STUDENT DATABASE MANAGEMENT SYSTEM

CASE STUDY: KINGSTONE INTERNATIONAL INSTITUTION

BY
SSIMBWA RONNIE SSEBULIBA 19/U/BIT/0948/K/D
MATOVU ANDREW 19/U/BIT/0736/K/D

DEPARTMENT OF INFORMATION TECHNOLOGY

FACULTY OF SCIENCE AND INFORMATION TECHNOLOGY

A REPORT SUBMITED IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR

THE BACHELOR’S DEGREE OF INFORMATION TECHNOLOGY OF
MUTEESA 1 ROYAL UNIVERSITY.
DECLARATION
We hereby declare that this piece of work originally is our own effort and it has never been
published or presented to any University for any academic award.
NAME: SSIMBWA RONNIE SSEBULIBA
REGNO: 19/U/BIT/0948/K/D
SIGNATURE: ………………………………………..

NAME: MATOVU ANDREW

REGNO: 19/U/BIT/0736/K/D
SIGNATURE: ……………………………………….
APPROVAL
This is to satisfy that this report was conducted by members of this group and it is therefore
ready to be submitted to the lecturer.
Lecturer: Mr. KALYESUBULA MICHAEL
Signature: …………………………..
Date: …………………………..
DEDICATION
We truly affectionate dedicate this work to the Almighty God for the life of our parents and
guardians who have cared, facilitated and supported us during our period of our study not
forgetting our friends who constantly assisted us. May the Almighty God reward them.
ACKNOWLEGDEMENT
This research report has successfully been completed with the help of people in contribution
without them would not have been possible. I would like to express our utmost appreciation to
Mr. Kalyesubula Michael for this sacrifice in terms of time and unselfish guidance for the success
of our system.
Abstract
This project report is about a computerized Student database management system with a case study
of Kingstone International institute. The data management system in use at is inefficient,
incomplete and time consuming. This called for the need to establish a new system called Hospital
Patients’ Records Management System (HPRMS). This is a computerized system which was
designed using tools like ERDs, DFDs, MYSQL, PHP and Java script applications. These tools were
embedded in HTML. The project was aimed at designing software or a database management
system. This software was named Hospital patients’ records management system because it is used to
manage patients’ records in the hospital.
HPRMS is fast, complete, convenient and user friendly to both end-users. This makes it appropriate
to analyze data and solve the existing problem

List of figures
 CHAPTER ONE
1.0 INTRODUCTION

The registrar of Kingstone International school is responsible for handling student information and
gathering them during enrollment. This information includes each student’s background details
information, students courses and fees at lectures grades, performance recorded and other data needed
by the Institution.

1.1 BACKGROUND OF THE STUDY.

The scope of the service is KIS which provides structural help to vulnerable children in their
cultural setting of the extended family. The school has more than 1000 students that take
different courses. It is true that success of KIS vocational school depends on its ability to
acquire accurate and timely data about its operations, to manage this data effectively and to
use it to analyze and guide its internal daily activities.
Student Database system deals with all kind of student details by tracking all the details of
the student from the day one to end of his or her course which can be used for all reporting
purpose, tracking of attendance, progress in the course, completed semesters years, coming
semesters year curriculum details and assignments details hence all these are purposed for
future references when interpreting an organization performance.

1.2 PROBLEM STATEMENT.

Kingstone international school is facing a problem of data redundancy, difficult to update
and maintain data security.

1.3 OBJECTIVES
The main objective is to develop a robust Student Database Management System for
Kingstone International school.

1.3.2 SPECIFIC OBJECTIVES

I. To implement the system
II. To test and validate the system.
1.4 SIGNIFICANCY OF THE STUDY
The project is intended to make life easy. The purpose of the project is to build a student
database system to facilitate easy access of students’ records. The student database will allow the
registrar of KIS institute, Login to edit, update students details records. it also enhances efficient
management of students’ information.
 CHAPTER TWO

METHODOLOGY

3.0 INTRODUCTION

This chapter gives a brief description of the methodology used to develop the
system. The main methodology involves data collection, system analysis and design, developing
and implementing student’s database, observation and interviewing.

Data collection
The required data including department details, course details, student’s personal details
semester years were collected. The data collected would help identify attributes, relationships,
classes that relate and interact with the system.

Interviewing
It’s a power tool data gathering since it allows the interviewer to probe and clarify a number of
issues.

System implementation
This describes the tools used to implement the graphical user interface and the database.
Microsoft access was used to create and connect relational tables in the database.

Observation
This information gathering technique was used to get actual information about operations and all
processes in the current system.
group had to be randomly sampled. this enhanced development of the new system.

development of the system

This section describes what is evolves to come up with the system and how the system works.

 Front end: enable the construction of easy and intuitive user interface for accessing the
database and navigation purpose.
  Middle end: enables links of the text entered in the created in the created graphic user interface
to be sent to the database.
 Back end: it’s easy to use ,inexpesive database language it can run on operating system such as
Window and others.

CHAPTER THREE

SYSTEM STUDY, ANALYSIS AND DESIGN

4.0 Introduction
This chapter focused on the system analyzing study and design implementation of the system. it
also involves process models of the system such as data flow diagrams and entity diagrams, also
there are functional and non- functional, user and the software requirements of the system.

4.1 System study

The study was carried out at Kingstone International School institute the main purpose of the
study was to find out the process on how students record is carried out.

4.2 System analysis

During the system study phase, requirements of DBMS were categorized into user
requirements system and hard ware requirements.

Data Flow diagrams (DFDs)

DFDs were used to illustrate the flow of information in the system. DFD is graphical representations
of the system’s components processes and the interfaces in the system.

The figure below shows the data flow diagram for the system
Entity Relationship Diagrams
These diagrams are used to identify data to be collected, stored, processed and retrieved by
the system. ER Diagrams show the relationship among the entities in the system together
with their attributes. ERDs illustrate the logical structure of databases

4.2.1 Functional requirements and Non- functional requirements.

These specify clearly each of the functions the automated staff student attendance monitoring
software system should perform to the users.
Functions provided by the system to users include;
 Allow the registrar to send emails
 The system will process and print out student details.
 The system will contain all the students personal details, (Course, Gender, email
etc. )
4.2Non-functional requirements
 The system must verify and validate all user input and users must be notified in case of
errors detected in the course of using the system.
 The system only allows the administrator to delete records in the database; the system
should allow room for expansion.

Fuctional requirements included the following requirements which include the

following;
Usability requirements
The system must have an easy to use and understandable user interface. This will ensure that the
user, for which this system is intended, will be able to achieve a level of proficiency with the
system with minimum effort in a very short period of time.
Reliability requirements
The system’s functions and services should be available to its users most of the times. The rate of
failure and the probability of it not being available should both be very low. Failures in the
system should not occur too often at least a longer time space between them.
Implementation requirements
The system was developed following the water fall methodology thus increments of software or
code were added iteratively at each stage, An XAMP knowledge Base was used as the storage
structure for the system. The front end (GUI)was written in the java programming language
using eclipse as an Integrated
Developed Environment(IDE).
Delivery requirements
The system delivers its intended users only after through testing, verification and validation of
the individual system components. Also all necessary documentation needed by the user will be
delivered.
System requirements
This section describes the hardware components and software requirements needed for effective
and efficient running of the system
Table 4.2 Software requirements
Requirement Description requirement
 Operating system Windows 7,8,10

Microsoft SQL server For designing the database

Microsoft Visual studio For designing the system and coding

4.2.5 Hardware requirements

Hardware Required
Disc space 80 GB (including 20 GB for database
Management system)
Processor 2.4GHZ processor speed
Memory 128MB RAM(256 MB Recommended)

4.4 Testing and Validation

The system ran with test data collected from different points in a location to check whether the
system behaves as expected. It involved internally checking the implemented system to identify
errors and weakness and to correct them before presentation to users.
4.4.1 Testing
Testing was carried out to check and ensure complete system functionality after the development
of the system new system.
Unit testing which involves testing of a single module to ensure that they were error free for full
system functionality.
Implementation developed in small programs called units which will be integrated further in the
next phase.
With inputs from system design, the system will be first unit will be developed and tested for its
functionality.
Integration and testing all units developed in the implementation phase were integrated into a
system after testing each unit. Testing was done so that the client dose not face any problem
during the installation of the software.
4.4.2 Validation
Prompting of users with input constraints was done with notifications. His helped them to enter
the right information and ensure data integrity.

4.5 PHYSICAL DESIGN

Below are the sample screen shots of the designed

Login page.

Home page
Students details