DESIGN AND IMPLEMENTATION OF AN AUTOMATED SCHOOL

MANAGEMENT SYSTEM:

A Case study of St. Peter’s Secondary School, Naalya.

By

ATHIENO EMILLY BIT/16844/71/DU

A Graduation Project Dissertation Submitted to the School of Computer Studiesin Partial Fulfillment of the Requirements for the Award of Degree of Bachelor

of Information Technology of Kampala International University

August 2008

I

Declaration

I do hereby declare that the work presented in this project report is an original copy and has

never been presented or submitted to any university or institute before for the award of any

degree.

Signed.~

EMILLY ATHIENO TUSIIMEBIT/16844/71IDU

Date...~ ~9....’

Approval

This Graduation project report has been submitted with the approval of the following

supervisor.

Signed Date..s/p~/0~

Supervisor

Emetu MichaelDepartment of Computer ScienceSchool of Computer Studies

Kampala International University

III

Dedication

This piece of work is dedicated to my husband Opok Fred who worked tirelessly to support

me, both financially and morally. I also dedicate this report to my mother Nyiransaba Stella

and mother in law Neco Lakot who stood by me throughout my studies.

Iv

Acknowledgement

I thank the God Almighty for the knowledge and wisdom he gave me. I would like to

acknowledge the advice and guidance of my supervisor Mr. Michael Emetu for his

encouragement, helpful remarks he has shown to me. All this good work is as a result of

his guidance and cooperation. Special thanks go to all my lecturers for having equipped

me with all the vital skills and knowledge that I have been able to deploy during the course

of this project. I also would like to register my appreciation to my family, friends, in laws

and well wishers for the moral and financial support granted to me throughout my studies.

V

Table of contents

~ECLA~~ION~11APPROVAL.DEDICATIONACKNOWLEDGEMENT vLIST OF ABBREVIATONS viiiABSTRACT

CHAPTER ONE

1.0 INTRODUCTION 101.2 BACKGROUND OF THE STUDY 101.3 PROBLEM STATEMENT 111.4 OBJECTIVES 11

1.4.1 Main Objectives1.4.2 Specific Objectives

1.5 SCOPE 111.6 JUSTIFICATION 12

CHAPTER TWO

2.0 LITERATURE REVIEW 132.1 INTRODUCTION 132.2 INFORMATION MANAGEMENT IN ORGANISATIONS 132.3 FORMS OF INFORMATION SYSTEMS 142.4 EXISTING SYSTEMS 17

2.4.1 Strength of existing systems2.4.2 Weaknesses of existing systems

2.5 RELATED SYSTEMS 182.5.1 Client management and tracking system 1 82.5.2 Tanzanian Education and information services trust 182.5.3 The independent schools directory 192.5.4 Online assessment system case study: CISCO Certifying system 192.5.5 Real time information system 202.5.6 Security of Information Systems 212.5.7 Why use PHP, MYSQL and APACHE~ 22

CHAPTER THREE

3.0 METHODOLOGY 233.1 AN ASMS REQUIREMENT DEFINATION 243.2 REQUIREMENT ANALYSIS 243.3 SYSTEM DESIGN 243.4 SYSTEM CODING AND UNIT TESTNG 243.5 SYSTEM TESTING AND VALIDATION 25

CHAPTER FOUR

VI

4.0 SYSTEM ANALYSIS AND DESIGN4.1 SYSTEM ANALYSIS 26

4.1.1 System study4.2 USER REQUIREMENTS 26

4.2.1 Functional requirements 274.2.2 Non functional requirements 27

4.3 MODULES 274.3.1 Student Module 274.3.2 Library Module 284.3,3 Accounts Module 284.3.4 Administration Module 29

4.4 SYSTEM REQUIREMENTS 294.4.1 Software requirements 294.4.2 Hardware requirements 304.4.3 Operational requirements 30

4.5 ARCHITECTURAL DESIGN 304.5.1 Architectural design of the system 31

4.6 SYSTEM DESIGN 314.6.1 Data Flow diagram 324.6.2 Entity Relationship 334.6.3 Table Representation 34

CHAPTER FIVE

5.0 REPRESENTATION AND FINDINGS 375.1 DISCUSSION OF FINDINGS 375.2 PROBLEMS ENCOUNTERED DURING DATA COLLECTION 375.3 BENEFITS OF THE PROJECT 385.4 LIMITATIONS OF THE SYSTEM DEVELOPED 385.5 SCREENSHOTS OF THE SYSTEM MODEL DEVELOPED 39

CHAPTER SIX

6.0 CHALLENGES, RECOMMENDATIONS AND CONCLUSION 446.1 CHALLENGES 446.2 RECOMMENDATIONS

REFERENCES 45APPENDICES 46

VII

List of Abbreviations

ASMS - An Automated School Management System

PHP - PHP Hypertext Pre-Processor

HTML - Hyper Mark-up Language

DBMS Database Management System

SPENA - St. Peter’s Secondary School Naalya

VIII

Abstract

The research was mainly carried out to study the impact of computer-based systems on

information sharing and data flow within St Peter’s SS Naalya. The major problem

identified was the use of manual papers. The main objective of the study was to develop an

automated school management system that will improve the operations of St Peter’s SS

Naalya. Different techniques were used to collect data like interviews, observation,

questionnaires. The design and implementation of the system was done using different

languages like HTML, JavaScript, PHP and MYSQL through waterfall model.

Recommendations were made to help solve the problems identified like ensuring validation

of data, avoid duplication of data among others. In conclusion, there’s need for St Peter’s

SS Naalya to move away from manual systems to automated systems. The outcome of the

study is an automated school management system that will improve the operations of St

Peter’s SS Naalya.

Ix

CHAPTER ONE

1,0 Introduction

An information system is a set of interrelated components that collect, retrieve, process,

store, and distribute information to support decision making and control in an

organization. Information Systems are increasingly becoming essential in today’s world

as different organizations continue to embrace them due to the benefits they come along

with. The information systems based on many concepts of information technology have

helped many academic institutions like universities, tertiary, secondary and primary

schools worldwide to avail all the necessary information about the operations and

management of day to day activities within the different departments in these institutions

The use of these systems has helped the institutions to collect, analyze, process, store and

distribute information to those who are in dire need of it. This has helped them to ensure

security, accessibility of information and relevant data within their respective

departments.

Li Background of the study

Schools often have a number of departments that constitute their environment.

Management of information is a challenging task for these different departments due to

the fact that each department collects, stores, processes and distributes information in

their own way, different from other departments. Therefore, information sharing among

these departments and other stakeholders is tedious, repetitive, as well as challenging.

Acquiring up to date information is also not easy. This has been due to the fact that the

different departments have different information systems, that is to say, some are

automated while others still operate manual based systems. School management systems

have been developed however, majority of these systems have only helped certain

sections of the schools while leaving out others. Therefore their impact is not fully

realized. Integration of these departments is very essential so as to realize uniform

benefits in a systematic manner. The management should follow a streamlined process to

10

ensure that they integrate the different information systems in order to have a central

repository where information can be accessed by all relevant stakeholders whenever they

need it. An integrated information system will drastically improve school administrative

operations (management of students, teachers, funds, operations scheduling etc.) by

reducing latency in data management and making the operations less error prone.

1~2 Problem statement

School management information systems (SMIS) currently available have not been able

to address comprehensively the challenges faced by these institutions. Information

sharing is still a slow and tedious process across the departments due to the fact that there

exists many islands of information independent of each other. Therefore, information

retrieval, sharing and distribution are still hard as these islands of systems operate on

different platforms hence the need to develop an integrated school management system.

1~3 Objectives

L3.1 Main Objective

To develop an integrated school management system.

L3~2 Specific objectives

1.) To identify the requirements of an integrated school management system.

2) To design a prototype of an integrated school management system

3) To test and validate the system

4.) Implementation

1~4 Scope

The study was carried out at St Peter’s Secondary School Naalya. The school consists of

different departments some of which need to be automated and then integrated in order to

have a central repository of information. These departments include Accounts and

Finance, Library, Records, Information technology and Administration departments.

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1.5 Justification

The project provides significant value to various groups who are directly or indirectly

affected by the system. They include school administration, students, accounts and

finance, parents, suppliers as well as the people providing funds to the school. The

system provides facilities for identifying patterns, trends and relationships that helps the

accounts department to cover all the financial aspects of the institution during a given

academic term as well as year. Furthermore, it helps the academic department in

analyzing and evaluating the performance of the students and determining the appropriate

course of action. The system provides information pertaining to a specific student(s) or

class as well as the entire school during a given academic year.

In a nut shell therefore, the system increases productivity, reduction on management and

operational costs and ensure provision of timely and accurate information to the relevant

stakeholders.

12

CHAPTER TWO

Uterature rev~ew

21 llntroduct~on

The literature review encompassed works found in books, journals, papers written about

information systems, and other related systems that have succeeded or failed as well as

information gathered from the Internet. With that information we were able to assess the

work of various individuals and saw how their systems had been developed in various

fields.

2~2 Information Management in Organizations

Information Management describes the means by which an organization efficiently plans,

collects, organizes, uses, controls, disseminates and disposes off its information, and

ensures that the value of that information is identified and exploited to the fullest extent.

It can as well be the management of people, data, processes, interfaces, networks and

technologies that interact for the purpose of supporting and improving both day to day

operations in a business, as well as supporting the problem solving and decision making

within the organization.

Information management in an organization includes creating, capturing, registering,

classifying, indexing, storing, retrieving and disposing of records and developing

strategies to manage records. Also includes the acquisition, control and disposal of library

and other information products, items kept for reference purposes, and the provision of

services to internal and external customers, based on information resources.

James A. O’Brien ‘2001’ describes an information system as an organized combination

of people, hardware, software, communication networks and data resources that collect,

transform, and disseminate information in an organization. He found out that, information

systems must support the company strategies, organization process and structures and

culture of an organization and increase the business value of the organization in a

dynamic environment. According to Beynon-Davies P. (2002), Information systems deal

with the development, use and management of an organization’s IT infrastructure. In the

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information age, the focus of companies has shifted from being product oriented to

knowledge oriented, in a sense that market operators today compete on process and

innovation rather than product. The emphasis has shifted from the quality and quantity of

production, to the production process itself and the services that accompany the

production process. The biggest asset of companies today, is their information,

represented in people, experience, know-how, innovations (patents, copyrights, trade

secrets), and for a market operator to be able to compete, he/she must have a strong

information infrastructure, at the heart of which, lies the information technology

infrastructure. Thus, the study of information systems focuses on why and how

technology can be put into best use to serve the information flow within an organization.

In the information systems discipline. ‘Workers with specialized technical knowledge

and strong communications skills will have the best prospects. People with management

skills and an understanding of business practices and principles will have excellent

opportunities, as companies are increasingly looking to technology to drive their

revenue.”

2.3 Forms of Information Systems

According to Shelly, Cashman and Vermaat; Course Technology ‘1999’ , businesses tend

to have several “information systems” operating at the same time and these include;

(I) Management Information Systems (MIS); These generate accurate, timely and

organized information so that managers and other users can make decisions, solve

problems, supervise activities, and track progress.

(ii) Expert Information Systems (ElS); This form of information systems captures and

stores the knowledge of human experts and then imitates human reasoning and decision-

making processes for those who have less expertise.

Expert systems are composed of two main components: a knowledge base and inference

rules. A knowledge base is the combined subject knowledge and experiences of the

human experts.

(iii) Knowledge Management Systems (KMS); These exist to help businesses create

and share information. These are typically used in a business where employees create

new knowledge and expertise which can then be shared by other people in the

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organization to create further commercial opportunities. KMS are built around systems

which allow efficient categorization and distribution of knowledge.

(iv) Strategic Information Systems (SIS) apply information technology to a firm’s

products, services or business processes to help it gain a strategic advantage over

competitors.

(v) Transaction Processing Systems (TPS) I Business Information Systems (BIS);

These are the most fundamental computer based systems in an organization. They are

used to process routine business transactions. They are aimed at improving routine

business activities on which the whole organization depends. Such transactions include

placing orders, Billing customers, Hiring employees, and Depositing cheques and making

withdrawals.

(vii) Decision Support Systems (DSS); This supports unstructured decisions, that is to

say, decisions which are not made frequently. Data that is needed to develop a decision

support system can be obtained from several sources other than other forms of

Information Systems like TPS which will need data from only one source.

Fig 2.1

LGraphic

L~1°~

15

(viii) Executive Support Systems (ESS); These use data from MIS to provide

communication to senior managers.

Its graphical Architecture is as follows;

-Menus-Graphics-Communication-Local processing

-Menus _______________ ______________ ESS Work-Graphics INTERNAL EXTERNAL station-Communication DATA DATA -Menus-Local -TPS/ MIS data -Graphicsprocessing -Financial data -Communication

-Office systems -Local-Modeling processing-Analysis

Fig 2.2

16

2.4 Existing systemsThe existing System in the case of SPENA is a combination of computer based

information system as well as manual based information systems. The former was

implemented using technologies like SQLserver2000 as the DBMS and the system

interfaces were designed in Microsoft Access. However, this system is only used by the

academic department to process students’ academic documents much as it was developed

to cater for other departments like accounts and finance, inventory and administration in

general.

2.4.1 Strength of the existing system

The system is able to capture all students’ information such as names, background

information, class, stream, and combination if ‘A’ level student, photograph, index

numbers. More so, it’s able to process student results as well as generating student report

cards. It has a good security mechanism whereby incase of modification in student results

the system will capture the username of the user in question.

2.4.2 Weaknesses of the existing system

Despite its benefits, the system has not been optimally utilized as some departments have

been rejected since the system is not easy be to used, and not all departments are well

equipped with the skills to operate this system. Further more, the system is not able to

distribute information at anytime to those who need it because it is a stand-alone system

as it has to be installed on a given computer. In order to gain access to the use of this

system therefore, those who need the information have to access it via the computer on

which the system was installed only.

17

15 Rellated systems

2~5i CHent management and track~ng system

Client management and outcomes tracking databases can help Nonprofit Organizations

and other Donors of the school achieve maximum effectiveness with limited resources. In

the best cases, these tools increase service capacity and improve program effectiveness so

that nonprofit organizations can better support those they serve and better understand and

quantify their impact. Such databases take many forms -- from a homegrown Access

database to a Web-based data system. The databases go by many names, but their

purpose is the same: They allow organizations to enter and track client information

needed to maintain client relationships and offer appropriate services. They help collect

client contact information, demographic data, and track what services they have received.

Some databases even allow organizations to track progress towards specific goals. Once

information is entered, it is stored centrally so that other staff members can access it. A

good client management database can help nonprofit organizations capture information

consistently and effectively. Software applications that record information in a database

make data capture more useful and efficient. Staff can be required to complete specific

tasks when entering data, assuring that critical service and client information is always

there. Assist in the analysis of capacity, effort, and program effectiveness. Because the

information is in electronic form, it can help provide an in-depth understanding of what is

working and what is not. The ability to view and manipulate information in different

ways gives organizations tools to help direct their efforts where they will do the most

good.

2.5~2 Tanzanian education and information services trust

Tanzanian education and information services trust has a mission to provide accurate,

reliable and instantly available educational information in the country by the most up-to

date means possible on regular basis and to provide educational services. Their website

offers access to a secondary school directory, student’s results and other related services.

The directory provides information on schools and colleges in Tanzania. The search

18

criteria include school name, registration number, status, district, region and zone. Other

information include name of head teacher and contact. Other schools have a link to the

official website which contains detailed information on the school and services provided.

Searching for students’ results is based on student name, examination number, last

school, current school and subject taken. The website offers other services like student

resources, Career guidance opportunities, news, adverts and information on the education

sector in Tanzania. Beneficiaries include parents, teachers, students, policy makers,

donors, researchers and general public.

2.5.3 The independent schools directory

The independent schools directory (2007), contains information on over two thousand

schools in the UK which you can use to find a particular school or search for it

geographically. Many of these schools can be accessed via this site in which case there is

no need to write letters make telephone calls or send faxes. the information listed in this

site is essential for quickly narrowing down that choice by reference to the basic but

important factors for example is it single gender or mixed?, boarding or day?, rural or

urban?, how far away. Having made an initial selection according to your own criteria

you can then communicate with many of the schools and find out much more from

information provided by them. If a school has its own website, you may be able to link to

it directly or you can email it using a response form. Many schools can receive electronic

communication from you either directly or through this website.

2.5.4 Online Assessment System Case Study: Cisco Certifying

System

The system requires one to register with the Cisco networking academy first before you

can have access to it. The registration information obtained from the user include the

users full names(first, middle and last name), email address, city, title, postal code,

country, phone number, gender, date of birth. After you have registered with the Cisco

academy, the academy supplies you with a unique username and password that you can

use to have access to the system. The user can’t change the username but can change the

19

password. Students requiring to do assessment tests or exams have to ask their local

administrator who can request the Cisco academy to activate tests or exams for interested

student. After the student attempts a test or exam within a specified amount of time

delegated to that particular test they submit in their work by clicking the submit button.

The system marks, grades them producing a report containing the results, statistics plus

the failed questions and references to the chapters in the notes where the students can

refer to get the right answers. The generated reports are then stored in grade book for

future reference.

2.5.5 Real time information system

Real time information systems are key applications designed to provide better services by

disseminating timely and accurate information, however not so many agencies have

deployed such systems because of the costs of infrastructure investments, institutional

issues and liability and the loss of integrity associated with providing inaccurate or

unreliable information. Interactive devices such as kiosks and the internet allow users to

get exactly the information they are seeking in a very short time. Users can actively

manipulate and search for specific information based on their own needs and give

feedback to system providers.

All in all, it can be argued that information systems are emerging as one of the driving

forces in the business world today. Their significant value can’t be underestimated as

they are rapidly increasing productivity in organizations as well as lowering operational

and management costs which is one of the core aim of the business enterprises. New

business processes and organizational capabilities have emerged due to the evolution of

information systems, this is reflected in a way that information system produce valuable

information that can be useful in competitor and customer profiling hence generating a

competitive advantage. Due to information systems, location has ceased to be a barrier to

work as workers are able to work in any place at anytime of their convenience since the

world has become a global village. The key technologies that are used to ensure this

include software like database management systems for example ORACLE,

SQLSERVER, MYSQL, scripting languages such as PHP, JSP, ASP incase of web based

20

applications, and Hardware like routers, switches, printers, scanners, sensors among

others. This school system will support different departments in their operations and they

include academic, accounts and finance, library, health, human resource, inventory

management as well as the administration.

2~5.6 Security of information systems

In order for Information systems to work effectively, they should be free and secure

from any distortion that can lead to loss of data.

In order to make sure that security of the system was realized at St. Peters SS Naalya,

the following was to be put under consideration;

(i) Authentication;

In this case, every user in every department who has the authority to view the data in

the very department is issued a password, so as to have access to the given account.

The user is free to retrieve, delete, edit or update students’ data in question.

This helps in a way that unauthorized people do not have access to data.

The Administrator has all the privileges to access all the data in the school. This is

because he is the central person to view, update, edit or delete.

(ii) Anti Virus;

Every information system should at least have anti virus run on them so as to prevent

the spread of virus attacks. Virus can easily destroy the information on the computer.

(iii) Firewalls;

Every network should at least have firewalls in order to prevent trojan, Hackers and

other means that might affect the information on the network.

(iv) Regular backup of information;

This backup of information on computers helps keep the information free from

information loss.

(v) Maintenance;

It is important to hire an IT staff to take care of the system incase there are faults.

Good maintenance of the system cannot be done by anybody, thus, it is important to

hire an IT experienced personnel to be in charge.

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2~5~7 Why use PUP, MYSQL and Apache?

PHP;

PHP means Hypertext Preprocessor. Its advantages are as follows;

— It is an open source development.

Its availability of code samples and similarity with C programming also makes it

easier to use.

- Diversity of functions;

- It is easy to perform a mind boggling range of actions such as retrieving the content

from the other website.

- Availability of good database abstraction libraries;

In this case, if you opt to build your project around them, you will theoretically be

able to do a swap between database engines, for example from MYSQL to POSTGRE

SQL.

MYSQL;

- This is a free, fast, reliable open source relational database.

- It is robust with a good feature set and has portable codes.

APACHE;

-This is a fine tuned http for static content and therefore, it typically surpasses Tomcat

for serving static content.

- In addition, utilizing apache also allows using other dynamic content like PHP and

PERL.

Therefore it is because of the above reasons that this project was designed using PHP,

MYSQL and APACHE.

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CHAPTER THREE

3~O METHODOLOGY

Here we used various techniques, tools and methods in developing the system. The

system was developed using the iterative waterfall model as represented below.

Fig 3.1

23

During unit test the programs were individually tested with the prepared test data. Any

undesirable happenings were noted and debugged.

3.5 System Testhig and vaNdatñon

Before actually implementing the new system into operation, a test run of the system was

done to remove all the bugs, if any. After coding all the modules of the system, a test plan

was developed and run on a given set of test data. The output of the test run matched the

expected results. Having carried out the unit test for each of the modules of the system all

errors were removed, then system test was done using actual data. After ensuring that the

system was running error-free, the users were called with their own actual data so that the

system could be shown running as per their requirements.

25

CHAPTER FOUR

4.0 System Analysis and Design

4.1 System analysis

It involves critically analyzing the existing system with the intent of identifying the user

requirements of the new system. These are then used to design a new system.

It may as well be referred to as a process of examining the problem in the current system

and then creating a solution to this problem.

4.1.1 System study

My study focused on the existing school management system that was used to manage

information in the school. In my study i made sure that the system was basically a stand

alone system implemented in Microsoft SQLSERVER2000 as the database and the front

end (interface) designed in Microsoft Access. The methods i used to study the system

included interviews, literature review and observation. These helped me to obtain the

information that i used to design and develop the prototype.

4.2 User requirements

These are the needs or expectations to be fulfilled by the system as desired by the users.

They include;

i. The system provides a user friendly interface which can be easily learnt and

used productively within a short time

ii. The system performs data validation

iii. The system also processes results at a faster rate.

iv. Signals notifications in case of errors made in the process of entering invalid

data.

v. The system is able to keep all details of students and staff body and stores it in a

centralized relational database.

26

4.2.1 Functional requirements

These describe the functions that the system must perform. They include the following

1) The system must capture all user data.

2) Capture students’ information such as bio data, classes, results, medical history

among others.

3) Capture staff information such as responsibilities and any other valid information

4) Capture medical information of both students and staff

5) Capture all income and expenditures of the school

6) Capture inventory information.

7) The system is able to validate all data entries.

8) The system allows posting events to the calendar by authorized users

9) The system is able to generate various forms of reports such as students’

academic reports, medical reports, and inventory reports and print them out.

4.2,2 Non4unctional Requirements

These are constraints enforced on the system. For instance

1. The system provides a user friendly interface which can be easily learnt and used

productively within a short time.

II. The system is secured by authenticating all the users regardless of the category by

asking for usernames and passwords.

III. It is reliable and available to those who need it any time they deem it necessary

4.3 Modules

4.3.1 Student module

The system provides a longitudinal report for the student that is it is able to indicate all

details regarding to a particular student since he or she joined the school and up to when

he or she left and the records can be retrieved incase of any revisit by the student or any

other concerned party.

27

It also enables the student to view their results incase they are within the school campus

(intranet).

Further more, the system allows the student to make an appointment with the nurse

provided she is not already booked and the student is able to view the books that are

available for borrowing in the library.

This system also helps avoid inconveniences regarding students’ details such as if a

student has paid school fees, there is no hassle on when he paid, how much or what

exactly he paid for since the actual data is already stored in the database. This makes

students’ stay in the school easier.

4.3.2 Library module

This module enables capturing of all information about books in the library, categorizes

the books into different categories for example reserved books and those that can be

borrowed. It also keeps the records of books that have been borrowed, their return date

and the borrower.

All this is done technologically such that there is no way a book can just disappear

without being recorded.

4.3.3 Accounts module

Stores the financial records, that is payments made by each student, Fees balance of each

student, income generated from different sources that is government, Donors, parents, as

well as income generated from hiring out the school premises to interested parties.

It also shows the expenditure of the school in a given academic term or year. Such

expenditures include purchase of scholastic materials, furniture, salary made to both the

teaching and the non teaching staff plus any other payments or expenditure within the

school.

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4.3,4 Administration Module

Manages user accounts that is add new user, remove users, and assign passwords and

usernames. At administration level, one can view all the user accounts, can edit or delete.

4.4 System requirements

4.4,1 Software Requirements

Table 1: Shows software requirements required

Software Minimum requirements

Operating system Windows 2000, NT, Xp , vista, and Linux

DBMS MYSQL

Other software PHP, JavaScript, Macromedia Dream weaver

and Macromedia fireworks

Server Wamp5 server version 1.7.0

Table 1 above shows the software requirements needed to run to the proposed system.

The operating system selected was windows XP. This is because it is affordable.

MYSQL was used as the Database Management System because it is cheaper to out

source and helps to connect both HTML and PHP. It is also compatible with WAMP

server.

29

4~4~2 Hardware Requirements

To run the application the following minimum computer hardware requirements are

needed.

Table 2: Shows hardware requirements required

Software Minimum requirements

Processor Windows 2003, Xp,

RAM 1GB

Hard disk 80 GB

Display (monitor, printers etc) A resolution of 800x600

Table 2 above shows the hardware requirements for the proposed system. In order for the

system to run the latest software and programs required, the hardware has to support the

software implemented.

4~4.3 Operational Requirements

For purposes of optimally running this system, Users were trained and equipped with the

relevant skills necessary to operate the new system. It is also required that the machines

on which the system is installed be kept in a dust free environment and that regular

backups be done for purposes of safeguarding against any system failure or data loss and

updated anti- virus software be installed to prevent virus attacks.

30

4~5 Architectural design

The system architecture is divided into two parts that is front end and back end. The front

end consists of processes that enable accessing information in the database; it consists of

the general graphical user interface and facilities such as forms, reports and

authentication.

The back end manages the access facility and deals with control and retrieval of data

stored in the database tables.

A scripting language PHP provides a link between the front end and the back end.

4~5J

Fig 4.1

Architectural design of the system0

31

4~6 System design

The system was developed through waterfall model since this enables system designers

as well as system implementers to cope with challenges involved like cost, scheduling

among others as the project goes on. The system design involves various other designs of

which the following are inclusive; Interface design, Architectural design, System

components, Conceptual design of the database and the overall system design.

4~6.1 Data flow diagram (DFDs)

DFDs are used to show processes and determine the sequential flow of activities. DFDs

were used to show the logical flow of data and represent processes in the system. They

helped give a graphical representation of a system’s components, processes and the

interfaces.

L StaffDetails

Request forinformation aboutschool proceedings

Assess iReport

Fig.4. 2

COMMUNITY

Data Flow Diagram

Staff

ViewSchoolReports

Board ofDirectors

An AutomatedSchoolManagementSystem

Informationabout schoolproceedings

32

4.6~2

Fig4.3

Entity relationship diagram

33

4.6.3 Table Representation

The following is a table representation of the above entity relationship diagram;

S/ no. Entity type Attributes Description Data type Null Multivalued

Staff Staff id Primary key Character No Novariable

Date Attribute Character No Yes

variable

Fname Attribute Character No No

variable

Lname Attribute Character No No

variable

Gender Composite Character No No

attribute variable

2 Books Book id Primary key Character No No

variable

Subject Attribute Character Yes No

variable

Title Attribute Character Yes No

variable

Author Attribute Character Yes No

Variable

34

3 Student Student id Primary key Character No No

variable

Date Attribute Character No Yes

variable

Fname Attribute Character No No

variable

Lname Attribute Character No No

variable

Gender Composite Character No No

Attribute variable

Address Multi valued Character No Yes

Attribute Variable

Class Attribute Character No Yes

variable

Stream Attribute Character No No

variable

Combinatio Attribute Character No No

n variable

Image Attribute Character No Yes

5 Class Class id Primary key Character No No

variable

Class name Attribute Character No No

35

variable

6 Payment Student id Primary key Character No No

variable

First name Attribute Character No No

variable

Last name Attribute Character No No

variable

Date Attribute Character No Yes

Variable

36

CHAPTER FIVE

5.0 Presentation of Findings and System Implementation

This chapter consists of results and findings of the system model developed. The results

were presented basing on the research of the proposed system.

5.1 Discussion of Findings

Schools often have a number of departments that constitute their administrative systems.

Management of information is a challenging task for these different departments due to

the fact that each department collects, stores, processes and distributes information in

their own ways. Therefore, information sharing among these departments and other

stakeholders is tedious, repetitive as well as challenging. This has been due to the fact

that the different departments have different information systems, and different modes of

storing data that is to say some are automated while others still operate manual based

systems. Integration of these departments is a must so as to realize uniformity.

The management should follow a streamlined process to ensure that they integrate the

different information systems in order to have a central repository where information can

be accessed by all relevant stakeholders whenever they need it.

5.2 Problems Encountered During Data Collection

Several problems were encountered in the initial stages of this project. They included the

following;

i. The lack of co-operative nature of some school staff to give information as

regards to school information since they are not authorized to reveal sensitive

information.

ii. Financial hardships were faced since as an individual i had to travel to obtain

information, money for software, hardware and printing of information regarding

the project.

37

5~3 Problems Encountered During System Design and

Implementation

The system design also encountered some problems with time to time which include the

following:

i. The time design for the project was very limited due to the fact that a lot of time

was used in data collection phase. Therefore, some functionalities were left out

which would in turn have improved the usefulness of the system.

ii. Hardships were encountered in using some application programs in preparing and

designing this project report, and since it required to first learn how to use those

programs, this also consumed a lot of the project’s time.

5~4 Benefits of the Project

This highlights services that the developed system should offer which include the

following:

i. The system is able to capture all student details ranging from class,

combination and can also be able to generate report.

ii. The system is able to capture, store and retrieve information as well as sharing

it quickly thus eliminating the problem of time consumption in retrieving a

students’ information manually.

iii. The system provides consistent information to the different stakeholders such

as the students and teachers which are vital when sharing information.

5.5 Limitations of the System Developed

This section describes those services that are not provided by the system and these

include:

i. The system omits departments which are not well versed with using computer

skills.

ii. The system is a standalone system which implies it has to be installed on a

computer for it to be used hence it does not allow easy sharing of information via

a network.

38

5.6 Screenshots of the System Model Developed

Good even ngi ~ts July Thursday O9tF 07:50:02 ~M

SMSLogin for System Users

For Mministrotors Only

En:er your data use ~cernanie an~ pa~s~ord loginsernarne

Password _________________ Copyright ~ SchooIs2009

Log ri

Figure 5.1 Home Page

In the figure 5.1 above is a Home page where the users of the system are expected to

provide their credentials for authentication before they can gain access to the system

resources or adjust anything on the system. Apart from Administrator, other authorized

users are logged in under system users. They cannot access each other’s information.

39

Adllhillistratorhe aprnlpnwdleee

ogout Help

Please Signup here

Em Address:~________________

Prefend sernare:

Passeord:

Categary: Seled Category

I~er Si~ntp

Figure 5.2 System Users Registration Page.

It is a page where only the users with access to the system are logged in after putting their

passwords, depending on which department a user is registered. The above page only

logs in authorized users who are within the administrative department. For instance, an

Accountant cannot log in here. Each department has its own registration page.

40

Prepared by the Accounts office

Thursday 09th, 08:15:23 PM

Student Details

Firstname Kamugisha

Lastname Robert

Studentld 515001

class/stream S1E

Academic Term I

Sponsor private

Payment details

Functional Fee(s) 150000............... •fleo

Tuition Due 4501000sh

Tuition Paid 700000

Balance 0

Close

In the figure 5.3 above shows the details of student’s payment report, that is student

names and all the payment details by the student. This report can as well be printed out.

Bank Details Known by the school

Date 2009-03-04tt~~•t$4 •*~~+I$~~

Oank Name DFCU,....... .........

Account Number 01L177189919... I.... •q•e•t••I

Date of payment 2025-00-00•~• ~ •••••+4••

Figure 5.3 Student Payment Report

htlp !JIo~ahottJtchoo app

FI~ Eat ~. Fa~ate~ Taa~a I-ta],

4. ~,d,

~ I-*tp J~[o~~oo],apa]aataa~ ~

Driver Detective - Ga S,an ESS [22] - IV t~ ~ E~aaiI4tafia, W.~w

School Mwua~emtrn SysU~m A(IIHilliStiatOiI s,SftI.I s..tI...t* (‘.1 S. UqHt

rorad.,, frators On]y

I (jrcnt~~ I w~r Hqdata~r I I~ Ii~ ~ Cinw.eta j Combination j Heqiiirement~

View ViewI tacr .4djnitted

Aecoirntj. J Studcnta jI View View View I ViewI Empio~cd j ite~iatcawd Re~tatcred I I Staff~ * ion,. (‘6.o.ca~ j H&-quiremeutv

start - - ~~

Fig 5.4 The Administrator has access to view any information of his choice, since he is

the central person in charge.

42

hltp:!!localhost!schoolIuser details php Windov~s Internet [splorer —

9e Eck V~w Fanceoes Toc6 H~

Snarch Favcabm f43 .~ f~ ~~*eOs [~ ___________________________________

DrtverDetect~ve Q~ ~~co ~ Scm R5S[22]~TV ~8ooc ~G~res. • •~ FM L~ E-sr~N~dme oWe~ow

I School Mana~emenI Sysfciii Administrator—_____________________________________________________________________________

logeet Hely

ID Email Username Password Category1 admin~sd,ool.com admit admin administrator Edit elete9 bursar@sclnool.com bursar bursar bursar Edit dote10 directar@schoul.com direMor drector director Edit dote8 disciplne~sclroolscom do do dscdplinary Edit elete4 dos@school.com dos dos dos Edit e ttc11 library@schoolscory Ibrary library library Edit elete

~~tkdoioMtZme(9jsed)

start

Fig 5.5 The administrator has access to all the users’ accounts within the system.

43

CHAPTER SIX

6.0 Challenges, Recommendations and Conclusions

This chapter highlights the hardships, challenges that were encountered during the

project. It streamlines what went wrong during the project study and also highlights the

future recommendations by the researcher.

6e1 Challenges

We encountered a number of challenges while compiling the project and these include;

i. Financial constraints were encountered as the project required a lot of money to

travel and obtain information and also print.

ii. Bureaucracy in the schools that slowed down access of the required data for the

project

iii. Access to Computer lab facilities was limited due to many students at the faculty

and load shedding.

iv. It was not easy accessing information at the school because most of the

information is confidential

v. No proper documentation of the current system was available. Therefore,

reviewing the system was difficult.

vi. The project does not cater for users without computer knowledge.

6,2 Recommendations

- The school has many departments and each of them stores information separately so we

therefore recommend the adoption of the integrated school information management

system that has a centralized repository where information can be stored and retrieved.

- The faculty should increase on the time that is scheduled for the project.

- The faculty should fund students as they research for their projects.

- A lab should be provided to third year students doing their projects to so as to reduce

the problem of limited lab facilities.

44

References~

- Beynon-Davies P. (2002). Information Systems: an introduction to informatics in

Organizations. Paigrave, Basingstoke, UK.

- Bob Kling, Automated welfare client-tracking and service integration: the political

economy of computing, New York, NY, USA, 1788.

- F:\Client Management and Outcomes Tracking Databases.html

- http://en.wikipedia.org/wiki/Information_management, accessed online

- Laudon, K.C. & Laudon, J.P. (2007). Management Ir~f~rmation Systems: Managing the

Digital Firm, 8th Edition. Upper Saddle River, New Jersey: Prentice-Hall International,

Inc.

- O’Brien, James A, 1936, introduction to information systems: essentials for the inter

networked enterprise, accessed online on 04.04.07 from

http ://www.factiva. corn/business- information-system.html Accessed on line 04.04.07

- Shelly, Cashman and Vermaat; Course Technology 1999, Discovering Computers 2000

Concepts for a Connected World, accessed online on 25.04.07 from

http://www.belkcollege.uncc.edu/jwgeurinlistypes.doc

- Tiwana, A. (2000), The Knowledge Management Toolkit — Practical Techniques for

Building a Knowledge Management System, Prentice Hall, Upper Saddle River, NJ,.

45

Appendices

Appendix A: Work Plan

Duration Task Requirements Deliverables Comments

14/12-20/01 Concept paper Concept paper Concept paper completed

25/01-01/02 Proposal Proposal Proposal Completed

01/03-07/04 Identifying user ~- Review relevant Determining Completedand system literature overall user andrequirement system

. ~- Interviewing thespecification requirements.

members andstakeho iders

> Observation of thecurrent system

> Analyse collecteddata andinformation

08/04-12/04 System design Dataflow diagrams Data flow Completeddiagrams

13/05-18/06 Implementation System coding Interfaces

19/05-23/06 Implementation System coding Working system

24/06-31/06 System testing System testing Working system

0 1/06-07/06 Report writing The report The report

2 1/05-20/07 Presentation tothe supervisor

Presentation

46

Appendix B: Project Budget

ITEM QUANTITY COST/AMOUNT (UGX)

A. Storage Device

I. flash disk(4GB) 8 400,000

II. Compact disk 20 10,000

III. External Hard disk (100) 2 200,000

B. Air time 500,000

C. printing, binding and photocopying 400 pages 240,000

D. Stationary

i. Papers ( ream) 4 28,000

ii. Clip board 8 45,000

iii. Pen and pencils 1 packet 10,000

iv. Box file 8 25,000

v. Hand /notebook(8) 8 15000

E. Refreshment 200,000

F. Transport 200,000

G. Software 2 200,000

Total 2,073,000

47

Data about the school. Mostly for one year, since every year we expect new students,

and we have to update our files, we do away with the old ones and get the new ones,

thus starting afresh. It is really tiresome and time wasting.

~ What problem are you facing with current system?

-Duplication of data.

-Time wasting since a lot of time is needed to get any information.

- There is no security means in place (authentication) since any body can access the

data. Thus data is not safe.

- Inconsistency of data

Updating the data is impossible, thus we have to start on a fresh filing system.

- Data retrieval takes a long time because information belonging to one entity cannot

be kept together in a good order.

g) How do you store the data received?

In box files or computer using Microsoft excel.

h) How long does it take to produce a report?

Producing a report can take about three weeks or even a month since retrieving data

for the report is not easy.

i) Do records/files go missing?

Yes ~

No~

j) Explain any of your answer above

• Our record system is poor and since there is no means of authentication, files get

lost and data is changed anyhow. without anybody’s knowledge.

k) What do you expect from the proposed new system?

49

- We expect authentication. This will help the data to remain safe since authorised

people will be the only ones to acquire the given information.

- We also expect speedy ways of capturing data.

- Data consistency

- Time saving method of retrieving data.

-A cheaper way of storing data.

50