Project L School Records

8/13/2019 Project L School Records

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CONTENTS

IntroductionExisting SystemProblems of the Existing SystemEvaluation of the Existing SystemObjects to be achievedProposed SolutionsEvaluation of the Proposed Solutions

System DevelopmentTables

Tables Documentation

Relationships

Relationships Documentation

orms and orm Documentation

!ueries

!ueries Documentation

Reports

Reports Documentation

S"itchboard

S"itchboard Documentation

# #lgorithm of my project

Testing of Data

$ser Documentation

Evaluation

uture DevelopmentsScreen captures for the !ueries% Tables% orms and Reports of my project

&odes used in my project '

Project L School Records Page 1 of 41


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INTRODUCTION

School is one of the leading schools in the (aldives and the number students entering to the

school is gro"ing day by day) The information*s of all these students need to be recorded and

stored) So% the school decided to computeri+e the system since% they "ere handling all the

records of the students by manually) (y project is based on the above conse,uence% "hich is

named S&-OO. RE&ORDS /0001

EXISTING SYSTEM

#t the moment the handling of students* data*s "ere fully done by hand) 2hen a

student enters to the school the personal details of the student is recorded and 3ept in a

file% as "ell as "hen the student leaves or completes the studies his performances are

3ept in a file) Each student "ill have t"o separate files4 one for his personal details and

the other for the performances in the school) The student records are 3ept in ascending

order of index) The t"o files of a student are sho"n belo"5

Personal details4

Index 6ame #ddress

Tel)no DO7 Parentname

7lood group

8/89 (ohamedi3shan

:)see ;08


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PROBLEMS OF THE EIXTING SYSTEM

Since all records "ere handled by hand BmanuallyC% several problems

occurred)

It is much more time'consuming than computer since% if the school needs immediately a

student record for ne" entries it ta3es time to search)

It is not safe "ay to store the data in piece of papers since that it may be lost or unusable)

.ac3s of computeri+e system leads to inefficiency to capture thousands of information and

it causes misunderstanding or errors in the data)

EVALUATION OF THE EXISTING SYSTEM

The manual system has been unsuitable for this type of tas3s due several reasons)

It ta3es time for searching each records of the student) The data*s are "ritten on the papers and

this might get lost or misplaced) Data "ritten by one person varies and may leads to errors and

misinterpretations) #s these problems arise the school became inefficient in their "or3% "or3ing

the staffs day and night and this leads many "or3ers to leave their job)

et% this system "as efficient in the past% as children studying "ere less capable in

doing the above stated problems)

OBJECTS TO BE ACHIVED

The aims to be fulfilled must cope "ith the inefficiency of the existing

system) So% the computeri+e system "ill achieve the follo"ing5

Storing of data could be 3ept in a small space "ith much more confident)

&omputeri+ation "ould lead to an acceleration of speed in capturing the students*

information and this "ould avoid overtime "or3 done by the staffs)

The main aim of computeri+ation is to create a database of the students in order to

add% delete or to modify any changes to the records)

Due to the computeri+ation the students* information can be searched ,uic3ly and

printed)

PROPOSED SOLUTIONS



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/ )&omputeri+e the "hole system in readiness to create a database to hold up the students*

personal data and school performances in order to ma3e any changes% delete record% add record

and to print the student records) This could lead to their expectations5 therefore% the school

administration could be developed)


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the application hence% the money spend on it "ill be saved)

Drawbacks

(odification "ould not be possible since% it is already programmed and developed)

To buy soft"are pac3age "ould be ,uite expensive)

Solution three

Feeback!s

Trained and ,ualified staffs influence for an effective and improved

administration)

Staffs can "or3 in different modules because of this they get

speciali+ed on their "or3 and this saves their "or3ing speed)

Drawbacks

It "ould be highly expensive to train ,ualified staffs or hire them) Though numbers of "or3ers are less% the school has to spend more on

,ualified technicians)

SYSTEM DEVELOPMENT

7y no" I have mentioned the creation of the students* database B&ollection of data in relation to a

particular subjectC to fulfill the expectation of the School so% no" I am starting on the creation of

the database named F# S&-OO. RE&ORDS /001) Steps involved in creating the database5

G:enerate a databaseG:enerate structure for the tablesG:enerate relationshipsG:enerate formsGEnter recordsG:enerate ,ueriesG :enerate reports

The database includes t"o tables Binformation list table and mar3 sheet



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tableC and ,ueries% forms and reports of these t"o tables "ould be created in readiness to meet

the school re,uirements) The hard"are needed to create the database is sho"n belo"5

Processor H Pentium II Processor

(onitor H Super :# / >99x /


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"hich is L9 characters long)

GDisciplinary records H this contains any disciplinary data of students% "hich is a type of a memo

or a slip)

G#chievements H this holds up the students any academic or sports activities achievements)

This field length is up to 50.

G7lood group H this consists the blood group of each student% "hich is a maximum of ;

characters)

Part of the information list table is shown below;

INDEX NAME ADDRESS Te" N# DATE OF BIRTH DATE OF ENTRY8/89 (ohamed I3sham :)See ;


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characters)

GExtra subjects H this contains the extra subjects each student studies% "hich is also


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To create the database the follo"ing steps "ere ta3en into consideration4 '

Open (icrosoft #ccess)

On the menu clic3 bar% clic3 ile and choose ne")

2hen the ne" "indo" appears you can type a file name and clic3

createM Then it "ill display Database "indo")

rom the database "indo" you have to choose Fcreate table in design vie"1)

6o" you "ill see the table to be filled up) In the table there "ill be three columns

namely5 ield 6ame column Byou have to type the name of the fieldsC% Data Type

column Bin here you have to clic3 the arro" and the data type you "antC andDescription column Bit contains the description of each data% "hich is not necessaryC)

The field properties for the field can be seen on bottom and can set out property you

"ant)

#fter you have finished these entries clic3 the save button and it

appears a naming conversation% and then choose OK but if you haven*t mentioned a

primary 3ey field (icrosoft #ccess as3s you to define it Bclic3 the field you "ant it

and go to edit and clic3 primary 3eyC)

If you "ant to add a ne" record you can clic3 ne" record on the tool

bar and choose data entry% this displays only the blan3 record) Then you can enter

the data by copying% typing or pasting records from the existing data or not)

If you "ant to print the records select the item you "ant to print and

choose Print on the ile menu bar% and clic3 OK to begin the printing)

Harware &eee %# crea%e %$e %ab"es

Keyboard ' to enter the records in the table) (ouse ' selecting of options)

(onitor ' helps the use in visuali+ing "hat he is doing and displaying the table)

&P$ ' to run the program of the created tables)

-ard Dis3 ' to store the program of the created tables)

loppy Dis3 'to create bac3 ups of the tables)

Processor '

R#( memory)



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RELATIONSHIPS

(icrosoft #ccess is combined "ith relationships of data% "hich means to create

joining of ,ueries) #ccess does this "or3 automatically) I have done one

relationship to t"o tables since% it is possible that the primary 3ey could be used

in t"o tables Bincase of here the Index numberC) In my project FIndex1 the

relationship is used in the Information list table and the (ar3 sheet table) The

relationship I used is sho"n belo"5

RELATIONSHIPS DOCUMENTATION

The follo"ing steps "ere ta3en into consideration "hen I

"as creating the relationships4 '

Either choose relationship from the edit menu or select from

the tool bar Then it displays the sho" table "indo" and clic3 the name of

the table you "ant to ma3e up the relationship)

&lose up this table and in the relationship "indo" drag the

I6DEN from the Information list table to the I6DEN of the mar3sheet) ou can repeat this procedure to create as manyrelationships you "ants)

Set the relationship option% clic3 creates to form up the

relationship and close the "indo")

If you "ant to delete this record choose again the relationship

"indo"% select the item you "ant% press delete and close the"indo")

To print the creation of the relationship you can choose

Relationship from the edit menu and select Print on the file menu%"hich "ould perform the printing "hen you clic3 OK)

Return to the database)

-ard"are needed for the creation of the relationships

The mouse and the 3eyboard to select and type the relationships)

-ard dis3 to store the creation of the relationships)

(onitor to display these)

The &P$ to process the information and the relationships bet"een the tables)


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FORMS AND FORMS DOCUMENTATION

orms are structures that enable to display information*s each at a time in

order to provide the possibility of adding% deleting% modifying or printing the data*s in

the database) # form can be called the controller of the "or3 since% it has all the

control functions) In my project I design to different forms) 2hen designing the forms

the follo"ing "ere ta3en into consideration5

Open the database from the file menu and clic3 orm from the database "indo")

&lic3 the me" button and choose the table or ,uery to begin up the form)

To create the form clic3 orm 2i+ard and "hen it displays clic3 designing B"hich youcould ma3e any modifications you desiresC

To change the si+e of the field clic3 the field you "ant to change it "ill appear little

s,uares "ith boarder and then you can drag the si+e you "ant)

To change the bac3ground% fonts% property lay outing and other modifications "ill be

available in the properties B"hich "ill appear "hen you "rite clic3C)

&lic3ing on it and dragging can modify header)

&hoosing tab order from the edit menu and selecting the records to be ordered can

do ordering of records) #ccess can automatically order the data*s Bthis can be done by

choosing #uto Order button from the Tab Order boxC)

&hoose close from the file menu) 7efore closing if you haven*t save the form clic3 es "hich "ould stated for the

users guide and enter name for the form% clic3 OK)

rom the file menu select Print to print up the form% go to edit select the data you

"ant and &lic3 OK)

Harware &eee %# crea%e %$e '#r(s

Keyboard for typing data*s

(onitor to display the form and its layout)

(ouse for the use of dragging and selecting the data you "ant)

-ard dis3 "ill be used to store up the data*s)

loppy dis3 can be used for bac3ups

Interactive and controlling of programs "ill be cope up by the &P$)

)UERIES

# ,uery allo"s you to store combined data of various tables% "hich "ill


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enable you to see the data you "ant) In my project I have created three ,ueries and each one

does different function)

unction /

This ,uery sho"s all the records of the students from the t"o tables Bmar3 sheet table

and information list tableC) This ,uery "ill be very useful "hen the need arises in

printing all the students* academic performances and their personal details since% all

the data "ill be sho"n in one table) -ence it is an acceleration in speed of the "or3

done by the staffs because they don*t need to open each record at time) This ,uery

consists of 35 fields of 50 records) The part of the ,uery is sho"n belo"5

unction 9%171%IIfB#=L9%1&1%IIfB#=Q=9 %FD1%IIfB#=Q;9%1E1%IIfB#=Q / O%11%1$1CCCCCC


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THIS IS JUST A SAMPLE OF THE RECORDS PRINTED BY THE CANDIDATE

Documents

Project L School Records