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AN ANALYSIS AND IMPLEMENTATION OF AN INFORMATION MANAGEMENT SYSTEM FOR STUDENTS AND STAFFS
Department of Computer Science, Faculty of Mathematical Sciences, University for Development Studies, Navrongo, Ghana.
ABSTRACT
Developing software systems has become the fastest, most perfect and affordable way of approaching problems using
information technology and deriving the best of all possible solutions to meet customer's needs in this world of
globalization. This research is an analysis and implementation of a computerised system that is going to be used at the
UDS in the Computer Science Department. This is to minimize drastically the numerous challenges associated with the
manual system that is currently in use. This system is programmed to connect to an SQL Server which holds the database
that serves as the backend data storage for the system. This software basically stores details of student registration and
examination result information. It as well stores information of lecturers in the department. This system can be used to
create backup files for the database to prevent data loss when events such as illegal alterations of data and natural
disaster occur.
Keywords: Information Technology, Management Systems, Database, Server Backup, Registration.
SALIFU ABDUL-MUMIN
By
INTRODUCTION
Developing software systems has become the fastest,
most perfect and affordable way of approaching
problems using information technology and deriving the
best of all possible solutions to meet customer's needs in
this world of globalization.
The Systems Development Life Cycle (SDLC) is the process
of understanding how an Information System (IS) can
support business needs, designing the system, building it,
and delivering it to users. In many ways, building an
information system is similar to building a house.
First, the house (or the information system) starts with a
basic idea. Second, this idea is transformed into a simple
drawing that is shown to the customer and it's refined
(often through several drawings, each improving on the
other) until the customer agrees that the picture depicts
what he or she wants.
Third, a set of blueprints is designed that presents much
more detailed information about the house (e.g., the type
of water faucets, where the telephone jacks will be
placed). Finally, the house is built following the
blueprints—and often with some changes and decisions
made by the customer as the house is erected. The SDLC
has a similar set of four fundamental phases: planning,
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9li-manager’s , Vol. No. 3 lJournal on Information Technology 3 June – August 2014
analysis, design, and implementation.
This paper follows all the four elements of the SDLC
aforementioned.
1. Problem Statement
There are a number of issues students faced both in/out of
campus. Some of such is as follows:
Students will register and sit for exams, yet results will
indicate zero (0) marks.
Students will defer courses and they will appear as
trailed on results pasted.
Students will sometimes would have completed a
course number of years ago, but upon a request of their
transcripts, they will be told that they trailed in one or more
course which has sometimes resulted into a legal issue.
All these issues will usually lead to a reference to the head
of the department for rectification. This is therefore called
for the need to have a concise and an accurate system of
keeping records.
Records of staffs in the various departments are poorly
kept as well.
1.1 Objective
To design an efficient and accurate software
management system that will handle Students and
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Staff records.
2. Methodology
According to (Welman et al., 2004), research
methodology is an organised way comprising of
sequences, procedures and systems to manage and run
a research process.
A methodology is usually a guideline system for solving a
problem with specific components such as phases, tasks,
methods, techniques and tools. It can be also defined as
follows:
"The analysis of the principles of methods, rules, and
postulates employed by a discipline"
"The systematic study of methods that are, can be, or
have been applied within a discipline"
"The study or description of methods" (Wikipedia
Encyclopedia, 2010)
Research can either be quantitative or qualitative.
The quantitative research method seeks to establish
relationships and to explain causes of changes in
measured social facts (White, 2003). According to (Bless
et al., 1995), qualitative research uses qualifying words or
descriptions to record aspects of the world. (Olivier, 2004)
adds that, with qualitative research, it is the researcher
who considers data, selects what is appropriate and
processes it in some way.
In another school of thought, methodologies are the
methods or organizing principles underlying a particular
art, science, or other area of study (Microsoft Student with
Encarta Premium, 2009).
In software development, the process of solving
customers' problems by the systematic development and
evolution of large, high quality software systems within
cost, time and other constraints is called Software Life
Cycle Development Model (SLCDM). (Wikipedia
Encyclopedia, 2008). There are various models that can
be used to achieve the production of software Model – a
process which comprises identifiable stages that the
software product goes through during its life time.
Examples of SLCDM include waterfall, iterative and
prototype life cycle models among others (Stephen R,
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2010). Different methodologies can be applied for
different projects.
This research will be based on the prototype methodology
which includes the development of prototypes; however,
throwaway prototypes may be employed at some point in
the SDLC.
The prototyping/ throwaway prototyping-based
methodologies have a relatively thorough analysis phase
that is used to gather information and to develop ideas for
the system concept. Many of the features suggested by
the users may not be well understood, however, and there
may be challenging technical issues to be solved. Each
of these issues is examined by analysing, designing, and
building a design prototype. A design prototype is not a
working system; it is a product that represents a part of the
system that needs additional improvement, and it
contains only enough detail to enable users to
understand the issues under consideration. After the
design of prototype is accepted, it is either built upon the
prototype, or thrown away for the real software to be built;
that’s the throwaway prototype.
Some tools to be employed are:
The software will be designed using Visual Basic.NET
(Microsoft Visual Studio 2010).
The database will be designed using SQL Server
2008(Enterprise Edition).
The designing of the forms begins after the
construction of the database tables.
Future upgrades will be done using the Visual
Basic.NET (Microsoft Visual Studio 2012) and SQL
server 2012 or latter.
3. Literature Review
Systems are created or made to solve problems. A system
is defined as a collection of components that work
together to realize some objectives. Basically there are
three major components in every system, namely input,
processing and output. (Goodland et al, 2004)
Some systems share common characteristics including:
Structure: Most system structures contain parts (or
components) that are directly or indirectly related to
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each other.
A system has behaviour. It contains processes that
transform inputs into outputs (material or energy data)
A system has interconnectivity: The parts and
processes are connected by structural and/or
behavioural relationships.
A system's structure and behaviour may be
decomposed via subsystems and sub – processes to
elementary part and process steps.
This term ‘system’ may also refer to a set of rules that
govern the structure and/or behavior.
(Stephen R, 2010)
4. Registration and Submission
Literally every University on the surface of the planet do
register its student and may allow submission of
registrations via an electronic system or paper based
system (manual system).
Apart from academic services, higher education
institutions (HEI) provide various other services to its
students. While education is the main goal, students also
need to be supported in other areas of their student life by
first-rate service provision. This includes the administrative
aspect, which comprises Registration, financial support,
library, information services and much more. These
administrative services go hand in hand with academic
services. Administrative services and academic services
are mutually dependent. For example, a student cannot
register, gain access to the librar y, receive any
administrative support and not attend classes, because
there will be no progress regarding his or her studies.
Similarly, a student cannot attend classes without being
registered.
Registration is the act of recording names and details on
an official list. Students' registration on the other hand is the
act of recording school students as present or absent at
the beginning of the school day, or the time or session at
which this takes place.
Submission is showing or the giving of something to
someone in authority for them to consider or approve.
(Longman Dictionary)
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4.1 The Registration Process
Students register in order to be allowed access to the
academic and administrative sectors of an academic
institution. Registration allows them to choose the courses
and subjects they intend to be taught. Once a student
registers, he or she becomes eligible to attend classes.
The word registration means the accurate positioning of,
or the degree of accuracy in the positioning of, an entity
relative to (a) another entity, or (b) an independent frame
of reference. A process is step-by-step collection of
interdependent actions that together produce outcomes
that contribute to the success of an organization.
(Chapman et al, 1996:5)
A registration process is the process of formally assigning
and recording the enrolment of a student in a class or
classes. It is open only to those who have already been
admitted or re-admitted to the academic institution, or
who are eligible to re-register.
According to (Temple, 2006), the registration process
involves step-by-step interdependent actions that
together produce outcomes.
Registration at the University is a process that includes:
Academic advising with a faculty or staff member,
which is required for some majors, but optional for
others.
Registering for classes and confirming attendance.
In an interview with the Faculty Officer of the Faculty of
Mathematical Sciences, UDS, it was established that the
process of registration starts with a student acquiring a
form. The student fills in his or her personal information as
required and the subjects for which he or she is registering.
Personal information of returning students are already
captured on the system, which means that they only need
to fill in the subjects they wish to register for. They then
proceed to the relevant academic department to obtain
approval and signature (The head of the department
must sign the form to allow them to study a number of
courses per trimester).
Applicants for registration who do not hold the required
qualifications may, if they meet all other eligibility criteria
for registering, be granted registration subject to the
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condition that they achieve the required qualification
within a specific period.
Registration has many benefits some of which are:
Registration is evidence that students/people who are
in an institution or workplace meet the competence,
g o o d c h a r a c t e r a n d c o n d u c t / m i n i m u m
requirements set for the registration and that they are
committed to meeting the code of practice and
learning for that institution. The qualification
requirements set for registration means that all
students or workers undertaking a particular
major/course or a particular role wherever they work
are required to demonstrate the same level of
competence and adhere to the code of conduct
and practice.
Registration is also important because, it shows the
number of people registered for a particular class
during an academic semester making it easier for the
exams office to attain the lists of registered students.
Submission, on the other hand, is the process of delivering
an official document or registration form to someone in
authority for review or consideration. Submission of
documents may be either electronic or manual (paper
work). Submitting your document is an effective way of
making sure or ensuring your document reaches the
supposed destination.
An electronic submission refers to a manuscript submitted
by electronic means; that is, via mail, web or electronic
medium such as a compact disk, hard drive or USB disk.
Traditionally, a manuscript or a document is referred to
anything that was explicitly “written by hand”. However, in
popular usage and especially in the context of computers
and the internet, the term manuscript (document) may
even refer to documents (texts or otherwise) typed out or
prepared on typewriters and computers and can be
extended to digital photographs and videos, and online
surveys too. In other words, any manuscript or document
prepared and submitted online or by the use of
computers can be considered as electronic submission.
There is no concrete data indicating when and by whom
were electronic submissions used for the first time.
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However, research based Universities in several countries
have been encouraging the collection of course
registration, assignments and projects in the form of
electronic submissions for almost a decade now.
Teachers, professors and teaching assistants often collect
course assignments and projects electronically.
Electronic submissions are usually collected using a web
based system which more often than not also helps in the
management of submissions collected and stored on it.
(Wikipedia Encyclopedia online)
4.2 Submission Management System
A Submission Management System (SMS) is a software
system, also known as submission processing, that
streamlines and eases out collection, tracking and
management of electronic submission. Information can
be received, authenticated, tracked, stored and
distributed electronically. Submission managements
systems can be a web based system operating in a
browser environment, a COTS based product, or may also
be in the form of a desktop application.
Submissions are completed electronically creating an
efficient real time process that saves time for both the
submitter and the recipient. Usually, a submission
management system can take in high volume of data at
a faster rate.
A submission management system may be regarded as
an application-specific content management system. In
essence, such a system can be used an alternative to
emails in many situations. (Wikipedia online)
4.3 Common Features
Although submission managements can get pretty
complex, there are some features that a submission
management system must provide in order for it to be
classified under that category. Here is a list of some of
those features:
Mechanism for collection and storage of electronic
submissions
Mechanism for viewing the collected submissions
only to authorized users at any given time
Mechanism to verify that all documents and
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attachments are virus free
Mechanism for accepting and rejecting submissions
Provision for requesting resubmission of submissions
Mechanism for submitters to view the submissions
made by them and associated comments.
Submission systems like course registration and
management systems are basically used in colleges and
universities to collect and manage course, registration,
projects and assignments in electronic formats.
(Wikipedia online)
4.4 Resistance To Submission Management Systems
W i d e s p r e a d a d o p t i o n a n d u s e o f s u b m i s s i o n
management systems (especially in the context of
academia) has been hampered by several factors that
include but are not limited to:
Inconvenience while drawing figures, diagrams and
equations on computers
Resistance to change and adaptations to new
technologies.
Lack of or limited access to the internet
Strict adherence to submission deadlines
Extra effort in using submission management systems
as compared to traditional modes like emails
Lack of trust in web based submission management
systems
4.5 Components of the System
Registration and Submission (DATA) Management System,
which has the characteristics of any other system, is a
collection of components that work together to achieve a
common goal.
Some of the components include:
Data: This refers to the input of the software system. In
computer science, data is anything that is in a form
suitable for use in a computer. Data is often distinguished
from programs. A program is a set of instructions that
detail a task for the computer to perform. In this sense,
data is thus everything that is not program code. Data is a
collection of raw facts and figures that, when processed,
becomes information. For data to be well organized and
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maintained, it must be stored in a database. A Database
is a collection of interrelated data. A database is a
collection of information that is organized so that it can
easily be accessed, managed, and updated. In one
view, databases can be classified according to the types
of content: bibliographic, full-text, numeric, and images.
In computing, databases are sometimes classified
according to their organizational approaches. The most
prevalent approach is the relational database, a tabular
database in which data is defined so that it can be
reorganized and accessed in a number of different ways.
A distributed database is one that can be dispersed or
replicated among different points in a network. An object-
oriented programming database is one that is congruent
with the data defined in object classes and subclasses.
When working with large amount of data, it is important to
have good procedures for managing the data.
Hardware: This refers to the physical part of the
computer system. It includes motherboards, data buses,
processors and other peripheral devices. They can be
classified as input, output and storage devices. These
devices perform basic operations such as data entering
(e.g. Keyboard), data processing (e.g. the processor) and
output of information (e.g. monitor and printer).
Telecommunications (Networks): This refers to the
hardware and software resources that ensure the
transmission and reception of text, numbers, pictures,
sound and animation in the form of electronic data. For
efficiency and accuracy of information distribution, the
management system may be implemented in a
networked environment.
Software: Computer software is a general term used
to describe a collection of computer programs’
procedure and documentation that perform some task
on a computer system.
Computer systems are divided into practically three
major classes, which are application software,
programming software and system software. Computer
hardware and computer system are run by the software
system which includes the device drivers, operating
system, servers, window system, diagnostic tools and
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many more. Application software allows end users to
accomplish one or more specific (non-computer) task.
Typical application includes industrial automation,
educational software, business software, computer
games, medical software etc. This Computerized
Students and Lecturers Management System is another
typical example of application software. Application
software is mostly used by businesses, but almost every
human activity now uses it. A key software required for
operating this system is a Database Management System
(DBMS).
A database management system (DBMS) is a system that
allows to build and maintain databases, as well as to
utilize their data and retrieve information from it. A DBMS
implements solutions to the database usability
requirements above. It defines the database type that it
supports, as well as its functionality and operational
capabilities. A DBMS provides the internal processes for
external applications built on them. The end-users of
some such specific application are usually exposed only
to that application and do not directly interact with the
DBMS. Thus end-users enjoy the effects of the underlying
DBMS, but its internals are completely invisible to end-
users. Database designers and database administrators
interact with the DBMS through dedicated interfaces to
build and maintain the applications' databases, and thus
need some more knowledge and understanding about
how DBMSs operate and the DBMSs' external interfaces
and tuning parameters.
4.6 Features Of A Registration Information System
(O'Brien, 2001) states that an information system is any
organised combination of people, hardware, software,
communications networks and data resources that
collect, transform and disseminate information in an
organisation.
(Stair et al., 2003) confirm that an information system is a
set of interrelated components that collect, manipulate
and disseminate data and information and provide a
feedback mechanism to meet an objective.
In many ways, building an information system is similar to
building a house. First, the house (or the information
system) starts with a basic idea. Second, this idea is
transformed into a simple drawing that is shown to the
customer and refined (often through several drawings,
each improving on the other) until the customer agrees
that the picture depicts what he or she wants. Third, a set of
blueprints is designed that presents much more detailed
information about the house (e.g., the type of water
faucets, where the telephone jacks will be placed). Finally,
the house is built following the blueprints and often with
some changes and decisions made by the customer as
the house is erected.
Therefore, for a RSI Management System (Information
System) to qualify or be regarded as a complete and
successful system that meets user requirements, it must
have the following features:
Scalability: to support large organizations.
Configurability: meet customer requirements for
business processes and customizable forms.
Programmability: able to meet any requirement
through APIs, languages, and other access points.
Integration: a standalone RSI management system is
of limited benefit.
Stability: ensure your choice has a substantial user
base and an enterprise pedigree.
User Experience: each user sees just the functions and
processes they need.
Completeness of solution: the functionality for what
you need today and what you need in future.
Support: substantial return on investment can only
become reality with excellent vendor support in
place.
5. Design And Implementation Of The Proposed System
5.1 Introduction
This system is software that is used to keep the records of
registration and submissions done by students, their results
and the information of the lecturers in the department of
Computer Science at the University for Development
Studies (UDS Navrongo Campus). Figure 1 shows the
flowchart of the project. This software is designed to
connect to a SQL server. This software is basically
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programmed to:
Register students from the various programmes
offered in the Computer Science department.
Track students' registration information including
registered courses, deferred courses and trailed
courses etc.
Check-in and check-out students' result information to
staff personnel. This is to eliminate time wasted on
searching for and replacing student grades and
information.
Ensure all lecturers of the faculty have their profile well
kept in a secured database.
The entire project consists of 14 classes and 17 forms.
5.2 The Start Up Form
The start-up form is what appears the moment the
application is started. It prepares the user for the main
program and displays a bit of information about the
program and its developers. It looks exactly like the image
shown below. Figure 2. Shows the start up form.
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The “University for Development Studies” is the name of the
program itself. The “Integrating Database” you see over
there is the current process the startup form is executing
and the “47%” is the progress level of the program (Start-
up progress). When the progress reaches 100%, the login
form starts.
5.3 The Login Form
The login form is what appears after the start-up form
disappears or after the user logs out from the program. It
serves as a security measure to prevent unauthorized
access into the database and also into the program. The
user enters his or her login details and if accepted by the
program (that is, if it matches), allows the user entry into
the system. Each user has an access level (either
Administrator or User) and this determines the options to
be seen by the system user. The Administrator has more
functional levels than the normal user. Below is a
screenshot of the Login Form shown in Figure 3.
5.4 The Main Form
The main form is basically the whole program. It is where
all other forms in the program can be controlled. When
the main form is closed, the software shuts down. From
Figure 1. The flow chart of the project
15li-manager’s , Vol. No. 3 lJournal on Information Technology 3 June – August 2014
Figure 3. Login Form
Figure 2. Start Up Form
Figure 1. The flow chart of the project
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here, the user can access to all other information or do
anything that the program was meant to do. The main
form contains eight (8) Menu items. The main form is
shown in Figure 4.
File: Here the user can logout for another user to also
login and can also exit the application.
System Users: Here the user can add a new user of the
program and give the user access level or
authorization levels.
Degree Programs: This can be used to register
students pursuing degree programs offered in the
Department of Computer Science.
Diploma Programs: This menu item gives the user the
chance to register diploma students in the Computer
Science Department.
Load Degree Courses: This menu item allows the user
to enter and store the degree courses that are offered
in each program under the department.
Load Diploma Course: The menu item under this
section is used to enter and store the courses offered
under the Diploma programs in the Computer
Science Department.
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Lecturers Details: This menu item releases a form that
contains information about the lecturers of the
department. The information can then be
manipulated from the new form that appears.
Results: This is the part of the program that deals with
the results of the students from each section in the
department.
5.5 The System Users Form
This is part of the program that allows users of the software
to be created. Here, users' information can be deleted or
modified. System Users form is shown in Figure 5.
5.6 Degree Programs Registration
This section allows the user of the program to register
degree students from the department. Currently, there are
three degree programs offered under the Department of
Computer Science. It also allows adding new record of
students and modification of courses to be made. The
user can add new student information, query student
information, add images, and register student courses
(deferred, trailed and current courses) and relevant
details. Below is a screenshot of the Computer Science
registration form. Similar ones are there for the Computing
-with -Accounting Students and Information Technology
Students. Figure 6. shows the Registration Form.
5.7 Diploma Program Registration
This section allows the user of the program to register
diploma students from the department. There is currently
one diploma program offered under the Department of
Computer Science. It also allows adding new record of
16 li-manager’s , Vol. No. 3 lJournal on Information Technology 3 June – August 2014
Figure 5. System Users
Figure 4. Main Form
Figure 6. Register Computer Science Degree Students
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students and modification of courses to be made. The
user can add new student information, query student
information, add images, and register student courses
(deferred, trailed and current courses) and relevant
details. Below is a screenshot of the Computer Science
diploma registration form in Figure 7.
5.8 Load Degree Courses
Here, the degree courses offered in the department are
added and stored. This reflects in the registration form of
the Degree Students. Courses can be loaded from each
year (level). Since there are only three degree programs
offered in the department of computer science, only
three choices are available. Loading or editing courses for
Computer Science courses, Computing-with-Accounting
courses and Information Technology courses. Screenshot
of the load courses is below in Figure 8.
5.9 Load Diploma Courses
Here, the diploma courses offered in the department are
added and stored. This reflects in the registration form of
the Diploma Students. Courses can be loaded from each
year (level). Screenshot of the load diploma courses is
below in Figure 9.
5.10 Lecturers Details
Lecturers of the Department information can be stored
using this form. Their names, photographs, emails,
addresses, telephone and mobile numbers, etc. can be
saved into a secured database from here. The
information can be retrieved at any point of time if the
program is on. Screenshot of the form is shown in Figure
10.
5.11 The Results API
The Results API is used to load results from an excel sheet
into the program. From here, the user can edit the content
17li-manager’s , Vol. No. 3 lJournal on Information Technology 3 June – August 2014
Figure 7. Register Computer Science Diploma Students
Figure 8. Load Computer Science Courses
Figure 9. Load Computer Science Diploma Students
Figure 10. Lecturer Registration Form
Figure 11. Results of Students
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by using a menu item known as Edit Data or save the data
read from the excel sheet into an Access Database which
could later be retrieved by the program. This means that
the program can read any access database file into it. It is
good to note that the program only reads the excel sheet
starting from a specific point into the program and does
read only sheets and not the entire workbook of the excel
file.
The results API showing results of students is shown in Figure
11. The right side shows the sheet fully with serial numbers
and remarks from lecturers and the left side shows the
sheet with only vital information.
Conclusion
The system is a software system that registers students from
the Department of Computer Science, stores their data in
a secured database and also stores information about
the lecturers in the department. The system connects to
an SQL Server database called COMPSCI, which stores,
processes and outputs every data passed to it through
user friendly inter faces. The software manages
information on students, their registration details and staffs
of the department. This computerized system will help the
institution (Department of Computer Science) solve the
numerous problems associated with the manual
approach of record keeping and registrations.
Recommendation
This software can be upgraded to meet world standard in
the future and hence recommended that, the following
can be added to it:
Web version of the complete software.
This software should always be upgraded with new
innovation in technology.
lThe author also recommends that all the
departments of the school should consider adopting
this system to help minimize or eradicate problems
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associated with managing and recording students'
registration details.
lBackup of the database should be created on
external storage devices and must be done regularly
to prevent data loss in cases of theft of data and
natural disasters such as flood, fire etc.
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18 li-manager’s , Vol. No. 3 lJournal on Information Technology 3 June – August 2014
RESEARCH PAPERS
Salifu Abdul-Mumin is currently working as a Lecturer in the Department of Computer Science, Faculty of Mathematical Sciences, University for Development Studies. Presently he is the acting Head of Department for the Computer Science. He has obtained his First degree in Computer science from the University for Development Studies, Ghana. He has completed his Masters Degree in Telecommunications Engineering at Kwame Nkrumah University of Science and Technology in Ghana.
ABOUT THE AUTHOR
19li-manager’s , Vol. No. 3 lJournal on Information Technology 3 June – August 2014
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