STUDENTS REGISTRATION SYSTEM

For
Royal college of science and technology
By

Name Reg. Number

Faculty of Computing and information technology Science

Royal College of science and technology
A Project Report Submitted to Royal College of science and technology Department of
Business Computing in Partial Fulfillment of the Requirements for the Award of Diplomacy in
Bachelor of information technology of Royal college of science and technology

Supervisor

Name: Mona

October, 2021
 Declaration

This is to certify that this report embodies the original work done by David during this project
submission as a partial fulfillment of the requirement for the Award of Diplomacy in Bachelor of
information technology of Royal College of science and technology

Signed ……………………………………

Date: ……………………………
I

?
 Approval

This Project Report has been submitted for Examination with the approval of the undersigned
supervisor

Signed: …………………………………

Date: …………………………………

Name:
Department of information technology
Royal college of science and technology

ii
 Dedication

Acknowledgement

iii
TABLE OF CONTENTS

DECLARATION ..................................................................................................................................
I
APPROVAL ........................................................................................................................................
II
DEDICATION
....................................................................................................................................III
ACKNOWLEDGEMENT .................................................................................................................
IV
TABLE OF CONTENTS ....................................................................................................................
V
LIST OF TABLES...........................................................................................................................
VIII
LIST OF FIGURES ........................................................................................................................... IX
LIST OF ABBREVIATIONS..............................................................................................................
X
ABSTRACT....................................................................................................................................... XI

CHAPTER ONE .................................................................................................................................1

INTRODUCTION ................................................................................................................................1
1.0 INTRODUCTION ..........................................................................................................................1
1.1 BACKGROUND ............................................................................................................................2
1.2 PROBLEM
STATEMENT .............................................................................................................3
1.3 MAIN OBJECTIVE........................................................................................................................3
1.4 SPECIFIC
OBJECTIVES ...............................................................................................................3
1.6 SCOPE OF THE
STUDY ...............................................................................................................4
1.6.1 SUBJECT SCOPE .............................................................................................................................4
1.6.2 GEOGRAPHICAL
SCOPE ..................................................................................................................4 1.7
SIGNIFICANCE OF THE STUDY................................................................................................4

iv
CHAPTER TWO ................................................................................................................................5
LITERATURE REVIEW .....................................................................................................................5
2.1 INTRODUCTION ..........................................................................................................................5
2.2 PREVIOUS STUDIES ...................................................................................................................5
2.3 RELATED SYSTEMS ...................................................................................................................6
2.4 TYPES OF MANUAL
SYSTEMS ...............................................................................................13 CHAPTER
THREE ..........................................................................................................................17
METHODOLOGY .............................................................................................................................17
3.1 INTRODUCTION ........................................................................................................................17
3.2 DATA COLLECTION TECHNIQUES .......................................................................................17
3.2.1
QUESTIONNAIRES ........................................................................................................................17
3.2.2 INTERVIEWS ................................................................................................................................17
3.2.3
OBSERVATION .............................................................................................................................18
3.3 SYSTEM REQUIREMENTS SPECIFICATION ........................................................................18
3.3.1 USER CLASSES AND CHARACTERISTICS .......................................................................................18
3.3.2 DESIGN AND IMPLEMENTATION CONSTRAINTS ............................................................................18
3.3.3 USER
REQUIREMENTS ..................................................................................................................19 3.3.4
FUNCTIONAL REQUIREMENTS ....................................................................................................19 3.3.5
NONFUNCTIONAL REQUIREMENTS ...............................................................................................20
3.3.6 EXTERNAL INTERFACE REQUIREMENTS .......................................................................................20
3.3.6.1 User interfaces ........................................................................................................................20
3.3.6.2 Hardware interfaces ................................................................................................................21
3.3.6.3 Software
interfaces ..................................................................................................................21
3.3.6.4 Communication interfaces ......................................................................................................21
3.3.7 SECURITY
REQUIREMENTS ..........................................................................................................21 3.3.8
SOFTWARE QUALITY ATTRIBUTES ...............................................................................................21
3.3.9 OTHER REQUIREMENTS ...............................................................................................................22
3.4 ANALYSIS OF
REQUIREMENTS .............................................................................................22
3.5 SYSTEM ANALYSIS AND
DESIGN .........................................................................................22

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3.6 SYSTEM TECHNOLOGIES AND
TOOLS ................................................................................23
3.6.1 ENTITY RELATIONSHIP DIAGRAM
(ERD) ....................................................................................23
3.6.2 DATA FLOW DIAGRAMS (DFD) ..................................................................................................23
3.7 SYSTEM
IMPLEMENTATION ..................................................................................................23
3.8 SYSTEM INTEGRATION AND TESTING ...............................................................................24
3.9 VALIDATION AND
VERIFICATION .......................................................................................24

CHAPTER
FOUR .............................................................................................................................25 SYSTEMS
ANALYSIS AND DESIGN ............................................................................................25
4.1 INTRODUCTION ........................................................................................................................25
4.2 THE EXISTING SYSTEM STUDY ............................................................................................25
4.2.1 WEAKNESS OF THE EXISTING SYSTEM ........................................................................................25
4.3 SYSTEM DESIGN .......................................................................................................................25

4.4 DATAFLOW DIAGRAMS ..........................................................................................................26

4.4.1 LEVEL ZERO DATA FLOW
DIAGRAM ...............................................................................26
4.4.2 TABLE 1 KEY FOR THE SYMBOLS USED IN THE
DFD ....................................................................27
4.5 THE CONTEXT DIAGRAM FOR THE PROPOSED SYSTEM ...............................................28
4.6 DATA
MODELING ...........................................................................................................................29
4.9.1 CONCEPTUAL DATABASE DESIGN ................................................................................................29
4.10 ENTITY RELATIONSHIP DIAGRAM ....................................................................................30
4.9.2 Logical Database Design ...........................................................................................................30

4.11 DATA DICTIONARY................................................................................................................31

CHAPTER FIVE ..............................................................................................................................36

5.1 INTRODUCTION ........................................................................................................................36
5.2 SYSTEM STUDY ........................................................................................................................36

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CHAPTER SIX .................................................................................................................................43
CONCLUSIONS AND RECOMMENDATIONS .............................................................................43
6.1 INTRODUCTION ........................................................................................................................43
6.2
CONCLUSION .............................................................................................................................43
6.3
LIMITATIONS .............................................................................................................................44
6.4
RECOMMENDATIONS ..............................................................................................................44
6.5 FUTURE RESEARCHES: ...........................................................................................................45
REFERENCES ...................................................................................................................................46
APPENDIX .........................................................................................................................................4
9
APPENDIX I QUESTIONNAIRE .....................................................................................................49
APPENDIX II:
INTERVIEW .............................................................................................................51
APPENDIX III: PROJECT BUDGET................................................................................................52
APPENDIX IV: WORK
PLAN ..........................................................................................................53
PSEUDO CODE .................................................................................................................................54

List of Tables

4.4.2 TABLE 1 KEY FOR THE SYMBOLS USED IN THE DFD...................................................27

TABLE 2 STUDENT REGISTRATION ...........................................................................................33

TABLE 3 FEES
PAYMENT ..............................................................................................................34
TABLE 4
SALARY ............................................................................................................................35
TABLE 5 STAFF RECORDS ............................................................................................................35
TABLE 6 USERS ...............................................................................................................................36

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TABLE 7 OBJECTIVES AND LEVEL OF ACCOMPLISHMENT.................................................47

List of Figures

The context diagram for the proposed system ....................................................................................28

Figure: 1 Level Zero Data Flow Diagram...........................................................................................27
Figure 5.3: Login
Page ........................................................................................................................36
Figure 5.4: Headmaster Page ..............................................................................................................38
Figure 5.5: Staff Records Page ...........................................................................................................39
Figure 5.6: Staff Records View
Page ..................................................................................................40

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Figure 5.7: Fees Payment
Page ...........................................................................................................40
Figure 5.8: Fees View Page ................................................................................................................41
Figure 5.9: Staff Home
Page ...............................................................................................................42
Figure 5.10: Student Record Page ......................................................................................................42
Figure 5.11: Student Record View
Page .............................................................................................43
Figure5.12: Abdulraham Page….........................................................................................................43

List of Abbreviations
SRS Student Registration System

CODASYL Conference on Data Systems Languages

DFD Data Flow Diagram

EERD Enhanced Entity Relationship Diagram

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 E-SAS Electronic Student Academic Systems

DFD Data Flow Diagram

EERD Enhanced Entity Relationship Diagram

ERD Entity Relationship Diagram

GUI Graphical user interface

HTML Hyper Text Markup Language

MYSQL My Structured Query Language

PHP Hypertext Preprocessor

IMS Information Management Systems

IT Information Technology
SADB
Subject-Area Databases
SEDCAR
Standards for Education Data Collection
and Analysis

SDLC System Development Life Cycle

SQL Structured query Language

Abstract

In this study, a student registration system to manage school records was developed. This was as a
result of the realization of the need for an efficient and effective automated system given the
incompetent nature of the manual systems in place in the managing of student’s records. The
dynamic nature of information technology and the wide array of information need to be
implemented. Standard Royal College of science was used as the case study. The system was
implemented using MYSQL software development tool to develop the database because it is easy to
learn and understand. PHP scripting language was used for interacting between the database and the

x
Graphical User Interface (GUI). And Dreamweaver was used to develop user interfaces. JavaScript
was used to ensure security controls and validation. The application was complete with user
interface, summarized reports, for applicant and security controls necessary such that the user can
start deriving value from the new application. The designed system was tested by a number of few
courses which was successfully applied. To identify system requirements, the questionnaire,
observation and interview methods of data collection were used. The study identified the major
problems faced by the use of manual filing systems to manage school records and attempted to solve
them by developing an automated records management system. Recommendations such as user
training, parallel system conversion and anti-virus update installations ensured smooth functionality
and system availability. This student’s registration system project report acts as a fundamental guide
or tool to management of Royal college of science and technology records in system evaluation and
decision making.

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 Chapter One Introduction

1.0 Introduction
Records management is the field of management responsible for efficient and systematic control
of the creation, receipt, maintenance, use, and disposition of the registration records of students.
Given the ever-increasing growth of litigation, investigations and regulatory actions coupled with
the explosive growth of electronic records, automation of college’s records management policies,
processes and practices is no longer an option; it is now a necessity. Automated Student
Registration Systems (ASRSs) have been available for nearly ten years. However, they have not
been adopted or implemented at the anticipated level of success because the process of declaring
and classifying records has been largely manual. To facilitate the adoption of needed new
registration systems, all manual operating costs associated with the system’s use and operation
must be minimized.

Royal college of science and technology uses a file based system for keeping records such as
admission book, school fees (ledger book), warden’s book, also books and files for both teachers
and students which are becoming expensive. These records include admission of students,
discipline cases of students, staff members and students’ performance among others however this
is not efficient enough because the books wear out, it takes time looking for specific information
in a lot of files and also get lost by malicious students or teachers retrenched hence loss of the
school’s records. This system of Student Registration was designed for improving the
effectiveness and efficiency of managing student’s registration electronic records.

The national focus on student outcomes has placed an additional burden on our nation’s schools,
school districts, and state education agencies according to The National Forum for Educational
Statistics, for they must monitor the achievement of individual students, as well as groups of
students, and show that all students are meeting high standards for learning. An education
organization’s ability to meet this challenge is affected by the organization’s access to complete,
accurate, and timely information about its students. This project has been developed to help
education organizations plan and implement efficient systems for maintaining and using
individual student records so that effective decisions can be made for the benefit of the students
and administration including DOS, teachers etc.
Many colleges, and state education agencies already collect and use data effectively. However,
the proliferations of new reporting requirements and dramatic changes in technology have had a
profound effect on the need for student data and the education community’s ability to manage
student records. Purchase of more powerful computer hardware and software and the
reconfiguration of information systems have become essential components in efforts to meet the
needs of all students.

1.1 Background
Royal college is a privately owned, mixed boarding, O and A Level Royal college offering a
wide range of subjects or programs for students to choose from.

The college was founded in 2016 by a group of experienced and committed professional
teachers. It has since then grown and expanded enough to programming and Microsoft office
with traditional college in the country. The college is registered by the ministry of education and
has a …………… center ………

The college uses books to keep records concerning information about students admitted and staff
employed.

Royal college of science and technology has been using a manual system to capture the
department and student’s records that are obtained. Records that are used in the college by the
department are kept in the files until the end of every semester or year for assessment of
student’s performance. A lot of time is needed to process the request for a particular department
in case all the departments order at the same time for the student’s records.

Since the requests from other stuffs are also made through the head office, this manual system
takes time and often time computational errors are in the system. Also due to this paper manual
system, there isn’t much security in the records and every one could get access to the store
registry file even if not authorized to do so. Reference to a particular registration record in a
particular year would imply manually opening all the old files until the record is found. This did
not only consume time but also wasted resources and manual labor in shifting and moving the
files.

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1.2 Problem Statement
Royal college of science and technology uses a file based system for keeping records such as
admission book, school fees (ledger book), warden’s book, also books and files for both teachers
and students which are becoming expensive currently. These records include admission of
students, discipline cases of students, staff members and student’s performance among others
however this is not efficient enough because the books wear out, it takes time looking for
specific information in a lot of files and also get lost by malicious students or teachers retrenched
hence loss of the school’s records. It also retains the school’s records for the case where a
teacher is dismissed from the college and a new teacher is supposed to begin commencement of
teaching.

1.3 Main Objective

The main objective of the study was to develop a computerized database system to manage
information for Standard that will handle data consistency and ensure maximum data security.

1.4 Specific Objectives

Automated Student Registration System for Royal college of science and technology was
designed to cater for the following objectives.

The study was guided by the following objectives;

i. To clearly analyze the current system used by Royal college of science and
technology to manage its data records.
ii. To establish the requirements necessary for designing a computerized database
system for Royal college of science and technology
iii. To design a student registration system for Royal college of science and
technology
iv. To develop a student registration system for Royal college of science and
technology
v. To test the computerized student’s registration system for Royal college of
science and technology

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1.6 Scope of the study
1.6.1 Subject scope
The study majorly concentrated on the management and how students are registered at Standard
Royal college of science and technology with an aim of designing and developing a
computerized web site based student registration system.

1.6.2 Geographical scope

The study was conducted at. Royal college of science and technology This was because I stay at
buhri along reiyat road and the college happens to be very near to my house. This enabled me not
to spend much on transport to the college.

1.7 Significance of the study

This project upon its completion and implementation was to be in position to solve the problems
associated with the existing student’s registration system in the following ways:

i. The study serves as a reference for anyone who might wish to develop a school
information management system.
ii. The study enables knowledge and understandability to the researcher and also succeed in
my current studies by attaining a degree in my studies.
iii. The study enabled the researcher gain experience in database design, development and
management
iv. It improved the administrative efficiency in decision making and management of the
school.
v. To other teaching institutions, the study helped them realize that running a computerized
student registration system saves time and managing student’s data more efficiently.
vi. To policy makers like the government of Khartoum, it helped them understand the
benefits of computerizing students and records management systems.

4
 Chapter Two Literature Review

2.1 Introduction
This chapter is about work done by previous research in attempt to provide information to the
Automated Student Registration System. But analysis of similar systems like Students Record,
General Record Schedule, hotels information management information, automation of patients
records system and State education data systems that increase learning and improve
accountability. DMY term define a database as a collection of structured files containing related
data.

2.2 Previous studies

explains the opportunities and pit falls of using technology in records management. Thus
automating records bring them together. They are easy to manage that is, to modify delete.
Automated record documentation systems are electronic databases made up of data about the
system.

Many scholars who have looked at documentation in system support in The IT industry have not
yet answered the question “why haven’t the previous program written to simplify IT support
been put to good use?” Even suggest that previous projects presented in the faculty of computing
and IT cited evidence to suggest that those systems are very good but IT support departments and
organization require system that will help them retain knowledge from their IT support.

2.3 Techniques of Students Registration record management

Managing record is a highly challenging role that requires systematic way to perform. This
implies that there is different Student Registration or management approaches as stated by
Gillespie (1992)

The techniques may depend upon whether the items are independent or dependent demand items.
Independent demand items are those whose demand is not affected by the demand of or decisions
about other items whereas the dependent demand items are those whose demand depends on the
demand for or decisions about other items.

5
Dependent resource planning (Dip) is another technique for dependent items, however this one
focuses basically on efficiency in product flow from upstream to the down streaming of the
distribution

Advantages of Student Registration System

There are several advantages to using Student Registration Systems in a business setting. Below
are some of the advantages of using Student Registration systems as stated by
en.wikipedia.org/wiki/

Cost savings and reduction of labor costs in the long run

In many cases, a company’s record represents one of its largest investments, along with its
workforce and locations. Student Registration software helps companies cut expenses by
minimizing the amount of unnecessary parts and products in storage and hence reduction on the
labour force employed. It also helps companies keep lost sales low by having enough record at
hand to meet demand.

Updated data and better quality data

Up-to-date data on record conditions and levels is also an advantage the Student Registration
System gives to companies. Company executives can usually access the system through a mobile
device, laptop or PC to check current inventory numbers and that the information provided is of
better quality.

Improved access to data

The system ensures that its reliable by delivering and providing the need information to the
different system users. Therefore it makes access to information easy.

Time savings
With the aid of restricted user rights, company managers can allow many employees to assist in
inventory management. They can grant employees enough information access to receive
products, make orders, transfer products and do other tasks without compromising company
security. This can speed up the inventory-management process and save managers’ time.

6
Existing Student Registration System

College patrons have been using a manual Student Registration System whereby different
Student Registration activities were carried out manually. The manual system involved the use of
file management system for storing the different record records, these records were stored in
form of files and receipts that’s after a sale is made. The manual system involved different
Student Registration activities like record taking, record valuation, and record ordering these
enabled records to management its record.

As stated by: http//clockworkaccounting.com/inventory-management-systems website, its stated

that the manual system involves record taking, this involves making records, or list, of record,
and noting its location and value. It's often an annual exercise - a kind of audit to work out the
value of the record as part of the accounting process.

Royal college of science and technology manually carries out record taking and this is done by
the cashier assistant and the accounts department, once the number of record is noted it’s sent to
the accounts department who secure the resources to use when re-recording the company store.

Student Registration System uses a record book that includes all records about the transactions in
the college. This enables the business to keep a log of record received and record issued.

2.4 Types of Manual Systems

Kakeeto (2003) stated the problems that exist with manual record system as being inconsistencies
incurred when entering products onto record cards, increasing volumes of stationery used,
making it hard for the workers to identify the record cards in time. Student Registration is one
aspect of business computing that enhances a company is business performances so as to reap big
from the business venture being undertaken. Maintaining too high level of record items with a
limited shelf life can only result in wastage and unsold record.

7
According to Kibera (1996), Inventory in most organizations is the largest single investment.

It’s therefore sensible that the management understands what it is and also effectively
managements it. And due to this new era of system automation there is need to computerize
every system in the organization to reduce on the problems associated with manual systems.

Effective Student Registration is, therefore about implementing strategies to meet or exceed
customer demand related to products availability by maintaining a sufficient record of each of
record item, which will also maximize the convenience organizations profits. How can one
maintain this aspect or come up with it? Automation of Student Registration will effectively
maintain a sufficient buffer record for the smooth running of the organization.

Amoro (2004), in his project Automation of Business Transaction, whereby he focused on the
system to be able to track the records of customers, orders and drugs as well as providing the
reports on business transaction.

His system further focused calculating the discount on large purchases of drugs and also able to
carry out registration of drugs and customers particulars. The project was mainly to deal with
production and sale of drugs in the organization putting emphasis on production organizations.
Data and system have no meaning till put into context of what business or organization does.

2.5 Weaknesses of the Existing System

The existing system at Standard High Royal college is associated with different weaknesses like
the manual system fails to keep track of the different record that is entered into the school
records office.

The system involved carrying out monthly record takes and this exposes the record to record
theft and hence causing loss of revenue to the company.

Clockworkaccounting.com states that the manual system has some weaknesses and these include

• Manual systems are associated with record outs since its hard for it to keep track of the
actual record that is kept in the organization stores
• With the manual system in place, organizations find it difficult to have meaningful
Student Registration measures

8
 • It’s also difficult for manual system to management record levels
• The manual system is also not ideal for complex organizations
• The current system is also associated with fraud since all records about record are entered
by different individuals who sometimes enter un genuine data entries

• Data entry errors can cause a lot of problems to inventory. For example, if something
goes missing, does that mean someone stole it? Or did the accounting clerk simply enter
in the wrong quantity?
• Another weakness of the existing system is that it is time consuming. Even if your
accounting clerk can punch in number really quickly, he/she can’t do it as fast as a
machine.

2.6 Comparison between the computerized and manual Student Registration

System
Manual Management Systems
Manual system uses a file management system whereby the record records are stored in form of
files and folders and records written down by the store assistants.

The manual system involves the physical counting of the record in store therefore the manual
system is more tiring and takes more time than the computerized system where automatic record
takes are taken as soon as goods are issued and received in and out of the store

Computerized Student Registration Systems

Student Registration systems have become the standard in the world. Barcodes are relatively
inexpensive and have a couple of advantages over traditional manual-entry systems.

Accuracy, once the barcode is printed with the correct information, there is very little room for
error. With manual-entry record systems the assistant may enter 96,900 instead of 99,600; this
simply doesn’t happen with barcodes.

Speed, even though some people are amazingly fast at the 10 key or at typing, there is no feasible
way to be as fast as scanning it. Think about how much faster the grocery store process is with
scanners. Imagine if the grocery store assistant had to enter everything in by hand; you would be

9
in line for a lot longer. The one disadvantage of this type of Student Registration system over
manual-entry accounting services is that for most companies it will cost more in terms of pure
dollars paid. It costs money to buy barcode printers, scanners, and stickers. In addition, it costs
money to buy the software to manage it all. With hand entry all you need is a spreadsheet.

Chapter Three Methodology 3.1 Introduction

This chapter presents the detailed selected methodologies for the study, methods and techniques
that were used to achieve the specific objectives of the study. It also includes the research design
which described the tools, approaches, processes and techniques employed in research study.

3.2 Data Collection techniques

It looks at analysis and comparison of other working systems and critique of the current method
by reviewing the possible requirements. Review was on available literature about the existing
Student Registration Systems, which will give the strategy for design. Questionnaires were used
to verify the system, observation was used to elicit and specify requirements, sampling to select
respondents who provided the data.

3.2.1 Questionnaires
This is a data collection technique in which written questions were presented and answered by
respondents in a written form. The researcher designed questions which were distributed to the
individuals so as to obtain statically useful information about the current college record practices.
This technique was used due its ability to gather responses in a standardized way, it is cheap and
information is easy to analyze. Here written questions were presented to the respondents and this
helped me get detailed information about the difficulties they face with the current student’s
management at the school. See appendix ii

3.2.2 Interviews
This involved the interviewer and the respondents. The researcher interviewed some students and
staff members so as to get first-hand information about both the existing system and suggestions
about the user requirements of the new system. This method of data collection facilitated
gathering responses in an objective and standardized way, learning about processes that cannot
be observed, allowed representatives to raise concerns. It provided an opportunity to gather
information from respondents who were knowledgeable about the system under study. It was

10
also useful to respondents who did not communicate properly in writing or are lazy to complete
questionnaires.

3.2.3 Observation
Observation was the other method used to understand how the current system at Standard Royal
college of science and technology operates. This technique involved seeing various activities that
occurred to get a clear view of what exactly takes place, other than the interviews conducted.
This method was adopted because it enabled obtaining information, which I couldn’t capture
from a questionnaire.
For example, attitude of respondents can only be observed.

Observation was relevant in research because it gave more accurate assessment of how things
actually worked approval to interviews. This technique helped find out the way forward to design
the system.

3.3 System Requirements Specification

3.3.1 User classes and characteristics
Administrator. This is the headmaster who views all the data which other users view. He registers
school staff members, manages the system and adds user to the system and also deletes them.
This user can do anything with the system because he has all the rights

Director of studies. This is the one who registers students in the college. This user has limited
rights to the system, since the headmaster can assign the duty of registering students to many
people, they cannot delete any record from the system because they can delete records that were
entered by other people.

Abdurrahman. This is the person responsible with all payments for the schools for example staff
payments, student payments, fees defaulters and all the expenses the school incurs. This user also
has limited rights to the system as compared to the director of studies.

3.3.2 Design and implementation constraints

Xamp server was used because it is more secure than Wamp in tracking the sessions used by the
user of the system.

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All scripts were written in java and PHP

All HTML code conformed to the HTML 4.0 standard

The system used mysql database engine to store data for easy retrieval

3.3.3 User requirements

These describe what the users will be able to perform with the system. The system services,
constraints and goals were established by consultations of the system users and they were defined
in detail as the functional requirements and the non-functional requirements.

They are represented in the use case diagram below

Use case diagram showing user requirements for the student registration system

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3.3.4 Functional Requirements
This describes what the system should do

i. The DOS shall be able to enter information and edit it.

ii. System shall allow DOS access to edit information in case of any mistakes made in
insertion.

iii. System shall allow the director of studies to login to access their information iv. The

DOS shall be able to view their entries

v. The system shall enable the administrator access all data accessed by the other users of the
system, add new users to the system.

3.3.5 Nonfunctional requirements

This consists of the constraints that must be adhered to during the development (design and
implementation) like timing constraints, constraints on the development process and the
standards of the system.

The following were the non-functional requirements for the system:

i. The system should be available and accessible.

ii. The system should use less storage space. iii. The system should employ

security measures for example user authentication.

3.3.6 External interface requirements

The system interfaces with windows XP, windows 7, windows 8, 10, 11, Windows vista
operating systems. It will also interface with QWERTY keyboards, USB mice and a printer. The
central database is MySQL and PHP.

3.3.6.1 User interfaces

The font style of the system is Verdana and a font size of 11. Command buttons were used on
different pages to enable the users access what they want simply by clicking on them. The colors

13
used in the system were maroon, white and blue because some of the school uniforms are in
maroon, the school t-shirts are white and blue sweaters so it reflected the school colors.

The standard button specified on the student registration system was the logout button which
enables the users to log out when they have finished using the system. ENTER on the key board
enables the users to access the system after providing the right credentials instead of clicking the
login button, ALT + left cursor enables the user to go back to the previous page.

3.3.6.2 Hardware interfaces

The system used a printer to enable users print out reports and excel documents generated. When
the administrator clicks on staff reports, the report is displayed and when he needs to print it out,
he clicks print button and the print dialogue box is displayed so the printer was specified for that
functionality.

Other hardware was the keyboards, mice, LCD desktops and hard disk drives for back up.

3.3.6.3 Software interfaces

The system was able to interface with other operating systems like windows 8, windows XP.
This was to support compatibility of the system with other operating systems. Other operating
systems should have Mozilla, internet explorer, Google chrome installed for the system to run on
the platforms because it is a web based database.

3.3.6.4 Communication interfaces

The web browsers the system used Mozilla Firefox, Google chrome, internet explorer. Some of
the protocols used were hypertext transfer protocol, file transfer protocol

3.3.7 Security Requirements

The security function required authentication where login interfaces were provided and they
involved making of the username and the password. Giving way of privileges to the person
supposed to be able to give response to different users. Among others include modification,
addition, creation and access among the developers, system administrators and staff.

3.3.8 Software quality attributes

Availability. The system was available for the users all day from morning to evening for easy
retrieval of student’s data from the database

14
Ease of use. Due to the user friendly graphical user interface, the system was ease for the users to
interact with. There were no problems the users identified with its ease of use.

Compatibility. The system was able to interact with other software like the operating systems
which were available. The system was also tested on the windows XP, 7 platforms.

Scalability. New features were added to the system hence enabling its expandability. For
example, a frame with moving data going up was added on the welcome page.

Backup for the system was done by exporting the database. This is a functionality available in
MySQL. A user can just import the database or its tables.

3.3.9 Other requirements

The system was developed in English language which the users of the sytem are well conversant
with. The currency was Uganda shillings and legally the system was accepted because it didn’t
violate any laws set up by the government.

3.4 Analysis of requirements

After collecting the required information using the different data collection techniques, data was
analyzed which showed that many people at the school liked to have a system to be put in place
to reduce on the problems they face using a manual paper based system of management.
Therefore was a need to remove contradictions and irrelevant requirements. The requirements
were put into a requirements specification document to be used for design.

3.5 System Analysis and Design

The main purpose of this phase was used to identify all files, inputs, outputs, and application
programs that were needed in the design and implementation.

The system development was broken down into stages based on the systems development life
cycle (SDLC) of software engineering and the traditional database development life cycle. SDLC
is process by which an information system comes into life and maintains its usefulness to an
organization as it moves from inception to replacement.

At the end of SDLC, evaluation was carried out to ensure that the desired or stated goals and
objectives for that particular stage are achieved.

15
3.6 System technologies and tools

3.6.1 Entity Relationship Diagram (ERD)

This is the main tool for data modeling; it shows the relationship between the entities involved in
the system together with their attributes and indicates the number of occurrences of an entity that
can exist for a single occurrence of the related entity.

3.6.2 Data Flow Diagrams (DFD)

Data flow diagrams were used for process modeling; it helps to show how data moves in and out
of the system by giving graphical representation of the system components, processes and how
they interface with each other.

3.7 system implementation

The implementation of the Automated Student Registration System for the school was realized
by use of object-oriented PHP, HTML, MYSQL and Dreamweaver technologies.

PHP was used to:-

a) Connect the user interface with the prototype database because it is free ware.
b) Validate data before it is entered into the database
c) User login authentication
d) Open source language; it has good connective abilities and runs on many operating
systems.

MYSQL is a Structured Query Language (SQL) based, client/server relational database. Each of
these terms describes a fundamental part of the architecture of MySQL Server. A database is a
storage place for data. The user runs an application that accesses data from the database and
presents it to the user in an understandable format. There are different ways to organize data in a
database but relational databases are one of the most effective. Relational database systems are
applications of mathematical set theory to the problem of effectively organizing data. In a
relational database, data is collected into tables (called relations in relational theory). I choose
MYSQL because it is easy to use, secure and scalable. It also manages memory very well and
runs on many operating systems therefore supporting several development interfaces.

16
Dreamweaver technology was used to draw the user interfaces of the application because it can
work in a visual editing environment. Dreamweaver also provides with helpful tools to enhance
web creation experience.

Fireworks technology was used for designing background images and banner.

3.8 System integration and testing

This activity was aimed at evaluating the attributes of the systems against users’ requirements. I
did not completely test the program with moderate complexity. Testing was done by testing few
students, staff entry samples. The purpose of testing was a fully working system, quality
assurance, and removal of errors. The system was tested on different hardware platforms and it
performed its functional needs.

3.9 Validation and Verification

Validation was done by carrying out; unit testing, integration testing and system testing. This was
aimed at analyzing the tools to detect the differences between existing and required conditions
and to evaluate the features of the tools. At each level, white box testing, Black box testing or
both was done. During white box testing the researcher validated the intended logic and structure
of the code they are observing while during black box testing, the researcher focused on
validating the functional requirements.

17
 Chapter Four Systems Analysis and Design 4.1 Introduction
This chapter involves discussing the weaknesses and strengths of the previous systems,
establishment of the requirements for the Automated Student Registration System and the design
of the new system. The new system is designed to meet the needs of automated Student
Registration users and the public as far as managing the school records and maintaining a
knowledge base is concerned.

4.2 The Existing System study

Records that are used in the school by the department are kept in the files until the end of every
semester or year for assessment of student’s performance. A lot of time is needed to process the
request for a particular department in case all the departments order at the same time for the
student’s records.
The existing system does not provide for the full capture of the students records and therefore the
design of the Automated Student Registration System will play a major role in the capture of
student’s data with few errors and the saving of lecturer’s time in the entering of student’s
records.

4.2.1 Weakness of the Existing System

The system uses a file based way of management that does not have a knowledge base that will
help to retain knowledge of how different student records are sorted out from the different
classes. It uses a file based system in keeping student records which has problems like the prone
to errors, delays in the issue of reports at the end of the academic term.

4.3 System Design

18
4.4 DATAFLOW DIAGRAMS
4.4.1 Level Zero Data Flow Diagram

D3 Fees records
D2 staff payment David

saves

submits pay
views

3.0
2.0
Staff
Pay Fees
Staff payment

registers views checks

records
1.0
observes
Register
Students

records

D1 Students records
Head Master

enters
views

4.0

saves D4 Staff records

Register
staff

Figure 1 : 4.4.1 Level Zero Data Flow Diagram

19
Symbols used for the DFD
NAME SYMBOL DESCRIPTION

Process These are the procedures that manage the

connection requests or workflows of system
information.

Data flow This shows the direction of flow of the

system process.

External entity This shows the outputs and the inputs to the
system.

Data stores This shows the storage for the recorded

information stored in the database.

4.4.2 Table 1 Key for the symbols used in the DFD

20
4.5 The context diagram for the proposed system

CONTEXT DIAGRAM FOR THE AUTOMATED RECORD

MANAGEMENT SYSTEM

David

Views payments
Enters payments

Views student details

0

AUTOMATED
RECORD
Staff Enters student details
MANAGEMENT
SYSTEM

Views records of staff and Enters staff details

bursar

Head Master

Figure 2 : 4.5.1 Context Diagram

21
4.6 Data Modeling
The database was designed with different users that access the system which are Bursar,
Headmaster and DOS.
All their entries are stored in the database.

They are authenticated with a different username and password for the login credentials.

4.9.1 Conceptual database design

This is the process of constructing a model of the information used in an Institution independent
of all physical considerations. This includes identification of the important entities, relationships
and attributes.

4.9.1.1 Binary relationships between Entities

Student-Fee (1: 1) …One – to – One relationship

Pays

Student Fee

1..1 1..* A student

registered in the school makes payment for the services.

DOS-Student (1: M) One – to – One relationship.

Registers

DOS Student

1..* 1..*

A DOS registers students to the school progra

Staff-Salary (1: 1) One – to – One relationship.

Receives

Staff Salary

22
 1..1 1..1

Each staff is entitled to a salary for the services offered

4.10 Entity Relationship Diagram

GENERAL ENTITY RELATIONSHIP DIAGRAM

Staff
staffNo{ PK }
sName
Fee gender
date
sId{ PK } class
sName 1..1 nationality
date Pays nokName
1..* R egisters
year 1..1
payFor 1..1
balance Student
Recieves
sNo{ PK }
sName 1..*
gender 1..1
date Salary
class sId{ PK }
nationality amount
nokName payFor
rBy
pBy
pDate

Figure 3: General Entity Relationship Diagram

4.9.2 Logical Database Design

Fee (sId{PK}, name ,dat, year ,class ,term ,amount ,payf , balance,sNo{FK} )
Primary key: sId
Foreign Key: sNo

23
Student (sNo{PK}, name ,gender ,dat ,class ,term ,date ,nationality ,nokname ,nokaddress,
staffNo{FK} )

Primary key: sNo

Foreign Key: staffNo

StaffSalary (sNo{PK}, name ,gender ,dat ,class, date ,nationality nokname ,nokaddress, sId{FK}
)
Primary key: sNo
Foreign Key: sId

Users (username, password, usertype)

4.11 Data Dictionary

After normalization and identification of the functional dependencies, the final data structures
for the various tables and their corresponding data fields and sizes are as below;

This shows the records of student’s records by staff

24
Students
Attributes Description Datatype Constraints

sno Shows student number as varchar(22) Primary key

a unique identifier

name Student name Varchar(33) Not null

gender Gender Varchar(33) Not null

date Date of birth Date Not null

class Class and stream Varchar(44) Not null

term Term of study Varchar(33) Not null

date Date of registration Varchar(33) Not null

nationality Nationality Varchar(22) Not null

nokname Next of kin name Varchar(33) Not null

nokaddress Next of kin address Varchar(222) Not null

nokcontact Next of kin contact Varchar(222) Not null

Table 2 Student Registration

The records of students to be enrolled in the school are recorded down by the registrar of
authorized staff.

25
Fees
Attributes Description Datatype Constraints

sid Unique Identifier Varchar(33) Primary key

name Name of payer Varchar(33) Not null

dat Date of payment Date Not null

year Year Varchar(22) Not null

class Class Varchar(22) Not null

term Term of study Varchar(22) Not null

amount amount Double (9,1) Not null

payf Payment for Varchar(22) Not null

balance balance Double (9,1) Not null

Table 3 Fees payment

Fees payments are recorded by the bursar only.

26
Salary
Attributes Description Datatype Constraints

sid Unique Identifier int(255) Primary key

amount Amount paid Varchar(33) Not null

payf Payment for Varchar(33) Not null

rby Received by Varchar(33) Not null

pby Payee Varchar(33) Not null

pdate Date of payment Varchar(33) Not null

Table 4 Salary

Staff record
Attributes Description Datatype Constraints

sno Unique Identifier Int(255) Primary key

name Name of staff Varchar(22) Not null

gender gender Varchar(22) Not null

dat Date of birth Date Not null

class Class Varchar(22) Not null

date Date of recruitment Date Not null

nationality nationality Varchar(22) Not null

nokname Next of kin name Varchar(22) Not null

nokaddress Next of kin address Varchar(22) Not null

nokcontact Next of kin contact Varchar(222) Not null

Table 5 Staff Records

Staff records are registered by the head master who is in charge of giving jobs. Users

27
Attributes Description Datatype Constraints

username Unique Identifier Varchar(22) Primary key

password password Varchar(22) Not null

user type User type Varchar(22) Not null

Table 6 Users

Users are given password to authorize them for logging in

Chapter Five Systems

Development

28
5.1 Introduction
This chapter shows the screen shots of how the student registration system was implemented at
Royal college of science and technology.

5.2 System study

The newly designed Automated Student Registration System was aimed at solving the problems
that were experienced as a result of using the manual Student Registration practices. This was
done through a number of strategies; Administrator has to register first the teachers and Staff
with a valid password and username, to proceed in applying and selecting choice of interests of
the tasks that take place at school. This thus, helped in curving a number of loopholes that were
in the old Student Registration practices.

Login Page
This is the page that authenticates users to the system. There are three user rights which include
bursar, DOS and headmaster. They all have different panels of management. Provision of correct
username and password redirects them to the correct panel otherwise denied access.

?
Figure 5.3: Login page
When a wrong password is entered the page below is displayed.

?
Headmaster Page
The Headmaster performs registering of staff members, checks for fees defaulters, students
registered in the school, employee payment and can add new users to the system.

29
?
Figure 5.4: Headmaster page

Staff Entry details page

The information about staff is put down before they are allowed to begin teaching. Their records
are stored in the database which can be viewed by the staff who can also delete them in case a
staff member leaves the school.

?
Figure 5.5: Staff Records page Staff Records Page

The entered records can be viewed in the appearance below.

?
Figure 5.6: Staff Records view page

Fees Payment Form

Payments made by a student are recorded by the bursar in the form displayed below.

?
Figure 5.7: Fees payment page

30
Fees View Page

The Abdul rah am can view the fees payments made by students in all classes or in a particular
class.

?
Figure 5.8: Fees View page

Search for Fees payment or defaulters in a particular Class

The bursar checks payments and defaults by selecting a particular class for checking.

?
Staff Page

The staff performs registration of Students and also checking their views.

Figure 5.9: Staff Home page

?
Students Entry Form

?
31
The students’ details are recorded in the format above Figure
5.10: Student Record page

Student Record View Page

The records registered by DOS or any staff member can be viewed as below

Figure 5.11: Student Record View page

?
Abdel Rahman Form
The Abdel Rahman performs financial billings of records at the school like staff payments for
salary and allowances, payments of school dues by students, sending fees defaulters back home
and also reporting all payments by exporting in excel sheet.

Figure 5.12: Abdul rah am page

?
32
 Chapter Six Conclusions and Recommendations

6.1 Introduction
This section presents a conclusion to the project report highlighting in the summary the results
and any recommendations from the project and way forward after its development.

6.2 Conclusion
The manual system used by the school was so inefficient, data retrieval was tedious a lot of
misplacement within the records. Updates and correction of records was very time consuming,
there was wear and tear of the different files and papers kept raising researcher’s attention to
identify a basic integrated computer based information system to solve the above problems and
avoid misunderstanding and complaints from the stake holders the information system included
proposing a data flow diagram to show how information should flow within the school and an
integrated database was needed to help proper storage of the information within the school.

System objectives and their level of accomplishment

Objective Level of Completion

1 To clearly analyze the current system used by This objective was highly achieved
Royal college of science and technology to
manage its data records.
2 To establish the requirements necessary for Requirements were well established
designing a computerized database system for and the system was developed.
Royal college of science and technology

3 To design a student registration system for Royal A conceptual and technical design
college of science and technology for the system was designed.
4 To develop a student registration system for A computerized web based student
Royal college of science and technology registration system was developed
using mysql, PHP, HTML, java,CSS
scripts.
Table 7 objectives and level of accomplishment

33
6.3 Limitations
During the research, the following constraints were encountered and these include;

i. Limited resources such as computers, storage devices like flash disks, software as wamp
server these resources where limited and accessing them was quite hard

ii. Limited time to complete the project this made the researcher strive to beat the dead line
for the project estimated time.

iii. The skill to design a systematic database using MYSQL was a little technical and also
adopting to use PHP scripting language

6.4 Recommendations
The researcher found that the existing system was manual that all recording procedures were
done manually hence the need for a computerized system that would help the Royal college of
science and technology manage its records well. A computerized interface was developed using
PHP scripting language, the researcher further recommended the integration of other database
management technologies that enable mass storage of information. Training should be got or out
sourced from competent firms dealing in lines of business.

A computer based information system was developed for the management to run their day to day
activities. The implemented system helped solve the problems of information inconsistencies and
loss. The researcher recommends that the system to be developed under web based platform to
enable better communication between the school and parents. This can be achieved through
developing a database while incorporating the latest internetworking technologies for instance
local area networks.

After implementation the researcher discovered that the school did not have backup system and
database securities hence recommending that there be development of backup security system to
enable automatic back up of data by the backup set system set in place.

The backup system could be developed using modern backup and data recovery systems to avoid
loss of data.

34
Antivirus should be in place to detect and often eliminate computer viruses from corrupting the
information system.

Power stabilizing systems should be set up so that there would not be unnecessary loss of
information in case of power insurgencies.

The researcher also recommended uses of modems to enable the school have internet access so
that the school’s information base is expanded.

The researcher recommended that the new system should be tested alongside other existing
system to ensure that it runs smoothly to meet the purpose for which the users required it in case
of no errors than system should be implemented.

6.5 Future researches:

1 How the system can further be improved in future

2. How the implemented information system has influenced the customer or user
satisfaction?

3. The management of records on web based plat forms by organizations. 4. Staff

collaboration and communication using technology

35
 References

1. A Pilot Standard National Course Classification System for Secondary Education.

Retrieved September 3rd 2011
http://www.ed.gov/pubsearch/pubsinfo.asp?pubid=95480

2. AcaDemon (2005) Fixed Asset Inventory Systems.

3. According to Clerk E. and Jr (2008) Records Management

4. Amoro (2004) Project Automation of Business transaction

5. Anupid(2004) Student Registration System

6. Basic Data Elements for Elementary and Secondary Education Information Systems.
Retrieved September 3rd 2011 http://nces.ed.gov/pubs97/97531.pdf

7. Building an Automated Student Record System by the National Centre for Educational
Statistics October 2000

8. Burns , J.(2001) Hotel & Restaurant Technology update Hospitality Technology

Consulting. Retrieved July 20th 2011 from http:// burns-hct.com/Articles/Rumors

9. Bwire (2004) Stores Management Information Systems

10. Cameron Balloons Virtual Factory (2005) Inventory Systems

11. Connolly, T.M. and Begg, C.E. Database System A Practical Approach to Design,
Implementation and Management. Addison-Wesley, 2005.

12. Education: 2000 Edition Retrieved August 15th 2011

http://nces.ed.gov/pubs2000/studenthb

13. Gillespie (1992) Techniques of Record Management

36
 Appendix

Appendix i Questionnaire

Questionnaire

Dear sir / madam,

I David ladu William a student of Royal college of science and technology, Department of
Business Computing and Information Technology, carrying out a project on Student Registration
system of colleges would like to find out more about technology practices used in the Royal
college of science and technology. This project will be submitted to Royal college of science and
technology and will go a long way in improving and the management of the college works and
administration. You are kindly requested to respond to the questionnaire and information
provided will be treated with confidentiality and will only be used for the purpose of this project.

Put a tick in a box that corresponds with the answer of your choice and fill the blanks where
applicable.

Gender

Male Female

1. Will the Automated Student Registration System help you anywhere?

Yes No N ot applicable

2. How do you find the existing Student Registration System at the College?

Good Very good

Bad Not sure

4. Will it benefit the staff, of Royal college of science and technology, students and parents?

Yes No Not applicable

37
5. Is the file based (Manual) system of any problem?

Yes No Not Applicable

6. Comment on the existing system

..........................................................................................................................................................................
...................................................................................................................................................

6. Comment on the newly designed system

..........................................................................................................................................................................
...................................................................................................................................................

Thank you so much for taking your time to fill this questionnaire.

38
Appendix
ii: Interview

Interview Questions

1. Name of Respondent?

2. Position in the college?

3. How do you manage record handling in the different administration areas of Royal
college of science and technology?

4. How do you find the current system of Record Management?

5. What problems do you face in the current system of Record Management?

6. How would you like to be helped in the improvement of Record Management?

7. Will the new system be of any importance to the college?

8. How do you like the system to operate to solve the Problems Addressed?

39
Appendix

iii: Project Budget

A table showing the expenditures incurred in the process of doing the project.

Project Budget (in SDG)

Transport to see Supervisor

Flash disk

External HDD

Printing

Typing

Binding

Stationary

Airtime

Allowances

Others

Total

40
Appendix

iv: Work Plan

Task Period Outcome

June July August September

Project Proposal 2 weeks Proposal

Data collection 1 week Information

Data Analysis of 1 week User Requirements

requirements

System Design 2 weeks Design

System Implementation 3 weeks Implementation

System Testing 1 week Implementation

Project Report 1 week Report

Submission

41
Pseudo code

The Login code shows the authentication procedures that blocks the unauthorized persons using
PHP scripting language

42