The design of the automated academic transcript

THE DESIGN OF THE AUTOMATED ACADEMIC TRANSCRIPT

ABSTRACT

This project is a design of the automated academic transcript management which will help to over-come the undesirable problem associated with misplacement of student records, student’s grades, slow and strenuous accessibility of student report and record, inaccurate record keeping and poor information management within the schools. Here the aims and objectives of the study will be easily retrieved with increased data security, and there will be reduction in the amount of resources, which will lower the cost of processing of student transcript, since information is stored in a database with reduced data redundancy. This will also prevent over-working of personnel and reduce in the bulkiness of file and record. This program developed/designed will ensure easy flow of information in the school (Federal Polytechnic Nasarawa), and accurate information management in all school.

 CHAPTER ONE

INTRODUCTION

1.0     Introduction:

An official academic Transcript shows students program, the result for each course studied, as well as student final qualification (after conferred). In the other hand, academic transcript includes the entire course undertaken while in the school of studies which cannot be provided for selected programs or study periods. (I.e. it can only be given at the completion of his/her studies).

Academic transcript is a sensitive document that depicts the combination of courses and weights the performance of any student over a period of time in a programmed within an academic institution. Due to it sensitivity, the document is not given out carelessly particularly to the student concerned but mailed straight to the requesting organization.

However, the intended system (automated transcript) is to ensure security, timeless and accuracy of transcript production and to ensure a reliable standard by which federal Polytechnic Nasarawa could upgrade from manual method of issuing transcript to automated system.

1.1     Background of the Study

The project work seeks to look at the desirability of automation of student’s transcripts generation. In the past, candidates officially request transcript and it would be given to them manually on the demand of relevant data and all necessary documents of identification as may be requested. This process of manual generation of students transcripts is not only time consuming, it imposes financial burden covering transportation, cost of reproduction etc. Basically, it is well known that transcript should be a confidential document that cans only be released on request, to ensure security and privacy, they are not always processed on the strength of request made through telephone or e-mail therefore, this could be some how difficult and time consuming.

In that regard, the research work would check the existing data generation system, which is basically manual side by side, the proposed automation of student transcript generation. The project shall also discuss system analysis and design with particular focus on problem definition, alternative solutions, system design, input and output design.

In the research work, particular attention would be given to problem design and implementation with reference of language justification, menu structure and hardware and software requirement needed to facilitate the automation of student transcript generation.

The project is made up of five chapters with discussion on the above mentioned areas:

Also due to modernization and the need to embrace technological advancement, most tertiary institutions are beginning to appreciate the need to shift operations from conventional manual system of records generation to a more accurate and reliable system of computerized data generation. This would definitely take our higher institutions of learning to greater height in the world, which is now a global village with abundant opportunities accruable to those that are up to date in their technological, an human empowerment development strategy.

1.2     Statement of Problems

The current method of producing academic transcript in Federal Poly Nasarawa,` show to be manually. Therefore, to design and implement an automated of students transcript generation, there is the need to identify and analyze the problems associated with the current system of manual generation of student transcripts. Some of these problems are:

1.     Much stress is involved in the collection of student information. This is because one have to officially make an inquiring for relevant information, that may serve as help in designing new system in other to meet up with the requirement of the department and entire school.

2.     Time and energy is also one of the problems encountered during development of the new system, in most cases, booking an appointment with staff at times will end up spending the whole day without achieving anything due to his/her engagement.

3.     Developing the automated transcript most at time faced the problem of power supply, generally it obvious that Nasarawa have a challenge of insufficient power supply which using electronics is somehow difficult except one have generator.

1.3     Aim and Objectives of the Study

The design of the automated academic transcript aimed to ease generation of transcript and also improve the possibility of  reaching out copy of the transcript to anyone who may be in need of it and thereby move from manual to automated method by reducing stress and time involves in the old system couple with a view to accomplish the outlined Objectives:.

1.       To give the required information and report of students needed at the right time, with acceptable degree of accuracy.

2.       To improving on the existing system of transcripts generation as regards to students details of course taken during the period of studies in the institution

3.       To design a system that will be error free during generating of transcript

4.       To populate/boost the ‘computer science department’ and standardize the system of operation in Federal Poly Nasarawa. 

1.4     Significance of the Study

The significance of this project is which include significance of the student records, the intelligent of the new system and approach developed will ensure consistency, reliability and continuity in the accurate production of records in every semesters, it reduce error that is usually encountered during transcript generation.

1.5     Scope and Limitation of the Study

This project looks into the development of a system approach that can design and implement the automation of academic transcript. It aims to develop a system that will facilitate the preferred way of issuing transcript on-line.

The research work would justify the need for automated record generation with a view to enhancing easy, efficient, and more reliable method of processing student’s transcript in our tertiary institutions, but is also subject to the following limitations:

1.     The system is subject to false operation due to network problems of many kind

2.     The system is relatively expensive as compared to the contemporary manually operated method.

3.     It required adequate knowledge in developing and operating the new system

1.6     Research Methodology

This gives information about the techniques and method of gathering information for the project it systematically solves the problems identified in the project and discuses the research methods principally from:

1.  Primary Sources: Such as observations and research observation involve personal observation at students transcript and the associated problems so as to create a platform for research into the project work.

2.     Secondary Source: This entails accessing or collecting necessary records, textbooks and other relevant materials relating to the project topic.

1.7     Definition of Terms

This is the information about what would be required to develop the new system. They are:

1.     MySQL: For the database where all information and record are stored.

2.     PHP:  Is the programming language that is used in designing the interface.

3.     Automation: The use of machine to do work that is previously done by man.

4.     Data: Is a piece of information that represents the qualitative attributes of a variable or set of variables.

5.     Algorithm: Is a step by step procedure to solve a problem, usually with the requirement that the procedure terminate at some point.

6.     Transcript: Is an official record of a student academic profile that shows the courses they have taken and marks / grades they have achieved.

7.     Technology: It is study of techniques or process of mobilizing resources (such as information) for accomplishing objectives that benefits man and his environment.  

8.     Information: Information can be defined as the process of gathering, transmitting, receiving, storing and retrieving data or several items put together to convey a desired message.

CHAPTER TWO

LITERATURE REVIEW

2.0     General Overview

The developed system is an academic result transcript system and not a manual system unlike the old system. The developed result transcript system when fully implemented contains a lot of functionalities and capabilities which are not in the old system:

The new system will grant staffs and administrator the needed information to prepare and provide transcript to student on time when request is made. It is a web based system to grant staff access to see student result record based on the number of years they spend in the school. The staff can only view and print transcript if he/she have an authorized username and password from the system administrator.

2.1     Review of Related Literature

A research of the academic literature, found few student describing the use of technology to improve the manual approach of transcript generation and articulation of a modal describing proactive technology (Zaila Pavim, 2007).

Literature review, that the need for information of student transcript generation with a view of enhancing efficiency are effectiveness of educational data processing system in the present technologically challenged environment Owen, G.(2005):

1.       Program of study.

2.       A list of modules that a student takes to date, together with the result and marks the grade achieved.

3.       The institution(s) where a student’s programme of study was or is to be delivered.

4.       Title of student research thesis (if applicable).

5.       Qualification and final result achieved for a student programme of study.

The purpose and essence of any record system is the right information in the right place in the right order, at the right time for the right person at the lowest cost. For this feat to be achieved, an integrated records management program is needed Baje, (1998).

Susan W. (1993) include providing output to user at the required  time and ensuring greater accuracy of processed information because computer do not become distracted unlike human beings. According to her, data processing was once concerned principally with operations aspect of a business it has now been developed into a full integrated system which provides the kind of information needed at management even not only to assist in decision   making.

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