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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