DESIGN AND IMPLEMENTATION OF A STUDENT

INFORMATION SYSTEM (SIS)

[A CASE STUDY OF SALEM UNIVERSITY, LOKOJA]

BY

ABUKA VICTOR DEJU

SU15201002

A PROJECT SUBMITTED TO THE DEPARTMENT OF

COMPUTER SCIENCE, COLLEGE OF INFORMATION AND
COMMUNICATION TECHNOLOGY (CICT), SALEM
UNIVERSITY, LOKOJA, KOGI STATE
IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR
THE AWARD OF A DEGREE OF BACHELOR SCIENCE
(B.SC.) IN COMPUTER SCIENCE

MAY, 2019
 DECLARATION

I hereby declare that this research proposal is original and was carried out by me
and that every external work used in this project has been duly acknowledged
and appears as ‘References’ at the end of this project.

______________________ __________________

ABUKA VICTOR DEJU Date

SU15201002

1
 APPROVAL

This is to certify that this research proposal is an original work carried out by
ABUKA VICTOR DEJU, with matriculation number: SU15201002, in the
Department of Computer Science, College of Information and Communication
Technology, Salem University, Lokoja, Nigeria, and that it has satisfied the
requirements for the award of Bachelor of Science (B.Sc.) Degree in Computer
Science.

________________________________ ______________________

Prof. Alhassan Ojeniyi Date

(Project Supervisor)

_______________________________ ______________________

Mr. Victor B. Otugene Date

(Head of Department)

_______________________________ ______________________

Dr Federick D. Basaky Date

(Dean, C.I.C.T.)

______________________________ ______________________

Prof. Sunday Adewumi Date

(External Supervisor)

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 DEDICATION

This project is dedicated first to God Almighty for giving me the life, grace,
wisdom and revelation to carry out the research. Secondly, I’m dedicating it to
my ever loving parents Mr and Mrs Abuka, who have put so much in me,
working hard to see me become great in life. One more time, thank you so
much.

I’m also dedicating it to my family, friends and well-wishers, who supported me

and contributed in whatever way they could to this work.

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 ACKNOWLEDGEMENTS

I am most grateful to God Almighty, the sole provider of life, knowledge,

wisdom, love, mercy and grace for his protections throughout the period of my
degree programme.

I sincerely appreciate my project supervisors, Prof John K. Alhassan and Mr

Victor Otugene, who offered timely criticisms and corrections that led me
through the various stages of this project.

I also want to extend my gratitude to my parents who saw me through this

academic session, providing for me all through the way.

I wish to also avail myself of this opportunity to express a sense of gratitude and
love to all my friends and loved ones for their support and help in everything;
especially my course mates Emmanuel Abu and Joseph Noel Mulime, who
reluctantly never said ‘no’ to my requests; and my good friend Bot Kaneng Zi,
who candidly encouraged me at all times.

I also thank my friends too numerous to mention, as well as all my well-

wishers, and all academic staff of Salem University, Lokoja for making this
project a successful one.

God bless you all.

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 ABSTRACT

Education institutions, with the use of a method or procedure, store records (educational
information relating to their students and/or employees). These methods of storing
information include the traditional file system of storing records, in which information and
records are stored in an organized manner in file cabinets as hardcopies. The traditional file
system of storing records is however stressful, as retrieval of records is slow (could take
hours or even days), and unauthorized users can easily access records they don’t have the
right to. With the introduction of Information Technology, Information Systems have been
developed to handle the storage and management of records, and as such is easily applied to
the educational system. The computerized method of storing files is easier to use, faster in
processing and retrieving records, and offers more security. This project utilizes the more
recent computerized method, improving it to address the faults and problems existing around
the current system in use to store and manage records as well as attempting to inform/educate
on the importance of a computerized Student Information System, with an objective to
implement likewise for the university: Salem University, Lokoja. A prototype application
implementing the computerized method of processing records was developed using Microsoft
Access, based on the case study: Salem University, Lokoja.

TABLE OF CONTENTS

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DECLARATION................................................................................................................................II
APPROVAL......................................................................................................................................III
DEDICATION...................................................................................................................................IV
ACKNOWLEDGEMENTS...............................................................................................................V
ABSTRACT.......................................................................................................................................VI
TABLE OF CONTENTS................................................................................................................VII
LIST OF FIGURES............................................................................................................................X
LIST OF TABLES............................................................................................................................XI
CHAPTER ONE..................................................................................................................................1
1.0 INTRODUCTION.................................................................................................................1
1.1 BACKGROUND OF THE STUDY......................................................................................1
1.2 STATEMENT OF THE PROBLEM.....................................................................................2
1.3 AIM AND OBJECTIVES OF THE STUDY.........................................................................4
1.3.1 AIM...............................................................................................................................4
1.3.2 OBJECTIVES................................................................................................................4
1.4 SIGNIFICANCE OF THE STUDY.......................................................................................4
1.5 SCOPE OF THE STUDY......................................................................................................5
1.6 LIMITATIONS OF THE STUDY.........................................................................................6
1.7 DEFINITION OF TERMS....................................................................................................6
CHAPTER TWO.................................................................................................................................8
LITERATURE REVIEW...................................................................................................................8
2.0 INTRODUCTION.................................................................................................................8
2.1 REVIEW OF INFORMATION SYSTEMS..........................................................................8
2.1.1 FUNCTIONS OF INFORMATION SYSTEMS............................................................9
2.1.2 COMPONENTS OF COMPUTER-BASED INFORMATION SYSTEMS.................10
2.2 REVIEW OF RELATED RESEARCH WORK..................................................................11
2.2.1 CASE STUDY 1: Student Information Management System......................................11
2.2.2 CASE STUDY 2: Online Registration Portal...............................................................12
2.3 WHY THE USE OF A STUDENT INFORMATION SYSTEM?.......................................14
2.3.1 INFORMATION STORAGE......................................................................................14
2.3.2 FACILITATE COMMUNICATION BETWEEN STUDENTS AND FACULTY......14
2.3.3 FACILITATE INTERDEPARTMENTAL COMMUNICATION...............................15
2.3.4 HANDLE STUDENT ADMISSIONS.........................................................................15
2.3.5 REPORTING...............................................................................................................15

CHAPTER THREE...........................................................................................................................16
SYSTEM ANALYSIS AND DESIGN..............................................................................................16

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 3.0 INTRODUCTION...............................................................................................................16
3.1 GENERAL DESCRIPTION OF THE EXISTING SYSTEM..............................................16
3.2 SOURCES OF DATA.........................................................................................................17
3.3 PROBLEMS OF THE EXISTING SYSTEM......................................................................18
3.4 EXPECTATIONS OF THE PROPOSED SYSTEM...........................................................19
3.5 SYSTEMS DEVELOPMENT LIFE CYCLE (SDLC)........................................................20
3.5.1 PHASES (STAGES) OF SYSTEM DEVELOPMENT LIFE CYCLE........................20
3.6 CHOICE OF TECHNOLOGY............................................................................................23
3.6.1 MICROSOFT OFFICE ACCESS................................................................................23
3.6.2 VISUAL BASIC FOR APPLICATIONS (VBA).........................................................23
3.6.3 MICROSOFT JET DATABASE ENGINE..................................................................24
3.7 DESIGN METHOD OF SYSTEM......................................................................................25
3.8 FUNCTIONAL BLOCK DIAGRAM..................................................................................25
3.9 SEQUENCE DIAGRAM.....................................................................................................26
3.10 USE CASE DIAGRAMS....................................................................................................27
3.11 DATABASE SCHEMA.......................................................................................................29
3.11.1 Student Table...............................................................................................................29
3.11.2 Employee Details.........................................................................................................30
3.11.3 User Details.................................................................................................................31
3.11.4 Course Registration Details..........................................................................................32
CHAPTER FOUR.............................................................................................................................33
SYSTEM DESIGN AND IMPLEMENTATION............................................................................33
4.0 INTRODUCTION...............................................................................................................33
4.1 SOFTWARE DESIGN........................................................................................................33
4.1.1 ARCHITECTURAL DESIGN.....................................................................................33
4.2 SYSTEM COMPONENTS’ DESIGN.................................................................................34
4.2.1 CLASS DIAGRAM.....................................................................................................34
4.2.2 CLASS DESCRIPTION..............................................................................................35
4.3 SYSTEM IMPLEMENTATION.........................................................................................36
4.3.1 SPECIFICATION........................................................................................................37
4.3.2 REQUIREMENTS.......................................................................................................37
4.3.3 INPUT INTERFACES AND PROCEDURES.............................................................38
4.4 FUNCTIONS AND UTILITIES OFFERED BY SYSTEM................................................48

CHAPTER FIVE...............................................................................................................................49
SUMMARY, CONCLUSION AND RECOMMENDATION.........................................................49

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 5.0 INTRODUCTION...............................................................................................................49
5.1 SUMMARY.........................................................................................................................49
5.2 CONCLUSION....................................................................................................................49
5.3 LIMITATIONS....................................................................................................................50
5.4 RECOMMENDATION.......................................................................................................50
5.5 SUGGESTIONS FOR FURTHER RESEARCH.................................................................51
REFERENCES..................................................................................................................................52
APPENDIX........................................................................................................................................54

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 LIST OF FIGURES
FIGURE 2.1: STUDENT INFORMATION MANAGEMENT SYSTEM..........................................................................12
FIGURE 2.2: ONLINE REGISTRATION PORTAL.....................................................................................................13
FIGURE 3.1: SIS’S FUNCTIONAL BLOCK DIAGRAM.............................................................................................26
FIGURE 3.2: SIS’S SEQUENCE DIAGRAM..............................................................................................................27
FIGURE 3.3: USE CASE DIAGRAM SHOWING STUDENT'S FUNCTIONALITY IN THE SYSTEM.............................28
FIGURE 3.4: USE CASE DIAGRAM SHOWING EMPLOYEE'S FUNCTIONALITY IN THE SYSTEM..........................28
FIGURE 3.5: USE CASE DIAGRAM SHOWING SYSTEM ADMIN'S FUNCTIONALITY IN THE SYSTEM..................29
FIGURE 4.1: ARCHITECTURAL LAYOUT OF DESKTOP APPLICATION..................................................................34
FIGURE 4.2: CLASS DIAGRAM OF STUDENT INFORMATION SYSTEM.................................................................35
FIGURE 4.3: LOGIN PAGE OF STUDENT INFORMATION SYSTEM........................................................................39
FIGURE 4.4: STUDENT DASHBOARD FORM...........................................................................................................39
FIGURE 4.5: EMPLOYEE DASHBOARD FORM........................................................................................................40
FIGURE 4.6: EDIT USER PROFILE FORM...............................................................................................................40
FIGURE 4.7: MY COURSES FORM WITHIN THE SYSTEM......................................................................................41
FIGURE 4.8: COURSE REGISTRATION FORM.........................................................................................................42
FIGURE 4.9: PROGRAM ADVISER COURSE APPROVAL FORM.............................................................................42
FIGURE 4.10: REGISTRAR COURSE APPROVAL FORM.........................................................................................43
FIGURE 4.11: LECTURER LIST OF COURSES FORM..............................................................................................44
FIGURE 4.12: STUDENT COURSE ASSESSMENT FORM..........................................................................................44
FIGURE 4.13: ADD STUDENTS FORM.....................................................................................................................45
FIGURE 4.14: ADD COURSES FORM.......................................................................................................................46
FIGURE 4.15: ADD EMPLOYEE FORM....................................................................................................................46
FIGURE 4.16: CHANGE SESSION FORM.................................................................................................................47
FIGURE 4.17: STUDENTS’ RECORDS FORM...........................................................................................................48

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 LIST OF TABLES
TABLE 3.1: TABLE DESIGN FOR STUDENT DETAILS IN SIS DATABASE .............................................................30
TABLE 3.2: TABLE DESIGN FOR EMPLOYEE DETAILS IN SIS DATABASE..........................................................30
TABLE 3.3: TABLE DESIGN FOR USERS’ DETAILS IN SIS DATABASE................................................................31
TABLE 3.4: TABLE DESIGN FOR COURSE REGISTRATION DETAILS IN SIS DATABASE....................................32
TABLE 4.1: TABLE OF SYSTEM'S CLASSES...........................................................................................................35

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 CHAPTER ONE

One.1 INTRODUCTION
An Information System (IS) is a formal sociotechnical, organizational system designed to

collect, process, store, and distribute information.[ CITATION Pic18 \l 1033 ]

In an educational institution, there is a need to record information as pertains to members of

the institutions, especially students, so ease is achieved when retrieval of said information is

needed.

A Student Information System (SIS), student management system, school administration

software or student information management system is a management information system for

education establishments to manage student data easily and without stress. Student

Information Systems provide capabilities for enrolling students; registering students in

courses; documenting grades and transcripts, computing results of student tests and other

assessment scores; building student schedules; tracking student attendance; and managing

many other student related data needs in a school [ CITATION Gag14 \l 1033 ].

One.2 BACKGROUND OF THE STUDY

Salem University, Lokoja, is a private university currently operating on her Lokoja campus,

located along the Lokoja-Ajaokuta highway; and formally started operation for the

2008/2009 session.

In Salem University, Lokoja, information used for capturing student details are recorded

every semester, and a summary of this information is carried out at the end of the session.

This recording is carried out by the Registrar’s office.

Hence, a Student Information Management System is a necessity that will reduce the stress of

using paper forms to obtain student bio-data, as well as going to and fro the University

Management to register processes.

While many universities in Nigeria (both private and public) manage their records with

current trending technologies, Salem University, Lokoja, while having the said current

trending technology still use paper-based methods to capture student’s information (student

registration, student’s course registration, etc.), and then attempt to manually enter this

information on paper into their systems with Microsoft Office Excel® (built mainly for

visualizing data, with low processing power for managing data), and usually even this is not

up-to-date. Students are counted by consulting the registered students on paper or manually

counting them; the system is characterized by manual form-filling to get bio-data of students,

which is later conveyed to computerized datasheets.

This all leads to an excessive number of mistakes and errors, even up to displacing some of

these forms, hence leading to confusion when entering the obtained information.

The only advantage of paper-based systems is that computer viruses cannot affect them; but

the disadvantages far outweigh this advantage.

One.3 STATEMENT OF THE PROBLEM

Some educational institutions do not have a computerized Student Information System that

facilitates the capturing, storage and retrieval of relevant information as relates to students of

that institution.

This problem is not exclusive to the university, which has been using the paper-based system

of capturing and storing information. Students, in order to register courses for a semester,

have to obtain a form from the Registry, meet their lecturers one-on-one to get their

registered courses signed; meet with their Head of Department and Dean of College to get

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this form approved with their signature, obtain the Registrar’s signature on the form, then

make copies of the original copy in some business centre, before returning to finally submit

this at the Registry, giving the photocopies to the Head of department, and the Dean of the

college; making stressful round trips all the time.

This streak was only broken when the university introduced an online student portal, but even

this was problematic and non-functional: it’s only function was the printing of registered

courses, which meant students had to obtain their Head of department and Dean of college’s

signatures, as well as the Registrar’s signature, making copies of this original and going back

to the Registry to submit it, and again submitting these copies to the Head of department and

Dean of college. This was also a stressful process: the only activity eliminated was going to

meet lecturers one-on-one.

As at the time of this research project, the university has abandoned the student portal and

returned to the paper-based system; rumours being that the university could not afford the

hosting costs. Problems encountered with this method are:

1. A fire outbreak could destroy some or all of the records, sabotaging the university’s

efforts in managing vital information.

2. Unauthorised personnel access could be made to these records, whereby records could

be altered or missing, and jeopardizing information security.

3. Difficulty in auditing records: as information grows the files become too many to start

following up or keep track of; this results in a lot of redundant data.

4. Difficulty and delay in locating/obtaining records: human beings are not perfect, and

so can mistakenly store a file out of the usual order.

5. Difficulty in capturing needed information: Students would be too stressed carrying

out the aforementioned activities in order to register their courses.

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 6. Computation and compilation of students’ results are always delayed and even when

available, posted publicly on notice boards for everyone to see.

One.4 AIM AND OBJECTIVES OF THE STUDY

One.4.1 AIM
The aim of this research project is to design and implement a Student Information

Management System that will efficiently keep track of and manage the university’s students’

information, making it easier to update and query it whenever necessary.

One.4.2 OBJECTIVES
The objectives of this research project in achieving this aim are:

1. To build a relational database management system that will allow students register

their courses without having to leave the comfort of their hostels.

2. To implement a system that would automatically compute each student’s results and

allow them view their respective CGPAs, helping them make strategic plans to

improve or stay their performance.

3. To implement a system that would be able to easily capture information and

categorize it properly, making it easy to query and/or locate a particular record.

4. To design and implement the above proposed system using a desktop RDBMS

(Microsoft Office Access).

One.5 SIGNIFICANCE OF THE STUDY

A computerized Student Information Management System would aid in capturing data, as

well as providing accurate and on-timely information on students, unlike the current paper-

based system which would waste time in sorting and crosschecking papers and files. The

following are the significances of this research proposal:

1. Timely and quick retrieval of requested information.

2. Elimination of go-round trips made by students in registration of courses.

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 3. It enables assignments to be done and submitted electronically over the system instead

of spending money on obtaining paper.

4. Computation of grades and scores assigned by lecturers to tests and assignments over

the system.

5. It will allow students to view their respective semester results and cumulative grade

point average scores.

6. As the school is having difficulty managing website hosting processes, the system

will be built over an intranet reaching every section of the school and be accessible

anywhere within the university. Once confidence is shown in managing the intranet,

expansion into the internet is possible and could be implemented. The intranet would

then be a fall-back for whenever the university is opting out of internet access.

7. The system will efficiently aid the university in monitoring student activity, and hence

cut losses i.e., students who have not paid their fees are not able to write exams,

students cannot register for a course if a prerequisite is not passed, etc.

One.6 SCOPE OF THE STUDY

This project proposal is aimed at building a Management System that will make life and other

educational processes easier and more productive, with limited focus to Salem University,

Lokoja. The system will be accessible to everyone in the university campus: lecturers,

students and other non-academic staff.

It will make information available to the appropriate personnel: a student should not have

access to personal information about employees, results should be made available to the

respective student, not seen by anyone else, etc. Thus, proper management of information is a

primary feature of the proposed system.

The proposed system will also aim at eliminating the difficulties encountered by students in

registering courses, as well as clearance to sit for examinations; compiling of results as well

5
as computation will be made easier too, as well as other services that will aid learning and the

academic process.

One.7 LIMITATIONS OF THE STUDY

The proposed research project will be limited due to the following reasons:

1. The university’s inherent incompetence with hosting services on the internet

discourages placing the system online; hence the proposed system will be on the

university’s local network (intranet).

2. Because the proposed service won’t be online, access to the system is limited to the

campus; hence, you can only check your results once you’re on the school’s campus

and connected to the intranet.

3. The target platform for deploying the proposed system is the Windows® Desktop OS,

so without a desktop computer or laptop running the Windows® OS, the system

would be inaccessible; however, the university has laptop computers that can be used

to access the system in her E-Library, which can be exclusively used by students and

employees alike.

One.8 DEFINITION OF TERMS

Program: A program is a set of instructions which perform a specific task. They are usually

written in codes using computer programming languages and translated into machine

language, which the computer understands and executes.

Programming: Programming is the process of writing codes into programs through the use

of computer programming languages.

Programming Language: This is a set of vocabulary and grammatical rules for instructing a

computer or computing device to perform specific tasks.[ CITATION Van \l 1033 ]

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Internet: This is the global connection of networks of computers and computing devices,

ranging from private to public, to government and organizational networks.

Intranet: This is a network that is local to an organization – It provides access to

organizational data for authorized users belonging to the organization.

VBA: An acronym for Visual Basic for Applications, it is an implementation of Microsoft’s

event-driven programming language Visual Basic 6, and its associated integrated

development environment (IDE)[CITATION Mic15 \l 1033 ]

IDE: An acronym for Integrated Development Environment, it is an application software that

facilitates application development.

Database: This is an organized collection of stored data, usually organized in tables or files

in a computer system.

DBMS: An acronym for Database Management System, it is a system software for creating

and managing databases, as well as querying to obtain specific information from the

database.

RDBMS: An acronym for Relational Database Management System, it is a database

management system based on a relational database, i.e., a database containing related data.

Query: This is a formal database request that either seeks to retrieve data (select query), or

carry out actions such as updating, inserting, deleting, etc. on data (action query)

Macro: This is a single instruction given to a computer that produces a set of instructions for

the computer to perform a particular task, and is sometimes automated.

Form: This allows users to enter data, which is stored to a related table or processed by the

application on which the form is written into.

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Runtime: Also called a run-time environment, this is a provided infrastructure that enables

the implementation of portions of an execution model.

CHAPTER TWO
LITERATURE REVIEW

Two.1 INTRODUCTION
Student Information Systems have been around for a greater part of this century. Managing

records kept by educational institutions is a complex procedure; manually processing these

records induces difficulties and unease, especially as records, information and data, on their

own grow and expand – records dating years could be requested for processing, and manually

locating these records, even as human beings are prone to errors in arrangement, can only be

done strenuously.

Thus, Student Information Systems, a type of Information Systems, were introduced to make

managing the same records easier. The same records that could take hours or even days to

retrieve now take minutes, if not seconds (depending on the system’s processing power).

Even educational processes could be effectively carried out through the same system, thus

reducing the cost and need to build or implement a separate management system for it.

Two.2 REVIEW OF INFORMATION SYSTEMS

Information Systems, as defined in the previous chapter, are an integrated set of components

for collecting, storing, and processing data and for providing information, knowledge, and

digital products whenever required. Business firms and other organizations rely on

information systems to carry out and manage their operations, interact with their customers

and suppliers, and compete in the marketplace. Information systems are used to run inter-

organizational supply chains and electronic markets. For instance, corporations use

8
information systems to process financial accounts, to manage their human resources, and to

reach their potential customers with online promotions.

Many major companies are built entirely around information systems. These include eBay, a

largely auction marketplace; Amazon, an expanding electronic mall and provider of cloud

computing services; Alibaba, a business-to-business e-marketplace; and Google, a search

engine company that derives most of its revenue from keyword advertising on internet

searches.

Individuals rely on information systems, generally Internet-based, for conducting much of

their personal lives: for socializing, study, shopping, banking, and entertainment.

As major new technologies for recording and processing information were invented over the

millennia, new capabilities appeared, and people became empowered. These inventions led to

a profound revolution in the ability to record, process, disseminate, and reach for information

and knowledge.[ CITATION Zwa11 \l 1033 ]

Two.2.1 FUNCTIONS OF INFORMATION SYSTEMS

There are various functions of information systems, like the collection of input data, storage,

processing, and producing the output information. The functions also control the information

flow as well as the feedback loop. The following are the typical functions of an information

system[ CITATION Sea15 \l 1033 ]:

1. Input: The input in an information system has two types:

i. Output is created with detailed data which is stored and processed.

ii. The specification of what type of analysis is done must be specified by the

user.

2. Storage: the storage of data should be done at the most detailed level possible.

Regular back-ups and various summaries should be completed to avoid losing any

9
 important data due to errors. The backups should also be stored in a geographically

different location to avoid losing any important data due to errors. The backups

should also be stored in a geographically different location to avoid any major

disasters such as flooding or fires etc. which could impact on both the original data

storage and the backup data storage.

3. Processing: a process is a function which transforms data into information. A simple

process would be adding up a number of items sold by a business by a variable such

as the location of a store or the product or the time and date. More complex processes

are the functions that perform calculations and can make assumptions about missing

data in order to create information from the data available.

4. Feedback/Control Loops: A feedback/control loop is what happens to output when it

is processed and produced. The system continuously repeats the same processes

depending on the output of the last loop which can then impact on the input of the

next data into the loop.

5. Output: There are two types of output in this context, graphical and textual:

i. Graphical output is usually used to look at information on a larger scale which

is then presented as charts, graphs, diagrams and pictures.

ii. Textual output is information on a smaller scale which is presented as charters,

text or numbers.

Two.2.2 COMPONENTS OF COMPUTER-BASED INFORMATION SYSTEMS

Information systems support operations, knowledge work, and management in organizations.

The basic components of computer-based information systems are:

1. Hardware: These are the devices like the monitor, processor, printer and

keyboard, all of which work together to accept, process, and show data and

information.

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 2. Software: These are the programs that allow/enable the hardware to process the

data; instructions that the system follows to accomplish a given task.

3. Databases: These are a collection of associated/related files or tables containing

related data, consisting of rows (records) and columns (fields).

4. Networks: These are a connecting system that allows diverse computers and

computing devices to distribute resources between each other, including information,

printers and processing power.

5. Procedures: These are the commands for combining the components above to

process information and produce the preferred output.

The first four components (hardware, software, databases and networks) make up what is

known as the Information Technology (IT) platform. Information technology workers could

then use these components to create information systems that watch over safety measures,

risk and the management of data. These actions are known as information technology

services (procedures)[ CITATION Rai12 \l 1033 ].

Two.3 REVIEW OF RELATED RESEARCH WORK

Two.3.1 CASE STUDY 1: Student Information Management System
The Student Information Management System (SIMS) was developed for Joseph Ayo

Babalola University. It was implemented with the use of an object-oriented programming

language, Visual Basic 6.0, and a database application, Microsoft Access. These development

tools are what make up the student information management system.

It was placed on a local intranet, local to the educational institution making use of it, and was

built as a desktop application for Windows® Desktop OS only. With student information

management system, a user-friendly interface was introduced to make it easy for students’

records to be stored in a database, and easily retrieved from the database. A username and

password are used to login in order to gain access to the full application.

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Two.3.1.1 FEATURES
The system provided the following features:

1. Easy storage of students’ records.

2. Easy editing of students’ records.

3. Easy deletion of students’ records whenever necessary and minimal loss of

information due to the backup dialog contained in the application.

Two.3.1.2 SHORTCOMINGS
1. It only provided access to an administrator to manage the records.

2. It was only used to manage student records. Other educational processes such as

course registration and results provision were not feasible using the system.

Figure 2.1 below depicts the Student Information System (SIMS):

Figure 2.1: Student Information Management System

Two.3.2 CASE STUDY 2: Online Registration Portal

The Online Registration Portal was developed for National Open University of Nigeria,

Damaturu Study Centre. It was implemented using an object-oriented programming language,

PHP, a recursive initialism for Hypertext Pre-Processor, in conjunction with other web

12
development tools, namely: HTML (Hypertext Mark-up Language), CSS (Cascading Style

Sheets) and JavaScript. Hence, the Online Registration Portal is a web-based system. As

such, access to its features and services is via the internet, with the aid of a browser installed

on an internet-enabled device, such as a notebook PC, desktop PC or mobile phone with

internet access.

Two.3.2.1 FEATURES
1. The Online Registration Portal enables students to register courses.

2. It also enables students to register for examinations and print out course reports. Each

student’s record is added to the students’ database and updated.

3. Access to students’ grades is provided to each individual student, as well as contact

with the course’s advisor and communication with members over the portal.

Two.3.2.2 SHORTCOMINGS
1. Users require internet access to access the System, in the process incurring additional

costs.

2. Information other than textual data e.g., images, cannot be uploaded to the System.

3. Users need to be educated in IT to efficiently use the System

The Online Registration Portal is depicted in Figure 2.2 below:

13
Figure 2.2: Online Registration Portal

Two.4 WHY THE USE OF A STUDENT INFORMATION

SYSTEM?
Having defined a student information system in the previous chapter, reasons behind its use

are stated here. There are a variety of benefits associated with using student information

systems for students, educational institutions and their staff. Solutions in this category

provide channels for communication between school officials and students, act as a singular

source of student-related information, streamline billing processes, and more. The following

are the reasons behind the use of student information systems, among others [ CITATION

G2C17 \l 1033 ]:

1. Information storage

2. Facilitate communication between students and faculty

3. Facilitate interdepartmental communication

4. Handle student admissions

5. Reporting

14
Two.4.1 INFORMATION STORAGE
System information system software houses many types of student information, consolidating

all records in one place so they can be easily accessed by school officials and the students

themselves. In a single system, a school official can view student attendance, class rosters,

student enrolment, and more. On the other side, students can see unofficial transcripts, enrol

in classes, and access a schedule builder. Keeping all student information in a singular system

allows users to make and track changes, as well as maintain a holistic view of both individual

students and the student body as a whole. Information in a student information system is not

siloed in disparate systems, which makes its organization easier overall.

Two.4.2 FACILITATE COMMUNICATION BETWEEN STUDENTS AND

FACULTY
The student portal is a vital part of a quality student information system, particularly at the

university level. As college classes tend to be larger and professors are typically less

accessible, giving students a direct line of communication to their professor is of increased

importance. Students can communicate with both their teachers and the administration in one

place, as well as maintain records of those conversations. If a student is reluctant to ask a

question about a topic or assignment in class, they can ask it via the portal and receive

clarification.

Two.4.3 FACILITATE INTERDEPARTMENTAL COMMUNICATION

Departments within an educational institution can be extremely siloed and uncommunicative

with each other. Student information systems have the ability to break down the barriers to

communication and allow departments to work as a singular unit, as opposed to disparate

forces. Unifying access to information and giving everyone equal access is the key to bring

together departments and potentially an entire institution.

Two.4.4 HANDLE STUDENT ADMISSIONS

The admissions process is complex and multifaceted, making it difficult to manage as an

administrator. Student information systems can help by allowing the responsible officer to

15
track prospective students during the admissions process; the system also updates students’

profiles with changes as they happen. Student information systems can often handle the

entirety of the admissions process, from initial inquiry to acceptance and enrolment. The

result is a seamless transition of the individual from a prospective student to an enrolled

member of the university. All of the relevant information is in one system as opposed to

multiple distinct pieces of software that may prove difficult to integrate.

Two.4.5 REPORTING
School officials can use data gathered by student information systems to create data-driven

reports on student progress for individuals as well as the whole student body. From the

perspective of a designated school official, student information systems provide an easy way

to handle student information management. Officials can use the software to create reports on

everything from how many students have non-immigrant status to what the average GPA in a

given class is; and students can print out their academic records using the reporting feature of

the student information system.

CHAPTER THREE
SYSTEM ANALYSIS AND DESIGN

Three.1 INTRODUCTION
As with all complex systems, an Information System cannot be started from, or based on

nothing. An intensive planning is required to properly build a typical Information System,

including obtaining all requirements (analysis, design and user) else the system crashes,

probably before it even starts. This chapter analyses the performance of the current system

with the outlook\intention of designing a new system; as an Information System is partly

evolved from a growing necessity for better management of information and having a user-

16
friendly system propose a better experience. It also endeavours to provide a thorough

description of the phases and approaches in the development of the research project.

Three.2 GENERAL DESCRIPTION OF THE EXISTING SYSTEM

Salem University, Lokoja, an educational institution like others in the country, offer

educational services to students, granting knowledge and thus equipping the students for the

outside world. The university currently uses a manual system for managing students’

information. A manual database system may include a bundle/heap of binders, file folders

and filing cabinets. Files here are traditionally arranged either in an alphabetical,

chronological, or hierarchical order. Once these files have compiled to an enormous state,

searching for a record can take much longer than an electronic database. Records have been

known to be misplaced here, and only found often long after it is no longer needed, hence its

purpose is lost. Sometimes these misplacements are permanent, requiring the administrator to

create a new file record for the entity, be it student or employee.

At present, capturing data for processing is done manually, using paper for entering related

data; students in registering their courses are required to obtain the registration form from the

registry, fill it manually, as well as obtain signatures from various personnel, before

photocopying and submitting copies to the relevant offices; as for the process involved in

sorting and calculating results, even that is done manually, scores are entered on paper or

stored in a spreadsheet package meant for data visualisation and presentation, not

management – Microsoft Excel, before being printed out and placed on noticeboards.

Three.3 SOURCES OF DATA

To efficiently determine the functions of the proposed system, and even properly analyse the

current system for strengths and faults, data ought to be collected and gathered, hence its

importance cannot be overemphasized.

17
In order to decide adopting a new system, and designing the proposed system, information

and other necessary data was captured using two main sources:

1. Primary Sources: The term primary source is used broadly to embody all sources

that are original. Hence, a primary source of data is an original data source, one in

which the data are collected first-hand by the researcher for a specific research

purpose or project. It is quite expensive and time-consuming compared to secondary

data collection. Notwithstanding, primary data collection may be the only suitable

method for some types of research [ CITATION Sal12 \l 1033 ]. The following data

collection methods were utilized in generating data for this research proposal:

a) Related Original Research Documents: Related research documents focused

on the general area of this research proposal were reviewed to obtain

comprehension and knowledge on the procedures for the project. These

included researches focused on the use of different technologies other than the

one employed here.

b) Interviews: Physical interaction was employed in the course of this research

proposal; this included interaction with users within the case study: students

and lecturers within the university campus; thus, gaining more insight into the

workings of the current system and desired outcomes of the proposed system.

2. Secondary Sources: Secondary sources build upon primary resources by analysing,

interpreting, synthesizing or discussing them. These sources are one or more steps

removed from the original event and therefore sometimes lack the immediacy of the

original content [ CITATION Str18 \l 1033 ]. The secondary sources of data used for

this research project were Journals, Library books and websites on the Internet.

18
Three.4 PROBLEMS OF THE EXISTING SYSTEM
The current system, which is a traditional filing system has the following

disadvantages[CITATION Kei \l 1033 ]:

1. Data Redundancy: Since each entity (student or employee) has its own data file, the

same data may have to be recorded and stored in many files. This redundancy requires

additional or higher storage space, costs extra time and money, and requires additional

efforts to keep all files up-to-data.

2. Data Inconsistency: Data redundancy leads to data inconsistency especially when

data is to be updated. Data inconsistency occurs due to the same data items that

appear in more than one file do not get updated simultaneously in each and every file.

Over the period of time, such discrepancies degrade the quality of information

contained in the data file that affects the accuracy of reports.

3. Lack of Data Integration: Since independent data files exist, users face difficulty in

getting information on any ad hoc query that requires accessing the data stored in

many files. In such a case, complicated programs have to be developed to retrieve

data from every file or the users have to manually collect the required information.

4. Poor Data Control: There is no centralized control at the data element level, hence a

traditional file system is decentralized in nature.

5. Problem of Security: It is very difficult to enforce security checks and access rights

in a traditional file system, since records are added in an ad hoc manner.

In addition to the above and as mentioned before, students in the process of course

registration complain about wondering about meeting their respective lecturers for their

signatures, as well as the Head of Department and the Registrar, making copies before finally

submitting; here energy and resources are spent in carrying out a simple process.

19
Students have to wait several weeks into the next semester before seeing the results of the

previous semester, posted on noticeboards for everyone to see, thus wasting time and

excluding privacy/security of records.

Three.5 EXPECTATIONS OF THE PROPOSED SYSTEM

The aim of the proposed system is to introduce effectiveness, efficiency and quality in the

management of student information. The unique features of the system achieve the above aim

in the following means:

1. Accuracy: Records are not mistakenly saved or retrieved but the exact one requested

for, thus ensuring quick processing

2. Speed: Processing of student information is done quickly, thus optimizing the time

required to process, save or retrieve a needed record. Once a student is added to the

system, his/her login details are automatically provided.

3. Reduced Space Requirement: The proposed system takes even less storage space than

a traditional file system which makes use of file cabinets that take up whole buildings.

In an electronic database system, record storage is done on storage devices not larger

than the palm of a person’s hand.

4. Information Dissemination: Students will not have to travel to the registry to obtain or

submit course registration forms, rather, they could sit in their hostel rooms, select the

courses they are required to offer and send the information to the relevant offices via

the system.

5. Storage Capability: Because digitalization aims to reduce physical size, while

increasing logical capabilities, lots of records could be stored to the system, without

any bother to if there’s free storage or not.

20
 6. Convenience: Because students don’t have to wonder about as regards course

registration, ease is introduced to everyday processes. Both students and employees

are no longer stressed in their daily work routines.

Three.6 SYSTEMS DEVELOPMENT LIFE CYCLE (SDLC)

The Systems Development Life Cycle (SDLC) is a term used in systems engineering,

information systems and software engineering to describe a process for planning, creating,

testing, and deploying an information system.[ CITATION Dep05 \l 1033 ]. The systems

development life cycle concept applies to a range of hardware and software configurations, as

a system can be composed of hardware only, software only, or a combination of both.

[CITATION Par08 \l 1033 ].

In summary, the Systems Development Life Cycle (SDLC) explains the phases of creating a

software component that integrates with other software components to create the whole

system [ CITATION Mot15 \l 1033 ].

Three.6.1 PHASES (STAGES) OF SYSTEM DEVELOPMENT LIFE CYCLE

The system development life cycle framework provides a sequence of activities for system

designers and developers to follow. It consists of a set of steps or phases in which each phase

of the system development life cycle uses the results of the previous one. [ CITATION Eve07 \l

1033 ]. There are usually six stages in this cycle: system planning, analysis, design,

implementation, testing and integration, and system maintenance; with different projects

emphasizing on different stages of the cycle.

Three.6.1.1 SYSTEM PLANNING

The planning phase is the most crucial step in creating a successful system, during which this

phase you decide exactly what you want to do and the problems you’re trying to solve, by:

1. Defining the problems, the objectives and the resources such as personnel and costs.

21
 2. Studying the ability of proposing alternative solutions after meeting with clients,

suppliers, consultants and employees, essentially the people going to be using the

system.

3. Studying how to make your product better than your competitors’.

After analysing this data, you will have three choices depending on the result: develop a new

system, improve the current system or leave the system as it is [ CITATION Mot15 \l 1033 ].

Three.6.1.2 SYSTEM ANALYSIS

The end-user’s requirements should be determined and documented, what their expectations

are for the proposed system, and how it will perform. A feasibility study will be made for the

research project as well, involving determining whether it is organizationally, economically,

socially, or technologically feasible. It’s very important to maintain a strong communication

level with the clients to make sure you have a clear vision of the finished product and its

functions [ CITATION Mot15 \l 1033 ].

Three.6.1.3 SYSTEM DESIGN

The design phase comes after a good understanding of customer’s requirements, this phase

defines the elements of a system, the components, the security level, modules, architecture

and the different interfaces and type of data that goes through the system.

A general system design can be done with a pen and a piece of paper to determine how the

system will look like and how it will function, and then a detailed and expanded system

design is produced, and it will meet all functional and technical requirements, logically and

physically[ CITATION Mot15 \l 1033 ]

Three.6.1.4 IMPLEMENTATION AND DEPLOYMENT

This phase comes after a complete understanding of system requirements and specifications,

it’s the actual construction process after having a complete and illustrated design for the

requested system.

22
In the Software Development Life Cycle, the actual programming code is written here, and if

the system contains hardware, then the implementation phase will contain configuration and

fine-tuning for the hardware to meet certain requirements and functions as stated during

system analysis.

In this phase, the system is ready to be deployed and installed in the client’s premises, ready

to become running, live and productive, and training may be required for end-users to make

sure they know how to use the system and to get familiar with it. The implementation phase

may take a long time and that depends on the complexity of the system and the solution it

presents[ CITATION Mot15 \l 1033 ].

Three.6.1.5 SYSTEM TESTING AND INTEGRATION

Bringing different components and subsystems together to create the whole integrated

system, and then introducing the system to different inputs to obtain and analyse its outputs

and behaviour and the way it functions. Testing is becoming more and more important to

ensure client’s satisfaction, and it requires no knowledge in coding, hardware configuration

or design.

Testing can be performed by real users, or by a team of specialized personnel, it can also be

systematic and automated to ensure that the actual outcomes are compared and equal to the

predicted and desired outcomes[ CITATION Mot15 \l 1033 ].

Three.6.1.6 SYSTEM MAINTENANCE

In this phase, periodic maintenance for the system will be carried out to make sure that the

system won’t become obsolete, this will include replacing the old hardware and continuously

evaluating the system’s performance, it also includes providing latest updates for certain

components to make sure it meets the right standards and the latest technologies to face

current security threats [ CITATION Mot15 \l 1033 ].

23
Three.7 CHOICE OF TECHNOLOGY
The following development tools have been carefully chosen for this research project:

1. Integrated Development Environment: Microsoft Office Access

2. Programming Language: Visual Basic for Applications (VBA)

3. Database Engine: Microsoft Jet Database Engine

Three.7.1 MICROSOFT OFFICE ACCESS

Microsoft Access is a database management system (DBMS) from Microsoft that combines

the relational Microsoft Jet Database Engine with a graphical user interface and software-

development tools. It is a member of the Microsoft Office suite of applications, included in

the Professional and higher editions or sold separately. Microsoft Access stores data in its

own format based on the Access Jet Database Engine. It can also import or link directly to

data stored in other applications and databases.[ CITATION Mic151 \l 1033 ]

Software developers, data architects and power users can use Microsoft Access to develop

application software. Like other Microsoft Office applications, Access is supported by visual

Basic for applications (VBA), an object-based programming language that can reference a

variety of objects including DAO (Data Access Objects), ActiveX Data Objects, and many

other ActiveX components. Visual objects used in forms and reports expose their methods

and properties in the VBA programming environment, and VBA code modules may declare

and call Windows operating system operations.

Three.7.2 VISUAL BASIC FOR APPLICATIONS (VBA)

Visual Basic for Applications (VBA) is an implementation of Microsoft’s event-driven

programming language Visual Basic 6, which was discontinued in 2008, and its associated

integrated development environment (IDE). It is hence, object-oriented Although Visual

Basic is no longer supported or updated by Microsoft, the VBA programming language was

24
upgraded in 2010 with the introduction of Visual Basic for Applications 7 in Microsoft Office

applications. [ CITATION Mic10 \l 1033 ]

Visual Basic for Applications enables building user-defined functions (UDFs), automating

processes and accessing Windows API and other low-level functionality through dynamic-

link libraries (DLLs). It can be used to control many aspects of the host application, including

manipulating user interface features, such as menus and toolbars, and working with custom

user forms or dialog boxes.

Three.7.3 MICROSOFT JET DATABASE ENGINE

The Microsoft Jet Database Engine is a database engine on which several Microsoft products

have been built. JET stands for Joint Engine Technology. Jet, being part of a relational

database management system (RDBMS), allows the manipulation of relational databases. It

offers a single interface that other software can use to access Microsoft databases and

provides support for security, referential integrity, transaction processing, indexing, record

and page locking, and data replication. In later versions, the engine has been extended to run

SQL queries, store character data in Unicode format, create database views and allow bi-

directional replication with Microsoft SQL Server.

There are three modules to Jet: One is the Native Jet ISAM Driver, a dynamic link library

(DLL) that can directly manipulate Microsoft Access database files (MDB) using Indexed

Sequential Access Method (ISAM). Another one of the modules contains the ISAM Drivers,

DLLs that allow access to a variety of ISAM databases, among them xBase, Paradox and

FoxPro, depending on the version of Jet. The final module is the Data Access Objects (DAO)

DLL. DAO provides an API that allows programmers to access JET databases using any

programming language.

25
Three.8 DESIGN METHOD OF SYSTEM
The controlled design method used in this research project is the bottom-up approach. The

bottom-up approach is the piecing together of systems to provide more intricate systems, thus

the base systems are made out to be subsystems of the emergent system. In a bottom-up

approach the discrete base elements of the system are first identified in great detail. These

elements are then connected together to form larger subsystems, which then in turn are

linked, sometimes in many levels, until a widespread and final top-level system is formed.

Some of the design steps of the information system include:

1. Structure a database table to hold students’ information with an accompanying form

to capture (input) student data.

2. Design a form to enable registering of courses (processing) by students, storing

information in database table.

3. Design a login form based on students’ information already in database table.

4. Design an efficient report generator to output student’s registration form, and

academic results whenever necessary.

Three.9 FUNCTIONAL BLOCK DIAGRAM

A functional block diagram is a diagram that describes the functions and interrelationships of

a system[ CITATION Per94 \l 1033 ]. They are a necessity in complex systems’ design to

understand thoroughly from exterior design the operation of the present system and the

relationship of each of the parts to the whole [ CITATION Goo57 \l 1033 ] . According to

[ CITATION Per94 \l 1033 ], the functional block diagram can picture:

1. Functions of a system pictured by blocks

2. Input and output elements of a block pictured with lines

3. The relationships between the functions, and

26
 4. The functional sequences and paths for matter and/or signals [ CITATION Von64 \l

1033 ].

A functional block diagram, hence, shows what the system does (functions), and not

specifically how they are done, as depicted in Figure 3.3 below:

Figure 3.3: SIS’s Functional Block Diagram

Three.10 SEQUENCE DIAGRAM

A sequence diagram indicates entity interactions arranged in the order in which they occur. It

portrays the entities and classes involved in the process and the sequence of messages sent

and received between the entities required to carry out the functionality of the scenario.

Sequence diagrams are usually concomitant with use case realizations in the Logical View of

the system being developed.

A sequence diagram shows, as parallel vertical lines (lifelines), different processes or entities

that live concurrently, and as horizontal arrows, the messages sent and received between

them, in the order in which they occur. Figure 3.4 below depicts the entity interactions

between the objects and classes in the system:

27
Figure 3.4: SIS’s Sequence Diagram

Three.11 USE CASE DIAGRAMS

A use case diagram at its simplest is a depiction of a user’s interaction with the system and

shows the relationship between the user and the different use cases in which the user is

involved in. Hence, use case diagrams prototype the functionality of a system using actors

and use cases. A use case diagram (or a set of use case diagrams) can categorise the different

types of users of a system and the different use cases and will often be complemented by

other types of diagrams as well. The use cases are represented by either circles or ellipses.

Figure 3.5, Figure 3.6 and Figure 3.7 below depict the use case scenarios of the proposed

Student Information System:

28
Figure 3.5: Use Case Diagram Showing Student's Functionality in the System

Figure 3.6: Use Case Diagram showing Employee's Functionality in the System

29
Figure 3.7: Use Case Diagram showing System Admin's Functionality in the System

Three.12 DATABASE SCHEMA

While a database is a collection of interrelated data, a Database Management System

(DBMS) s required to ensure proper organization of the contained data, as well as to carry out

data operations on the database, such as querying, updating, and deleting specific data; as

well as minimizing redundancies, thus serving several users of the database efficiently. The

DBMS also establishes relationships between the tables, queries and other data items in the

database, as well as carrying out normalization across the database to ensure consistency in

data.

The Database Management System that will be used for this design is Microsoft Access. It is

a lightweight desktop DBMS, embedded with the relational Microsoft Jet Database Engine,

providing procedures for storing user defined data in tables. Many in-built functions and

features are contained in this engine, enabling constructing, formatting, editing and viewing

of the data in the database. The following are several tables in the database, consisting of the

field names, data type and field size.

30
Three.12.1 Student Table
The table stores only basic information about each student once captured into the database by

the Registry. The information once entered cannot be altered by the student or anyone else;

only by the database administrator. The schema for the students’ table in the database is

shown in Table 3.1 below:

Table 3.1: Table Design for Student Details in SIS Database

Field Name Data Type Field Size Description

StudentID AutoNumber Long Integer Primary Key. Incremented.
Indexed, no duplicates
FirstName Short Text 30 Not Indexed
MiddleName Short Text 30 Not Indexed
LastName Short Text 30 Not Indexed
Gender Short Text 15 Not Indexed
MatriculationNumber Short Text 30 Indexed, no duplicates.
Required
LevelID Number Long Integer Foreign Key, Not Indexed
ProgrammeID Number Long Integer Foreign Key, Not Indexed
DepartmentID Number Long Integer Foreign Key, Not Indexed
CollegeID Number Long Integer Foreign Key, Not Indexed
YearofEntry Number Long Integer Not Indexed
Passport Short Text 255 Not Indexed
Signature Short Text 255 Not Indexed

Three.12.2 Employee Details

This table stores basic information about personnel in the university, including academic and

non-academic staff. This information is however captured by the database administrator and

is modelled after Table 3.2 below:

Table 3.2: Table Design for Employee Details in SIS Database

Field Name Data Type Field Size Description

EmployeeID AutoNumber Long Integer Primary Key. Incremented.
Indexed, no duplicates
Title Short Text 30 Not Indexed
FirstName Short Text 30 Not Indexed
MiddleName Short Text 30 Not Indexed
LastName Short Text 30 Not Indexed
Gender Short Text 15 Not Indexed
Position Short Text 255 Not Indexed
StaffNumber Short Text 30 Indexed, no duplicates.

31
 Field Name Data Type Field Size Description
Required
Passport Short Text 255 Not Indexed
Signature Short Text 255 Not Indexed

Three.12.3 User Details

In this table is stored the access information required to grant a user access to the System,

namely one’s UserID and Password, for either student or employee. This information is

generated by the DBMS automatically, once basic information about student or employee has

been captured. The schema for the Users’ Details table is shown in Table 3.3 below

Table 3.3: Table Design for Users’ Details in SIS Database

Field Name Data Type Field Size Description

UserID Number Long Integer Indexed, duplicates ok
PersonnelID Short Text 30 Indexed, no duplicates
Password Short Text 255 Not Indexed.
Default value = “password”
PWReset Yes/No Default = True

Three.12.4 Course Registration Details

This table stores information about all courses registered by students for each semester in

each session registration is done. Its schema is shown in Table 3.4 below:

Table 3.4: Table Design for Course Registration Details in SIS Database

Field Name Data Type Field Size Description

ID AutoNumber Long Integer Primary Key. Incremented.
Indexed, no duplicates
StudentID Number Long Integer Indexed, duplicates ok
SessionID Number Long Integer Indexed, duplicates ok
SemesterID Number Long Integer Indexed, duplicates ok
CourseID Number Long Integer Indexed, duplicates ok
CourseCode Short Text 30 Not Indexed
CourseTitle Short Text 255 Not Indexed
CreditUnits Number Long Integer Not Indexed
Lecturer Short Text 255 Not Indexed
CourseInfo Long Text Not Indexed, Rich Text

32
 CHAPTER FOUR
SYSTEM DESIGN AND IMPLEMENTATION

Four.1 INTRODUCTION
This chapter describes the steps involved in the implementation of the proposed system, in

line with the analysis and methodology provided in the previous chapter. It also provides the

system requirements for successfully implementing the proposed system; the basic

requirements for running the system on a client’s computer, the design features used in

implementing the system, as well as the various functionalities provided by each module of

the proposed system.

Four.2 SOFTWARE DESIGN

Software design is the process by which a computer or software engineer creates a

specification of a software artefact, intended to accomplish goals, using a set of primitive

components and subject to constraints [ CITATION Ral09 \l 1033 ]. Software design usually

involves problem solving and planning a software solution. This includes both a low-level

component and algorithm design and a high-level, architecture design.

Four.2.1 ARCHITECTURAL DESIGN

The architecture of a software system is a metaphor, analogous to the architecture of a

building [ CITATION Per92 \l 1033 ]. It functions as a blueprint for the system and the

developing project, laying out the tasks necessary to be executed by the design teams

[ CITATION Car17 \l 1033 ]. The proposed system is a Microsoft Access application with

intranet capabilities i.e., it can allow several users access the system concurrently with

efficient record-locking in place. Microsoft Access has the Microsoft Jet Database Engine

embedded in it to store local files: textual information, images, etc. Microsoft Access itself,

equipped with Visual Basic for Applications (VBA), processes all requests to the system,

directly interacting with the database; and provides the user interface used by the users to

33
interact with the information system. The architectural layout of the Student Information

System is depicted in Figure 4.8:

Figure 4.8: Architectural Layout of desktop application

Four.3 SYSTEM COMPONENTS’ DESIGN

Models are most often used to design most software architectures used to instructing a

computer hardware to perform a task. These models are often represented using diagrams

displaying their components, thus graphically guiding the system programmer in building the

system efficiently. One such model used in designing the proposed Student Information

System is described below.

Four.3.1 CLASS DIAGRAM

In software engineering, a class diagram, in the Unified Modelling Language (UML), is a

type of static structure diagram that describes the structure of a system by showing the

system’s classes, their operations (or methods), and the relationships among objects

[ CITATION Spa11 \l 1033 ]. In the diagram, classes are represented with boxes that contain

three compartments: the top compartment contains the name of the class; the middle

34
compartment contains the attributes of the class; and the bottom compartment contains the

operations the class can execute.

Figure 4.9: Class Diagram of Student Information System

Four.3.2 CLASS DESCRIPTION

The classes in the diagram above are described in brief detail in Table 4.5 below listing them

out. Each class is a UI form displayed within the application, containing the various controls

mentioned in the class diagram.

Table 4.5: Table of System's Classes

Class Name Description

Login This class displays input controls, in which the user enters their user
identification. If correct, the class authenticates and gives the user
access.
DashBoard This class displays the main switchboard from which the user enters
other parts of the system: view results, register courses, and view their
profile (student); assign scores, approve courses and also view their
profile (employee).
User Details This class displays basic information about the user (information
entered on adding him/her to the database); and enables the user add a

35
 Class Name Description
passport photograph and signature.
Edit User Details This class allows the user to edit and save information about
themselves.
Student Records This class enables the user to view their results, as well as print them.
Select Semester This class enables the user to select the semester they are registering
courses in.
Register Courses This class allows the user to select the courses they wish to offer and
registers them.
Program This class allows the user (program adviser) to approve (sign) courses
Adviser Course submitted by students within the system.
Approval
Registrar This class allows the user (registrar) append their signature to courses
Course approved by the level adviser.
Approval
Add Student This class enables employees to add new students to the system.
Add Courses This class enables the system administrator add new courses to the
system.
Add Employee This class enables the system administrator add new employees to the
system.
Change Session This class enables the system administrator to advance the university’s
session within the system.

Four.4 SYSTEM IMPLEMENTATION

Implementation is simply the process of moving an idea from concept to reality, thus

resulting in a finished product, system or device. This is carried out by utilizing the right

methodology suiting the defined algorithm to solving the problems at hand.

As re-iterated before, the system was developed using Microsoft Access, a desktop RDBMS

providing interface design tools to build applications used to manipulate and query databases,

as well as a database engine that manages the database. This aids a Just-In-Time compilation

of the application, designing and running to ensure it works without flaws.

Four.4.1 SPECIFICATION
This describes the computer system and technologies used in developing the information

system. They include hardware and software specifications.

36
Four.4.1.1 HARDWARE SPECIFICATION
The information system was developed using the following hardware configurations:

i. Processor: Intel® Core™ i5-540M CPU @ 2.50GHz

ii. Memory: 6.00GB DDR3 RAM @ 1600MHz

iii. HDD Storage: 1.00GB

iv. Network Card: Wi-Fi 802.11 b/g/n

v. Screen Resolution: 1366 x 768

Four.4.1.2 SOFTWARE SPECIFICATION

The information system is a Microsoft Access application and was built using the following

software configurations:

i. Operating System: Windows 10 – Build 1807

ii. IDE: Microsoft Office Access 2013

iii. Language: Visual Basic for Applications (VBA)

iv. Database Engine: Access Connectivity Engine (ACE) 15

Four.4.2 REQUIREMENTS
Before a user can install and run the application on their workstation or computer system,

there are hardware and software requirements for the workstations that must first be met.

Four.4.2.1 HARDWARE REQUIREMENTS

The following are the hardware requirements that the user’s computer system or workstation

should meet before one can attempt installing and running the application, so efficiency is

achieved:

i. Processor: Intel® or AMD® Dual Core processors

ii. Memory: 2.00GB DDR3 RAM

iii. HDD Storage: 1.00GB

iv. Network Card: Wi-Fi 802.11 b/g/n

37
 v. Screen Resolution: 1366 x 768

Four.4.2.2 SOFTWARE REQUIREMENTS

The following are also requirements that should be met by the workstation before running the

application, albeit software:

i. Operating System: Windows 7, 8, 8.1 or 10

ii. Runtime: Microsoft Access 2013 or higher; or Microsoft Access 2013

Runtime or higher

Four.4.3 INPUT INTERFACES AND PROCEDURES

The implemented system follows a UI/UX (User Interface/User eXperience) model, aiming

not just to impress the user with its user interface, but to familiarize with and solve the user’s

problems. To use the system, the user will have to enter their identification data: User ID

(Matriculation number for students, and Staff number for employees) and Password. Once

this verifies against the data stored in the system’s database, the user is granted access into

the system.

Four.4.3.1 Login Form

This is the form first displayed by the system, in which the user enters their ID within

controls contained on the form. Figure 4.10 below is the login form of the application:

38
Figure 4.10: Login Page of Student Information System

Four.4.3.2 Dash Board

This is the main switchboard from which the user browses through the features of the

application, as shown in Figure 4.11 and Figure 4.12

Figure 4.11: Student Dashboard form

39
Figure 4.12: Employee Dashboard form

Four.4.3.3 Edit User Profile Form

This form enables the user edit their basic information, including contact addresses, next of

kin information, personal information etc. Figure 4.13 below depicts this:

Figure 4.13: Edit User Profile form

40
Four.4.3.4 My Courses Form
Within this form, the semester in which the student wishes to register his/her courses is

selected, leading to a form in which the registration is done. This is shown in Figure 4.14

below:

Figure 4.14: My Courses form within the System

Four.4.3.5 Course Registration Form

This form enables students using the system to select and register their preferred courses, as

well as submit the registered courses to the Program Adviser and the Registrar, as depicted in

Figure 4.15:

41
Figure 4.15: Course Registration form

Four.4.3.6 Program Adviser Course Approval

Figure 4.16, accessible only to designated program advisers, enables the users to approve

entries made by students registering courses for a semester.

Figure 4.16: Program Adviser Course Approval form

42
Four.4.3.7 Registrar Course Approval Form
This form, also accessible only to the Registrar of the university, enables him/her approve

course registration entries made by the students of the university in a semester. This is

depicted in Figure 4.17:

Figure 4.17: Registrar Course Approval form

Four.4.3.8 Lecturer List of Courses Form

This form lists out the number of courses taught by the lecturer, ordered by the current

semester, so the first seen courses are the ones for that semester. The form also opens a list of

students offering a particular course, with a method to grade them, as shown in Figure 4.18:

43
Figure 4.18: Lecturer List of Courses form

Four.4.3.9 Student Course Assessment Form

This form enables employees (lecturers) to grade students on the courses they are offering,

enabling the system to automatically compute the students’ Cumulative Grade Point Average

(C.G.P.A.). This form is displayed in Figure 4.19:

Figure 4.19: Student Course Assessment form

44
Four.4.3.10 Add Students Form
This form enables employees of the Registry to add students to the system’s database with

ease. This is depicted in Figure 4.20:

Figure 4.20: Add Students form

Four.4.3.11 Add Courses Form

This form enables the system administrator add courses modules to the system’s database, as

shown in Figure 4.21:

45
Figure 4.21: Add Courses form

Four.4.3.12 Add Employee Form

This form enables the employee add new employees to the system’s database, as depicted in

Figure 4.22:

Figure 4.22: Add Employee form

46
Four.4.3.13 Change Session Form
This form enables the system administrator to change/advance the current session, as shown

in Figure 4.23.

Figure 4.23: Change Session form

Four.4.3.14 Student Records Form

This form enables students view their results (their Cumulative Grade Point Average

(C.G.P.A), as well as their entire course sheet comprising of their offered courses and scores

obtained in those courses). This is depicted in Figure 4.24.

47
Figure 4.24: Students’ Records form

Four.5 FUNCTIONS AND UTILITIES OFFERED BY SYSTEM

To enable multi-user access, i.e., several users accessing the system simultaneously without

time lapses and lags, the application is split into two, the frontend, and the backend. The

frontend (forms, reports and queries) is distributed to the users to run on their respective

hardware systems, and the backend (table data) is stored on a physical server connected to the

network on which the system is to be accessed, preferably the university’s intranet.

Some utilities offered by the system include the following:

1. Report Generation and Printing: this is especially useful for viewing registered

course forms by students, both electronically and in hard copies (printed format).

Students’ results can also be printed out, as well as basic information generated by

employees.

2. Automated Results Computation: the system automatically computes and stores the

cumulative grade point average (CGPA) for every student; all that needs be done is

the entry of each student’s grade for each course.

48
 Chapter Five
SUMMARY, CONCLUSION AND RECOMMENDATION

Five.1INTRODUCTION
Here in this chapter, the reports, descriptions and findings made in the preceding chapters are

summarized here, along with recommendations for effectiveness and efficiency, and

limitations faced in implementing the research project.

Five.2SUMMARY
A student information system is aside from being feasible, more advantageous than the

traditional method of storing records. Because it can be run on the university’s intranet, one

does not have to be at the storage servers to access stored records.

The developed Student Information System supports multi-user access, securely stores

records, and performs automatic computations, thus addressing several issues encountered in

using the traditional filing system: security issues, slow record retrieval, manual computation,

etc. among others.

The aforementioned features of the system make it robust, flexible and can be integrated with

another Database Management System, if the need arises. Various software development

methodologies were also reviewed, and the desired one implemented.

Five.3CONCLUSION
From this research proposal, the introduction of Information Technology has made basic

educational activities easier, faster and more secure. A Student Information System, as

opposed to the traditional method of storing records, will facilitate ease and orderliness in the

university system.

Students will be more wont to carry out the course registration process because it’ll be made

easier by the developed Student Information System. Results will not be made available for

49
public consumption, but rather seen only by the particular student to whom it belongs to; this

also applies to information intended only for authorized access, thus implementing

confidentiality, availability and data integrity on records.

Five.4LIMITATIONS
The following limitations prevent the Student Information System from reaching its full

potential:

1. The System only functions on the Windows® desktop platform, hence users of the

mobile platform (Android and iOS) and other Operating Systems (Mac OS and Linux

flavours) would not be able to access the System.

2. The System was not implemented as a web application, so it can only be accessed on

the university’s intranet within the campus, not on the internet. Users not within the

campus premises cannot hence have access to the System.

3. Due to financial restrictions, a physical server was unavailable for use for testing the

application before presentation. For this purpose, a localized network between PCs

was used.

Five.5RECOMMENDATION
Based on findings of the study, the following recommendations are suggested for

consideration:

1. The university should replace the traditional filing system with the developed

computerised Student Information System.

2. The university should set up a wider range intra-network than the one in place now,

one accessible from anywhere within the campus with which the System can be

accessed. Wi-Fi repeaters, in conjunction with the installed network routers and

switches, may be used to enable this function.

50
 3. A unique team of staff with the necessary skillset should be employed by the

university to manage the Student Information System, among which is the System

Administrator.

4. Since the Student Information System is built on the Windows® desktop platform, the

E-Library at the school and the computer systems in it should be made available for

students without their own PCs to access the System.

5. 24/7 power should be made available to power up the servers, as well as the network

devices in use. This can be implemented with the provision of a backup generator that

starts up in the event of a power failure.

6. The Student Information System should be studied more to improve it, maintain and

debug the system in the event of issues coming up.

Five.6SUGGESTIONS FOR FURTHER RESEARCH

The developed Student Information System can be further studied and researched to either

integrate it with other applications, such as a Hospital/Clinic Management System, or a

System for managing school fees paid by students; or to develop the aforementioned as

subsystems to the Student Information System, thus broadening the scope of the project.

It can also be upgraded to a different platform, making use of only the stored data in the

database, as well as its structure, in order to improve security, ease of use, or functionality.

51
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53
 APPENDIX
//Login Form
Option Compare Database
Public recUserID As Long
Public recPersonnelID As String
Public recPassword As String
Public recPWReset As Boolean
Option Explicit

Private Sub cmdClose_Click()

On Error GoTo Err_cmdClose_Click
DoCmd.Quit
Exit_cmdClose_Click:
Exit Sub

Err_cmdClose_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdClose_Click
End Sub

Private Sub cmdLogin_Click()

Dim db As DAO.Database
Dim rs As DAO.Recordset
Set db = CurrentDb
Set rs = db.OpenRecordset("select * from tblUser")
'Check that user is selected/entered
If IsNull(Me.txtUser) Then
IncorrectUserNameStyle
IncorrectPasswordStyle
Me.txtUser.SetFocus
Else
rs.FindFirst "[PersonnelID] = '" & Me.txtUser & "'"
'Check that user exists
If rs.NoMatch Then
IncorrectUserNameStyle
IncorrectPasswordStyle
Me.txtUser.SetFocus
Else
recUserID = rs![UserID]
recPersonnelID = rs![PersonnelID]
recPassword = rs![Password]
recPWReset = rs![PWReset]

'Check for correct password

Dim pass As Variant
pass = StrComp(Me.txtPassword, recPassword, vbBinaryCompare)

If pass = 0 Then
DoCmd.RunCommand acCmdSaveRecord

'Check if password needs to be reset

If recPWReset = True Then
DoCmd.OpenForm "frmPasswordChange", , , "UserID = " & recUserID & "
AND PersonnelID = '" & recPersonnelID & "'"
End If

Dim State As DAO.Recordset

Set State = CurrentDb.OpenRecordset("select * from tblStudent")
State.FindFirst "[MatriculationNumber] = '" & Me.txtUser & "'"
If State.NoMatch Then
State.Close
Else
gblStudent = State![StudentID]
gblStudentMat = State![MatriculationNumber]
gblStudentDepartment = State![DepartmentID]

54
 gblStudentLevel = State![LevelID]
End If

Dim stater As DAO.Recordset

Set stater = CurrentDb.OpenRecordset("select * from tblEmployee")
stater.FindFirst "[StaffNumber] = '" & Me.txtUser & "'"

If stater.NoMatch Then
stater.Close
Else
gblEmployee = stater![EmployeeID]
gblEmployeeNum = stater![StaffNumber]
End If

'Check if user is a student or employee

Dim rsu As DAO.Recordset
Set rsu = CurrentDb.OpenRecordset("select * from tblStudent")
rsu.FindFirst "[MatriculationNumber] = '" & recPersonnelID & "'"

If rsu.NoMatch Then
Dim rse As DAO.Recordset
Set rse = CurrentDb.OpenRecordset("select * from tblEmployee")
rse.FindFirst "[StaffNumber] = '" & recPersonnelID & "'"
DoCmd.Close acForm, Me.Name
DoCmd.OpenForm "frmNavEmployee", , , "[EmployeeID] = " &
gblEmployee
Else
DoCmd.Close acForm, Me.Name
DoCmd.OpenForm "frmNavStudent", , , "[StudentID] = " & gblStudent
End If
gblRegisterBool = 0
Else
IncorrectPasswordStyle
Me.txtPassword.SetFocus
End If
End If
End If
End Sub

Private Sub Form_Open(Cancel As Integer)

gblRegisterBool = 0
Dim rs5 As DAO.Recordset
Set rs5 = CurrentDb.OpenRecordset("SELECT * FROM miscell")
rs5.FindFirst "ObjName = 'Logo'"
Me.imgLogo.Picture = rs5!Image
Me.imgLogo.SizeMode = acOLESizeZoom
Dim rs10 As DAO.Recordset
Set rs10 = CurrentDb.OpenRecordset("SELECT * FROM tblSession")

If rs10.RecordCount = 0 Then
MsgBox "The Portal is unavailable for use at the moment." & vbCrLf &
"Please try again in a moment", vbOKOnly + vbInformation, "Salem University
Portal"
DoCmd.CloseDatabase
Else
gblSessionID = DMax("SessionID", "tblSession")
Dim ses As DAO.Recordset
Set ses = CurrentDb.OpenRecordset("select * from tblSession")
ses.FindLast "[SessionID] = " & gblSessionID
If ses.NoMatch Then
MsgBox "The Portal is unavailable for use at the moment." & vbCrLf &
"Please try again in a moment", vbOKOnly + vbInformation, "Salem University
Portal"
DoCmd.CloseDatabase
Else
gblSession = ses![Session]
If IsNull(gblSession) Then

55
 MsgBox "The Portal is unavailable for use at the moment." &
vbCrLf & "Please try again in a moment", vbOKOnly + vbInformation, "Salem
University Portal"
DoCmd.CloseDatabase
End If
End If
End If
End Sub

Private Sub IncorrectUserNameStyle()

Me.lblIncorrectUser.Visible = True
Me.txtUser.BorderColor = RGB(255, 0, 0)
End Sub

Private Sub IncorrectPasswordStyle()

Me.lblIncorrectPassword.Visible = True
Me.txtPassword.BorderColor = RGB(255, 0, 0)
End Sub

Private Sub txtPassword_Change()

Me.lblIncorrectPassword.Visible = False
Me.txtPassword.BorderColor = RGB(47, 54, 153)
End Sub

Private Sub txtPassword_GotFocus()

Me.lblID.ForeColor = RGB(0, 0, 0)
Me.lblPassword.ForeColor = RGB(47, 54, 153)
End Sub

Private Sub txtUser_Change()

Me.lblIncorrectUser.Visible = False
Me.txtUser.BorderColor = RGB(47, 54, 153)
End Sub

Private Sub txtUser_GotFocus()

Me.lblID.ForeColor = RGB(47, 54, 153)
Me.lblPassword.ForeColor = RGB(0, 0, 0)
End Sub

//Add Student Form

Option Compare Database

Private Sub cmdClose_Click()

On Error GoTo Err_cmdClose_Click
If Me.Dirty Then Me.Dirty = False
DoCmd.Close
Exit_cmdClose_Click:
Exit Sub
Err_cmdClose_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdClose_Click
End Sub

Private Sub cmdPrevious_Click()

On Error GoTo Err_cmdPrevious_Click
Dim Msg, Style, Title, Response
Msg = "Please select Programme first or repeated press the 'Escape' key to undo
changes"
Style = vbOKOnly
Title = "Salem University Portal"

If IsNull(Me.SelectProgramme) Then
Response = MsgBox(Msg, Style, Title)
Me.SelectProgramme.SetFocus
Exit Sub

56
 ElseIf IsNull(Me.FirstName) And IsNull(Me.MiddleName) And IsNull(Me.LastName)
And IsNull(Me.Gender) And IsNull(Me.MatriculationNumber) And _
IsNull(Me.cboLevel) And IsNull(Me.SelectCollege) And
IsNull(Me.SelectDepartment) And IsNull(Me.SelectProgramme) Then
'proceed to the next line
End If
DoCmd.GoToRecord , , acPrevious
Exit_cmdPrevious_Click:
Exit Sub

Err_cmdPrevious_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdPrevious_Click

End Sub
Private Sub cmdAdd_Click()
On Error GoTo Err_cmdAdd_Click
Dim Msg, Style, Title, Response
Msg = "Please select Programme first"
Style = vbOKOnly + vbCritical
Title = "Salem University Portal"

If IsNull(Me.SelectProgramme) Then
Response = MsgBox(Msg, Style, Title)
Me.SelectProgramme.SetFocus
Exit Sub
Else
DoCmd.RunCommand acCmdSaveRecord
Dim rs As DAO.Recordset
Set rs = CurrentDb.OpenRecordset("SELECT * FROM tblStudentPersonalDetails")
rs.AddNew
rs!StudentID = Me.StudentID
rs.Update
Dim LYear As Integer
LYear = Year(Date)
Set rs = CurrentDb.OpenRecordset("SELECT * FROM tblStudent WHERE StudentID
= " & Me.StudentID & ";")
rs.Edit
rs!YearofEntry = LYear
rs.Update
End If
DoCmd.GoToRecord , , acNewRec
Exit_cmdAdd_Click:
Exit Sub
Err_cmdAdd_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdAdd_Click

End Sub

Private Sub SelectCollege_AfterUpdate()

Me.SelectDepartment.Requery
End Sub

Private Sub SelectDepartment_AfterUpdate()

Me.SelectProgramme.Requery
End Sub

Private Sub SelectProgramme_AfterUpdate()

Dim rs1 As DAO.Recordset
Set rs1 = CurrentDb.OpenRecordset("SELECT * FROM tblUser")
Dim Msg, Style, Title, Response
Msg = "Please enter matriculation number first"
Style = vbOKOnly
Title = "Salem University Portal"

If IsNull(Me.MatriculationNumber) Then

57
 Response = MsgBox(Msg, Style, Title)
Me.SelectProgramme = Null
Me.MatriculationNumber.SetFocus
Exit Sub
Else
rs1.FindFirst "PersonnelID = '" & Me.MatriculationNumber & "'"
If rs1.NoMatch Then
With rs1
.AddNew
!UserID = Me.StudentID
!PersonnelID = Me.MatriculationNumber
.Update
End With
Me.cmdAdd.SetFocus
Else
MsgBox "Matriculation Number already exists." & vbCrLf & "Please enter
different information", vbInformation + vbOKOnly, "Salem University Portal"
Me.SelectProgramme = Null
Me.MatriculationNumber.SetFocus
End If
End If
End Sub

//Add Employee Form

Private Sub cmdClose_Click()
On Error GoTo Err_cmdClose_Click
If Me.Dirty Then Me.Dirty = False
DoCmd.Close
Exit_cmdClose_Click:
Exit Sub
Err_cmdClose_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdClose_Click
End Sub

Private Sub cmdPrevious_Click()

On Error GoTo Err_cmdPrevious_Click
Dim Msg, Style, Title, Response
Msg = "Please enter Staff Number first or repeated press the 'Escape' key to
undo changes"
Style = vbOKOnly + vbCritical
Title = "Salem University Portal"

If IsNull(Me.StaffNumber) Then
Response = MsgBox(Msg, Style, Title)
Me.StaffNumber.SetFocus
Exit Sub
ElseIf IsNull(Me.FirstName) And IsNull(Me.cboTitle) And IsNull(Me.MiddleName)
And IsNull(Me.LastName) And _
IsNull(Me.cboGender) And IsNull(Me.StaffNumber) And IsNull(Me.Position) Then
'Go the next line I guess
End If

DoCmd.GoToRecord , , acPrevious
Exit_cmdPrevious_Click:
Exit Sub
Err_cmdPrevious_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdPrevious_Click
End Sub

Private Sub cmdAdd_Click()

On Error GoTo Err_cmdAdd_Click
Dim Msg, Style, Title, Response
Msg = "Please enter Staff Number first"

58
 Style = vbOKOnly + vbCritical
Title = "Salem University Portal"

If IsNull(Me.StaffNumber) Then
Response = MsgBox(Msg, Style, Title)
Me.StaffNumber.SetFocus
Exit Sub
End If

DoCmd.GoToRecord , , acNewRec
Exit_cmdAdd_Click:
Exit Sub
Err_cmdAdd_Click:
MsgBox Err.Description, vbOKOnly + vbInformation, "Salem University Portal"
Resume Exit_cmdAdd_Click
End Sub

Private Sub Form_Load()

Dim rs5 As DAO.Recordset
Set rs5 = CurrentDb.OpenRecordset("SELECT * FROM miscell")
rs5.FindFirst "ObjName = 'Logo'"
Me.imgLogo.Picture = rs5!Image
Me.imgLogo.SizeMode = acOLESizeZoom
Me.imgLogo1.Picture = rs5!Image
Me.imgLogo1.SizeMode = acOLESizeZoom
End Sub

Private Sub StaffNumber_AfterUpdate()

Dim rs As DAO.Recordset
Dim rs1 As DAO.Recordset
Set rs = CurrentDb.OpenRecordset("SELECT * FROM tblEmployeePersonalDetails
WHERE 1=2")
Set rs1 = CurrentDb.OpenRecordset("SELECT * FROM tblUser")
rs1.FindFirst "PersonnelID = '" & Me.StaffNumber & "'"

If rs1.NoMatch Then
With rs1
.AddNew
!UserID = Me.EmployeeID
!PersonnelID = Me.StaffNumber
.Update
End With
rs.AddNew
rs!EmployeeID = Me.EmployeeID
rs.Update
Me.cmdAdd.SetFocus
Else
MsgBox "Staff Number already exists." & vbCrLf & "Please enter different
information", vbInformation + vbOKOnly, "Salem University Portal"
Me.StaffNumber = Null
Me.StaffNumber.SetFocus
End If
End Sub

59