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Design and Implementation of web-base transcript system

ABSTRACT

This project, Design and Implementation of web-base transcript system, embarks on designing online application for transcript through the use of client computers that are connected to the internet. This on-line for applying for a transcript is against the already existing manual system of applying for a transcript which poses stress to the applicants and as well contributes to the delay of processing the transcript. This on-line transcript system will go a long way to ease the stress encountered by the applicants and the staff of the Exams and Record  of Akwa Ibom State Polytechnic, Ikot Osurua. On-line transcript system will be benefit by cutting down the expenses of the applicants. This design and implementation of web-base transcript system will be assured through an established protocols between the client computers and the host. This design and implementation of web-base transcript system has been considered to be more fast, accurate, secure, reliable and efficient. 

 

 

TABLE OF CONTENTS

                                                                                                    Page

CHAPTER ONE

1.0    Introduction                                                                            1-2

1.1    Background of the study                                                      2-3

1.2    Statement of the problem                                                     3-4

1.3    Objective of the study                                                                    4-5

1.4    Scope of the study                                                                5

1.5    Limitation of the study                                                                    6

1.6    Importance of the study                                                       6-7

1.7    Definition of terms                                                                 7-8

 

CHAPTER TWO

 2.0   Review of Related Literature                                               9-16

CHAPTER THREE

3.0    System Investigation and Analysis                                     17

3.1    Applied method of investigation                                          18-19

3.2    Facts identified                                                                      19-20

3.3    Functions of the Personnel’s in Exams and Records       20-22

3.4    Input to the Current System                                                           22

3.5    Output of the Current System                                              23

3.6    Problems associated with the current system                             23-24

3.7    Proposal of a new system                                                   24-25

3.8    Objective of the new system                                                         25

3.9    Approaches to the new system                                           25-26

3.10  Recommendation                                                                 26-27

CHAPTER FOUR

4.0    System Design                                                                      28

4.1    Objective of the Design                                                        28-29

4.2    Systems Block Diagram                                                       29-31

4.3    Input Design                                                                          32-33

4.4    Output Design                                                                       34-36

4.5    Program Design                                                                    36-37

4.6    Data Base                                                                              38

4.7    Program Flowchart                                                      39-40

4.8    ND and HND Application form module                     40-41

4.9    Data Dictionary                                                            42

4.10  Method of Accessing Files                                         42-44

4.11  File Security                                                                 44

4.12  Method of Validation data                                          44-45

4.13  Implication of the New System                                  45-46

4.14  Choice of Programming Language                                     46    

CHAPTER FIVE

5.0    Systems Documentation and Implementation                   47

5.1    Systems Documentation                                            47

5.2.1 Hardware requirement                                                          47-48

5.2.2 Software requirement                                                 48

5.3    How to install the software                                         48-49

5.4    Training of Operation and Application Details                   49

5.5    System Implementation                                              50

5.5.1 File Conversion                                                           50-51

5.5.2 Change – over method                                                        51-52

5.6    Recommended Change –over                                  52    

5.7    Systems Review and Maintenance                           52-53

CHAPTER SIX

6.0    Summary, Conclusion and Recommendation                   54

6.1    Summary                                                                      54

6.2    Conclusion                                                                   54-56                  

6.3    Recommendation                                                       56

          References                                                                  57

          Appendix I                    Print – out

          Appendix II                   Source Code

 

                              CHAPTER ONE

1.0    INTRODUCTION

Transcript can be defined as the statement or record of academic performance of a student within the period of study in an institution. An academic transcript is used to inform an institution or organization the general performance of the student.

The manual system of applying for the transcript has not been efficient. Hence there have been enormous cost incurred as well as delay in submitting application for the processing of transcript. Owing to these problems the researcher looked at designing an efficient design and implementation of web-based transcript system.

Information and Communication Technology (ICT) has come a long way with a giant strides geared towards achieving an information society where stored data can be relinquished instantly with virtually less or no human intervention. The hallmark of the information and communication technology is that the world has been shrunk into a global village. Hence from a given remote terminal, one can get information from different sources. This is not an easy thing to do, it will be achieved by designing a universal networking protocols (TCP/IP) for this inroads to be made which begot the internet.

The web is one of the internet services that contain information normally divided into web pages which are joined together with the help of hyperlinks.

 

1.1    BACKGROUND OF THE STUDY  

Akwa Ibom State Polytechnic in a tertiary institution in     Osurua, Ikot Ekpene, Akwa Ibom State. It was founded     in       1991. The Polytechnic has schools of apply     Science,    Communication Art, Preliminary Studies, Business          and           Management ,Engineering, Environmental Study and     Legal Study. The polytechnic in owned by Akwa Ibom State Government. In 2010, the state allocated, about one billion Naira to enhances the polytechnic educational system. And has Professor Sylvester Akpan as its Rector. The National Diploma program was introduced in the 1995/1996 academic section. In addition, there are eight (8) non academic divisions namely: Rector, Registry, Bursary works services, medical services, and student affairs division, centre for consultancy services and centre for evening programs. However the day to day administration of the polytechnic is run by the management committee which is made up of the Rector and all the Heads of Division. Presently,  Akwa Ibom State Polytechnic has the above listed schools that needs the attention of the exams and records department as regards to conducting exams, keeping the academic performance record of students they are used mostly in processing of result and transcripts.

1.2    STATEMENT OF THE PROBLEM

                   The problems encountered in using the already existing          manual system for applying for a transcript are:

1. It contributes to the delay in processing of the transcript, as well as stress on the part of the applicants and huge amount of money spent by applicants, as long distance transportation has to be made in order to apply for the transcript.
2. Retrieving of relevant information used in processing the transcript poses a lot of difficulty as the applicant makes some grammatical error or gives some irrelevant information instead of needed information.
3. The manual system lacks adequate security. Measure since applications are easily misplaced arising from carrying of files from one office to another.
4. Filing and keeping (or storing) of these applications takes up much of the limited space in the office.

 

1.3    OBJECTIVES OF THE STUDY

What prompted this research work, is to design online method of applying for a transcript, is due to the stress the applicants undergo in applying for a transcript. Other objectives are  

1. To reduce time delay and money spent on transportation by the applications by the applicants in the course of submitting the application for the processing of transcript.
2. To reduce physical spaces occupied by these application letters.
3. To increase speed and security of applications through backup storage of data kept in a database beneficiaries of this research work are the staff of Exams and Records and the graduates of Akwa Ibom State Polytechnic, Ikot Osurua.

 

1.4    SCOPE OF THE STUDY

The scope of this project work in centered on the examination and records departments of Akwa Ibom State Polytechnic, Ikot Osurua, Ikot  Ekpene, Akwa Ibom State.

1.5    LIMITATION OF THE STUDY

i.        Insufficient Time: Time limit for the completion of the study is too short that the researcher found it difficult to cover a wide area.

ii.       Date Collection: Through some staff complied to give out relevant information, some documents are been derived access due to some security reasons.

1. Finance: The cost of acquiring the needed materials to execute this project is expensive. The researcher thereby solicits for found.

 

1.6    IMPORTANCE OF THE STUDY

Proper implementation of this research work will solve the problems encountered presently in Exams and Records department.

It will also enhance processing of transcript and efficient delivery through the use of available database record. It allows for updating by authorized personnel and sorting as well. This research work may as well serve as a reference materials to anyone who any want to carryout further research on this work.

1.7    DEFINITION OF TERMS

TRANSCRIPT: It is the statement of academic performance of a student within the period of stay in the institution.

WED: The web, sometimes referred to as worldwide web, in an enormous worldwide network of hypermedia documents that contains information in the form of text, pictures, video, clips and sound.

COMPUTER: It is an electro-mechanical equipment or device that collects data, processes the data in a pre-defined way using some set of instruments and produces some results hat are sent to the user through its output display.

WEBSITE: This is a collection of related hypertext files i.e web pages.    

HYPERLINK: HYPERLINK is a clickable object (i.e an image or text) that enables the user to navigate to a different location in either the same page or a different page within the same website or a different website.

HTML: It is an acronym for Hypertext markup language, a formatting language used to present a web document.

BROWSER: This is client software that allows the user to display and interact with a web document.

GRADE POINT: This is a numerical value, an equivalence of point obtained by a student in a particular subject.

GRADE POINT AVERAGE: This is obtained by multiplying the grade point score of the candidate in each course with the number of course credit assigned to that course.

ADDRESS: It is the identification for a register location in storage or other data source or destination the identification may be a name, label or numbers.

POINT SCORE: This is the production of score unit and rating.

INTERNET: It is global network of many different types of computers and the computer network that are linked together for the purpose of communication and information sharing