Department of Electrical and Computer

Engineering Database project Report

Title: Saving Students Record System

Prepared by

 Dagim Cherinet-----Tech/0482/10

Year 4, semester I

Submitted to Mr. Abeto

 Submission date 2-june-2021

Abstract
Students form a main part of any institution that concerns with. But the institutions find it
difficult to keep details of some or many students of the organization just in one stretch. It will
involve a lot of pen paper work. Sometimes there will be some huge heap of files bundled up
and kept together in some corner of the office. If you want any information regarding the
particular student to be searched this student then it can be obtained by just entering the Id
number or the name of the student to be searched. This student record saving solution will
make the work of storing the data in an organized way.

The student record saving system will help in managing the student’s name, address, marks,
and the subject they have taken and taking, the scholarship they are applying in to, the
payment plan and other records will be easier with one such system. It will also help in saving
time and effort.

This student record saving database can further be embedded with a user friendly interface to
access it easily. The information of the particular student will be obtained in just one mouse
click. Some of the features that is can includes are as follow:

 Students record saving: The details of the students of the organizations can be stored in
the database with the use this system.
 Marks: The results of the students can also be accessed and stored through this
application.
 Easy-access: you will obtain the details of the students by entering his/her Id or name in
just one query
 Personal details: All the personal details of the students can be obtained in just one
mouse click.
Contents
Abstract.......................................................................................................................................................2
CHAPTER ONE: INTRODUCTION...................................................................................................................4
Introduction.............................................................................................................................................4
Background of the Study.....................................................................................................................4
Problem Statement.............................................................................................................................4
Project Objective.................................................................................................................................4
CHAPTER TWO: LITERATURE REVIEW..........................................................................................................5
2.1. Student Records/Data Management................................................................................................6
2.2. Conclusion........................................................................................................................................7
CHAPTER THREE: METHODOLOGY USED TO DESIGN THIS SYSTEM.............................................................7
3.0. Introduction......................................................................................................................................7
3.2. Data Collection.................................................................................................................................8
3.3 Database Design................................................................................................................................8
4 ANALYSIS & REQUIREMENT SPECIFICATION.............................................................................................8
4.1 Purpose..............................................................................................................................................8
4.2Functional Requirements:..................................................................................................................9
4.3 Non Functional Requirements:..........................................................................................................9
CHAPTER FIVE DESIGN OF THE PROJECT.....................................................................................................9
 ER-diagram......................................................................................................................................9
Schema Diagram....................................................................................................................................10
Appendix...................................................................................................................................................12
Solution for Saving Student Record

CHAPTER ONE: INTRODUCTION

Introduction
The registrar is responsible for handling student information and gathering them during
enrollment. This information includes each student’s background information, student subject
taken student attendance at lectures grades, performance record, and other information
needed by the Institution.

Background of the Study

The scope of the service is Hawassa University IOT. The school has more than 4000 students
that take different courses. It is true that success of Hawassa university on its ability to acquire
accurate and timely data about its operations, to manage this data effectively, and to use it to
analyze and guide its internal daily activities. Student’s record saving System deals with all kind
of student details by tracking all the details of a student from the day one to the end of his or
her course which can be used for all reporting purpose, tracking progress in the course,
completed semesters years, coming semester year curriculum details, project or any other
assignment details, final exam result; and all these are purposed for future references when
interpreting an organization performance.

Problem Statement
It’s very difficult and tiring trying to capturing and storing student’s record details locally, where
hard copies of files for every student are kept in office shelves, this seem to be tiresome and
time consuming in case the registrar is looking of a particular student document. The problems
facing the current manual system are data redundancy, difficult to update and maintain,
inconsistent data, insecurity, difficult to impose constraints on various data file and difficult to
backup.

Therefore, because of these drawbacks that Student Record Saving System has been developed
to address the problems catalogued above.

Project Objective
The main objective of this project is to build a student database system that will store records
of students. It is purposed to reduce time spent on administrative tasks. The system is intended
to accept process, generate student’s reports and marks and their respective scholarship
preferences accurately. The system is also intended to provide better services to users, provide
meaningful, consistent, and timely data and information and finally promotes efficiency by
converting paper processes to electronic form. The system is free of errors and very efficient
and less time consuming due to the care taken to develop it. Provision is made for future
development in the system. And to develop a robust Student Record Saving System for HU-IOT .
The project provides comprehensive Student Database System for CCP Vocational Training Institute. The
system is able to capture, validate, sort, classify, calculate, summarize, store and retrieve data.

Student Database System store semester details, course details, department details and all the details of
students including their background information, educational qualifications and personal details etc.

1.1. Purpose of Project

The proposed system is intended to make life easy. The main purpose of the project is to build a student
database system to facilitate easy access of student’s records. The Student Database System will allow
the Administrator of HU-IOT Registrar, Login to edit, update student’s details records. It also enhances
efficient management of student’s information and process and print out student’s result and all related
records.

CHAPTER TWO: LITERATURE REVIEW

2.0. Database and Database Management System

A database management system (DBMS) refers to the technology for creating and managing
databases. Basically DBMS is a software tool to organize (create, retrieve, update and manage)
data in a database. The main aim of a DBMS is to supply a way to store up and retrieve
database information that is both convenient and efficient. By data, we mean known facts that
can be recorded and that have embedded meaning.

A database is an integrated collection of data, usually so large that it has to be stored on

secondary storage devices such as disks or tapes. This data can be maintained as a collection of
operating system files, or stored in a DBMS (database management system). A Database
Management System (DBMS) is computer software designed for the purpose of managing
databases based on a variety of data models.

Database systems are meant to handle large collection of information. Management of data
involves both defining structures for storage of information and providing mechanisms that can
do the manipulation of those stored information. Moreover, the database system must ensure
the safety of the information stored, despite system crashes or attempts at unauthorized
access.
A DBMS is a complex set of software programs that controls the organization, storage,
management, and retrieval of data in a database. DBMS are categorized according to their data
structures or types, sometime DBMS is also known as Database Manager. It is a set of
prewritten programs that are used to store, update and retrieve a Database (Gerald C. Okereke,
2009). When a DBMS is used, information systems can be changed much more easily as the
organization's information requirements change. New categories of data can be added to the
database without disruption to the existing system. Organizations may use one kind of DBMS
for daily transaction processing and then move the detail onto another computer that uses
another DBMS better suited for random inquiries and analysis. According Jantz (2001) the
emergence of computer based information system has changed the world a great deal, both
large and small system have adopted the new methodology by use of personal computer; to
fulfill several roles in the production of information therefore computerizing the documentation
of student record to enable easier manipulation of the input process and output will bring us to
this existing new world of information system.

Advantages of DBMS

 Improved strategic use of corporate data

 Reduced complexity of the organization’s information systems environment
 Reduced data redundancy and inconsistency
 Enhanced data integrity
 Improved security
 Improved flexibility of information systems
 Logical & Physical data independence
 Facilitate atomicity problem
 Provides central control on the system

2.1. Student Records/Data Management

According to student records manual prepared by MoSHE the creation and maintenance of
records relating to the students of an institution are essential to:

 Manage the relationship between the institution and the student;

 Controlling the student’s academic progress and measuring their achievement. In
addition, student records contain data which the institution can aggregate and analyze
to inform future strategy, planning and service provision. A student is an individual who
is registered for a pursuing a given course or program. A student record/data contains
information directly related to a student, which include student name, student ID,
student address, guardian information, medical information, Room number and name
 and a list of personal characteristics. Student records could be maintained in
handwriting, print, computer’s main memory, magnetic tape, and disk even on cloud
backup for safety.

The student records are used by the organization to assist offices in support of their basic
institutional objectives and to document student progress and achievement in the educational
process of the institute. Educational institution is required to conform to fair information
practices. This means that persons who are subjects of data systems must:

 Be informed of the existence of such systems

 Have identified for them what data about them are on record,
 Be given assurances that such data are used only for intended purposes
 Be certain that those responsible for data systems take reasonable precautions to
prevent misuse of the data.

2.2. Conclusion
Finally, since the data generated daily by HU-IOT increase geometrically according to the
registrar, it is worthwhile and holistic to develop robust student database management system
for the Institution to hold the large amount of data that is generated. The proposed system,
SDMS, should be able to stand the test of time because student records should be kept as long
as is necessary to:

 Fulfill the promised obligations established between the institution and the student.
 Provides information on the academic career and achievements of the student, and as
part of their lifelong learning record. The information gathered whilst reviewing
different online resources has been very useful in the development of the proposed
system. The project when completed will provide an efficient way to store and organize
data than spreadsheet. It will also serve as a centralized facility that can simplify the
work of the registrar.

CHAPTER THREE: METHODOLOGY USED TO DESIGN THIS SYSTEM

3.0. Introduction
This Chapter gives a brief description of the methodology used to develop the proposed
system. The main methodology involves feasibility study, data collection, system analysis and
design, developing and implementing Student Database Management System. The data
considered necessary to build the system were collected and analyzed. The methodology is very
important to ensure that the new system would give benefits to the proposed learning
institution.
3.1. Approach for the Development of DBMS

The system development life cycle (SDLC) waterfall model was considered. In this model, the
system follows a series of events from the requirement definition, system and software design,
implementation and unit testing, integration and system testing and operational maintenance.
There was use of different aspects from other models like prototyping which helped in coming
up with system definition and analysis, data flow diagrams (DFD) and entity relationship
diagram (ERD).

The ERD was used to show the relationship between entities while the Data Flow Diagrams
were used to show the flow of data in the system.

3.2. Data Collection

The required data including student details, subject details, student personal details, semester
details, result details etc. were organized through online resources as a sample. The collected
data help to identify attributes, relationships, classes, entities/objects that describe, relate and
interact with the system. The data collection tools and techniques that were used are as
follows:

 Through online resources

 And by asking peoples who has the experience in this topic

3.3 Database Design.

A relational database design was used to design the database. A relational database
management system (RDBMS) is an excellent tool for organizing large amount of data and
defining the relationship between the datasets in a consistent and understandable way. A
RDBMS provides a structure which is flexible enough to accommodate almost any kind of data.
Relationships between the tables were defined by creating special columns (keys), which
contain the same set of values in each table. The tables can be joined in different combinations
to extract the needed data. A RDBMS also offered flexibility that enabled redesign and
regeneration of reports from the database without need to re-enter the data.

4 ANALYSIS & REQUIREMENT SPECIFICATION

4.1 Purpose
The purpose of this project is to manage students' personal records effortlessly. It keeps
the digital track of student data, thus reducing paperwork. A centralized database created
to consolidate data, allowing integrated, long term analyses, and dynamic search ability with
user friendly query tools to be performed to support adaptive management. Many data
collection, analysis and presentation software programs that are currently being used must be
able to interface with any new data management system. Continuity with consistent data
collection methodology is enforced by a common database system, allowing for standardized
format for forms ad reports between projects. 3.2 Scope The scope of the project is managing a
consistency and storage of data by dedicated data administrator. It provides most of the
features that a Database Management System should have. It is developed by using MySQL
database. It has been implemented in WINDOWS platform.

4.2Functional Requirements:
Three modules are used in this project namely Admin: can insert, analyze the tables and
attributes

4.3 Non Functional Requirements:

 Hardware specification Processor: i5 Core Processor Clock speed: 2.5GHz Monitor: 1024
* 768 Resolution Color Keyboard: QWERTY RAM: 1 GB Input Output Console for
interaction
 Software specification SQL Server 2008 Operating system: Windows10

CHAPTER FIVE DESIGN OF THE PROJECT

 ER-diagram (Entity Relationship diagram) Saving Student Record System

An ER diagram shows the relationship among entity sets. An entity set is a group of similar
entities and these entities can have attributes. In terms of DBMS, an entity is a table or attribute
of a table in database, so by showing relationship among tables and their attributes, ER diagram
shows the complete logical structure of a database.
Schema Diagram
The relational model
Administrator

AdminID username password Name

Student

StudID Fname Lname sex Bdate email AdminID depId

Department

deptID Name AdminId

Fees

Reciptnum studID Tuition fees Other fees devfees Date_of_receipt

Teacher

TeachID FName LName email

Course

courseID Name Description TeacherID ECTS

Department_course

DeptID courseID
Student_course

studID courseID semester Year Grade

Scholarship

scholID university Major country

Student_scholarship

studID scholID Date_of _application

Appendix
The project is implemented using sql (structured query language)

CREATE DATABASE Student_Record developementfees int,

USE Student_Record; DateofReceipt date,

CREATE TABLE Administrator( studID int,

AdminID int IDENTITY(1,1) NOT NULL PRIMARY constraint stud_fees FOREIGN KEY(studID)
KEY , REFERENCES student(studID),

username varchar(50) NOT NULL, PRIMARY KEY (ReceiptNum, studID)

password varchar(50) NOT NULL, );

Name varchar(50) NOT Null,

); CREATE TABLE Department (

CREATE TABLE student( DeptId int IDENTITY(1, 1) PRIMARY KEY,

studID int IDENTITY(001,1) NOT NULL PRIMARY Name varchar(50),

KEY,
AdminID int,
FirstName varchar(50) NOT NULL,
constraint admin_depart FOREIGN
LastName varchar(50) NOT NULL, KEY(AdminID) REFERENCES
Administrator(AdminID)
sex varchar(5) ,
);
email varchar(50),
CREATE TABLE Teacher(
AdminID int FOREIGN KEY REFERENCES
Administrator(AdminID) teachID int IDENTITY(001,1)PRIMARY KEY,

FirstName varchar(50) NOT NULL,

); LastName varchar(50) NOT NUll,

CREATE TABLE fees( email varchar(50),

AdminID int FOREIGN KEY REFERENCES

Administrator(AdminID)
ReceiptNum int NOT NULL,
);
Tuitionfee int NOT NULL,
CREATE TABLE Course( );

courseID int IDENTITY(001,1) PRIMARY KEY, CREATE TABLE student_teacher(

studId int,

courseName varchar(10), teachID int,

teacherID int FOREIGN KEY REFERENCES constraint stud_teach1 foreign key (studID)
teacher(teachID), references student(studID),

AdminIDa int FOREIGN KEY REFERENCES constraint stud_teach2 foreign key (teachID)
Administrator(AdminID) references teacher(teachID)

);

); CREATE TABLE Student_Scholarship(

CREATE TABLE student_course( studID int,

studID int, scholarID int,

courseID int, constraint stud_scholar1 FOREIGN KEY(studID)

REFERENCES student(studID),
constraint stud_course1 foreign key(studID)
references student(studID), constraint stud_scholar2 FOREIGN
Key(scholarID) REFERENCES
constraint stud_course2 foreign key(courseID) Scholarship(scholarID),
references course(courseID),
primary key( studID, scholarID),
PRIMARY KEY(studID, courseID),
Date_of_application date
semester int ,
);
acadamic_year date,
ALTER TABLE course
Grade varchar(1)
ADD ECTS int;
);

CREATE TABLE Scholarship(

scholarID int IDENTITY(1,1) PRIMARY KEY,

university varchar(50),

major varchar(50),

country varchar(50),