STUDENT RECORD MANAGEMENT SYSTEM

CASE STUDY LIVINGSTONE INTERNATIONAL UNIVERSITY

IN MBALE (UGANDA)

BY

NANDUTU JULIET

S012/BSCIT/U001

A DISSERTATION SUMMITTED TO THE FACULTY OF INFORMATION TECHNOLOGY AS PART OF

THE AWARD OF THE REQUIREMENT OF THE DEGREE OF BANCHELOR OF SCIENCE

ININFORMATION TECHNOLOGY OF LIVINGSTONE

INTERNATIONAL UNIVERSITY

MAY 2016
 DECLARATION

I, Nandutu Juliet, declare that this research is my own work and has not been submitted to
this or any other institution of learning for any academic award.

Author: ..........Nandutu Juliet......

Signature: ............................................................

Date:——————————————————

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 APPROVAL
This piece of work was done under my close supervision and is hereby submitted for
examination with my approval.

Supervisor: MR. Wauyo Fredrik

(Dean of Information Technology)

Signature: ..........................................................

Date: ..................................................................

iii
 DEDICATION

I dedicate this work to my father and mother, Joseph Mulako and Betty Matuka Mulako, to
the rest of my family for having guided me to this point of achievement in my life; my
friends who made this possible and my Jesus family that supported me through prayer and
words of encouragement.

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 ACKNOWLEDGEMENT

My utmost gratitude goes out to the Lord for the protection, provision and discernment He

gave to me during the period of research.

This task would not have been complete without the guidance and academic support of my

supervisor Mr. Wauyo Fredrik, Bwire Felix, Dr. Nambale Moses.

I thank all the staff of LivingStone International University, both past and present for the

encouragement and the faith they have had in me.

I would also like to acknowledge my mentors Katie Allen, Carol Bowland, Laura and

Professor Philip Shero for having faith in me.

Furthermore, I would like to acknowledge my colleagues, in particular my class mates for

the team work they demonstrated during this journey.

Sincere appreciation goes to the authors, respondents, and various institutions, for their

cooperation, knowledge, and experience shared.

Finally, I acknowledge the role played by my family, especially my father, Mulako for the

financial support. And my friend Manna Eid, for her support, encouragement, helping me

and among others.

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 Table of Content
Declaration ---------------------------------------------------------------------------------------------------- ii

Approval ------------------------------------------------------------------------------------------------------ iii

Dedication ---------------------------------------------------------------------------------------------------- iv

Acknowledgement ------------------------------------------------------------------------------------------- v

List of Figures------------------------------------------------------------------------------------------------ xi

List of Acronyms’ ------------------------------------------------------------------------------------------ xii

CHAPTER ONE: INTRODUCTION --------------------------------------------------------------------- 2

1.0 Introduction -------------------------------------------------------------------------------------------- 2

1.1 Background of the Study ----------------------------------------------------------------------------- 2

1.1.1. Historical perspective ------------------------------------------------------------------------------ 4

1.1.2 Conceptual Perspective ---------------------------------------------------------------------------- 3

1.1.3 Theoretical Perspective ---------------------------------------------------------------------------- 5

1.1.4 Contextual perspective -------------------------------------------------------------------------------------- 5

1.2 Statement of the Problem ---------------------------------------------------------------------------- 6

1.3 Purpose of the Study ---------------------------------------------------------------------------------- 6

1.4 General Objective ------------------------------------------------------------------------------------- 7

1.4.1 Objectives of the study ---------------------------------------------------------------------------- 7

1.5 Research Questions ----------------------------------------------------------------------------------- 7

1.6 The Scope of the Study ------------------------------------------------------------------------------- 7

1.7 Significance of the Study ------------------------------------------------------------------- 8

1.8 Conceptual Framework ------------------------------------------------------------------------------- 9

1.9 Definition of Operational Terms -------------------------------------------------------------------10

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CHAPTER TWO: LITERATURE REVIEW ---------------------------------------------------- 11
2.0 Introduction --------------------------------------------------------------------------------- 11
2.1 Introduction --------------------------------------------------------------------------------- 11
2.2 Theoretical Under-pinning of the Study. ------------------------------------------------ 11
2.3 Computerized Data Collection on Maintenance of Student Records --------------- 12
2.4 Computerized Information Protection on Student Record. --------------------------- 12
2.5 Computerized Record/Data Management on Maintenance of Student Record. --- 13
2.6 Summary / Conclusion -------------------------------------------------------------------- 15
CHAPTER THREE: METHODOLOGY ------------------------------------------------------------------------ 17
3.0 Introduction----------------------------------------------------------------------------------------------- 17
3.1 Research Design----------------------------------------------------------------------------------------- 17
3.2. Population of the Study. ---------------------------------------------------------------------------------------- 18
3.2 Sample Size ---------------------------------------------------------------------------------------------- 19
3.3 Sampling Method --------------------------------------------------------------------------------------- 20
3.4 Data collection ------------------------------------------------------------------------------------------- 20
3.5 Procedure of the Study--------------------------------------------------------------------------------- 21
3.6 Data Analysis -------------------------------------------------------------------------------------------- 22
3.7 Limitation of the Study -------------------------------------------------------------------------------- 23
3.8 Ethical consideration ----------------------------------------------------------------------------------- 23
CHAPTER FOUR: PRESENTATION, ANALYSIS AND DISCUSSION OF RESEARCH
FINDINGS -------------------------------------------------------------------------------------------------------------- 24
4.0 Introduction----------------------------------------------------------------------------------------------- 24
4.1 Objectives ------------------------------------------------------------------------------------------------- 24
4.1.1 Response Rate ------------------------------------------------------------------------------------------- 24
4.2 Background information or Biographical Data -------------------------------------------------- 25
4.2.1 Gender of Respondent --------------------------------------------------------------------------------- 26
4.2.2 Age of Respondent ------------------------------------------------------------------------------------- 26
4.2.3 QUALIFICATION ------------------------------------------------------------------------------------- 27
4.2.4 Marital Status of Respondents ----------------------------------------------------------------------- 28
4.2.5 Duration of Working Experience of the Respondents------------------------------------------ 29
4.2.6 Occupation of Respondents--------------------------------------------------------------------------- 29
4.3 Computerized Data Collection on Maintenance of Student Records ----------------------- 30
4.4 Computerized Information Protection (MIS) on Maintenance Student Records -------- 34

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4.5 Computerized Records Management on Maintenance of Student Records’. ------------- 38
4.6 SYSTEM DESIGN AND IMPLEMENTATION ----------------------------------------------- 43
4.6.1 System Requirements ---------------------------------------------------------------------------------- 43
4.6.2 How the System Works-------------------------------------------------------------------------------- 44
4.6.3 Limitation of Student Record Processing --------------------------------------------------------- 44
4.6.4 How the Information was stored -------------------------------------------------------------------- 45
4.6.5 Problems encountered in the storage of customers and during Data collection ---------- 45
4.6.5.1 Problems Encountered During System Design -------------------------------------------------- 45
4.6.6 Benefits of the proposed system --------------------------------------------------------------------- 46
4.7 SYSTEM DESIGN ------------------------------------------------------------------------------------- 46
4.7.1 System Design ------------------------------------------------------------------------------------------- 46
4.7.2 DATA FLOW DIAGRAM. -------------------------------------------------------------------------- 46
4.7.3 DETAILED FLOW GRAPH------------------------------------------------------------------------- 47
4.7.4 DETAILED FLOW GRAPH------------------------------------------------------------------------- 48
4.7.3.1 STUDENT: ----------------------------------------------------------------------------------------------- 53
4.7.3.2 GRADE:--------------------------------------------------------------------------------------------------- 54
4.7.3.3 FACULTY------------------------------------------------------------------------------------------------ 54
4.8 FUNCTIONAL REQUIREMENTS ---------------------------------------------------------------- 55
4.8.1 NON- FUNCTIONAL REQUIREMENTS ------------------------------------------------------- 55
4.8.1.1 Performance Requirements: -------------------------------------------------------------------------- 56
4.8.1.2 Safety Requirements: ---------------------------------------------------------------------------------- 56
4.8.1.3 Security Requirements: -------------------------------------------------------------------------------- 56
4.8.1.4 Student Record Management System Design ---------------------------------------------------- 57
4.9 IMPLEMENTATION, TESTING, AND VALIDATION ------------------------------------ 61
4.9.1 System Testing and Validation ---------------------------------------------------------------------- 61
4.9.2 System Testing ------------------------------------------------------------------------------------------ 61
4.9.3 System Validation -------------------------------------------------------------------------------------- 61
4.10 PRESENTATION AND EXPLANATION OF THE SCREEN SHOTS ------------------ 62
4.10.1 HOME PAGE -------------------------------------------------------------------------------------------- 62
4.10.2 Screenshot of Department----------------------------------------------------------------------------- 62
4.10.3 Screenshot of Faculty ---------------------------------------------------------------------------------------- 63
CHAPTER FIVE: DISCUSSION OF FINDINGS, CONCLUSION AND
RECOMMENDATION ----------------------------------------------------------------------------- 66

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5.0 Introduction --------------------------------------------------------------------------------- 66
5.1 Discussions of the Findings --------------------------------------------------------------- 66
5.2 Computerized Data Collection and Student Records---------------------------------- 66
5.3 Computerized Information Protection and Student Records ------------------------- 67
5.4 Computerized Information Management and Student Records ---------------------- 67
5.5 Conclusion----------------------------------------------------------------------------------- 68
5.5.1 Efficiency and profitability --------------------------------------------------------------- 68
5.5.2 Manpower ----------------------------------------------------------------------------------- 69
5.5.3 Accuracy ------------------------------------------------------------------------------------- 69
5.5.4 Limitations ---------------------------------------------------------------------------------- 69
5.6 Recommendation --------------------------------------------------------------------------- 70
6.0 References ------------------------------------------------------------------------------------- I
Appendix I---------------------------------------------------------------------------------------------IV
Appendix II -------------------------------------------------------------------------------------------VII
Appendix III: ------------------------------------------------------------------------------------------XI

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 List of Tables

TABLE 1: POPULATION SAMPLE ............................................................................................ 19

TABLE 4.1.1 RESPONSE RATE ............................................................................................... 24
TABLE 4.2 DEMOGRAPHIC SEX OF RESPONDENTS ................................................................ 26
TABLE 4.3 DEMOGRAPHIC AGE OF RESPONDENT ................................................................. 26
TABLE 4.4 DEMOGRAPHIC QUALIFICATIONS OF RESPONDENTS ........................................... 27
TABLE 4.5 DEMOGRAPHIC MARITAL STATUS ....................................................................... 28
TABLE 4.6 DEMOGRAPHIC DATA OF RESPONDENTS ............................................................ 29
TABLE 4.8 COMPUTERIZED DATA COLLECTION .................................................................... 30
TABLE 4.8.1 REGRESSION OF COMPUTERIZED DATA COLLECTION ON STUDENT RECORDS. 34
TABLE 4.9 COMPUTERIZED INFORMATION PROTECTIONS ..................................................... 34
TABLE 4.9.1 REGRESSION OF INFORMATION SECURITY ........................................................ 37
TABLE 4.10 COMPUTERIZED RECORD MANAGEMENT ........................................................... 38
TABLE 4.10.1 REGRESSION OF RECORDS MANAGEMENT ..................................................... 40
TABLE 4.11 STUDENT RECORDS ........................................................................................... 40
TABLE 4.5.1 SYSTEM REQUIREMENT .................................................................................... 43
TABLE 4.6.5.7 PHYSICAL DATABASE DESIGN ....................................................................... 58

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 List of Figures

FIGURE 1 CONCEPTUAL FRAME WORK ..................................................................................... 9

FIGURE 2.1 RESEARCH DESIGN ............................................................................................. 18
FIGURE 4.1 DATA FLOW DIAGRAM ....................................................................................... 47
FIGURE 4.2 DATA FLOW DIAGRAMS ..................................................................................... 51
FIGURE 4.4 HOME PAGE........................................................................................................ 62
FIGURE 4.5 DEPARTMENT ..................................................................................................... 63
FIGURE 4.6 FACULTY ............................................................................................................ 63
FIGURE 4.7 GRADES / RESULT............................................................................................... 64
FIGURE 4.8 STUDENT ............................................................................................................ 65
FIGURE 4.9 COURSE .............................................................................................................. 65

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 List of Acronyms’

LIU.................................................................... Livingstone International University

SRMS................................................................ Student Records Management System.
NCHE............................................................. National Council for Higher Education.
HEI’s........................................................ ..... Higher Education Institutions.
ACRS.............................................................. Archives and Corporate Records Services
JISC..................................................................... Joint Information Systems Committee
MSRS.................................................................. Management Student Records System.
DBMS.............................................................. ... Database Management System
CDC.....................................................................Computerized Data Collection
CIP..............................................................................Computerized Information Protection

CIM ...................................................................Computerized Information Management

xii
 ABSTRACT

This study aimed at establishing, improvement of Student Records Management System

in Livingstone International University. Specifically, this study required to find the data

collection of student records in Livingstone International University, to improve on the

impact of information protection of student records, and finally, it was done to establish

the improvement of computerized information management of student Records In

Livingstone international University. The study adopted a descriptive design, with a

population of 42, a sample size of 37, sampling methods such as cluster sampling, and

Systematic Probabilistic data collection. The data collected was analyzed using SPSS and

Excel Software. The finding shows that data collection at Livingstone currently uses

manual that is to say form filling, verbal and later kept manually or in files,but they are

planning to buy a software for future. The researcher suggests that further research should

be conducted in departments at Livingstone since students collect different information

and stored in places such as recruitment and among others.

xii
 CHAPTER ONE: INTRODUCTION

The study aimed at improving the student management records in Livingstone International

University Mbale Uganda.

1.0 Introduction

This section outlines Background of the Study, Statement of the Problem, Purpose of the

Study, Objectives of the Study, Research Questions, the Scope of the Study, Significance

of the Study, Conceptual Framework, and Definition of Operation Terms.

1.1 Background of the Study

Livingstone international university was opened on a leased campus near the center of

Mbale, Uganda, approximately 250 kilometers (160 miles), by road, northeast of Kampala,

the capital and largest city in the country Livingstone International University plans to

occupy this leased campus for a period of up to three years while simultaneously

constructing a permanent campus. Fifty-six acres of land have already been purchased just

outside of Mbale municipality on the main road that goes west toward Kampala. A campus

master plan has been developed, and fund-raising is taking place for eventual construction

of LIU's permanent campus on this site.

Livingstone International University Strategic Plan 2009-2014 was completed December

19, 2007 and submitted to the Uganda National Council for Higher Education (NCHE)

with the goal of being chartered as a fully accredited university by the Uganda government.

The first step in this process was accomplished December 19, 2008 when the NCHE issued

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to Livingstone International University a Letter of Provisional Authority. This allowed

Livingstone International University to begin buying property, prepare curricula, hire

faculty and staff and set up banking and other business tasks. Livingstone International

University received its Provisional License from the NCHE in March, 2011. This prepared

the way for the first student intake in January, 2012. Currently Livingstone International

University is working under the guidance of the NCHE toward qualifying for a full

university charter.

In Livingstone international University Campus, information of management for student

records are recorded every semester, and at the end of the year, the summary is done. The

recording is done by the secretary, registrar and recruitment office. Most eastern

universities manage the student records, Livingstone international university with the latest

Technology/advanced Technology, still use paper based methods during recording whereby

it takes long hours just to capture one’s information from paper into system and yet they

have daily activities to do (Bonetti, 2000). And the students sometimes are counted using

the registered students or counting; this system is characterized by manual form filling to

get bio-data of the students, and later transfer of the information from manual data, capture

forms to computerized datasheets, therefore, it has led to an excessive number of mistakes

to the final displacement of some student’s forms hence leading to confusion at the time of

comparing the results. The main advantage of paper based systems is that papers are easily

human auditable and storage and can be stored properly without the virus affecting them,

according (Henry, 1988). However the disadvantages overweighs the disadvantage as, for

instance the need to print the record of the student when it is in paper system, it slows the

system, inflexible.

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Over the past semesters, there have been a number of student observers who have

suggested management organizations should introduce electronic capturing, storing at

academic department or recruitment department. This will simplify on capturing and

storing of data for a long period of time

1.1.1. Historical perspective

The student records management system is the SRMS that will hold the business in its goal

to a paperless office environment. From the acronym itself, the SRMS is that management

process that will protect information and data to ensure that all the records and the files in

the system database of the business organization is protected and easily accessed by users

in the framework. In the shortest definition of the automated records management system,

it is simply that process that is employed by the organization in the maintenance of records

and files from the very moment that they arrive to the business or were created by the

enterprise up to the period when they will be deemed ready for eradication and deletion

from the archived or active databases. The records handled by the student records

management system may come in tangible forms that will be translated to digital formats

with the use of the latest technologies in the market.

According to Muhenda &Lwanga (2000) noted that Student record used for storing large

database or knowledge base. It can be used for knowing the current status of any aspect of

the business due to its on-line real time processing capability. As governance issues take

center stage in the management of Educational Institutions, the management of students’

records becomes imperative in the improvement of services offered in Higher Educational

4
Institutions (HEI’s) in Uganda. Proper records management underpins policy formulation,

decision making, protects interests of organization, and protects rights of employers and

students in addition to helping Institutions conduct business and deliver services in a

consistent and equitable manner. There are five Areas for student Records Management

System which includes:

 The student records management system will affect in its inception to the business

organization. Such as the system will work in the active records section. This mean

that it can give you access and help you manage the most current documents and

data that the operations are handling.

 The second sector would be the data protection and jumping, which is the area that

will ensure all the files are properly filed and archived for record keeping purposes.

In time, the next area and sector would be the determination of destruction of the

documents in a secured manner that will ensure that all of the data from the files

will still be kept secret and confidential.

 The other sections would be the records management area and the document

management and imaging.

The student records management system will give the business organization streamlined

operations that will reduce paper based transactions to the bare minimum. Simply, the

automated records management system is a method that will do all the filing and

management of documents for the organization.

According to King’s college London defined Student Records as a web-based service that

allows Students to manage their personal information and academic administrative staff to

view student information and perform student administration tasks.

2
1.1.2 Conceptual Perspective

In 1997 the Joint Information Systems Committee (JISC) commissioned a Study of the

archival records of British universities (Elizabeth Parker and Christine Smith, Oct 1997).

The study found (p.15) that the greatest volume of institutional records deposited in

university archives, in equal quantities to governance records, was student records. This

report thus brought into focus the huge storage implications for all universities, including

King’s College, which traditionally has taken the paper “student record” into its archives

for permanent retention.

Accord to king’s college explained that “student record” was identified as particularly

containing a vast array of materials with large variation between Schools as to what was

being held. The Archives and Corporate Records Services (ACRS) undertook preliminary

costings associated with various options for retention and media conversion and it was

evident that the current general practice of retaining all documentation was not sustainable.

3. A working group was then established (in early 2003) to determine whether it would be

possible to control costs associated with archiving through an evaluation of what should be

kept. The working group tentatively identified the core information which should be kept,

but agreed that a thorough survey was required to support its conclusions.

According to (Sauer 1993 ) argued that some people will see them as an expense, others as

a solution, a control mechanism, a threat to the quality of working life or even as a

technical problem in 1993. The diverse perceptions of the Information system resulted in a

huge differences in the definitions of IS that are available. Lucas (1995) describes an

3
information system as helping to control operations in an organization, whilst Laudon &

Laudon (2002) defines it technically as a set of interrelated components that collect (or

retrieve), process, store, and distribute information to support decision making,

coordination, and control in an organization. Information systems are seen as a strategic

resource within the organization, that is, they have an important impact on key operations

which determine the livelihood of the organization (Martin, 1992). Student information

system literally means the general information systems for maintaining and providing

student information. It exists in all the schools, colleges, universities and any other

education institutions. However, those information systems vary. Some of them are paper

based; heavily manual work is involved in managing and maintaining information such as

student personal records files. However, recently, most schools, even down to the very

smallest, utilize computers in some way or another. The uses to which the computers are

put vary enormously, ranging from word processing and spreadsheet through to worldwide

on-line access, complicated user access permission system and vast functionalities.

According Safarzade &Mansoori; (2009) student record management system refers to as

the assembly of several subsystems based on the databases in the organization. These

subsystems range from data collection, transaction processing and validating, processing,

analyzing and storing the information in databases. MIS is a system which receives data

from different units and produces information and provides managers in all levels with

relative, just-in-time, precise and uniform information for decision-making and

MohdEhmer Khan and Farmeena Khan; (2011) (Information and Knowledge and

Management www.iiste.org ISSN 2224-5758 (Paper) ISSN 2224-896X (Online) Vol 1,

No.2 ) defined management information system as an integrated, uniform method for

4
collecting and reporting information about a particular program, event or activity.

According to King’s college London (2006 ) defined Student Records as a based service

that allows students to manage their personal information, academic and administrative

staff to view student information and perform student administration tasks.

1.1.3 Theoretical Perspective

According to Jonelle (2002) noted that management information system is vital in assisting

executives and the general workforce in performing any tasks related to the processing of

information and Satyanaraya (2009) said that , management information system in

maintenance student records in university helps to provide accurate and timely information

necessary to facilitate the decision-making process and enable the organizations planning,

control, and operational functions to be carried out effectively.

1.1.4 Contextual perspective

Student records management system (SRMS) is basically concerned with the process of

collecting, processing, storing and transmitting relevant information to support the

management operations in any organizations. it is “the application of systematic and

scientific control to all the recorded information that a University needs to do business.

Poor record management results in difficulties in administering, planning and monitoring

an education system. In fact, poor records management and the lack of staff development

along the entire information cycle are responsible for problems with management and

policy implementation in University.

5
Although different methods or systems can be used to bring about efficient records

management, there are some basic rules that must be respected. So as to manage any

information well, it is vital initially to determine its characteristics and functions. This is

important, because the way in which records (which contain the information) are arranged

depends on the type of information they contain.

1.2 Statement of the Problem

Management student Record system (MSRS) is the process of collecting, processing, and

storing transmitting relevant information to support the management operations in any

organizations. Where it helps to provide accurate and timely information necessary to

facilitate the decision-making process and enable the organizations planning, control, and

operational functions to be carried out effectively. However, at Livingstone international

University has technology, but accessing Students records in Livingstone international

university has always been problematic for example Cases of delayed marks, incorrect

grades, delays in issuing academic awards have all been too common therefore findings

will reveal poor records management as the biggest problem facing Universities especially

Livingstone.

1.3 Purpose of the Study

The purpose of the study is to establish the impact of management information system on

maintenance of student records in University.

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 1.4 General Objective

To develop student information system to overcome the problem of paper work in the

university as stated above.

1.4.1 Objectives of the study

The study will base on the following objectives;

i. Impact of computerized data collection on maintenance of student records in Livingstone

international university.

ii. Impact of computerized information protection (MIS) on maintenance student records

iii. Impact of computerized records management (MIS) on maintenance of student records’.

1.5 Research Questions

The study will be guided with the following research questions

i. What is the impact of computerized data collection on maintenance of student records in

University?

ii. What is the impact of computerized information protection (MIS) on student records?

iii. What is the impact of computerized records management on maintenance of student

records?

1.6 The Scope of the Study

The proposed system is intended to manage specific information of students such as

personal details, course details, faculty details, department details and exam details etc. It is

7
not Student Information Management System which has a broader application. It is only a
part of Student Information Management System.

This project/research when completed will provide comprehensive Student information

System for Academic department of Livingstone International University. The system
should be able to capture, validate, sort, classify, calculate, summarize, store, retrieve,
reproduce and communicate operational data. Student information System will store
semester details, course details, department details and all the details of students including
their background information, educational qualifications and personal details etc.
The proposed system will have the following features:

Login module: Login module will help in authentication of user accounts. Users who have
valid login id and password can only login into their respective accounts;

Search module: This model allows one to search for a Particular student or group of
students using search criteria such as name of student, Index number, course code among
others;

Registration Module and Account Management: This module will help the student get
registered from anywhere if internet is present .This module will really simplify the task of
the manual registration.

User Management: This module will help the registrar in enabling/disabling a user

1.7 Significance of the Study

The findings on impact of management information system in maintenance of student

records would help to provide; accurate and on timely information to the student instead of

taking time to sort/ crosschecking in papers by the registrar, it helps Academic registrar to

8
deliver the information to the student on line without frequently visiting in his/ her office to

access the information hence the Significance of the study.

1.8 Conceptual Framework

Independent Variable Dependent variable

Management Information Student Records

System
Data collection Personal information
Information protection Academics
Records Management Administrative staff

ModeratingVariables
Cultural
Human
Organizational

Explanation

Figure 1 conceptual frame work

In this study, management information system was the independent variables and the

constructs under this variable included information/ data, information protection and

management.

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On the other hand student record was the dependent variable whose constructs include

personal information, Academics, data. Under Ideal conditions, the constructs under

management information system should translate into appropriate maintenance of student

records, however ideal conditions were rare and this could be as a result of a host of

intervening variables that included cultural, human, and organizational and among others.

The discussion of the findings of the study based on conceptualization of these variables on

the study.

1.9 Definition of Operational Terms

Student information system literally means the general information systems for maintaining

and providing student information. It exists in all the schools, colleges, universities and any

other education institutions. However, those information systems vary. Some of them are

paper based; heavily manual work is involved in managing and maintaining information

such as student personal records files. However, recently, most schools, even down to the

very smallest, utilize computers in some way or another. The uses to which the computers

are put vary enormously, ranging from word processing and spreadsheet through to

worldwide on-line access, complicated user access permission system and vast

functionalities. SRMS can be defined as a system providing management with accurate and

timely information necessary to facilitate the decision-making process and enable the

organizations planning, control, and operational functions to be carried out effectively.

Student Records as a based service that allows students to manage their personal

information, academic and administrative staff to view student information and perform

student administration tasks.

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 CHAPTER TWO: LITERATURE REVIEW

2.0 Introduction

This chapter presented/outlined the sections in this chapter that is to say Introduction,

Theoretical underpinning of the study, and literature review of computerized data

collection and student record, information protection and on student records, and record

management on the student records.

2.1 Introduction

This section presents a review of related literature to the study of management information

system and student records: the review has been done in accordance with the research

objectives which are impact of computerized data collection on maintenance of student

record, computerized information protection on student record and computerized record

management in maintenance of student records in Livingstone international university.

2.2 Theoretical Under-pinning of the Study.

According to the university of Florida (2012) explained that a student is an individual who

is registered for a university credit course or program. A student record, also known as an

education record, contains information directly related to a student, which means that the

record is personally identifiable. Personal identifiers that relate a record to a student

include student name, student ID/social security number, student address, parent/family

member names, and a list of personal characteristics. Student records are

11
Maintained in multiple media including handwriting, print, computer’s main memory,

magnetic tape, cassette, disk or CD. Student records may be presented by the student,

submitted on behalf of the student, or created by the University. These records are used to

assist offices in their support of basic institutional objectives and to document student

progress and achievement in the educational process of the University.

2.3 Computerized Data Collection on Maintenance of Student Records

According to Sharapova (2014) noted that systematic literature review was employed as

follows:

(1) A variety of combinations of search strings were applied to selected scientific databases

and search engines. The search string matrix was developing continually throughout the

review process.

(2) Papers pre-selected on the basis of their title and abstract were downloaded to the

citation manager, together with their full text

(3) All duplicates, multiple entries and irrelevant papers were removed; remaining papers

were scanned for the information of interest.

(4) When a relevant document was cited that had not been previously identified by

database queries, it was downloaded.

2.4 Computerized Information Protection on Student Record.

According to kyobe, South African university (2009) explained that computerized

Information security issues (e.g. access to information, cyber-crime, privacy, and virus

Attacks, and commercial data mining) are of major concern in academia today Myler and

Broadbent (2006). According to Wamukoya and Mutual (2005) noted that poor security

12
and confidentiality controls have been identified as major factors contributing to the failure

of capturing and preservation of electronic records in eastern and southern African

institutions of education. Chinyemba and Ngulube (2005) found that 89% of the academics

surveyed at the University of KwaZulu-Natal did not adequately protect and secure their

electronic records. Jones and Soltren (2005) found that 58% of the students surveyed were

not concerned at all about risks to privacy on social network systems. However, little

protection of the information of student records is not serious because other students access

the information about other students or colleagues without permission hence the need for

proper protection for the student records well

2.5 Computerized Record/Data Management on Maintenance of Student Record.

According to student records manual prepared by University of South Florida (office of the
registrar) the creation and maintenance of records relating to the students of an institution
are essential to:
Managing the relationship between the institution and the student;
Providing support and other services and facilities to the student;
Controlling the student’s academic progress and measuring their achievement, both
at the institution and subsequently;
Providing support to the student after they leave the institution. In addition, student
records contain data which the institution can aggregate and analyze to inform
future strategy, planning and service provision. A student is an individual who is
registered for university credit course or program. A student record/data contains
information directly related to a student, which means that the record is personally
identifiable. Personal identifiers that relate record to a student include student name,
student ID, student address, parent/family member names, and a list of personal
characteristics. Student records could be maintained in multiple media including
handwriting, print, microfilm/fiche, computer’s main memory, magnetic tape,
cassette, disk or diskette. Student records/data may be presented by the student,
13
 submitted on behalf of the student, or created by the University. These records are
used to assist offices in their support of basic institutional objectives and to
document student progress and achievement in the educational process of the
University. Educational institutions and agencies are required to conform to fair
information practices. This means that persons who are subjects of data systems
(i.e., students at an institution) must:
Be informed of the existence of such systems
Have identified for them what data about them are on record,
Be given assurances that such data are used only for intended purposes
Be given the opportunity to request an amendment or correction to their record and
Be certain that those responsible for data systems take reasonable precautions to
prevent misuse of the data.
According to Allen (1989) analyzed some studies undertaken to analyze patron’s response

to using bibliographic databases on CD-ROM in academic libraries and found that patrons

prefer CD-ROM to comparable printed reference tools. Lombardo and Condic (2000) set

out to determine user acceptance of the On-line Public Access Catalogue (OPAC) and

found that users overwhelmingly preferred the OPAC and found it easy to use. Similarly,

Isman (2004) found that students in Eastern Mediterranean University have very positive

attitude towards Internet use; just as Allen (1997) found that the students surveyed were

receptive towards electronic information resources while the internet was their most used

of these resources available to them. Even Idowu (1997) found that the Nigerian university

librarians have a positive disposition towards the computerized systems.

On the other hand computerized records management may be defined as that part of

records management that deals with records in electronic form. According to Johnston and

Bowen (2005) computerized record management includes 'the creation, use, maintenance

and disposal of electronically created records for the purposes of providing evidence of

14
business activities'. Archivists’ emphasis that the term 'record' does not simply refer to a

collection of data, but to a product or an event. It is a specific type of information reflecting

and providing evidence of business processes or individual activities (Bantin 2001)

On the other hand according to Scottish Government of Scotland(2008) noted that

computerized records management is the process of managing records throughout their life

cycle, from their creation, usage, maintenance and storage to their ultimate destruction or

permanent preservation. According to Muhenda (2000) Proper records management

underpins policy formulation, decision making, protects interests of organization, and

protects rights of employers and students in addition to helping Institutions conduct

business and deliver services in a consistent and equitable manner. Little is yet known

about the management of computerized records management and compliance with

electronic communication regulations by academics and students in Livingstone

international university.

2.6 Summary / Conclusion

Finally, since the data generated in day to day transactions by School of information
Technology. Formal according to the registrar, it is worthwhile and full to develop strong
student information management system for the school to hold the large amount of data
that is generated. The proposed system, SIMS, should be able to stand the test of time
because student records should be kept as long as is necessary to:
 Fulfill and discharge the contractual obligations established between the institution
and the student, including the completion of any non-academic disciplinary action;
 Provides information on the academic career and achievements of the student to
employers, licensing/regulatory bodies and other organizations, as well as to the
student as part of their lifelong learning record. The information gathered whilst
reviewing existing.

15
Literature on student information management system has been very useful in the
development of the proposed system. The project when completed will provide an efficient
way to store and organize data than spreadsheet. It will also serve as a centralized facility
that can easily be modified and quickly shared among multiple users. The proposed system
will have a well-designed interface that allows users to interact with the system. Therefore
the study from different countries and nations explained management information system
on student record has helped in improving and providing efficient information and timely
to the information needed to all the student and administration and when comes to
Livingstone international university has always been problematic for example Cases of lost
marks, incorrect grades, delays in issuing academic awards have all been too common
therefore findings will reveal poor records management as the biggest problem facing
Universities especially Livingstone.

16
 CHAPTER THREE: METHODOLOGY

3.0 Introduction

This chapter presents the methodology that the study employed and they included Research

design, Population of the study, Sample size, Sampling methods, Data collections method,

the procedure of the study, Data analysis, Limitation of the study, and ethical issue that are

under the consideration.

3.1 Research Design

The study will be a case study design and descriptive design in which both quantitative and

qualitative approaches will be used. Descriptive design will be used to describe the

phenomenon. Therefore, since the present study seeks to describe the impact of

management information system on maintenance of student records in universities,

descriptive design will be appropriate for the study , and this will involve the examination

of available documents, conducting interviews, observation of the current system, and

administering questionnaires to different categories of the people as shown in the sample

size. Examination documents and research will be carried out for clarity and verification of

facts to be collected and information about existing systems an associated problems avenue

like reference books, journals and the internet. The design phase will be carried out as

illustrated by the diagram below;

17
 Requirement identification and analysis

Design of the system

Implementation of the system

System Testing and Validating

Figure 2.1 Research Design

3.2. Population of the Study.

The population of the study targeted the population of total number of forty two (42)

people where they included as below:

Top administrator = 3 (Three) people

Student leaders = 15 (sixteen) people
Lecturers =12 (nine people
Assistant administrator = 6(five) people.
Administrator = 6(five) people
Total of population=42(forty Two) people

18
 3.2 Sample Size

The study used the Slovene formulae method to determine the sample size of the study and

it will be determined as illustrated below. Slovene formulae is given by n=N/1+Ne2.

Where n= means sample size

N= means Population, e= means sampling error constant (0.05).

Therefore , using the population of the study and the Slovene formulae , the sample size of

the study will be determined as illustrated below by substituting the population into the

Slovene formulae, ņ=N/1+Ne2, Where N=42, e=0.05.

Therefore n=42/1+42*(0.05*0.05)

42/1+42(0.0025)

42/1+0.13

42/1.13

=37.

Therefore n=37

Table 1: population Sample

Category Population Sample size

Top administration 3 2

Student leaders 15 13

Lecturers 12 11

Assistant Administrator 6 5

19
Administrators 6 5

Total 42 36

3.3 Sampling Method

The study used sampling techniques which include cluster sampling that will be used in

collection of the information from the lecturers, systematic probabilistic method where the

list of different respondents will be selected for example non-teaching administrators,

student leaders and purposive non probabilistic method will also be used in the collection

of the information where the selected people or respondents will be selected such as top

administrator, because these are the people who will be having the information needed in

the research (people controlling and managing the information)

3.4 Data collection

The aim of this study was to determine whether academics and students manage electronic

records effectively. The study employed multiple techniques to capture data/ manage the

records or data that is to say both quantitative and qualitative which included a

questionnaire and interview methods where the top administrators, lecturers, non-teaching

administrators, case study was used on student leaders and also lecturers. This ensured

triangulation and verification of the findings. A (closed structured) questionnaire was used

as the primary instrument for the collection of data from academics and students (according

to Kothari, 2004).

20
Interview is a powerful tool for data gathering since it allows the interviewer to probe and

clarify a number of issues. Face to face Interview was used to interact with the deputy vice

chancellor of academic Affairs and users of the proposed system to obtain the data required

for student information system in Livingstone International University.

3.5 Procedure of the Study

The study was done in Livingstone international university in Mbale Uganda, when the

proposal was approved, the researcher got a letter of introduction to the organization where

the researcher was allowed to carry out research , then I designed the instruments of data

collection that tested the reliability and validity of the research, then the researcher

collected data by use of questionnaire, observation guides, the questionnaire technique used

the Pearson formulae for testing the validity and reliability of the information where the

validity of the instrument was given by a formulae = CVI = VR+R/Total, where the

VR=15, V=15, and Total = 33

Therefore:

CVR = (15+15)/33

CVR = 0.909 (90.9%)

Therefore the questionnaire designed for research was allowed to be used because it was
tested for validity and shows the results of 90.9% hence allowed and determined the final
research report. And the reliability of the study was computed as follows
R= ∑xy-(∑x∑y)/N

( ∑x2-(∑x2)/N))(∑y2)(∑y2)/N

21
Therefore R= reliability, xy = 190, X = 54, Y = 52, X2= 200, Y2=184.

THUS reliability ((184 – 54*52)/30) / (200-542/30)(184 – 522/30)

90.4

(102.8)*(93.867)

Therefore reliability = 0.92027

However, since we are using split half method, the r obtained is half of the expected value.

Spearman’s correction formula is given by; r = 2rhh, so by substation;

1+rhh

r = (2*0.92027) / (1+0.92027)

= 0.9584

So reliability = 0.95

3.6 Data Analysis

The study will use both quantitative and qualitative techniques, therefore the thematic data

will be carried out due to the interview, editing of the information and the information will

be in theme formats out of the information collected. The quantitative technique will use

the descriptive method where there will be the calculation of the mean, modes, modes,

median variance and standard deviations that will help to determine the statistics in the

collection of the information.

22
3.7 Limitation of the Study

The study was affected with many problems like delay to respond to the letter of

introduction of the researcher, delay to fill the questionnaires, hard to meet the top

management people due to busy schedules, hard for the respondents to give right

information due to fear to lose their jobs and among others.

The study has a problem of the new staffs who were still learning what happens at the

university hence the information expected was not the exact information given hence

affected the study of the research the data will involve the non-teaching staff were by the

time of research may have recruited new administrators will not be having the information

needed in research hence a limitation to the study.

3.8 Ethical consideration

The study will observe the security consent of the respondents, have freedom to move out

for exercise without crush, and names of identity will not be disclosed, and also there will

be no use of personal opinion and harming of respondents will not exist, therefore the study

will be strictly for academic purposes only.

23
 CHAPTER FOUR: PRESENTATION, ANALYSIS AND DISCUSSION OF
RESEARCH FINDINGS

4.0 Introduction

This chapter deals with the presentation and interpretation of the findings of the study
which done in relation to the reviewed literature and regards to specific objectives.

4.1 Objectives

iv. Impact of computerized data collection on maintenance of student records in Livingstone

international university.

v. Impact of computerized information protection (MIS) on maintenance student records

vi. Impact of computerized records management (MIS) on maintenance of student records’.

The findings are presented with the help of tables for purposes of easier understanding,

clarity and interpretation.

4.1.1 Response Rate

The response rate from the research shows that they were 36 respondents that where

targeted for the research, 35 people were needed to fill the questionnaire and only one was

needed to be interviewed and it was done as shown below

Table 4.1.1 Response Rate

Category Population Sample Actual percentage of Percentage Actual Percen
size (questionnaire ) percentage tage
of
interviews

Top administration 3 2 1 50% 1 50%

Student leaders 15 13 13 100%

Lecturers 12 11 11 100%

24
Assistant Administrator 6 5 5 100%

Administrators 6 5 5 100%

Total 42 36 36 100%

Source: Primary Data (2016)

The study targeted 36 respondents from Livingstone International University in Mbale

Uganda, Top administration, student leaders, Lecturers, Non-Teaching staff. The response

rate was 100% from the targeted respondents. The questionnaires that were sent to the

respondents all of them were returned as far as the attrition percentage is concerned this

was 100% response rate. Therefore, this implies that when the response rate is above 80%

is relevant according to Jack E. Fincham,

4.2 Background information or Biographical Data

The analysis of data, interpretation was analyzed by SPSS software that stands for

Statistical package for the Social Sciences (SPSS), therefore I preferred SPSS because of

the advantages even though ,it has disadvantages such as menu, syntax and terminology

differ across applications, much more functionality than one typically requires, and lag

between new versions and existing documentation, therefore the advantages overweighs the

dis advantages hence the choice and the following are the advantages of SPSS.

o It reduce/eliminate errors in calculation

o It helps in data management such as add variables and observations, recode

variables and among others.

o Its graphic utilities

o It is faster, more efficient

25
 o It allows multiple users to work with the same data file.

4.2.1 Gender of Respondent

The study had both gender represented in varying proportions as shown in Table 4.1

below.

Table 4.2 Demographic Sex of Respondents

Sex Frequency Percent Valid Percent Cumulative
Percent
Male 21 60.0 60.0 60.0
Valid Female 14 40.0 40.0 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.1, it was found out that 60% (21/35) of the respondents were males while

40% (14/35) of them were females. This indicates a ratio of 1:2 that female to male are

less in this study. Therefore, from the observation on the ground , it shows that the

organization has many of the males people .

4.2.2 Age of Respondent

The study had Age represented in varying proportions as shown in Table 4.2 below

Table 4.3 Demographic Age of Respondent

Age Frequency Percent Valid Percent Cumulative

Percent
20-30 20 57.1 57.1 57.1
31-40 8 22.9 22.9 80.0
Valid 41-50 3 8.6 8.6 88.6
Above 50 4 11.4 11.4 100.0
Total 35 100.0 100.0

26
Source: Primary Data (2016)

From Table 4.2, it found out that most of the people were aged between 20-30 years old as

represented with the frequency of 20 and the percentage of (57.1%) and followed by ages

between 31-40 with the frequency of 8 and the percentage of (22.9%), then above 50 years

old with the frequency of 4 with the percentage of 11.4% and the age of 41-50 was the least

with the frequency of 3 with 8.6%. this indicates that majority of the people are at the age

bracket of 20-30 years. This therefore indicates that majority of the people were in their

youthful stage

4.2.3 QUALIFICATION

The study had qualifications represented in varying proportions as shown in Table 4.3

below.

Table 4.4 Demographic Qualifications of Respondents

Frequency Percent Valid Percent Cumulative
Percent
Certificate 3 8.6 8.8 8.8
Diploma 1 2.9 2.9 11.8
Degree 24 68.6 70.6 82.4
Valid
Masters 5 14.3 14.7 97.1
PHD 1 2.9 2.9 100.0
Total 34 97.1 100.0
Missing System 1 2.9
Total 35 100.0
Source: Primary Data (2016)

From Table 4.3, it was seen that majority of the people are Degree holders where its

frequency is high with the 24 which is indicated with the percentage of 68.6%, followed by

masters with the frequency of 5 with the percentage of 14.3%, then certificates with the

27
percentage of 8.6%(3) with only 1 to 1 respondents with Diploma and PHD, where one

respondent with missing system failed/ refused to reveal the qualifications in research. in

conclusion, it is shown that most people in the case are degree holders compared to other

qualifications as seen in the table. This indicates that majority of the people were Degree

holders and it was shown by the percentage above in the table 4.3

4.2.4 Marital Status of Respondents

The respondents were asked to state their marital status and below are the responses.

Table 4.5 Demographic Marital Status

Marital Status Frequency Percent Valid Percent Cumulative
Percent
Single 21 60.0 60.0 60.0
Married 12 34.3 34.3 94.3
Valid Separate 1 2.9 2.9 97.1
Widowed 1 2.9 2.9 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.4, it was shown that majority of the respondents were single as seen with

the frequency of 21 (60.0%), followed with frequency of 12 representing the married

people with the percentage of 34.3%, with 1 frequency in Separate, Widowed also with 1

person who was the widowed with the percentage of 2.9%. Therefore, since the research

was on student records management system, from research it was shown that most of the

people involved were the single people hence the highest percentage.

28
 4.2.5 Duration of Working Experience of the Respondents

The respondents were requested to share their duration of working Experience in the

organization.

Table 4.6 Demographic Data of Respondents

Duration of Working Frequency Percent Valid Percent Cumulative

Experience Percent
Less than 5 years 20 57.1 57.1 57.1
6-10 Years 9 25.7 25.7 82.9
Valid
Above 10 Years 6 17.1 17.1 100.0
Total 35 100.0 100.0
Source: Primary Data (2016)

From Table 4.5, it was seen that majority of the people had worked in the organization for
less than 5 years with the frequency of 20 with the percentage of 57.1% as seen in the table
above, followed with 6-10 years with the frequency of 9 with the percentage of 25.7%, and
the least with 6 with the percentage of 17.1%. therefore the people who have worked with
the student records in an organization are the ones with less experience of less than 5 years
and those who have worked with the students records in that department are less therefore,
it’s better to provide chance to the people with long experience to work with the student
records since they have stayed in the system for many years and have experience.

4.2.6 Occupation of Respondents

The study had the Occupation represented in varying proportions as shown in Table 4.6
below

Frequency Percent Valid Percent Cumulative

Percent

29
 Student Leaders 13 37.1 37.1 37.1
Lecturer 11 31.4 31.4 68.6
Assistant Administrator 5 14.3 14.3 82.9
Valid
Administrator 5 14.3 14.3 97.1
Top Management 1 2.9 2.9 100.0
Total 35 100.0 100.0
(Primary data 2016)

From Table 4.6, it was found out that majority of the student leaders were leading with the

frequency of 13 with the percentage of 37.1%, followed by the lecturer with the frequency

of 11 with the percentage of 31.4% since they are the ones who have the details about a

student in class, then the Assistant Administrator with the frequency of 5 respondents with

the percentage of 14.3%, then Administrator with the frequency of 5 also with the

percentage of 14.3 and the Top management with frequency of 1 with the percentage of

2.9% as seen in the table above. This indicates that the students whom they get the

information had more information compared to other categories of respondents who

participated in this research.

4.3 Computerized Data Collection on Maintenance of Student Records

Objective one of this study sought to improve on the student records management system
of the independent variable of computer data collection. Data collected by using
questionnaire, observation.
Table 4.8 Computerized Data Collection
STATEMENTS/ITEMS SD D NS Agree SA Mean Std
dev

I collect the student's document such as 5 7(20.0% 3.03 1.248

9(25.7%) 10(28.6%) 4(11.4%)
admissions and enrolment (14.3%) )
electronically

30
 5(14.3% 2.94 1.349
I collect payment of non-academic 8(22.9%) 6(17.1%) 13(37.1%) 3(8.6%)
)
disciplinary proceedings electronically

There is use of technology to record 0(0).0% 1(2.9%) 7(20.0% 15(42.9%) 12(34.3%) 4.09 .818
the student documents for individual
and consumers services provided by
the institution like IT support services,
careers, and employment services

The computerized data collection 0(0.0%) 0(0.0%) 12(34.3%) 11(31.4%) 12(34.3%) 4.00 .840
programs undertaken has increased
academic progress and performance
awards

There is frequent use of technology to 1(2.9%) 0(0.0%) 8(22.9%) 15(42.9%) 11(31.4%) 4.00 .907
give academic, disciplinary, social
data/information to the institution

There is use of technology to collect 1(2.9%) 2(5.7%) 9(25.7%) 16(45.7%) 7(20.0%) 3.74 .950
the data of the students uniquely
without confusing them and causing
interference with others

Average Mean 3.63 1.018

(Source: Primary Data (2016)

Legend
4.1-5.0 strongly Agree -High impact
3.1-4.0 Agree -Has impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -Low impact
0.1-1.0 Strongly disagree -very low impact

From the research, it reveals that most of the respondents agreed that they collect the

students document such as admissions and enrollment electronically shown with the

percentage of (28.6+11.4= 40%) with the frequency of 10 +4 (for both agree and strongly

31
agree, and 12 respondents did not agree with the electronica collection of data shown with

the percentage of 34.3 % as shown in the table above, and 9 respondent are not sure if they

do it electronically or manually. Therefore, from this it indicates that there is need to train

and update the staff and the students the method they use to collect information which

improve on the performance of the student.

As seen in the table above, it shows that the institution collects payments of non-academic

like disciplinary proceedings electronically as represented with the frequency of 16 with

the percentage of 45.7%, followed with 12 respondents who disagreed with it with the

format of collection with the percentage of 37.5%, and only 6 respondents who were not

sure if they use electronic or manually , and in conclusion there’s need to teach people or

inform the people about the Technology they are using in the institution for smooth

working.

Form the analysis, it shows that most of the respondents agreed that they use technology

to record student documents in the institution and this is proved by the frequency

computed and seen as 27 with the valid percentage of 77.2%, the 7 respondents answered

by saying they are not sure with the valid percentage of only 20% and this indicates that

the institution uses the computers and different devices to record or keep the student

records like academics and among others.

From the observation, it seen that the computerized data collection has increased

programs has increased on academic progress and performance awards where majority of

32
the respondent agreed with this with the frequency of 23 with the valid percentage of

65.7%, followed by 12 respondent who were not sure of what happens in the institution

with only 34.3% hence encouraged all the people in the institution to take the

responsibility to know what takes places.

According to the analysis, it shows that majority of the people agreed that there’s frequent

use of technology to give academic, disciplinary, social data/information to the institution

with the frequency count of 26 respondents with the valid percentage of 74.3%,followed

with only 8 respondents with the valid percentage of 22.9% and this indicates that there

are people who does not pay attention to the activities of the university and they need

encouragement to be able to use them and only 1 respondent strongly disagreed with this

valid percent of 2.9, therefore since the highest percentage from the duration of work

showed the highest percentage with less than 5years then this respondent might be new so

does not know what happens in the university.

According to the analysis from the table above , it indicates that majority of the

respondents who participated in the research agreed that there is use of technology to

collect data of the students uniquely without confusing them and causing interference

with others with the frequency of 23 people with the valid percentage of 65.7% , 9 people

were not sure of the method they use in collecting data of the student and this was

indicated with valid percentage of only 25.7%, and the least number of the people that is

to say with only 2.9(1 person ) disagreed with the system, this indicates that the institution

33
 uses the system to collect the inform and store the record of the students uniquely without

interfering with others.

From the Table 4.8, the average mean was found to be 3.63 and basing on the legend
above, it means that computerized data collection on Maintenance of Student Records has a
high impact on data collection and with the standard deviation of 1.018.
However, data collected from interviews one said that

“They collect the data from the student manually and entered manually into the computer”

From the analysis of the regression, it was seen that in the table below;

Table 4.8.1 Regression of Computerized Data Collection on Student Records.

Mode Change Statistics
l R Square F Change df1 df2 Sig
Change
1 .201a 8.320 1 33 .007
a. Predictors: (Constant), The computerized data collection programs undertaken
has increased academic progress and performance awards

From the regression, it was seen that there’s a high significant of .007 as seen with
the significance F change, the R Square change. 201a therefore the computerized
data collection on the students has the high significance, hence it should be used.

4.4 Computerized Information Protection (MIS) on Maintenance Student Records

The second objective of this study was to find out the impact of computerized information
protection on maintenance of student records in Livingstone international University.
Respondents were therefore asked to give their opinions and the responses were as
summarized in the table below.

Table 4.9 Computerized Information Protections

SD D NS A SA Mean Std dev

Unique identifiers are used to 1(2.9%) 1(2.9%) 11(31.4%) 10(28.6%) 12(34.3%) 3.85 1.022

34
protect the student records

Different passwords are used 1(2.9%) 1(2.9%) 514.3% 12(34.3%) 16(45.7%) 4.17 .985
for protection of the student
records in order to access the
information

Student records is limited to 1(2.9%) 2(5.7%) 7(20.0%) 8(22.9%) 17(48.6%) 4.09 1.095
the staff who have need to
know

There are backups for the 0(0.0%) 2(5.7%) 3(8.6%) 18(51.4%) 12(34.3%) 4.14 .810
student records for better
protection in order to prevent
loss of record

There are both paper and 0(0.0%) 2(5.7%) 4(11.4%) 10(28.6%) 19(54.3%) 4.31 .900
computerized data/
information protection for
better management

The electronic systems are not 2(5.7%) 1(2.9%) 7(20.0%) 15(42.9%) 10(28.6%) 3.86 1.061
centrally management,
designated staff, and then
should have Backup copies to
prevent loss

Average mean 4.07 0.98

Source: Primary Data (2016)

Legend
4.1-5.0 Strongly Agree -High impact
3.1-4.0 Agree -Has impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -Low impact
0.1-1.0 Strongly disagree -very low impact

From the analysis or research the above information was observed where the respondents
agreed that there are unique identifiers used to protect the student records such as
passwords and this was seen by highest number of respondents with the total frequency of
22 (12+10) people and with the valid percentage of 62.9%(34.3+28.6), followed with those
who are not aware of what happens with the percentage of 31.4% with the frequency of 11
people, and only 2 respondents disagreed where 1 strongly disagreed total , and this

35
indicates that the institution is using different identifiers to store the information or protect
the records.

According to the analysis done, the table above shows that different passwords are used for
protection of the student records, and it was shown with the frequency number of 28
respondents with the valid percentage of 80%, 5 respondents were not aware of what
happens / not sure if the passwords are used or not and it is indicated with the valid
percentage of 14.3%, and only 2 people /respondents disagreed. However from the analysis
since the highest number agreed that the passwords are used, then it is recommended that
different passwords are used but the 7 people need to carry out more research about the
university/an institution.

The research shows that the student records are limited to the staff who have need to know
as shown with the highest percentage of 71.5%, frequency of 25 respondents out of 35
respondent, followed with the percentage of 20% with the frequency of 7 people who were
not sure about who the records are limited too and the least population reveals that they
disagree that the student records are not limited to the staff who are in need to know hence
the skills needs to be passed to the rest of the people who are not aware of what happens in
the organization, and it is indicated with only 1 person with the valid percentage of 1.9%.

The analysis reveals that there are backups for students for better protection in order to
prevent loss of records with the highest percentage of 85.7% with the frequency of 30
respondents out of 35, and only 3 respondents were not sure of what happens in an
institution a, 2 people only disagreed with the statement but since the majority agreed that
there backups then the remaining people need to require so that they might be at the same
level with others in an organization.

From the analysis on the table above, it shows that there are both paper and computerized
data for better management, and it is indicated with the valid percentage of 83.9%, with the
frequency of 29 people, followed with 11.4% of the total population who were not sure
about what happens in the institution, and the least population of the people with only

36
5.7%(2) respondents who disagreed with the system. Therefore it shows that the institution
uses both paper and computerized for data storage or protection and management.

According to the analysis, it reveals that majority of the respondents agreed with the
electronic systems are not centrally managed, designated staff, and it was show with the
highest valid percentage of 67.5%with the frequency of 25 people out of 35, 20% of the
respondents were not sure about the system being centrally managed or not, and 3
respondents disagreed that the electronic system is not centrally managed and it is indicated
with the percentage of 8.6%.

From the Table 4.9, the average mean was found to be 4.07 and basing on the legend above
, it means that Computerized information protection on Maintenance of Student Records
had a very high impact on information protection, and with the standard deviation of 0.98.
However, in conclusion the computerized information security has been determined by the
regression that shows the correlations between the information security and the student
records as shown below in the Table 4.9.1.
However, the research from the interviews shows that

“The student information was identified by the serial numbers for easy identifications”

Table 4.9.1 Regression of Information Security

Mode Change Statistics
l R Square F Change df1 df2 Sig
Change
1 .203a 8.407 1 33 .007
a. Predictors: (Constant), Unique identifiers are used to protect the student records

From regression analysis, it is shown with highest significant level of .007 that is to say
Sig. F Change, with the R Square Change of .203a, and this indicates that there’s a
significant / correlation between information security and student records.

37
 4.5 Computerized Records Management on Maintenance of Student Records’.

The third objective of this study was to find out the impact of computerized records
management on maintenance of student records in Livingstone international University.
Respondents were therefore asked to give their opinions and the responses were as
summarized in the table below.

Table 4.10 Computerized Record Management

Statements/items SD D NS A SD Mea Std.dev
n
6(17.1% 12(34.3% 3.97 1.014
1(2.9%) 2(5.7%) 14(40.0%)
Student Records are clearly defined ) )

17(48.6% 4.17 1.014

Student Records are well documented 0(0.0%) 4(11.4%) 3(8.6%) 11(31.4%)
)

5(14.3% 3.91 .853

There is a clear complete maintenance, 0(0.0%) 3(8.6%) 19(54.3%) 8(22.9%)
)
accurate and update of every student
records

There is clear definition of the minimum 3.63 1.031

content of the core student record in the 12(34.3
1(2.9%) 3(8.6%) 11(31.4%) 8(22.9%)
institution %)

There is provision of information on the 12(34.3% 3.91 1.067

0(0.0%) 6(17.1%) 3(8.6%) 14(40.0%)
student's academic performance and award )
to potential students

Average Mean 3.3 0.83

Source: Primary Data (2016)

Legend
4.1-5.0 Strongly Agree - Very high impact
3.1-4.0 Agree -Has impact

38
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -Low impact
0.1-1.0 Strongly disagree -very low impact

From analysis, it was observed that, 26 people or respondents agreed that the records are
clearly defined with the valid percentage of 74.3%, followed with 6 people who were not
sure of what happens in the institution and it was seen from the analysis of the data , and it
was seen with the frequency of 6 and valid percentage of 17.1%, and only 3 respondents
disagreed that the records are not clearly with the valid percentage of 8.6% defined but this
does not have an effect on the analysis since the majority have agreed that the student
records are clearly defined.

It is noted that student records are documented with the frequency of 28 out of 35
respondents that gives the valid percentage of 80%, only 3 respondents were not sure of
what happens if they are well documented or not and it shown with the valid percentage of
8.6%, and finally 4 respondents disagreed that the student records are not well documented
Therefore, since majority of the respondents had taken only less than 5 years in service
then it is true some are not yet aware of what happens in the organisation.

From analysis, it is observed that, majority of the respondents agreed with the statement
that there is clear complete maintenance, accurate and update of every student records with
the total frequency of 27 out of 35 and with the valid percentage of 77.2%, followed with
14.3%(5) respondents who were no sure about what happens in an organisation, and the
least with 8.6%(3) respondents who totally disagreed.

From item number 22 it shows that 19 respondents agreed that there is clear definition of
the minimum content of the core student record with the valid percentage of 54.3%,
followed with 34.3% with the frequency of 12 respondents who were not sure of what
happens in the institution, followed with % with the frequency of 4 respondents who
strongly disagreed.

From the Table 4.10, the average mean was found to be 3.3 and basing on the legend
above, it means that Computerized Records Management on Maintenance of Student

39
 Records had a very high impact on records management, and with the standard deviation of
0.83 as seen above in table 4.10. In conclusion, it was observed that the records
management has very high significant on student records as seen in the regression table.
However, data collected from interviews one said that

“The student records are kept in files, according to their alphabetical order, year,

and among others, and they are kept with the registrar alone since she is

that one who keeps the information of the students.”

Table 4.10.1 Regression of Records Management

Model Change Statistics
R Square Change F Change df1 df2 Sig.
a
1 .222 9.397 1 33 .004
a. Predictors: (Constant), There are backups for the student records for better protection
in order to prevent loss of record

From the analysis, shows that the regression of the data reveals that there’s a correlation of
records management on student records as shown with Sig. F Change of .004, and R
Square Change of .222a.

1.1 Student Records

This section presents how the student records are accessible or updated maintenance of
student records in Livingstone international University. Respondents were therefore asked
to give their opinions and the responses were as summarized in the table below.

Table 4.11 Student Records

Items/statements SD D NS A SA Mean Std.dev
Student records are accessible 0(0.0%) 1(2.9%) 3(8.6%) 14(40.0%) 17(48.6%) 4.34 .764
only to authorized staff

There is adequate space for all 0(0.0%) 1(2.9%) 12(34.3%) 16(45.7%) 6(17.1%) 3.77 .770

40
the student records which need
to be produced

There is an appropriate 0(0.0%) 4(11.4%) 7(20.0%) 16(45.7%) 8(22.9%) 3.80 .933

environmental condition for
the record media/ system use

student records provide 2(5.7%) 1(2.9%) 11(31.4%) 16(45.7%) 5(14.3%) 3.60 .976
personal reference for a certain
limited time after the student
leaves the institution

Student records are stored, and

0(0.0%) 4(11.4%) 2(5.7%) 17(48.6%) 12(34.3%)
retrieved quickly and easily 4.06 .938

Student records are indexed 0(0.0%) 3(8.6%) 8(22.9%) 11(31.4%) 13(37.1%) 3.97 .985
for identification

Average Mean 3.9 0.89

Source Primary Data (2016)

Legend
4.1-5.0 Strongly Agree -very high impact
3.1-4.0 Agree -high impact
2.1-3.0 Not Sure -Moderate impact
1.1-2.0 Disagree -low impact
0.1-1.0 Strongly disagree -very low impact

From the Table above, beginning with item 1, it should be noted that 88.6% agreed that

students’ records are accessible only to authorized staff with the frequency of 31

respondents, followed with 3 respondents with 8.6%, and only 1 respondent with the

percentage of 2.9%.

For 25rd item, it should be noted that 22 respondents agreed that there’s adequate space for

all the student records with the valid percentage of 62.8%, followed by 12 respondents who

were not sure of what happens with the valid percentage of 34.3%, then only 1 respondent

41
disagreed with the statement with 2.9%. Therefore, it was observed that the institution has

enough space for keep the records of the students even though the least dis agreed and not

sure.

For 26th item, it should be noted that 24 respondents agreed that there is environmental

condition for the record media with the valid percentage of 68.6%, followed by 7

respondents who were not sure of what happens with the valid percentage of 20.0%, then

only 4 respondents disagreed with the statement with 11.4%. Therefore, it was observed

that there are appropriate environmental condition for record media system use.

For 27th item, it should be noted that 21 respondents agreed that there’s adequate space for

all the student records with the valid percentage of 60%, followed by 11 respondents who

were not sure of what happens with the valid percentage of 31.4%, then only 3 respondents

disagreed with the statement with 8.6%. Therefore, it is observed that the institution

provides personal references for a certain limited time as shown by the highest percentage.

For 28rd item, it should be noted that 29 respondents agreed that the student records are

stored, and retrieved quickly and easily with valid percentage of 82.9%, then 4 respondents

disagreed with the statement with the valid percentage of 11.4%, then finally with only 2

respondents with the valid percentage of 5.7% Therefore, it was observed that student

records are easily and quickly retrieved from the system.

For 29rd item, it should be noted that 19 respondents disagreed that there’s misuse of

records such as un authorized access to or alternation of records with the valid percentage

of 54.2%, followed by 10 respondents who agreed of what happens with the valid

42
percentage of 28.5%, then only 6 respondent were not sure with the statement with the

valid percentage of 17.1%. Therefore, it was observed that there is misuse of records such

as unauthorized access to or alternation of records.

From the Table 4.11. , the average mean was found to be 3.9 and basing on the legend
above , it means that Student Records had a high impact on Student records, and with the
standard deviation of 0.89

4.6 SYSTEM DESIGN AND IMPLEMENTATION

In order to design a system that could facilitate the capture, storage and retrieval of
customers’ room records, the data collected was analyzed to determine the best way it
could be stored and retrieved through using the Entity Relationship Model and Data Flow
Diagrams and therefore the basic requirements for the design of the student records
management system are:

 Every user should have their own identity

 Login facility.
 User can update his/her personal information and can view the notice, results,
placement and exam section updates etc.
 Faculty, placement and exam sections can update any of the information.

4.6.1 System Requirements

In order for the system to perform as expected, the following system specification for
hardware and software, security and operations are required.

Table 4.5.1 System Requirement

Hardware Requirement Software Requirement

Processor Pentium Operating system Windows 7, 8, 10

43
Memory 64 RAM Application Visual basic

Environment

Disk space 30 GB Microsoft office Microsoft access

2010

During the analysis of the student records management system at Livingstone , the
following methods were used to capture information about how the system is done, the data
needed , and how it flows from one department to another ;

Methods used include the following;

i. Questionnaire
ii. Interviews

4.6.2 How the System Works

The student process was operating manually with a registration form, which is filled by the
potential resident and handed into the registrar. The registrar then receives the hard copies
of the documents of the student and keeps only the hard copies without scanning them and
have the soft copies.

The registrar records the documents and keeps it for further references.

4.6.3 Limitation of Student Record Processing

i. It was time consuming as students had to meet the registrar to hand in the hard
copies.
ii. Students sometimes lost their forms like medical forms
iii. Follow up of records was difficult because of paper files which is time consuming
iv. A lot of paper work

44
4.6.4 How the Information was stored

i. Mostly manually; it was captured on forms and stored in a file especially for newly
student.

The information flow

i. By physically carrying the written information

ii. It was verbal
iii. It was by use of registration forms , student requests

4.6.5 Problems encountered in the storage of customers and during Data collection

i. When stored in large files information retrieval was difficult, since they are many
students so it has to take some.
The problems encountered during the early stage of the project study were;
The accessibility to the DVCAA was difficult by the nature of the administration,
however later I was allowed to collect the information about the student records
management.
ii. The staffs of Livingstone were afraid of the fact that their confidential information
will be used by the administration and affect them by losing their jobs. i explained
to them that the research will help to improve on the storage and performance of the
University.

4.6.5.1 Problems Encountered During System Design

i. Limited time due to confusion of doing two things at a time that is to say
Dissertation and project and later confirmed to combine which affected a lot.
ii. The application programs used were new to use, so it needed to learn first which
consumed a lot of time.

45
4.6.6 Benefits of the proposed system

i. There shall no confusion and misallocation of resources since the system enforces
standards and security.
ii. Student records are now easy to retrieve and update hence saving time
iii. Efficiency will be achieved of minimized data loss.

4.7 SYSTEM DESIGN

4.7.1 System Design

The design of the system will be accomplished by the use of the following techniques;

This deals with data flow diagram, detailed flow graph, requirement analysis, and the

design process of the front and back end design of the student record management system.

4.7.2 DATA FLOW DIAGRAM.

A Data Flow Diagram (DFD) is a graphical representation of the “flow” of Student Record

System. A data flow diagram can also be used for the visualization of Data Processing

DFD shows the interaction between the system and outside entities.

This context-level DFD is then “exploded” to show more detail of the system being

modeled.

A DFD represents flow of data through a system. Data flow diagrams are commonly used

during problem analysis. It views a system as function that transforms the given input into

required output. Movement of data through the different transformations or processes in the

system are shown in Data Flow Diagram of Fig. 3.

46
This paper mainly focuses on the managing the information of the students, faculty,

placement cell information, exam section, related information of the college which is

maintained by the college administration through various levels of controlling. The

function of the individual entities will be explained in detail in the flow graph.

4.7.3 DETAILED FLOW GRAPH

The detailed flow graph is shown in Fig. 4 .The design of the student information

management system includes the design of the home page which provides the way for all

the students, staff and other user to access the SRMS. Every user of the SRMS has a unique

username and password provided by the web master of the college. The home page mainly

contains a login form through which a new user can register, or an existing user can login

to the system by entering the username and password provided by the web master.

Data Flow Diagram

Student Department

Student
Records
management

Course
Faculty

Administration

Figure 4.1 Data Flow Diagram

47
This paper mainly focuses on the managing the information of the students, faculty,

placement cell information, exam section, related information of the institution which is

maintained by the institution administration through various levels of controlling. The

function of the individual entities will be explained in detail in the flow graph.

4.7.4 DETAILED FLOW GRAPH

The detailed flow graph is shown in Fig. 4 .The design of the student information

management system includes the design of the home page which provides the way for all

the students, staff and other user to access the SRMS. Every user of the SRMS has a unique

username and password provided by the web master of the college. The home page mainly

contains a login form through which a new user can register, or an existing user can login

to the system by entering the username and password provided by the web master.

48
 start

Home page Login fails

Login

Student Faculty Exam section Placement cell Administrtor

Figure

4.2 Detailed Flow Diagram

49
 View course updates

View college Notificaion

Student

View Exam section and

placement updates

Update details

Update student/course
inormation

View college notification

Faculty

View student details

Update exam timetable

Exam section Send supervision list to

faculty

Check the internal marks

by faculty

Update the final exam

results

50
 Update the final exam
results

Update eligibility list for

placement
Placement section

Update recruitment
student information

Enter student information

Enter the faculty

information
Administrator

Check all the updates

Update the college

notifications

Figure 4.2 Data Flow Diagrams

51
 View course updates

View college Notificaion

Student

View Exam section and

placement updates

Update details

Update student/course
inormation

View college notification

Faculty

View student details

Update exam timetable

Exam section Send supervision list to

faculty

Check the internal marks

by faculty

Update the final exam

results

52
 Update the final exam
results

Update eligibility list for

placement
Placement section

Update recruitment
student information

Enter student information

Enter the faculty

information
Administrator

Check all the updates

Update the college

notifications

4.7.3.1 STUDENT:

The student is of center focus, because in every college student plays the very important

role. Student can access the information of the college, course details, subject details,

faculty details, training and placement cell information and exam section information. The

course details include information regarding branch he is studying, the academic

curriculum of the college, year wise subject offered by the branch, the subject details

include the syllabus of the subjects, information regarding the staff handling the subjects,

the subjects he presently registered for the semester she/he is presently studying, attendance

and internal marks of the subjects, he can also ask any queries to the staff regarding the

53
subjects. The placement details include the information about the companies, the eligibility

criteria for attending recruitment of the companies, the process of recruitment, the date and

time of the recruitment. The placement lockup updates the students’ information who got

selected for a company. The exam section details include the internal and external time

tables, the room allocation for the exams; it also contains the semester end results.

4.7.3.2 GRADE:

The student grade enables the administrator to enter the grades of the student like the

course unit; code credit unit of the course and the earned points of it hence compute the

GPA of the Semester.

4.7.3.3 FACULTY

The administrator is responsible for entering the new student, promoting the student from

one class to another, from one semester to another and from one year to another. Managing

the student accounts like any changes regarding to the name, address etc. The administrator

also manages the faulty accounts like entering a new faculty, assigning the faculty to the

subjects. The administrator also updates the college related information like calendar of

events, information regarding any other events that occur in the college. The administrator

will check the all the updates i.e. student updates, faculty updates, exam updates etc. The

administrator has the highest level of power in the student information system.

4.1.1.1 Data Design (Entity Relationship Diagram)

The diagram below shows the entity Relationship diagram that shows the primary and the

foreign constraints.

54
 Department Semester
PK DepartmentID PK SemesterID

DepartmentName SemesterName
Category Year
OfficePhone
CollegeName

Course
Student
PK CourseID
PK StudentID
CourseName
FirstName CourseDescription
MiddleName Credits
LastName DepartmentID
DOB SemesterID
Gender
Place_of_Birth
HomeTown
Nationality
Faculty
MobileNumber
Address PK StaffID
DegreeType
DegreeLevel LecturerName
DegreeTime CourseCode
FatherName DepartmentID
MotherName
DepartmentID
ProgramName
Status
Start_year
End_Year

Figure 4.3 Entity Relationship Diagrams

4.8 FUNCTIONAL REQUIREMENTS

Student record management system aims to improve the efficiency of Student information

management, and the main function is managing and maintaining information.

4.8.1 NON- FUNCTIONAL REQUIREMENTS

i. Enabling the university administration to have access to students records

55
 ii. Capture the details of the student, faculty department, course and among others

iii. Retrieve the students personal data and all the records

iv. Capture the details of the student academics such as UCE, UACE, and Other

qualifications

v. Enable the attributes that concern the student, faculty and among others.

vi. Enable proper flow of information from one department to another for example the

admission to academic registrar

vii. Ensure the security and privacy of both administration and student’ data

viii. Help the student to know the numbers, details, and the faculty he/she belong.

4.8.1.1 Performance Requirements:

The proposed system that we are going to develop will be used as the chief performance

system for helping the organization in managing the whole record of the student studying

in the organization. Therefore, it is expected that the record would perform functionally all

the requirements that are specified.

4.8.1.2 Safety Requirements:

The database may get crashed at any certain time due to virus or operating system failure.

Therefore, it is required to take the database backup.

4.8.1.3 Security Requirements:

We are going to develop a secured database. There are various categories of people

namely Administrator, Student who will be viewing either all or some specific information

from the database. Depending upon the category of user the access rights are decided. It

56
means if the user is an administrator then he/she can be able to modify the data, append etc.

All other users only have the rights to retrieve the information about database.

4.8.1.4 Student Record Management System Design

It is fair to say that database play a critical role in almost all areas where computers are

used, including business, electronic commerce, engineering, medicine, law, education, and

library science. Therefore, a database is collection of a related data. A database has the

following implicit properties:

A database represents some aspect of the real world, sometimes called the mini-

world or the Universe Of Discourse (UOD) changes to the mini world are reflected

in the database. A database is a logically coherent collection of data with some

inherent meaning. A random assortment of data cannot correctly be referred to as a

database.

A database is designed, built, and populated with data for a specific purpose. It is an

intended group of users and some preconceived application which these users are

interested.

Database Management System (DBMS) is a collection of programs that enables

users to create and maintain a database. DBMS is a general –purpose software

system that facilitates the process of defining, constructing, manipulating, and

sharing database among various users and applications.

Defining a database involves specifying the data types, structures, and constraints of

the data to be stored in the database. The database definition or descriptive

information is also stored in the database in the form of dictionary; it is called Meta

57
 data constructing the database is the process of storing the data on the storage

medium that is controlled by the DBMS.

Manipulating a database includes functions such as querying the database to

retrieve specific data, updating the database to reflect in the mini-world, and

generating reports from the data. Sharing a database allows a multiple users and

programs to access the database simultaneously. Application program accesses the

database by sending queries or request for data to the DBMS.

A query typically causes some data to be retrieved; a transaction may cause some

data to be read and some data to be written into the database.

Table 4.6.5.7 Physical Database Design

Table faculty
Attribute Data type Constraint
Staffid Text Primary key(required)
Course Code Text
Departmentid Text Foreign key
Staff_Gender Text
Staff_Name Text
Staff qualifications Text
Qualification copies Attachments
It shows which type of the information is captured on the department and this include Staff
ID, Course code, Department, Gender, Staff Name, and Qualifications shown in the shot
below.

Table Course

Attribute Data type Constraint

Courseid Text Primary key

58
Course Description Text
Course Name Text
Credits Text
Departmentid Text Foreign key
Semesterid Text Foreign key

The Table above shows the details of the course that includes course ID, course
Description, Credits, and Department Semester ID as shown above.
Table Grade

Attributes Data type Constraints

Student id Text Primary key

Course unit Text

Credits Number

Credits earned Number

Grade points Calculated

Code Text

Total Credits Calculated

Semester GPA Calculated

The table above shows the details how the grades are determined at the institution, it is

represented with the table above.

Table Semester

Attributes Data type Constraint

59
Semesterid Text Primary key

Semester Name Text

Academic Year Date/Time

Table student

Attribute Data type Constraint

Student id Text Primary key(not null)

First Name Text

Last Name Text

DOB Date/Time

Gender Text

Nationality Text

Mobile phone Number

Degree type Text

Degree level Text

The table above shows the details that is found in the student form where, it shows

what a student is required to fill in as shown in the table and represented in the figure

below.

60
 4.9 IMPLEMENTATION, TESTING, AND VALIDATION

The system will be implemented by using the following programming languages and

software’s;

a) Microsoft access 2010

b) Sql:

SQL stands for Structured Query Language. SQL lets us access and manipulate databases.

SQL is an ANSI (American National Standards Institute) standard. SQL can execute

queries against a database, retrieve data from a database, insert records in a database,

update records in a database, delete records from a database, create new databases, create

new tables in a database , create stored procedures in a database, create views in a database,

set permissions on tables, procedures, and views.

4.9.1 System Testing and Validation

4.9.2 System Testing

The system will be tested by running it to see, if it is achieving what it will do.

4.9.3 System Validation

It will be validated by

i. Calling on the students who are the main users of the system to use the system and find

out if it really achieves their expectations

61
ii. Determining validation activities that is, details that will be required for each of the

steps in the validation process.

4.10 PRESENTATION AND EXPLANATION OF THE SCREEN SHOTS

4.10.1 HOME PAGE

This page provides information about the student management system, students’
information, faculty, course grade and department as represented below in screenshot.

Figure 4.4 Home Page

4.10.2 Screenshot of Department

It shows which type of the information is captured on the department and this include
department ID, Name, school, category and among others as shown in the shot below.

62
Figure 4.5 Department

4.10.3 Screenshot of Faculty

It shows which type of the information is captured on the department and this include Staff
ID, Course code, Department, Gender, Staff Name, and Qualifications shown in the shot
below.

Figure 4.6 Faculty

63
This Screenshot shows the page of grading with different semesters where an administrator
selects the one to fill as shown below.

Figure 4.7 Grades / Result

This Screenshot shows the page of Students with different fields that needs to be filled and
the information from the students as shown below.

64
Figure 4.8 Student
It shows which type of the information is captured on the department and this include
Course ID, Course Description, Credits, Department ID, and Semester ID as shown in the
shot below.

Figure 4.9 Course

The figure above shows the details of the course that includes course ID, course
Description, Credits, and Department Semester ID as shown above.

65
 CHAPTER FIVE: DISCUSSION OF FINDINGS, CONCLUSION AND
RECOMMENDATION

5.0 Introduction

This chapter presents the discussion of findings, conclusions, and recommendations arising

from the study objectives which where; to improve on data collection, information

protection, improve on records management (MIS) on maintenance of student records’. At

the end of the discussion are the conclusions about the study and finally, the

recommendations for further research.

5.1 Discussions of the Findings

Under this section, a number of studies are presented that are either in support of the

findings or are contrary to the findings. This has helped in arriving at the conclusion of the

study. The discussions are presented below under each objective.

5.2 Computerized Data Collection and Student Records

From the findings in chapter four, it was noted that majority of the respondents agreed that
there’s an impact of computerized data collection on maintenance of student Records. It is
seen with the percentage of both strongly agree plus agree with the percentage of 65.7%. In
reference to Sharapova (2014) who explained that all duplicates, multiple entries and
irrelevant papers were removed; remaining papers were scanned for the information of
interest.( D. I. (2002). Computerized Data Collection and Analysis. Computerized Data
Collection and Analysis. Retrieved June 12, 2016, from
http://www.public.asu.edu/~ferigabi/

66
5.3 Computerized Information Protection and Student Records

The Findings under this objective proved that the respondents strong agree that Different
passwords / serial numbers are used for protection of the student records in order to access
the information easily for identification and recording shown with the percentage of 80%.
In reference to W. K. Takramah, W. K., Atiwoto. (2015)., Student Database System for
Higher Education: A Case Study at School of Public Health, University of Ghana. America
Journal of Software Engineering and Applications. Vol. 4, No. 2, pp.23-34 explained that
student records should be protected through keeping the information in multiple media
devices including handwriting, print microfilm, computer’s main memory, magnetic tape,
cassette, disk or diskette, and must be given different passwords and identifiers for easy
access, D. I. (2002). Computerized Data Collection and Analysis. Computerized Data
Collection and Analysis. Retrieved June 12, 2016, from
http://www.public.asu.edu/~ferigabi/

5.4 Computerized Information Management and Student Records

The Findings under this objective proved that the respondents strong agree that Student
Records are well documented in order to be used for further studies and references as shown
with the percentage of 80%. However, from the interviews one said that
“They keep the student records in files for references and
further use or evidence”.
Therefore, from my observation, they keep files of the students manually and further use.
In reference to student records manual prepared by University of South Florida(Office of
the registrar , the creation and maintenance of records relating to the students of an
institution are essential to managing, providing , controlling the student academic progress
and measuring their achievement both institution after they leave the institution hence,
the student record must be identifiable or identifiers that relate to a student include name,
student ID, address , family member names a list of person characteristics

67
Therefore, student records should be maintained in multiple media including handwriting,
print microfilm, computer’s main memory, magnetic tape, cassette, disk or diskette.
According to Wisdom Kwami Takramah, Wisdom Kwasi Atiwoto. Student Database
System for Higher Education: A Case Study at School of Public Health, University of
Ghana. America Journal Of Software Engineering and Applications. Vol. 4, No. 2, 2015,
pp.23-34

5.5 Conclusion

From the findings and the discussion, the study makes the following conclusions:

For objective one, the researcher comes to the conclusion there is need to improve on the

data collection since the university is using manual system of working one per one student

that consumes time.

Secondly, the researcher came to the conclusion that the student records needs to be

identified differently for easy retrieval and accessibility for improvement on the

transparency.

From the analysis of the research (interviews and questionnaire), it evident that student
records are kept with only one person (registrar) where the rest of the management are not
sure how the information is protected and identified, therefore there’s need for transparency
and sharing of the passwords for better management of the records especially when one
person disappears.

5.5.1 Efficiency and profitability

This research was undertaken with the main objective to improve on the student records
management system from the academic department, and allows the administrator to quickly
to capture and record them to the department to departments, eliminate errors caused by
sloppy handwriting, and also enable the retrieval of the history from the system.

68
This system has been able to improve time taken in the acquiring, capturing walking in
office, congestion in office and among others, retrieve data stored in the data stores e.g. for
changes. The fact that data is easily retrieved, time wastage is reduced and customers are
served quickly. This improves on the number of customers served in a particular time and
also increases the profits of the resort.
5.5.2 Manpower

This system requires less manpower to operate at the waiting and reception departments
than the previously used manual system because the time taken to retrieve data is on
average less than the time previously taken. The system also requires less manpower to
manage historical records since it’s automated to do this.

5.5.3 Accuracy

This system increased on the accuracy in a number of areas: through data validation
verification procedures, the system controls human errors to a minimum. Since the data is
validated as it is entered human errors are greatly reduced.

5.5.4 Limitations

The major limitation of the system is that, though processing has been computerized, input
to the system is still manual. This means that not all the merits of a fully computerized
system have been fully achieved.

Therefore, information is an essential tool many schools and other organization use to
advance decision making. Large amount of student’s data are generated either manually or
electronically on daily basis. When population of student in a school is less than a hundred,
the manual system can work perfectly but it is not the best method of managing records of
students. The manual and disintegrated electronic systems have numerous disadvantages
because these methods of capturing and managing data about students are prone to data
inconsistency, data redundancy, difficult to update and maintain data, bad security, difficult
to impose constraint on various data file and difficult to backup. An integrated student

69
database system provides practical solutions to address problems associated with manual
system. In order to assess the performance of the school and students overtime, there is the
need to use past records of students without any missing data. The computerized student
information system which captures and maintains longitudinal data of students would
provide an accurate and reliable data about current and past students. The system is free of
errors and very efficient and less time consuming due to the care taken to develop it. All
the phases of software development cycle are employed and it is worthwhile to state that
the system is very tough. Provisions made for future development in the system.

5.6 Recommendation

The recommendation arising from the student Management System process analysis and
design is that computerized system is an important advance that will benefit the academic
personnel, students through the following;

The first recommendation is that the administration of student management system allow
the computerized system, because it will on saving time, and creation of transparency of
the administration

The third recommendation is that the administration of Livingstone international university

would allow the computerized system, because checks on the resources like papers, and
not the records management by one person but can be management by many for example
if the person who knows the password dies, no one else with the record hence it’s need in
the university hence highly recommended.
Finally, the use of the student management system will need the experts to train the users
before they can begin using hence its recommendation.
Further studies: Since student information system is very broad, the scope of this project
covers only a small aspect of student information system due to the fact that the stipulated
one month within which the project is expected to be executed is too short. Students who
are interested in building information system should be encouraged to work on other aspect
of student information system in that all the available related student information system

70
could be linked together. The department of Academics should add programming to the
courses offered and it should be made compulsory and run for both semesters. Health
informatics students should be encouraged to work in a team to develop a software
application system so that they will be well equipped with database and programming
skills. This move will go a long way to help them do their project without any difficulty.
This report could be useful to any person who wants to do project on similar topic.

71
 6.0 References

Basse, S., Okodoko, D., & Akpanumo, U. (2009). African Research Review. Information
Communication Technologies in the Management of Education for Sustainable
Development in Africa,3, 414-428.

Bunoti, S. (2004). The quality of higher education in developing countries needs

professional support .

C.R, Kothari. (2004). Research methodology methods and techniques. (Second ed., p. 100).
India: NEW AGE INTERNATIONAL (P). DOI: www.newagepublishers.com

Carcary M, Long G and Remenyi D (2007) “The Implementation of a New Student

Management Information System (MIS) at an Irish Institute of Technology – An Ex Post
Evaluation of its Success” The Electronic Journal Information Systems Evaluation Volume
10 Issue 1, pp 31 - 44, available online at www.ejise.com

Chifwep, V. (1995).Managing records at school level. National Education Statistical

Information Systems.

Data Protection Principles in the Personal Data (Privacy) Ordinance from the Privacy
Commissioner’s perspective (2nd Edition) Website: www.pcpd.org.hk Enquiry Hotline:
(852) 2827

Eudra, L. (2001). The rules governing medicinal products in the European union .
Computerized Systems, 4

Gregor, S. (2002). A theory of theories in information systems. In S. Gregor and D. Hart

(Eds.), Information Systems Foundations: Building the Theoretical Base. Australian
National University, Canberra, 1-20.

I
Guidelines for Postsecondary Institutions for Implementation of the Family Educational
Rights and Privacy Act of 1974 as Amended, American Association of Collegiate
Registrars and Admissions Officers, Revised Edition 1995.

International Journall of Economy, Management and Social Sciences Vol (1), No (1),
December 2012, pp. 1-18 http://www.waprogramming.com

Journal of Research Practice, 2(2), Article D1, (2006). Benfield, J. A., & Szlemko, W. J.
(2006).

MIL-STD-498 (1994) Software Development and Documentation U.S department of Defen

se.

MoREQ (2001) Model Requirements for the Management of Electroni Records Cornwell
Management Consultants http://www.cornwell.co.uk/moreq.html NA

Paul C. Hewett, Annabel S. Erulkar and Barbara S. Mensch (2003) the Feasibility of
Computer-Assisted Survey Interviewing in Africa: Experience from Two Rural Districts in
Kenya No.168

R., F. Lehner, M., & F., L. (2006). Perspectives on knowledge management systems
theoretical framework and design of an empirical study. Management Information Systems
III

Rope, M. (1999). Managing public sector record. United Kingdom: International Records
Management Trust Retrieved from http://www.irmt.or

Shaw, A., & Shaw, D. (2006). Electronic Records Management Criteria and Information
Security. Australian Information Warfare and Security Conference,7th. Retrieved March
19, 2015, from http://ro.ecu.edu.au/isw/

II
State of Florida General Records Schedule GS5 for University/Community College

Records, March 1996.

Wokocha, C., & Adebayo, E. (2006). A Guide to Establishing Management Information

System in Tertiary Institutions in Nigeria. European scientific journal,8(14), 12-12.

C. Y. (2014). Design and Implementation of Students' Information Management System.

Student Information Management System, Microsoft Office Access, 103-107. Retrieved
May 12, 2016.

III
Appendix I
COMPUTING RELIABILITY USING THE PEARSON
FORMULA

QTN/RPD 1 2 3 4 5 6 7 8 9 10 Total Average

1 5 4 3 3 3 5 4 4 1 1 33 3
2 5 3 2 2 4 5 4 3 1 2 31 3
3 3 5 4 4 5 5 5 4 1 1 37 4
4 5 5 4 4 5 4 5 4 3 3 42 4
5 2 5 5 3 5 3 5 3 4 1 36 4
6 5 4 4 4 4 5 5 2 3 1 37 4
7 5 5 3 3 5 5 5 3 3 1 38 4
8 1 5 3 4 5 5 5 3 5 1 37 4
9 1 2 4 3 5 5 5 4 5 1 35 4
10 5 2 3 3 5 4 5 5 1 1 34 3
11 5 3 4 4 4 4 4 5 1 1 35 4
12 5 5 4 4 5 5 5 3 2 1 39 4
13 5 3 4 3 5 5 4 3 4 1 37 4
14 1 3 4 2 4 5 4 3 2 1 29 3
15 3 2 4 4 5 5 5 4 3 1 36 4
16 5 3 4 3 5 5 4 3 1 1 34 3
17 1 2 5 4 5 5 5 4 1 1 33 3
18 5 4 4 4 5 5 5 4 1 1 38 4
19 1 4 4 4 4 5 4 5 3 2 36 4
20 1 2 4 3 5 4 3 3 3 1 29 3
21 5 5 4 3 3 5 5 5 3 1 39 4
22 3 5 4 4 5 5 4 4 3 1 38 4
23 5 5 4 3 5 5 4 4 5 1 41 4
24 5 3 3 3 2 4 4 3 4 4 35 4
25 1 3 3 4 2 4 3 3 2 4 29 3
26 1 3 3 4 3 3 3 4 1 2 27 3
27 1 2 2 3 3 3 3 2 1 2 22 2
28 1 4 4 3 4 4 3 4 2 3 32 3
29 1 4 3 3 4 2 4 4 2 2 29 3
30 1 5 2 3 2 2 3 5 1 2 26 3

X Y X2 Y2 XY

IV
 3 3 9 9 9
4 4 16 16 16
4 4 16 16 16
4 4 16 16 16
4 3 16 9 12
4 4 16 16 16
4 3 16 9 12
4 4 16 16 16
4 3 16 9 12
4 4 16 16 16
4 4 16 16 16
3 3 9 9 9
2 3 4 9 6
3 3 9 9 9
3 3 9 9 9
TOTAL 54 52 200 184 190

R= ∑xy-(∑x∑y)/N

( ∑x2-(∑x2)/N))(∑y2)(∑y2)/N

Therefore R= reliability, xy = 190, X = 54, Y = 52, X2= 200, Y2=184.

THUS reliability ((184 – 54*52)/30)/(200-542/30)(184 – 522/30)

90.4
(102.8)*(93.867)

Therefore reliability = 0.92027

However, since we are using split half method, the r obtained is half of the expected value.
Spearman’s correction formula is given by; r = 2rhh, so by substation;
1+rhh
r = (2*0.92027) /(1+0.92027)

V
 = 0.9584
So reliability = 0.95

VI
Appendix II

I am, Nandutu Juliet, a student of Livingstone International University pursuing a Bachelor

of Science in Information Technology, as required by the university, I am carrying out
research on student Record management system in Livingstone International University to
this study, and you are kindly requested to complete the questionnaire as honestly as
possible. You can sign below as sign that you have consented.
Thank you.
Signature for respondent

………………………………….

SECTION A: DEMOGRAPHIC DATA.

For this section, tick √ in the appropriate box.

1. SEX:

1. Male 2. Female

2. AGE:

1.20-30 2.31-40 3.41-50 4.above 50

3. QUALIFICATION:

1. Certificate 2. Diploma 3. Degree 4.Masters 4. PHD

4. MARITAL STATUS:

1. Single 2.Married 3.Separate 4. Divorce 5. Widowed

5. DURATION OF EXPERIENCE:

1. Less than 5years 2. 6-10 yrs. 3. above 10years

6. OCCUPATION:

1. Student 2.Lecturer 3. Assistant Administrator 4.Administrator

5. Top management

VII
Section B:
Information: For items under this section, please grade your opinion by ticking only one of
the options ranging from (5-1), 5 being the highest, and 1 the lowest. Key:
Strongly Agree (SA) = 5, Agree(A) = 4, Not Sure(NS) = 3, Disagree(D) = 2, Strongly
Disagree(SD) = 1
Computerized Data Collection. (CDC)
S/N Statements/Items 5 4 3 2 1

7 I collect the student’s document such as admission and enrolment

electronically.(CDC1)

8 I collect payment of non-academic disciplinary proceedings

electronically.(CDC2)

9 There is use of technology to record the student documents for

individual and consumer services provided by the institution like IT
support services, careers, and employment services.(CDC3)

10 The computerized data collection programs undertaken has increased

academic progress and performance awards.(CDC4)

11 There is frequent use of technology to give academic, disciplinary,

social data/information to the institution.(CDC5)

12 There is use of technology to collect the data of the students uniquely

without confusing them and causing interference with others.(CDC6)

Computerized Information Protection. (CIP)

13 Unique identifiers are used to protect the student records (CIP1)
14 Different passwords are used for protection of the student records in
order to access the information.(CIP2)
15 Student records is limited to the staff who have need to know.(CIP3)
16 There are backups for the student records for better protection in order
to prevent loss of records.(CIP4)
17 There are paper and computerized data /information protection for
better management. (CIP5)
18 The electronic systems are not centrally management, designated staff,

VIII
 and then should have back- up copies to prevent loss.(CIP6)

Computerized Records Management. (CRM)

19 Student records are clearly defined.(CRM1)
20 Student records are well documented.(CRM2)
21 There is clear complete maintenance, accurate and update of every
student records.(CRM3)
22 There is a clear definition of the minimum content of the core student
record in the institution.(CRM4)
23 There is provision of information on the student’s academic
performance and award to potential students.(CRM5)

Student Records. (SR)

24 Student records are accessible only to authorized staff.(SR1)
25 There is adequate space for all the student records which need to be
produced.(SR2)
26 There is an appropriate environmental condition for the record
media/system use.(SR3)
27 Student records provide personal references for a certain limited time
after the student leaves the institution.(SR4)
28 Student records are stored, and retrieved quickly and easily.(SR5)
29 Student records are indexed for identification.(SR6)

Moderating Variables. (MV)

30 There is loss of control over the creation and use of records.(MV1)
31 There is loss of control over access ·(MV2)

32 The existence of different versions of the same information and the

absence of a definitive or authentic record. (MV3)

33
The loss of contextual information, such as the originator and the date

IX
 of creation.(MV4)

34 The ease with which electronic records can be manipulated or

changed.(MV5)

35 There is technology-related difficulty in retrieving records. (MV6)

36 The misuse of records, such as unauthorized access to or alternation of

records.(MV7)

Thank you so much for your cooperation

May God Bless You abundantly

X
Appendix III:
Questionnaire for Improving On Management Information System On Student Records
I am a student of Livingstone International University Department of Information
Technology. I am, currently undertaking a Research/project that will lead to an award in a
Bachelors Degree. Any help rendered to me will be of great use and will be highly utilized.
Research Information
S/N Question Answers
1 Name

2 Job title

3 Phone number (optional)

4 How do you make keep records currently? (Tick one) o Manual

o Computerized
5 How does it work?

6 How is the student’ personal data captured?

7 How is the information stored after it is captured?

8 How is the information captured and stored identified.

9 What challenges do you face when collecting and retrieving
data from the current system of the students
10 What are the general limitations of the current student system

11 Do you think the computerized student management system

will improve the effectiveness of the work

12 What are the recommendations of using the computerized

student management system for capturing, storing and
retrieving of the results

Thanks a lot

XI