TOPIC:

STUDENTS INFORTION
MANAGEMENT SYSTEM
CANDIDATE NUMBER:3037
CENTER NUMBER:090780
NAME:JOSELINE GUMBO
CENTER NAME:SOLUSI ADVENTIST HIGH SCHOOL
PROVINCE:MAT-SOUTH
SUBJECT CODE:4021/4
PROJECT TITLE:STUDENT INFORMATION MANAGEMENT SYSTEM
NAME OF SUPERVISOR:MR K MUDZVITI
YEAR:2024
SYSTEM:

USERNAME:ADMIN

PASSWORD:SAHS
TABLE OF CONTANTS
TOPIC……………………………………………………………………………………………………..
TABLE OF CONTENTS……………………………………………………………………………...
ACKNOWLEDGEMENTS……………………………………………………………………….....
ABSTRACT……………………………………………………………………………………………….
SECTION A
INTRODUCTION……………………………………………………………………………………….
PROBLEM SOLVING………………………………………………………………………………….
INVESTIGATION OF CURRENT SYSTEM……………………………………………………...
BROAD DESCRIPTION OF PROPOSED SYSTEM……………………………………………
EVALUATION OF PROPOSED SYSTEM………………………………………………………….
REQUIREMENT SPECIFICATION…………………………………………………………………..
AIMS & OBJECTIVES………………………………………………………………………………………………….
SECTION B
CONSIDERATION OF ALTERNATIVE METHODS……………

JUSTIFICATION OF ALTERNATIVE METHODS……………...

INPUT DESIGN……………………………………………............

OUTPUT DESIGN………………………………………………….

TEST PLAN…………………………………………………………

SECTION C………………………………………………………….

TECHNICAL DOCUMENTATION………………………………….

PROGRAM LISTING………………………………………………...

FLOW CHART………………………………………………………...

INSTALLATION……………………………………………………….

RUNNING THE SYSTEM……………………………………………..

Section D

User testing…………………………...………………..
Evaluation of the System……………………………..
Limitations of the System………………………….....
Opportunities for Future Developments…………….
Challenges Faced During Creation Process................
 Acknowledgements
I would like to thank my supervisor/teacher Mr K Mudviti for guiding me step by step in
creating this software.
I would also want to thank the cleck for providing me me with the information that is needed
in the Student Information Management System(SIMS)
Without forgetting, I would also like to recognize and thank my fellow colleagues Mitchelle
and Lance who was helping me to establish this project.
I would finally like to thank & appreciate everyone who made it possible for this project to
become a success.
 ABSTUCT

Noticing how the enrolment of new students and capturing information of the of students is being
done , I have seen quite a number of mistake and also how the school is failing to keep accurate
data .Thus I am proposing a solution that will help with the challenges faced by the current running
system.

I went about analysing this situation as I came up with the solution. After this I got that a lot of
problems have occurred and have caused inaccuracy of data ,data loss and mishandling of data .
Hence after that I sat down and thought of a system that could be of use and then the Student
Information Management System was born.

•
 SECTION A:
*Selection, Investigation & Analysis

Introduction

Having to record student information is quite tiering and time consuming. It might
be simple but efficient systems to handle administration and day to day running of
the department are essential to avoid draining valuable resources while both time
and money are saved. Students Information Management System has been
designed to help organize and manage data and to reduce time consuming in key
area of students records. With no more than a few mouse clicks student
information is recorded.
 PART A:

Problem Identification

 How student information is noted down

 How the clerk records all students details, which wastes a valuable
amount of time

 The mistakes which are made when taking down and recording the
information
 PART B:

Investigation of Current System

- The current system that is used for all recordings, records manually the
student’s information(paperwork).
- The records of beginners (new comers) and outgoing students are kept on
numerous books which are at high risk of getting lost which also threatens the
confidentiality of ones details
- There are usually errors when it comes to entering details into the books and
illegible handwritings may cause problems.
 Research instruments used are:
Questionnaires
- A questionnaire is a research instrument consisting of a series of questions (or other types of
prompts) for the purpose of gathering information from respondents.
Advantages
1. They are cheap
2. Do not require as much effort from the questioner as verbal or telephone surveys
3. Have standardized answers that make it simple to compile data
Disadvantages
1. Questionnaires are also sharply limited by the fact that respondents must be able to read the
questions and respond to them.

Interviews
- An interview is a conversation where questions are asked and answers are given.
 Advantages
1. Interviews usually take place face-to-face and in person (more realistic)
2. Deeper information can be found
Disadvantages
1. Interviewee may give false information

Observations
- Observation, as the name implies, is a way of collecting data through observing. Observation data
collection method is classified as a participatory study, because the researcher has to immerse
herself in the setting where her respondents are, while taking notes and/or recording.
Advantages
3. Direct access to research phenomena
1. Direct access to research phenomena
2. High levels of flexibility in terms of application and generating a permanent record of phenomena to be
referred to later
Disadvantages
1. Longer time requirements

Inspection of Documents
- The analyst can examine existing system documentation, written procedures or instruction manuals, data
collection forums, log sheets and printed output from the system
Advantages
1. The analyst can often gain information not obtained by any other method
Disadvantages
1. Documents are often difficult to understand for someone from outside the organization, so it may be
necessary to ask someone to explain them in an interview
 Part C
Broad Description of Proposed
System
• The existing system keeps all records in books, which is the exact
opposite of what the proposed software system will do. It will allow
records to produce reports (e.g the outgoing students , statistics on the total
number of students e.t.c)and student information to be done electronically.

• The system allows the cleck(administrator)to login into the account which
will require a username and password where he or she will be able to note
down student information.

• The system will be able to store the information entered by the

clerk(admin)
STRENGTH WEAKNESS

Faster and efficient processing of information May sometimes face technical issues

Accurate information is guaranteed (100%) Improper entering of data into the system may result
in inaccurate information
Very simple and easy to operate ,reliable and saves
time

A lot cheaper than other forms of data filing due to it

being overall more efficient
 PART E:
Requirement Specification
*Software:
Windows 10
64-bit Operating System, x64-based processor
Microsoft Office 2010 (Microsoft Word, Access etc.)
Microsoft Visual Studio 2010
 Google Chrome
*Hardware
 Intel(R) Celeron(R) CPU N3060 @1.60GHz 1.60 GHz

RAM: 80GB
Hard Disk Drive: 500GB
Wi-Fi Adaptor
PART F:

Aims & Objectives

*Aim:
 To create a new student information management system that will enable
storage of student’s details .
*Objectives:

 To register students to the system and provide a login details that is password
and username
 To note student’s completion year and The courses they are doing
Evidence Research Has Been Carried Out

• I printed out some questionnaires and I distributed them to the students. They filled them out and I
collected them back.

• In order for me to obtain valid data I interviewed the clerk. She also complied and answered my
questions.

• I also made some observations on how the clerical department works. This was done in order for me
to get to the conclusion of the matter.
 SECTION B:

Consideration of Alternative Method

The current system should be replaced by:

*Using Database in Microsoft Access:

- By the use of this software, there is creation for database such as member listing which
will also allow for the editing of data when updating

- In such manner, Microsoft Access will be run often so as to edit and update the document
*Online Storage Soft wares e.g. Google Drive:
- Through this, the clerk/administrator uploads all the data pertaining to the enrolment on
Google Drive or any other online storage platform.
- This will require the clerk/administrator to create an account for the church, and to do so,
he/she must have their/or the school e-mail account
Justification of Alternative Method
For the ability to store incoming or outgoing member details much easily and record
keeping, I created the church management system software. I highly preferred to
produce such a system on the account that it will reduce the use of pen & paper as data
can be easily stored and modified using a database program.

Input Design
- The proposed system is going to provide textboxes for the entry of data. The textboxes
are made to accept the values of integers and actual text, as the user (church
clerk/administrators) is going to enter his/her data in form of text and numbers.
- Some textboxes are going to be specified for the inputs of integers only (phone
number)
- Some textboxes will accept the input of date formats only; these would be the
textboxes for dates of joining or leaving the church.
TEST PLAN
In this test plan I am going to test the functionality of the student
information management system that I designed. I am going to test:
- The login part that requires the password to login.
- The regestration forms whether they can save add and update data
imputed to them.

However I’m not going to test the following things:

- Operating system competency.
- Performance requirements.
Strategy
- When testing the login form I am going to write a wrong password and
username, then see whether the system will be able to reject the inputs,
and see it as wrong & then no login into the software will take place. In
such manner, I am going to need a correct and incorrect username and
password.
- For the registration forms I will input data in the relevant fields then click on the buttons for
manipulating the data. On fields requiring date only for example intake year, if text is entered the
system must not show any character on that field requiring you to enter valid data.
- In this test plan, I am going to need a short list of students from any class and register them.

Result Of The Test Plan

- In the login form when a wrong password was entered the system responded with an
error message and the software did not log in.
- When a correct password and username was entered the system logged in successfully.
- This proved that the login form was correctly functioning and there was no error.
- In the registration forms when in a field numbers then text was entered, that field did not have any character
showing that valid data type should be entered.
- For the save edit and delete button when these were clicked they performed the suitable task. I could see
the output on the data grid view if you saved an item I could see it on being added on the data grid view
as the output produced.
- If add button clicked, the entered field are cleared providing a new registration area.
- If delete button clicked, the software was able to remove the whole Student’s information.
- When updating the data it also corresponded well & all the tests results were positive.
 SECTION C
•*Technical Documentation

•During the system development I used databases to keep data records. These databases were created using
Microsoft Access The system has the following functions:

ADD

DELETE
SAVE

NEXT

PREVIOUSE
Linking Database Fields To The Textboxes
- Create connection between the data base and main form
- Create a binding source and adapter
- Link each field to database to a corresponding text box or data field
- Add functional buttons
- For save button click update database
- Delete button remove user field
- For next button move to next item
- Forward button click
- Move to last item in the database.
- Backward button click move to the first item in the database.

*Programming Listing
Login Button Code

Loading Code
 Login Button Code

Code For Importing & Linking Data Base To Created

Forms
FLOWCHART
c Login form Exit Button Exit
display Clicked Application

Input username
And password Check Exit button
Username and Clicked
Password

If
If password
or
password Open Home
or
username
username
Form
wrong
correct

29
User Documentation
INSTALLATION:
- To install the software, you get the setup of the software run on your computer
- Wait for the operation to start then when you are running the setup it, will install the software on your
computer. Wait for the installation to complete. During the installation do not cancel the process but
rather wait for it complete. It usually lasts about less than 2 minutes
- After you are done with the installation check the system on the desktop or on the menu then click on
the system then start using your software.

RUNNING THE SYSTEM:

After opening you get to the log in form where you enter the password and user name. The
default
- Password= ‘SAHS’ and username= ‘Admin’, enter these then click the login button.
- After logging in, the home page will appear where you find the menu where you can navigate then
choose which operations you want do.
- You then enter required information it will then perform what ever you want it to do.
Registering student information
- For each form displayed either incoming or outgoing members there is a data grid view. There are
data input panels; these are the textboxes where you input the data then on the top of the forms there
are buttons these are used to manipulate the data.
- Add the required information to the required fields and then save and you will see them automatically
appearing on the data grid view.
- After you are done editing your data click save to save the entered data.
- When you want to add an incoming or outgoing church member click on the add button then enter the
required data.
- When you want to delete a field you click on the field then click on the delete button.
- After you are done editing information you can click on the exit button in the home page then your
application will close.
 SECTION D: Testing & Evaluation
•*User testing:

•Testing The Log in Form:

•Standard

- The user should enter the username & password and the login form will successfully log the user to
the system.
- If a wrong username/password is entered or an intruder tries to login, an error message will be
shown; ‘Wrong Username and/or Password’. Then the system won’t login to the main form.
Extreme
- If a wrong username/password is entered or an intruder tries to login, an error message will be shown;
‘Check Username and/or Password’. Then the system won’t login to the main form.

Invalid
Testing The Menu (Home Page)
• Once the user is logged in, he/she is led to the home page where there are the buttons resembling the
actions that he/she might want to perform.
• All of the forms are successfully opening. The buttons are successfully working and theselections match
the form that is going to be opened
Student Information Registration Forms

- The user entered data to the fill in textboxes and they were fully responding.

Saving

- After data was entered, saving was followed and data was successfully saved to the database.
Adding A New Field For Data Input
- When the button for adding a new field was clicked, a new field was opened so that data can now be
successfully entered. This showed that the button was functioning well.
- When the next button was clicked it changed focus to the next data field.
Deleting

- The delete button did its function when the selected field was entered, then when clicked the data was
removed.
Evaluation Of The System:
In the Student Information Management System that I created, I have achieved the following
in the system:

 The system can now secure data other than the old system which was easily accessed by anyone
at their wish
 The system can register a lot of students into the data base records
 The system provides a platform for the addition of students or students completion year and
intake year and you can successfully edit the information.
 The system allows you to view your data any time.
 The system can store different data records at once that can be retrieved whenever they are
needed.
Limitations Of The System:
 The system can not store the data online.
 The system is only limited to computers running on Windows OS and cannot function on other
Operating Systems like Linux OS etc.
 The system is only used by the administrator (clerk).

Opportunities For Future Developments

For future developments I am going to:
 Add another user so that the cleck does not have to do all the work by himself/herself
 Add online storage system in order to access data any time in case of disasters. This system will
store data online
 To notify the user on completion year to alert the clerk prior before to prepare a farewell party or
rather take statistics and needed resources for 1 st year coming in.
Challenges Faced During The Creation Process
When I created this system, I faced the following difficulties:
*Consultant Shortages
Lack of user of the current system i.e. the clerk who is using the old system. Most of the time she would be busy only free once
in a while and during lunch ,on the other side I also had lessons to attend and this shortened my working time and made my
work much more difficult.
*Power Cuts
During the development process of the system, as I was working, there were power cuts that occurred. The school was having financial
problems with the ZESA that took a whole week and some days. This increased the working time and sometimes power would be
cut while you are still working while your progress made is not yet saved, then you definitely need to go back behind again
if you have not saved your work. This increased the time of working.
*Lack of Internet Connection
Since they was no electricity Internet was not available. This made it difficult for me to understand about the software I was
creating, the right codes for specific functions and designing etc.; I needed the internet for all sorts of help & information in
creation of the system.
*Time
As a student, I had to attend other subject lessons and also some of the time was consumed by the school programs that we were
to attend.
Glossary Of Terms:

 RAM - random access memory described as the physical memory of a computer this stores computer
programs as they are being executed
 Database - a set of structured data held in a computer especially one that is accessible in many ways
 CPU - Central Processing Unit. This is the brain of the computer where all the processing is done
 Visual Basic - a programing language developed by Windows Microsoft
 Software – a program that controls a computer system which you cannot physically touch software.
 Hardware - physical components of a computer that we can touch and see
 Pseudo code - this is the simplified version of a computer code that is very close to human
language to represent the functions of the actual code.
 Code - a set of instructions written for a computer to perform certain tasks.
 Flow chart -is a graphical representation of a computer code.
 System - a collection of parts that work together to give out a desired output.