0217603 Student Management Systm

7/30/2019 0217603 Student Management Systm

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STUDENT INFORMATION MANAGEMENT SYSTEM FOR

HOMAGAMA CENTRAL COLLEGE

M.G. WICKRAMASINGHE

Registration number: R021760

Index Number: 0217603

SUPERVISOR: I.H. MUDALIGE (Bsc)

2011/2012

This dissertation is submitted in partial fulfilment of the requirement of the

Degree of Bachelor of Information Technology of the University of Colombo

School of Computing

BIT


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DECLARATION

I certify that this dissertation does not incorporate without acknowledgement, any

material previously submitted for a degree or diploma in any university and to the best

of my knowledge and belief it does not contain any material previously published or

written by another person or myself except where due reference is made in the text. I

also hereby give consent for my dissertation if accepted, to be made available for

photocopying and for interlibrary loans and for the title and abstract to be made

available to outside organizations.

Signature of candidate: Date:./../

Name of candidate :..

Signature of supervisor: Date:..//

Name of the supervisor:.


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ABSTRACT

HOMAGAMA CENTRAL COLLEGE is a 1AB school which is situated in

Homagama and it is one of the leading school in Homagama Educational Zone. The

current student population of the school is 2200 and the classes are conducted from

Grade 6 to Grade 13. And the Advanced Level section is consist of the Art,

Commerce and the Science sections.

Though the government has taken steps to introduce Information Technology to

government institutions , as a school which was situated far from Colombo town , IT isused as only a subject to teach to students . And the school is managed with the usual

manual file system. As the usual problems of manual file system, administration is

facing the problems of delay in finding students information when it is needed and

some times it is not possible to find student details as they are not store systematically.

Some persons likes teachers and clerks who know about some students may be

transferred to any other schools and the administration face the problems when

locating such kind of details.

STUDENT INFORMATION MANAGEMT SYSTEM is build with the hope of

overcoming the problems of the current manual system . Through the system it ishoped to find student information when it is needed without delay, contacting parents,

dividing students to houses during the sports meets, issuing character certificates and

school leaving certificates etc.

As it is hoped , this system will help the school administration to work with the

students information efficiently and gain the maximum help of the Information

Technology as it is taught the uses of Information Technology to students.


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ACKNOWLEDGEMENT

It is time to express my gratitude to the persons who helped and guided me to complete

a successful project. So I like to thank my supervisor Mr. I.H .Mudalige, who works as

a support engineer at Sri Lanka Telecom for his guidance and regular supervision.

Then I like to extend my gratitude to the principal of Homagama Central College

Mrs. P.Samarasinghe for her enthusiasm in completing this project and the IT teacher

of the school , Mrs. Theja Herath for her support in this project and my colleague

teachers for their ideas in building this system.

My little son, Isuka Vonal also deserve my gratitude for his patience when I was with

the computer.

Finally I would like to thank the BIT coordinators and the Project Examination Board

for allowing me to do this project by applying the knowledge I gain throughout the

BIT programme.


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Table of Contents

STUDENT INFORMATION MANAGEMENT SYSTEM FOR HOMAGAMA

CENTRAL COLLEGE ...............................................................................................1DECLARATION .........................................................................................................2ABSTRACT ................................................................................................................3ACKNOWLEDGEMENT ...........................................................................................4LIST OF FIGURES. ....................................................................................................7LIST OF TABLES ......................................................................................................8LIST OF ACRONYMS ............................................................................................9CHAPTER 1............................................................................................................. 10 INTRODUCTION.............................................................................................. 10CHAPTER 1 - INTRODUCTION. .......................................................................... 11

1.1 Intoduction ....................................................................................................... 111.2 Motivation for the Project ................................................................................ 111.3 Objectives of the project .................................................................................. 121.4 Scope ............................................................................................................... 13

1.5 Outline of the remaining chapters ........................................................................ 13Chapter - 2 ................................................................................................................. 14 Analysis. ............................................................................................................ 14CHAPTER 2- ANALYSIS ....................................................................................... 152.1 Fact Gathering Techniques. ................................................................................ 152.2 Initial Situation of the System. ............................................................................ 152.3 Requirements Analysis. ...................................................................................... 19


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2.4 Existing Similar Systems. .................................................................................... 20CHAPTER 3.............................................................................................................. 213.1 Alternate Solutions and Selected Solution to Develop the System. ....................... 223.2 UML Diagram of the system ............................................................................... 22

3.2.1 Use case Diagram of the system .................................................................... 233.2.2 Class Diagram of the system ....................................................................... 243.3 Use case description ......................................................................................... 25

3.3.1 Student Registration .................................................................................. 253.3.2 Report Generation ..................................................................................... 253.3.3 Charts Analyzer ........................................................................................ 26


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LIST OF FIGURES.


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LIST OF TABLES


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LIST OF ACRONYMS


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CHAPTER 1

INTRODUCTION

oINTRODUCTION

oMORTIVATION FOR THE PROJECT

o OBJCETIVES OF THE PROJECT

o SCOPE

o OUTLINE OF REMAINIG CHAPTERS.


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CHAPTER 1 - INTRODUCTION.

1.1 Intoduction

Wp/Ho/Homagama Central College is a government school which is situated in

Homagama town. It is categorized as a Navodya school and there are classes from

grade six- thirteen. Student population of the school is 2200 and there are 83teachers

in the school. The principal of the school is Mrs. P. Samarasinghe.

1.2 Motivation for the Project

As most of the other government schools in Sri Lanka , Homagama Central College

also uses a manual system for handling of information of the students. All

information of the student which is get at the entrance to the school is stored in files.

Computers are used only for letter writing tasks and for typesetting term test papers.

So following shortcomings are seen as the problems to be overcome;

Sometimes names of the students and the birth days written in the class

registers are different as they appeared in the birth certificates, as the class

teacher does not have access to the files which contain students birth

certificate and the other relevant details. Class teacher is given only a sheet of

paper containing a list of names and birthdays of students written by a clerk in

the office.

Class teachers have to collect some student details like parents names ,

occupations and their contact numbers over and over again when requested by

the office.

During the time of the sports meet some house argue each other claming that

some students are belonged to their houses. The house which a student is

belonged is decided by dividing the entrance number by four. As this

calculation is done manually some times it get wrong.


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The teacher who is the in charge of filling the applications for G.C.E (O/L) and

G.C.E(A/L) examinations is in a big mess as students names and birthdays

may different in the class registers as they appeared in the birth certificates.

When issuing character certificates and school leaving certificates, the

teacher who is the in charge of issuing those certificates is in a big trouble as

the students performances are not recorded systematically through out the

years.

When it is needed student information to apply some scholarships and some

competitions , class teacher have to collect those details again and again.

So, the intension of developing this project is to overcome those problems

and make the system more efficient so that the tasks related to students to bedone esily.

1.3 Objectives of the project

The main target of this project is to develop a system to carry out tasks related to

students information in the school and make the process more efficient and correct.

Objectives of the projects can be listed as follows;

Record student information from the entrance to the school to leaving of

the school. systematically.

Update the students records yearly by the class teacher.

Calculating the daily attendance of the whole students in the school.

Generating lists of names of students who belong to different houses

during the time of sports meet.

Generating a list of names of students who sit for O/L and A/L

examinations containing correct information to fill applications.

Analysing O/L and A/L results

Issuing character certificates

Getting correct information quickly to fill school leaving certificates .

Getting a list of students who paid school fees for the year and calculate

the sum.


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Selecting students for scholarships offered by outside organizations or

persons , and selecting students for competitions.

1.4 ScopeThe scope of this project is to handle all the activities related to students in the school

from their entrance to the school to their leaving from the school and lesser the

workload on teachers and clerks in the school.

An administrative user will provided security functions to create and update accounts

of the students.

1.5 Outline of the remaining chapters

The rest of the chapters in this document are lined up as follows:

Chapter 2- Analysis

discuss about the detailed and specific requirements of

the project.

Chapter3-Design

structure of the designing system is given and tools and

techniques used are explained here

Chapter4- Implementation

All major code and module structures implementation

environment, reused codes development tools etc. are explained

Chapter5- Evaluation

evaluation of the system using tests is explained here.

Tests data is provided.

Chapter6- Conclusion

evaluation of the system, suggestions for future works,

deficiencies in the final product , are presented here

References

Appendices

Appendix A- System Documentation

Appendix B- Design Documentation

Appendix C- User Documentation

Appendix D- Management reports

Appendix E- Tests results

Appendix F - Code listing


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Appendix G Client Certificate

Glossary and Index

Presented definitions of terms used and index of the document

Chapter - 2

Analysis.

oFact Gathering Techniques.

oInitial Situation of the System.

oRequirements Analysis.

oExisting similar Systems.


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CHAPTER 2- ANALYSIS2.1 Fact Gathering Techniques.

As a vital task gathering requirements is an important part in the stage of

Requirements Analysis. User expectations for the new system are determined at this

step. So, some of the requirements gathering techniques were used to collect the

requirements, to build the new system. They are as follows;

Observation

As a teacher the chance is got to observe the prevailing

procedure in the school.

Interviews

Following people were interviewed to get a clear idea of the current manual

system relating to the teachers attendance. The principal, vice principals, clerks,

teachers

Record Inspections

Class record books ,registers , books which entered students information at the

admission were reviewed.

Scenarios and use-case diagrams were used to get a clear picture if the gathered

requirements.

2.2 Initial Situation of the System.

As many other government schools do, Wp/Ho/ Homagama Central College also uses

a manual system to work with student information.


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When a student is entered to the school, the clerk uses a big book to enter students

details. Then a file is used to store the application which forwarded by the student to

enter the school, his/her birth certificate and any other certificates which are relevant to

the students performance. After the student is entered to a class, the class teacher is

recorded the students name, birthday, address, father/mother/guardian name, his/her

occupation, contact number etc. When the office is required some information

regarding the student, the class teacher is requested to provided those details. So , an

extra work is loaded on the class teachers. The leaderships , responsibilities hold by

the student, awards are recorded in the class record books by the respective class

teachers yearly. So those details are recorded in separate record books and they are

never record in one place.

When a student is needed to get a character certificate or a school leaving certificate,

the student has to go to each teacher who knows those information and take a letter

saying that the student hold that leadership/ responsibility. But the student is in a bigtrouble if any of the teacher is transferred to other school ,as the information knows by

that teacher is not recorded in a systematic way so that anyone can refer that

information when needed.

During the school time, the student is belong to a same house which is relevant to the

sports meet. But the teachers houses are changed yearly. So those teachers have to

take a list of names of students who belong to their houses by dividing the students

entrance number by four. As this task is done manually sometimes the answer get

wrong. Sometimes some students go to houses they like as their friends are in those

houses. So during the time of the sports meet teachers are in a trouble as there is noofficial list of names indicating the names of students who belong to their houses.

When the teacher in charge is going to fill the applications for O/L or A/L

examinations he/she gives a form to fill by the relevant student stating her details

relevant to the examination. Sometimes those details are indicated wrong by the

student. For example, students use their names differently from their birth certificates

or sometimes their identity numbers may be wrong. So the teacher in charge has to

refer to students birth certificates to get the students names correctly.

Calculating daily attendance is a difficult task that is to be done at first by the classteachers for their own class and then by the clerks for whole school. Some times

calculations get wrong. When its come to the A/L classes, 80% of attendance is

necessasary to apply for the A/L examination.

When it is needed to contact patents immediately, class records books are referred to

find the contact numbers. Sometimes it takes time.

At the end of the term / year, a list must be provided by the class teacher with the

names of students who paid school fees. By using the those lists, clerk calculate the

total amount of the school fees. This takes much time


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When students are eligible to apply for the National Identity card , they have to meet

the teacher in charge of filling those applications and give their details to the teacher.

Sometimes some details like full name, birth day may changed according to their birth

certificates.


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Clerk

Register students

Divide students into class of Grade 6 and grade 12

Search details to issue sc hool leaving certificates

Calculate total s chool fees paid by the students

calculate the tot al nulmber of studnets attendence in whole school for the day

Teacher

Maintain students information

Contacts patents in an emergency

Selects studnets for competitions

Divide students in to houses

Get the total number of attendence of studnts in the class

Fill O/L and A/L applications

Check for 80%attendence in A/L classes

Fill applications to applly for the National Identity Card

Principal

Issue Character certificates

Issue School leaving certificates

Figure 2.1 Existing System


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2.3 Requirements Analysis.

When analyzed the requirements for the system following requirements were identified

as functional and non-functional requirements.

Functional Requirements.

System should maintain records of students information.

System should divide students in to classes and generate lists of names who

belong to different classes, at the time of entrance to Grade 6 and Grade 12

System should provide ability to search students information.

System should calculate the total attendance of the students in the whole school

for the day and generate a report.

System should provide lists of names of students who sit for the O/L and A/L

examination each year to fill the examination application correctly.

System should analyze the O/L and A/L results and generate a report each year.

System should divide the students in to houses and generate lists with the

names of students who belongs to different houses during the time of sportsmeet.

System should calculate the total sum of paid school fees and generate a report

for the year.

System should provide details to contact patents in an emergency.

System should generate character certificates

System should provide details to fill school leaving certificates.

System should maintain records of students who took their character and

school leaving certificates.

System should provide details of students who are eligible to apply for the

National Identity Card and generate a list each year.

System should provide facility to update students records yearly.


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Non Functional Requirements:

System should user friendly. It must be simple and reliable.

System should be accurate and consistent.

For the security of the system only authorized persons must be allowed to use

the system.

2.4 Existing Similar Systems.

1)

2)


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CHAPTER 3

DESIGN

o Alternate Solutions and Selected Solution for the Proposed

System

o System Design


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CHAPTER 3 - DESIGN.

3.1 Alternate Solutions and Selected Solution to Develop

the System.

The System Design is the process of specification or construction of a technical,

computer based solution for the organization requirements identified by a System

analyst in a system analysis process.

As this system will run on a one computer, this system is intended to be design as a

standalone software solution

An overall view of the system is presented here with illustrations as to how each

module interacts with each other. The data that we collected in analysis stage are

translated into relevant diagrams to represent the system.

3.2 UML Diagram of the system

Unified Modeling Language (UML) is used to design the system. In this chapter two

types of UML diagram were drawn.

UML Diagrams

Use case Diagram

Class Diagram


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3.2.1 Use case Diagr am of t he system

Clerk

Enter students information at the registration

Teacher

Report Generation

Allocate House

Students Register for Exams

Record Student Charecter DetailsIssue Character Certificate

Record Leaving Deatails

Update Student Record

Calculate Daily Attendance

Result Analysis

Principal

Issue Leaving Certificate

Maintain School Fees Calcuate Sum

Analyze for Scoho lorships

Administrato rCreate Student Account

Update Student Account

Create Oficial UserAllocate User Role

View Time Table

Create Time Table

View Report

Notification

View Student Profile

Identify Teaching Style

System Mintainance

System Reporting

System Shutdown

Change Password

Figure 3.2.1 Use case diagram


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3.2.2 Class Diagr am of the system

Figure 3.2.2 Class diagram


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3.3 Use case descr ipt ion

3.3.1 Student Registration

Use Case Name User Registration

Actor Clerk

Use Case Description Register student and add in to system

Normal Cause of Events Fill the user details and submit

Alternative Cause of Events notification to user

Pre Condition Valid authorized student

Post Condition Record is added to Student table

Assumption None

3.3.2 Report Generation

Use Case Name Report Generation

Actor Teacher, Clerk, Administrator, Principal

Use Case Description Generate report status in the system

Normal Cause of Events Fill the searching criteria details and submit

Alternative Cause of Events Send out detail Report

Pre Condition Registered user in the system

Post Condition Can save the search

Assumption None

.


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3.3.3 Charts Analyzer

Use Case Name Charts Analyzer

Actor Teacher, Clerk, Administrator, principal

Use Case Description Chart analyzing using bar , line, pie charts

Normal Cause of Events select student, exam

Alternative Cause of Events None

Pre-condition Registered user in the system

Post-condition Display the charts

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0217603 Student Management Systm