ASIAN INSTITUTE OF COMPUTER STUDIES

Technical Vocational Livelihood Track

TVL-ICT STRAND

Abstract:
An organized and systematic office solution is essential for all universities and
organizations. There are many departments of administration for the maintenance of
college
information and student databases in any institution. All these departments provide
various
records regarding students. Most of these track records need to maintain information
about
the students. This information could be the general details like student name, address,
performance, attendance etc or specific information related to departments like
collection of
data. All the modules in college administration are interdependent. They are maintained
manually. So they need to be automated and centralized as, Information from one
module
will be needed by other modules. For example when a student needs his course
completion
certificate it needs to check many details about the student like his name, reg number,
year
of study, exams he attended and many other details. So it needs to contact all the
modules
that are office, department and examination and result of students.
With that in mind, we overhauled the existing Student Database Management System
and
made necessary improvement to streamline the processes. Administrators using the
system
will find that the process of recording and retrieving students information and managing
their classes, including marking of attendance, is now a breeze. In general, this project
aims
to enhance efficiency and at the same time maintain information accurateness. Later in
this

SENIOR HIGH SCHOOL DEPARTMENT

 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

Luttilize the powerful database

management, data retrieval and data manipulation. We will provides more ease for
managing
the data than manually maintaining in the documents. Our work is useful for saving
valuable
time and reduces the huge paper work.
Keywords: Education, Database managements, students database, students academic
performance, students health record.

Background
Eludire (2011) noted that the data generated by organizations are usually created in files
for use by different
departments/units within the organization. If the data contained in these files are not
carefully delineated it is
very likely that the same data will appear on several of these files. That is these files
would contain redundant
data for example the University registry file and college or department file would
contain the name and address
of a student. This would mean that a simple change of address has to be processed in
two and probably three or
four places, depending on the number of other files on which these data appears. This
results in data redundancy.
Vecchioli (1999) noted that organizing and managing student records into a cohesive
and efficient system might
seem like an impossible task. This study was carried out to verify the manual process
involved in generating
students examination result and to seek a way of automating the system for effective
operations. It is pointed out
in the research work Student Examination Result Processing System (2012) that the
effort expended in the

SENIOR HIGH SCHOOL DEPARTMENT

 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

process of registration of students and computation of their examination results is

enormous. Hence, the need to
evolve a computerized process that will effectively and efficiently capture all the
important data associated with
the registration and examination result processing within the University.
Barrett (1999) notes that in an effort to efficiently document and maintain
accountability data, schools are
relying more on technology in the form of Student Management Information Systems
(SMIS). This system is
designed to efficiently handle processes like inputting scores, storing results,
automatically calculating grade
points, and interpreting the student’s overall result. The usual manual process has now
reached a level where it is
difficult for the available man power to cope with the magnitude of examination work,
in the given time. The
imbalance between man power availability and the magnitude of work to be done in
processing examination
results, leads to the delay in the declaration of examination results. An effective
measure, which can improve the
efficiency of the examination result processing is therefore the introduction of
computerization, especially with
the use of examinations result processing software. Computerized relational database
systems (RDBMS) like
Oracle database, Microsoft SQL server, MySQL etc. were developed with goal of
reducing data redundancy.
Brian (2009) stated that databases are collections of interrelated data of such a nature
that the collections can be
represented as a number of files but not a single file. Garcia-Molina et al. (2008) also
stated that depending on
the Database Management System (DBMS) used, these files may be integrated
permanently into a single

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 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

connected structure or integrated temporarily for each interrogation, known as a query.

Nearly all departments
within an organization require data to be processed into information in a timely
manner. Timely information
processing and dissemination leads to efficiency and customer satisfaction. Schools are
organizations as well and timely information processing and dissemination is needed to
run a school efficiently. Many schools have their
own system to manage students profile and assessments. Common practice as earlier
stated is by recording the
student information in a record book(s). Students’ information is obtained from the
registration forms obtained
from the practices that have always been used. This practice has some weaknesses such
as it takes a longer time
to search the student’s profile, the possibility of misplacing these record books and the
vulnerability of student’s
record as the records could be accessed by unauthorized persons. Eludire (2011) stated
that other problems
associated with manual course system management include; improper registration, late
release of students’
results, Inaccuracy due to manual and tedious calculation, Retrieval
difficulties/inefficiency. It is unfortunate that
most educational institutions in the developing world still operate the manual methods
of record keeping and
computation. Although the manual methods still works, it is prone to errors.
Automation of school
administration processes should be encouraged computers can be used for this
automation process and
processing student’s results can be done quickly and efficiently to the satisfaction of the
students, lecturers,
parents and school authority.

SENIOR HIGH SCHOOL DEPARTMENT

 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

My research focuses on the design and implementation of an application where student

results can be stored,
users can access this software from anywhere as long as the computer they are working
on is on the network
same as the application server. This application enables users with the right permission
to insert new user details,
student’s examination records as well as updated these records whenever necessary.
The tools which I used in
designing this application is oracle’s database for keeping the records (data), oracle
forms for creating the user
interface and oracle reports for presenting information to the user. This research seeks
to provide an alternative
to the manual system of presenting results to students

Historical Perspective.
In the Early 1970’s the first automated Integrated Student Information System using
punch card input is
implemented.
In 1984 Punch-card system replaced by a database system on an Intercom platform. In
1988 Intercom system
replaced by an Integrated Database Management System (IDMS) database system. An
IDMS is primarily a
network database management system for mainframe computers, (Wikipedia, 2014).
1988 through to 2005 IDMS systems were continually enhanced and modified to meet
new requirements and
changing technology using the Internet, hundreds of interfaces have been built and
extracts created to service a
large number of independent systems across colleges and campus, (North Carolina State
University, 2006).

SENIOR HIGH SCHOOL DEPARTMENT

 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

Project Review
Project management
Project management skills are put to good use for this project. Having gone through
project
management modules in Time Series Analysis, Optimization and with two interns
Project
Management for Business and IT respectively, they enhanced my knowledge on
managing a
project. Project management focuses on achieving the objectives by applying five
processes
Student management system
There are many software development companies that offer student management
system for
schools in the market. There are records on the past years projects on student

management system is done by students. Through the researches, it is observed that

there are features where this project can adopt and implement. One of it will be with

addition of new course or class, or even upgrading of students to the next level, the

school administrator can easily register all of them within a particular class into the new

one using just a page and not having to register one at a time. With this feature, it helps

administrator to save time aswell as increase their efficiency.

SENIOR HIGH SCHOOL DEPARTMENT

 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

Theoretical framework

Emmanuel and Choji (2012) stated that the introduction of computer into information

technology has massively improved the information need of organizations. Anigbogu

(2000) defined a computer as an electronic device capable of accepting data and

instructions, processing the data based on the instructions to generate results or output

in such a manner that is yet to be equaled by any other known machine to mankind.

Since the computer is capable of accepting data and instructions, store this data and

often time this instructions and then generate an output, it is therefore necessary that

we harness this quality and use it to our advantage. The process of school

administration and in this case result processing is as already stated a time consuming

and strenuous exercise prone to errors, if done manually, hence the need for us to seek

out ways to lift this burden from the individuals involved in this exercise. Obiniyi and

Ezugwu (2010) observed that Student enrolment in tertiary institutions is increasing at a

very alarming rate. The increase in students’ population over the years has made the

work of administrative officer in charge of processing students’ result a very tiresome

exercise to deal with. The rise in the number of students in schools today has made it

imperative that we continue to seek out the best and most efficient ways to handle

schools and school administration. Mohini and Amar (2011) indicated that Publication

of student’s results in the manual system takes a very long time owing to which

students remain idle for months

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 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

together. Sometimes the delay in declaration of result cause heavy losses to the

students as generally they cannot join further studies or appear in competitive exams or

join jobs because of the non‐availability of examination result in time. Nmaju et al.

(2013) also observed that many higher institutions in Nigeria still adopt the manual

method of managing students’ data which is time consuming and demanding, and are

often prone to a variety of errors and disasters. Hence, it brings to the fore the need to

properly address how these shortcomings could be resolved and improved. They further

stated that the solution to these shortcomings lies in an efficient information

management system, or simply, information system. Okonigene et al. (2008) further

stated that, with the use of computers for information processing, the following are

possible: instant access to students’ personal and course information, instant student

information updating, automatic computation of the Grade Point Average (GPA),

generation of the graduating students list, monitoring of failed courses, keeping an up-

to-date record of the entire student body in the University, storing course information

such as course code, course description, course unit, and scores for the purpose of GPA

computation, and producing user friendly data entry screens for ease of use.

There exist several programming Languages, programming packages and database

management systems that can be used to develop a result processing software. Java is a

programming language used to build programs that can work on stand-alone computers

and on the internet, its primary features are that it is object-oriented and a cross

SENIOR HIGH SCHOOL DEPARTMENT

 ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

platform language. By cross platform, I means that the programs can run across several

platforms such as

Microsoft Windows, Apple Macintosh, and Linux etc. Oracle’s Procedural

Language/Structured Query

Language (PL/SQL) is the choice of programing language used in the development of this

application, because

it’s Oracle Corporation's procedural extension language for SQL and the Oracle

relational database. PL/SQL's

general syntax resembles that of Pascal. It is also one of three key programming

languages embedded in the

Oracle Database, along with SQL itself and Java. PL/SQL supports variables, conditions,

loops and exceptions.

Arrays are also supported, though PL/SQL collections. Implementations from version 8

of Oracle Database

onwards have included features associated with object-orientation. Once the program

units have been stored into

the database, they become available for execution at a later time.

SENIOR HIGH SCHOOL DEPARTMENT

ASIAN INSTITUTE OF COMPUTER STUDIES
Technical Vocational Livelihood Track
TVL-ICT STRAND

SENIOR HIGH SCHOOL DEPARTMENT