Management Information System for Madeena National School

Joharajah Nantharuban Registration Number: R090255 Index Number: 0902551

Supervisor: Subramaniam Gopinath 2011/ 2012

This dissertation is submitted in partial fulfillment of the requirement of the Degree of Bachelor of Information Technology (External) of the University of Colombo School of Computing

Declaration
I certify that this dissertation does not incorporate, without acknowledgement, any material previously submitted for a degree or diploma in any university and to the best of my knowledge and belief, it does not contain any material previously published or written by another person or myself except where due reference is made in the text. I also hereby give consent for my dissertation, if accepted, to be made available for photocopying and for interlibrary loans, and for the title and abstract to be made available to outside organizations. .... J.Nantharuban (Name of the Candidate)

Date: ..

Countersigned by: .... Mr. Subramaniam Gopinath (Name of the Supervisor) Date: ..

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ABSTRACT
Madeena National School is operated under Ministry of education as a national school. It is an important fact that Administration of MNS has to perform a lot of operations day to day such as entering daily based attendance of students, keeping records of particulars of leaves of teachers and keeping records of results of public examinations (G.C.E O/L, G.C.E A/L and Grade V scholarship examination) and retrieving information about the activities stated above. Currently the all activities are performed manually by the panel of management. The main problems of the current system are consuming more time to retrieve information and data redundancy. Few goals of the proposed system are solving those issues stated above and increasing the efficiency of operations by converting the current system into computerized system. The system will aid to enter the basic information about students, teachers, daily transaction, time table, resources and allocation of works and also to search, to update, to delete the information based on some given indices. in addition to that reduce the data redundancy by maintaining a database and to retrieve information in timely manner. This project was implemented using the C# language and Mysql database management system, Visual Studio 2010 as IDE , .NET frame work, UML ( Unified Modeling Language ) and Microsoft Visio is used to draw the UML diagrams. The reporting tools in the visual studio environment are used to generate reports. The system could be operated in Os Windows XP or higher. The system is tested by giving some basic data to ensure that the system satisfy the requirements of the user. Finally installed in the client computer and successfully run.

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Acknowledgements
It is my duty to thank sincerely to those who have helped me either directly or indirectly to complete this project successfully. First of all my sincere thank goes to my supervisor Mr.Subramanium Gopinath who is the branch manager of ESOFT computer Studies Pvt Lt. Who directed me in various ways to complete this project successfully. I must thank to University Of Colombo School Of Computing for offering this degree program and to support us by supplying many advices and online guides from the beginning to end of this program. I owe my whole hearted thanks to Mr.MJM. Mansoor who is the principal of Madeena National School for allowing me to initiate this project and giving me the opportunities to collect requirements. And also my sincere thanks go to other supporting staff of Madeena National School. I wish to thank to Mr.Visithan who is employed as a lecturer in University of Jaffna. Who gave me a lot of supports technically and spent his valuable time for completion of this project successfully. Finally I would like to thank all my friends and the teachers of Madeena National School to give me supports in several ways to perform my works.

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Contents
Declaration ................................................................................................................. ii ABSTRACT .............................................................................................................. iii Acknowledgements .................................................................................................... iv List of Figures ...........................................................................................................vii List of tables ............................................................................................................ viii List of acronyms ......................................................................................................... ix CAPTER 01 INTRODUCTION ............................................................................... 1 1.1 An Introduction to Madeena National School ..................................................... 1 1.2 Current Management System of Madeena National School ................................ 1 1.3 Motivation for project ........................................................................................ 1 1.4 Objectives of the proposed System..................................................................... 2 1.5 Scopes of the proposed system ........................................................................... 3 1.6 Structure of the Dissertation ............................................................................... 3 CHAPTER 02: ANALYSIS ........................................................................................ 5 2.1 Existing system .................................................................................................. 5 2.1.1 Activities of Existing system ....................................................................... 5 2.1.2 Organizational Structure.............................................................................. 6 2.2 Some essential calculations of the system .......................................................... 7 2.3 Feasibility Study ................................................................................................ 7 2.3.1 Economical feasibility ................................................................................. 7 2.3.2Oprerational feasibility ................................................................................. 7 2.4 Fact Gathering ................................................................................................... 7 2.4.1 Fact Gathering Techniques .......................................................................... 8 2.4 .2 Functional Requirements ............................................................................ 8 2.4.3 Non Functional Requirements ..................................................................... 9 2.5 Proposed System................................................................................................ 9 2.6 Process Model ................................................................................................. 11 CHAPTER 03: DESIGN ........................................................................................... 12 3.1 Alternative solution & Design technology ........................................................ 12 3.2 Tools Used in designing ................................................................................... 12 3.3 Modular design ................................................................................................ 13 3.3.1 Login user module .................................................................................... 13 v

3.3.2 Human Resource Management .................................................................. 15 3.3.3 Examination Evaluation module ................................................................ 16 3.3.4 Financial Transaction Module ................................................................... 17 3.4 Database design ............................................................................................... 20 3.4.1 Normalization ........................................................................................... 20 3.4.2 Data base design diagram .......................................................................... 20 3.5 User interface design ........................................................................................... 22 3.5.2 Data Entry screen ( Teachers) .................................................................... 23 3.5.3 Search box screen...................................................................................... 23 Figure 3.10 Search box for timetable ................................................................. 23 3.5.4 Confirmation and Information dialog box.................................................. 24 3.5.5 Print Dialog box ........................................................................................ 24

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List of Figures
Figure 2.1 The Organizational Structure Madeena National School---------6 Figure 2.2 The top level Use case of the Proposed system--------------------- 10 Figure 2.3 Rational Unified Process---------------------------------------------- 11 Figure 3.1 Use case diagram for Log in module-------------------------------- 13 Figure 3.2 Sequence diagram form login module------------------------------- 14 Figure 3.3 Sequence diagram for HRMS module------------------------------- 15 Figure 3.4 Use case diagram for Examination and evaluation----------------16 Figure 3.5 Use case diagram for Financial transaction----------------------- 17 Figure 3.6 Class Diagram for proposed system--------------------------------- 19 Figure 3.7 Database diagram for proposed system --------------------------- 21 Figure 3.8 Main screen for MIS for MNS---------------------------------------- 22 Figure 3.9 Data entry form for teachers----------------------------------------- 23 Figure 3.10 Search box for timetable ------------------------------------------- 23 Figure 3.11 Conformation and information dialog box------------------------ 24 Figure 3.12 print dialog box------------------------------------------------------- 24

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List of tables
Table 3.1 Use case narrative for login user------------------------------------- 14 Table 3.2 Use case narrative for Registration----------------------------------- 16 Table 3.3 Use case narrative for search details--------------------------------- 17 Table 3.4 Use case narrative for Allocate work--------------------------------- 18

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List of acronyms
MIS Management Information System MNS Madeena national school IDE Integrated Development Language SQL Structured Query Language UML - Unified Modeling Language OBA -Old Boys Association SDC School development committee SDS School development society G.C.E (A/L) General certificate of Education (Advanced Level) G.C.E (O/L) General certificate of Education (Ordinary Level)

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CAPTER 01 INTRODUCTION
1.1 An Introduction to Madeena National School
Madeena National School is being operated as a government school under the ministry of education since its establishment 1943. There are more than 2000 students and 130 staffs (including both academic and non academic staffs). There are taught grade 1 to 13 classes. Normally there are five parallel classes available in this school and also both Tamil medium and English medium parallel classes are available.

1.2 Current Management System of Madeena National School

Panel of management of MNS does perform a number of day to day activities manually and also they use excel spread sheet application to store some data and information. Most of information are stored in physical papers and files. As a government school it has to complete several varieties of tasks daily, weekly and monthly as well as they want to generate a number of reports.

1.3 Motivation for project

I am employed as a teacher in MNS for last four years. Panel of management have noticed that a number of difficulties are faced to perform day today activities. Management has to do various types of day to day activities such as Registering daily attendance of students class wisely, Registering daily attendance of teachers, keeping records about teachers leaves, keeping records about resources, keeping records about classes, keeping records about timetable etc. in addition new admission of students and newly appointed teachers should be registered in the relevant register book. The management panel implements those activities manually and some of them are computed (MS Excel sheets) but these methods are inappropriate and inefficiency. Number of defects is identified in the current system.

Limitation of existing system (both manual and computerized) It is very difficult to manipulate several views of (daily, monthly and annual ) attendances of students. There are Lot of difficulties in keeping records of results particulars of government examinations such as ( G.C.E (O/L) , G.C.E (A/L) and grade five scholarship examination) , retrieving information and Manipulations. 1

It is very difficult to keep records about personal details particulars of their leaves.

and

It is difficult to allocate and assign work for management panel annually. It is difficult to maintain account for daily transactions. There are some difficulties in allocating, changing and maintaining periods and subjects for both teachers and classes in timely manner. It is very difficult and consuming more time to analyze and calculate performance of students in government examinations. There are no any feasible way to find the number of school leavers and transferred / retied teachers. There are data redundancy in all above stated instances because they do not use any Database management system.

1.4 Objectives of the proposed System

To solve those kinds of limitations and difficulties stated above, it was proposed a standalone system to the management by entering fundamental data into the system and to get all the several views of information in timely manner. Getting all the data in Database and facilitating ease of work. Avoiding Data Redundancy by removing flat file system and unnecessary physical files. Providing work allocation annually in timely manner. Viewing government examination results in various views and planning to Future achievement. Keeping records of Particulars of work allocation for every teacher annually. Keeping records of particulars of achievement of students in curricular and co-curricular activities annually. Keeping records of particulars of resources of the school. Keeping records of management of timetable and update the time table easily and immediately if any change occurs. Updating immediately if any student drops from school. Updating immediately if any teacher is transferred or retired from the school. Providing security to the database

1.5 Scopes of the proposed system

Activities related to login module Entering into the system. User can modify the password.

Activities related to teachers and other staffs. Add the details of newly appointed teachers. Add the work allocation, timetable and particulars of leave . Delete / update / view the details.

Activities related to students. Add the details of newly admitted students. Add daily attendance of the students based on class. Add the performance of the students in the fields of curricular and cocurricular activities. Delete / update / view the details. Activities related to well-wishers ( OBA/SDC/SDS). Add their personal details. Delete / update / view the details.

Activities related to Resources of the school Add details of the resources. Delete / update / view the details.

Activities related to daily financial transactions. Add details of the daily transaction. Delete / update / view the details.

Activities related to generating several reports. Reports related to government examinations. Reports related to particulars of leaves of the staffs. Reports related to the co curricular activities.

1.6 Structure of the Dissertation

This dissertation is divided into several parts as fellow in creating Management Information System for Madeena National School. Dissertation structure is as follows.

Chapter 02: Analysis Analysis phase is very important part in all information technology projects. This chapter will attempt to describe how the current system works and what are requirements of the client to be complete in the project. UML diagram is used to describe the system and to know the requirements of the system clearly.

Chapter 03: Design Design phase is used to design the user interface and database using the output of the analysis phase. Client requirements can be satisfied by designing a system correctly and attractively. This chapter will describe how will be the system ( user interfaces, database and modules ) designed in details.

Chapter 04: Implementation This chapter describes how the requirements of client are converted to coding using a programming language and how inputs are processed to produce the outputs. Creation of database, user interface and using database in the user interface are also described in this chapter.

Chapter 05: Evaluation Evaluation is very important thing for any system. This phase will check whether the system works properly and correctly. There are different types of tests such as unit and integration tests. Errors and correction of error will report in this chapter.

Chapter 06: Conclusion. Closing details of the project are described in this chapter. The details such as what were the lessons learnt during the project, how can be the system improved further described in this last chapter. Appendixes This section includes the information those are not included in the above chapters such as References, List of acronyms used, and list of tables and figures would also be provided to be facilitate quick reference.

CHAPTER 02: ANALYSIS

2.1 Existing system
The management panel of Madeena National School performs a number of basic activities as listed. Either the management staff or clerk is responsible for entering data and maintaining the records of details. Those activities are described under some categories.

2.1.1 Activities of Existing system

1. Daily Data entry These are some vital activities should be performed daily 1. Daily Attendance of students on class basis 2. Daily attendance and particulars of leave of teachers and other staffs. 2. Registration of new members The management staff (Clerk) is responsible for entering the basic details of newly 1. Admitted students 2. Newly appointed teachers 3. New administrative team for OBA, SDS and SDC annually 3. Keeping data about work allocation It is very essential to keep records of data of work allocation such as 1. Work allocation for management panel 2. Work allocation for teachers and other staffs 3. Data about classes and their timetable 4. Maintaining database 1. Basic data about teachers and other staffs 2. Basic data about students 3. Basic data about well wishers such as OBA, SDS and SDA 5. Entering Achievement of government examination and co curricular activities 1. Results of G.C.E ( A/L), G.C.E (O/L) and Grade 5 scholar ship examinations 2. Performance of students in Tamil day, sports and English day etc.

All these activities are done by management staffs (Principal, Sectional heads, subject coordinators, class teachers and clerk). But different activities are performed by different personals and also some of activities should not accessed by all party. For 5

example particular of leave of teacher is only visible for all teachers but they should not edit the data in the particulars. But the draw backs discussed under Chapter One are noticeable.

2.1.2 Organizational Structure

Organizational structure is the hierarchical administrative structure for any organization. As other government schools in the country MNS also have the conventional pattern of organizational structure. The figure 2.1 illustrates the organizational structure of Madeena National School. PRINCIPAL

Deputy Principal OBA Non-academic Staffs

Vice Principals

Academic Staffs

SDS Prefects

Sectional Heads

Subject Coordinators SDC Students Class Teachers

Class Monitors

Subject Teachers

Figure 2.1 The Organizational Structure Madeena National School

2.2 Some essential calculations of the system

Analysis of the results of G.C.E (O/L) and G.C.E (A/L) can be performed as shown in the table below. Subject: PHYSICS Total 40 A 06 A% 15% B 08 B% 20% C 10 C% 25% S 14 S% 35% Pass 38 YEAR:2010 Pass% 95% W 02 W% 5%

Pass = Total W
Pass 100 Total

OR

Pass = Total - [ A + B + C + S]

Pass%

A%

A 100 Total

= A%

6 100 = 15% 40

2.3 Feasibility Study

Feasibility study facilitates to find the strength, weakness, opportunity and threats of the system. in order to the feasibility study the proposed system fulfill the business requirements of the system. following titles. Feasibility of this system can be categorized under

2.3.1 Economical feasibility

Evaluating the economical effectiveness of the system is economical feasibility it ensures the economical value of the system.

2.3.2Oprerational feasibility
Evaluating how well the proposed system solves the problem is operational feasibility it ensures the operational value of the proposes system. [ WWW1 ]

2.4 Fact Gathering

Fact gathering is backbone of the information system it is useless to develop the system with wrong facts.

2.4.1 Fact Gathering Techniques

As we discussed above that fact gathering is vital for information system if you want to gather all the facts about the system that you are developing you should use fact gathering techniques. There are number of fact gathering techniques are available some of them are very popular. The following techniques was used to gather facts 1. Interviews:- With principal, sectional heads and clerk 2. Observation:- I am employed as teacher in the same school my observation and personal experiences are very helpful to gather facts 3. Using official documents:- Official document such as register of students, book of attendance of teacher are used to collect fact for the system.

2.4 .2 Functional Requirements

The following functional requirements are identified for the proposed system while analysis the system in analysis phase. System should provide the ability to feed the basic information about academic and other staff, students, well wishers (OBA, SDC, SDS) , resources, result of government examinations and time table. System should provide the ability to search the information about the persons in the school, resources, result of government examinations and time table on different indices. System should provide the ability to update the data about the persons in the school, resources, result of government examinations and time table. System should provide the ability to delete the unnecessary / wrong entered data in the database. System should provide the ability to page setup of the documents , print preview and print the necessary information in the system. System should provide the ability to keeping information about attendance of the teachers , other staffs and students. System should provide the ability to retrieve time table information on the basis of teacher and classes from the basic time table data. System should provide the ability to provide the work allocation for the staffs. 8

 System should provide the ability to provide to facilitate daily financial transaction of the school. System should provide the ability to provide to generate several reports about every modules stated above. System should provide the ability to analyze the results of the government examinations and other achievement of the students to make decision in future. through the Analysis phrase

2.4.3 Non Functional Requirements

Non functional requirements of the proposed system can be listed as given below under the relevant topics. Security System should be able to provide higher security facilities. That means, accessing to the system can be controlled by password and setting privileges because very sensitive and confidential information can be edited or hacked. Accuracy and Consistency These are most important non functional requirement of the proposed system because most of the decision making based on the calculation of the system. If any error calculation is propagated this will lead to make wrong decision. User friendliness User friendliness is also most important non functional requirement. This provides a familiar and flexible environment to the user. Navigation in the user interface, links between modules and menus are structured in a flexible pattern.
Timeliness

System should perform all the processes in a considerable short time. Reliability The performance of the system should be trusted by the user

2.5 Proposed System

The proposed system is divided into subsystems as given below for the purpose of designing and describing. 1. Login System 2. Human Resource Management System (HRMS) 3. Examination and Evaluation System 9

4. Financial Transaction System 5. Other Resources Management System 6. Report generatinng System

Top Level use case diagram for proposed system

Figure 2.2 The top level Use case of the Proposed system 10

2.6 Process Model

The Rational Unified Process (RUP) is an iterative software development process framework created by the Rational Software Corporation. It is intended to be tailored by the development organizations and software project teams that will select the elements of the process that are appropriate for their needs. [ WWW2 ]

Figure 2.3 Rational Unified Process 1. Inception Phase: In this phase the business case which includes business context, success factors are established. a basic use case model, project plan, initial risk assessment and project description are generated. 2. Elaboration Phase: The elaboration phase is where the project starts to take shape. In this phase the problem domain analysis is made and the architecture of the project gets its basic form. In which the use-cases and the actors have been identified and most of the use-case descriptions are developed. 3. Construction: In this phase, the main focus is on the development of components and other features of the system. The coding takes place. 4. Transition: The activities of this phase include training the end users and maintainers and beta testing the system to validate it against the end users' expectations. [ WWW2]

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CHAPTER 03: DESIGN

Systems design is the process of defining the architecture, components, modules, interfaces, and data for a system to satisfy specified requirements. [WWW3] The objectives discovered during the analysis phase are refined and modeled, in this phase database is also modeled UML diagrams such as use case, class diagrams, activity diagrams and sequence diagrams could be used to design the system. User interfaces are designed too.

3.1 Alternative solution & Design technology

Object-oriented analysis and design methods are becoming the most widely used methods for computer systems design and UML is the standard language for Object Oriented analysis and design. This system is also designed object oriented technology using UML diagrams. The techniques of inheritance and encapsulation of object oriented designing are used while designing the proposed system.

3.2 Tools Used in designing

It was decided to create a standalone windows based system because the users of the proposed system are familiar with windows operating environment and installed in one computer for three type of users in different privileges. The tools are described to design the system given below.

3.2.1Argo UML Argo UML was used as a tool to draw the UML diagrams such as use case diagrams and sequence diagrams.

3.2.2 Php MyAdmin phpMyAdmin is a free software tool written in PHP, intended to handle the administration of MySQL over the World Wide Web. phpMyAdmin supports a wide range of operations with MySQL. [ WWW 4]

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3.2.3 Microsoft Visual studio .net Microsoft Visual Studio is a powerful IDE that ensures quality code throughout the entire application lifecycle, from design to deployment.

3.3 Modular design

The basic idea underlying modular design is to organize a complex system as a set of distinct components that can be developed independently and then plugged together. [ WWW 5] In the point of view of the object oriented design the system is composed of classes and objects. Object is instance of a class. Each and every class posses its own set of attributes and method. Similar classes derived from their parent class. This technique will reduce large amount of coding and system development time and increase the reusability simplicity and maintainability.

Modules of the proposed system 1. Login user System 2. Human Resource Management System (HRMS) 3. Examination and Evaluation System 4. Financial Transaction System 5. Other Resources Management System 6. Report generating System

3.3.1 Login user module

Figure 3.1 Use case diagram for Log in module

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The figure 3.2 illustrates The sequence diagram of login module.

Figure 3.2 Sequence diagram for login module This module is designed to allow the user into the system with different privileges. Log in screen asks user id and password, if the password and user id are matched only user will be allowed into the system. User may be Administrator or clerk

The table 3.1 shows use case description for login user UseCase Name Actors:
Description:

Login 1. Clerk 2. Administrator 3. Authorized staff The login user use case describes the event of authenticating the user while user logs in into the system. The authorized user logs in into the system using user Id and password. The authorized user who knows the User Id and the password. Action of actor: Action of system: Step 1: The user starts the Step 2: System prompts to application enter user id and password Step 3 : User enters the user id Step 4 : The system checks and the password weather the user name and Step 5 : The user allowed to password are matched enter into the system
The user are logged on The authorized person only knows the password

Precondition: Flow of event:

Post condition: Assumption:

Table 3.1 Use case narrative for login user 14

3.3.2 Human Resource Management

This module is designed to handle the management of human resources such as staffs, students, old boys and school development society. Fundamental information about human resources, particulars of leaves of staffs and attendance of students can be added into database using this module and other functions such as search, delete, update and print are also allowed. HRMS module. The figure 3.3 illustrates the use case diagram of

Figure 3.3 Use case diagram for HRMS module Use case description for Registration process of HRMS Table 3.2 shows use case description for Registration process of HRMS UseCase Name Actors:
Description:

Registration 1. Clerk 2. Staffs 3. Students The registration use case describes the event of adding data about students and staffs. The relevant application form is filled by the person and given to the principal / authorized person. After ensuring weather all the data are correct, Clerk enters the data into database. The data about the applicant does not already exist in the database. 15

Precondition:

Flow of event:

Post condition: Assumption:

Action of actor: Action of system: Step 1: The Applicant fills the Step 5: System verifies weather form and hands over to the all data in correct format (data management panel. type). Step 2: The management Step 6: System checks weather panel checks weather data are the data already exists. correct. Step 7: System allows to insert Step 3: The Application form the data into the database and is handed over to the clerk. displays in the interface. Step 4 : Clerk enters the data into the system. Step 8: Clerk gives register no OR admission no to the applicant. The details of the person is displayed
The student or staff currently exists in the school.

Table 3.2 Use case narrative for Registration

3.3.3 Examination Evaluation module

Figure 3.4 Use case diagram for Examination and evaluation This module is designed to handle the management and analyzing of results of government examination such as G.C.E (O/L), G.C.E(A/L) and grade 5 scholar examination. Results can be added with index number and subjects into database using this module and other functions such as search, delete, update and print are also allowed. The figure 3.4 illustrates use case diagram of examination and evaluation module.

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3.3.4 Financial Transaction Module

This module is designed to handle the management of financial transactions such as examination fees and facilities fees. Transaction information can be added into database using this module and other functions such as search, delete, update and print are also allowed. transaction. The figure 3.5 illustrates the use case diagram of financial

Figure 3.5 Use case diagram for Financial transaction The use case narrative for search details The table 3.3 shows the use Case Narrative for Search details UseCase Name Actors:
Description:

Search Details 1. Clerk 2. Administrator 3. Authorized staff The search details use case describes the event of searching data and information about given indices. The user gives the relevant search index in the search box of the module. The searching data or information should be available in the system. Action of actor: Action of system: Step 1: The user provides the Step 2: System verifies weather correct search index in the all data in correct format (data search box. type). Step 4 : User sees the results in Step 3 : Search results will be the data grid displayed in the data grid.
The search results is displayed

Precondition: Flow of event:

Post condition: Assumption:

Table 3.3 Use case narrative for search details

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Use Case Narrative for Allocate work The table 3.4 shows the use case narrative of allocate work UseCase Name Actors:
Description:

Allocate work 1. Clerk 2. Administrator 3. Authorized user The allocate work use case describes the event of assigning or allocating works to staffs of the organization. The work allocation chart is completed by the management panel then given to the clerk / authorized user. Then clerk / authorized user allocates work for every staff of the organization. Staff should be added in the database and given a register number Action of actor: Action of system: Step 1: The administrator Step 3: System verifies weather completes the work allocation all data in correct format (data chart and given to the clerk or type). authorized user Step 4: System allows the work Step 2: clerk / authorized user to be added in the database. If allocate work for staff using the staff is already registered their register number. displays the work allocation details with their name. Work allocation details are displaye
Staff currently exists in the school.

Precondition: Flow of event:

Post condition: Assumption:

Table 3.4 Use case narrative for Allocate work

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Class Diagram for proposed system The figure 3.6 illustrates the class diagram of proposed system.

Person

Teacher 1..* 1..*

NonAcademic 1..*

Student

OldBoys

SdcSds

Prefect

DataBaseConection

1..* Subject

0..*

0..* Leave User 1 1 Login

Timetable 1 1..* Teacher

1..* ClassRoom 1..* 1 Attendance

1..* Account Result 1 Student 1..* Resource 0..* Figure 3.6 Class Diagram for proposed system

Cocurriculam

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3.4 Database design

Database design is the process of producing a detailed data model of a database. This logical data model contains all the needed logical and physical design choices and physical storage parameters needed to generate a design in a Data Definition Language, which can then be used to create a database. [ WWW 6]

3.4.1 Normalization
Database normalization is the process of organizing the fields and tables of a relational database to minimize redundancy and dependency. Normalization usually involves dividing large tables into smaller. Database of this project is normalized up to 3Nf.

3.4.2 Data base design diagram

As shown in the figure 3.7 , it is illustrated database diagram. Database diagram describes the relationship among the table, primary keys of the table and fields of the tables.

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Subject SubCode(pk) Subject (pk) Tea_id Grade 1..* 1..*

Teacher RegNo(pk) Year (pk) Name DOB 1..* 1

Timetable Grade(pk) Week Period TeaId Attendance Grade(pk) Date(pk) NoGirls NoBoys

1..*

Leave Reg_no(pk) Date (pk) Type Reason 0..* 0..*

ClassRoom Grade(pk) 1..* Year Medium NoOfStudent 1..*

Result IndexNo(pk) AdNo (pk) 1..* Year(pk) subCode

Student AdNo(pk) Name Grade Address

Cocurricula AdNo(pk) Date (pk) Descript(pk) Level

1 1

0..*

NonAcade RegNo(pk) Year (pk) Name DOB 1..*

Prefect AdNo(pk) Year Post Date Account Id(pk) date Type Cash / cheque 1..*

User UseId(pk) Password Role

Resource ItemCode(pk) ItemName Quantity Date

OldBoy Id(pk) Year Date Designatioon

SdsSdc Id(pk) Year Date Designatioon

Figure 3.7 Database diagram for proposed system 21

3.5 User interface design

User interface facilitates a simple environment between user and the system. Since the system is a school management system therefore it is a very important thing to design a good user interface because user of the system is an ordinary computer operator not an expert. In order to the objectives of designing a user interface, the following features are expected for the proposed system. Main screen provides menus for each module in understandable way. Making links among frames for easy navigation. Prompting meaningful error messages and confirmation messages where it is necessary. Using attractive and conventional color schemes to the frames, buttons and text boxes throughout the system. Making good alignments for the fields and textboxes in the frames for neatness. Using meaning and proper images for the icons in the tool bar. Some screen shots of important screens are illustrated and described under the subsections below.

3.5.1 Main Screen

The figure 3.8 illustrates the main screen of the MIs for MNS As other conventional windows applications the proposed system (MIS for MNS) has a main window as parent window of other all frames of the system. This enables to navigate all other frames via menu bar or icons in the toolbar. As shown in the diagram menu bar of the main window consists main menus (Administration, Teacher, student etc) there are some icons in the tool bar which are identified as used frequently by the user. These activities are also accessible through menus in the menu bar. Tooltips (while mouse goes over the user control displays the text) are enabled in the user controls in the main windows.

Figure 3.8 Main screen for MIS for MNS 22

3.5.2 Data Entry screen ( Teachers)

As shown in the figure 3.9 one of child windows is fixed into the main windows (Main windows is used as MDI container). This form is used to input data, some basic actions, searching options and displays the data in the table for teachers information. All the labels and text boxes are aligned in a pretty pattern to provide pleasant to the form. Relevant field and activities in the form are grouped as one punch. Other

modules are also designed in similar pattern.

Figure 3.9 Data entry form for teachers

3.5.3 Search box screen

As the box is shown in the figure 3.10 the search option box in the timetable form. Inter face for search action of most of frames added in the same data entry form as shown in the figure 3.10 The purpose of reducing the spaces in the form the text boxes used for data entry are used for searching action. But in some complex searching instances this box in used.

Figure 3.10 Search box for timetable

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3.5.4 Confirmation and Information dialog box

It is very important to ask the users as confirmation before performing some activities such as deleting or editing while any key is pressed accidently as well as to inform the user weather the operation is performed successfully or interrupted. this is used to prevent delete or update anything accidently. Message box of the visual studio is used for these dialog boxes. The figure 3.11 illustrates both information and conformation dialog boxes.

Figure 3.11 Conformation and information dialog box

3.5.5 Print Dialog box

Printing is a vital activity for every module of the proposed system (printing teachers leave particulars, timetable etc..). A printing dialog box provides the specification for selecting printer, page options, selecting range of page etc. this uses the default class of print dialog box of the visual studio. This facilitates reducing the complexity of the handling printer and increasing the efficiency of the user. User can handle this dialog box as normal printing dialog box in the windows environment. illustrates the printing dialog box. The figure 3.12

Figure 3.12 print dialog box 24

REFERENCES
[WWW1] Feasibility study - http://en.wikipedia.org/wiki/Feasibility_study [ WWW2 ] Rational Unified process http://en.wikipedia.org/wiki/IBM_Rational_Unified_Process [ WWW3] System Designing - http://en.wikipedia.org/wiki/Systems_design [ WWW 4] PHP myadmin Manual http://www.phpmyadmin.net/home_page/index.php [WWW5 ] An introduction to modular designing http://www.phpmyadmin.net/home_page/index.php [WWW6] http://en.wikipedia.org/wiki/Database_design

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