DESIGN AND IMPLEMENTATION OF STUDENT’S

TRANSCRIPT GENERATING SOFTWARE

(A CASE STUDY OF I.M.T)

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ABSTRACT

This study was carried out to verify al the

manual processes involved in generating student’s

transcript and to seek for a way of automating the

system for a way of automating the system for

effective operations.

Since there is continues moves towards

technological advances that enhanced productivity of

labour and free human beings of task done move

economically by machines.

Computer and its application have become vital

tools in economic, industrial and social development

of advanced countries of the world. Therefore there

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is every need to computerize any it to be easy

effective and error fee.

Data was collected mainly by oral interview with

a committee member in exam and records I.M.T Enugu

and also in exams and Academics.

TABLE OF CONTENT

Title page

Certification

Dedication

Acknowledgement

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Abstract

Table of contents

CHAPTER ONE

1.0 Introduction

1.1 Theoretical background

1.2 Statement of the problem

1.3 Purpose of study

1.4 Significance of study

1.5 Limitation

1.6 Definitions of term

CHAPTER TWO

2.0 Literature review

2.1 General review of student’s transcript.

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CHAPTER THREE

SYSTEMS INVESTIGATION AND ANALYSIS

3.0 Introductions

3.1 Fact finding method

3.2 Objective of existing system

3.3 Input process and output analysis input analysis

3.4 Process

3.5 Problems of the existing system

3.6 The generating flow diagram

3.7 Justification for new system

CHAPTER FOUR

4.0 Introduction

4.1 Design of a new system

4.2 Input specification

4.3 File design

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4.4 Procedure chart

4.5 System requirement

4.6 Software requirement

4.7 Hardware requirement

CHAPTER FIVE

5.0 Implementation

5.1 program design

5.2 Program flow chart

5.3 Pseudopodia

CHAPTER SIX

6.0 Documentation

CHAPTER SEVEN

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Conclusion and Recommendation

7.1 Conclusion

7.2 Recommendation

References

CHAPTER ONE

INTRODUCTION

Students’ transcript is the summary of each of

the two-year performance either in (OND) ordinary

National Diploma or (HND) higher national diploma.

A transcript is also demanded by a student who

has finished OND/HND and wishes to transfer to

another school or student who wishes to secure a job.

A transcript is not given directly to a student. It

is sent to the school that the student wishes to

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transfer or to the establishment or organization,

which the student wishes to secure a job.

A students’ transcript is prepared or formed by

the scores entered on the designed score sheet by the

individual subject lectures on each semester

examinations.

STATEMENT OF THE PROBLEM

There has been this problem of too much work for

the head of department of exams and records owing to

the growing population of students’ in the

institution; the head of department of the exams and

records is faced with heads of file. At times sorting

out a particular students’ file takes time.

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This bitter complaints and the delay in the

preparing of this students’ transcript has been the

major concern and therefore has intensified the need

to design a generating software which will go a long

way in taking these problems and at the same time

help to quicken the generating of students’

transcript.

PURPOSE OF STUDY

The purpose of this study is to design

implementation of students’ transcript generating

software.

AIMS AND OBJECTIVE OF THE STUDY

Due to the controversy surrounding the manual

generating of the student s’ transcript, it was fact

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that a study of this nature will clarify the causes

of the problems being faced by the concerned

departments and to map out the necessary solutions

and techniques to the problems.

SIGNIFICANCE OF STUDY

1) To enhance speedy of the results

2) To eliminate errors due to manual processing

3) To provide security measure to check students

mischievous act of changing marks on the result

sheet.

LIMITATIONS

The constraints that were highly against this

study are:

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Financial predicament and inconsistency in the lack

of the needed materials and time given to accomplish

the task was tough against the study.

DEFINITION OF TERMS

The following are some terms commonly use in

this project software –logical related programs that

works together to control hardware.

Transcript – A result

Date –A raw information or it is fact and figure

collected.

CHAPTER TWO

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LITERATURE REVIEW

GENERAL REVIEW OF STUDENTS’ TRANSCRIPT

Transcript did not come like that it goes

through so many processes. According to Mr. N.N.S ENE

Head of Registrar of exams and Academic I.M.T in his

responds during my interview said that after exam

student scores from different lectures which have

been recorded will be sent to the head of department

of the departments, the HOD will now prepare a

composite record of the result slip sign and sent it

to the director of school to sign and the director

after signing will send it to the deputy direct the

deputy will now send it to the academic records to

show that the result has been approved and the

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academic records will send it to exams department

from department to the departments.

The levels of result are:

1) Distinction – 3.50 – 4.50

2) Upper credit - 3.02 – 3.49

3) Lower credit – 2.50 – 2.99

4) Pass - 2.00 – 2.49

Below these is fail example 1.99

He also said that we have two types of

transcript local and international transcript, local

transcript is the transcript that is sent to an

organization within the country and international

transcript is the one that is send to an organization

outside the country local tramspcripts in other to

make it possible for school to process it the

individual should pay (N 500.00) five hundred naira.

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But if the organization is online the school will

send it through the internet.

International transcripts in other to make it

possible for the school to process it the individual

should pay (N100.00. for it to reach to the

organization. According to Mrs. ENE in exams and

records I.M.T she said that transcripts is the

summary of both first semester and second semester

scores, she also said that transcripts is not given

to the students that it is sent to the organization

where the student wants or to the school where the

student wants to transfer, so that the school or the

organization will check whether the result she or he

is having is the same thing with their own.

ORGANIZATION STRUCTURE OF THE INSTITUTE OF MANAGEMENT

& TECHNOLOGY I.M.T ENUGU

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CHAPTER THREE

SYSTEM INVESTMENT AND ANALYSIS INTRODUCTION

In many disciplines, it is usually good to make

some investigations before a design is undertaken. It

is therefore, not different in the design of a system

of this nature, though there may be difference in the

approach.

The object of system of this analysis for

student’s transcript generating software is to study

and document all processes involved in the task of

generating students’ transcripts. The analysis is not

an end in itself but generates data, which can be fed

to the design stage.

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FACT FINDING METHODS

The following are the methods used in gathering

information

1. INTERVIEW METHOD: interviews were carried out on

the personnel involved in the generating of

students’ transcripts. During the course of the

interviews questions were asked on.

- What is a transcript?

- What due the input involved in the

generating of a transcript?

- Is a transcript given to student or not?

- What due the problems involved?

2. OBSERVATION METHOD: During information gathering

it was also observed that there is a lot of

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inefficiencies in the manual system of

generating of student’ transcripts.

2.REFERENCES METHOD: Information were also

collected through related literature and write

up on the generating of student’s transcripts.

It lot of data due also obtained.

OBJECTIVE OF EXISTING SYSTEM

In a study of this nature, before designing a

new system, is always very important to make a

through investigation so as to know the goal in which

the system is set to achieve. It was investigated

that the following due the objective of the existing

system.

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1. To keep accurate records of student’s

transcripts in the school.

2. To prevent lost of result, which are very vital

to the exams and records.

3. To make the accessing of students’ transcripts

very easy.

4. To facilitate an effective and efficients in

generating of students transcripts.

INPUT PROCESS AND OUTPUT ANALYSIS, INPUT ANALYSIS

It was found tht the inputs to the already

existing system come in the form of information

contained in paper. All necessary information are

recorded on this paper so as to enable the exams and

records department to have acess to students scores

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or records. The records will contain the following

fields:

1. Registration no

2. First semester

3. Serial no

4. Course title

5. Grade obtained

6. Rating

7. Grade point average

8. Result

9. Second semester

10. Serial no

11. Course title

12. Grade obtained

13. No of credits

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14. Rating

15. Grade point average

16. Cumulative grade point average

17. Result

These fields will serve as an input formation to the

system.

PROCESS

Process takes place only when data is inputted.

This is the stage during which the system converts

the inputted data to information by doing some jobs

on as to come out with a reasonable result. For the

course of this study, the input data comes in form of

forms. It is after thorough processing of these keyed

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in data that the information’s about the concerned

student are received.

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OUTPUT ANALYSIS

The output that comes from the system depends on

the query issued by the user. The user night want to

know or have the list of the students in the school

or even have access to the detailed records of a

particular students’ transcript. This was achieved by

the system being able to list all the student in the

institution or retrieve a particular students’

transcript records from the data base.

PROBLEMS OF THE EXISTING SYSTEM

There are many problems associated with the

existing system many of these problems become evident

during data gathering and study of the existing

system.

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1. The storage system used in storing the students’

scores sheets is not efficient as sheets are

kept inside drawers, shelves, and on top of

tables. This can lead to a lot of files because

of lack of securing.

2. TIMES IS CRUCIAL FACTOR IN MANAGEMENT. The times

factor may mean so much for an item of

information requested. For some categories of

reports, gathering the needed information may

require many man hours of searching through

files and filtering the necessary information

that the management needs for the purpose of

control, planning and tasking decision. This

problem is more pronounced in responding to

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quires. That otherwise would have taken only few

seconds for the computer to respond to:

3. Mistakes are made in manual processing because

of many reasons which includes probably the mans

imperfect nature, lack of concentration in the

system under review there accuracy many result

from duplication of data which in turn result to

errors.

THE GENERATING FLOW DIAGRAM

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JUSTIFICATION FOR NEW SYSTEM

After going all the problems encountered in

existing system, a justification for the design a new

system is made as follows.

1. The existing system has failed to meet the need

of information uses in the institution.

2. There is a need to design a new system, which

will take, came of the problem encounter in the

existing system.

3. The existing system does not provide enough

security and therefore, a new one showed

provides to alleviate such problems.

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4.There is every need to eradicate the problems,

which are posed by the existing system as

discussed above for the sake of comfort and

efficiency in processing of students’

transcripts.

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CHAPTER FOUR

DESIGN OF A NEW SYSTEM

Designing of a new system involves the under

taken of different stages like the specification and

technical stages (which involves & the actual design

of the new system). The analysis of the already

existing system is always necessary for the designer

so as to be in a better position to create system.

This chapter takes came of the stage at provided and

also the necessary arrangements that will satisfy the

need of the transcript system. During the course of

carrying out the system design, strict adherence will

be made on the software engineering principle and

design methodologies that have been tested and found

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worthy. Also basic programming language has been

chosen because of its support of al the feature

desired.

INPUT SPECIFICATION AND DESIGN

All input form are designed to match the routine

selected from the appropriate subsystem menu. The

input was designed considering the manual process and

all the documents currently existing in the system.

The manual process contains the following fields:

1. Registration number

2. First semester

3. Serial number

4. Course title

5. Grade obtained

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6. No of credits

7. Rating

8. Grade point average

9. Result

10. Second semester

11. Serial number

12. Course title

13. Grade obtained

14. No of Credit

15. Rating

16. Grade point average

17. Cumulative grade point average

18. Result.

These can be inputted into the system to carry out

process operation. The inputs are keyed into the

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computer through the keyboard and the magnetic disk.

This input form designed is as shown below:

ACADEMIC TRANSCRIPTS

First Semester Registration No

S/N COURSE

TITLE

GRADE

OBTAINED

NO OF

CREDIT

REATING

GRADE POINT AVERAGE

RESULT:

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SECOND SEMESTER

S/NO COURSE

TITLE

GRADE

OBTAINED

NO OF

CREDIT

RATING

GRADE POINT AVERAGE:

CUMULATIVE GRADE POINT AVERAGE:

RESULT:

OUTPUT SPECIFICATION

The outputs of the system include all the

queries and report on the data fits. They include the

student transcript information reticent, which gives

detail of a particular student in the school.

FILE DESIGNS

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The major element of this design is the

specification of the database. The data design for

this work uses the random access method.

The following shows the structure of the data base:

S/NO FIELD NAME FIELD TYPE FIELD WIDTH 1 Reg. No Integer 122 First

semester 3 Serial no Integer 54 Course title Staring 35 Grade title Staring 56 Grade

obtained Integer 5

7 Rating String 38 Grade point

average 9 Result String 1010 Second

semester 11 Serial –no Interger 512 Course title String 513 Grade

obtained String 10

14 No of credit Integer 5

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15 Rating String 316 Grade point

average 17 Cumulative

grade point 18 Result String 10

PROCEDURE CHART

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SOFT WARE REQUIREMENT

The software required by the system are:

- Windows 95 or 98 mt xp or ms – Dos version 6.22

- Q basic interpreter this software are highly

needed for the smooth running of the program.

HARDWARE REQUIREMENTS

These hardware requirement include

Pentium 233 mmx professor

Monitor (SVGA)

Memory it must be at least 32mb

Hard disk (1.2 GB minimum)

Key board (Enhanced)

Mouse (Serial or PC 2)

Printer (laser or dot. Matrix)

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CHAPTER SIX

DOCUMENTATION

LOADING THE PROGRAM

1. If the computer is running in windows

environment click on Ms-Dos prompt in the file

menu or accessories menu.

2. Insert the program disk in drive a and type A: <

Enter > to change the default drive to A.

3. Type CD/ Transcript < enter > to change the

student transcripts system sub-directory.

4. Types Q basic transcripts

5. Press F% to run the program.

At this point, the program starts by displaying a

welcome screen.

RUNNING THE PROGRAM

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1. After viewing the welcome screen, press any key

to open the system menu.

2. In the system menu, press the highlighted key of

the desired menu item to execute the specified

function.

3. on each entry form press enter on the first

field without typing anything if you want to

return to the menu.

4. After making all entries in an entry form you

are prompted to confirm that he entries are Ok

type Y for Yes or N for No if your answer is no,

you will be prompted to amended the entries then

you will be prompted again to confirm them. If

your answer is yes, the current entries will be

written onto the appropriate data file while you

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are given input form for next entry, if you opt

to print a report, you will be prompted to

verify that your printers is on line.

Verify this and press O for Ok or C for cancel\. If

your response is Ok then the system begins to print

the report, if you response is Ok the system begins

to print the report, if your respond is cancel the

system returns to the menu without printing anything.

5.After the system has printed a report, it

automatically returns to the menu

6.To end the program press X for Exit while menu

is on display.

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CHAPTER SEVEN

CONCLUSION AND RECOMMENDATION CONCLUSION

Having come to the end of the study, we can see

that we are having right into the age of automation.

The emergence of electronic technology has enable

office task to be automated, increasing the level of

productivity and accuracy of results compared with

those obtained using the manual method. In many

cases, computers have drastically reduced the level

of work and make it easy to go with the aid of this

software developed in this project student transcript

generating system in the institute of management and

technology (IMT), Enugu can easily be stored and

retrieved the software and can handle all aspect of

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students transcript processing storage, retrieval,

editing and printing etc.

RECOMMENDATION

RECOMMENDATION FOR USE

To enhance effective implementation of the

system developed. I here by recommend that:

1. The management should purchase the required

hardware that will enable the software developed

to be implemented effectively.

2. The software develops should be installed in the

head of registrar of exams and records office.

3. For proper maintenance and efficient working of

the system management should always endeavour to

work with experts in the field, this will help

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the management to achieve their aim and

objective for automating the system.

4. Unauthorized users should not be alloed to use

the system. To avoid coding of wrong data to the

system.

5. If there is any operational problem that aside

management should contacts investigation on the

cause of the problems.

6. Management should endeavour to make a back up

copy of the software to avoid total lost of

information due to system break down.

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REFERENCES

1. E. Okwueze (1997) “computer programming” Nigeria

2. Microsoft co-operation (1989 – 1990) “Microsoft

basic extended programmers guide” U.S.A

3. R.S pressman (1972)” software design

fundamentals’ Great Britain.

4. French C.S (1992) “System specification and

program design India.

5. Mrs. Eneh Exams and records IMT for transcript

definition

6. Mrs. Eneh head of registrar of exams and

Academic IMT for transcripts description.

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