STUDENT MARK
RECORED SYSTEM












Prepared by
NGUYEN HUU HUNG

MBA7, Email:

Hanoi, June 2009




2



Abstract

The purpose of this project is to examines the affects of Microsoft Access on
organisations and schools such as Hanoi School of Business and the significant
growth of Information and communication technologies (ICT) on Business
Management as a whole. Many schools are adopting the Microsoft Access to
retain excellent relationship with employees, customers, students and the
significant growth of ICT application is discussed and noted in this paper. This
growth has raised numbers of data security concerns and this paper outlines the
security risks that lost student’s mark associating with ICT and describes a
number of ways to maintain and reduce the risks.

In this paper, it is demonstrate how Microsoft Access can be used to control and
record student’s mark, avoid lost of data and also examine the use ICT to

develop a programme application and dynamic inside content.

This paper also examines the use of Microsoft Access application and its ability
to record, store, retrieve and search data. By creating the ICT application, it
shows how Project can control the information and database.





























3



Preface

The purpose of this project is to describe the essentials of Information and
communication technologies (ICT) in education, how it is conducted and
managed as well as assessing its limitation, issues and risks. ICT is an
interesting topic and it interests people in government, educational, heath
services and other areas will benefit from the knowledge of Information
Technology.

Today ICT is going through a period of change for new technologies and ideas
to be adapted to strategy implementation and profitability.




































4



Acknowledgements

First, my most heartfelt thanks go to Professor Fred Lins, for given me

instruction and knowledge to complete this project.

Next, I thank my family especially my parents for showing concern and
frequently enquiring how well I was doing and frequently asking when I was
going to finish my project. Next is my partner Yen Vy who has been the most
supportive, enthusiastic and constantly trying to help to test my product and
spotting any mistakes in this report.

Special thanks go to the technicians at Nguyen Van Thai; I appreciate their
support and valuable contribution.

Finally, I would like to thank my friends for understanding for being antisocial
to complete this project.





























5

Contents

Abstract 2
Preface 3
Acknowledgements 4
Contents 5
1. Identify 7
1.1 Identify the User 7
1.2 Manual Solution Considered 7
1.3 Two Alternative Software Solutions Considered 7
1.4 Proposed Solution Justified 8
2. Analysis 10
2.1 Appropriate Software Identified 10
2.2 Appropriate Hardware Identified 10
2.3 Data collection and input 10
2.4 Data Flow diagrams showing data source, processes and destinations 11
2.5 Data Manipulation 12

2.6 Alternative methods of Output Methods Considered 13
2.7 Backup Strategy Identified 13
2.8 Security Strategy Explaine 13
2.9 Cost and Economic benefit 13
3. Design 15
3.1 Menu structure Diagram 15
3.2 User Feedback on Initial Designs 15
3.3 Table Structures and Relationships defined 16
3.4 Query Explained in detail 17
3.5 QryIndividualGrade 17
3.6 QryClassAssignmentGrade 17
3.7 QryClassindividualGrade 17
3.8 Revised Menu Design 17
3.9 Subtasks Identified 18
4. Implementation 20
5. Maintenance 22
6. Conclusion 23










6




















































7


1. IDENTIFY


1.1. Identify the User

There is a geography teacher known as Mr Sorren and he works at Hanoi School
of Business. Since he has been there, Mr Sorren has kept a record of all his
pupils’ marks in a register starting from years 2 up to 7. But the problem is that
he cannot gain enough information about them, however, accurate and organised

the records are. E.g. if a student receives a mark for his exam in a percentage it
would also be helpful if the mark they actually received, was visible on the
records, this would allow Mr Sorren to observe if a student is progressing or
actually getting on with his/her work.

Also he would like to see a particular students grades individually without other
students marks being visible e.g. on a parents evening he would like to show the
students mark but without having to see any other students marks in the record
book.

1.2. Manual Solution Considered

One solution Mr Sorren could use is by manually adding a few more columns to
his record book, and work out the pupils average by hand and note them down,
he would then be able to make a list of the average grades and keep an
individuals grades private from being visible to other students.

1.3. Two Alternative Software Solutions Considered

The first alternative solution Mr Sorren could use would be to create a
spreadsheet and input all pupils’ names, information on them, their marks and
assignments they have been set. Now to find the percentage marks and averages
the pupils received, calculations could be made, using the spreadsheet and their
marks. This would save some time as you are not spending as much time, as you
did, keeping the marks in order but it would not be simple to produce reports on
certain individuals, without other students’ grades being visible.

But, however, a much better solution would be to create a database, as it would
be a more secure idea. This database would enable Mr Sorren to display a report
on an individual student and, also, it would also carry out the simple

calculations required.








8


1.4. Proposed Solution Justified

Out of the two solutions I think that the best solution would be to use the
database, as this would be the best way to look up information and grades of a
particular individual. Mainly, creating a database would save more time, then
the amount of time spent on record- keeping.












































9



















































10

2. ANALYSIS


2.1. Appropriate Software Identified

For the project I will need to use a certain database package, which will allow
me to create a suitable database for Mr Sorren.


There are two database software packages; I could choose from to create the
database. The two packages are the Microsoft Works Database package and
Microsoft Access 2003 package. Out of the two I have chosen to use the
Microsoft Access package, as it contains all the features I need to implement the
project, whereas the Microsoft Works package does not. All requirements are
available on Microsoft access, as it is the more popular version and easier to use.

2.2. Appropriate Hardware Identified

The hardware requirements I will need is simply the PC itself attached with a
mouse, keyboard and also a printer in order to create and print the database. The
mouse and keyboard is basic as we have to input the data using the two and a
printer is needed to print reports etc.

2.3. Data collection and input

Mr Sorren will need to input the following data into the database:

 A list of students in each class. These lists will be obtained from a list
produced by the school database at the start of the school year. A
StudentID will be assigned to each of the pupils and their student’s class,
surname and first name will be entered into the database.

 Details of each assignment. Details of assignments would be updated and
keyed into the database, when each assignment has been decided on at
various times in the school year. Each assignment will be noted down
and details would be eyed in later. The assignments would consist of data
such as assignment title, date to be handed in, description, maximum
marks achieved and the assignment type (e.g. Coursework, Exam, and

Homework.)

 Assignment marks achieved by each student on a particular assignment.
The marks each student has achieved will be keyed into the database, but
only after the assignment has been marked and checked. After the data
has been entered, the StudentID and the marks achieved will be entered
and the system will validate the data, to make sure that the mark is not
greater than the maximum mark for the assignment.




11

The computer will automatically validate assignment ID, StudentID and
AssignmentDate, which is most of the data, as they will be of a preset type such
as Autonumber or Date.

Also, if a particular student has not been recorded in the database, it would not
be possible to enter a mark for the student.

2.4. Data Flow diagrams showing data source, processes and
destinations

Mr Sorren will input the details of all the students in each class into the
database at the beginning of the term. The details will then be sorted by class
and surname and the be stored in the Student table, in the database.




Student Name Student
and class Details




Whenever, Mr Sorren sets a new assignment, he will always have to enter
details such as the title, date set, type of assignment and maximum mark. This is
shown in the diagram below.


Assignment
Title, Type, Max Assignment
Mark and Date Details



As the Mr Sorren has entered the student and assignment details, he will now
need to input the individual marks for each assignment as it is completed. From
the marks entered, percentage grades are calculated which would then form the
basis for the school reports for the students. This process is shown below:








Students

Enter
Student
Details

Mr
Sorren

Assignments
Enter
Assignments
Details

Mr
Sorren





12



Marks Marks



Student Marks



Assignment
Details Grades





Student Grades
Details


2.5. Data Manipulation

Tables will be required in the system in order to create the database. The tables
will consist of Student, Assignment and StudentMark. Each of the tables
contains individual fields, which will be as follows:

STUDENT – Contains the details of a student [StudentID, FirstName, Surname
and class]

ASSIGNMENT – Contains information on the assignments set [AssignmentID,
Type, Date, Description and MaxMark]

STUDENTMARK - Contain information on what marks the students have
achieved for each assignment and will consist of [StudentID, AssignmentID,
and Mark]

Two reports will need to be produced for the database. The first report will be
the report for individual grades. To create the individual grades report, a query
will run in the system to combine data from all three. This will produce the

report. The user will then be able to specify a particular students name and then
the query will be used to calculate the percentage grade for each assignment.
This query that will need to be produced will be the source of the individual
grade reports for each of the students. This report needed to find the average
mark for a particular student using the summary function.


Mr
Sorren

Enter
Marks
Student Marks
Student Marks
Student Marks

Calculate %
& produce
reports

Student/
Parent

Mr
Sorren






13
The second report will print a particular class’s grades, for each assignment
covered. In order to do this the user will be asked to enter the assignment code
and class name.

2.6. Alternative methods of Output Methods Considered

In order to view the reports or print them an on-screen monitor and printer will
be required for the system. When Mr Sorren arranges a Parents Evening, he will
need to print a report of an individuals grades and the class list of grades for a
particular assignment. In other cases he might need to view information on if an
individual has passed or failed an assignment. Again, he will need to view this
on an on-screen monitor.

The reports will group and sort out some of the information to make the system
easier to follow and understand.

2.7. Backup Strategy Identified

A backup or security strategy must be taken into hand for safety purposes. This
could be done, by backing up the computer file containing the final system into
floppy disk or CD-Rom, once a week or whenever a large amount of data is
input to the system, to access it later in the future. The backed up copy should be
kept in a secret compartment incise of a dangerous hazard, such as a fire or in
such cases theft!

2.8. Security Strategy Explained

The system should also be password protected so that information should be
secure. The password should be remembered and should not be shared with any

one. It should be one that a student cannot guess.

2.9. Cost and Economic Benefit

After choosing the best among project alternatives and verifying the financial
viability of the selected option, the next step is to test the economic viability of
that option. The initial step in testing the economic viability of a project is to
identify, quantify and value the economic costs and benefits. Two important
principles to be followed are:
(i) Comparison between with- and without-project situations; and
(ii) Distinction between nonincremental and incremental inputs (costs) and
outputs (benefits).

The INPUTS COSTS is estimated of 500,000VND (equivalent to $30.00)
The OUTPUTS (benefits) are:  Time saving
 Avoiding lost
 Logic Management




14





















































15
3. DESIGN


3.1. Menu structure Diagram


The menu structure for the system will be as shown below:
























3.2. User Feedback on Initial Designs

Mr Sorren, the geography teacher, had a look at the initial designs, for his own
feedback and approval to suggest any improvements that could be made. He
claimed that there could be a few changes that could be made to the designs for
improvement. Mr Sorren made the following comment:

“The initial designs you created seem to fit my needs but, however, there could
be a few improvements by altering one or two things, for better performance.”

1) Although the assignment types consist of ‘Test’, ‘Homework’ and
‘Exam’, they will also need to include ‘Project’. Also, instead of typing
it in each time, it would be much more grateful to just select the option
from a list, as it would save time.
Main Menu
Add/ Edit Data

Reports Exit Database
Student
Details Form

Assignment
Entry Form
Grade Entry
Form

Individual
Grade Report

Class
Assignment
Grade Report




16
2) Is it possible to enter the assignment details and then fill in the list of
marks each student has achieved in a class, onto the same form? This
would be really helpful instead of entering each student’s grade
separately, as it would be much quicker and save more time ten the
previous method.
3) Is it possible to print out an individual report for each student in a class
without having to enter their FirstName and surname individually? This
would be great for events such as parents evening, where Mr Sorren can
print an individual report for every student in a class.


3.3. Table Structures and Relationships defined


In the system three tables are required and they are related as shown below:





The tables are defined as follows:

tblStudent


tblAssignment

Field Name Data Type Description/Validation
AssignmentId Autonumber Unique Primary Key
Description Text (50)
AssignmentType Text (15) Chosen from list
AssignmentDate Date/Time Default to Today’s Date
MaxMark Integer >0

tblStudent

Field Name Data Type Description/Validation
StudentID Long Integer Must exist on tblStudent
AssignmentID Long Integer Must exist on tblAssignment
Mark Integer >=0, default to 0.
Field Name Data Type Description/Validation

StudentID Autonumber Unique Primary Key
Surname Text (20)
FirstName Text (15)
Class Text (3)
Student StudentMark Assignment




17
3.4. Query Explained in detail
For the database I will need to create 3 queries. Queries will able you to view,
change, and analyse data in different ways but in my case, they are the source of
records for forms, reports, and data access pages.
3.5. QryIndividualGrade
This query will combine data from all 3 tables. It will then ask the user to
specify a particular pupil’s First name, surname and class by using all of the
fields from the three tables. The query will then result in a pupil’s record of the
grades they have achieved for each assignment completed. As well as this, the
query will also calculate the percentage grade for each assignment, by creating
new fields. The Percentage mark is premeditated from the mark and the
Maximum mark. All this information is inputted into a new field named
Percent.
Example on how to find the percentage mark for each grade:
Percentage = (Mark)/(MaxMark)*100

Entering a Surname, FirstName and class for an individual student.
e.g. (Enter Surname:)

This query will be used as the source for rptIndividualGrades for a particular

student.

3.6. QryClassAssignmentGrade

This query will also combine data from the three tables. But this time, it will ask
the user to state an Assignment ID and a class. A list of pupils in a particular
class will then be shown and the mark that each pupil achieved for a particular
assignment will be visible.

3.7. QryClassindividualGrade

The following query will be vastly similar to the qryindividualGrade, but it will
only ask the user to enter a class rather than entering the names of the pupils.

3.8. Revised Menu Design

A menu is required to access certain forms and reports on particular pupil in
each class. The menu will need to realize that grades and assignments can now
be entered on the same form. To do this it will need to include an extra
report.






18


















3.9. Subtasks Identified

The implemented final design will need to be broken down to manageable sub-
tasks to make it easier to understand. I will need to

1. Create three tables and classify the particular default validations and
values.
2. Create relationships between each of the tables.
3. Create the data entry form so that students can be entered into the system.
4. Create the data entry form including the sub form so that assignments and
grades can be added.
5. Create the three queries so the user, can specify a particular pupils details
such as first name, surname, and class to attain information about them.
6. Create the three reports to display the assignments and grades for each
pupil in a certain class.
7. Finally, create the menu, so that the user can access the option they want

e.g. assignments and grades on a particular pupil, individual grade reports
etc. The menu will also need an exit button, so that you can exit the
database.











Add/Edit Data

Student Details


Form

Assignment/Grade
Form

Reports

Individual Grade
Report

Class Assignment

Grade Report
Exit Database
Main Menu

Class Grade
Reports




19




















































20
4. IMPLEMENTATION


The implementation section, gives evidence to show that the program has
actually been created. I may find some errors in the program when
implementing it, and any errors discovered will be described into why it has
appeared as an error, and then gradually be corrected, to give the perfect result.

Test Results

The test plsns I created in the design section of the prject, can now be
implemented.







































21

















































22
5. MAINTENANCE

Maintenance is defined by the Burra Charter as the continuous protective care
of the fabric, contents and setting of a place. Maintenance can be categorised
according to why and when it happens.

While the planning and design of a programme may assume as paint a picture of
beauty, the long term care and durability of users is the realistic factor in its
success. The standard level of care for Student Mark Recorded System is
provided as a guide for lectures. Expected cost for this level of care is provided
to similarly inform the school managers.

Maintenance activities includes:

Corrective maintenance:

Work necessary to bring Student Mark Recorded System to an acceptable
standard (often as recommended by a conservation plan) such as treatment for
rising damp; or


Planned maintenance:

Work to prevent failure which recurs predictably within Student Mark Recorded
System, such as errors, disruptions; or

Emergency corrective maintenance:

Work that must be initiated immediately for safety, security reasons or that may
result in virus attactted. A daily response system detailing who is responsible for
urgent repairs should be prepared.
















23
6. CONCLUSION


Undertaking a project like Student Mark Recorded System in ICT is not a big
project and a challenging one as the area of development for IT is big. The
project will consume a time to design and implement a programme; this is due
to the amount of development stages that will require building a dynamic inside
content. The Taskbar menu allows the user to access functions, ensuring
usability and the application is user-friendly.

Due to extenuated circumstances certain tasks of the application were unable to
complete and if not due to lack of time the tasks would have been attempted to
implement a dynamic, secured full function ICT programme.

Due to extenuated circumstance certain stages of the form were not able to
complete and due to the lack of time no attempt the project were not screening
exellently.

Future Recommendation

Certain development stages of the application have not been achieved and will
require to time to adopt the ideas into the application.

A further development can be implemented in the future to enable
users to access through the database without the need to manual
search for the item through the menu list and book record.
A large amount of schools can be implemented to access and get
information and exchange about student’s mark.
Make schools are connected and more accessible for disabled
people.