design and implementation of auto notification for student record system

CHAPTER ONE

1.1 Background of the Study

SMS first appeared in the Europe in 1991 as part of the Global system for mobile communication (GSM) phase1 standard. SMS stands for Short Message Service, which is a communication protocol used to send and receive text messages. This acronym has now been adopted as a synonym for text message-short (typically a maximum of 160 characters), (Grinter & Eldridge, 2003). The most common application of the service is person-to-person messaging, however, text messages are also often used to interact with automated systems, such as ordering products and services for mobile (or vice versa) messaging. Some mobile devices also capable of accessing the internet. Such access does not require a desktop computer or a fixed landline connection. However, for the purpose of this introduction, we have focus on text message rather than mobile internet, as SMS is available on almost all mobile phones in the world.

Database is a collection of logically related files, organized in a manner to satisfy the needs of an organization (Sharma, Gupta, & Mago, 2011).  A database is a store of data structured so that access and update can be made by different people in different ways without needs to change its design or content for this to happen, it is essential that all data items are logically related.

Database is always necessary to store date items once, because of it, input cost are lower.  Duplicate letters are largely dominated thereby saving space and ensuring data consistency.  Data is defined as an unprocessed fact.  They are raw fact that is unprocessed.  Data does not have meaning.  Information is processed data through the computer, which process different type of information.  Information in the computer is stored in codes. File is the collection of related filed, field is the collection of data items.

Database management system is important, because important information requirement and non-specialist need easy ways of accessing this information.  Large amount of data with many types of records occurring many times in database management system.  Also in database management system, complex data structures including many relationships between data items.  Many organizations will have many use requirements in data base management system.  Organizations will also have many frequent demands for changes to be made which only inflexible database management system can cope with.

Data is viewed as a source to be shared by as many processes as possible.  As a result, data must be organized in a way that is flexible and adaptable to UN anticipation requirements.  The data which they stored in anticipation of requests, and the requests themselves. Data may be stored as references to documents, microforms or computer coded text, graphics etc.  The service may be offered on a local basis or through a telecommunication network.  Database system may be operated by organizations for their own benefit or offered to the public on a subscription basic.  The output from database services is either a document or computer data presented, say, on a video display unit or a voice output.

The main purpose of database is to satisfy the user information needs.  The way in which these needs are expressed largely determined the principles of operation of a particular database system.

Perhaps the most straight forward request for database is when the user supplies a complete reference for a document. The job of the service then is to locate a copy of the document and deliver it to the user.   This is usually referred to as document retrieved service.  It may be aided by computers in compelling the index to the documents in store, and in physically locating a required document as in a computerized warehouse.

More after then not, however, database need are expressed in terms of a request for data such as, how many courses does a student offer in each semester? Or a course credit unit? To answer such questions reference must be made to records stored either in printed form or as computer coded data.  The first of there is often referred to as information retrieval, the later as database search, when the index to the printed record is computerized.

The database distribution system, with the added facility of storage at computer coded text, offer one approach to reducing, the physical size of records, and to mechanizing their search and  retrieval the records unfortunately, first have to be converted into computer compatible form, and can be consulted only after reconversion via some printing or display device.

Abia state polytechnic Aba was established by Edit No.8 of 1994, which has a Retrospective effect from 2nd October, 1992. It is located In the former Girls Technical college (GTC) Aba, along Aba owerri road. The initial intake comprised student taking, various certificate programs. The National Diploma program commenced in the 1994/1995 academic year. The higher National Diploma program was introduced in the 1990/2000 session. The polytechnic is located in the heart of Abia State, Aba, Nigeria. It is composed of different schools, such as the school of science and Engineering and the school of business administration. The colour is yellow and dark red. The rector is Onukaogu Abalogun A.

As web development is becoming a global knowledge, this has taken many steps towards improving information system, strengthen internally and externally focused knowledge sharing activities, and foster broader global knowledge sharing initiatives, all in support of enhancing the web development and it’s partner’s and client’s access to and sharing of data.

Most of higher institutions have websites, these websites have links which it’s contains information of student such as examination results, which is not sufficient to show or provide all the data required. The Student Record Retrieval System (SRRS) has been introduced to overcome the above mentioned problem.

In this project, a new proposed system enhancement to the role of lecturer/Exams and record Department in SRRS is presented so as to be more informative to the students. The enhancement to the system aimed to allow the lecturer/Exams and record Department to pass more Information to the students using auto notification of short message service depending on mobile phone of its student.

1.2 Statement of the Problem

This section of the project work tries to look into those problems that prompted the researcher in carrying out this project work. It defines those problems that are existing in the old system. The old system is characterized by pasting the results at the notice board for students to go and check their result. This system is associated with many problems which includes:

1. Long queue.
2. The pasted result does not show or provide all the data required.
3. Students who were not present when the result was pasted might not be able to see their result as some deviant students or those who did not do well in the exam may tear off the pasted result.
4. It does not guarantee global access to student’s records/result.
5. It is a waste of time for result to be pasted and these could lead to loss of data.

1.3 Aim and Objectives of the Study

The aim of this study is to design and implementation of auto notification for student record system

The specific objectives are:

1. To identify the problems of students in the old system (Abia state Polytechnic being the case study).
2. To be more informative to the students.

• To allow the lecturers/Exams and Record Department to pass information to the students using short message service depending on mobile phone for each student.

1.4 Significance of the Study

Students Record Retrieval System to s characterized by an auto notification of students on their mobile phone through SMS whenever the lecturer/Exams and Record Department submits a marking to the students result. This operation will ensure that the student be informed of new data arriving to his or her record so that he or she might go and check his or her new information or data especially a mark or an examination result, and this is done through the use of the purpose system (website), which is accessible irrespective of geographical location, place and time. This has some significant which include

1. It guarantees global access to students’ records/data.
2. It eliminate long queue at notice board.

• Students can now login to check their records/results at their own convenient time.

1. It saves time.

1.5 Scope of the Study

A research work of this nature is ought to cover virtually all tertiary institutions in the country. But the scope of this study has been limited only to Abia State Polytechnic Aba.

1.6 Limitations of the Study

There are Limitations which researcher encounter while carrying out this project work. They include

1. Time factor: Owing the limited time available for the research required on gathering the write-up where only rounded off. Through the effect of this could be negligible, the impact of time constraints cannot be under emphasized.
2. Access to classified information: The apparent reluctant on the part of the lecturer/Exams and record in releasing certain classified information required by the research, constituted a threat to the success of the study.

• Lack of Finance: As student, it was difficult to provide finance needed for this research at hand contributed a heavy problem to this research work.

1.7 Definitions of the Term

SMS: Short message service is a text messaging service component of most telephone, Internet, and mobile device systems. It uses standardized communication protocols to enable mobile devices to exchange short text messages. An intermediary service can facilitate a text-to-voice conversion to be sent to landlines.

SRRS: Student Record Retrieval System are records containing data and information about various aspects of a school’s operations, including data about its students, teachers, classes, facilities and finances. The main purpose is to systematically record, store and update the school’s records.

GSM: Global System for Mobile communication is a digital mobile network that is widely used by mobile phone users in Europe and other parts of the world. … GSM digitizes and compresses data, then sends it down a channel with two other streams of user data, each in its own time slot.

MS: Mobile Station is a wireless terminal that is capable of receiving and sending alphanumeric messages.

MSC: A mobile switching center is the centerpiece of a network switching subsystem (NSS). The MSC is mostly associated with communications switching functions, such as call set-up, release, and routing.

SMC: Short Message Center is responsible for storing and forwarding messages to and fro the mobile stations.

STP: Single Transfer Point, allows for interconnections over signaling system.

BS: Base Station, which relays information to and from mobile Station.

FTP: File Transfer Protocol is a standard Internet Protocol for transmitting files between computers on the Internet over TCP/IP connections. FTP is a client-server protocol where a client will ask for a file, and a local or remote server will provide it.

ERD: Entity relations diagram is a specialized graphic that illustrates the relationships between entities in a database.

SDLC: System development life cycleis a conceptual model used in project management that describes the stages involved in an information system development project

DB: Databaseis basically a collection of information organized in such a way that a computer program can quickly select desired pieces of data.

DFD: Data Flow diagramis a graphical representation of the “flow” of data through an information system, modeling its process aspects

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