STUDENT INFORMATION MANAGEMENT SYSTEM FOR HOMAGAMA CENTRAL COLLEGE

M.G. WICKRAMASINGHE Registration number: R021760 Index Number: 0217603

SUPERVISOR: I.H. MUDALIGE (Bsc)

2011/2012

BIT 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

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:.

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 is used 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 is hoped 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.

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.

Table of Contents
STUDENT INFORMATION MANAGEMENT SYSTEM FOR HOMAGAMA CENTRAL COLLEGE ...............................................................................................1 DECLARATION.........................................................................................................2 ABSTRACT ................................................................................................................3 ACKNOWLEDGEMENT ...........................................................................................4 LIST OF FIGURES. ....................................................................................................7 LIST OF TABLES ......................................................................................................8 LIST OF ACRONYMS ............................................................................................9 CHAPTER 1............................................................................................................. 10 INTRODUCTION .............................................................................................. 10

CHAPTER 1 - INTRODUCTION. .......................................................................... 11 1.1 Intoduction....................................................................................................... 11 1.2 Motivation for the Project ................................................................................ 11 1.3 Objectives of the project .................................................................................. 12 1.4 Scope ............................................................................................................... 13 1.5 Outline of the remaining chapters ........................................................................ 13 Chapter - 2................................................................................................................. 14 Analysis. ............................................................................................................ 14

CHAPTER 2- ANALYSIS ....................................................................................... 15 2.1 Fact Gathering Techniques. ................................................................................ 15 2.2 Initial Situation of the System. ............................................................................ 15 2.3 Requirements Analysis. ...................................................................................... 19 5

2.4 Existing Similar Systems. .................................................................................... 20 CHAPTER 3.............................................................................................................. 21 3.1 Alternate Solutions and Selected Solution to Develop the System. ....................... 22 3.2 UML Diagram of the system ............................................................................... 22 3.2.1 Use case Diagram of the system .................................................................... 23 3.2.2 Class Diagram of the system ....................................................................... 24 3.3 Use case description......................................................................................... 25 3.3.1 Student Registration .................................................................................. 25 3.3.2 Report Generation ..................................................................................... 25 3.3.3 Charts Analyzer ........................................................................................ 26

LIST OF FIGURES.

LIST OF TABLES

LIST OF ACRONYMS

CHAPTER 1 INTRODUCTION
o INTRODUCTION o MORTIVATION 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 be done 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 Scope
The 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 13

Appendix G Client Certificate

Glossary and Index Presented definitions of terms used and index of the document

Chapter - 2

Analysis.
o Fact Gathering Techniques. o Initial Situation of the System. o Requirements Analysis. o Existing similar Systems.

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CHAPTER 2- ANALYSIS
2.1 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 big trouble 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 no official 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 class teachers 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 16

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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Register students

Divide students into class of Grade 6 and grade 12

Search details to issue school leaving certificates Clerk Calculate total school fees paid by the students

calculate the total nulmber of studnets attendence in whole school for the day

Maintain students information

Contacts patents in an emergency

Divide students in to houses

Teacher

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

Selects studnets for competitions

Issue Character certificates

Principal

Issue School leaving certificates

Figure 2.1 Existing System 18

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 sports meet.

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 Diagram of the system

Calculate Daily Attendance <<include>> Enter students information at the registration Allocate House

Result Analysis Clerk Record Leaving Deatails

<<include>> Report Generation Maintain School Fees Identify Teaching Style Students Register for Exams Calcuate Sum

<<include>> Issue Character Certificate Teacher Record Student Charecter Details

View Report Update Student Record

View Student Profile View Time Table

<<include>> Notification Issue Leaving Certificate

Principal Create Time Table Analyze for Scoholorships <<include>> Create Oficial User Allocate User Role

Administrator

Create Student Account

Update Student Account

<<include>> System Reporting Change Password System Mintainance <<include>>

System Shutdown

Figure 3.2.1 Use case diagram

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3.2.2 Class Diagram of the system

Figure 3.2.2 Class diagram

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3.3 Use case description

3.3.1 Student Registration

Use Case Name Actor Use Case Description Normal Cause of Events Alternative Cause of Events Pre Condition Post Condition Assumption

User Registration Clerk Register student and add in to system Fill the user details and submit notification to user Valid authorized student Record is added to Student table None

3.3.2 Report Generation

Use Case Name Actor Use Case Description Normal Cause of Events Alternative Cause of Events Pre Condition Post Condition Assumption .

Report Generation Teacher, Clerk, Administrator, Principal Generate report status in the system Fill the searching criteria details and submit Send out detail Report Registered user in the system Can save the search None

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3.3.3 Charts Analyzer

Use Case Name

Charts Analyzer

Actor Use Case Description Normal Cause of Events Alternative Cause of Events Pre-condition Post-condition

Teacher, Clerk, Administrator, principal Chart analyzing using bar , line, pie charts select student, exam None Registered user in the system Display the charts

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