology have been impacting upon educational organizations,
Schools management have been using management system in order to improve the efficiency of
administrative (Engmais, 2009).In management system, in order to ensure the efficiency and
effectiveness of school administration the design of right management system come to be key
issue (Fetaji ,Fetaji & Ebibi, 2013).

The system that the author is aiming to develop is a secondary school management system that
will help Umaru Musa Yar’adua college to keep track of all data with better and reliability of a
computerized system (CIO Staff, 2014). The proposed school management system will come out
with enhance functions and features which the current system does not possess, these
functionalities include enabling the administrator to register new student to the system, assign
classes, search students, add subjects, block student, generate time table and enabling the
teachers to key in student result upload student result, print student result, generate class
attendance all other functionalities will be explained in detail in the next coming chapter.

The proposed system will control, manage data and process to support administrators, student,
teachers, and sectaries. Other features that the proposed system will provide is proper security,
which means the system, will be more secured that only the authorized personnel can access the
system. The system restricted that the student cannot access the system only the authorized users
can access the system. These features empower the administrators, teachers and secretary to
spend less time managing administrative works and to avoid data redundancy and loss of data
and other problems involve in the current system.

Information processing and sharing saves a significant amount of paper in the school. The new
features will add value to UMYCK and improve the school’s image. The proposed school
management system is an answer to the research on what will bring about efficiency in
management or administration at UMYCK and help management authorities or administrators in
effectively carrying out the school management process.

301
1.5 Problem Statement

According to Foyol (2012) Management is the art of getting things done through people. Process
school defines the management Interms of functions taking by the manager in an assimilated way
to achieve organizational purposes. To manage is to forecast and to plan, to organized, to
command, to coordinate and to control ( Foyol, 2012).The school management system are the
primary system for operating schools or is a window base application for education
establishments to monitor student data. (heenachawda , 2013).

Umaru Musa Yar’adua College is rapidly growing secondary school in Nigeria; Umaru Musa
Yar’adua College is the only secondary school that comprises of different departments in Africa,
therefore due to increase in number of the students and teachers the school management find it
very difficult to manage the their system more especially in handling student records.
Investigation has been carried out on the existing system by reviewing the problems as the
current system contains so many problems. The major problems of the current system are:

All the operations in the current system are done manually using paper which means all the
process of registering student and teachers, entering student exam details generating time table,
uploading student result, and many other student related data is written on paper and it involves
a lot of fillings and documentation of recodes and it is very time consuming and costly which
result to wasting of human efforts and occupy much space the personnel who is in charge spend
a lot of time in managing the system which also result to data redundancy. Therefore the system
does not have an effective and well build platform with ease in monitoring and managing Umaru
Musa Yar’adua college system. Another problem is that managing the teachers and subject
scheduling is very difficult.

There is also high risk of losing data because Umaru Musa Yar’adua management use to store all
their data in the same place but different file for example some time the admin use to forget
where a record of particular student or teacher is kept is kept ,all records both teachers and
students are kept in the same shelf. There is also high risk of human error meaning that there is a
chance of recording wrong information or duplication of data.

302
The current system lack security because any one can access the system, any time as all the
record are kept openly there is no security restriction.

1.6 Requirement Specification

Hardware and software requirement are the system requirement that support any kind of system
development, therefore any kind of system development need hardware and software
requirement that are required to install and use the system efficiently. The hardware and software
requirement that will be used after implementation of the system are known as the hardware and
software specification (Lan Sommerville, 2010). The table below describes the hardware and
software that will be used in the research as well as to develop the proposed system.

Table D. 1: Describes hardware and software requirement that will be used in the research so as
to develop the proposed system

SOFTWARE REQUIREMENT HARDWARE REQUIREMENT

Microsoft Visual Studio 2010 Complete computer with the following
specification
Microsoft SQL Server 2008 R2 Mouse
IBM Rational Rose Enterprise Edition 2012 Keyboard
Adobe photo shop cs5 Printer
Microsoft Office Package Scanner
Windows Operating system Processor Intel core i7
Anti-virus software

303
References

Desmond, C. 2010. Setting Business and Project Objectives. IEEEXPLORE, pp. 51-54.
Available from: doi: 10.1002/9780470644256.ch6.[Accessed:27/January/2014].

Fetaji, M., Fetaji, B. and Ebibi, M. 2013. Contemporary Sci. & Technol., South East Eur. Univ.,
Tetovo, Macedonia. IEEEXPLORE, pp. 193-198. Available from: doi:
10.2498/iti.2013.0571.[Accessed:27/January/2014].

Subhadarsh, S. 2014. School Management System - Research Paper - Emberm. [online]

Available at: http://www.studymode.com/essays/School-Management-System-973638.html
[Accessed: 27/January/2014].

StudyMode. 2014. School Management System - Term Paper - Heenachawda. [online] Available
at: http://www.studymode.com/essays/School-Management-System-1714377.html [Accessed:
20/January/ 2014].

Santigo, N. 2009. What is a research question?. [online] Available at:

http://www.examiner.com/article/what-is-a-research-question [Accessed: 30/January/2014].

304
 Appendix E
Usecase Descriptions
E1.1 Use Case Description for Adding Subject

Table E1. 1: Adding Subject Usecase Description

Function
Add Subject

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc5
Use case name Add New Subject
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: High
Brief description: This Usecase is describing how the Secretary will add New Subject
Trigger When the Secretary wants to add new Subject
Relationships: Association

Association: Secretary

Include: Update/View

Extend: Delete

Pre-condition: The Secretary must login with his/her username and password

305
Flow of event User Response System Response
1. Click on Add New 2. The system will send
Subject from the secretary request to the add new
Page subject controller and
3. Enter Subject ID Adding Subject page will
4. Enter Subject Name be displayed to gether with
5. Select Subject Type the year in the year field
6. Select Hours of the 8. Verify, Validate and check
subject. information.
7. Click on Add Button. 9. Save the subject details in
the database
10. Display Success Message.

Alternative flow A1: cancel,

A2: Exit
Exceptional flow E1: Subject ID Required [This Exception Pop Out when secretary
leave the subject ID field Empty]
E2:Invalid Subject ID Format[This Exception Pops out when
secretary enters invalid Subject ID Format]
E3: Subject Name Is required [This Exception Pop Out when
secretary Leave SubjectName Field Empty]
E4Select Subject Type [This Exception Pop out when the Secretary
does not select the subject type]
E5:Select Hours [ This Exception Pop Out when secretary Does not
Select Hours]
E6: Subject Name Already Exist [This Exception Pop Out when
secretary Try to add SubjectName That Already Exist]
E7: Subject Already Exist [This Exception Pops Out when secretary
tries adding a class and the class is already in the database.
Post condition Subject Successfully Added in to the system.

306
 The System Will Display Do You want to add another subject
If the user click on Yes then the system will ask to enter the subject
ID else if the user click no then secretary page will show.
Constraints The Subject ID Must be 7 and combination of letters and characters.

E1.2 Usecase Description for Managing Subject (Update Subject Details)

Table E1. 2: Usecase Description for Updating Subject

Function

Update Subject

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc6
Use case name Update Subject( Include Use Case)
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: Medium
Brief description: This Usecase is describing how the Secretary will Update Subject
Details and this Usecase is an include usecase for add subject.
Trigger When the Secretary wants to Update the Existing Subject
Relationships: This is an include usecase for adding Subject

Association: Secretary

Pre-condition: The Secretary must login with his/her username and password

307
Flow of event User Response System Response
5. Click on Manage Subject 8. Send request to the
from the secretary Page controller and display the
6. On tab Page1 (Update managing Subject age.
Subject) Select Subject ID 6. Check and verify the
from the Page. subject from the database
7. Click on Search Button 7. Display Subject Details
8. Make Modification 10. Verify information.
9. Click on Update Button. 11. Update information
12. Display Success Message.

Alternative flow A1: cancel,

A2: Exit
Exceptional flow E1: Field Required [This Exception Pop Out when the secretary
leaves Empty Field].
E2: Subject Not in the system [This Exception Pops Out when the
secretary searches the subject and the subject is not in the database.]
Post condition Subject Successfully Updated
Constraints Nil

308
E1.3 Usecase Description for Assigning Subject To Class

Table E1. 3: Usecase Descripption for assigning subjects to class

Function

Assign Subject To Class

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc7
Use case name Assign Subject To Class ( Include Use Case)
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: High
Brief description: This usecase is describing how secretary will assign subjects to
class.
Trigger When the secretary want to register subjects to class
Relationships:
Association: Secretary

Include: Update

Pre-condition: The Secretary need login with his/her username and password

309
Flow of event User Response System Response
1. Click on Assign Subject to 2. Send Request to the
class button from the controller and the page will
secretary page display.
3. Select class Code to add 4 Display Current Term.
subjects
5.Select Subject 1 11. Check and verify
6.Select Subject 2 information.
7. Select Subject 3 12. Save information into
8. Select Subject 4 database.
9. Select Subject 5 13. Display Success Message
10.Click on add Button

Alternative flow A1: cancel,

A2: Exit
Exceptional flow E1: Select Class Code [ This Exception Pops Out when the
secretary leaves the class code field Empty]
E2: Select Subject 1[This Exception Pops Out when the secretary
leave the subject 1 field]
E3: Select Subject2 [This Exception Pops Out when the secretary
leaves the subject2 field empty]
E4:Select Subject3 [This Exception Pops Out when the secretary
leaves the Subject3 field Empty]
E5:Select Subject 4 [This Exception Pops Out when the secretary
leaves the subject4 field Empty]
E6:Select Subject5 [ This Exception Pops Out when the secretary
leaves the subject5 Field Empty]
E7:You cannot Add Same Subject in the same class[This Exception
Pops Out when secretary tries to add the same subject in one class]
the same class]
E8:This Class Already Assign a subject [ This Exception Pops Out

310
 when the teacher tries to assign Subjects to the class that is already
assigned]
Post condition • Subjects Successfully Assigned to class.(Message)
• Do you want to assign subjects to another class
If the user click yes then the system will focus to add another
one else if the user click no then secretary page will show
Constraints • Class Must Have 5 Subjects.
• Class ID must be 5 combination of characters and letters first 3
letters and last two digit
• User Cannot assign same subject in one class.

E1.4 Usecase Description for Viewing Existing Assign Class

Table E1. 4: Usecase Description for view existing Assigned Subjects to class

Function

View Assign Subjects To class

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc8
Use case name View Assign Subject To Class( Include Use Case)
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: High
Brief description:
Trigger When the Secretary wants to view the classes that already assign a subject
Relationships: Include usecase for Adding Subject to class
Secretary
Pre-condition: The Secretary must login with his/her username and password

311
Flow of event User Response System Response
1. Click on Assign Subject To 2. Send Request to controller and
.Class. then displayed the page for
3. Click on view All subjects assign subjects to class.
already assign to class Tab 10 Initiate to the controller and
control the controller will Check the
4. Click on View All button information from the database
after then it will retrieve and
display the list of the subjects
that are already Assign. If
Available

Alternative flow A1: cancel,

A2: Exit
A3: Update
Exceptional flow E1: No classes Exist [This Exception Pops Out when there is no any class
that subject is already assign]
Post condition Display Classes and Subjects assign to class
Constraints Nil

312
E1.5 Usecase Description for Assigning Class/Subject to Teacher

Table E1. 5: Usecase Description for assigning class/subject to teacher

Function

Assign Class to teacher

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc9
Use case name Assign Class To Teacher
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: High
Brief description: This Usecase Is Describing how the secretary will assign subject to teacher
Trigger When the Secretary wants to assign teacher to a subject/class
Relationships:
Association: Secretary

Include: Modify teacher from assign class

Extend: Delete Teacher From Assign Class

Generalization:
Pre-condition: The Secretary must login with his/her username and password

313
Flow of event User Response System Response
1. Click on Assign/Manage 2 Initiates to the controller and
Teacher to Class /subject displays the page with three
button form the secretary Tab Pages.
Page 5. initiate to the controller
3. On the Tab Page 1 Select ,controller send to the database and
Class_code from the drop down then it retrieve and Display the
list menu Teacher Name and The SubjectID
4. Select Teacherid SubjectName 7. Verify and Check the
and class ID and Click Ok information.
Button. 8. Save in formation in the data
6. Click on assign button. base
9. Display Success message

Alternative flow A1: cancel,

A2: Exit
A3 Refresh
Exceptional flow E1: Class Code is needed [This Exception Pops Out when the secretary
Leave the class Code Field Empty
E2: Please Select Teacher ID [ This Exception Pops Out when Secretary
leaves The Teacher ID field Empty]
E3: Teacher Name Is Needed [This Exception Pops Out When Secretary
leave the Teacher Name Field Empty]
E4: Subject ID is Needed[ This Exception Pops Out When the Teacher
Leave the subject ID field Empty]
E5: Subject Is Already Assign To this Teacher[ This Exception Pops Out
When secretary tries to assign a subject to teacher which is already assign
To That Particular Teacher]
E6: Subject Name is needed[This Exception Pops Out When the Teacher
Leave the subject ID field Empty]
E7: Teacher Can Only Take Maximum of One Subject [This Exception

314
 Pops Out When the secretary tries to re-add Subject to a teacher.

Post condition • Save in to the database and display Success message

• Do You Want to assign Another one
Constraints • Teacher Can only takes maximum of one subject
• Cannot Assign Same Teacher in one class
• Two teacher Can teach the same Subject but different class

E1.6 Usecase Description for Modifying Teacher from Assign Class/Subject

Table E1. 6: Usecase Description Modifying Teacher from assign class

Function

Modify Teacher From Assign Class

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc10
Use case name Modify Teacher From Assign Class/Subject ( Include Use Case)
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: Medium
Brief description: This Usecase is describing how secretary will modify teacher from
existing assign class
Trigger When Secretary wants to modify teacher from existing assign
class/Subject
Relationships:
Association: Secretary

Pre-condition: Secretary Must Login With His/ Her Username and Password

315
Flow of event User Response System Response
1. Click on assign/manage 2. Initiate to the controller and the
Class/Subject From the controller display Teacher
Secretary page Class/Subject Assign Page.
3. Click on Tab page 3 (Modify 5. The controller will check from
Teacher Subject Class). the database to retrieve and
4. Select Index Number from the Display the Class/Subject and the
select Menu Teacher Details if it is available
10. Select the Teacher ID You 7. Display Teacher Name
Want to Modify and Click Ok. 9. Display Subject Name
8. Then Select the subject ID to 11. Check the information and Save
modify and Click Ok. in to the database.
10.Click on Modify Button 12. Display Success message.

Alternative flow A1: Refresh

A2: Exit
Exceptional flow E1: Select Index Id [This Exception Pops Out when the secretary leaves
the index Number Empty.
E2:Class Code is needed [This Exception Pops Out when the secretary
leaves the class ID field Empty]
E3: Select Teacher ID Please, [This Exception Pops Out when secretary
leaves the teacher id field Empty]
E4: Select Subject ID, [ This Exception Pops Out when secretary leaves
the Subject ID Field Empty]
Post condition Subject Successfully modify
Constraints Nil

316
E1.7 Usecase Description for Deleting Teacher from Assign Subject/Class

Table E1. 7: Usecase Description for Deleting Teacher from Assign Class

Function

Delete Teacher From Assign Subject

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc11
Use case name Delete Teacher From Assign Subject/ Class ( Include Use Case)
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: Low
Brief description: This Usecase is describing how secretary will delete teacher from assign
subject
Trigger When secretary wants to delete teacher from assign Class
Relationships: Delete Subject/Class To Teacher (An include usecase for assign teacher to

Association: subject)
Secretary.

Pre-condition: Secretary need to login with his/her user name and password
Flow of event User Response System Response
1. Click on assign/manage 2. Initiate to the controller.
Subject/Class From the 5. Check and verify if the teacher
Secretary page exist in the class assign table
3 Click on Tab page 2 6. Display the teacher and assigned
(Manage Teacher class subject
Class/Subject Assign). 9. Display message “Do you really
4 Select Teacher ID want to delete this it will be
Number that you want to permanently deleted”
delete from the select 11. Message “Succefully Deleted”

317
 Menu and click search
button
7. Click on the datagridview
cell content you want to
delete and click on edit button
8. Click on delete button
10. Click yes button
Alternative flow A1: Refresh
A2: Exit
A3:Edit
A4: View All
Post condition Subject Successfully modify for the teacher
Constraints Nil

E1.8 Usecase Description for Creating Timetable

Table E1. 8: Usecase Description for Creating Timetable

Function

Create TimeTable

Secretery

Author: Aisha Abubakar Shema

Use case ID Uc12
Use case name Add New Subject
Delivery date: 3/4/2014
Primary Actor Secretary
Importance Level: High
Brief description: This Usecase is describing how the secretary will create a new time
table for a class
Trigger When Secretary wants to create class time table

318
Relationships: Association

Association: Secretary

Include: Update/View, Print

Extend: Delete

Pre-condition: The Secretary must login with his/her username and password
Flow of event User Response System Response
1. Click on create timetable 2. Initiate to controller the
button from the secretary controller will display
page. timetable page
4 Enter Time table ID 3. Display Current Term
5 Enter Class Code 12 Check and verify
6 Select Monday Classes Timetable details.
7 Select Tuesday Classes 13 Display Success message.
8 Select Wednesday Classes
9 Select Thursday Classes
10 Select Friday Classes
11 Click on add button
Alternative flow A1: cancel,
A2: Manage Timetable
Exceptional flow E1:Please Select Class Code[This Exception Pops Out when
secretary leaves the class Code field Empty]
E2: You are Required to Create ID for the timetable[This Exception
Pops Out when Secretary does not assign ID to the timetable]
E3:TimeTable ID is not valid[This Exception Pops Out when
secretary Enters Invalid Time table ID]
E4:Time Table Already Exist[This Exception Pops Out when the
same timetable ID exist in the database]
E5:Class Already have Timetable unless if You want to update goto
manage time table then go to manage[This Exception Pops out
when the class is already assign a timetable]

319
 E6: You Cannot Select Double Periods on Fridays [“This Exception
Pops Out when secretary tries to select same subjects in two nearly
periods].
Post condition • Timetable Successfully Added in to the system.
• Message Will be Displayed Do You want to add another Time
Table
• If the user click on Yes then the system will ask to enter the
subject ID else if the user click no then secretary page will
show.
Constraints • Before performing this function secretary must login
• Some days is not allowing double period selection

E1.9 Note
Due to the specification of the documentation, is not all of the usecase descriptions are provided
in this appendix only the most important functionalities are provided.

Appendix F
Flowcharts, Sequence Diagram, Collaboration, Activity Diagrams and Story
Boards
Note: In this section, the author will provide the UML diagrams and Storyboards for UMYCK
Management system but note that not all of the diagrams will be provided due to the
specification of the documentation.

320
 F1.0 Flow Charts
In the section, the author will show the flow chart diagram for UMYCK management system

Start

Display Login Forgot About Us Help

Homepage Password

Display
Login page

Read
Username Wrong Login
Details, check and
Make sure is
correct or contact
Read Password admin for
registration

No
Is Login Information
Correct?

Yes

Welcome Message User Page Display

End

Figure F1. 1: Flow Charts for accessing the system

321
Note On flow Chart

In this appendix, not all the function flow charts of the system will be provided but some of the
important functions flow chats will be described in this section due to the documentation
specification.

F1.0.1 Flow Chart for Adding Subject

Figure F1. 2: Flow Charts for Adding New Subjects

322
F1.0.2 Flow Chart for Managing Subject (Update)

Figure F1. 3: Flowcharts For Managing Subject(Update)

323
F1.0.3 Flow Chart for Assigning Subject To Class

Figure F1. 4: Flowcharts for Assigning Subject To Class

324
F1.0.4 Flow Chart for Viewing Subjects That are Assign to Class (Class
Subject Registration)

Figure F1. 5: Flow chart for view Subjects Assign to Class

325
F1.0.5 Flow Chart for Assigning Teacher to Class

Figure F1. 6: Flow Chart for Assigning Teacher To class

326
F1.0.6 Flow Chart for Deleting Teacher from Assign Subject

Figure F1. 7: Flow Chart for Deleting Teacher from Assign Class

327
F2.0 Sequence Diagram

F2.1 Sequence Diagram for Adding Subject

: Secretery Page : Subject Controller : Add Subject Page : Subject Table

: Secretery

Click on "Add Subject Button"

E1:SubjectID
Required
Activate
E2:Invalid
Display SubjectID format

E3:SubjectNam
e Required
Key in" Subject ID"
E4:Select
Key in "Subject Name" Subject Type

Select "Subject Type" E5:Select

Hours
Select"Hours"
E6:SubjectName
Click on"Add Button" Already Exist

A1: Cancel Send to E7:Subject

Already Exist

A2: Exit Save Information()

Return

Subject Successfully Added

Do You want to add Another Subject "Yes",No"

Figure F2. 1: Sequence Diagram For Adding Subject

328
F2.2 Sequence Diagram for managing Subject (Update)

: Secretery : Secretery Page : Manage Subject Page : Subject Conroller : Subject Table
Click on "Manage Subject Button"

Send Request

Display

Select "Subject ID"

E2:Subject
Click on "Search Button" Not Exist

Send Request

Check and Retrieve "Subject Details from the database"

Return

Display "Subject details"

E1:Field
Make Modification
Required
Click on"Update Button"

Send Subject Details

A2:Exit
Update into Database

A1:Cancel

Figure F2. 2: Sequence Diagram for Managing Subject (Update)

F2.3 Sequence Diagram for Assigning Subject To Class

: Secretery : Secretery Page : Assign Subject To Class Page : Assign Subject to : Assign Subject to
Class Controller class Table
Click"On Assign Subject to Class Button"

Send request

Display

Select"Class Code"

Display "Current Term"

E1:Select E2:Select
Select "Subject 1"
Class Code Subject1
Select "Subject 2"
E3:Select
Select"Subject 3" Subject2

E4:Select
Select "Subject4"
Subject3
Select" Subject5"
E5:Select
Subject4
Click on "Add Button"
E7:You cannot Add
same subject...

E7: Class ALready Send information

A1:Cancel
assign a subject
A2:Exit
Save

Return
E6:Select
Subject5
Subject Successfully assign to Class

Do yoou want to assign subject to another class yes/No?

Figure F2. 3: Sequence Diagram for Assigning Subject to Class

329
F2.4 Sequence Diagram for Viewing Subjects Already Assign To Class

: Secretery : Secretery Page : Assign Subject to : Assign Subject To Class Page : View SubjectAlready Assign to : Assign Subject to
Class Controller Class Tab Page class Table
Click on Assign Subject to Class

Send Request

Display E1:No Classes

Exist

Click on "View Subject Already Assign To class Tab Page"

Open

Click on View All Button

A1: Cancel
A2:Exit Intiate

Check information

A3:Update Return

Display List of subjects and Classes alreay assign

Figure F2. 4: Viewing Subjects Already Assign To Class

330
F2. 5 Sequence Diagram for Assigning Class/Subject to a Teacher

: Secretery : Secretery Page : Assign Teacher To Class Page : Assign Class/Subject to Teacher : Assign Class/Subject : Assign Class/Subject
Tab Page 1 to Teacher Controller to Teacher Table
Click on Assign/Manage Teacher to Class/Subject

Initiate

Display

E1:Class Code is
Open Tabpage1 needed

Dislay
E2:Please Select
Teacher ID

Select "Class Code"

E3:TeacherID
Select "TeacherID" Name

Select "Subject Name"

E4:SubjectID is
needed
Click on "OK "Button
E5:Subject is
Already Ass...
Initiate

Send information

Return

Display "Teacher Name, SubjectID"

Click on "Assign" Button"

A1:Cancel E6:Subject Name Send information

is needed
Save information
E7:Teacher can only take
A2:Exit Maximum of one subject Return

Teacher Successfully Assign

A3:Referesh
Do you want to Assign Another One "Yes/No"

Figure F2. 5: Assign Class/Subject to Teacher

331
F2.6 Sequence Diagram for Modifying Teacher from Class/Subject

: Secretery : Secretery Page : Assign Teacher To Class Page : Assign Class/Subject : Modify Teacher from Class : Assign Class/Subject
to Teacher Controller Tabpage3 to Teacher Table
Click on "Assign/Manage Class/Subject
E1:Select
Initiate IndexID

Display

Click on"TabPage3"(modify Class/Subject assign)

Display

Select" Index Number"

Click on search button

Send

Check and Rerieve details

Return

Display Teacher and Class/Subject Assign

Select Teacher to modify and Click "OK"

Select Subject to modify and Click on "OK" button

E4:Select E2:ClassCode Dislplay Teacher Name

SubjectID
Display SubjectName
E3:Select
TeacherID
Click on "Modify Button"

Send information
A2:Exit
A1:Cancel

Save information

Display "Successfully Modify"

Figure F2. 6: Sequence Diagram for Modifying Teacher from Assign Class

332
F2.7 Sequence Diagram for Deleting Teacher from Assign Class/Subject

: Secretery : Secretery Page : Assign Teacher To Class Page : ManageTeacher Class/Subject : Assign Class/Subject : Assign Class/Subject
Assign Tabpage2 to Teacher Controller to Teacher Table
Click on Assig/Manage Class/Subject

Initiate

Display

Click on Tabpage2 (Manage Teacher Class/Subject Assign)

Display

Select TeacherID and Click Search

A1:Referesh Send

Check and Veirfy

A2:Exit

A3:View All Return

Display Teacher and C lass Assign

Click on the cell content to delete and Cilck on Edit Button

Click on "Delete Button"

Initiate
A4:Edit
Do you reallly want to delete "Yes/No"

Click on "Yes"

Successfull Deleted

Figure F2. 7: Sequence Diagram For Deleting Teacher From Assign Class/Subject

333
F2.8 Sequence Diagram for Creating Timetable

: Secretery : Secretery Page : Timetable Page : Timetable Table

: Timetable Controller

Click on Create Timetable Button

Initiate

Display the page with current Term

E1:Please Select
Class Code
Key in"Timetable ID"

E2:You are required to

Key in" Class Code"
create ID for the TimeTable
Select Monday Classes
E3:Timetable ID is
Select "Tuesday Classes" not valid

Select"Wednesday Classes" E4:Timetable

Already Exist
Select "Subject Classes
E5:Class Already
Select Friday Classes have timetable

E6:You cannot select

Click on"Add Button"
Double periods

Send

Check,verify and Save

Return

Successfully Created

Do you want to add another Timetable yes/No

Figure F2. 8: Sequence Diagram for Creating Timetable

334
F2.9 Sequence Diagram for Updating Marks

: Teacher Page : Update Marks Page : Marks Controller : Marks Table

: Teacher

Click on "Manage Student Marks"

Initiate

Select "Class Code"

Select "Subject"

Select "Term"

Cilck on View Students and Subject Button

Send

Check and Retrieve

Return

Display Student List and Subject

Key in "Exam Mark"

Key in"TestMarks"

Click on " Submit Marks"

A1:Cancel Send
E1:Please Select
Class Code
Save

A2:Exit Return
E2:Select
Subject Mark Successfully Updated

E3:Term is
required

Figure F2. 9: Sequence Diagram for Updating Marks

335
F3.0 Collaboration Diagram

F3.1 Collaboration Diagram for Adding Subject

1: Click on "Add Subject Button" 2: Activate

: Secretery : Secretery Page : Subject Controller

4: Key in" Subject ID"

5: Key in "Subject Name" 11: Return
6: Select "Subject Type" 9: Send to
7: Select"Hours" 10: Save Information()
8: Click on"Add Button"
3: Display
12: Subject Successfully Added
13: Do You want to add Another Subject "Yes",No"

: Subject Table
: Add Subject Page

Figure F3. 1.Collaboration Diagram for Adding Subject

F3.2 Collaboration Diagram for Managing Subject (Update)

4: Select "Subject ID"
5: Click on "Search Button"
10: Make Modification
1: Click on "Manage Subject Button" 11: Click on"Update Button"

: Secretery : Manage Subject Page

: Secretery Page
3: Display
9: Display "Subject details"

6: Send Request
2: Send Request 12: Send Subject Details

7: Check and Retrieve "Subject Details from the database"

13: Update into Database

8: Return : Subject Table

: Subject Conroller

Figure F3. 2: Collaboration Diagram for Managing Subject

336
F3.3 Collaboration Diagram for Assigning Subject to Class

4: Select"Class Code"
6: Select "Subject 1"
7: Select "Subject 2"
8: Select"Subject 3"
9: Select "Subject4"
10: Select" Subject5"
11: Click on "Add Button"

3: Display : Assign Subject To Class Page

: Secretery 5: Display "Current Term"
15: Subject Successfully assign to Class
16: Do yoou want to assign subject to another class yes/No?

12: Send information

1: Click"On Assign Subject to Class Button"

: Assign Subject to Class

2: Send request Controller

13: Save

14: Return

: Secretery Page

: Assign Subject to class

Table

Figure F3. 3:Collaboration Diagram For Assigning Subject to Class

F3.4 Collaboration Diagram for Viewing Subject Already Assign To Class

1: Click on Assign Subject to Class

6: Click on View All Button

: Secretery Page

: Secretery : View SubjectAlready Assign to

Class Tab Page

4: Click on "View Subject Already Assign To class Tab Page"

2: Send Request
5: Open
: Assign Subject to class
Table 10: Display List of subjects and Classes alreay assign
7: Intiate

9: Return
8: Check information

3: Display

: Assign Subject To Class Page

: Assign Subject to Class
Controller

Figure F3. 4: Collaboration Diagram Viewing Subject Already Assign to Class

337
F3.5 Collaboration Diagram for Assigning Class/ Subject to Teacher
13: Display "Teacher Name, SubjectID"
11: Send information 18: Teacher Successfully Assign
16: Save information 19: Do you want to Assign Another One "Yes/No"

12: Return
17: Return : Assign Class/Subject to
: Assign Class/Subject to Teacher Teacher Table
Controller 10: Initiate
15: Send information : Assign Class/Subject to Teacher
Tab Page 1
6: Select "Class Code"
7: Select "TeacherID"
8: Select "Subject Name"
3: Display
2: Initiate 9: Click on "OK "Button
14: Click on "Assign" Button" 5: Dislay

4: Open Tabpage1

: Secretery : Assign Teacher To Class Page

1: Click on Assign/Manage Teacher to Class/Subject

: Secretery Page

Figure F3. 5: Collaboration Diagram for assigning Class/subject to teacher

F3.6 Collaboration Diagram for Assigning Class /Subject to Teacher

4: Click on"TabPage3"(modify Class/Subject assign)

1: Click on "Assign/Manage Class/Subject

: Secretery
: Assign Teacher To Class Page

: Secretery Page

6: Select" Index Number"

7: Click on search button
12: Select Teacher to modify and Click "OK"
13: Select Subject to modify and Click on "OK" button
16: Click on "Modify Button" 3: Display

2: Initiate
5: Display

9: Check and Rerieve details

8: Send 18: Save information
17: Send information 20: Display "Successfully Modify"

11: Display Teacher and Class/Subject Assign 10: Return

: Modify Teacher from Class Tabpage3 14: Dislplay Teacher Name : Assign Class/Subject to Teacher 19: : Assign Class/Subject to
15: Display SubjectName Controller Teacher Table

Figure F3. 6: Collaboration Diagram for Modifying Teacher from Assign Class

338
F3.7 Collaboration Diagram for Deleting Teacher from Assign Class/Subject

4: Click on Tabpage2 (Manage Teacher Class/Subject Assign)

1: Click on Assig/Manage Class/Subject

: Secretery
: Assign Teacher To Class Page
2: Initiate
3: Display

: Secretery Page

6: Select TeacherID and Click Search

11: Click on the cell content to delete and Cilck on Edit Button
12: Click on "Delete Button"
15: Click on "Yes"
: Assign Class/Subject to5:Teacher
Display
Controller
7: Send
13: Initiate 8: Check and Veirfy

14: Do you reallly want to delete "Yes/No" 9: Return

16: Successfull Deleted

10: Display Teacher and C lass Assign

: ManageTeacher Class/Subject Assign Tabpage2 : Assign Class/Subject to
Teacher Table

Figure F3.7:Collaboration Diagram for Deleting Teacher from Assign Class/Subject

F3.8 Collaboration Diagram for Creating Timetable

1: Click on Create Timetable Button 2: Initiate

4: Key in"Timetable ID"

: Secretery : Secretery Page : Timetable Controller
5: Key in" Class Code"
6: Select Monday Classes
7: Select "Tuesday Classes"
8: Select"Wednesday Classes"
9: Select "Subject Classes 12: Send 14:13: Check,verify and Save
Return
10: Select Friday Classes
11: Click on"Add Button"
3: Display the page with current Term
15: Successfully Created
16: Do you want to add another Timetable yes/No

: Timetable Table

: Timetable Page

Figure F3. 8: Collaboration Diagram For creating Time Table

339
F4.0 Activity Diagram

F4.1 Activity Diagram for Assign Subject to Class

Secretery System Assigning Subject to Class

Start

Click on Assign Subject to Class

Display Assign Subject to Class Form Retrieve Current Term

Select Class Code

Display Current Term

View Current Term

Select Subject1

Select Subject 2 Cannot Add Same Subject in one Class

Select Subject 3

Select Subject4

Verify information
Select Subject 5 No

Click on "Add" Button Yes Store informatiom

Subjects Assign To Class

View Display Success Message

Display Subjects Successfully Assigned to Class

End

Figure F4. 1: Activity Diagram For Assigning Subject to Class

340
F4.2 Activity Diagram for Viewing Subjects Already Assign
Secretery System Assign Subject to class Table

Display Assign Subject to class page

Start

Click on Assign Subject to Class Button

Click on"View Subjects Already Assign to class Tabage1

Check and Retrieve Subjects Assign To Class

Cilck on View Button

View Subject Class Details Display Subject /Class Detsils

End

Figure F4. 2: Sequence Diagram for Viewing Subjects Assign To Class

341
F4.3 Activity Diagram for Assigning Class/Subject to Teacher

Secretery System Database

Start

Cilck on ManageTeacher to Class/Subject

Display Assign Class to Teacher Page

Cick on"TabPage1

Select "Class Code"

This Teacher is Already Assign A subject

Select Teacher ID
Retrieve SubjectID and TeacherName

Check
Click" OK"

View Dislay SubjectID and TeacherName Display SubjectID and Teacher Name
no

check and Verify information

Click on Assign Button

yes
Save information
View Success Message

Display Teacher Successfully Assign a class

End

Figure F4. 3: Activity Diagram for Assigning Class to a Teacher

342
F4.4 Activity Diagram for Modifying Teacher from Assign Class/Subject
Secretery System Database

Display Assign Class/Subject to teacher Page

Start

Click on Assign/Manage Class/Subject

Click on"Tabpage3"(Modify Class/Subject assign

Select "Index Number"

Click Search Button

View Display Class/Subject Assign To teacher Display Class/Subject Assign To teacher

Assign Class/Subject to teacher table

Select the teacher to Modify

Click Modify

Display Successfully modify

Display View Successfully Modify

End

Figure F4. 4: Activity Diagram for Modifying Teacher from Assign Class

343
F4.5 Activity Diagram for Deleting Teacher from Assign Class/Subject
Secretery System Database

Display Teacher To Class

Click on Assign/Manage Class/Subjectr

Click on ManageTeacherClass/Subject
Not Deleted

Select Teacher ID

Click on Search Button No

Check

Assign Teacher To Class/Subject Table

Display Teacher and Class Assign

View Dispplay Teacher and Class Assign

Yes

Click on the Cell Content to delete in GridView

Click on Edit Button Do You Really Want to Delete

Display Successfully Deleted

View Dislay Successfully Deleted

End

Figure F4. 5: Activity Diagram for Deleting Teacher from Assign Class/Subject

344
F4.6 Activity Diagram for Creating Time Table
Secretery System Timetable Table

Start Display Create timetable page

Click on "Create Timetable Button

Key in" Time TabelID"

Timemtable Already Exist

Key in"Class Code"

Select"Monday Classes

Select Tuesday Classes

Select Wednesday Classes No Save time table information

Select Thursday Classes

Verify
Yes
Select Friday Classses

Click on "Add Button"

View Timetable Successfully Created

Display Timetable Successfully Created
End

Figure F4. 6: Activity Diagram for Creating Timetable

345
F4.7 Activity Diagram for Updating Marks

Teacher System Database

Start

Click on Manage Student Marks

Display Mark Entry Page

You Dont Have Access to this class

Select Class Code

Select Subject
No

Select Term

Yes Retrieve
Click on View Student and subject

Student Subject registeration table

View Student List and Subject

Key in Exam Mark Display Student List and Subject

Update Marks
Key in TestMark

Click on Submit Marks

Display Updated Successfully

View Updated Successfully

End

Figure F4. 7: Activity Diagram for Updating Marks

346
 F5.0 Story Board

F5.1 Story Board for Adding Subject

Add New Subject x

Picturebox2
Picture Box1: Image Text UMYCK
UMYCK Logo

Label7: Add New Subject Here Label8: Welcome Text Secretery ID

ManageSubjectLink|LogOut

Label1: Subject ID: Textbox1: Enter Subject ID

Label2: Subject Name: Textbox2: Enter Subject Name

Picturebox3: image

Label3: Subject Type: Combobox1: Select Subject Type

Label4: Hours: Combobox2: Select Hours Button1:Add

Button2:Cancel
Label5:Year Textbox2. Year

Button3:Exit

Copyright text

Groupbox1

Groupbox2

Figure F5. 1: Story Board For Adding Subject

347
 F5.2 Storyboard for Managing Subject (Tabpage2: View Subjects)
Manage
Manage SubjectSubject x

Picturebox2 Picture Box1: Image Text UMYCK

UMYCK Logo

Groupbox1: Manage Subject Here Label7: Welcome Text Label8:ID Number

Link to add New Subject|LogOut
Search Subject View Subject

Picturebox3: image
Data Grid View 1

Button1 Button Button

: 2: 3: Exit
Update Cancel
Button4:View All
Subjects

Label6 Copyright Text

Copyright Text

Tab Control1

Groupbox2

Figure F5. 2: Story Board for View Subjects

348
 F5.3 Storyboard for Assigning Subject To Class

Assign Subject To class

x

Picturebox1: Picturebox2: Text UMYCK

Umyck Logo

Datetimepicker1:Date Labe8: Welcome Text Link Label1:SecreteryID

Add Subject To Class Here Manage Subject View Subject LogOut
aClass
Label1:Class Code: Combobox1: Select Class Picturebox3:Image

Label2 Term: Combobox3: Select Term

Labe3 Subject1:
Combobox3: SelectSubject1

Combobox4: SelectSubject3
Label4 Subject2:
Button1:Add
Combobox2: Select Subject3
Label5 Subject3:
Button2:Cancel

Combobox2: Select Subject4

Label5 Subject4:
Button3:Exit

Combobox2: Select subject5

Label6 Subject5:

Label7: Copyright
Label11: text Text
CopyRight

Tabpage1

Groupbox2

Figure F5. 3:Storyboard for Assigning Subject to Class

349
 F5.3 Story Board for Secretary Page

Secretary Page x

Picturebox2:S
Picturebox1: UMYCK Text
choo Log

Tab1: My Profile Label5:Welcome Text LinkLabe1: ID Number

Menu Strip1
Label1: Textbox1 Picturebox4
CreateClass|ManageClass|CreateTimetable|LogOut
Label2: Textbox2

Label3 Textbox3
Picturebox3
Label4: Masked Textbox1

Label5 Textbox4
Label6:
Textbox5
Label7 Button3: Add Pict Button8:ManageT
Textbox6
Subjects ure imetable
Label4:
Textbox7 Box
Label5: Label6: Textbox Button: 5
Richtextbox1 4Managesubject Button10:Regist
Label6: er
Textbox8
Label7: Subjectforstudent
Button5:
Textbox9 Button11:
Assignsubjectoclas
Label8: Managesubjecregi
Button1:Edit ss
Textbox10 steration
Label9: Butto6:
Button2:Update ManageTeacherSub Button12:Send
Textbox11
ject Message

Lablel11:Copyrigth text

Figure F5. 4: Storyboard For Teacher Page

350
i. Storyboard Description for Secretary Page
Table F5. 1: Storyboard Description for Secretary Page

Secretary Page
After the secretary login this is the page that will Login Where he/she can perform his/her
operation
S/N OBJECT Settings Description
1. Label1 Secretary ID This Label is
helping the users to
know what the text
fill contains.
2. Label2 FirstName Describing
FirstName field
3. Label3 LastName Describing
LastName field
4. Label4 Contact_Number Describing the
where phone
number field is
5. Label5 Email Address Describing the
where phone
number field is
6. Label6 Nationality This is indicating
the field of
nationality.
7. Label7 Gender This indicating the
field of Gender
8. Labe8 DateofBirth This indicate the
field of
DateofBirth

351
9. Labe9 Address This indicate the
field of Address
10. Label10 Qualification This indicate the
field of
Qualification
11. Label12 Salary Salary Label
12. Label13 Username Username Label
13. Label14 Password Password Label
14. Label15 Age Age Label
15. Textbox1 Secretery ID Field that displays
the Secretary
16. Textbox2 FirstName Field that displays
FirstName
17. Textbox3 LastName Field that displays
LastName
18. Masked Textbox1 Phone Number This is the field
that displays the
Phone Number.
19. Textbox4 Email Address Field that describe
Email Address
20 Textbox5 Nationality Field that displays
the Nationality of
the secretary
21. Textbox6 Gender Field That displays
the Gender of the
Secretary.
22. Textbox7 DateofBirth Displays
DateofBirth
23. Rich Textbox1 Address Displays Address
24. Textbox9 Qualification Displays

352
 Qualification
25. Textbox10 Salary Displays Salary
26. Textbox11 Username Displays Username
27 Textbox12 Password Display Password
28. Textbox9 Age Display Age

F5.4 Storyboard for Creating User Account TabPage1

Figure F5. 5: Storyboard for Creating User Account (TabPage1)

353
 F5.5 Story Board for User Account (Tab Page 2 View Users)

Figure F5. 6:Story Board for Viewing Users

354
 F5.6 Storyboard to View Subjects from Assign Class (TabControl2)

Assign Subject To Class x

PictureBox1: Picturebox2: UMYCKText
School Logo

Datetimepicker1:Date Label8: Welcome Text LinkLabel1:ID_Number

AssignSubjectToClass ViewSubjectAlreadyAssign ManageSubjectClass MenuStrip1: LogOut

Label3: Description Text PictureBox3:

Datagridview1: Displays Subject

Button1:Add

Button2: Cancel

Button4: View All Existing Assign Class Button5: Refresh

Button3: Exit

Copyright Text

Groupbox1

Groupbox2

F5. 7:Story board Viewing Subjects Assign To Class

355
 F5.7 Story board for Administrator Page

Administrator Page x

Picture Box2UMYCK
Text: UMYCK Picturebox3
Logo

Label 2:Date Label 3:Welcome Text Linklabel1: AdminID Number

Link 1 Link 2 Link 3 Link4 Link5 Link6 Link 7 Link8

Label 1: ID_No Picturebox4

Textbox 1: ID_No

Label2: FirstName Textbox 2: FirstName Picturebox3. Login

picture
Label 3: Last Name Textbox 3: Last Name

Label 4: Contact no Textbox 4: Contact No Button 1: Change picture

Label 5: Email Textbox 5: Email

Label 6: Nationality Textbox 6: Nationality

Label 7: Gender Textbox 7: Gender

Button 2: Edit
Label 8: Date of birth Textbox8: Date of birth
Button 3: Update
Label 9Address Textbox 9: Address

Label 10: Qualification Combobox1: Qualification Button4: Button Button Button

Manage 5: 6: 7:
Label 11: Salary Textbox 10: Salary
secretar Manage Manag Updat
Label 12: Username Textbox 11: Username y teacher e user e
accoun term/s
Label 13: Password Textbox 12: Password

Label15:CopyRight Text

Figure F5. 8: Story board for Administrator Page

356
 i. Brief Description for Admin Page Story board Description

Table F5. 2:Story board Descripption for admin Page

Admin Page
After the secretary login this is the page that will Login Where he/she can perform his/her
operation
S/N Object Settings Description
1 Link 1 Tool Strip menu1 Link To admin Admin Page
page
2 Link 2 Tool Strip menu2 Link to Add This is a link that will take
secretary Page the admin to add secretary
page
3 Link 3 Tool Strip menu3 Link to Add This is a link that will take
teacher page the admin to the teacher
page
4 Link4 Tool Strip menu4 Link to Register This a link that will take
Student the admin to student
registration page
5 Link5 Tool Strip menu5 Link to Manage This is a link that will take
Teacher Page the admin to manage
teacher page.
6 Link6 Tool Strip menu6 Link to update This is a link that will take
term section the admin to term section
page
7 Link7 Tool Strip menu7 Link to manage This is a link that will take
student the admin to manage
student page eg. Update
8 Link8 Tool Strip Menu 8 Link to Logout Link to logout

357
F5.8 Story board for Creating Time table

Create Timetable
X

Picture box1 UMYCK Text: UMYCK Pickturebox2

logo

Label1 :Date Welcome message ID_Number

User IDNumber
Panel1 Groupbox1
Tool strip
Timetable ID: Text box1 Class Code: Combobox1 Term Textbox1 menu1

Panel2

First period Second Period Third Period Fourth period FifthPeriod

8:00-8:45am 8:50-9-40am 9:40-10:45am 10:5-11:45am 11:45-

Mon Combobox2 Combobox3 Combobox4 Combobox Combob

Tue B
Combobox7 Combobox8 Combobox9 Combobox Combob
r
Wed Combobox12 Combobox13 Combobox1 e Combobox Combob
4 a 15 ox16
Thurs Combobox17 Combobox18 Combobox1 Combobox Combob
k
20 ox21
Friday
Combobox21 Combobox22 Combobox2 Combobox Combob

Panel3
Button1:Add Button2:Cancel

Copyright text
Figure F5. 9: Story board for Creating Timetable

358
 Appendix G

G.1 User Acceptance Testing Questionnaire Sample

In this section, the author will provide the sample of the questionnaire for respondent 1 that is
evaluated in the user acceptance testing (Chapter 7 of this report)

G1.1 Questionnaire Sample for Respondent 1

359
 Appendix H

H.1 User Manual

H1.1 System Installation

The following describe the hardware and the software requirements to run the proposed
UMYCK Management system

Software Specification

• Any operating system but preferably window 8.1 version running on your system.
• Installing Microsoft Visual studio 2012 version or Below.
• Installing of Microsoft SQL server Management studio or above.

Hardware Specification

• Intel Processor Dual core

• Processor Speed 2.1OGH or Higher
• Random Access Memory 4.00 GB (2.98 GB usable)
• Minimum of 400 GB ADATA hard disk for information storage
• 1366*768 monitor display
• Mouse, key board and printer of any type.

Installation Procedure

• Locate C: drive under documents from your PC and click on Microsoft Visual studio
2012 folder
• Copy the project folder and bin folder in any drive (Flash, DVD or CD)
• project folder contains the application file
• copy database folder with all necessary database files
• Locate Microsoft SQL server in C: drive under programs File and put the database folder
inside.

360
 Step1: Start the system

Figure H. 1: Start the system

1) 1-Folder
2) Project folder
3) 3.Aplication folder
Click on the application

Figure H. 2: Opening the application

Homepage Navigation Forgot Password Link login

Figure H. 3: HomePage Link to login Page

361
Login Page

This is where all the users of the system can access the system by providing there user name and
password.

Figure H. 4: Login Page

Admin Page Navigation

The figure below is describing the Administrator functionalities nevigation

Figure H. 5: Admin Page Navigation

Secretary Page

The two figures below is describing the Secretey functionalities nevigation

Figure H. 6:Secretary Functionality Navigation

Figure H. 7: Secretary Page

362
The figure below is describing the functionalities navigation for teacher page.

Figure H. 8: Teacher Page

Appendix I Log Sheets

363
 Appendix J Turnitin Report
Project1

Project2

364

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