DESIGN AND IMPLEMENTATION OF SCHOOL RECORDS MANAGEMENT

SYSTEM:

A Research Proposal Presented to the Faculty

Of

Techno Science

Muni University Arua, Uganda

In partial fulfillment of the Requirement for the Degree

Bachelor of Science in Information Technology of Muni University

By:

BLACK SAFI

REG NO: 2020/U/ITM/00550

AND

AMODING KOLASTIKA

REG NO: 2020/U/ITM/00055

May 2023.
DECLARATION

We, BLACK SAFI and AMODING KOLASTIKA hereby declare that, the content of this
project proposal is the results of our own study and findings, and to the best of our knowledge
have not been presented anywhere for the award of a Bachelor of Science In Information
Technology or any other professional award in any institution of higher learning.

Signature: _____________________________
BLACK SAFI
REG NO. 2020/ITM/U/00550
Date: _________________________________

Signature: _____________________________
AMODING KOLASTIKA
REG NO. 2020/U/ITM/00055
Date: _________________________________
APPROVAL

This is to certify that this project proposal report entitled “School records management system”
by Black Safi and Amoding Kolastika is a partial fulfillment for the award of a Bachelors’
degree of Science in Information Technology at Muni University was under my supervision and
guidance and is now ready to be submitted to the school of computer studies with my approval.

Signature: _____________________________
Dr. Angodah Geoffrey
Supervisor
Date: _________________________________
DEDICATION

WeI, BLACK SAFI and AMODING KOLASTIKA wish to dedicate this project proposal to
the almighty God who kept us healthy and made it possible for this report to be finished, our
parents, guardians, uncles, friends, sisters, brothers and our sponsors for supporting us
throughout the academic years and our supervisor Dr. Angodah Geoffrey for their inspiration,
love, affection and their abundant and exceeding support that they rendered to us in our academic
life may the almighty God reward them abundantly.
ACKNOWLEDGEMENT
We would like to thank the Almighty God for the endless love and encouragement throughout
the entire course of this research, to whom we would like to extend our earnest gratitude:

The management of Arua Town College Secondary School which gave us the information we
needed and for having allowed us to use their school for the case study and research purposes.
We would like to extend our sincere gratitude to our University Supervisor Dr. Angodah
Geoffrey for his contributions, sparing time for our work, enabling us to complete our project
proposal in time, cooperation and guidance throughout our project proposal writing. Our course
mates and friends always being there for us and giving all the support we needed. May the
Almighty grant you happiness and steady progress in your endeavors. And lastly to our
parents/guardians and relatives for their endless financial assistance and emotional support
before and during this study.
TABLE OF CONTENT
 LIST OF TABLES

Gantt chart…………………………………………………………….
Proposed Budget………………………………………………………

LIST OF FIGURES
 LIST OF ACCRONYMS

MIS:……………………………………………………Management Information System

DBMS:…………………………………………………Database Management System
ATCSS:………………………………………………...Arua Town College Secondary School
IT:………………………………………………………Information Technology
SQL:……………………………………………………Structured Query Language
ABSTRACT
The study of this project is focusing on the development of a school records management system
for the secondary schools in westnile while using Arua Town college Secondary School as the
case study. The school records management system for the secondary schools, shall be able to
track records of students, ease searching and updates of students records and provide better
security and control over information. The system will ensure that the information is well kept
and consistent. A database management system (DBMS) consists of software that organizes the
storage of data.

A DBMS controls the creation, maintenance and use of the database storage structures of social
organizations and of their users. The major objective of this study is to develop a model database
management system for school. Specific objectives include to gather requirements that is needed
in the new system, to develop a prototype that provide a firmly information and reduce the risk
or likely hood of losing important data in the school, to test and validate the prototype that
evaluates the system functionality.

Both primary and secondary methods of data collection will be used in which case; focus
interviews and observations will be employed.
 CHAPTER ONE: INTRODUCTION
1.0 General introduction
According to Anderson (1998) Management information system is an important aspect of the
business world today since organization must keep up with the competitive market hence
Information systems help them to achieve this through security, confidentiality, integrity of data,
fast retrieval of information and manipulation of data and improved customer satisfaction among
the many benefits.
School records management system will provide better management and monitoring ways and
flow of information in the day to day running of the School’s activities.
The system will accept data from its environment (input) and manipulates the data (processing)
to produce information (output).

1.2 Background of study

Arua Town Secondary School is a non-government aided day & boarding secondary school. The
school is located in Arua city. It was started in 2002 by Haji Kato. It has 26 staff members of
which 18 are teaching staff (8 Females and 10
Males) and the rest are non-teaching-staff.

Arua Town College Secondary School was using a manual filing system for management and
storage of Information oofn students, fees payment details, teachers, and non-teaching staffs.

The method of handling results at Arua Town College Secondary School before computerized
system had problems such as data duplication and lack of accuracy in producing report cards for
the students. Since the whole process was manual, modification or updates of student’s results
were done manually which was not accurate due to human errors during writing and calculation
of student’s marks during results processing.

ATCSS had a population of 985 students with 570 boys and 415 girls. The school runs from S I
to S 4 and the subjects taught by the school includes, chemistry, biology,
Math, CRE, Geography, computer, history English, physics, to mention but a few.
“O” level students pay school fees Ugandan shilling 350,000/= and A’ level student pay
450,000/=.
Records kept in the school are categorized as below:
 Registers per class for taking students attendance each day.
 Registers per teacher for taking teachers attendance each day.
 Exams/results file.
 Fees register book.
 Enrolment book
 Newcomers file.
 Children with disabilities file.
 Personal teachers file.
With the above background, the researchers found it necessary to design a computerized school
record management system that will help speed up the processes and reduce the number of errors
committed while recording and analyzing students’ and staffs data.

1.3 Statement of the problem

On many occasions, Arua Town College Secondary School faces a problem of missing data, fees
payment, inaccurate reporting about students fees paid in the school and staff salary payment as
well. All this is attributed to the manual filing system used for management and storage of
information on students, staffs and therefore the new system will reduce the above mentioned
problems by providing the following functionalities:
 Data and operation sharing
 Multiple interfaces
 Services control.
 Security and privacy controls
 Enforcement of standards
 Flexibility
 Data independence

1.4 Objectives
1.4.1 General objective
To develop a model database management system for handling students’ and staff’s records at
Arua Town College Secondary School

1.4.2 Specific objective.

 To gather requirements that is needed in the new system.
 To develop a prototype that will provide a firmly information and reduce the risk or
likelihood of losing important data in the school.
 To test and validate the prototype that evaluates the system functionality.
1.5 Scope of the study
The Scope of the study will cover information on students’ results, fees payments, staff details,
school expenditure, storage of basic information and compute students’ marks and process fees
reports for all the students in the school.
The researchers will conduct interviews with the school head teacher, two teaching staff
members of whom one will be a lady and one gentle man, school secretary, bursar and 8 students
and two from each class. Because the whole school was too big, the study concentrated on
capturing management Information and students’ and staff’s details.
This will enable the researchers to get useful information and it will be done at the school.
Random sampling will be carried out for easy collection of information from respondents.

1.5.1 Geographical scope

The case study area will be in West Nile region most especially at Arua Town Secondary School
and targeting private secondary schools in the region due to the high level of data been lost each
and every time due to the use of manual system.
1.5.2 Content scope
This project will be a web based consists of a database containing of the student module, staff
module and fees payment module and PHP, HTML and MySQL will be used to build the
different modules in the system and java scripting will be used to link the front end with the
backend.

1.5.3 Time scope

The project proposal development is to take a duration of 12 weeks from the start of the
semester1 to the end of the semester 1 2023.

1.6 Significance of the study

1.6.1 The Head teacher
The head teacher will be able to quickly track and monitoring fees payments by the students.
Therefore, the head teacher is the key stakeholder of the system.
1.6.2 School bursar
The bursar will use the system to support his/her day to day work as well as to reduce too much
crowding of the students at the offices.

1.6.3 Teachers
The teachers will use the system to enter student’s end of term marks and attendance on a daily
basis in order to track the student’s presence at the school from Monday to Friday.

1.7 Justification
The main aim and target of this system is to share, control data duplication, tracking and
monitoring student’s information and accuracy and consistent report generation.