Research Journal of Applied Sciences, Engineering and Technology 3(8): 707-712, 2011

ISSN: 2040-7467
© Maxwell Scientific Organization, 2011
Received: March 21, 2011 Accepted: July 02, 2011 Published: August 30, 2011

The Design and Implementation of Student Academic Record

Management System

A.A. Eludire,
Department of Computer Science, Joseph Ayo Babalola University, Ikeji Arakeji,
Osun State, Nigeria

Abstract: A number of problems associated with student academic record management include improper
course registration, late release of students’ results, inaccuracy due to manual and tedious calculation and
retrieval difficulties/inefficiency. In most cases the data generated by academic institutions are usually created
in non-delineated files for use by different departments/units within the institutions with the same data
appearing on several of these files. This means that a simple change of address would have to be processed in
two and probably three or four places, depending on the number of other files on which these data appears. The
development of database concept is the answer to these problems where the amount of redundant data is
reduced and the possibility that data contained on a file might be inaccurate because they were never updated.
This paper discusses the design and implementation of a student registration and course management database
application with Microsoft Access 2003. It also discusses the issues of selecting appropriate database model,
interface design, system deployment and maintenance. A projection of record growth in relation to student
population and system requirement was carried out in the study. Finally it discusses the applicability of the
system in academic institutions.

Key words: Database, keys, query, relation, records, tables

INTRODUCTION development of the concept of database is the answer to

this question where the amount of redundant data is
The data generated by organisations are usually reduced and the possibility that data contained on a file
created in files for use by different departments/units might be inaccurate because they were never updated.
within the organisation. If the data contained in these files Various applications have been developed to address
are not carefully delineated it is very likely that the same a number of these issues but the proprietary nature of
data will appear on several of these files. That is these user-oriented systems has not made it possible to have a
files would contain redundant data e.g. the University good survey of such systems. There is a wide array of
registry file and college or department file would contain existing information and information needs, yet schools
the name and address of a student. This would mean that are often limited by personnel and financial concerns
a simple change of address has to be processed in two and (Vecchioli, 1999).This study is a modified documentation
probably three or four places, depending on the number of of a working system currently deployed at Joseph Ayo
other files on which these data appears. As noted in Babalola University. It has helped the Student Record
Vecchioli (1999) organizing and managing student Office in timely release of students’ examination results.
records into a cohesive and efficient system might seem
DATABASE FILES AND STRUCTURAL
like an impossible task.
ORGANIZATION
Other problems associated with course system Databases are collections of interrelated data of such
management include: a nature that the collections can be represented as a
C Improper registration number of files but not a single file. Depending on the
C Late release of students’ results Database Management System (DBMS) used, these files
C Inaccuracy due to manual and tedious calculation may be integrated permanently into a single connected
C Retrieval difficulties /inefficiency. structure or integrated temporarily for each interrogation,
known as a query (Garcia-Molina et al., 2008).
The question now is to identify which of these school The organization of a database is such data stored in
administrative functions are best suited for the files can be used as keys to find interrelated data.
computerization (Connors and Valesky (1986). The SQL/DS, a relational database system developed by

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Student Matriculation
Student Nam e, Address, etc Pointer
Numbe r

C ourse Code Course D etails Pointer

C ourse Code Course D etails Pointer

C ourse Code Course D etails **

Fig. 1: List data structure

GENERAL
MANAGER

REGIONAL REGIONAL DIVISIONAL

MANAGER MANAGER MANAGER

SALES SALES SALES SUPERVISOR ENGINEER

REP REP REP

TECHNICAL CLERICAL

Fig. 2: Hierarchical data structure

IBM, contains a systems query language called Structured logically related data in one or more files by using one of
Query Language (SQL) (Martin, 1986). SQL allows a the following structuring techniques during storage,
user to formulate queries that identify the required data. access and retrieval operations:
SQL has long been standard on mainframes and
minicomputers and is being widely employed in database C List structure, hierarchical structure
managers that run on microcomputer and personal C Network structure, relational structure and others
computer systems. SQL provides a selection of powerful,
flexible data selection tools, without reports, that are List structure: In list structure, records are linked
uniform across hardware, operating systems, and together by the use of pointers. A pointer is a data item in
programs. SQL commands may be typed in from the one record that identifies the storage location of another
keyboard or read from text files that have been created related record. The records in a university student master
with an editor (Silberschatz et al., 2005). file, for example will contain the name and address of
Items of data within the database are primarily linked each student and each record in this file is identified by a
together in units called records. Data are retrieved by matriculation number. During an academic session a
specifying the values of some of the data items and student may take a number of courses and later gives the
causing the system to return all or part of any records examinations. A list structure may be used to show the
where there is a match with the specified items. For courses given as depicted in Fig. 1.
example, given an employee number, a database system
may retrieve the employee's salary, the two items being Hierarchical structure: In this technique, data units are
linked in a payroll record. A DBMS ties together the structured in multiple levels that graphically resemble an

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uses a mathematical construct called a relation. A relation

is nothing more than a table containing rows (records) and
columns (fields). The referral of one table to another via
a common field is called a relation. Such groupings of
tables are called relational databases (Microsoft
Corporation, 1999). Relations can be linked together on
the basis of a common field. Relational data structures are
popular today because they are simple and adaptable.
Fig. 3: Network data structure A student table may be related to student courses and
scores tables’ relations as shown in Fig. 4 by the student’s
upside down tree with the root at the top as depicted in matriculation number which is the common field joining
Fig. 2. A hierarchical database system exhibits a data the two relations. If a program were processing the course
hierarchy whereby each record is owned by another relation row by row, it could look up the student name in
record (its owner), and each member record type can be the student relation in order to produce a report. Another
owned by only one owner record type. This pattern results program could process the student relation and look up all
in a structure like the hierarchy of employees in a the scores for each student.
corporation. With records placed at multiple levels, a A relational database uses indexes to provide quick
record at a lower level is subordinate to a record above it. access to each record based on key values such as supplier
The only way to get to a subordinate record is by entering number. An indexed file uses an index that may be (1)
at the topmost record and working down through the separate from the file, as in a book, or (2) located within
levels until the required record is reached. the file, as in a telephone directory. Unlike the
hierarchical or network database models, the relational
Network structure: A network database system is similar system is structured at the time each query is posed rather
to a hierarchical database system but each record may than at the time the database is established (Microsoft
have more than one owner. Unlike the tree approach, Corporation, 2002).
which does not permit the connection of branches, the Relations among tables in a relational database are
network structure allows the linkage of the subordinate established using keys. A primary key is a field that
elements in multidirectional manner. This makes it uniquely identifies a record so it can be referenced from
possible to reach a record by more than one path as shown a related table. A foreign key is a field that holds
in Fig. 3. identification values to relate records stored in other
tables. When one record in one table is linked to only one
Relational structure: A relational database is so named record in another table, there is a one-to-one relation.
not because it relates one file to another; but because it When one record in a table links to many records in

Fig. 4: Relational data structure

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Fig. 5: Student tables relationship structure

another table, there is a one-to-many relation. And, when DESIGN OF THE SYSTEM
many records in one table are linked to many records in
another table, there is a many-to-many relation. A number Major factors in database design: In principle, there are
of table relationship generated in this database is shown only a few things that can be done with a database one
in Fig. 5. can: view the data, find some data of interest, modify the
The relational database has received widespread data, add some data and delete some data. To achieve
acceptance because its run-time structuring can handle a these, three major factors need to be considered in any
wider range of queries than the older, statically structured database system:
databases.
C creating the structure of the database
C entering data
Other structures: Current development in object-
C retrieving data
oriented programming has produced two more database
models such as Object and Post-relational database Designing a database system is far from being a
structures (Silberschatz et al., 2005).Object database trivial operation. Much analysis of the particular
structures attempt to bring the object-oriented paradigm application is necessary to determine what data are
to the database technology by ensuring that the database required and how they must be linked. When this analysis
uses the same type system as the application program. has been done, an appropriate database model can be
This aims to avoid the overhead (sometimes referred to as chosen. Implementation involves planning the input
the impedance mismatch) of converting information screens, planning the structure of the database files,
between its representation in the database (for example as designing output reports, and so on.
rows in tables) and its representation in the application Microsoft Access is a database program that
program (typically as objects). At the same time, object automates the above-mentioned processes (Microsoft
databases attempt to introduce the key ideas of object Corporation, 2005). It has menu- and prompt-driven
programming, such as encapsulation and polymorphism, program modules that simplify the creation of a complete
into the world of databases. relational database system:
Post-relational structures are described as such
because the data model incorporates relations but is not C A table definition module creates a complex network
constrained by information representation with the data of linked files that will hold the data
values in relations. These might be identified as a directed C A forms module creates sophisticated windows in the
graph with trees on the nodes. These models are not database that enables users to add, update, and delete
examined in this implementation. data from files

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C A report module organizes data into reports that Security and access control: Access to the Database
enable the user to view data in a variety of ways system is menu-driven and dependent on the access level
C An application builder module allows a user to select granted to each user. There are three levels of users within
options from menus that will build a complete the system. They are:
database system
a. The Supervisor/System administrator level, which is
Market survey of DBMS: Various Database valid for all modules within the system
Management Systems (DBMS) are available to handle the b. The Data Entry level, which is valid for all modules
task of creating, storing, accessing and maintaining files relating to data entry in the database
and database records. Available packages of relational c. The Executive user level, which is valid for viewing
systems for mainframes, minicomputers and reports
microcomputers include: INGRES, SQL/DS, RAPPORT,
R-BASE, PARADOX, dBASE IV, MS Access, MS SQL To gain access to the appropriate module, a user
Server, MySQL, Oracle. enters his/her user name and password given by the
Microsoft Access was chosen for this project because System Administrator from the main entry screen. The
it is simple and easy to code and available with forms and users are required to change their password at first logon;
reports. It is also accessible in term of distribution with they can also change their password at any other times.
versions of Microsoft Office. MS Access version 2003 is
chosen for this implementation. Deployment issues: This system can be implemented or
deployed as a stand-alone system where all necessary data
System modules: This software application is designed are processed in one place. It could also be deployed on
to register students from admission point; generate a Departmental or College Local Area Network (LAN).
matriculation number for each registered students at the With various types of network implementations different
close of registration. Subsequently, student details can be modules will be available to different users. For example,
modified with the appropriate access rights. The system the Registration module could be available to Registry
comprises of the following modules: staff while the examination module is available to
Lecturer / Academic staff. A wider scope of deployment
C Student Registration could be Campus wide / Internet.
C Course registration
A set of criteria were drafted in order to compare and
C Attendance Monitoring
evaluate the system according to Wright (1990) suggested
C Examination Records
"staged approach" to evaluation where "systems are
C Enquiries
evaluated against progressively more detailed criteria".
C Reports
On the applicability and merits of the system it can be
C Systems Administration
stated that the system operates with minimal data entry
C Help and Backup
time, timely solution of processing with reduced time.
From the point of initial registration, students can The calculation of Total Number of Units (TNU), Total
register for courses at the college/departmental level and Credit Points (TCP), Grade Point Average (GPA),
continue to attend lectures. The system can be used for Cumulative Grade Point Average (CGPA), determining
monitoring student attendance at lectures. This academic status of student (Passed, Good Standing or
information will be useful to determine students’ Probation) and carry over courses for 2470 students took
eligibility to take examinations at the end of the semester. 200 sec on a Pentium IV computer system with basic
The examination module records the marks scored in configuration.
each course by each student and assign the Letter Grade The system however has a number of demerit
with the Grade Point Marks. The scores can be entered amongst which are difficulty in networked deployment.
manually or uploaded from a spreadsheet prepared by Microsoft Access is difficult to transmit across Wide Area
each subject department following the appropriate format. Network (WAN) media and there is a limitation on the
Once the scores have been entered, the processing of number of records and file size (up to 2GB).
Grade Point Average (GPA) and cumulative GPA
(CGPA) is carried out and this concludes the semester Backing up system data: The system is equipped with
processing of results. backup facility that copies the current database data into
A number of reports can be generated from the a backup file named under a specified folder off the main
system from ready-made reports and ad-hoc reports. The folder. The backup process is automated and the result of
system also includes an enquiry screen to list students. backup will be shown after completion. The content of the
The administration module includes facility for setting up backup folder file should be regularly backed up onto
users and entering system parameters. external storage devices like tape, CD or external drive.

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CONCLUSION REFERENCES

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