Proposal Second
Proposal Second
Proposal Second
MANAGEMENT SYSTEM
1.1 INTRODUCTION
The University of Rwanda (UR) is a public Higher Learning Institution established by the
law n° 71/2013 of 10/08/2013. In 2013, the National University of Rwanda (NUR)
founded in 1863 together with other six public higher learning institutions were merged to
form the University of Rwanda (UR). UR is governed by the Board of Governors and an
Academic Senate, with staff and student representation, along with the Vice Chancellor
who is the University’s Chief Executive Officer. UR is organized under a collegiate model
with 6 Colleges.[1]
The current method for creating student transcripts at university of Rwanda involves a
manual process utilizing pre-designed templates and manual input of data. The Head of
Department (HOD) gathers marks from instructors, compiles them in Excel, and then
utilizes a pre-designed Word template to generate transcripts using the data from the
Excel files. Moreover, current students or graduates seeking transcripts must formally
request them by submitting a letter explaining the purpose for the transcript along with a
passport photo to the HOD office. Subsequently, they must await processing, which
typically takes one to two weeks depending on the HOD's availability. If upon returning
they discover that their transcript isn't prepared, they must endure additional waiting until
it becomes available.
Additionally, the current system poses significant challenges for students and graduates,
including the financial burden associated with transportation and related expenses.
Furthermore, there's a risk of documents being lost or delayed due to the busy
schedules of university representatives. And there is no way to track students who have
requested a transcript before. These challenges underscore the urgent necessity for an
automated and efficient system to process academic statements of results. Such a
system would not only improve efficiency and accuracy but also enhance accessibility for
all stakeholders involved.
The aim of the Academic Transcript Management System is to streamline the process of
transcript generation while enhancing accessibility and efficiency for students and
university staff alike. With this system, students will have the convenience of requesting
transcripts online, eliminating the need for physical visits to administrative offices. The
Head of Department (HOD) will upload students' marks directly into the system, reducing
the likelihood of errors associated with manual data entry and play a simplified role,
focusing on approving or disapproving transcript requests. Once a request is approved,
students will receive timely notifications regarding the status of their transcript, ensuring
transparency and reducing waiting times. Overall, the system aims to modernize and
optimize the transcript management process, providing a seamless experience for all
stakeholders involved.
PROBLEM STATEMENT
This study is significant because it seeks to replace the time-consuming and error-prone
manual academic transcript generation process in the department of information systems
with an automated system.
GENERAL OBJECTIVE
SPECIFIC OBJECTIVES
HYPOTHESIS
CASE STUDY
This case study investigates the implementation of the University of Rwanda Academic
Transcript Management System, analyzing its impact on transcript processing efficiency
and accuracy within the Department of Information Systems. It examines the system's
effectiveness in reducing administrative burdens and improving accessibility for students,
offering insights into its potential scalability to other departments.
ORGANIZATION OF STUDY
This research is made up of chapter one, two, three, four and five where by a brief
explanation on each chapter is given below:
This chapter one is the general introduction and explains the project work. It tells about
the problem statement, the objective of the study (General objective and specific
objectives), scope of the study, expected results, hypothesis, case of the study and
organizational of the study.
Chapter two: Literature review
This second chapter is about the literature review where many theories that have been
done before by other people, however these theories are related to our project.
The third chapter encompasses a research methodology, which describes the iterative
model as well as the identification of the Requirement to the System.
This chapter provides the results obtained from the project work done and a discussion
to provide the project work in detail. It shows in detail the account of how the system was
done and completed depending on the system design.
This part includes the conclusion whereby we talk about the summary of the main
findings of the project as whole. The recommendation part tells about what should be
done as an improvement, and lastly the further work.
CHAPTER TWO: LITERATURE REVIEW
2.0 INTRODUCTION
This chapter provides the literature review that is related to the project development and
is intended to provide a brief description about technical terms and concepts that are
being used during development of the project. It reviews the existence of other systems.
The sources are merely taken from books, articles, journals and also sources from the
Internet.
Record: Collection of related data items, e.g. in the above example the three data items
had no meaning. [2]
Data Integrity : Integrity means that the data in the database is accurate so that no one
can alter without an allowed permissions.[2]
Efficient Data Access : In a database system, the data is managed by the DBMS and
all access to the data is through the DBMS providing a key to effective data processing
[2]
Physical level : The lowest level of abstraction describes how the data are actually
stored.[2]
Logical level : The next-higher level of abstraction describes what data are stored in the
database, and what relationships exist among those data.[2]
View level : The highest level of abstraction describes only part of the entire database.
[2]
Data model is a collection of conceptual tools for describing data, data relationships,
data semantics, and consistency constraints.[2]
Relational Model. The relational model uses a collection of tables to represent both data
and the relationships among those data.[2]
Data-manipulation language is a language that enables users to access or manipulate
data as organized by the appropriate data model.[2]
Naive users are unsophisticated users who interact with the system by invoking one of
the application programs that have been written previously.[2]
Specialized users are sophisticated users who write specialized database applications
that do not fit into the traditional data-processing framework.[2]
Key attribute attribute (or combination of attributes) which is unique for every entity
instance. [2]
Single value refers to an attribute that can take only a single value for each entity
instance. [2]
Multi-valued Attributes refers to an attribute that can take more than one value for each
entity instance. [2]
Superkey is a set of one or more attributes that, taken collectively, allow us to identify
uniquely a tuple in the relation. [2]
Join is a cross-product followed by selections and projections, joins arise much more
frequently in practice than plain cross-products. [2]
Datetime field: A field type in Django models used to store date and time information.[3]
Django administrator site: A built-in feature of Django that provides an interface for
managing site content and users.[3]
Template: A file containing static parts of the desired HTML output as well as special
syntax describing how dynamic content will be inserted.[3]
Markdown: A lightweight markup language with plain-text formatting syntax, often used
for formatting documents.[3]
Data record: Collection of related data items, e.g. in the above example the three data
items had no meaning. But if we organize them in the following way, then they
collectively represent meaningful information.[5]
Database: Refers to a collection of interrelated data in form of record and facts. [5]
DBMS: Is a collection of control routine (software package ) that manages the data
Database table: A structured set of data organized into rows and columns in a
database.[5]
Information is a collection of facts organized and processed so that they have additional
value beyond the value of the individual facts.[6]
Data consists of raw facts, such as an employee number, total hours worked in a week,
inventory part numbers, or sales orders.[6]
Software: Programs and data that direct a computer's hardware to perform tasks.[6]
URL: Uniform Resource Locator, a reference to a web resource that specifies its location
on a computer network and a mechanism for retrieving it.[7]
Web browser: A software application used to access and display websites and web
pages on the World Wide Web.[7]
HTTP Request: A message sent by a client to request information from a server using
the Hypertext Transfer Protocol (HTTP).[7]
Coding: The process of writing and implementing instructions for a computer program.
[8]
Testing phase: The stage in software development where the developed software is
evaluated to ensure it meets specified requirements and quality standards.[8]
Input design: The process of specifying how data is entered into a system, ensuring
accuracy, completeness, and efficiency.[9]
Data storage: The retention of data in a structured format for future use.[9]
Debugger: A tool used by developers to identify and resolve errors or bugs in software
code. [10]
Python: A high-level programming language known for its simplicity and readability. [10]
Pip: A package management system used to install and manage software packages
written in Python.[10]
Python migrations: Automated management of database schema changes in Django
projects. [10]
View: A Python function that takes a web request and returns a web response in Django.
[10]
Data flow diagram: A graphical representation of the flow of data within a system,
showing how information is input, processed, and output.[11]
Model: In the context of Django, it refers to a Python class that represents a database
table.[11]
Data flow: An abstract representation of the sequence and possible changes of the state
of data objects, where the state of an object is any of: creation, usage, or destruction [14]
Data flow diagram: A graphical representation of the sequence and possible changes of
the state of data objects, where the state of an object is any of: creation, usage, or
destruction.[14]
Decision table: A table showing combinations of inputs and/or stimuli (causes) with their
associated outputs and/or actions (effects), which can be used to design test cases. [14]
Data flow analysis: A form of static analysis based on the definition and usage of
variables.[14]
Interoperability: The capability of the software product to interact with one or more
specified components or systems [14]
Object diagram: In UML a diagram that depicts objects and their relationships at a point
in time, typically a special case of either a class diagram or a communication diagram.
[14]
Reliability: The ability of the software product to perform its required functions under
stated conditions for a specified period of time, or for a specified number of operations
[14]
Security: Attributes of software products that bear on its ability to prevent unauthorized
access, whether accidental or deliberate, to programs and data[14]
1. INTERVIEWS FINDINGS
The structured interviews with the Head of Department provided valuable qualitative
insights into the current system for processing academic transcripts. The Head of
Department highlighted several key challenges, including delays in processing requests,
difficulties in tracking the status of requests, and the need for improved efficiency and
transparency. Additionally, expectations for an automated solution included real-time
updates on request statuses, and user-friendly interfaces. These insights inform the
design and development of the automated transcript management system.
2. OBSERVATION RESULTS
Direct observations of the current manual transcript processing process revealed several
inefficiencies and potential inaccuracies. These included bottlenecks in processing
requests, manual data entry errors, and delays in communication between HOD and
student. The observations provided valuable qualitative data corroborating the
challenges identified during the interviews and highlighted areas for improvement in the
new automated system.
Analysis of existing academic records and transcripts within the Information Systems
department provided insights into the structure and content of transcript templates. The
analysis focused on understanding the specific needs and requirements of the
department in developing a digital transcript format.
4. ONLINE SURVEYS
31 students have completed the online survey. No demographic data beside gender
were collected. We did not collect any personal identifying data about respondents. 8 of
the respondents are female and 23 are male. All participants enrolled in the College of
science and technology, Department of information systems.
RESULTS
The results of the study from the 31 surveyed students are summarized below.
DATA ANALYSIS
While some students found the current process convenient and instructions clear, a
considerable number did not. Developing an online platform could offer a user-friendly
interface with clear instructions, enhancing convenience for all students and reducing
confusion.
Conclusion
The data highlights a clear demand for an online platform for transcript requests among
students. Developing such a platform would not only address current dissatisfaction,
delays, and confusion but also align with students' preferences for technological
solutions. By providing real-time updates, enhancing convenience and clarity, and
improving tracking and accessibility, an online platform would significantly improve the
transcript request process for all students.
Waterfall Model
The waterfall model is a breakdown of project activities into linear sequential phases,
meaning they are passed down into each other, where each phase depends on the
deliverables of the previous one and corresponds to a specialization of tasks. The
approach is typical for certain areas of engineering design
SYSTEM ARCHITECTURE
CHAPTER FOUR: SYSTEM ANALYSIS, DESIGN AND IMPLEMENTATION
This chapter exploresinto the heart of the system development process. We'll explore
how the system requirements identified earlier are translated into a workable design.
This design will then be brought to life through the implementation phase. We'll cover
various methods and tools used for system analysis, design, and implementation to
ensure the final system meets the identified needs and functions effectively.
SYSTEM ANALYSIS
Flow Chart
The flow chart visually represents the sequential flow of activities or processes within the
system. It illustrates the step-by-step progression from input to output, including decision
points and branching paths. Flow charts are valuable for understanding the logic and
control flow of the system, helping stakeholders visualize the sequence of operations
and identify potential bottlenecks or inefficiencies.
Level 0 DFD
The Level 0 Data Flow Diagram (DFD) provides a high-level overview of the system's
functionalities and interactions with external entities. This diagram illustrates the main
processes within the system and the flow of data between them and external sources. It
serves as the foundation for developing more detailed DFDs and helps stakeholders
understand the system's scope and boundaries.
Level 1 DFD
The Level 1 Data Flow Diagram (DFD) expands on the Level 0 DFD by decomposing the
main processes into more detailed subprocesses. This diagram provides a deeper
understanding of the system's internal workings and data transformations. It breaks
down complex processes into manageable components, facilitating further analysis and
design decisions.
SYSTEM DESIGN
The Use Case Diagram captures the system's functionalities from the perspective of its
users. It represents the interactions between actors (users or external systems) and the
system's use cases (functional requirements). Use Case Diagrams help stakeholders
understand the system's behavior and how users interact with it to accomplish specific
tasks or goals.
Entity-Relationship Diagram
The Entity-Relationship Diagram (ERD) depicts the relationships between entities in the
system and their attributes. It illustrates how data entities are connected and structured
within the system, including entities such as users, transactions, and relationships
between them. The ERD serves as a blueprint for database design, guiding the creation
of tables, keys, and relationships in the database schema.
SYSTEM TOOLS
BACKEND
The backend of our system is developed using the Django framework, a high-level
Python web framework known for its efficiency, scalability, and security features. Django
provides a robust foundation for building web applications by offering a clean and
pragmatic design philosophy. Leveraging Django's built-in features such as
authentication, URL routing, and template engine, we have implemented the core
functionalities of our system. Additionally, MySQL, a relational database management
system, is utilized to store and manage the application's data. With its support for
structured query language (SQL) and ACID properties, MySQL ensures data integrity
and reliability, making it an ideal choice for our system's backend storage needs.
FRONTEND
The frontend of our system is developed using a combination of HTML, CSS, Bootstrap,
and JavaScript technologies. HTML (Hypertext Markup Language) forms the structure of
our web pages, defining the layout and content elements. CSS (Cascading Style Sheets)
is employed for styling and presentation, allowing us to customize the appearance of our
user interface elements. Bootstrap, a popular front-end framework, is utilized to enhance
the responsiveness and aesthetics of our web application by providing pre-designed UI
components and responsive layout grids. JavaScript is used to add interactivity and
dynamic behavior to our web pages, enabling features such as form validation, dynamic
content loading, and client-side data manipulation. Together, these frontend technologies
contribute to the development of a user-friendly and visually appealing interface for our
system.
REFERENCES:
background.html //DONE
Implementing Databases from Scratch for Absolute Beginners (English Edition). BPB
Publications. //Done
[6]Stair, R. M., & Reynolds, G. W. (2012). Fundamentals of Information Systems (Sixth Edition
ed.). //done
https://www.techopedia.com/?s=django //done
[8] Dennis, Wixom, & Roth. (2008). System Analysis and Design (Fourth Edition
[9] Stair, R. M., & Reynolds, G. W. (2001). Fundamentals of information systems. Course
Technology. //Done
[11] Rosenberg, D., Rosenberg, D., & Stephens, M. (2007). Use Case Driven Object
[12] MySQL :: MySQL 7.3 Reference Manual :: 1.2.1 What is MySQL? (n.d.).
https://dev.mysql.com/doc/refman/7.3/en/what-is-mysql.html