Electronic Student Record Management System

ELECTRONIC STUDENT RECORD
MANAGEMENT SYSTEM
(ESRMS)
PROJECT ID
ICT/IT/2016-2017/0102
CASE STUDY
SAINT MARIE SECONDARY
SCHOOL
Student name: NISHIMWE Gabriel
Student registration number: GS/2014/0115
Faculty: Engineering
Program: Information Technology
Department: Information Communication Technology
Academic supervisor: NIYIGABA Ephrem
Academic year: 2016-2017

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DECLARATION
I, Gabriel NISHIMWE, Registration Number GS20140115, I hereby declare that, the work
presented in this report is my own contribution. To the best of my knowledge, this work is
original and has never been presented or submitted for any academic award in any University. It
is leading to my partial fulfillment for the award requirements of the Advanced Diploma’s
Degree of Information and communication Technology (ICT) at IPRC/WEST Campus.
Signed by:
.........................................
Gabriel NISHIMWE
Date: --------/------/--------

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BONAFIDE CERTIFICATE
This is to certify that this work entitled ELECTRONIC STUDENT RECORD
MANAGEMENT SYSTEM has been submitted for examination with my approval.
Signed by
………………………….
Name: Ephrem NIYIGABA
Date: …. /…../…………..

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DEDICATION
I would like to dedicate this project to the almighty Lord the highest donor of my all needs and
my best believer of my wishes,
To my beloved parents, my brother, my sisters, my Godfather, lecturers and everyone who has
contributed to realization of this study, this is the fire of the spark you created in me.
Finally, I dedicate it to all my classmates for the part they have played in my life during these
three long years.

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ACKNOWLEDGEMENT
I offer my special thanks to the Almighty God, my families and to all who has made this project
come true. I would like to take this opportunity to express my gratefulness to all the people who
have helped, support and guided me to completion my Project.
First of all, my thankfulness goes to my project supervisor, Mr. Ephrem NIYIGABA for the
supervision and gives support to me and spend a time for the meeting despite his busy schedule
and commitments.
I also would like to IPRC WEST Administration and the whole IPRC WEST community and
mostly ICT department staffs for their uncountable supports during my studies.
I shall also forward my appreciation to other lecturers who never turn me down when being
consulted for extra advice in carrying out the project and also thanks goes to IPRC WEST staffs
for providing me necessary data used to accomplish my research.
Finally, I would also like to thank my family, lecturers, classmates and friends for their support
and understanding especially those who have taken time to advice upon and proof read this
document.
May God bless you all!

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ABSTRACT
The “Electronic Student Record Management System” is a system which will helps the St
Marie Secondary School in their student management and their resources.
The impact of IT in our daily life is exceptional due to the facilitation, efficiency, security. Jobs,
education, retailing, and banking these are the compulsory things in our life. It was very hard to
get in touch with these before technology changed our life and made it easier for us. Many
organizations, public institution, etc…Integrated IT in their daily services, it brought a positive
impact, for example like e-learning, electronic paper record, with this system it can facilitate
people’s study while people are not even in the same room.
ESRMS system in my opinion, it will grow up in our country and outside of country for the
reason that it will handle the big problem occurred in different universities around the world such
as storing the papers in the shelves. However, no truly Integrate solution has been proposed as
yet. ESRMS Classification is given.

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TABLE OF CONTENTS
DECLARATION…………………………………………………………………………………..i
BONAFIDE CERTIFICATE..........................................................................................................ii
DEDICATION...............................................................................................................................iii
ACKNOWLEDGEMENT............................................................................................................. iv
ABSTRACT.................................................................................................................................... v
LIST OF FIGURES .....................................................................................................................viii
LIST OF TABLES......................................................................................................................... ix
LIST OF ABBREVIATIONS......................................................................................................... x
CHAP 1: INTRODUCTION........................................................................................................... 1
1.1. Background of project...................................................................................................... 1
1.2. Problem statement............................................................................................................ 2
1.3. Objectives of project ........................................................................................................ 2
1.3.1. General objective ...................................................................................................... 2
1.3.2. Specific Objective..................................................................................................... 3
1.4. Scope of the project.......................................................................................................... 3
1.4.1. Content scope............................................................................................................ 3
1.4.2. Geographical scope................................................................................................... 4
1.4.3. Time scope................................................................................................................ 4
1.5. Research questions........................................................................................................... 4
1.6. Significance of the project................................................................................................ 5
1.7. Software methodology ..................................................................................................... 5
1.7.1. Data collection methodology................................................................................... 6
1.7.2. Software development methodology ........................................................................ 6
1.8. Organization of the project............................................................................................... 7
CHAP 2: THEORITICAL CONCEPTS AND LITERATURE REVIEW..................................... 8
2.1. Theoretical concepts......................................................................................................... 8
2.1.1. Electronic Student Record Management System...................................................... 8
2.1.2. Database concepts..................................................................................................... 9
2.1.3. Software development concepts ............................................................................. 11
2.2. Literature review ............................................................................................................ 12
CHAP 3: METHODS AND ANALYSIS OF THE SYSTEM ..................................................... 16
3.1. Methodology of software development ........................................................................... 16

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3.1.1. The Waterfall Model................................................................................................. 16
3.2. System requirements........................................................................................................ 18
3.2.1. Hardware requirements............................................................................................. 18
3.2.2. Software requirements .............................................................................................. 19
3.2.3. Other requirements.................................................................................................... 19
3.3. Data collection methods and techniques ........................................................................ 20
3.3.1. Data collection technique.......................................................................................... 20
3.4. Existing system overview ................................................................................................ 20
3.5. Proposed system description and improvements ............................................................. 21
3.6. Data analysis .................................................................................................................... 22
3.6.1. Administrator............................................................................................................ 22
3.6.2. Staff Profile............................................................................................................... 22
3.6.3. Identification and registering ...................................................................................... 23
CHAP 4: SYSTEM DESIGN AND IMPLEMENTATION......................................................... 25
4.1. System design and modeling ............................................................................................. 25
4.1.1. Introduction................................................................................................................. 25
4.1.2. System Sequence Diagram ......................................................................................... 25
4.1.3. Design class Diagram ................................................................................................. 26
4.1.4. Database design .......................................................................................................... 32
4.2. Implementation .................................................................................................................. 35
4.2.1. Overview..................................................................................................................... 35
4.2.2. An ESRMS starting implementation .......................................................................... 35
4.2.3. ESRMS modules implementation............................................................................... 37
CHAP 5: CONCLUSION AND RECOMMENDATIONS.......................................................... 41
5.1. Conclusion ......................................................................................................................... 41
5.2. Recommendations.............................................................................................................. 41
REFERENCES ............................................................................................................................. 42
APPENDICES .............................................................................................................................. 43
Interview Questions .................................................................................................................. 43

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LIST OF FIGURES
Figure 1: Waterfall model............................................................................................................. 16
Figure 2: Diagram which shows how every department works with each other.......................... 24
Figure 3: Sequence diagram.......................................................................................................... 25
Figure 4: Design class diagram..................................................................................................... 26
Figure 5: Head of Study attributes................................................................................................ 32
Figure 6: Bursar attributes ............................................................................................................ 32
Figure 7: teachers attributes.......................................................................................................... 32
Figure 8: ordinary students attributes ........................................................................................... 33
Figure 9: MCB students attributes................................................................................................ 33
Figure 10: MPC students attributes............................................................................................... 34
Figure 11: Entity Relational Diagram........................................................................................... 34
Figure 12: codes used to connect java within database ................................................................ 36
Figure 13: Homepage module....................................................................................................... 37
Figure 14: Administrator login module ........................................................................................ 38
Figure 15: Admin module............................................................................................................. 39
Figure 16: Bursar module ............................................................................................................. 39
Figure 17: Ordinary level Student registration module ................................................................ 40
Figure 18The in charge of study................................................................................................... 40

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LIST OF TABLES
Table 1: Attributes of ordinary student (A table).......................................................................... 28
Table 2: Attributes of MCB students (E table) ............................................................................. 29
Table 3: Attributes of MPC students (F table).............................................................................. 30
Table 4: Methods of all students.................................................................................................. 30
Table 5: The in charge of study attributes and methods ............................................................... 31
Table 6: Bursar attributes and methods ........................................................................................ 31
Table 7: Teachers attributes and methods..................................................................................... 31

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LIST OF ABBREVIATIONS
ESRMS: Electronic Student Record Management System.
ICT: Information and Communications Technology
IT: Information Technology
IDE: Integrated Development Environment
IPRC WEST: Integrated Polytechnic Regional Center Western
UML: Unified modelling Language
PDF: Portable Document Format
XPS: XML (eXtensible Markup Language) Paper Specification
CMS: Centers for Medicare & Medicaid Services
SQL: Structured Query Language
ERD: Entity Relationship Diagram
API: Application Programming Interface
HDD: Hard Disk Driver
RAM: Random Access Memory
JDBC: Java Database Connectivity
JAR: Java ARchive
MYSQL: My Structured Query Language
JRE: Java Runtime Environment
JDK: Java Development Kit

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CHAP 1: INTRODUCTION
1.1.Background of project
Information technology is grown at high level in education, where every thing you need to
achieve, you preferred to use any requirement related to information technology. Here (Saomya,
2013) Defined the importance of improving information technology in education by saying”
Earlier, information technology in education was a debatable topic amongst the society.
Everyone had their own views on modernizing education and making it technology aided. There
were huge number of positives and negatives to education technology. But, gradually as
technology was embraced by the educational institutes, they realized the importance of
technology in education. Its positives outnumbered the negatives and now, with technology,
education has taken a whole new meaning that it leaves us with no doubt that our educational
system has been transformed owing to the ever-advancing technology. Information technology
improves education to a great extent and it has now become a need for revolutionizing education
for the better.”
According to the debate and definition about improving information technology in above
paragraph, that’s why I began to develop a system called Electronic Student Record
Management System that will help in education apart of managing the student requirements.
The ESRMS, is the system that involves the process of identifying, sorting, archiving, and
storing and in some cases, deletes records. These records serve as containers of data and
information vital to the progress of any organization.
Every School must have a well-defined and clear flow of how it manages its resources,
especially the records that hold the information of the organization. It reduces the time of
retrieval and chance of accidental mishandling of records. Also, by storing records and
information in a digital space, they are more secure and less office space is occupied.
Computers and telecommunications technology offer the possibility to capture student record
information and to provide instant access to essential portions of that content, as needed and
appropriate, to students, faculty, and administrators. For preservation purposes, the capture of
Electronic Student Record is of primary interest. The impact of these technologies on student
records is an underlying theme of the report (Samuels, 1992).
Instantly, the students files (ex: reports) not yet archived, the administration, visitors (Student
guardians) cannot get the updated files.

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1.2.Problem statement
Around the world in information technology problems are handled but still some regions which
have the general problem on the current system as the use of manual recordings and filing which
gives the administrative staff a hard time managing student information and encoding records for
future use.
After conducting interview and observations, I found out that the specific Statement of the
Problems are:
Delay in retrieval of students’ record in every department around the college offices, labs and
classes;
Not updated student’s record means that it is hardly to update the student records which shown
that there is any mistake for example when he or she pass one year at college;
Longer time to get a copy of transcript of record for the student whom back at college for long
time pass without attend for example those whom are already finish there secondary school;
Lack of storage area, if the written papers are becoming more, the storage free place decrease
until removing the old files;
Lack of security on files, which means anytime your files could be attacked by fire or water by
accident;
It is not easy to the parent or guardian to get information about student at time means that if they
need to know about their children, they come at Karongi district and it consumes more time and
Lack of proper procedure in disposal of the record, as known to organize information in
computer becomes easy more that organizing in existing system.
1.3.Objectives of project
1.3.1. General objective
This study generally aims to develop and implement an Electronic Student Records Management
System of St Marie Secondary School which located at Karongi - Rwanda.

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1.3.2. Specific Objective
This study specifically aims:
1. To analyze the existing system, design and implement software.
2. To record, modify or delete the information about student in every department a student
is accessed,
3. To save the reports from teachers about student marks for every test and exam to the in
charge of study,
4. To allow the bursar to record the amount of fees student paid and dept. Also to allow the
student to know how much school fees amount rest to be paid,
5. To permit the teachers with his or her course to record marks for every student,
6. To allow the parents or guardians to request the information about his or her student,
mainly will allow the student to know about the marks for each test in every course and
other few details recorded to him or her.
1.4.Scope of the project
1.4.1. Content scope
The main purposes of this report are to:
 Provide a starting point for St Marie Secondary School to consider its electronic student
records management systems
 Propose approaches and considerations for preserving electronic student records
 Present the context within which electronic student records systems are created and
maintained
 Provide references to relevant sources and research as a basis for further research and
applied projects
To the extent possible, the report:
 provides generalizable recommendations
 addresses records management and archival considerations
 identifies potential research issues for student records

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1.4.2. Geographical scope
Geographically, ESRMS is a system that will be used in St Marie Secondary school at Karongi
District in Rwanda, and soon the college will host it to the college website means that this
system in a college future it will be hosted online by allowing the student parent to get
information about his or her child movement at school.
1.4.3. Time scope
My project will take a medium period in order to be improved as follow:
It is anticipated that this project can be completed in eight months.
The first phase is taken three months from November 2016 up to January 2017 in order to do my
own research concerning reading books and searching via the internet .
The second phase will be analysis and organizing all data and correct them together. This will
take one month from February 2017 up to march 2017.
The third phase is a phase that I will start for design and implementing ESRMS by coding. It will
take two months from April 2017 up to May 2017.
The last phase is to collect well the book, debugging the system and presenting it in an institution
and to my customer.
1.5.Research questions
According to the specific objective of ESRMS, the followed questions are stated in order to help
me as researcher to know which question I have to deal with it and how to resolve that question.
Those questions are:
1. How the student records will be manipulated such as registering, modifying or deleting
data for every department without more tables in database or duplication?
2. How the teachers will give the reports to the in charge of study?
3. In which way a bursar will access the student profile by recording the amount of fees paid
and how the student will know that?
4. How the teachers will record the student marks?
5. How the parents or guardians will access the system with limitation?

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6. Who is able and allowed to manage the system and how he or she will manage and
control it?
7. How the students will know their marks, discipline level, school fees paid and his or her
own profile without damaging?
1.6.Significance of the project
To digitize the student records management of St Marie Secondary school and make it available
to the visitors in future is a contemporary framework where many records can be made and
maintained in electronic form.
In this new initiative, will provide extraordinary opportunities for the college, its stakeholders,
the administration and its workforces, to transform in maintaining the records and to reform the
records management policies. This new practices will be more cost-effective, efficient, open and
accurate.
Apart of college, this new framework will also provide an avenue to which all clients of the
college including the future St Marie Secondary school management, to view, understand and
learn from what the current St Marie Secondary school management is doing.
Apart of researcher, an ESRMS project approves more skills in life about research
methodology, programming the software and also it will make experience against analyzing,
programming and researching in general to any topic occurred in a given period.
To the part of future researchers, they will refer to the ESRMS for example in developing any
related software to it.
1.7.Software methodology
In this project I used two different methodologies in gathering information to my customer and
developing a system that will provide all activities of a student in a college. Those methodologies
are defined below:

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1.7.1. Data collection methodology
According to (Emily , 2016)Data collection is the systematic approach to gathering and
measuring information from a variety of sources to get a complete and accurate picture of an area
of interest. Data collection enables a person or organization to answer relevant questions,
evaluate outcomes and make predictions about future probabilities and trends.
1.7.2. Software development methodology
According to (CMS, 2008) software development methodology is splitting of software
development work into distinct phases (or stages) containing activities with the intent of better
planning and management. It is often considered a subset of the systems development life cycle.
The methodology may include the pre-definition of specific deliverables and artifacts that are
created and completed by a project team to develop or maintain an application.
I preferred myself to use waterfall methodology as it is a sequential (non-
iterative) design process, used in software development processes, in which progress is seen as
flowing steadily downwards (like a waterfall) through the phases of conception,
initiation, analysis, design,
construction, testing, production/implementation and maintenance(Benington, 1983).
A general problem-solving approach
1. Identify the problem
2. Analyze and understand the problem
3. Identify solution requirement or expectation
4. Identify alternative solutions and choose the “best” course of action.
5. Design the chosen solution.
6. Implement the chosen solution.
7. Evaluate the results, if the problem is not solved, return to step 1 or 2 as appropriate.

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1.8.Organization of the project
The project “ELECTRONIC STUDENT RECORD MANAGEMENT SYSTEM” contains
more contents which divided into several chapters as shown:
Chapter one: Introduction
This chapter has some parts as background of the project, Statement of the problem, Project
Objectives, Scope of the Project, Research questions, Significance of the Project, Methodology
and Organization of the Project.
Chapter two: Theoritical concepts and literature review
It has theoretical concepts and Literature review
Chapter three: methods and analysis of the system
It has some parts as methodology of software development, system requirements, data collection
methods and techniques, existing system overview, proposed system description and
improvements and data analysis.
Chapter four: design and implementation of the system
It has some parts as system design and modeling, implementation.
Chapter five: conclusion and recommendations
It has some parts as conclusion and recommendations.

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CHAP 2: THEORITICAL CONCEPTS AND LITERATURE REVIEW
2.1.Theoretical concepts
2.1.1. Electronic Student Record Management System
Electronic
Electronic is referred to a database in this system, is organized information. It used or support in
searching or locating a file by using for example the file title.
Student
A student is a person who is studying in any place. In this project a student is that who is
studying in St Marie Secondary School.
Record
A record is a set of data stored. In database is a set of or group of some fields within a table that
are relevant to an entity.
Management
Management is a process of organizing, controlling, coordinating data or information by
achieving the purpose of that data/information.
System
A System is a set of interacting components that is used for collecting, storing, manipulating,
creating and processing data in a given task.
Electronic record
A collection of data managed and processed to become information.
Electronic record management (ERM)
ERM is the broadest term that refers to electronically managing records on varied formats, be
they electronic, paper, microform, etc.
Student record
Here, student will be recorded in database.

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Student record management
Student recorded will managed by organizing student’s activities and coordinating where they
are registered. Also Students recorded must be changed sometime there is any mismatch record,
and must be deleted for example when there is a duplication record.
Management system
Management system is a system that could manage the data according to its function.
Electronic Student Record Management System (ESRMS)
ESRMS is a system which is going to be used in St Marie Secondary School; it will manage the
data of college which is related to students such their background profiles, options, their financial
reports, their discipline and also it will manage the student’s reports electronically.
2.1.2. Database concepts
Database
Database according to (Ronard, 2008) is a collection of information that is organized so that it
can easily be accessed, managed, and updated.
Entity
According to (Chen, 2009) Entity is a single person, place, or thing about which data can be
stored.
Field
Field is a data structure for a single piece of data as defined by (Peter, 1979).
Query
A query is a request for data or information from a database table or combination of tables.
This data may be generated as results returned by SQL or as pictorials, graphs or complex
results, e.g., trend analyses from data-mining tools. This shown in a book written by (Kraner,
2012).

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SQL
According to ( Ron & Ryan, 2002)SQL is a standard programming language for
relational database management and data.
Relational database
According to (Kosiur, 2001)A relational database is a set of tables containing data fitted into
predefined categories. Each table (which is sometimes called a relation) contains one or more
data categories in columns. Each row contains a unique instance of data for the
categories defined by the columns.
Updating a record
According to (Lyan, 2012) update a record in a database is to make change of any record
selected by replacing data with others.
Registering a record
According to (Okologua, 2008) register a record in a database is to enter record in a table chosen
within a database.
Deleting a record
(Chen, 2009) Explained to delete a record is remove a record in a selected table within a
database.
Saving a record
(Chen P. , 1976) Said that to save a record in database is to allow the data filled in the fields to be
saved in database chosen.
ERD
According to (Chen, 1976)ERD is a data modeling technique that can help define business
processes and can be used as the foundation for a relational database.

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2.1.3. Software development concepts
Prototype
According to (SearchCIO, 2000)in software development, a prototype is a rudimentary working
model of a product or information system, usually built for demonstration purposes or as part of
the development process. In the systems development life cycle (SDLC) Prototyping Model, a
basic version of the system is built, tested, and then reworked as necessary until an acceptable
prototype is finally achieved from which the complete system or product can now be developed.
Administrator
Administrator is a person who is capable of managing and controlling a system. According to
(Florida, 2012) Also is the one who can allow other user to access the system (means that he/she
permits the user).
File
File is a collection of data or information (CMS, 2008).
Data
Data is information that has been translated into a form that is more convenient to move or
process (CMS, 2008).
Requirement
Requirement is a thing that is needed or wanted (Benington, 1983).
Java
According to (StrickLand, 2011) Java is a computer programming language that
is concurrent, class-based, object-oriented language similar to C++, and specifically designed to
have as few implementation dependencies as possible.
Stream in java
Stream can be defined as a sequence of data (T. & James, 2009).
There are two kinds of Streams.
Input stream: The Input stream is used to read data from a source.
Output stream: The Output stream is used for writing data to a destination.

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Properties in java
The properties can be saved to a stream or loaded from a stream. Each key and its corresponding
value in the property list is a string (T. & James, 2009).
Java database connectivity
According to (Dong, 2007)Java database connectivity is an API for the programming
language Java, which defines how a client may access a database.
2.2.Literature review
This section is reviewing the present of related literature to the study of Electronic Student
Record Management System (ESRMS) and this study presented in some parts as Record
Management (RM), Electronic Record Management (ERM), Records Management Applications
(RMAs), Strategic Information Technology Services (SITS), Enterprise Content Management
(ECM) and Electronic Student Record Management System (ESRMS).
Many researchers and companies have done the research about the terms listed in first paragraph
and they define them according to the results they got. According to (T. & James, 2009)ISO
standard 15489: 2001 defines RM as the field of management responsible for the efficient and
systematic control of the creation, receipt, maintenance, use and disposition of records, including
the processes for capturing and maintaining evidence of and information about business activities
and transactions in the form of records.
Defined ERM ensures your organization has the records it needs when they are needed. The key
word in this definition is “evidence.” Put simply, a record can be defined as evidence that a
particular event took place: a birth, an X-ray, a purchase, a contract approval, the sending and
receipt of an email. Records management is primarily concerned with the evidence of an
organization's activities, and is usually applied according to the value of the records rather than
their physical format. Essential records management capabilities include assigning unique
identifiers to individual records, providing safeguards against unauthorized changes being made
to those records, and creating an unbreakable audit trail for reasons of accountability and
eDiscovery.

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 Unique identifiers are usually generated within a database for systems administration and
tracking purposes, and should not be confused with reference codes, which may be
composed of more than one part.
 Unauthorized changes are prevented by implementing airtight manual procedures or using
software applications (such as encryption or digital signature) to keep a document from
being modified after it has been declared as a record.
 Audit trails guarantee an enforceable chain of custody by making it possible to know what
a record said at a particular point in time, how its content evolved to that point, and who
was involved with it.
It is important to note here that, as important as these capabilities are, and as critical as it is to
find a records management solution that supports them, it is even more vital that you take a long-
term view of the process since some records – most notably in healthcare and government – need
to be managed literally for decades, and digital technology tends to change frequently and
degrade quickly … certainly faster than paper does. It is imperative that you periodically refresh
and migrate your electronic records in order to ensure their long-term accessibility.
ERM which is used to describe Electronic Report Management, but also used by records
managers to describe Electronic Records Management.This document provides information
related to those terms and acronyms recognized by the document management industry that best
describe the underlying technologies enabling readers to have a foundation from which they can
determine what is required by the organization regardless of the product name, or acronym used
by various vendors (ISO standard 15489, 2001).
According to (David O. Stephens, 2003)RMAs are considered to be software used by an
organization to manage its records. The RMA's primary management functions are categorizing
and locating records and identifying records that is due for disposition. RMA software also
locates, retrieves, and disposes of the electronic records that are stored in a repository through
integration with relevant core EDMS functions. Any RMA must have at least one core EDMS
component. Without at least one core component the RMA would only be able to manage the
policies and not the electronic (or digital) records. It should be noted that RMA functionality is a
critical piece of an overall record and/or document management strategy for any organization.

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SITS Company also create a database application which is a student records management system
used to store, administer and manage all aspects of student information from initial enquiry and
application through to Degree Congregation.
(Swansea University, 2015) they define how they use SITS as Student Records is responsible for
the SITS student database records and delivering associated academic administration across the
University and increasing interoperability and integration of student record systems with other
systems such as, timetabling and assessment play a vital role in delivering effective academic
and administrative services.
(Gartner, 2015)” Defined the term in this manner: “ECM describes both a strategic framework
and a technical architecture that supports all types of content (and format) throughout the content
lifecycle.” Comprehensive ECMs include explicit functionalities, such as document
management, web content management, records management, image processing applications,
social content and content workflow. Both ECM as a practice and as a tool (or set of tools) can
help institutions take better control of their student records content, and contribute to
improvement in transactional processes, collaboration, policy compliance, as well as records
management. From a technical standpoint, ECM functionality can be delivered as a suite of
products integrated at the content or interface level or as a number of separate products that share
a common architecture.
During an internal Audit of (Mazars, 2011)looked at Student Records Management processes
within College of Engineering, Mathematics and Physical Sciences (CEMPS) and made the
following recommendation with reference to student records: “The University should review the
records management systems and policies in the other colleges, and centrally, to ensure that
these are adequate”.
According to the (Florida, 2012)explained that a student is an individual who is registered for a
university credit course or program. A student record, also known as an education record,
contains information directly related to a student, which means that the record is personally
identifiable. Personal identifiers that relate a record to a student include student name, student
ID/social security number, student address, parent/family member names, and a list of personal
characteristics. Student records are maintained in multiple media including handwriting, print,

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computer’s main memory, magnetic tape, cassette, disk or CD. Student records may be presented
by the student, submitted on behalf of the student, or created by the University. These records are
used to assist offices in their support of basic institutional objectives and to document student
progress and achievement in the educational process of the University.
According to (Muhenda, 2000)Proper records management underpins policy formulation,
decision making, protects interests of organization, and protects rights of employers and students
in addition to helping Institutions conduct business and deliver services in a consistent and
equitable manner. Little is yet known about the management of computerized records
management and compliance with electronic communication regulations by academics and
students in Livingstone international university.
Finally, since the data generated in day to day transactions by School of information Technology
programs. Formal according to the registrar, keeping well the archival files, storing the student’s
and teacher’s backgrounds in secured way and students reports, it is worthwhile and full to
develop strong ESRMS for the school to hold the large amount of data that is generated. The
system, ESRMS, should be able to stand the test of time because student records should be kept
as long as is necessary to:
Literature on ESRMS has been very useful in the development of system. The project when
completed will provide an efficient way to store and organize data than spreadsheet. It will also
serve as a centralized facility that can easily be modified and quickly shared among multiple
users. The system will have a well-designed interface that allows users to interact with the
system. Therefore the study from different colleges explained ESRMS on student record has
helped in improving and providing efficient records and timely to the record needed to all the
student and administration and when visits St Marie Secondary School has always been
problematic for example Cases of lost marks, incorrect grades have all been too common
therefore findings will reveal poor records management as the biggest problem facing Secondary
especially St Marie Secondary School.

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CHAP 3: METHODS AND ANALYSIS OF THE SYSTEM
3.1. Methodology of software development
There are many types of models/methodologies in software development that could help a
developer when he/she is going to start a project. Those models describe the different processes
of how the software will be developed from the stating of software name up to its starting period
of being launched.
Some of those development models are waterfall model, V-shaped model, Iteration model, spiral
model and extreme programming. In this project, as developer I decided to use waterfall model
for the reason its advantages are related to my works better than others models and also it is easy
to be used.
3.1.1. The Waterfall Model
The waterfall model is the classical model of software engineering. This model is one of the
oldest models and is widely used in government projects and in many major companies. As this
model emphasizes planning in early stages, it ensures design flaws before they develop. In
addition, its intensive document and planning make it work well for projects in which quality
control is a major concern. The pure waterfall lifecycle consists of several no overlapping stages,
as shown in the following figure. The model begins with establishing system requirements and
software requirements and continues with architectural design, detailed design, coding, testing,
and maintenance. The waterfall model serves as a baseline for many other lifecycle models.
Figure 1: Waterfall model

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The following list details the steps for using the waterfall model:
System requirements
Establishes the components for building the system, including the hardware requirements,
software tools, and other necessary components. Examples include decisions on hardware, such
as plug-in boards (number of channels, acquisition speed, and so on), and decisions on external
pieces of software, such as databases or libraries.
Software requirements
Establishes the expectations for software functionality and identifies which system requirements
the software affects. Requirements analysis includes determining interaction needed with other
applications and databases, performance requirements, user interface requirements, and so on.
Architectural design
Determines the software framework of a system to meet the specific requirements. This design
defines the major components and the interaction of those components, but it does not define the
structure of each component. The external interfaces and tools used in the project can be
determined by the designer.
Detailed design
Examines the software components defined in the architectural design stage and produces a
specification for how each component is implemented.
.
Coding
Implements the detailed design specification.
Testing
Determines whether the software meets the specified requirements and finds any errors present
in the code.

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Maintenance
Addresses problems and enhancement requests after the software releases.
In each stage, documents that explain the objectives and describe the requirements for that phase
are created. At the end of each stage, a review to determine whether the project can proceed to
the next stage is held. Your prototyping can also be incorporated into any stage from the
architectural design and after.
3.2. System requirements
In ESRMS requirements needed, there are divided in three parts of requirements such as
hardware requirements, software requirements and other requirements needed.
3.2.1. Hardware requirements
Computer: with
HDD: 249 GB
RAM: 3.75 GB
PROCESSOR: 2.5 GHz
Digital camera: This device will help to capture the pictures needed to be posted on the
system pages.
Printer: Printer will be used in sorting out or printing the soft documents.
Scanner: A scanner will be used to create anelectronic copy of an image or a file which will
be archived in ESRMS.

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3.2.2. Software requirements
After finalizing and deploying this system, it will be turned to the customer (St Marie secondary
school) in order to start be used as its function.
In order to start using ESRMS, after seeing the hardware requirements needed, also there is a
software needed to be installed in a computer before installing and using this system. That
software is:
 Windows 7, 8: These are the windows needed to be installed in a computer as there the
operating system which will help the computer to be accessed, controlling, managing and to
manipulate data from the ESRMS.
There are many windows but these are the operating systems which are compatible with the
platform of java version used to develop ESRMS.
 Scanner drivers: Those are the drivers needed as software which will be installed in a
computer, in case of scanning the papers they will be needed in order to allow the user to
access the scanner.
 Printer drivers: These drivers will be installed in a computer by allowing the user to print
files needed.
 PDF or XPS software: This software must be installed in a computer which will be needed
in generating the reports.
 JRE 8 (Java SE Runtime Environment version 8): This software also will be needed in
order to java virtual machine and other tools that are not in old versions of JRE.
3.2.3. Other requirements
 Electric power: Electrical energy is defined as an electric charge that lets work be
accomplished. It will be needed in a period of accessing ESRMS in order to use computer
device.
 Internet: An internet is an international network that allow people to get information away
of presence and at a time. That’s means that it will be used by parents or guardians to request
the information about their children.

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3.3. Data collection methods and techniques
3.3.1. Data collection technique
This technique is used in a period of collecting information in preparing the requirements needed
in developing a system. Here, I used one technique such as Interview technique. Its function is
defined below:
3.3.1.1. Research Interview
The interview technique consists to organize a conversation in which the investigator asks
questions to the surveyed person in order to gather information on the hypotheses and concepts
indicators. The investigator must prepare an interview guide which comprises themes
(indicators) to be imperatively handled.
When a survey contains the individuals’ attitudes and perceptions as the main object, the most
direct and successful attitude consists to survey these individuals themselves.
I used semi directive interview type because it allows me to manage the way such that the
interview occurs as naturally as possible while addressing the overall subject set at the
beginning.
3.4. Existing system overview
A system is a set of detailed methods, procedures and routines created to carry out a specific
activity, perform a duty, or solve a problem. Basing on interview and questionnaire techniques
used in data collection, the college has been using manual method in managing records.
Consistent to the meaning of system, St Marie Secondary School has a system which is uses
written based.
They store the information in the paper sheets and it’s hard and taking a long time to find a file in
a box or in cabinet. Also it requires long time to avoid huge piles of paper on the desk. It means
that their files could be shaking or destroyed at any time. When there is a passed student in
previous period come to ask his/her report, it is not easy to the staff member to search it in many
files located in cabinets.
Apart of financing, they use simple software as Microsoft office Excel to store record of students
whom are already paid and those paid few or enough.

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In Juridical for the student discipline, they use the papers to record the mistake and illegal acts
done by student. They are conducting the students in paper cards.
The class teacher is responsible to manage students’ assessments result. Subjects’ marks are
recorded in a record book and class ranking is derived from the total and average marks of all
subjects. This process is carried out manually using basic computer software such as Microsoft
Excel.
In many words, the system used in St Marie Secondary School is not well managed and have
some risks in securing the documents of college.
3.5. Proposed system description and improvements
This system project is a transaction processing system and includes features such as filing,
recording, keeping and retrieving of students’ records, generating reports of students, manipulate
the financial details for student, generate the discipline of student and presenting the profiles of
administrations staff, teachers and students.
In every department (Administration, teachers, Juridical and student), the members must be
registered in an ESRMS. The records must be filled, deleted in any case or edited for collecting
information. Every end of semester and year a student must get the final report of their marks,
means combination of all assessment and exam in order to improve their skills where they failed.
ESRMS will be able to store the reports for every student. Not only final reports, also the
assessment marks will be in. ESRMS will cover the financial details for every student such as
sponsor, school fees paid, few or enough paid and the part of filling the report of how student
financing moves.
A college is a set of many students and those students become in different area with different
controlled behavior. In order to control all students, college states general rules and laws the
student must follow when he / she is at school. ESRMS has a part of disciplinary to student,
which will manage the behavior of every student at school.

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It seems well if the system presents all administration, teachers, other leader and student profile
because it help to identify the personal background . ESRMS is becoming to solve the problems
of taking long time in searching a file and data stored electronically by a computer can be stored
in a much smaller space than the same data would require if it was stored on paper. This makes
data storage cheaper so St Marie Secondary School can now store much more data than they
would have in the past. Computers can manipulate and analyze huge quantities of data accurately
at very high speeds. As a result college can make better use of the information they store and
perform some types of analysis that would not be possible with a manual system.
3.6. Data analysis
ESRMS functions are defined and analyzed well in the area of Rwanda - Karongi District at St
Marie Secondary school. It is analyzed by me as researcher by referring to the data gathered to
the school leaders. Here, there is an activity diagram which define an ESRMS working and it
define the functions mentioned to the information given by school director for how she needs
the ESRMS can looks. This diagram is divided into three parts. First part is composed with
Administrator, Second one is staff profile, the third is collected with bursar identification and
registering, head teacher identification and registering, Teacher identification and registering and
student identification and registering.
3.6.1. Administrator
Every part has its function according to the permission it has except only an administrator whom
has capability for all parts functions. Also administrator is the one who will permit other parts.
On the first level, the starting of ESRMS analysis distinguished in different sections in order to
explain one by one and analyzing its affairs.
3.6.2. Staff Profile
In all parts, only staff profile part which has no subpart, it presents all staff member of school
with their main profile details for example picture, all names, address, E-mail, and telephone
numbers.

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3.6.3. Identification and registering
The third part deals with the user’s identifications and their registrations in an ESRMS but only
those whom have main roles in a system.
3.6.3.1. Bursar identification and registering
Bursar identification and registering menu will help the bursar to access the student identification
and registering menu by confirming the students whom paid school fees or unpaid. Also it a
bursar registration form but permitted by Administrator. The student cannot change the amount
listed in their table by causing to the security. Only Bursar is allowed to change any record about
school fees. In other way, if the bursar fails to open the background of entering the new amount
of fees or entering wrong password, he/she may not access the bursar menu in order to avoid the
incoming damagers.
3.6.3.2. Head teacher identification and registering
The head teacher in St Marie Secondary school is also a rector, means that is the one who is the
in charge of study, he take care about students, teachers, student’s marks and courses taken in
college. In that way, Head teacher menu will occupy the charges on teacher’s hall, student’s hall
and on transcripts/reports archived by class holders. Also he is the one who is allowed to print
the final student’s reports. Administrator permission will be needed in this menu to register a
rector in a system, that’s means only administrator will register the rector.
3.6.3.3. Teacher identification and registering
The teachers’ hall is analyzed in three terms such as listing the students by referring to the
entrance of assessment and exams marks, Teacher’s background and teachers’ registrations.
Every teacher will have his own list of students that he/she teaches and he/she enter the records
for every assessment and exams. The total marks will be calculated automatically and changed
when the new record entered.Also in an ESRMS during teachers menu, there will be a
background which will identify the teacher profile. In registration process, only administrator is
allowed to register a new teacher.

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3.6.3.4. Student identification and registering
A student is the main requirement needed in an ESRMS. In analysis, I defined students of St
Marie Secondary school in two types of levels such as Advanced level and Ordinary level.
Advanced level is composed in two sections:
 MCB: Mathematics Chemistry Biology
 MPC: Mathematics Physics Computer Sciences
Every section has three classes (Fourth year, Fifth year and Sixth year).
Ordinary level has four classes (First year has two classes and others one to one).
Student identification and registering form will identify students with his/her background at
school and the location of home address by helping the college to know well the student. Only an
administrator has capabilities of registering a new student or other one who is permitted by an
administrator.
Figure 2: Diagram which shows how every department works with each other

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CHAP 4: SYSTEM DESIGN AND IMPLEMENTATION
4.1. System design and modeling
4.1.1. Introduction
System design is the process that define the components, graphics, properties, interfaces, how the
system looks and data that needed to satisfy the specified requirements.
4.1.2. System Sequence Diagram
System sequence diagram is defining how one part could interact with other in different
operations by requesting any service to other object and responding if required. (Bell, 2004)
Define sequence diagram as an object interactions usually begin at the top of a diagram and end
at the bottom. In a sequence diagram, object interaction occurs through messages on the vertical
and horizontal dimensions and are designated by horizontal arrows and message names. The
initial sequence diagram message begins at the top and is located on the diagram's left side.
Subsequent messages are added just below previous messages. Sequence diagram messages may
be subdivided by type, based on functionality.
This is sequence diagram below shows how every object in ESRMS interact with others:
Figure 3: Sequence diagram

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4.1.3. Design class Diagram
Design class diagram is a diagram which identify the class’s definition, its simple attributes and
methods listed and shows the relationship between each class.
The class diagram and tables followed are presenting the relationship between an ESRMS
classes, methods and attributes.
Figure 4: Design class diagram

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ATTRIBUTES OF ordStudent(A_table)
Image:blob
Sid:int=11 Primary key
Fname:char=20
Lname:char=20
Age:int=11
Sex:char=20
FatName:varchar=50
MotName:varchar=50
AdoParent:varchar=50
MarStatus:varchar=50
Sponsor:varchar=50
District:varchar=50
Sector:varchar=50
Cell:varchar=50
Village:varchar=50
ParContact:varchar=13
BSNber:varchar=50
MonPaid:int=20
MonLast:int=20
MonRest:int=20
MonTotal:int=20
DisLevel:int=20
EngNm:int=11
EngLm:int=11
EngTm:int=11
EngHm:int=11
Engxm:int=11
EngTmarks:int=11
PhyNm:int=11
PhyLm:int=11
PhyTm:int=11
PhyHm:int=11
Phyxm:int=11
PhyTmarks:int=11
KinNm:int=11
KinLm:int=11
HisNm:int=11
HisLm:int=11
HisTm:int=11
HisHm:int=11
Hisxm:int=11
HisTmarks:int=11
CheNm:int=11
CheLm:int=11
CheTm:int=11
CheHm:int=11
chexm:int=11
CheTmarks:int=11
IctNm:int=11
IctLm:int=11
IctTm:int=11
IctHm:int=11
Ictxm:int=11
IctTmarks:int=11
FreNm:int=11
FreLm:int=11
FreTm:int=11
FreHm:int=11
Frexm:int=11
FreTmarks:int=11
KisNm:int=11
KisLm:int=11
KisTm:int=11
KisHm:int=11
Kisxm:int=11
KisTmarks:int=11
MatNm:int=11
MatLm:int=11
MatTm:int=11
MatHm:int=11
Matxm:int=11
MatTmarks:int=11
BioNm:int=11
BioLm:int=11
BioTm:int=11
BioHm:int=11
Bioxm:int=11
BioTmarks:int=11
LitNm:int=11
LitLm:int=11
LitTm:int=11
LitHm:int=11
Litxm:int=11
LitTmarks:int=11
RelNm:int=11
RelLm:int=11
RelTm:int=11
RelHm:int=11
Relxm:int=11
RelTmarks:int=11
SpoNm:int=11
SpoLm:int=11
SpoTm:int=11
SpoHm:int=11
Spoxm:int=11
SpoTmarks:int=11
LibNm:int=11
LibLm:int=11
LibTm:int=11
LibHm:int=11
Libxm:int=11LibTmarks:int=11

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KinTm:int=11
KinHm:int=11
Kinxm:int=11
KinTmarks:int=11
Table 1: Attributes of ordinary student (A table)
ATTRIBUTES OF mcbStudent(E_table)
Image:blob
Sid:int=11 primary key
Fname:varchar=20
Lname:varchar=20
Age:int=11
Sex:varchar=20
FatName:varchar=20
MotName:varchar=20
Sponsor:varchar=20
District:varchar=20
Sector:varchar=20
Cell:varchar=20
Village:varchar=20
BSNber:varchar=20
MonPaid:int=11
MonLast:int=11
MonRest:int=11
MonTotal:int=11
DisLevel:int=11
BioTheNm:int=11
BioTheLm:int=11
BioTheTm:int=11
BioTheHm:int=11
BioThexm:int=11
BioTheTmarks:int=11
BioPraNm:int=11
BioPraLm:int=11
BioPraTm:int=11
CheTheNm:int=11
CheTheLm:int=11
CheTheTm:int=11
CheTheHm:int=11
CheThexm:int=11
CheTheTmarks:int=11
ChePraNm:int=11
ChePraLm:int=11
ChePraTm:int=11
ChePraHm:int=11
ChePraxm:int=11
ChePraTmarks:int=11
ComNm:int=11
ComLm:int=11
ComTm:int=11
ComHm:int=11
comxm:int=11
ComTmarks:int=11
GenNm:int=11
GenLm:int=11
GenTm:int=11
GenHm:int=11
Genxm:int=11
GenTmarks:int=11
EntNm:int=11
EntLm:int=11
EntTm:int=11
EntHm:int=11
Entxm:int=11
EntTmarks:int=11
KinNm:int=11
FreNm:int=11
FreLm:int=11
FreTm:int=11
FreHm:int=11
Frexm:int=11
FreTmarks:int=11
EngNm:int=11
EngLm:int=11
EngTm:int=11
EngHm:int=11
Engxm:int=11
EngTmarks:int=11
KisNm:int=11
KisLm:int=11
KisTm:int=11
KisHm:int=11
Kisxm:int=11
KisTmarks:int=11
RelNm:int=11
RelLm:int=11
RelTm:int=11
RelHm:int=11
Relxm:int=11
RelTmarks:int=11
SpoNm:int=11
SpoLm:int=11
SpoTm:int=11
SpoHm:int=11
Spoxm:int=11
SpoTmarks:int=11
LibNm:int=11

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BioPraHm:int=11
BioPraxm:int=11
BioPraTmarks:int=11
KinLm:int=11
KinTm:int=11
KinHm:int=11
Kinxm:int=11
KinTmarks:int=11
LibLm:int=11
LibTm:int=11
LibHm:int=11
Table 2: Attributes of MCB students (E table)
ATTRIBUTES OF mpcStudent(F_table)
Image:blob
Sid:int=11 primary key
Fname:varchar=20
Lname:varchar=20
Age:int=11
Sex:varchar=20
FatName:varchar=20
MotName:varchar=20
Sponsor:varchar=20
District:varchar=20
Sector:varchar=20
Cell:varchar=20
Village:varchar=20
BSNber:varchar=20
MonPaid:int=11
MonLast:int=11
MonRest:int=11
MonTotal:int=11
DisLevel:int=11
MatNm:int=11
MatLm:int=11
MatTm:int=11
MatHm:int=11
Matxm:int=11
MatTmarks:int=11
PhyTheNm:int=11
PhyTheLm:int=11
PhyPraTmarks:int=11
PhyPraNm:int=11
PhyPraLm:int=11
PhyPraTm:int=11
PhyPraHm:int=11
PhyPraxm:int=11
PhyPraTmarks:int=11
ComNm:int=11
ComLm:int=11
ComTm:int=11
ComHm:int=11
comxm:int=11
ComTmarks:int=11
GenNm:int=11
GenLm:int=11
GenTm:int=11
GenHm:int=11
Genxm:int=11
GenTmarks:int=11
EntNm:int=11
EntLm:int=11
EntTm:int=11
EntHm:int=11
Entxm:int=11
EntTmarks:int=11
KinNm:int=11
KinLm:int=11
KinTm:int=11
KinHm:int=11
Kinxm:int=11
EngNm:int=11
EngLm:int=11
EngTm:int=11
EngHm:int=11
Engxm:int=11
EngTmarks:int=11
KisNm:int=11
KisLm:int=11
KisTm:int=11
KisHm:int=11
Kisxm:int=11
KisTmarks:int=11
RelNm:int=11
RelLm:int=11
RelTm:int=11
RelHm:int=11
Relxm:int=11
RelTmarks:int=11
SpoNm:int=11
SpoLm:int=11
SpoTm:int=11
SpoHm:int=11
Spoxm:int=11
SpoTmarks:int=11
LibNm:int=11
LibLm:int=11
LibTm:int=11
LibHm:int=11

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PhyTheTm:int=11
PhyTheHm:int=11
PhyThexm:int=11
KinTmarks:int=11
FreNm:int=11
FreLm:int=11
FreTm:int=11
FreHm:int=11
Frexm:int=11
FreTmarks:int=11
Table 3: Attributes of MPC students (F table)
ordStudent methods(A2table) mpcStudent methods(Ftable) mcbStudent methods (E
table)
ordstudentregistration()
initComponents()
searchActionPerformed(java.awt.eve
nt.ActionEventevt)
clearActionPerformed(java.awt.even
t.ActionEventevt)
deleteActionPerformed(java.awt.eve
nt.ActionEventevt)
addActionPerformed(java.awt.event.
ActionEventevt)
modifyActionPerformed(java.awt.ev
ent.ActionEventevt)
showImageActionPerformed(java.a
wt.event.ActionEventevt)
deplace(inti)
afficher()
initComponents()
nt.ActionEventevt)
t.ActionEventevt)
nt.ActionEventevt)
ActionEventevt)
ent.ActionEventevt)
deplace(inti)
afficher()
initComponents()
nt.ActionEventevt)
t.ActionEventevt)
nt.ActionEventevt)
ActionEventevt)
ent.ActionEventevt)
deplace(inti)
afficher()
Table 4: Methods of all students
Head Teacher Attributes(B table) Head Teacher Methods(B table)
Firstname:varchar=20
Secondname:varchar=20
Keyword:varchar=20
Email:varchar=20 primary key
DegreeORDiplomaName:varchar=20
Tel:varchar=20
ResidencePlace:varchar=20
PlaceOfBirth:varchar=20
DateOfBirth:date
prefectregistration()
deplace(inti)
afficher()
TbleMouseClicked(java.awt.event.MouseEventevt)
addActionPerformed(java.awt.event.ActionEventevt)
deleteActionPerformed(java.awt.event.ActionEventevt)
editActionPerformed(java.awt.event.ActionEventevt)
findActionPerformed(java.awt.event.ActionEventevt)
backActionPerformed(java.awt.event.ActionEventevt)

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MaritusStatus:varchar=20
Table 5: The in charge of study attributes and methods
Bursar Attributes(C table) Bursar Methods(C table)
Keyword:varchar=20
Tel:varchar=20
DateOfBirth:date
bursarregistration()
deplace(inti)
afficher()
Table 6: Bursar attributes and methods
Teachers Attributes(D table) Teachers Methods(D table)
Keyword:varchar=20
Tel:varchar=20
DateOfBirth:date
Course1:varchar=20
Course2:varchar=20
Course3:varchar=20
Class1:varchar=20
Class2:varchar=20
Class3:varchar=20
teacherregistration()
deplace(inti)
afficher()
Table 7: Teachers attributes and methods

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4.1.4. Database design
Database design is a part where the database tables are defined with their attributes and
relationship between them. Also they are defined and presented in an ERD which shows the
relationships of entity sets stored in a database as it is defined in theoretical concepts chapter.
An ESRMS has a database which stores data from a system user and it called esrms.db.
esrms.db has seven tables which are administrator, prefect, bursar, teacher, ordStudent,
mpcStudent, mcbStudent.
Administrator table has the attributes which are Username and Password.
Prefect table has the attributes which are followed:
Figure 5: Head of Study attributes
Bursar table
Figure 6: Bursar attributes
Teacher table
Figure 7: teachers attributes

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ordStudent table
Figure 8: ordinary students attributes
mcbStudent table
Figure 9: MCB students attributes

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mpcStudent table
Figure 10: MPC students attributes
This followed ERD of an esrms database their attributes for each entity are located in the tables
above as they defined here:
Administrator: Username and password. Bursar: C table
Prefect: B table Teachers: D table
MCB Students: E table MPC Students: F table
Ordinary Students: A table
Figure 11: Entity Relational Diagram

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4.2. Implementation
4.2.1. Overview
According to (Laudon & Laudon, 2010)In computer science, an implementation is a realization
of a technical specification or algorithm as a program, software component, or other computer
system through computer programming and deployment. Many implementations may exist for a
given specification or standard. For example, web browsers contain implementations of World
Wide Web Consortium-recommended specifications, and software development tools contain
implementations of programming languages.
A special case occurs in object-oriented programming, when a concrete class implements
an interface; in this case the concrete class is an implementation of the interface and it includes
methods which are implementations of those methods specified by the interface.
4.2.2. An ESRMS starting implementation
In an ESRMS project, as developer in a period of implementation, I started to implement by
creating the database called esrms.db using MYSQL Server version 5.1 via MYSQL Command
Line Client, that’s mean before starting to create I installed MYSQL Server and configure its
wizard to allow the user command be read by server.
Secondly, I installed NetBeans IDE version 8.1 as an object oriented programming language and
I prefer to use it because it has the built interface components and is most likable around the
world in this period.
Thirdly, I installed JDK version 8 which is compatible with NetBeans version, it helps to get java
tools in developing.
Fourthly, I started to build a class which will be used to connect java codes and database. This is
very important where it will receive data to database and manipulate data from database. In order
to be connected the first process
I created connection with the MYSQL connector to database service via NetBeans in order to be
connected with database, and creating a mysq-connector-java-5.1.23.jar file in IDE external
module which is the DriverManager class manages the establishment of connections when I
decided to use JDBC outside of an application server.
Here, there is codes I used to connect my application within a database

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Before creating a class I started by creating a java package which helps me in making sure that
my java project classes are well organized. That package create must have a name and in order to
be connected with other classes, it will be called in every class of my project. As a connection
codes are developed outside for other classes, where we need to connect is not necessary to code
again, what we have to do is to save that class in the same package and the same project of that
one which has connection codes, not only that, also call it in the class.
In java coding, I declared a class by using public access modifier for example (public class
Connect) and I have to import a function I need to use but available to java program, also I
import by referring to other classes which are declared in other packages.
Figure 12: codes used to connect java within database

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4.2.3. ESRMS modules implementation
4.2.3.1. Homepage module
Every attribute or user has its own security and no one allowed to access other part expert
administrator who has capabilities of accessing all user and prefect can access the student part.
But all employees are allowed to access staff background.
Student will be allowed to see his or her marks for every course (exams and testes), important
student details for name and class, discipline level, amount of school fees he/she paid and the
rest.
Teacher will access his or her background according to the course he/she teaches and he/she will
pass by entering his or her username and password, also the data will be compared to the name
of course registered in a database, means that no teacher can access other teacher’s course
without the own permission.
Prefect of study will receive the report from teachers per every test and exam marks and
verifying the student movement at college.
Bursar also is secured, you can’t pass without permission. The bursar his or her activities in
ESRMS is to modify the student payment by showing the amount paid and the amount rest to be
paid in order to complete all amount of fees.
Figure 13: Homepage module

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4.2.3.2. Admin login module
After passing on administrator by clicking on administrator button on homepage, you will be
asked to enter username and password as an administrator and those data must match with the
data saved in database. If are not matching, you never pass but are matching you will pass to
administrator background.
Figure 14: Administrator login module

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4.2.3.3. Admin module
Here, the Administrator will add, delete or modify any record about bursar, teachers, prefect or
head teachers, student and staff background. Also is where Administrator must change the admin
password.
4.2.3.4. Bursar module
Figure 15: Admin module
Figure 16: Bursar module

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4.2.3.5. Ordinary level Student registration module
4.2.3.6. The in charge of study module
Figure 17: Ordinary level Student registration module
Figure 18The in charge of study

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CHAP 5: CONCLUSION AND RECOMMENDATIONS
5.1. Conclusion
In concluding this book which identify and explain briefly the purpose and function of ESRMS
project, I remind that the main objective of this project is to resolve the problems occurred in an
existing system apart of student details in all fields at school used in St Marie secondary school.
By implementing the goals of this project which was to provide solutions for each department
and service a student pass through every day, it seems like the solution will resolve many
problems even all are not well done as I wanted to be looked. It means that this project may be
continued in future in order to achieve all its goals.To confirm this project, different methods,
technologies and tools have been used. UML has been used for the analysis and design of the
new system; interviews have been used as tool for a good understanding of the existing system
and analyzing problems statement to meet the requirements.
My wishes is that this software will enable any college and institute to gain and to achieve its
goals by creating a new system which will provide the solutions for the problems occurred.
5.2. Recommendations
This project was focused on developing a system called ESRMS which will handle a problem of
mal management of student’s activities and services for each department in a college called St
Marie Secondary school. Also it will handle a problem of storing the papers(test marks, exams
marks and transcripts) in unsecured and out of date position according to the development of ICT
especially in Rwanda.
Even that this system resolves more problems, still there are some contents needed to be handled
as I took myself a limit in order to achieve my stated goals. I recommend the future researcher,
developer and students to take a look to this project and improve the undone terms according to
what I did and to the problems they prove needed to be collect. Also I recommend those persons
to develop the system for the Rwandan Institutes as shown that I developed a system for high
school.
In fact, I finish my work by welcoming and encourage whoever wants to contribute to the
improvement of this work.

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APPENDICES
Interview Questions for Saint Marie Secondary school leaders
1. Is there a system that manage the student record?
 If yes, how is it work?
 If no, how the student’s records are managed?
2. Which department a student is needed in it?
3. What is a relationship of a student and teacher?
4. How the Student profile background look like?
5. How the teacher’s profile background or details is?
6. How many assessment student did in trimester, year? How many marks for each assessment
of each course?
7. How many exams and their marks?
8. When or why the student will be dismissed?
9. How the student will be registered?
10. What is a school background?
11. Which problems occur in a system they use to manage the students?
12. How they need to be resolved (the problems)?
13. Is the electronic student record management system helpful to resolve the problems
occurred?
14. Do you have a website? If yes, can we host this system on your website?
15. Who can use / manage this software?

Electronic Student Record Management System

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