Design and Implementation of an Automated Student Result Processing System (A Case Study of Department of Computer Science, Kogi State Polytechnic, Lokoja)

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TABLE OF CONTENTS

Title page……………………………………………………………….…………i

Certification……………………………………………………………………….ii

Dedication…………………………………………………………………..……iii

Acknowledgement ………………………………………………………..……. iv

Table of contents ……………………………………………………………..…. v

Abstract…………………………………………………………………….…….vi

CHAPTER ONE :     INTRODUCTION……………………………………………………………………… 1

1.1    BACKGROUND TO THE STUDY       1

1.2    STATEMENT OF THE PROBLEM       2

1.3     AIMS AND OBJECTIVES OF THE STUDY    3

1.4    SIGNIFICANCE OF THE STUDY         4

1.5     SCOPE AND LIMITATION OF STUDY          5

1.6     DEFINITION OF OPERATIONAL TERMS    5

CHAPTER TWO: LITERATURE REVIEW………………………………………………………………. 7

2.1    ACADEMIC PROGRAM EVALUATION         9

2.2    THE MERIT OF COMPUTERIZATION             9

CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN………………………………………. 11

3.0    ANALYSIS OF THE EXISTING SYSTEM        11

3.1      WEAKNESS OF THE EXISTING SYSTEM ………………………………………………………………………..11

3.2     DATA CAPTURING TECHNIQUES …………………………………………………..12

3.3    ANALYSIS OF THE PROPOSED SYSTEM     12

3.4    SYSTEM FLOWCHART & ALGORITHM        13

3.5     ENTITY RELATIONSHIP DIAGRAM………………………………………………………22

3.5.1  DATA DICTIONARY…………………………………………………………………………..23

CHAPTER FOUR: SYSTEM IMPLEMENTATION AND EVALUTION………………… 24

4.1    PROGRAM DEVELOPMENT 24

4.2    SYSTEM REQUIREMENTS     25

4.2.1      Software Requirement…………………………………………………………………………….. 25

4.2.2      Hardware Requirement…………………………………………………………………………… 25

4.3    SYSTEM INTERFACE                26

4.3.1      Input Interface………………………………………………………………………………………… 26

4.3.2      Output Interface……………………………………………………………………………………… 27

4.4    SYSTEM PERFORMANCE       28

4.5    SYSTEM TRAINING   28

4.6    CONVERSION TO THE NEW SYSTEM           29

4.7    SYSTEM MAINTENANCE       29

CHAPTER FIVESUMMARY, RECOMMENDATIONS AND CONCLUSION……. 34

5.1    SUMMARY      34

5.2    RECOMMENDATIONS             34

5.3    CONCLUSION                35

REFERENCES            37

APENDIX I  38

APPENDIX II              42

 

 

 

ABSTRACT

The conventional method of processing and accessing student result via a physical effort with the aid of conventional material like pen, pencil, book, ruler and so is cumbersome and very stressful.  This project examined an automated student result processing system with respect to the different phases involved in the development of system today, such as system programming and design, program logic, change over style, documentation, and its significance over the manual system of result processing system. The automated student result processing system allow and ensure easy insertion and deletion of student record, and it also allow the user to add and update the record of student in any given semester after the conduction of their continuous assessment  and  examination in other to generate their Grade Point (GP)  and Cumulative Grade Point (CGP) easily. The result processing is highly secured and protected from unauthorized users and this helps to reduce cases of missing student records. In this project work, the user must be given a password and access in  which he/she will be the only one having access to every student record after the examination and test has being added together and submitted to him as result processing officer to generate the status and grade point or cumulative grade point of each student. The automated result processing systems enhance the reliability and convenience in computation of student score and generate their respective grade point in each course. The database contains the complete and comprehensive details of each student and their academic performance. This database keeps track of each student course like examination requirement and subject. The project work helps to overcome the problems associated with the manual method of result processing with the aid of the automated system.

 

 

CHAPTER ONE

1.0                                                                  INTRODUCTION

As we all know the application of computer is very relevant in every aspect of human life and there is need for everyone to be conversant with the new technology. The computer is used to carry out a task and assist man in business organization, research, education and many aspect of life. The development of computer to be used in office industries, homes as a replacement of manual method of data processing is the best technology that has ever happen to office management. In view of this, it is necessary for student result processing management system in Kogi State Polytechnic Lokoja to be computerized in other to aid the processing of student record on time.

Computerization is the process of changing or converting a manual work done into an automated process using a computer.

As a result of this, student result processing management system is an automated system that make use of software to enhance the reliability and convenience in computation of student score, generate their respective grade in each course, most of the report are simple text format, for the purpose of fast printing. It also has a document (that is database document) that contains complete comprehensive details of each student and their academic performance. The database keeps track of each student course like exams requirement and subjects.

This project work aimed at computerizing the result processing management system in the Department of computer Science, Kogi State Polytechnic Lokoja Kogi State.

 

 

1.2                      BACKGROUND OF THE STUDY

HISTORY OF COMPUTER SCIENCE IN KOGI STATE POLYTECHNIC LOKOJA

The Department of Computer Science in Kogi State Polytechnic Lokoja was established in 2002 as a unit in the Department of Mathematics/Statistics under the School of Technology. In 2003 there was a need for accreditation to meet up with the National Board of Technical Education (NBTE) requirements. In 2004 the Computer Science Department separated from Mathematic/Statistics Department to become autonomous Department as Mathematic/Statistics. Hall “A” was officially allocated to them and also Mr. Desmond Eneche was appointed as a pioneer Head of Department (HOD) till 2007. One of his responsibilities was to represent and speak for the Department in board meetings. In 2008 the successor of pioneer Head of Department (HOD), Miss Juliet Amadi was appointment as the head while the Department kept producing numerous National Diploma Graduate section by section. In 2009 HND was accredited and they had enough resources put in place to meet up with the requirements. But they were using the manual or conventional method of result processing system. After a new building was allocated to the new HND as a lecture theater 2009. In 2010 Mr. C.I Okoye was appointed as a new HOD in Department of Computer Science invented to produce an automated system of result processing system as he was hopeful that the end of 2010/2011 session the department would produce the first HND Graduate of Computer Science. In 2010/2011 session Mr. Stanley was appointed as Head of Department (HOD) who try to maintain the automated method of result processing system but Mrs ODEKINA Juliet was re-appointed as the Head of Department (HOD) who took them back to conventional method of processing. In the year 2012 the Department appointed 14 academic staff, 4 nonacademic staff in order to enhance better performance. A story building has been donated by Educational Trust Fund (ETF) was allocated and which by the beginning of 2012/2014 academic session was expected to move into the building. One can only become a student of the department if he/she meet up with academic requirement of the department and he/she is offered the provisional admission by registrar of the school.

1.2     STATEMENT OF PROBLEM

The following are some of the problems encountered while using the manual method of result processing.

  • A lot of time is wasted due to large volume of data processing that is involved and the method used computation.
  • Inability to handle or process a large number of student data results in errors in students result.
  • The exercise is cumbersome and tedious
  • Delay in the process of computation(Time Constraint)
  • More man power are required
  • The process of updating is tedious (it requires going through each student record one after the other)
  • Error due to over sight.

 

From the above problem, a goal was set by the researcher to solve the problems of manual or conventional method of result processing and convert it into an automated system for better, effective, and accurate computation of students result in Kogi State Polytechnic Lokoja.

1.3     AIMS AND OBJECTIVES OF STUDY

The aim and objective of this project work is to computerized the student result processing system in order to mitigate some of the problem encountered while using the  manual method of processing  and also to make an easy and fast approach to handle document or student record in the department of computer science. The project work also aims atachieving the following.

  • The time spent during result processing will be reduced due to the speed of computer system.
  • A database for managing students results
  • To develop a query, modules, for easy interaction with the database
  • To have a database on student result, record, were query and validation check can be carry out
  • To eliminate the various problem associated with the manual method and alleviate a flexible method of processing
  • To improve proper documentation of result which a computer is capable of
  • Storing large volume of data over a long period of time.

1.4     SIGNIFICANCE OF THE STUDY

There are so many benefit that could be derived from the proposed system when it is fully accepted and implemented.

The system will make the student result processing management system

  • Very effective, efficient.
  • Accurate student registration.
  • Less time constraint
  • Cost reduction of paper used
  • Proper record keeping
  • Better and effective computation of student result

 

 

1.5     SCOPE AND LIMITATION OF STUDY

 

This project intends to develop a system that will take over a manual process of obtaining a student result using an automated system capable of handling student’s information and record for the Department of Science ND1 and NDII. It is also capable of data capturing, allow insertion and deletion, updating and viewing operation. This project work is design using Microsoft Access Database, Microsoft Visual Basic 6.0 (vb. 6.0) as front end. This project does not intended to process CGPA or the transcript of the student.

LIMINATION OF STUDY

In the course of carrying out this project research work the following are the limitations:

  • Financial constraint
  • Insufficient information from the institution

1.6     DEFINITION OF OPERATIONAL TERM

The term use in this project work are defined as follows:

  • AUTOMATED: refer to the use of machine to perform a certain task that is been done manually through human efforts.
  • INPLEMENTATION: A way of executing or performing a certain task or problem using automated process.
  • STUDENT: refer to somebody who study a certain profession or carrier. In education, student refers to somebody who study a certain course in an institution. E.g. computer science, engineering, accounting, architecture.
  • RESULT: This is information, outcome obtained from an experiment or calculation, research, in a certain field of study. It is also a final score or mark in the context of an examination.
  • PROCESSING: This is a subjection series of procedure used in treating or analyzing a data to acquire information or record.
  • MANAGEMENT: It is the act of managing or supervising a certain task. This covers the planning, control, and administration of an operation of concern. The top management handles planning, the middle management concentrates on controlling, and the lower management is concern with the actual administration. It also has the ability to control or supervise a managerial skill.
  • SYSTEM: This is the way of performing a routine or task that is usually with interrelated element. It is also the combination of related things or part that form a complex whole. Data is processed, analyzed, summarized into an information with the use of a system, and these system is made up of INPUT- PROCESS-OUTPUT and feedback or control.
  • DATABASE: This is an organized collection of data files or file that contains data of a certain object.
  • COMPUTERIZATION: This is the act of computing a manual work done into an automated process via the use of computer.
  • COMPUTER: This is an electronic device that accept data as an input and uses a set of instructions and logical series of arithmetic (Known as programs) to process the data and produce an output information at a very high and accurate speed.

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