DESIGN AND IMPLEMENTATION OF ONLINE STUDENT AND STAFF INFORMATION SYSTEM

DESIGN AND IMPLEMENTATION OF ONLINE STUDENT AND STAFF INFORMATION SYSTEM

ABSTRACT

Online student and staff information system (OSSIS) is a software application that institutions use to manage data regarding their students and staff. The manual method of storing information has been a major challenge facing many institutions today. Many literature were reviewed during the course of this project. The problem encountered using manual method of storing students and staff information are lost of file by fire outbreak, file misplacement which leads to lost of information regarding students and staff of the institution.  This project work is aimed at designing an online students and staff information system for students affairs division Federal Polytechnic Nasarawa to allow both students and staff record to be kept properly and to register, update, generate pin, create account and search record of students and staff there by eliminate the problems that were associated with the manual method of keeping students and staff information. This system is designed using the top down approach methodology and the system is interactive and user friendly therefore, any changes in future can be easily made. PHP programming language was used for designing this software due to its robustness and the data will be managed using MY SQL database. Mozilla Firefox browser was use for testing the result of the designed system and the result of the testing carried out on the developed system attest to the fact that indeed, online students and staff information system can be use to keep accurate information of students and staff of the institution. This system designed will provide a comprehensive online students and staff information system needed for use by the institution. 

CHAPTER ONE

INTRODUCTION

1.0     Introduction

Online can be refers to condition of being connected to a network of computers or other devices.  Because of the capabilities of speed and accuracy which the computer possesses, it has become an indispensable tool used in various data processing operations in producing information. Most institutions and organization today are becoming fully computerized i.e, equipped with computer for doing various complex tasks which are cumbersome to be executed manually. Task such as storing student and staff information entails some difficulty especially when the manual system is employed.

Student and staff information system is a software application for Education establishment to manage student and staff data. Institutions use students and staff information to keep record of the total number of students and staff in the institution and to keep record of number of students who graduated from the institution and their year of graduation.

On-line student and staff information system is a computerized or web based system designed for student affairs division Federal polytechnic Nasarawa. This system is capable of storing student and staff information, create staff account, register students, generate pins for school fees, view list of registered staff , search students by their department, level, sex etc and both  students and staff records can be updated at will. This system designed will enable both students and staff to view information concerning them irrespective of their location. 

There are two user categories in this system                                             

a.     Students and b. staff.

1.1   Background of the Study

Information system in an academic institution provide a comparative information on the way in which institutions of higher learning go about to establish a complete database of individual students and staff to help educators accomplish their mission. The automation of student and staff information when fully implemented will replace and effectively enable the work to be easy. However, because of the capabilities of speed and accuracy which a computer possesses, it has also become indispensible. Hence the need for online students and staff information system.

1.2    Statement of the Study

As student’s population of Federal Polytechnic Nasarawa increases, the work of the student’s affairs division becomes tedious, difficult and in most cases impossible for management to obtain required information about students. The new proposal on-line student and staff information system was found necessary of their encounter in the manual system as stated below.

1.     Delay or slow rate of processing record for hostel allocation

2.     Delay or slow rate of processing record for list of NYSC students.

3.     There may be misplacing of record file by the student affairs department.

4.     Delay in getting adequate information of students.     

1.3     Aim and objectives

The aim of this project is to design and implement an on-line student and staff information system, to enable easy access, storage, update and retrieval of students and staff record of students affairs division Federal Polytechnic Nasarawa for effective and accurate decision making.

     Objectives: 

1.     To create a useful and flexible program for student affairs division.

2.     To replace the existing manual method of keeping student  and staff information which is a tedious task.

3.     To reduce/save cost and time in keeping student and staff information.

4.     To enhance accuracy and efficiency on keeping students information.

5.     To increase the speed of access and update of keeping student information there by facilitating decision making.

6.     To have a roburst database that will store students and staff information and other relevant information needed.

7.     The software will allow both students and staff information to be kept into the database.

8.     The software will be able to generate pin to restrict non authorized user from having access to the program

1.4    Significance of the Study

An on-line student and staff information system is of great importance considering the increase in the number of staff employed and students admitted.

1.         It will save cost of getting information of students.

2.         It will increase the speed of access and update of student and staff information.

3.         It will facilitate decision making by the division or academic.

4.         Easy in checking students with irregular admission.

5.         Minimize wastage of resources in bearing student information.

1.5     Scope and Limitations of the Study

The scope of this project is to design software that will involve database which will capture and process student and staff information  of student affairs division Federal Polytechnic Nasarawa.

Limitation

Some difficulties and limitation where encountered during this project process

1.     Lack of full cooperation from staffs of some certain information.

2.     Some of the required information cannot  be obtained due to improper  method of record keeping.

3.     High proximity to research area from home.

1.6     Research Methodology

Three methods were employed in this study for the purpose of the research, the methods includes :

1.     Internal search ( personal interview)

2.     Observation

3.     Investigation

     i.   Personal interview

The personal interview played a leading role in this paper work. In fact, it provided a lot of information; questions and answers would not have been available if only the reference to textual materials method was used without supporting it with some interview. Specific questions, which require adequate answers were prepaid and asked at student affairs division.

 ii.      Observation Method:

I collected data based on observation and findings, at the end I was able     to know how the student affairs division keep information of students and staff.

iii.      Investigation:

I went to investigate about students and staff information and  how importance their information will be to students affairs division.

1.7     Definition of Terms

1.     Data:      Data is the raw materials of organizational life; it consists of disconnected numbers, words, symbol and syllables.

2.     Record: These are collection of information about a person or thing e.g. names, sex, address etc

3.     Information:information is data that have been processed into a form that is meaningful to the user.

4.     System:   system consisting of people, technology and procedure that work together to achieve a set of goals.

5.     Database:        A generalized, integrated collection of data structured to model the natural relationship in data.

6.     Computer: is an electronic device that specifically accept input, store, organize, find information, do calculation and control other machines.

7.     System: This is an organized set of ideal or a coherent set of inter-independent component which exist for some purpose views as a whole.

8.     Server: A computer that makes program and data files available to other computer on a network.

9.     WAMP SERVER: A web developed plate form on window allowing you to create dynamic web application with PHP, and MYSQL

10.            Software: Collection of computer program and related data that provides the instruction for telling a computer what to do and how to do it.

11.            PROGRAM: is a set by set instruction giving to the computer to carry out the specific tasks which generate the desired information for the user.

12.            PHP: The PHP hypertext pre-processor is a programming language that allows web developer to create dynamic content that internet with database.

   

CHAPTER TWO

LITERATURE REVIEW

       2.0  General Overview

Student and staff information is an important procedure in every higher institution of learning. The level of significance cannot be over emphasized and this accounts for its existence in all tertiary institution as a mandatory procedure to keep information of students and staff at all levels. This is because, there is needed to know every staff and students in the school database. Without this record, it will be difficult to effectively store students’ staff record.