Automated Secondary School Record Keeping System

Download complete project materials on Automated Secondary School Record Keeping System from chapter one to chapter five with references

                                                                   ABSTRACT

The Automated secondary school record keeping system is a project carried out due to the need to improve the working system of the Federal Government College from the slow unreliable manual means of record keeping. The developed system enables the profile of staff and student to be stored, It provides an avenue to manage student academic records and a website that people can access to get information about the school. The system is developed in such a way that it is easy to access and manage.

                                            TABLE OF CONTENTS

CONTENT                                                                                                   

Title Page

Declaration 

Approval

Dedication

Acknowledgment

List of Figures

List of Tables

Abstract

Table of Contents

                                       CHAPTER ONE

     INTRODUCTION

      1.0 Introduction

1.1 Statement of problem

1.2 Motivation

1.3 Aim of the project

1.4 Objectives of the project

1.5 Scope and limitation

1.6 Methodology    \

                                        CHAPTER TWO

     LITERATURE REVIEW

2.0 Introduction

2.1 School records and their essence in secondary educational institutions

2.2 Management of  secondary schools

2.3 Basic methods of Record keeping, storage and retrieval

2.3.1 Manual records

2.3.1.1 Advantages of manual records

2.3.1.2 Disadvantage of manual records

2.3.2 Electronic record keeping

2.3.2.1 Electronic database

2.3.2.2 Advantages of Electronic database

CHAPTER THREE

SYSTEM DESIGN AND METHODOLOGY

3.0     Introduction

3.1     System analysis

3.2    Design methodology

3.3    Analysis of the existing system

3.4   Weakness of the existing system

3.5   Analysis of the proposed system

3.5.1 The benefit of the proposed system

3.6    System design

3.7    System architecture

3.7.1 Data flow diagram

3.8    Database design

3.8.1 Entity relationship diagram

CHAPTER FOUR

SYSTEM IMPLEMENTATION

4.0    Introduction

4.1     System development

4.2     System implementation

4.3    System documentation

4.4   User interface design

4.5   Sample Output

4.6   System testing

4.7 Software maintenance

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATIONS

5.0    Summary

5.1    Conclusion

5.2     Recommendations

References

Appendix

CHAPTER ONE

1.0     Introduction

Record keeping system is the systematic procedure by which the records of an organization are created, captured, maintained and disposed off.

Record management system is the practice of identifying, classifying, archiving and destroying records. The International Standards Organization (ISO) (2001) defines record as “The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, evidence of and information about business activities and transactions in the form of records”.

The International Council on Archives (ICA) committee on Electronic Records (2014) defined a record as,” recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity”. While the definition of a record is often identified strongly with document, a record can be a tangible object or digital information which has value to an organization. Records are to be managed according to their value to the organization other than their physical or logical characteristics.

A record is something that represents proof of existence and that can be used to recreate or prove state of existence, regardless of medium or characteristics. Records can be either tangible objects, such as paper documents like birth certificates, driver’s licenses, and physical medical x-rays, or digital information, such as electronic office documents, data in application databases, web site content, and electronic mail (email).

Record Management (RM), also known as Record Information Management or (RIM), is the professional practice or discipline of controlling and governing what are considered to be the most important records of an organization throughout the records life-cycle, which includes from the time such records are conceived through to their eventual disposal. This work includes identifying, classifying, prioritizing, storing, securing, archiving, preserving, retrieving, tracking and destroying of records.

A good record keeping is an important part of accountability for an organization to those who use their service. Record keeping enable organization to keep a summary of decision made and their reasons for keeping such record is that they are essential source of evidence for reviews and investigation.

The school record keeping system will ensure accurate records which will help in assessing the performance and productivity of students and match student resources with production or service requirements. It may also help in making more  informed decisions about polices of students such as the capacity of class rooms, the performance of students, the school fees check and balance of students and many more. Avoiding potential disputes with staff and help in ensuring that there is respect for equal opportunities and every student is treated consistently and fairly. A centrally administered automated system will makes it easier to retrieve information. However such systems require extra cost and training.

           1.1  Statement of Problem

In most Nigeria institution the problem of scheduling an examination timetable manually is still a difficult situation in which the Federal Polytechnic Jos, is not left out.

This project work is to develop an automated system for generating examination timetable, other reasons include;

1. Ensure that no invigilator is assigned to two examination venues at a time during invigilation.
2. To help reduce the amount of work to be done as well as save time and effort.

iii.To help in providing a more convenient timetable schedules for the students.

The Federal Government College Jos (FGC Jos) is a co-educational school in Nigeria. It was established by the Federal Ministry of Education in 1975. The idea of this college in Nigeria was conceived in the minds of the authorities of the Federal Ministry of Education early in 1972 when they thought it necessary to have one co-educational institution for Nigerian states across the Federation. The college was founded by the Federal Ministry of Education in line with the Federal Government’s intention to establish in each state of the federation one co-educational school.

The Unity Schools is an incorporated body to advance the objectives of National unity and development through quality access to education in Nigeria.  The 104 Unity Schools all over Nigeria were founded on a philosophy of quality instruction and inter-community coexistence as the basis for National unity and development.

The schools have become populated over time due to the expensive nature of private schools today, and this makes manual record keeping of a large body of students ineffective. The means of record system has become tedious to manage, consumes a lot of space, maximum security could not be ensured and has led to altering of records and loss of documents in some cases. Processing of result is not easy due to large number of students whose result has to be worked on.

            1.2 Motivation

With the increase in technology these days, almost everything is becoming computerized to ease work and facilitate accessibility. The bid to improve and use the growing technology is one of the reasons for developing the electronic means of record keeping. The web based record keeping system makes it easier to capture information, and generate reports.

Computers are increasingly being used for keeping school records, preparing reports and analyzing students Performance. It Advantages include quick access to information and the ability to file information quickly in a timely manner compared to keeping records by hand, computers make it easier to analyze performance and develop plans which are not in use presently in the Federal school system.

            1.3  Aim of the Project

The aim of the project is to computerize the activities of record keeping which will enable it enlarge its data-processing capacity substantially and greatly facilitates access to personal data within the organization, and across boundaries that separate organizational entities.

            1.4 Objectives of the Project

The following are the objectives that the project seeks to achieve:

1. To study the existing system.
2. To design and implement an automated system.
3. To evaluate and determine the efficiency of the new system.

             1.5 Scope and Limitations 

This project will focus on automating the activities of the Federal Government College Jos, with features such as registration of new students, storage of student information, staff profile, school academic entry and checking. This project does not implement the school fees payment of students, the automated library system and forum for staff and student.

            1.6  Methodology

The methodology used for the development of the system is the water fall model, which involves:

Requirement Analysis and planning 

The first thing that is of key importance is the management of the development cycle that includes the proper planning and analysis of the resources which is required for the project and the extraction of the maximum best suited resources for the project .

And all these resources are documented in a software requirement specification document that defines sufficient design of the software along with its cost, delivery time, architecture, functions, technical issues etc. Then the finalized prototype model of the software project is submitted to the next level with complete documentation.

Coding and design 

Once the planning and analysis of the requirement is made, then commence the development of the programming code for the software in which the scripts is written in integrated environment after seeing the functions required in the software development life cycle and the software requirement specification is followed in the planning and analysis and based on that functionality, coding is to made after proper analyzing of the design part of the software project.

Implementation

Once the coding is completed, then it is implemented because every software process involves program code to be implemented by the designers so that the requirement can be fulfilled easily and easier interface is there for the customers to understand. Moreover, in this phase the use of functionality that will help in the specification of software design that will improve and enhance the programming codes and scripts which is not there in the coding and designing phase.

Software Testing 

Once the software designing and coding is completed then it is tested and every component and functionality of the software such that whether each module is giving the correct output with the variation in the input values and if any sort of error is there in the programming code that leads to the incorrect output then instead of implementing the project back, the software testing itself make relevant changes in it and removes the bug and if any in the software, then the checking of the main components of software using the verification of the modules and tested to  maintain the better environment for software working.

Maintenance and documentation

Once the software testing is completed, then the maintenance is done to implement some enhanced features in the software that would be helpful for the software to cope with the future and newly discovered problems. The Maintenance team also adds new code which is often considered too much expensive for the software project because there need to make changes with the original script to add more functionality in it.

Moreover, all the details of software working are written in the document that consists of the internal design of the software which will help for future maintenance and enhancement. It will also include the procedure that supports the report document which is helpful.  Textbooks will be consulted as a vital source of information for the project work. The internet rich source of ideas will be harnessed and put into use.  The historical review information will be obtained from relevant books, write-ups and publications.

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