0902551 management information system for madeena national school

8/2/2019 0902551 Management Information System for Madeena National School

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Management Information System for Madeena

National School

Joharajah Nantharuban

Registration Number: R090255

Index Number: 0902551

Supervisor: Subramaniam Gopinath

2011/ 2012

This dissertation is submitted in partial fulfillment of the requirement of the Degree

of Bachelor of Information Technology (External) of the University of Colombo

School of Computing


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DeclarationI certify that this dissertation does not incorporate, without acknowledgement, any

material previously submitted for a degree or diploma in any university and to the best

of my knowledge and belief, it does not contain any material previously published or

written by another person or myself except where due reference is made in the text. I

also hereby give consent for my dissertation, if accepted, to be made available for

photocopying and for interlibrary loans, and for the title and abstract to be made

available to outside organizations.

....

J.Nantharuban

(Name of the Candidate) Date: ..

Countersigned by:

....

Mr. Subramaniam Gopinath(Name of the Supervisor) Date: ..


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ABSTRACTMadeena National School is operated under Ministry of education as a national

school. It is an important fact that Administration of MNS has to perform a lot of

operations day to day such as entering daily based attendance of students, keeping

records of particulars of leaves of teachers and keeping records of results of public

examinations (G.C.E O/L, G.C.E A/L and Grade V scholarship examination) and

retrieving information about the activities stated above. Currently the all activities are

performed manually by the panel of management. The main problems of the current

system are consuming more time to retrieve information and data redundancy.

Few goals of the proposed system are solving those issues stated above and

increasing the efficiency of operations by converting the current system into

computerized system. The system will aid to enter the basic information about

students, teachers, daily transaction, time table, resources and allocation of works and

also to search, to update, to delete the information based on some given indices. in

addition to that reduce the data redundancy by maintaining a database and to retrieve

information in timely manner.

This project was implemented using the C# language and Mysql database

management system, Visual Studio 2010 as IDE , .NET frame work, UML ( UnifiedModeling Language ) and Microsoft Visio is used to draw the UML diagrams. The

reporting tools in the visual studio environment are used to generate reports. The

system could be operated in Os Windows XP or higher.

The system is tested by giving some basic data to ensure that the system satisfy

the requirements of the user. Finally installed in the client computer and successfully

run.


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AcknowledgementsIt is my duty to thank sincerely to those who have helped me either directly or

indirectly to complete this project successfully. First of all my sincere thank goes to my

supervisor Mr.Subramanium Gopinath who is the branch manager of ESOFT computer

Studies Pvt Lt. Who directed me in various ways to complete this project successfully.

I must thank to University Of Colombo School Of Computing for offering this

degree program and to support us by supplying many advices and online guides from the

beginning to end of this program.

I owe my whole hearted thanks to Mr.MJM. Mansoor who is the principal of

Madeena National School for allowing me to initiate this project and giving me the

opportunities to collect requirements. And also my sincere thanks go to other supporting

staff of Madeena National School.

I wish to thank to Mr.Visithan who is employed as a lecturer in University of

Jaffna. Who gave me a lot of supports technically and spent his valuable time for

completion of this project successfully.

Finally I would like to thank all my friends and the teachers of Madeena National

School to give me supports in several ways to perform my works.


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ContentsDeclaration ................................................................................................................. iiABSTRACT .............................................................................................................. iiiAcknowledgements .................................................................................................... ivList of Figures ...........................................................................................................viiList of tables ............................................................................................................ viiiList of acronyms ......................................................................................................... ixCAPTER 01INTRODUCTION ............................................................................... 1

1.1 An Introduction to Madeena National School ..................................................... 11.2 Current Management System of Madeena National School ................................ 11.3 Motivation for project ........................................................................................ 11.4 Objectives of the proposed System ..................................................................... 21.5 Scopes of the proposed system ........................................................................... 31.6 Structure of the Dissertation ............................................................................... 3

CHAPTER 02: ANALYSIS ........................................................................................ 52.1 Existing system .................................................................................................. 5

2.1.1 Activities of Existing system ....................................................................... 52.1.2 Organizational Structure .............................................................................. 6

2.2 Some essential calculations of the system .......................................................... 72.3 Feasibility Study ................................................................................................ 7

2.3.1 Economical feasibility ................................................................................. 72.3.2Oprerational feasibility ................................................................................. 7

2.4 Fact Gathering ................................................................................................... 72.4.1 Fact Gathering Techniques .......................................................................... 82.4 .2 Functional Requirements ............................................................................ 8

2.4.3 Non Functional Requirements ..................................................................... 9

2.5 Proposed System ................................................................................................ 92.6 Process Model ................................................................................................. 11

CHAPTER 03: DESIGN ........................................................................................... 123.1 Alternative solution & Design technology ........................................................ 123.2 Tools Used in designing ................................................................................... 123.3 Modular design ................................................................................................ 13

3.3.1 Login user module .................................................................................... 13


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3.3.2 Human Resource Management .................................................................. 153.3.3 Examination Evaluation module ................................................................ 163.3.4 Financial Transaction Module ................................................................... 17

3.4 Database design ............................................................................................... 203.4.1 Normalization ........................................................................................... 203.4.2 Data base design diagram .......................................................................... 20

3.5 User interface design ........................................................................................... 223.5.2 Data Entry screen ( Teachers) .................................................................... 233.5.3 Search box screen...................................................................................... 23Figure 3.10 Search box for timetable ................................................................. 233.5.4 Confirmation and Information dialog box .................................................. 243.5.5 Print Dialog box ........................................................................................ 24


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List of FiguresFigure 2.1 The Organizational Structure Madeena National School---------6

Figure 2.2 The top level Use case of the Proposed system--------------------- 10

Figure 2.3 Rational Unified Process---------------------------------------------- 11

Figure 3.1 Use case diagram for Log in module-------------------------------- 13Figure 3.2 Sequence diagram form login module------------------------------- 14

Figure 3.3 Sequence diagram for HRMS module------------------------------- 15

Figure 3.4 Use case diagram for Examination and evaluation----------------16

Figure 3.5 Use case diagram for Financial transaction----------------------- 17

Figure 3.6 Class Diagram for proposed system--------------------------------- 19

Figure 3.7 Database diagram for proposed system --------------------------- 21

Figure 3.8 Main screen for MIS for MNS---------------------------------------- 22

Figure 3.9 Data entry form for teachers----------------------------------------- 23

Figure 3.10 Search box for timetable ------------------------------------------- 23

Figure 3.11 Conformation and information dialog box------------------------ 24

Figure 3.12 print dialog box------------------------------------------------------- 24


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List of tablesTable 3.1 Use case narrative for login user------------------------------------- 14

Table 3.2 Use case narrative for Registration----------------------------------- 16

Table 3.3 Use case narrative for search details--------------------------------- 17

Table 3.4 Use case narrative for Allocate work--------------------------------- 18


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List of acronymsMISManagement Information System

MNSMadeena national school

IDEIntegrated Development Language

SQLStructured Query LanguageUML - Unified Modeling Language

OBA -Old Boys Association

SDCSchool development committee

SDSSchool development society

G.C.E (A/L)General certificate of Education (Advanced Level)

G.C.E (O/L)General certificate of Education (Ordinary Level)


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CAPTER 01INTRODUCTION

1.1 An Introduction to Madeena National School

Madeena National School is being operated as a government school under the

ministry of education since its establishment 1943. There are more than 2000 students

and 130 staffs (including both academic and non academic staffs). There are taught

grade 1 to 13 classes. Normally there are five parallel classes available in this school

and also both Tamil medium and English medium parallel classes are available.

1.2 Current Management System of Madeena National School

Panel of management of MNS does perform a number of day to day activities

manually and also they use excel spread sheet application to store some data and

information. Most of information are stored in physical papers and files. As a

government school it has to complete several varieties of tasks daily, weekly and

monthly as well as they want to generate a number of reports.

1.3 Motivation for project

I am employed as a teacher in MNS for last four years. Panel of management have

noticed that a number of difficulties are faced to perform day today activities.

Management has to do various types of day to day activities such as Registering daily

attendance of students class wisely, Registering daily attendance of teachers, keeping

records about teachers leaves, keeping records about resources, keeping records about

classes, keeping records about timetable etc. in addition new admission of students and

newly appointed teachers should be registered in the relevant register book. The

management panel implements those activities manually and some of them are

computed (MS Excel sheets) but these methods are inappropriate and inefficiency.

Number of defects is identified in the current system.

Limitation of existing system (both manual and computerized)

It is very difficult to manipulate several views of (daily, monthly and annual )

attendances of students.

There are Lot of difficulties in keeping records of results particulars of

government examinations such as ( G.C.E (O/L) , G.C.E (A/L) and grade five

scholarship examination) , retrieving information and Manipulations.


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It is very difficult to keep records about personal details andparticulars of their leaves.

It is difficult to allocate and assign work for management panel annually.

It is difficult to maintain account for daily transactions.

There are some difficulties in allocating, changing and maintaining periods and

subjects for both teachers and classes in timely manner.

It is very difficult and consuming more time to analyze and calculate performance

of students in government examinations.

There are no any feasible way to find the number of school leavers and transferred

/ retied teachers.

There are data redundancy in all above stated instances because they do not use

any Database management system.

1.4 Objectives of the proposed System

To solve those kinds of limitations and difficulties stated above, it was proposed a

standalone system to the management by entering fundamental data into the system

and to get all the several views of information in timely manner.

Getting all the data in Database and facilitating ease of work.

Avoiding Data Redundancy by removing flat file system and unnecessary

physical files.

Providing work allocation annually in timely manner.

Viewing government examination results in various views and planning to

Future achievement.

Keeping records of Particulars of work allocation for every teacher

annually.

Keeping records of particulars of achievement of students in curricular and

co-curricular activities annually.

Keeping records of particulars of resources of the school.

Keeping records of management of timetable and update the time table easily and

immediately if any change occurs.

Updating immediately if any student drops from school.Updating immediately if any teacher is transferred or retired from the

school. Providing security to the database


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1.5 Scopes of the proposed system

Activities related to login module

Entering into the system. User can modify the password.

Activities related to teachers and other staffs.

Add the details of newly appointed teachers. Add the work allocation, timetable and particulars of leave . Delete / update / view the details.

Activities related to students.

Add the details of newly admitted students. Add daily attendance of the students based on class. Add the performance of the students in the fields of curricular and co-

curricular activities.

Delete / update / view the details.Activities related to well-wishers ( OBA/SDC/SDS).

Add their personal details. Delete / update / view the details.

Activities related to Resources of the school

Add details of the resources. Delete / update / view the details.

Activities related to daily financial transactions.

Add details of the daily transaction. Delete / update / view the details.

Activities related to generating several reports.

Reports related to government examinations. Reports related to particulars of leaves of the staffs. Reports related to the cocurricular activities.

1.6 Structure of the Dissertation

This dissertation is divided into several parts as fellow in creating Management

Information System for Madeena National School. Dissertation structure is as follows.


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Chapter 02: Analysis

Analysis phase is very important part in all information technology projects. This

chapter will attempt to describe how the current system works and what are

requirements of the client to be complete in the project. UML diagram is used to

describe the system and to know the requirements of the system clearly.

Chapter 03: Design

Design phase is used to design the user interface and database using the output of the

analysis phase. Client requirements can be satisfied by designing a system correctly

and attractively. This chapter will describe how will be the system ( user interfaces,

database and modules ) designed in details.

Chapter 04: Implementation

This chapter describes how the requirements of client are converted to coding using a

programming language and how inputs are processed to produce the outputs. Creation

of database, user interface and using database in the user interface are also described in

this chapter.

Chapter 05: Evaluation

Evaluation is very important thing for any system. This phase will check whether the

system works properly and correctly. There are different types of tests such as unit and

integration tests. Errors and correction of error will report in this chapter.

Chapter 06: Conclusion.

Closing details of the project are described in this chapter. The details such as what

were the lessons learnt during the project, how can be the system improved further

described in this last chapter.

AppendixesThis section includes the information those are not included in the

above chapters such as References, List of acronyms used, and list of tables and

figures would also be provided to be facilitate quick reference.


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CHAPTER 02: ANALYSIS

2.1 Existing system

The management panel of Madeena National School performs a number of basic

activities as listed. Either the management staff or clerk is responsible for entering data

and maintaining the records of details. Those activities are described under some

categories.

2.1.1 Activities of Existing system

1. Daily Data entry

These are some vital activities should be performed daily

1. Daily Attendance of students on class basis2. Daily attendance and particulars of leave of teachers and other staffs.

2. Registration of new members

The management staff (Clerk) is responsible for entering the basic details of newly

1. Admitted students2. Newly appointed teachers3. New administrative team for OBA, SDS and SDC annually

3. Keeping data about work allocation

It is very essential to keep records of data of work allocation such as

1. Work allocation for management panel

2. Work allocation for teachers and other staffs

3. Data about classes and their timetable

4. Maintaining database

1. Basic data about teachers and other staffs

2. Basic data about students

3. Basic data about well wishers such as OBA, SDS and SDA

5. Entering Achievement of government examination and co curricular activities

1. Results of G.C.E ( A/L), G.C.E (O/L) and Grade 5 scholar ship examinations

2. Performance of students in Tamil day, sports and English day etc.

All these activities are done by management staffs (Principal, Sectional heads, subject

coordinators, class teachers and clerk). But different activities are performed bydifferent personals and also some of activities should not accessed by all party. For


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example particular of leave of teacher is only visible for all teachers but they should

not edit the data in the particulars. But the draw backs discussed under Chapter One

are noticeable.

2.1.2 Organizational Structure

Organizational structure is the hierarchical administrative structure for any

organization. As other government schools in the country MNS also have the

conventional pattern of organizational structure. The figure 2.1 illustrates the

organizational structure of Madeena National School.

Figure 2.1 The Organizational Structure Madeena National School

PRINCIPAL

Vice PrincipalsDeputy Principal

Sectional Heads

Subject Coordinators

Class Teachers

Academic StaffsNon-academic Staffs

Subject Teachers

Prefects

Students

Class Monitors

OBA

SDS

SDC


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2.2 Some essential calculations of the system

Analysis of the results of G.C.E (O/L) and G.C.E (A/L) can be performed as shown in

the table below.

Subject: PHYSICS YEAR:2010

Total A A% B B% C C% S S% Pass Pass% W W%

40 06 15% 08 20% 10 25% 14 35% 38 95% 02 5%

OR

100% Total

PassPass

100% Total

AA = 100

40

6% A = 15%

2.3 Feasibility Study

Feasibility study facilitates to find the strength, weakness, opportunity and threats of

the system. in order to the feasibility study the proposed system fulfill the business

requirements of the system. Feasibility of this system can be categorized under

following titles.

2.3.1 Economical feasibility

Evaluating the economical effectiveness of the system is economical feasibility it

ensures the economical value of the system.

2.3.2Oprerational feasibility

Evaluating how well the proposed system solves the problem is operational feasibility

it ensures the operational value of the proposes system. [ WWW1 ]

2.4 Fact Gathering

Fact gathering is backbone of the information system it is useless to develop the

system with wrong facts.

Pass = Total W Pass = Total - [ A + B + C + S]


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2.4.1 Fact Gathering Techniques

As we discussed above that fact gathering is vital for information system if you want to

gather all the facts about the system that you are developing you should use fact

gathering techniques. There are number of fact gathering techniques are available

some of them are very popular.

The following techniques was used to gather facts

1. Interviews:- With principal, sectional heads and clerk

2. Observation:- I am employed as teacher in the same school my observation and

personal experiences are very helpful to gather facts

3. Using official documents:- Official document such as register of students, book of

attendance of teacher are used to collect fact for the system.

2.4 .2 Functional Requirements

The following functional requirements are identified for the proposed system while

analysis the system in analysis phase.

System should provide the ability to feed the basic information about academic and

other staff, students, well wishers (OBA, SDC, SDS) , resources, result of governmentexaminations and time table.

System should provide the ability to search the information about the persons in the

school, resources, result of government examinations and time table on different

indices.

System should provide the ability to update the data about the persons in the school,

resources, result of government examinations and time table.

System should provide the ability to delete the unnecessary / wrong entered data in

the database.

System should provide the ability to page setup of the documents , print preview

and print the necessary information in the system.

System should provide the ability to keeping information about attendance of the

teachers , other staffs and students.

System should provide the ability to retrieve time table information on the basis of

teacher and classes from the basic time table data.

System should provide the ability to provide the work allocation for the staffs.


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System should provide the ability to provide to facilitate daily financial transaction

of the school.

System should provide the ability to provide to generate several reports about every

modules stated above.

System should provide the ability to analyze the results of the government

examinations and other achievement of the students to make decision in future.

through the Analysis phrase

2.4.3 Non Functional Requirements

Non functional requirements of the proposed system can be listed as given below

under the relevant topics.

Security

System should be able to provide higher security facilities. That means, accessing to

the system can be controlled by password and setting privileges because very sensitive

and confidential information can be edited or hacked.

Accuracy and Consistency

These are most important non functional requirement of the proposed system because

most of the decision making based on the calculation of the system. If any error

calculation is propagated this will lead to make wrong decision.

User friendliness

User friendliness is also most important non functional requirement. This provides a

familiar and flexible environment to the user. Navigation in the user interface, links

between modules and menus are structured in a flexible pattern.

Timeliness

System should perform all the processes in a considerable short time.Reliability

The performance of the system should be trusted by the user

2.5 Proposed System

The proposed system is divided into subsystems as given below for the purpose of

designing and describing.

1. Login System

2. Human Resource Management System (HRMS)

3. Examination and Evaluation System


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4. Financial Transaction System

5. Other Resources Management System

6. Report generatinng System

Top Level use case diagram for proposed system

Figure 2.2 The top level Use case of the Proposed system


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2.6 Process Model

The Rational Unified Process (RUP) is an iterative software development

process framework created by the Rational Software Corporation. It is intended to be

tailored by the development organizations and software project teams that will select

the elements of the process that are appropriate for their needs. [ WWW2 ]

Figure 2.3 Rational Unified Process

1. Inception Phase: In this phase the business case which includes businesscontext, success factors are established. a basic use case model, project plan,

initial risk assessment and project description are generated.

2. Elaboration Phase: The elaboration phase is where the project starts to takeshape. In this phase the problem domain analysis is made and the architectureof the project gets its basic form. In which the use-cases and the actors have

been identified and most of the use-case descriptions are developed.

3. Construction: In this phase, the main focus is on the development ofcomponents and other features of the system. The coding takes place.

4. Transition: The activities of this phase include training the end users andmaintainers and beta testing the system to validate it against the end users'

expectations. [ WWW2]
http://en.wikipedia.org/wiki/Iterative_and_incremental_developmenthttp://en.wikipedia.org/wiki/Software_development_processhttp://en.wikipedia.org/wiki/Software_development_processhttp://en.wikipedia.org/wiki/Rational_Softwarehttp://en.wikipedia.org/wiki/Rational_Softwarehttp://en.wikipedia.org/wiki/Software_development_processhttp://en.wikipedia.org/wiki/Software_development_processhttp://en.wikipedia.org/wiki/Iterative_and_incremental_development


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CHAPTER 03: DESIGNSystems design is the process of defining the architecture, components, modules,

interfaces, and data for a system to satisfy specified requirements. [WWW3] The

objectives discovered during the analysis phase are refined and modeled, in this phase

database is also modeled UML diagrams such as use case, class diagrams, activity

diagrams and sequence diagrams could be used to design the system. User interfaces

are designed too.

3.1 Alternative solution & Design technology

Object-oriented analysis and design methods are becoming the most widely used

methods for computer systems design and UML is the standard language for Object

Oriented analysis and design. This system is also designed object oriented technology

using UML diagrams. The techniques of inheritance and encapsulation of object

oriented designing are used while designing the proposed system.

3.2 Tools Used in designing

It was decided to create a standalone windows based system because the users of the

proposed system are familiar with windows operating environment and installed in

one computer for three type of users in different privileges. The tools are described to

design the system given below.

3.2.1Argo UML

Argo UML was used as a tool to draw the UML diagrams

such as use case diagrams and sequence diagrams.

3.2.2 Php MyAdmin

phpMyAdmin is a free software tool written in PHP, intended to

handle the administration ofMySQL over the World Wide

Web. phpMyAdmin supports a wide range of operations with

MySQL. [ WWW 4]
http://en.wikipedia.org/wiki/Datahttp://en.wikipedia.org/wiki/Systemhttp://en.wikipedia.org/wiki/Requirementhttp://en.wikipedia.org/wiki/Object-oriented_analysis_and_designhttp://php.net/http://mysql.com/http://mysql.com/http://php.net/http://en.wikipedia.org/wiki/Object-oriented_analysis_and_designhttp://en.wikipedia.org/wiki/Requirementhttp://en.wikipedia.org/wiki/Systemhttp://en.wikipedia.org/wiki/Data


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3.2.3 Microsoft Visual studio .net

Microsoft Visual Studio is a powerful IDE that ensures quality

code throughout the entire application lifecycle, from design

to deployment.

3.3 Modular design

The basic idea underlying modular design is to organize a complex system as a set of

distinct components that can be developed independently and then plugged together.

[ WWW 5]

In the point of view of the object oriented design the system is composed of classes

and objects. Object is instance of a class. Each and every class posses its own set of

attributes and method. Similar classes derived from their parent class. This technique

will reduce large amount of coding and system development time and increase the

reusability simplicity and maintainability.

Modules of the proposed system

1. Login user System

2. Human Resource Management System (HRMS)

3. Examination and Evaluation System

4. Financial Transaction System

5. Other Resources Management System

6. Report generating System

3.3.1 Login user module

Figure 3.1 Use case diagram for Log in module


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The figure 3.2 illustrates The sequence diagram of login module.

Figure 3.2 Sequence diagram for login module

This module is designed to allow the user into the system with different privileges. Log

in screen asks user id and password, if the password and user id are matched only userwill be allowed into the system. User may be Administrator or clerk

The table 3.1 shows use case description for login user

UseCase Name Login

Actors: 1. Clerk 2. Administrator 3. Authorized staffDescription: The login user use case describes the event of authenticating the

user while user logs in into the system. The authorized user logsin into the system using user Id and password.

Precondition: The authorized user who knows the User Id and the password.

Flow of event: Action of actor: Action of system:

Step 1: The user starts the

application

Step 3 : User enters the user id

and the password

Step 5 : The user allowed to

enter into the system

Step 2: System prompts to

enter user id and password

Step 4 : The system checks

weather the user name and

password are matched

Post condition: The user are logged on

Assumption: The authorized person only knows the password

Table 3.1 Use case narrative for login user


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3.3.2 Human Resource Management

This module is designed to handle the management of human resources such as staffs,

students, old boys and school development society. Fundamental information about

human resources, particulars of leaves of staffs and attendance of students can be

added into database using this module and other functions such as search, delete,

update and print are also allowed. The figure 3.3 illustrates the use case diagram of

HRMS module.

Figure 3.3 Use case diagram for HRMS module

Use case description for Registration process of HRMS

Table 3.2 shows use case description for Registration process of HRMS

UseCase Name Registration

Actors: 1. Clerk 2. Staffs 3. StudentsDescription: The registration use case describes the event of adding data about

students and staffs. The relevant application form is filled by theperson and given to the principal / authorized person. After

ensuring weather all the data are correct, Clerk enters the data intodatabase.

Precondition: The data about the applicant does not already exist in thedatabase.


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Step 1: The Applicant fills the

form and hands over to the

management panel.

Step 2: The management

panel checks weather data arecorrect.Step 3: The Application form

is handed over to the clerk.Step 4 : Clerk enters the data

into the system.

Step 8: Clerk gives register noOR admission no to the

applicant.

Step 5: System verifies weather

all data in correct format (data

type).

Step 6: System checks weather

the data already exists.Step 7: System allows to insertthe data into the database and

displays in the interface.

Post condition: The details of the person is displayed

Assumption: The student or staff currently exists in the school.

Table 3.2 Use case narrative for Registration

3.3.3 Examination Evaluation module

Figure 3.4 Use case diagram for Examination and evaluation

This module is designed to handle the management and analyzing of results of

government examination such as G.C.E (O/L), G.C.E(A/L) and grade 5 scholar

examination. Results can be added with index number and subjects into database using

this module and other functions such as search, delete, update and print are also

allowed. The figure 3.4 illustrates use case diagram of examination and evaluation

module.


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3.3.4 Financial Transaction Module

This module is designed to handle the management of financial transactions such as

examination fees and facilities fees. Transaction information can be added into

database using this module and other functions such as search, delete, update and print

are also allowed. The figure 3.5 illustrates the use case diagram of financial

transaction.

Figure 3.5 Use case diagram for Financial transaction

The use case narrative for search detailsThe table 3.3 shows the use Case Narrative for Search details

UseCase Name Search Details

Actors: 1. Clerk 2. Administrator 3. Authorized staff

Description: The search details use case describes the event of searching data

and information about given indices. The user gives the relevant

search index in the search box of the module.

Precondition: The searching data or information should be available in the

system.

Flow of event: Action of actor: Action of system:Step 1: The user provides the

correct search index in the

search box.

Step 4 : User sees the results in

the data grid



type).

Step 3 : Search results will be

displayed in the data grid.

Post condition: The search results is displayed

Assumption:

Table 3.3 Use case narrative for search details


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Use Case Narrative for Allocate work

The table 3.4 shows the use case narrative of allocate work

UseCase Name Allocate work

Actors: 1. Clerk 2. Administrator 3. Authorized userDescription: The allocate work use case describes the event of assigning or

allocating works to staffs of the organization. The work allocation

chart is completed by the management panel then given to the

clerk / authorized user. Then clerk / authorized user allocates

work for every staff of the organization.

Precondition: Staff should be added in the database and given a register number


Step 1: The administrator

completes the work allocation

chart and given to the clerk or

authorized userStep 2: clerk / authorized userallocate work for staff using

their register number.



type).

Step 4: System allows the workto be added in the database. Ifthe staff is already registered

displays the work allocationdetails with their name.

Post condition: Work allocation details are displaye

Assumption: Staff currently exists in the school.

Table 3.4 Use case narrative for Allocate work


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Class Diagram for proposed system

The figure 3.6 illustrates the class diagram of proposed system.

Figure 3.6 Class Diagram for proposed system

Account

ClassRoom

CocurriculamResource

Result

Attendance

LeaveSub ect

Timetable

DataBaseConection

Lo inUser 1 1

Prefect

Person

Teacher Student OldBo s SdcSdsNonAcademic

1 1..*

1..*

1..* 0..*

1..*1..*

0..*

1

1..*

Student

0..*

1..*

Teacher

1..*

1

1

1..*


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3.4 Database design

Database design is the process of producing a detailed data model of a database.

This logical data model contains all the needed logical and physical design choices and

physical storage parameters needed to generate a design in a Data Definition

Language, which can then be used to create a database.

[ WWW 6]

3.4.1 Normalization

Database normalization is the process of organizing the fields and tables of a relational

database to minimize redundancy and dependency. Normalization usually involvesdividing large tables into smaller. Database of this project is normalized up to 3Nf.

3.4.2 Data base design diagram

As shown in the figure 3.7 , it is illustrated database diagram. Database diagramdescribes the relationship among the table, primary keys of the table and fields of the

tables.
http://en.wikipedia.org/wiki/Data_modelhttp://en.wikipedia.org/wiki/Databasehttp://en.wikipedia.org/wiki/Logical_data_modelhttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Field_(computer_science)http://en.wikipedia.org/wiki/Table_(database)http://en.wikipedia.org/wiki/Relational_databasehttp://en.wikipedia.org/wiki/Relational_databasehttp://en.wikipedia.org/wiki/Relational_databasehttp://en.wikipedia.org/wiki/Relational_databasehttp://en.wikipedia.org/wiki/Table_(database)http://en.wikipedia.org/wiki/Field_(computer_science)http://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Data_Definition_Languagehttp://en.wikipedia.org/wiki/Logical_data_modelhttp://en.wikipedia.org/wiki/Databasehttp://en.wikipedia.org/wiki/Data_model


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Figure 3.7 Database diagram for proposed system

1..*

0..*

1..* 1

1

1..*

1..* 1

11..* 0..*1

Teacher

RegNo(pk)

Year (pk)

Name

DOB

Subject

SubCode(pk)

Subject (pk)

Tea_id

Grade

Leave

Reg_no(pk)

Date (pk)

Type

Reason

ClassRoom

Grade(pk)

Year

Medium

NoOfStudent

Timetable

Grade(pk)

Week

Period

TeaId

Attendance

Grade(pk)

Date(pk)

NoGirls

NoBoys

Student

AdNo(pk)

Name

Grade

Address

Result

IndexNo(pk)

AdNo (pk)

Year(pk)

subCode

Cocurricula

AdNo(pk)

Date (pk)

Descript(pk)

Level

NonAcade

RegNo(pk)

Year (pk)

Name

DOB

Prefect

AdNo(pk)

Year

Post

Date

User

UseId(pk)

Password

Role

Resource

ItemCode(pk)

ItemName

Quantity

Date

Account

Id(pk)

date

Type

Cash / cheque

OldBoy

Id(pk)

Year

Date

Designatioon

SdsSdc

Id(pk)

Year

Date

Designatioon

1..* 1..*

0..*

1..*

1

1..*


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3.5 User interface design

User interface facilitates a simple environment between user and the system.

Since the system is a school management system therefore it is a very important thing

to design a good user interface because user of the system is an ordinary computer

operator not an expert.

In order to the objectives of designing a user interface, the following features

are expected for the proposed system.

Main screen provides menus for each module in understandable way.

Making links among frames for easy navigation.

Prompting meaningful error messages and confirmation messages where it is

necessary.

Using attractive and conventional color schemes to the frames, buttons and

text boxes throughout the system.

Making good alignments for the fields and textboxes in the frames for neatness.

Using meaning and proper images for the icons in the tool bar.

Some screen shots of important screens are illustrated and described under the

subsections below.

3.5.1 Main Screen

The figure 3.8 illustrates the main screen of the MIs for MNS As other conventional

windows applications the proposed system (MIS for MNS) has a main window as

parent window of other all frames of the system. This enables to navigate all other

frames via menu bar or icons in the toolbar. As shown in the diagram menu bar of the

main window consists main menus (Administration, Teacher, student etc) there are

some icons in the tool bar which are identified as used frequently by the user. These

activities are also accessible through menus in the menu bar. Tooltips (while mouse

goes over the user control displays the text) are enabled in the user controls in the main

windows.

Figure 3.8 Main screen for MIS for MNS


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3.5.2 Data Entry screen ( Teachers)As shown in the figure 3.9 one of child windows is fixed into the main windows

(Main windows is used as MDI container). This form is used to input data, some basic

actions, searching options and displays the data in the table for teachers information.

All the labels and text boxes are aligned in a pretty pattern to provide pleasant to the

form. Relevant field and activities in the form are grouped as one punch. Other

modules are also designed in similar pattern.

Figure 3.9 Data entry form for teachers

3.5.3 Search box screenAs the box is shown in the figure 3.10 the search option box in the timetable form.

Inter face for search action of most of frames added in the same data entry form as

shown in the figure 3.10 The purpose of reducing the spaces in the form the text boxes

used for data entry are used for searching action. But in some complex searching

instances this box in used.

Figure 3.10 Search box for timetable


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3.5.4 Confirmation and Information dialog boxIt is very important to ask the users as confirmation before performing some activities

such as deleting or editing while any key is pressed accidently as well as to inform the

user weather the operation is performed successfully or interrupted. this is used to

prevent delete or update anything accidently. Message box of the visual studio is used

for these dialog boxes. The figure 3.11 illustrates both information and conformation

dialog boxes.

Figure 3.11 Conformation and information dialog box

3.5.5 Print Dialog boxPrinting is a vital activity for every module of the proposed system (printing teachers

leave particulars, timetable etc..). A printing dialog box provides the specification for

selecting printer, page options, selecting range of page etc. this uses the default class of

print dialog box of the visual studio. This facilitates reducing the complexity of the

handling printer and increasing the efficiency of the user. User can handle this dialog

box as normal printing dialog box in the windows environment. The figure 3.12

illustrates the printing dialog box.

Figure 3.12 print dialog box


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REFERENCES

[WWW1]Feasibility study - http://en.wikipedia.org/wiki/Feasibility_study

[ WWW2 ]Rational Unified process -

http://en.wikipedia.org/wiki/IBM_Rational_Unified_Process

[ WWW3]System Designing - http://en.wikipedia.org/wiki/Systems_design

[ WWW 4]PHP myadmin Manual

http://www.phpmyadmin.net/home_page/index.php

[WWW5 ]An introduction to modular designing

http://www.phpmyadmin.net/home_page/index.php

[WWW6]

http://en.wikipedia.org/wiki/Database_design
http://en.wikipedia.org/wiki/Feasibility_studyhttp://en.wikipedia.org/wiki/IBM_Rational_Unified_Processhttp://en.wikipedia.org/wiki/Systems_designhttp://www.phpmyadmin.net/home_page/index.phphttp://www.phpmyadmin.net/home_page/index.phphttp://en.wikipedia.org/wiki/Database_designhttp://en.wikipedia.org/wiki/Database_designhttp://www.phpmyadmin.net/home_page/index.phphttp://www.phpmyadmin.net/home_page/index.phphttp://en.wikipedia.org/wiki/Systems_designhttp://en.wikipedia.org/wiki/IBM_Rational_Unified_Processhttp://en.wikipedia.org/wiki/Feasibility_study

0902551 management information system for madeena national school

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