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Object Oriented Analysis and Design Laboratory (Anna University)

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STUDENT RECORD MANAGEMENT SYSTEM

CASE STUDY LIVINGSTONE INTERNATIONAL UNIVERSITY

IN MBALE (UGANDA)

BY

NANDUTU JULIET

S012/BSCIT/U001

A DISSERTATION SUMMITTED TO THE FACULTY OF INFORMATION TECHNOLOGY AS PART OF

THE AWARD OF THE REQUIREMENT OF THE DEGREE OF BANCHELOR OF SCIENCE

ININFORMATION TECHNOLOGY OF LIVINGSTONE

INTERNATIONAL UNIVERSITY

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MAY 2016

DECLARATION

I, Nandutu Juliet, declare that this research is my own work and has not been submitted to this
or any other institution of learning for any academic award.

Author: .................................................................

Signature: ............................................................

Date:——————————————————

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APPROVAL
This piece of work was done under my close supervision and is hereby submitted for
examination with my approval.

Supervisor: MR. Wauyo Fredrik

(Dean of Information Technology)

Signature: ..........................................................

Date: ..................................................................

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DEDICATION

I dedicate this work to my father and mother, Joseph Mulako and Betty Matuka Mulako, to the
rest of my family for having guided me to this point of achievement in my life; my friends who
made this possible and my Jesus family that supported me through prayer and words of
encouragement.

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ACKNOWLEDGEMENT

My utmost gratitude goes out to the Lord for the protection, provision and discernment He

gave to me during the period of research.

This task would not have been complete without the guidance and academic support of my

supervisor Mr. Wauyo Fredrik, Bwire Felix, Dr. Nambale Moses.

I thank all the staff of LivingStone International University, both past and present for the

encouragement and the faith they have had in me.

I would also like to acknowledge my mentors Katie Allen, Carol Bowland, Laura and Professor

Philip Shero for having faith in me.

Furthermore, I would like to acknowledge my colleagues, in particular my class mates for the

team work they demonstrated during this journey.

Sincere appreciation goes to the authors, respondents, and various institutions, for their

cooperation, knowledge, and experience shared.

Finally, I acknowledge the role played by my family, especially my father, Mulako for the

financial support. And my friend Manna Eid, for her support, encouragement, helping me and

among others.

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Table of Content
Declaration----------------------------------------------------------------------------------------------------ii

Approval-----------------------------------------------------------------------------------------------------iii

Dedication----------------------------------------------------------------------------------------------------iv

Acknowledgement-------------------------------------------------------------------------------------------v

List of Figures----------------------------------------------------------------------------------------------xii

List of Acronyms’-----------------------------------------------------------------------------------------xiii

CHAPTER ONE: INTRODUCTION---------------------------------------------------------------------2

1.0 Introduction--------------------------------------------------------------------------------------------2

1.1 Background of the Study-----------------------------------------------------------------------------2

1.1.1. Historical perspective------------------------------------------------------------------------------4

1.1.2 Conceptual Perspective----------------------------------------------------------------------------3

1.1.3 Theoretical Perspective----------------------------------------------------------------------------5

1.1.4 Contextual perspective--------------------------------------------------------------------------------------5

1.2 Statement of the Problem----------------------------------------------------------------------------6

1.3 Purpose of the Study----------------------------------------------------------------------------------6

1.4 General Objective-------------------------------------------------------------------------------------7

1.4.1 Objectives of the study----------------------------------------------------------------------------7

1.5 Research Questions-----------------------------------------------------------------------------------7

1.6 The Scope of the Study------------------------------------------------------------------------------7

1.7 Significance of the Study-------------------------------------------------------------------8

1.8 Conceptual Framework------------------------------------------------------------------------------9

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1.9 Definition of Operational Terms------------------------------------------------------------------10

CHAPTER TWO: LITERATURE REVIEW----------------------------------------------------11

2.0 Introduction---------------------------------------------------------------------------------11
2.1 Introduction---------------------------------------------------------------------------------11
2.2 Theoretical Under-pinning of the Study.------------------------------------------------11
2.3 Computerized Data Collection on Maintenance of Student Records---------------12
2.4 Computerized Information Protection on Student Record.---------------------------12
2.5 Computerized Record/Data Management on Maintenance of Student Record.---13
2.6 Summary / Conclusion--------------------------------------------------------------------15
CHAPTER THREE: METHODOLOGY------------------------------------------------------------------------17
3.0 Introduction---------------------------------------------------------------------------------------------- 17
3.1 Research Design---------------------------------------------------------------------------------------- 17
3.2. Population of the Study.---------------------------------------------------------------------------------------- 18
3.2 Sample Size---------------------------------------------------------------------------------------------- 19
3.3 Sampling Method-------------------------------------------------------------------------------------- 20
3.4 Data collection------------------------------------------------------------------------------------------ 20
3.5 Procedure of the Study-------------------------------------------------------------------------------- 21
3.6 Data Analysis-------------------------------------------------------------------------------------------- 22
3.7 Limitation of the Study------------------------------------------------------------------------------- 23
3.8 Ethical consideration---------------------------------------------------------------------------------- 23
CHAPTER FOUR: PRESENTATION, ANALYSIS AND DISCUSSION OF RESEARCH
FINDINGS------------------------------------------------------------------------------------------------------------- 24
4.0 Introduction---------------------------------------------------------------------------------------------- 24
4.1 Objectives------------------------------------------------------------------------------------------------ 24
4.1.1 Response Rate------------------------------------------------------------------------------------------ 24
4.2 Background information or Biographical Data--------------------------------------------------25
4.2.1 Gender of Respondent-------------------------------------------------------------------------------- 26
4.2.2 Age of Respondent------------------------------------------------------------------------------------- 26
4.2.3 QUALIFICATION------------------------------------------------------------------------------------- 27
4.2.4 Marital Status of Respondents-----------------------------------------------------------------------28
4.2.5 Duration of Working Experience of the Respondents------------------------------------------29
4.2.6 Occupation of Respondents--------------------------------------------------------------------------29
4.3 Computerized Data Collection on Maintenance of Student Records-----------------------30

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4.4 Computerized Information Protection (MIS) on Maintenance Student Records---------34

4.5 Computerized Records Management on Maintenance of Student Records’.-------------38
4.6 SYSTEM DESIGN AND IMPLEMENTATION-----------------------------------------------43
4.6.1 System Requirements--------------------------------------------------------------------------------- 43
4.6.2 How the System Works-------------------------------------------------------------------------------44
4.6.3 Limitation of Student Record Processing---------------------------------------------------------44
4.6.4 How the Information was stored--------------------------------------------------------------------45
4.6.5 Problems encountered in the storage of customers and during Data collection----------45
4.6.5.1 Problems Encountered During System Design--------------------------------------------------45
4.6.6 Benefits of the proposed system--------------------------------------------------------------------46
4.7 SYSTEM DESIGN------------------------------------------------------------------------------------ 46
4.7.1 System Design------------------------------------------------------------------------------------------ 46
4.7.2 DATA FLOW DIAGRAM.--------------------------------------------------------------------------46
4.7.3 DETAILED FLOW GRAPH------------------------------------------------------------------------47
4.7.4 DETAILED FLOW GRAPH------------------------------------------------------------------------48
4.7.3.1 STUDENT:---------------------------------------------------------------------------------------------- 53
4.7.3.2 GRADE:-------------------------------------------------------------------------------------------------- 54
4.7.3.3 FACULTY----------------------------------------------------------------------------------------------- 54
4.8 FUNCTIONAL REQUIREMENTS---------------------------------------------------------------55
4.8.1 NON- FUNCTIONAL REQUIREMENTS------------------------------------------------------55
4.8.1.1 Performance Requirements:-------------------------------------------------------------------------56
4.8.1.2 Safety Requirements:---------------------------------------------------------------------------------- 56
4.8.1.3 Security Requirements:-------------------------------------------------------------------------------56
4.8.1.4 Student Record Management System Design----------------------------------------------------57
4.9 IMPLEMENTATION, TESTING, AND VALIDATION--------------------------------------61
4.9.1 System Testing and Validation----------------------------------------------------------------------61
4.9.2 System Testing------------------------------------------------------------------------------------------ 61
4.9.3 System Validation-------------------------------------------------------------------------------------- 61
4.10 PRESENTATION AND EXPLANATION OF THE SCREEN SHOTS-------------------62
4.10.1 HOME PAGE------------------------------------------------------------------------------------------- 62
4.10.2 Screenshot of Department----------------------------------------------------------------------------62
4.10.3 Screenshot of Faculty--------------------------------------------------------------------------------------- 63

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CHAPTER FIVE: DISCUSSION OF FINDINGS, CONCLUSION AND

RECOMMENDATION-----------------------------------------------------------------------------66
5.0 Introduction---------------------------------------------------------------------------------66
5.1 Discussions of the Findings--------------------------------------------------------------66
5.2 Computerized Data Collection and Student Records---------------------------------66
5.3 Computerized Information Protection and Student Records-------------------------67
5.4 Computerized Information Management and Student Records----------------------67
5.5 Conclusion----------------------------------------------------------------------------------68
5.5.1 Efficiency and profitability---------------------------------------------------------------68
5.5.2 Manpower-----------------------------------------------------------------------------------69
5.5.3 Accuracy------------------------------------------------------------------------------------69
5.5.4 Limitations----------------------------------------------------------------------------------69
5.6 Recommendation--------------------------------------------------------------------------70
6.0 References------------------------------------------------------------------------------------I
Appendix I--------------------------------------------------------------------------------------------IV
Appendix II------------------------------------------------------------------------------------------VII
Appendix III:-----------------------------------------------------------------------------------------XI

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List of Tables

TABLE 1: POPULATION SAMPLE............................................................................................19

TABLE 4.1.1 RESPONSE RATE...............................................................................................24
TABLE 4.2 DEMOGRAPHIC SEX OF RESPONDENTS...............................................................26
TABLE 4.3 DEMOGRAPHIC AGE OF RESPONDENT.................................................................26
TABLE 4.4 DEMOGRAPHIC QUALIFICATIONS OF RESPONDENTS..........................................27
TABLE 4.5 DEMOGRAPHIC MARITAL STATUS........................................................................28
TABLE 4.6 DEMOGRAPHIC DATA OF RESPONDENTS............................................................29
TABLE 4.8 COMPUTERIZED DATA COLLECTION....................................................................30
TABLE 4.8.1 REGRESSION OF COMPUTERIZED DATA COLLECTION ON STUDENT RECORDS.34
TABLE 4.9 COMPUTERIZED INFORMATION PROTECTIONS.....................................................34
TABLE 4.9.1 REGRESSION OF INFORMATION SECURITY.......................................................37
TABLE 4.10 COMPUTERIZED RECORD MANAGEMENT..........................................................38
TABLE 4.10.1 REGRESSION OF RECORDS MANAGEMENT....................................................40
TABLE 4.11 STUDENT RECORDS...........................................................................................40
TABLE 4.5.1 SYSTEM REQUIREMENT....................................................................................43
TABLE 4.6.5.7 PHYSICAL DATABASE DESIGN.......................................................................58

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List of Figures

FIGURE 1 CONCEPTUAL FRAME WORK....................................................................................9

FIGURE 2.1 RESEARCH DESIGN.............................................................................................18
FIGURE 4.1 DATA FLOW DIAGRAM.......................................................................................47
FIGURE 4.2 DATA FLOW DIAGRAMS.....................................................................................51
FIGURE 4.4 HOME PAGE........................................................................................................62
FIGURE 4.5 DEPARTMENT......................................................................................................63
FIGURE 4.6 FACULTY............................................................................................................63
FIGURE 4.7 GRADES / RESULT..............................................................................................64
FIGURE 4.8 STUDENT............................................................................................................65
FIGURE 4.9 COURSE..............................................................................................................65

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List of Acronyms’

LIU.................................................................... Livingstone International University

SRMS................................................................ Student Records Management System.
NCHE............................................................. National Council for Higher Education.
HEI’s........................................................ ..... Higher Education Institutions.
ACRS.............................................................. Archives and Corporate Records Services
JISC..................................................................... Joint Information Systems Committee
MSRS.................................................................. Management Student Records System.
DBMS.............................................................. ... Database Management System
CDC.....................................................................Computerized Data Collection
CIP..............................................................................Computerized Information Protection

CIM ...................................................................Computerized Information Management

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ABSTRACT

This study aimed at establishing, improvement of Student Records Management System in

Livingstone International University. Specifically, this study required to find the data collection

of student records in Livingstone International University, to improve on the impact of

information protection of student records, and finally, it was done to establish the improvement

of computerized information management of student Records In Livingstone international

University. The study adopted a descriptive design, with a population of 42, a sample size of

37, sampling methods such as cluster sampling, and Systematic Probabilistic data collection.

The data collected was analyzed using SPSS and Excel Software. The finding shows that data

collection at Livingstone currently uses manual that is to say form filling, verbal and later kept

manually or in files,but they are planning to buy a software for future. The researcher suggests

that further research should be conducted in departments at Livingstone since students collect

different information and stored in places such as recruitment and among others.

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CHAPTER ONE: INTRODUCTION

The study aimed at improving the student management records in Livingstone International

University Mbale Uganda.

1.0 Introduction

This section outlines Background of the Study, Statement of the Problem, Purpose of the

Study, Objectives of the Study, Research Questions, the Scope of the Study, Significance of

the Study, Conceptual Framework, and Definition of Operation Terms.

1.1 Background of the Study

Livingstone international university was opened on a leased campus near the center of Mbale,

Uganda, approximately 250 kilometers (160 miles), by road, northeast of Kampala, the capital

and largest city in the country Livingstone International University plans to occupy this leased

campus for a period of up to three years while simultaneously constructing a permanent

campus. Fifty-six acres of land have already been purchased just outside of Mbale municipality

on the main road that goes west toward Kampala. A campus master plan has been developed,

and fund-raising is taking place for eventual construction of LIU's permanent campus on this

site.

Livingstone International University Strategic Plan 2009-2014 was completed December 19,

2007 and submitted to the Uganda National Council for Higher Education (NCHE) with the

goal of being chartered as a fully accredited university by the Uganda government. The first

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step in this process was accomplished December 19, 2008 when the NCHE issued to

Livingstone International University a Letter of Provisional Authority. This allowed

Livingstone International University to begin buying property, prepare curricula, hire faculty

and staff and set up banking and other business tasks. Livingstone International University

received its Provisional License from the NCHE in March, 2011. This prepared the way for the

first student intake in January, 2012. Currently Livingstone International University is working

under the guidance of the NCHE toward qualifying for a full university charter.

In Livingstone international University Campus, information of management for student

records are recorded every semester, and at the end of the year, the summary is done. The

recording is done by the secretary, registrar and recruitment office. Most eastern universities

manage the student records, Livingstone international university with the latest

Technology/advanced Technology, still use paper based methods during recording whereby it

takes long hours just to capture one’s information from paper into system and yet they have

daily activities to do [ CITATION Bon00 \l 3081 ]. And the students sometimes are counted

using the registered students or counting; this system is characterized by manual form filling to

get bio-data of the students, and later transfer of the information from manual data, capture

forms to computerized datasheets, therefore, it has led to an excessive number of mistakes to

the final displacement of some student’s forms hence leading to confusion at the time of

comparing the results. The main advantage of paper based systems is that papers are easily

human auditable and storage and can be stored properly without the virus affecting them,

according [ CITATION mHe88 \l 3081 ]. However the disadvantages overweighs the

disadvantage as, for instance the need to print the record of the student when it is in paper

system, it slows the system, inflexible.

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Over the past semesters, there have been a number of student observers who have suggested

management organizations should introduce electronic capturing, storing at academic

department or recruitment department. This will simplify on capturing and storing of data for a

long period of time

1.1.1. Historical perspective

The student records management system is the SRMS that will hold the business in its goal to a

paperless office environment. From the acronym itself, the SRMS is that management process

that will protect information and data to ensure that all the records and the files in the system

database of the business organization is protected and easily accessed by users in the

framework. In the shortest definition of the automated records management system, it is simply

that process that is employed by the organization in the maintenance of records and files from

the very moment that they arrive to the business or were created by the enterprise up to the

period when they will be deemed ready for eradication and deletion from the archived or active

databases. The records handled by the student records management system may come in

tangible forms that will be translated to digital formats with the use of the latest technologies in

the market.

According to Muhenda &Lwanga (2000) noted that Student record used for storing large

database or knowledge base. It can be used for knowing the current status of any aspect of the

business due to its on-line real time processing capability. As governance issues take center

stage in the management of Educational Institutions, the management of students’ records

becomes imperative in the improvement of services offered in Higher Educational Institutions

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(HEI’s) in Uganda. Proper records management underpins policy formulation, decision

making, protects interests of organization, and protects rights of employers and students in

addition to helping Institutions conduct business and deliver services in a consistent and

equitable manner. There are five Areas for student Records Management System which

includes:

 The student records management system will affect in its inception to the business

organization. Such as the system will work in the active records section. This mean that

it can give you access and help you manage the most current documents and data that

the operations are handling.

 The second sector would be the data protection and jumping, which is the area that will

ensure all the files are properly filed and archived for record keeping purposes. In time,

the next area and sector would be the determination of destruction of the documents in

a secured manner that will ensure that all of the data from the files will still be kept

secret and confidential.

 The other sections would be the records management area and the document

management and imaging.

The student records management system will give the business organization streamlined

operations that will reduce paper based transactions to the bare minimum. Simply, the

automated records management system is a method that will do all the filing and management

of documents for the organization.

According to King’s college London defined Student Records as a web-based service that

allows Students to manage their personal information and academic administrative staff to

view student information and perform student administration tasks.

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1.1.2 Conceptual Perspective

In 1997 the Joint Information Systems Committee (JISC) commissioned a Study of the archival

records of British universities (Elizabeth Parker and Christine Smith, Oct 1997). The study

found (p.15) that the greatest volume of institutional records deposited in university archives,

in equal quantities to governance records, was student records. This report thus brought into

focus the huge storage implications for all universities, including King’s College, which

traditionally has taken the paper “student record” into its archives for permanent retention.

Accord to king’s college explained that “student record” was identified as particularly

containing a vast array of materials with large variation between Schools as to what was being

held. The Archives and Corporate Records Services (ACRS) undertook preliminary costings

associated with various options for retention and media conversion and it was evident that the

current general practice of retaining all documentation was not sustainable. 3. A working group

was then established (in early 2003) to determine whether it would be possible to control costs

associated with archiving through an evaluation of what should be kept. The working group

tentatively identified the core information which should be kept, but agreed that a thorough

survey was required to support its conclusions.

According to (Sauer 1993 ) argued that some people will see them as an expense, others as a

solution, a control mechanism, a threat to the quality of working life or even as a technical

problem in 1993. The diverse perceptions of the Information system resulted in a huge

differences in the definitions of IS that are available. Lucas (1995) describes an information

system as helping to control operations in an organization, whilst Laudon & Laudon (2002)

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defines it technically as a set of interrelated components that collect (or retrieve), process,

store, and distribute information to support decision making, coordination, and control in an

organization. Information systems are seen as a strategic resource within the organization, that

is, they have an important impact on key operations which determine the livelihood of the

organization (Martin, 1992). Student information system literally means the general

information systems for maintaining and providing student information. It exists in all the

schools, colleges, universities and any other education institutions. However, those information

systems vary. Some of them are paper based; heavily manual work is involved in managing

and maintaining information such as student personal records files. However, recently, most

schools, even down to the very smallest, utilize computers in some way or another. The uses to

which the computers are put vary enormously, ranging from word processing and spreadsheet

through to worldwide on-line access, complicated user access permission system and vast

functionalities.

According Safarzade &Mansoori; (2009) student record management system refers to as the

assembly of several subsystems based on the databases in the organization. These subsystems

range from data collection, transaction processing and validating, processing, analyzing and

storing the information in databases. MIS is a system which receives data from different units

and produces information and provides managers in all levels with relative, just-in-time,

precise and uniform information for decision-making and MohdEhmer Khan and Farmeena

Khan; (2011) (Information and Knowledge and Management www.iiste.org ISSN 2224-5758

(Paper) ISSN 2224-896X (Online) Vol 1, No.2 ) defined management information system as

an integrated, uniform method for collecting and reporting information about a particular

program, event or activity. According to King’s college London (2006 ) defined Student

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Records as a based service that allows students to manage their personal information, academic

and administrative staff to view student information and perform student administration tasks.

1.1.3 Theoretical Perspective

According to Jonelle (2002) noted that management information system is vital in assisting

executives and the general workforce in performing any tasks related to the processing of

information and Satyanaraya (2009) said that , management information system in

maintenance student records in university helps to provide accurate and timely information

necessary to facilitate the decision-making process and enable the organizations planning,

control, and operational functions to be carried out effectively.

1.1.4 Contextual perspective

Student records management system (SRMS) is basically concerned with the process of

collecting, processing, storing and transmitting relevant information to support the

management operations in any organizations. it is “the application of systematic and scientific

control to all the recorded information that a University needs to do business. Poor record

management results in difficulties in administering, planning and monitoring an education

system. In fact, poor records management and the lack of staff development along the entire

information cycle are responsible for problems with management and policy implementation in

University.

Although different methods or systems can be used to bring about efficient records

management, there are some basic rules that must be respected. So as to manage any

information well, it is vital initially to determine its characteristics and functions. This is

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important, because the way in which records (which contain the information) are arranged

depends on the type of information they contain.

1.2 Statement of the Problem

Management student Record system (MSRS) is the process of collecting, processing, and

storing transmitting relevant information to support the management operations in any

organizations. Where it helps to provide accurate and timely information necessary to facilitate

the decision-making process and enable the organizations planning, control, and operational

functions to be carried out effectively. However, at Livingstone international University has

technology, but accessing Students records in Livingstone international university has always

been problematic for example Cases of delayed marks, incorrect grades, delays in issuing

academic awards have all been too common therefore findings will reveal poor records

management as the biggest problem facing Universities especially Livingstone.

1.3 Purpose of the Study

The purpose of the study is to establish the impact of management information system on

maintenance of student records in University.

1.4 General Objective

To develop student information system to overcome the problem of paper work in the

university as stated above.

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1.4.1 Objectives of the study

The study will base on the following objectives;

i. Impact of computerized data collection on maintenance of student records in Livingstone

international university.

ii. Impact of computerized information protection (MIS) on maintenance student records

iii. Impact of computerized records management (MIS) on maintenance of student records’.

1.5 Research Questions

The study will be guided with the following research questions

i. What is the impact of computerized data collection on maintenance of student records in

University?

ii. What is the impact of computerized information protection (MIS) on student records?

iii. What is the impact of computerized records management on maintenance of student records?

1.6 The Scope of the Study

The proposed system is intended to manage specific information of students such as personal
details, course details, faculty details, department details and exam details etc. It is not Student
Information Management System which has a broader application. It is only a part of Student
Information Management System.

This project/research when completed will provide comprehensive Student information System
for Academic department of Livingstone International University. The system should be able to
capture, validate, sort, classify, calculate, summarize, store, retrieve, reproduce and
communicate operational data. Student information System will store semester details, course

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details, department details and all the details of students including their background
information, educational qualifications and personal details etc.
The proposed system will have the following features:

Login module: Login module will help in authentication of user accounts. Users who have
valid login id and password can only login into their respective accounts;

Search module: This model allows one to search for a Particular student or group of students
using search criteria such as name of student, Index number, course code among others;

Registration Module and Account Management: This module will help the student get
registered from anywhere if internet is present .This module will really simplify the task of the
manual registration.

User Management: This module will help the registrar in enabling/disabling a user

1.7 Significance of the Study

The findings on impact of management information system in maintenance of student records

would help to provide; accurate and on timely information to the student instead of taking time

to sort/ crosschecking in papers by the registrar, it helps Academic registrar to deliver the

information to the student on line without frequently visiting in his/ her office to access the

information hence the Significance of the study.

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1.8 Conceptual Framework

Independent Variable Dependent variable

Management
Information System Student Records
Data collection
Information protection Personal information
Records Management Academics
Administrative staff

ModeratingVariable
s
Cultural
Human
Organizational

Explanation

Figure 1 conceptual frame work

In this study, management information system was the independent variables and the constructs

under this variable included information/ data, information protection and management.

On the other hand student record was the dependent variable whose constructs include personal

information, Academics, data. Under Ideal conditions, the constructs under management

information system should translate into appropriate maintenance of student records, however

ideal conditions were rare and this could be as a result of a host of intervening variables that

included cultural, human, and organizational and among others. The discussion of the findings

of the study based on conceptualization of these variables on the study.

1.9 Definition of Operational Terms

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Student information system literally means the general information systems for maintaining

and providing student information. It exists in all the schools, colleges, universities and any

other education institutions. However, those information systems vary. Some of them are paper

based; heavily manual work is involved in managing and maintaining information such as

student personal records files. However, recently, most schools, even down to the very

smallest, utilize computers in some way or another. The uses to which the computers are put

vary enormously, ranging from word processing and spreadsheet through to worldwide on-line

access, complicated user access permission system and vast functionalities. SRMS can be

defined as a system providing management with accurate and timely information necessary to

facilitate the decision-making process and enable the organizations planning, control, and

operational functions to be carried out effectively. Student Records as a based service that

allows students to manage their personal information, academic and administrative staff to

view student information and perform student administration tasks.

CHAPTER TWO: LITERATURE REVIEW

2.0 Introduction

This chapter presented/outlined the sections in this chapter that is to say Introduction,

Theoretical underpinning of the study, and literature review of computerized data collection

and student record, information protection and on student records, and record management on

the student records.

2.1 Introduction

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This section presents a review of related literature to the study of management information

system and student records: the review has been done in accordance with the research

objectives which are impact of computerized data collection on maintenance of student record,

computerized information protection on student record and computerized record management

in maintenance of student records in Livingstone international university.

2.2 Theoretical Under-pinning of the Study.

According to the university of Florida (2012) explained that a student is an individual who is

registered for a university credit course or program. A student record, also known as an

education record, contains information directly related to a student, which means that the

record is personally identifiable. Personal identifiers that relate a record to a student include

student name, student ID/social security number, student address, parent/family member

names, and a list of personal characteristics. Student records are

Maintained in multiple media including handwriting, print, computer’s main memory,

magnetic tape, cassette, disk or CD. Student records may be presented by the student,

submitted on behalf of the student, or created by the University. These records are used to

assist offices in their support of basic institutional objectives and to document student progress

and achievement in the educational process of the University.

2.3 Computerized Data Collection on Maintenance of Student Records

According to Sharapova (2014) noted that systematic literature review was employed as

follows:

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(1) A variety of combinations of search strings were applied to selected scientific databases and

search engines. The search string matrix was developing continually throughout the review

process.

(2) Papers pre-selected on the basis of their title and abstract were downloaded to the citation

manager, together with their full text

(3) All duplicates, multiple entries and irrelevant papers were removed; remaining papers were

scanned for the information of interest.

(4) When a relevant document was cited that had not been previously identified by database

queries, it was downloaded.

2.4 Computerized Information Protection on Student Record.

According to kyobe, South African university (2009) explained that computerized Information

security issues (e.g. access to information, cyber-crime, privacy, and virus

Attacks, and commercial data mining) are of major concern in academia today Myler and

Broadbent (2006). According to Wamukoya and Mutual (2005) noted that poor security and

confidentiality controls have been identified as major factors contributing to the failure of

capturing and preservation of electronic records in eastern and southern African institutions of

education. Chinyemba and Ngulube (2005) found that 89% of the academics surveyed at the

University of KwaZulu-Natal did not adequately protect and secure their electronic records.

Jones and Soltren (2005) found that 58% of the students surveyed were not concerned at all

about risks to privacy on social network systems. However, little protection of the information

of student records is not serious because other students access the information about other

students or colleagues without permission hence the need for proper protection for the student

records well
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2.5 Computerized Record/Data Management on Maintenance of Student Record.

According to student records manual prepared by University of South Florida (office of the
registrar) the creation and maintenance of records relating to the students of an institution are
essential to:
Managing the relationship between the institution and the student;
Providing support and other services and facilities to the student;
Controlling the student’s academic progress and measuring their achievement, both at
the institution and subsequently;
Providing support to the student after they leave the institution. In addition, student
records contain data which the institution can aggregate and analyze to inform future
strategy, planning and service provision. A student is an individual who is registered for
university credit course or program. A student record/data contains information directly
related to a student, which means that the record is personally identifiable. Personal
identifiers that relate record to a student include student name, student ID, student
address, parent/family member names, and a list of personal characteristics. Student
records could be maintained in multiple media including handwriting, print,
microfilm/fiche, computer’s main memory, magnetic tape, cassette, disk or diskette.
Student records/data may be presented by the student, submitted on behalf of the
student, or created by the University. These records are used to assist offices in their
support of basic institutional objectives and to document student progress and
achievement in the educational process of the University. Educational institutions and
agencies are required to conform to fair information practices. This means that persons
who are subjects of data systems (i.e., students at an institution) must:
 Be informed of the existence of such systems
 Have identified for them what data about them are on record,
 Be given assurances that such data are used only for intended purposes
 Be given the opportunity to request an amendment or correction to their record and
 Be certain that those responsible for data systems take reasonable precautions to
prevent misuse of the data.

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According to Allen (1989) analyzed some studies undertaken to analyze patron’s response to

using bibliographic databases on CD-ROM in academic libraries and found that patrons prefer

CD-ROM to comparable printed reference tools. Lombardo and Condic (2000) set out to

determine user acceptance of the On-line Public Access Catalogue (OPAC) and found that

users overwhelmingly preferred the OPAC and found it easy to use. Similarly, Isman (2004)

found that students in Eastern Mediterranean University have very positive attitude towards

Internet use; just as Allen (1997) found that the students surveyed were receptive towards

electronic information resources while the internet was their most used of these resources

available to them. Even Idowu (1997) found that the Nigerian university librarians have a

positive disposition towards the computerized systems.

On the other hand computerized records management may be defined as that part of records

management that deals with records in electronic form. According to Johnston and Bowen

(2005) computerized record management includes 'the creation, use, maintenance and disposal

of electronically created records for the purposes of providing evidence of business activities'.

Archivists’ emphasis that the term 'record' does not simply refer to a collection of data, but to a

product or an event. It is a specific type of information reflecting and providing evidence of

business processes or individual activities (Bantin 2001)

On the other hand according to Scottish Government of Scotland(2008) noted that

computerized records management is the process of managing records throughout their life

cycle, from their creation, usage, maintenance and storage to their ultimate destruction or

permanent preservation. According to Muhenda (2000) Proper records management underpins

policy formulation, decision making, protects interests of organization, and protects rights of

employers and students in addition to helping Institutions conduct business and deliver services

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in a consistent and equitable manner. Little is yet known about the management of

computerized records management and compliance with electronic communication regulations

by academics and students in Livingstone international university.

2.6 Summary / Conclusion

Finally, since the data generated in day to day transactions by School of information
Technology. Formal according to the registrar, it is worthwhile and full to develop strong
student information management system for the school to hold the large amount of data that is
generated. The proposed system, SIMS, should be able to stand the test of time because student
records should be kept as long as is necessary to:
 Fulfill and discharge the contractual obligations established between the institution and
the student, including the completion of any non-academic disciplinary action;
 Provides information on the academic career and achievements of the student to
employers, licensing/regulatory bodies and other organizations, as well as to the student
as part of their lifelong learning record. The information gathered whilst reviewing
existing.

Literature on student information management system has been very useful in the development
of the proposed system. The project when completed will provide an efficient way to store and
organize data than spreadsheet. It will also serve as a centralized facility that can easily be
modified and quickly shared among multiple users. The proposed system will have a well-
designed interface that allows users to interact with the system. Therefore the study from
different countries and nations explained management information system on student record
has helped in improving and providing efficient information and timely to the information
needed to all the student and administration and when comes to Livingstone international
university has always been problematic for example Cases of lost marks, incorrect grades,
delays in issuing academic awards have all been too common therefore findings will reveal
poor records management as the biggest problem facing Universities especially Livingstone.

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CHAPTER THREE: METHODOLOGY

3.0 Introduction

This chapter presents the methodology that the study employed and they included Research

design, Population of the study, Sample size, Sampling methods, Data collections method, the

procedure of the study, Data analysis, Limitation of the study, and ethical issue that are under

the consideration.

3.1 Research Design

The study will be a case study design and descriptive design in which both quantitative and

qualitative approaches will be used. Descriptive design will be used to describe the

phenomenon. Therefore, since the present study seeks to describe the impact of management

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information system on maintenance of student records in universities, descriptive design will

be appropriate for the study , and this will involve the examination of available documents,

conducting interviews, observation of the current system, and administering questionnaires to

different categories of the people as shown in the sample size. Examination documents and

research will be carried out for clarity and verification of facts to be collected and information

about existing systems an associated problems avenue like reference books, journals and the

internet. The design phase will be carried out as illustrated by the diagram below;

Requirement identification and analysis

Design of the system

Implementation of the system

System Testing and Validating

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Figure 2.1 Research Design

3.2. Population of the Study.

The population of the study targeted the population of total number of forty two (42) people

where they included as below:

Top administrator = 3 (Three) people

Student leaders = 15 (sixteen) people
Lecturers =12 (nine people
Assistant administrator = 6(five) people.
Administrator = 6(five) people
Total of population=42(forty Two) people

3.2 Sample Size

The study used the Slovene formulae method to determine the sample size of the study and it

will be determined as illustrated below. Slovene formulae is given by n=N/1+Ne2.

Where n= means sample size

N= means Population, e= means sampling error constant (0.05).

Therefore , using the population of the study and the Slovene formulae , the sample size of the

study will be determined as illustrated below by substituting the population into the Slovene

formulae, ņ=N/1+Ne2, Where N=42, e=0.05.

Therefore n=42/1+42*(0.05*0.05)

42/1+42(0.0025)

42/1+0.13

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42/1.13

=37.

Therefore n=37

Table 1: population Sample

Category Population Sample size
Top administration 3 2
Student leaders 15 13
Lecturers 12 11
Assistant Administrator 6 5
Administrators 6 5
Total 42 36

3.3 Sampling Method

The study used sampling techniques which include cluster sampling that will be used in

collection of the information from the lecturers, systematic probabilistic method where the list

of different respondents will be selected for example non-teaching administrators, student

leaders and purposive non probabilistic method will also be used in the collection of the

information where the selected people or respondents will be selected such as top

administrator, because these are the people who will be having the information needed in the

research (people controlling and managing the information)

3.4 Data collection

The aim of this study was to determine whether academics and students manage electronic

records effectively. The study employed multiple techniques to capture data/ manage the

records or data that is to say both quantitative and qualitative which included a questionnaire

and interview methods where the top administrators, lecturers, non-teaching administrators,

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case study was used on student leaders and also lecturers. This ensured triangulation and

verification of the findings. A (closed structured) questionnaire was used as the primary

instrument for the collection of data from academics and students (according to Kothari, 2004).

Interview is a powerful tool for data gathering since it allows the interviewer to probe and

clarify a number of issues. Face to face Interview was used to interact with the deputy vice

chancellor of academic Affairs and users of the proposed system to obtain the data required for

student information system in Livingstone International University.

3.5 Procedure of the Study

The study was done in Livingstone international university in Mbale Uganda, when the

proposal was approved, the researcher got a letter of introduction to the organization where the

researcher was allowed to carry out research , then I designed the instruments of data

collection that tested the reliability and validity of the research, then the researcher collected

data by use of questionnaire, observation guides, the questionnaire technique used the Pearson

formulae for testing the validity and reliability of the information where the validity of the

instrument was given by a formulae = CVI = VR+R/Total, where the VR=15, V=15, and Total

= 33

Therefore:

CVR = (15+15)/33

CVR = 0.909 (90.9%)

Therefore the questionnaire designed for research was allowed to be used because it was tested
for validity and shows the results of 90.9% hence allowed and determined the final research
report. And the reliability of the study was computed as follows
R= ∑xy-(∑x∑y)/N

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Therefore R= reliability, xy = 190, X = 54, Y = 52, X2= 200, Y2=184.

THUS reliability ((184 – 54*52)/30) / (200-542/30)(184 – 522/30)

90.4

(102.8)*(93.867)

Therefore reliability = 0.92027

However, since we are using split half method, the r obtained is half of the expected value.

Spearman’s correction formula is given by; r = 2rhh, so by substation;

1+rhh

r = (2*0.92027) / (1+0.92027)

= 0.9584

So reliability = 0.95

3.6 Data Analysis

The study will use both quantitative and qualitative techniques, therefore the thematic data will

be carried out due to the interview, editing of the information and the information will be in

theme formats out of the information collected. The quantitative technique will use the

descriptive method where there will be the calculation of the mean, modes, modes, median

variance and standard deviations that will help to determine the statistics in the collection of

the information.

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3.7 Limitation of the Study

The study was affected with many problems like delay to respond to the letter of introduction

of the researcher, delay to fill the questionnaires, hard to meet the top management people due

to busy schedules, hard for the respondents to give right information due to fear to lose their

jobs and among others.

The study has a problem of the new staffs who were still learning what happens at the

university hence the information expected was not the exact information given hence affected

the study of the research the data will involve the non-teaching staff were by the time of

research may have recruited new administrators will not be having the information needed in

research hence a limitation to the study.

3.8 Ethical consideration

The study will observe the security consent of the respondents, have freedom to move out for

exercise without crush, and names of identity will not be disclosed, and also there will be no

use of personal opinion and harming of respondents will not exist, therefore the study

will be strictly for academic purposes only.

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CHAPTER FOUR: PRESENTATION, ANALYSIS AND DISCUSSION OF

RESEARCH FINDINGS

4.0 Introduction

This chapter deals with the presentation and interpretation of the findings of the study which
done in relation to the reviewed literature and regards to specific objectives.

4.1 Objectives

iv. Impact of computerized data collection on maintenance of student records in Livingstone

international university.

v. Impact of computerized information protection (MIS) on maintenance student records

vi. Impact of computerized records management (MIS) on maintenance of student records’.

The findings are presented with the help of tables for purposes of easier understanding, clarity

and interpretation.

4.1.1 Response Rate

The response rate from the research shows that they were 36 respondents that where targeted

for the research, 35 people were needed to fill the questionnaire and only one was needed to be

interviewed and it was done as shown below

Table 4.1.1 Response Rate

Category Populatio Sample Actual percentage of Percentag Actual Percen
n size (questionnaire ) e percentage tage
of
interviews
Top administration 3 2 1 50% 1 50%
Student leaders 15 13 13 100%
Lecturers 12 11 11 100%
Assistant Administrator 6 5 5 100%
Administrators 6 5 5 100%
Total 42 36 36 100%
Source: Primary Data (2016)

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The study targeted 36 respondents from Livingstone International University in Mbale Uganda,

Top administration, student leaders, Lecturers, Non-Teaching staff. The response rate was

100% from the targeted respondents. The questionnaires that were sent to the respondents all of

them were returned as far as the attrition percentage is concerned this was 100% response rate.

Therefore, this implies that when the response rate is above 80% is relevant according to Jack

E. Fincham,

4.2 Background information or Biographical Data

The analysis of data, interpretation was analyzed by SPSS software that stands for Statistical

package for the Social Sciences (SPSS), therefore I preferred SPSS because of the advantages

even though ,it has disadvantages such as menu, syntax and terminology differ across

applications, much more functionality than one typically requires, and lag between new

versions and existing documentation, therefore the advantages overweighs the dis advantages

hence the choice and the following are the advantages of SPSS.

o It reduce/eliminate errors in calculation

o It helps in data management such as add variables and observations, recode variables

and among others.

o Its graphic utilities

o It is faster, more efficient

o It allows multiple users to work with the same data file.

4.2.1 Gender of Respondent

The study had both gender represented in varying proportions as shown in Table 4.1 below.

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Table 4.2 Demographic Sex of Respondents

Sex Frequency Percent Valid Percent Cumulative
Percent
Male 21 60.0 60.0 60.0
Valid Female 14 40.0 40.0 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.1, it was found out that 60% (21/35) of the respondents were males while 40%

(14/35) of them were females. This indicates a ratio of 1:2 that female to male are less in this

study. Therefore, from the observation on the ground , it shows that the organization has

many of the males people .

4.2.2 Age of Respondent

The study had Age represented in varying proportions as shown in Table 4.2 below

Table 4.3 Demographic Age of Respondent

Age Frequency Percent Valid Percent Cumulative

Percent
20-30 20 57.1 57.1 57.1
31-40 8 22.9 22.9 80.0
Valid 41-50 3 8.6 8.6 88.6
Above 50 4 11.4 11.4 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.2, it found out that most of the people were aged between 20-30 years old as

represented with the frequency of 20 and the percentage of (57.1%) and followed by ages

between 31-40 with the frequency of 8 and the percentage of (22.9%), then above 50 years old

with the frequency of 4 with the percentage of 11.4% and the age of 41-50 was the least with

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the frequency of 3 with 8.6%. this indicates that majority of the people are at the age bracket of

20-30 years. This therefore indicates that majority of the people were in their youthful stage

4.2.3 QUALIFICATION

The study had qualifications represented in varying proportions as shown in Table 4.3 below.

Table 4.4 Demographic Qualifications of Respondents

Frequency Percent Valid Percent Cumulative
Percent
Certificate 3 8.6 8.8 8.8
Diploma 1 2.9 2.9 11.8
Degree 24 68.6 70.6 82.4
Valid
Masters 5 14.3 14.7 97.1
PHD 1 2.9 2.9 100.0
Total 34 97.1 100.0
Missing System 1 2.9
Total 35 100.0
Source: Primary Data (2016)

From Table 4.3, it was seen that majority of the people are Degree holders where its frequency

is high with the 24 which is indicated with the percentage of 68.6%, followed by masters with

the frequency of 5 with the percentage of 14.3%, then certificates with the percentage of

8.6%(3) with only 1 to 1 respondents with Diploma and PHD, where one respondent with

missing system failed/ refused to reveal the qualifications in research. in conclusion, it is

shown that most people in the case are degree holders compared to other qualifications as seen

in the table. This indicates that majority of the people were Degree holders and it was shown

by the percentage above in the table 4.3

4.2.4 Marital Status of Respondents

The respondents were asked to state their marital status and below are the responses.

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Table 4.5 Demographic Marital Status

Marital Status Frequency Percent Valid Percent Cumulative
Percent
Single 21 60.0 60.0 60.0
Married 12 34.3 34.3 94.3
Valid Separate 1 2.9 2.9 97.1
Widowed 1 2.9 2.9 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.4, it was shown that majority of the respondents were single as seen with the

frequency of 21 (60.0%), followed with frequency of 12 representing the married people with

the percentage of 34.3%, with 1 frequency in Separate, Widowed also with 1 person who was

the widowed with the percentage of 2.9%. Therefore, since the research was on student

records management system, from research it was shown that most of the people involved

were the single people hence the highest percentage.

4.2.5 Duration of Working Experience of the Respondents

The respondents were requested to share their duration of working Experience in the

organization.

Table 4.6 Demographic Data of Respondents

Duration of Working Frequency Percent Valid Percent Cumulative

Experience Percent
Valid Less than 5 years 20 57.1 57.1 57.1

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6-10 Years 9 25.7 25.7 82.9

Above 10 Years 6 17.1 17.1 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.5, it was seen that majority of the people had worked in the organization for less
than 5 years with the frequency of 20 with the percentage of 57.1% as seen in the table above,
followed with 6-10 years with the frequency of 9 with the percentage of 25.7%, and the least
with 6 with the percentage of 17.1%. therefore the people who have worked with the student
records in an organization are the ones with less experience of less than 5 years and those who
have worked with the students records in that department are less therefore, it’s better to
provide chance to the people with long experience to work with the student records since they
have stayed in the system for many years and have experience.

4.2.6 Occupation of Respondents

The study had the Occupation represented in varying proportions as shown in Table 4.6
below

Frequency Percent Valid Percent Cumulative

Percent
Student Leaders 13 37.1 37.1 37.1
Lecturer 11 31.4 31.4 68.6
Assistant Administrator 5 14.3 14.3 82.9
Valid
Administrator 5 14.3 14.3 97.1
Top Management 1 2.9 2.9 100.0
Total 35 100.0 100.0
(Primary data 2016)

From Table 4.6, it was found out that majority of the student leaders were leading with the

frequency of 13 with the percentage of 37.1%, followed by the lecturer with the frequency of

11 with the percentage of 31.4% since they are the ones who have the details about a student in

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class, then the Assistant Administrator with the frequency of 5 respondents with the percentage

of 14.3%, then Administrator with the frequency of 5 also with the percentage of 14.3 and the

Top management with frequency of 1 with the percentage of 2.9% as seen in the table above.

This indicates that the students whom they get the information had more information compared

to other categories of respondents who participated in this research.

4.3 Computerized Data Collection on Maintenance of Student Records

Objective one of this study sought to improve on the student records management system of
the independent variable of computer data collection. Data collected by using questionnaire,
observation.
Table 4.8 Computerized Data Collection
STATEMENTS/ITEMS SD D NS Agree SA Mean Std dev
I collect the student's document such as 5 3.03 1.248
7(20.0%) 9(25.7%) 10(28.6%) 4(11.4%)
admissions and enrolment (14.3%)
electronically

I collect payment of non-academic 8(22.9%) 5(14.3%) 6(17.1%) 13(37.1%) 3(8.6%) 2.94 1.349
disciplinary proceedings electronically

There is use of technology to record the 0(0).0% 1(2.9%) 7(20.0% 15(42.9%) 12(34.3%) 4.09 .818
student documents for individual and
consumers services provided by the
institution like IT support services,
careers, and employment services

The computerized data collection 0(0.0%) 0(0.0%) 12(34.3%) 11(31.4%) 12(34.3%) 4.00 .840
programs undertaken has increased
academic progress and performance
awards

1(2.9%) 0(0.0%) 8(22.9%) 15(42.9%) 11(31.4%) 4.00 .907

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There is frequent use of technology to

give academic, disciplinary, social
data/information to the institution

There is use of technology to collect 1(2.9%) 2(5.7%) 9(25.7%) 16(45.7%) 7(20.0%) 3.74 .950
the data of the students uniquely
without confusing them and causing
interference with others

Average Mean 3.63 1.018

(Source: Primary Data (2016)

Legend
4.1-5.0 strongly Agree -High impact
3.1-4.0 Agree -Has impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -Low impact
0.1-1.0 Strongly disagree -very low impact

From the research, it reveals that most of the respondents agreed that they collect the students

document such as admissions and enrollment electronically shown with the percentage of

(28.6+11.4= 40%) with the frequency of 10 +4 (for both agree and strongly agree, and 12

respondents did not agree with the electronica collection of data shown with the percentage of

34.3 % as shown in the table above, and 9 respondent are not sure if they do it electronically or

manually. Therefore, from this it indicates that there is need to train and update the staff and the

students the method they use to collect information which improve on the performance of the

student.

As seen in the table above, it shows that the institution collects payments of non-academic

like disciplinary proceedings electronically as represented with the frequency of 16 with the

percentage of 45.7%, followed with 12 respondents who disagreed with it with the format of

collection with the percentage of 37.5%, and only 6 respondents who were not sure if they

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use electronic or manually , and in conclusion there’s need to teach people or inform the

people about the Technology they are using in the institution for smooth working.

Form the analysis, it shows that most of the respondents agreed that they use technology to

record student documents in the institution and this is proved by the frequency computed and

seen as 27 with the valid percentage of 77.2%, the 7 respondents answered by saying they are

not sure with the valid percentage of only 20% and this indicates that the institution uses the

computers and different devices to record or keep the student records like academics and

among others.

From the observation, it seen that the computerized data collection has increased programs

has increased on academic progress and performance awards where majority of the

respondent agreed with this with the frequency of 23 with the valid percentage of 65.7%,

followed by 12 respondent who were not sure of what happens in the institution with only

34.3% hence encouraged all the people in the institution to take the responsibility to know

what takes places.

According to the analysis, it shows that majority of the people agreed that there’s frequent use

of technology to give academic, disciplinary, social data/information to the institution with

the frequency count of 26 respondents with the valid percentage of 74.3%,followed with only

8 respondents with the valid percentage of 22.9% and this indicates that there are people who

does not pay attention to the activities of the university and they need encouragement to be

able to use them and only 1 respondent strongly disagreed with this valid percent of 2.9,

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therefore since the highest percentage from the duration of work showed the highest

percentage with less than 5years then this respondent might be new so does not know what

happens in the university.

According to the analysis from the table above , it indicates that majority of the respondents

who participated in the research agreed that there is use of technology to collect data of the

students uniquely without confusing them and causing interference with others with the

frequency of 23 people with the valid percentage of 65.7% , 9 people were not sure of the

method they use in collecting data of the student and this was indicated with valid percentage

of only 25.7%, and the least number of the people that is to say with only 2.9(1 person )

disagreed with the system, this indicates that the institution uses the system to collect the

inform and store the record of the students uniquely without interfering with others.

From the Table 4.8, the average mean was found to be 3.63 and basing on the legend above, it
means that computerized data collection on Maintenance of Student Records has a high impact
on data collection and with the standard deviation of 1.018.
However, data collected from interviews one said that

“They collect the data from the student manually and entered manually into the computer”

From the analysis of the regression, it was seen that in the table below;

Table 4.8.1 Regression of Computerized Data Collection on Student Records.

Model Change Statistics
R Square F Change df1 df2 Sig
Change
1 .201a 8.320 1 33 .007

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a. Predictors: (Constant), The computerized data collection programs undertaken

has increased academic progress and performance awards

From the regression, it was seen that there’s a high significant of .007 as seen with
the significance F change, the R Square change. 201 a therefore the computerized
data collection on the students has the high significance, hence it should be used.

4.4 Computerized Information Protection (MIS) on Maintenance Student Records

The second objective of this study was to find out the impact of computerized information
protection on maintenance of student records in Livingstone international University.
Respondents were therefore asked to give their opinions and the responses were as summarized
in the table below.

Table 4.9 Computerized Information Protections

SD D NS A SA Mean Std dev

Unique identifiers are used to 1(2.9%) 1(2.9%) 11(31.4%) 10(28.6%) 12(34.3%) 3.85 1.022
protect the student records

Different passwords are used 1(2.9%) 1(2.9%) 514.3% 12(34.3%) 16(45.7%) 4.17 .985
for protection of the student
records in order to access the
information
Student records is limited to 1(2.9%) 2(5.7%) 7(20.0%) 8(22.9%) 17(48.6%) 4.09 1.095
the staff who have need to
know
There are backups for the 0(0.0%) 2(5.7%) 3(8.6%) 18(51.4%) 12(34.3%) 4.14 .810
student records for better
protection in order to prevent
loss of record

There are both paper and 0(0.0%) 2(5.7%) 4(11.4%) 10(28.6%) 19(54.3%) 4.31 .900
computerized data/
information protection for
better management

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The electronic systems are not 2(5.7%) 1(2.9%) 7(20.0%) 15(42.9%) 10(28.6%) 3.86 1.061
centrally management,
designated staff, and then
should have Backup copies to
prevent loss

Average mean 4.07 0.98

Source: Primary Data (2016)

Legend
4.1-5.0 Strongly Agree -High impact
3.1-4.0 Agree -Has impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -Low impact
0.1-1.0 Strongly disagree -very low impact

From the analysis or research the above information was observed where the respondents
agreed that there are unique identifiers used to protect the student records such as passwords
and this was seen by highest number of respondents with the total frequency of 22 (12+10)
people and with the valid percentage of 62.9%(34.3+28.6), followed with those who are not
aware of what happens with the percentage of 31.4% with the frequency of 11 people, and only
2 respondents disagreed where 1 strongly disagreed total , and this indicates that the institution
is using different identifiers to store the information or protect the records.

According to the analysis done, the table above shows that different passwords are used for
protection of the student records, and it was shown with the frequency number of 28
respondents with the valid percentage of 80%, 5 respondents were not aware of what happens /
not sure if the passwords are used or not and it is indicated with the valid percentage of 14.3%,
and only 2 people /respondents disagreed. However from the analysis since the highest number
agreed that the passwords are used, then it is recommended that different passwords are used
but the 7 people need to carry out more research about the university/an institution.

The research shows that the student records are limited to the staff who have need to know as
shown with the highest percentage of 71.5%, frequency of 25 respondents out of 35
respondent, followed with the percentage of 20% with the frequency of 7 people who were not
sure about who the records are limited too and the least population reveals that they disagree
that the student records are not limited to the staff who are in need to know hence the skills

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needs to be passed to the rest of the people who are not aware of what happens in the
organization, and it is indicated with only 1 person with the valid percentage of 1.9%.

The analysis reveals that there are backups for students for better protection in order to prevent
loss of records with the highest percentage of 85.7% with the frequency of 30 respondents out
of 35, and only 3 respondents were not sure of what happens in an institution a, 2 people only
disagreed with the statement but since the majority agreed that there backups then the
remaining people need to require so that they might be at the same level with others in an
organization.

From the analysis on the table above, it shows that there are both paper and computerized data
for better management, and it is indicated with the valid percentage of 83.9%, with the
frequency of 29 people, followed with 11.4% of the total population who were not sure about
what happens in the institution, and the least population of the people with only 5.7%(2)
respondents who disagreed with the system. Therefore it shows that the institution uses both
paper and computerized for data storage or protection and management.

According to the analysis, it reveals that majority of the respondents agreed with the electronic
systems are not centrally managed, designated staff, and it was show with the highest valid
percentage of 67.5%with the frequency of 25 people out of 35, 20% of the respondents were
not sure about the system being centrally managed or not, and 3 respondents disagreed that the
electronic system is not centrally managed and it is indicated with the percentage of 8.6%.

From the Table 4.9, the average mean was found to be 4.07 and basing on the legend above , it
means that Computerized information protection on Maintenance of Student Records had a
very high impact on information protection, and with the standard deviation of 0.98.
However, in conclusion the computerized information security has been determined by the
regression that shows the correlations between the information security and the student records
as shown below in the Table 4.9.1.
However, the research from the interviews shows that

“The student information was identified by the serial numbers for easy identifications”

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Table 4.9.1 Regression of Information Security

Model Change Statistics
R Square F Change df1 df2 Sig
Change
1 .203a 8.407 1 33 .007
a. Predictors: (Constant), Unique identifiers are used to protect the student records

From regression analysis, it is shown with highest significant level of .007 that is to say Sig. F
Change, with the R Square Change of .203a, and this indicates that there’s a significant /
correlation between information security and student records.

4.5 Computerized Records Management on Maintenance of Student Records’.

The third objective of this study was to find out the impact of computerized records
management on maintenance of student records in Livingstone international University.
Respondents were therefore asked to give their opinions and the responses were as summarized
in the table below.

Table 4.10 Computerized Record Management

Statements/items SD D NS A SD Mea Std.dev
n
6(17.1% 3.97 1.014
Student Records are clearly defined 1(2.9%) 2(5.7%) 14(40.0%) 12(34.3%)
)

Student Records are well documented 0(0.0%) 4(11.4%) 3(8.6%) 11(31.4%) 17(48.6%) 4.17 1.014

5(14.3% 3.91 .853

There is a clear complete maintenance, 0(0.0%) 3(8.6%) 19(54.3%) 8(22.9%)
)
accurate and update of every student
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There is clear definition of the minimum 3.63 1.031

content of the core student record in the 12(34.3
1(2.9%) 3(8.6%) 11(31.4%) 8(22.9%)
institution %)

There is provision of information on the 0(0.0%) 6(17.1%) 3(8.6%) 14(40.0%) 12(34.3%) 3.91 1.067
student's academic performance and award
to potential students

Average Mean 3.3 0.83

Source: Primary Data (2016)

Legend
4.1-5.0 Strongly Agree - Very high impact
3.1-4.0 Agree -Has impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -Low impact
0.1-1.0 Strongly disagree -very low impact

From analysis, it was observed that, 26 people or respondents agreed that the records are
clearly defined with the valid percentage of 74.3%, followed with 6 people who were not sure
of what happens in the institution and it was seen from the analysis of the data , and it was
seen with the frequency of 6 and valid percentage of 17.1%, and only 3 respondents disagreed
that the records are not clearly with the valid percentage of 8.6% defined but this does not have
an effect on the analysis since the majority have agreed that the student records are clearly
defined.

It is noted that student records are documented with the frequency of 28 out of 35 respondents
that gives the valid percentage of 80%, only 3 respondents were not sure of what happens if
they are well documented or not and it shown with the valid percentage of 8.6%, and finally 4
respondents disagreed that the student records are not well documented
Therefore, since majority of the respondents had taken only less than 5 years in service then it
is true some are not yet aware of what happens in the organisation.

From analysis, it is observed that, majority of the respondents agreed with the statement that
there is clear complete maintenance, accurate and update of every student records with the total

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frequency of 27 out of 35 and with the valid percentage of 77.2%, followed with 14.3%(5)
respondents who were no sure about what happens in an organisation, and the least with
8.6%(3) respondents who totally disagreed.

From item number 22 it shows that 19 respondents agreed that there is clear definition of the
minimum content of the core student record with the valid percentage of 54.3%, followed with
34.3% with the frequency of 12 respondents who were not sure of what happens in the
institution, followed with % with the frequency of 4 respondents who strongly disagreed.

From the Table 4.10, the average mean was found to be 3.3 and basing on the legend above, it
means that Computerized Records Management on Maintenance of Student Records had a very
high impact on records management, and with the standard deviation of 0.83 as seen above in
table 4.10. In conclusion, it was observed that the records management has very high
significant on student records as seen in the regression table.
However, data collected from interviews one said that

“The student records are kept in files, according to their alphabetical order, year, and

among others, and they are kept with the registrar alone since she is that one

who keeps the information of the students.”

Table 4.10.1 Regression of Records Management

Model Change Statistics
R Square Change F Change df1 df2 Sig.
a
1 .222 9.397 1 33 .004
a. Predictors: (Constant), There are backups for the student records for better protection
in order to prevent loss of record
From the analysis, shows that the regression of the data reveals that there’s a correlation of
records management on student records as shown with Sig. F Change of .004, and R Square
Change of .222a.

1.1 Student Records

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This section presents how the student records are accessible or updated maintenance of student
records in Livingstone international University. Respondents were therefore asked to give their
opinions and the responses were as summarized in the table below.

Table 4.11 Student Records

Items/statements SD D NS A SA Mean Std.dev
Student records are accessible 0(0.0%) 1(2.9%) 3(8.6%) 14(40.0%) 17(48.6%) 4.34 .764
only to authorized staff

There is adequate space for all 0(0.0%) 1(2.9%) 12(34.3%) 16(45.7%) 6(17.1%) 3.77 .770
the student records which need
to be produced

There is an appropriate 0(0.0%) 4(11.4%) 7(20.0%) 16(45.7%) 8(22.9%) 3.80 .933

environmental condition for
the record media/ system use

student records provide 2(5.7%) 1(2.9%) 11(31.4%) 16(45.7%) 5(14.3%) 3.60 .976
personal reference for a certain
limited time after the student
leaves the institution

Student records are stored, and

0(0.0%) 4(11.4%) 2(5.7%) 17(48.6%) 12(34.3%)
retrieved quickly and easily 4.06 .938

Student records are indexed for 0(0.0%) 3(8.6%) 8(22.9%) 11(31.4%) 13(37.1%) 3.97 .985
identification

Average Mean 3.9 0.89

Source Primary Data (2016)

Legend
4.1-5.0 Strongly Agree -very high impact
3.1-4.0 Agree -high impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -low impact
0.1-1.0 Strongly disagree -very low impact

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From the Table above, beginning with item 1, it should be noted that 88.6% agreed that

students’ records are accessible only to authorized staff with the frequency of 31 respondents,

followed with 3 respondents with 8.6%, and only 1 respondent with the percentage of 2.9%.

For 25rd item, it should be noted that 22 respondents agreed that there’s adequate space for all

the student records with the valid percentage of 62.8%, followed by 12 respondents who were

not sure of what happens with the valid percentage of 34.3%, then only 1 respondent disagreed

with the statement with 2.9%. Therefore, it was observed that the institution has enough space

for keep the records of the students even though the least dis agreed and not sure.

For 26th item, it should be noted that 24 respondents agreed that there is environmental

condition for the record media with the valid percentage of 68.6%, followed by 7 respondents

who were not sure of what happens with the valid percentage of 20.0%, then only 4

respondents disagreed with the statement with 11.4%. Therefore, it was observed that there are

appropriate environmental condition for record media system use.

For 27th item, it should be noted that 21 respondents agreed that there’s adequate space for all

the student records with the valid percentage of 60%, followed by 11 respondents who were

not sure of what happens with the valid percentage of 31.4%, then only 3 respondents

disagreed with the statement with 8.6%. Therefore, it is observed that the institution provides

personal references for a certain limited time as shown by the highest percentage.

For 28rd item, it should be noted that 29 respondents agreed that the student records are stored,

and retrieved quickly and easily with valid percentage of 82.9%, then 4 respondents disagreed

with the statement with the valid percentage of 11.4%, then finally with only 2 respondents

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with the valid percentage of 5.7% Therefore, it was observed that student records are easily and

quickly retrieved from the system.

For 29rd item, it should be noted that 19 respondents disagreed that there’s misuse of records

such as un authorized access to or alternation of records with the valid percentage of 54.2%,

followed by 10 respondents who agreed of what happens with the valid percentage of 28.5%,

then only 6 respondent were not sure with the statement with the valid percentage of 17.1%.

Therefore, it was observed that there is misuse of records such as unauthorized access to or

alternation of records.

From the Table 4.11. , the average mean was found to be 3.9 and basing on the legend above ,
it means that Student Records had a high impact on Student records, and with the standard
deviation of 0.89

4.6 SYSTEM DESIGN AND IMPLEMENTATION

In order to design a system that could facilitate the capture, storage and retrieval of customers’
room records, the data collected was analyzed to determine the best way it could be stored and
retrieved through using the Entity Relationship Model and Data Flow Diagrams and therefore
the basic requirements for the design of the student records management system are:

 Every user should have their own identity

 Login facility.

 User can update his/her personal information and can view the notice, results,
placement and exam section updates etc.

 Faculty, placement and exam sections can update any of the information.

4.6.1 System Requirements

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In order for the system to perform as expected, the following system specification for hardware
and software, security and operations are required.

Table 4.5.1 System Requirement

Hardware Requirement Software Requirement
Processor Pentium Operating system Windows 7, 8, 10
Memory 64 RAM Application Visual basic

Environment
Disk space 30 GB Microsoft office Microsoft access

2010

During the analysis of the student records management system at Livingstone , the following
methods were used to capture information about how the system is done, the data needed , and
how it flows from one department to another ;

Methods used include the following;

i. Questionnaire

ii. Interviews

4.6.2 How the System Works

The student process was operating manually with a registration form, which is filled by the
potential resident and handed into the registrar. The registrar then receives the hard copies of
the documents of the student and keeps only the hard copies without scanning them and have
the soft copies.

The registrar records the documents and keeps it for further references.

4.6.3 Limitation of Student Record Processing

i. It was time consuming as students had to meet the registrar to hand in the hard copies.

ii. Students sometimes lost their forms like medical forms

iii. Follow up of records was difficult because of paper files which is time consuming

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iv. A lot of paper work

4.6.4 How the Information was stored

i. Mostly manually; it was captured on forms and stored in a file especially for newly
student.

The information flow

i. By physically carrying the written information

ii. It was verbal

iii. It was by use of registration forms , student requests

4.6.5 Problems encountered in the storage of customers and during Data collection

i. When stored in large files information retrieval was difficult, since they are many
students so it has to take some.

The problems encountered during the early stage of the project study were;

The accessibility to the DVCAA was difficult by the nature of the administration,
however later I was allowed to collect the information about the student records
management.

ii. The staffs of Livingstone were afraid of the fact that their confidential information will
be used by the administration and affect them by losing their jobs. i explained to them
that the research will help to improve on the storage and performance of the University.

4.6.5.1 Problems Encountered During System Design

i. Limited time due to confusion of doing two things at a time that is to say Dissertation
and project and later confirmed to combine which affected a lot.

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ii. The application programs used were new to use, so it needed to learn first which
consumed a lot of time.

4.6.6 Benefits of the proposed system

i. There shall no confusion and misallocation of resources since the system enforces
standards and security.

ii. Student records are now easy to retrieve and update hence saving time

iii. Efficiency will be achieved of minimized data loss.

4.7 SYSTEM DESIGN

4.7.1 System Design

The design of the system will be accomplished by the use of the following techniques;

This deals with data flow diagram, detailed flow graph, requirement analysis, and the design

process of the front and back end design of the student record management system.

4.7.2 DATA FLOW DIAGRAM.

A Data Flow Diagram (DFD) is a graphical representation of the “flow” of Student Record

System. A data flow diagram can also be used for the visualization of Data Processing DFD

shows the interaction between the system and outside entities.

This context-level DFD is then “exploded” to show more detail of the system being modeled.

A DFD represents flow of data through a system. Data flow diagrams are commonly used

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

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required output. Movement of data through the different transformations or processes in the

system are shown in Data Flow Diagram of Fig. 3.

This paper mainly focuses on the managing the information of the students, faculty, placement

cell information, exam section, related information of the college which is maintained by the

college administration through various levels of controlling. The function of the individual

entities will be explained in detail in the flow graph.

4.7.3 DETAILED FLOW GRAPH

The detailed flow graph is shown in Fig. 4 .The design of the student information management

system includes the design of the home page which provides the way for all the students, staff

and other user to access the SRMS. Every user of the SRMS has a unique username and

password provided by the web master of the college. The home page mainly contains a login

form through which a new user can register, or an existing user can login to the system by

entering the username and password provided by the web master.

Data Flow Diagram

Student Department

Student
Records
management

Faculty Course

Administration

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Figure 4.1 Data Flow Diagram

This paper mainly focuses on the managing the information of the students, faculty, placement

cell information, exam section, related information of the institution which is maintained by the

institution administration through various levels of controlling. The function of the individual

entities will be explained in detail in the flow graph.

4.7.4 DETAILED FLOW GRAPH

The detailed flow graph is shown in Fig. 4 .The design of the student information management

system includes the design of the home page which provides the way for all the students, staff

and other user to access the SRMS. Every user of the SRMS has a unique username and

password provided by the web master of the college. The home page mainly contains a login

form through which a new user can register, or an existing user can login to the system by

entering the username and password provided by the web master.

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Figure 4.2

Detailed Flow Diagram

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Figure 4.2 Data Flow Diagrams

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4.7.3.1 STUDENT:

The student is of center focus, because in every college student plays the very important role.

Student can access the information of the college, course details, subject details, faculty details,

training and placement cell information and exam section information. The course details

include information regarding branch he is studying, the academic curriculum of the college,

year wise subject offered by the branch, the subject details include the syllabus of the subjects,

information regarding the staff handling the subjects, the subjects he presently registered for

the semester she/he is presently studying, attendance and internal marks of the subjects, he can

also ask any queries to the staff regarding the subjects. The placement details include the

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information about the companies, the eligibility criteria for attending recruitment of the

companies, the process of recruitment, the date and time of the recruitment. The placement

lockup updates the students’ information who got selected for a company. The exam section

details include the internal and external time tables, the room allocation for the exams; it also

contains the semester end results.

4.7.3.2 GRADE:

The student grade enables the administrator to enter the grades of the student like the course

unit; code credit unit of the course and the earned points of it hence compute the GPA of the

Semester.

4.7.3.3 FACULTY

The administrator is responsible for entering the new student, promoting the student from one

class to another, from one semester to another and from one year to another. Managing the

student accounts like any changes regarding to the name, address etc. The administrator also

manages the faulty accounts like entering a new faculty, assigning the faculty to the subjects.

The administrator also updates the college related information like calendar of events,

information regarding any other events that occur in the college. The administrator will check

the all the updates i.e. student updates, faculty updates, exam updates etc. The administrator

has the highest level of power in the student information system.

4.1.1.1 Data Design (Entity Relationship Diagram)

The diagram below shows the entity Relationship diagram that shows the primary and the

foreign constraints.

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Fi
gure 4.3 Entity Relationship Diagrams

4.8 FUNCTIONAL REQUIREMENTS

Student record management system aims to improve the efficiency of Student information

management, and the main function is managing and maintaining information.

4.8.1 NON- FUNCTIONAL REQUIREMENTS

i. Enabling the university administration to have access to students records

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ii. Capture the details of the student, faculty department, course and among others

iii. Retrieve the students personal data and all the records

iv. Capture the details of the student academics such as UCE, UACE, and Other

qualifications

v. Enable the attributes that concern the student, faculty and among others.

vi. Enable proper flow of information from one department to another for example the

admission to academic registrar

vii. Ensure the security and privacy of both administration and student’ data

viii. Help the student to know the numbers, details, and the faculty he/she belong.

4.8.1.1 Performance Requirements:

The proposed system that we are going to develop will be used as the chief performance

system for helping the organization in managing the whole record of the student studying in the

organization. Therefore, it is expected that the record would perform functionally all the

requirements that are specified.

4.8.1.2 Safety Requirements:

The database may get crashed at any certain time due to virus or operating system failure.

Therefore, it is required to take the database backup.

4.8.1.3 Security Requirements:

We are going to develop a secured database. There are various categories of people namely

Administrator, Student who will be viewing either all or some specific information from the

database. Depending upon the category of user the access rights are decided. It means if the

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user is an administrator then he/she can be able to modify the data, append etc. All other users

only have the rights to retrieve the information about database.

4.8.1.4 Student Record Management System Design

It is fair to say that database play a critical role in almost all areas where computers are used,

including business, electronic commerce, engineering, medicine, law, education, and library

science. Therefore, a database is collection of a related data. A database has the following

implicit properties:

 A database represents some aspect of the real world, sometimes called the mini-world

or the Universe Of Discourse (UOD) changes to the mini world are reflected in the

database. A database is a logically coherent collection of data with some inherent

meaning. A random assortment of data cannot correctly be referred to as a database.

 A database is designed, built, and populated with data for a specific purpose. It is an

intended group of users and some preconceived application which these users are

interested.

 Database Management System (DBMS) is a collection of programs that enables users

to create and maintain a database. DBMS is a general –purpose software system that

facilitates the process of defining, constructing, manipulating, and sharing database

among various users and applications.

 Defining a database involves specifying the data types, structures, and constraints of the

data to be stored in the database. The database definition or descriptive information is

also stored in the database in the form of dictionary; it is called Meta data constructing

the database is the process of storing the data on the storage medium that is controlled

by the DBMS.

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 Manipulating a database includes functions such as querying the database to retrieve

specific data, updating the database to reflect in the mini-world, and generating reports

from the data. Sharing a database allows a multiple users and programs to access the

database simultaneously. Application program accesses the database by sending

queries or request for data to the DBMS.

 A query typically causes some data to be retrieved; a transaction may cause some data

to be read and some data to be written into the database.

Table 4.6.5.7 Physical Database Design

Table faculty
Attribute Data type Constraint
Staffid Text Primary key(required)
Course Code Text
Departmentid Text Foreign key
Staff_Gender Text
Staff_Name Text
Staff qualifications Text
Qualification copies Attachments
It shows which type of the information is captured on the department and this include Staff ID,
Course code, Department, Gender, Staff Name, and Qualifications shown in the shot below.

Table Course

Attribute Data type Constraint

Courseid Text Primary key
Course Description Text
Course Name Text
Credits Text
Departmentid Text Foreign key
Semesterid Text Foreign key

The Table above shows the details of the course that includes course ID, course Description,
Credits, and Department Semester ID as shown above.
Table Grade

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Attributes Data type Constraints

Student id Text Primary key
Course unit Text
Credits Number
Credits earned Number
Grade points Calculated
Code Text
Total Credits Calculated
Semester GPA Calculated
The table above shows the details how the grades are determined at the institution, it is

represented with the table above.

Table Semester

Attributes Data type Constraint

Semesterid Text Primary key
Semester Name Text
Academic Year Date/Time

Table student

Attribute Data type Constraint

Student id Text Primary key(not null)

First Name Text

Last Name Text

DOB Date/Time

Gender Text

Nationality Text

Mobile phone Number

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Degree type Text

Degree level Text

The table above shows the details that is found in the student form where, it shows what

a student is required to fill in as shown in the table and represented in the figure below.

4.9 IMPLEMENTATION, TESTING, AND VALIDATION

The system will be implemented by using the following programming languages and

software’s;

a) Microsoft access 2010

b) Sql:

SQL stands for Structured Query Language. SQL lets us access and manipulate databases. SQL

is an ANSI (American National Standards Institute) standard. SQL can execute queries against

a database, retrieve data from a database, insert records in a database, update records in a

database, delete records from a database, create new databases, create new tables in a

database , create stored procedures in a database, create views in a database, set permissions on

tables, procedures, and views.

4.9.1 System Testing and Validation

4.9.2 System Testing

The system will be tested by running it to see, if it is achieving what it will do.

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4.9.3 System Validation

It will be validated by

i. Calling on the students who are the main users of the system to use the system and find out if it

really achieves their expectations

ii. Determining validation activities that is, details that will be required for each of the steps in the

validation process.

4.10 PRESENTATION AND EXPLANATION OF THE SCREEN SHOTS

4.10.1 HOME PAGE

This page provides information about the student management system, students’ information,
faculty, course grade and department as represented below in screenshot.

Figure 4.4 Home Page

4.10.2 Screenshot of Department

It shows which type of the information is captured on the department and this include
department ID, Name, school, category and among others as shown in the shot below.

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Figure 4.5 Department

4.10.3 Screenshot of Faculty

It shows which type of the information is captured on the department and this include Staff ID,
Course code, Department, Gender, Staff Name, and Qualifications shown in the shot below.

Figure 4.6 Faculty

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This Screenshot shows the page of grading with different semesters where an administrator
selects the one to fill as shown below.

Figure 4.7 Grades / Result

This Screenshot shows the page of Students with different fields that needs to be filled and the
information from the students as shown below.

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Figure 4.8 Student

It shows which type of the information is captured on the department and this include Course
ID, Course Description, Credits, Department ID, and Semester ID as shown in the shot below.

Figure 4.9 Course

Th

e figure above shows the details of the course that includes course ID, course Description,
Credits, and Department Semester ID as shown above.

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CHAPTER FIVE: DISCUSSION OF FINDINGS, CONCLUSION AND

RECOMMENDATION

5.0 Introduction

This chapter presents the discussion of findings, conclusions, and recommendations arising

from the study objectives which where; to improve on data collection, information protection,

improve on records management (MIS) on maintenance of student records’. At the end of the

discussion are the conclusions about the study and finally, the recommendations for further

research.

5.1 Discussions of the Findings

Under this section, a number of studies are presented that are either in support of the findings

or are contrary to the findings. This has helped in arriving at the conclusion of the study. The

discussions are presented below under each objective.

5.2 Computerized Data Collection and Student Records

From the findings in chapter four, it was noted that majority of the respondents agreed that
there’s an impact of computerized data collection on maintenance of student Records. It is seen
with the percentage of both strongly agree plus agree with the percentage of 65.7%. In
reference to Sharapova (2014) who explained that all duplicates, multiple entries and irrelevant
papers were removed; remaining papers were scanned for the information of interest.( D. I.
(2002). Computerized Data Collection and Analysis. Computerized Data Collection and
Analysis. Retrieved June 12, 2016, from http://www.public.asu.edu/~ferigabi/

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5.3 Computerized Information Protection and Student Records

The Findings under this objective proved that the respondents strong agree that
Different passwords / serial numbers are used for protection of the student records in
order to access the information easily for identification and recording shown with the
percentage of 80%. In reference to W. K. Takramah, W. K., Atiwoto. (2015)., Student
Database System for Higher Education: A Case Study at School of Public Health,
University of Ghana. America Journal of Software Engineering and Applications. Vol.
4, No. 2, pp.23-34 explained that student records should be protected through keeping
the information in multiple media devices including handwriting, print microfilm,
computer’s main memory, magnetic tape, cassette, disk or diskette, and must be given
different passwords and identifiers for easy access, D. I. (2002). Computerized Data
Collection and Analysis. Computerized Data Collection and Analysis. Retrieved June
12, 2016, from http://www.public.asu.edu/~ferigabi/

5.4 Computerized Information Management and Student Records

The Findings under this objective proved that the respondents strong agree that Student Records
are well documented in order to be used for further studies and references as shown with the
percentage of 80%. However, from the interviews one said that
“They keep the student records in files for references and
further use or evidence”.
Therefore, from my observation, they keep files of the students manually and further
use. In reference to student records manual prepared by University of South
Florida(Office of the registrar , the creation and maintenance of records relating to the
students of an institution are essential to managing, providing , controlling the student
academic progress and measuring their achievement both institution after they leave
the institution hence, the student record must be identifiable or identifiers that relate to
a student include name, student ID, address , family member names a list of person
characteristics

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Therefore, student records should be maintained in multiple media including

handwriting, print microfilm, computer’s main memory, magnetic tape, cassette, disk
or diskette. According to Wisdom Kwami Takramah, Wisdom Kwasi Atiwoto. Student
Database System for Higher Education: A Case Study at School of Public Health,
University of Ghana. America Journal Of Software Engineering and Applications. Vol.
4, No. 2, 2015, pp.23-34

5.5 Conclusion

From the findings and the discussion, the study makes the following conclusions:

For objective one, the researcher comes to the conclusion there is need to improve on the data

collection since the university is using manual system of working one per one student that

consumes time.

Secondly, the researcher came to the conclusion that the student records needs to be identified

differently for easy retrieval and accessibility for improvement on the transparency.

From the analysis of the research (interviews and questionnaire), it evident that student records
are kept with only one person (registrar) where the rest of the management are not sure how the
information is protected and identified, therefore there’s need for transparency and sharing of
the passwords for better management of the records especially when one person disappears.

5.5.1 Efficiency and profitability

This research was undertaken with the main objective to improve on the student records
management system from the academic department, and allows the administrator to quickly to
capture and record them to the department to departments, eliminate errors caused by sloppy
handwriting, and also enable the retrieval of the history from the system.
This system has been able to improve time taken in the acquiring, capturing walking in office,
congestion in office and among others, retrieve data stored in the data stores e.g. for changes.
The fact that data is easily retrieved, time wastage is reduced and customers are served quickly.

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This improves on the number of customers served in a particular time and also increases the
profits of the resort.
5.5.2 Manpower

This system requires less manpower to operate at the waiting and reception departments than
the previously used manual system because the time taken to retrieve data is on average less
than the time previously taken. The system also requires less manpower to manage historical
records since it’s automated to do this.
5.5.3 Accuracy

This system increased on the accuracy in a number of areas: through data validation
verification procedures, the system controls human errors to a minimum. Since the data is
validated as it is entered human errors are greatly reduced.

5.5.4 Limitations

The major limitation of the system is that, though processing has been computerized, input to
the system is still manual. This means that not all the merits of a fully computerized system
have been fully achieved.

Therefore, information is an essential tool many schools and other organization use to advance
decision making. Large amount of student’s data are generated either manually or
electronically on daily basis. When population of student in a school is less than a hundred, the
manual system can work perfectly but it is not the best method of managing records of
students. The manual and disintegrated electronic systems have numerous disadvantages
because these methods of capturing and managing data about students are prone to data
inconsistency, data redundancy, difficult to update and maintain data, bad security, difficult to
impose constraint on various data file and difficult to backup. An integrated student database
system provides practical solutions to address problems associated with manual system. In
order to assess the performance of the school and students overtime, there is the need to use
past records of students without any missing data. The computerized student information

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system which captures and maintains longitudinal data of students would provide an accurate
and reliable data about current and past students. The system is free of errors and very efficient
and less time consuming due to the care taken to develop it. All the phases of software
development cycle are employed and it is worthwhile to state that the system is very tough.
Provisions made for future development in the system.

5.6 Recommendation

The recommendation arising from the student Management System process analysis
and design is that computerized system is an important advance that will benefit the
academic personnel, students through the following;

The first recommendation is that the administration of student management system

allow the computerized system, because it will on saving time, and creation of
transparency of the administration

The third recommendation is that the administration of Livingstone international

university would allow the computerized system, because checks on the resources like
papers, and not the records management by one person but can be management by
many for example if the person who knows the password dies, no one else with the
record hence it’s need in the university hence highly recommended.
Finally, the use of the student management system will need the experts to train the
users before they can begin using hence its recommendation.
Further studies: Since student information system is very broad, the scope of this project
covers only a small aspect of student information system due to the fact that the stipulated one
month within which the project is expected to be executed is too short. Students who are
interested in building information system should be encouraged to work on other aspect of
student information system in that all the available related student information system could be
linked together. The department of Academics should add programming to the courses offered
and it should be made compulsory and run for both semesters. Health informatics students
should be encouraged to work in a team to develop a software application system so that they

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will be well equipped with database and programming skills. This move will go a long way to
help them do their project without any difficulty. This report could be useful to any person who
wants to do project on similar topic.

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6.0 References

Basse, S., Okodoko, D., & Akpanumo, U. (2009). African Research Review. Information
Communication Technologies in the Management of Education for Sustainable
Development in Africa,3, 414-428.

Bunoti, S. (2004). The quality of higher education in developing countries needs

professional support .

C.R, Kothari. (2004). Research methodology methods and techniques. (Second ed., p. 100).
India: NEW AGE INTERNATIONAL (P). DOI: www.newagepublishers.com

Carcary M, Long G and Remenyi D (2007) “The Implementation of a New Student

Management Information System (MIS) at an Irish Institute of Technology – An Ex Post
Evaluation of its Success” The Electronic Journal Information Systems Evaluation Volume
10 Issue 1, pp 31 - 44, available online at www.ejise.com

Chifwep, V. (1995).Managing records at school level. National Education Statistical

Information Systems.

Data Protection Principles in the Personal Data (Privacy) Ordinance from the Privacy
Commissioner’s perspective (2nd Edition) Website: www.pcpd.org.hk Enquiry Hotline:
(852) 2827

Eudra, L. (2001). The rules governing medicinal products in the European union .
Computerized Systems, 4

Gregor, S. (2002). A theory of theories in information systems. In S. Gregor and D. Hart

(Eds.), Information Systems Foundations: Building the Theoretical Base. Australian
National University, Canberra, 1-20.

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Guidelines for Postsecondary Institutions for Implementation of the Family Educational

Rights and Privacy Act of 1974 as Amended, American Association of Collegiate
Registrars and Admissions Officers, Revised Edition 1995.

International Journall of Economy, Management and Social Sciences Vol (1), No (1),
December 2012, pp. 1-18 http://www.waprogramming.com

Journal of Research Practice, 2(2), Article D1, (2006). Benfield, J. A., & Szlemko, W. J.
(2006).

MILSTD498 (1994) Software Development and Documentation U.S department of Defens

e.

MoREQ (2001) Model Requirements for the Management of Electroni Records Cornwell
Management Consultants http://www.cornwell.co.uk/moreq.html NA

Paul C. Hewett, Annabel S. Erulkar and Barbara S. Mensch (2003) the Feasibility of
Computer-Assisted Survey Interviewing in Africa: Experience from Two Rural Districts in
Kenya No.168

R., F. Lehner, M., & F., L. (2006). Perspectives on knowledge management systems
theoretical framework and design of an empirical study. Management Information Systems
III

Rope, M. (1999). Managing public sector record. United Kingdom: International Records
Management Trust Retrieved from http://www.irmt.or

Shaw, A., & Shaw, D. (2006). Electronic Records Management Criteria and Information
Security. Australian Information Warfare and Security Conference,7th. Retrieved March
19, 2015, from http://ro.ecu.edu.au/isw/

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State of Florida General Records Schedule GS5 for University/Community College

Records, March 1996.

Wokocha, C., & Adebayo, E. (2006). A Guide to Establishing Management Information

System in Tertiary Institutions in Nigeria. European scientific journal,8(14), 12-12.

C. Y. (2014). Design and Implementation of Students' Information Management System.

Student Information Management System, Microsoft Office Access, 103-107. Retrieved
May 12, 2016.

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Appendix I
COMPUTING RELIABILITY USING THE PEARSON
FORMULA

Averag
QTN/RPD 1 2 3 4 5 6 7 8 9 10 Total e
1 5 4 3 3 3 5 4 4 1 1 33 3
2 5 3 2 2 4 5 4 3 1 2 31 3
3 3 5 4 4 5 5 5 4 1 1 37 4
4 5 5 4 4 5 4 5 4 3 3 42 4
5 2 5 5 3 5 3 5 3 4 1 36 4
6 5 4 4 4 4 5 5 2 3 1 37 4
7 5 5 3 3 5 5 5 3 3 1 38 4
8 1 5 3 4 5 5 5 3 5 1 37 4
9 1 2 4 3 5 5 5 4 5 1 35 4
10 5 2 3 3 5 4 5 5 1 1 34 3
11 5 3 4 4 4 4 4 5 1 1 35 4
12 5 5 4 4 5 5 5 3 2 1 39 4
13 5 3 4 3 5 5 4 3 4 1 37 4
14 1 3 4 2 4 5 4 3 2 1 29 3
15 3 2 4 4 5 5 5 4 3 1 36 4
16 5 3 4 3 5 5 4 3 1 1 34 3
17 1 2 5 4 5 5 5 4 1 1 33 3
18 5 4 4 4 5 5 5 4 1 1 38 4
19 1 4 4 4 4 5 4 5 3 2 36 4
20 1 2 4 3 5 4 3 3 3 1 29 3
21 5 5 4 3 3 5 5 5 3 1 39 4
22 3 5 4 4 5 5 4 4 3 1 38 4
23 5 5 4 3 5 5 4 4 5 1 41 4
24 5 3 3 3 2 4 4 3 4 4 35 4
25 1 3 3 4 2 4 3 3 2 4 29 3
26 1 3 3 4 3 3 3 4 1 2 27 3
27 1 2 2 3 3 3 3 2 1 2 22 2
28 1 4 4 3 4 4 3 4 2 3 32 3
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29 1 4 3 3 4 2 4 4 2 2 29 3
30 1 5 2 3 2 2 3 5 1 2 26 3

X Y X2 Y2 XY
3 3 9 9 9
4 4 16 16 16
4 4 16 16 16
4 4 16 16 16
4 3 16 9 12
4 4 16 16 16
4 3 16 9 12
4 4 16 16 16
4 3 16 9 12
4 4 16 16 16
4 4 16 16 16
3 3 9 9 9
2 3 4 9 6
3 3 9 9 9
3 3 9 9 9
TOTAL 54 52 200 184 190

R= ∑xy-(∑x∑y)/N

( ∑x2-(∑x2)/N))(∑y2)(∑y2)/N

Therefore R= reliability, xy = 190, X = 54, Y = 52, X2= 200, Y2=184.

THUS reliability ((184 – 54*52)/30)/(200-542/30)(184 – 522/30)

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(102.8)*(93.867)

Therefore reliability = 0.92027

However, since we are using split half method, the r obtained is half of the expected value.
Spearman’s correction formula is given by; r = 2rhh, so by substation;
1+rhh
r = (2*0.92027) /(1+0.92027)
= 0.9584
So reliability = 0.95

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Appendix II

I am, Nandutu Juliet, a student of Livingstone International University pursuing a Bachelor

of Science in Information Technology, as required by the university, I am carrying out
research on student Record management system in Livingstone International University to
this study, and you are kindly requested to complete the questionnaire as honestly as
possible. You can sign below as sign that you have consented.
Thank you.
Signature for respondent

………………………………….

SECTION A: DEMOGRAPHIC DATA.

For this section, tick √ in the appropriate box.

1. SEX:

1. Male 2. Female

2. AGE:

1.20-30 2.31-40 3.41-50 4.above 50

3. QUALIFICATION:

1. Certificate 2. Diploma 3. Degree 4.Masters 4. PHD

4. MARITAL STATUS:

1. Single 2.Married 3.Separate 4. Divorce 5. Widowed

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5. DURATION OF EXPERIENCE:

1. Less than 5years 2. 6-10 yrs. 3. above 10years

6. OCCUPATION:

1. Student 2.Lecturer 3. Assistant Administrator 4.Administrator

5. Top management

Section B:
Information: For items under this section, please grade your opinion by ticking only one of
the options ranging from (5-1), 5 being the highest, and 1 the lowest. Key:
Strongly Agree (SA) = 5, Agree(A) = 4, Not Sure(NS) = 3, Disagree(D) = 2, Strongly
Disagree(SD) = 1
Computerized Data Collection. (CDC)
S/N Statements/Items 5 4 3 2 1

7 I collect the student’s document such as admission and enrolment

electronically.(CDC1)

8 I collect payment of non-academic disciplinary proceedings

electronically.(CDC2)

9 There is use of technology to record the student documents for

individual and consumer services provided by the institution like IT
support services, careers, and employment services.(CDC3)

10 The computerized data collection programs undertaken has increased

academic progress and performance awards.(CDC4)

11 There is frequent use of technology to give academic, disciplinary,

social data/information to the institution.(CDC5)

12 There is use of technology to collect the data of the students uniquely

without confusing them and causing interference with others.(CDC6)

Computerized Information Protection. (CIP)

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13 Unique identifiers are used to protect the student records (CIP1)

14 Different passwords are used for protection of the student records in
order to access the information.(CIP2)
15 Student records is limited to the staff who have need to know.(CIP3)
16 There are backups for the student records for better protection in order
to prevent loss of records.(CIP4)
17 There are paper and computerized data /information protection for
better management. (CIP5)
18 The electronic systems are not centrally management, designated staff,
and then should have back- up copies to prevent loss.(CIP6)

Computerized Records Management. (CRM)

19 Student records are clearly defined.(CRM1)
20 Student records are well documented.(CRM2)
21 There is clear complete maintenance, accurate and update of every
student records.(CRM3)
22 There is a clear definition of the minimum content of the core student
record in the institution.(CRM4)
23 There is provision of information on the student’s academic
performance and award to potential students.(CRM5)

Student Records. (SR)

24 Student records are accessible only to authorized staff.(SR1)
25 There is adequate space for all the student records which need to be
produced.(SR2)
26 There is an appropriate environmental condition for the record
media/system use.(SR3)
27 Student records provide personal references for a certain limited time
after the student leaves the institution.(SR4)
28 Student records are stored, and retrieved quickly and easily.(SR5)
29 Student records are indexed for identification.(SR6)

Moderating Variables. (MV)

30 There is loss of control over the creation and use of records.(MV1)
31 There is loss of control over access ·(MV2)

32 The existence of different versions of the same information and the

absence of a definitive or authentic record. (MV3)

33

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The loss of contextual information, such as the originator and the date
of creation.(MV4)

34 The ease with which electronic records can be manipulated or changed.

(MV5)

35 There is technology-related difficulty in retrieving records. (MV6)

36 The misuse of records, such as unauthorized access to or alternation of

records.(MV7)

Thank you so much for your cooperation

May God Bless You abundantly

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Appendix III:
Questionnaire for Improving On Management Information System On Student Records
I am a student of Livingstone International University Department of Information
Technology. I am, currently undertaking a Research/project that will lead to an award in a
Bachelors Degree. Any help rendered to me will be of great use and will be highly utilized.
Research Information
S/ Question Answers
N
1 Name

2 Job title

3 Phone number (optional)

4 How do you make keep records currently? (Tick one) o Manual

o Computerized
5 How does it work?

6 How is the student’ personal data captured?

7 How is the information stored after it is captured?

8 How is the information captured and stored identified.

9 What challenges do you face when collecting and retrieving
data from the current system of the students
10 What are the general limitations of the current student system

11 Do you think the computerized student management system

will improve the effectiveness of the work

12 What are the recommendations of using the computerized

student management system for capturing, storing and
retrieving of the results

Thanks a lot

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