COMPUTERISED MANAGEMENT INFORMATION SYSTEM IN
COMPUTERISED MANAGEMENT INFORMATION SYSTEM IN
STUDENTS RESULT AND TRANSCRIPT COMPUTATION
1James Agajo 2Ogedengbe Emmanuel 3Bagudu Igbekele
Federal Polytechnic Auchi, Edo State, Nigeria
ABSTRACT:
This work proffers solution to the problem associated with the old conventional way of manual generation and issuance of transcript, Automated transcript system addresses the problem of excessive paper work, delay in transcript issuance, lack of easy access to document and data security. An analysis of the existing system was carried out , and loopholes associated with it were discussed, an Algorithm was generated to work out the sequence while a flowchart was use to represent the process, Visual Basic a high modular program was use in to solve this problem with the view to creating a formidable data base.
Keywords: MIS, Database, Automated,Visual Basic
1.0 INTRODUCTION
A Transcript of Academic Record is a certified statement detailing a student's complete academic record at the University. It includes details of all programs/courses in which the student has had an effective enrolment and the marks/grades achieved in courses. (Marks are only included for courses taken since 1994.) It also lists University prizes and conferring details where applicable.
An automated transcript is protected by security measures such as passwords, encryption, and firewalls, and thus can be accessed by authorized users through the intranet. Secure intranets are now the fastest-growing segment of the internet because they are less expensive to build and manage than private networks based on proprietary protocols. [1]
Internets appeared in the mid 1990s and were perceived as the answer to the need for the integration of existing information systems into organizations. Despite the fact that has been extensive research regarding implementation, development processes, policies, standardization vs. creativity and so forth, the potentiality of intranets has not been fully exploited. Intranets offer many advantages in the form of working networks that support and enables empowered employees to participate in the development of the organization, to enable the measurement of essential functions and to monitor industries conditions and find suitable functions that support doing work.
1.1 BACKGROUND
On our higher institution like on many other universities there is an intense need for transcript automation due to increased number of student which the present paper documentation can no longer support, and co-operation between the administrational staff and department. This is because most of the department resources like student course registration, Result management, staff management and student management have to be managed partly by one or the other group.[2]
1.2 OBJECTIVES OF THE PROJECT
The main objective of this project is to develop a system that will adequately manage student information, student's record, and student's transcript. The software can be modified to suit all the departments and can be used by colleges of education and polytechnics for the same purpose.
1.3 JUSTIFICATION
Need for efficient, effective and adequate management of students academic records.
Need for adequate protection and security of vital information
Providing academics the ability to manage and communicate more effectively with students data.
Helping academics spend less time on processing students data
Need for easy and past means of information dissemination within the department
2.1 Technologies available
Integrated Data Retrieval System (IDRS) Transcripts of Account
Appeals Processing Services (APS) is responsible for establishing, maintaining and closing cases in Appeals. APS uses various systems to complete these tasks and IDRS is one of the most important.
IDRS allows extensive research of taxpayer account information, commonly referred to as a transcript of account. Transcripts are classified as Master File (MF) and Non-Master File (NMF). [3]
A current transcript must be secured on every case each time the case is handled throughout the Appeals process. A current transcript verifies the following types of information: Assessments/overassessments
Payments
Module balances
Filing dates
Tentative allowances
Restricted interest transactions
Amended returns filed
A current transcript is generally determined to be one in which no more than 2 weeks have elapsed since it was secured. If there are indications that transactions may have occurred since the date of the last transcript, an updated transcript should be requested regardless of how many weeks have elapsed.
Every return or document input through the Automated Data Processing (ADP) system is assigned a document locator number (DLN) for control and identity purposes. The DLN is 14 digits in length, including a two-digit prefix, which identifies the Campus or Area Office that handled the input. The fourteenth (last) digit is the year of processing assigned by the Campus computer at the time of the original input. Examples: 55211-110-03622-1
28210-105-60025-4
Non-Master File accounts are processed with a "6" as the third digit of the DLN. A detailed explanation for each digit of the DLN is provided in Document 6209, IRS Processing Codes and Information. [4]
Research of all IMF and BMF accounts is accomplished through the Integrated Data Retrieval System (IDRS). IDRS is a system that enables employees in the Campuses and the Area Offices to have instantaneous visual access to certain taxpayer accounts.
If the transcript request is not directly input, an IDRS Request Form is available in ACDS APGolf (in the Miscellaneous category), which may be completed and forwarded to APS for input via IDRS.
Document 6209, IRS Processing Codes and Information, is updated annually and provides detailed information on command codes used in generating transcripts. Refer to IRM 2.3.1, IDRS Terminal Responses, Section Titles and Command Codes for IDRS Terminal Responses. For the source document for command code information see Document 6209.
3.0 SYSTEM ANALYSIS
In order for an alternative system or solution to be introduced into the transcript system, it is needful for the institution to be investigated in order to identify the problems being faced by the existing system and to carry out a feasibility study on the system or alternative solution to be introduced, determining how feasible and justifiable the project can be with respect to cost benefit analysis.
This stage of investigating the existing system in order to ascertain the problems being faced by the system and carrying out a feasibility study on the introduction of a new system is referred to as system analysis. The system analysis process is usually broken down into three major activities:
i.) Systems investigation;
ii.) Data analysis/Documentation and
iii.) Management Report.
It is only when the need for an alternative system has being justified with respect to its cost and benefits and its feasibility that management can precede with its implementation.
3.1 THE EXISTING SYSTEM
In this project, the researcher is investigating the existing system (manual processing) of a student academic record keeping being carried out in our higher institution of learning.
3.2 SYSTEM INVESTIGATION
System investigation has to do with examining and analyzing a system in order to properly understand the system. In doing so, the exact inputs, processes and outputs of the system are determined.
There are basically four methods that can be used in carrying out the investigation of an existing system:
Use of Interview
Use of Questionnaire
Observation Method
Use of Procedural Manuals
3.3 DATA ANALYSIS/DOCUMENTATION
In investigating and analyzing the system, facts about the system functionalities were identified. This section provides an overview of these functionalities.
Over the years, the Schools has huge student information base due to request for transcript by most higher institutions home and abroads.[5]
3.4 MANAGEMENT REPORT
The following were arrived out based on the researcher's investigation of the activities of institution Information Management.
i.) Multiple recording of students' data in various departments of the school.
ii.) Time wastage in transferring of document from one unit to another as directed by the school authority.
iii.) Inconsistency in reporting associated with this process
iv.) Difficulty in accessing and retrieving data and information on a student record record;
v.) Student record or information omission
vi.) Lost or misplacement of vital information by exams and records/transcript unit.
Proper management is essential and is a vital ingredient in all organization. When activities carried out by the institutions with respect to Student Transcript Information Management are well planned and coordinated, such activities or processes will tend to be completed on time. That is, there will be no delay and the problem of backlog or delay in services rendered will be avoided. With an automated system put in place to manage the records and information of patients, most of these problems if not all will be corrected.
1. "DATABASE STRUCTURE FOR STUDENT RECORD"
S/N
NAME
FIELDNAME
DATA TYPE
SIZE
1
MATRICULATION
MAT NO
TEXT
10
2.
SURNAME
SURNAME
TEXT
10
3.
FIRST NAME
FIRST_NAME
TEXT
10
4.
MIDDLE NAME
MIDDLE NAME
TEXT
10
5.
MAIDEN NAME
MAIDEN_NAME
TEXT
50
COURSES 100- 400
LEVEL
7.
TOTAL CREDIT
TOTAL CREDIT
TEXT
3
8.
TOTAL CREDIT
TOTAL CREDIT
TEXT
3
9.
ELECTIVE CODE
ELECTIVE CODE
TEXT
3
10.
ELECTIVE CODE
ELECTIVE CODE TITLE
TEXT
3
11.
ELECTIVE TITLE
ELECTIVE TITLE
TEXT
3
12.
ELECTIVE TITLE
ELECTIVE TITLE
TEXT
3
This is the check built into the system that enables the discovery of error(s) in the input data. For instance, if a field is meant for integer and alphabet is mistakenly inputted into the field, the system will prompt the user with the message that there is an error in the input data, and also provide the user the information on how to re-enter the data correctly.
3.5 Processing Requirements
This section defines the processing tasks to be performed by the automated system. There are several basic processes that will be carried out by the Management Information System. These include Student data collection, updating of Student's record.
3.6 Output Requirements
This is the description of how the report to be generated by the system should look like. The Automated Transcript Management System will generate the following reports:
i.) STUDENT'S BIODATA: This shows the personal data and as well as other vital medical information of the concerned patient.
4.0 PROGRAMMING
Programming is the process of transforming the specifications created during analysis and design into a working application that carries out the functions outlined in the requirements specification. A computer program is a set of instructions written in a computer programming language that is meant to implement a task.[7]
4.1. Features of Programming Languages
A computer programming language should posses the following features:
1. It should contain an in - built data structures and data types.
2. It should have a consistent syntax that promotes readability.
3. It should be capable of the use of comments for documentation.
4. It should allow the use of meaningful identifiers, as this promotes readability.
5. It should support information hiding.
4.2 Stages in Programming
i.) Program Definitions and Analysis
ii.) Algorithm:
iii.) Flowcharts:
iv.) Choice of Programming Language:
v.) Coding
vi.) Program Dry-Running/Program Execution: In this stage, the program is run to determine whether it achieves the objectives of its development (itemized in the system specification). When the program is run manually using the human natural intellectual and skills, it is referred to as dry running', but when done (run) using the computer system, it is known as program execution.[8]
The running of the program usually reveals errors that needs to be corrected. Careful design usually minimizes these errors. Testing is usually done in four phases.
Unit testing
Integration testing
System testing
vii.) User acceptance testing
viii.) Programming Debugging
ix.) Program Review and Maintenance
4.3 Program Design
The software was designed using the modular approach. In other words, the system comprises of several modules coming together to form the entire Automated Transcript System. Each module was designed and developed separately and later linked together to form the coherent system.[9]
The processing functions of the Automated Patient Information Management System have been broken down into several major tasks for simplicity. Each of these tasks that remain relatively complex is further decomposed into sub-tasks.
A module is a modest-sized sub-program, which can work independently. It is self-contained and its removal from a system should only disable the unique functions performed by the module.
The source program listing is attached in Appendix B.
4.4 CHOICE OF PROGRAMMING LANGUAGE
The choice of programming language of implementation is Microsoft Visual BASIC 6.0 base on this characteristic
Visual BASIC is features-rich rapid application development tool, which enables the programmer to create powerful applications within relatively short period.
i.) It is an Object-Oriented Programming language with in built support for implementation of Object-Oriented Designs.
5.0 CONCLUSION
5.1 SYSEM IMPLEMENTATION
One of the first steps in the implementation of any automated system is the acceptance of the prototype system by the organization or user interested in the usage or the customization of the prototype system to meet with the interest organization or user requirement specification.
Once it has been fully accepted by the user, the system is populated with the organization's or user's data and any other relevant data where appropriate and applicable.
Also, for the system to be implemented, the following will be required:
i.) Staff training requirements
ii.) System testing
iii.) Changeover methods
iv.) Security issues
v.) Master file creation
vi.) System review and maintenance
5.2 Security Issues
The following should be taken to ensure data and equipment security.
i.) Burglary proof doors should be installed at all windows and doors.
ii.) Fire extinguisher and alarm systems should be installed around the computer room where the computer systems will be installed.
iii.) The office should be marked "Out of bound to unauthorized personnel".
UPS and stabilizers should be installed along with the computer system.
5.0 CONCLUSION
This research work presented a platform for the practical development and design of a Student Information Management System in the implementation of Automated transcript system. The system was designed using the Visual BASIC programming language.
The system when fully implemented will ensure the processing of Student information and will also provide the Institution facilities of accessing Student information with speed and ease which will in turn aid in management planning and decision making.
REFERENCES
[1] Horton Jr., F., "Infotrends", pp. 185-191, 1986.
[2] Oliveira, D., So Paulo: Atlas, 1996.
[3] Cronin, B., & Davenport, E., "Elements of Information management". New Jersey: Scarecrow Press, 1991.
[4] Taylor, A., & Farrell, S., "Information management in context". Aslib proceedings, 44(9),pp. 319-322, 1992.
[5] Butcher, D., & Rowley, J., "The 7 Rs of Information management". Managing Information, 5(3), pp. 34-36, 1998.
[6] Shilakes, C. C., & Tylman, J., "Enterprise Information portals". New York: Merril Lynch, (November 16). [online], October 1999.
[7] Collins, D., "Data warehouses, enterprise in information portal, and the SmartMart meta directory", Information Builders Systems Journal, 12(2), pp. 53-61, 1999.
[8] Murray, G., "The Portal in the desktop".Intraspect,May/June)[http://archives.grouping computing.com//index.cfm?fuseaction=viewarticle&contentID=166]. October 1999.
[9] Viador, "Enterprise Information portals: Realizing the vision of information at your finger tips". (January)[http://www.viador.com/pdfs/EIP_white_paper_1_99.pdf]. April 2000.
[10] White, C., "Enterprise information portal requirements". Morgan Hill, CA: Database Associates International,(January)[http://www.decisionprocessing.com/papers/eip2.doc]. April 2000..
COMPUTERISED MANAGEMENT INFORMATION SYSTEM IN
By: James Agajo
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