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Running Head: STUDENT RECORD KEEPING SYSTEM DATABASE PROJECT 1

STUDENT RECORD KEEPING SYSTEM DATABASE PROJECT 15

Student Record Keeping System Database Project

Professor’s Name

Student’s Name

Course Title

Date

Project Description

In any learning environment like most learning institutions, their success in academic endeavors depends on the ability of the institution to acquire accurate as well as up to date information regarding its daily activities. This will specifically help the organizational management in effectively managing as well as the use of the available data in analyzing as well as guiding its activities. The major important data that a learning organization must take good care of is the information regarding the students. The students being the main customers or stakeholders of learning institutions, their data which ranges from the student’s background information, the course being undertaken by the student, the financial status of the student besides the beginning and ending years of their study must be well kept and in an organized manner. Therefore the main and specific objective of this project is to create or develop a student database system that will assist in storing the students’ records, hence reducing the duration spent on managerial issues (Al-Dmour, 2016).

According to the architecture of the database, it will mainly accept, process, besides generating the students' reports which will encompass the grades and transcripts respectively. The provision of better services to the registrar, provision of meaningful information, keeping consistency, timely information as well as efficiency in the conversion of paperwork to electronic form are also some of the areas where this “Students Record-Keeping System Database” will assist (Frantiska, 2018).

This “Students Record-Keeping System Database” will be developed by the use of basic technologies which are Microsoft access, the embedded visual basic, as well as the graffiti creator. It must be noted that this system will be free of errors with 99% efficiency, note unless the error is caused by the user like errors of omission. It will also be less time consuming as a result of the great care that will be taken when developing the system. It must be noted also that all the database system creation phases will be employed while developing the “Students Record-Keeping System Database”, and therefore, it is with no doubt that this database system will be a user-friendly one besides being strong (Al-Btoush, 2015). The system will also have some provisions for future development of the system if need be.

The main features of the systems will be; the ability to deal with all details of the students starting from the first day to the last day of the student’s his or her course. This can be specifically be also utilized for all the reporting purposes, tracking for attendance, progress in the course, the completed semester years, coming year curriculum details, the examination details, the project or as well as any other assignment details and the final examination results. It must be noted also that all this are purposed for future reference more especially during the interpretation of the organizational performance. Therefore, it’s generally important to state that, the system will be able to capture, validate, sort, classify, compute, summarize, store as well as retrieve data which corresponds to the students’ details (Villa, Moreno, & Guzmán, 2018).

Logical Flow of Data within the System

The following diagram indicates the general circulation of data within the system staring from when the user (registrar signs in and out of the database system.

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Registrar

Process Model

Database

From the above flow diagram, the channel running from the Database to Process model represents the information retrieval process. The channel running from the Process model to the Database also represents the information storage process. From the flow diagram, it’s also clear that the system is secure since the user has to enter the password for him or her to be allowed access into the system. Then after he or she is through, he or she must sign out from the system. Finally, the system has got the capability of retrieving the information stored at a very faster rate, hence saving time and money (Liu, Zeng, Zhang, & Zou, 2018, December).

Entity Relation Diagrams

These are specialized graphics that tend to illustrate the correlation between entities in the student record keeping system database system. The following are the entity-relationship diagrams that will be generated from the database system.

The following are the entity-relationship as well as their cardinality. The section demonstrating the binary relationships between two main entities in the system are as represented in the diagram below.

From the above entity diagram, it’s clear that a student may, for instance, enroll in none, one, or even more courses. Similarly, a course can be joined by none, one or even many students. It must be noted that the reporting date is recorded in the registration date attribute of this relationship (Zhao, Zhu, Yu, Zhang, & Wu, 2018).

From the above diagram, it’s clear that a transcript must have to record the grade not less than one course; however, it may record grades for as many courses as possible. It must also be noted that a course may happen to appear on zero, one or many transcripts. Also, a student will have to be either issued with one transcript or not. A transcript is however and must be only signed to an individual student (Zhang, et al. 2017)

The above entity indicates that a course can specify none, one, or many prerequisite courses. Also, a course may be a prerequisite for none, single or even many courses.

Form Dependency Diagram

The below is the attached is the form dependency diagram which was generated in the student record keeping system database.

Implementation of the database

As stated in the project description, mainly, SQL programming language will be utilized in developing this database, alongside visual basic as well as Graffiti Creator (Dainton, & Chu, 2017).

To start with, upon the student entry into a learning organization, he or she will have to be registered into the system. In this project, the registration of the student, his or her course as well as the department will be combined for easy navigation (Elsaadany, & Abbas, 2016, May). The following represents the SQL scripts of the registration, course as well as the department of the student alongside its database.

-- Create the student information table.

IF NOT EXISTS (SELECT * FROM sys.objects
WHERE object_id = OBJECT_ID(N'[dbo].[Student]')
AND type in (N'U'))
BEGIN
CREATE TABLE [dbo].[Student]([StudentID] [int] IDENTITY(1,1) NOT NULL,
[LastName] [nvarchar](50) NOT NULL,
[FirstName] [nvarchar](50) NOT NULL,
[HireDate] [datetime] NULL,
[EnrollmentDate] [datetime] NULL,
[Discriminator] [nvarchar](50) NOT NULL,
CONSTRAINT [PK_School.Student] PRIMARY KEY CLUSTERED
(
[StudentID] ASC
)WITH (IGNORE_DUP_KEY = OFF) ON [PRIMARY]) ON [PRIMARY]
END
GO
-- Create the Course table.

IF NOT EXISTS (SELECT * FROM sys.objects
WHERE object_id = OBJECT_ID(N'[dbo].[Course]')
AND type in (N'U'))
BEGIN
CREATE TABLE [dbo].[Course]([CourseID] [int] NOT NULL,
[Location] [nvarchar](50) NOT NULL,
[Days] [nvarchar](50) NOT NULL,
[Time] [smalldatetime] NOT NULL,
CONSTRAINT [PK_Course] PRIMARY KEY CLUSTERED
(
[CourseID] ASC
)WITH (IGNORE_DUP_KEY = OFF) ON [PRIMARY]) ON [PRIMARY]
END
GO
-- Create the Department table.

IF NOT EXISTS (SELECT * FROM sys.objects
WHERE object_id = OBJECT_ID(N'[dbo].[Department]')
AND type in (N'U'))
BEGIN
CREATE TABLE [dbo].[Department]([DepartmentID] [int] NOT NULL,
[Name] [nvarchar](50) NOT NULL,
[Budget] [money] NOT NULL,
[StartDate] [datetime] NOT NULL,
[Administrator] [int] NULL,
CONSTRAINT [PK_Department] PRIMARY KEY CLUSTERED
(
[DepartmentID] ASC
)WITH (IGNORE_DUP_KEY = OFF) ON [PRIMARY]) ON [PRIMARY]
END
GO
The following is the resulting students’ admission table upon executing the above SQL script program.


The next phase is the class attendance system which will be helpful in tracking the students’ progress in the academic program (Gupta, Iyer, Singh, & Kadam, 2017).  The following is an SQL Script for students’ attendance program.
-- Create the StudentAttendance table.

IF NOT EXISTS (SELECT * FROM sys.objects
WHERE object_id = OBJECT_ID(N'[dbo].[StudentAttendance]')
AND type in (N'U'))
BEGIN
CREATE TABLE [dbo].[StudentAttendance]([CourseID] [int] NOT NULL,
[StudentID] [int] NOT NULL,
CONSTRAINT [PK_StudentAttendance] PRIMARY KEY CLUSTERED
(
[StudentID] ASC,
[StudentID] ASC
)WITH (IGNORE_DUP_KEY = OFF) ON [PRIMARY]) ON [PRIMARY]
END
GO
The following is the attendance table that results upon executing the above programs with the names and exact number of students in class.


	Before displaying the database in one table, the student grades and transcripts have to be embedded in the database system also for the purpose of ease tracking of the student’s academics (Olanipekun, & Boyinbode, 2015). The following SQL Script will be used to define the student grades and transcripts in the database;
--Create the StudentGrade table.

IF NOT EXISTS (SELECT * FROM sys.objects
WHERE object_id = OBJECT_ID(N'[dbo].[StudentGrade]')
AND type in (N'U'))
BEGIN
CREATE TABLE [dbo].[StudentGrade]([EnrollmentID] [int] IDENTITY(1,1) NOT NULL,
[CourseID] [int] NOT NULL,
[StudentID] [int] NOT NULL,
[Grade] [decimal](3, 2) NULL,
CONSTRAINT [PK_StudentGrade] PRIMARY KEY CLUSTERED
(
[EnrollmentID] ASC
)WITH (IGNORE_DUP_KEY = OFF) ON [PRIMARY]) ON [PRIMARY]
END
GO
-- Create the StudentTranscript table.

IF NOT EXISTS (SELECT * FROM sys.objects
WHERE object_id = OBJECT_ID(N'[dbo].[StudentTranscript]')
AND type in (N'U'))
BEGIN
CREATE TABLE [dbo].[StudentTranscript]([InstructorID] [int] NOT NULL,
[Location] [nvarchar](50) NOT NULL,
[Timestamp] [timestamp] NOT NULL,
CONSTRAINT [PK_StudentTranscript] PRIMARY KEY CLUSTERED
(
[InstructorID] ASC
)WITH (IGNORE_DUP_KEY = OFF) ON [PRIMARY]) ON [PRIMARY]
END
GO
	After the combination of all the above SQL Script programs, the is an overall resulting database that will represent the general “Student Record Keeping System Database” In the table's sections, although not all tables are represented in the database, majority of the important identities has been represented. For instance, the student the administration, the faculty, the class timetable as well as the curriculum (Sudha, Shinde, Thomas, & Abdugani, 2015).  The following table shows the database of the “Student Record Keeping System Database.”


Student Record Keeping System Database Table
Table with Queries for Student Record-Keeping Database














References:

Al-Btoush, A. A. S. (2015). Extracting Entity Relationship Diagram (ERD) from English Sentences. International Journal of Database Theory and Application, 8(2), 235-244.
Al-Dmour, A. (2016). Development and evaluation of a game-based learning system for supporting entity-relationship diagramming skills. International Journal of Knowledge and Learning, 11(4), 248-263.
Chandramohan, J., Nagarajan, R., Dineshkumar, T., Kannan, G., & Prakash, R. (2017). The attendance monitoring system of students based on biometric and GPS tracking systems. International Journal of Advanced Engineering, Management and Science, 3(3).
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