Automated Student Data Management System: A
Case Study of Rizal Technological University
Registrar
In Partial Fulfillment of the
Requirements for the Degree of
Bachelor of Science in Computer Engineering
by
QUIÑONES, CARL JOSEPH N.
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Automated Student Data Management System: A Case Study of Rizal Technological University, Papers of Database Programming
The implementation of an automated student data management system at Rizal Technological University. The current manual system is time-consuming, prone to errors, and difficult to maintain. The proposed system aims to streamline student data management, allowing faster access to academic information for students and registrar staff. a literature review on database management systems and data collection methods, an analysis of the current student information process, and a proposed system design. The study recommends the implementation of the automated system to improve efficiency and data security.
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Automated Student Data Management System: A
Case Study of Rizal Technological University
Registrar
In Partial Fulfillment of the Requirements for the Degree of Bachelor of Science in Computer Engineering by QUIÑONES, CARL JOSEPH N.
TABLE OF CONTENTS
Student Database System deals with all kind of student details, academic related reports, college details, course details, curriculum, batch details and other resource related details too. It tracks all the details of a student from the day one to the end of his course which can be used for all reporting purpose, tracking of attendance, progress in the course, completed semesters years, coming semester year curriculum details, exam details, project or any other assignment details, final exam result; and all these will be available for future references too. This study encourages the office of the Registrar of Rizal Technological University (RTU) to implement the automated student data management system where students, registrar office, and facilitators have access to it for faster transactions. Statement of the Problem Information plays a vital role in the development and growth of every organization. Currently, the various departments manage student information independently in their own ways. There are no common, standardized process and program for capturing, processing and storing student’s information. This has kept student information disintegrated in different departments and information provided to the various departments by the students is characterized with discrepancies. Sadly, Rizal Technological University has the students to fulfill required documents. The students have the process manually. Such filling in a form, compute their average on each semester, and put it to a brown envelope. As a sign of ownership, students are required to put their name and its student number. This situation is very frustrating and impedes smooth operations and decision making process. In other word, this process of gathering and collecting data was time consuming and possible for student information become missing. A past student who needs a transcript will have to travel all the way to the school before he could access it because the current system is so weak to the extent that it is unable to provide this document online.
The problems facing the current manual system are data redundancy, difficult to update and maintain, inconsistent data, insecurity, difficult to impose constraints on various data file and difficult to backup. Implementing the researchers’ proposed Automated Student Data Management System may prevent problems from above. Objective of the Study The main objective of the study is to develop an Automated Student Data Management System for the office of the Registrar of Rizal Technological University. Purpose of the Study This study intended to make life easy. Easy facilitating and access of records of students across departments are the main purpose of the proposed system. The system allow the registrar of Rizal Technological University to edit, update and list personal and academic details of students that will enhance efficient management of student’s information. Also, students will have the access to the system that will also allow them to track their academic information. This will go a long way to help students and registrar works smoothly. LITERATURE The goal of this chapter is to explain the theory of database management system development which will be applied in the development of Automated Student Data Management System for Rizal Technological University office of the Registrar. The following issues will be presented respectively. Nowadays, companies and other establishments rely on computers for data management. Computer brought jobs work faster, accurate, and efficient. But the fact is, in today’s modern age many organizations still do not adapt the high technology. They prefer to do some jobs manually because they are not computer literate enough in terms of programming software. A Database Management System (DBMS) is computer software designed for the purpose of managing databases based on a variety of data models. A DBMS is a
stored the data given by the students at a file cabinet that may cause lost files. Preventing the current process, the researchers promote the Automated Student Data Management System. METHODOLOGY The researchers give a brief description of the methodology used to develop the proposed system. The main methodology involves feasibility study, data collection, system analysis and design, developing and implementing Student Data Management System. The data considered necessary to build the system were collected and analyzed. The methodology is very important to ensure that the new system would give benefits to the school. Data Collection The required data including department details, course details, student personal details, semester details, exam details etc. were collected. The data collected would help identify attributes, relationships, classes, entities/objects that describe, relate and interact with the system. The data collection tools and techniques that were used are as follows: Survey The researchers used online survey. According to Roberts and Allen (2015), the use of online surveys as a method of data collection has become more widely used in recent years. Surveys are an appropriate data analysis tool in qualitative research (Gulliver, et.al., 2018). Written surveys in qualitative research allow for data collection that is based on already held knowledge (Pery, et.al., 2015). The use of surveys in this study allowed the researchers to gather data from a larger group of students. Interview Interview is a powerful tool for data gathering since it allows the interviewer to probe and clarify a number of issues. Face to face interview was used to interact with the registrar and the users of the proposed system to obtain the data required for the Automated Student Data Management System.
Data Analysis Data gathered from online survey conducted by the researchers was analyzed. The survey was compromised of respondents’ profile and the rest was questions about level of satisfaction. Likert Scale was used to determine if the respondents were very highly satisfied, highly satisfied, satisfied, poorly satisfied, or unsatisfied with the statement that was provided. Analysis of Current Student Information Process Purpose of the current Student Information Process analysis are: To identify problems inhibiting the current student information process To know how data is being managed To examine the methods used in current student information process To now the flow of the data when being process Currently, RTU Registrar manages student information manually after the student passed the required data needed for academic purposes. To prevent time consuming, this was studied by the researchers to get some useful information for developing an efficient Automated Student Data Management System. Proposed System will Consists of the Following: Security The Automated Student Data Management System will ensure that the data are secured by assigning a unique password and username. The registrar, faculty, and student of RTU will be allowed to access the system. The administrator account can be accessed by the registrar and student account can be accessed by the student using their student number like what RTU Portal had. In case the user forgot their password the system offers a “forgot password?” in which the user can select this menu and answer the secret question or code that the user only knows.
Fig. 2. Student Data Design Disadvantages of the System Operating system failure or virus can cause the system to crash at any point in time. Backup system is very important. Even secured system was developed, the two users namely faculty and registrar could view all or some specific information from the student. This means that if the user is a registrar then he can be able to modify the data given by the student. For better understanding at the system, the researchers design a clear blueprint that showed the relationship of student and registrar’s access to the proposed system. See Figure 3 below.
Fig. 3. Student and Registrar Relationship Diagram RESULT After the data gathered and analyzed using statistical tools, the researchers begun to interpret and honestly answered the problem of the study. Base on the survey answered by the respondents, the level of satisfaction of implementing Automated Student Data Management System were discussed. From an online survey conducted by the researchers where student of Rizal Technological University give their level of satisfactions namely Very High Satisfied, High Satisfied, Satisfied, Poorly Satisfied, or Unsatisfied with the statement that was provided regarding the implementation of Automated Student Data Management System. As the result, most of the respondents give Very High Satisfied on having the proposed system. This means that developing the proposed system and implement it at RTU was needed to replace the current system which is manually processing of data. CONCLUSION
REFERENCES
Adams, C., Beath, C. M, Bolan, R., Branin, J., D’Elia, G., Rhode, N.L. & Straub, D.
- Issues Relating to the Implementation and Management of an Integrated Information Centre. Journal of the American Society for Information Science. Connolly, T.M. and C.E. Begg, 2004. Database System: A Practical Approach to Design, Implementation and Management. 4rd Edn., Addison Wesley; ISBN: 10: 0321210255, pp: 1236 Fry B. G. 1997. The Family Educational Rights and Privacy Act of 1974. In Student Records Management, edited by M Theresa Ruzicka and Beth Lee WeckMulle. London: Greenwood Press, 43- Gerald, C.O. 2009. Database Management System. Nigeria National Open University Wisdom Kwami Takramah, Wisdom Kwasi Atiwoto. 2015. Student Database System for Higher Education: A Case Study at School of Public Health, University of Ghana. American Journal of Software Engineering and Applications. Vol. 4, No. 2, 2015, pp. 23-34. doi: 10.11648/j.ajsea.20150402.