Abstract

The purpose of designing a database system for students account records is to assist in the execution, planning and timely release of students account records both to students and also to management as the need may arise, as well as getting correct output for every correct input given about a student at any point in time. The research studies the concept and operational modes involved and was research to provide solutions to the problems encountered in the fundamental job operation of students account records, the data requirement, data manipulations, processing, storage and retrieval of data, methods of input and output as this department stand as the financial and developmental strength of the institution. This project has been specifically carried out and presented in a concise manner to cover the necessary background information and to satisfy the needs for designing a database for students account records. Here, visual basic programming language was used which was linked to a well structured query language (SQL)- Microsoft access- to help in querying the database in order to ensure proper efficiency of the system. This software develop will be able to eradicate the difficulties experienced in the old system and make work easier, timely, reliable, efficient in workflow, which in turn will assist management in decision making in order to meet up With the global challenges of the recent age

The difficulties students record office usually face in any higher institution, made us to realize that computer assisted record system is the best in processing students record in IMT ENUGU, Enugu.  This will save our school the embarrassment caused by students complaints at the end of working day.

Our basic objective of designing and implementing an online students record system is the development of data Base computer program that will enable the Register and record officers to efficiently, accurately and effectively process and co-ordinate the various students activities in the institution without much difficulties with little time.

In view of this, record officers must prepare for successful working relationship with an online information processing and in addition get their members of staff familiarized with the system for easy and effortless exercise that produce reliable output (result).

This project describes how much an students record system is developed and how in particular it can be effectively used for the day to day running of the set-up.

For the purpose of this research we shall use data base programming language version iv.  This is because Dbase iv handles a large volume of data.  It is database management package, which is good for students record keeping activities.

TABLE OF CONTENTS

Cover page

Title page

Abstract

Table of contents

CHAPTER ONE

1.0              Introduction

1.1       Background of the study

1.2              Statement of the problem

1.3              Purpose of the study

1.4              SignificaOND/HND of the study

1.5              Scope of study

CHAPTER TWO

2.1              Literature review

2.2              Nature of record processes

2.3              Problem inherent from record

2.4              Need for (computerization) an online

CHAPTER THREE

3.1              Description and analysis of the existing system

3.2              Fact finding methods used

3.3              Organizational structure

3.4              Objectives of the existing system

3.5              Input, process and output analysis

3.6              Information flow diagram

CHAPTER FOUR

4.1              Design of the new system

4.2              Output specification and design

4.3              Input specification and design

4.4              Flow chart (system) / procedure chart

CHAPTER FIVE

5.1              System Implementation

5.2              Conversion proper

5.3              The parallel approach

CHAPTER SIX

6.1              Documentation

6.2              Loading the new program

6.3              Running the program

6.4              Operational guideline

6.5              Option selection

CHAPTER SEVEN

7.1              Recommendation

7.2              Conclusion

Bibliography

CHAPTER ONE

INTRODUCTION

1.1       BACKGROUND OF THE STUDY

Database is a collection of logically related files, organized in a manner to satisfy the needs of an organization.  A database is a store of data structured so that access and update can be made by different people in different ways without needs to change its design or content for this to happen, it is essential that all data items are logically related.

Database is always necessary to store date items once, because of it, input cost are lower.  Duplicate letters are largely dominated thereby saving space and ensuring data consistency.  Data is defined as an unprocessed facts.  They are raw fact that are unprocessed.  Data does not have meaning.  Information are processed data through the computer, which process different type of information.  Information in the computer is stored in codes. File is the collection of related filed, field is the collection of data items.

Database management system are important, because important information requirement and non-specialist need easy ways of accessing this information.  Large amount of data with many types of records occurring many times in database management system.  Also in database management system, complex data structures including many relationships between data items.  Many organization will have many use requirement in data base management system.  Organizations will also have many frequent demand for changes to be made which only unflexible database management system can cope with.

Data is viewed as a source to be shared by as many process as possible.  As a result, data must be organized in a way that is flexible and adaptable to un anticipation requirements.  The data which they stored in anticipation of requests, and the requests themselves. Data may be stored as references to documents, microforms or computer coded text, graphics etc.  the service may be offered on a local basis or through a telecommunication network.  Database system may be operated by organizations for their own benefit or offered to the public on a subscription basic.  The output from database services is either a document or computer data presented, say, on a video display unit or a voice output.

The main purpose of database is to satisfy the user information needs.  The way in which these needs are expressed largely determined the principles of operation of a particular database system.

Rerhaps the most straight forward request for database is when the user supplies a complete reference for a document. The job of the service then is to locate a copy of the document and deliver it to the user.   This is usually referred to as document retrieved service.  It may be aided by computers in compelling the index to the documents in store, and in physically locating a required document as in a computerized warehouse.

More after then not, however, database need are expressed in terms of a request for data such as, how many patient are being admitted monthly in a hospital? Or what kind of sickness of a patient? To answer such questions reference must be made to records stored either in printed form or as computer coded data.  The first of there is often refered to as information retrieval, the later as database search, when the index to the printed record is computerized.

The database distribution system, with the added facility of storage at computer coded text, offer one approach to reducing, the physical size of records, and to mechanizing their search and  retrieval the records unfortunately, first have to be converted into computer compatible form, and can be consulted only after reconversion via some printing or display device.

1.2              STATEMENT OF THE PROBLEM

The difficulties student record department usually force in any institution of higher learning made us to realize that (computer aid) an online record system is the best that can happen to IMT ENUGU.  This will save our school the embarrassment caused by students’ complaints at the end of the working day.

It was in the view of this that Sundison (1994) pointed out that “a typical problem students have had was moving from school to another school.  In a modern society labour moves quite a bit and many students change schools at least oOND/HND in their lifetime.  Every time new students were offered record into a school, there was a problem of which curriculum the previous school had followed and therefore whether the previous level tallied with those of the new school”.

Many students neither know their right nor left at the record level in the institution.  Record had frustrated so many students that some even roles a lot of lectures in pursuit of registration.

1.3              PURPOSE OF THE STUDY

The original purpose of this study is to design and implement an online students record system in IMT ENUGU.  Its purpose are to have the following:

(i)                 Efficient and safe storage

(ii)               Quick retrieval of records and information

(iii)             Proper accounting and file keeping

(iv)             Quick response to any adhoc enquires

(v)               Assist in result recording

(vi)             Assist in CCPA updating

1.4              SIGNIFICAOND/HND OF THE STUDY

It is hoped that the result of this study will serve as tools for helping students who wish to register for their OND/HND programmes, and will go a long way helping the staff also.  This is easy to achieve OND/HND standard and tested computer programs handle all sort of complex calculations, storage and retrieval of valuable information needed fro the school.

Also, important is the fact that records prepared with electronic machine can be stored as long as needed in non-bulky and compact systems.

Works has been done in many areas of computerization, in industry and commerce but not much has been done in school administration and management system/services.  We have therefore done this work to highlight the use of an online in the important area of student’s services.

1.5              SCOPE OF THE STUDY

This work is confined to the IMT ENUGU that is our area of research work.  This was done to attain a standard output that will be useful to both students and as well as the staff of college.  It also helps in making a quick, accurate, efficient and reliable data processing