ABSTRACT
The purpose of designing a database system for students
account records is to assist in the execution, planning and timely release of
students account records both to students and also to management as the need
may arise, as well as getting correct output for every correct input given
about a student at any point in time.
The research studies the concept and operational modes
involved and was research to provide solutions to the problems encountered in
the fundamental job operation of students account records, the data
requirement, data manipulations, processing, storage and retrieval of data,
methods of input and output as this department stand as the financial and
developmental strength of the institution.
This project has been specifically carried out and
presented in a concise manner to cover the necessary background information and
to satisfy the needs for designing a database for students account records.
Here, visual basic programming language was used which was
linked to a well structured query language (SQL)- Microsoft access- to help in
querying the database in order to ensure proper efficiency of the system.
This software
develop will be able to eradicate the difficulties experienced in the old
system and make work easier, timely, reliable, efficient in workflow, which in
turn will assist management in decision making in order to meet up
With the global
challenges of the recent age.
TABLE
OF CONTENTS
CHAPTER ONE
1.1 Introduction
1.2 Background
of the study
1.3 Statement
of the study
1.4 Objectives
of the study
1.5 Significant
of the study
1.6 Scope
of the study
1.7 Limitation
of the study
1.8 Definition
of terms
Chapter two
2.1 Review
of related literature
2.2 Reasons
for student account
2.3 The
concept of accounting
2.4 The
concept of computerization
2.5 The
concept of database management system
2.6 The
concept of database
2.7 Properties
of a database
2.8
Organization of database
2.9 Database
planning
2.10Database
models
Chapter three
System analysis
and design
3.1 Introduction
3.2 System
analysis
3.3 Feasibility
study
3.4 Method
of data collection
3.5 Interview
3.6 Observation
3.7 Problem
of existing system
3.8 User
preparation
3.9 Objective
of the new design
3.10Output
specification
Organization of database
Chapter four
System
implementation
4.1 Introduction
4.2 Justification
of the programming language
4.3
System flowchart
4.4 Program
structure
4.5 System
testing
4.6 Training
& re-training of staff
4.7 Implementation Details
4.8
System testing
4.9 Training and re-training of staff
4.10
Change over procedure
4.10.1
Direct change over
4.10.2
Parallel change over
4.10.3
Pilot change over
4.10.4
Recommended mode of change over
4.11
Location and installation
4.12
Maintenance
Chapter five
Summary,
recommendation & conclusion
5.1 Summary
5.2 Recommendation
5.3 Conclusion
References
CHAPTER ONE
1.1 INTRODUCTION
In
its most general sense, a database is any electronically stored collection of
data in a computer system. In its more specific sense, a database is a
collection interrelated file
s
in a computer system. These computer based files are organized according to
their common elements, as that they can be retrieved easily when a DBMS is
used, information systems can be changed much more easily as the organizations
information requirements change.
Coming
to students account is not easy, for the financial burden of the institution
depends on how much money available and to ensure that each student actually
contributed their own quote towards achieving this development without
fraudulent practices becomes a taught for proper reasoning.
Databases
have been in use since the earliest days of electronic computing. Unlike modern
systems which can be applied to widely different database and needs, the vast
majority of older systems were tightly linked to the custom databases in order
to gain speed at the expense of flexibility.
For
years ego, because of them annual means and recently semi- computerized system
used in obtaining students account records, there has been a lot of undeleted
fraud like non-verification of forged receipt, influence of staff and students
who belong to the same peer group and in most cases associated with lots of
processing delays and inaccurate report generation. In database, we will
designed it in such a way that all the students accounts will be easy and
faster increase the production rate of the polytechnic and minimize the time
wasted in general.
Student
record is fast and easy software especially developed for computer and language
institution. In this software you can store huge information about student
including profit with photo, course information and school fees information. It
has flexible search features which you can search the record by date, by name
and by course as well as create the reports which you can print.
1.2
BACKGROUND OF THE STUDY
Federal
Polytechnic Nekede was established in 1978. It was formal collage of technology
in the year 1978 and it was made federal polytechnic Nekede Imo State in 1987 later become Federal
Polytechnic Nekede Owerri in 1993.
The
bursary division, which comprises the student account department started with
the institution. The institution runs various programes like National Diploma
(ND), Pre-National Diploma, High National Diploma (HND), Evening and
Certificate programes.
Currently,
it comprises of five schools, school of Engineering, school of business, school
of general studies, school of humanities, school of environmental design and so
on. The personnel of the polytechnic are
made up of academic and non-academic staff. The non-academic staff controls the
students account Department and it falls under the Bursary Division min the
Federal Polytechnic Nekede Owerri.
1.3
STATEMENT OF THE PROBLEM
The
designing of a database for students account records involves a lot of
development and evaluation of methods therefore has not been an easy task.
Because of thus, the manual cum semi computerized mode of operation of students
account records is faced with problems such as;-
·
Each student ledger has to be up dated from
time to time, thus makes the whole exercise boring.
·
Apart from the HOD and one of the staff
others are not computer literate.
·
As the files can easily be gotten hold of
unauthorized users can access confidential or other people’s information.
·
The computerized system is not functioning
·
There is every need to reduce processing
time, save labor cost and increase the rate of production thereby moving along with
recent technology and also meet upon with the global challenges.
·
Since the bulk of the work is done manually
there is every tendency that mistakes will likely occur most times in the
student’s registration number, name and even the amount paid.
·
The time spent and wasted due to the
increase in their records, this leads to delays in the computation of their
account records.
1.4
OBJECTIVES OF THE STUDY
The
study is aimed at understanding the problems and difficulties of the existing
system and creating a database system to solving those problems. These
include;-
a) To
design a system that will produce for the management, timely and adequate
information about students finances, in order to assist them in making
decisions.
b)To
design a database that will help the Polytechnics in Nigeria to reduce the
difficulties encountered in dealing with students account.
c) To
prepare a database that will make for easy preparation of students debtor list.
1.5
SIGNIFICANCE OF THE STUDY
The
reasoning why we use new technology of computer is to reduce unitary labour
requirements of each business operation and come up with a quality management
and successful database of increasing number of work functions in data
processing. The study will help the polytechnic in addressing the dilemma of
suffering from manual cum semi computerized system and allowing the institution
and the students achieve greater productivity.
The time will be saved and more achievement in work function achieved in
lesser time. And it will help the institution deflect easily some fraudulent
acts and squandalization. In the aspect of students clearance to collected
results, the names of financially up to date students will be easily queried
and attention given to them easily and faster as they come.
The
management can easily know the financial strength of the institution in order
to determine the nature of project to embark on. Workers will be needed, since
the database will accomplish what workers can do in few minutes, thereby saving
labour cost for the institution.
1.6
SCOPE OF THE STUDY
As
a result of many constraints involved in obtaining data, vast operations of the
institution, in some occasion’s non availability of some relevant material and
more especially time, this study was strictly restricted to the students account
department in Bursary Division and for regular National Diploma students of
Federal Polytechnic Nekede Owerri.
1.7 LIMITATION
OF THE STUDY
In
spite of time and of her limitations, although the researcher tried in using
the available resources to successfully carryout the research, it cannot be
claimed to be 100%. Therefore, is open for moderation if it can be used for a
similar purpose in students account department of other institution.
1.8 DEFINITION OF TERMS
Database
is a collection, of interrelated files in a computer system. A database management system provides the ability for
many different users to share data and process resources.
DATA: – A formalized representation of
facts or concepts suitable for communication interpretation of processing by
people or by automation means.
BITS: – Represents the smallest unit of
data a computer can handle
FILE:- A collection of related records
treated as a unit.
BYTES: – A group of bits is called a byte.
RECORD: – A collection of related items of
data.
CHARACTER: – A byte represents a character
and it can be a letter, a number or special character