A PROJECT PROPOSAL

ON

DESIGN AND IMPLEMENTATION OF A WEB-BASED STUDENT

INFORMATION MANAGEMENT SYSTEM:CASE-STUDY OF THE

POLYTECHNIC, ILE IFE

BY

MORAWO, Aderonke Mercy

H/22/CS/0054

SUPERVISOR: MR. J.O OLOMOLA

SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE, THE

POLYTECHNIC, ILE IFE, OSUN STATE, NIGERIA.

MARCH, 2024.

1
1.1 INTRODUCTION

2 With the continuous

progression of schools,
colleges and universities
throughout the
3 globe, the information of
students have doubled and
redoubled. The colleges
and
4 universities are faced with
large number of
information, and it
became tedious to
5 manage this information
manually (TANG Yu-fang,
2
 2019). Using the paper-
based
6 system to manage these
information becomes
difficult as information
may be
7 redundant, inaccurate,
inefficient, inconsistent,
difficult to access, and
insecure. So, for
8 an efficient and error-free
management of this
information, a student
information

3
9 management system is
developed.
10 The concept of database
model was adopted to
enhance the efficient record-
keeping of
11 students’ information in
the universities in an
organized format. However,
information
12 stored in the database
will have some
breakthroughs which
include; reduced data

4
13 redundancy and updating
errors (inaccuracies),
increased data consistency
and data
14 integrity, facilitates easy
access to information, and
improved data security.
The
15 system is helpful for
students, lecturers, and
college authorities. SIS
can also be
16 broken down into a
Student Information

5
 Management System
(SIMS), Student
17 Management System
(SMS), or Student Records
System (SRS) and all are
created to
18 help keep records digitally.
19 The main principle
behind the need of a
student information system
is easy
20 management of the
college activities. The
system helps to explore all
the activities
6
21 happening inside the
college. It can handle the
details of students,
lecturers, class
22 details, course details
and fee details. Student
Information System
provides
231 | P a g e
24 capabilities for enrolling
students; registering students
in courses; documenting
grades
25 and transcripts, computing
results of student test and
7
 other assessment scores;
building
26 student schedules;
tracking student
attendance; and managing
many other student
27 related data needs in a
school (Gagliordi, 2014).
28 In 2020, Luke wrote; “The
system (SIS) is being
developed for a college to
manage
29 and facilitate easy access
to information. For this, the

8
 users need to be registered
with
30 the system after which they
can access or modify data as
per the permissions are given
31 to them. The SIS system is
able to collect school-wide
data online so that it can be
32 easily accessed by
lecturers, students, and
administrators. Essentially,
a student
33 information system allows
the school to make data

9
 points for lots of areas in one
place
34 so that it's easy to keep
track of progress and
performance. The Student
Information
35 System is there to create a
self-service solution for
students to get their
administrative
36 tasks done in one place.
Equally, it can support
department and staff by
helping to

10
37 simplify and integrate
work processes. The ability
to standardize data formats
between
38 divisions means a more
unified and clear data readout
at a glance, ultimately saving
39 time. When it comes to
student records, a SIS offers
high efficiency as all of the
data
40 is automatically organized
and stored for easy access
whenever it is needed. Since
the
11
41 platform is cloud-based, it
can be reconfigured as
needed to make sure it grows
with
42 an institution. Most SIS
offer open interfaces and
integration with other
campus
43 applications and database
systems, making for ease of
use”.
44 1.2 STATEMENT OF
PROBLEM
45 The problem faced by the
Computer Science
12
 department, Federal
University Otuoke is
46 during assignment and
course form submission. The
paper-based system is still in
use
472 | P a g e
48 by the department and
it is inefficient to manage
the aforementioned
identified
49 deficiencies. However, it
is difficult for lecturers
to get the needed
information
13
50 instantly about any student,
therefore delaying the
decision making process that
is
51 based on the information
needed.
52 After the course
registration, students have to
print out their course
registration form
53 and submit it to the
departmental head office. The
HOD secretary will now
collect it

14
54 from the students and file
it so that he/she can easily
retrieve it when needed.
Keeping
55 record of these assignment
books and course form
documents in a manual way
will
56 always be time-consuming
and will occupy space in the
lecturer’s office.
57 The problems encountered
using the manual methods
include:

15
58 i. Fire outbreak might
occur and damage the
students’ records, leading to
59 great loss of information.
60 ii. Susceptible to
unauthorized access to
records, whereby records
could
61 be missing or altered,
leading to a breach of
information security.
62 iii. Keeping track of
student’s record becomes
more difficult task as files

16
63 keeps growing every day;
which may result in a lot of
redundant data.
64 iv. Difficulty in accessing
students’ records, especially
those that has been
65 recorded years back.
66 1.3 AIM AND
OBJECTIVES OF THE
STUDY
67 The aim of this research
work is to design and
implement student
information system that

17
68 will computerize the
manual process of keeping
and managing the students’
record.
69 The objectives are:
703 | P a g e
71 1. To build a non-relational
database management system
using MongoDB which
72 will store students’
information in document-
oriented structure.
73 2. To design the user-
interface of the proposed

18
 system using frontend
technologies
74 such as HTML (for
creating the web pages), CSS
(for styling the web pages),
75 JAVASCRIPT (for
interactive web pages),
and BOOSTRAP (for
responsive
76 web pages).
77 3. To write some business
logics for the application
using Python Programming
78 Language.

19
79 4. To build a Flask WSGI
server running on local host
127.0.0.1 port 5000.
80 5. To generate a system
design using UML (Unified
Modeling Language)
81 1.4 SIGNIFICANCE OF
THE STUDY
82 This work critically
explores the possible ways of
making clear of the mystery
behind
83 database and related
technologies, web hosting

20
 services, protocols and of
course design
84 and encourages young
programmers to join the
race without feeling interims
to their
85 counterparts in the
developed parts of the world.
Without shifting this focus to
website
86 design, in general, this
project aims to enhance
efficiency and at the same
time maintain

21
87 information accurateness.
The studies will go a long
way to minimizing the time
wastage,
88 inefficient use of statistical
data, manual errors, and
duplication of efforts by both
staff
89 and academic personnel.
It will also enhance
efficient query, ensure the
security of
90 records and assist the
college in coping with the

22
 daily work based. The
internet with all
91 its functionality has indeed
changed the way people live
and interact politically,
socially,
924 | P a g e
93 economically and
otherwise the internet as
with database combines
audio, video, and
94 texture contents while
eliminating time and space of
traditional media.

23
95 The study provides
solutions to practical
problems using knowledge
gained from the
96 particular class of software
engineering, system analysis,
project management,
databases
97 and web design in my
undergraduate studies in
computer science and
informatics. The
98 implementation of the
management system will help

24
 manage institutional
resources in an
99 efficient, effective and
accountable manner.
100 1.5 SCOPE OF THE
PROJECT
101 A research of this scale has
voluminous areas of coverage
but the researcher focuses on
102 the online assignment and
course form submission only,
which is limited to Computer
103 Science department,
Federal University Otuoke.

25
 The system will allow
the data
104 manipulation features like;
creation, retrieval, updating,
and deletion of students’
records.
105 Actors on the system;
106 i. Administrator: The
admin has full control of
the system. He/she can
add
107 student, view all the
registered students in the
department, update student

26
108 records, and delete a
student if the student is
no more a member of
the
109 department. The admin
controls what the lecturers
and students see on their
110 own interface. Information
of any particular student can
be obtained by just
111 entering the roll number
or name of the student
to be searched. A simple

27
112 dashboard is provided in
the admin panel for easy
management of the system.
113 The privilege to
manipulate the student data is
given to the Admin only.
The
114 5 | P a g e
115 admin can also give special
permission to lecturers to
manage the students’
116 assignment and course
form records.

28
117 ii. Lecturer: The lecturer
will be able to record every
student’s assignment in the
118 system based on the
permission given to them by
the admin. This is to ensure
119 proper decision-making
and report generation
about every students in
the
120 future. The lecturer has the
right to upload the grade
about the assignment so
121 that students can view and
know their performance.
29
122 iii. Student: Students can
view/update their personal
details such as their name,
123 date of birth, level,
courses, and gender.
Students can also
download an
124 assignment uploaded by
the lecturer, solve it, and
then upload it back to the
125 system so that the lecturer
can download, grade, and
record.
126 1.6 DEFINITION OF
TERMS
30
127 SIS: Student
Information System is a
web-based application that
can be accessed
128 throughout the institution
or a specified college.
129 Intranet: This is a network
that is local to an
organization. It provides
quick access to
130 organizational data for
authorized users belonging to
the organization.
131 Database: This is an
organized collection of stored
31
 data, usually organized in
tables or
132 files in a computer system.
133 Management: The use of
limited resources combined
with planning,
coordinating,
134 leading, controlling, and
execution skills to achieve a
predetermined specific goals.
135 6 | P a g e
KEYWORD; user interface(UI), Database management, Data Security, Integration, Reporting

and Analytic.

CITATION; Abuka (may, 2019), Naga, et al, 2019, Ngawang, et al,(2016), Kamal Acharya,

(December 2023), Gagliordi, (2014), Luke (2020)

The ”Student Information Management System” is prepared or operates to maintain the records

of student in school as well as in college. Student Information Management System deals with

the all the activities done by computers such as registration admission process online , and staff
32
and class management etc all these process are handled by the computer management system.

The student record can be maintained online for the distance accessible to the entire student and

their parents. Without the student management system managing and maintaining the details

student is tedious job for any institution. Student information system will store all the detailed of

the students including their background information, educational qualifications, Personal details

and all the information related to their resume. (Kamal Acharya, December 2023). With the

continuous progression of schools, colleges and universities throughout the globe, the

information of students have doubled and redoubled. The colleges and universities are faced

with large number of information, and it became tedious to manage this information

manually . Using the paper-based system to manage these information becomes difficult

as information may be redundant, inaccurate, inefficient, inconsistent, difficult to access, and

insecure. So, for an efficient and error-free management of this information, a student

information management system is developed. The concept of database model was adopted to

enhance the efficient record-keeping of students’ information in the universities in an organized

format. However, information stored in the database will have some breakthroughs which

include; reduced data redundancy and updating errors (inaccuracies), increased data

consistency and data integrity, facilitates easy access to information, and improved data

security. The system is helpful for students, lecturers, and college authorities. SIS

can also be broken down into a Student Information Management System (SIMS),

Student Management System (SMS), or Student Records System (SRS) and all are created to

help keep records digitally. The main principle behind the need of a student

information system is easy management of the college activities. The system helps to

explore all the activities happening inside the college. It can handle the details of students,

33
lecturers, class details, course details and fee details. Student Information System

provides capabilities for enrolling students; registering students in courses; documenting grades

and transcripts, computing results of student test and other assessment scores; building student

schedules; tracking student attendance; and managing many other student related data

needs in a school (Gagliordi, 2014).In 2020, Luke wrote; “The system (SIS) is being developed

for a college to manage and facilitate easy access to information. For this, the users need to be

registered with the system after which they can access or modify data as per the permissions are

given to them. The SIS system is able to collect school-wide data online so that it can be easily

accessed by lecturers, students, and administrators. Essentially, a student information

system allows the school to make data points for lots of areas in one place so that it's easy to

keep track of progress and performance.

Using The Polytechnic, Ile Ife as a case study, the project has the intention of creating a website

that could process students information system to The Polytechnic, Ile Ife . The main principle

behind the need of a student information system is easy management of the college

activities. The system helps to explore all the activities happening inside the college. It can

handle the details of students, lecturers, class details, course details and fee details.

Student Information System provides capabilities for enrolling students; registering students

in courses; documenting grades; building student schedules; tracking student attendance;

and managing many other student related data needs in a school

1.2 STATEMENT OF PROBLEM

The problem faced by the Computer Science department, The Polytechnic, Ile Ife is during

assignment, course form submission and collation of student’s results . The paper-based system

is still in use by the department and it is inefficient to manage the aforementioned

34
identified deficiencies. However, it is difficult for lecturers to get the needed

information instantly about any student, therefore delaying the decision making process that

is based on the information needed. After the course registration, students have to print out their

course registration form and submit it to the departmental head office. The HOD secretary will

now collect it from the students and file it so that he/she can easily retrieve it when needed.

Keeping record of these assignment books and course form documents in a manual way will

always be time-consuming and will occupy space in the lecturer’s office. The problems

encountered using the manual methods include:

i. Fire outbreak might occur and damage the students’ records, leading to great loss of

information

ii. .ii. Susceptible to unauthorized access to records, whereby records could be missing

or altered, leading to a breach of information security.

iii. iii. Keeping track of student’s record becomes more difficult task as files keeps

growing every day; which may result in a lot of redundant data.

iv. iv. Difficulty in accessing students’ records, especially those that has been recorded

years back.

1.3 AIM AND OBJECTIVES OF THE STUDY

The aim of this research work is to design and implement student information system that will

computerize the manual process of keeping and managing the students’ record. The objectives

are:

1. To build a relational database management system using MYSQL which will store students’

information in document-oriented structure.

35
2. To design the user-interface of the proposed system using frontend technologies such as

HTML (for creating the web pages), CSS (for styling the web pages), JAVASCRIPT (for

interactive web pages), and BOOSTRAP (for responsive web pages).

3. To write some business logics for the application using Python Programming Language.

4. To build a Flask WSGI server running on local host 127.0.0.1 port 5000.5. To generate a

system design using UML (Unified Modeling Language)

1.4 SIGNIFICANCE OF THE STUDY

This work critically explores the possible ways of making clear of the mystery behind database

and related technologies, web hosting services, protocols and of course design and encourages

young programmers to join the race without feeling interims to their counterparts in the

developed parts of the world. Without shifting this focus to website design, in general, this

project aims to enhance efficiency and at the same time maintain information accurateness. The

studies will go a long way to minimizing the time wastage, inefficient use of statistical data,

manual errors, and duplication of efforts by both staff and academic personnel. It will also

enhance efficient query, ensure the security of records and assist the college in coping with

the daily work based. The internet with all its functionality has indeed changed the way people

live and interact politically, socially, economically and otherwise the internet as with database

combines audio, video, and texture contents while eliminating time and space of traditional

media.The study provides solutions to practical problems using knowledge gained from the

particular class of software engineering, system analysis, project management, databases and

web design in my undergraduate studies in computer science and informatics. The

36
implementation of the management system will help manage institutional resources in an

efficient, effective and accountable manner.

1.5 SCOPE OF THE PROJECT

A research of this scale has voluminous areas of coverage but the researcher focuses on the

online assignment, course form submission and student’s results only, which is limited to

Computer Science department, The Polytechnic, Ile Ife. The system will allow the data

manipulation features like; creation, retrieval, updating, and deletion of students’ records.

Actors on the system;

i. Administrator: The admin has full control of the system. He/she can add student,

view all the registered students in the department, update student records, and delete

a student if the student is no more a member of the department. The admin controls

what the lecturers and students see on their own interface. Information of any particular

student can be obtained by just entering the roll number or name of the student to

be searched. A simple dashboard is provided in the admin panel for easy management of the

system. The privilege to manipulate the student data is given to the Admin only. Admin can

also give special permission to lecturers to manage the students’ assignment and course

form records.

ii. Lecturer: The lecturer will be able to record every student’s assignment in the system based

on the permission given to them by the admin. This is to ensure proper decision-making and

report generation about every students in the future. The lecturer has the right to upload

the grade about the assignment and results so that students can view and know their performance.

37
iii. Student: Students can view/update their personal details such as their name, date of

birth, level, courses, and gender. Students can also download an assignment uploaded

by the lecturer, solve it, and then upload it back to the system so that the lecturer can

download, grade, and record.

1.6 JUSTIFICATION
Considering the benefits of the proposed system, and with the available resources in our control,
it is very possible to develop a student information system to automate such manual processes.

1.7 METHODOLOGY
1. In terms of analyzing the relevant parameters to student information management system,

a thorough assessment of the current existing system will be carried out and the current

existing system will be clearly defined by interviewing some students and lecturers.

2. The system will be designed using flowchart diagram.

3. The system will be implemented using frontend technologies such as HTML (for

creating the web pages), CSS (for styling the web pages), JAVASCRIPT (for

interactive web pages), BOOTSRAP for prebuilt components and styles, and mySQL

to build a relational database management system.

4. The system’s performance will be evaluated based on criteria such as efficiency, fairness

and user satisfaction.

5. The system will run on flask WSGI server running on local host 127.0.0.1 port 5000.5 in

order for the web server to communicate with web applications.

1.7 CONCLUSION

38
Overall, the proposed record management system at The Polytechnic, Ile-Ife has proven to be

efficient and effective in improving the organization and accessibility of student records. With its

user-friendly interface and comprehensive features, it will help streamline administrative tasks

and facilitate the delivery of essential services to students and faculty members. It will not only

improved the school's organizational efficiency but will also provide a secure and accurate way

of storing important information. The system will also enable easier access to student records,

resulting in increased efficiency and productivity among school personnel. In addition, the

system will simplify the registration process, reduce wait times and decrease administrative

workload.

1.8 REFERENCES
1) Abuka (may, 2019). Design and implementation of student information system. Retrieved

from http://www.academia.edu/41948679/Design _and_

implementation_of_a_student_information_system

2) Naga, et al, 2019. Design and implementation of student chatbot using AIML and LSA.

Retrieved from researchgate:

http://www.researchgate.net/publication/341592140_Design_and

_implementation_of_student_chat_bot_using_AIML_and_LSA

3) Ngawang, et al,(2016). Student information system. Retrieved from

scientec:http://scientec.cst.techlearning.com/news/student-information-system1.

4) Odeniyi, O. A., & Adeyanju, A. S. (2020). Assessment of school record management in

secondary schools in Federal Capital Territory. Open Journal of Educational

Development (ISSN: 2734-2050), 1(1), 54–65. https://doi.org/10.52417/ojed.v1i1.63

39
5) Kamal Acharya, December 2023.Student information management system in Tribhuvan

University Retrieved from

http://www.academia.edu/105548226/student_information_management_system

40