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STUDENT REGISTRATION SYSTEM

By 2017

PROJECT TITLE : STUDENTREGISTRATION

MANAGEMSYSTEM

PRESENTED BY : FAUSTIN NJOGU

COURSE TITLE : DIP IN INFORMATION TECHNOLOGY

INSTITUTION : THIKA TECHNICAL TRAINING INSTITUTE

i

DEDICATION

I dedicate this project to my beloved parents, brother, sister, my lecturers and my colleagues. ii

ACKNOWLEDGEMENT

I would like to thank God and everybody whose efforts directly or indirectly contributed to the success of this work. First, I would like to pay tribute to my parents and my sister for their financial support, assistance and guidance that ensured that I remain focused on my goals. I also acknowledge the moral support provided by ever- resourceful colleagues whom I worked together during the study period. Lastly, I would like to pay tribute to my project supervisor Madam Elena who tireless guidance, revision and corrections ensured the completion of this work iii

TABLE OF CONTENT

DECLARATION..................................................................................................................i DEDICATION....................................................................................................................ii ACKNOWLEDGEMENT...................................................................................................iii ABSTRACT......................................................................................................................iv

• CHAPTER ONE................................................................................................................. TABLE OF CONTENT........................................................................................................v
  • 1.1 INTRODUCTION....................................................................................................
  • 1.2 BACKGROUND:.....................................................................................................
  • 1.3 OBJECTIVES OF THE PROPOSED SYSTEM.............................................................
  • ADVANTAGES OF THE PROPOSED SYSTEM................................................................
  • 1.4 CURRENT SYSTEM:...............................................................................................
  • 1.5 PROPOSED SYSTEM:.............................................................................................
  • 1.6 RECOMMENDATION:............................................................................................
  • 1.7 CONCLUSION:.......................................................................................................
• CHAPTER TWO................................................................................................................
  • 2.1 LITERATURE REVIEW............................................................................................
  • 2.2 CURRENT SYSTEM’S DEFICIENCIES.......................................................................
  • 2.3 OBJECTIVES OF THE PROPOSED SYSTEM.............................................................
  • 2.4 SCOPE OF THE PROJECT:......................................................................................
  • 2.5 SPECIAL CONSIDERATION:....................................................................................
• CHAPTER THREE.............................................................................................................
  • 3.1 PRELIMINARY INVESTIGATION.............................................................................
    • 3.1.1 FEASIBILITY STUDY........................................................................................
    • 3.1.2 ECONOMIC FEASIBILITY.................................................................................
    • 3.1.3 TECHNICAL FEASIBILITY.................................................................................
    • 3.1.4 OPERATIONAL FEASIBILITY............................................................................
    • FINDINGS OF THE FEASIBILITY................................................................................
    • 3.2 FACT FINDING...................................................................................................
    • 3.2.1 INTRODUCTION.............................................................................................
    • 3.2.2 INTERVIEWS...................................................................................................
    • 3.2.3 OBSERVATION...............................................................................................
    • SYSTEM FLOWCHARTS.........................................................................................
    • 4.0 SYSTEM TESTING AND IMPLEMENTATION.....................................................
    • 4.1 INTRODUCTION..............................................................................................
    • 4.2 SYSTEM TESTING............................................................................................
    • 4.3 IMPLEMENTATION.........................................................................................
    • 4.4 POST IMPLEMENTATION REVIEW..................................................................
    • 4.5 SAMPLE DESIGN STRUCTURES.......................................................................
    • 4.5 CONCLUSION..................................................................................................
• CHAPTER FIVE:.............................................................................................................. - 5.0 USER GUIDE.................................................................................................... - 5.1 INTRODUCTION.............................................................................................. - 5.2 SOFTWARE AND HARDWARE REQUIREMENTS.............................................. - 5.3 INSTALLATION................................................................................................ - 5.4 USING THE SYSTEM........................................................................................ - 5.5 USER SUPPORT INFORMATION......................................................................
  • 5.6 POGRAMME MAINTENANCE..........................................................................
  • 5.7 CONCLUSION..................................................................................................
• APPENDICES..................................................................................................................
  • QUESTIONAIRE.....................................................................................................
  • BUDGET................................................................................................................
  • TIME FRAME.........................................................................................................

DISADVANTAGES OF THE PROPOSED SYSTEM

High cost to developing and implement the system. Inadequate facilities that can be used to gather the required information. Insufficient funds that can be used in order to train users of the new system for quality services Job loss that is many of our employees will have to loose their jobs because their jobs will be replaced by the computers.

1.4 CURRENT SYSTEM:

The manual system used in running School involves manual data entry to the databases. Incase of a transaction the registrar enters data and perform the necessary computations required. The registrar manually generates reports by gathering the required data from the database file and then typing them. Secondly all these tasks are supposed to be done in the system manually for example;-  Information in the school is manually collected when a student or a teacher join the school.  Information from every class is also collected manually for example form 1 and form 4 pay different amount of money than form 2 and 3.  Once a student makes payment, the accountant records the student in an accounts book stating the balance remaining and later keeps the book in a shelve or cabinets.  Every student is supposed to fill personal details on a registration sheet and then the secretary files those records.  Also the school library is manual whereby if one wants to borrow a book, he/she will have to pick the book from the shelves and then fill in a book borrowing from both personal details as well as details of the book. The form is then given to a librarian to manually check whether the details are correct. For the student’s details the student is required to give admission number and for the book details the librarian checks the filled in details against the book itself.  The timetable is prepared manually whereby each lesson takes 45 minutes and the lesson is allocated to one teacher.

1. 5 PROPOSED SYSTEM:

It has been proposed that a computerized system will be the most effective means of solving the problems in the school. Developing an in-house system was proposed as a solution. Purchasing and utilizing off-shelf packages such as Microsoft Access, Microsoft Excel, Microsoft visual basic among others to carry out its operations was also proposed as an alternative solution. For Student Registration system is an in-house developed program has been proposed as better than an off shelf package. An in-house developed program can better enhance information security in the organization, users requirements are given the highest priority when developing the system and hence will most appropriately meet their requirements. The type of user interface to be used in this in-house developed system is user-friendlier as compared to off-shelf packages. Estimated Benefits and limitations of the computerized system are explain under system specification (a) Technical implications of the proposed system The proposed program will run well in Windows environment such as Microsoft Windows 7 and other sophisticated or advanced Windows. The proposed system will require a personal computer with and connected to a printer. The computer must meet the following hardware requirements for effective running are:  A RAM size of at least 540 MB.  A powerful processor with a processing speed of 3.0 GHZ.  A storage space or Hard disk space of 80 GB.  Super VGA TFT monitor. 2

(b) Operational Implications of the proposed system In the current system the staffs view their responsibilities to be too inhuman as they are expected to accomplish much with very limited time. It has been observed that stress is the part of the staff in the current system. With the new system the human effort will be minimized thus reducing the staffs work load and increasing efficiency. The overall organization output is expected to increase with a very high percentage. Thus making it easier for manager to manage, direct and organize the school. (c) Cost implications The system will demand high initial cost of approximately Kshs 1,000,000. This amount will be used in paying the system developers, purchasing the required hardware and software. There will be very few operation costs such as paying electricity bills, purchasing printer cartridges, and the cost of repairing and maintaining the hardware and software. The operation cost is estimated to be at most Kshs 15,000 per month.

1. 6 RECOMMENDATION:

It was recommended that Student Registration should be computerized to influence efficient and accurate information also effective cost benefit.

1. 7 CONCLUSION:

The computer system project will provide an opportunity to the developer to be able to get the skills learnt such as feasibility study, data gathering techniques.  Analyst can see exactly what is being done especially for tasks which are difficult to explain in words  Helped the analyst to become acquainted with operation personnel.  Created a room where analyst assisted in change if need be. 3

The methodology SDLC is closely linked to what has come to be known as structured system analysis& design. It involves a series of steps to be undertaken in the development of information systems as follows  Problem definition : on receiving a request from the user for system development, an investigation is conducted to test the problem to be solved  Feasibility study : the objective here is to clearly define the scope and objective of the system project, and to identify alternative solutions to the problem defined earlier  System analysis phase : the present system is investigated and its specifications documented. They should contain our understanding of how the present system works and what it does  System design phase : the specification of the present system are studied to determine what changes will need to be incorporated. The user’s needs not met by the system presently. The output of this phase will consist of the specifications, which must describe what the proposed system will do and how it will work.  System construction : coding the system ,and development of the user documentation for the system as well as the system  System testing and evaluation : testing, verification and validation of the system just built .test and evaluate results, and the system ready to be delivered to the client

2.2 CURRENT SYSTEM’S DEFICIENCIES

The problems in the current system include;  Loss of information since some transaction may be recorded or lack of consistency i.e. a transaction may be recorded in one file and omitted in another of which it was supposed to be reflected.  Time wastage in recording a single transaction to the various files.  Arithmetic errors. e.g. in the collections or clearances.  Redundancy of data.  Delay in the retrieval of information /reports. In reference to the above stated problems, there is need to automate the system and therefore the new system, Student Registration system, will solve the problems.

2.3 OBJECTIVES OF THE PROPOSED SYSTEM

A computerized system will achieve the following;

1. Increase the data retrieval time of information’s/reports for easier analysis. 2) Reduce data redundancy.
2. Reduce the data storage time.
3. Integrity - A single computer can perform many tasks efficiently, for example a computer can be used to store student information, the information can be retrieved from the computer any time, and the information can be used to generate a fee payment report.
4. Reduce data loss since the system will ensure that all the respective files are updated.
5. Storage space will be reduced since the former paper work will be eliminated.
6. Security – A computer system guarantees the security of information stored in it by use of passwords to restrict access of the information by unauthorized users. The computer has Backup facilities that highly minimize loss of information in case of any calamity.
7. Portability - allows transfer of information from one place to another over long distances, easily without any loss of information.
8. Maintainability - The system developer gives instruction on how to use and maintain the developed software hence it is easy to maintain the system when his instructions are put into a proper use. 5

10. Productivity - guaranteed high and reliable output at any give time that is a computer and a single employee could do a lot of work over a short period of time. Little input is needed. This also reduces the number of staffs required to generate a certain output and minimizes cost.
11. Errors , committed in the events of computations will be greatly minimized.

2.4 SCOPE OF THE PROJECT:

 Student’s master file will have 20 sample records.  Teacher’s master file will have 18 sample records.  Old student’s file will have 7 sample records.  Old teacher’s file will have 9 sample records.  User’s file will have 6 sample records.  The damages file will have a sample of 2 records.

2.5 SPECIAL CONSIDERATION:

 Each student is assigned a unique admission number once he/she is admitted into the school. 6

FINDINGS OF THE FEASIBILITY

After the feasibility study, the following were concluded; a) There will be 80% elimination of bulky paper files in the offices hence more working space is created in the office. b) The process of searching different details will be easy by the use of the candidate system.

3.2 FACT FINDING

3.2.1 INTRODUCTION

In order to collect information on which to base the analysis and to ascertain whether or not the information on the system meets the user’s current needs, various techniques will be used to collect information about the existing management system. The following methods and techniques will be used to carry out fact finding on the current system in the organization.

3.2.2 INTERVIEWS

This method was used to collect information from the Administration (head teacher, mare teachers and employees) through face to face interaction concerning the operation of the present system. The interview covered the following areas: a) The method currently used to admit students and to generate the students results data and the current backup storage. b) The problems of the current system and how it operates. c) The required output of the information that need to be kept.

3.2.3 OBSERVATION

An observation since it involves an analyst getting involved in some of activities of the interview it will be carried out on the operation of the current system and formulate questions and conclusions on the basis of the observation. The observation will be carried out during the operation hours. 3.2.4 QUESTIONNAIRES Questionnaires will also be used and the responses got from them was that very few employees were computer literate and they were at ease with the new system since it was going to make work easier to the very busy departments 8

SAMPLE STRUCTURE OF MY QUESTIONNARIE

DATE:………………………………….. JOB TITLE: ………………………………….. Question 1: How do you grade your current manual student’s enrollment system? (PUT A MARK IN THE APROPRIATE BOX ) VERY GOOD GOOD AVERAGE POOR Question 2: Do you think it should be computerized?  YES(Give two reasons)

……………………………………………………………………………………………………………… …………………………………………………………………… 2……………………………………………………………………………………………………………… ………………………………………………………………………  NO(Give two reasons) 1………………………………………………………………………………………………………………… ………………………………………………………… 2………………………………………………………………………………………………………………… ………………………………………………………………………… Question 3. Does the current system have any advantage over the proposed one?  YES  NO If YES state them: …………………………………………………………………………………………………………………… …………………………………………………….. …………………………………………………………………………………………………………………… ……………………………………………………………………… Question 4 What would you like included in the new system? 1…………………………………………………………………….. 2……………………………………………………………………. 3……………………………………………………………………. Any other details regarding the new system …………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………….... …………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………….... …………………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………….... Please fill the form with the right details and hand it in 9

Context diagram In drawing the context diagram of a system, we look at the system from the outside. Our attention is external entities and what are inputs/outputs. This system gets a registration form from a student, processes the form, and sends a confirmation of registration to the student. Therefore, its context diagram, as shown in 11 Is choice= Information 2 Yes No Is choice = Class allocation

Yes Yes Is choice = Reg Report Is choice = Exit End Program Yes No Stop 5 Display information FormDisplay information Form Display information Form Display registration report

Figure 3.1, consists of student as its external entity, registration form as its input, and confirmation-letter as its output. Figure 2.1: The Context Diagram for the Student Registration System. Draw the Detailed DFD In this step, we look at the system from the inside. Our attention now is on what the inputs are transformed into, how the inputs are processed, what the outputs are created from, and how the outputs are prepared. To draw to detail DFD for this system with the inside perspective, we decompose the process in Figure 2.1 into three processes: process 1.0 Verify_Availability, process 2.0 Enroll_Student, and Process 3. Confirm_Registration. The process 1.0 gets requested courses from a registration form, verifies their availabilities using information from the course file, and produces accepted/rejected requested courses. The process 2.0 gets the output from the process 1.0, updates the course file and the student file, and produces a registration result. The process 3.0 gets the output from the process 2.0 and produces a confirmation letter. The detail DFD of this analysis is shown in Figure 2.2. Figure 2.2: The detail DFD for Student Registration System. Define data items of data stores Suppose the above DFDs represent the design of the new system, we will move toward database design in the next important step. In doing so, all data items of data stores required for processes have to be defined. Define the following data items for the data store course, course credit, course days, course id, course name, course times, course building, course capacity, course closed/cancelled, course registration, course room. Define the following data items for the data store student address, student course id, student course grade, student id, student name, student course semester. 12