DESIGN AND IMPLEMENTATION
OF
STUDENT PROGRESS MANAGEMENT SYSTEM
CASE STUDY
Department of Physics and Computer Science
Njala University
BY
NAME: Mohamed Sheriff Bah
ID: 25834
NAME: David Sundifu Musa
ID: 25836
NAME: Abdul Aziz Kanu
ID:17086
A DISSERTATION SUBMITTED TO THE
DEPARTMENT OF PHYSICS AND COMPUTER SCIENCE
SCHOOL OF TECHNOLOGY
NJALA UNIVERSITY
In partial fulfillment for the award of Bachelor of
Science with Honors in Computer Science
December, 2019
Acknowledgement
First, we will want to express our obedience and gratitude to our creator God for giving us strength
to complete this dissertation work properly then we would like to express of our special thanks to
our parents for their continuous support of mental, physical and financial during our study at Njala
University.
We would especially like to thank our supervisor, Mr. Stephen S. Harvey, Senior Lecturer at the
Department of Physics and Computer Science, Njala University for his continuous support and
valuable ideas, knowledge with excellent comments to carry out this Dissertation work. His
guidance and encouragement have provided us the proper knowledge and right way to go through
the work. We would also like to thank our fellow academician fighting for excellent in Njala
University for their cordial help and support during our Dissertation work.
Special thanks to Ms. Rugiatu Sowe, Mrs. Georgiana Feika, Joyce Nyanda James and
Annmarie Mansaray for their relentless support and effort towards our success. And special
thanks to our Parents, Classmates, Friends, relatives and loved ones.
i
Certification
This is to certify that the work embodied in this project report entitled Student Progress Result
Management System is the original work of Abdul Aziz Kanu(17086), David Sundifu
Musa(25836) and Mohamed Sheriff Bah (25834) and has not been presented for an award of
Bachelor’s Degree in this university or any other university.
I ……………………………………………………………., certify that this project was under my
supervision and that this presentation is a true account of the result obtain by them.
Supervisor
Mr. Stephen S. Harvey
Sign:…………………..
Date:…………………..
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Declaration
I Mohamed Sheriff Bah (25834), David Sundifu Musa(25836) and Abdul Aziz Kanu(17086)
declare that this dissertation entitled “Student Progress Result Management System” is the
result of our own research except as cited in the references. The dissertation has not been accepted
for any degree and is not concurrently submitted in candidature of any other degree.
iii
Dedication
This work is dedicated to God Almighty for giving us the opportunity, direction, protection,
knowledge and strength to accomplish this innovative piece of work.
We also stand to dedicate this work to Jamaal I. Kanu as a blueprint for him to follow, Ms.
Rugiatu Sowe,Mrs. Chuwtor Lomax, Mrs. Georgina Feika, Mr & Mrs Emmanuel Saffa
Musa , Joyce Nyanda James, Mrs. Isata Bah and Annmarie Mansaray for their relentless
support and effort towards our success. And special thanks to our Parents, Classmates, Friends,
relatives and loved ones , let our God in heaven pour his blessings upon them and lengthen their
days of life with prosperity and peace.
This day we pray to God Almighty for his blessing, wisdom, provision, courage, prosperity, peace
and love to us all and a welcoming blessed and elevated New Year 2020.
iv
ABSTRACT
This project, Student Progress Results Management System was carried out to automate the
manual processes of compiling Students Examination Results at the Njala University, Department
of Physics and Computer Science. It was necessitated because of some setbacks in manual result
processing. The system was designed to automatically take raw scores from excel files and store
them in a SQL database. It used past processed results to help the next course registration prior to
results upload. Its result processing features includes the computation of grade point average
(GPA) expressed as a percentage. A computerized input using file upload saves lecturers a lot of
effort and time of data entry. This system uses the student's course registration data to match the
uploaded results. The essence is to design an efficient computerized system that will replace
manual result processing which is prone to lot of paper work and errors. This reduces the tedious
tasks involved, and enhances students' performance through timely publication of results.
Student Progress Results Management System is developed using Microsoft Access and Jet
Engine. The user interface design is made from Interactive macros and specific code builders.
Here, Student can check their results by entering MAT- id. Admin can create & manage Classes,
subjects. Add & Manage students and Declare Results. This project is done in PHP. It’s easy to
operate and understand by users. The design is pretty simple and the user won’t find it difficult to
understand, use and navigate.
This report describes the capabilities that will be provided by the software application Student
Progress Results Management System It also states the various constraints by which the system
will abide. The intended audience for this document is the development team, testing team and end
users of the product.
The application will have capability to maintain information about the students enrolled in the
course, the subjects offered to students during different semesters, the marks obtained by the
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students in different subjects in various semesters. The software will also generate summary report
regarding student information, semester wise marks list and performance reports
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Table of Contents
Acknowledgement............................................................................................................................. i
Certification .................................................................................................................................... ii
Declaration ..................................................................................................................................... iii
Dedication ...................................................................................................................................... iv
Chapter One: Introduction .............................................................................................................. 6
1.1
Overview .......................................................................................................................... 6
1.2
Problem Statement ........................................................................................................... 8
1.3
Aim of the Project ............................................................................................................ 9
1.4
Objectives of the Study .................................................................................................... 9
1.4.1 Specific Objectives ...................................................................................................... 10
1.5
Significance of the Study ............................................................................................... 10
1.6 Scope and Limitations ........................................................................................................ 11
1.6.1 Scope ............................................................................................................................ 11
1.6.2 Limitations ................................................................................................................... 11
1.7 List of Abbreviations .......................................................................................................... 12
Chapter Two: System Analysis ..................................................................................................... 13
2.1 Introduction ........................................................................................................................ 13
2.2 Requirement Determination ............................................................................................... 14
2.3 Requirement Specification ................................................................................................. 14
2.4 Interviewing ........................................................................................................................ 14
2.4.1 Advantages of Interviewing ......................................................................................... 14
2.5 Questionnaires .................................................................................................................... 15
2.6 Review of Records, Procedures, and Forms ....................................................................... 15
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2.6.1 Advantages ................................................................................................................... 15
2.7 Analysis of the Current System .......................................................................................... 15
2.7.1 Drawbacks of the Current System ............................................................................... 15
2.8 Goals of Proposed System .................................................................................................. 17
2.9 Feasibility Study ................................................................................................................. 18
2.9.1 Technical feasibility ..................................................................................................... 19
2.9.2 Economic Feasibility ................................................................................................... 20
2.9.3 Operational Feasibility ................................................................................................. 21
2.9.4 Schedule Feasibility ..................................................................................................... 21
2.10 Hardware and Software Requirements ............................................................................. 21
2.10.1 Recommended Operating Systems ............................................................................ 21
2.10.2 Hardware Requirements............................................................................................. 21
2.10.3 Application Software Requirement............................................................................ 22
2.11 Database Management Systems ....................................................................................... 22
2.11.1 Splitting the Database ................................................................................................ 22
2.11.2 Front End and Back End Users .................................................................................. 23
2.11.3 Repairs in Microsoft Access ...................................................................................... 24
2.11.4 Element of the DBMS Environment .......................................................................... 24
2.12 Data Flow Diagram .......................................................................................................... 25
2.12.1 Method of Data Collection ............................................................................................ 27
2.12.2 Logical Database Requirements .................................................................................... 27
2.12.3 Data Dictionary.............................................................................................................. 30
Chapter Three: Systems Design .................................................................................................... 32
3.1 Introduction ........................................................................................................................ 32
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3.1.1 Constraints of a System ............................................................................................... 33
3.1.2 Properties of a System ................................................................................................. 33
3.1.3 Elements of a System ................................................................................................... 34
3.1.5 Types of Systems ......................................................................................................... 36
3.2 Analysis of System Design ................................................................................................. 37
3.3 User Interface design .......................................................................................................... 39
3.3.1 Input Design ................................................................................................................. 40
3.3.2 Data Input Methods...................................................................................................... 41
3.3.3 Input Integrity Controls................................................................................................ 42
3. 4 Output Design .................................................................................................................... 42
3.4.1 Objectives of Output Design ........................................................................................ 42
3.4.2 Output Integrity Controls ............................................................................................. 43
3.5 Forms Design ...................................................................................................................... 44
3.5.1 Objectives of Good Form Design ................................................................................ 44
3.5.2 Types of Forms ............................................................................................................ 44
3.6 Interface Design .................................................................................................................. 45
Chapter Four ................................................................................................................................. 54
Methodology ................................................................................................................................. 54
4.1 Introduction ........................................................................................................................ 54
4.2 Database Development Methodology ................................................................................ 54
4.3 Requirements gathering ...................................................................................................... 56
4.4 Database Analysis............................................................................................................... 57
4.4.1 Analyze the data requirements, not the implementation .............................................. 57
4.5 Database Design ................................................................................................................. 58
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4.5.1 Using relational theory for formal design .................................................................... 59
4.6 Implementation ................................................................................................................... 61
4.6.1 Realizing the design ..................................................................................................... 61
4.6.2 Populating the Database ............................................................................................... 62
4.6.3 Supporting Users and user Process .............................................................................. 63
CHAPTER FIVE .......................................................................................................................... 64
5.0 SYSTEM IMPLEMENTATION AND TESTING ................................................................. 64
5.1 Introduction ........................................................................................................................ 64
5.2 Acquisition of Hardware and Software .............................................................................. 65
5.2.1 Financial Decision ....................................................................................................... 65
5.3 Criteria for Evaluating Vendor Proposals .......................................................................... 65
5.4 Installation of Hardware and Software ............................................................................... 65
5.5 Testing Techniques ............................................................................................................. 66
5.6 System Testing ................................................................................................................... 67
5.7 Software Quality Assurance ............................................................................................... 67
5.7.1 Software Quality Assurance (SQA) ............................................................................. 69
5.7.2 Procedures and standards ............................................................................................. 69
5.8 Software Quality Assurance Activities............................................................................... 69
5.9 Training .............................................................................................................................. 69
5.10 System implementation .................................................................................................... 70
5.11 System Security and controls ........................................................................................... 71
5.12 Hardware and Software Security ...................................................................................... 72
5.13 Back-up Procedures .......................................................................................................... 72
CHAPTER SIX ............................................................................................................................. 73
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6.0 REVIEW AND MAINTENANCE ......................................................................................... 73
6.1 Introduction ........................................................................................................................ 73
6.1.1 Corrective Maintenance ............................................................................................... 74
6.1.2. Perfective maintenance ............................................................................................... 74
6.1.3 Adaptive Maintenance ................................................................................................. 74
CHAPTER SEVEN ...................................................................................................................... 75
7.0 CONCLUSION AND RECOMMENDATION ...................................................................... 75
7.1 Introduction ........................................................................................................................ 75
7.2 Conclusion .......................................................................................................................... 75
7.3 Project Constraints .............................................................................................................. 76
7.4 Recommendations .............................................................................................................. 78
CHAPTER EIGHT ....................................................................................................................... 80
REPORTS ..................................................................................................................................... 80
8.1 Introduction ........................................................................................................................ 80
REFERENCES ......................................................................................................................... 83
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Chapter One: Introduction
1.1
Overview
INTRODUCTION
Njala University was established in 1964. Since then, it has served as a major centre for training
middle level agricultural extension workers and teachers at secondary school level. With the
promulgation of the University Act 2005, the college, together with the Bo Teachers College, the
School of Hygiene and the Paramedical School in Bo, constituted Njala University as an
autonomous body, with Bonthe Technical Training College (BONTECH) as an affiliate tertiary
institution. Currently, Njala University is comprised of two campuses, the Bo Campus and Njala
Campus. The University has eight Schools: Agriculture, Education, Environmental Sciences,
Social Sciences, Community Health Sciences, Technology, Forestry and Horticulture, and Medical
Sciences. In August 2005, six of the Schools became operational, viz: the Schools of Education,
Social Sciences and Community Health Sciences at the Bo Campus, and the Schools of
Agriculture, Environmental Sciences and Technology at the Njala Campus. These Schools prepare
sub-degree, undergraduate and postgraduate students for careers in teaching, agricultural extension
and in various specialties in the environmental and community health sciences, and in information
technology. The Schools also conduct basic and applied research and disseminate the results of
these researches through the University’s extension services. In this way, Njala University applies
in a practical manner the product of its knowledge and experiences within the country and beyond.
. In this way, Njala University applies in a practical manner the product of its knowledge and
experiences within the country and beyond. Njala University was mandated to:

Encourage the advancement of learning and development of educational, economic, social
and ethical standards among the people of Sierra Leone;

Endeavour to improve the health and general welfare of the population;

Provide instruction for research and dissemination of research result;

Grant degrees, diplomas and certificates and such other awards as the University may
determine.
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In addition to the two main University campuses, Njala University is host to other institutions;
there is a National Agricultural Training Centre (NATC) (formally known as the Certificate
Training Centre), jointly founded by the Government of Sierra Leone and the British Government;
and the Njala Agricultural Research Centre (formally Institute of Agricultural Research, IAR), a
wing of the Ministry of Agriculture, Forestry and Food Security (MAFFS), founded to carryout
research on root and tuber crops and maize. NATC was setup to train agricultural middle-level
manpower.
Njala University operates on two campuses, namely Njala Campus and Bo Campus:

Njala Campus is located some 125 miles east of Freetown on a generally flat landscape on
the banks of River Taia in the Kori Chiefdom of Moyamba District in southern Sierra
Leone. It is equidistant (7 miles) between Taiama and Mano, and 36 miles southeast of Bo
City.

Bo Campus is located just outside Bo City in the Towama and Kowama villages.

In addition to these campuses, some programmes are also run on the University’s premises
at 17, Henry Street in Freetown.

The University Secretariat, which houses the offices of the Vice-Chancellor and Principal,
the Registrar, and the Finance Director, is located on the Njala Campus.
Njala University Exams Office
The Examination Office NU Registry is responsible for projecting time tables for exams,
conducting sessional exams, obtaining result from departments, inputting of sessional grades into
spreadsheet application, publishing and producing statements of result and final grade point
average reports for comprehensive examination.
The grading system uses six ranges of letter grades A-F converted to six Numeric grade points,
ranging from 0-5 ( A -5, B - 4, C - 3, D - 2, E - 1, F - 0). These points are then multiplied by the
credit hour offered. The total points acquired by the total credit hours are computed to provide the
SGPA which is a student’s sessional GP per semester. The CGPA contains continuous assessment
from year two to final year, first semester ending with primary examination result. The CGPA
scores obtained during four sessions is set aside from which 60% is added to the comprehensive
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grades and the Comprehensive Examination grades make up 30% (percent) of the assessment and
five (5.0%) is computed for project/ dissertation and 5% for internship. Finally a total score
describe as FGPA accounts for the final score of each student performance in their respective
Degree Programme. It is clearly stated that for a student to have a passing grade, the baseline for
promotion is 3.0. From 3.0 to 3.59 FGPA is Division three (3), and From 3.6 to 3.99 is Division
Two (2) Lower and From 4.0 to 4.29 is Division two (2) upper and finally 4.30 to 5.0 is considered
First class First Division. But this grading system is only confined within the School of
Technology.
As it is observed that, the use of computers for information processing facilitates immediate access
to students' personal and course information, student information updating and monitoring of
failed courses at Njala University. For system support, storing course information such as course
codes, course descriptions, credit units, and grade points for the purpose of automatic computation
of the grades are required. The system keeps up to-date records of the entire student body in the
Department. To support procedures like registration, data upload, queries to the system friendly
graphical user interfaces were developed for the ease of use. All these have been noted in the
database design and implementation of this system. As the first step of software engineering
process of system design we started with interviewing lecturers and students, and compiled our
observations into a case study of the state of manual student result preparation and data handling
which served as the major issues addressed in the design.
This project aims at defining overall software requirement for Students Progress
Management System. Many efforts
have
been
made
to
define
Result
the requirements
exhaustively and accurately. The final product will be having only features/functionalities
mentioned in this document and assumptions for any additional functionality/feature
should not be made by any of the parties involved in developing/testing/implementing /using
this product.
1.2
Problem Statement
Following the challenges identified in the existing system, such as delaying in submitting grade
sheets to the exams office, preparation and release of students sessional results, missing grade
issues, duplication of students records, excessive paperwork in results processing, poor record
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keeping of student’s information, poor data and security management of students records and files,
the unavailability of transcripts on demand are all compounded to create a mammoth challenge in
sessional grade computational system.
There are also problems of unavailability of information to guide students during registration in
NU registry-the reason are entirely connected with late acquisition of matriculation numbers. The
flat file database management system adopted in Excel is prone to erroneous report generation and
omissions of CGPA computation. Hence user might mistakenly remove functions or equations
from one cell to another. The researchers deemed it essential to develop a more reliable, consistent
and user-friendly system that will revert the prevailing challenges in the current system. The
propose database management system called “Student Progress Report Management system” is
intended to replace the error-prone system by December 2019 so as to terminate or end up these
multiple anomalies in student sessional grade computation.
The application will manage the information about various students enrolled into diverse
programmes, the courses offered during first and second semesters of the academic year (session)
are entered into the database system, the marks obtained by students in various courses are
computerized and published by the automated system. This will permit easy and speedy access
to student information especially sessional results figures which determines the Cumulative Grade
Point Average (CGPA) of student course performance.
1.3
Aim of the Project
The major aim of this research project is to develop an automated progress result management
system that will save the time in processing sessional grades point averages in the School of
Technology, Njala University,
1.4
Objectives of the Study
The project seeks to develop and to implement a database Management system that will automate
the processing of student progress result computation in Njala University Examination Office of
the Registry.
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1.4.1 Specific Objectives
The specific objectives of the new system are;

to capture, process and store records about students’ sessional grades

the system seeks to automate calculation while processing students’ sessional results

the new system when implemented will guarantee high level security on the access and
retrieval of student progress result in storage.

The solution will seemingly minimize the duplication of student records in the database

The system will create provision for easy admission new records into the database

The system will have the capability of searching for pertinent students records in the
Database

The system will also modify and update of students record as required by the users.

The system will be capable of filtering and sorting students records in both Ascending and
Descending order

It will generate reports about student sessional grades from year one to final year
(primaries)

It will be able to display and Print reports that are specific to the programmes offered by
the students.

to calculate and display the Grade Point Average for each semester and also the Sessional
Grade Point Average (SGPA)
1.5
Significance of the Study
The significance of the study may tend to resolve the late publication of student sessional grades
and also enables students to promptly access their results in a timely manner. This might help
parents and other sponsors to speedily pay tution fees of the students thereby avoiding
embarrasment during examination sessions. The exams office might also benefit from this project
work as they might in a timely manner prepare timetables for subsequent semesters in the academic
year.
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1.6 Scope and Limitations
1.6.1 Scope
The scope of the study is confined within Njala University Examination Office where grades are
compiled, processed and published. The students services department is also under the same scope
as they are responsible for dealing with matters related to students admission, attendance,
sicknesses, excuses and transfers from one program to another. The finance department is similary
fall within the scope of this study as they are concerned with student tuition fees payment and other
charges.
1.6.2 Limitations
This study had a lot of challenges as the project researchers were faced with the problem of doing
their preliminary investigations in the examination office where sensitive information about
students’ sessional grades were difficult to acquire from the Chief Exam Officer. However, after
many pleas by us and our project supervisor, we were finally granted permission to make
photocopies of the document we needed for this project work.
Attitude of data entry personnel – It was also a big problem for the researchers when it came to
the interpretation of letter grades to numeric values. Many efforts were made to get a clear
interpretation from the data entry clerk and this has had a negative impact on our research work.
Compounded with that issue, she refused to give us the actual credit hours assigned to certain
courses.
Rainy Season – After the completion of our final comprehensive exams in August, there were
often torrential down pour throughout the country so little efforts was made to start the project
work quite earlier.
Inadequate Financial Help – Knowing very well that we are poor students and not attached to
any substantive job it was difficult to procure finances for this project work especially when we
had to pay huge amount of money on transportation fare from Njala to our various residential
locations in the country.
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Poor Coordination among Project Researchers – Because of the gap of isolation between us in
terms of diverse locations and townships we were found, it was not very easy for us to meet and
make proper plans for this project work besides one or two of us needed rest after a two weeks
examination exercise at Njala Campus. Above all we never wanted to return to Njala to soon to
start the project work.
Poor Health Condition of our Project Supervisor – It was rather unfortunate that by the time
we intended to seek this project work, our supervisor on the other hand was seriously sick and
could not have any time to focus and guide us to with the write up and project development
approach so we had to wait until he was up and ready to work with us.
1.7 List of Abbreviations
GP
Grade Point
GPA
Grade Point Average
SGPA
Sessional Grade Point Average
CGPA
Cumulative Grade Point Average
FGPA
Final Grade Point Average
NU
Njala University
DBMS
Database Management System
DB
Database
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Chapter Two: System Analysis
2.1 Introduction
This is a process of collecting and interpreting facts, identifying the problems and decomposition
of a system into its components.
System analysis is conducted for the purpose of studying a system or its parts in order to identify
its objectives. It is a problem-solving technique that improves the system and ensures that all the
component of the system work efficiently to accomplish their purpose.
Analysis specifies what the system should do
The scope of this chapter will look at the current Student Progress Result Management System
that will strive to automate and speedily compute the processing of student progress results. Some
comparison will be made to show how the two system differs (old & new) and how the new system
will replace the old sluggish flat file spreadsheet -based system supported by MS Excel.
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2.2 Requirement Determination
A requirement is a vital feature of a new system which may include processing or capturing of
data, controlling the activities of grade computations and producing sessional results which
determines students’ progress report management system adoption.
Requirement determination involves studying the existing system and gathering details to find out
what are the requirements, how it works, and where improvements should be made.
2.3 Requirement Specification
It is the studying the current system and documenting its features for further analysis.
It is at the heart of system analysis where analyst documenting and describing system features
using fact finding techniques, prototyping and computer assisted tools.
2.4 Interviewing
System analyst collects information from individuals or groups by interviewing. The analyst can
be formal, legalistic, play politics, or be informal, as a success of an interview depends can be skill
of analyst as interviewer
It can be done in two ways –

Unstructured interview- the system analyst conducts question-answer session to acquire
basic information of the system.

Structured Interview- it has standard questions which user need to respond in either close
(objective) or open (descriptive) format.
2.4.1 Advantages of Interviewing
 It’s the best source of gathering qualitative information.
 It is useful for them, who do not communicate effectively in writing or who may not have
the time to complete questionnaire.
 Information can easily be validated and cross checked immediately
 It can handle the complex subjects.
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 It is easy to discover key problem by seeking opinions.
 It bridges the gaps in the areas of misunderstandings and minimizes future problems.
2.5 Questionnaires
This method is used by analyst to gather information about various issues of system from large
number of persons.
There are two types of questionnaires
Open-ended Questionnaires- it consists of questions that can be easily and correctly
interpreted. They can explore a problem and lead to a specific direction of answer.

Closed-ended Questionnaires- it consists of question that are used when the system
analyst effectively lists all possible responses, which are mutually exclusive.
2.6 Review of Records, Procedures, and Forms
Review of existing records, procedures, and forms helps to seek insight into a system which
describes the current system capabilities, its operations, or activities.
2.6.1 Advantages
It helps user to gain some knowledge about the organization or operations by themselves before
they impose upon others.
It helps in documenting current operations within short span of time as the procedure manuals and
forms describe the format and functions of present system.
2.7 Analysis of the Current System
This is the problem-solving technique that decomposes a system into its component pieces for the
purpose of study how those components part will work and interacts to accomplish their purpose.
System analysis is a detailed study of the various operations performed by the system and their
relationship within and outside of the system.
2.7.1 Drawbacks of the Current System
 Lack of appropriate hardware and software solutions – The Department lacks a
network computer environment for client computers to interact with each other, users
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always use memory sticks or other removable storage devices to share data between
computers. In addition to this problem there is no suitable tailor-made application to
specifically resolve the problem of progress report production in the examination office
and the problem of late publication of students’ progress results still remain unsolved.

Lack of immediate retrievals: the current system lacks the capacity of searching and
retrieving students records quickly from the flat file datasheets in excel. Users always
move from one worksheet to another to find students records and there is no guarantee
that some of the records are recovered quite quickly.

Lack of immediate information storage: There is still speculations that the exam
office lacks backup storage systems that will retain students records permanently or
when there is accidental loss of student information on the spreadsheet platform and
how it will be recovered without this kind of storage device available.

Lack of prompt updating – Updating students records has been a snail pace event in
this department as student often report about their missing grades in the exam’s office.
Grades are not put in the appropriate worksheet and because of the practice of poor
filing system and slow data entering approaches, updating students’ grades is still a
problem.

Error prone manual calculation: manual calculators are prone to error making as it
users often get boredom and pay less attention to the mistakes they make even the
spreadsheet program which is currently in use to compile and process students’
progress report has its own disadvantages such as duplication of records and errors in
formula adopted in the cells of the worksheet, sometimes a data value can be
unnoticeable moved from one cell to another which results in creating problems for the
system.

Problems with Data Security: There is no secured level of restriction on the software
that manipulates the results of students. Accessibility to computer and the excel
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application is not checked by any security features and the danger is that files would be
lost or stolen or totally deleted from the storage of the computer.
 Time Consuming: there is a remarkable amount of time lost between the time the
grades arrives at the front desk of the data entry clerk and the time the data is entered
at the spreadsheet and the time of publishing the grades.
2.8 Goals of Proposed System
The proposed system will intend to manage and speedily produce the progress result of various
students enrolled into diverse programmes, the courses offered during first and second semesters
of the academic year (session) are entered into the database system, the marks obtained by students
in various courses are computerized, published and printed by the automated system. This will
permit easy and speedy access to student information especially sessional results figures which
determines the Cumulative Grade Point Average (CGPA) of student course performance in year
two, three and four respectively.
1. Planned approach towards working: - Examination grades are received in the
examination office through the internet from different departments. Each department
would be mandated to input grades into their own system and post it through the internet
to the exams office. This will remove office messengers and loss of document while
moving grade sheet from the department to the examination office.
2. Accuracy: - the level of accuracy in the proposed system will be higher. All operation
would be done correctly and it ensures that whatever information is coming from the center
is accurate and valid. Hence the HODs and the deans append their signatories on the
documents and post through the internet.
3. Reliability: - the reliability of the proposed system will be high due to the above stated
reasons. The reason for the increased reliability of the system is information is received
from source to the exams office directly without waste of time.
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4. No redundancy: - in the proposed system utmost care would be that no information is
repeated anywhere, in storage or otherwise. This would assure economic use of storage
space and consistency in data stored.
5. Immediate retrieval of information: - the main objective of proposed system is to provide
for a quick and effective retrieval of information from storage. Any kind of information
would be available from student records as required by the user.
6. Mass storage: - The computers adopted in this department will have the capability of
storing massive amount of records, hence the storage space is measured in Tera Bytes.
Meaning the system can support documentations for a prolong length of time.
7. User Friendly Software: - the system would have a user-friendly interface and allow users
to easily interact with the command buttons to execute instructions as needed.
8. Dedicated to Exams office – This solution that would be implemented will exceptionally
be operated in the exam’s office by whom authorities and permissions are given. Meaning
the software is confined only to this department.
2.9 Feasibility Study
Depending on the results of the initial investigation the survey is now expanded to a more detailed
feasibility study. “FEASIBILITY STUDY” is a test of system proposal according to its
workability, impact of the organization, ability to meet needs and effective use of the resources.
It focuses on these major questions:
 What is the users demonstrate needs and how does a candidate system meet them?
 What resources are available for given candidate system?
 What are the likely impacts of the candidate system on the organization?
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 Whether it is worth to solve the problem
During feasibility analysis for this project, following primary areas of interest are to be used
considered investigation and generating ideas about a new system does this
2.9.1 Technical feasibility
A study of resource availability that may affect the ability to achieve an acceptable system. This
evaluation determines whether the technology needed for the proposed system is available or not.
Can the work for the project be done with current equipment existing software technology &
available personal?
Can the system be upgraded if developed?
If new technology is needed then what can be developed?
This is considered with specifying equipment and software that will successfully satisfy the user
requirement.
Front-end and back-end selection
An important issue for the development of a project is the selection of suitable front-end and backend. When we decided to develop the project, we went through an extensive study to determine
the most suitable platform that suits the needs of the organization as well as helps in development
of the project. We selected Microsoft Access DBM and Microsoft Jet Engine to build the software
and deploy it on the same platform for the back-end.
The aspect of our study included the following factors
Front-End selection:
It must have a graphical user interface that assists employees that are not from IT background
1. Scalability and extensibility
2. Flexibility
3. Robustness
4. Must provide excellent reporting feature with good printing support.
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5. Platform web-based interface
6. Easy to debug and maintain
7. Event driven programming
Back-End Selection:
single user support
Efficient data handling.
Provide inherent features for security.
Efficient data retrieval and maintenance
Mass Storage capacity
Popularity and ease of use
Operating System compatible.
Easy to design and deploy with the front-end.
2.9.2 Economic Feasibility
Economic Justification is generally by the: Bottom Line: consideration for most systems.
Economic justification includes a broad range of concern that includes cost benefit analysis. In this
we weight of the cost and the benefits associated with the current system and if it sits the basic
purpose of the organization i.e. profit making, the project is making to the analysis and design
phase
The financial and the economic question during the preliminary investigation are verified to
estimate the following:

The cost to conduct a full system investigation

The cost of hardware and software for the class of application being considered

The benefits in the form of reduced cost
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2.9.3 Operational Feasibility
It is mainly related to human organization and political aspects. The points to be considered are:

What changes will be brought with the system?

What organization structures are disturbed?

What new skill would be required? Do the existing staff members have these skills? If not,
can they be trained in due course of time?
The system is operationally feasible as it very easy for the End user to operate it. It only needs
basic information about Windows Platform.
2.9.4 Schedule Feasibility
Time evaluation is the most important consideration in the development of project. The time
schedule required for the developed of this project is very important since more development time
effect machine time, cost and cause delay in the development of other system.
2.10 Hardware and Software Requirements
2.10.1 Recommended Operating Systems
 Windows: 10 or newer version
 Linux: Ubuntu
 Antivirus-optional
2.10.2 Hardware Requirements
We strongly recommend a computer newer than 3 years old.
 Processor: Minimum Intel Core 4 or higher (4.6 GHz); AMD Athlon 64 x 2) Recommended
2GHz or more
 Ethernet connection (LAN) OR a wireless adapter (Wi-Fi)
 Hard Drive: Minimum 4 TB
 Memory (RAM): Minimum 5 GB;
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 Input Device -Keyboard or Mouse or compatible pointing device
 Sound card w/speakers
 USB Interface Required
 Some classes require a camera and microphone
 Uninterrupted Power Supply and Surge Project Adapters
2.10.3 Application Software Requirement
 Microsoft Access Office
 Microsoft ACCESS Jet Engine
 Spyware
2.11 Database Management Systems
Since the Microsoft Access is a Database Management System, the research intended to define
what a Database is describing and defining the type of database management system that will be
used for this project work. Microsoft Access is one of the most popular Microsoft products. Access
database is not only inexpensive but also a powerful database for small scale projects. MS Access
uses the jet database engine, which utilizes a specific SQL language dialect (sometimes referred
to as Jet SQL). MS Access comes with the professional edition of MS office. MS Access has easy
to use intuitive graphical interface. Users can create tables, queries, forms and an generate reports
and connect them with Macros.
2.11.1 Splitting the Database
Access is desktop database, so its file structures is different from the larger relational database
system files specifically, you can store data and interface objectives in the file.
In fact, it is best to split your database into two separate files, a database that contains the data
(Backend) is compose of the tables and datasheets only and the Database that contain the interface
object (Front End) is compose of forms, queries and reports
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2.11.2 Front End and Back End Users
Most users working in the Front End are oblivious to the Back End. This Setup protects your
schema (table design) and it is easier to maintain. When it comes to time updating the database,
you simply replace the old Front-End files with enhanced version. If you store data and interface
objects in the same NDM files, you must import data from the old file into the new one, which is
insufficient especially if you have to distribute an update to numerous users. to split a database,
chose database utility from the tools Menu then select database splitter. The wizard will work you
through the process. The Front End will hold the form objects, report and query objects and on the
other hand, the Back End will hold the Tables and Datasheet objects. The major areas for Access
Database development are the areas of Audit Users, Checking Connectivity, avoid undocumented
deploy an ACCDE version of your data functionality and Avoid using system Tables- system
tables contain a lot of information about your database schema and sometimes accessing the
information is simpler than a more traditional alternative route. Unfortunately, new releases often
bring changes to these tables which break your application. Avoid using systems tables unless you
have good reason to do so and then carefully document your choice.
Trouble Shooting in Microsoft Access
Microsoft access development best Practice are as follows:
 Set up Microsoft Access Database Environment
 Implement Settings by splitting database to ease connections between Front end and Back
end
 Make sure you make duplicate copy of the database
 Deploy an ACCDE version of your database to your end users rather than the source
ACCDB
 Never use special characters when naming forms, reports and controls, ensure you give
your controls meaningful names
 If you are looking for embedded images within please take your time to resize the image
file prior to using them.
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2.11.3 Repairs in Microsoft Access
 Before you begin, ensure that you have a current database backup. Compact and repair is
a very intrusive database operation and has the potential to cause database failure. The
backup will be instrumental if this occurs. If you are not familiar with backing up Microsoft
access, read backing up a Microsoft access database.
 If the database is located in a shared folder, be sure to instruct other users to close the
database before proceeding. You must be the user with the database open in order to run
the tool.
 In the access ribbon, navigate to the database tools pane.
 Click the “compact and repair database’’ button in the tables section of the pane.
 Access will prevent the “database to compact from’’ dialog box. Navigate to the database
you wish to compact and repair and then click the compact button.
 Provide a new name for the compacted database in the “compact database into’’ dialog
box, then click the save button.
 After verifying that the compacted database works properly, delete the original database
and rename the compacted database with the original database’s name.
2.11.4 Element of the DBMS Environment
It has been identified in the DBMS environment five major elements: people, procedures, data,
software and hardware.
 People: the first component is the people involved with the system. There are four
different types of people who are involved in the environment of a DBMS,
1. Application developers
2. Database administrators
3. End-user
4. Database designers
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 Procedures: this component refers to the rules and instructions which manages the
design and use of the database. The staff and the user of the system who run the
database need to document the procedures on how to use or operation of the system.
This may be composed of instructions on how to use of a particular database
management system or application program.
 Start and stop database management systems.
 Create backups of the database.
 Dealing with the failure of software and hardware.
 Highlight the database across multiple disks, change a table structure, store data to
secondary storage and improve performance.
 Data: Maybe the most significant part of the DBMS environment is the data, where
data is a collection of facts stored in the database.
 Software: software element consists of DBMS software and application software, in
addition to the operating system and contains software network in the case that the
DBMS used through the network.
 Hardware: the applications and the DBMS need the hardware to run. Hardware and
can range from a single personal computer to a single central or the network of
computers. Hardware depends on the specific requirements of the organization and
DBMS are used. In some DBMSs run only on specific operating systems or hardware,
while others run in a variety of operating systems and hardware.
2.12 Data Flow Diagram
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Figure 1: Data Flow Diagram
Entity Relationship Diagram [ERD]
Figure 2: Entity Relation Diagram SEMESTER ONE
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Figure 3: Entity Relation Diagram SEMESTER TWO
2.12.1 Method of Data Collection
A thorough investigation of the current system was carried out in order to obtain detailed
information about the application area to be designed. In the course of our findings, several
effective methods of information gathering or data collection were employed which include:
interviewing the examination officers; discussion with pertinent stakeholders of the system such
as the HODs and lecturers; evaluation and inspection of relevant documents such as result
reporting sheet, raw score samples, and transcript format.
2.12.2 Logical Database Requirements
The following information will be placed in DB-COMPUTER SCIENCE YEAR ONE
 STUDENT ENTITY:
[Student
ID
ProgrammeOfStudy,
Academic
Yr,
CurrentYear,
Student
LastName
,
StudentFirstName, Student OtherName, Gender,]
 COURSE CODE ENTITY (YR ONE-SEM I)
: [ENGL111, COMPS111, COMPS112, STAT111, TMATH111, PHYS111, STS110]
 COURSE CODE ENTITY (YR ONE-SEM II)
: [ENGL121, COMPS122, COMPS121, STAT121, TMATH121, PHYS121, STS120]
 CREDIT HOURS ENTITY YR ONE-SEM I
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:
[ENGL111-2CDHrs,
COMPS111-2CDHrs,
COMPS112-2CDHrs,
STAT111-3CDHrs,
TMATH111-3CDHrs, PHYS111-3CDHrs, STS110-2CDHrs]
 CREDIT HOURS ENTITY YR ONE-SEM II:
[:
[ENGL121-2CDHrs,
COMPS121-2CDHrs,
COMPS122-2CDHrs,
STAT121-3CDHrs,
TMATH121-3CDHrs, PHYS121-3CDHrs, STS120-2CDHrs]
 TOTAL CREDIT HOURS SEM I: [ (=SUM (2+2+2+3+3+3+2)] 17Credit Hrs.
 TOTAL CREDIT HOURS SEM II: [ (=SUM (2+2+2+3+3+3+2)] 17Credit Hrs.
 TOTAL SESSIONAL CREDIT Hrs. (YR ONE): [=SUM (17 + 17)] 34 Credit Hrs.
 TOTAL POINTS ENTITY SEM I:
[ENGL111-0-5pt, COMPS111-0-5pt, COMPS112-0-5pt, STAT111-0-5pt, TMATH111-0-5pt,
PHYS111-0-5pt, STS110-0-5pt]
 TOTAL POINTS ENTITY SEM II:
[ENGL111-0-5pt, COMPS111-0-5pt, COMPS112-0-5pt, STAT111-0-5pt, TMATH111-0-5pt,
PHYS111-0-5pt, STS110-0-5pt]
 TOTAL SESSIONAL POINTS:
[ =SUM (Total Points Sem I + Total Points Sem II)]
 SEM I GRADE POINT AVERAGE:
[Total Points Sem I ÷ Total Credit Hrs Sem I]
 SEM II GRADE POINT AVERAGE:
[Total Points Sem I ÷ Total Credit Hrs Sem I]
 TOTAL GRADE POINT AVERAGE(TGPA) :
[Sem I GPA + Sem II GPA]
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 SESSIONAL GRADE POINT AVERAGE: SGPA
[Total GPA ÷ Total Sessional Credit Hrs]
Figure 4: Physical Schema of Student Progress Result Management System
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Figure 5: Security user profile
2.12.3 Data Dictionary
A Data dictionary is a structured repository of data element in the system.it stores the description
of all DFD element and definition of data flow, data stores, data stored in data stores, and the
processes.
A data dictionary improves as the communication between the analyst and the user. It plays an
important role in building a database. Most DBMS have a data dictionary as a standard feature, for
example, refers to the following table.
For the Student Progress Result Management System, Data dictionary are exhibited alongside with
their unique field names, datatype and fields sizes and description of that field for each table. The
data type in Access are few but can be modified into their appropriate descriptions when the
database designer switches to field properties section.
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Figure 6: Semester one Table
Figure 7: Semester Two Table
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Figure 8: Student Profile Table
Chapter Three: Systems Design
3.1 Introduction
It is a process of planning a new business system or replacing an existing system by defining its
components or modules to satisfy the specific requirements. Before planning, you need to
understand the old system thoroughly and determine how computers can best be used in order to
operate efficiently.
System Design focuses on how to accomplish the objective of the system.
System Analysis and Design (SAD) mainly focuses on −

Systems

Processes

Technology
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The word System is derived from Greek word System which means an organized relationship
between any set of components to achieve some common cause or objective.
A system is “an orderly grouping of interdependent components linked together according to a
plan to achieve a specific goal.”
3.1.1 Constraints of a System
A system must have three basic constraints −
 A system must have some structure and behavior which is designed to achieve a
predefined objective.
 Interconnectivity and interdependence must exist among the system components.
 The objectives of the organization have a higher priority than the objectives of its
subsystems.
For example, traffic management system, payroll system, automatic library system, human
resources information system.
3.1.2 Properties of a System
A system has the following properties −
a. Organization
Organization implies structure and order. It is the arrangement of components that helps to achieve
predetermined objectives.
b. Interaction
It is defined by the manner in which the components operate with each other.
For example, in an organization, purchasing department must interact with production department
and payroll with personnel department.
c. Interdependence
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Interdependence means how the components of a system depend on one another. For proper
functioning, the components are coordinated and linked together according to a specified plan. The
output of one subsystem is the required by other subsystem as input.
d. Integration
Integration is concerned with how a system component are connected together. It means that the
parts of the system work together within the system even if each part performs a unique function.
e. Central Objective
The objective of system must be central. It may be real or stated. It is not uncommon for an
organization to state an objective and operate to achieve another.
The users must know the main objective of a computer application early in the analysis for a
successful design and conversion
3.1.3 Elements of a System
The following diagram shows the elements of a system –
a. Outputs and Inputs

The main aim of a system is to produce an output which is useful for its user.
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
Inputs are the information that enters into the system for processing.

Output is the outcome of processing.
b. Processor(s)

The processor is the element of a system that involves the actual transformation of input
into output.

It is the operational component of a system. Processors may modify the input either totally
or partially, depending on the output specification.

As the output specifications change, so does the processing. In some cases, input is also
modified to enable the processor for handling the transformation.
c. Control

The control element guides the system.

It is the decision–making subsystem that controls the pattern of activities governing input,
processing, and output.

The behavior of a computer System is controlled by the Operating System and software.
In order to keep system in balance, what and how much input is needed is determined by
Output Specifications.
d. Feedback

Feedback provides the control in a dynamic system.

Positive feedback is routine in nature that encourages the performance of the system.

Negative feedback is informational in nature that provides the controller with information
for action.
e. Environment

The environment is the “supersystem” within which an organization operates.
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
It is the source of external elements that strike on the system.

It determines how a system must function. For example, vendors and competitors of
organization’s environment, may provide constraints that affect the actual performance of
the business.
f. Boundaries and Interface

A system should be defined by its boundaries. Boundaries are the limits that identify its
components, processes, and interrelationship when it interfaces with another system.

Each system has boundaries that determine its sphere of influence and control.

The knowledge of the boundaries of a given system is crucial in determining the nature of
its interface with other systems for successful design.
3.1.5 Types of Systems
The systems can be divided into the following types −
Physical or Abstract Systems

Physical systems are tangible entities. We can touch and feel them.

Physical System may be static or dynamic in nature. For example, desks and chairs are the
physical parts of computer center which are static. A programmed computer is a dynamic
system in which programs, data, and applications can change according to the user's needs.

Abstract systems are non-physical entities or conceptual that may be formulas,
representation or model of a real system.
Open or Closed Systems

An open system must interact with its environment. It receives inputs from and delivers
outputs to the outside of the system. For example, an information system which must adapt
to the changing environmental conditions.
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
A closed system does not interact with its environment. It is isolated from environmental
influences. A completely closed system is rare in reality
The scope of this chapter is to examine and lay out the critical elements of the design of the new
system, the sequence in which they will be carried out and investigate the abstract represented
representation of data flows, input and outputs of the system in relation to actual inputs and output
processes of the new system.
3.2 Analysis of System Design
System analysis contains details that are necessary for the implementation of the system. It focuses
on changing the performance requirement into design specification. This aspect is concerned with
how to approach the process of designing. System design is the most crucial phase in the
development of a system and it involves two parts.

The logical design, which is arrived at as a result of systems analysis and;

The physical design, which is derived from the logical design.
System also called synthesis is a complementary problem-solving technique that reassembles a
system’s component part back into complete system. Also, system design is a specification or
construction of a technical based solution for business requirements identified in systems analysis.
System design is defined as those tasks that focus on the detail specification of the computer-based
solution. Normally the design proceeds into two stages, namely

Preliminary Design: here the features of the new system are specified. The cost of
implementing these features and benefits to be derived are estimated. In the case the web
or online hospital Management system I have deployed on the cloud. It is of course cost
effective to use the cloud platform for this solution because of many benefits. It is Easy to
adapt to the use of cloud anywhere anytime as long as internet is available. the gap of
isolation will be between staff, patient is close. One body is mindful about electricity to
run your resources and less burden on the maintenance of the computers and servers on the
cloud. At most of all you pay small subscription as you go.

Structural Design: here the computer-based work begins in full swing; designers come
up with a structured design in the form of a blue print of a computer system solution to the
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specific problem taking into consideration user requirements. At this point, the researcher
can clearly see a mapping out process of inputs, outputs, databases object forms and
commence with codification scheme and process specification being drawn up in details.

Logical Design: This is the process of taking the user requirement that are gathered in the
system analysis phase and mapping to their respective business entities and then processes.
Logical model shows what a system does, the logical systems specify users’ needs at a
level of detail that virtually determines the information flow into and out of the system,
and require data sources. Logical design can also be related to the abstract representation
of the data flow.
There are three major steps involved in the creation of the login design
1. Evaluate alternatives
2. Prepare design specifications
3. Prepare Reports

Physical Design: The physical design as the name s implies has to do with the production
working system by defining specifications that tells the programmer what to do. The
physical design relates to the actual input and output processes of the system. The physical
dictates and laid down terms of how the data is entered into the database through an existing
interface. It posits that when users intend to access the data, some authorization and
authentical issues need to be resolved order wise the privilege granted to access the
database will be denied. There should also be techniques that would help display the output
from this solution.
This the physical portion of the design generally is apportioned into three phases;
1. User Interface Design
2. Data Design
3. Process Design.
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3.3 User Interface design
User interface design is concerned with how users add information to the system and how the
system presents information back to them. The general strategy used in the design of the program
includes the manner in which the user interface is landscaped and the way the keyboard is applied
when using it to manipulate the design.
Data design is about discovering and completing defining your application’s data characteristics
and processes. Data design is a process of gradual refinement, from the coarse form where you
decipher what data the application requires to the precise data structures and processes that provide
it. With a good data design, your application’s data access is fast, easily maintained, and can
gracefully accept future data enhancements.
The process of data design includes identifying the data, defining specific data types and storage
mechanisms and ensuring data integrity by using business rules and other run time enforcement
mechanisms. In data design, the researcher will consider the following:
1. Data identification: this describes the process of discover how your application will use
the data.
2. Data definition: explains the general process of defining tables, rows, columns, data types,
keys and relationships.
3. Data integrity: discusses some important ways to provide data integrity, including
normalization, business rules. Referential integrity, and data validation a
4. Data design cautions: presents some real-world conflicts that influence data design
decisions.
a. Program Design: A program is a set of instructions which permits the computer hardware
to manipulated and execute instruction sets that is invoked on the input data to produce a
desired output. (information) in the forms of textual mode, sound, graphics, numeric,
satellite maps and multimedia or video context. The definition of Design in software
concept goes far beyond the normal understanding in English dictionary, and are place into
the following categories; (a) Input Design, (b) Process Design (c) Output Design (d) File
Design and Interface design. Each of these categories will be discussed
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3.3.1 Input Design
In an information system, input is the raw data that is processed to produce output. During the
input design, the developers must consider the input devices such as PC, MICR, OMR, etc.
Therefore, the quality of system input determines the quality of system output. Well-designed input
forms and screens have following properties −

It should serve specific purpose effectively such as storing, recording, and retrieving the
information.

It ensures proper completion with accuracy.

It should be easy to fill and straightforward.

It should focus on user’s attention, consistency, and simplicity.
All these objectives are obtained using the knowledge of basic design principles regarding −

What are the inputs needed for the system?

How end users respond to different elements of forms and screens.
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Figure 9: Student Update Input Form Semester One
Figure 10: Student Update Input Form Semester Two
3.3.2 Data Input Methods
It is important to design appropriate data input methods to prevent errors while entering data. These
methods depend on whether the data is entered by customers in forms manually and later entered
by data entry operators, or data is directly entered by users on the PCs.
A system should prevent user from making mistakes by −

Clear form design by leaving enough space for writing legibly.
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
Clear instructions to fill form.

Clear form design.

Reducing key strokes.

Immediate error feedback.
Some of the popular data input methods are −

Batch input method (Offline data input method)

Online data input method

Computer readable forms

Interactive data input
3.3.3 Input Integrity Controls
Input integrity controls include a number of methods to eliminate common input errors by endusers. They also include checks on the value of individual fields; both for format and the
completeness of all inputs.
Audit trails for data entry and other system operations are created using transaction logs which
gives a record of all changes introduced in the database to provide security and means of recovery
in case of any failure
3. 4 Output Design
The design of output is the most important task of any system. During output design, developers
identify the type of outputs needed, and consider the necessary output controls and prototype report
layouts.
3.4.1 Objectives of Output Design
The objectives of input design are −

To develop output design that serves the intended purpose and eliminates the production
of unwanted output.

To develop the output design that meets the end users’ requirements.
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
To deliver the appropriate quantity of output.

To form the output in appropriate format and direct it to the right person.

To make the output available on time for making good decisions.
Let us now go through various types of outputs −
External Outputs
Manufacturers create and design external outputs for printers. External outputs enable the system
to leave the trigger actions on the part of their recipients or confirm actions to their recipients.
Some of the external outputs are designed as turnaround outputs, which are implemented as a form
and re-enter the system as an input.
Internal outputs
Internal outputs are present inside the system, and used by end-users and managers. They support
the management in decision making and reporting.
There are three types of reports produced by management information −

Detailed Reports − They contain present information which has almost no filtering or
restriction generated to assist management planning and control.

Summary Reports − They contain trends and potential problems which are categorized
and summarized that are generated for managers who do not want details.

Exception Reports − They contain exceptions, filtered data to some condition or standard
before presenting it to the manager, as information.
3.4.2 Output Integrity Controls
Output integrity controls include routing codes to identify the receiving system, and verification
messages to confirm successful receipt of messages that are handled by network protocol.
Printed or screen-format reports should include a date/time for report printing and the data.
Multipage reports contain report title or description, and pagination. Pre-printed forms usually
include a version number and effective date
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3.5 Forms Design
Both forms and reports are the product of input and output design and are business document
consisting of specified data. The main difference is that forms provide fields for data input but
reports are purely used for reading. For example, order forms, employment and credit application,
etc.

During form designing, the designers should know −

who will use them?

where would they be delivered

the purpose of the form or report

During form design, automated design tools enhance the developer’s ability to prototype
forms and reports and present them to end users for evaluation.
3.5.1 Objectives of Good Form Design
A good form design is necessary to ensure the following −

To keep the screen simple by giving proper sequence, information, and clear captions.

To meet the intended purpose by using appropriate forms.

To ensure the completion of form with accuracy.

To keep the forms attractive by using icons, inverse video, or blinking cursors etc.

To facilitate navigation.
3.5.2 Types of Forms
A. Flat Forms

It is a single copy form prepared manually or by a machine and printed on a paper. For
additional copies of the original, carbon papers are inserted between copies.

It is a simplest and inexpensive form to design, print, and reproduce, which uses less
volume.
B. Unit Set/Snap out Forms
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
These are papers with one-time carbons interleaved into unit sets for either handwritten or
machine use.

Carbons may be either blue or black, standard grade medium intensity. Generally, blue
carbons are best for handwritten forms while black carbons are best for machine use.
C. Continuous strip/Fanfold Forms

These are multiple unit forms joined in a continuous strip with perforations between each
pair of forms.

It is a less expensive method for large volume use.
D. No Carbon Required (NCR) Paper

They use carbonless papers which have two chemical coatings (capsules), one on the face
and the other on the back of a sheet of paper.

When pressure is applied, the two capsules interact and create an image.
3.6 Interface Design
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Figure 11: User login form
User Profile: Used to authorize permission to the user to their specified (Data Entry Clerk)
Admin Profile: Used to authorize permission to the Exam Officer who has access to all pages.
Password: a secret code used to authenticate permission to the users
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Figure 12: Main Login Form and Desktop Background
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Figure 13: Data entry clerk Navigation form
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Figure 14: Main Switchboard for Exams Officer
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Figure 15: Student Profile and Grades for Semester One
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Figure 16: Student Profile and Grades for Semester Two
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Figure 17: Sessional Grade Point Average Datasheet
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Figure 18: Student SGPA Report
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Chapter Four
Methodology
4.1 Introduction
This chapter will discuss the various methodologies used to development both databases. The
project waiter is deliberately including these methods because of the topic I chose to write on
comprehensive which reflect the use of database.
4.2 Database Development Methodology
Database development is just one part of the much wider field of software engineering, the
process of developing and maintaining software. A core aspect of software engineering is the
subdivision of the of development process into a series of phases, or steps, each of which focuses
on one aspect of the development. The collection of these steps is sometimes referred to as a
development life cycle. The software product moves through this life cycle (sometimes repeatedly
as it is refined redeveloped) until it is finally retired from use. Ideally, each phase in the life cycle
can be checked for correctness before moving on to the next phase. However, software engineering
is a very rich discipline with many different methods for the subdivision of the development
process and a details exploration of the many different ways in which development can be
structured is beyond the scope of this course.
Here, we start with an overview of the waterfall model such as you will find in most software
engineering textbooks. (Do note that in this course we aim to present database development
principles and techniques that are common to many development methods, not just the waterfall
model) figure below illustrates a general waterfall model which could apply to any computer
system development. It shows the process as a strict sequence of steps where the output of one
step is the input to the next and all of one step has to be completed before moving on to the next.
However, in reality there is usually some degree to refinement and feedback as the product
proceeds through the development stages (it would be real to find that each task is performed
perfectly and never needs revisiting - although that is pone possibility!).
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Establishing
Requirement
Statement of
requirement
Analysis
System
specification
Design
Design
document
Implementation
Initial system
Testing
Released system
Maintenance
Figure above shows A General Model of system development: the waterfall model
We can use figure…… as a means of identifying the tasks that are required, together with the input
and output for each activity. What is important is the scope of the activities, which can be
summarized as follows:

Establishing requirements involves consultation with, and agreement among, stakeholders
as to what they want of a system, expressed as a statement of requirements.
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
Analysis start by considering the statement of requirements and finishes by producing a
system specification. The specification is a formal representation of what system should
do, expressed in terms that are independent of how it may be realized.

Design begin with a system specification and produces documents and provides a detailed
description of how a system should constructed.

Implementation is the construction of a computer system according to a given design
document and taking account of the environment in which, the system will be operating
(for example specific hardware available for the development). Implementation may be
staged, usually with an initial system than can be validated and tested before the final
system release for use.

Testing compares the implemented system against the design documents and requirements
specification and produces and acceptance report or , more usually, a list of errors and box
that require a review of the analysis, design and implementation processes to correct
(testing is usually the task that leads to the waterfall model iterating through the life cycle).

Maintenance involves dealing with changes in the requirements, or the implementation
environment, bug fixing or porting of the system to new environments (for example
migrating a system from a standalone PC to a UNIX workstation or a networked
environment). Since maintenance involves the analysis of the changes required, design of
a solution, implementation and testing of that solution over the lifetime of a maintained
software system, the waterfall life cycle will be repeatedly revisited.
Model of database development
4.3 Requirements gathering
Here we are concerned only with the requirements that relate specifically to the data. Establishing
requirements involves consultation with, and agreement among, all the users as to what persistent
data they want to store along with an agreement as to the meaning and interpretation of the data
elements. The data administrator plays a key role in this process as the overview the business, legal
and ethical issues with the organization the impact on the data requirements. The data requirements
document is used to agree requirements with users. To make sure that it is easily understood, it
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should be overly formal or highly encoded, the document should give a concise summering of all
users’ requirements – not just a collection of individuals’ requirements – as the intention is to
develop a single shared database.
4.4 Database Analysis
Data analysis begins with the statement of fata requirements and then produces a conceptual data
model. The aim of analysis is to obtain a detailed description of the data that will suit user
requirements so that both high- and low-level properties of data and their use are dealt with. These
include properties such as the possible range of values that can be permitted for attributes such as,
in the Open University example for instance, the course code, course title, and credit points. The
conceptual data model provides with a shared, formal representation of what is begin
communicated between clients and developers during database development – it is focused on the
data in a database, irrespective of the eventual uses of that data in the user processor or
implementation of the data in a specific computer environment. Therefore, in conceptual data
model is concerned with the meaning of structure of data, but not with the details affecting how
they implemented.
The conceptual data model is a formal representation of what database should contain and the
constrains the data must satisfy. This should be expressed in terms that are independent of how the
model may be implemented. As a result, analysis focuses on ‘What is required?’ not ‘How is it
achieved?’ Data analysis is a highly skilled task and the analysis has a specialized role that is
beyond the scope of this course where our focus is on design. Consequently, we will not consider
the analysis task in detail but we will assume that the conceptual data model is the starting point
for our database development.
4.4.1 Analyze the data requirements, not the implementation
One of the hardest issues facing an analysis is to perform the analysis without prejudging decisions
about implementation. The analysis purely focused on the data requirements and not about how
those requirements are to be met, or the limitations that might be enforced by the DBMS chosen
to host the database. Compromises and enforced limitations resulting from a DBMS or computer
system should be dealt with during the implementation phase. The requirements gathering and
analysis tasks should be performed as if the implementation environment will do everything that
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needs to be done to satisfy the requirements being specified. Any compromises made at the
analysis stage will affect the usefulness of the database and may lead to it failing to meet the user
requirement.
You may think of a conceptual data model as being a formal description of the eventual database
semantics use to produce a logical schema for a database. However, a conceptual data model is
not necessarily expressed in terms of relations or tables, because it will not necessarily depend on
the use of a relational DBMS for implementation. You should also note that a conceptual data
model is a specification use by people for the database design activity; it is not used by any DBMS,
nor is it a programming language.
4.5 Database Design
Database design starts with a conceptual data model and produces a specification of a logical,
schema, this will usually determine the specific type of database system that is required, but not
the detailed implementation of that design. The relational representation is still independent for
any specific DBMS; it is another conceptual data model.
Our approach here is to use a relational database environment. We can use relational representation
of the conceptual data model as input to the design process. The output of the design stage is a
detailed relational specification, the logical schema, of all the tables and constraints needs to safety
the description of the data in the conceptual data model. It is during the design activity that choices
are made as to which tables are most appropriate for representing the data in a database. These
choices must consider various design critical including, for example, flexibility for change, control
of duplication and how best to represent the constrains. It is the tables defined by the logical
schema that determine what data are stored and how they may be manipulated in the database.
Database designers familiar with relational databases and SQL might be tempted to go directly to
implementations after they have produced a conceptual data model. However, such a direct
transformation of the relational representation to SQL tables does not necessarily result in a
database that has all the desirable properties: completeness, integrity, flexibility, efficiency and
usability. A good conceptual data model is an essential first step to towards a database with these
properties, but that does not mean that the direct transformation to SQL tables automatically
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produces a good database. This first step (sometimes called a first – cut design) will accurately
represent the tables and constraints needed to safety the conceptual data model description, and
usability. The first – cut design flexed to improve the quality of the database design. Flexing is a
term that is intended to capture the simultaneous ideals of bending something for a different
purpose and weakening aspects as it is bent.
4.5.1 Using relational theory for formal design
There will be occasions when it is necessary to prove formally that a database satisfies given
requirements. Using relational theory can allow a relational represent of a conceptual data model
to be analyzed rigorously. This stage, which is usually omitted in all but the most exacting
development environments (such as safety – critical system), involves using the formal properties
of the relational theory to mathematically prove properties of the conceptual data model that would
then be released in the database design.
Figure below summarizes the iterative (repeated) steps involved in database design, based on the
overview given. Its main purpose is distinguishing the general issue of what tables should be used
from the detailed definition of the constituent parts of each table – these tables are considered one
at a time, although they are not independent of each other. Each iteration that involves a revision
of the tables would lead to a new design; collectively they are usually referred to as second – cut
designs, even if the process iterates for more than a single loop.
Use a relation representation of the conceptual data model to give a set
of tables for a first – cut database design
Do the tables represent the data in an acceptable way according to the
given criterial for usability, efficiency and so on.
DefineNo
constituents of schema for each
table such as:

Columns

Primary keys

Foreign keys

constituents
Implementation
Yes
Flex tables to produce second
– cut design
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Summary of steps for database design
Before we turn to consider implementation, you should note three general points that from the
basis of our design approach.
First, for a given conceptual data model it is not necessary that all the users requirements it
represents have to be satisfied by a single database. There can be various reasons for the
development of more than one database, such as the need for independent operation in different
locations or departmental control over ‘their’ data. However, if the collection of databases contains
duplicated data and users needed to access data in more than one database, then there are of course
further issues related to data replication and distribution.
Second, remember that one of the assumptions about our database development is that we can
separate the developments of a database from the development of user processors that make use
it. This is based on the expectation that, once a database has been implemented, all data required
by currently identified user processes have been refined and can be accessed; but we also require
flexibility to allow us to meet future requirements changes. In developing a database for some
applications, it may be possible to predict the common requests that will be presented to the
database and so we can optimize our design for the most common requests.
Third, at a detailed level, many aspects of database design and implementation depend on the
DBMS being used. If the choice of DBMS is fixed or made prior to the design task, that choice
can be used to determine design criteria rather than waiting until implementation. That is, it is
possible to incorporate design decisions for a specific DBMS rather than produce a generic design
and then tailor it to the DBMS during implication.
It is not uncommon to fine that a single design cannot simultaneously safety all the properties of a
good database. So, it is important that the designer has prioritized these properties (usually using
information from the requirements specification), for example, to decide if integrity is more
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important than efficiency and whether usability is more important than flexibility in a given
development.
At the end of our design stage the logical schema will be specified by SQL data definition language
(DDL) statements, which is describe the database that needs to implement to meet the user
requirements.
4.6 Implementation
Implementation involves the construction of the database according to the specification of a logical
schema. This will include the specification of an appropriate storage schema, security enforcement,
external schema, and so on. Implementation is heavily influenced by the choice of available
DBMS, database tools and operating environment. There is additional task beyond simply creating
a database schema and implementing the constraints – data must be entered into the tables, issues
relating to users’ processes need to be addressed and the management activities associated with
wider aspects of corporate data management need to be supported. In keeping with the DBMS
approach, we want as many of these concerns as possible to be addressed with in the DBMS. We
look at some of these concerns briefly now.
In practice, implementation of the logical schema in each DBMS requires a very detailed
knowledge of the specific features and facilities that the DBMS has to offer. In an ideal world, and
in keeping with good software engineering practice, the first stage of implementation would
involve matching the design requirements with the best available implementation tools and then
using those tools for the implement. In database terms, this might involve choosing vendor
products whose DBMS and SQL variants are most suited to the database we need to implement.
However, we don’t live on an ideal world and more often than not, hardware choice and decisions
regarding the DBMS will have been made well in advance of consideration of the database design.
Consequently, implementation can involve additional flexing of the design to overcome any
software or hardware limitations.
4.6.1 Realizing the design
So far, we have been concerned only with the specification of a logical schema. We now need our
database to be created according to the definitions we have produced. For an implementation with
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a relational DBMS, this will involve the use of SQL to create tables and constraints that satisfy the
logical schema description and the choice of appropriate store schema (if the DBMS permits that
level of control).
One way to achieve this is to write the appropriate SQL DDL statements into a file that can be
executed by a DBMS so that there an independent record, a text file, of the AQL statements
defining the database. Another method is to work interactively using a database tool like Sybase
central (or Microsoft access), where the forms provided for defining tables help avoid the need to
remember the syntactic detail of the SQL language. While this may seem to make it easier to
realize a database, it can lead to maintenance problems. In this case, there can be a problem keeping
track of exactly how tables are defined and the ability to make changes to them, so it is not
recommended for large development projects.
Whatever mechanism is used to implement the logical schema, the result is that a database, with
tables, and constraints, is defined but will contain no data for the user processes.
4.6.2 Populating the Database
After a database has been created, there are two ways of populating the tables- either from existing
data, or through the use of the user applications developed for the database. Form tables, there may
be existing data from another database or data files. For example, in establishing a database for
comprehensive examination you would expect that there are already some records of all the
students that have to be included in the database. Data might also be bought in from an outside
agency (address lists frequently bought in from external companies) or produced during a large
data entry task (converting hard – copy manual records into computer files can be done by a data
entry agency). In such situation the simplest approach to populate the data is to use the import and
export facilities found in the DBMS. The facilities to import and export data in various slandered
formats are usually available (these functions are also known in some systems as loading and
unloading data). Importing enables the file of data to be copied directly into a table. When data are
held in a file format that is not appropriate for using the import function then it is necessary to
prepare and application program that reads in the whole data, transforms then as necessary and
then inserts them into the database using SQL code specifically produced for that purpose. The
transfer of large quantities of existing data into a database is referred to as a bulk load. Bulk loading
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of data may involve very large quantities of data being loaded, one table at a time so you may find
that there are DBMS facilities to postpone constraint checking until the end of the bulk loading.
4.6.3 Supporting Users and user Process
Use of a database involves user processes (either application programmers or database tools) which
must develop outside of the database development. In terms of the three – schema architecture we
now need to address the development of the external schema. This will define the data accessible
to each user process or group of user processes. In reality, most DBMSs, and SQL itself, do not
have many facilities to support explicit definition of the external schema. However, by using built
– in queries and procedures, and with appropriate security management, it is possible to ensure
access to data by user process limited to a tailored subset of entire database content.
In addition to ensuring that appropriate data access for each user process is achieve, the database
developer needs to address other user- related issues. Examples of each issues include reporting of
error conditions, constraint enforcement, automated processing using triggers grouping of
activities into transaction, defining database procedures and functions and data security (in
addition to the general database and user process access control).
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CHAPTER FIVE
5.0 SYSTEM IMPLEMENTATION AND TESTING
5.1 Introduction
The system implementation simply means putting the new system into action within the institution.
The entire implementation process therefore involves the conversion the manual system being used
to a computerized system and thereby helps to ascertain user’s participation.
The real analysis, implementing a system means getting into used and with the objective of
maximizing the new system for use.
The factors to consider in the entire system implementation will include the following:
1. Acquiring of hardware and software
2. Installation of hardware and software
3. Testing
4. Software quality assurance
5. Training of users
6. File conversion
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5.2 Acquisition of Hardware and Software
5.2.1 Financial Decision

Purchase

Rent

Lease

Outsourcing

Selecting hardware and software
This is done by the Institution issuing to tender IT document to range of suppliers or vendors. An
invitation to tender sets out an indication to specific system explaining how it is to be used and
setting out the scale for implementation. It will also set out the performance criteria required for
the new system. The information from the IT can be obtained from the errors of grades.
5.3 Criteria for Evaluating Vendor Proposals

Benchmark test: these are carried out to compare the performance of a piece of hardware
and software against present criteria.

Cost

Software support

Training facilities

Tailor made amendments to software package

Keeping the software up to date

Hit rate and response time of the system

Memory capacity (RAM size) and the clock speed (MHz or GHz)

Number of users and number of workstations to be installed
5.4 Installation of Hardware and Software
The installation of hardware and software will be done by the system analyst with the help of the
dealer as well as some of the potential users as this will them a feel of the system.
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There are some factors to be considered after the installation of the software and hardware in order
to have a successful implementation. These factors are as follows:
Location terminals
The system should be in the right condition so as to meet performance criteria, condition such as
dust free room or air condition room and room less susceptible to fire and natural disaster.
Power supply
The system should have a table power and enough power sockets so the accident such as tripping
over power cord could be avoided, stable power supply will prevent distribution in processing and
damage to the system caused by fluctuation of power supply.
This can be further ensuring by the use of uninterrupted power supply (UPS). Under known
conductions, to ensure that the system meet requirement of the user at the specified decision. The
institution with testing is the concept of test plan and test data.
Test Plan: this is very essential. It was carefully planned to take into considerations various
scenarios that may occur in real life. Otherwise, there would be damage that the new system will
go with faults that might prove difficult or costly to correct.
Testing reduces the possibility of errors which is very much preferable to have been dealt with
earlier than later.
Trying to Outwait the System: this is done by passing wrong data and observing how the system
will respond.
5.5 Testing Techniques

White Box Testing: this is carried out by programmer as he or she has access to the source
code, to check whether the structure is effective or whether there are logical errors.

Black Box Testing: this is usually not done by the programmer and there is no access to
source code. The person will test the system using the user interface, testing the
functionality of the system against it specifications.
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5.6 System Testing
It proceeds acceptance testing and fails within the scope of black box test. It involves testing the
system as a whole under realistic condition, to ensure that the system works it was conceived that
is to evaluate the system compliance with its specified requirements. The purpose of the teat is to
detect any inconsistency, between the assemblage requirements. There are two stages in system
testing.
a. Performance System Testing: testing the system at peak load, i.e. putting the system
under stress and trying to find out whether it will show down or fail.
b. Usable Testing: compare the developed system with user’s expectation and needs.
c. Time on Test: how long does it take users to complete basic tasks.
d. Accuracy: how many mistakes did users made and were they fatal or recover with the right
information.
e. Recall: how much does the person remember afterword?
f. Emotional response: how does the person feel about the task completed, confident or
stressed?
g. User Acceptance Testing (UAT): the focus is to detect and fix major bugs, i. e. bugs that
will cause the system not to run at all or those that will cause the system to run and
abnormally end. If the software runs well under simulated testing environment, then it will
also run well when using it on real life scenarios.
h. When all parties are satisfied that the new system meets the required standards, the system
is formally accepted for installation.
5.7 Software Quality Assurance
The quality of an application is determined by the following factors:

Reliability

Stability

Portability
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
Maintainability

Efficiency

Accuracy

Error tolerance

Testability

Access control and audit.
a. This is when the system is properly design and all errors have been debugged. It was proved
that the system is reliable at all times and oven when left for a period of time, it could be
reliable upon to perform the same task constantly with the same outputs
b. Stability: this system was proved of meeting the specifications and the institution’s
objective for employing it. The system also provides information and more importantly the
users knows where exactly to go in order to access specific record
c. Portability: this system was saved on digital video diskette (DVD) and flash drive, after
it has been compressed, and transferred, to any other machine. It was run on Compaq, IBM,
Dell. HP, and Toshiba etc.
d. Maintainability: this system was proved to be able to maintenance from the changes made
to data and other design enhancement made at a period and number of pages was increased
to prove that the new pages can be created.
e. Efficiency: in this system, the computer resources used were minimum. It used up less
than 2GB of storage space. Records could be retrieved very quickly; function can be
performed within a few seconds whilst waiting for result.
f. Accuracy: the performance of the system was very accurate and also all data produced by
the system was accurate.
g. Error tolerance: this was to ensure that nothing was overloaded, each common button/link
was individually checked identify errors and the result of clicking it noted.
h. Testability: this is to eliminate program error of bugs to ensure that it perform it functions
it was noted, deleted and redone.
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i. Access control and audit: the system is a standalone database and it has access to
resources.
5.7.1 Software Quality Assurance (SQA) is a planned and the systematics approach to:

The evaluation of the quality of software product standards, processes and procedures

The adherence to the software product standards, processes and procedures
Software quality assurance seeks to guarantee that standards and procedures are established and
followed throughout the system development lifecycle, complying with agreed – upon standards
and procedures are evaluated through processing, monitoring, product evaluation and audits.
5.7.2 Procedures and standards
Standards are the established criteria to which the software products are compared. They are
documentation, standards, design standards and code standards.
Procedures are the established criteria against which development and control processes are
compared. They are explicit steps to be followed in carrying out the process.
5.8 Software Quality Assurance Activities

Product evaluation: this is the activity that assures that software products reflect the
requirement of the applicable standards.

Process monitoring: this ensures that appropriate step to carry out the process being
followed.

Audit: this is a look at a process or product and compared them with established procedure
and standards.
The problem of identifying quality software could be tackled by the institution by using software
quality techniques and by improving the quality of their data.
5.9 Training
Those users involve in the implementation have to be adequately and toughly trained in order to
benefit from the new system.
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Effective training must include orientation to new policies and operations as well as the hardware
and software skills needed to be used in the system. The training meant to make computer users
efficient in using the equipment and the software with particular reference, to the application that
have been development.
Training should be planed and scheduled to occur just after the user acceptance test and more
efficiently on the job. This should be done in line with the system analyst who design the problem.
Training can be taken in the following forms:

Lecturers and seminars

Discussions and meetings following a formal lecture

Disk base tutorial

Training provided by third party installation

User manuals and other standardize documentation

Direct hands on experience by staff to familiarize with the system.
5.10 System implementation
This involves basically the conversion of the current manual file to a logical file required by the
new system. It is an important stage in the system implementation process.
It is difficult and time-consuming process and extreme care shout be taken to avoid inputting wring
data into the system. This can be accomplished using either of the following:
Direct implementation: with direct conversion, the old system cases to abruptly and is replaced
by the new one. This method is dangerous and potentially the most expensive. The disadvantage
of this system is lacking current result from the old system to compare with those from the new
system once conversion has occurred in order to identify shortcoming.
Parallel implementation: with this method, the old system and the new system are operated
simultaneously for a while until enough confidence is built in the new system. Both are compared
for similarities and discrepancies. If there are discrepancies the old system continues to work until
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things are rectified. The advantage of this method provides securities against failure of the system,
but the negative side of this system is costly in terms of staff time and resources.
Phased implementation: this method is suited to systems that are built modules or are to be
installed at several systems within the university. It is like pilot implementation except that at the
start of the new system it is introduced incorrectly in stages.
5.11 System Security and controls
System security could be defined as the protection of hardware and software from accident or
deliberate threats, which might cause unauthorized modification, disclosure or destruction of data.
Therefore, every system must provide built in features for security and integrity of data.
System security: this take into cognizance the security and safety of the activities and resource by
protecting it from accident or unforeseen damage.
Unforeseen damage is cause by environmental disasters and political or civilian confusion such as
fire, storm, heavy wind, war, riot, heat and smoke etc.
Preventive measures most put in place and detectors should be installed around the computer room
as well as fire extinguishers in case there is fire breakout.
This system should also be protected against viruses.
A virus is a deviant program which causes the computer to deviate from it normal action. They
attach themselves to executable program file with the intention to corrupt the files. They can
corrupt the system by destroying the data and automatically crash the entire computer system.
To protect the new system from viruses, antivirus software should be installed on the system and
it must be regularly updated as and when demanded.
Every external storage medium must be properly scanned for viruses before installed into the
system.
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5.12 Hardware and Software Security
These are the security m measure that will be put in place to protect both the hardware and software
from damage.
The computer room should be air-conditioned or properly ventilated because computer generate a
lot of heat and needs a cool environment to work accurately and to avoid break down in the event
of power failure, the computers must be connected to uninterrupted power supply (UPS) which
would be a temporary source of power in case there is a power cut whilst the system would be
saving data and after that should be shut down systematically.

Data Security: in simple terms would mean the protection of data from loss, disclosure,
modification and destruction.

Data Integrity: must always be preserved to ensure that computerized data of the meter
application processing until is always resemble those in source documents and that it was
not accidentally altered, destroyed or disclosed.

System Security: this is proper functioning of hardware and software. The users of this
application must make sure that the operations of the system should always conform to its
design specification, and that should not change or made to act incorrectly.

Confidentiality: privacy is required in the system. In this case password were created for
each user login (staff) and Admin creates the user password.

Physical Control: is one of the main issues of physical security. This is achieved by
preventing intruders
5.13 Back-up Procedures
Back-up procedures should not be neglected in a computerized information system. It is wise and
important to have multiple copies of the database and forms of the system. This should be kept in
another location or area different from the database in case of any unforeseen disaster that might
occur.
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CHAPTER SIX
6.0 REVIEW AND MAINTENANCE
6.1 Introduction
Upon the implementing the new system, review and maintenance of the system should be carrying
out in order for the system to operate efficiently.
The review stages are useful which means to eliminate faults and errors. There will also be changes
to some activities and procedures as well as system functions, and also procedures may need to
modify accordingly.
Regardless of how well the system is designed, constructed and tested the system or application
may have errors or bugs which will inevitable occur. Some Bugs will be cause by
miscommunication of requirement. Design flaws will cause otherwise. Others will be caused by
unanticipated misuse of the programs. In all these situation, corrective measures should be taken.
These corrective measures are called system or program maintenance.
He fundamental objectives of system maintenance are listed below:

To make predictable changes to existing programs to correct errors that were made

During system design and implementation. Therefore, we exclude enhancement and new
requirements from these activities.

To preserve those aspects of the system or program that are correct. In order to achieve
these objectives, you should understand the programs you are fixing and the applications
in which those programs participate.
There are three types of maintenance intruded in this system:

Corrective maintenance

Perfective maintenance

Adaptive maintenance
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6.1.1 Corrective Maintenance
This is concern with the immediate action in response to a problem. A fault may arise which will
prevent the system software from running. The process of corrective maintenance will solve the
problem. This was done to see that the system is ok.
6.1.2. Perfective maintenance
This attempt to make the software operate more effectively by improving the software efficiency
and enhance its performance. Much perfective maintenance result from users request as the user
will start to use the system. The need for some of these types of maintenance may be reduced, by
better system analysis and design.
6.1.3 Adaptive Maintenance
Here the maintenance of the new system needs to be developed. It is carried out to take account of
anticipated problem s or changes in the processing environment. For example, changes in the
patient number require a complete change in the registration number.
Therefore, we perform the above three maintenance activities to consider the system to operate
well and adequately.
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CHAPTER SEVEN
7.0 CONCLUSION AND RECOMMENDATION
7.1 Introduction
This chapter summarizes the experience of writing this project, and will attempt to spell out the
challenges faced, and how these challenges were solved or converted to become opportunities.
Some recommendations will be made with regards implementation of the project, and possibly
towards enhancement of the project.
7.2 Conclusion
To have started this project in the first instance seemed like some task that would not be easily
achievable; however, it has become a reality though it has not come through very easily with
respect to capturing requirements from users, doing extensive research, working together as a team
with fellow Researchers, and most especially the task of designing computerized database
application online that will synchronize with the objectives and deliverables of the project
proposal.
However, a software or system development project that involves the computerization of an
information systems management needs to executed using a systematic approach and a stage by
stage methodology. The model assume for this process was that which is embedded in the systems
database development methodology were employed which gives the opportunity to develop and
analyses, testing and implementation of the project deliverables.
It is no doubt that no Student Progress Result Management System has been designed and
implemented present day. The advancement of Information and Communication Technology has
made it one way very simple for such applications to be constructed, and on the other hand very
difficult to pull through as there are many requirements being added to the stack of expectations
by stakeholders and users themselves.
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In context of undergoing the task of attempting to carry out this project for the Exams Office in
Njala University, it can be stated that it has been a huge learning experience for me, and also a
very challenging one. Despite the fact that I had a good collaborative experience, interaction with
some personnel and key stakeholders at some Exams Office was very challenging, and we were
faced with quite a number of constraints that are considered to be major challenges that presented
themselves and directly affected the entire process of report writing and applications development.
It would be nothing but fulfilling to throw light on some of such constraints, if not all.
7.3 Project Constraints
A constraint is naturally something that imposes a limit of some sort, or a restriction, or regulation
that prevents something from happening. A typical example of a constraint is the fact that there
are only so many hours in a day to accomplish quite a huge number of daily tasks.
Software development projects can have an immense pool of constraints that normally exert a
negative pull on the progress, result, or quality of outcome of the project. Projects generally fail
because one or more of the key project variables are not managed effectively. It is highly possible
that the relationship between the variables are poorly understood and not managed at all.
Realistically, it is not the projects that fail; rather people do because they fail to effectively manage
the project(s).
In most cases, software or systems development project constraints revolve around the following
elements:
Scope: the level of penetration of the problem statement, which determines the total of those tasks
to be performed in the course of the projects to deliver a product;
Time: required elapsed calendar time, usually defines by the project schedule or target ship or go
live date;
Resources: these are allocated to and consumed by the project. Human resource, finance, raw
materials, tools and office supplies, development effort are all examples of resources. Resources
are reflected in a project budget either in cash funds or direct man-hour.
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Quality: degree of correctness of the entire system; thus, how well it meets defined user’s
requirements.
It is also natural that if systems developers are running short on one of the above elements,
adequate and appropriate adjustments will have to be made on the others in order to apply the
necessary compensation required to attempt stabilizing the development equation. Should there be
an excess of one element, a reduction in pressure on the others can equally do the job as in the case
of running-short. This is however not a guarantee of success, nor a mathematically-precise model
of reality, but it’s a good reminder that work requires a combination of factors and that someone
is responsible for finishing the work with a given amount of resources that may require a specific
amount of time. This will surely also have measurable levels of quality.
During the entire process of carrying out this project, major constraints that the Project that I faced
were;
Attitude of data entry personnel – It was also a big problem for the researchers when it came
to the interpretation of letter grades to numeric values. Many efforts were made to get a clear
interpretation from the data entry clerk and this has had a negative impact on our research
work. Compounded with that issue, she refused to give us the actual credit hours assigned to
certain courses.
Rainy Season – After the completion of our final comprehensive exams in August, there were
often torrential down pour throughout the country so little efforts was made to start the
project work quite earlier.
Inadequate Financial Help – Knowing very well that we are poor students and not attached to
any substantive job it was difficult to procure finances for this project work especially when
we had to pay huge amount of money on transportation fare from Njala to our various
residential locations in the country.
Poor Coordination among Project Researchers – Because of the gap of isolation between us in
terms of diverse locations and townships we were found, it was not very easy for us to meet
and make proper plans for this project work besides one or two of us needed rest after a two
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weeks examination exercise at Njala Campus. Above all we never wanted to return to Njala
to soon to start the project work.
Poor Health Condition of our Project Supervisor – It was rather unfortunate that by the time
we intended to seek this project work, our supervisor on the other hand was seriously sick
and could not have any time to focus and guide us to with the write up and project
development approach so we had to wait until he was up and ready to work with us.
7.4 Recommendations
Recommendations can be viewed as an advisable course of action regarding future work that can
be carried out on the Student Progress Result Management System in order to broaden its scope
of operations and hence increase the level of dependence on it. This will then serve as a model that
can be implemented by other Universities around the country.
I hereby subscribe the following recommendations:
Hardware and Software Security
These are the security m measure that will be put in place to protect both the hardware and software
from damage.
The computer room should be air-conditioned or properly ventilated because computer generate a
lot of heat and needs a cool environment to work accurately and to avoid break down in the event
of power failure, the computers must be connected to uninterrupted power supply (UPS) which
would be a temporary source of power in case there is a power cut whilst the system would be
saving data and after that should be shut down systematically.
Data Security: in simple terms would mean the protection of data from loss, disclosure,
modification and destruction.
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Data Integrity: must always be preserved to ensure that computerized data of the meter
application processing until is always resemble those in source documents and that it was
not accidentally altered, destroyed or disclosed.
System Security: this is proper functioning of hardware and software. The users of this
application must make sure that the operations of the system should always conform to its
design specification, and that should not change or made to act incorrectly.
Confidentiality: privacy is required in the system. In this case password were created for
each user login (staff) and Admin creates the user password.
Physical Control: is one of the main issues of physical security. This is achieved by
preventing intruders
Back-up Procedures
Back-up procedures should not be neglected in a computerized information system. It is wise and
important to have multiple copies of the database and forms of the system. This should be kept in
another location or area different from the database in case of any unforeseen disaster that might
occur.
Skilled Personnel
All system users must be proficient in the use of standard computer application software; most
especially with word processing and spread sheet software suits. A little more knowledge in the
area of database management and programming would be of an added advantage.
Inheritance
The system was designed using presumed values for course codes and credit hours because our
aim and objective was to develop a system to automate the student progress result computation.
The objective has been met but the we only used the first year as a prototype, thus we recommend
inheritance of the fields to the other levels in other to implement the system for the whole
university.
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CHAPTER EIGHT
REPORTS
8.1 Introduction
The Chapter Discusses the Disposition (end of systems activities) the approach I adopted was that
of Microsoft access Jet Engine along with multiple macro builders to enhance the functionalities
of the “Student Progress Result Management System”. Example of such codes are displayed
below. For {Data entry clerk login criteria and Chief Examination Officer login criteria } .
Data Entry Clerk login in condition statement
Chief Examination officer Login condition statement
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Code for conversion from letter grades to numeric points
Calculation of Total Credit Hours for Semester one
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REFERENCES
[1] Añulika, E. A., Bala, E., & Nyap, C. D. (2014). Design and Implementation of Result
Processing System for Public Secondary Schools in Nigeria. International Journal of Computer
and Information Technology, 3(01), 120-127.
[2] Eludire, A. A. (2011). The Design and Implementation of Student Academic Record
Management System. Research Journal of Applied Sciences, Engineering and Technology, 3(8),
707-712.
[3] Ghatge, M. S. T., & Bhoite, S. D. (2016). Improving College Working Efficiency Through
Design and Development of A Computerized Information System (CIS). International Journal of
Scientific Research, 4(7), 521-524.
[4] Nikam, S., & Jadhav, B. T. (2011). Design and Development of Result Tool for University
and College Exam and it's Performance Study. International Journal on Computer Science and
Engineering, 3(11), 3518-3524.
[5] Njala University official Website (http://njala.edu.sl) – Njala University Background and
History .
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