THE DESIGN IMPLEMENTATION OF AUTOMATED ACADEMIC TRANSCRIPT

THE DESIGN IMPLEMENTATION OF AUTOMATED ACADEMIC TRANSCRIPT

CHAPTER ONE

INTRODUCTION

1.0     Introduction:

An official academic Transcript shows students program, the result for each course studied, as well as student final qualification (after conferred). In the other hand, academic transcript includes the entire course undertaken while in the school of studies which cannot be provided for selected programs or study periods. (I.e. it can only be given at the completion of his/her studies).

Academic transcript is a sensitive document that depicts the combination of courses and weights the performance of any student over a period of time in a programmed within an academic institution. Due to it sensitivity, the document is not given out carelessly particularly to the student concerned but mailed straight to the requesting organization.

However, the intended system (automated transcript) is to ensure security, timeless and accuracy of transcript production and to ensure a reliable standard by which federal Polytechnic Nasarawa could upgrade from manual method of issuing transcript to automated system.

1.1     Background of the Study

The project work seeks to look at the desirability of automation of student’s transcripts generation. In the past, candidates officially request transcript and it would be given to them manually on the demand of relevant data and all necessary documents of identification as may be requested. This process of manual generation of students transcripts is not only time consuming, it imposes financial burden covering transportation, cost of reproduction etc. Basically, it is well known that transcript should be a confidential document that cans only be released on request, to ensure security and privacy, they are not always processed on the strength of request made through telephone or e-mail therefore, this could be some how difficult and time consuming.

In that regard, the research work would check the existing data generation system, which is basically manual side by side, the proposed automation of student transcript generation. The project shall also discuss system analysis and design with particular focus on problem definition, alternative solutions, system design, input and output design.

In the research work, particular attention would be given to problem design and implementation with reference of language justification, menu structure and hardware and software requirement needed to facilitate the automation of student transcript generation.

The project is made up of five chapters with discussion on the above mentioned areas:

Also due to modernization and the need to embrace technological advancement, most tertiary institutions are beginning to appreciate the need to shift operations from conventional manual system of records generation to a more accurate and reliable system of computerized data generation. This would definitely take our higher institutions of learning to greater height in the world, which is now a global village with abundant opportunities accruable to those that are up to date in their technological, an human empowerment development strategy.

1.2     Statement of Problems

The current method of producing academic transcript in Federal Poly Nasarawa,` show to be manually. Therefore, to design and implement an automated of students transcript generation, there is the need to identify and analyze the problems associated with the current system of manual generation of student transcripts. Some of these problems are:

1.     Much stress is involved in the collection of student information. This is because one have to officially make an inquiring for relevant information, that may serve as help in designing new system in other to meet up with the requirement of the department and entire school.

2.     Time and energy is also one of the problems encountered during development of the new system, in most cases, booking an appointment with staff at times will end up spending the whole day without achieving anything due to his/her engagement.

3.     Developing the automated transcript most at time faced the problem of power supply, generally it obvious that Nasarawa have a challenge of insufficient power supply which using electronics is somehow difficult except one have generator.

1.3     Aim and Objectives of the Study

The design of the automated academic transcript aimed to ease generation of transcript and also improve the possibility of  reaching out copy of the transcript to anyone who may be in need of it and thereby move from manual to automated method by reducing stress and time involves in the old system couple with a view to accomplish the outlined Objectives:.

1.     To give the required information and report of students needed at the right time, with acceptable degree of accuracy.

2.     To improving on the existing system of transcripts generation as regards to students details of course taken during the period of studies in the institution

3.     To design a system that will be error free during generating of transcript

4.     To populate/boost the ‘computer science department’ and standardize the system of operation in Federal Poly Nasarawa. 

1.4     Significance of the Study

The significance of this project is which include significance of the student records, the intelligent of the new system and approach developed will ensure consistency, reliability and continuity in the accurate production of records in every semesters, it reduce error that is usually encountered during transcript generation.

1.5     Scope and Limitation of the Study

This project looks into the development of a system approach that can design and implement the automation of academic transcript. It aims to develop a system that will facilitate the preferred way of issuing transcript on-line.

The research work would justify the need for automated record generation with a view to enhancing easy, efficient, and more reliable method of processing student’s transcript in our tertiary institutions, but is also subject to the following limitations:

1.     The system is subject to false operation due to network problems of many kind

2.     The system is relatively expensive as compared to the contemporary manually operated method.

3.     It required adequate knowledge in developing and operating the new system

1.6     Research Methodology

This gives information about the techniques and method of gathering information for the project it systematically solves the problems identified in the project and discuses the research methods principally from:

1.  Primary Sources: Such as observations and research observation involve personal observation at students transcript and the associated problems so as to create a platform for research into the project work.

2.     Secondary Source: This entails accessing or collecting necessary records, textbooks and other relevant materials relating to the project topic.

1.7     Definition of Terms

This is the information about what would be required to develop the new system. They are:

1.     MySQL: For the database where all information and record are stored.

2.     PHP:  Is the programming language that is used in designing the interface.

3.     Automation: The use of machine to do work that is previously done by man.

4.     Data: Is a piece of information that represents the qualitative attributes of a variable or set of variables.

5.     Algorithm: Is a step by step procedure to solve a problem, usually with the requirement that the procedure terminate at some point.

6.     Transcript: Is an official record of a student academic profile that shows the courses they have taken and marks / grades they have achieved.

7.     Technology: It is study of techniques or process of mobilizing resources (such as information) for accomplishing objectives that benefits man and his environment.  

8.     Information: Information can be defined as the process of gathering, transmitting, receiving, storing and retrieving data or several items put together to convey a desired message.