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Design and Implementation a Student's Transcript System

Article · June 2019

DOI: 10.26367/DJES/VOL.12/NO.2/6

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 Diyala Diyala Journal of Engineering Sciences Vol. 12, No. 02, June 2019, pages 65-70 ISSN 1999-8716
DOI:10.26367/DJES/VOL.12/NO.2/6 eISSN 2616-6909

Design and Implementation a Student’s Transcript System

Sabah A. Abdulkareem, Yousif N. Hatif
Department of Computer Engineering, College of Engineering, University of Diyala
[email protected]

Abstract Introduction

The importance of information at present has increased Since 1960, most businesses started, to store and save
the importance of database systems to organize the data on the computers, especially in developed countries,
information we need, and to provide it for use in the the computing experts developed theories and methods to
appropriate and timely manner. Thus, the science of re-use of data that are saved in the computer, and this data is
managing database systems evolved from a subtopic in called computerized. Which reflect using these files and the
computer applications to a basic subject and a major methods used to deal with these files. Huge files can store
component of modern computer science, thus, database as a base that contains all of data as records and tables.
systems have become a key part of the Platform for Which can be used at a later, this base is called a database
Computer Science. [1] [2]. Because of the importance of the database and its
impact in many areas and main activities, a system must be
This paper presents the design and Implementation of a adopted to organize and manage the stored information, this
Transcript System for college of engineering, University of system is called Database Management System, which is a
Diyala, this system releases transcript by retrieving set of programs that can enable us to enter, regulate and
student’s data from database which later stored in Microsoft choose data in database (DBMS) [2] [3].
access database with user interfaces designed by using the
tools of Microsoft Visual Studio 2010 (.Net). This system Sometimes, projects of Information systems are started to
solves most of the problems which happen by using manual improve the accuracy of processing data. The database will
methods such as delay in the delivery student’s transcript, remain consistent and accurate because it is stored in the
mistakes in the student data in the transcript (name, computer thus resulting is a good performance. Student
average...). Database Information System needs to store a huge amount
of data so it was needful to evolve software, which can
The system provides sufficient capacity to facilitate the restore data quick.
work of the registration staff with respect to data entry and
validation and increases efficient service delivery and Problem Statement
benefits both registration staff and students.
In the past, when the student needs a transcript[4] he/she
Keyword: Database Management System; User Interface; submits a request to the registration department this request
University of Diyala, Registration Department. which contains many fields that must be dictated by the
student such as the name, first or second attempt, graduate
Paper History: Received: 12/12/2017, Accepted: year,.. As a result of this request, the registration staff
20/2/2018 manually extracts the student file from the records and finds
all required fields in the document. So registration staff
manually writes and print this transcript based on student
information as shown in Figure 1. Thus this system is so
weak to meet specific requirement because the staff may
mistake in student name or his average or another field [5].

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 Diyala Diyala Journal of Engineering Sciences Vol. 12, No. 02, June 2019, pages 65-70 ISSN 1999-8716
DOI:10.26367/DJES/VOL.12/NO.2/6 eISSN 2616-6909

Figure 1: Current Mechanisms for Student Transcript release

The Purpose of the Study student’s Transcript system is more accurate and useful
than the current system, it reduces the time, participant in
The main purpose from this work is build system based the processing and retrieval of information. It has the
on database to build student information management ability to store, remove, and update processing data entered
system Especially for the graduation document in the into it.Students’ transcript is the abstract of each of the four-
registration department - college of engineering, this system year performance in college of engineering university of
Diyala for all departments in the college , it involves the
will solve most of the problems which are happen by
concerned party, student's name, his(her) nationality,
retrieving student information from manual archives. department, attempt(first or second),average of four
academic years, type of study (morning or evening) and
Methodology year of graduation.
A transcript is also required by a student who has finished
The methodology is very significant to assure that the
study of B.Sc. and who desired to introduce to study the
new system would give benefits to the college. Before
highest education or who desired to secure a job.
starting the process of collecting data for the purpose of
analysis and using it in the design of an information system The Students’ transcript is an integrated system, which
based on the computer, it must first define the goals for provide eases of access to database and write reports and
which this system was required, also define the desired makes decision. It is simple in its structure, processes, steps
requirements in the system design. therefore there is a should comprehend maintained easily, and it is more
good analysis outcomes in successful design which meets
flexible to deal with new requirements in the future (Figure
with the beneficiary body requirements. This section
3. showed relationship between tables). It has the ability to
provides a summarized description of the methodology
expand and update database, so that the new requirement
applied to develop the proposed system. The methodology
can be easily appended without needed to design the new
involves system description and system analysis.
system. In addition to the format in the transcript should be
Proposed system the same in all things font face, font, bold, font color, indent
and many of the properties, thus improving work efficiency.
The proposed system shown in Figure 2. replaces the
existing system, which is old files system by Dossiers. A

Figure 2: proposed System

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 Diyala Diyala Journal of Engineering Sciences Vol. 12, No. 02, June 2019, pages 65-70 ISSN 1999-8716
DOI:10.26367/DJES/VOL.12/NO.2/6 eISSN 2616-6909

Figure 3: Tables’ Relationship

Implementation and Result The Graphical User Interface (GUI) for recording student
information by the system administrator and to change
It was the visual studio is used as the Integrated
dean's name, document's organizer, and director, is shown
Development Environment (IDE) to implement the system.
in Figure 4.The administrator of system is an employee of
visual basic.net programming language is used to create
the registration department in the college.
the user interface that permit to interact delightedly with
Evaluation was completely done to assure that the system
the system. Microsoft access 2010 is connecting to
meet the needed specifications and requirements. The
database by Open Database Connectivity (ODBC)
system was monitored and found that it works in an
techniques. Comprehensive testing was done to guarantee
integrated manner and without delaying in the time.
that the system procedures are done the fullest. The result is
very good and reduces the time to several minutes instead
of one day or two days.

Figure 4: Graphical User Interface (GUI)

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 Diyala Diyala Journal of Engineering Sciences Vol. 12, No. 02, June 2019, pages 65-70 ISSN 1999-8716
DOI:10.26367/DJES/VOL.12/NO.2/6 eISSN 2616-6909

The Implementation contains all the activities that happen system in parallel for checking the new system. This
to convert the current system to the new system; the suitable provides safety, and detects errors if there is a flaw in the
implementation is wanted to give a dependable system to transcript system. Figure 5. and Figure 6. are showen the
meet the proposed system was running with the current implementation of the system.

Figure 5: the front face for the transcript

Figure 6: the background of the transcript

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 Diyala Diyala Journal of Engineering Sciences Vol. 12, No. 02, June 2019, pages 65-70 ISSN 1999-8716
DOI:10.26367/DJES/VOL.12/NO.2/6 eISSN 2616-6909

It can release the transcript as PDF file and manipulate it to perform its tasks efficiently This system will reduce
later by using any PDF driver for example (Viewing, effort required and time in the process of management
Printing…), as example shown in Figure 7 and Figure 8. information, organize the administrative and academic
affairs of each student, also this system needs one
We can release the transcript as Microsoft Word file and employee, instead of a large number of staff to do the tasks.
manipulate it later by using any Microsoft Word for The system provides the ability to perform data entry and
example(Viewing, Printing, updating, deleting…). update operations by specific employees in the registration
department. The employee is authorized to conduct basic
It can release the transcript as Microsoft Excel file and data (such as searching, presentation, updating and deletion)
manipulate it later by using any Microsoft Excel for
by authorizing the system to be used.
example(Viewing, Printing, updating, deleting…).
It must encourage the students who are wanted in building
Conclusion and Future Work database system, supported them, and encouraged them to
The main aim to design and implement this system is to work in a team for developing software applications. so this
gather student’s data in one place and make different paper could be useful for any user who wants to make a
transactions, modify, update on it and retrieve this data project on similar subject. it gives the system greater
potential by making choices for colleges and departments
depend on the need of creating the report for transcript.
and transfer this system to all college in Diyala University
This goal has been achieved, as well as the tasks for which
in order to the unification the student transcript in this
this system was designed. This system transfers the manual
work in Registration department in College of Engineering University.
–University of Diyala to the existing computer. It also It transfers this system from local form to student transcript
enables the registration staff to get data through an easy to system using Web services
use interface. This system can enhance college management
.

Figure 7: Release transcripts as Excel, PDF, and Word

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 Diyala Diyala Journal of Engineering Sciences Vol. 12, No. 02, June 2019, pages 65-70 ISSN 1999-8716
DOI:10.26367/DJES/VOL.12/NO.2/6 eISSN 2616-6909

Figure 8: Release transcripts as PDF

References:

[1] Ahmad, Noraziah, et al. "A Novel Database Design for

Student Information System 1." (2010).
[2] Bai, Ying. Practical database programming with Visual
Basic. NET. John Wiley & Sons, 2012.
[3] Almehmes, Ihsan Ali Hassan, Design and implement of
database student information management system in
College of Medicine, University of Diyala, Diss, 2014.
[4] https://www.pearsonhighered.com/assets/samplechapter/
0/6/7/2/0672323435.pdf
[5] DESIGN AND IMPLEMENTATION OF STUDENT’S
TRANSCRIPT GENERATING SOFTWARE
Https://Www.Grossarchive.Com/Upload/1416987395.H
tm
[6] Garikipati, Ramani, and Billy BL Lim, Design and
implementation of an e-Transcript system using Web
services, Computing & Informatics, 2006, ICOCI'06,
International Conference on IEEE, 2006.

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