Tài liệu STUDENT MARK RECORED SYSTEM doc

Data collection and input Mr Sorren will need to input the following data into the database:  A list of students in each class.. After the data has been entered, the StudentID and the

STUDENT MARK RECORED SYSTEM

Prepared by NGUYEN HUU HUNG

MBA7, Email: saobangftu@yahoo.com

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

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

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

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

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

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

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

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

Marks Marks

Student Marks

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

Student/ Parent

Mr

Sorren

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

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

Student Details Form

Assignment Entry Form

Grade Entry Form

Individual Grade Report

Class Assignment Grade Report

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

AssignmentType Text (15) Chosen from list

AssignmentDate Date/Time Default to Today’s Date

tblStudent

Field Name Data Type Description/Validation

StudentID Long Integer Must exist on tblStudent

AssignmentID Long Integer Must exist on tblAssignment

Field Name Data Type Description/Validation

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