SIJIL TINGGI PERSEKOLAHAN MALAYSIA

2017

INFORMATION AND COMMUNICATIONS

TECHNOLOGY (ICT) COURSEWORK
PAPER 4 (958/4)

ASSIGNMENT C REPORT
INFORMATION SYSTEMS DEVELOPMENT

FORM SIX STUDENT INFORMATION SYSTEM

(FSSIS)

Ramlee Bin Mahmood

(I/C No: XXXXXX-XX-XXXX)

Sekolah Menengah Kebangsaan Seroja

Jalan Bukit Antarabangsa
75000 MELAKA

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Declaration

This is to certify that

Signature:..................................................
Name:
I/C number:
Date:
Acknowledgement

I would like to express.

Abstract
Form Six Student Information System (FSSIS) was developed for Sekolah Menengah Kebangsaan
Tinggi Melaka to assist form six teachers in managing students records, subjects registration and
examination marks. FSSIS would be able to generate reports such as subject registration for each
student in a particular semester, marks obtained by the students in each examination and students
personal information. These reports can be used by the school to be sent to the respective
students parents or guardians. Among the functionalities offered by the system include registration
verification, registration and examination marks update, information search and report generation.
The system is developed and tested using Microsoft Access.

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Contents

Page

Chapter 1 Introduction
1.1 Statement of the Problem
1.2 Objective of the Project
1.3 Scope of the Project
1.4 Planning of Project Development

Chapter 2 Analysis of the Problem

2.1 Current System
2.2 Collection of Information
2.3 New System Requirements

Chapter 3 System Design

3.1 Design of System Structure Chart
3.2 Logical Design of Database
3.2.1 Conceptual Data Model: Entity-Relationship Diagram
3.2.2 Normalisation of Database
3.3 Design of User Interface
3.4 Design of Form
3.5 Design of Report

Chapter 4 Implementation of the System

4.1 Hardware and Software Requirements
4.2 Implementation
4.2.1 Database Tables
4.2.2 Form
4.2.3 Report
4.2.4 Queries
4.2.5 User Interface
4.3 System Testing
4.3.1 Input Data Testing
4.3.2 Output Data Testing

Chapter 5 Conclusion
5.1 Strengths and Weaknesses of the System
5.2 Suggestions for Further Work
5.3 Closing Remarks

Bibliography

Appendix

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Chapter 1 Introduction

1.1 Statement of the Problem

Sekolah Menengah Kebangsaan Tinggi Melaka (SMKTM) is one of the schools that offers form six
classes. At present, there are seven classes of lower six and five classes of upper six. The form six
enrolment if 368 students. Form six students have to choose four or more subjects offered by the
school. SMKTM is offering 14 subjects which can be registered.
Parents have been complaining of the delay in receiving examination results. Some parents even
received the results one month after the announcement of the release of results. SMKTM has to send
the analysis of the monthly tests and term examination results to the Pejabat Pendidikan Daerah (PPD)
and also to the chairman of the Parents-Teachers Association (PTA). At this moment, SMKTM is facing
problems sending these reports on time.

1.2 Objectives of the Project

The objectives of this project are as follows.
(i) To develop an information system to manage subjects registration and examination
marks.
(ii) To produce examination slips, subject registration and examination marks reports.

1.3 Scope of the Project

The scope of the project is to build an information system for form six students for Sekolah Menengah
Kebangsaan Tinggi Melaka (SMKTM). The information represented includes students personal
records, subjects offering, registration information such as subjects registered by students and
their scores in term examinations.

1.4 Planning of Project Development

The Gantt chart as shown in Figure 1.1 shows the main activities and duration of the whole
development of the form six student information system. It also shows the milestones, i.e. the deliveries
of the study, the design, the implementation, the testing and debugging and the documentation of the
report on the stipulated dates.

Task Name Start End Duration Jun Jul Aug Sep Oct
1.System Planning 1/6/09 8/6/09 7
2.System Analysis 9/6/09 23/6/09 14
3.System Design 24/6/09 24/7/09 30
4.System Implementation, Testing
25/7/09 10/9/09 45
and Debugging
5.System Evaluation
11/9/09 25/9/09 14
6.Report Writing
Figure 1.1: Gantt chart of Project Development Planning

1.5 Project Cost Estimation

Factor Cost
System software (e.g DBMS, OS) RM 500.00
Hardware (e.g server, peripherals) RM 1 000.00
Implementation (e.g training, file conversion) RM 500.00
Maintenance, back up and update RM 1 500.00
Total Costs: RM 4 200.00

Table 1.1: Cost Estimation

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Chapter 2: Analysis of the Problem

2.1 Current System

Currently, the students records are managed by the school staff manually. The information is
either kept in the computer using word processor, spreadsheet or written in the teachers mark
sheet. Similarly, the score of the students results for all subjects are kept manually using a
spreadsheet. The environment of the existing system is shown below in Figure 2.1.

Registration Registration
Information Error!
Verification
Student
(Manual)
Using Word
Processor or
Spreadsheets

Student
Information File

Guardian

Send to
Using Word Processor
Create Reports and or Spreadsheets
Examination
Transcripts

Figure 2.1: Work Flow Diagram of the Existing System

2.2 Collection of Information

The collection of information for the new system and user requirements was done by interviewing
teachers, parents and students. The existing document of students records are also referred to
and studied.

2.3 New System Requirements

The processes involved in the Form Six Student Information System can be modelled using the flow
chart diagram as shown in Figure 2.2 below.
This system is composed of four processes.
(i) Registration Verification
(ii) Update Registration/Exam Marks
(iii) Information Search
(iv) Report Generation

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Registration
Information 1.0 Student Info
Student D1 Student Record
Registration
Verification
Manual Registration
Registration Information
D3 Registration/Exam Info/Exam
Records Marks 2.0
Update D2 Subject Record
Registration Subject Info
/Exam Marks

Information
Search
Request 3.0
Teacher/
Administrator Information
Search
Search Info Subject
Information
Registration
Information

Request 4.0
Teacher/ Report Send to
Administrator Generate Guardian
Report

Figure 2.2: Data Flow Diagram of Form Six Student Information System

Chapter 3: System Design

The system design is discussed in five sections.

(i) The first section explains the structure chart.
(ii) The second section explains the logical design for the database system.
(iii) The third section explains the design of the user interface.
(iv) The fourth section explains the design of the forms.
(v) The fifth section explains how to design a report.

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3.1 Design of System Structure Chart

Based on the data flow chart diagram in Figure 2.2, the system structure chart can be drawn as shown
in Figure 3.1 below.

Form Six Student Information

System

Registration
Registration Information Report
Verification
Update Searching Generation
(Manual)

Student Student Student

Information Information Information

Subject Subject Subject

Information Information Information

Registration Registration Registration

Information Information Information

Transcript of
Examination
Result

Figure 3.1: Form Six Student Information System Structure Chart

3.2 Logical Design of Database

The logical design for any database system normally involves two steps. The first step is to design the
entity-relationship (E-R) diagram of the system. The second step is to verify whether the respective
relational tables mapped from the E-R are normalised to the third normal form.

3.2.1 Conceptual Data Model: Entity-Relationship Diagram

The Conceptual Data Model for FSSIS is composed of the binary relationship between STUDENT
and SUBJECT. The activity or transaction between the two entities is REGISTER. This is shown in
Figure 3.2.

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STUDENT SUBJECT
10..* REGISTER 4..10
ICNo SubjectCode
StudentName SubjectName
Gender Semester Description
DateofBirth Year
Address Marks
GuardianName Form

Figure 3.2: The Entity Relationship Diagram using UML notation for
Form Six Student Information System

3.2.2 Normalisation of Database

The entity-relationship diagram shown in Figure 3.2 is mapped into three relations, namely
STUDENT, SUBJECT and REGISTER as shown below.

STUDENT (ICNo, StudentName, Gender, DateofBirth, Address, GuardianName) SUBJECT

(SubjectCode, SubjectName, Description)
REGISTER (ICNo, SubjectCode, Semester, Year, Marks, Form)

The REGISTER relation is formed from the relationship. Its name is also derived from the name of
the relationship. Assuming that the address of a student is the same as the address of his/her
parents/guardians, the functional dependencies of the database tables are shown in Figure 3.3 below.

ICNo (StudentName, Gender, DateofBirth, Address, GuardianName)

SubjectCode (SubjectName, Description)

ICNo (Semester, Year, Marks, Form)

SubjectCode

Figure 3.3: Functional Dependencies of Attributes to the

Primary Key of the Respective Relational Table

From the Figure 3.3, three normalised tables are produced as shown in Figure 3.4.

STUDENT (ICNo, StudentName, Gender, DateofBirth, Address, GuardianName)

SUBJECT (SubjectCode, Subject Name, Description)

REGISTER (ICNo, SubjectCode, Semester, Year, Marks, Form)

Figure 3.4: Third Normal Form of FSSIS Database

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The three tables are already normalised in the third normal form as explained below:

(i) First Normal Form (1NF)

There are no repeating groups in each relation, therefore the relations STUDENT, SUBJECT and
REGISTER meet the condition of 1NF.

(ii) Second Normal Form (2NF)

Since all the attributes in the relation STUDENT are functionally fully dependent on the primary key
ICNo, therefore the relation STUDENT meets the condition of 2NF. Since all the attributes in the
relation SUBJECT are functionally fully dependent on the primary key SubjectCode, therefore the
relation SUBJECT meets the condition of 2NF.
Since all the attributes in the relation REGISTER are functionally fully dependent on the primary key
ICNo and SubjectCode, therefore the relation REGISTER meets the condition of 2NF.

(iii) Third Normal Form (3NF)

There exists no transitive dependencies in each of the relations; therefore the relations STUDENT,
SUBJECT and REGISTER are in 3NF.

The final relational schema in 3NF is as follows.

3.3 Design of User Interface

The main menu design for the system is shown in Figure 3.5.

LOGO and SYSTEM NAME

STUDENT INFORMATION

SUBJECT INFORMATION

REGISTRATION BY STUDENT

REGISTRATION BY SUBJECT

REPORT MENU

PRINT MENU

EXIT

Figure 3.5: The Design of FSSIS Main Menu

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3.4 Design of Form

The design of the form for STUDENT INFORMATION data entry and display is shown in Figure 3.6.
(The SUBJECT INFORMATION, REGISTRATION BY STUDENT and REGISTRATION BY
STUDENT forms for data entry and display were designed in the same manner).

LOGO AND FORM

IC NO: ....................................
STUDENT NAME: ................
GENDER: ..................
DATE OF BIRTH:
FORM: ......................
ADDRESS: .......................
GUARDIAN NAME: ..................

ADD DELETE PRINT FIND EXIT

RECORD RECORD RECORD RECORD

Figure 3.6: The Design of STUDENT Form for Data Entry and Display Data

3.5 Design of Report

The design of the report generation menu is as shown in Figure 3.7. The respective buttons in the
report menu will accordingly invoke (open) the indicated form upon clicking by user.

LOGO and REPORT TITLE

STUDENTS LIST

SUBJECTS OFFERING

EXAMINATION REPORT

EXIT

Figure 3.7: The Report Menu

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Chapter 4 Implementation of the System

4.1 Hardware and Software Requirements

The hardware and software required by the system are listed in Table 4.1 below.

Hardware Software
Personal Computer with: Microsoft Windows XP operating system and
CPU Pentium IV 833 MHz DBMS package : Access 2000 or above..
512 MB RAM Memory
40 GB Hard Disk Storage
CD ROM

Table 4.1: Hardware and Software requirements

4.2 Implementation

4.2.1 Database Tables

Three relational tables are created, i.e. STUDENT, SUBJECT and REGISTER according to Figure
3.4.
Using a relationship utility (button) provided by the MsAccess package, the three relational tables are
then linked. Relationships between the tables are shown in Figure 4.1. The figure shows the one-to-
many relationship between STUDENT and REGISTER and the one-to-many relationship between
SUBJECT and REGISTER.

Figure 4.1: Relationship between Tables

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4.2.2 Form
A form is used for the data entry and display of a record. The student, subject and registration forms
are created. The main menu form is also created. (Normally, one should create the main menu form
last, i.e. after the associated forms have been developed. This will facilitate the attachment of the
appropriate forms to the main menu). Figure 4.2 shows a STUDENT form.

Figure 4.2: STUDENT Form

4.2.3 Report
Reports are generated for different purposes. Students reports contain a list of students
records. Subject reports contain a list of subjects offered by the school.
Registration reports generate examination transcripts and information.
An example of a report for subjects offered is shown in Figure 4.3. Figure 4.4 shows an examination
transcript for a particular student.
(A report menu that allows option for users shall also be designed. The menu will offer some choices
for users to select. This is shown in Figure 4.5).

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Figure 4.3: Report for Subjects Offered by the School

Figure 4.4: Examination Transcript of a Student

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4.2.4 Queries
Queries are normally used to retrieve information in accordance with the requirements of users as to
whether the information needed resides in one table or more. In this system, the examination
transcript is derived as a result of a query based on STUDENT, SUBJECT and REGISTER tables. A
query table is shown in Figure 4.6.

Figure 4.6: Query Table of Examination Results

4.2.5 User Interface

The user interface is created as shown in Figure 4.7. The associated Student, Subject, Registration
Information, Report Menu, Print Menu and Exit buttons are attached to the menu via the respective
forms created earlier.

Figure 4.7: Main Menu of FSSIS

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4.3 System Testing

System testing involves inputting a set of personal information on 20 students and their registration
subjects.

4.3.1 Input Data Testing

Input data testing is simulated to test the system. An example of an input data is shown in Figure 4.8
where the table concerned is STUDENT.

Figure 4.8: STUDENT Information Data Testing

4.3.2 Output Data Testing

The system is simulated to test whether the output data can be produced as stated in the system
specification.

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Chapter 5: Discussion and Conclusion

5.1 Strength and Weaknesses of the System

This system is capable of generating all reports that are currently required by teachers and school
administrators, e.g. printing students examination transcripts with addresses that are ready to be
posted to parents/guardians.
Nevertheless, the system developed exhibits some limitations. The limitations are as follows.
(i) No information of who (teacher) teaches a particular subject.
(ii) Inaccurate information occurs when the address of a students parents/guardians is not the
same as the address of the student. As a result, the transcript that has been posted does not
reach the intended recipient (parents/guardians).

5.2 Suggestions for Further Work

Other reports can also be generated to assist teachers in managing the student information effectively.
FSSIS can be extended to cover all other classes in the school.

5.3 Closing Remarks

The implemented system has achieved its target objectives. However, the system can still be further
improved in the future.

Bibliography

Marakas, G.M., 2006. Systems Analysis & Design: An Active Approach. 2nd edition. New York:
McGraw-Hill.

Roth, R.M., Dennis, A. and Wixom, B.H., 2012. Systems Analysis and Design. 5th edition. New
Jersey: John Wiley & Sons.

Hoffer, J.A., Ramesh, V. and Topi, H., 2011. Modern Database Management. 10th edition. New
Jersey: Pearson Education.

Gillenson, M.L. et al., 2008. Introduction to Database Management. New Jersey: John Wiley & Sons.

Appendix

(This section is only needed when a student has some documents to attach. The attachment will be an
added value to the students report.)

Appendix 1

(A copy of every form that has to be filled for subject registration in the system.)

Appendix 2

(A copy of report in the existing practice)