ABSTRACT

This project work is focused on the development of a student academic result alert system. The
motivation behind the work was borne out of the numerous problems that students encounter
before seeing their results. The issue of checking examination results through notice boards in
anxiety has been a challenge from time immemorial. In some cases where results are posted on
websites, students will have to pay for internet services to check their grades. Similarly, the
privacy that should be upheld with respect to results publishing is not through public display.
With these problems in mind, the author developed a system to deliver students’ results and
grades through SMS using a dedicated Application Programming Interface (API). The fact
finding methods in the project consists of both primary and secondary methods – where primary
involved the use of questionnaire while we deployed Object Oriented Analysis and Design
Methodology (OOADM) as the design methodology. The software tools used in this project are
HTML (Hyper Text Markup Language), PHP (Hypertext Pre-Processor) for the front-end and
MYSQL for the database solution. The software developed is a highly interactive system that
will prevent unauthorized access or mutilation of the results of the students thereby maintaining
data integrity, by sending the student’s results directly to their phones and that of their sponsors.
Evaluation with the target users depicted that the system is simple, efficient and requires little or
no training.

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 CHAPTER ONE

1.0 INTRODUCTION

In this generation of information uprising, with a lot of gadgets such as computers and mobile
devices budding everywhere, thereby making it easy for information to be communicated; the
education sector is not left out in this growing evolution. Computers and mobile phones have
become an inevitable part of people’s lives and there are a lot of things that can be done with
these technologies. Several facilities like the Short Messaging Service (SMS), Multimedia
Messaging Service (MMS) and others, have been made readily available with the rapid
development of mobile phones, adding to its usefulness. This has made it possible for
information to be passed on to students as soon as they are available. Students’ Academic Result
Alert System is a program that can be used to checkmate the challenges most of our citadels of
higher learning face in making the examination results and grades accessible to students. The
major importance this system offers is that students can receive valuable information on-the-go,
easily and comfortably. SMS and E-mail play a crucial role in the implementation of this system.
They have become principal services today due to their usefulness in channeling information
from one place to another in a very fast and easy way (Olusanya and Onazi, 2015).

1.1 BACKGROUND OF THE STUDY

Over the years, the procedure of result processing and delivery to students of Akanu Ibiam Federal
Polytechinic, Unwana (AIFPU) has been a tedious process and time consuming as the results after
been prepared by the individual lecturers and submitted to the Head of Department for endorsement,
the Grade Point Average (GPA) and academic standing of the students are computed using Microsoft
Excel, which after approval by the departmental board and Academic Board (AB) are distributed to
the students via the school portal. This process consumes resources as the students need to have a
smart phone or laptop/desktop and pay for internet (data bundle) in order to access their results.
Sometimes, after accessing their results, they alter the printed version thereby presenting false results
to their sponsors. The advent of Result Alert System using SMS will look like the current method
used, but it will differ on how these results are delivered in a more efficient, comfortable and
convenient way to the students and their sponsors without error and mutilations.

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The current academic environment is influenced by the use of advanced communication
technologies. Such technologies are used vastly by students and staff in Akanu Ibiam Federal
Polytechnic, Unwana (AIFPU). This project presents a way of bringing the students’ academic
results to them by leveraging the availability of phones (with SMS capability), especially cell phones.
This project also reviews the use of mobile phones for conveying examination results through Short
Messaging Service (SMS) in AIFPU where students who have written examinations and concerned
to see their results need to get their grades in an easy, convenient and accessible way, whether in the
comfort of their homes, on the road or while at work.

1.2 STATEMENT OF THE PROBLEM

The issue of checking examination results via notice boards in concern has been a challenge
from time immemorial. In some cases where results are posted on websites, students will have to
pay for internet services to check their result. Similarly, the privacy that should be upheld with
respect to releasing of result is not through public display.

There has also been a problem of students of higher institutions suffering as a result of d elay in
retrieving their grades in the numerous courses they offered which may be as a result of the distance
of the students from the academy and inaccuracy in pasted result sometimes due to typing error. These
problems have made the author realized that a Students’ Academic Result Alert System with SMS is
the best thing that can happen to tertiary institutions.

1.3 AIM AND OBJECTIVES OF THE STUDY

The motive of this project is to design and develop a Students’ Academic Result Alert System with
SMS in order to achieve the following objectives;

1. To build a software for easy delivering of student’s academic results and grades through
SMS using a dedicated Application Programming Interface (API).
2. To present a system for appraisal of the performance of the students for academic quality
and standard by automatically computing their Grade Point Average (GPA).

3. To prevent unaccredited access or mutilation of the results of the students thereby

upholding data integrity, by sending the student’s results directly to their phones and that
of their sponsors.

4. To assist the users of the result database software (RDS) to run the overall database
platform by providing tools for security management, backup and recovery, query
optimization, concurrency control, and change management.

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1.4 SIGNIFICANCE OF THE STUDY

This project work will help in an adequate number of ways to fast track the delivering of students’
result in the Computer Science department of Akanu Ibiam Federal Polytechnic, Unwana. This system
will help provide a proper and faster way of assessing students’ performance.

1.5 SCOPE OF THE STUDY

This project will only be about sending already computed academic results of students in the
Department of Computer Science, Akanu Ibiam Federal Polytechnic, Unwana (AIFPU) through Short
Message Service (SMS) via any network.

1.6 LIMITATIONS OF THE STUDY

Regarding this project work, the following are the constraints the author experienced;

1. Time: Due to time restriction, the web pages developed only cover the essential
modules needed.
2. Finance: Due to financial constraint, it will cost quite a lot to host this project on the
World Wide Web (WWW). However, the author hosted the software using a local
host.

1.7 DEFINITON OF TERMS

The following are some terms routinely used in this project.

Communication: is the operation by which meaning is allocated and conveyed in an attempt

to create shared understanding.

Data: Raw information or it is certainty and figure collected together for references.

Design: The art or affair of deciding how something will look, works etc.

Direct Data Captured: Data is capture directly without a conversion point, by means of the
input tools such as pen writers, mouse, keyboard, microphone, cameras, fax, etc.

Documentation: The particulars that describes a product to its users.

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Email: Is a shortened version of two words “electronic mail”. It is messaging software used
to communicate between or around the world via the internet.

Output: Information that is processed and delivered out by an electronic device such as the
computer.

Password: A password is a collection of characters used for validating a user on

a computer device.

Process: This is a program in execution. The occasion of a computer program that is being
executed by one or many threads

SMS: This is an acronym for Short Message Service.

Software: Programming code implemented on a computer processor. The code can be

written for an operating system or a machine-level code

Student: A person who is a pupil, learner or attends an academic institution.

Student Examination Result: An official record of student’s academic work that shows the
courses they offered and the marks they obtained.

System: A set of computer components i.e an assembly of computer hardware, software and
peripherals functioning together.

Computer: An electro-mechanical device that is capable of accepting input, processing it,

giving out the output and storing information in its memory more efficiently for future
purpose.

Web: A complex system of interconnected elements.

Web-Based Application: A software that is functional only with an active web connection
and that uses HTTP or HTTPs as its primary communication protocol/channel.

Cascading Style Sheet: A Style sheet computer language used for designing the look of a
document written in a computer markup language.

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Hyper Text markup Language (HTML): A standard computer markup language used for
website creation.

JavaScript: A dynamic computer programming Language, commonly used as part of a web

browser, whose execution allows client side script to interrelate with the user, communicate
asynchronously, control the browser, and change the document content that is presented.

Programming: An act of writing series of instructions which must be logically correct based
on the language which the computer operates to solve a specific problem.

Data: Facts, figures, which can be processed to form information.

Student: A learner or someone who attends an educational institution.

Alert: It is a warning that a threshold has been reached.

HTML Code: HTML is an acronym for Hyper Text Markup Language. It is a type of
computer language that is essentially used for files that are put up on the web and viewed by
web browsers. HTML files can also be sent via electronic mail.

Markup language: A markup language is a combination of words and symbols which give
instructions on how a document should appear. For example, a tag may indicate that words
are written in italics or bold type.

Web browser: A Web browser is a software application that presents the coding language of
the World Wide Web in pictorial form, revealing the translation rather than the coding. This
allows anyone to “browse the Web” by simple point and click navigation, avoiding the need
to know commands used in software languages.

File extension: A file extension is the suffix at the finish of a filename that tells a computer,
and the computer user, which software application is needed to open the file. Also called a
filename extension, this suffix preceded by at least one full stop, is mainly one to five
characters long but the tradition is usually three characters in length.

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Email: Email is sometimes written as e-mail. It is simply the shortened form of electronic
mail, a procedure for receiving, sending, and storing electronic messages. Email has become
popular since the evolution of the Internet. In most cases, it has become the preferred means
of communication among people.

TCP/IP: This mostly used but little comprehend set of procedures which stand for
Transmission Control Protocol/Internet Protocol. TCP/IP is the mixture of the two and
represents the set of protocols that permits hosts to connect to the web. In actuality, TCP/IP is
a mixture of “more than those two protocols, but the TCP and IP parts of TCP/IP are the
major and sole ones to become part of the initials that describes the operations involved.

TEXT File: A text file is a computer file that saves a typed document as a sequence of
alphanumeric characters, usually without pictorial formatting information. The content may
be a journal, personal note, newspaper article, a list, a book, or any other text that can be
provided accurately in typewritten form.

Hyper Link: A hyperlink is a picture/graphic or a piece of text in a web document that can
join readers to another internet page, or another portion of a document on the internet.
Internet users will usually find at least one hyperlink on every page on the web. The easiest
form of these is called embedded text or an embedded link.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 INTRODUCTION

This chapter contains incisive review of related works on the above project topic. Ayla(2004) opined
that; “effective communication is an essential part of business strategy in companies. To keep in
touch with employees, customers and business partners is very important. Industries benefit
immensely, from email to SMS Companies with employees who are always out and about, as
they can be contacted without the need to be glued to computer.” Therefore, in an academic
sector, such a system will strengthen the communication between the management and students on
the go.

2.2 THE ROLE OF INFORMATION IN THE ACADEMIC SYSTEM

The establishment of the computer has greatly refined the information need of the organization.
Therefore, it can give rise to the question, ‘what is a computer?’ (Anigbogu, 2000) defined a
computer as “an electronic device capable of accepting data and instructions, processing the data
based on instructions to generate results or output in such a manner that is yet to be equated by any
other known machine or mankind”. Therefore, the use of computers in students’ academic result
processing and delivery will bring positive change to the academic sector.

Anigbogu (2000) recounts an Information System (IS) as ‘a system of matrix of all communication
paths used within the organization, and includes; hardware and software.’ It may also be elucidated
as a ‘structure that collects and processes data and provides it to managers at all levels that use it
for control, planning, decision-making, and program implementation. The main aim of IS in result
processing and delivery in the polytechnic sector is improving the standard and accuracy of
information provided to all involved as well as assisting polytechnics in compiling and reporting
results. Information Technology has been an integral part of the academic system for decades.
Hewlett (1993) proposed that the world is transitioning ‘an age in which technology will precisely
transform every area of business, life, including every area of the society.’ Since the invention of
Information Technology (IT), Education has taken a new dimension and style with a conjunction
of satisfaction and convenience.

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Hewlett (1993) revealed that ‘computer-based learning involves both computer-aided instruction
programs that interrelate with the student in a dialogue wider sequence of educational computer
application such as simulations or instructions in computer programming.’ Learning from a
student’s home, office or anywhere in the world has been implemented in the Polytechnic system
with the advent of internet technology. IT has always helped the Polytechnic sector to educate
students in better way. For example, student academic result alert system using SMS is a technique
where the student gins access to his/her results without going through a long list on the notice
board or paying for data bundle in order to access their results. The feature is safe, secure and fast
and has no hassles, saving time and money for students.

2.3 COMPUTER-BASED INFORMATION SYSTEMS

Lucey (1991) defined computer-based management information system as ‘The conjunction of

human and computer-based resource that results in the gathering, storage, retrieval,
communication and use of data for the aim of efficient and effective management of operations
and for business planning.’ Computer-based information system is an attribute of all large
organizations nowadays. Four kinds of computer-based information system are identified in this
literature. They are; Management Information System (MIS), Transaction Processing System
(TPS), Executive Support System (ESS) and Decision Support System (DSS). They form a
pyramid, each purposefully supporting one another in each level of management. They are as
follows;

a. TPS: This system record daily transaction such as students’ fees, textbook purchase,
dues, inventory levels etc. It helps supervisors by producing database that acts as
foundations for other information systems.
b. MIS: Summarizes the insightful data of the TPS standard report for middle managers.
Course allocation, lectures and examination time table might be included in such reports.
c. DSS: This provides a flexible technique for analysis. The DSS helps the middle managers
and others to analyze a wide range of problem such as determining if a student will repeat
a class or withdraw from the institution. Just like the MIS, the DSS also draw on the
complete data of transaction processing system.

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 d. ESS: The ESS is an easy to use structure that presents information in a very high
encapsulated form. It assists top level management to oversee the institution’s operations
and build up strategic plans. The ESS mixes internal data from TPS and MIS with
external data.

2.4 DATABASE

In the early era of computerization, specific files were usually maintained for individual
applications. Data were processed centrally in batches and there was little or no online
processing of data. This approach is completely inefficient for most of today’s data processing
systems. In support of this, (Vossen, 1991) itemized the issues that result from data organization
using the file system;

a. High redundancy between files exists, which results from the fact that information is
reproduced in different places, and that these reproductions are not controlled by a central
monitor.
b. Inflexibility in the application exists. If new actions or events arise in the process of time,
these can be realized at sizable expenses of time.
c. Inconsistencies that might come up from the possibilities that a program causes changes
being made (at the same time) by every other programs that uses the file.
d. The job of many programmers involved is denoted by low productivity, since program
maintenance is expensive; if the structure existing file has to be changed/updated during
its lifetime, and then all software have to be updated too.
e. There is also a problem of adopting and maintaining quality (in terms of coding, data
format and more). This is very important for exchanging data or for transmission to a new
operating system update, or even a new computer device.

To triumph over these problems, database was developed. It is now common for big
organizations to arrange their operational data using the database technology. Clifton (1983)
briefly defined database as ‘a body of data supporting the operation of an organization’. Lucey
(1991) provided a more comprehensive definition; ‘A database is a file of data arranged in such a
manner that it may serve as a number of supplications without its structure being dictated by
anyone of those application, the concept being that programs are written round the database

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rather than files being structured to meet the needs of a particular program.’ The students’ result
alert system is a software that will be designed with a central database that will overcome all the
above listed problems.

In fact, all the literature turned to appears to support the fact that a database is a body of
structured data with the structure of data being self-sufficient of any unique application.
Specifying the need of a database, (O’Leary, 1996) explained the following advantages;

a. Data integrity: Many times, older filing system did not have ‘integrity’. That is, update
made in the file in different unit of the department might not be implemented in the file in
another unit of the department. Of course, this can cause serious issues/problems and
conflicts when data is used for crucial decision affecting both department.
b. Security: Users create password to access only the kind of information they are
authorized to know, Thus a lecturer may have access to results of his course but not that
of his other colleagues.
c. Sharing: Information from one department can be readily shared in an organization.
Thus students’ results can be shared to them easily.
d. Fewer files: Excess storage of what is termed “redundancy” is hugely reduced.

To the redundancy enumerated above, according to Vossen (1991), included;

a. Concurrency of data can be achieved.

b. Conflicting needs can be balanced among users.
c. Standard or access protocols can be enforced.
d. Data or program independence can be maintained.

In the days of integrated networks, the database seems to be the most logical methodology for
organizing the operational data of large organizations. One may also well say that these gains
give the database the attractions over the traditional file processing method.

2.5 OVERVIEW OF RESULT PROCESSING SYSTEM

Humans invented result to enable people and organizations to conduct their affairs. Experts have
given many definitions and understanding about students result processing system.

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According to Inventional Standard Organisation (ISO, 1985), ‘result processing system is the act
of analyzing information or an outcome of any experiment, practical examination to have a
meaningful end point or an average grade point at the end.’ It also stated that it is an act of
analyzing information created or received, and make it as evident information or result in
pursuance of legal duty or in the examination scheme. Consequently, result processing served as
a method of generating, collecting, gathering a student’s mark and average grade point from an
internal or external interview or an examination.

Oyewole and Obeta (2002), stated that the methods of processing students result is divided into
three. They are;

a. Manual Method: This is the process of analyzing a data of students’ examination and
continuous assessment by using a physical manual effort such as; pen, pencils, papers,
calculators etc. This method is only suitable when there is no large volume of data and
there is no much significance on specific timeframe for the work to be done. This method
has a very low data security and a lot of time is consumed when processing large volume
of student data.
b. Mechanical Method: This involves the use of mechanical appliances which are not
automatic in the operation such as typewriter and calculator. Therefore this method of
processing uses typewriter to type students’ names and calculator to calculate students’
grade point.
c. Automated Method: This is a computerized method of processing student’s result
without human intervention.

The above terms give a proof that student result processing system, whether manual, mechanical
or automated is the ‘act of analyzing, collecting a student’s examination average total score and
processing it.’

2.6 SMS RESULT ALERT SYSTEM

Gennai et al (2011) stated that ‘avoiding problems such as wrongly sent emails, delivery delays,
failed delivery over lack of internet connection in the office.’ To avoid these problems, a system
which sends information from one end to another without the need for internet connection needs to
be developed. There is a need for a standard working and stable communication system in order

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to be competitive. If SMS is used to send information across to the receiving end, there is every
tendency that it will reach almost everybody. Although it is expensive to send SMS directly, most
of this cost is pure profit for the service providers and phone companies, who can deliver text
messages for almost nothing by piggybacking them on other transmission mode. The use of
SMS gateways can actualize this bill. These are backdoors that transform other types of
communications that are usually less expensive such as e-mail and instant messages, into text
messages.

Nakate (2011) opined that, ‘getting the custom of using mobile phones to get information would
definitely play a crucial role in mobile internet adoption.’ Yahya (2006) explained that the SMS
gateway software provides rock-solid mobile network connectivity. The gateway offers mobile
network connectivity through a GSM modem or GSM phone connected to the computer via data
cable or through the web by using an SMS provider account. To prevent delay, several
application and users are served simultaneously in real-time.’ It can be used to support SMS
delivery to networks, for sending and receiving SMS messages to mobile phones, and error-
reports delivery which will serve as a major part of the students’ academic result alert system.
One needs to register with the SMS gateway provider on line in order to make use of gateway in
sending SMS. SMS can be purchased in cash or on credit is from the provider. If the SMS is paid
for, each sent SMS will cost the same amount irrespective of the destination. If on credit, the cost
is different per SMS, but if the SMS gateway software is purchased, what can be done with the
software is limited since it is a package. Therefore, purchasing the SMS is better off so as to keep
the price in check irrespective of the destination.

There are hardware and software requirements in order to implement an open source freeware E-
mail to SMS alert system for mobile platform. Smith (2014) stated that ‘a major computer is
needed to hold the software, to receive the client’s E-mail to be converted to SMS and to provide
point of contact for the GSM modem.’ Another thing that is required is a GSM modem with
in-built Subscriber Identification Module (SIM) card that works with a GSM wireless network.
A wireless or internet connection is also required to establish connections with either the SMSC
or the GMSC. This is achieved by subscribing to a Wireless carrier.

Olatokun (2006) observed that “Mobile phones have become an inseparable part of everyday life”.
Mobile gadgets have become more attractive mainly because of the availability of e-commerce

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related software and the ease with which one can gain access desired information from anywhere
in the world. The real impulsion for the mobile gadgets started with the arrival of web 2.0
software applications especially the active participation of the user towards the web which has
improved the growth of mobile devices in citadels of learning. Most of the mobile devices used
around us are wireless. Jacobs (2009) observed that “mobile access is the remediation of wireless
internet”. Libraries which play an important part in information dissemination have always tried to
use the opportunities created by technologies to supply innovative services to its users. Starting
from the advent of microprocessors in libraries each technological milestone has created
new and innovative services in the library realms. The latest innovations are the use of mobile
technologies in library services. Pope et al., (2009) noted that ‘a number of path breaking
applications were produced by modern mobile telephony. But among the different software
applications and services, text messaging is still the universal platform used by the masses.’ Till
date, SMS is the oldest and most used facility among the various facilities available within the
mobile communication system. This is basically because it does not require special downloads
as it is already available on all the mobile phones. This will accommodate every student
irrespective of the type of mobile phone they use, hence making this project’s objectives
achievable.

2.7 ACADEMIC PROGRAM EVALUATION

The Polytechnic operates a system of continuous assessment which take into account, a spectrum
of academic activities over the semester including formal examinations. According to Akanu
Ibiam Federal Polytechnic Students’ comprehensive handbook revised edition (2010):

A. Students must attend lecture, laboratory, workshop, training and practical project,
undertaking (where applicable)
B. Except in workshop or laboratory based courses, relative weighing for the entire
Semester are as follows
Examination: 60%
Continuous Assessment: 40%
C. Assessment of Students: Each course must depend on the performance in all course work,
test and examination given in the course. Normally a student shall not be permitted to sit

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 for the semester examination if he/she fails to meet the required point at 75% attendance
(as applicable) level, the student in the Higher National Diploma (HND) and National
Diploma (ND) shall take the prescribe course for four (4) semesters. However, during the
period, National Diploma students shall undertake four (4) months practical training
scheme known as Student’s Industrial Work Experience Scheme (SIWES). On passing
the prescribed examination and successfully completing the program, such student will be
awarded with the appropriate certificate.

2.8 THE MERITS OF COMPUTERIZATION

The Students’ Result Alert System has a lot of advantages over the conventional method. This
involves the following;

• Easy to Use: Student’s result alert system is very easy to use and less time is
spent.
• Less Expensive: The manual method required a lot of expensive materials but an
automated system save financial cost in the long run. This is because there is no
need for the conventional material like pen, paper, calculator and typewriter.
• Easy Access to Record: The computerized system enables a particular record to
be accessed and retrieved by using a key field in the program. This is not the same
with the manual method where a lot of time is wasted or spent in trying to locate a
file jacket in a cabinet before getting ri particular file.
• Deletion: The automated system enable a particular record or result to be deleted
most especially any one that is no longer needed. Example an expelled student’s
record can easily be deleted from the system.
• Security: The computerized or an automated system provide adequate security
using a password and username for the data or result to be save from an authorize
access to record by an eternal body.

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 CHAPTER THREE

3.0 SYSTEM INVESTIGATION AND ANALYSIS

The investigation of this project was based on the following objectives;

 To study the existing method of computing students’ academic results and distributing
them.
 To know the possible problems encountered by students while checking their results.
 To improve accuracy and reduce error in students’ result computation and processing.
 To know the reaction of students over computerizing and enhancing the system using
SMS alert.

3.1 APPLIED METHODS OF INVESTIGATION

The data used for this project were gathered from both primary and secondary sources. The
author applied three methods of fact-finding techniques which are as follows;

a) Questionnaire method
b) Examination of documents

3.1.1 QUESTIONNAIRE METHOD

The result of the questionnaire were received and analyzed via “Google form” using simple
percentages. A total of 980 respondents were received. See the table below showing the data
analyzed from the questionnaire.

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Table 3.1: Responses from Questionnaire

S/N Question Opinion, Number of Respondents and

Percentage
Yes No Undecided Total
1 Are you satisfied with the current way of 200 700 80 980
checking your results online? (20.4%) (71.4%) (8.2%)
2 Are you open to a new method of checking your 752 156 72 980
result other than online? (76.3%) (15.9%) (7.8%)
3 Is the Online result checking method very 401 496 83 980
effective? (40.9%) (50.6%) (8.5%)

4 Do you think a “Result alert system using SMS” 698 200 82 980
will be a better option? (71.2%) (20.4%) (8.4%)
5 Will a result alert system using SMS reduce the 701 103 176 980
cost of checking results? (71.5%) (10.5%) (18%)
6 Will a result alert system using SMS reduce the 798 100 82 980
rate at which students falsify their results before (81.4%) (10.2%) (8.4%)
presenting to their parents/sponsors?
7 Do you think a result alert system using SMS 796 103 81 980
will compete favourably and even replace result (81.2%) (10.5%) (8.3)
checking online?
Table 3.1 : Responses from questionnaire presented in percentages

3.1.2 EXAMINATION OF DOCUMENTS

The author collected data by examining the existing system’s records like; Students’ course
registration form, Lecturer’s course allocation schedule, Result score sheets.

Student’s Course Registration Form: This is a document used by students to register courses
offered in the semester. Carry over courses may be included.

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Lecturer’s Course Allocation Schedule: This is a document that is arranged and endorsed by
the Head of Department (HOD).

Result Score Sheets: A document that contains names and registration numbers of every student
in the department. It is used to document and compute the scores of each student in different
courses. A comprehensive score sheet is a broad score sheet that contains the complete results
and Cumulative Grade Point Average (CGPA) of every student in all courses offered.

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 3.2 ORGANIZATIONAL CHART

H. O. D

Academic Staff Non Academic Staff

Lecturers

Instructors and Technologists

Higher Executive Officers Admin Officers Secretary

Asst Executive Officers

Laboratory Assistants Clerical officers/Messengers

Fig 3.1 Organizational Chart of computer science department, AIFPU

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3.2.1 FUNCTIONS OF PERSONNEL

The different sections in the department of Computer Science AIFPU perform the various
functions as outlined below;

I. The Head of Department (HOD): This individual is the head of department, and is elected
by the departmental board. She/he performs the following functions;
a. Sees to the smooth running of the department
b. Oversees the activities in the department and reports to the Deputy Rector
Academics.
c. Presides over any meeting held by the departmental board.
d. Endorsees all departmental results after approval by the departmental board
II. Secretary: This post is usually held by a senior confidential personnel of the non-
academic department and has the following functions to perform;
a. Prepares notices for meetings.
b. Computes and forwards memo to the various units of the department.
c. Receives information from both inside and outside the department.
d. Compute and type results of students.
III. Other Departmental Representatives: The other representatives in the department
constitute the Lecturers, Technologists, Admin Officers etc. They perform the following
functions;
a. The Lecturers tutor/teach the students, set the students’ examination questions
and score them accordingly. The lecturers compute their individual results and
forward them to the HOD through the Secretary.
b. The Technologists assist the lecturers in carrying out practical classes in
practical-based courses.
c. They report any misconduct to the head of department.
d. Give active support to the growth and development of the department.
e. Ensure proper maintenance of departmental equipment and properties.

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3.3 ANALYSIS OF THE CURRENT SYSTEM

AIFPU now present students’ examination results on the school website. When results are made
available on the site, students have to log in to the system by providing a valid username and
password before they can see their result. This ensures the protection of examination results from
unauthorized users. Although websites are accessible and provide options like saving and
printing, these importance could easily be inaccessible if a user does not have access to the
internet as the student must visit the website to know that the examination results have been
uploaded. While websites appear to be a very good option in countries where internet is readily
available and affordable, its impact can be less felt and it can be quite inconvenient and expensive in
countries like Nigeria with epileptic internet access. In such places, students will have to visit paid
cyber cafes to check their grades.

3.3.1 INPUT TO THE CURRENT SYSTEM

The inputs to the system are Course Registration Form and Score sheets. The Course
Registration Form is used by students to register the courses they will offer in the semester (Both
failed and new courses). The registration is done offline (hard copy) and online (Portal). The
score sheet is used by the course lecturer to record scores of students.

21
Course Registration Form

Fig 3.2 Students’ Course registration form

22
Score Sheet

Fig 3.3 Result Score sheet

23
3.3.2 OUTPUT FROM THE CURRENT SYSTEM

The output from the system is the printed result from the school portal, showing the grades in all
courses offered and Cumulative Grade Point (CGP) of the student.

Student’s Result

Fig 3.4 Student’s Result from School portal

3.4 PROBLEMS OF THE CURRENT SYSTEM

The current structure does not offer any form of security. A student with the knowledge of another
student’s login details can request for that student’s result. It is also somewhat expensive on the side
of the users.

In summary, none of these systems provide any real form of security and are therefore permits
several security issues. Also, some students are fond of altering their results after printing it
thereby presenting falsified results to their parents/sponsors.

3.5 PROPOSAL OF A NEW SYSTEM

Having discussed the mode of input and output of data and the problems associated with the
current system, a Student Result Alert System using SMS is proposed. This will to reduce the
rate of result altering by students and stress they undergo while trying to access their result.

24
 3.6 BENEFITS OF THE NEW SYSTEM

The following are benefits of the proposed system:

i. The proposed system will fast-track the delivering of student’s result in the department of
computer science AIFPU.
ii. This system will help provide a proper and faster way of assessing students’ performance.
iii. Random enquiries on stored data could easily be made
iv. Automatic Processing: Data keyed in will be processed immediately without wasting
much time. Hence, output is generated as well.
v. The proposed system will promote data security and continuity as records are kept
virtually which is one of the virtues of the new structure.

3.7 HIGH LEVEL MODEL DIAGRAM OF THE NEW SYSTEM

Result Alert System

Admin Lecturer Student

Records students’ score via Registers course

User Account Management

Course Reg Form

Score Form

Views
Sends Result

SMS Panel Result

25
 CHAPTER FOUR

4.0 SYSTEM DESIGN

In order to achieve an effective Students’ Academic Result Alert System, Object Oriented
Analysis and Design Methodology (OOADM) was used. This is due to the fact that OOADM is
an generally accepted software engineering model used in result oriented and object oriented
analysis and design. It is also aimed at providing a specification that will facilitate the
completion and implementation of the new system.

4.1 FACTORS TO BE CONSIDERED DURING DESIGN

There are so many vital factors that are to be considered during designing of the proposed
system. The author had the following objectives in mind;

i. Reduce overhead cost: This can be achieved by using a system that will completely
eradicate continues purchase of materials.
ii. Speed up students’ result computation: By using a computerized computational
technique in the Students’ Academic Result Alert system.
iii. Eliminate loss of students’ result: This can be achieved by storing it in a reliable
database.
iv. Send students’ academic results: This can be achieved by using as SMS API to send
the results to their phones via SMS as soon as they are computed.

4.2 SCOPE OF THE DESIGN

This design is mainly dissemination of student’s academic result via SMS for Computer Science
Department of Akanu Ibiam Federal Polytechnic, Unwana, Afikpo. Its scope includes;

i. Computation of students’ result, and

ii. Sending of results to students and their parents/sponsors via SMS

26
4.3 SYSTEM BLOCK DIAGRAM

The system block diagram is a diagrammatic representation of the proposed system.

Result Alert System

Admin Lecturer Student

Records students’ score via Registers course

User Account Management

Course Reg Form

Score Form

Views
Sends Result

SMS Panel Result

Fig 4.1 System Block Diagram of the Result Alert System

27
4.4 OUTPUT DESIGN

The output presents the results of the students. The results of the students will be sent to them
and their sponsors via SMS. Below is the output design of the new system.

RESULT ALERT

Dear **********, Kindly find your Semester Result Below;

*********
*********
*********
*********
CGPA: ****

Fig 4.2 Output Design for Result Alert System

4.5 INPUT DESIGN

LOGIN PAGE

LOGIN
LOGIN
Username LOGIN
Password

Login Cancel

Fig 4.3 Login Page design

28
RESULT SCORE SHEET

Score Sheet
Score Sheet

Reg Number Test Score Practical Score Exam Score

************
************
************
************
************
************
************

SUBMIT CANCEL

Fig 4.4 Result Score Sheet page design

COURSE REGISTRATION

Course Registration

Level Semester

CodeCredit Unit
*****
*****Total Course***
***** Total Credit ***

Submit RESET CANCEL

Fig 4.5 Course Registration Form Page design

29
4.6 PROGRAM DESIGN

The program structure has the following modules;

1. MAIN MODULE: This is the main program where all other programs are initiated.
2. LOGIN MODULE: This module provides an interface for login process. This is where
various users will login and perform different actions.
3. ADMIN MODULE: This is the area where the HoD can assign courses to lecturers, add
students and send SMS.
4. LECTURERS’ MODULE: This provides an interface for the lecturers to input students’
scores.
5. STUDENTS’ MODULE: This module provides an interface where students register their
courses and view their results.

The advantages of this are, but not limited to:

a) Ease of program implementation

b) Ease of program maintenance
c) Ease of program debugging
d) Each module can be tested independent of the others
e) The technique is solving a problem by solving the parts, one by one
f) The author adopted this method for its overriding advantages in combination with Object
Oriented Design (OOD) methodology.

The diagrams below show the various modules of the Result Alert System Using SMS using
Flow Chart.

30
4.6.1 MAIN MODULE

Start

Display Welcome page

Display Main Menu

Admin
Lecturer
Student

Yes
Is selection Admin A
Admin?

No

Yes
Is selection
Lecturer B
Lecturer?

No

Yes
Is selection Student
Student? C

No

Fig 4.6 Flowchart of main module

31
4.6.2 ADMIN MODULE

Input Valid Username and Password

No
Is Password Valid?

Yes

Display Admin Menu

Register/delete user
Send result notification

Yes
Is Choice Register/delete user?
Register/Delete User

No

Yes
Is Choice Send result Notification?
Send Result Notification

No
Return
Fig 4.7 Admin Module flowchart

32
4.6.3 LECTURER MODULE

Input Valid Username and Password

No
Is Login Valid?

Yes

Display Menu
Edit Profile
Upload Students’ Score

Yes
Is Choice
Edit Profile? Edit Profile

No

Yes
Upload students’ scores?
Upload Students’ Scores

No
Fig 4.8 Lecturer Module flowchart Return

33
4.6.4 STUDENT MODULE

Input Valid Username and Password

No
Is Login Valid?

Yes

Display Menu
Edit Profile
Register Courses

Yes
Is Choice
Edit Profile?
Edit Profile

No

Is Choice
Yes
Register Courses? Register Courses

No
Return
Fig 4.9 Student Module flowchart

34
4.6.5 SEND RESULT MODULE

Start

Enter Valid Login

No
Is Login Correct

Yes

Display Result Notification page

Compose Message

Enter Phone Number

Send Message

No

Sent to all Students?

Yes

Close Data Base

Fig 4.10 Send Result Module flowchart

Return

35
4.7 DATABASE DESIGN

The database was designed using MYSQL to show required tables and their associated fields
needed in developing the Result Alert system. Below are the tables with their respective fields,
character types and description;
STUDENT’S TABLE

This contains personal/bio details of the students. More like the students’ physical files in the
office.

S/N Field Length Character Type Field Description

1 Reg_No 18 Alphanumeric Stores student’s Reg number
2 First_Name 20 Text Stores student’s first name
3 Middle_Name 20 Text Stores student’s middle name
4 Last_Name 20 Text Stores student’s last name
5 Date_of_Birth 11 Date Stores student’s date of birth
6 Address 50 Alphanumeric Stores student’s residential address
7 State_of_Origin 15 Text Stores student’s State of Origin
8 LGA 20 Text Stores student’s Local Government
of Origin
9 Phone_Number 11 Numeric Stores student’s phone number
10 Email_Address 30 Alphanumeric Stores student’s email address
11 Sponsor 30 Text Store’s student’s parent/sponsor’s
name
12 Sponsor_Phone 11 Numeric Store’s student’s parent/sponsor’s
Phone number
13 Level 4 Alphanumeric Stores student’s level
14 GP 5 Real Stores student’s Grade Point
15 Password 8 Alphanumeric Stores student’s Password
16 Passport Image Stores student’s passport image
17 Credit_Load 3 Numeric Stores the total credit load of the
student
Table 4.1 Student’s Information table

36
LECTURER’S TABLE: This table contains staff details, their bio data and login details.

S/N Field Length Character Type Field description

1 Staff_ID 8 Alphanumeric Stores Lecturer’s Staff ID
2 First_Name 20 Text Stores Lecturer’s first name
3 Middle_name 20 Text Stores lecturer’s middle name
4 Last_Name 20 Text Stores Lecturer’s Last name
5 Email 20 Alphanumeric Stores lecturer’s Email address
6 Password 8 Alphanumeric Stores Lecturer’s Password
7 Phone 11 Numeric Stores Lecturer’s phone number
Table 4.2 Lecturer’s Information Table

COURSE TABLE: Contains information about courses offered, lecturer handling each course
and students offering each course.

S/N Field Length Character Type Field Description

1 Code 7 Alphanumeric Stores the course code
2 Title 60 Text Stores the title of the course
3 Credit_Unit 1 Numeric Stores the credit unit of the course
4 Lecturer_ID 8 Alphanumeric Stores the ID of the Lecturer taking
the course
5 Number_of_students 3 Numeric Stores the number of students
offering the course
Table 4.3 Course Information Table

RESULT TABLE: This table contains student’s result.

S/N Field Length Character Type Field Description

1 Code 7 Alphanumeric Stores the course code
2 Reg_No 18 Alphanumeric Stores student’s registration number
3 Grade 2 Text Stores student’s grade
Table 4.4 Result Information Table

37
4.8 USE CASE DIAGRAM

Below is the Use Case Diagram of the proposed system;

Register Courses <<includes>>

Login

View Result

Update Account

Student <<includes>>

Record Result

Send SMS

Manage User Account

Add, Edit, Delete Admin

Lecturer

Fig 4.11 Use Case Model of Result Alert System

38
 4.9 ACTIVITY DIAGRAM

Below are the activity diagrams of the Result Alert System using SMS, from the Admin,
Lecturer and Student’s sides.

4.9.1 ADMIN

Login

Manage Student Manage Lecturers Send Result Manage Courses Receive feedback

By SMS

Logout

Fig 4.12 Activity Diagram at Admin side

39
 4.9.2 LECTURER

Login

Update Account Update Result Record Result Manage Courses Receive/Send feedback

Logout

Fig 4.13 Activity Diagram at Lecturer’s side

40
4.9.3 STUDENT

Login

Update Account Course Registration View Result View News Send Feedback

By SMS

Logout

Fig 4.14 Activity Diagram at Student’s side

41
4.10 DATA FLOW DIAGRAM

Below are the Data flow diagrams (DFDs) - Levels 0 and 1, of the Result Alert System using
SMS.

LEVEL-0 DFD: This, also known as “context diagram”, it reveals the data system as an entity
with emphasis on how it interacts with other external entities.

ADMIN LECTURER

Manages Result Record Results

Manage Students’ Info Update Results
Manage Lecturer’s Info Update account
Update, View
RESULT ALERT SYSTEM

Login
Update Account
Register Courses
Send SMS View Result

STUDENT

Fig 4.15 Data Flow Diagram of Level-0

42
LEVEL-1 DFD: This diagram disintegrates the main processes into smaller processes that can
then be understood, analyzed and upgraded. It is more detailed than the Level-0 DFD.

1.0
Registration

STUDENT Register

1.1
Login

Login

LECTURER
1.2
Receives Records Result
Result

Sends

1.3
ADMIN Users
Manage users

Fig 4.16 Data Flow Diagram Level-1

4.11 CHOICE OF PROGRAMMING LANGUAGE

The programming languages used to implement this project is PHP (Hypertext Preprocessor),
and MYSQL was used for the implementation of the database. PHP is a general purpose server
side scripting computer programming language. It was originally designed for web development
to produce dynamic web pages. PHP can be used in stand-alone graphical applications and has
also evolved to include a command line interface capability.

Below are the reasons PHP is a preferred implementation language for this project:

43
i. PHP is compatible across various operating systems as it can run on both windows and
UNIX.

ii. PHP has powerful output buffering that further improves over the output flow. PHP
internally rearranges the buffer so that the content comes after the header.

iii. PHP is independent of any platform: Compatibility issues do not arise when code written
in PHP is ported to a different platform because it is parsed by the web browser.

iv. PHP can be used with a vast number of relational database management systems. It is
available to many different operating systems and runs on all of the most popular web servers.

44
 CHAPTER FIVE

SYSTEM IMPLEMENTATION, DOCUMENTATION, TESTING AND EVALUATION

5.1 SYSTEM IMPLEMENTATION

The author used PHP, HTML, CSS and JavaScript to implement this project. XAMPP server
version 2 was used as a local host to test the software. Bulksmsnigeria.com API was used to
implement the SMS distribution.

5.1.1 MAIN MENU IMPLEMENTATION

The implementation of the main menu was done using HTML. CSS and Java Script were used to
add style and colour.

Fig 5.1 Main Menu Implementation

45
5.1.2 INPUT FORM IMPLEMENTATION

In designing the program input, the forms were designed in such a way as to make it easy for the
user to use.

I. Admin Login Menu: This is where Admin of the system (in this case, the HoD or
any other assigned staff) inputs his/her login details
II. User Login: This is where other users input their login details
III. Add Score: This is where the lecturer of each course input their respective students’
scores
IV. Student Registration Form: Used to register students into the system.

Fig 5.2 Student login

46
Fig 5.3 Admin login

Fig 5.4 Add student’s score/Grade

47
Fig 5.5 Add Course

Fig 5.6 Register new student

48
 Fig 5.7 Add new Lecturer

5.1.3 OUTPUT IMPLEMENTATION

The reliability and acceptance of a system is determined by its output. For this project, the output
design is simple and shown below;

Fig 5.8 Output

49
5.2 SYSTEM REQUIREMENT

Below are the basic hardware components and software resources that are needed for efficient
use of the new system.

5.2.1 HARDWARE REQUIREMENT

The hardware requirements for the implementation of the new system are;

 Dual core processor of 2.0 GHz

 A minimum of 2GB RAM
 A minimum of 250GB of hard disk

5.2.2 SOFTWARE REQUIREMENT

The following software has to be installed on the computer system for effective implementation
of the new system;

 Windows 7 Operating System (OS) and above

 Opera Mini Web browser or any other
 XAMPP server Version 3.2.4 (for local hosting)

5.2.3 OTHER REQUIREMENT

Other requirements for effective usage include;

 Internet access ( To connect to SMS API)

 Backup power supply

5.3 SYSTEM TESTING

Each of these system modules was tested with some dummy data. After each stage of debugging,
the module was integrated into the main system.

After unit testing, integrated testing was also performed to make sure the program is running
without error. Database testing was also done to check for connectivity and storage. The test
started with the design stage, when efforts were ensured that the correct data representation was
made. Tables were checked, queries and procedures were written.

50
5.4 CHANGE OVER PROCEDURE

There are approaches to change over (installation); direct, parallel, pilot and phased change over.
The approached used depends on the organization and the system’s scope and complexity.

5.4.1 DIRECT CHANGE OVER

The entire system is replaced at once. The old system is shut down as soon as the new system is
powered up.

5.4.2 PARALLEL CHANGE OVER

Here, the new system runs in concert with the old one over a given period of time. It is the most
popular mainly because it results to the lowest risk.

5.4.3 PILOT CHANGE OVER

Here, a test site is developed and the new system is tried out before launching it on the main site.

5.4.4 PHASED CHANGE OVER

It is an increment approach where a new structure is brought by modules. Different modules of

the new system are used in conjunction with that of the old system until the whole system is
installed.

5.5 SYSTEM EVALUATION

Evaluation of a software system with the proposed users of the application has the potential of
exposing errors that may not be noticed by experts during the system design process. The
Student’s Academic Result Alert System using SMS was evaluated with the proposed users.
Three different tasks were selected for the evaluation process, and the results as presented as
explained below;

5.5.1 TASK COMPLETION RATE

The task completion rate of the new system was very high. The figure below shows the task
completion rate among the users who took part in the evaluation process. 98% of the participants
were able to finish the three tasks. The author observed that navigating from one task to the other
was not difficult. 50% of the users were not regular users of the web or computer. 2% of the
participants failed to finish at least one task out of the three tasks presented. The interfaces were
not difficult to understand and navigating from one screen/page to another was also not difficult.
The participants perceived the user interactions and interfaces as being easy to perform.

51
 Fig 5.9 Rate of Task Completion

The result shows that the users were able to use the Students’ Academic Result Alert system
using SMS easily and were able to finish the tasks selected for evaluation. The user interfaces of
the application are easy to understand. Those who could not complete all tasks revealed that it
was not because of its difficulty but because they were not fast in entering data as well as in
navigating the screen. They opened up that they did not find the interactions too difficult; rather,
the user interface was very understandable.

5.5.2 TASK COMPLETION TIME

The participants finished each task during the evaluation under considerable time. The task
completion time is shown in table 5.1 below. The first task (Student registration) recorded a
mean time of 50.36 seconds and standard deviation of 9.25. This shows there was no much
difference in the level of learning and understanding of the system and user interfaces among
participants. In the second task (Recording student’s score), participants recorded a mean time of
44.05 seconds and a standard deviation of 7.95. The third task (Send Student’s result) recorded a
mean time of 45.15 seconds and a standard deviation of 8.24. The results also reveal that the
jobs/tasks were not difficult to carry out. The standard deviation shows very close completion
time among all the participants in the evaluation process; i.e learning the user interface and
interactions were uniform. These participants were not given any prior or special training before
the test. A little introduction was enough to enable the users interact with the system owing to the
simplicity of the application software.

Task (n=20) Mean time (Seconds) Standard Deviation

Register a new student (task 1) 50.36 9.25
Record a student’s score (task 2) 44.05 7.95
Send Student’s result (task 3) 45.15 8.24
Table 5.1 Time of Task Completion

5.5.3 TASK COMPLETION ERROR

The task performance was highly impressive among all participants of the evaluation process. A
higher percentage of the participants completed the task without encountering any difficulty and
didn’t need help to do so. This was due to the fact that the user interfaces and interactions were

52
easy to use and understand. The percentage of the participants who encountered errors as they
perform each task was very minimal. The figure below shows the performance errors in each
task carried out. 90% of the participants completed the first task without experiencing any
challenge. 10% of the participants encountered at least a single error as they performed the first
task. 85% of the participants completed task 2 and 89% of the participants completed task 3
without committing any error or having any difficulty. 15% and 11% performed and completed
task 2 and 3 respectively with at least one error.

The result obtained indicates the ease of use and highly interactive nature of the system. The user
interfaces are simple, user friendly and the presentation are also very easy to understand.

Fig 5.10 Error in Task Completion

A post test interview was carried out and it revealed that the participants were positive about
using the Students’ Academic Result Alert System using SMS in order to get their results
quickly without hassles or delay. They also feel that the interactions/task is simple and easy to
perform. The elements of the user interface (fields) and activities were easy to comprehend
therefore; they will not encounter problems/challenges when using the system.

5.6 SYSTEM MAINTENANCE

There is a need for proper system maintenance. The maintenance functions to be carried out are:

 Updating the new system

 Correcting abnormalities found during the running of the program

The maintenance routine to be carried out involves monitoring the system to see if there would
be a shift from the targeted objectives.

53
 CHAPTER SIX

SUMMARY, CONCLUSION AND RECOMMENDATION

6.1 SUMMARY

This project is an innovative approach to create a platform/system for easy delivering of student’s
Academic results and grades via SMS. It presents a platform for measuring the performance of
the students for academic standard and quality; as well as, providing tools for backup and
recovery, query optimization, security management, concurrency control, and change
management.

The number of mobile phone users is daily on the increase, and mobile phones complete our clothing
today. The fact that landline phones, fixed wireless phones etc..., are all capable of sending and
receiving SMS also makes it a viable/feasible option.

Also, most sponsors, parents or guardians who do not know how to use computer and are not
familiar with the use of the web, will be more comfortable with sending and receiving SMS. This
way, results can be sent to them directly from the school.

6.2 CONCLUSION

This project has given the author a great satisfaction, having succeeded in designing a system that
created a platform for;

1) Easy delivery of student’s academic results and grade via SMS.

2) Assessment and performance of students for academic quality and standard.
3) Helping users of the database manage the database environment.

6.3 RECOMMENDATION

This project work is of great importance in all institutions of higher learning, especially in
this modern age where mobile phones and internet are indispensible. Students with valid
authorization would be able to receive timely alert on any latest notifications such as exam

54
result, fees details, exam time table syllabus etc., without travelling down to the school to
seek for information, which will help students save cost on transportation.

The issue of security could also be looked into with a view to upgrading it so that users
would have greater peace of mind, having the knowledge that their data would not easily be
compromised.

55
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