TABLE OF CONTENTS

Title page……………………………………………………………….…………i
Certification……………………………………………………………………….ii
Dedication…………………………………………………………………..……iii
Acknowledgement ………………………………………………………..……. iv
Table of contents ……………………………………………………………..…. v
Abstract…………………………………………………………………….…….vi
CHAPTER ONE : INTRODUCTION........................................................................1

1.1 BACKGROUND TO THE STUDY 1

1.2 STATEMENT OF THE PROBLEM 2
1.3 AIMS AND OBJECTIVES OF THE STUDY 3
1.4 SIGNIFICANCE OF THE STUDY 4
1.5 SCOPE AND LIMITATION OF STUDY 5
1.6 DEFINITION OF OPERATIONAL TERMS 5

CHAPTER TWO: LITERATURE REVIEW................................................................7

2.1 ACADEMIC PROGRAM EVALUATION 9

2.2 THE MERIT OF COMPUTERIZATION 9

CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN......................................11

3.0 ANALYSIS OF THE EXISTING SYSTEM 11

3.1 WEAKNESS OF THE EXISTING SYSTEM ………………………………………………………………………..11

3.2 DATA CAPTURING TECHNIQUES ……………………………………...…………..12

3.3 ANALYSIS OF THE PROPOSED SYSTEM 12

3.4 SYSTEM FLOWCHART & ALGORITHM 13
3.5 ENTITY RELATIONSHIP DIAGRAM………………………………………………………22

3.5.1 DATA DICTIONARY……………………………………………………….......................23

CHAPTER FOUR: SYSTEM IMPLEMENTATION AND EVALUTION..............24

4.1 PROGRAM DEVELOPMENT 24

4.2 SYSTEM REQUIREMENTS 25

1
 4.2.1 Software Requirement..................................................................................25

4.2.2 Hardware Requirement................................................................................25

4.3 SYSTEM INTERFACE 26

4.3.1 Input Interface..............................................................................................26

4.3.2 Output Interface...........................................................................................27

4.4 SYSTEM PERFORMANCE 28

4.5 SYSTEM TRAINING 28
4.6 CONVERSION TO THE NEW SYSTEM 29
4.7 SYSTEM MAINTENANCE 29

CHAPTER FIVESUMMARY, RECOMMENDATIONS AND CONCLUSION....34

5.1 SUMMARY 34
5.2 RECOMMENDATIONS 34
5.3 CONCLUSION 35
REFERENCES 37
APENDIX I 38
APPENDIX II 42

2
 ABSTRACT
The conventional method of processing and accessing student result via a physical effort with
the aid of conventional material like pen, pencil, book, ruler and so is cumbersome and very
stressful. This project examined an automated student result processing system with respect to
the different phases involved in the development of system today, such as system programming
and design, program logic, change over style, documentation, and its significance over the
manual system of result processing system. The automated student result processing system
allow and ensure easy insertion and deletion of student record, and it also allow the user to add
and update the record of student in any given semester after the conduction of their continuous
assessment and examination in other to generate their Grade Point (GP) and Cumulative
Grade Point (CGP) easily. The result processing is highly secured and protected from
unauthorized users and this helps to reduce cases of missing student records. In this project
work, the user must be given a password and access in which he/she will be the only one having
access to every student record after the examination and test has being added together and
submitted to him as result processing officer to generate the status and grade point or
cumulative grade point of each student. The automated result processing systems enhance the
reliability and convenience in computation of student score and generate their respective grade
point in each course. The database contains the complete and comprehensive details of each
student and their academic performance. This database keeps track of each student course like
examination requirement and subject. The project work helps to overcome the problems
associated with the manual method of result processing with the aid of the automated system.

3
 CHAPTER ONE

1.0 INTRODUCTION
As we all know the application of computer is very relevant in every aspect
of human life and there is need for everyone to be conversant with the new
technology. The computer is used to carry out a task and assist man in business
organization, research, education and many aspect of life. The development of
computer to be used in office industries, homes as a replacement of manual method
of data processing is the best technology that has ever happen to office
management. In view of this, it is necessary for student result processing
management system in Kogi State Polytechnic Lokoja to be computerized in other
to aid the processing of student record on time.

Computerization is the process of changing or converting a manual work

done into an automated process using a computer.

As a result of this, student result processing management system is an

automated system that make use of software to enhance the reliability and
convenience in computation of student score, generate their respective grade in
each course, most of the report are simple text format, for the purpose of fast
printing. It also has a document (that is database document) that contains complete
comprehensive details of each student and their academic performance. The
database keeps track of each student course like exams requirement and subjects.

This project work aimed at computerizing the result processing management

system in the Department of computer Science, Kogi State Polytechnic Lokoja
Kogi State.

4
 1.2 BACKGROUND OF THE STUDY
HISTORY OF COMPUTER SCIENCE IN KOGI STATE POLYTECHNIC
LOKOJA

The Department of Computer Science in Kogi State Polytechnic Lokoja was

established in 2002 as a unit in the Department of Mathematics/Statistics under the
School of Technology. In 2003 there was a need for accreditation to meet up with
the National Board of Technical Education (NBTE) requirements. In 2004 the
Computer Science Department separated from Mathematic/Statistics Department
to become autonomous Department as Mathematic/Statistics. Hall “A” was
officially allocated to them and also Mr. Desmond Eneche was appointed as a
pioneer Head of Department (HOD) till 2007. One of his responsibilities was to
represent and speak for the Department in board meetings. In 2008 the successor of
pioneer Head of Department (HOD), Miss Juliet Amadi was appointment as the
head while the Department kept producing numerous National Diploma Graduate
section by section. In 2009 HND was accredited and they had enough resources
put in place to meet up with the requirements. But they were using the manual or
conventional method of result processing system. After a new building was
allocated to the new HND as a lecture theater 2009. In 2010 Mr. C.I Okoye was
appointed as a new HOD in Department of Computer Science invented to produce
an automated system of result processing system as he was hopeful that the end of
2010/2011 session the department would produce the first HND Graduate of
Computer Science. In 2010/2011 session Mr. Stanley was appointed as Head of
Department (HOD) who try to maintain the automated method of result processing
system but Mrs ODEKINA Juliet was re-appointed as the Head of Department
(HOD) who took them back to conventional method of processing. In the year
2012 the Department appointed 14 academic staff, 4 nonacademic staff in order to

5
enhance better performance. A story building has been donated by Educational
Trust Fund (ETF) was allocated and which by the beginning of 2012/2014
academic session was expected to move into the building. One can only become a
student of the department if he/she meet up with academic requirement of the
department and he/she is offered the provisional admission by registrar of the
school.

1.2 STATEMENT OF PROBLEM

The following are some of the problems encountered while using the
manual method of result processing.
 A lot of time is wasted due to large volume of data processing that is
involved and the method used computation.
 Inability to handle or process a large number of student data results in errors
in students result.
 The exercise is cumbersome and tedious
 Delay in the process of computation(Time Constraint)
 More man power are required
 The process of updating is tedious (it requires going through each student
record one after the other)
 Error due to over sight.

From the above problem, a goal was set by the researcher to solve the
problems of manual or conventional method of result processing and convert it into
an automated system for better, effective, and accurate computation of students
result in Kogi State Polytechnic Lokoja.

6
1.3 AIMS AND OBJECTIVES OF STUDY

The aim and objective of this project work is to computerized the student
result processing system in order to mitigate some of the problem encountered
while using the manual method of processing and also to make an easy and fast
approach to handle document or student record in the department of computer
science. The project work also aims at achieving the following.

 The time spent during result processing will be reduced due to the speed of
computer system.
 A database for managing students results
 To develop a query, modules, for easy interaction with the database
 To have a database on student result, record, were query and validation
check can be carry out
 To eliminate the various problem associated with the manual method and
alleviate a flexible method of processing
 To improve proper documentation of result which a computer is capable of
 Storing large volume of data over a long period of time.

1.4 SIGNIFICANCE OF THE STUDY

There are so many benefit that could be derived from the proposed system
when it is fully accepted and implemented.

The system will make the student result processing management system
 Very effective, efficient.
 Accurate student registration.
 Less time constraint
 Cost reduction of paper used

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  Proper record keeping
 Better and effective computation of student result

1.5 SCOPE AND LIMITATION OF STUDY

This project intends to develop a system that will take over a manual process
of obtaining a student result using an automated system capable of handling
student’s information and record for the Department of Science ND1 and NDII. It
is also capable of data capturing, allow insertion and deletion, updating and
viewing operation. This project work is design using Microsoft Access Database,
Microsoft Visual Basic 6.0 (vb. 6.0) as front end. This project does not intended to
process CGPA or the transcript of the student.

LIMINATION OF STUDY

In the course of carrying out this project research work the following are the
limitations:

 Financial constraint
 Insufficient information from the institution

1.6 DEFINITION OF OPERATIONAL TERM

The term use in this project work are defined as follows:

 AUTOMATED: refer to the use of machine to perform a certain task that

is been done manually through human efforts.
 INPLEMENTATION: A way of executing or performing a certain task or
problem using automated process.

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  STUDENT: refer to somebody who study a certain profession or carrier. In
education, student refers to somebody who study a certain course in an institution.
E.g. computer science, engineering, accounting, architecture.
 RESULT: This is information, outcome obtained from an experiment or
calculation, research, in a certain field of study. It is also a final score or mark in
the context of an examination.
 PROCESSING: This is a subjection series of procedure used in treating or
analyzing a data to acquire information or record.
 MANAGEMENT: It is the act of managing or supervising a certain task.
This covers the planning, control, and administration of an operation of concern.
The top management handles planning, the middle management concentrates on
controlling, and the lower management is concern with the actual administration. It
also has the ability to control or supervise a managerial skill.
 SYSTEM: This is the way of performing a routine or task that is usually
with interrelated element. It is also the combination of related things or part that
form a complex whole. Data is processed, analyzed, summarized into an
information with the use of a system, and these system is made up of INPUT-
PROCESS-OUTPUT and feedback or control.
 DATABASE: This is an organized collection of data files or file that
contains data of a certain object.
 COMPUTERIZATION: This is the act of computing a manual work done
into an automated process via the use of computer.
 COMPUTER: This is an electronic device that accept data as an input and
uses a set of instructions and logical series of arithmetic (Known as programs) to
process the data and produce an output information at a very high and accurate
speed.

9
 CHAPTER TWO

LITERATURE REVIEW
According to Advanced Oxford Learners Dictionary “6 th Edition” review a
student result processing system as an act of analyzing an experiment, practical,
and examination being carried out by a student, a statement of good outcome or
average grade point to that examination or experiment.
In addition to this automated or a computerized students result processing
system are discussed by different journals and different project work.
OVERVIEW OF RESULT PROCESSING SYSTEM:
Humans invented result to enable people and organization to conduct their
affairs, experts have given many definitions and understanding about students
result processing system.
According to Inventional Standard Organization (ISO) in (1985), define
result processing system as the act of analyzing an information or an outcome of
any experiment practical examination to have a meaningful end point or an average
grade point at the end. It also stated that is an act of analyzing an information
created or received, and make it as an evident information or result in pursuance of
legal obligation or in the examination scheme.
In “2003”, International Committee on Archive (IOA) see result processing
as a specific piece of record, information mark of an examination, test, homework
and experiment generated, collected or received in the conduct or completion of
examination that comprise sufficient content, context and structure to provide
prove or an evidence of that examination.
Consequently, result processing served as a method of generating collecting,
gathering a student mark and average grade point from an internal or external

10
interview or an examination. According to Jibril Nasala in his project work
“Computerized Student Information and Result Processing Management System”
“2000”.
According to Oyewole and Obeta (2002), in their fundamental course
“Computer and Data Processing” stated that, the method of processing students
result, information is being divided into three methods they are;
Mechanical Method
Manual Method
Automated Method
Mechanical Method: This involves the use of mechanical appliances which are
not automatic in the operation such as typewriter and calculator. Therefore, this
method of processing involves using the typewriter to type student name, and the
calculator to calculate students work scheme or average grade point.
Manual Method: This is the process of analyzing a data of student’s examination
and continuous assessment by using physical manual effort using a pen, pencils,
papers, erasers, ruler calculator etc.
This method is only suitable when there is no large volume of data and there
is no much emphasis on the specific period of time for the work to be done.
The manual method of result processing has a very low data security (it can
be tampered), a lot of time are spent when processing a student result on a large
volume of data and man power involves.
Automated Method: This is a computerized method of processing students result
without human intervention of any manual or mechanical method.
In the work of Oyewole & Obeta (2002) the above terms give a prove that
students result processing system either manually or mechanically and
automatically is the act of analyzing, collecting a student examination average total
score of the student in his/her examination performance.
11
2.1 ACADEMIC PROGRAM EVALUATION
The Polytechnic operates a system of continuous assessment which take into
account, a spectrum of academic activities over the semester including formal
examinations.
According to comprehensives handbook revised edition 2010.
1. Student must attend lecture, laboratory, workshop, training and practical
project, undertaking (where applicable)
2. Except in workshop or laboratory base course where a weighting of 20/10
hold practical text, the relative weighing for the entire semester are as
follows:
Examination = 70%
Course work = 30%
3. Assessment of Students, each course must depend on the performance in all
course work, test and examination given in the course. Normally a student
shall not be permitted to sit for the semester examination if he/she fail to
meet the required point at 75% attendance (as applicable) level, the student
in the Higher National Diploma (HND) and National Diploma (ND) shall
take the prescribe course for four (4) semester.
However, during the period, National Diploma students shall undertake four
(4) practical training scheme (SIWES), on passing the prescribe examination and
successfully completed the program, such student will be awarded with the
appropriate certificate.

2.2 THE MERIT OF COMPUTERIZATION

The computerized student result processing system has a lot of advantage
over a conventional manual method.
This involve the following:

12
 Easy to Use: Computerization or an automated result processing system is
very easy to use and less time is spent.
 Less Expensive: The manual method required a lot of expensive materials
but an automated system save financial cost. This is because there is no need
for the conventional material like pen, paper, and calculator, typewriter.
 Easy Access to Record: The computerized system enable a particular
record to be accessed and retrieved by using a key field in the program. This
is not the same with the manual method where a lot of time is wasted or
spent in trying to locate a file jacket in a cabinet before getting a particular
file.
 Deletion: The automated system enable a particular record or result to be
deleted most especially any one that is no longer needed. Example an
expelled student record can easily be deleted using a proposal system.
 Security: The computerized or an automated system provide adequate
security using a password and username for the data or result to be save
from an authorize access to record by an eternal body.
 Large Storage Facility: Millions of record can be stored and retrieved
easily and computer is characterized by having different memory capacity or
storage capacity.
 Accuracy: The automated method ensure data accuracy. That is, with a
computerized method many student record can accurately be calculated.

13
 CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.0 ANALYSIS OF THE EXISTING SYSTEM

The existing system is a complete manual system. It is absolute and makes

work flow in project analysis and monitoring look rigid. It consume a lot of time

and does not generate results since it involve human effort to calculate and final

computation of result.

The existing system requires a lot of human efforts and time, as humans are

involved in processing. Processing activities are very slow and not accurate. In

order to understand the working operation of the proposed system, the researcher

carefully studied existing system and its lapses observed.

3.1 WEAKNESS OF THE EXISTING SYSTEM

i. Processing a large volume of data requires a lot of time
ii. It takes a long procedure to updating record
iii. The input and output method are tedious and stressful
iv. It accept only low or small volume of data due to small storage facilities.

The above listed weakness brought about the need to design and implement an
automated student result processing system to eliminate the conventional method
of processing, support easy computation and save student record via a computer
system.

14
3.2 DATA CAPTURING TECHNIQUE
Data capture technique refers to how data to be used in the project work are
being captured. It refers to the medium in which data are supplied and inputted into
the program in this project under study. In this project the following methods are
used in capturing the data.
 Interview Method: This is a process of asking question about my project in
the depth of Computer Science Department. During the process of data
collection, personal interview was conducted with the (HOD) and student in
the department which are as follows:
i. What exactly does the old system achieve?
ii. What format does the input take?
iii. What input document are currently used?
iv. Is there any output from the current system or similar system that I
can look at?
v. What are the setbacks or problems associated with the current way of
processing?
vi. What is the level of security?
vii. Do you want the system to be computerized?
 Library Research: The library research was consulted during the design
stage to get the relevant information that is related to the project.
 Record Extract: This is a process of looking into or at an already made
document abduct the present system.

3.3 ANALYSIS OF THE PROPOSED SYSTEM

The analysis associated with the manual method has made the system
almost a total failure, which gives rise to a system that will correct the problem of
the existing manual system.
15
 The proposed system is menu driven and are functions such as maintenance
of files and it allows authorized users to display all record of an existing file on the
graphical user interface (GUI).
The proposed system computes students result with ease, it will automatically
compute GP of a student without any alteration.
The designed program has the ability of registering a new student and also
save the information of the registered student in a database. In its reliability,
retrieving and searching for information is very flexible. And the propose system
have an input text boxes in which the student information can be inputted to have a
fabulous outcome at end as result.

3.4 SYSTEM FLOWCHART & ALGORITHM

FLOWCHART: This is a graphical representation in written a program. A
flowchart has specific symbols which are all of different kind and different
functions.

16
 Program Flowchart

Login Module

Start

Enter Username and

Password

Submit the
Username/Password

Is the
No usernam Yes
e/passwo
rd
correct?

Access Granted

Stop

17
 Finding Module

Start

Enter Reg. No.

Search For Reg. No.

Is the
Reg. No Yes
Found?

Display the
No record

Stop

18
Delete Module

Start

Find the
Reg. No

Delete Reg. No.

Do you
want to Yes
delete
Reg. No.?

No

Deleted

Stop

19
For Updating Module

Start

Enter Reg. No
you need to
update

UPDATE

Is the
Reg. No. Yes
Found?

Make a change

Stop

20
Adding Module

Start

Enter
Record

Save Record

Do you
want to No
add
another
record?

Refresh
Yes

Sto
p

21
ALGORITHM
Algorithm is procedure consisting of a finite set of unambiguous rules
(instructions) which specify a finite sequence of operation that provides the
solution to a problem to a specific class of problem for any allowable set of input.
In other word, an algorithm is a step-by-step procedure to solve a given problem.
The student result processing include the processing and method of
displaying a result until you end up with nice student’s results.
Examples of an algorithm in adding an exam score of a student are given
below;
Exam score = 26, 49, 98, 87, 62, 7……..nth
Solution
1 Start
2 Initialize counter for scores (counter = 0)
3 Sum = 0
4 For counter = 0 to n step 1
5 Sum = sum + counter
6 Print sum
7 Next sum
8 Stop

22
Algorithms for program modules are shown below;
For login module
1 Start
2 Enter the password and username
3 Submit the password and user name
4 Is the password and user name correct?
5 If no repeat the process (2)
6 If yes access granted
7 Stop
Algorithm for processing module
1 start
2 get student record
3 input the student record
4 is the student record correct?
5 If yes save the record
6 If no repeat the process
7 Stop
For finding module
1 start
2 enter the student regno
3 search for the regno
4 is the regno found?
5 If yes display the record
6 If no stop
For adding module
1 start
2 enter the record
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 3 save the record
4 Do you want to add a record?
5 If yes repeat the process
6 If no refresh
7 stop
For Delete Module
1 Start
2 Find reg no need to delete
3 Delete reg no
4 Do you want to delete the reg no?
5 If yes deleted
6 If no exit
7 Stop

For Update Module

1 Start
2 Search reg no you want to update
3 Is the reg no found
4 If yes make a change
5 If no repeat the process
6 Stop

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3.5 Entity Relationship Diagram

STUDENT
PROFILE

RESULT
COMPUTATION
LOGIN TEST
REGISTRATION

DATABASE
(STUDENTS
RECORD)

25
3.5.1 Data Dictionary

Student Registration

FILE NAME CHARACTER TYPE FIELD WIDTH

File No Integer 10

Name student Char 25

Sex Char 15

Occupation Char 20

State origin Char 15

Matric Number String 15

Date Date 15

Room No Integer 3

PHONE NUMBER Integer 11

Admin

FILE NAME CHARACTER TYPE FIELD WIDTH

id Integer 10

Admin Name Char 25

Username Char 10

Password Char 20

26
Result

FILE NAME CHARACTER TYPE FIELD WIDTH

File No Integer 10

Name student Char 25

Reg No. Char 15

Subject1 Integer 3

Subject2 Integer 3

Subject3 Integer 3

Subject4 Integer 3

Subject5 Integer 3

Subject6 Integer 3

Subject7 Integer 3

Subject8 Integer 3

Subject9 Integer 3

Subject10 Integer 3

Subject11 Integer 3

GP Double 3

27
 CHAPTER FOUR

4.1 PROGRAM DEVELOPMENT

This is concerned with the actualization of the software developed for the
student result processing system to function properly.

The software developed will be implemented as an automated application or

software that will be liable for result computation.

DATA STRUCTURE
Data structure is an organized grouping of data items treated as a unit
element of data. It is the representation of the logical relationship among individual
element of data. It describes the way in which data is stored in a given situation; it
is basically the management of one data in a computer. The arrangement of data
will depend on the programming language used and method through which the
data will be processed. The type of data structured used in this project work is the
record data structure which will be arranged sequentially and the mode of access
will be sequential as well.

In the coding of the program, forms, modules, and data record were used in
the design of the application software for student records. The proposed system is
designed and the design of the system is the module for appending records

The programming language used in this project (student result processing

system) is Microsoft Visual Basic 6.0 (VB. 6.0) which allow for the use of
different instruction to be followed. For example, text box for insertion of text or
an input command button, for execution of commands. For example click, save,
compute, add new, update, and so. The list box present a list items where the user
can click and select the item form the list, for example NDI/NDII, first semester,
28
second semester, third semester, fourth semester. The check box for the user to
select for example male, female.

The visual basic program have the above listed options which are to be
followed in writing this project work and each of the options or operation have
their basic codes.

4.2 SYSTEM REQUIREMENTS

4.2.1 Software Requirement

The following are essential software required for the student result
processing system developed.

1. Minimum of windows millennium edition (me) operating system

2. Remote and standalone computer
3. Microsoft access database system
4. Minimum of window (NT) server operating for serve (HOS) computer
5. Microsoft office professional edition
6. Microsoft Visual Basic 6.0 (VB 6.0)

4.2.2 Hardware Requirement

The following hardware requirement are essential for a smooth operation of
the system.

i. A Pentium III (3) processing ranging from 500MHz and above

ii. A hard disk capacity of 20GB
iii. Peripheral auxiliary hardware such as uninterrupted power supply (UPS)
and printer.
iv. Super VGA color monitor
v. Flash drive

29
 vi. An input device such as mouse, keyboard
vii. A PC of 4GB input
viii. A camera of high capacity of 15 mega pix

4.3 SYSTEM INTERFACE

This is the main environment which the user is expected to do all functional
activities in the result processing system in which he/she can be link to other
environment or interface and can also be link back to the main interface and it is
also known as menu or Home.

4.3.1 Input Interface

The input interface is the interface that allowed the user to input his/her
other password and username in other to have access to main menu and other sub-
menu and other functional operations.

Below is the graphical view of the input interface.

1. Login Screen

30
2. Student Registration Form

31
4.3.2 Output Interface
The output interface is the interface which brings out the analysis of the data
inputted into an automated system as processed information. The graphical view of
the output interface is shown below.

32
33
4.4 SYSTEM PERFORMANCE
System performance is the amount of useful role the system can accomplish.

A good system performance of this project involves the following;

i. Fast computation and data compression and decomposition

ii. High bandwidth and data processing time
iii. Large volume of data storage and documentation
iv. Savings, deleting, update, computation of the result and student record
v. Securing and save student result for a long period of time

4.5 SYSTEM TRAINING

The system training help individual or the management of the Computer
Science Department in Kogi State Polytechnic Lokoja to develop the skills and
experience required to execute the new method of processing.

A range of training programs are also provided to assist those who are
seeking to gain new skill or method of processing to be expert and friendly with
the automation.

Training programs will not only equip trainees for a successfully and rewarding
careers but also pave the way to long life education and training.

In the system training, the results processing officer is to be trained perfectly

in order for him to be expert and friendly in other to save time and energy from a
conventional process which is tedious and stressful. He is to be trained on how to
operate the new system most on how to hold the username and password and other
function in the new developed system.

34
4.6 CONVERSION TO THE NEW SYSTEM
This is the method of changing from the old or existing system to the newly

designed system; different procedure can be adopted to change over from old

system to the newly designed system.

The procedure or method are classify into four (4) which is given as follows:

1. Direct conversion

2. Parallel conversion

3. Pilot conversion

4. Phase conversion

But for the implementation of this system, the parallel conversion will be

used. In this method old and newly designed system will be operated

simultaneously with the same input with data for some time and the output will be

compared for consistency and accuracy with the newly designed system according

to the need of the users.

4.7 SYSTEM MAINTENANCE

System maintenance can be defined as the process of managing the resources of a

particular system in order to make sure that the system performs all its operation

from time to time without having problems due to errors or bugs, called viruses.

These are routine measures taken to safe guard the system from partial or complete

35
breakdown due to unforeseen circumstances. They are measures taken to check

future system malfunction of any sort.

System maintenance can be of two kinds:

Preventive: This is the type of maintenance carried out to prevent system

breakdown or malfunction. This takes place in anticipation of an unforeseen fault

in other to avoid it.

Corrective: This type of maintenance takes place in response to finding an

unknown or known error which caused the system to breakdown or malfunction. It

is corrective in the sense that it is employed to correct the faults which led to an

occurrence of system breakdown.

Overall system maintenance can be broadly divided into two, namely:

 Hardware maintenance

 Software maintenance

Hardware maintenance is the process of carrying out maintenance on the physical

components of the computer system used in the newly developed system. This

could entail covering the computer with cotton bags after use, switching off the

system if not in use for a long time, dusting the system units to avoid dust getting

into sensitive parts or avoiding moisture from getting into the system.

36
Software maintenance, on the other hand, entails the maintenance of all the

software or programs within the system to check for bugs which could hinder

program execution or operation. This type of maintenance covers areas like

debugging the system off errors by running anti-virus applications, to remove or

prevent viruses from attacking the programs especially the newly developed

application and other programs that contribute to its smooth operation within the

computer system.

Other motives for carrying out system maintenance could be:

 Change in environment in which the program was previously run

 Change in some constraints employed in the program constraints such as

taxation, denominations etc.

 User needs, for example what the management desire or new inventions the

users of the system would like to be incorporated into the system.

 Elimination of obsolete and unnecessary constraints

In summary, as regards to the new system, overall system maintenance comes as

an enhancement measure to make the system to function over a very long period of

time without undue problems.

Some preventive measures taken in order to maintain this system are:

37
 Scanning the program over entire system with good antivirus software whose

virus database is up to date, to get rid of viruses from time to time.

 Preventing unauthorized usage of any sort.

 Protecting the network from system hackers

 Performing necessary backup procedures and routines regularly

 Changing of password by administrative staff.

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 CHAPTER FIVE

SUMMARY, RECOMMENDATIONS AND CONCLUSION

5.1 SUMMARY
After studying the method involved in student result processing system in
the Department of Computer Science in Kogi State Polytechnic Lokoja and it was
discovered that the exercise is associated with some problems. A new system was
developed to overcome some of the challenges. The new system is designed and
coded using a high level programming language (Visual Basic 6.0) which could be
implemented on any microcomputer having its Integrated Development
Environment.

Also the computer system and other technology equipment were installed to
ensure smooth operation of the new system.

5.2 RECOMMENDATIONS
Based on the merit that will be derived from the new system, there is no

doubt that most of the problem encountered while using manual method will be

greatly reduced.

1. In this project due to time constraints, things that were to be added were not

included because of the time factor. The project could not be able to

generate (CGPA) Cumulative Grade Point average but some of these were

part of functions and audit involved in the performance like grade point

39
 average are highly intact and can work properly to eliminate the

conventional process.

2. The current method of record keeping of student should be changed, so as to

meet the standard of other Institutions within and outside the country.

3. Additionally training programs, seminars and workshop for member in the

department should be introduced to increase computer literacy rate. This

would make it easier for workers to easily adapt to the new system or

method of operation.

4. Finally the developed software is also recommended for other institutions

provided it is modified, updated to suit the purpose and interest of such an

institution.

5.3 CONCLUSION
The successful completion and implementation of this project has brought

about a remarkable change in the aspect of result processing in the Department of

Computer Science Kogi State Polytechnic Lokoja and the listed objectives below

have been achieved.

 Accurate student registration

 Better and effective computation

 Proper record keeping

 Generating a continual grade point of a student in each semester.

40
 The objectives of this project work comes after a research is being made

over the conventional manual processing in the Department of Computer Science

Kogi State Polytechnic Lokoja; many process and method are carried out in the

course of research to meet up with the merit and actualization of this project , like

interview method, questionnaire method. This project will eradicate most of the

problems encountered in the past while using a conventional method and provide

or alleviate more efficient and accurate way of carrying out the activities.

41
 REFERENCES

Abel U. O and Abu M. (2013) Data Analysis and Result Computation (DARC)
Algorithm for Tertiary Institutions. Journal of Computer Engineering (IOSR-
JCE) e-ISSN: 2278-0661, p- ISSN: 2278-8727Volume 14, Issue 3 PP 63-69.

Eludire, A.A. (2011).The Design and Implementation of Student Academic

Record Management System. Research Journal of Applied Sciences,
Engineering and Technology

Mohini .B, and Amar. J. S, (2011). Automated Integrated University

Examination System Himachal Pradesh University Journal.

Moses E. Ekpenyong. (2008). “A Real-Time IKBS for students results

computation” International Journal of physical Sciences (Ultra scientist of physical
sciences) Volume 20, Number3 (M),

Okonigene, R.E., Ighalo, G.I., Ogbeifun, E., (2008). Developed Personal Record
Software. The Pacific Journal of Science and Technology .9(2):407-412.

Ukem , E. O. and Onoyom-Ita, E. O, (2011). A Software Application for the

Processing of Students Results

Ukem, E. O. and Ofoegbu, F. A (2012). A Software Application for

UniversityStudents Results Processing.Journal of Theoretical and
Applied Information Technology. Vol. 35 No.1.

42
 APENDIX I
Program Interface
The Splash screen

Login page

43
Main Environment

Registration Form

Result Processing Environment

44
45
 APPENDIX II
SPLASH SCREEN
Private Sub Timer1_Timer()
If ProgressBar1.Value < 99 Then
ProgressBar1.Value = ProgressBar1.Value + 1
Else
Unload Me
frmlogin.Show
End If
End Sub

LOGIN SPACE
Private Sub Timer1_Timer()
If ProgressBar1.Value < 99 Then
ProgressBar1.Value = ProgressBar1.Value + 1
Else
Unload Me
frmlogin.Show
End If
End Sub

CONTROL PANEL
Private Sub cmdStaff_Click()
Unload Me
FRMSTAFF.Show
End Sub
Private Sub cmdStaffdb_Click()
Unload Me
frmStaffDB.Show
End Sub
Private Sub Command1_Click()
Me.Hide
'frmauthenticate.Show
frmReg.Show
End Sub
Private Sub Command4_Click()
Unload Me
frmstuddb.Show
End Sub

46
Private Sub Command5_Click()
Unload Me
FrmEpay.Show
End Sub
Private Sub lbllogout_Click()
Unload Me
frmlogin.Show
End Sub
Private Sub MNUCLOSE_Click()
End
End Sub
Private Sub mnuHelp_Click()
End Sub
Private Sub Mnulogout_Click()
Unload Me
frmlogin.Show
End Sub
Private Sub mnuAbout_Click()
Unload Me
frmstuddb.Show
End Sub
Private Sub MnuFile_Click()
Unload Me
frmReg.Show
End Sub
Private Sub mnufirst_Click()
Unload Me
Form5.Show
End Sub
Private Sub mnugg_Click()
Unload Me
Form9.Show
End Sub
Private Sub mnuggf_Click()
Unload Me
Form8.Show
End Sub
Private Sub mnuSearch_Click()
Unload Me
frmsplash1.Show
End Sub
Private Sub mnusecondsemester_Click()
Unload Me
Form6.Show

47
End Sub
Private Sub Timer1_Timer()
'lblTime.Caption = Format(Time, "HH:MM:SS")
'lblDate.Caption = Format(Date, "dd:mmm:yyyy")
lbltitle.Left = lbltitle.Left - 100
If lbltitle.Left + lbltitle.Width<= 0 Then
lbltitle.Left = Me.Width
End If
End Sub
Private Sub TimerAnim_Timer()
If img1.Visible = True Then
img1.Visible = False
img2.Visible = True
ElseIf img2.Visible = True Then
img2.Visible = False
img3.Visible = True
ElseIf img3.Visible = True Then
img3.Visible = False
img4.Visible = True
ElseIf img4.Visible = True Then
img4.Visible = False
img1.Visible = True
End If
End Sub

48