COMPUTERIZED TRANSCRIPT MANAGEMENT SYSTEM

A CASE STUDY OF CARITAS UNIVERSITY

BY

IWUAGWU CHUKWUEMEKA SAMUEL

CST/2009/336

SUBMITTED TO THE DEPARTMENT OF COMPUTER SCIENCE &

INFORMATION TECHNOLOGY
CARITAS UNIVERSITY, ENUGU.

IN PARTIAL FULFILMENT OF THE REQUIREMENTS FOR THE AWARD

OF (B.S.C) IN COMPUTER SCIENCE

JULY, 2013

i
 APPROVAL PAGE

This is to certify that this work, carried out under the supervision
of Mrs

Chinonso Ibegbulem, has been read and accepted as meeting the req
uirement

for the award of Bachelor’s Degree in Computer Science and Infor

mation

Technology, at Caritas University, Amorji-Nike, Enugu.

……………………………… …………………….

Mrs. Chinonso Ibegbulem Sign/Date

(Supervisor)

………………………………. …………………….

Dr. ARINZE NWAEZE Sign/Date

(Head of Department)

……………………………………

………………………

Dr. B.O.N EKECHUKWU Sign/Date

(External Examiner)
 ii

DEDICATION

This work is dedicated to my lovely parents Mr. & Mrs. IWUAGW

U for

their help and supports both financially and otherwise to make thi
s work

a success. I am also dedicating this work to my friends and colle

agues

and well-wishers who tirelessly read and gave me guidance thro

ughout

this work.
 iii

ACKNOWLEDGEMENT

My gratitude goes to God Almighty for his grace, kindness

, and

love upon my life. My project supervisor, Mrs. Chinonso Ibegbule

m for

her understanding and guidance. To my Head of department

and

lecturers in computer science and information technology departm

ent.

I am also using this medium to say a big thank you to my l

oving

parents Mr. & Mrs. SAMUEL IWUAGWU for their support toward
s my

pursuit for academic excellence. To my brothers and sisters for

their

encouragement and prayers. My sincere appreciation also goes

to my

course mates who directly or indirectly affected my life in the pr

ogress

of this work.
 I won’t fail to acknowledge the admirable support and

encouragement of my friends Mc Donald, Tega, patrick, Elroy, Nn

amdi,

Nissi, Emerie, Godgift, joseph, my roommates, and many others

for

their prayers and support throughout the period of this work.

iv

ABSTRACT

This project is a computerized information management for tra

nscript
management which will help to over-come the undesirable pr
oblem
associated with misplacement of student records, student’s grade
s, slow
and strenuous accessibility of student report and record, inac
curate
record keeping and poor information management within the sc
hools.
Here the aims and objectives of the study will be easily retrieve
d with
increased data security, and there will be reduction in the amo
unt of
resources, which will lower the cost of processing of student tran
script,
since information is stored in a database with reduced data redun
dancy.
This will also prevent over-working of personnel and reduce i
n the
bulkiness of file and record. This program developed/
designed will
ensure easy flow of information in the school (caritas university
), and
accurate information management in all school.

TABLE OF CONTENT

Title -- - - - - - - - - - - -i
Approval page - - - - - - - - - -ii
Dedication - - - - - - - - - - -iii
Acknowledgement - - - - - - - - -iv
Abstract - - - - - - - - - - -v
Table of content - - - - -- - - - - -vi
CHAPTER ONE
1.0 Introduction - - - - - - - - -1
1.1 Background of the study - - - - - - -3
1.2 Statement of Problem- - - - - - - -4
1.3 Aims and Objectives of the Study - - - - --5
1.4 Significance of the Study - - - - - - -- -6
1.5 Scope of the Study - - - -- -- - - - -6
1.6 Limitation of the Study - - - - - - --6
1.7 Organization of Work - - - - - - - -6
CHAPTER TWO
LITERATURE REVIEW
2.0 Information Management - - - - - - -8
2.1 The role of management information system in decisions ma
king in
the university - - - - - - - - 14
CHAPTER THREE
RESEARCH METHODOLOGY AND SYSTEM ANALYSIS
3.0 Definition of System Analysis - - - - - 18
3.1 Aims of System Analysis - - - - - - 18
3.2 Analysis of the old System of Transcript Information
System - - - - - - - - - 19

vi

3.3 Problem associated with old System - - - - -19

3.4 The need for a new system- - - - - - 20
CHAPTER FOUR
SYSTEM DESIGN
4.0 System Design - - - - - - - - 21
4.1 Input Design - - - - - - - - - 21
4.2 Output Design - - - - - - - - 23
4.3 Processing Design - - - - - - - - 24
4.4. Overview of Database Design - - - - - - 28
CHAPTER FIVE
SUMMARY, RECOMMENDATION AND CONCLUSION
5.0 Summary - - - - - - - - - 35
5. 1 Conclusion- - - - - - - - - 35
5.2 Recommendation - - - - -- - - - 36
References - - - - - - - - - 37
Appendixes - - - - - - - - - 39
Appendix interface - - - - - - - - 55

vii

CHAPTER ONE

1.0 INTRODUCTION

There were three fundamentally distinct education systems in Nig

eria in
1990. The indigenous system, Quranic Schools and formal Euro
pean-

style education institutions. In the rural areas where the majority

lived,

children learned the skills of farming and other work, as well a

s the

duties of adulthood, from participation in the community, this p

rocess

was of ten supplemented by age based schools in which grou

ps of

young boys were instructed in community responsibilities by

mature

men. By the 1970s, education experts were asking how the sy

stem

could be integrated into the more formal schooling of the young, b

ut the

question remained unresolved by 1990.

Western-style education came to Nigeria with the missionaries

in the

mid-Nineteenth century. Although the first mission school was fo

unded

in 1843 by Methodists, it was the Anglican Church missionary s

ociety

that pushed forward in the early 1850s to found a chain of missio

ns and

schools. Followed quickly in the late 1850s by the Roman Catho

lics in
1887 in what is now Southern Nigeria, an education departmen
t was

founded that began setting curricum requirement and admini

stered

grants to the mission societies. By 1914, when North and South

were

United into one colony, there were fifty-nine government and

ninety-one

mission primary schools in the South; all eleven secondary sc

hools,

except for king’s college in Lagos, work run by the missions.

The education system focused strongly on examinations. In

1916

Fredrick Lugard, first governor of the Unified Colony, set up a s

chool

inspectorate. Discipline, building and adequacy of teaching staff

were to

be inspected, but the most points given to a school’s performanc

e went

to the numbers and ranking of it’s examinations results. This str

ess on

examination was still used in 1990 to judge educational results

and to

obtain qualification for jobs in government and the private sector.

As more information is made available in a variety of formats and

media

and in a variety of locations, the need to manage informatio

n/data

efficiently becomes more and more critical. Both staff and public
users

want access to stored information and want to access it more effic

iently.

It is the university policy to improve both the efficiency

and

effectiveness of result processing operations (student record/

grades),

and services through the implementation of A computerized tra

nscript

management system.

1.1 Background of the study

Caritas university, Amorji Nike, Enugu, is a private university ap

proved

by the federal government of Nigeria on December 16, 2004. it

was

officially opened on January 21, 2005 by the Federal Ministr

y for

Education, Prof. Fabian Osuji, the formal opening was on Januar

y 31,

2005. The pioneer students of 250 matriculated on May 28, 20

05 in

beautiful ceremony that attracted dignitaries both church and st

ate. It

is the second Catholic University in Nigeria founded by Rev. Fr.

Prof.

Emmanuel Paul Matthew Edeh CSSP, OFR. Although he founded

the

school, the proprietor of the University is the congregation of siste

rs, the

Saviour, a religious congregation of Nums founded by him.

The vision of Caritas university is to reserve some of our wanderin

g and

teaming youth from further slide into academic and moral deca
y, and

development and transformation of our society through soun

d and

adulterated education. It’s mission is to discover, sanctify and ap

ply the

knowledge of science, environment central and engineering for

human

well-being and sound development of man for better society.

Caritas university’s goal is to give efficacy to the university’s mo

tto and
to it’s philosophy of education. We embrace not only sound edu
cation

for professional skills and competency in various fields; but also m

aintain

strict discipline. We train the mind, body, soul and spirit in the ex
ercise

of obedience and self control. The students must not only

be

intellectually and professionally prepared for different tasks and r

oles in

the world, they must also be morally equipped to face the world
itself

with all its tensions, conflicts, challenges and contradictions, we a

chieve

this with the help of God Almighty who is with us always.

The philosophy is to promote sound education for professional skil

ls and

competencies in various fields with strict discipline. By discipli

ne the

university meant the training of the mind, body and soul and sp
irit to

obedience and self control. Also to prepare the students t

o be

intellectually and professionally sound for different tasks and roles

in the
word with its tensions, conflict, challenges and contradictions.

The university operates faculty system. Presently, the unive

rsity

operates six faculties. Education and Arts, Engineering, Environ

mental

Sciences, Management, Social Sciences and Natural Sciences.

1.2 Statement of Problem

This project research was conducted exclusively conducted in a

caritas

university located in a highly populated area that attends to too

many

students at a time, hence this research was able to track proble

m such

as misplacement of student records, student’s grades, slow

and

strenuous accessibility to students report and record, inaccurate

record

keeping and poor information management within the schools.

1.3 Aims and Objectives of the Study

The aim of this study is to identify the problems inherent in the e

xisting
system of transcript management systems, and to proffer a rem
edy to

the existing problem. The solutions are as follows:

 Record and reports of students will be easily retrieved with incr

eased

data security.

 There will be reduction in the amount of resources, which in tur

n will

lower the cost of processing of student’s transcripts, since infor

mation

will be stored in a database with reduced data Redundancy.

 School personnel can attend to many student without being

over

worked.

 There will be reduction in time used in retrieval of student’s files

.

 Reduction in bulkiness of files and record.

 It will make available the storage room that was used for stora
ge of

files.

1.4 Significance of the Study

The project research haven’t identify the problem that was exist
ing in

the old system of operation , is designed specifically to come up

with a

more resound and effective system that will not only countera
ct this

problem but also provides a detailed future plan that will give ro
om for

more information technological improvement in the transcript sect

or.

1.5 Scope of the Study

This research work are limited to providing a digital trans

cript’s

information management system that will handle electronicall

y both

students and staff record , to enable easy accessibility and infor

mation

flow within the university.

1.6 Limitation of the Study

This research work is limited to providing a more reliable infor

mation

management system that will handle electronically the record o

f both

student and staff within the university.

1.7 Organization of Work

This project work was arranged specifically arranged in chapters,

hence

it follows the order: Chapter One: General Introduction, Chapter

Two:

Literature Review, Chapter Three: System Analysis, Chapter

Four

System Design, and System Implementation, Chapter five: Sum

mary,

Conclusion and Recommendation.

 7

CHAPTER TWO

LITERATURE REVIEW

2.0 Information Management

The introduction of computer into information technology has ma

ssively

improved the information need of organization; the success o

f this

machine is dependent on the knowledge base. Therefore, one c

an be

prompted to ask aloud “what is a computer”? Funk E. C. (1980) d

efined

a computer as an electronic device that can perform automatical

ly and

at a high speed a sequence of logical operations accordin

g to

instructions given to it inform of a pre-arranged program.

Another author, Anigbogu, S.D. (2000) defined a computer a

s an

electronic device capable of accepting data and instructions, pro

cessing

the data based on the instructions to generate result or output in

such a

manner that is yet to be equaled by any other known machine t

o man

kind.

Similarly, another author Chimezie, F.O. (1990) defined it by sayin

g that

“computers are looked upon as obedient servants who are ever re

ady to

free man from tedious procedures and produce results as compare

d with

human computing time”.Yet another author, Obilikwu, P. (199

5)

defined computer as a machine that is capable of accepting inpu

t data,

store and process the data based on instructions given by the co

mputer

user and in this way produce expected results, generally called out
put.

These definitions of computer would lead us to answer the qu

estion
“what is a program?. In his definition, Obilikwu, P. (1995) defin
ed a

program as a sequence of instructions given to the computer to p

erform

a specific operation. From Encarta Encyclopedia, computer progra

m is a

set of instructions that directs a computer perform some proc

essing

function or combination of functions.

This above definitions of computer clearly demonstrated the li

mitless

area of operation of computer in as much as such task is program

mable

computer is applicable in virtually all areas of human endeavour r

anging

from Agriculture, education, business, sports, entertainment, me

dicine,

constriction and military etc.

French, C.S. (1992) in his book titled “Computer Science” fourth e

dition,

he relates the relevance of computer to management and stated

that “a

company needs information in which to base decisions concerni

ng the

current operations and future plans. It requires the information

to be

timely and accurate”. He then cited the example of the use of co

mputer

in the area of management control to production and stated “prod

uction

must be able to respond quickly to changes in demand and

other

circumstances to do so requires the provision of up to date infor

mation

which is accurate and timely”.

Aluko, A.O. (1991) in a paper stated that “in virtually any job wh
ether

cerical, technical, business or professional, whether it is a ba

nking,

medicine, education etc.Computers are useful tools” and th

at

“computers are tools with which we calculate, measure, assess,

store,

retrieve, regulate and monitor information. Hence, the blood and

life

wire of any system is information. A typical system (Educati

on,

management etc) cannot survive without good management infor

mation

system (MIS).

Managementinformation system (MIS) are information systems,

typically computer-based that are used without an organization.
The

concept of management information system is a complex v

ariable

although Murdick, R. (1971) simplified it when he said “there is pr

obably

no more challenging and diversified subject than management t

heory,

system theory and computer science”.

Computerization is a social process for proving access to and supp

ort for

computer equipment to be used in activities such as tea

ching,

accounting, writing, designing, circuits, file processing etc.

Computerization entails social choices about the level of appr

opriate

10

investment and control over equipment and expertise, as well as c

hoices

of equipments.

Dunlop and Kling (1991), bythe early 1990’s computing and

telecommunications accounted for half of the capital investment

s made

by private firms. However, paper (1980), Fergenbaum and McCo

rduck
(1983) and Yourdon (1986) stated that the most fervent advoca
tes of

computerization have argued that the actual pace of computeriza

tion in

schools, factories and homes is too slow.

Taylor (1980), computer-based education includes both com

puter-

assisted instruction programs that interact with students in a di

alogue

and a broader array of educational computer applications su

ch as

simulations or instruction. In computer programming, there is

major

national push for extended application of computer-based educa

tion at

educational levels.For example, in the mid 1980s private sev

eral

colleges and universities required all their freshmen students to

buy a

specific kind of micro computers, and other invested heavily in vis

ions of

“wired campus”.

Kling (1983), computer-based education has been promoted wit

h two

different underlying ideologies in all levels of education.

Some

educators argue that computer-based instructional approaches

can help.

Fulfill the traditional values of progressive education. The simula

tion of

11

intellectual curiosity, initiative and democratic experience. For

examples, Cyert (1984) has argued that computerized universiti

es are

qualitatively different than traditional universities. College studen

ts with

micro computers in their dorm room will be more stimulated to

learn

because they will have easy access to instructional materials an

d more

interesting problems to solve.

Papert (1979) argues that in a new computer base school cult

ivate,

students will no longer simply be taught mathematics. These

visions

portray an enchanted social order transformed by advanced com

puting

technologies. Other advocates are a bitless romantic, but not

less

enthusiastic.

For example, Cole (1972) argues. Because of the insatiable des

ire of

students for more and more information at a higher level of com

plexity

and more sophisticated level of utilization…. More effective me

ans of

communication must be used…. Computers can provide a unique

vehicle

for this transmission.

King (1986), others emphasize a labour – market pragmatism th

at we

label “vocational matching.” In this view people will need comp

uter

skills, such as programming, to compete in future labour markets

and to

participate in a highly automated society; a responsible school will

teach

some of these skills today.

12

Kling (1986), advocate of computer-based education promote a u

topian

image of computer-using schools as places where students lear

n in a

cheerful, cooperative setting and where all teachers can be supp

ortive,

enthusiastic mentors.

Hence, it is important to note that computer based education g

oes a

long way in helping the students as well as the staff to effectively

make

use of the computerized management system. It also help

s in

convincing the stakeholders of the importance and need for adopti

ng the

computerized transcript management system as it provides effecti

ve and

accurate handling of student’s files.

Therefore, a computerized transcript management system is us

ually a

system, which is implemented with a computer to achieve the

utmost

efficiency and desired goals. In well developed countries, w

here

education system are computerized. Thus a personalized softwar

e that

captures the entire education business process and makes all op

eration

accessible via the web, thus allowing schools to effectively ser

ve all

stakeholders students, lectures, administrators and percent. But

in this

case (Transcript Management System) it provides functionalities

including Grading, Records keeping, information management wit

hin the

school, easy retrieval and data security.

 13

2.1 THE ROLE OF MANAGEMENT INFORMATION SYSTEM IN

DECISIONS MAKING IN THE UNIVERSITY.

The role of information in decision making cannot be overempha

sized.

Effective decision making demands accurate, timely and re

levant

information. According to Aminu (1986), information resource is

one of

the major issues and indices of university planning. Where the re

levant

information required for planning are not available at the appro

priate

time, there is bound to be poor planning, inappropriate decision m

aking,

poor priority of needs, defective programming or scheduling of act

ivities.

Hence, the university system will not be efficient and effective

in it’s

operation. Poor management information system have been ide

ntified

as a bottleneck in the successful management of universities in

Nigeria

(NUC, 1987). The more complex an organization’s structure is,

the

greater the need for coordination within and between section

s and

departments. However, central to the needed coordination is

information. This view is buttressed by Murdick and Ross (1971),

when

they opined that: Information is absolutely essential to the survival

of an

organization. As organization grow, the pressure of scale, compl

exity

and an increased rate of change make adequate information proc

essing

capacity inevitable, if effective control, consequent upon coordin

ate of

individual activities is to be achieved.

14

Thus, the information needed for effective decision making in

universities cannot be provided from people’s often deficient me

mories.

Moreover, it is impossible to plan activities over a long period o

f time

effectively without effective information. Information is supposed

to be

created through the discipline of enquiry and research with

peer

moderation to ensure, validity and societal influence. The knowle

dge to

be created or established must be stored to ensure continuity of r

eason,

and adaptive academic pursuit. The stored information must t

hen be

recalled at will and be disseminated for use in taking decisions,

which

are in the interest of the society at large. According to Knight (2

005).

There are mechanisms that drive continuous investment in bric

ks and

mortar education and deny the expenditures that would establish

virtual

universities by means of telecommunication networks. Even if

they

wanted to, administrators are restricted in their freedom to move

in this

direction by traditional funding formulae. Promotion and te

nure

procedures are seen as banners in the universities. In many instit

utions,

the primary requirements for promotion and for tenure procedur

es are

publications in traditional journals and teaching in traditional class

rooms.

A major federal government contribution is it’s booster pl

an to

computerized information in the United Schools (Ekere, 1990).

With
these improvements, the information resource still presents a
major

15

issue on educational management in the country. Particularly wi

th the

universities, one wonders the essence of their acquiring commun

ication

gadgets and the scope of their applications. Studies have reveal

ed that

in most sophisticated organization both manual and computer

based

system are used; in fact both are held to be complementa

ry in

information handling procedures. (Sanders, 1

983). Obi (2003),

Fabunmi (2003) and Adebayo (2007) has stressed the nee

d for

management information systems in making effective decisi

ons in

education institutions. In recognition of the important role

of

information to the survival of the university system, the NUC intro

duced

the computerized management information system to the Ni

gerian

universities. The MIS idea was conceived during a conference joi

ntly
organized by NUC and the British Council in Kaduna in 1987.
In

conjunction with overseas Development Administration (ODA)

, the

project took in 1989 in four pilot universities, namely Federal Uni

versity

of technology, mina, and university of Ilorin, University of Lago

s and

University of Nigeria, Nsukka. The importance of MIS in decision

making

can be realized from its aims and objectives. The aim of MIS
is to

develop a viable system to maximize the effective use of moder

n data

approach to management practices. It is also aimed assisting ma

nagers

and operating personnel, to produce timely and accurate informati

on not

16

only to decide present and future operations, but also to pin

point

potential problems that need to be rectified. According to NUC (

1987),

the objectives of MIS project in the universities are:

a) To standardize the system of obtaining reports and stati

stical

information from the various universities on students,

stall,

financial matters and library.

b) To record such information on diskettes or tapes at the

universities

and send to NUC for budgeting, information storage, analysi

s and

retrieval purposes.

c) To ensure that such information are accurate and timely.

d) To organize information for planning, budgeting and dec

ision

making.

e) To help the universities put in place effective management

system

and improve utilization of resources.

Based on these objectives, it is expected that MIS will assis

t the

universities in decision making on various issues in their oper

ations.

To this end, efforts are made by the universities in the areas o

f the

acquisition and use of computers in information processing, co

mputer

literacy, establishment of computer services units among others

.
 17

CHAPTER THREE

RESEARCH METHODOLOGY AND SYSTEM ANALYSIS

3.0 Definition of System Analysis

System analysis is defined as the comprehensive study of an e

xisting

system to discover the areas of its functional limitation. This is th

e tool

that helps me a lot in gaining an understanding of the existing s

ystem

and what is required of it. It is a structural process that I use

d in

collecting and analyzing facts in respect to systems operati

on of

transcript information systems and procedures in order to get

a full

appreciation of the situation so that an effective comput

erized

information management system may be designed and implem

ented.

(Bill, 2009)

3.1 Aims of System Analysis

The best objectives of system analysis is to find the mode of ope

ration
of the existing system of transcript information and its limitation
so that

a computer based system can be designed and fully implemen

ted in

order to solve the problems associated with the existing system.

18

3.2 Analysis of the old System of Transcript Information

System.

Some secondary schools provide class rank and standardized scor

es on

student transcripts. Even if your high school provides Scholastic A

ptitude

Test (SAT) scores and AP test scores on a transcript, double-check

the

college application requirements. Colleges may require separate

reporting of SAT and AP test scores for verification purposes.

Mainly the process involves in processing of transcript is a very ma

nual

process, that involves movement of files from one location to anot

her,

and endless waiting for the authorization of the transcript, the cru
de
process starts from application for transcript in the registrar office,
and

the movement to the university bank for payment.

3.3 Problem associated with old System

During my analysis of the existing system of transcript infor

mation

system in the course of my Project Research, I observed some pro

blems

that were inherent in the existing system and there are listed bel
ow as

follows:

1. Monotonous storage of record

2. Bulkiness and heaviness of files

19

3. Misplacement of student grade record due to negligence on th

e part

of workers.

4. Slow and strenuous retrieval of records and report of students.

5. The system is not cost effective

6. Inaccurate diagnoses due to wrong record keeping

3.4 The need for a new system

Because of the problems inherent in the existing system in the tra
nscript

system, the need for computerization becomes imperatives. The

se are

listed below as follows:

 Record and reports of students will be easily retrieved with incr

eased

data security.

 There will be reduction in the amount of resources, which in tur

n will

lower the cost of medical service, since information will be store

d in a

database with reduced data Redundancy.

 School personnel can attend to students without being over wor

ked.

 There will be reduction in time used in retrieval of student files.

 Reduction in bulkiness of files and record.

 It will make available the storage room that was used for stora
ge of

files.

20

CHAPTER FOUR

SYSTEM DESIGN

4.0 System Design

This is the process of designing or building the new system after
a detailed

study of the objectives of schools. It is stage in which the researc

h actually

plans the life cycle of a system and all the work associated with t
he various

stages of the system life cycle. The main aim of this design is to
achieve a

new system that is better than the old system in terms of effici
ency and

service with the introduction of a computer aided system. The d

esign will

make extensive use of the menu driven approach, which routes pr

ogram of

interest and ensure that the user inputs is not inconsistent for ea
sy access

path information.

4.1 Input Design

4.1.1 Overview of Input Design

This involves the steps of algorithm that was used to design th

e input of

the new system i.e. inputting data into the system.

 21

First name middle name last name

Age gender address nationality

State occupation marital email

Telephone

Registration No. Faculty Department

Current Level Semester Grade Point Class

Fig1. Input Interface

 22

4.2 Output Design

4.2.1 Overview of Output Design

This design brings out the feedback of the result of any input that
is being

made in the system. The design is shown in just one form:

First name middle name last name

Age gender address nationality

State occupation marital email

Telephone

Registration No. Faculty Department

Current Level Semester Grade Point Class

 23

Fig2. Output Interface

4.3 Processing Design

4.3.1 Overall System

The need for computerized information management system f

or the

transcript process is of great importance, due to some of the pr

oblem

that were encountered with the old system due to that, in the cou
rse of

my Project Research, I tried to develop a system that will coun

teract

some of these problems, the system was built in Visual Basic.

Net, a

programming language that I termed will best solve most of the pr

oblem

that were encountered in the old system. The new system was de
signed

considering the evaluation of already existing process of infor

mation

processing, the system was not meant to add or remove fro

m the

already existing process, but it was meant to improve the way that
these

information are been processed, to enhance speed and accuracy

in the

system.

24

4.4.1.1 Overall System Flowchart

START

SPLASH SCREEN

PASSWORD

NO
IS PASSWORD STOP
PASSED

YES
MAINFORM

Add Department REGISTRATIO Search Profile

N

Tools
Fig3: The Whole System Flowchart

4.4.2 Input Processing

With respect to the input of data, it has to undergo certain degre

e of data

processing before it could give the required output with this at

hand we

can conclude that all input in this system needs to be processed.

25

4.4.2.1Flowchart: The flowchart below shows the input processin

g.

START

ADD STUDENT

VERIFY IF
STUDENT‘S
DATAARE
CORRECT
 REGISTRATION IS
SUCCESSFUL

STOP

26

Fig 4: Input Flowchart

4.4.3 Output Design

This is what is given out specifically when a particular data that is

inputted into the computer are processed, hence for output proces
s to

be complete and to take place effectively there is a necessity for t

he

input to be feed into the computer for processing to effectively tak

e

place.

4.4.3.1Flowchart: This shows the processing order of the system

output.

START

DISPLAY STUDENTDATA

IS STUDENT
DATA
DISPLAYED

STOP

27

Fig 5: OUTPUT FLOWCHART

DATABASE DESIGN

4.4. Overview of Database Design

This part actually portrays the database file that was used in this

program in order to

House and store information in the program, for this program to w

ork

effectively, there are many database that are used for used specifi
cally

for managing of the information and data of the program.

The databases that are in the program are stipulated below as foll
ows:

 Department and faculty

 Profile Table

 Semester Record

 User Data

SYSTEM IMPLEMENTATTION

4.5.1 Language Implementation

The need for computerized information management system is of

great

importance, due to some of the problem that were encountered wi

th the

old system due to that, in the course of my Project Research, I trie

d to

develop a system that will counteract some of these problems, the

system was built in Visual Basic 6.0, a programming language that

I

28

termed will best solve most of the problem that were encountered
in the

old system. The new system was designed considering the evaluat
ion of

already existing process of information processing, the system wa

s not
meant to add or remove from the already existing process, but it w
as

meant to improve the way that these information are been process
ed.

4.5.2 Input Specification

Hence in the input specification of the program, there are many

functions that are specifically designed to handle the input process

ing of

the program and ensure that it gets to database at any point in ti

me

after processing of the data. Some of the input specification of this

program is as follows: Add Department, Registration.

4.5.3 Add Department Form

Add Department: This is a form used specifically for addition o

f new

departments to the transcript system, and it also synced the

added

departments with other processes.

29
Fig 6: Admission Form

4.5.4 Output Specification

This has to do specifically with those controls and component that

are

responsible for the view of the result of the data stored in the data
base

after processing, this specification to be represented effectively in

the

program, there are some of the component of the program that po

rtrays

the output specification of the program and some of this compone

nts

are: Search, Profile, Approve.

4.5.5 Search: This tool is designed specifically to enhance

the

searching capability of the software, and also making the detail

more

clear for better understanding.

 30

Fig 7: Search Form

4.5.6 Implementation of the new system

Implementation is the period when the new system is put into us

e. For

the system Implementation to be effective, the following are

as of

activities were to be carried out Effective. They include:

 Conversion of old files

 Education and training of staff

 Change over procedure

31

4.5.7 Conversion of Files

This process involves converting records of physical files to ele

ctronic

files according to the laid down procedures. It requires plenty of

time

and carefulness because there are many files, where each files co
ntains

many records.

4.5.8 Education and Training of staff

It is vital that the staff of the user department have exte

nsive

knowledge of the new system functions. It is important for the eff

ective

use of the new system in the school

4.5.9 System Requirement

System requirement are those things, needed for the efficient wor
king of
the new system. These include:

 Software Requirement

 Hard Requirement

4.5.10 Software Requirement

Software refers to a set of program that is executable by the co

mputer

to perform a task. software requirement: are those software tha

t are

32

required by the new system for its effective function. Windo

ws XP

operating system is most preferable for the new system to functio

n.

4.5.11 Hard ware Requirement

Hardware refers to the physical component of the computer.

This

houses the software, the combinations of hardware and software i

s vital

for the effective running of the new system that was designe
d for

transcript management. The hardware requirements that are nee

ded for
the effective running of the new system are stipulated below as fol
lows:

 Monitor ( VGA,SVGA or LCD)

 Keyboard

 Pentium IV

 Server

 LAN Network

4.5.12 System Testing

System Testing completes the system work, which has been a

ble to

change the manual ways information management in school,

to a

computerized method. It serves as a great improvement, eliminati

ng the

inefficiency in the manual method.

33

4.5.13 System Installation

To use the system the following task should be performed, as

listed

below as follows:

 Plug the socket very well and all the connectors to the system.

 Boot your computer

 Run the program

34

CHAPTER FIVE

SUMMARY, RECOMMENDATION AND CONCLUSION

5.0 Summary

In the course of my Project Research, I find out that a computer

aided

information management makes it more convenient, efficien

t and

produces an accurate information management generally in all s

chools.

This is opposed to the manual method, which is stressful,

time

consuming prone to mistakes due to human nature and inconve

nient.

This will not only facilitate information processing in the school, b

ut will

go a long way in improving the overall general service of the univ

ersity,

since information department is the pillar post of the schools

5. 1 Conclusion

In conclusion, haven carried out a detailed and comprehensive re

search

on schools as institution , there by laying down the problems th

at this

institution faces as regards to information managementand

dissemination which in essence is one of the paramount nee

ds of

schools, a system was design which encompasses and counteract

many

of this problems that was observed on the old system, hence all s
chools

is now been advice to make use of this valuable tool to improv

e to a

35

great extent, the information requirement of this information wh

ich in

essence will improve efficiency.

5.2 Recommendation

Having seen the usefulness of a computer based information

management system to school, I recommend the following t

o the

schools, stipulated below as follows:

 They should computerize all the department of the school, to e

nsure

easy flow of information in the schools.

 They should ensure that all the staff of the user department
are

adequately trained to ensure smooth implementation of the

new

system.

 Even after computerization of the whole department, they e

nsure

that all the system are linked to one central local network,
protected
 with high security measures

 Advocate and educate stake holders and service providers t

o use

transcript’s information for planning.

 Formulation and development of policy guidelines on the u

se of

information, data collection.

36

REFERENCES

Anigbogu, S. O. (2000). Computer application and operation Firs

t
Edition. Awka, Anambra: Optimum Press.

Adebayo, F. A. (2007). Management Information System for Man

agers.
Ado Ekiti : Green Line Publishers.

Bill, T. (2009). Echrome Transcript Management System. London:

Princeton University Press.

th
Benly, H. C., & Brusell, G. C. (2009). School Computerization, 6
Edition. U.S.A: Kleen University Press.

Blementhal, S. C. (1969). Management Information System. Ne

w
Jersey: Prentice Hall Inc.

Caplinskas, A. (1996). Program Systems Engineering Fundamental

s.
Institute of Mathematics and Informatics, Vol. 2. Vilnius, Lit
erriania.

Electronic School Information. (2010). Retrieved on 2010-08-13.

From htt.p.//www.myschool.com.

Ekwere C.E. (1990). Evaluation of Management Information Sys

tem
in Universities. Lagos: Longman Publishers.

37

37

Simanaukas, L. (1997): Analysis of Informatics Systems. Vilnius,

Lithuania: Vilnius University Press.
 38

38

APPENDIX 1

FORM REGISTRATION CODE:

Imports System.Data.OleDb

Public Class frmRegistration

Const English As Integer = 2
Const GeneralBiology As Integer = 3
Const GeneralChemistry As Integer = 2
Const GeneralChemistryII As Integer = 3
Const PracticalChemistry As Integer = 1
Const ElemenatryMaths As Integer = 3
Const GeneralPhysics As Integer = 3
Const BasicPracticalPhysics As Integer = 1
Const IntroductionToStatistics As Integer = 3
Const NigerianCulture As Integer = 2
Const Biothics As Integer = 1
Dim tempEnglish, tempBiology, tempChemistry, tempChemistry
II,
tempPracticalChemistry, tempElementaryMaths As Integer
Dim tempGeneralPhysics, tempPracticalPhysics,
tempIntroductionStatistic, tempNigerianPeople, tempBiothics As In
teger
Dim tempCourseTotal As Integer
Dim tempGP As Decimal
Dim tempEnglishII, tempFrench, tempGeneralPhysicsII,
tempPhysicsLaboratory, tempBasicChemistry,
tempIntroductionComputer As Integer
Dim tempElementaryMathsII, tempElementaryMathsIII As Intege
r

Private Sub CalculateGetGP()

'get and map the grade point of txtenglish
If txtEnglish.Text = "A" Then
'return 5
tempEnglish = 5
ElseIf txtEnglish.Text = "B" Then
'return 4
tempEnglish = 4
ElseIf txtEnglish.Text = "C" Then
'return 3
39

tempEnglish = 3
ElseIf txtEnglish.Text = "D" Then
'return 2
tempEnglish = 2
ElseIf txtEnglish.Text = "E" Then
'Return 1
tempEnglish = 1
ElseIf txtEnglish.Text = "F" Then
'return 0
tempEnglish = 0
End If

'get the mark of txtbiology

If txtBiology.Text = "A" Then
'return 5
tempBiology = 5
ElseIf txtBiology.Text = "B" Then
'return 4
tempBiology = 4
ElseIf txtBiology.Text = "C" Then
'return 3
tempBiology = 3

ElseIf txtBiology.Text = "D" Then

'return 2
tempBiology = 2
ElseIf txtBiology.Text = "E" Then
'return 1
tempBiology = 1
ElseIf txtBiology.Text = "F" Then
'return 0
tempBiology = 0
End If

'get the mark for general chemistry

If txtChemistry.Text = "A" Then
'return 5
tempChemistry = 5
ElseIf txtChemistry.Text = "B" Then
'return 4
tempChemistry = 4
40

ElseIf txtChemistry.Text = "C" Then

'return 3
tempChemistry = 3
ElseIf txtChemistry.Text = "D" Then
'return 2
tempChemistry = 2
ElseIf txtChemistry.Text = "E" Then
'return 1
tempChemistry = 1
ElseIf txtChemistry.Text = "F" Then
'return 0
tempChemistry = 0
End If

'get the mark for General chemistry II

If txtChemistryII.Text = "A" Then
'return 5
tempChemistryII = 5
ElseIf txtChemistryII.Text = "B" Then
 'return 4
tempChemistryII = 4
ElseIf txtChemistryII.Text = "C" Then
'return 3
tempChemistryII = 3
ElseIf txtChemistryII.Text = "D" Then
'return 2
tempChemistryII = 2
ElseIf txtChemistryII.Text = "E" Then
'return 1
tempChemistryII = 1
ElseIf txtChemistryII.Text = "F" Then
'retturn 0
tempChemistryII = 0
End If

'get the mark of txtPracticalchemistry

If txtPracticalChemistry.Text = "A" Then
''return 5
tempPracticalChemistry = 5
ElseIf txtPracticalChemistry.Text = "B" Then
'return 4
41

tempPracticalChemistry = 4
ElseIf txtPracticalChemistry.Text = "C" Then
'return 3
tempPracticalChemistry = 3
ElseIf txtPracticalChemistry.Text = "D" Then
'return 2
tempPracticalChemistry = 2
ElseIf txtPracticalChemistry.Text = "E" Then
'return 1
tempPracticalChemistry = 1
ElseIf txtPracticalChemistry.Text = "F" Then
'return 0
tempPracticalChemistry = 0
End If

'get the mark of txtelementarymaths

If txtElementaryMaths.Text = "A" Then
'return 5
tempElementaryMaths = 5
ElseIf txtElementaryMaths.Text = "B" Then
'return 4
tempElementaryMaths = 4
ElseIf txtElementaryMaths.Text = "C" Then
'retrun 3
tempElementaryMaths = 3
ElseIf txtElementaryMaths.Text = "D" Then
'return 2
tempElementaryMaths = 2
ElseIf txtElementaryMaths.Text = "E" Then
'return 1
tempElementaryMaths = 1
ElseIf txtElementaryMaths.Text = "F" Then
'return 0
tempElementaryMaths = 0
End If

'get the mark of General Physics

If txtGeneralPhysics.Text = "A" Then
'return 5
tempGeneralPhysics = 5
ElseIf txtGeneralPhysics.Text = "B" Then
42

'return 4
tempGeneralPhysics = 4
ElseIf txtGeneralPhysics.Text = "C" Then
'return 3
tempGeneralPhysics = 3
ElseIf txtGeneralPhysics.Text = "D" Then
'return 2
tempGeneralPhysics = 2
ElseIf txtGeneralPhysics.Text = "E" Then
'return 1
tempGeneralPhysics = 1
ElseIf txtGeneralPhysics.Text = "F" Then
'return 0
tempGeneralPhysics = 0
End If

''get the mark of Basic Practical physics

If txtPracticalPhysics.Text = "A" Then
'return 5
 tempPracticalPhysics = 5
ElseIf txtPracticalPhysics.Text = "B" Then
'return 4
tempPracticalPhysics = 4
ElseIf txtPracticalPhysics.Text = "C" Then
'return 3
tempPracticalPhysics = 3
ElseIf txtPracticalPhysics.Text = "D" Then
'Return 2
tempPracticalPhysics = 2
ElseIf txtPracticalPhysics.Text = "E" Then
tempGeneralPhysics = 1
ElseIf txtPracticalPhysics.Text = "F" Then
'return 0
tempPracticalPhysics = 0
End If

'get the mark for Introduction statistical

If txtIntroductionStatistics.Text = "A" Then
'return 5
tempIntroductionStatistic = 5
ElseIf txtIntroductionStatistics.Text = "B" Then
43

'return 4
tempIntroductionStatistic = 4
ElseIf txtIntroductionStatistics.Text = "C" Then
'return 3
tempIntroductionStatistic = 3
ElseIf txtIntroductionStatistics.Text = "D" Then
'return 2
tempIntroductionStatistic = 2
ElseIf txtIntroductionStatistics.Text = "E" Then
'return 1
tempIntroductionStatistic = 1
ElseIf txtIntroductionStatistics.Text = "F" Then
'return 0
tempIntroductionStatistic = 0
End If

'get the mark of nigerians peoples and culture

If txtNigerianPeoples.Text = "A" Then
'return 5
 tempNigerianPeople = 5
ElseIf txtNigerianPeoples.Text = "B" Then
'return 4
tempNigerianPeople = 4
ElseIf txtNigerianPeoples.Text = "C" Then
'return 3
tempNigerianPeople = 3
ElseIf txtNigerianPeoples.Text = "D" Then
'return 2
tempNigerianPeople = 2
ElseIf txtNigerianPeoples.Text = "E" Then
'return 1
tempNigerianPeople = 1
ElseIf txtNigerianPeoples.Text = "F" Then
'return = 0
End If

'get the mark of

If txtBiothics.Text = "A" Then
'return 5
tempBiothics = 5
ElseIf txtBiothics.Text = "B" Then
44

'return 4
tempBiothics = 4
ElseIf txtBiothics.Text = "C" Then
'return 3
tempBiothics = 3
ElseIf txtBiothics.Text = "D" Then
'return 2
tempBiothics = 2
ElseIf txtBiothics.Text = "E" Then
'return 1
tempBiothics = 1
ElseIf txtBiothics.Text = "F" Then
'return 0
tempBiothics = 0
End If
'get the total score from each course
tempCourseTotal = tempEnglish + tempBiology + tempChem
istry
+ tempChemistryII + tempPracticalChemistry + _
 tempElementaryMaths + tempGeneralPhysics +
tempPracticalPhysics + tempIntroductionStatistic + _
tempNigerianPeople + tempBiothics
'get the current grade point of the student
tempGP = tempCourseTotal / 11
txtGradepoint.Text = FormatNumber(tempGP, 2)
End Sub
Private Sub SaveDataToDatabase()

'calling up a subrountine to compute the Gp before strorage

CalculateGetGP()
TRANSConnection()
Dim con As New OleDbConnection(connection)
Dim sqlcmd As String
con.Open()
sqlcmd = "INSERT INTO SEMESTERRECORD " & _

"(NAME,DATEOFBIRTH,LOCALGOVERNMENT,STATEOFORIGIN,RESID
EN
TIALADDRESS,TELEPHONENUMBER," & _

"NEXTOFKIN,RELATIONSHIP,REGISTRATIONNUMBER,FACULTY,DEPA
RT
MENT,CURRENTLEVEL," & _

45

"SEMESTER,CURRENTGRADEPOINT,ENGLISH,BIOLOGY,GENERALCH
EMI
STRY,GENERALCHEMISTRYII,PRACTICALCHEMISTRY," & _

"ELEMENTARYMATHS,GENERALPHYSICS,BASICPRACTICALPHYSICS,I
NT
ROSTATISTICS,NIGERIANPEOPLE,BIOTHICS)" & _
"VALUES('" & txtName.Text & "','" & txtDateofBirth.Text & "
','"
& txtLocalGov.Text & "','" & txtState.Text & "','" & _
txtResidentialAddress.Text & "','" & txtTelephone.Text & "',
'" &
txtNextofkin.Text & "','" & _
cboRelationship.Text & "','" & txtRegistrationNumber.Text
&
"','" & cboFaculty.Text & "','" & _
cboDepartment.Text & "','" & cboLevel.Text & "','" &
cboSemester.Text & "','" & txtGradepoint.Text & _
"','" & txtEnglish.Text & "','" & txtBiology.Text & "','" &
txtChemistry.Text & "','" & txtChemistryII.Text & _
"','" & txtPracticalChemistry.Text & "','" &
txtElementaryMaths.Text & "','" & txtGeneralPhysics.Text & _
"','" & txtPracticalPhysics.Text & "','" &
txtIntroductionStatistics.Text & "','" & txtNigerianPeoples.Text & "','
"&
txtBiothics.Text & "')"
Dim command As New OleDbCommand(sqlcmd, con)
Dim count As Integer = command.ExecuteNonQuery()
MsgBox("The record was saved successfully",
MsgBoxStyle.Information, "itranx")
btnConfirm.Text = "&Confirm"

End Sub

Private Sub btnCompute_Click(ByVal sender As System.Object,

ByVal
e As System.EventArgs) Handles btnCompute.Click
'calling up a sunrountine
CalculateGetGP()
End Sub

Private Sub btnConfirm_Click(ByVal sender As System.Object, B

yVal e
As System.EventArgs) Handles btnConfirm.Click
'calling up a subrountine
SaveDataToDatabase()
End Sub

46

Private Sub frmRegistration_Load(ByVal sender As System.Objec

t,
ByVal e As System.EventArgs) Handles MyBase.Load

End Sub

Private Sub btnCancel_Click(ByVal sender As System.Object, By

Val e
As System.EventArgs) Handles btnCancel.Click
Me.Close()
End Sub
End Class

47

APPLICATION CONFIGURATION
<?xml version="1.0"?>
<configuration>
<system.diagnostics>
<sources>
<!-- This section defines the logging configuration for
My.Application.Log -->
<source name="DefaultSource" switchName="DefaultSwit
ch">
<listeners>
<add name="FileLog"/>
<!-- Uncomment the below section to write to the
Application Event Log -->
<!--<add name="EventLog"/>-->
</listeners>
</source>
</sources>
<switches>
<add name="DefaultSwitch" value="Information"/>
</switches>
<sharedListeners>
<add name="FileLog"
type="Microsoft.VisualBasic.Logging.FileLogTraceListener,
Microsoft.VisualBasic, Version=8.0.0.0, Culture=neutral,
PublicKeyToken=b03f5f7f11d50a3a, processorArchitecture=MSIL"
initializeData="FileLogWriter"/>
<!-- Uncomment the below section and replace
APPLICATION_NAME with the name of your application to write to t
he
Application Event Log -->
<!--<add name="EventLog"
type="System.Diagnostics.EventLogTraceListener"
initializeData="APPLICATION_NAME"/> -->
</sharedListeners>
</system.diagnostics>
<startup><supportedRuntime version="v4.0"
sku=".NETFramework,Version=v4.0"/></startup></
configuration>

48
 APPENDIX 2 (INTERFACES)

APPENDIX A: Itranx

49
APPENDIX B: Students Registration Form

50
APPENDIX C: Search Criteria

APPENDIX D: Add Faculty and Department

51