PURBANCHAL UNIVERSITY

HIMALAYAN WHITEHOUSE INTERNATIONAL COLLEGE

PUTALISADAK, KATHMANDU

Project Report

On

"Student Database Management System"

By

Dharma Raj Patherkat (11)

Bibek Shah (08)
Ayuscal Sedhai (03)

SUBMITTED TO THE DEPARTMENT OF SCIENCE AND

TECHNOLOGY IN PARTIAL FULFILMENT OF THE
REQUIREMENTS FOR THE DEGREE OF BACHELOR OF
INFORMATION AND TECHNOLOGY

DEPARTMENT OF SCIENCE AND TECHNOLOGY

Kathmandu, Nepal

MAY 2023
 CERTIFICATE OF APPROVAL
The Project entitled “Student Database Management System”, submitted by
Dharma Raj Patherkat, Bibek Shah, and Ayuscal Sedhai in partial fulfillment of the
requirements for the degree of “Bachelor of Information and Technology” has been
accepted as a bonafide record of work carried out by them in the department.

________________________
Supervisor, Jay Raj Joshi
Lecturer
Bachelor of Information and Technology

________________________
Er. Bimal Sharma
Head of Department
Bachelor of Information and Technology

________________________
External
Purbanchal University

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 ABSTRACT
The Student Database Management System (SDBMS) is a software application
developed in C language to efficiently manage student records. It offers various
functionalities such as adding new students, displaying records, entering and
calculating marks, searching, deleting, and editing student information. The program
utilizes file handling to store and retrieve data from external files. The system utilizes
file handling techniques to store and retrieve data from external files, ensuring
persistent storage and easy access to student records. It employs data structures, such
as the student structure, to represent and organize student information in a structured
manner.
The SDBMS offers a range of functionalities to handle various aspects of student
record management, including adding new students, displaying records, entering and
calculating marks, searching for specific records, deleting records, and editing student
information. This whole project is design in C programming language and different
variables and strings have been used for the development of this project. This is a
console application without using any graphics features and it is easy to understand
and to use by users. The design is so simple that users won't find it difficult to use and
navigate.
It enables educational institutions to maintain accurate and up-to-date records of their
students, including personal information and academic performance. The program
ensures data integrity, security, and easy accessibility.
A student management system (software) project is a web-based platform that allows
schools and universities to take student data for improved management and
transparency. This project report for student management system will give you a
broader knowledge of the system description including its’ abstract, proposal,
documentation, and source codes.

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 ACKNOWLEDGEMENT
We are very grateful to our supervisor Jaya Raj Joshi for his constant
encouragement, cooperation and guiding us through this project. We would like to
thank our friends of Bachelor of Information Technology from our batch as well as
the seniors who helped us a lot. The desired success obtained during this project work
wouldn't have been attained without the facilities and other guideline provided by
Head of Department Er. Bimal Sharma.
I extend my heartfelt appreciation to the faculty members of [HWHIC] for their
valuable feedback and suggestions during the development of the SDBMS. Their
input has greatly contributed to the refinement and improvement of the system.
I am also grateful to my colleagues and friends who have provided support,
encouragement, and valuable discussions throughout the development process. Their
insights and perspectives have helped me overcome obstacles and refine the system.
Last but not least, I would like to express my deep appreciation to all the users who
have participated in the testing and evaluation of the SDBMS. Their valuable
feedback and suggestions have played a vital role in identifying areas for
improvement and ensuring the system meets the requirements of the end-users.

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 TABLE OF CONTENT
CERTIFICATE OF APPROVAL..........................................................................................i
ABSTRACT............................................................................................................................ii
ACKNOWLEDGEMENT.....................................................................................................iii
TABLE OF CONTENT.........................................................................................................iv
LIST OF FIGURES...............................................................................................................vi
LIST OF ABBREVIATIONS..............................................................................................vii
CHAPTER ONE.....................................................................................................................1
1.1 Introduction.......................................................................................................................1
1.2 Background of the study....................................................................................................1
1.3 Objectives..........................................................................................................................3
1.4 scope..................................................................................................................................3
CHAPTER TWO: SYSTEM ARCHITECTURE................................................................5
2.1 High-Level Overview: -.......................................................................................................5
2.2 Component: -.....................................................................................................................6
CHAPTER THREE: FUNCTIONALITIES........................................................................7
3.1 Function.............................................................................................................................8
CHAPTER FOUR: METHODOLOGY...............................................................................9
4.1 Algorithm of the Model Steps...........................................................................................9
CHAPTER FIVE: USER INTERFACE SCREENSHOTS...............................................11
5.1 Login Interface.................................................................................................................11
5.1.1 Login Page....................................................................................................................11
5.1.2 Login Interface:...........................................................................................................11
5.2 Main Menu:.....................................................................................................................12
5.3 Add New Student:............................................................................................................12
...............................................................................................................................................12
5.4 Display Student Record:..................................................................................................13
5.5 Enter & Calculate Marks:.................................................................................................13
5.6 Display GPA:.....................................................................................................................14

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5.7 Search Student Record:...................................................................................................14
5.8 Delete Student Record:....................................................................................................15
5.9 Edit Student Record:........................................................................................................15
CHAPTER SIX.....................................................................................................................16
6. Conclusion.........................................................................................................................16
7. Future Enhancement........................................................................................................17
8. References.........................................................................................................................18

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 LIST OF FIGURES

System Architecture Figure…………………….

……………………………………...4
Data Flow Diagram Figure……………………………….…………………….
……...9
Login Interface Figure…………………………….
………………………………….10
Main Menu Figure……………………………………………………………………
11
Add New Students - Admin Input Form Figure………………………………...……
11
Display Student Records Figure……………………………………………….….
….12
Enter and Calculate Marks -Admin Input Form Figure………………………….......12
Display GPA Figure……………………………………………………………….…13
Search Student Record - Admin Input Form Figure……………………………..…..13
Delete Student Record - Admin Input Form Figure…………………………………14
Edit Student Record - Admin Input Form…………………………………………...14

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 LIST OF ABBREVIATIONS
SDBMS: Student Database Management System

GPA: Grade Point Average

UI: User Interface

DBMS: Database Management System

CRUD: Create, Read, Update, Delete

GUI: Graphical User Interface

API: Application Programming Interface

CSV: Comma-Separated Values

PDF: Portable Document Format

SQL: Structured Query Language

IDE: Integrated Development Environment

RAM: Random Access Memory

CPU: Central Processing Unit

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 CHAPTER ONE
1.1 Introduction
The Student Database Management System (SDBMS) is a software application
designed to efficiently manage student records in educational institutions. It provides
a comprehensive solution for storing, organizing, and retrieving student information,
including personal details, academic records, and other relevant data. The SDBMS
aims to streamline administrative tasks and enhance the overall management of
student records.

In educational institutions, maintaining accurate and up-to-date student records is

crucial for effective administration and decision-making. Traditional methods of
record-keeping, such as manual paper-based systems, are prone to errors, time-
consuming, and difficult to manage. With the advancement of technology, the need
for a more efficient and automated system has become evident.

The SDBMS offers a range of functionalities to handle various aspects of student

record management. It provides a secure login interface to ensure authorized access to
the system, protecting sensitive student data from unauthorized users. Administrators
can add new students to the database by entering their program, name, roll number,
address, and phone number. The system utilizes file handling techniques to store and
retrieve data from external files, ensuring persistent storage and easy access to student
records.

One of the key features of the SDBMS is the ability to enter and calculate marks for
different subjects. This functionality allows educators to record and track students'
academic performance. The system also incorporates a GPA calculation module,
which automatically converts the entered marks into a Grade Point Average,
providing a standardized measure of academic achievement.

1.2 Background of the study

In today's fast-paced educational environment, managing student records efficiently is
a critical task for educational institutions. Traditional manual methods of record-
keeping, such as paper-based systems, have proven to be cumbersome, time-
consuming, and prone to errors. The need for a more streamlined and automated
approach to student record management has led to the development of the Student
Database Management System (SDBMS).

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The SDBMS addresses the challenges faced by educational institutions in organizing,
storing, and retrieving student information. It leverages technology to provide a
centralized and structured database that simplifies the management of student records.
By digitizing and automating the record-keeping process, the SDBMS enhances data
accuracy, accessibility, and security.

The growth of educational institutions, both in terms of student enrollment and

academic programs, has further emphasized the need for an efficient student record
management system. As the number of students increases, the volume of data to be
managed grows exponentially. It becomes increasingly challenging for administrators
and educators to manually handle the vast amount of information associated with
each student, including personal details, academic records, attendance, and other
relevant data.

Moreover, the dynamic nature of student information necessitates the ability to

update and retrieve records in real-time. Timely access to accurate and up-to-date
student data is vital for making informed decisions, tracking academic progress,
generating reports, and providing personalized support to students.

The SDBMS not only simplifies the storage and retrieval of student records but also
offers additional functionalities to enhance administrative processes. These
functionalities include the ability to calculate Grade Point Average (GPA) based on
entered marks, search for specific student records based on various criteria, and
perform editing and deleting operations to manage changes and updates effectively.

By implementing the Student Database Management System, educational institutions

can streamline their administrative tasks, reduce paperwork, and improve overall
efficiency. The system provides a user-friendly interface that allows authorized
personnel to access and manage student records securely. It acts as a centralized
repository of student information, enabling quick and accurate retrieval of data as and
when required.

In conclusion, the development of the Student Database Management System

(SDBMS) is a response to the growing need for efficient student record management
in educational institutions. By embracing technology and automation, the SDBMS
simplifies administrative tasks, enhances data accuracy, and improves the overall
management of student records. It empowers educational institutions to focus more
on supporting students' academic journey and providing personalized assistance based
on their individual needs.

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1.3 Objectives

The project is with the main aim of meeting the following objectives

 To design an automated student database management system that is window-

based system using C programming language secured by username and password.

 The primary objective of the SDBMS is to provide a centralized and efficient

system for managing student records.

 It provides functionalities to add new students, enter and calculate marks, display
GPA, search for specific records, delete records, and edit student information.

 By minimizing human errors and inconsistencies, the system provides reliable and
trustworthy student records .

 It accommodates a growing number of students and academic programs, allowing

for the efficient management of student records across different departments or
faculties.

1.4 scope
Scope of the Student Database Management System (SDBMS): -

 Student Record Management: The SDBMS focuses on the management of student

records, including personal details, academic records, attendance, and other
relevant information. It provides a centralized repository to store and organize this
data efficiently.

 User Authentication and Security: The system ensures secure access to the
database by implementing user authentication mechanisms. Only authorized users
with valid credentials can log in and perform operations, ensuring the
confidentiality and integrity of student records.

 Data Entry and Updates: The SDBMS allows administrators to add new students
to the database by entering their program, name, roll number, address, and phone
number. It also enables updates to existing student records, such as changes in
contact information or academic details.

 Marks Entry and GPA Calculation: The system provides functionality to enter
subject marks for students, such as for C-programming, mathematics, FOIT,
social science, and English. It automatically calculates the Grade Point Average
(GPA) based on the entered marks, providing a standardized measure of academic
achievement.

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

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 CHAPTER TWO: SYSTEM ARCHITECTURE
2.1 High-Level Overview: -
The Student Database Management System (SDBMS) is a software application
designed to efficiently manage student records in educational institutions. It provides
a centralized database where administrators can store, organize, and retrieve student
information, including personal details, academic records, attendance, and other
relevant data.

At a high level, the SDBMS consists of the following key components:

User Interface: - The system offers a user-friendly interface that allows authorized
users, such as administrators, teachers, and staff, to interact with the database. The
interface provides menus, forms, and options to perform various operations, including
adding new students, entering marks, searching for records, and generating reports.

Data Storage: - The SDBMS utilizes a database management system to store

student records. It employs structured data storage techniques, such as tables, to
organize the information in a logical and efficient manner. The database stores data
related to student profiles, academic records, attendance, and other relevant attributes.

User Authentication and Access Control: - To ensure data security, the SDBMS
incorporates user authentication mechanisms. Only authorized users with valid
credentials can log in to the system and access the student records. Access control
mechanisms restrict users from performing operations they are not authorized to
perform, maintaining data confidentiality and integrity.

Data Entry and Updates: - Administrators can add new student records to the
database by entering relevant information, such as program, name, roll number,
address, and phone number. The system allows for updates to existing records,
facilitating changes in contact information or academic details. Data validation
techniques ensure the accuracy and integrity of entered information.

Marks Entry and GPA Calculation: - The SDBMS provides functionality to enter
subject marks for students in various courses. Common subjects, such as C-
programming, mathematics, FOIT, social science, and English, may be included. The
system automatically calculates the Grade Point Average (GPA) based on the entered
marks, providing a standardized measure of academic achievement.

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2.2 Component: -
Components of a Student Database Management System (SDBMS):

User Interface (UI): - The user interface component provides an interactive platform
for users to interact with the SDBMS. It includes menus, forms, buttons, and other
graphical elements that facilitate user input and system navigation.

Database Management System (DBMS): - The DBMS component is responsible

for managing the storage, organization, and retrieval of student data. It handles tasks
such as data storage, data modeling, indexing, querying, and ensuring data integrity.

User Authentication and Access Control: - This component manages user

authentication and access control mechanisms. It verifies user credentials, such as
username and password, and grants appropriate access privileges based on user roles
and permissions.

Student Registration Module: - The student registration module allows

administrators to add new students to the system. It captures student information,
such as name, roll number, program, address, contact details, and other relevant data.
Grade Point Average (GPA) Calculation Module: - This component automatically
calculates the Grade Point Average (GPA) based on the entered marks or grades. It
applies the appropriate grading scale and weightage to calculate the GPA, providing a
standardized measure of academic achievement.

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 CHAPTER THREE: FUNCTIONALITIES
Functionalities of the Student Database Management System (SDBMS) include:

Login Interface: The SDBMS incorporates a login interface that prompts users to
enter their username and password. The interface ensures secure access to the system
and allows only authorized users to proceed further.

Add New Students: This functionality allows administrators to add new student
records to the database. It prompts the user to enter details such as program, name,
roll number, address, and phone number. The information is then stored in the
database for future reference.

Display Student Records: The system provides the ability to display student records.
Administrators can view and access the stored information, including personal details
and academic records, in a structured format.

Enter and Calculate Marks: The SDBMS allows for the entry of subject marks for
students. It prompts the user to enter marks for subjects such as C-programming,
mathematics, FOIT, social science, and English. Once the marks are entered, the
system automatically calculates the Grade Point Average (GPA) based on predefined
grading criteria.

Display Marks in GPA: This functionality enables the display of the calculated GPA
for each student. The system presents the GPA alongside the respective subject
marks, providing a standardized measure of academic achievement.

Search Student Record: The SDBMS includes a search functionality that allows
users to search for specific student records based on criteria such as program, roll
number, or name. This feature helps administrators locate and retrieve student
information quickly and efficiently.

Delete Student Record: Administrators can delete student records from the database
using this functionality. It allows for the removal of records for students who have
withdrawn or completed their studies, ensuring data accuracy and reducing clutter in
the database.

Edit Student Record: The system provides the ability to edit and update student
records. Administrators can modify information such as contact details, address, or
academic records for individual students. This functionality allows for the
maintenance of up-to-date and accurate student information.

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 Save and Exit: This functionality allows users to gracefully save and exit the
SDBMS application. It ensures proper closure of the system and any associated
processes, saving any unsaved data or changes before exiting.

3.1 Function
Function is a group of statements that together perform a task. Every C program has
at least one function, which is main (), and all the most trivial programs can define
additional functions. ... A function declaration tells the compiler about a function's
name, return type, and parameters.

In our program we have mainly used the function to merge different file in a folder.
The function like void add record (), void view record (), void edit record (), void edit
password (), void delete record () are used in our program.

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 CHAPTER FOUR: METHODOLOGY
4.1 Algorithm of the Model Steps
I. Start the software.
 Enter user ID and password:
 If user id and password is correct, then the user can enter the program menu.
 If user id does not match, then re-enter option is given.

II. Display Main Menu

 Add new Student
 Display Student Record
 Search Student Record
 Delete Student Record
 Edit Student Record
 Exit
III. Add new Student
 Enter program:
 Enter Name:
 Enter Roll No:
 Enter Address:
 Enter Phone:
IV. Display Student Record
 Program:
 Name:
 Roll No:
 Address:
 Phone:
V. Search Student Record
 Enter password
 Date and time
 Name
 Edit
VI. Delete Student Record
 Enter the Roll No
 follow the details if roll not found in file
 Delete the record
VII. Edit Student Record
 Enter Roll No:
 If roll no found then edit the record:
VIII. Exit
 Exit the program

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 Block Diagram

Start

Enter
Username:
Password:

NO Check
Username and
Password:

YES

Add Display Enter marksof: Display Search Delete EDIT

New Student: Student Record: Mathematics, GPA: Student Student Record Student
FOIT, Social, Record: Record:
English and C
Programming.

exit

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CHAPTER FIVE: USER INTERFACE SCREENSHOTS
5.1 Login Interface
Here's an outline of the user interface for the Student Database Management System
(SDMS):
5.1.1 Login Page
5.1.2 Login Interface:
 Prompt the user to enter their username and password.
 Use asterisks (*) to hide the password input.
 Validate the username and password for authentication.
 If the credentials are correct, proceed to the main menu. Otherwise, display an
error message.

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5.2 Main Menu:
 Display a menu with the following options:
 Add New Student: Allows the user to enter details for a new student and add them
to the database.
 Display Student Record: Shows the records of all students in the database.
 Enter & Calculate Marks: Enables the user to input marks for subjects and
calculate the GPA for a specific student.
 Display GPA: Shows the GPA of a specific student based on their marks.
 Search Student Record: Allows the user to search for a student record using roll
number or name.
 Delete Student Record: Enables the user to delete a student record from the
database.
 Edit Student Record: Allows the user to edit the details of a specific student.
 Exit: Terminates the program.

5.3 Add New Student:

 Prompt the user to enter the program, name, roll number, address, and phone
number of the new student.
 Validate the input and add the student to the database file.
 Display a success message upon successful addition.

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13
5.4 Display Student Record:
 Retrieve all student records from the database file and display them in a formatted
manner.
 Show program, name, roll number, address, and phone number for each student.

5.5 Enter & Calculate Marks:

 Prompt the user to enter the marks for subjects such as C programming,
Mathematics,
 FOIT and Social, English for a specific student.
 Calculate the GPA based on the entered marks.
 Store the marks and GPA in the database file.

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5.6 Display GPA:
 Prompt the user to enter the roll number of a student.
 Retrieve the stored marks from the database file and calculate the GPA for that
student.
 Display the GPA to the user.

5.7 Search Student Record:

 Prompt the user to enter the roll number or name of the student they want to
search for.
 Search the database file for the specified roll number or name and display the
matching record if found.

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5.8 Delete Student Record:
 Prompt the user to enter the roll number of the student they want to delete.
 Remove the corresponding record from the database file.
 Display a success message upon successful deletion.

5.9 Edit Student Record:

 Prompt the user to enter the roll number of the student they want to edit.
 Allow the user to modify the program, name, roll number, address, or phone
number of the selected student.
 Update the corresponding record in the database file. Display a success message
upon successful modification.

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 CHAPTER SIX
6. Conclusion
The conclusion of student Database Management Systems (DBMS) can vary
depending on the specific context and objectives of the study. However, here are
some general conclusions that can be drawn from studying and working with DBMS:
 Data organization and management: DBMS provides a structured and organized
way to store, retrieve, and manage data. By studying DBMS, one gains an
understanding of data modeling, normalization, indexing, and other techniques to
efficiently store and retrieve information.
 Data integrity and consistency: DBMS ensures data integrity by enforcing
constraints and providing mechanisms for data validation. It allows for the
implementation of business rules and ensures that the data remains consistent and
accurate throughout various operations.
 Improved data accessibility: DBMS provides a query language (such as SQL)
that allows users to easily access and retrieve data from databases. It enables
efficient searching, sorting, and filtering of data, making it easier to retrieve
information as needed.
 Concurrent data access and transaction management: DBMS facilitates concurrent
access to data by multiple users or applications while ensuring data integrity. It
provides transaction management features, such as ACID properties (Atomicity,
Consistency, Isolation, Durability), to maintain data consistency and reliability.
 Data security: DBMS offers various security features, including user
authentication, authorization, and encryption, to protect sensitive data from
unauthorized access or modification. Studying DBMS helps understand these
security mechanisms and best practices for securing data.

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7. Future Enhancement
 When considering future enhancements for our SDBMS (Secure Database
Management System), here are some potential areas to focus on:
 Enhanced Security Features: Continuously improving security is crucial for any
database management system. Explore ways to strengthen authentication
mechanisms, implement advanced encryption techniques, and enhance access
control to protect data from evolving security threats.
 Real-time Data Processing: Explore options to incorporate real-time data
processing capabilities into your SDBMS. This can involve integrating
technologies like Apache Kafka or Apache Flink to enable real-time data
ingestion, processing, and analytics.
 Cloud Compatibility and Migration: Consider making your SDBMS compatible
with cloud platforms to leverage the benefits of scalability, flexibility, and cost-
efficiency offered by cloud computing. Additionally, provide tools and guidelines
for users to migrate their existing databases to the cloud seamlessly.
 User-Friendly Interfaces and Visualization: Enhance the user experience by
developing intuitive and user-friendly interfaces for database administration,
query building, and data visualization. This will make it easier for users to interact
with the SDBMS and derive insights from the data.
 Machine Learning and AI Integration: Explore opportunities to integrate machine
learning and artificial intelligence capabilities into your SDBMS. This can
involve incorporating features like automated data classification, anomaly
detection, and predictive analytics to enhance data management and decision-
making processes.

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8. References
For books: E Balagurusamy "Database Systems: Concepts, Design, and
Implementation.". MC GRAW HILL Education (Private) Limited
For online resources:
"A Comprehensive Guide to Database Management System." Database Journal.
Retrieved from https://en.wikipedia.org/wiki/Student_information_system

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