PURBANCHAL UNIVERSITY

HIMALAYAN WHITEHOUSE INTERNATIONAL

COLLEGE

PUTALISADAK, KATHMANDU
A

Project Report
On
“Student Database Management System”
By
Dharma Raj Pattarkat (11):-
Bibek Shah (08):-
Ayuscal Sedhai (03):-

SUBMITTED TO THE DEPARTMENT OF SCIENCE AND

TECHNOLOGY IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE DEGREE OF BACHELOR
OF
INFORMATION AND TECHNOLOGY

DEPARTMENT OF SCIENCE AND TECHNOLOGY

Kathmandu, nepal

MAY, 2023

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 CERTIFICATE OF APPROVAL

The Project entitled “Student Database Management System”, submitted by

Dharma Raj Pattarkat, Bibek Shah, Ayuscal Sedhai in partial fulfillment of the
requirements for the degree of “Bachelor of Information and Technology” has been
accepted as a bonafide record of work carried out by them in the department.

________________________
Supervisor, Jay Raj Joshi
Lecturer
Bachelor of Information and Technology

________________________
Er. Utshav Pokharel
Head of Department
Bachelor of Information and Technology

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ABSTRACT

The Student Database Management System(SDBMS) is a software application

developed in C language to efficiently manage student records. It offers various
functionalities such as adding new students, displaying records, entering and
calculating marks, searching, deleting, and editing student information. The
program utilizes file handling to store and retrieve data from external files.

The system utilizes file handling techniques to store and retrieve data from
external files, ensuring persistent storage and easy access to student records. It
employs data structures, such as the Student structure, to represent and organize
student information in a structured manner.
The SDBMS offers a range of functionalities to handle various aspects of
student record management, including adding new students, displaying records,
entering and calculating marks, searching for specific records, deleting records,
and editing student information
This whole project is design in C programming language and different variables and
strings have been used for the development of this project. This is a console
application without using any graphics features and it is easy to understand and to
use by users. The design is so simple that users won‟t find it difficult to use and
navigate.
It enables educational institutions to maintain accurate and up-to-date records of their
students, including personal information and academic performance. The program
ensures data integrity, security, and easy accessibility.
A student management system (software) project is a web-based platform that allows
schools and universities to take student data online for improved management and
transparency. This project report for student management system will give you a
broader knowledge of the system description including its’ abstract, proposal,
documentation, and source codes.

Key Words:

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 ACKNOWLEDGEMENT

We are very grateful to our supervisor Jaya Raj Joshi for his constant
encouragement, cooperation and guiding us through this project. We would like to
thank our friends of Bachelor of Information Technology from our batch as well as
the seniors who helped us a lot.

The desired success obtained during this project work wouldn't have been attained
without the facilities and other guideline provided by Head of Department Er. Utsab
Pokherel.

I extend my heartfelt appreciation to the faculty members of [HWHIC] for their valuable
feedback and suggestions during the development of the SDBMS. Their input has greatly
contributed to the refinement and improvement of the system.

I am also grateful to my colleagues and friends who have provided support,

encouragement, and valuable discussions throughout the development process. Their
insights and perspectives have helped me overcome obstacles and refine the system.
Last but not least, I would like to express my deep appreciation to all the users who
have participated in the testing and evaluation of the SDBMS. Their valuable feedback
and suggestions have played a vital role in identifying areas for improvement and
ensuring the system meets the requirements of the end-users.

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 Table of Contents

1.Introduction
1.1 Background
1.2 Objective
1.3 Scope

2.System Architecture
2.1 High-Level Overview
2.2 Components
2.3 Data Flow

3.Functionalities
3.1 Login Interface
3.2 Add New Students
3.3 Display Student Records
3.4 Enter and Calculate Marks
3.5 Display GPA
3.6 Search Student Record
3.7 Delete Student Record
3.8 Edit Student Record
3.9 Exit
4.Implementation Details
4.1 Technologies Used
4.2 File Handling
4.3 Data Structures
4.4 Functions and Modules
5.User Interface Screenshots
5.1 Login Interface
5.2 Main Menu
5.3 Add New Students
5.4 Display Student Records
5.5 Enter and Calculate Marks
5.6 Display GPA
5.7 Search Student Record
5.8 Delete Student Record
5.9 Edit Student Record
6.Conclusion
7.Future Enhancements
8.References
 LIST OF FIGURES

Figure 1: System Architecture

Figure 2: Data Flow Diagram
Figure 3: Login Interface
Figure 4: Main Menu
Figure 5: Add New Students - Admin Input Form Figure 6: Display Student Records
Figure 7: Enter and Calculate Marks -Admin Input Form Figure 8: Display GPA
Figure 9: Search Student Record - Admin Input Form Figure 10: Delete Student Record - Admin Input Form Figure
11: Edit Student Record - Admin Input Form

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LIST OF TABLES

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 LIST OF ABBREVIATIONS

SDBMS: Student Database Management System

GPA: Grade Point Average

UI: User Interface

DBMS: Database Management System

CRUD: Create, Read, Update, Delete

GUI: Graphical User Interface

API: Application Programming Interface

CSV: Comma-Separated Values

PDF: Portable Document Format

SQL: Structured Query Language

IDE: Integrated Development Environment

RAM: Random Access Memory

CPU: Central Processing Unit

GUI: Graphical User Interface

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 CHAPTER ONE: INTRODUCTION

1.Introduction
The Student Database Management System (SDBMS) is a software application designed to
efficiently manage student records in educational institutions. It provides a comprehensive solution
for storing, organizing, and retrieving student information, including personal details, academic
records, and other relevant data. The SDBMS aims to streamline administrative tasks and enhance
the overall management of student records.
In educational institutions, maintaining accurate and up-to-date student records is crucial for
effective administration and decision-making. Traditional methods of record-keeping, such as
manual paper-based systems, are prone to errors, time-consuming, and difficult to manage. With the
advancement of technology, the need for a more efficient and automated system has become
evident.
The SDBMS offers a range of functionalities to handle various aspects of student record
management. It provides a secure login interface to ensure authorized access to the system,
protecting sensitive student data from unauthorized users. Administrators can add new students to
the database by entering their program, name, roll number, address, and phone number. The system
utilizes file handling techniques to store and retrieve data from external files, ensuring persistent
storage and easy access to student records.
One of the key features of the SDBMS is the ability to enter and calculate marks for different
subjects. This functionality allows educators to record and track students' academic performance.
The system also incorporates a GPA calculation module, which automatically converts the entered
marks into a Grade Point Average, providing a standardized measure of academic achievement.

1.1 Background of the Study

In today's fast-paced educational environment, managing student records efficiently is a critical task
for educational institutions. Traditional manual methods of record-keeping, such as paper-based
systems, have proven to be cumbersome, time-consuming, and prone to errors. The need for a more
streamlined and automated approach to student record management has led to the development of
the Student Database Management System (SDBMS).

The SDBMS addresses the challenges faced by educational institutions in organizing, storing, and
retrieving student information. It leverages technology to provide a centralized and structured
database that simplifies the management of student records. By digitizing and automating the
record-keeping process, the SDBMS enhances data accuracy, accessibility, and security.
The growth of educational institutions, both in terms of student enrollment and academic programs,
has further emphasized the need for an efficient student record management system. As the number of
students increases, the volume of data to be managed grows exponentially. It becomes increasingly
challenging for administrators and educators to manually handle the vast amount of information
associated with each student, including personal details, academic records, attendance, and other
relevant data.

Moreover, the dynamic nature of student information necessitates the ability to update and retrieve
records in real-time. Timely access to accurate and up-to-date student data is vital for making informed
decisions, tracking academic progress, generating reports, and providing personalized support to
students.

The SDBMS not only simplifies the storage and retrieval of student records but also offers additional
functionalities to enhance administrative processes. These functionalities include the ability to
calculate Grade Point Average (GPA) based on entered marks, search for specific student records
based on various criteria, and perform editing and deleting operations to manage changes and updates
effectively.
By implementing the Student Database Management System, educational institutions can streamline
their administrative tasks, reduce paperwork, and improve overall efficiency. The system provides a
user-friendly interface that allows authorized personnel to access and manage student records securely.
It acts as a centralized repository of student information, enabling quick and accurate retrieval of data
as and when required.

In conclusion, the development of the Student Database Management System (SDBMS) is a response
to the growing need for efficient student record management in educational institutions. By embracing
technology and automation, the SDBMS simplifies administrative tasks, enhances data accuracy, and
improves the overall management of student records. It empowers educational institutions to focus
more on supporting students' academic journey and providing personalized assistance based on their
individual needs.
1.3 Objectives
The project is with the main aim of meeting the following objectives
• To design an automated student database management system that is
window-based system using C programming language secured by username
and password.
• The primary objective of the SDBMS is to provide a centralized and
efficient system for managing student records.
• It provides functionalities to add new students, enter and calculate marks,
display GPA, search for specific records, delete records, and edit student
information.
• By minimizing human errors and inconsistencies, the system provides
reliable and trustworthy student records
• It accommodates a growing number of students and academic programs,
allowing for the efficient management of student records across different
departments or faculties.

1.4 scope
Scope of the Student Database Management System (SDBMS):-
• Student Record Management: The SDBMS focuses on the management of
student records, including personal details, academic records, attendance,
and other relevant information. It provides a centralized repository to store
and organize this data efficiently.
• User Authentication and Security: The system ensures secure access to the
database by implementing user authentication mechanisms. Only authorized
users with valid credentials can log in and perform operations, ensuring the
confidentiality and integrity of student records.
• Data Entry and Updates: The SDBMS allows administrators to add new
students to the database by entering their program, name, roll number,
address, and phone number. It also enables updates to existing student
records, such as changes in contact information or academic details.
• Marks Entry and GPA Calculation: The system provides functionality to
enter subject marks for students, such as for C-programming, mathematics,
FOIT, social science, and English. It automatically calculates the Grade
Point Average (GPA) based on the entered marks, providing a standardized
measure of academic achievement.

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 CHAPTER TWO: SYSTEM ARCHITECTURE

2.1 High-Level Overview:-

The Student Database Management System (SDBMS) is a software application
designed to efficiently manage student records in educational institutions. It provides
a centralized database where administrators can store, organize, and retrieve student
information, including personal details, academic records, attendance, and other
relevant data.
At a high level, the SDBMS consists of the following key components:
 User Interface:- The system offers a user-friendly interface that allows
authorized users, such as administrators, teachers, and staff, to interact with the
database. The interface provides menus, forms, and options to perform various
operations, including adding new students, entering marks, searching for
records, and generating reports.
 Data Storage:- The SDBMS utilizes a database management system to store
student records. It employs structured data storage techniques, such as tables, to
organize the information in a logical and efficient manner. The database stores
data related to student profiles, academic records, attendance, and other relevant
attributes.
 User Authentication and Access Control:- To ensure data security, the SDBMS
incorporates user authentication mechanisms. Only authorized users with valid
credentials can log in to the system and access the student records. Access
control mechanisms restrict users from performing operations they are not
authorized to perform, maintaining data confidentiality and integrity.
 Data Entry and Updates:- Administrators can add new student records to the
database by entering relevant information, such as program, name, roll number,
address, and phone number. The system allows for updates to existing records,
facilitating changes in contact information or academic details. Data validation
techniques ensure the accuracy and integrity of entered information.
 Marks Entry and GPA Calculation:- The SDBMS provides functionality to
enter subject marks for students in various courses. Common subjects, such as
C-programming, mathematics, FOIT, social science, and English, may be
included. The system automatically calculates the Grade Point Average (GPA)
based on the entered marks, providing a standardized measure of academic
achievement.
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2.2 Component:-
Components of a Student Database Management System (SDBMS):

User Interface (UI):- The user interface component provides an interactive platform for users to interact
with the SDBMS. It includes menus, forms, buttons, and other graphical elements that facilitate user
input and system navigation.

Database Management System (DBMS):- The DBMS component is responsible for managing the storage,
organization, and retrieval of student data. It handles tasks such as data storage, data modeling,
indexing, querying, and ensuring data integrity.

User Authentication and Access Control:- This component manages user authentication and access
control mechanisms. It verifies user credentials, such as username and password, and grants appropriate
access privileges based on user roles and permissions.

Student Registration Module:- The student registration module allows administrators to add new
students to the system. It captures student information, such as name, roll number, program, address,
contact details, and other relevant data.

Grade Point Average (GPA) Calculation Module:- This component automatically calculates the Grade
Point Average (GPA) based on the entered marks or grades. It applies the appropriate grading scale and
weightage to calculate the GPA, providing a standardized measure of academic achievement.
 CHAPTER THREE: FUNCTIONALITIES
Functionalities of the Student Database Management System (SDBMS) include:

Login Interface: The SDBMS incorporates a login interface that prompts users to enter their
username and password. The interface ensures secure access to the system and allows only
authorized users to proceed further.

Add New Students: This functionality allows administrators to add new student
records to the database. It prompts the user to enter details such as program,
name, roll number, address, and phone number. The information is then stored in
the database for future reference.

Display Student Records:

The system provides the ability to display student records.
Administrators can view and access the stored information, including personal
details and academic records, in a structured format.

The SDBMS allows for the entry of subject marks for

Enter and Calculate Marks:
students. It prompts the user to enter marks for subjects such as C-programming,
mathematics, FOIT, social science, and English. Once the marks are entered, the
system automatically calculates the Grade Point Average (GPA) based on
predefined grading criteria.

Display Marks in GPA: Thisfunctionality enables the display of the calculated GPA
for each student. The system presents the GPA alongside the respective subject
marks, providing a standardized measure of academic achievement.

Search Student Record:The SDBMS includes a search functionality that allows users
to search for specific student records based on criteria such as program, roll
number, or name. This feature helps administrators locate and retrieve student
information quickly and efficiently.

Delete Student Record: Administrators can delete student records from the database
using this functionality. It allows for the removal of records for students who
have withdrawn or completed their studies, ensuring data accuracy and reducing
clutter in the database.

The system provides the ability to edit and update student

Edit Student Record:
records. Administrators can modify information such as contact details, address,
or academic records for individual students. This functionality allows for the
maintenance of up-to-date and accurate student information.

Exit: The exit functionality allows users to gracefully exit the SDBMS
application. It ensures proper closure of the system and any associated processes,
saving any unsaved data or changes before exiting.
3.4 Function
Function is a is a group of statements that together perform a task. Every C program
has at least one function, which is main (), and all the most trivial programs can define
additional functions. ... A function declaration tells the compiler about a function's
name, return type, and parameters.

In our program we have mainly used the function to merge different file in a file. The
function like void addrecord (), void viewrecord (), void editrecord (), void
editpassword (), void deleterecord () are used in our program.

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 CHAPTER FOUR: METHODOLOGY

4.1 Algorithm of the Model Steps

I. Start the software

• Enter user ID and password:
• If user id and password, then the user can enter the program menu.
• If user id doesn‟t match, then re-enter option is given.
II. Display Main Menu
• Add newStudent
• Display StudentRecord
• search StudentRecord
• Delete StudentRecord
• Edit StudentRecord
• Exit
III. Add newStudent
• Enter program:
• Enter Name:
• Enter Roll_No:
• Enter Address:
• Enter Phone:
IV. Display StudentRecord
• Program:
• Name:
• Roll_No:
• Address:
• Phone:
V. Search StudentRecord
• Enter password
• Date and time
• Name
• Edit
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 VI. delete StudentRecord
• Enter the Roll_No
• follow the details if roll_no found in file
• Delete the record
VII. Edit StudentRecord
• Enter Rol_No:
• if roll_no found then edit the record:
VIII. Exit
• Exit the program

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4.2 Block Diagram

Figure 1: Block Diagram

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 CHAPTER FIVE: USER INTERFACE SCREENSHOTS

5..1 Login Interface:

simpleas
Here's an outline of the user interface for the Student Database Management
System (SDMS):

5.1.1Login Page
5.1.1 Login Interface:
• Prompt the user to enter their username and password.
• Use asterisks (*) to hide the password input.
• Validate the username and password for authentication.
• If the credentials are correct, proceed to the main menu. Otherwise,
display an error message.

Figure 2: Login Page

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5.2Main Menu:
• Display a menu with the following options:
• Add New Student: Allows the user to enter details for a new student and add them to the
database.
• Display Student Record: Shows the records of all students in the database.
• Enter & Calculate Marks: Enables the user to input marks for subjects and calculate the GPA for
a specific student.
• Display GPA: Shows the GPA of a specific student based on their marks.
• Search Student Record: Allows the user to search for a student record using roll number or
name.
• Delete Student Record: Enables the user to delete a student record from the database.
• Edit Student Record: Allows the user to edit the details of a specific student.
• Exit: Terminates the program.

Figure 3: Main Menu

5.2 Add NewStudent:

• Prompt the user to enter the program, name, roll number, address, and
phone number of the new student.
• Validate the input and add the student to the database file.
• Display a success message upon successful addition.

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figure4: Add New Student
5.4 Display Student Record:
• Retrieve all student records from the database file and display them in a
formatted manner.
• Show program, name, roll number, address, and phone number for each
student.

Figure 5: Display Student Record

5.5 Enter & Calculate Marks:

Prompt the user to enter the marks for subjects such as C programming, Mathematics,
FOIT, and Social English for a specific student.
Calculate the GPA based on the entered marks.
Store the marks and GPA in the database file.

figure 6: Enter & Calculate Marks

 5.5 Display GPA:
Prompt the user to enter the roll number of a student.
• Retrieve the stored marks from the database file and calculate the
GPA for that student.
• Display the GPA to the user.

In this section the user must enter the password, then the user can enter the
edit record section. Then the user will be able to edit the record.

5.1.6 Delete Record

figure 7:Display GPA

5.6 Search Student Record:

• Prompt the user to enter the roll number or name of the student they
want to search for.
• Search the database file for the specified roll number or name and
display the matching record if found.

Figure 8:Search Student Record

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5.7 Delete Student Record:
Prompt the user to enter the roll number of the student they want to delete.
Remove the corresponding record from the database file.
Display a success message upon successful deletion.

figure 9: Delete Student Record

5.8 Edit Student Record:

Prompt the user to enter the roll number of the student they want to edit.
Allow the user to modify the program, name, roll number, address, or phone number of the
selected student.
Update the corresponding record in the database file.
Display a success message upon successful modification.

figure 10: Edit Student Record

 CHAPTER SIX: CONCLUSION
6. Conclusion

The conclusion of studying Database Management Systems (DBMS) can vary

depending on the specific context and objectives of the study. However, here are
some general conclusions that can be drawn from studying and working with DBMS:
• Data organization and management: DBMS provides a structured and organized
way to store, retrieve, and manage data. By studying DBMS, one gains an
understanding of data modeling, normalization, indexing, and other techniques
to efficiently store and retrieve information.
• Data integrity and consistency: DBMS ensures data integrity by enforcing
constraints and providing mechanisms for data validation. It allows for the
implementation of business rules and ensures that the data remains consistent
and accurate throughout various operations.
• Improved data accessibility: DBMS provides a query language (such as SQL)
that allows users to easily access and retrieve data from databases. It enables
efficient searching, sorting, and filtering of data, making it easier to retrieve
information as needed.
• Concurrent data access and transaction management: DBMS facilitates
concurrent access to data by multiple users or applications while ensuring data
integrity. It provides transaction management features, such as ACID properties
(Atomicity, Consistency, Isolation, Durability), to maintain data consistency and
reliability.
• Data security: DBMS offers various security features, including user
authentication, authorization, and encryption, to protect sensitive data from
unauthorized access or modification. Studying DBMS helps understand these
security mechanisms and best practices for securing data.

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7.Future Enhancement
When considering future enhancements for your SDBMS (Secure Database Management System), here
are some potential areas to focus on:
• Enhanced Security Features: Continuously improving security is crucial for any database
management system. Explore ways to strengthen authentication mechanisms, implement
advanced encryption techniques, and enhance access control to protect data from evolving
security threats.
• Real-time Data Processing: Explore options to incorporate real-time data processing capabilities
into your SDBMS. This can involve integrating technologies like Apache Kafka or Apache Flink
to enable real-time data ingestion, processing, and analytics.
• Cloud Compatibility and Migration: Consider making your SDBMS compatible with cloud
platforms to leverage the benefits of scalability, flexibility, and cost-efficiency offered by cloud
computing. Additionally, provide tools and guidelines for users to migrate their existing databases
to the cloud seamlessly.
• User-Friendly Interfaces and Visualization: Enhance the user experience by developing intuitive
and user-friendly interfaces for database administration, query building, and data visualization.
This will make it easier for users to interact with the SDBMS and derive insights from the data.
• Machine Learning and AI Integration: Explore opportunities to integrate machine learning and
artificial intelligence capabilities into your SDBMS. This can involve incorporating features like
automated data classification, anomaly detection, and predictive analytics to enhance data
management and decision-making processes.

8. REFERENCES
Dharma Raj Pattarkat, Bibek Shah & Ayuscal Sdhai (2022). "Student Database
Management System Design Principles." Proceedings of the Purbianchal Universitty
(PU) on Database Management System

For books:
Gupta, S., & Jones, M. (2019). "Database Systems: Concepts, Design, and
Implementation." ABC Publishing.

For online resources:

"A Comprehensive Guide to Database Management System." Database Journal.

Retrieved from https://en.wikipedia.org/wiki/Student_information_system

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