STUDENTS PROFILE SYSTEM(SPS)

1. SYSTEM DESCRIPTION This system is made purposely to solve different problems facing Tanzanias secondary

schools for both students and teachers. For a long time now many if not all schools in Tanzania uses hardcopies in storing student information most written by hand. A lot of papers should be written in order to store all important information. This type of data storage involves a time wastage and human power. To get a certain students details in this form is a bit difficult as one should start searching manually one paper after paper which is cumbersome. To solve this problem different tables can be used to represent those papers where only a one person can sit in front of PC and type all data in a system in easy way without drawing any line and can be stored in a safe database. This type of data storage will also provide easy retrieval of data from the database through a simple search of a specific student hence reduce human work.
2. SYSTEM REQUIREMENT 2.0 Intended audience This Document is written mainly for System analysts, Designers, and Developers. The output of those people is the system to be taken to the end users (Customers).

2.1 Functional Requirements The system will provide an interface for a user to login so as to ensure security of the system and stored data. In this side only username(admin and secretary) and password will be accepted The system should provide interface user to register a student in which the following data will be accepted I. Full name ( first, middle and surname) II. Date of birth III. Nationality IV. Place of birth V. Current address VI. Admission number VII. Year of registration

STUDENTS PROFILE SYSTEM(SPS)

Current studying class (any of Form (i-vi)) Previous school studied by a student (primary for O-level student and Olevel for High school student) X. Student passport size photo (Scanned or taken by digital camera) The system will take care of school financial records especially fee payments and any other legal contributions. A calculator is the added feature to help a user to perform simple calculations Student continuous assessment can also be stored in the system where a user can store all records and be able to retrieve any of students information. Time table creator is another added feature to help academic teachers to arrange the teaching timetable in easy way and be able to print such time table. Examinations report generator is also included to easy the boring process of writing those reports by hand. The system will be able to arrange students according to their marks (in ascending or descending), and make some calculations such as mean score and standard deviation. For security purpose only admin can be able to add/delete/edit any record where as secretary can only retrieve the stored data and be able to print them if required. Adding/deleting/editing of records is done by a secretary but under the authority of an admin.

VIII. IX.

2.2 Non Functional Requirement The system will run in both Unix and Windows environment The system will be user friendly The system should be robust and portable Its performance speed will depend on the machine it is being installed.

3. SYSTEM ANALYSIS
3.0 Data Flow Diagrams (DFD) 3.0.1 Context Diagram

3.0.2

Leveled DFD

STUDENTS PROFILE SYSTEM(SPS)

4. SYSTEM DESIGN
4.0 Database Design 4.0.1 ERDS

4.0.2

Normalized Database (ERDS) Tables to be created into the database are: o o User table (admin and secretary + their passwords) Student admission data (Full name ( first, middle and surname), Date of birth, Nationality , Place of birth, Current address, Admission number, Year of registration, Current studying class (any of Form (i-vi)), Previous school studied by a student (primary for O-level student and O-level for High school student) Fee payment Examination results(individual student) Subjects taught

o o o o

4.0.3

User Interface Design Any page is supposed not be reached if a user have not passed through the login page. Any other following pages must have a login and logout link where after login only the logout link should be displayed in each page and after logout only login page should be displayed. Admin and secretary passwords should be set during product installation hence reducing the possibility of unregistered user to use the system. Each page should provide the help link to enable the user to get help at any instant of time Admission form should be logical and vertical with a complete information Should provide selection of different levels whether A-level or O-level. Interface for entering examination results should be displayed in good order by selecting subject name, class and then entering student admission number and his/her marks. The interface should prompt for next student after saving the previous one while remembering the name of subject and class

STUDENTS PROFILE SYSTEM(SPS)

Error messages should be displayed with a suggested solution at any time when it occur. The system should be able to display students results as per search individually or as the whole class in ascending or descending The calculator should be a form based application to perform basic calculations. Time table creator is going to be a normal web based application

5. FLOW CONTROL OF EVENTS AND THE REQUIRED IMPLEMENTATION ENVIRONMENT

With a help of a trigger all pages should refer on the started object in login page so as to allow access to them otherwise login page should be called immediately. The system is going to be implemented using the following tools: o Relational database management system ( SQL-2008) for database purposes o Microsoft Visual studio 2010 Web applications with C#.

STUDENTS PROFILE SYSTEM(SPS)