a scalable knowledge-based student registration …
TRANSCRIPT
A SCALABLE KNOWLEDGE-BASED STUDENT REGISTRATION
AND EXAMINATION RESULTS MANAGEMENT SYSTEM
FOR AN ACADEMIC INSTITUTION. A CASE
STUDY CAVENDISH UNIVERSITY
UGANDA
BY
MUTIGERWA RACHEL
BBC/20008/82/DF
A RESEARCH REPORT SUBMITTED IN PARTIAL FULFILLMENT
FOR THE REQUIREMENT OF THE A WARD OF BACHELOR
DEGREE OF BUSINESS COMPUTING AT KAMPALA
INTERNATIONAL
UNIVERSITY
NOVEMBER 2011
DECRALATION
I MUTIGERWA RACHEL hereby declare that, the work presented in this report is my own
Contribution. To the best of my knowledge, this same work has never been presented or
submitted to any other universities or institutions of higher learning for the award of any degree.
We therefore declare that, this work is my own contribution for the partial fulfillment of the
award of the degree of Bachelor of Business Computer at KIU.
MUTIGERWA RACHEL
Reg No: BCC/20008/82/DF
Signature:-~ ~
Date l0.~\~)-2,,J.L
APPROVAL
This research report on "A scalable knowledge-based student registration and examination
results management system for an academic institution" has been submitted for examination with
the approval of the following Supervisor:
::.::Eiz=~~ I c/h lh.A1lt1_8 f ~ :l
Date: ............. ~-'··· J ······ #
ii
DEDICATION
To the Almighty Lord,
To my dearest Parents,
To our dearest Brother and Sister,
To all my Friends and Knowledge,
To all of those who are working with the poor and oppressed to promote human transformation,
seek justice and bear witness to the good news of the kingdom of God.
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ACKNOWLEDGEMENTS
I express my gratitude to those who suppo1t at the completion of this research work.
I am deeply indebted to the Academic staff of the Depmtment of Computer studies, Kampala
International University for providing a progrmn that allows students to cmTy out the research
project in the final yem· of academic studies.
My sincere thm1ks to:
Mr. Kasawuli Fail my guide in this project, for his constm1t suppo1t through! the course and
providing nesessary facilities to cmTy out this project work.
Mr. Balirwe Moses for his guidance, insight, patience m1d suppmt
Mr. Ssegawa James Dean of computer studies Department
Mr. Musafiri Olivier for his help in this research project work
My sincere thm1ks to CUU staff for they help in order to accomplish this research project
Thanks to several fom1er lectures that broadened our knowledge and technical skills to folfill the
requirement to this project.
I m11 also gratefol to my Family members I mem1 my Dad RURAMIRA N. TITO AND my Mum
NYIRAGAZURA ANGELIQUE, BUDEDERI BONIFACE m1d his wife, my sister
UMUGWANEZA MAGGY m1d her husbm1d m1d my brother MPIRWA ALEXIS, friends like
MAKAU PETER classmates LIKE OJO OLIA SOJI SAM m1d others for their help m1d prayers.
May Almighty God bless you all!
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TABLE OF CONTENTS
DECRALATION .............................................................................................................................. i
APPROVAL ................................................................................................................................... ii
DEDICATION ............................................................................................................................... iii
ACKNOWLEDGEMENTS ............................................................................................................ iv
TABLE OF CONTENTS ................................................................................................................ v
LIST OFT ABLES ......................................................................................................................... .ix
LIST OF FIGURES ......................................................................................................................... x
LIST OF ABREVIATION AND ACCRONYMS ......................................................................... xi
ABSTRACT ................................................................................................................................ xiii
CHAPTER ONE .............................................................................................................................. !
INTRODUCTION ........................................................................................................................... 1
1.1 Background of the study ............................................................................................................ !
1.2 Statement of the problem ........................................................................................................... 3
1.3 Objectives ................................................................................................................................ .4
1.3.1 General objectives ................................................................................................................. .4
1.3.2 Specific objectives ................................................................................................................. -4
1.4 Hypothesis of the Project.. ......................................................................................................... 5
1.5 Project scope and outputs .......................................................................................................... 5
1.6 Structure of the Works ............................................................................................................... 6
CHAPTER TWO ............................................................................................................................. 7
EXISTING STSYTEM OF REGISTRATION AND TRANSCRIPT MANAGEMENT .............. 7
2.1 Inh·oduction ............................................................................................................................... 7
2.2 The description of Cavendish University Uganda ..................................................................... 7
2.2.1 History of Cavendish University Uganda ............................................................................... 7
V
2.2.2 THE VISION .......................................................................................................................... 7
2.2.3 THE MISSION ....................................................................................................................... 7
2.2.4 THE VALUE STATEMENTS: .............................................................................................. 8
2.2.5Programs .................................................................................................................................. 8
2.3 Existing system problems .......................................................................................................... 9
2.4. Solution to the problems ........................................................................................................... 9
CHAPTER THREE ....................................................................................................................... 11
3. I Introduction ............................................................................................................................. 11
3. I. I Methodology and technical .................................................................................................. 11
3 .1.2 Requirements Analysis ......................................................................................................... 12
3 .1.3 Steps of Building the Model of Data .................................................................................... 13
3.1.4 Modules Specification .......................................................................................................... 13
3.1.4.1 Student Basic infom1ation management ............................................................................ 13
3.1.4.2 Registration & Emollment. ................................................................................................ 13
3.1.4.3 Student Transcripts Management ...................................................................................... 13
3.1.3.4 School Fees Payment Management ................................................................................... 14
3.1.4.5 Reports ............................................................................................................................... 15
3.2. Data flow diagram .................................................................................................................. 16
3.2.1. Steps for Developing DFDs: ................................................................................................ 16
3 .2.1.1 Requirements determination .............................................................................................. 16
3.2.1.3 Model Separated Activities ............................................................................................... 17
3.2. l .4Construct preliminary context diagram .............................................................................. 17
3.2.1.5 Construct preliminary level O diagrams ............................................................................. 17
3.2.1.6 Deepen into preliminary level n diagrams ......................................................................... 17
3.2.1.7 Combine and adjust level 0-n diagrams ............................................................................ 17
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3.2. I .8 Combine level 0 diagrams into a definitive diagram ......................................................... 17
3.2.1.9 Completion ........................................................................................................................ 18
3.2.2. Some DFD rules .................................................................................................................. 18
3 .3 Components of data flows diagram ......................................................................................... 19
3.3.1 Registration process: ............................................................................................................. 20
3.4. Data modeling ......................................................................................................................... 27
3.4.1 Conceptnal Model of Data (CMD) ....................................................................................... 28
3.4.2 Basic concepts of conceptual model of data ......................................................................... 28
3.5. Logical model of data (LMD) ................................................................................................ 31
3.6. Physical model of data ............................................................................................................ 32
3.7 Conceptual model of processes (CMP) ................................................................................... 19
3. 7.1 Assembling the process decomposition diagram .................................................................. 44
3.8 Organization model of processes (OMP) ................................................................................ 44
CHAPTER FOUR: ........................................................................................................................ 51
4.1 Introduction ............................................................................................................................. 51
4.2 Overview of technologies used to develop CSRTM© software system ................................. 51
4.2.1 Microsoft Visual Stndio.net.. ................................................................................................ 51
4.2.2 Microsoft Visual C#.Net 2008 .............................................................................................. 52
4.2.3 Microsoft SQL Server 2005 ................................................................................................. 52
4.2.4 Crystal Reports ..................................................................................................................... 53
4.3 Features of crystal reports for visual studio ............................................................................. 53
4.4 Test ofCSRTM© software ...................................................................................................... 54
4.5 Features ofCSRTM© software system ................................................................................... 60
4.6 The CSRTM© software system windows interface ................................................................ 60
4.7 Presentation ofCSRTM© software ......................................................................................... 61
4.8 Software/hardware compatibility requirements ....................................................................... 63
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4.9 Results found ........................................................................................................................... 64
CHAPTER FIVE ............................................................................................. 65
CONCLUSION ............................................................................................................................. 65
RECOMMENDATION ................................................................................................................. 66
REFERENCES AND BIBLIOGRAPHY ...................................................................................... 67
APPENDICES ............................................................................................................................... 69
APPENDIX A. ............................................................................................................................... 69
APPENDIX C ................................................................................................................................ 72
AN INTERVIEW TO THE STUDENTS ...................................................................................... 72
APPENDIX D ................................................................................................................................ 74
COST AND PHASES .................................................................................................................. 74
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LIST OF TABLES
Table I: Data Dictionary ............................................................................................................... 35
Table 2: Organization Model ofprocesses .................................................................................... 50
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LIST OF FIGURES
Figure 1: drawing of data flows ..................................................................................................... 20
Figure 2: Data flow diagram for school fees or admission fees Payments at bank ....................... 20
Figure 3: Data flow diagram for school fees and registration fees Payments at campus .............. 21
Figure 4: Data flow diagram of new student's registration ........................................................... 22
Figure 5: Data flow diagram for admitted Students ...................................................................... 24
Figure 6: Data flow diagram for reaching a student.. .................................................................... 25
Figure 7: Data flow diagram for Transcript Management.. ........................................................... 26
Figure 8: Global Conceptual Model of Data ................................................................................. 30
Figure 9: Logical Model of Data ................................................................................................... 32
Figure 10: Physical Model ofData ................................................................................................ 34
Figure 1 I: drawing of Conceptual Model of Processes ................................................................. 39
Figure 12: CMP for New Student Registration ............................................................................. 41
'igure 13: CMP School fees and admission fees payments .......................................................... 41
'igure 14: Process of admitted Students Registration ................................................................... 43
1igure 15: MCP for Transcript managements .............................................................................. .43
'igure 16: Assembling the process decomposition diagram ........................................................ .44
'igure 17: Stages ofTesting .......................................................................................................... 59
'igure 18: Welcome Page .............................................................................................................. 62
igure 19: Login admin Page ........................................................................................................ 62
igure 20: Admin interface ............................................................................................................ 63
igure 21: asking for admission Form ........................................................................................... 63
gure 22: Students Authentication Form ..................................................................................... 63
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LIST OF ABREVIATION AND ACCRONYMS
CUU: Cavendish University Uganda
CETE: Center of Technical studies of the Equipment
CMD: Conceptual Model of Data
CMP: Conceptual Model of process
CPU: Central Processing Unit
CSRTM: Compute1ized Software for Student Registration and Transcript Management
CTI: Technical Center of Data Processing
DFD: Data flow Diagram
ER: Entity-Relationship
ERD: Entity-Relationship Diagram
FK: Foreign Key
GO: Giga Octet
GUI: Graphical User Interface
HDD: Hard Disk
HTML: Hypertext Markup Language
HTTP: Hypertext Transfer Protocol
ICT: Infonnation Communication Technology
IDE: Integrated Development Environment
LMD: Logical Model of Data
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MERISE: Methode d'Etude et de Realisation Infonnatique pour Jes Systemes
OMP: Organization Model of Process
PK: Primary Key
RAM: Read Only Memory
RDBMS: Relational Data Base Management System
SQL: Structured Query Language
SSMSE: Sq!Server Management Studio Express
WWW: world Wide Web
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ABSTRACT
In today's world, the introduction of advanced computer based information technologies in all
sectors of activity turns out as one of the most effective means to lead to sustainable
development. In this perspective, we have made a research work to assess how Cavendish
University Uganda (CUU) can take advantages from these technologies to increase its
productivity and maintain the best lever of competitiveness.
This thesis will also serve me in the fulfillment of the requirements to obtain a Bachelor's
Degree in Business Computing at Kampala International University.
The automation of registration and transcript management system is one of the means to lead to
an effective and sustainable development. With the integration of the language barrier-free
software in the management of registration and transcript, Cavendish University Uganda will
notice significant improvement. The design and the development of a software capable to deal
with difficulties encountered by Registration and Examination office in their daily activities has
been carried out in order to provide a better solution to the problems said before.
This product is important for development and maintaining a best level of success in Academic
activities by providing the result as: Help the academic affairs (Registration and Examination
office) workers to improve the processing of Registration and Transcript management, used to
allow the access to the fonn of registration, follow up and monitoring of all CUUAcademic
affairs activities. In addition the infonnation recorded will be used in generation of dynamic
reports required at time.
Also the main objective of this research work was to model a system that could provide solutions
to the problems of the manual system that we have stated before. Our objective has been
achieved because we have developed and tested the CSR TM© software system with sample data
with successful results (outputs).
To reach our objectives, the methods of interview and the documentary helped us to really
understand how the existing system is working. MERISE method helped us also in the analysis,
conception and development of the new system. The main objective of this scientific academic
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research was to design, implement an interactive Automation of Registration and Transcript
Management System that lead to provide a solution to the problem encountered in Cavendish
University Uganda by migrating the inefficient system to modem system with the integration of
the language barrier-free software and tree tier Architecture. This will contribute positively to
mission and Vision, to become a Centre of excellence in the region.
This Academic research has been successfully achieved with a practical solution using different
technologies model such as the Contextual model as well as the Conceptual model of the process
and data security feature imbedded.
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CHAPTER ONE
INTRODUCTION
1.1 Background of the study
As the size and complexity of today's modem science and technology increase many countries
have opted for economy diversity through science and technology especially in the field of
infonnation and technology. This project goes with the aims to consolidate and coordinate the
state's information technology resources in order to realize the larger road map for the country
into the future.
It is in this framework that we found much better the fact of making The Cavendish University
Uganda (CUU) one of among higher institution of education in Uganda which has data to store
for their student but till now it's difficult to access those data; for example if someone want to
get access on student's records only one possibility is to be in touch with the office in charge.
CUU as on organization it's a franchise university affiliated to cavendish college London, it's
started in 2008 at Wandegeya ar1d Muyenga was a study centre for post graduate. Now it shifted
to Nsambya opposite the American embassy. Approximately CUU has 1500 students with over
110 teaching staff. CUU is always thirsty for improving the quality of academic activities
through the computerization of registration system ar1d academic statements of results. The
customers always need to be served quickly with quality of services.
Hence the solution we are proposing "Software for mat1aging the information about student
registration at1d !rat1script management" will contribute highly positively to the chat1ges which
CUU wish to achieve in the Academic purpose. The CUU has mat1y department which include
academics affairs this one has registration at1d transcripts management under its responsibilities.
Is in this department where my work titled
"A scalable knowledge-based student registration and exarnination results mat1agement system
for an academic institution" has been done.
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For registration of students the following consideration need to be made:
• CUU is open to any student fulfilling the admission requirements the university give
admission to full time students, part time students, auditors and foreign students.
• To be admitted to a bachelor's degree program in CUU a student has to provide a valid
Uganda certificate of secondary education giving eligibility to higher education or any
other certificate deemed equivalent.
• No one can be admitted to courses and examination m the faculty if he/she 1s not
registered in CUU registrar's office.
Registration shall involve the following process:
► Student shall pay their fees by deposing the required amount into the university's
bank account. Such payment shall be made p1ior to the commencement of the
semester for which the fees are due and the bank slip produced for issuance of an
official Cavendish University Uganda receipt at the time of registration. No cash
payment shall be received at the university.
► The student shall be issued with a fee clearance slip signed by the person issuing
receipts. Such shall only be issued on payment of full fees for the semester in
question.
► Registration fees and other required fees shall be detennined every year by CUU
Board of Directors and made known to the public prior to the beginning of
registration.
► Expect with the written authority from the Rector a student who fails to register shall
not have access to any University activity facilities.
equired Documents (RD):
Ile registration for the full-time and part time students shall provide the following document:
I. One notaiized copy of the secondary and high school certificate or any other certificates
deemed equivalent;
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2. One copy of transcripts of the last secondary school year and/or higher education year
where necessary;
3. One copy of identity card or passport;
4. Four passpo1t size photographs;
5. Proof of payment of registration fee;
6. One plastic file
Required document for an auditor's registration are as follows:
I. Two copy of identity card or passpo1t;
2. Three passport size photographs;
3. Proof of payment of fees
For subsequent registration, the student shall provide:
I. Proof ofrequired fees and tuition payment;
2. Two passport size photographs.
The sh1dents shall also notify to the registrar's office of any change occun-ed for his/her file to be
updated.
Required documents shall be submitted to the registrar's office.
Cancellation of a student registration can occur at any time during the academic year after
noticing a false statement on the student's part during registration, or any serious violation of
registration regulations. Cancellation shall be declared by the Academic Vice-Rector on the
decision of the executive Council.
1.2 Statement of the problem
As the system of registration and management of transcripts is manual the different problems
come out:
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• Difficult to manage the data since they are not stored in appropriate manner
• Difficulty to recover a student's information in case of need
• The calculation of a student's average is some time erroneous
• Difficult to generate the repmts that must contain all details what takes a lot of time since
the infonnation are filed separately and that are often erroneous.
• Difficulties to generate the transcript,
• The big paper store of transcripts and Enrollment fonns
• The distribution of enrollment forms and the transcript takes a lot of time
• Difficult to give the general transcript to the students because the notes are saved on
different excel files.
• Difficult to serve a big number of students because the system is manual.
1.3 Objectives
1.3.1 General objectives
The objective of this project is to design and implement an interactive Computerized Software
for Student Registration and Transcript Management of CUU that the academic affairs could use
to manage Students record and generate the Academic Transcript. The system will be able to
register a Student, updating its infonnation and managing the Academic Transcript day and time.
The system is a typical client-server application with a web-based front-end for the user and a
database backend.
1.3.2 Specific objectives
• To improve efficiency of Student registration and information management.
• To improve the processing of academic operation.
• To provide up-to-date information for enquiries.
• To help academic staffs for quick access Students' information.
• To reduce time and cost during registration process.
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• To rep01i on registration statistics and academic performance.
• Render the students the services fast and efficient at the time of the enrollment, the
management and the distribution of transcripts.
• To assure the security of data.
• To make available the fonn of enrollment and the transcript on line
1.4 Hypothesis of the Project
The hypothesis of this work is as follow: "In order to reach our objectives for facilitating
registration and transcript management, a" Student Registration and Transcript Management
Information System'' will help Cavendish University Uganda to maintain a best lever of success
in academic affairs".
1.5 Project scope and outputs
The computerized registration and transcript management software has the objective of carrying
out the access of registration fonn and transcript on line, follow up the changes on transcript and
registration.
The system will be an integrated web based solution having n-tiered software architecture with
relational database management system (RDBMS). The Graphical User Interface (GUI) has user
friendly and the rep01i engine should supp01t the generation of reports in which can be used by
generic applications like PDF.
The implementation of the registration and transc1ipt management software should result the
following outputs:
Provide infonnation about registration and transcript management:
✓ Providing the transcript
✓ Providing the form of registration at time
✓ Providing the general transcript
✓ Providing the list of the students ordered by the faculty
✓ Providing the list of all students
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✓ Providing the student having second sitting etc ..... .
It is extremely imp01iant that this system is very easy to use and provides useful feedback at all
times. Also errors should be avoided.
About geographical limitation, I orient my study at Cavendish University Uganda as a private
Institution legging to offer excellent quality in Education; the system will also have an ability to
be suppo1ied with all Internet browsers.
1.6 Structure of the Works
This research work contains four chapters. The first chapter gives the general description of the
work, the second chapter will be coming to highlight in details how the existing system of
registration and transcript management works. While passing there, we'll explain some details on
CUU academic affairs.
The third chapter will be coming to propose solutions to problems found in the existing system.
This means that it is in this chapter that methods and data collection techniques accompanied by
procedures are all used in solving problems that were found in the existing system. It is in the
same chapter that definitions of key words used in this project will be found. Then the fomih
chapter will come to highlight the implementation of the new conceived registration and
transcript management software which will be developed to uproot constraints found in the
existing system and to add more facilities for Requesting, bid analysis. It is after this chapter
that a Conclusion and recommendation related to results of the project will be drawn.
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CHAPTER TWO
EXISTING STSYTEM OF REGISTRATION AND TRANSCRIPT MANAGEMENT.
2.1 Introduction
Today's academics activities involve many competitors. Timely and wise decision based on the
accurate rep011s is the secret behind success in academics. However, it has been realized that it is
very hard and even nearly impossible to produce accurate repo11s without a computerized
registration and transcript management system.
2.2 The description of Cavendish University Uganda
2.2.1 History of Cavendish University Uganda
"CUU" was established in Uganda on 2008 at Wandegeya and Muyenga was a study centre for
post graduate students.It's is a franchise University affiliated to Cavendish College London. It
has others branches in different country like in Zambia, Tanzania.
CUU shifted at Bgaba road in 2010 opposity the American embassy. It's approximately 1500
students with over 110 teaching staff. It's has so many different courses and it's host different
student from diffirent country
The Academic office develops the Cavendish University Academic calendar, the university has
four Intakes, The January, April, July and September intakes.
2.2.2 THE VISION
To provide high quality tertiary British Education and Training to the post Secondary school, in
service manpower, cmporate training and Consultancies, Research and development.
To enhance the human and ecological livelihoods for sustainable development.
2.2.3 THE MISSION
To be the leading quality provider of business/management education and training in Eastern,
Central and Southern Africa and Afiica generally.
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Be the Harvard of Africa.
2.2.4 THE VALUE STATEMENTS:
To deliver the Vision and Mission we must embrace the following values.
Place the interests of CUU above our own and ensure it grows to be a strong and viable entity.
We seek to impart knowledge, reason and understanding in the markets we operate so that peace
and development is fostered for all humankind. Practice a high degree of professionalism
through the establishment of a meritocracy in the business and investment in CUU staff.
To value the diversity of skills, experience and cultural background of our customers and staff.
2.2.SPrograms
Postgraduate Courses (MIT, MSc, MBA, Post Graduate Diplomas) taught and by research,
including specialized management qualifications.
Taught postgraduate courses operate within the University's postgraduate modular schedule A
wide range of postgraduate programmers are available leading to masters, postgraduate degree,
postgraduate diploma or postgraduate certificate. Programmes normally begin in September
although we also have intakes in January and April.
While our programmers run for an average of 45 weeks, you could gain your postgraduate
degree in less than one year. We are currently working towards offering a PhD (Doctor of
Philosophy). For more infonnation please contact the the Admissions Office.
Undergraduate courses (BA and BSc) and International Foundation courses:
The 4 year Extended Degree is intended for applicants who left school or the fu1ther education
sector without the nonnal qualifications for entry to higher education, but whose work
experience and other attributes give the University confidence in their ability to complete
satisfactorily a programme of higher education.
Diploma and national diploma
8
There are no entry requirements for the diploma courses, but you must be suitably prepared for
study at professional level. You are expected to have studied to at least HNC/HND level, or to
have had equivalent practical experience. Individual course desc1iptions will tell you more about
the requirements.
Are you a working adult and seeking for an opp01tunity to get promoted on the senior level or
moving onto a better position? Maybe you are an individual who is always pushed back only
because you don't have a higher education degree. Cavendish University can help you out!
2.3 Existing system problems
After analyzing the existing system, we have found some problems:
• Difficult to manage the data since they are not stored in appropriate manner
• Difficulty to recover a student's infonnation in case of need
• The calculation of a student's average is some time e1rnneous
• Difficult to generate the reports that must contain all details what talces a lot of time since
the infonnation are filed separately and that are often erroneous.
• Difficulties to generate the transcript,
• The big paper store transcripts and Enrollment forms
• The distribution of enrollment forms and the transcript talces a lot of time
• Difficult to give the general transcript to the students because the notes are saved on
different excel files.
• Difficult to serve a big number of students because the system is manual.
2.4. Solution to the problems
After detecting all those problems, we have seen that the use of software is necessary for
removing them and help the academic department workers to improve transaction processing of
9
Registration of Students and Transcript Management. That's why this software will help the
Students to access the fonn of registration and transcript online, follow up and monitoring of all
CUU academic activities. In addition the infonnation recorded will be used in generation of
dynamic repmis required at time.
10
CHAPTER THREE
ANALYSIS AND DESIGN OF THE NEW SYSTEM
3.1 Introduction
Automation is considered as one of the best ways of meeting increased demand for better
service. It will create an integrated student registration and transcript management system to
enhance the quality of the service and productivity in general. The automatization of student
registration and transcript management system will be able to provide efficient and effective the
infonnation essential to carry out all the infonnation about student. This paii deals with
techniques applied in analysis, data modeling and normalization of student registration and
transcript management system.
Within this application a database will be indispensable and the entire project will be grounded
in this database. That is the main reason why we have to ai1alyze all processes that will take
place, how they will be processed and where the outcome will be stored in order to use this later.
3.1.1 Methodology and technical
In programming, methodology is defined as an organized documented set of procedures
and guidelines for one or more phases of the software life cycle, such as analysis or design. The
following techniques and methods were used in the "CSRTM" analysis and design:
a. Merise
MERISE is a method of design, development ai1d realization of data-processing projects. The
goal of this method is to conceive ai1 information system. MERISE method is based on the
separation of data ai1d processes to be carried out in several conceptual logical and physical
models.
MERISE method was created between 1978-1979, during a national consultation launched in
1977 by the ministry oflndustry with ai1 aim of choosing companies of data processing
consultant in order to define a method of design of infonnation systems. The two principal
compai1ies having developed this method is the CTI (Technical Center of Data processing)
11
charged to manage the project, and the CETE (Center of Technical Studies m Equipment)
established in Aix-en-Provence, France.
b. Interview
The technique of interview is a formal meeting in person used to gather information or facts
about a specific subject. This technique has been helpful in tenns of infonnation gathering on
cuu.
c. Documentation
This was the main method used when collecting secondary data from rep01is, files and official
documents of CUU relevant to this work. Consulting documentations about registration and
transcript management activities in Uganda, news aiiicles on Internet, reading library and books
at1d different thesis related to the use of JCT in registration and trai1script maiiagement has been
one of the preferable techniques used to carry out this reseai·ch work.
d. Observation
Has also been a tool so importai1t in developing this reseai·ch as it is in a scientific research, one
cannot do anything without relying on observation as it is among the tools that help us in
mastering the existing system.
3.1.2 Requirements Analysis
The purposes of this are:
• To determine the data requirements of the database in te1ms of primitive objects
• To classify and describe the infonnation about these objects
• To identify and classify the relationships among the objects
• To determine the types of transactions that will be executed on the database and the
interactions between the data
• To identify rules governing the integlity of the data
12
3.1.3 Steps of Building the Model of Data
There is no standard process for building model of data. That's why some methodologies, such
as MERISE, specify a bottom-up development process. The sequences used for this method are:
1. Identification of data objects and relationships
11. Drafting the initial ER diagram with entities and relationships
111. Refining the ER diagram
1v. Add key Attributes to the diagram
v. Adding non-key att1ibutes
v1. Diagramming Generalization Hierarchies
v11. Validating the model through normalization
v111. Adding business and integrity rules to the Model
3.1.4 Modules Specification
3.1.4.1 Student Basic information management
Student basic information Record, this section may contain the complete identification of a
student, it is a softcopy of the registration fonn i.e.: names, registration number, picture, etc
Other basic infonnation record (faculties, departments, courses, Teachers infonnation record ... )
Academic Student Progress Record of all student lifecycle including level progress, graduates
and dropped student. ..
3.1.4.2 Registration & Enrollment
This module manages the registration and admission process of both new and the old students.
Old and new students are automatically treated differently based on the pre provided
infonnation.
3.1.4.3 Student Transcripts Management
This module will help to automate the students' marks ently and storage centralized in the
Examination Officer. Academic ti·anscripts are the expected outcome of this module and also to
13
be able to trace logical archives regarding students' marks. The system provides the following
types of transcript:
Semester Transcript
.HarksCar + JfarksE.rcun Averge = ----------, 100
.·Vumb2r of course~ 100
Providing only the average of student in a chosen semester and year
Annularly Transcript
.MarksCat + AfarksE:rarn Averge = ---------- • 100
Nu-mberofcourse;; 100
Providing only the average of student in a chosen year means the average of two semesters
General Transcript
Mo.rksCat + MarksExam Averge = ---------- , 100
.\!wnber of course< 100
Providing the accumulated average of student in different years.
Where the marks cat are the marks obtained in the cat
Where the marks exams are the marks obtained 111 the exam and Number of course 1s the
maximum course programmed in a given semester.
3.1.3.4 School Fees Payment Management
This module has to be flexible enough to accommodate the varying nature of fee payments of
CUU Students.
The module automatically calculates the pending fees, last fee payment details, deductions for
the selected student. In addition to the above, the modules have to manage groups' payment from
the various sponsors.
Amount Remiin!ng = Max to paid-Amount Paid
Where the Amount remaining is the amount rest to pay (the balance)
14
Max to be paid is the School fees required to pay
Amount paid is the amount deposit by student at a given bank.
3.1.4.5 Reports
The Repo1t Module is a vital module of Student Management Software which generates
numerous reports that includes fee details, student details, and many more.
This tool will be customized to the need of CUU, and reports are generated in a printable format
and also in an expmt format. The Repo1t Module includes the following printable reports;
Student Details: The student report displays the report regarding students. This section has the
following repo1ts:
Admitted list
Student by group (department, sponsor ... )
Gender Wise
Dropped list
Graduates list
Complete Student Details
Mark Sheet Repo1t:The mark sheet report displays the report regarding class wise mark sheet.
This section includes the following reports:
Academic Transcript
Class Wise
Data analysis Reports: for cross tab data presentation
Depaitment
Sponsors
Age
Sex
15
3.2. Data flow diagram
Data Flow Diagrams (DFDs) are a graphical/representation of systems and systems components.
They show the functional relationships of the values computed by a system, including input
values, output values, and internal data stores. It's a graph showing the flow of data values from
their sources in objects through processes/functions that transfo1111 them to their destinations in
other objects.
Some authors use a DFD to show control infonnation, others might not. A DFD can be seen as a
method of organizing data from its raw state.
3.2.1. Steps for Developing DFDs:
3.2.1.1 Requirements determination
This is the result of the preceding phases. Through different techniques, the analyst has obtained
all kinds of specifications in natural language. This phase never stops until the construction of
the DFD is completed. This is also a recursive phase. At this moment, he should filter the
infonnation valuable for the construction of the data flow diagram. He should order the different
data by Initial definition of:
Entities
Related activities
Data flows
Names
Constraints
Data stores
3.2.1.2 Divide Activities
Hereby, the analyst should separate the different activities, their entities and their required data.
The completeness per activity can be achieved by asking the infonnant the textual specification
with the lacking components in the activity.
16
3.2.1.3 Model Separated Activities
The activities have to be combined with the necessary entities and data stores into a model where
input and output of an activity, as well the sequence of data flows can be distinguished. This
phase should give a preliminary view of what data is wanted from and given to whom.
3.2.1.4Construct preliminary context diagram
The orgm1ization-level context diagram is very useful to identify the different entities. It gives a
steady basis in entity distinction and name giving for the rest of the construction. From here on,
the analyst cm1 apply his top-down approach and start a structured decomposition. This is the
process of organizing the diagrams into a hierarchy of increasingly detailed views of processes.
3.2.1.5 Construct preliminary level O diagrams
The overview, or parent, data flow diagram shows only the main processes. It is the level 0
diagram. This diagram should give a 'readable' overview of the essential entities, activities and
data flows. An over-detailed level O diagram should generalize appropriate processes into a
single process.
3.2.1.6 Deepen into preliminary level n diagrams
This step decomposes the level O diagrams. Each parent process is composed of more detailed
processes, called child processes. The most detailed processes, which cannot be subdivided any
further, are known as functional primitives. Process specifications are written for each of the
functional primitives in a process.
3.2.1.7 Combine and adjust level 0-n diagrams
During the structw-ed decomposition, the creation of the different processes m1d data flows most
often generate an overlap in names, data stores m1d others. Within this phase, the analyst should
attune the separate parent m1d child diagrams to each other into a standm·dized decomposition.
The external sources m1d destinations for a parent should also be included for the child processes.
3.2.1.8 Combine level O diagrams into a definitive diagram
The decomposition m1d adjustment of the leveled diagrams will most often affect the qum1tity
m1dnmne.
17
3.2.1.9 Completion
The final stage consists of fanning a strnctured decomposition as a whole. The input and output
shown should be consistent from one level to the next.
The result of these steps, the global model, should therefore obey all the decomposition rules.
3.2.2. Some DFD rules
I. Know the prupose of the DFD. It detennines the level of detail to be included in the diagram.
2. Organize the DFD so that the main sequence of actions reads left to right and top to bottom.
3. Very complex or detailed DFD's should be leveled.
4. Identify all manual and computer processes (internal to the system) with rounded rectangles
or circles.
5. Label each process symbol with an active verb and the data involved.
6. A process is required for all data transformations and transfers. Therefore, never connect a
data store to a data source or destination or another data store with just a data flow arrow.
7. Do not indicate hardware or whether a process is manual or computerized.
8. Ignore control infonnation (it's, and's, or's).
9. Identify all data flows for each process step, except simple record retrievals.
I 0. Label data flows on each arrow.
11. Use data flow an·ows to indicate data movement, not non-data physical transfers.
12. Dot not indicates file types for data stores.
13. Draw data flows into data stores only if the data store will be changed.
14. Indicate external sources and destination of data, when known, with squares. 15. Number
each occurrence of repeated external entities.
15. Number each occurrence of repeated external entities.
16. Do not indicate persons or places as entity squares when the process is internal to the system.
Data flow diagram will support 4 main activities:
18
Analysis: DFD is used to determine requirements of users
Design: DFD is used to map out a plan and illustrate solutions to analysts andUsers while
designing a new system
Communication: one of the strength of DFD is its simplicity and to be understood by analysts
and users;
Documents: DFD is used to provide special description ofrequirements and system design.
DFD provide an overview of key functional components of the system but it does not provide
any detail on these components.
We have to use other tools like database dictionary to get an idea of which infonnation will be
exchanged and how it should be exchanged.
3.3 Components of data flows diagram
Process: A process transfonns incoming data flow into outgoing data flow.
Data store: Data store are repositories of data in the system. They are sometimes also referred to
as files.
Dataflow: data flow is a pipeline through which packets of infonnation flow.
External entity: external entities are objects outside the system, with which the system
communicates; external entities are sources and destinations of the system's inputs and outputs.
,.. -- - -- - ....... , '
' J , ' ... _____ _
: Process
: Data store
: Data flows
: External entity
19
Figure I: drawing of data flows
3.3.1 Registration process:
Data flow diagram for school fees or admission fees Payments at bank
-------, ,.,,. Student ' ' ' ------ ---•
,
' ' , ,
Bankslipj
1 1 I Cashier
Recording student info
' Stoking bank slip
2 I Cashier I I
Printingthe Slip
D~ BankSlip
Figure 2: Data flow diagram for school fees or admission fees Payments at bank
Each student asking for admission should pay the admission fees at given bank, the students
admitted to CUU campus must pay the maximwn of school fees and registration fees following
the above diagram the student admitted to the CUU should validate his registration each year by
accessing CUU registration and transcript management software in other to validate its
registration. The student that has finished validating its registration should pass to the accow1ting
office in other to check if he was paid the maximum of school fees required then he returns in
registrar's office to get a whack as shown below.
20
Data flow diagram for school fees and registration fees Payments at campus
~- .. ----- ... 1 ,,, Student ';.., ____ A_sk_f_o_rp_a_s_s_do_c_u_m_e_n_t--,
--- -- -- L ' I
A coo of oass ocument
1 I Accountancy Stokfng a cop• of bank sfip
Recording Bank Slip I Dll Bank Slip
I Pass documents I
Pass documents
• 2 I Registrar's office
Stoking a copy of a whack Printing pass document .,
I D2 Pass document
I Students with a whack
Figure 3: Data flow diagram for school fees and registration fees Payments at campus
Chef accounting should check if the maximwn of school fees has been deposit at the bank by
recording all bank slip infonnation then he gives a pass document to the student. After, the
student returns to the registrar's office to take his whack that allow him to attend all campus
activities.
The emolment process works as flow:
Students send an application form, the application fonn containing their Personal details and
their desired courses. The university checks that the course is available and that the students have
necessary academic qualifications. If the courses are available the student is emolled in the
course, and the university confirms enrollments by sending a confirmation fonn to the student. If
the course is unavailable or registration not confirm the student is sent a rejection fonn or letter.
21
a) Registration for new students
Data flow diagram of new student's registration
------(,,.~ ... New student
, ... --- ---- -'
' ' , ,
AccessingRtuc web srte
1 !student
Filling the admission form
t
Ust of admrtted students
Checking admitted !!st sending the data to the rtuc server
2 I registrar's office
I 01 I lfst of admitted Checking new students
I documents
Admission letter and registration number/ adr tssion rejected
Figure 4: Data flow diagram of new student's registration
This diagram shows the process of new student registration. Means before accessmg CUU
student registration software you should be admitted at CUU campus. In other to be admitted to
CUU campus you are requested to submit all required documents as illustrate in chapter 2 of this
project.
After Registrar's decision the candidate should be admitted or rejected the list of admitted
student (candidates) with the registration Number will be available on the CUU Website the
admitted student has full access to the student registration and transcript management software
because they have a registration number and can print they admission letter.
b) Registration for Admitted Students
fhe students admitted to the CUU have a full access to the CUU online student registration and
ranscript management software to validate its registration. Each student admitted to the CUU
22
has its own registration number that can be used as user name in other to access online student
registration management software.
In other to validate your registration flow the following steps:
Open CUU web site
Click on CUU online student registration link
Enter your user name and password if your user name and password are valid the new fonn is
opened then you fill the required information check if the courses programmed are in your field
depending to your semester, year studying and department
After that you may print the summary of your registration by clicking on the button called print
summary.
23
Data flow diagram for admitted Students
--Student
--- -- ---• -' ' , -
i pplication details
Application details
•• 1 I Identification Recording
Check user name and password
- ',.,:,; ~~i~~- I -
2 J Student
Check the course Available
~
course details
D l J Courses details
3 I Registrar Course enrollment details
Enrol Students
F egistration confinnedI 2 I student file
I --·· ,.,"'""" r Figure 5: Data flow diagram for admitted Students registration
System level O DFD
External entity: Students
Process: Check course available, Enroll Student, Check registration number and password
24
Data flow: application Fonn, Course Details, Course Enrolment Details, Students Details,
Confimmtion Rejected letter.
Data store: Courses and Students.
Student Registration Transactions
The registration transaction inquiry screen displays all transaction that affect a student's
registration including add, drops, withdrawals, and restriction ove!1'ides. When you specify the
student number, you will see all registration transactions for that student for the current qumier in
the order of transaction date/time.
Departmental Registration
The departmental registration screen (window) allows authorized academic personal to register
eligible student for any of the depmiment's courses,the screen (window) the first day of
registration period through the fifth day of the qumier. After date time passes, the student must
make a schedule changes through the registrar's office. The depmimental registration form
(screen) displays the student's eligibility status for registering the student's current schedule
(programme) and the status of courses offered by the department.
' ,_
-------Student
-----,------
search result
Search crttena l l Studentdetai!s
~--,----~--~~ 1 I Registrar/Dean
r---''-'-====::.:_---L---11
1 D1 I studentdetal!s: Searching student
I
I
Figure 6: Data flow diagrmn for reaching a student
In other to sem·ch student in CSRTM© Soft you may use a given criteria for exmnple ID Student
(registration number), nmne etc
25
' '
Data flow diagram for Transcript Management
-------- -, , Teacher ' ' ' ' -, ---- ------.,
' 1 J Examination office
Student Doing an Exam
I M: rks returned to the students Exam/work corrected
2 I Teacher's Office n . ' -
Marks marking
'
Student
3 [ Examination office
Marking the marks in data base
Marks details 4 I Examination office
D Transcript Preparation of transcript
Transcript printed I
Figure 7: Data flow diagram for Transcript Management.
Each teacher of course should prepare the exam or works then he give it to the student, after the
exam or a work the copy of exam or booklet are returned to the Teacher of the course for
cmrnction.
After COJTection and marking the Notes are returned to the students in other to check if they are
satisfied by the marks before submit it to the examination office.
26
The final notes are submitted to the examination office in other to record (save) it into the
database and prepare the academic transcript then the student may get their transcript in
examination office or in the CUU web site.
3.4. Data modeling
A model of data is a conceptual representation of data strnctures that are required by a database.
The data structures include the data objects, the association between data objects, and the rules
which govern operations on the objects.
As the name implies, the data model focuses on which data that is required and how it should be
organized rather than what operations will be perfonned on the data. To use a common analogy,
the data model is equivalent to an architect's building plans. A model of data is independent of
hardware or software constraints.
Rather than try to represent the data as a database would see it, the data model focuses on
representing the data as the user sees it in the "real world". It serves as a bridge between the
concepts that make up real-world events and processes and the physical representation of those
concepts in a database. Data modeling is probably the most intensive and time consuming pmt of
the development process.
An accepted saying among practitioners is that you should no more build a database without a
model, than you should build a house without blueprint. The goal of the data model is to make
sure that all data objects required by the business function are completely and accurately
represented. A poorly designed database will require more time in the long run. Without careful
plmming, you may create a database that omits data required to create critical reports, may
produce results that are incorrect or inconsistent, or is unable to accommodate changes in the
user's requirements.
The conceptual level
Two models are used on this level:
- The Conceptual Model of Data (CMD) which is a description of the data and relations, it is this
model which is used to model a data base.
27
- The Conceptual Model of Processes ( CMP) is the description of the dynamic part of the
infonnation system and described the actions to be carried out on the data, and expresses the
translation of the mies of management composing the activity of the company. The
organizational or logical level
The choices of organization are taken into account in this level:
-The distribution of the processes between the people and the machine
- Operating mode (real or differed time)
- The assignment of data and processes
Two models are associated in this level:
- The Logical Model of Data (LMD) takes again the formalism used in the CMD, but which
takes account of other constraints (rights of access, site, etc)
- The Organizational Model of the Processes (OMP) represents by procedure the phases and the
tasks catTied out by each working station
Operational or physical level
The physical level in this level, the choices of the technical tools is defined.
3.4.1 Conceptual Model of Data (CMD)
The CMD is the model of MERISE method which enables to obtain a diagram of a database. The
aim is to describe the infonnation used by an orgat1ization in a way which is not governed by
implementation-lever issues and details. To catry out a good CMD makes it possible to be
ensured of the quality of a data base: logic, redundat1cy, etc.
3.4.2 Basic concepts of conceptual model of data
-Entity: an entity is an object with a clean existence which the orgat1ization has to deal with.
- Attribute: Attributes are pieces of infonnation about entities. Means the items of infonnation
which characte1ize at1d describe entities. Attributes will give rise to recorded items of data in the
database.
28
-Relationship: a relationship between entities is an association perceived in reality between two
or several occnrrences of entities.
-Cardinalities: The cardinalities of an association make it possible to specify the number of
occmTences of the object which are in relationship with the occurrences of another object.
One indicates in first the minimal cardinality and seconds the maximal cardinality.
-Occurrence: An occnrrence is an individualized object of that specific object.
-Identifier: it is a particular property of the entity such as to each value of the prope11y
corresponds one and only one occurrence of the entity.
Legend
Entities:
Relation Between entities: J
Cardinalities of an association: 1, n
29
I I FacultyName I I StudentPassword bank name 1, r 1, 1 1, 1 -
AmountDepsosit I Maxtobe_paid
1,1 Log Pay AmountRemaining
Have Observation
1, n 1, n Reason
' STUDENTS Have I ' Table Register <, H DEPARTMENENT Teach l I
ldstudent Academic year LastName ldDepartment 1, n RtucRegNumber FirstName Studv Namedepartment Sector Dob 1, 1 n District Place_ ofbirthSector
Teachers Province Place_ ofbirthDistrict Study Status Place_ ofbi rthProvince
Code Teacher Sponsor Place_ ofbirthCountry I, n Name Teacher PhoneNumber Marital_Status Surname Work_experience Idea rd_or _passportld ' PhoneNumber MARKS Section Sconda ry _studies COURS level_Teacher Fm::ail Section_or combination
Totalcredit Domanin ' - 1, n ldCours NumDiploma_or_Certificate
MarksCat Accacth_Degree PointObtained
MarksExam ldsemester Picture University_study
Total_Cat_Exam I, n Year_study Decision_and_comments
Observation NameofCourse 1, n Picture Credit ' Attache_document MaxCat
Nationality MaxExam Teach
Sex Tnt::al l,n Email RP.ainnirn,VP::ir
Figure 8: Global Conceptual Model of Data
30
3.5. Logical model of data (LMD)
At this level, the data modeler attempts to desc1ibe the data in as much detail as possible, without
regard to how they will be physically implemented in the database. In data warehousing, it is
common for the Conceptual model of data and the logical model of data to be combined into a
single step.
The steps for designing the logical model of data are as follows:
Identify all entities.
Specify primary keys for all entities.
Find the relationships between different entities.
Find all attributes for each entity.
Resolve many-to-many relationships.
In this model, an entity is represented by a table, attributes or properties are called fields and the
identifier is the primary key.
ACCOUNTING (FeesID, Jc!.s.!l!c!.ep!#, DatePayment, bank_name, AmountDepsosit,
Maxtobe_paid, AmountRemaining, Observation, Reason)
COURS (IdDepartment#, IdCours, Idsemester, Year study, NameofCourse, Credit, MaxCat,
MaxExam, Total)
DEPARTMENTS (IdDepartment, Namedepaiiment, FE~l!l!YJc:!lt)
LogStudent (Accademic Year#, RtucRegNumber#, StudentPassword)
MARKS (Idstudent#, IdCours#, Idsemester#, Year study#, Totalcredit, MarksCat, MarksExam,
Total_ Cat_ Exam, Observation)
31
STUDENTS (Idstudent, LastName, FirstName, Dob, Place_ofbi1ihSector, Place_ofbi1ihDistrict,
Place_ ofbirthProvince,
Scondary _ studies,
Place_ ofbi1ihCountry, Marital_ Status, Idcard _ or _passp01iid,
Section_ or_ combination,NumDiploma _ or_ Certificate,PointObtained, University study,
Decision_and_comments, Picture, Attache_document, Nationality, Sex, I.9p_epi\1:!121~Qtt/, Email,
Begi1ming Year).
Table Classes (Classeid, ClassName, IdDegmiment#)
Table_ Register (Accademic Year, RtucRegNumber, Classeid#~ ClnssName#, Idstudent#, Sector,
District, Province, Status, Sponsor, PhoneNumber, Work_experience, Section, Email)
TEACHERS (CodeTeacher, Name, Surname, PhoneNumber, level_Teacher, Domain,
Accacth Degree, Picture)
TEACH (CodeTeacher#, IdCours#, Idsemesten't, Year study#)
TEACH2 (IdDegartment#, CodeTeacher#J
Table Faculties (Facultyid, FacultyName)
Figure 9: Logical Model of Data
3.6. Physical model of data
The Physical Model of Data is used to design the internal schema of a database, depicting the
data tables (derived from the logical data entries), the data columns of those tables (derived from
the entity attributes), @d the relationships between the tables (derived from the entity
relationships).
The features of the physical model of data include:
Specification of all the tables @d colunms
Foreign keys are used to identify relationship between tables.
32
Physical considerations may cause the physical model of data to be quite different from the
logical model of data.
At this level, the data modeler will specify how the logical data model will be implemented in
the database schema.
The steps for physical data model design are as follows:
Convert entities into tables.
Conve1i attributes into columns.
Modify the physical model of data based on physical constraints.
33
- i i ,i ,4,4-.) l""I .. , po=v .. i;: ""
I
,na -nruna .. oc iH H'J t H p : d
Table l: Data Dictionary
FIELD TYPE OBSERVATION CONSTRAINT
JNTING FeeslD nvarchar (20) identification of fees PK
Id student nvarchar (20) representing the student FK
Date Payment nvarchar (20) differentiation of date not null
Bank_name nvarchar (SO) identifying the bank not null
AmountDeposit numeric (18, 2) amount deposited by a student not null
Maxtobe_paid numeric (18, 2) maximum fees to be paid null
AmountRemaining numeric (18, 2) amount remaining null
Observation nvarchar (40) observation null
Reason nvarchar (Max) reason of payment null
ldDepartment nvarchar (20) representation of department FK
ldCours nvarchar (20) identifying course from another PK
ldsemester nvarchar (20) identifying the semester PK
Year_study nvarchar (20) identifying year of study PK
NameofCourse nva rcha r ( MAX) name of course not null
Credit nvarchar (20) number of credit null
MaxCat float maximum marks of cat not null
MaxExam float maximum marks of exam null
Total float Total marks of cat and exam not null
~ENTS ldDepartment nvarchar (20) identifying the department PK
Nameaepartment nvarchar \"VJ name ot department not nu11
Facultyld nvarchar (20) represent the faculty FK
35
tudent AccademicYear int !identifying the year of registration FK
RtucRegNumber nvarchar (SO) Rtuc registration number PK
StudentPassword varchar (10) password used to log PK
!KS ldstudent nvarchar (20) Pin number of student FK
ldCours nvarchar (50) Code of Course FK
ldsemester nvarchar (20) Semester identification FK
Year_study nvarchar (20) identifying the studying year FK
Totalcredit nvarchar (20) Total creadit of each course null
MarksCat decimal (18, 2) Marks of obtained in Cat not null
MarksExam decimal (18, 2) Marks obtained in Exam not null
Total_Cat_Exam decimal (18, 2) Total marks at exam and cat not null
uoservat,ons char\b/ uoservat1on at marKs not null
NTS ldstudent nvarchar (20) Identifying student to another PK
LastName nvarchar (SO) Last name or student not null
FirstName nvarcnar (SO) First name at student not null
Dab nvarchar (SO) Date of birth of student null
Place_ ofbirthSector nvarchar (SO) Sector of birth not null
Place_ofbirthDistrict nvarchar (50) District of birth not null
Place_ ofbirthProvince nvarchar (SO) Province birth not null
Place_ ofbirthCountry nvarchar (SO) Country of birth not null
Marital_Status nchar (10) Status of Student not null
Jdcard_ or _passportld nvarchar (SO) Number of your ID card/Passport not null
Scondary _studies nvarchar (Max) Secondary school 3 last year null
Section_or_combination nvarchar (20) option/Combination null
NumDiploma_or_Certificate nchar (20) Number of Diploma/certificate not null
36
PointObtained float National Exam Marks obtained null
University_study nvarchar (MAX) University study before RTUC null
Decision_and_comments nvarchar (MAX) Registrar's Decision not null
Picture image Students Picture not null
Attache_document image Student's Document not null
Nationality nvarchar (20) Student's Nationality null
~ex cnar \l) ~tuaent s ~ex null
ldDepartment nvarchar (20) Student's Chosen Department not null
Email nvarchar (50) Student's Email null
BeginningYear nvarchar (20) Year of Beginning not null
~ttribuer_Cours ldstudent nvarchar (20) Student pin Number not null
CourslD nvarchar (20) Course Code not null
Course nvarchar (50) Course Name not null
~emester nvarcnar \LU) ~emester stuaymg not null
uepartment nvarcnar \LU) uepartment not nu11
YearStudy nvarcnar {20) Year ot Study not nu11
:lasses Classeld nvarchar (20) Class identification PK
ClassName nvarchar (20) Class Name PK
ldDepartment nvarchar (20) Student's Department FK
acuities Facultyld nvarchar (20) Faculty identification PK
FacultyName nvarchar (50) Faculty Name not null
egister AccademicYear nva rcha r (20) identifying the year of studying PK
RtucRegNumber nvarcnar \20) laenti,ying tne stuaent in RTUC PK
Classeld nvarchar (20) Class identification FK
ClassName nvarchar {20) Class Name FK
ldstudent nvarchar {20) Student's Pin Number FK
Sector nvarchar (50) Residence Sector not null
37
District nvarchar (50) Residence District not null
Province nvarchar (50) Residence Province not null
Status chars (10) Status student/not not null
Sponsor nvarchar (50) Student's Sponsor not null
PnoneNumaer ncnar \15) Students Pnone Numaer null
Work_experience nvarchar (MAX) Student's Experience null
section ncnar \WJ I section day/evening not null
Email nvarchar (MAX) Student's Email null
RS Code Teacher nvarchar (20) identifying each teacher PK
Namel nvarchar (SO) First Name of Teacher not null
Surname nvarchar (SO) last Name of Teacher not null
PnoneNumoer ncnar \20) Teacner s Pnone Number nu11
Level_Teacher nchar (10) Teacher's Level null
Domain ncnar \LU/ I eacner s Domain nu11
1 Accactn_uegree rmage -, eacner's aocuments not nulr
Picture image Teacher's Picture not null
Code Teacher nvarchar (20) identifying each teacher FK
ldCours nvarchar (20) Course Code FK
ldsemester nvarchar (20) Semester FK
Year_study nvarchar (20) Year of Study FK
idDepartment nvarchar (20) Department code PK, FK
Code Teacher nvarchar (20) identifying each teacher PK, FK
38
3.7 Conceptual model of processes (CMP)
The conceptual model of processes allows the dynamic processes of the information system,
which is to say operations that are achieved according to events. This model permits to represent
in a schematic way the activity of a system of infonnation without making reference to the
organizational choices. It permits to define what must be made merely, but it doesn't say when,
how nor where this was carried out.
Internal event
Processes
Synchronization
External event ,
I
' ',
V ------
-----Figure 11: drawing of Conceptual Model of Processes
Clarifications
- Event: an event can be external or internal according to whether it comes from the external or
the system itself.
- Synchronization: The synchronization of an event defines a Boolean condition on the
contributive events having to trigger an operation. It is about events governed by a logical
condition dete1mined by these operators: Or, and, and none.
Processes: it is set of actions executed by the system following an event or to a conjunction of
events.
CMP: Process of new student Registration
39
, ' '
-------------- -------Student Registration '\ , "' Registration
, ' ... __ -------------- ' document ', ------
Internet Checking
OK OK
Admission form Not accessible
' ' I , ,
--- -- - -- - - - ----------Printer available Form completed
------------
Checking student's Document
Always
Admission letter and
Registration Number
40
' I ,
Figure 12: CMP for New Student Registration
CMP: Process of School fees and admission fees payments
, {
------------ ----Student Registration
, ' , ' {
/ I , ' --------------
And
Check Bank Slip
Maximum Half Paid
Paid
Pass document
--------- --Date of payment of
remaining
-------------
Date of payment
' ' ' { ,. ,
-- --- --- - ----- ... , ' Half accepted ',
I /
-------------And
Chip/jetton printing
Always
Jetton/chip
Figure 13: CMP School fees and admission fees payments
41
MCP: Process of admitted Students Registration
, (
'
-------------Form filled ' ' --- ------- ------------------------- -- - - - -- - - --- ---
STUDENTS REGISTRATION Students Details
--- -------------------- .... _____________ ...
And
Check Course Available
Always
... -- - - - -- - - -,
Course Details , " Course selected \
-----------
Enroll Students
Always
' \ , ,
' l ,
--------------Course Enrolment
Details
And
,, ',
Students Details ..... ____________ _
Registration of student
OK
Confirmation
document
42
OK
Rejection
message
', l ,
Figure 14: Process of admitted Students Registration
MCP: Process for Transcript managements
-------Preparation of ' ' I
I
, I
'
---------Student details
Exam/work done
Always
Booklet I
And
, , , -----
Student
details
------
Exam/work corrected
Always
-------
' ' I ,
' ' ' I ,
/
, , Marks Marked ' ' ' --- ---------I
' ' ,, ,
, ' Printer available -,,
I , Marks Details .... _____ --- -- ---- - - - -----
Transcript printing
------ ..... Students ' I
I ' , ', , .. _____ ...
Preparation of Transcript
Transcript
Printed
Figure 15: MCP for Transcript managements
43
3. 7.1 Assembling the process decomposition diagram
Figure 16: Assembling the process decomposition diagram
3.8 Organization model of processes (OMP)
The diagram shown is there to represent Organizational Model of Processes that is to be done in
the system. It is there for describing properties of untreated data of processes that had not been
treated by the Conceptual Model of Processes.
Concept and the Symbols Used
C: Computerize
M: manual worker
44
PERIOD TASKS NATURE MORK STATION
Place Actors Resources
At the
... -= --...... ---·-----------/,,.,,,. Student ',, ✓,,,,, ... Dateofpayment ....... \
\ Registration~, ',, ofremaining ,,' ... ... ... ... ... __________ ... ... ____________ _
~1/ Check Bank Slip CA counter accountant hand+ Check
Beginning Max paid !Half Paid
of year -----1 ~ Pass document Date of payment
\_ ,,--~:~f~ccepted------,;
\l----- ____ , ~~~1/ ---------
After bank Chip/jetton printing BA Accountancy I accountant computer+
Slip checked Always
.! office printer+paper
Jetton/chip
45
PERIOD TASKS NATURE MORK STATION
Place Actors Resources ---- ----- --- -- ' - ' -✓ - Student Registration ' ✓ ' \ ' Registration ' \ ' ' ,' I
I ' ---__________ --( ,J ',, document _ ,' .. ----------At the ~1/ C Registrar's Student Computer+
Internet Checking Beginnin office Forms
OK I OK
OfSemes er
1 ~cNot accessible Admission form
--------------<\)--,;;; ;;-~;,;;,;----, .,,.. .... ' ✓ ,' Printer available ~ , _____________ _,
'---------------~ ~
After Checking student's Document M Registrar' Registrar Check
Always Admissio
\..,. Office
Admission letter and
Reeistration Number
46
PERIOD TASKS NATURE WORK STATION
Place Actors Resources -------,,,.-- - ... ', Form filled ~
------------:---- ---:=-------,✓-- STUDENTS ':~ 1'' Students ',, I / I ', REGISTRATION ,/ ",, Details ,,'
',,_ --- ll -----------------
At beginning ~ny
M Registrar Students Check Check Course Available
Of each Always
Semester ( -------,, , '
Course ~ w"'~ ; :~l~~t~~ _, _,, Details
After course ~n1/ C Registrar Students Computer
Checked Enroll Students
Always
;
47
After
Enrolment
Course
Enrolment
And
,
' ------
Students _______ ....
Registration of student
OK
Confirmation
document
OK
Rejection
message
' ' I ,,
C
48
Registrar' Registrar Computer
Office
PERIOD PROCESS NATURE WORK STATION
PLACE ACTORS RESOURSES ----------... -------- ... /' ... Preparation of ... \ /,,. Student ... \
I\ 1
',,, :~a~!~~:k~-; ;-~~t~i~s- __ _,, I
~1/ At examination Exam/work done M examination Supervisor Student
Period Always
Room of exam
'""" ~ ,:--;,~;;;,~;~,;;-:, '')- - - - - -----
~1/ Exam/work corrected
After correctirn M Teacher' office Teacher Teacher Always
;
49
After Marking
Marks
Details
, --, ' / Marks \ .. ----- .... \ "..... ...., \-~~r~=~--\, Student ,'
• ~ f ------
~1/ Transcript printing
Always
; Transcript
Printed
Table 2: Organization Model of processes
C Examination
Office Examiner Computer
so
CHAPTER FOUR:
ASSESSMENT OF RESULTS AND TESTS
4.1 Introduction
This chapter consists in highlighting the obtained results, tools and procedures used to value
these results in order to succeed unto findings. This chapter contains tools used for the
development of this application and means of test used in order to be sure with the accuracy of
its performance.
4.2 Overview of technologies used to develop CSRTM© software system
To develop the Procurement software, we used different tools to know:
Microsoft Visual C#.Net 2008 for the conception of the graphic interface allowing the users to
interact with the system;
Microsoft SQL Server 2005 for the creation of the database;
Crystal Rep01ts for the generation of the reports.
HTML for inserting the links
4.2.1 Microsoft Visual Studio.net
Visual Studio is a complete set of development tools for building ASP.NET Web applications,
XML Web Services, desktop applications, and mobile applications. Visual Basic, Visual C++,
Visual C#, and Visual J# all use the same integrated development enviromnent (IDE), which
allows them to share tools and facilitates in the creation of mixed-language solutions. In addition,
these languages leverage the functionality of the .NET Framework, which provides access to key
technologies that simplify the development of ASP Web applications and XML Web Services.
51
4.2.2 Microsoft Visual C#.Net 2008
Microsoft Visual C# 2005, pronounced C sharp, is a programmmg language designed for
building a wide range of applications that rnn on the .NET Framework. C# is simple, powerful,
type-safe, and object-oriented. With its many innovations, C# enables rapid application
development while retaining the expressiveness and elegance of C-style languages.
Visual Studio supports Visual C# with a full-featured Code Editor, project templates, designers,
code wizards, a powerful and easy-to-use debugger, and other tools. The .NET Framework class
library provides access to a wide range of operating system services and other useful, well
designed classes that speed up the development cycle significantly.
4.2.3 Microsoft SQL Server 2005
Microsoft Visual Studio includes native suppo1i for data programming with Microsoft SQL
Server. It can be used to write and debug code to be executed by SQL CLR. It also includes a
data designer that can be used to graphically create, view or edit database schemas. Queries can
be created either visually or using code. SSMS 2008 onwards, provides intelligence for SQL
queries as well.
SOL Server Management Studio is a GUI tool included with SQL Server 2005 and later for
configuring, managing, and administering all components within Microsoft SQL Server. The tool
includes both script editors and graphical tools that work with objects and features of the server.
SQL Server Management Studio replaces Enterprise Manager as tl1e primary management
inte1face for Microsoft SQL Server since SQL Server 2005. A version of SQL Server
Management Studio is also available for SQL Server Express Edition, for which it is known as
SQL Server Management Studio Express (SSMSE).
A central feature of SQL Server Management Studio is the Object Explorer, which allows the
user to browse, select, and act upon any of the objects within ilie server. It can be used to visually
observe and analyze query plans and optimize the database perfmmance, among others. SQL
Server Management Studio can also be used to create a new database, alter any existing database
schema by adding or modifying tables and indexes, or analyze perfonnance. It includes ilie query
windows which provide a GUI based interface to write and execute queries.
52
4.2.4 Crystal Reports
Crystal Reports for Visual Studio is the custom version of Crystal Reports that is available as
pmt of the default installation in most versions of Microsoft Visual Studio.
If you upgrade to Crystal Repo1ts Developer, you have access to additional features and an
updated repmting component within Visual Studio.
Crystal Reports for Visual Studio .NET 2002 , 2003 , Crystal Repmts for Visual Studio 2005 m1d
Crystal Repmts for Visual Studio 2008 include mm1y of the features of Crystal Reports
Developer. These include the ability to create repo1ts, connect them to a C1ystalReportViewer
control, and progrmnmatically interact with these repmts using the Crystal Reports SDK.
4.3 Features of crystal reports for visual studio
Crystal Reports for Visual Studio 2008 comes with powerful features. For a list of features that
are new to Crystal Reports for Visual Studio 2008.
A common standard file fonnat allows for feature-rich reports that contain data retrieval criteria,
grouping, summary, parameter, m1d drill down, and sub repmt linking information.
An embedded Crystal Reports designer, assisted by wizards and expe1ts, builds complex report
files easily.
Data a11d .NET Dataset connections use the Database Expert to easily interact with a wide variety
of database protocols, as well as proxy data in the fonn of ADO.NET Datasets.
Dataset processing speed has been significa11tly improved in Crystal Reports IO m1d Crystal
Reports for Visual Studio 2005.
Repmt viewers display Crystal reports on fonns, in both Web and Windows applications.
A Crystal Reports SDK interacts with and modifies reports progrmnmatically. Use one of four
different object models, each with increasing levels of complexity and power.
An exporting feature exports data from the CrystalReportViewer control to Word, Excel, PDF,
a11d HTML, a11d Crystal Reports formats.
53
The ability to print from the CrystalReportViewer control enables page-based report p1inting
from any Web or Windows application.
Prompts for missing parameters and database logons from the CrystalRepmtViewer control
allow reports, which have missing parameters or database information, to be easily cmrncted and
displayed.
Multilingual client support allows you to configure the CrystalRepmtViewer control so that other
languages can be displayed in the Tool Tips, determined by the client browser, the ASPX page,
or the environment settings for the machine.
Repmt Web Services, from an ASP.NET Web Service project, allow you to create a project, add
a Crystal Repo1t, and publish it as a Web service.
Cristal Services allows programmatic access to your reports through a web service.
Merge module deployment ensures the correct Crystal Reports' components and assemblies are
added to a Web or Windows application that is created in Crystal Reports for Visual Studio
2005.
Scalability is offered through optimizations that are available within Crystal Reports for Visual
Studio 2005, or by upgrading to another solution in the Crystal product family.
Seamless migration is possible from previous versions of Crystal Reports for Visual Studio 2005.
Projects created in previous versions of Crystal Reports for Visual Studio .NET is supported at
runtime without requiring design-time modifications.
4.4 Test of CSRTM© software
A test in programming is a manual or automatic process, which aims to establish that a system
verifies properties required by the specification, or to detect differences between results
generated by the system and those waited by the specification.
In order to minimize risks of bugs in programming and verify the confonnity of the intermediate
or final product with the manual of the application, many tools and methods have been created.
54
The capacity of the product to resist different rises is also paii of the test engine that a solution
must pass to before being set up.
In general, tests are there in order to check out whether solutions awaited in order to improve the
existing system have been acquired in the new developed application.
A perfect software product is built when every step is taken with full consideration that 'A light
product is developed in a 1ight manner'.
'Software Verification & Validation' is one such model, which helps the system designers ai1d
test engineers to confinn that a right product is build right way throughout the development
process and improve the quality of the software product.
'Verification & Validation Model' makes it sure that, certain rules ai·e followed at the time of
development of a software product and also makes it sure that the product that is developed
fulfills the required specifications.
This reduces the risk associated with any software project up to ce1iain level by helping in
detection ai1d correction of e1rnrs and mistakes, which are unknowingly done during the
development process.
Verification
The stai1dard definition of Verification goes like this: "Are we building the product RIGHT?"
Verification is a process that makes it sure that the software product is developed in the right
way. The software should confinn to its predefined specifications, as the product development
goes through different stages, an analysis is done to ensure that all required specifications are
met.
Methods and teclmiques used in the Verification and Validation shall be designed carefully, the
plmming of which starts light from the beginning of the development process. The Ve1ification
part of 'Velification and Validation Model' comes before Validation, which incmporates
Software inspections, reviews, audits, walkthroughs, buddy checks etc. in each phase of
verification ( every phase of Velification is a phase of the Testing Life Cycle)
55
During the Verification, the work product ( the ready paii of the Softwai·e being developed and
various documentations) is reviewed/examined personally by one or more persons in order to
find and point out the defects in it. This process helps in prevention of potential bugs, which may
cause in failure of the project.
Few tenns involved in Verification:
Inspection:
Inspection involves a team of peoples, led by a leader, which fonnally reviews the documents
and work product during various phases of the product development life cycle. The work product
and related documents are presented in front of the inspection team, the members of which can-y
different inte1pretations of the presentation. The bugs that are detected during the inspection are
communicated to the next level in order to take cai·e of them.
Walkthroughs:
Walkthrough can be considered same as inspection without fonnal preparation (of ai1y
presentation or documentations). During the walkthrough meeting, the presenter/author
introduces the material to all the participants in order to make them familiar with it. Even when
the walkthroughs can help in finding potential bugs, they are used for knowledge sharing or
communication pmpose.
Buddy Checks:
This is the simplest type of review activity used to find out bugs in a work product during the
ve1ification. In buddy check, one person goes through the documents prepared by another person
in order to find out if that person has made mistake( s) i.e. to find out bugs which the author
couldn't find previously.
The activities involved in Ve1ification process are: Requirement Specification verification,
Functional design ve1ification, internal/system design verification and code verification (these
phases can also subdivide further). Each activity makes it sure that the product is developed right
way and every requirement; eve1-y specification, design code etc. is verified!
56
Validation
Validation 1s a process of finding out if the product being built 1s right?
Whatever the software product is being developed, it should do what the user expects it to do.
The software product should functionally do what it is supposed to do; it should satisfy all the
functional requirements set by the user. Validation is done during or at the end of the
development process in order to determine whether the product satisfies specified requirements.
Validation and Verification processes go hand in hand, but visibly Validation process starts after
Verification process ends (after coding of the product ends).
Each Verification activity (such as Requirement Specification Verification, Functional design
Verification etc.) has its corresponding Validation activity (such as Functional
Validation/Testing, Code Validation/Testing, System/Integration Validation etc.).
All types of testing methods are basically canied out during the Validation process. Test plan,
test suits and test cases are developed, which are used during the various phases of Validation
process. The phases involved in Validation process are: Code Validation/Testing, Integration
Validation/Integration Testing, Functional Validation/Functional Testing, and System/User
Acceptance Testing/Validation.Tenns used in Validation process:
Code Validation/Testing:
Developers as well as testers do the code validation. Unit Code Validation or Unit Testing is a
type of testing, which the developers conduct in order to find out any bug in the code
unit/module developed by them. Code testing other than Unit Testing can be done by testers or
developers.
Integration Validation/Testing:
Integration testing is carried out in order to find out if different (two or more) units/modules co
ordinate properly. This test helps in finding out if there is any defect in the interface between
different modules.
57
Functional Validation/Testing:
This type of testing is carried out in order to find if the system meets the functional requirements.
In this type of testing, the system is validated for its functional behavior. Functional testing does
not deal with internal coding of the project, instead, it checks if the system behaves as per the
expectations.
User Acceptance Testing or System Validation:
In this type of testing, the developed product is handed over to the user/paid testers in order to
test ii in real time scenario. The product is validated to find out if it works according to the
system specifications and satisfies all the user requirements. As the user/paid testers use the
software, it may happen that bugs that are yet undiscovered, come up, which are communicated
to the developers to be fixed. This helps in improvement of the final product.
58
Soitmre Verification & Valida!ion J,10,jel -t11 ln!roductwn
"'"~-~~-~~--~---------- . ''1
i Requlrrm~11t Spedfication gatheri112 J _ \'~rify
I '-----,---VeriliratiDn Validation
7 Funrtianal Derign
Verify functional Testing
'---------' ------- ----- - -----------f-----------1 Funrtional Del"ign
V~rifiration
i I Internal System Dt1ign Sperifira!ion I Verify t
Validation
/ Inugratfon forlng
'--------'! ....... J
fotmial Sy5trm l)f$i!II Sprdfirntion ! ~i ________ _j
foifo1i;n I I V.\lidation
\ ~7~--~·
Coding
Cod, I
Code Veriliration Validatfon
'---Verif·---~
'Verifita1ion & Vatida1iun MuJ~!'
Commencal use of images is slrtcfly prohibM @2000-2009. 2010 8uWe.com~ · PJI rtghls resmed.
Figure 17: Stages of Testing
http://www.buzzle.com/showimage.asp?image=2335
59
4.5 Features of CSRTM© software system
The CSRTM© software system is designed to facilitate the Academics activities of the
registration office and the transcript management whose objectives include cairying out the
access to the form of registration, follow up; monitoring of all RTUC Academics activities, this
software will enable them to produce the report needed at any time or period.
The implementation of CSRTM© softwai·e requires the installation ai1d configuration of the
CSRTM© software .After installation; the rightful user can start using the system through the
interfaces provided by the system itself.
The CSRTM© software is a Client/Server system that can be accessed from any Workstation on
the network by simply Accessing RTUC web site on the client computer and setting up
connection to the server using the file that is provided by the program itself after its installation
or Configuration.
When are you connected to the system, you are automatically presented the page (interface)
depending to your 1ight and then you can start working with the system.
4.6 The CSRTM© software system windows interface
Windows fonns ai1d controls have been utilized to provide an interface for the CSRTM©
software system users. They serve whenever a user needs to enter data in the system, ret1ieve
some infonnation or cany out different commai1ds against the system.
60
4.7 Presentation of CSRTM© software
For beginning this software there is a home page interface you click on academic to start
CAVENDISH UNIVERSITY UGANDA
CA VEN DISH UNIVERSITY
UGANDA
Registration
CAVENDISH UNIVERSITY UGANDA
Title .:]
First name
Last name
Gender Ferrele .:]
Address
Town
Country
COMMENTS ACADEMICS REGISTER
61
Postcode
Intake
Tel
' ' §_end I Beset j
Figure l 8: Welcome Page
Admin Authentification fonn
This is the form (interface) which helps to login in the system. Before using this program you
must be in the database as Administrator, users or students with your username and password.
First Name
Last Name
Login
Password
Confinn Password
Figure 19: Login admin Page
62
Administrator interface
This is the main form for administrator from which he can access the others forms.
It contains menu part from where you choose the form you want to access.
IFILE ►
Figure 20: Admin interface
Asking for admission form
User Name
Password
Cominn Password
I Create User j I Edit User j
I Remove User I
Figure 21: asking for admission Form
Student Authentication Form
Figure 22: Students Authentication Form
4.8 Software/hardware compatibility requirements
Client Machine
-Any Operating System
-CPU: Pentium III or superior version.
63
IREPORT ►
-RAM: 512 MB or superior.
-HDD: the free space on Hard Disk must be at least 2 Go.
-Any internet browser and internet connection
Server
-The Operating System: the WINDOWS 2003 or other any operating system.
-Microsoft SQL Server 2005
-HDD: the free space on Hard Disk must be at least 4Go
-RAM: !GB or more.
-Any internet browser and internet connection
4.9 Results found
After having done the tests of the software, we valued the results got to verify if the software
answers the problems specified before. In the second chapter, we raised the problems that the
existing system meets and now we are going to explain the solutions that we put in place.
As solution to the problems, we automated all processes from request up to distribution while
using the computer. The user chooses the criteria of request done and he gets all information in
some microseconds. The systems indicates infonnation about Registration and transcript
management and provide same information in accounting office of School fees payments, Shows
In addition, to facilitate the follow up of purchase, while this is Web based application many
users must use this software so that all concerned can access the database simultaneously in
order to avoid the loss of time.
64
CHAPTER FIVE
CONCLUSION
A scientific research work is always W01ih of conclusion and some recommendations. The
automation of registration and transcript management system is one of the means to lead to an
effective and sustainable development. With the integration of the language barrier-free software
in the management of registration and transcript, Cavendish University Uganda will notice
significant improvement. The design and the development of a software capable to deal with
difficulties encountered by Registration and Examination office in their daily activities has been
carried out in order to provide a better solution to the problems said before.
This product is imp01iant for development and maintaining a best level of success in Academic
activities by providing the result as: Help the academic affairs (Registration and Examination
office) workers to improve the processing of Registration and Transcript management, used tc
allow the access to the f01111 of registration, follow up and monitoring of all CUU Academic
affairs activities. In addition the information recorded will be used in generation of dynamic
reports required at time.
Also the main objective of this research work was to model a system that could provide solutions
to the problems of the manual system that we have stated before. Our objective has been
achieved because we have developed and tested the CSRTM© software system with sample data
with successful results (outputs).
To reach our objectives, the methods of interview and the documentary helped us to really
understand how the existing system is working. MERISE method helped us also in the analysis,
conception and development of the new system. The main objective of this scientific academic
research was to design, implement an interactive Automation of Registration and Transcript
Management System that lead to provide a solution to the problem encountered in Cavendish
University Uganda (CUU) by migrating the inefficient system to modem system with the
integration of the language banier-free software and tree tier Architecture. This will contribute
positively to mission and Vision, to become a centre of excellence in the region.
65
This Academic research has been successfully achieved with a practical solution using different
teclmologies model such as the Contextual model as well as the Conceptual model of the process
and data security feature imbedded.
RECOMMENDATION
We have done an application of registration and transcript management that is going to facilitate
the activities of its users. However, we cannot say that this work is perfected and exhaustive. By
using this application all academic information will be always available or accessible at time
Thus, it will be possible to make a request and the CUU societies can give and get their
information needed in analysis using our application.
In order to reach a brighter future, it recommended:
► To the institution/ other academic organization
As technology processes and all operation styles are changing through use of lnfonnation
teclmology, there is a need to change the traditional models of practice in modem data
organizational to play a significant role, thus, infonnation technology today represents a
powerful means for growth, development, and modernization of Uganda Country.
► To the future researcher
For further research, we are suggesting to enhance this system by adding new features
which are coming out especially in networking and security field whereby Bank reconciliation is
mergmg.
► To the Community
The infonnation Technology 1s clearly considered as a key growth area in this century,
specifically, in a dynamic business organization, Academic institutions and highly competition
environment which requires utilizing advanced ICT to improve efficiency and effectiveness, and
to present high quality products and services; adopt it.
66
REFERENCES AND BIBLIOGRAPHY
ELECTRONIC REFERENCES
W3C (2003, May 14). Web Services Architecture. Available:
http://www.w3.org/TR/2003/WD-ws-arch-20030514/
Arsanjani, A. (2004, Nov 9). Service-oriented modeling and Architecture - how to identify,
specify, and realize services for your SOA. Available:
https://www.ibm.com/develope1works/library/ws-soa-designl
http://www.commentcamarche.net
http://msdn.microsoft.com
http://www.koening-solutions.com
http://www.developpez.com
http://www.webopedia.com
http://www.google.com
http://www.wvi.org
http://www.buzzle.com/showimage.asp?image=2335
BOOKS
A Graphical Database Design Aid using the Entity-Relationship Model, Edward P.F.Chan,
Frederick H.Lochovsky, ER!979
Cours Methodologies de conception de systeme d'infmmation, UAAC, Ngabo A.
SEBAHASHYI. (2006).
Cours Analyse des programmes et specification, Ngabo A. SEBAHASHYI. (2001-2002)
Course of data base management system, UAAC, NGEND NGEND LUCK. (2009).
67
Course of software engineering, AUCA, NG END NGEND LUCK. (2009).
Data Management Infonnation System a project submitted in the folfillment of the requirements
of the award of bachelor's degree in information technology at UAAC, 2007, PRIZER ET
PATRICK.
MERISE an Information System Design and Development Methodology,
Arnold ROCHFELD, ER1986
Zimmermann, 0. (2004). Elements of Service-Oriented Analysis and Design, IBM Developer
works.
[!] 'Database System Concepts', Mc Graw Hill Publications, 4th Edition. By Silberschatz,
Korth, Sudarshan
[2] 'Fundamentals of Database Systems', Addisonwesley publishing company by Ramez
Elmas1i, Shamkant B. Navathe.
68
APPENDICES
APPENDIX A
RESEARCH QUESTIONNAIRES FOR UNIVERSITY ADMINISTRATORS
I am MUTIGER WA RACHEL, a 3rd year student at Kampala International University pursuing
a degree in Business Computing. I am carrying out research on the scramble knowledge based
student registration and examination resultants management system for an academic institution.
The questionnaire is specifically for academic purposes and all information received shall be
kept confidential.
Tick (✓) where necessary and (x) cross where it is not applicable.
a) What is your marital status?
Single ( ) Married ( ) Divorced ( )
b) Sex: Male ( ) Female ( )
c) Age range; 15-20 ( ) 21 - 24 ( ) 25 -33 ( ) 33 & above ( )
d) Occupation: Employed ( ) Unemployed ( )
e) Level of education: Primary ( ) Secondary ( ) University ( ) none ( )
I. How relevant is the application of online student registration with newly emerging
technologies?
II. in your opinion, has the online registration enhanced the data processing capabilities of
Cavendish University?
69
III. Create a comparative analysis of the levels of new software applications within the spectrum
of the lifecycle of the application process?
IV. What role does IT play universally in the general organization of the University? Does it
have a huge impact on the institutional capability?
Yes D No, D explain
V. Is there any role which is played by the institution to help improve the IT services and
especially the Cavendish University student registration process If there is state.
Yes D NO D , state
APPENDIXB
AN INTERVIEW TO THE ADMINISTRATORS, CAVENDISH UNIVERSITY
I. What could be the possible solutions towards the bulk process of managing data and how is it
effective in detennining the relevance of the institutions work?
2. From the doctrinal point of view, does the media influence the training of the university
students and the staff in the ways of managing and enhancing the online student registration
processes?
70
3. How does the use of relevant software help to establish the important principles of developing
the approp1iate online registration pmial?
4. What is the approximate number of applications that can be effectively managed by the online
registration system without having the process getting errors?
5. In the previous years, how has the trend of managing the filing systems being evaluated by the
university?
6. Are the activities of the institution, as at your time framework and if yes, explain this in detail?
Explain these factors in details
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APPENDIXC
AN INTERVIEW TO THE STUDENTS
I. (a) State your academic level/status (b) Indicate your marital status .................... .
2. Indicate your position in the division ............................... .
3. Explain briefly the key mechanisms that the administration will apply in order to create an
automated system that will post results online in real time
4. How does the administration in the various departments delivery absolute system that is
devoid of eJTors yet it still give optimum results? If ware of any relevant method, then how do
they do this, if not then why?
5. Give your preferences about the relevant online strategies put in place to help give error free
results while at the same time minimizing costs and exploring specific occmTence rates?
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6. Do you have specialized mechanisms within the depaiiments which will give you a secured
application system? Does this system enhance the pe1fonnance expectations of the organization?
If yes, explain?
7. How has the rise in the application of student registration system enhanced the both academic
ai1d institutional perfonnance?
8. Are the student application services provided free or there is some sort of subscription from
the online system?
9. How has the government influenced the provision of online registration services to implement
the absolute registration process?
D Successfully D Unsuccessfully
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APPENDIXD
COST AND PHASES
The research will involve a lot of movements from one area to another. So as to gather adequate
information about the topic, following amount will be required;
Description/item Amount (USHS)
Transport 50000
Stationery 10000
Preparing questionnaires 85000
Printing 50000
Miscellaneous 10000
Total 205000
The research will be cmried out in four in four phases
TIME FRAME( 4 PHASES)
PHASES DURATION ACTIVITY
I st phase 2 weeks Data collection
2nd phase 2 weeks Data interpretation and analysis
3rd phase !week Compiling the rep01t
4th phase !week Presentation
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APPENDIXE
TIME SCHEDULE OF ACTIVITIES
Month and year Activities
June 2011-July 2011 Research proposal w1iting
July 2011 Questionnaire preparation and pre-testing
August 2011 Data-collection
September 2011 Compiling the data
October 2011 Write up dissertation
November 2011 Submit the dissertation
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