Student managment system

STUDENTS
MANAGEMENT
SYSTEM
SITI SARAH BINTI MOHD TAHIR
NUR FILZAH BINTI KAMAL
NUR AIN NAIM

CONTENTS
01
02
03
04
Group Member and Role
Background of Problem and Business Proposal
Project Management and Schedule
Interview Question and Data Analysis Results
05
06
07
Logic Design
Database Design
System Picture

CONTENTS
08
09
10
11
Coding
System Changeover
User Training
Conclusion
12
13
References

Group Member and Role
Siti Sarah
Project Manager
• Overlooking each task executed by
group members
• Double checks parts done by each
member for each assignment and
report.
• Compiles each member’s report or
presentation parts into one
.
Nur Filzah
Programmer
• Does coding for certains parts of
the system
• Debugs any errors found in the
system
• In charge of doing SWOT
analysis for problem site
Nur Ain Naim
Programmer/GUI-Designer
• Design the user interface of the
system including other graphics
such as the logo.
• Does coding for certain parts of
system
• In charge of summarizing data
received at problem site

02
Background of Problem and Business Proposal

Background of Problem and Business Proposal!!
KAFA As-Sobirin is an islamic religious school located in Kuala Lumpur for
elementary school students from ages 7 to 11.The school was founded in
2008 and currently has a total of 40 students and 6 employees. It was initially
opened at Jalan Lembah Ledang but after 3 years of running the school there
the school was moved to it’s current location, which is Jalan Kasah in
Medan Damansara.The teachers (ustazah) teaching and resources are
provided by Jabatan Agama Islam Wilayah Persekutuan (JAWI) as the school
is registered under JAWI.They teach islamic subjects such as tilawah al-quran,
Ibadah, Tulisan Jawi, and Akidah.Students are taught until they are 11,which is
the age they will sit for Ujian Penilaian Kelas KAFA (UPKK).
“
“
Contact details:
• Email: KAFAASSOBIRIN18@GMAIL.COM
• Contact number:0133518119 (Sabariah bt Mohd Rashid)
• School hours:12pm-5pm

Project Scope
For this assignment we will be focusing on how to make administration work
for the teachers easier as most of the administration work is done manually
such as student and employee attendance,payment of tuition fees, and storing student info.
We will be focusing more on how to make storing student information easier.This is
because students information are still stored in files hence
teachers have to spend more time to search or maintain the students
information.For that,our solution to it is to make a student management
system that can be used on the computer for the teachers to use to store
students data.
“
“
Student Management System

System Title: Student Management System
What the system has:
Add student and enter their details such
as name ,address, date of birth, etc.
Modify their records.
Delete a students records.
01
02
03
Login System.04

Feasibility Study!!
Project Operational Fea
sibility
Economic
Feasibility
Technical
Feasibility
Schedule
Feasibility
RFID based employee
attendance system
✔ ✖ ✖ ✖
Student Management
system
✔ ✔ ✔ ✔
School bell system ✖ ✖ ✖ ✖

Investigation
From our investigation we can conclude that the student management system:
• Will increase teachers productivity as they will have more time.
• Teachers can efficiently store and maintain students records.
• Reduce the amount of manpower needed to manually sort and store
the records.
• Reduce the cost needed to maintain the records.
• Can securely store the data without other people accessing the files.

03
Project Management and Schedule

WBS
ID
Task Name Duration Start Finish Predecessors
1 Receive Assignment 1 day Sun 7/7/19 Sun 7/7/19
2
Discuss Assignment 4 days Mon 8/7/19 Thu 11/7/19 1
3 Research location and
solution
4 days Fri 12/7/19
Wed 17/7/1
9
2
4 Prepare proposal pres
entation
3 days Thu 18/7/19 Sun 21/7/19 3
5 Do presentation and r
eceive asg2
1 day Mon 22/7/19 Mon 22/7/19 4
6 Assign task to member
s
1 day Tue 23/7/19 Tue 23/7/19 5
7 Discuss Project Planni
ng
3 days
Wed 24/7/1
9
Fri 26/7/19 6
8
Start constructing wbs,
PERT,Gantt chart
2 days Mon 29/7/19 Tue 30/7/19 7
9 Interview with school p
rincipal
1 day
Wed 31/7/1
9
Wed 31/7/1
9
8
10
Check equipment 1 day
Wed 31/7/1
9
Wed 31/7/1
9
8

WBS
11 Analyze data 4 days Thu 1/8/19 Tue 6/8/19 9,10
12
Make algorithm and design
user interface
5 days Wed 7/8/19 Tue 13/8/19 11
13
Start coding 17 days Wed 14/8/19 Thu 5/9/19 12
14
test and debugging 7 days Fri 6/9/19 Mon 16/9/19 13
15
Install program 1 day Tue 17/9/19 Tue 17/9/19 14
16
Construct manual 7 days Wed 18/9/19 Thu 26/9/19 14
17
release manual 2 days Fri 27/9/19 Sun 29/9/19 16
18
prepare for final presentation 8 days Mon 30/9/19 Wed 9/10/19 15,17
19
Present final presentation 1 day Thu 10/10/19 Thu 10/10/19 18

Critical Path
P1:1+4+4+3+1+1+3+2+1+4+5+17+7+1+8+1=63
P2:1+4+4+3+1+1+3+2+1+4+5+17+7+7+2+8+1=71
P3:1+4+4+3+1+1+3+2+1+4+5+17+7+1+8+1=63
P4:1+4+4+3+1+1+3+2+1+4+5+17+7+7+2+8+1=71
Shortest critical path is ID 1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,18,19

04
Interview Question and Data Analysis Results

Interview Questions and Data Analysis Results
1.How do you currently keep the student’s file?
2.How many student’s are there specifically in each year(eg.year 1,year 2)
3.What do you do to edit the student’s info let’s say there is a correction?
4.Is there a backup is the files are gone?
5.Do you keep the files of the students who graduates or quit?
6.Is the current method of managing the files time and energy consuming?
7.How long would it take to usually manage the files if let’s say it is the first intake of the year?
8.What would you like to have in the student management system?

Interview Summary
For this assignment, we’ve interviewed the ustazah Aishah, who is one of the 2 ustazahs in the school
regarding how they manage their student’s information. We interviewed ustazah Aishah as she is the only
ustazah who has taught in this school from the first year the school was opened until now,and she has been
the one who knows best about how the student information is managed.
The interview was conducted on the 6th of August,which was later than the date that we initially agreed to
interview as she had to attend a course that week.We’ve explained in detail on how we plan on building this
system as we did not specify what we were about to do the first time we interviewed the school about their
background.Ustazah Aishah gave full cooperation through out the whole interview as she was keen on having
us build the system to make managing and recording the student’s file efficient.
Ustazah Aishah has given us information regarding how many students are there in each standard.We
have used the information given to create a pie chart for our presentation.

Data Collected
Standard 1 2 3 4 5
Number of
students
10 9 9 7 5
Standard 1
25%
Standard 2
22%
Standard 3
22%
Standard 4
18%
standard 5
13%
Number of each student according to standard
Standard 1 Standard 2 Standard 3 Standard 4 standard 5

Summary Of Logical Design!!
From the logical design above,the admin has to login first into the
application in order to use it.From there,the administrator can do things
such as add a new student,edit their information,search for a specific
student’s information and delete a student’s file.If the admin forgets
their password,they can use the forget password function to retrieve
their password by answering the question correctly.Admin can also
change the question and answers used for ‘forget password’.
“
“

Physical Design
Login Page Main Menu
Forget Password page
Set question and answer
Search students info
Add/Edit/Delete students info

Database Design!!
We were using Microsoft Access for our System I-Students database.
The system consists of STUDENTS’S INFORMATION and USERPASS.
The name list will store the students data once they register, while the
user pass page will save the user, username and password. Users can
edit, delete and add new data.
“
“

User Interface
• Login Page
• Enter username and password and click login.
• Login as admin
• Users are limited for 2 person only. It is because we do not want to confuse the user with a lot of
password and also it is easy for them to remember.
• Username are set as default (admin1) and (admin2) and the password are set as default for both
username (123)
• If the user forget the password, click FORGET PASSWORD? at the bottom of login and cancel button.
• It will appear some question that the user need to answer, if the answer is correct than the password
will display, if it is the wrong answer a message will appear “Wrong Answer!”.
• To set up the answer for the question, the user need to log in the system first and it will be directed to
Main Interface and click “File” then click “Account”.
• “Username”, ”Password”, “Question” and ”Answer” will appear.
• After login, the main page will appear to select between STUDENTS’S DATA or EDIT STUDENTS’S
DATA

If you want to set the question and answer

If you click at Forget Password?

Main Interface
• Choose between STUDENTS’S DATA or EDIT STUDENTS’S DATA.
• If the user choose STUDENT’S DATA >> STUDENTS INFORMATION will
appear.
• If the user choose EDIT STUDENT’S DATA >> it will lead the user to the
page where she/he can edit the students information.

Students' Data
• In students data, It will have all the students information that is needed
• On the right side it will have a SEARCH box, the user can just enter the
students ID or NAME in the blank and the student’s information will pop out

Edit Students' Data
• In edit student’s data, the user can edit, add, save and delete the students
information from the system.
• Edit >> to edit some mistake in the information. Etc, Incorrect address.
• Add New>> Add new information.
• Save>> to save the information.
• Delete>> to delete information.
• Previous>> to get back to the main page
• exit >> to exit the system.

Set question and answer for ‘forget password’

View and search student information table

System Changeover
System changeover is the process of putting the new information system online and retiring the old system. Change
over can be rapid or slow, depending on the method. There are four system changeover method which is direct cutover, parallel
operation, pilot operation, and phased operation.
The method of changeover system that we will apply for our application is direct cutover. Direct cutover method
causes the changeover from the old system to the new system become operational. Direct cutover also is the least expensive
changeover method because it is just need us to operate and maintain only one system at a time.
Besides, the student management system that we created for KAFA As-Sobirin does not using any cost. The
system will be direct implemented in KAFA As-Sobirin. The application that we have been created for them are very simple. The
teachers there can easily learn on how to use it.
Old System New System
DIRECT CUTOVER

Background of Problem and Business Proposal!!
No system can be successful without proper training, whether it involves software,
hardware, or manufacturing. A successful information system requires training for users.Training
users about system changes is similar to initial training. The main objective is to show users how the
system can help them perform their job.
Users need to know how to perform their day – to – day job functions, but do not need
to know how the company allocates system operational charges among user departments. To
support the new system, they must have clear understanding of how the system functions, how it
supports business requirements, and the skills that uses need to operate the system and perform
their tasks.
For our student system management, the teachers there need to learn on how to
perform our application very well. So, there are some steps that they need to learn before using the
application. Surely, the teachers at Kafa As- Sobirin can learn this steps easily.
“ “

System Overview :-
STEP 1: At login page user need to enter username and password after that click login and then user
successfully login. All users at KAFA As-Sobirin use same username and password to login. The username
was set as default as (admin 1) and (admin2). Then, the password for both username is (123).
Users need to click ‘FORGET PASSWORD?’ if they do not remember the password also they
can cancel it anytime with click the cancel button. When the user click the ‘FORGET PASSWORD’ some
question will appear for user to answer. If the answer is correct then the password will display, if the
answer is wrong a message will appear ‘Wrong Answer!’.
To set up the answer for the question, user need to log in the system first and it will be directed
to Main Interface and click “File” then click “Account”. “Username”, ”Password”, “Question” and ”Answer”
will appear.

System Overview :-
STEP 2: After log in, the main page will appear to select between STUDENTS DATA or EDIT STUDENTS
DATA. User need to choose STUDENTS’S DATA or EDIT STUDENTS’S DATA.
If the user choose STUDENTS’S DATA >> STUDENTS INFORMATION will appear. If the user
choose EDIT STUDENT’S DATA >> it will lead the user to the page where the user can edit the students
information.

System Overview :-
STEP 3: If the user click the STUDENTS’S DATA the students information page
will appear. It will have all the students information that is needed. On this page it
will have SEARCH bar so the user just need to enter the students ID or NAME and
then the student information will pop out.

System Overview :-
STEP 4: When the user click EDIT STUDENTS’S DATA then there will be the page that user can edit, add,
save and delete the students information from the system.
There are some guide for the user while on EDIT STUDENTS’S DATA page :-
• Edit >> to edit some mistake in the information. Etc, Incorrect address.
• Add New>> Add new information.
• Save>> to save the information.
• Delete>> to delete information.
• Previous>> to get back to the main page.
• exit >> to exit the system.

Conclusion
The student management system is a simple and clean system that can be used by the teachers
(admins) to insert and manage the student’s data in a systematic manner.The teachers no longer need to
use the old method of using the folders and files to store student’s data which also takes up a lot of space
in the room.The system can also reduce the amount of energy and time needed to manage the student’s
file as they don’t need to go through each folder to sort the student’s file.
Through this project,we’ve learned many new things such as building an interactive and simple user-
interface,coding using VB.net,building databases,and also how to connect the databases to our coding.It
has also reinforced a few skills such as time management,our ability to work in groups,communicating
with clients that are not from the same background us,and our leadership skills.
We hope that the system that we have built will be succesfully implemented at Kafa As-Sobirin and will
help the teachers with their work.

Reference
Background of KAFA
1. http://jaipk.edu.my/index.php/infopeperiksaan/upkk/59-upkk
2.https://simpeni.islam.gov.my/simpeniv2/includes/paparan_kafa.php?id=10017
3. http://www.jawi.gov.my/Pdf_doc/BAYARAN%20YURAN%20KAFA.pdf
Benefits of using projector in class
4. https://www.projectorpoint.co.uk/news/what-are-the-benefits-of-using-lcd-projectors-in-schools/
Example Student information system using VB.NET
5. https://code-projects.org/student-information-system-vb-net-source-code/
Textbook
6. https://birikimozgur.files.wordpress.com/2017/03/system-analysis-and-design-9e-shelly-cashman.pdf
Connect Access database to vb.net
7. https://www.youtube.com/watch?v=cwDqjmSmtMQ
Make search function for system using vb.net
8. https://www.youtube.com/watch?v=UoT2oava9ns

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