KOFORIDUA TECHNICAL UNIVERSITY

FACULTY OF APPLIED SCIENCE AND TECHNOLOGY

DEPARTMENT OF COMPUTER SCIENCE

TOPIC:
DESIGN AND IMPLEMENTATION OF STUDENT INFORMATION SYSTEM.
CASE STUDY OF SAMPLET EDUCATIONAL COMPLEX IN KOFORIDUA,
EASTERN REGION

BY
AMPONSAH ASNATH OKRAH
(04/2020/2376D)
&
ABUBAKARI ZAKARIA
(04/2020/1657D)
&
PAUL BOAKYE
(04/2020/2354D)

A PROJECT WORK PRESENTED TO THE COMPUTER SCIENCE DEPARTMENT,

KOFORIDUA TECHNICAL UNIVERSITY IN PARTIAL FULFILMENT OF THE
REQUIREMENTS FOR THE AWARD OF HIGHER NATIONAL DIPLOMA (HND)
IN COMPUTER NETWORK MANAGEMENT
OCTOBER, 2023

2
 DECLARATION

We hereby declare that the project work entitled “DESIGN AND IMPLEMENTATION OF

STUDENT INFORMATION SYSTEM, CASE STUDY OF SAMPLET EDUCATIONAL

COMPLEX” submitted to Koforidua Technical University, is a record of an original work done

by us under the guidance of Madam Florence Agyeiwaa of the Computer Science Department,

Faculty of Applied Science and Technology. This project work is submitted in partial fulfillment

of the requirement for the award of a Higher National Diploma (HND) in Computer Networking

Management. The results embodied in this project have not been submitted to any Technical

University, Institution, or University for the award of any degree or diploma.

AMPONSAH ASNATH OKRAH …………………... …………………...

(04/2020/2376D) SIGNATURE DATE

ABUBAKARI ZAKARIA …………………... …………………...

(04/2020/1657D) SIGNATURE DATE

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 SUPERVISOR’S CERTIFICATION

I hereby attest that the project work for the Higher National Diploma (HND) was supervised in

accordance with the University's established requirements for project work supervision.

……………………………………... ……………………………………

MADAM FLORENCE AGYEIWAA DATE

(SUPERVISOR)

ii
 DEDICATION

We dedicate this work to our parents and guardians for their love and support throughout our

education, as well as to all of our lecturers who provided valuable input in a variety of ways to

ensure the success of both our education and this project effort.

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 ACKNOWLEDGMENT

Our deepest appreciation and thanks go to the Almighty God for His protection and guidance

throughout our studies. We are greatly indebted to our supervisor, Madam Florence Agyeiwaa

(Lecturer, Computer Science Department) for her advice, comment, corrections, and objectives.

iv
 ABSTRACT

The Samplet Student Information System allows administrators to handle academic activities in

a highly structured manner, this involves student admission, enrollment, test results, updates of

records, and eliminates repetitive human errors. MYSQL was used to design the database for the

system. The PHP programming language is used for coding process because of its compatibility

with virtual servers and databases, which makes it a flexible choice for a variety of hosting

environment. To guarantee security measures and validation, users are authenticated to allow

only authorized users to get access into the system. The system consists of two user interfaces

which include the Admin Dashboard and the Teacher Dashboard. Integration and security tests

were done to ensure the database could communicate with the application logic and ensure secure

login process. Recommendations such as mobile accessibility to ensure seamless comfort of

operation was advised.

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 TABLE OF CONTENTS

CONTENT PAGE

DECLARATION .......................................................................................................................... i
SUPERVISOR’S CERTIFICATION .......................................................................................... ii
DEDICATION ............................................................................................................................ iii
ACKNOWLEDGMENT ............................................................................................................ iv
ABSTRACT .................................................................................................................................v
TABLE OF CONTENTS ........................................................................................................... vi
LIST OF FIGURES .................................................................................................................... ix

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

INTRODUCTION ......................................................................................................................1
1.1 Background of the study .........................................................................................................1
1.2 Problem Statement ..................................................................................................................2
1.3 Main Objective .......................................................................................................................2
1.3.1 Specific Objectives ..............................................................................................................2
1.4 Research Methodology ...........................................................................................................2
1.5 Significance of the Study ........................................................................................................4
1.6 Scope of the study ...................................................................................................................4
1.6.1 Development Environment (Hardware and Software) ........................................................4
1.6.2 Operational Environment (Hardware and Software) ...........................................................4
1.6.3 Project Management ............................................................................................................5
1.6.4 Team Management ..............................................................................................................5
1.7 Limitation of the Study ...........................................................................................................6
1.8 Organization of the Study .......................................................................................................6

CHAPTER TWO ........................................................................................................................7

LITERATURE REVIEW ..........................................................................................................7
2.1 Review of theories relating to project work............................................................................7
2.1.1 KTU Connect .......................................................................................................................7
2.1.2 Unilynq Student Portal ........................................................................................................8
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2.1.3 Gradelink Student Information System ...............................................................................9
2.2 Review of Existing System ...................................................................................................10
2.3 Chapter Summary .................................................................................................................14

CHAPTER THREE ..................................................................................................................15

SYSTEM ANALYSIS AND DESIGN .....................................................................................15
3.1 Analysis ................................................................................................................................15
3.1.1 Introduction to Requirement Analysis ...............................................................................15
3.1.1.1 Stakeholders ....................................................................................................................15
3.1.1.2 System Requirements .....................................................................................................15
3.1.2 Characterization of the current system ..............................................................................16
3.1.3 Requirements Gathering ....................................................................................................17
3.1.3.1 Functional Requirements ................................................................................................17
3.1.3.2 Non-Functional Requirements ........................................................................................17
3.1.4 Model of the existing system .............................................................................................18
3.2 Design ...................................................................................................................................19
3.2.1 Introduction to Design .......................................................................................................19
3.2.2 Model for the proposed system ..........................................................................................23
3.2.3 Prototypes ..........................................................................................................................25
3.2.4 Interface Design .................................................................................................................26
3.2.5 Database Design ................................................................................................................26
3.3 Chapter Summary .................................................................................................................27

CHAPTER FOUR ....................................................................................................................28

IMPLEMENTATION AND TEST .........................................................................................28
4.1 Introduction to Coding and Implementation .........................................................................28
4.2 Code testing ..........................................................................................................................30
4.3 Usability Testing ...................................................................................................................30
4.4 Implementation Technique ...................................................................................................31

CHAPTER FIVE ......................................................................................................................32

SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATION ...................32

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5.1 Summary ...............................................................................................................................32
5.1.1 Findings .............................................................................................................................32
5.1.2 Goals achieved ...................................................................................................................32
5.1.3 Lessons learned ..................................................................................................................33
5.2 Conclusions ...........................................................................................................................33
5.3 Recommendations for enhancements (further works) ..........................................................33

REFERENCE............................................................................................................................34
APPENDIX ................................................................................................................................35

viii
 LIST OF FIGURES

FIGURE PAGE

Figure 2.1: KTU Connect Login Page ..........................................................................................8

Figure 2.2: Unilynq Homepage ....................................................................................................9
Figure 2.3: Gradelink Student Information System (Login Page) ..............................................10
Figure 2.4: KTU Dashboard .......................................................................................................11
Figure 2.5: Unilynq Login Page .................................................................................................12
Figure 2.6: Gradelink SIS User Dashboard ................................................................................13
Figure 3.1: Conceptual diagram for the current system..............................................................16
Figure 3.2: Conceptual diagram for the existing system ............................................................18
Figure 3.3: Level Zero Data Flow Diagram ...............................................................................20
Figure 3.4: Level One Data Flow Diagram ................................................................................21
Figure 3.5: Use Case Diagram ....................................................................................................22
Figure 3.6: Conceptual Model for the proposed system .............................................................23
Figure 3.7 ....................................................................................................................................25
Figure 4.1: Homepage ................................................................................................................28
Figure 4.2: Login Page ...............................................................................................................29
Figure 4.3: Admission Form .......................................................................................................29

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 CHAPTER ONE

INTRODUCTION

Student Information System (SIS) is a software application or a computerized system used by

educational institutions to manage student-related data and information. It serves as a central hub

for collecting, storing, organizing, and processing data pertaining to students throughout their

academic journey. Student information systems are widely used in schools, colleges,

universities, and other educational settings. The SIS system collects school data for instructors,

parents, students, and administrators to seamlessly access it. This contains personal student

information, test results, attendance records, evaluation performance, and much more making it

easier to evaluate development and performance.

1.1 Background of the study

The research is carried out at Samplet Educational Complex in Koforidua, Eastern Region of

Ghana. Samplet Educational Complex is a private school owned by Mrs. Paulina Adubea Anim.

The school was established in the year 2001 and it has been registered by the Ministry of

Education. The school began as a child day care and had approximately 50 students. It later

developed to admit primary and Junior High Students. Their population is currently 500 students.

Samplet Educational Complex uses record books to capture students and staff admitted into the

school.

Students’ class score and exam score are only written in books. This is what teachers use to

assess their students’ performance at the end of the term.

Also, the Headmistress Office is where all students and staff records are kept. Teachers and staff

requests for records only from the office when needed.

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1.2 Problem Statement

From the background of the study, teachers and staff in the institution faces delays when they

request for student’s records from the office. This is due to many paper files staff members go

through before getting the required data.

Also, the security of the student’s records kept in paper files is low. This is because books wear

out over time and unauthorized staff members getting access to these files.

1.3 Main Objective

The main objective of the study is to develop a computerized database to manage student and

staff information for Samplet Educational Complex in Koforidua.

1.3.1 Specific Objectives

i. To capture student and staff data into the database.

ii. To retrieve student and staff data from the database.

1.4 Research Methodology

The research method used is a qualitative research method. Qualitative research is preferred in

this subject. This is because it allows us to deeply understand participants, capture their

perspective, and investigate complex phenomena. We interviewed teachers and staffs in the

institution to get the in-sight of actual activities and behaviours in the school. The emphasis is

on extracting qualitative data such as opinions, perceptions and usability feedback rather than

quantitative data or statistical measurements.

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We also use the waterfall methodology which is one of the most popular Systems Development

Life Cycle (SDLC) models. The Waterfall methodology also known as the Waterfall model, is

a sequential development process that flows like a waterfall through all phases of a project, with

each phase completely wrapping up before the next phase begins (Halani & Jhajharia, 2022).

Below are the stages involved;

Requirement Analysis:

Requirements analysis is a critical phase that precedes all other stages. This is a key component

of systems engineering and software engineering. It involves thoroughly understanding and

documenting the project's objectives, functional and non-functional requirements, constraints,

and user expectations.

Design:

In this phase, the detailed system architecture and specifications are developed based on the

requirements gathered earlier.

Implementation:

During the implementation phase, the software is built based on the detailed design specifications

developed in the previous phase. This phase involves writing, coding, and testing the software

to ensure that it meets the specified requirements.

Verification and Testing:

Testing needs to be done to ensure the product has no errors and all of the requirements have

been completed, ensuring a good user experience with the software.

3
Deployment and maintenance

After a successful test, we will set-up the system in Samplet School’s environment. Periodical

checks and bug fixes will be carried out to ensure continue operation.

1.5 Significance of the Study

i. Enhanced Security and Data Privacy: The SIS will provide robust security features to

protect sensitive student data, such as password hashing and access controls to only allow

authorized users log onto the system. This will help the institution meet data privacy

requirements and safeguard the personal information of students and staffs.

ii. Software Compatibility: The software will be able to run in different browsers,

databases, hardware and operating systems.

1.6 Scope of the study

This project is focused on Samplet Educational Complex School. The system will capture student

and staff personal information, student exam score and generate reports.

1.6.1 Development Environment (Hardware and Software)

We use hardware such as the computer and software which include programming language such

as PHP, Java and Python. We will also design a database using MySQL.

1.6.2 Operational Environment (Hardware and Software)

The system would be deployed on a server (Hardware) and would use web server that is the

Apache (Software), a database (e.g MySQL), and the necessary backend and frontend

technologies to support user interactions.

4
1.6.3 Project Management

Project Management involves a series of interconnected processes and activities to plan, execute,

monitor, and close a project successfully. It is crucial to ensure the successful development,

implementation, and ongoing maintenance of the system.

Since we have identified the requirements of the system, planning is done to set out tasks,

timeframes, resources and cost involved. We will perform regular monitoring of the project plan

to ensure that the project is in accordance with the plan or it does not face a lot of risks.

1.6.4 Team Management

Clear Roles and Responsibilities:

In every team, members have specific role and responsibility. In our situation, Zakaria is the

project manager who will oversee the project, manage resources and ensure the project stays on

schedule and within budget. Asnath is the programmer and system designer who will be bring

the system to life.

Team Communication:

This involves establishing effective communication channels within the team. We did regular

team meetings and online chats to share our ideas and thoughts about our project work.

Resource Allocation:

Each member used his personal phone and computer to perform his task, needed software such

as Xampp, Visual Studio Code, Sublime Text are downloaded online. Cost incurred is shared

between team members.

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Risk Management:

Our project is currently facing deadline date, which means we might not be able to complete our

project work on time. This is due to intense activity to be performed at the implementation stage.

Documentation:

All project-related information, including design specifications, coding standards, user manuals,

and system documentation would be made available to the reader.

1.7 Limitation of the Study

Restrictions during the process of the research were;

i. Time Constraint

ii. Financial challenges

1.8 Organization of the Study

This project's structure is broken down into five main chapters. The contents of each of the

Study’s chapters are listed below. The study's first chapter covers the Background Information

before moving on to the Motivation of the Study, Study’s Problem, Objectives, Research

Methods, Significance, Scope, Limitation and Organization of the Study. The second chapter

examines a critical evaluation of previous related material, as well as some of the numerous

approaches to implementing the student information system. The design, model for the proposed

system, prototypes, interface design, database design, and chapter summary are all covered in

Chapter three. The fourth chapter focuses on the implementation, including the testing and the

implementation methodologies. Chapter five include the project's conclusion, recommendation,

and key achievements.

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 CHAPTER TWO

LITERATURE REVIEW

Introduction

Information Systems are integrated set of components for collecting, storing, processing data,

providing information, knowledge, and digital products whenever required. Business firms and

other organizations rely on information systems to carry out and manage their operations, interact

with their customers and suppliers, and compete in the marketplace, Ali M. (2019). Information

systems are used to run inter-organizational supply chains and electronic markets. For instance,

corporations use information systems to process financial accounts, to manage their human

resources, and to reach their potential customers with online promotions.

2.1 Review of theories relating to project work

2.1.1 KTU Connect

Koforidua Technical University is among the ten Technical Universities established in each

region in Ghana. It is located in the Eastern Region, in the town of Koforidua. It is a desired

institution because of the numerous attractive courses it offers. It is for this reason, among others,

that the KTU student information portal is essential.

The KTU Connect is created for students of the University to create an account or log in to

perform certain academic activities at ease. Students have the opportunity to do their own Course

Registration, check Personal Information, check Account Statement and Academic Result, and

order for transcript.

7
 Figure 2.1: KTU Connect Login Page

2.1.2 Unilynq Student Portal

The National Student Portal or Unilynq Student Portal is an online dashboard for all public

Senior High Schools in Ghana from the Ghana Education Service. Students can log in using their

JHS Index Number and the year of completion to access the Student Information System.

Unilynq was designed to eliminate the use of paper data storage of student records while

increasing the number of students passing their exams each year.

How the system works

• A student writes test and attends a school

• Teachers record tests scores and attendance

• Teachers load test scores and attendance sheets into the Student Information Portal

• Students or Parents can login with their Child’s Index Number to view their semester

results.

8
 Figure 2.2: Unilynq Homepage

2.1.3 Gradelink Student Information System

Gradelink is an internet-based school management solution that connects teachers, students, and

parents through a single, easy-to-use platform. Schools worldwide sign up on this platform to

save time managing student enrollment, reporting attendance, tracking grades, and generating

report cards. Teachers and administrators use Gradelink to customize grade scales and configure

class assessments. They store student data, including contact, medical, and demographic

information, all in one place. As a result, important information such as current grades and

attendance records are always at their fingertips. Integration with Google Classroom, PaySimple,

Renaissance, Microsoft Office 365, and other software adds to the versatility.

According to (Nash, 2018), Gradelink charge an amount of $109 per month for (1 – 50 students).

9
 Figure 2.3: Gradelink Student Information System (Login Page)

2.2 Review of Existing System

2.2.1 KTU Connect

As a student of Koforidua Technical University, we have been using the school’s information

system since level 100. It was KTU Osis at the time and was later changed to KTU Connect. We

have had no difficulties using the system since management always give us guidelines or hints

to perform newly added tasks. Challenge with this system is irresponsiveness when school results

are out and fresh students doing their registration. Also, you will need a very fast internet

connection to be able to access your portal.

10
 Figure 2.4: KTU Dashboard

Pros:

1. Easy storage of students’ records.

2. Easy usability

3. Secured student’s personal information

Cons:

1. Irresponsive when there is pressure on system.

2. It requires fast internet connectivity

11
2.2.2 Unilynq Student Portal

The dashboard of the system displays students’ bio details such as track type i.e Gold, or Green,

attendance records and test results. You can download the Apk version of the Unilynq

Student/Teacher Portal Login from Google Play Store which allows easy access and

mobilization.

Parents can also login with their child’s index number to view their semester results.

When students encounter any challenge, they are required to contact their school’s ICT

administrators for support.

Figure 2.5: Unilynq Login Page

Pros:

1. Easy tracking of student’s performance

2. User-friendly

3. Excellent data storage

12
2.2.2 Gradelink Student Information System

Upon many reviews and demo videos we came across at Gradelink Official site and other

websites, we can conclude that Gradelink SIS indeed perform a lot of educational activities such

as student enrollment, reporting attendance, tracking grades, and generating report cards.

Students can effortlessly log on to their dashboard and check their academic progress. Parents

could also review their ward’s performance. The challenge associated with this system is the

cost involved for administrators to sign up.

Figure 2.6: Gradelink SIS User Dashboard

Key Features:

i. Report Cards.

ii. Attendance.

iii. Class Scheduling and Calendars.

13
Pros

i. Contains a lot of academic features one could access.

ii. Easy usability

iii. It serves as an academic guide to students

Cons

i. It is costly since administrators pay every month to be remained subscribers of the system.

ii. The system cannot be customized to the school's administrator’s likeness.

2.3 Chapter Summary

This chapter reviews exiting SIS, highlighting their various features, user experience and

restrictions. Choosing the right SIS solution depends on the specific needs, budget, and technical

expertise of the institution. It's important to carefully consider the features, user experience,

scalability, integration capabilities, cost, security, customer support, user community, and future-

proofing of each system before making a decision.

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 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Analysis

3.1.1 Introduction to Requirement Analysis

This is a key component of systems engineering and software engineering. It involves thoroughly

understanding and documenting the project's objectives, functional and non-functional

requirements, constraints, and user expectations. (Gopichand & Rao, 2012)

3.1.1.1 Stakeholders

The primary stakeholders for the SIS include:

i. Administrators

ii. Teachers

3.1.1.2 System Requirements

The following are system requirements needed for the system;

i. Processor: Intel Pentium or any new versions

ii. Operating System: Windows 7 and above

iii. System Bus: 64 BIT

iv. Ram: 1GB or more

v. HDD: 80GB

vi. Browser: Client Google Chrome or Any Other Web browser the supports HTML5

15
3.1.2 Characterization of the current system

Current Student Information Management

Data Collection

Paper Forms

Data Storage

Files & Folder

Data Retrieval

Search Records

Data Maintenance

Update Records

Figure 3.1: Conceptual diagram for the current system

16
3.1.3 Requirements Gathering

In Requirements gathering, we will talk about identifying and documenting the specific needs

and objectives of the educational institution to ensure that the SIS will meet those requirements

effectively.

3.1.3.1 Functional Requirements

These requirements define the capabilities and functions that the implemented system must have

in order to achieve its intended purpose. It includes a set of inputs, behaviours and outputs in

line with the objectives of the study. They include;

The following is a description of the system's functional prerequisites;

i. Registration- Admin can add students and staff members onto the system.

ii. Profile- Admin can view the profile of added staffs and students on the system.

iii. Edit profile – Admin can edit profile of added staffs and students on the system.

iv. Login and Logout – Authorized users can log in and log out of the system.

v. Data entry – Admin and Staff can enter student data into the system.

3.1.3.2 Non-Functional Requirements

These requirements that specify the criteria used to judge the operation of the system. They were

constructed in agreement with functional requirements that define specific behaviour and

functions. They include:

i. Reliability and availability – the system is reliable and always available to perform tasks

requested by the user.

17
 ii. Scalability – the system is able to adopt additional functionalities. Additional data is easy

to incorporate.

iii. Integrity – the system being data oriented, it ensures that the data analyzed and stored is

not altered or corrupted.

iv. Security – The system allows only authorized users to use its functionalities.

3.1.4 Model of the existing system

Samplet Student Information Management

Student Data Collection Data Storage & Data Maintenance

Information Forms Retrieval

Student Details

Figure 3.2: Conceptual diagram for the existing system

1. Student Information Forms: These are the paper forms used to collect student

information. This include sections for:

• Student Details: This section captures personal information about the student,

such as their name, date of birth, gender, and their class.

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 2. Data Collection: This process involves the collection of the filled-out student

information forms which Administrative staff and teachers handle this.

3. Data Storage and Retrieval: This process involves the organization, storage, and

retrieval of the collected data.

• Storage: The filled-out forms are stored in physical files. These files is sorted and

labeled based on various criteria, such as student personal details and student

financial records.

• Retrieval: When there's a need to access a student's information, staff locate the

relevant file and manually retrieve the required documents.

4. Data Maintenance: This process involves the updating of student files as necessary. For

example, if a student's contact information changes, the staff needs to locate the student's

file and manually update the information.

3.2 Design

3.2.1 Introduction to Design

Designing a Student Information System (SIS) is a complex task that requires careful planning

and consideration of various components. An SIS is a critical tool for educational institutions to

manage student data efficiently. Below are the various design techniques we are considering;

3.2.1.1 System Architecture:

Web-Based Application: The system would be built as a web application to ensure accessibility

from various devices and locations. Web browsers such as Chrome, Mozilla Firefox and

19
Microsoft Edge can be used to assess data through a web server. Admin and Staff Dashboard

will be created to allow specific functionality.

Client-Server Architecture: We will implement a client-server architecture to handle user

requests and data storage. Server-side technologies used are PHP, Python and Java to process

user requests and interact with the database.

Client-side technologies used include HTML, CSS and JavaScript to create the user interface

and manage the user experience.

3.2.1.2 Data Flow Diagram

A Data Flow Diagram represents flow of data through a system. Data flow diagrams are used

during problem analysis. It views a system as a function that transforms the input into desired

output. It shows movement of data through the different transformations or processes in the

system.

We used the Level Zero and Level One Dataflow Diagram to provide the end user with a physical

idea of where the data they input ultimately.

Zero Level Data Flow Diagram (DFD)

The zero level Data Flow Diagram also known as context level data flow describe all the user

modules who run the system.

Figure 3.3: Level Zero Data Flow Diagram

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 Student
Attendance

Student Information Attendance Info

Certificate Details

Student
Information
System
Membership Details

View Reports
Subject Section Data Marks

Administration

Figure 3.4: Level One Data Flow Diagram

3.2.1.3 Use Case Diagram

The multiple stakeholders and their interactions with the system are shown in a use case diagram

for Samplet Educational Complex system, illustrating the different functions and actions they

can take. Use case diagrams offers a high-level overview of the system's capabilities and the

functions of users such as Login process, Student Admission, Add Student, Add Teacher, Delete

Student etc. The diagram below shows a use case diagram of the system.

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 Login

Admission

Add Student

Admin
View Student

Add Teacher

Teacher View Teacher

Add Subject

View Subject

Figure 3.5: Use Case Diagram

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 3.2.2 Model for the proposed system
Proposed Student Information System

User Interface Data Input Data Storage & Data Processing &
Retrieval Reporting

Administrative Teachers Automated API Data

Data Import Fetching

Figure 3.6: Conceptual Model for the proposed system

1. User Interface: This is the interface that different users interact with. It includes sections

for:

• Administrative: This section is for administrative staff to manage student

records, process enrollments and handle admissions

• Teachers: This section is for teachers to manage classes and input grades.

2. Data Input: This process involves the input of data into the system.

• Automated Data Import: This involve importing data from another system or

database in bulk.

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 • API Data Fetching: This involve fetching data from external APIs (Application

Programming Interfaces).

3. Data Storage & Retrieval: This process involves the organization, storage, and retrieval

of data.

• Storage: Data is stored in a database system, which can be efficiently queried and

managed.

• Retrieval: Users can retrieve the required data through the user interface, which

pulls data from the database.

4. Data Processing & Reporting: This process involves analyzing data and generating

reports.

• Data Processing: Data can be processed to perform various calculations,

predictions, or other analyses.

• Reporting: Users can generate various reports based on the processed data, such

as grade reports.

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3.2.3 Prototypes

Prototypes help stakeholders visualize the system's interface and functionality before full-scale

development begins. Admin Dashboard:

• View Admissions
Home:
• Add Student
School Name, Logo, Brief
• View Student
Details
• Add Teacher
Navigation (Header): • View Teacher
Home, Contact, • Add Subject
Admission, Login • View Subject

View Admissions: Add Student: Add Teacher: Add Subject:

• Name • Name • Name • Subject Name
• Gender • Date of birth • Date of birth
• Date of Birth • Class • Contact
• Place of Birth • Parent’s Name • Class Assigned
• Nationality • Parent’s • Address
• Current Contact
Address • Address
• Class

Figure 3.7

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3.2.4 Interface Design

User interface design is the process of creating user interfaces for hardware and software, such

as computers, home appliances, mobile devices, and other electronic devices, with a focus on

improving usability and the user experience (Punchoojit & Hongwarittorrn, 2017). To help users

accomplish their goals, user interface design aims to make user interactions as simple and

efficient.

The user's interaction with the interface is influenced by graphic design and typography, which

also improves the interface's aesthetic appeal. The way an interface is designed can either make

it easier for users to use its features or make it more difficult.

Interface design establishes a connection between the user and the information system. To make

the user interface of this system appear more dynamic, responsive, user-friendly, and seductive,

JavaScript, HTML, CSS, PHP, and CSS will be used in the system’s development.

3.2.5 Database Design

The fundamental objectives of database technology design are to handle data as an integrated

whole, consider data as an organizational resource, and preserve the integrity, security, and

availability of the company's data. We will use MySQL to develop the system’s database.

MySQL is a popular open-source relational database management system (RDBMS) used for

various web applications, content management systems (CMS), and e-commerce platforms

(Ghotiya, 2017).

This database contains tables, each of which relates to a particular type of data. Each piece of

information in a table is referred to as a field or column. Tables also contain records, which are

collections of fields. The records in a table have the same set of fields but distinct sets of data
26
are contained in each record. One of a table's primary key fields can be used to uniquely identify

a record.

3.3 Chapter Summary

In conclusion, the analysis and design phase of the Student Information System (SIS) project

lays the foundation for the successful development and implementation of the system.

Requirements are gathered and Conceptual diagrams are designed to understand the needs of

various stakeholders. Key considerations include data security, system architecture, and

integration with other systems.

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 CHAPTER FOUR

IMPLEMENTATION AND TEST

4.1 Introduction to Coding and Implementation

Coding is the phase where the software design is translated into executable instructions. We used

the PHP language during the coding process. PHP was used because of its compatibility with

virtual servers and databases, which makes it a flexible choice for a variety of hosting

environment. It is an open source language, free to use and can be scaled to handle the growing

user base and data volumes that proposed system might experience.

Implementation also known as deployment, is the phase where the coded software is put into

operation. This involves setting up the production environment where the system will run by

configuring the web server and database server. Data Migration is a factor in this stage where

data from the old system is migrated into the new the system. Training of users such as the

teachers and administrators on how to use the new system. Once the system is live, monitoring

of its performance is key to be able to fix any issues that arises.

Figure 4.1: Homepage

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 Figure 4.2: Login Page

Figure 4.3: Admission Form

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4.2 Code testing

Code testing also known as software testing is the process of evaluating a computer program or

system to determine whether it meets the required results and behave as expected in specific

conditions. We performed the following code tests;

i. Integration Testing: This was done to test the interaction between the database and the

application logic. Data stored from the application could also be retrieved from the

database linked with it.

ii. Security Testing: We created the user authentication to only allow registered users to

operate the system. Unregistered users or entering wrong credentials will deny you of

entering into the system.

4.3 Usability Testing

Usability testing focuses on evaluating the system’s user interface and overall user experience.

The goal is to identify any usability problems, collect qualitative and quantitative data, and

determine the participant’s satisfaction with the system.

We selected a group of people who match the target audience for the software to use the system

to check whether they can achieve their goals efficiently and effectively. We gathered data on

participants’ performance such as task completion rates, error rates and the time taken to

complete tasks.

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 4.4 Implementation Technique

It might be difficult to get a group of individuals to understand and use a new system. The new

software's use and the business procedures it inspires can have a significant impact on the

organization.

The implementation and subsequent conversion from the old to the new electronic system can

be handled in a variety of ways. This refers to the transition from an outdated system to a modern

one. Below are ways we chose to implement the system in Samplet Educational Complex;

i. Pilot Implementation: The system was first used by a few staff members to begin utilizing

the system before the rest. Upon this practice test, we realize it has less significant effect of

the institution since it concentrates on a smaller number of people.

ii. Parallel Implementation: Upon the above test, we also implemented the parallel technique

where management used the new system whiles the old system is still in operation. With this

test, it is the least dangerous if system failures occurs and the most expensive to implement

since the work becomes duplicate.

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 CHAPTER FIVE

SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATION

5.1 Summary

5.1.1 Findings

The student information system is more advantageous than the traditional method of storing

records. This is because, it allows easy storage of student data, secured students’ records and

effortlessly retrieving of student data from the database.

The developed Student Information System supports multi-user access, securely stores records,

and performs automatic computations, thus addressing several issues encountered in using the

traditional filing system: security issues, slow record retrieval and manual computation.

The aforementioned features of the system make it robust, flexible and can be integrated with

another Database Management System, if the need arises.

5.1.2 Goals achieved

1. Teachers and staff members are able to store students’ records into the database.

2. Teachers and staff members are able to retrieve students’ data from the database.

3. Only authorized users are registered on the system enhancing security of students’

records.

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5.1.3 Lessons learned

1. User Experience: The usability of the system is key to its success. So a user-friendly

design can enhance adoption and satisfaction.

2. Importance of User Training and Support: For the users to feel comfortable and

confident using the system, proper training and ongoing support are crucial for the

successful implementation of the SIS.

5.2 Conclusions

The manual system used by the school was so inefficient, data retrieval is tedious, a lot of

misplacement within the records. Updates and corrections of records were very time-consuming

and the waste of different files and papers kept raising the researcher’s attention to identify a

basic integrated web-based school management system to solve the above problems and avoid

misunderstanding and complaints from the stakeholders 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.

5.3 Recommendations for enhancements (further works)

1. Mobile Accessibility: The addition of the mobile version of the software would help

staff members to easily access and record student data.

2. Advanced Analytics and Predictive Modeling: We would want to enhance the

system’s analytical capabilities by incorporating machine learning algorithms to predict

student performance, identify at-risk students, and recommend interventions.

33
 REFERENCE

Ali, M. M. (2019). Impact of management information systems (MIS) on decision making.

Global Disclosure of Economics and Business, 8(2), 83-90.

Ghotiya, S., Mandal, J., & Kandasamy, S. (2017, November). Migration from relational to

NoSQL database. In IOP conference series: materials science and engineering (Vol. 263,

No. 4, p. 042055). IOP Publishing.

Gopichand, M., & Rao, A. A. (2012). Four layered approach to non-functional requirements

analysis. arXiv preprint arXiv:1201.6141.

Halani, K. R., & Jhajharia, K. (2022). A quantitative study of waterfall and agile methodologies

with the perspective of project management. In Contemporary Challenges for Agile

Project Management (pp. 111-133). IGI Global.

Nash, S. S. (2018). Moodle Course Design Best Practices: Design and Develop Outstanding

Moodle Learning Experiences. Packt Publishing Ltd.

Punchoojit, L., & Hongwarittorrn, N. (2017). Usability studies on mobile user interface design

patterns: a systematic literature review. Advances in Human-Computer Interaction, 2017.

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 APPENDIX

<?php

error_reporting(0);

session_start();

session_destroy();

if($_SESSION['message'])

$message=$_SESSION['message'];

echo "<script type='text/javascript'>

alert('$message');

</script>";

?>

<!DOCTYPE html>

<html>

<head>

<meta charset="utf-8">

<meta name="viewport" content="width=device-width, initial-scale=1">

35
 <title>Student Information System</title>

<link rel="stylesheet" type="text/css" href="style.css">

<!-- Latest compiled and minified CSS -->

<link rel="stylesheet"

href="https://cdn.jsdelivr.net/npm/[email protected]/dist/css/bootstrap.min.css"

integrity="sha384-

BVYiiSIFeK1dGmJRAkycuHAHRg32OmUcww7on3RYdg4Va+PmSTsz/K68vbdEjh4u"

crossorigin="anonymous">

</head>

<body>

<nav>

<label class="logo">Samplet Educational Complex</label>

<ul>

<li><a href="">Home</a></li>

<li><a href="">Contacts</a></li>

<li><a href="">Admission</a></li>

<li><a href="login_form.php"class="btn btn-success">Login</a></li>

</ul>

</nav>

36
 <div class="section1">

<label class="img_text">Samplet Student Information Portal</label>

<img class="main_img" src="skulin.png">

</div>

<div class="container">

<div class="row">

<div class="col-md-4">

<img class="Welcome_img" src="Samplogo.png">

</div>

<div class="col-md-8">

<h1>Welcome to Samplet Educational Complex</h1>

<p>Samplet Educational Complex is ranked one of the best

preparatory schools in Koforidua. We teach all available subjects to brighten your child’s

mentality. The school is very conducive for learning and grasping of knowledge. We are open

to all applicants who wish to attend this prestigious school. </p>

</div>

</div>

</div>

37
<center>

<h1>Our Teachers</h1>

</center>

<div class="container">

<div class="row">

<div class="col-md-4">

<img class="teacher" src="teacher7.jpg">

<h3>Sir Derrick</h3>

</div>

<div class="col-md-4">

<img class="teacher" src="teacher9.jpg">

<h3>Madam Rejoice</h3>

</div>

<div class="col-md-4">

<img class="teacher" src="teacher8.jpg">

<h3>Mr. Macknie</h3>

</div>

</div>

38
</div>

<center>

<h1>Our Subjects</h1>

</center>

<div class="container">

<div class="row">

<div class="col-md-4">

<img class="teacher" src="Subject1.jpg">

<h3>Abreast with the new Curriculum</h3>

</div>

<div class="col-md-4">

<img class="teacher" src="Subject2.jpg">

<h3>The school's General Curriculum</h3>

</div>

<div class="col-md-4">

<img class="teacher" src="Subject4.jpg">

<h3></h3>

</div>

</div>

39