STUDENT REGISTRATION SYSTEM By 2017  PROJECT TITLE : STUDENTREGISTRATION MANAGEMSYSTEM PRESENTED BY : FAUSTIN NJOGU COURSE TITLE : DIP IN INFORMATION TECHNOLOGY INSTITUTION : THIKA TECHNICAL TRAINING INSTITUTE  DECLARATION I declare that this project is my original work and has not been presented in this institute or any other institutes. NAME: FAUSTIN NJOGU SIGNATURE: DATE: SUPERVISED BY: SIGNATURE: DATE: DEDICATION I dedicate this project to my beloved parents, brother, sister, my lecturers and my colleagues.  ACKNOWLEDGEMENT I would like to thank God and everybody whose efforts directly or indirectly contributed to the success of this work. First, I would like to pay tribute to my parents and my sister for their financial support, assistance and guidance that ensured that I remain focused on my goals. I also acknowledge the moral support provided by ever-resourceful colleagues whom I worked together during the study period. Lastly, I would like to pay tribute to my project supervisor Madam Elena who tireless guidance, revision and corrections ensured the completion of this work ABSTRACT Computers have brought great transitions in the world of business today. The IT technology has facilitated the efficient use of a computer system. This has resulted to increased productivity. Many organizations have therefore introduced computer systems to their operations and therefore the computer industry is growing very fast. Computers have brought radical changes to the employment sectors and processing methods. Employment has really been altered by the computers-Not loss of jobs as many people take it, since new jobs such as analyst, programmers, and other computer specialist’s jobs have since been in demand. Information requirements of an organization need to be highly regarded since it’s access and distribution within the entire organization highly determines the course the business organization takes.  TABLE OF CONTENT  CHAPTER ONE 1.1 INTRODUCTION Student Registration system will bring a lot of impact to education sector. It has a population of about 600 students, its registration system is manual that aims at automating the system of the student admission .this system has different parts that includes: background information : this parts of the system gives the history of the school and provides information of the activities carried by the school during the admission of the students. Problem statement: this part of system provides or gives the challenges faced by the school as a result of using the manual system .objective of the proposed system: it provides what the current system intense to achieve. Proposed solution: provides solutions to the challenges of the manual system. Feasibility study: contains factors that used to determine if the system is achievable .budget: this part of the system shows the total amount of money to be incurred. Schedule: this part of system shows the duration taken to develop the system. 1.2 BACKGROUND: The current system is a manual operated system where new student are registered manually in a new student register where admission number student name and other details are recorded. After the student is assigned his/her class another record is written down. Also the person in charge of admission has to count the number of student manually. All this work become more tedious and also wastage of time and also high cost of operation The person who will be in charge of the system will be able to log into the system and able to register new students and also be able to track student information. The school uses manual system in the process of administration and all its data is stored on paper and maintained in files. The administration of this school collects information from the student: student personal details like their names, admission, county of origin, medical details and parent’s details are also kept e.g. name, phone number, address and marital status. Before admission of the student, he/she must have paid 50% of school fee. During the admission a student is issued with admission number, class and dorm. After the process, the student is given a script bearing his name, admission number, dorm and his/her respective class. 1.3 OBJECTIVES OF THE PROPOSED SYSTEM Capture, display and print student details Allocate admission number of every student Amend, delete and edit Allocate student to the registered class Print student identity card Capture department details Capture class details Allocate student to classes Display active and non-active student Capture registration form Generate class, registration and student report forms Generate student’s fees details. ADVANTAGES OF THE PROPOSED SYSTEM The proposed system will: Increase the performance speed Lesser/lower clerical and operating cost Improve accuracy of information. Reduce cost of files and writing materials It will save time for administrator while working on arecord Spend less office space for example reduction on use of many files and paper work. The system will reduce redundancy of data. Maintain information on computer files to be updated as it changes occurs. Retrieve the required information easily and quickly. DISADVANTAGES OF THE PROPOSED SYSTEM High cost to developing and implement the system. Inadequate facilities that can be used to gather the required information. Insufficient funds that can be used in order to train users of the new system for quality services Job loss that is many of our employees will have to loose their jobs because their jobs will be replaced by the computers. 1.4 CURRENT SYSTEM: The manual system used in running School involves manual data entry to the databases. Incase of a transaction the registrar enters data and perform the necessary computations required . The registrar manually generates reports by gathering the required data from the database file and then typing them. Secondly all these tasks are supposed to be done in the system manually for example;- Information in the school is manually collected when a student or a teacher join the school. Information from every class is also collected manually for example form 1 and form 4 pay different amount of money than form 2 and 3. Once a student makes payment, the accountant records the student in an accounts book stating the balance remaining and later keeps the book in a shelve or cabinets. Every student is supposed to fill personal details on a registration sheet and then the secretary files those records. Also the school library is manual whereby if one wants to borrow a book, he/she will have to pick the book from the shelves and then fill in a book borrowing from both personal details as well as details of the book. The form is then given to a librarian to manually check whether the details are correct. For the student’s details the student is required to give admission number and for the book details the librarian checks the filled in details against the book itself. The timetable is prepared manually whereby each lesson takes 45 minutes and the lesson is allocated to one teacher. 1.5 PROPOSED SYSTEM: It has been proposed that a computerized system will be the most effective means of solving the problems in the school. Developing an in-house system was proposed as a solution. Purchasing and utilizing off-shelf packages such as Microsoft Access, Microsoft Excel, Microsoft visual basic among others to carry out its operations was also proposed as an alternative solution. For Student Registration system is an in-house developed program has been proposed as better than an off shelf package. An in-house developed program can better enhance information security in the organization, users requirements are given the highest priority when developing the system and hence will most appropriately meet their requirements. The type of user interface to be used in this in-house developed system is user-friendlier as compared to off-shelf packages. Estimated Benefits and limitations of the computerized system are explain under system specification (a) Technical implications of the proposed system The proposed program will run well in Windows environment such as Microsoft Windows 7 and other sophisticated or advanced Windows. The proposed system will require a personal computer with and connected to a printer. The computer must meet the following hardware requirements for effective running are: A RAM size of at least 540 MB. A powerful processor with a processing speed of 3.0 GHZ. A storage space or Hard disk space of 80 GB. Super VGA TFT monitor. (b) Operational Implications of the proposed system In the current system the staffs view their responsibilities to be too inhuman as they are expected to accomplish much with very limited time. It has been observed that stress is the part of the staff in the current system. With the new system the human effort will be minimized thus reducing the staffs work load and increasing efficiency. The overall organization output is expected to increase with a very high percentage. Thus making it easier for manager to manage, direct and organize the school. (c) Cost implications The system will demand high initial cost of approximately Kshs 1,000,000. This amount will be used in paying the system developers, purchasing the required hardware and software. There will be very few operation costs such as paying electricity bills, purchasing printer cartridges, and the cost of repairing and maintaining the hardware and software. The operation cost is estimated to be at most Kshs 15,000 per month. 1.6 RECOMMENDATION: It was recommended that Student Registration should be computerized to influence efficient and accurate information also effective cost benefit. 1.7 CONCLUSION: The computer system project will provide an opportunity to the developer to be able to get the skills learnt such as feasibility study, data gathering techniques. Analyst can see exactly what is being done especially for tasks which are difficult to explain in words Helped the analyst to become acquainted with operation personnel. Created a room where analyst assisted in change if need be. CHAPTER TWO 2.1 LITERATURE REVIEW Information Technology has become one of the important tools in the world, for those who are familiar with ICT based systems. In western countries ICT is part and parcel of their life many of their activities are computerized, in Africa some states have recognized the power of ICT and even have gone further to computerize government held institutions. Information Technology has become the talk of the day in the whole world for example in communication, learning and in business world. It is possible to order products and pay online without delay. Through Information Technology world has become a global village. Several school are available in the country today with different design feature on how the students should be registered easily and those records are being kept safely in the computer also on how the record can be updated, how the student admission number are generated automatically and unique, There will also be addition of new records and deletion of unwanted records. The difference between these systems is how the user interface will be created. Therefore the designer will be very careful when designing the user interface. That it should be user friendly. The students’ academic report will be generated automatically and the results be printed. 2.1.0 Methodology Researcher focuses on the data collection techniques enable him to understand current system and proposed new system. 2.1.1 Waterfall method The researcher uses this method because it has good documentations standards and also minimize changes to the requirement as the project proceed. It is also referred to as waterfall model liner cycle. This methodology is a coherent description of the steps taken in the development of information systems. The reason why it is referred to as the waterfall model should be obvious from the following figure (from Horner 1993) The methodology SDLC is closely linked to what has come to be known as structured system analysis& design. It involves a series of steps to be undertaken in the development of information systems as follows Problem definition: on receiving a request from the user for system development, an investigation is conducted to test the problem to be solved Feasibility study: the objective here is to clearly define the scope and objective of the system project, and to identify alternative solutions to the problem defined earlier System analysis phase: the present system is investigated and its specifications documented. They should contain our understanding of how the present system works and what it does System design phase: the specification of the present system are studied to determine what changes will need to be incorporated. The user’s needs not met by the system presently. The output of this phase will consist of the specifications, which must describe what the proposed system will do and how it will work. System construction : coding the system ,and development of the user documentation for the system as well as the system System testing and evaluation: testing, verification and validation of the system just built .test and evaluate results, and the system ready to be delivered to the client 2.2 CURRENT SYSTEM’S DEFICIENCIES The problems in the current system include; Loss of information since some transaction may be recorded or lack of consistency i.e. a transaction may be recorded in one file and omitted in another of which it was supposed to be reflected. Time wastage in recording a single transaction to the various files. Arithmetic errors. e.g. in the collections or clearances. Redundancy of data. Delay in the retrieval of information /reports. In reference to the above stated problems, there is need to automate the system and therefore the new system, Student Registration system, will solve the problems. 2.3 OBJECTIVES OF THE PROPOSED SYSTEM A computerized system will achieve the following; Increase the data retrieval time of information’s/reports for easier analysis. Reduce data redundancy. Reduce the data storage time. Integrity- A single computer can perform many tasks efficiently, for example a computer can be used to store student information, the information can be retrieved from the computer any time, and the information can be used to generate a fee payment report. Reduce data loss since the system will ensure that all the respective files are updated. Storage space will be reduced since the former paper work will be eliminated. Security – A computer system guarantees the security of information stored in it by use of passwords to restrict access of the information by unauthorized users. The computer has Backup facilities that highly minimize loss of information in case of any calamity. Portability- allows transfer of information from one place to another over long distances, easily without any loss of information. Maintainability- The system developer gives instruction on how to use and maintain the developed software hence it is easy to maintain the system when his instructions are put into a proper use. Productivity - guaranteed high and reliable output at any give time that is a computer and a single employee could do a lot of work over a short period of time. Little input is needed. This also reduces the number of staffs required to generate a certain output and minimizes cost. Errors, committed in the events of computations will be greatly minimized. 2.4 SCOPE OF THE PROJECT: Student’s master file will have 20 sample records. Teacher’s master file will have 18 sample records. Old student’s file will have 7 sample records. Old teacher’s file will have 9 sample records. User’s file will have 6 sample records. The damages file will have a sample of 2 records. 2.5 SPECIAL CONSIDERATION: Each student is assigned a unique admission number once he/she is admitted into the school. CHAPTER THREE 3.1 PRELIMINARY INVESTIGATION The objective of the system investigation was to answer the following question. Is it a problem or an opportunity? Can the problem be solved by improving the system? Is new information system needed? Is this a feasible information system a solution to the problem? An investigation to the cur6g rent system was carried out so as to get an overview of the current data processing methods, the problem associated with the methods and the necessary improvement required. The new data processing methods and procedures required in the new system will also be addressed. 3.1.1 FEASIBILITY STUDY A short assessment of the new system will be carried out to determine whether the new system can effectively meet the specified requirements of the organization. The study will be carried out to establish whether the direction and the requirement of the project are feasible. It analyses whether it is worth to commit the resources to the computerization of any area of the school operations and whether it is worth doing operations with a computer system. The study was aim at; Measuring how beneficial or partial the development of the new system of the new information management system w ill be to the organization. To outline the present problem and summarize it in terms of cost. To allow the organization management of the school to decide whether or not to commit resources to the project by showing whether or not a fully system study appears to be justified. During the feasibility study of the organization the following areas were looked into; 3.1.2 ECONOMIC FEASIBILITY This will be conducted to find how cost effective the system to be implemented will be. The following questions are expected to be addressed under Economic feasibility study. What benefits will the candidate system provide compared to the current system. How much will the candidate system cost The following will be considered when evaluating the candidate system. System development cost Hardware and software cost Maintenance cost after installation User time for testing and training 3.1.3 TECHNICAL FEASIBILITY The study was to measure the predictability of the technical solution and whether the organization posses the necessary technology to solve the problem as projected. It also measured whether there is enough technical expertise in the organization so as to develop the suggested solution. The possibility that the organization has or can procure the necessary resources will also be checked. It is found out that the existing manual system would not be used hence new hardware and relevant software is to be acquired. Man power was lacking in the organization which was also to be acquired. 3.1.4 OPERATIONAL FEASIBILITY The feasibility is carried out to measure how well the new system will work in the organization and the willingness and desire of the users and how they feel about the system. I expect the stakeholders to be interested in the system that is easy to operate, make few or no errors, desired information and fall within the objectives of the organization. FINDINGS OF THE FEASIBILITY After the feasibility study, the following were concluded; There will be 80% elimination of bulky paper files in the offices hence more working space is created in the office. The process of searching different details will be easy by the use of the candidate system. 3.2 FACT FINDING 3.2.1 INTRODUCTION In order to collect information on which to base the analysis and to ascertain whether or not the information on the system meets the user’s current needs, various techniques will be used to collect information about the existing management system. The following methods and techniques will be used to carry out fact finding on the current system in the organization. 3.2.2 INTERVIEWS This method was used to collect information from the Administration (head teacher, mare teachers and employees) through face to face interaction concerning the operation of the present system. The interview covered the following areas: The method currently used to admit students and to generate the students results data and the current backup storage. The problems of the current system and how it operates. The required output of the information that need to be kept. 3.2.3 OBSERVATION An observation since it involves an analyst getting involved in some of activities of the interview it will be carried out on the operation of the current system and formulate questions and conclusions on the basis of the observation. The observation will be carried out during the operation hours. 3.2.4 QUESTIONNAIRES Questionnaires will also be used and the responses got from them was that very few employees were computer literate and they were at ease with the new system since it was going to make work easier to the very busy departments SAMPLE STRUCTURE OF MY QUESTIONNARIE DATE:………………………………….. JOB TITLE: ………………………………….. Question 1: How do you grade your current manual student’s enrollment system? (PUT A MARK IN THE APROPRIATE BOX ) VERY GOOD GOOD AVERAGE POOR Question 2: Do you think it should be computerized? YES(Give two reasons) 1.…………………………………………………………………………………………………………………………………………………………………………………… 2……………………………………………………………………………………………………………………………………………………………………………………… NO(Give two reasons) 1…………………………………………………………………………………………………………………………………………………………………………… 2…………………………………………………………………………………………………………………………………………………………………………………………… Question 3. Does the current system have any advantage over the proposed one? YES NO If YES state them: ………………………………………………………………………………………………………………………………………………………………………….. …………………………………………………………………………………………………………………………………………………………………………………………… Question 4 What would you like included in the new system? 1…………………………………………………………………….. 2……………………………………………………………………. 3……………………………………………………………………. Any other details regarding the new system ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….... ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………....……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….... Please fill the form with the right details and hand it in SYSTEM FLOWCHARTS Context diagram In drawing the context diagram of a system, we look at the system from the outside. Our attention is external entities and what are inputs/outputs. This system gets a registration form from a student, processes the form, and sends a confirmation of registration to the student. Therefore, its context diagram, as shown in Figure 3.1, consists of student as its external entity, registration form as its input, and confirmation-letter as its output. Figure 2.1: The Context Diagram for the Student Registration System. Draw the Detailed DFD In this step, we look at the system from the inside. Our attention now is on what the inputs are transformed into, how the inputs are processed, what the outputs are created from, and how the outputs are prepared. To draw to detail DFD for this system with the inside perspective, we decompose the process in Figure 2.1 into three processes: process 1.0 Verify_Availability, process 2.0 Enroll_Student, and Process 3.0 Confirm_Registration. The process 1.0 gets requested courses from a registration form, verifies their availabilities using information from the course file, and produces accepted/rejected requested courses. The process 2.0 gets the output from the process 1.0, updates the course file and the student file, and produces a registration result. The process 3.0 gets the output from the process 2.0 and produces a confirmation letter. The detail DFD of this analysis is shown in Figure 2.2. Figure 2.2: The detail DFD for Student Registration System. Define data items of data stores Suppose the above DFDs represent the design of the new system, we will move toward database design in the next important step. In doing so, all data items of data stores required for processes have to be defined. Define the following data items for the data store course, course credit, course days, course id, course name, course times, course building, course capacity, course closed/cancelled, course registration, course room. Define the following data items for the data store student address, student course id, student course grade, student id, student name, student course semester. CHAPTER FOUR 4.0 SYSTEM TESTING AND IMPLEMENTATION 4.1 INTRODUCTION This chapter explains how the system was tested and how it will be implemented. It will give different implementation strategies, and post implementation review is also discussed. 4.2 SYSTEM TESTING This program has been tested with a wide range of valid and invalid data. The test data used is show below: 4.3 IMPLEMENTATION Parallel running is the proposed strategy for implementing this system. In this implementation strategy, the new system and the old systems run simultaneously for a given period of time and their results are compared. Once the user has complete confidence in the new system, the old system is abandoned. It has an advantage in that there is a fall back should the new system fail. However, large administrative overhead and the fact that it is time consuming are its drawbacks. Should there be disagreement on the proposed implementation strategies the following are other implementation strategies that could be adopted. Direct Changeover- In this implementation strategy, the new system replaces the old system immediately. It is quick, cheap and complete. It has demerits in that there is no fall back should the new system fail. It also requires thorough preparation to ensure that the exercise is carried out when it will least inconvenience operations. Pilot running- In this implementation strategy, some logical parts of the system are converted, tested and then other parts are installed. Phased Changeover- Takes place in two possible forms: Where the organization is divided into various divisions and the system is implemented in phases. Where the information system is divided into components and the components are installed in stages. Applicable where: Large project are involved. Where distinct parts of the system are geographically dispersed. 4.4 POST IMPLEMENTATION REVIEW After the system is fully implemented the following issues will be evaluated: Accuracy of information produced. User satisfaction. Net operating costs. Impact of the system on the users and their jobs. Systems fit and impact on the organization structure. This evaluation is meant to: Verify that the installed system meets the user’s requirements. To provide feedback to the software developers. Justify the adoption, continuation or even termination of the installed system. Clarify and set priorities for any needed modification. Transfer the responsibility for the system from the developers to the users. 4.5 SAMPLE DESIGN STRUCTURES DATABASE DESIGN. SAMPLE USER INTERFACE/REPORT LOGIN FORM SPLASH FORM STUDENTS REGISTRATION STUDENTS INFORMATION REPORT 4.5 CONCLUSION When the system is fully tested and implemented it the responsibility for it will be transferred to the users. The users can however contact the developers in case the system develops problems when being used.  CHAPTER FIVE: 5.0 USER GUIDE 5.1 INTRODUCTION This guide will be used to training the users of this program. It will also be used to guide the users while using the program. It is an important tool in trouble shooting when working with the system and when installing the program. 5.2 SOFTWARE AND HARDWARE REQUIREMENTS This program will run well in Windows environment such as Microsoft Windows XP and other sophisticated or advanced Windows. The proposed system will require a personal computer with and connected to a printer. The computer must meet the following hardware requirements for effective running are: A RAM size of at least 540 MB. A processor with a processing speed of 3.0 GHZ. A storage space or Hard disk space of 80 GB. Super VGA TFT monitor. 5.3 INSTALLATION This program has been packaged in a DVD-ROM. The Following steps are used when installing the program in the users’ computer: Insert the DVD labeled Student Registration system in the DVD-ROM drive. Access the DVD, Double click the folder labeled Student Registration system Double Click Setup Icon Follow the setup wizard to install the program in the program files section Run your Program. 5.4 USING THE SYSTEM Login details The user of the system must enter his/her name, Categories, and password correctly in the spaces provided. The entered details are compared with the existing details of users to establish whether the user is authorized. If the user is authorized, he/she will be given access to the system else he will be promoted to either to re-enter the details or to exit the system. (i) Exiting the program On the file menu click exit. Viewing Reports On the view menu click reports On the pull-down menu that appears choose the report you want to view. The reports tool bar provides you with tools for printing the report, export the report to another application and zooming the size of the report to a certain percentage. The title bar of the report has maximize, minimize and the close button. 5.5 USER SUPPORT INFORMATION (a) Threats to the system Student registration system management should realize that any information system is surrounded by threats which can either be intentional or non-intentional. The intentional threats are crimes committed with full consent and knowledge: They include Theft of data, the computer hardware and software. Inappropriate use of data. Strikes and riots in the school that may lead to destruction of the computers Viruses may also damage the information in the computers and the system. Unintentional threats include: Human Errors Environmental hazards such as fire, flood, earthquakes, and power failures. (b) Control measures to be taken The system developers have put some of these risks in mind. Thus they have controlled access to the system by introducing the passwords for authorized users. Other control measures that the School should take include: Restricting physical access to the computer rooms Shielding the system against electro-magnetic fields Prevention of such risks as fire, water and emergency power shutoffs. Installation of air-conditioners in the computer room. The school should maintain backups of every information in the system An antivirus program should be installed in the computers. 5.6 POGRAMME MAINTENANCE For program maintenance and upgrading, Contact: FAUSTIN NJOGU NDUNGU, 0791529937 E-MAIL: njogufaustin @gmail.com 5.7 CONCLUSION Student registration system is a system that should be reliable to the user since it has been tested. The system should offer all the required capabilities of a system in school that deals with offering high quality of education to the student. It has really been my pleasure in designing and coding this program. APPENDICES QUESTIONAIRE How do you find this system? How is the operation? What do you think should be improved? Do you find this (new system) relevant and helpful? What would you like added in this system... ………………………………………………………………………………… ………………………………………………………………………………… ………………………………………………………………………………… Do you like the graphic presentation of the system? 7) Do you recommend others to use this system? 8) Is the system readily available in your area? 9) What impact does the system have on you? Personal remarks………………………………………………………………………… ………………………………………………………………………………… ………………………………………………………………………………… ………………………………………………………………………………… ………………………………………………………………………………… BUDGET COMPONENT COST IN KSH SYSTEM UNITS (2) 26,000 TFT MONITOR(2) 14,000 UPS(2) 8,000 FURNITURE 20,000 PRINTER AND CARTRIDGES (1) 8,000 DUST COATS 2,000 KEYBOARD AND MOUSE COMPONENTS 1,500 SCANNER 5,000 SOFTWARE 150,000 TOTAL TIME FRAME The table below shows the time schedule for the project to be completed. ACTIVITY START STOP Data gathering 10th Sept 27th Sept Data analysis 30th Sept 14th Oct System design 21st Oct 11th Nov Program code 18th Nov 28th Nov System testing 2nd Dec 2nd Jan System documentation 5th Jan 20th Jan Implementation 27th Jan 14th Feb PAGE v