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com/

Subject: Database Management System

Branch: CO, AI, IF

Scheme: I and K Scheme

Board: MSBTE

Academic Year: 2023-2028

A product by MSBTE STORE

Title - Report On Creating Student Management System in MS Access.

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Annexure – I

Report On Creating Student Management System in MS Access.

1.0 Introduction
Designing a database for a college or school to manage student records, courses, and
grades in MS Access involves creating tables, establishing relationships, and building forms,
queries, and reports. Here is a step-by-step guide to help you get started:

2.0 What is Microsoft Access ?

MS Access or Microsoft Access is Database Management System (DBMS) by Microsoft. In
Microsoft Access, Jet Database Engine is merged with the Graphical User Interface (GUI) and
Software development tools. You can create customizable database applications using MS
Access with many built-in functions like string, numeric, date, and information functions. MS
Access 2016 is a part of the MS Office suite. Here we will learn the basics of MS Access and
its designing and implementation

One of the main applications of DBMS is that it can also be used to manage an accounting
system. And MS Access is one of the popular DBMS tools that is used for the same. As
Microsoft’s primary database program MS Access has many applications in the economic
world. In accounting it may be used for reviewing accounts, tracking down invoices, keeping
a check on the creditors of the company, reviewing final accounts at year end etc. MS Access
is a very effective tool for financial management and even tax management.
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3.0 Components of MS Access.

There are seven major components of Microsoft Access. When we create a component in
Access it is an object, and several similar objects grouped together will constitute a class. Let
us take a look at the components.

● Tables

In MS Access Tables store the data or the information that you feed the program. The data
table can be created with the required field names, properties etc as desired by the user. If
the table is not created correctly, the database may be slow in giving results or give wrong
results entirely. So it is essential the table be created properly and carefully.

● Relationships

Relationships are the connections that form between one or more table. So the relationships
can be one-on-one, one-to-many and then of course many-to-many.

● Queries

Queries are when the user or the programmer requests the database for information. The
objects help create a SQL compatible query, which can help store data and retrieve
information from the database. Queries can also sort and filter data as per the query
statement.

● Forms

This is an object class which allows the programmer/designer to create a user interface for
MS Access. A form is defined by tables and queries.

● Reports

Once all the data has been entered into the database, the user will want to view the
information. For this he can run reports which will allow him to view the information, or
summarize the information. The reports can be customized by the user.
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4.0 System Requirements.

Microsoft Access is a part of the Microsoft Office suite, and its system requirements
typically align with those of the Office suite. Here are the general system requirements for
running Microsoft Access:

For Office 365:

1. Processor: 1.6 gigahertz (GHz) or faster, 2-core

2. RAM: 4 GB (64-bit), 2 GB (32-bit)
3. Hard disk: 4 GB of available disk space
4. Display: 1280 x 768 screen resolution
5. Graphics: Graphics hardware acceleration requires DirectX 9 or later, with WDDM 2.0
or higher for Windows 10 (or WDDM 1.3 or higher for Windows 11).
6. Operating System: Windows 10 or Windows 11, macOS, or the three most recent
versions of iOS (for Office on iPad).

For older versions of Office (such as Office 2019, Office 2016, etc.) the requirements are
generally similar, but it's always recommended to check Microsoft's official documentation
for the most accurate and up-to-date information.

5.0 Benefits of the Micro-project

1. Developing Database Skills: This project aims to help you practice and develop your
database design and development skills using Microsoft Access.
2. Understanding Relational Databases: It aims to deepen your understanding of how
relational databases work, including designing tables, establishing relationships, and
creating queries.
3. Practical Application of Concepts: It provides a practical context for applying
concepts like primary keys, foreign keys, normalization, and data integrity.
4. Improving User Interface Design: Creating forms and reports helps you work on user
interface design, making it more user-friendly and intuitive for end-users.
5. Managing Student Information: The primary aim is to efficiently manage student
records, courses, and grades in a structured and organized manner.
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6.0 Course outcome addressed.

The micro project of creating a Student Management System in MS Access addresses several
course outcomes related to database management and application development. Some of
the key course outcomes that can be addressed through this project include:

1. Database Design and Implementation: Students will learn how to design and
implement a relational database system using Microsoft Access. This includes
creating tables, establishing relationships, and defining data integrity constraints.
2. Normalization and Data Integrity: The project emphasizes the importance of
normalization to reduce data redundancy and maintain data integrity. Students will
learn how to structure the database to minimize redundancy and improve efficiency.
3. Query Design and Optimization: Students will gain proficiency in designing and
executing queries to retrieve specific information from the database. They will also
learn about query optimization techniques to improve performance.
4. User Interface Design: The creation of forms and reports in MS Access allows
students to practice designing user-friendly interfaces for data entry, viewing, and
reporting.
5. Data Entry and Validation: Students will learn how to create forms with data entry
fields and implement validation rules to ensure accurate and consistent data entry.

7.0 Proposed methodology

To successfully complete the micro project of creating a Student Management System in MS
Access, you can follow this proposed methodology:

1. Requirements Analysis: Begin by thoroughly understanding the requirements of the

project. This involves identifying the key entities (Students, Courses, Enrollments,
etc.) and their attributes.
2. Database Design: Create a detailed ERD (Entity-Relationship Diagram) that outlines
the relationships between different entities and their attributes. so, Define primary
keys, foreign keys, and establish relationships between tables.
3. Table Creation: In Microsoft Access, create the necessary tables based on the ERD.
Define fields and data types for each table, and set primary keys.
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4. Data Population: Enter sample data into the tables to test the system's functionality.
This will help in verifying if the relationships are set up correctly.
5. Form Design: Create forms for data entry, viewing, and editing. Design the forms to
be user-friendly and intuitive for end-users.
6. Query Development: Build queries to retrieve specific information from the
database. Test different types of queries (e.g., select, update, delete) to ensure they
work as expected.
7. Report Creation: Develop reports to generate printable documents based on the
data in the database.

8.0 Action Plan

Sr. Plan start Name of responsible team

Detail of activity Plan finish date
No date members

collect information on the

1
internet

2 create a micro project format

input micro project

3
information in ms word

create ms word file and show

4
file to guide

after confirmation print the

5
project report
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9.0 Resources used

Sr. no. Name of resource material Specifications Quantity

1 textbook Database Management System 1

2 internet Wikipedia

3 PC windows 11 1

Name of Group Members

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Annexure-II

Report On Creating Student Management System in MS Access.

1.0 Brief Description:-

Creating a database in Microsoft Access for managing student records, courses, and
grades in a college or school is a crucial step in ensuring efficient and organized data
management. The database will consist of several tables, relationships, forms, and queries to
facilitate easy access and manipulation of information. Here are some steps to guide you
through the process

To create a database for a college or school to efficiently manage student records, courses,
and grades using Microsoft Access, several key components need to be established. Firstly,
the database should have a main table for student information, containing fields such as
StudentID, FirstName, LastName, DateOfBirth, Address, and ContactNumber. This table will
serve as the foundation for storing individual student details.
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2.0 Actual Resources Used

Sr. no. Name of resource material Specifications Quantity

1 textbook Database management System 1

2 internet Wikipedia

3 PC windows 11 1

3.0 Steps to Create Database.

● Step 1: Define Requirements

Before you start designing the database, it's important to clearly define what information
you want to store and manage. Here are some typical components of a Student
Management System for a college or school:

1. Students Information (e.g., StudentID, First Name, Last Name, Date of Birth, Contact
Information)
2. Courses Information (e.g., CourseID, Course Name, Instructor, Credits)
3. Enrollments (e.g., EnrollmentID, StudentID, CourseID, Enrollment Date, Grade)
4. Instructors Information (e.g., InstructorID, First Name, Last Name, Contact
Information)
5. Departments Information (e.g., DepartmentID, Department Name)
6. Grades Information (e.g., GradeID, EnrollmentID, Grade)

● Step 2: Create a New Database

1. Open MS Access.
2. Click on "File" and select "New" to create a new database.
3. Name the database (e.g., "CollegeManagementSystem") and choose a location to
save it.
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● Step 3: Create Tables

Create the necessary tables based on the requirements you defined earlier. Follow these
steps:

1. Click on "Table Design" to create a new table.

2. Define the fields (columns) for each table. For example, for the Students table, you
might have fields like StudentID (Autonumber), First Name (Text), Last Name (Text),
DateOfBirth (Date/Time), and ContactInformation (Text).
3. Define primary keys for each table. This is typically a unique identifier for each
record. For example, StudentID could be the primary key for the Students table.

● Step 4: Establish Relationships

1. Go to the "Database Tools" tab and click on "Relationships."
2. Add the tables to the Relationships window.
3. Drag and drop the related fields (e.g., StudentID, CourseID) to create the
relationships.

● Step 5: Create Forms

Create forms to allow users to interact with the database in a user-friendly way. You can
create forms for data entry, viewing records, and more.

1. Go to the "Create" tab and select "Form Design."

2. Add fields from the tables to the form.
3. Customize the form's layout and design to make it user-friendly.

● Step 6: Create Queries

Create queries to retrieve specific information from the database. For example, you might
want to find all students enrolled in a particular course.

1. Go to the "Create" tab and select "Query Design."

2. Add the tables you want to query.
3. Define the criteria and select the fields you want to display.
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● Step 7: Create Reports

Create reports to generate printable documents based on the data in your database.

1. Go to the "Create" tab and select "Report Design."

2. Add the fields you want to include in the report.
3. Customize the layout and design of the report.

● Step 8: Test the System

Enter sample data and test the functionality of your Student Management System. Make
sure that forms, queries, and reports work as expected.

● Step 9: Fine-tune and Refine

Based on testing, you may need to make adjustments to the database structure, forms,
queries, or reports to improve functionality and usability.

Remember to save your work regularly and make backups to prevent data loss. Good luck
with your database design!
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4.0 Output of Project.

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5.0 Skill Developed / Learning outcomes of this Micro-Project

The micro-project of creating a Student Management System in MS Access can lead to the
following learning outcomes:

1. Database Design and Implementation: Participants will gain a deep understanding of

designing and implementing a relational database system using Microsoft Access.
2. Normalization and Data Integrity: Learners will comprehend the principles of
database normalization and understand how to maintain data integrity through
proper table design.
3. Query Design and Optimization: Participants will be proficient in designing and
executing queries to retrieve specific information from the database. They will also
learn techniques for query optimization to improve performance.
4. User Interface Design: Learners will be skilled in designing user-friendly interfaces for
data entry, viewing, and reporting using forms in MS Access.
5. Data Entry and Validation: Participants will learn to create forms with data entry
fields and implement validation rules to ensure accurate and consistent data entry.

6.0 Applications of this Micro-Project

The micro-project of creating a Student Management System in MS Access has various
practical applications, both in educational settings and professional environments. Here are
some of the key applications:

● Educational Institutions: It can be used by schools to manage student records,

courses, and grades. This helps in efficient tracking of student performance and
course enrollments.
● Colleges and Universities: Higher education institutions can use it for managing a
larger number of students across multiple departments and courses.
● Training Centers and Workshops: Organizations that offer training programs or
workshops can use a similar system to keep track of participants, courses offered,
and their performance.
● Tutoring Centers: Tutoring centers can utilize a student management system to keep
records of students, their subjects, progress, and any additional notes relevant to
their learning.
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Conclusion
In conclusion, the creation of the Student Management System in MS Access has
successfully demonstrated the application of fundamental database design principles.
Through careful analysis of requirements, efficient normalization, and the establishment of
relationships, we have developed a robust system capable of managing student records,
courses, and grades. The user-friendly interface, consisting of well-designed forms and
reports, ensures intuitive interaction with the database.

The implementation of data validation rules further enhances data integrity. This
project not only solidified our understanding of database management but also honed our
skills in query design and optimization. Additionally, the system's capacity for generating
printable reports provides a valuable tool for administrative tasks. Overall, this micro-project
has been a valuable exercise in practical database application, equipping us with a versatile
tool that can find use in various educational and training settings.
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Reference
1. https://msbtestore.com/

2. https://www.wikipedia.org/

3. https://www.google.com/

4. https://www.youtube.com/
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