The difficulties students record office usually face in any higher
institution, made us to realize that computer assisted record system is
the best in processing students record in IMT ENUGU, Enugu. This will
save our school the embarrassment caused by students complaints at the
end of working day.
Our basic objective of designing and implementing an online students
record system is the development of data Base computer program that will
enable the Register and record officers to efficiently, accurately and
effectively process and co-ordinate the various students activities in
the institution without much difficulties with little time.
In view of this, record officers must prepare for successful working
relationship with an online information processing and in addition get
their members of staff familiarized with the system for easy and
effortless exercise that produce reliable output (result).
This project describes how much an students record system is
developed and how in particular it can be effectively used for the day
to day running of the set-up.
For the purpose of this research we shall use data base programming
language version iv. This is because Dbase iv handles a large volume of
data. It is database management package, which is good for students
record keeping activities.
TABLE OF CONTENTS
Table of contents
1.1 Background of the study
1.2 Statement of the problem
1.3 Purpose of the study
1.4 SignificaOND/HND of the study
1.5 Scope of study
2.1 Literature review
2.2 Nature of record processes
2.3 Problem inherent from record
2.4 Need for (computerization) an online
3.1 Description and analysis of the existing system
3.2 Fact finding methods used
3.3 Organizational structure
3.4 Objectives of the existing system
3.5 Input, process and output analysis
3.6 Information flow diagram
4.1 Design of the new system
4.2 Output specification and design
4.3 Input specification and design
4.4 Flow chart (system) / procedure chart
5.1 System Implementation
5.2 Conversion proper
5.3 The parallel approach
6.2 Loading the new program
6.3 Running the program
6.4 Operational guideline
6.5 Option selection
1.1 BACKGROUND OF THE STUDY
Database is a collection of logically related files, organized in a
manner to satisfy the needs of an organization. A database is a store
of data structured so that access and update can be made by different
people in different ways without needs to change its design or content
for this to happen, it is essential that all data items are logically
Database is always necessary to store date items once,
because of it, input cost are lower. Duplicate letters are largely
dominated thereby saving space and ensuring data consistency. Data is
defined as an unprocessed facts. They are raw fact that are
unprocessed. Data does not have meaning. Information are processed
data through the computer, which process different type of information.
Information in the computer is stored in codes. File is the collection
of related filed, field is the collection of data items.
Database management system are important, because
important information requirement and non-specialist need easy ways of
accessing this information. Large amount of data with many types of
records occurring many times in database management system. Also in
database management system, complex data structures including many
relationships between data items. Many organization will have many use
requirement in data base management system. Organizations will also
have many frequent demand for changes to be made which only unflexible
database management system can cope with.
Data is viewed as a source to be shared by as many
process as possible. As a result, data must be organized in a way that
is flexible and adaptable to un anticipation requirements. The data
which they stored in anticipation of requests, and the requests
themselves. Data may be stored as references to documents, microforms or
computer coded text, graphics etc. the service may be offered on a
local basis or through a telecommunication network. Database system may
be operated by organizations for their own benefit or offered to the
public on a subscription basic. The output from database services is
either a document or computer data presented, say, on a video display
unit or a voice output.
The main purpose of database is to satisfy the user
information needs. The way in which these needs are expressed largely
determined the principles of operation of a particular database system.
Rerhaps the most straight forward request for database is
when the user supplies a complete reference for a document. The job of
the service then is to locate a copy of the document and deliver it to
the user. This is usually referred to as document retrieved service.
It may be aided by computers in compelling the index to the documents
in store, and in physically locating a required document as in a
More after then not, however, database need are expressed
in terms of a request for data such as, how many patient are being
admitted monthly in a hospital? Or what kind of sickness of a patient?
To answer such questions reference must be made to records stored either
in printed form or as computer coded data. The first of there is often
refered to as information retrieval, the later as database search, when
the index to the printed record is computerized.
The database distribution system, with the added facility
of storage at computer coded text, offer one approach to reducing, the
physical size of records, and to mechanizing their search and retrieval
the records unfortunately, first have to be converted into computer
compatible form, and can be consulted only after reconversion via some
printing or display device.
1.2 STATEMENT OF THE PROBLEM
The difficulties student record department usually force in any
institution of higher learning made us to realize that (computer aid) an
online record system is the best that can happen to IMT ENUGU. This
will save our school the embarrassment caused by students’ complaints at
the end of the working day.
It was in the view of this that Sundison (1994) pointed out that “a
typical problem students have had was moving from school to another
school. In a modern society labour moves quite a bit and many students
change schools at least oOND/HND in their lifetime. Every time new
students were offered record into a school, there was a problem of which
curriculum the previous school had followed and therefore whether the
previous level tallied with those of the new school”.
Many students neither know their right nor left at the record level
in the institution. Record had frustrated so many students that some
even roles a lot of lectures in pursuit of registration.
1.3 PURPOSE OF THE STUDY
The original purpose of this study is to design and implement an
online students record system in IMT ENUGU. Its purpose are to have the
(i) Efficient and safe storage
(ii) Quick retrieval of records and information
(iii) Proper accounting and file keeping
(iv) Quick response to any adhoc enquires
(v) Assist in result recording
(vi) Assist in CCPA updating
1.4 SIGNIFICAOND/HND OF THE STUDY
It is hoped that the result of this study will serve as tools for
helping students who wish to register for their OND/HND programmes, and
will go a long way helping the staff also. This is easy to achieve
OND/HND standard and tested computer programs handle all sort of complex
calculations, storage and retrieval of valuable information needed fro
Also, important is the fact that records prepared with electronic
machine can be stored as long as needed in non-bulky and compact
Works has been done in many areas of computerization, in industry and
commerce but not much has been done in school administration and
management system/services. We have therefore done this work to
highlight the use of an online in the important area of student’s
1.5 SCOPE OF THE STUDY
This work is confined to the IMT ENUGU that is our area of research
work. This was done to attain a standard output that will be useful to
both students and as well as the staff of college. It also helps in
making a quick, accurate, efficient and reliable data processing.