DESIGN AND IMPLEMENTATION OF AN ONLINE STUDENT

RECORD SYSTEM
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 TABLE OF CONTENTS

Cover page

Title page

Certification

Dedication

Acknowledgement

Abstract

Table of contents

CHAPTER ONE

1.0 Introduction

1.1 Background of the study

1.2 Statement of the problem

1.3 Purpose of the study

1.4 SignificaOND/HND of the study

1.5 Scope of study

CHAPTER TWO

2.1 Literature review

2.2 Nature of record processes

2.3 Problem inherent from record

2.4 Need for (computerization) an online

CHAPTER THREE

3.1 Description and analysis of the existing system

3.2 Fact finding methods used

3.3 Organizational structure

3.4 Objectives of the existing system

3.5 Input, process and output analysis

3.6 Information flow diagram

CHAPTER FOUR

4.1 Design of the new system

4.2 Output specification and design

4.3 Input specification and design

4.4 Flow chart (system) / procedure chart

CHAPTER FIVE

5.1 System Implementation

5.2 Conversion proper

5.3 The parallel approach

CHAPTER SIX

6.1 Documentation

6.2 Loading the new program

6.3 Running the program

6.4 Operational guideline

6.5 Option selection

CHAPTER SEVEN

7.1 Recommendation

7.2 Conclusion

Bibliography

ABSTRACT

The difficulties students record office usually face in any higher

institution, made us to realize that computer assisted record system is the

best in processing students record in IMT ENUGU, Enugu. This will

save our school the embarrassment caused by students complaints at the

end of working day.

Our basic objective of designing and implementing an online students

record system is the development of data Base computer program that

will enable the Register and record officers to efficiently, accurately and

effectively process and co-ordinate the various students activities in the

institution without much difficulties with little time.

In view of this, record officers must prepare for successful working

relationship with an online information processing and in addition get

their members of staff familiarized with the system for easy and

effortless exercise that produce reliable output (result).

This project describes how much an students record system is developed

and how in particular it can be effectively used for the day to day

running of the set-up.

For the purpose of this research we shall use data base programming

language version iv. This is because Dbase iv handles a large volume of

data. It is database management package, which is good for students

record keeping activities.

 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

Database is a collection of logically related files, organized in a manner

to satisfy the needs of an organization. A database is a store of data structured

so that access and update can be made by different people in different ways

without needs to change its design or content for this to happen, it is essential

that all data items are logically related.

Database is always necessary to store date items once, because of it,

input cost are lower. Duplicate letters are largely dominated thereby saving

space and ensuring data consistency. Data is defined as an unprocessed facts.

They are raw fact that are unprocessed. Data does not have meaning.

Information are processed data through the computer, which process different
type of information. Information in the computer is stored in codes. File is the

collection of related filed, field is the collection of data items.

Database management system are important, because important

information requirement and non-specialist need easy ways of accessing this

information. Large amount of data with many types of records occurring many

times in database management system. Also in database management system,

complex data structures including many relationships between data items.

Many organization will have many use requirement in data base management

system. Organizations will also have many frequent demand for changes to be

made which only unflexible database management system can cope with.

Data is viewed as a source to be shared by as many process as possible.

As a result, data must be organized in a way that is flexible and adaptable to un

anticipation requirements. The data which they stored in anticipation of

requests, and the requests themselves. Data may be stored as references to

documents, microforms or computer coded text, graphics etc. the service may

be offered on a local basis or through a telecommunication network. Database

system may be operated by organizations for their own benefit or offered to the

public on a subscription basic. The output from database services is either a

document or computer data presented, say, on a video display unit or a voice

output.

The main purpose of database is to satisfy the user information needs.

The way in which these needs are expressed largely determined the principles

of operation of a particular database system.

Rerhaps the most straight forward request for database is when the user

supplies a complete reference for a document. The job of the service then is to

locate a copy of the document and deliver it to the user. This is usually

referred to as document retrieved service. It may be aided by computers in

compelling the index to the documents in store, and in physically locating a

required document as in a computerized warehouse.

More after then not, however, database need are expressed in terms of a

request for data such as, how many patient are being admitted monthly in a

hospital? Or what kind of sickness of a patient? To answer such questions

reference must be made to records stored either in printed form or as computer

coded data. The first of there is often refered to as information retrieval, the

later as database search, when the index to the printed record is computerized.
 The database distribution system, with the added facility of storage at

computer coded text, offer one approach to reducing, the physical size of

records, and to mechanizing their search and retrieval the records

unfortunately, first have to be converted into computer compatible form, and

can be consulted only after reconversion via some printing or display device.

1.2 STATEMENT OF THE PROBLEM

The difficulties student record department usually force in any institution of

higher learning made us to realize that (computer aid) an online record system

is the best that can happen to IMT ENUGU. This will save our school the

embarrassment caused by students’ complaints at the end of the working day.

It was in the view of this that Sundison (1994) pointed out that “a typical

problem students have had was moving from school to another school. In a

modern society labour moves quite a bit and many students change schools at

least oOND/HND in their lifetime. Every time new students were offered

record into a school, there was a problem of which curriculum the previous
school had followed and therefore whether the previous level tallied with those

of the new school”.

Many students neither know their right nor left at the record level in the

institution. Record had frustrated so many students that some even roles a lot

of lectures in pursuit of registration.

1.3 PURPOSE OF THE STUDY

The original purpose of this study is to design and implement an online

students record system in IMT ENUGU. Its purpose are to have the following:

(i) Efficient and safe storage

(ii) Quick retrieval of records and information

(iii) Proper accounting and file keeping

(iv) Quick response to any adhoc enquires

(v) Assist in result recording

(vi) Assist in CCPA updating

1.4 SIGNIFICAOND/HND OF THE STUDY

It is hoped that the result of this study will serve as tools for helping students

who wish to register for their OND/HND programmes, and will go a long way

helping the staff also. This is easy to achieve OND/HND standard and tested

computer programs handle all sort of complex calculations, storage and

retrieval of valuable information needed fro the school.

Also, important is the fact that records prepared with electronic machine can be

stored as long as needed in non-bulky and compact systems.

Works has been done in many areas of computerization, in industry and

commerce but not much has been done in school administration and

management system/services. We have therefore done this work to highlight

the use of an online in the important area of student’s services.

1.5 SCOPE OF THE STUDY

This work is confined to the IMT ENUGU that is our area of research work.

This was done to attain a standard output that will be useful to both students
and as well as the staff of college. It also helps in making a quick, accurate,

efficient and reliable data processing.

CHAPTER TWO

LITERATURE REVIEW

2.1 GENERAL REVIEW OF DATABASE STORAGE AND

RETRIEVAL

One of mans unique characteristics is his ability to communicate his

thoughts and experience to his fellows he communicates not only by means of

transient sounds and gestures, as various other animals do to some extent. But

also by means of durable packets if intelligible date in such forms as hand

writing, printing, drawings, photographs, sound recordings and instrument

traces. These durable packets of data which accumulate by the millions, if not
the billions, each year. Can be collectively described as records – record can

be, and frequently are, gathered into organized collections from which they can

be recovered as the need arises. The field of database storage and retrieval is

thus concerned with methods of records to facilitate the recovery of pertiment

records as they are needed.

Ideally the individual would like to have both access to large numbers of

potentially useful data and the ability to retrieve rapidly and accurately the

particular records that pertain to each of his specific needs as it arises.

Some 20 years ago the emergence of electronic technology for computation

and data processing and the rapid improvement of photographic technology, in

spired in people in these fields the dream of putting huge collections of records.

The use of database storage and retrieval systems is a matter of everyday

experience for literates people. The database administrator in an organization

is perhaps the most widely known example. Most readers will be familiar also

with specialized hospital and technical database centers of various kinds. But

database storage and retrieval is confirmed to hospital, it is common place in

everyday life. Correspondence files, patient name, patient address, patient data

of birth, etc are comprises of records to which one may address a variety of
allowable questions (that is questions within the intended scope of the

collection) with a reasonable expectation of retrieving a selection of records in

response to each question.

Most seemingly different activities can be observed in database is

storage and retrieval systems. Operational, however, all such systems, employ

only three basic processs : the analysis of records, the derivation of new

records from old ones and the physical displacement of records over a distance.

Analysis is the central ingredient that determines whether and how new rcords

should be created and whether existing records should be transferred or

transmitted. In analyzing a record one compares if with something another

record, a list of significant featured to be examined already assimilated in one’s

mind.

Subsequent action is determined by the finding of a match or a mismatch

between the record and the thing with which it is being compared. Finding or

not finding a specified feature in a record implies comparison satisfactory

comparison however required the ability to recognize the important feature n a

record. This is not an easy task to turn over to a machine.

 Provided that effective methods of analysis can be devised, a database

storage and retrieval system operates as follows. Records are gathered or

inserted into the collection in some orderly manner. On the bests of the

question a search of the collection is conducted and pertiment records are

identified or retrieved. Note that the collection of records in a system has been

created and organized before the specific and organized questions, it is to

answer have been stated. In other words, the system is created in anticipation

of needs that are not fully known. Let the measure of adequacy of a system is

its ability to satisfy user’s needs as they arise.

It is possible to devise a database storage and retrieval system that will

conveniently retrieve pertinent records in response to all possible questions.

Unfortunately it is not any records we are choosing to examine has an

infinite number of real or potential attributes, any one of which could serve by

its existence or absence to answer possible question.

There is widespread and rapidly increase use of automatic data

processing equipment often in association with computers, to accomplish

routine clerical tasks. Techniques that can be applied in sorting and

augmenting records by computer can be used in searching a collection of

machine readable records. If the machine can be recognize in a record the

specific code, word or phrase, or the coincide of two or more such key terms

called for by the search question, it can seek out the pertinent records and list

them, copy the, compile them or cause them to be physically retrieved or

transmitted.

This has been the basis for much mechanization of specialized database

system. Usually only a brief description of the primary record describing the

record are committed to machine readable form.

2.2 FILE ORGANISATION

Files tend to be oriented or structured by physical rather than logical

factors and tend to be highly interrelated and interdependent on the programs

that process them. The database allows one to make the data independent of

the programs that process them and to some extent the constraints of physical

storage media.

When computers were first applied to hospital data processing problems,

file organization consisted a little more then conrenting sequential unit record

files from 80 or 90 colemn punched paper cards to magnetic tape storage

media. Instead of processing sequential unit record files on cards by

mechanical or electromechanically tabulating machines, sorters, etc. the some

sort of files were processed sequentially using magnetic tape. Unit records

having more then 80 or 90 charactering a header / detail record separation and

thus represented a significant improvement in the processing of sequentially

stored files.

There are four major classical method of organizing computer stored

file, the most common method of file organization is to place the records

sequentially in storage so that the in to, the (iH)th record. This method is

logically and physically prior requires minimum memory space since no

database need be stored to indicate file structure and the records may be stored

in a compact form. Sequent file organization is a linear sequential list structure

with the records as list entries and has all the problems of such a data structure.

For example, insertion or delection of a particular record requires copying the

file, and accessing a particular record requires seaching the entire file for it.

An early alternative to sequential file organization was random organization.

Additions to randomly organized file are simple, but deletions and other access

to particular elements require a full search of the file. Some applications in

which order of processing is immaterial and access to particular element in rare

are well served by such files.

A modification of the sequentid file, which improves its access

efficiency by providing rapid radom, access method. Cheiring is a file

organization method, which uses database embedded in a data record to locate

the next logical record, which of course need not be physically contiguous.

This technique is a form of linked allocation of a linear list, or a tree structure

whose entries or modes are the records of the file. File designers usually refers

to chained files with a tree structure as being hierarchical and those whose

elements are related by common characteristics as being associative.

The four foundamental methods of file organization described here

appear in many diverse variations in the application but they all share a number

of common weakness. The data is classical file and the program or programe

that process that file are highly interdependent. A change in one usually

produces a change in the others. Fils in an intergrated file system tend to be

either tightly interdependent, or highly redundant if any attempt has been made

to decouple them.
 Finally, it is difficult to change functions or process once the files have

been set up. Classical files are generally rather static in hospital and file

reorganization is a major effort.

2.1 NATURE OF AMISSION PROCESSES

Record is as old as the institutions. Record is offered to people in various ways

depending on the individuals need and also on the peculiarity of such an

organisation like in the Hospitals, schools, and clubs among others.

But for the purpose of this research work, I shall be looking at the existing

processes of record as coOND/HNDrns IMT ENUGU,IMT ENUGU. Before

one can be offered an record into IMT ENUGU,IMT ENUGU in particular,

there are protocols to observe which he/she must undergo first. The first and

foremost thing is to obtain a firm at any of the selling letters such as at the

college bursary department, Enugu-Abakaliki Road, and at Nsukka for

convenieOND/HNDs. Now, let us considers the method of PRE-OND/HND

students’ record.
After one has obtained the form, he/she completes it within an interval of three

months and submits it to the record department with the followings:

* One big envelop

* Photocopy of statement of results (SSCE or it equivalent)

* One recent passport photocopy

* Two self-addressed envelops with stumps.

Before the submission of the form, the students would have entered two

choices he/she will like to read while doing the programme. The form is the

them processed by the record staff members who will go through the form and

chose those who are qualified by what they have submitted. Normally the

SSCE should at least have a minimum of four passes at one sitting in the

relevant area of the person’s would wish study. The names of all qualified

candidates are published on the notice board in batches. The batches are done

according to the number of available qualified candidates or according to the

number they needed most at that time which could be in hundreds or in

thousands as the case may be. The names of the qualified candidates come

with their registration number and also according to their choice of department
or course study. The course of studies available at pre-OND/HND are:

ScieOND/HND/ maths, Language social studies, languages French, Music,

Home Economics, Business Education.

Whoever his/her name appears on any of these schools’ list is qualified to run a

year programme in this school.

The study will return the following for their registration.

* Two college files with tags

* Two photocopies of qualifying certificates

* Two recent passport photocopy.

* A photocopy of school fees receipt

Record into OND/HND 1 takes two various ways which are as follow: the first

way is for those who did pre-OND/HND.

The people will be given a form to fill at the record office and on that same

form; they will attach a passport on each. The Jam bites will come with their

record letters and those whose results qualify to do the courses offered to them

by the JAMB officers will continue by doing their registration. Both the
qualifying students from Jamb as well as pre-OND/HND students will bring

the following documents at the registration.

* Two college files with tags

* Two photocopies of qualifying results

* Six recent passports

* Birth certificate or baptismal card

* Local government identification letter

* Record letter form JAMB

As those documents are submitted, the candidate in return will be given the

following:

* Six copies of registration form

* A medical form

* One college journal

* Identity card

* Library card
After the submission of these things, the student is fully admitted and can be

regarded as one of the students on campus.

2.2 PROBLEM INHERENT OF RECORD

According to Sandison (1994), “A typical problem students have had was

moving form one school to another school”.

Many students do not know their left from right at the record level into the

institution. Record had frustrated so many students that some of them usually

spend even unnecessary money in order to ensure that they get admitted into

the school in illegal ways. Some of these students are people that are qualified

through their results but because of fear and ignoraOND/HND some will be

dancing to the tune of money mongers / deceivers.

Even after all these things, the firms are not in any way secured because the

candidates can lose his/her record at any misappropriation of his/her folder.

This is true because there is no clear and substantial evideOND/HND to show

that the form was actually submitted and no date or signatory is done in any

way at all. Any one who wishes such student ill luck can plan and do away

with that person’s file and may not be discovered. There is also every tending

for one to tender fake result and maneuver his way into the school without any

sort or identification.

The number of working staff are not enough when compared to the number of

students with the needs and this makes some students to spend up to one week

going to the record department to submit their folders thereby mission a lot of

lecture periods.

There is no strictness in terms of security resources in the record office, visitors

are even allowed to come into the office and carry out queries. Some staff are

computer illiterates.

There is no strictness in terms of security measures in the record office, visitors

are even allowed to come into the office and carry out queries. Some staff are

computer illiterates.
Another problem is that of physical access control and data security procedures

that comprise those actions/principles, which, should be applied within the

organization where the actual hardware holding information is kept. To make

the data/information confidential, its integrity intact and at all available, the

primary front of the battle also takes places in the organization.

Within the organisation there are three enemies: Intrudes get physical access to

the system for malicious actions; Frustrated or dishonest staff makes

operational or procedural mistakes including security staff.

2.3 NEED FOR (COMEPUTERIAZATION) AN ONLINE

The need for an online Record department has great advantage to the school at

large.

According to John (1983), “Green and Laxon perceived analogies between the

concept underlying the graphic of number by even every children and the

process of computing – input, feedback, processing, store and output. Since

the properties of media do, we believe that determines their educational

effectiveness”. Also, as we have said earlier that in an online record system the
electronic machine zz9computer) quickly stress information in the memory or

in the auxiliary storage devices such as floppy diskette. The stored information

can be accessed easily and retrieval of information is made easy. This

information can be modified as the need arises. Security is also guarantied to

all the stored information against any unauthorized users by pass wording the

filename. For example the user of an information technology resource (sug a

file) may have authority to modify (that is, write into, delete the file) and/or

transmit the resource over the network (is, send the file to another local or

remote system). A good information technology security system should not

only disallow unauthorized user form accessing resources, it must also never

disallow an authorized user from accessing the system resource if and when

such resources or service is available. This information technology security

system must:

* Deny unauthorized user access to resources and services available on the

information technology system.

* Allow authorized uses to carry out only functions that have been

allocated to them by the information technology system administrator.

* Must never day an authorized user the use of a resources or service

which is available on the information system.

To maintain this policy, a robust security system must be in place. This system

must be able to, at all time, verify and validate the identify claims made via the

input device and respond accordingly at the end of such verification. The

premise of this policy is that, no user will attempt to deceive an online system.

However, this is the case in real life operation, particularly when the system

has high values. Military information, bank financial database, product design

and marketing policy, student academic record, and patient medical records are

some of the information technology resources that carry high risk of being

illegally accessed.

Therefore, it is important to use the possible and available technology like

computer to secure information technology system and the resources/services

held in them.

This research explores the use an implication of computer as one of the potent

means of which information system can be secured.

Stephen (1996), COAN CONFEREOND/HND JOURNAL security can be

granted through security procedures. Operation under reliable security

procedures is considered safe operation. The solution to the security problem

lies in the control of access to the scared in the computers. Computer can also

enter all the names of the students on record and be stored permanently in the

system’s memory.
 CHAPTER THREE

DESCRIPTION AND ANALYSIS OF THE EXISTING SYSTEM

This chapter tries to explain or describe and analyze the existing system. The

research have tried in describing and analyzing the manual system that has

been in use in the stem for many years now and is still in the record department

of ,IMT ENUGU.

The existing system is the only system affordable by the college at the time it

was initiated. The students come to the staff in a single file in other to obtain

the form or to submit the same after due completion of the documents. This

has some merit since human relationship is promoted by facial contact, which

in most cases brings about favoritism. On the contrary the existing system is

not devoid of demerits.

Since human beings are impatient to accept and tolerate individual difference

in fact, this is one of the reasons why we have strongly encouraged the online

students record system.

The analysis of the existing system will do justice in pointing out the different

stages involved in manual method of student record process. This ranges from

the purchase of the form to the submission, processing and publication of

names the registration point.

3.1 FACTS FINDING METHOD USED

Since the researchers are taking the study from the students record system, to

identify the existing problem because narrowed down to the use of

documentation, interview and experience/observational method since the

project is both theoretical as well as practically oriented one.

Documentation: This type of method collects data from a given document

that is relevant to the issue at stake. These documents contain records of vital

events that can help the researcher. It also continue vital information on varied

concepts. There are facts on different issues that are documented for different

use and in different time by people from various aspects of life. These

document contain guidelines stipulated by the NCCE.

Interview: The primary of interview is to obtain both quantitative and

qualitative data, which are current as well as desired, regarding the users

requirements, policies, procedures and practice. The researchers adopted oral

or face-to-face interview technique so as to obtain authentic and relevant data.

This responses were satisfactory.

* Observation/experience Method: This is a method used in

collecting information about a person or events, persons involve will not be

aware that someone is taking record of their lives. The record is collected at

the person’s natural state, and different intervals.

The researchers were sometime involved in this process and know a

considerable events about the system coupled with their observation of other

students at different intervals gave rise to this write-ups.

 3.2 ORGANISATIONAL STRUCTURE OF AMISSION

DEPARTMENT, FEDERAL COLLEGE OF EDUCTAION,IMT

ENUGU.

Registry Poursany Other department

Admissions Stores Students

Pre-NCE Registration Inventories Hostel
NCE Exams and Records And record Accommodation
Sandwish Personnel Payroll Council

Meetings etc.
Staff members

Recruitment Accounting
And Promotions

Pensions
Fig 10: organizational structure of Record system.

Visitor

Governing council

Provost

Deputy Provost
Academic schools Administration

Dean
Registry Internal Audit Unit
HOD

Department Admission, Registration, Students

Exams and Records Affairs

Fig. (2) FCE organizational chart

3.3 OBJECTIVES OF EXISTING SYSTEM

The existing system that has been in operation in student’s record process of

IMT ENUGU is the manual system.

The existing system that has been in operation in students record process of

IMT ENUGU is the manual system. And there are some objectives upon which

they are expected to achieve. Therefore, the following objectives are to be

achieved.
  To make students be at ease in coming into the school without

 Frustration.

* To help students obtain record successfully.

* To assist students in processing their forms.

 To help students register without difficulties

 To offer students record that cannot be denied

3.4 INPUT, PROCESS, OUTPUT ANALYSIS

By input analysis, the researcher hope to analyze students of OND/HND

In offering this record the following were used. Name of candidate,

Registration number, course of study, Department, level of study, session, sex,

Age, stage of origin are considered as input.

INPUT DATA

S/N Name of Reg. No Course of Age State of Dept. Level Sex

Candidate Study Origin

1 Adere Olu CS/N2001/001 Caculus 17 Ogun Computer 1 F

2 Boladolu CS/N2001/002 Basic 18 Edo Computer 1 M

 programming

3 Chike CS/2001/003 Fortun 20 Enugu Computer 1 M

Okwe programming

4 Fade Emeka CN/2001/004 Use of 25 Ekiti G/studies 1 M

English

5 Gambo CS/N200/005 Sociology 19 Kano G/studies 1 F

Yakubu

6 Zaki James CS/N200/006 Research 22 Lagos Computer 1 M

Method

Fig(3) A sample of OND/HND I input data

PROCESS ANALYSIS

The processing takes place here. The data will be queued according as they

should be and be acted upon by the machine to bring out needed outcome. The

document about each person is processed here and after that their personal

document is proved

Output Analysis

The analysis of the output will focus on the result from the processing stage.

The individual document is entered one after the other and be processed

according. But sometimes the output of the existing system is not reliable.

This could be as a result of poor processing technique mistakes and always

observed on the output data or result. An unauthorized person can also alter it.

Output Data

S/ Name of Reg. No Course of Age State Dept. Level Sex

N Candidate Study of

Origin

1 Adere Olu CS/N2001/001 Maths 17 Ogun Maths 1 F

2 Bola Ode CS/N2001/002 Computer 18 Edo Compute 1 M

 r

3 Chike CS/2001/003 Inter. Sc 20 Enugu Inter. Sc 1 M

Okwe

4 Fade CN/2001/004 Agric. 25 Ekiti Agric. 1 F

Emeka

5 Gambo CS/N200/005 Home Ec. 19 Kano Home Ec 1 F

Yakubu

6 Zaki CS/N200/006 English 22 Lagos English 1 M

James

Fig(4) A sample of OND/HND 1 output data. The list of admitted students.

3.5 INFORMATION ELOW DATAGRAM

This clearly status how information flows in the system from one stage/level to

the other in a hierarchical order. The information continues to circulate form

one level to another.

 REGISTRAR

ADMISSION OFFICER

CLEARICAL OFFICER

STUDENTS
 CHAPTER FOUR

DESIGN OF THE NEW SYSTEM

4.1 OUTPUT SPECIFICATION AND DESIGN

This chapter deals with the design of the new system of students record system

in IMT ENUGU. So far, this work have been able to identify some addressable

units of a computer memory in byte, field, records. It is better informed about

what a file is Uke, the various types organisation, access methods and

suitability of a choice in our effort to online our Record system in this

institution, ,IMT ENUGU.

In any given record type, students must indicate consent to write examination

that will qualify them to start seeking for an record. In tertiary institutions, this

is by way of course registration. It may represent the first contact that the

student or candidate is having with the online system.

The system must be able to design forms on which the student/candidate

should be able to supply all relevant data/information.

For the purpose of this research work, I will call the form “Record Entry

Form”. The data obtained from this form will form the basis of creating an
online Entry File. The question now is what data items (field) are expected to

feature the Entry form?

In a typical Record process, the following data items must be on any entry

form.

* Candidate name

* Candidate Registration number

* Sex (optional)

* Year of record (where applicable)

* Course of study

* Date of Birth

* Name of the institution attended

* Name of the institution applied to

* Name of parent/GuidaOND/HND

* Address of parent/local Government Area

* Date of application

* Signature of the candidate

4.2 INPUT SPECIFICATION

It defines the method in which instruction for student records are supplied and

store. This will first of all consider a Database structure/table for OND/HND 1

students respectively.

STRUCTURE OF THE OND/HND

S/ Name of Reg. No Course of Age State Dept. Level Sex

N Candidate Study of

Origin

1 Adere Olu 0220801 Mathematics 17y Ogun Maths Pre F

rs

2 Bola Bode 0220802 Sos 18y Edo Sos Pre M

rs

3 Chike 0220803 Languages 20y Enugu Lang. Pre M

Okwe rs

4 Fade 0220804 Agric 25y Ekiti Agric Pre F

Emeka rs

5 Gambo 0220805 Home Econs 19y Kano Home Pre F

 Yakubu rs econs

6 Zaki 0220806 English 22y Lagos English Pre M

James rs

S/ Name of Reg. No Course of Age State Dept. Level Sex

N Candidate Study of

Origin

1 Adere Olu 0220801 Mathematics 17y Ogun Maths Pre F

rs

2 Bola Bode 0220802 Sos 18y Edo Sos Pre M

rs

3 Chike 0220803 Languages 20y Enugu Lang. Pre M

Okwe rs

4 Fade 0220804 Agric 25y Ekiti Agric Pre F

Emeka rs

5 Gambo 0220805 Home Econs 19y Kano Home Pre F

Yakubu rs econs

6 Zaki 0220806 English 22y Lagos English Pre M

 James rs

DATABASE FILE STRUCTURE FOR THE OND/HND 1 STUDENT

4.3 FLOW CHART

Flow chart is the diagrammatic representation of the solution to a problem (that

is design of an online students record system in IMT ENUGU) using symbols

arrows for flow of information in the system.

MAIN FLOW CHART ON DESIGN OF STUDENT RECORD SYSTEM

 START

ENTER PASSWORD

IS

PASSWORD

CORRECT

DISPLAY WELCOME
SCREEN

DISPLAY MAIN MENU

SELECT OPTION

REGISTRATION PROCESS
HOW TO USE EXIT MAIN
APPLICATION MENU
SUB PROGRAM OS DISPLAY OF AN APPLICANTS RECORD

START

OPEN FILE

DISPLAY RECORDS

CLOSE

FLOW CHART OF SUB PROGRAM TO DELETE STUDENT’S RECORD

START

ENTER PASSWORD
NUMBER TO DELETE

DELETE RECORD

YES
DELETE

ANOTHE

R?

NO

DISPLAY RECORD
SUCCESSFULLY DELETED

EXIT

HOW TO USE
REGISTRATION PROCESS A
APPLICATION EXIT MAIN
SYSTEM FLOWCHART FOR STUDENT RECORD SYSTEM

STUDENT’S RECORD

ACCEPT
DATA FROM THE KEYBOARD

PROCESSING STUDENT’S RECORDS

PROCESS RECORDS
TO UP DATE

UPDATE APPROVED RECORD

FILE STORAGE

PROCESS MORE RECORDS

DISPLAY
REPORT ACCEPT MORE
STORE DATA
ON
DISK

DISPLAY OUTPUT ON THE SCREEN

 PROCEDURE CHART

INPUT STUDENT RECORD

FROM THE KEYBOARD

CONFIRMATION OF RECORDS
CORRECTNESS

STORE RECORDS
ON DISK

RECEIVE RECORDS RECEIVE RECORDS

FOR UPDATE FOR PROCESSING

DISPLAY OUTPUT ON
SCREEN
 CHAPTER FIVE

SYSTEM IMPLEMENTATION

The moving from the old system to a new system is called conversion. It is

done by moving all the works done in the system development. The whole

conversion process may be seen in parts.

5.1 PRE CONVERSION

Here the analyst, take on the task of bringing the system to life. In this project

work I considered:

(a) Training the personnel who are to be operative in the new system and the

users of the system.

5.2 CONVERSION

The needed time to convert has come. The system is designed and all the work

necessary to make it operate has been done. Now I must convert from the old

system to the new system. There are several approaches such as the direct,

pilot, phase and parallel approaches. Among these, and for the purpose of this

project, I recommends the parallel approach for the implementation.

5.3 THE PARALLEL APROACH

The old system and the new system should be operated simultaneously for a

time to make sure that the new system meets the requirement that the old

system has been missing all long it will be necessary to compare the output of

the new system with the required output for the sanctification of the new

system.

PROGRAM FLOWCHART

PRINT “UPDATE DBASE SUBMENU”

OPEN FILES

UPDATE RECORD

WRITE TO RECORD

CLOSE FILE

RETURN
 STAR
T

MAIN MENU

SELECT OPTION

INPUT OPTION

IF UPDATE
OPTIO DATA BASE 1
N=1

IF LIST STUDENTS
OPTIO 2
N=2 REGISTRATION

IF
OPTIO EDITDATA 3
N=3 BASE

IF DELETE STUDENTS
OPTIO 4
N=4 RECORD
 IF
OPTIO 5
N=5 EXIT

PRINT “EDIT DBASE SUBMENU”

OPEN FILES

ENTER RECORD FOR EDITING

READ RECORD

PRINT “UPDATE DBASE SUBMENU”

NO IF
RECORD
MATCHE
D FILES
OPEN

YES
READ FILE
OVERWRITE RECORDS

DISPLAY STUDENT’S RECORD

WRITE RECORDS TO FILE

CLOSE FILE

CLOSE FILE

RETURN

RETURN
 4

PRINT “DELETE STUDENT’S RECORD SUBMENU”

OPEN MAIN FILES

OPEN TEM FILE

ENTER RECORD FOR DELETINE

IF STOP
NO
RECORD
MATCHE
D

YES

WRITE OTHER RECORDS

TO TEM FILE

CLOSE TERM FILE

CLOSE MAIN FILE

RENAME MAIN FILE

CHAPTER SIX
 DOCUMENTATION

The program an “Design and Implementation of an online students Record

system” is written in Data Base programming language. This language was

chosen based on its capability in data base management system (DBMS) and

its suitability to student record keeping process. The program is menu-driven-

one-entry-one-exit. It is saved into floppy diskette with welcome program as

the filename. Welcome program is the filename upon which other filenames of

the sub programs or modules are linked.

6.1 HOW TO RUN THE PROGRAM IN DBASE IV

Activate Dbase Version Iv by typing “CD/DBASE IV” and press enter key.

Then type “Dbase” followed by pressing enter key Note that Dbase Iv is a

directory name, which is not constant in all computer system.

After pressing enter key. The control center of Dbase Iv will be activated

which display the title bar, menu bar, dialog boxes and status line. Switch to

dot prompt by pressing Esc key and press letter Y.

At the dos prompt, type set default to A: or C: Then type “Do welcome

program” and press enter key. When you press enter key, the program will

display the password box for you to supply the correct password. The

password used here is “DOR” or “dor”. Type it and press enter key to move

the next stage, which is the display of welcome screen followed by pressing a

key to continue. Follow instructions carefully as you nun or exit the program.

6.2 HOW TO QUIT THE PACKAGE (DBASE IV)

At the dos prompt, after existing from the program, type Quit and press enter

key. At the control center panel, press F10 to highlight menu, choose Exit

follows by choosing Quit to Dos prompt.

 CHAPTER SEVEN

7.1 RECOMMENDATION

The important of an online system in an establishment cannot be over

emphasized. This has led to some of the recommendations.

The design and implementations or any electronic gadget especially in an

online in such area of schools record process must be facilitated by some

certain factors.

* The Federal government through federal ministry of education should

find the online of such adventures.

* The school on its own should see to the implementation of the project.

* There should be available online Engineers and Technicians for both

installation, operating and maintenance of the system.

* There should be attached to the record form some educative manuals that

should guide and direct the new students on record processor.

* There should be workshop or seminars organized to educate the staff

members on some basic aspects that concerns them.

* An air – conditioning unit is vital to increase the life span of the machine

and to keep away from dust.

* A standby power generator is needed to avoid current fluctuations, a

stabilizer should be acquired.

* There should be need for the acquiring of the uninterrupted power

supply (UPS).

* The monthly servicing of the entire system would be a good policy and

spare parts further study may be carried out on the project topic

availability should be assured.

* Ensure that only uninfected diskettes are introduced to avoid rival

corruption of the programs.

7.2 CONCLUSION

The research work was carried out to develop a functional design that could be

used in the college record process for OND/HND 1 students. It was not some

in isolation of staff members of record. Also there is an expert in the field of

computer science who supervised the work to ensure its workability for the real

purpose it was made.

So far, the fact that it was carried out under a systematic reconstruction of

knowledge and experiences of both teaching and non-teaching staff of the

college, it has the implication that the same could be functional in other

colleges of education in all parts of the country as well.

Data were collected from different source and its analysis was such that any

since user can follow it systematically and arrive at expected conclusion even

without the presence of the researcher due to its clarity and unambiguity stated

in the work and how both the staff and the student can through the folders in

the drive (diskette) examine properly every students document. Student on

record can find a solace in the procedures presented here in the work by going

through it accurately and patiently.

There is clear and detailed information on what students have to bring along on

record.

Therefore it becomes imperative to state that its educational implications is it’s

applicability in all other colleges of education as well as in the institutions of

education (like IMT) all over the country. IMT ENUGU which was the

confined area of the study.

 REFEREOND/HND

College of EducationIMT ENUGU 10th Anniversary Documentary 1981-1991

Pg 14.

1. Coan Conference Journal August 2002

2. Ibenyenwa, C.N (2000) Introduction to an online system

3. Maddision, J. (1983) Education in the Microelectronic Ena. The Open

University press Milton Keyness.

4. Naphtali, R. Database Design fundamentals. Prentice-Hall International

Edition.

5. Ovute, A.O and Onah, P.C (1998). A handbook on educational

Research. Prize Publisher Nsukka.

6. Rejaraman, V (1991) Analysis and Design of Information System New

Delhi Prentice-Hall International Inc.

7. Sandison, P.C (1994). The key to a new Educational Strategy. He

Essentials Pedugogical Features of the viable Education System.

8. The Insiders guide to the college. Ninth edition (1983).

9. The Nigerian Teacher: A Journal of Teacher Education Published by

OND/HND Kadu na volume 8 No 1 and 2 September 2000.