CHAPTER ONE

INTRODUCTION

1.0 Introduction

This chapter presents the background of the study, the statement of the problem, the aim and objectives of the study, the significance of the study, the scope of the study, and the organization of the research. It closes with the definition of terms. The remainder of the report builds on the information supplied here. The background of the study sets out the context and the ideas that lie behind the research and indicates the areas in which it contributes. The statement of the problem describes the problem the researcher is trying to solve and explains why research on it is needed. The objectives of the study state, in a clear list, the specific areas the researcher intends to work on. The significance of the study explains what the work will contribute to the case study and to other relevant bodies or institutions. The scope of the study identifies what the research covers and states clearly what it does not cover, in order to avoid ambiguity. The organization of the research gives a brief overview of how the chapters are arranged. Finally, the definition of terms explains the key words used in the study.

1.1 Background of the Study

Many schools operate their own system for managing student registration. The common practice is to record student information in a record book, using details taken from the registration form that each student completes when registering for the first time. This practice has several weaknesses: it takes a long time to search for a student's profile and registration status, record books can be misplaced, and student records are exposed to access by unauthorised persons. These are the same problems that have been reported in other institutions that depend on manual registration, including loss of valuable data, mixing up of records, and insecurity of student and staff records (Kabyesiza, 2011). The case study institution is not free from these challenges, which is why this research was undertaken to address them. In education, computerised databases are changing instruction, administration and public service delivery, and web-based student information and registration systems have been developed to replace manual processes with a centralised repository that gives the offices concerned access to consistent, accurate and up-to-date information (Malalad, 2015; Obasi et al., 2013).

The traditional file-based approach to keeping records suffers from well-known limitations, such as duplicated data and difficulty in retrieving and updating information, and the database approach was developed to overcome them (Connolly & Begg, 2015). A manual system requires a great deal of time and manpower, whereas in a computerised system almost all the work is automated, so accuracy is maintained. Backups are also easy to make and can be completed within a few minutes. The proposed system has two access modes, administrator and user. The student management system is managed by an administrator, whose job is to insert, update and monitor the whole process. A user who logs in to the system can only view the details of students and cannot make any changes.

1.2 Statement of the Problem

In the case study, student registration is still carried out manually. The problems encountered with the manual method can be viewed from two perspectives: the problems of the school management and the problems of the students.

The authorities and management of the computer science department believe that the use of computers in school administration is limited to the admission process and to displaying the list of admitted students. The use of computers in schools cannot be overemphasised, because they can support every kind of school administrative activity. Investigation revealed that the manual method used for student registration poses problems in most schools (Kabyesiza, 2011; Obasi et al., 2013). These problems can be grouped under the following headings:

(a) Poor security of documents.

(b) Misplacement of students' files.

(c) Untimely processing of clearance for students who have paid their fees.

(d) Inconsistency in students' registration records.

(e) Poor management of students' registration and payment information.

1.3 Aim and Objectives of the Study

The aim of this study is to bridge the gap between manual and automated student registration by replacing the manual process with an automated one. The objectives of the study are:

i. To create an automated registration system for enrollees of the computer science department.

ii. To develop an accurate and easier way of registering the students of the department.

iii. To generate the reports needed for enrolment.

iv. To provide a user-friendly enrolment database for managing the enrolment of old students, new students and transferees.

1.4 Significance of the Study

The significance of the study justifies the need to carry it out and identifies the groups of people who will benefit from it. They are:

i. Students: The study will help students gain knowledge as they enter the information technology field by applying what they learn in lectures to a real system, and it will show them an easier way of registering. It will also give them a background in, and familiarity with, a new way of registration.

ii. Faculty: The proposed system will lessen their workload and reduce the time spent handling the enrolment process for students. It will minimise the effort and time they spend gathering student information.

iii. Administrators: The results of the investigation will serve as a benchmark for handling student records more easily during enrolment. They will also lessen administrators' workload, provide a faster way of enrolling students, and help in securing student information.

iv. Future researchers: The study will serve as a handy reference for other researchers who embark on similar studies in the future, especially on aspects that the present study did not cover.

1.5 Scope of the Study

The computer science department student registration database system covers the major processes involved in registering students. Administrators have full access to the system. They can view the registrations of students who are officially enrolled, generate or print student records, and search for student profile information.

1.6 Organization of the Research

The project is organized as follows:

Chapter one introduces the project and discusses its background. It also presents the statement of the problem, the objectives, the significance and the scope of the project.

Chapter two gives a brief review of literature on student registration.

Chapter three discusses system analysis and design. It deals with the detailed investigation and analysis of the existing system and with problem identification.

Chapter four covers system implementation, testing and integration.

Chapter five presents the summary of findings, the constraints of the project, the conclusion and the recommendations. References, Appendix A and Appendix B follow chapter five.

1.7 Definition of Terms

Registration: The act or process of entering information about something in a book or system of public records; the act or process of entering names on an official list; and a document showing that something has been officially registered.

System: A collection of elements or components organised for a common purpose.

Module: A separate unit of software.

Database: An organised collection of related data, generally stored and accessed electronically from a computer system, and usually managed through a database management system. Where databases are more complex, they are often developed using formal design and modelling techniques (Elmasri & Navathe, 2016).

References

Connolly, T., & Begg, C. (2015). Database systems: A practical approach to design, implementation, and management (6th ed.). Pearson.

Elmasri, R., & Navathe, S. B. (2016). Fundamentals of database systems (7th ed.). Pearson.

Kabyesiza, C. W. (2011). A web based database system for the School of Computer Studies in Kampala International University [Master's thesis, Kampala International University]. KIU Institutional Repository. http://hdl.handle.net/20.500.12306/12790

Malalad, D. T. (2015). Development of web-based student registration and academic records management information system for Marinduque State College (SRAMIS 4 MSC) [Report]. University of the Philippines Open University. https://repository.upou.edu.ph/handle/20.500.13073/461

Obasi, N., Nwachukwu, E. O., & Ugwu, C. (2013). A novel web-based student academic records information system. West African Journal of Industrial and Academic Research, 7(1), 31–.