Creating an Automated database for Shefield Montesori school by @Gbemisola Adewuya, @Afolake Baiyewu, and @Saran Caba. #Sql #usecasediagram #entityrelationshidiagram #ERD, #databasemanagement, #datanormalization, #database

2. PHASE ONE TASKS
• Abstract: The database created is a tool which is helpful for students as well as the school authorities and everyone who
wants to access the database. In the current system, all the activities are done manually which is time consuming and
costly. In the software, we can register either as a student via parent or administrator(staff, head admin, secretary).
Administrator has the power to add user, edit or delete users. A student can register as a user and can add edit and delete his
profile. However, students can’t manipulate their results. The Administrator can add edit and delete marks for the student.
All the users can see the marks.
• We are limited in the ages of students that can access the database. Due to literacy among students, age is assigned to
students(ages 6 and above) that can use the database while. However, students who graduated from this school can still
have access to their database as long as they have the required username and password. The students can also download
their report in a pdf file
• The staff of the school comprises of the academic and non academic staff. The non academic staff was included under the
parent / other entity because they are mostly interested in the financials and school events
• Lucidchart, mysql, google powerpoint , access was used as supporting application to work on this project.
• Teamviewer application was used by members for collaboration
• Normalization and sql statements were used to generate the database functionalities

3. MISSION STATEMENT:
The purpose of Shefield database is to create a centralized platform for viewers to access necessary
information as regards fees, records, recommended items and events pertaining to them
MISSION OBJECTIVES: The objective of this project is to
• Store and retrieve student’s performance
• Store and display biodata of staffs, students and administration
• Illustrate subjects done in school and the books used in various classes
• Records of payment on fees, salaries and expenses made in school
• Records of all other information needed by the users

4. STAFF
STUDENTS
PARENTS
/OTHER
USERS
HEAD
ADMIN
SECRETARY
Profile
Record
Account/Finance
Recommended
Text Books
Academic
Calendar and
Events
USE CASE DIAGRAM

5. STEP BY STEP EXPLANATION ON USE CASE DIAGRAM
IDENTIFYING THE SYSTEM ACTORS: students, staff, parent/other users, secretary,Head administrators
IDENTIFYING THE GOALS OF THE ACTORS:
• Students: they are the reasons the database exist. Due to literacy among students, age is assigned to students(ages 6
and above) that can use the database while. However, students who graduated from this school can still have access to
their database as long as they have the required username and password. They can have access to the following items:
profile, records, books, and their financial account
• Staff: staffs can have access to their own personal profile, they can upload records of students , they can suggest books to
read to students, they can have access to their financial account as regards their salaries and loans from school.
• Parent and other user: parents can view their children’s profile, results and necessary fees including outstanding if
applicable. Others used here mcan be referred to as guest. They can only view necessary information applicable to them.
These information are fees and school events. The non academic staff are placed here too. They are only allowed to view
the accounts and school events entities
• School secretary: The school staff in charge of entering data into the database
• school administrator: creates system new users, modify or delete user, creates or publish news and announcements, view
all information in the system.

6. Entity relationship diagram illustrating attributes is shown in the diagram on the next page

7. PHASE 2

8. EXPLANATION ON THE ENTITIES IN THE PROPOSED ER DIAGRAM
The database consists of five entities, namely:
Head Admin, Secretary, Staff, Student, Parents and other users
● STAFF: This entity comprises of both academic and non academic section of the school.the academic are the
teaching aspects of the school while the non academic refers to the non teaching section of the school.The staffs
can have access to the record, account, recommend, school calendar and events. However, the non academic staff
cannot access the record section of the er diagram.
● SECRETARY: The secretary inputs entries into the database.this entity consists of the biodata of the secretary.
The secretary has access control to the administrator and the database.
● STUDENT: This entity is made up of 3 categories. Category a is made up of student between 0-5 years. Children
in this category can’t access the database until they reach a certain age. Category B is for children 6-10. Children
in this category can obtain password from their parents in order to access the database. Category c is for
alumni(past students who graduated from the school and need their results at a later date). Student can have access
to school calendar and events,recommended text,account and records.
● PARENT AND OTHER USERS: parents have access to the students database as regards the child that pertains
to them. They can access the school calendar event,recommended text,account as regards their children’s fees and
the records as regards children’s results.
● HEAD ADMIN: The overall person who controls the database. He has access to all other entities and attributes in
the database.

9. The modified ER diagram is shown on the next page

10. PK
Academic Staff:
Name
ID
Gender
Contact: Tel,
Email, Address
Subject
Class
Post
Schedule
Student id
taught(Fk)
STAFF(PK)
PK
Access ID
Name
Gender
Contact: Tel,
Email, Address
SECRETARY(PK)
Test Scores,
Attendance
Exam Score
Student id
Record (pk)
Salaries,
School Fees
Fines,Others,Staff
Id,Position,Student
ID,Class
Account/Finance(PK)
Textbooks
Writing Materials
Workbook
Practical kits
School Uniform
Recommended
Items (PK)
School activities
Exam Date
End of Term
Sch,Calendar &
Event (PK)
PK
Name
ID & Control
Access
STAFF(FK)
SECRETARY(F
K)
STUDENT(FK)
RECORD(FK)
ACCOUNT(FK)
RECOMMEND
ED(FK)
SCH.
EVENTS(FK)
Account
number(PK)
PK
PK
Category A
(0-5)
ID
Name
Gender
DOB
Class
Club
Parents <- Contact
Category B
(6-10)
ID
Name
Gender
DOB
Class
Club
Contact
STUDENT(PK)
PK
STUDENT id
Name
Contact: Tel, Email,
Address
Status:
Other
StudentsID(Fk)e.g
Alumni/past
students
non-Academic staff
Relationship
PARENTS /
OTHERS (PK)
DATABASE(HEAD
ADMINISTRATOR
1…*
1...1
1...1
1...2
1…*
1…*
1…*
1...1
1…*
1..*
1…*
1…*
1...1
1…* 1…*
1...*

11. THE RELATIONAL MODEL

12. ER DIAGRAM TO RELATIONAL
SECRETARY:
PARENT/VISITORS:
ID NAME CONTACT GENDER
Pk00
5
Pk00
3
Afolake Solange
Gladys Nnaji
7658932409
7649026051
FEMALE
FEMALE
ID CONTACT
ADDRESS
NAME STUDENT NAME STUDENT ID RELATIONSHIP
098
079
3,Fred Williams
street,Iju
05, BP 52
Abidjan 05
Mrs.
Balogun
Mr.
Adiko
Balogun Seun
Adiko Desire
121
216
Mother
Father

13. STUDENT
RECORD
ID NAME GENDER DATE OF
BIRTH
CLASS CLUB
EVENT
PARENT
CONTACT
121 Balogun Seun Female 6-18-2010 Grade 5 Music 3,Fred
Williams
street,Iju
216 Adiko Desire Female 2-1-2012 Grade 4 Dance Adiko Desire
Test scores attendance Exam scores Student ID
91/100
88/100
32
30
A
B
121
216

14. ACCOUNT
RECOMMENDED ITEMS
TEXTBOOKS WRITING
MATERIALS
SCHOOL
UNIFORM
Mathematics
English
Science
Technology
History
NoteBook
Pen
Pencils
Drawing book
textbook
Sport wear
Friday wear
Uniform
Ceremonial
Outfit
Student
ID
Class School
fees
Staff ID Position Salar
y
Allowanc
e
Fines
121 Grade 5 $30,000 S1 Academic $10,0
00/m
onth
$2,000 $100

15. SCHOOL CALENDAR AND EVENTS
Test School_Activites Exams End_of_Term
Competition

16. Admin_ID Staff_ID Sec_Access Student_ID Record Account_ Number Recommended Events
01 S45 Pk005 121 B007 659830 10 Books Excursion
01 s5 PK003 216 B008 0128 7 books Club

17. Staff_Name Staff_I
D
Contact Subject Class_Taught Position Schedule Student ID Taught
Odu Gaa S1 70745996
2
Mathematics 2 Academic Monday, Thursday 100
Sope tie S5 80963258
0
English 4 Academic Monday, Tuesday
More Naa S9 90515361
3
Technology 5 Academic Friday
Pemi Soge S19 70416694
0
Arts 5 Academic Friday, Wednesday
Naati Maarin S80 50515184
1
History 1 Academic Tuesday
Sango Oyadi S11 30518488
8
English 4 Academic Wednesday
Faadi Onipata N008 80510551 Non_Academic Friday, Monday, Tuesday

18. NORMALIZATION

19. ACCOUNT
Student id
Staff
Student id Class School fees
121 Grade 5 $30,000/year
Staff ID Position Salary Allowance Fine
s1 Academic $10,000 $2,000 $100

20. SECRETARY
ID NAME
PK005 7658932409
NAME GENDER
Afolake Solange Female
Gladys Nnaji Female

21. Student
ID Class Event
121 Grade 5 Music
216 Grade 4 Dance
ID Name Gender Date of birth Parent contact
121 Balogun Seun Female 6-18-2010 3. Fred
Williams Street,
Iju
216 Adiko Desire Female 2-1-2012 Adiko Desuire

22. PARENT/VISITORS
Student id Parent name Relationship
098 Mrs. Balogun Mother
079 Mr Adiko Father
Student id Student name Parent name Contact address
098 Balogun Seun Mrs. Balogun 3, Fred Williams,Iju
079 Adiko Desire Mr. Adiko 05, BP 52 Abidjan
05

23. RECORD
Student id Exam Score
121 A
216 B
Test
scores
Attendan
ce
Student
ID
91/100 32 121
88/100 30 216

24. DATABASE FUNCTIONALITIES

25. Based on the list of uses cases that include actor and step-by-step descriptions from the
first stage, complete corresponding database functionalities. For each entity, you must
have use cases that perform at least one aggregate query, one insert operation, one
delete operation, and one update operation; for each relationship, you must have use
cases that perform at least one joint query.

26. Test_Scores Attendance Exam_Scores Student_ID
89 56 B 100

27. STUDENT
CREATE TABLE Student_Record
(
Student_ID int NOT NULL PRIMARY KEY
Student_F_Name varchar(50),
Student_L_Name varchar(50),
Gender varchar(25),
Birth_Date datetime,
Grade varchar(25)
Club varchar(50),
Parent_Contact varchar(25)
)
ADMINISTRATOR
CREATE TABLE Administrator
(
Admin_ID int NOT NULL PRIMARY KEY
Staff_Id int NOT NULL FOREIGN KEY,
Sec_Access NOT NULL CANDIDATE KEY,
Student_ID NOT NULL FOREIGN KEY,
Record varchar(50),
Account varchar(50)
Recommended varchar(50),
Events varchar(50)
)

28. STAFF
CREATE TABLE Staff
(
Staff_Name varchar(50),
Staff_ID varchar(50),
Contact varchar(50),
Subject varchar(50),
Class_Taught varchar(25),
Position varchar(50),
Schedule varchar(50)
Student_ID_Taught int NOT NULL FOREIGN KEY
)
SECRETARY
CREATE TABLE Secretary
(
Sec_F_Name varchar(50),
Sec_L_Name varchar(50),
Sec_ID varchar(50),
Contact varchar(25),
Gender varchar(25)
)

29. PARENTS/VISITORS
CREATE TABLE Parent/visitors
(
Parent_Name
Student_Name varchar(50),
Student_ID int NOT NULL FOREIGN KEY,
Relationship varchar (50)
Parents_ID int NOT NULL PRIMARY KEY
)
Parent_Name Student_Name Student_ID Relatonshi
p
Parent_I
D
Mrs. Balogun Balogun Seun 121 Mother 098
Mr. Adiko Adiko Desire 216 Father 079
Mr. Walor Dership Dap 622 Guardian 600

30. RECORD
CREATE TABLE Record
(
Student_ID int NOT NULL PRIMARY KEY
Test_Scores varchar(50),
Attendance varchar(50),
Exam_Scores varchar(50)
)
RECOMMENDED ITEMS
CREATE TABLE Recommended
(
Textbook varchar(50),
Writing_Materials varchar(50),
Uniform varchar(50)
)
SCHOOL CALENDAR AND EVENTS
CREATE TABLE Calendar_Events
(
School_Activities varchar(50),
Test varchar(50),
Exams varchar(50),
End_Of_Term varchar(50)
)

31. Delete all Pencils from recommended items.
DELETE FROM Recommended Items
WHERE writing materials = Pencils
SELECT Count(*) AS Class_Taught FROM Staff;
Class_Taught
9

32. Give all Accounts a 3% fines increase.
UPDATE Accounts
SET fines= fines*1.03
Stude
nt_ID
Cla
ss
School
_Fees
Sta
ff_I
D
Posit
ion
Sal
ary
Allow
ance
Fin
es
100 4 $560/t
erm
S19 Acad
emic
$1
20
$100 10
3
152 5 $600/t
erm
S80 Acad
emic
$1
00
$90 26.
78
216 3 $300/t
erm
S5 Acad
emic
$2
00
$26 31.
93
216 S80 Acad
emic
$1
50
$50 56.
65

33. Insert a new row into the table Record supplying data for all columns.
INSERT INTO Record VALUES('90', '25', 'A’, '256’)
Test_Sco
res
Attenda
nce
Exam_Sco
res
Student
_ID
89 56 B 100
92 32 A 152
85 40 B 216
98 65 A 312

34. CONCLUSION
In order to generate this database, there was a collaboration of ideas by group members using teamviewer in order to ensure a
single workflow when faced with difficulty. The data obtained for this database are just assumptions. With the help of Entity-
Relationship diagram we were able to create the required database and perform queries. For example in
case of SheField we can make queries to select the class taught by staff with the help of query language like
SQL Relational. We were able to represent a database that conforms to an E-R database schema by a collection of tables. For
each entity set and for each relationship set in database, there is a unique table to which we can assign the name of the
corresponding entity set and relationship set. Each table has multiple columns, each of which has a unique name. Both the E-R
model and the relational-database model are abstract, logical representations of real-world enterprises. Because the two model
design employ similar principles,we can convert an e-r design to a relational design. Converting a database representatioon to
an e-r diagram is the way we arrive at relational database design from an E-r diagram. We’ re restricted to using two examples
of each attribute as a result of time constraint and complexity of data in order to generate result.

35. References
Tutorial point
https://www.tutorialspoint.com/ms_access/ms_access_sql_view.htm
Microsoft Office Dev center
https://docs.microsoft.com/en-us/office/client-developer/access/desktop-database-
reference/insert-into-statement-microsoft-access-sql
Access Database Creation
https://www.youtube.com/watch?v=Lge4WO_bpcI&pbjreload=10