Johnston GP, Bowen DV (2005).

The benefits of electronic records management systems: a general

review of published and some unpublished cases. Records Management Journal. 15(3):131-140.

Records & Information Management

Records & Information Management (RIM) regulates the creation, maintenance, use, and disposal of records and information for
efficient business practices and regulatory compliance. RIM best practices ensure that records are appropriately managed and
preserved, can be retrieved as needed, and are disposed of according to policy requirements. Policy & Records Administration
facilitates implementation of the UC Records Management Program at UC San Diego.

Memoire Online >

Informatique et Tlcommunications

Design and implementation school management system

Disponible en mode multipage

( Tlcharger le fichier original )

par Grard Rutayisire
National University of Rwanda - Degree of Bachelor in Information Technology
2010

DEDICATION
To our dear parents regretted;
To our dear wife Mushashi Victoire;
To our dear children: SHEMA Alain and KAMANZI Idrissa;
To our faithful friend Gerhard Kempf and his family: Monika Kempf, Marie and Carlos;
To our dear brothers and sisters;
To all our friends near and far;
This work is dedicated.

AKNOWLEDGEMENTS
We can not complete this project if it is advice, aid, consolidation of the share of people who
are now forever etched in our memory.

We express our greatest thanks to our dear family for their moral support and encouragement.
We wish to express our deep gratitude and thanks to Mr. Gerhard Kempf and his family who
during 30 years of friendship until today, has consistently expressed its support strictly moral,
material and financial support to the conclusion my studies.
May our gratitude also go to Dr. William Sahinguvu, despite its many duties, has agreed to
provide leadership for this work, his counsel, his dedication, his availability, his comments and
corrections are relevant led to the culmination of this work.
We thank all the teachers of the NUR who have formed during this cycle of license. The
success of this project is due, mainly, to the knowledge that we have been taught in previous
years.
We especially thank the teachers who advised us and towards the right path when necessary.
All those who contributed in one way or another, to make this work, can be found here, the
crowning of their efforts.
RUTAYISIRE Gerard
iii
TABLE OF CONTENTS
DEDICATION i
AKNOWLEDGEMENTS ii
TABLE OF CONTENTS iii
LIST OF SYMBOLS AND ABBREVIATION vi
LIST OF TABLES vii
LIST OF FIGURES viii
ABSTRACT ix
SOMMAIRE x
I.0 INTRODUCTION 1
1.1 Problem statement 1
1.2 OBJECTIVES OF THE PROJECT 2
1.3 Interest project 2
1.3.1 Personal Interest 2

1.3.2 Institutional Interest 2

1.4 THE HYPOTHESIS OF THE PROJECT 2
1.5 SCOPE OF THE PROJECT 2
1.6 METHODOLOGY 3
1.7 ORGANIZATION OF THE PROJECT 3
CHAPTER II: THEORETICAL CONCEPT 4
2.1 Introduction 4
2.2 Information system and fundamentals 4
2.2.1 System 4
2.2.2 Information 4
2.2.3 Information system 4
2.2.4 Information technology 4
2.3 Database concepts 5
2.3.1 Data 5
2.3.2 Data versus information 5
2.3.3 Database 5
2.3.4 Entity 5
2.3.5 Entity Relationship Diagram 5
2.3.6 Table 6
2.3.7 Record 6
2.3.8 Field 6
2.3.9 Attribute 6
2.3.10 Primary key 6
2.3.11 Foreign key 6
2.3.12 Data Modeling 7
2.3.13 Relational database 7

2.3.14 Database management system (DBMS) 8

2.4 Database in network environment 8
2.4.1 Network environment 8
2.4.2 Client/server architecture 8
2.4.3 Client-server 9
2.4.4 Database server 9
2.4.5 Web server 10
2.4.6 Web Browser 10
2.4.7 Web page 10
2.4.8 Website 10
2.5 Tools and Language used 11
2.5.1 HTML 11
2.5.2 PHP 11
2.5.3 Mysql 11
2.5.4 Apache server 12
2.5.5 JavaScript 12
2.5.6 CSS 12
CHAPTER III: RESEARCH METHODOLOGY 13
3.1 Introduction 13
3.2 Prototyping model 13
3.3 Advantages of prototyping 13
3.4 Disadvantages of prototyping 13
3.5 The process of prototyping 14
3.6 Prototype cycle 15
3.6 The importance of using prototyping 16
3.7 Analysis of the system 16

3.7.1 The existing system 16

3.7.2 The proposed system 16
3.7.3 System requirements 17
3.8 System Actors 17
3.8.1 Actor glossary 17
3.8.2 System outline 18
3.9 Data flow diagram 18
3.9.1 Dataflow notations 19
3.9.2 Context Diagram 20
3.9.2.1 Data Flow Diagram Level 0 21
3.9.2.2 Data Flow Diagram for School Secretary/ Register 22
3.9.2.3 Data Flow Diagram for School Secretary/ View 23
3.9.2.4 Data Flow Diagram for Secretary/ Edit 24
3.9.2.5 Data Flow Diagram for System Administrator/ Create User 25
3.9.3 Entity Relationship Diagram of SMS 26
CHAPTER IV: IMPLEMENTATION OF SMS 27
4.1 Interfaces of SMS 27
4.1.1 Home Page of SMS 27
4.1.2 The Login Page 28
4.1.3 Administration Page 29
4.1.4 Page for course scheduling 30
4.1.5 Page of form for scheduling course 31
4.1.6 View teachers 32
4.1.7 Registering new teacher 33
4.1.8 List courses to edit or delete some of them 34

4.2 Hypothesis Verification 34

CHAPTER V: CONCLUSION AND RECOMMANDATION 35
5.1 CONCLUSION 35
5.2 RECOMMANDATIONS 35
REFERENCES 36
I. BOOKS 36
II. WEBOGRAPHY 36
APPENDIX I
vi
LIST OF SYMBOLS AND ABBREVIATION
ASP: Application Service Provider
CSS : Cascanding Style Sheet
DBMS : Database Management System
DFD : Data Flow Diagram
ER : Entity Relationship
ERD : Entity Relationship Diagram
GB : Gigabyte
GHZ : Gigahertz
HTML : HyperText Markup Language
HTTP : HyperText Transfer Protocol
IS : Information System
IT : Information Technology
ITAA : Information Technology Association of America
KIS: Kigali International School
MB : Megabyte

NUR : National University of Rwanda

PC : Personal Computer
PHP : Personal Home Page
RAM : Random Access Memory
SDLC : Software Development Life Cycle
SGML : Standard Generalized Markup Language
SMS : School Management System
SQL : Structured Query Language
URL : Uniform Resource Locators
WWW : World Wide Web
LIST OF TABLES
Table 1: Actor Glossary 17
Table 2: Dataflow notations 19
LIST OF FIGURES
Figure 1: Data modeling 7
Figure 2: Database management system (DBMS) 8
Figure 3: Client/server architecture 9
Figure 4: Data server 10
Figure 5: Prototype Cycle 15
Figure 6: System outline 18
Figure 7: Context Diagram 20
Figure 8: DFD level 0 21
Figure 9: DFD level 1/ Registration 22
Figure 10: DFD level 1/ View 23
Figure 11: DFD level 1/ Edit 24

Figure 12: DFD level 1/ User creation 25

Figure 13: Entity relationship 26
Figure 14: Home Page of SMS 27
Figure 15: The Login Page 28
Figure 16: Administration Page 29
Figure 17: Page for course scheduling 30
Figure 18: Page of form for scheduling course 31
Figure 19: View teachers 32
Figure 20: Registering new teacher 33
Figure 21: List courses to edit or delete some of them 34

ABSTRACT
Creating an application with databases and has potential benefits in all sectors,
also including the management of a school Kigali International School.
Kigali International School has encountered many problems related to the management of their
teachers and courses to teach. They need a lot of time to capture huge amounts of data using
MS Excel which is so difficult to use, where the user has to memorize all the features of the
tool and it is not easy and can be the results of various errors which causes delays in their work.
There are also data management, maintaining good relationships with parents of students and
other school partners who are not as easy for them. This work was designed to provide a
solution that can solve such problems.
To achieve our research, we have to resort to the prototype model that allowed us to address the
various stages of the creation of software to include analysis, design, development and testing
of software.
Following this research we proposed a program that will enable the school Kigali International
School to record information, manage the teachers and the courses to be taught, make periodic
reports from this information and "Internal School Kigali to manage the entire system and make
the statistics. The new software allows quick access to information.

SOMMAIRE
La cration d'une application comportant des bases de donnes prsente des potentiels et

avantages dans tous les secteurs y compris galement celui de la gestion d'une cole Kigali
International School.
Kigali International School rencontre beaucoup des problmes lis la gestion de leurs
enseignants et les cours dispenser. Il leur faut beaucoup de temps pour saisir des normes
quantits de donnes en utilisant MS Excel qui est si difficile utiliser, o l'utilisateur doit
mmoriser toutes les fonctionnalits de l'outil et ce n'est pas facile et peut tre les rsultats de
diffrentes erreurs ce qui occasionne des retards dans leur travail. Il y a aussi la gestion des
donnes, le maintien des bonnes relations avec les parents des lves et les autres partenaires de
l'cole qui ne sont pas aussi facile pour eux. Ce travail a t conu afin de donner une solution
qui peut rsoudre des tels problmes.
Pour raliser notre travail de recherche, nous avons du recourir au prototype modle qui nous a
permis d'aborder les diffrentes tapes de la cration d'un logiciel savoir l'analyse, la
conception, le dveloppement et la mise l'preuve du logiciel.
A l'issue de cette recherche nous avons propos un logiciel qui permettra l'cole Kigali
International School d'enregistrer les informations, de grer les enseignants ainsi que les cours
dispenser, de faire des rapports priodique partir des ces informations et Kigali Internal
School de grer tout le systme et faire les statistiques. Le nouveau logiciel permettra un accs
rapide aux informations.

I.0 INTRODUCTION
There is now no doubt that the information revolution is the largest and most innovative that
marked the life of mankind in this century. Indeed, far from being a passing fad or a passing
trend, the computer just to bring us many advantages to our way of life. No area was a stranger
to this strategy that offers many services both for business and administration.
But beyond the individual use of the computer, it is especially the establishment of
communication between computers, which helped to revolutionize the methods of work. Thus,
we have witnessed the emergence of networks.
This step provides new users with new tools and allows them to improve their profitability and
productivity.
Today, the business is done online worldwide, the management of institutions is done through
network technology, all the systems of information management has been digitized. All these
innovations have the aim to simplify life by making a lot of things easily and in a short time.
Within this framework of ideas that our project:design and implementation of a School
Management System which can be used by Kigali International School as my case study is
developed as final work to fulfill the requirements of obtaining Bachelor's degree in
Information Technology.
1.1 Problem statement
The problem currently facing the school Kigali International School is the management of
course delivery. Here, the teacher does not properly handle their workload, and sometimes the

courses are not offered on time. The number of students who must study the course is not
followed. The main problem is to manage the teachers work and courses scheduling.
1.2 OBJECTIVES OF THE PROJECT
The project objectives are:
-Suggestion of a management system that will provide a solution to some problems in high
school for course planning and evaluation of teachers in a given time, and meet the system
requirements.
- Designing a new system that will provide a good way and easy to manage the delivery of
courses
- Ensure system security.
1.3 Interest project
1.3.1 Personal Interest
Providing solutions to practical problems using knowledge gained from the particular class of
software engineering, system analysis, system management databases and web design in my
undergraduate studies in information technology.
1.3.2 Institutional Interest
The implementation of the management system will dispense courses in high school Kigali
International School to manage institutional resources in an efficient, effective and accountable.
1.4 THE HYPOTHESIS OF THE PROJECT
This project will demonstrate that the implementation of the management system of a school
will improve the quality of services in Kigali International School, creating an automated
application to plan and manage the delivery of courses.
1.5 SCOPE OF THE PROJECT
The scope of this project is focused to the course planning for teachers, and due to the time
constraints the work is limited only to one of modern schools of Kigali. Although this is
considered as a prototype model, the project could be extended later to build full Course
planning system to a big school such as University where will be all information, and different
calculations of the time used by different teachers.
1.6 METHODOLOGY
To develop a web based application of course delivery management system, it will be necessary
to use two types of methodology known as research methodology and software engineering
development methodology.
1.7 ORGANIZATION OF THE PROJECT

This project will be divided into five parts:

+ The first part deals with the general description of the system.
+ The second part will deals with the review of literature,
+ The third part will deal with the methodology which will be used in the development of the
software.
+ The fourth part will deal with the practical issues of development and implementation of the
software
+ The last part will be concerning the conclusion and recommendation

CHAPTER II: THEORETICAL CONCEPT

2.1 Introduction
The purpose of this part is to provide a brief description about terms that are used during
development of this project. It deals with theoretical concepts and fundamentals that support
this project. It provides definitions and characteristics of technologies used. Since theoretical
concepts involved are complex the description provides only the over view.
2.2 Information system and fundamentals
2.2.1 System
A set of interrelated components that function together to achieve one or more results1. For
example, a computer System includes both hardware and software to process any information.
2.2.2 Information
Information is the result of data processing2, the data is processed, manipulated, organized, in
order to be in suitable form for human interpretation.
2.2.3 Information system
Information system (IS)is an arrangement of people, data, processes, and information
technology that interact to collect, process, store, and provide as output the information needed
to support an organization3.
Examples: Hotel Online Booking System
Student Online registration System
2.2.4 Information technology
Information Technology (IT), as defined by the Information Technology4 association of America

(ITAA), means all computerized and auxiliary automated

1

Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 5

Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 5

Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill,chap.1

4 http://en.wikipedia.org/wiki/Information technology, 15th April, 2010

information handling, including system analysis and design, computer programming, data
conversion, information storage and retrieval, data communication, voice, video, requisite
systems controls, and simulation. Generally the term Information Technology is abbreviated
with IT
2.3 Database concepts
2.3.1 Data
Data is a representation of facts, concepts, or instructions in a manner suitable for
communication, interpretation, or processing by humans or by automated means; data5 consists
of basic facts that are the system's raw material.
2.3.2 Data versus information
Data and information are closely related, and in fact are often used interchangeably. However it
is useful to distinguish between data and information. Information is normally defined as data
that has been processed in such a way that it can increase the knowledge of the person who uses
the data.
2.3.3 Database
Database is an organized collection of related data6. It means that data are structured in manner
suitable to be stored, manipulated, and retrieved by users; By related I mean the data describe
domain of interest to a group of users and that the users can use the data to answer questions
concerning that domain.
2.3.4 Entity
It is a person, object, place, event, or concept in the user environment about which the
organization wishes maintain data.
2.3.5 Entity Relationship Diagram
An entity-relationship (ER) diagram is a specialized graphic that illustrates the
interrelationships between entities in a database. ER diagrams often use symbols to represent
three different types of information.
5

Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 5

Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill ,chap3

Boxes are commonly used to represent entities. Diamonds are normally used to represent
relationships and ovals are used to represent attributes.
2.3.6 Table
A table is a two-dimensional display of data values corresponding to an entity. The columns of
a table represent the characteristics of the entity, and the rows represent instance of the entity.
2.3.7 Record
A record is a generic term of a row in database, just like a card. A record very often represents a
piece of content. The dynamic functionality and much of the content of Mambo relies in a
database in order to function.
2.3.8 Field
The location in a database record reserve for a particular type of data; for example in library
catalog, author, title; subject headings would all be stored in specific fields.
2.3.9 Attribute
A named property or characteristic of an entity that is of interest to an organization. An example
of attribute is personnel_Id
2.3.10 Primary key
The primary key is used to create relationships between tables. It's the entry keyed off of to
identify the record in question. An otherwise meaningless surrogate value is often used for the
primary key. The primary key for an entry must never change: if the referred to by a record in a
different table, the relationship (link) will be often irretrievably broken.
2.3.11 Foreign key
A foreign key is a reference to a key in another table, meaning that the referencing table has, as
one of its attributes, the values of a key in the referenced table. Usually a foreign key will be a
primary key in another table.
2.3.12 Data Modeling
It is a technique for organizing and documenting a system's data. Sometimes it is called
database modeling7 because it is eventually implemented as a database. The actual model is
frequently called Entity Relationship Diagram (ERD), where entity means a class of persons,
objects, events or concepts about which we need to capture and store data and relationship
means association among the instance of one or more entity types.

Figure 1: Data modeling

Source: http://upload.wikimedia.org/wikipedia/commons/f/f4/4- 3_Data_Modelling_Today.jpg
2.3.13 Relational database
Relational database creates relationships between fields in tables explicitly through keyed
fields. Because the relationships are not handled programmatically but are integral to the data
itself, users can access the data without knowing the physical structure of the data (i.e. how data
are written on disk). Logically, relational databases lend themselves very efficiently to many
situations, and because their structure is transparent, they can be designed and modified
relatively easily.
2.3.14 Database management system (DBMS)
A collection of programs that enable a user to enter, modify, manage, and delete information in
a database. There are different type of DBMSs, ranging from small systems that run on personal
computers to huge systems that run on mainframes.
Database management system (DBMS)

Figure 2: Database management system (DBMS)

Source: http://www.unixspace.com/img/com.gif 2.4 Database in network environment

2.4.1 Network environment
2.4.2 Client/server architecture
A Network architecture 14 in which each computer or process on the network is either a client or
a server.
Servers are powerful computers or process dedicated to managing disk drives (file servers),
printers (print serves), or network traffic (network servers).
Client are PCs or workstations on which users run applications. Clients rely on servers for
resources, such as files, devices, and even processing power. Another type of network
architecture is known as a peer-to-peer architecture because each node has equivalent
responsibilities.
Both client/server and peer-to-peer architectures are widely used, and each has unique
advantages and disadvantages. Client-server architectures are sometimes called two-tier
architectures.

Figure 3: Client/server architecture

Source: http://www.acm.org/ubiquity/volume_9/images/client_server_architecture.jpg
2.4.3 Client-server
Client/server describes the relationship between two computer programs in which
one program, the client, makes a service request from another program, the server, which fulfils
the request. Although the client/server idea can be used by programs within a single computer,
it is a more important idea in a network. In a network, the client/server model provides a
convenient way to interconnect programs that are distributed efficiently across different
locations.
2.4.4 Database server
A database server is a computer program that provides database services to
other computer programs or computers, as defined by the client-server model.

10
Figure 4: Data server
Source: http://www.inera.it/opencms_inera/export/pics/inera/dataserver.gif
2.4.5 Web server
A computer program that is responsible for accepting HTTP requests from clients, which are
known as web browsers, and serving them HTTP responses along with optional data contents,
which usually are web pages such as HTML documents and linked objects (images, etc.).
2.4.6 Web Browser
A web browser is a software application that enables a user to display and interact with text,
images, videos, music and other information typically located on a Web page at a website on
the World Wide Web or a local area network. Some of the popular browsers are: Internet
Explorer, Mozilla Firefox, Netscape, and Opera and further
2.4.7 Web page
A web page8 is a block of data available on the world-wide web, identified by an URL.
2.4.8 Website
A website9 is a set of interconnected web pages, usually including a homepage, generally
located on the same server, and prepared and maintained as a collection of information by a
person, group, or organization.
8

http://www.learnthat.com/define/view.asp?id=2348 22th April, 2010 9 http://www.answers.com/topic/website 22th April, 2010

14

http://www.webopedia.com/TERM/Cclient server architecture.html (accessed: 23/05/2010)

2.5 Tools and Language used 2.5.1 HTML

Hypertext Markup Language" is the authoring language used to create documents on the World
Wide Web (www). HTML is similar to SGML, although it is not a strict subset.
HTML defines the structure and layout of a Web document by using a variety of tags and
attributes. All the information you'd like to include in your Web page fits in between the tags.
There are hundreds of other tags used to format and layout the information in a web page. Tags

are also used to specify hypertext links. These allow Web developers to direct users to other
web pages with only a click of the mouse on either an image or word(s).
2.5.2 PHP
PHP is a powerful tool for making dynamic and interactive Web pages.PHP is the widely-used,
free, and efficient alternative to competitors such as Microsoft's ASP.PHP is an HTMLembedded scripting language10. Much of its syntax is borrowed from C, Java and Perl with a
couple of unique PHP-specific features thrown in. The goal of the language is to allow web
developers to write dynamically generated pages quickly
2.5.3 Mysql
Mysql is a relational database management system. It stores data in separate tables rather than
putting all the data in one big storeroom. This adds speed flexibility. The Mysql database server
is very fast, reliable cheaper and easy to use and learn. Mysql today offers a rich and useful set
of functions. Its connectivity, speed and security make it highly suited for accessing databases
on the Internet, it also supports clustering technology.
10

http://www.tizag.com/phpT/ 15 Marchr, 2010

2.5.4 Apache server

Apache has been the world's most popular Web server (HTTP server) on the Internet since April
1996 and is generally considered to be more stable than other servers. The name Apache
derives from the word patchy that the Apache developers used to describe early versions of
their software. This web server has been chosen because of its performance regarding to the
other servers
2.5.5 JavaScript
A popular scripting language that is widely supported in Web browsers and other Web tools. It
adds interactive functions to HTML pages, which are otherwise static, since HTML is a display
language, not a programming language.
On the client, JavaScript is maintained as source code embedded into an HTML page. On the
server, it is compiled into byte code (intermediate language), similar to Java programs.
2.5.6 CSS
It stands for Cascading Style Sheet. Style sheet refers to the document itself. Style sheets have
been used for document design for years. They are the technical specifications for a layout,
whether print or online. Print designers use style sheets to insure that their designs are printed
exactly to specifications.

CHAPTER III: RESEARCH

METHODOLOGY

3.1 Introduction
The third chapter states the methodology used to reach the objectives of the
project. The framework in which software is designed, developed, and maintained is known as
the Software Development Life Cycle (SDLC). It shows the steps, phases, milestones, and
evolution of the software development process. There are many types of models used in
software design and development. Among them are the spiral models, rapid development
model, Evolutionary model, waterfall model, prototyping model, etc.
3.2 Prototyping model
Prototyping Model has been used to develop this application. The Prototyping11
model is a technique for quickly building a function but incomplete model of the information
system.
3.3 Advantages of prototyping
Reduces development time.
Reduces development costs.
Requires user involvement.
Developers receive quantifiable user feedback.
Facilitate system implementation since users know what to expect.
Results in higher user satisfaction.
Exposes developers to potential future system enhancements.
3.4 Disadvantages of prototyping
Can lead to insufficient analysis.
Developers can become too attached to their prototypes.
Can cause systems to be left unfinished and/or implemented before they are ready.
11 Whitten Bentley, Systems analysis and design methods 7th edition, p.70
3.5 The process of prototyping
> Identify basic requirement: Determine basic requirements including the input and output
information desired. Details, such us security, can typically be ignored.
> Develop initial prototype: The initial prototype is developed that includes only user
interfaces.

> Review: The customers, end-users, examine the prototype and provide feedback on additions
or changes.
> Revise and enhancing the prototype: Using the feedback, both the specifications and the
prototype can be improved.
This method involves a series of iterations and refinement until the prototype product is a fully
working system, and the user is satisfied.
3.6 Prototype cycle
Startin

Timing

Figure 5: Prototype Cycle

Source: Own drawing using Ms Visio

This prototype model usually consists of the following: > Analyze the users' basic requirements.
> Repeat
o Develop or revise the working prototype to include the requirements that are known at this
stage.
o Allow the user to use the prototype to suggest changes to the requirements. If there are no
major changes, exit the loop.
o Analyze the requested changes with the user.
The outcome is usually one of the following:

> The final prototype is used as part or all of the specifications for the
formal development of the system.
> The final prototype is placed into production.
3.6 The importance of using prototyping
It has been argued that prototyping, in some form or another, should be used all
the time and is very effective in the analysis and design of on-line systems, especially for
transaction processing, where the use of screen dialogs is much more in evidence. However,
prototyping is most beneficial in systems that will have many interactions with the users.
Prototyping is especially good for designing good human-computer interfaces.
3.7 Analysis of the system
The initial step while developing an application program consists exactly to find
out what to be solved and what should be done and to make sure that the measures taken are
consistent and sufficient to resolve the problem. It also consists of finding out what are the
requirements specifications that the system will use, who are the users, what is the benefit of
the application, those activities are done to help full system analysis
3.7.1 The existing system
There is no any other automated product at Kigali International School. The
current system is manual. They use Ms Excel, which is so difficult to use, where the user must
memorize all features of the tool and this is not easy and results to different errors.
3.7.2 The proposed system
While analyzing the existing system, the automated system has been proposed.
This is the School Management System. It allows the user to store data, retrieve data and
manage simply. Secretary can insert teachers' information, course information, distribute
courses among available teachers, inform all teachers for changes and other related to school
activities
3.7.3 System requirements
Ubuntu Linux Operating system revealed itself as a product of choice because of
viruses' issue, but that product can also run under Windows XP, Vista as Operating System,
Processor 2.5 GHz and 1014 MB RAM and 60 GB Hard Disk for each machine.
3.8 System Actors
System actor is any person who will use or affected by an information system on

a regular basis-capturing, validating, entering, responding to, storing and exchanging data and
information. The School Management System has two categories of the system users. They are:
School Secretary.
System Administrator.
3.8.1 Actor glossary Table 1: Actor Glossary

User

Activities

School Secretary The school staff in charge of planning courses, teachers, modification of
those entries if necessary

System
administrator

Creates system new users, modify user

or delete user, creates and publish
news and announcements, view all
information in the system

PROCESS
Adding courses
Registering teacher
Section registration
Class registration
User registration
View all Information
Course planning
Time calculation
3.8.2 System outline

INPUT

 Request for Adding course

Request for registering a teacher.
Request Section
registration
FILES

OUTPUT

Courses file

Show all courses

Teachers file

Show all teachers

Classes file igre: System

Show all section

Users file

Show all classes

Section file

Show all news

Announcement and news file

Show all announcements

Confirmation message
Error message

Figure 6: System outline

Source: Own drawing
3.9 Data flow diagram
A data flow diagram concentrate upon the data needed to support the information
requirements of the system.

What is needed, what the processes that convert it? It provides the notion of structure, static
pieces of documentation, communication tool...
3.9.1 Dataflow notations
A DFD has 4 keys components
Table 2: Dataflow notations

External Entity: exist in the system's

environment and either provide data to the system (sources) or receive data from the
system (sinks).

Process: The individual task which when

completed in a certain sequence fulfils the overall goal of the system of which is a part. It
transform input into output
Data store: contains data which is needed by a process in order for it to be completed

Data Flows: Depict the fact that some data in the form of documents is moving from an
external entity to a process or vice versa, from one process to another, from a process to a
store or vice versa.

3.9.2 Context Diagram

Figure 7: Context Diagram

Source: Own drawing
The figure above shows the interaction between the system and external agents which act as
data sources and data sinks. The context diagram shows the entire system as a single process,
and gives no clues as to its internal organization.

3.9.2.1 Data Flow Diagram Level 0

Figure s: DFD level 0

Source: Own drawing
The figure above shows how the system users intervene with the process of the school
management system for teachers, courses and how data are sent into different Data files. It
shows in general how users interact with the system and how data are being processed to
respond the user request.
3.9.2.2 Data Flow Diagram for School Secretary/ Register

1.1

SMS/R

Request information to register

1.1.1 SMS/R/RD
Teacher
Register data(Teacher,
Course, class)
class
1.1.3
Registration transimission
Field verification
SMS/R/RT
Data
course
1.1.2
Check data

SMS/R/CD
Send information
Confirm registration
Figure 9: DFD level 1/ Registration Source: Own drawing
The Figure above shows how secretary interact with the system to process registration of
courses, teachers and classes.
3.9.2.3 Data Flow Diagram for School Secretary/ View

Request of viewing
Course id
Send information
Return information
Confirmation of Viewing
Figure 10: DFD level 1/ View
Source: Own drawing

The figure above shows the way for secretary to view all information necessary .

3.9.2.4 Data Flow Diagram for Secretary/ Edit

Request of viewing
1.3
1.3.1
teacher
Register data(teacher,
Course, class)
class
SMS/M/Inf
teacher id
Class id
1.3.3

Providing information
Confirmation
SMS/M/MD
SMS/M
Modify data
Course id
course
1.3.2
Request information
SMS/M/RI
Send information
Return information
Figure 11: DFD level 1/ Edit Source: Own Drawing
The figure above explains how secretary interact with the system to edit data where necessary.
3.9.2.5 Data Flow Diagram for System Administrator/ Create User

Rea uest user creation

User information
User information
User creation confirmation
Figure 12: DFD level 1/ User creation Source: Own drawing
The figure above shows the process of creating user, and here the user said is school secretary.
This task is performed by System administrator.

3.9.3 Entity Relationship Diagram of SMS

Figure 13: Entity relationship

Source: SMS
The figure above shows the tables in SMS Database, how the relationships between entities are
created. This graphic is made by using MYSQL Workbench and are normalized to remove
some anomalies. Rectangles represent entities; the entity name is placed at the top and the
attributes at the bottom.

CHAPTER IV: IMPLEMENTATION OF

SMS 4.1 Interfaces of SMS
4.1.1 Home Page of SMS

Figure 14: Home Page of SMS

Source: SMS
The figure above shows how the system looks at its home page. This is the interface for
everyone who can access the system.
4.1.2 The Login Page

Figure 15: The Login Page

Source: SMS
The figure below is the page where is the login utility. Here there is authentication for users.
The user must specify his/her Username and password then login as Administrator to perform
the required tasks.
4.1.3 Administration Page

Figure 16: Administration Page

Source: SMS
This the page where the user, secretary or Administrator will works. He/She can add students,

add course, schedule the course, add student, and edit all features. It is the page where all tasks
of the system can be performed it appears after login.
4.1.4 Page for course scheduling

Figure 17: Page for course scheduling

Source: SMS
The figure above shows the planes courses
4.1.5 Page of form for scheduling course

Figure 18: Page of form for scheduling course

Source: SMS
Course scheduling form: Here the school's secretary can plan the course. Edit it and delete if
necessary. The course may be planned by trimester where the start date and end date is
mentioned.
4.1.6 View teachers

Figure 19: View teachers

Source: SMS
The figure above shows the list of available teachers at KIS, they can be modified as the
manager wishes or updated due to any change that can occur.
4.1.7 Registering new teacher

Figure 20: Registering new teacher

Source: SMS
The figure above shows the way to register new teacher, I shows the details of teacher, personal
identification and educational level.
4.1.8 List courses to edit or delete some of them

Figure 21: List courses to edit or delete some of them

Source: SMS
The figure above shows how you can add or delete a course from a list. 4.2 Hypothesis
Verification
At the end of the work the hypothesis of the project were accomplished as suggested by the
researcher. The Hypothesis was to demonstrate that the implementation of the management
system of a school will improve the quality of services in Kigali International School, creating
an automated application to plan and manage the delivery of courses. Finally the prototype has
been created and can be used.

CHAPTER V: CONCLUSION AND

RECOMMANDATION
5.1 CONCLUSION

The main objective of this study was to provide a solution to the problem at school Kigali
International School, in its many difficulties in managing teachers, courses and students.
This objective was successfully achieved for a practical solution it is possible to implement
SMS at Kigali International School. But due to the limited time it is still a prototype which once
improved can be successful for such Kind of schools.
5.2 RECOMMANDATIONS

As the Methodology used in this project is the prototyping the researcher recommends the
following:
For further researchers to continue to create similar product for differents schools in Rwanda
using web based application tools. To improve the security they can use Java applets
For KIS, the researcher recommend this school to provide the requirements in matter of
equipments in other to setup the product at its level so that to shift for new prototype can be
made while this product is in production.

REFERENCES
I. BOOKS

1. Saint JOSEPH Computer learning Center (System Analysis & Design e- Book) page 5

2. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGrawHill,chap.1
3. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill
,chap3
4. Whitten Bentley, Systems analysis and design methods 7th edition, p.70
II. WEBOGRAPHY

1. http://en.wikipedia.org/wiki/Informationtechnology
2. http://searchdatamanagement.techtarget.com/sDefinition/0,,sid91gci211902,00.html
3. http://www.learnthat.com/define/view.asp?id=2348
4. http://www.answers.com/topic/website
5. http://www.webopedia.com/TERM/Cclientserverarchitecture.html
6. http://www.tizag.com/phpT/
7. http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html
8. http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html
I

APPENDIX
Coding using model
We used EasyPHP which helped us to create a transitional object and the MySQL database to
build a persistent object of our data model. The following class implements logins and
passwords.
<?
session_start();
if(!session_is_registered('username'))
{
header("location:administrator.php");

}
?>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<HTML>
<HEAD>
<TITLE> SMS :: Administrator </TITLE>
<META NAME="Generator" CONTENT="EditPlus">
<META NAME="Author" CONTENT="">
<META NAME="Keywords" CONTENT="">
<META NAME="Description" CONTENT="">
<link rel="stylesheet" media="screen" type="text/css" title="Essai" href="administrator.css" />
</style> </HEAD>
<BODY bgcolor='#e7fff3'>
<p>
<TABLE bgcolor='white'height=''width='800'align='center'class='maintable'> <TR>
<TD colspan='2'width=''height='100'bgcolor=''align=''>
<IMG SRC="../images1/banner.png" WIDTH="800"
HEIGHT="100" BORDER="0" ALT="">
<TR>
<TD colspan='2'>
<table align='center'>
<tr>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href='index.php'>HOME</a></td>
II

<td
background='../images1/menu.png'width='98'height='30'align='center'><a href='news/index1.p
hp'>NEWS</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href="../lecturer/lecturer.php">TEACHERS</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href="../course/course/viewcourse.php" >COURSE</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href='../student/student.php'>STUDENTS</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href=''>PARENTS</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href=''>CONTACTS</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a href='Academic/injir
a.php'>LOGOUT</a></td>
<td
background='../images1/menu.png'width='98'height='30'align='center'><a
href=''>HELP</a></td>
</tr>
</table>
</TD>
</TR>
<TR>
<TD width='200'bgcolor='white'valign='top'><script LANGUAGE="JavaScript"

topmargin="0">
<! Begin of calender
>
monthnames = new Array( "January",
"Februrary",
"March",
"April",
"May",
"June",
"July",
"August",
"September",
"October",
"November",
"Decemeber");
var linkcount=0;
function addlink(month, day, href) {
var entry = new Array(3); entry[0] = month;
entry[1] = day;
entry[2] = href;
this[linkcount++] = entry; }
Array.prototype.addlink = addlink;
linkdays = new Array(); monthdays = new Array(12);
III
monthdays[0]=31; monthdays[1]=28; monthdays[2]=31; monthdays[3]=30; monthdays[4]=31;
monthdays[5]=30; monthdays[6]=31; monthdays[7]=31; monthdays[8]=30; monthdays[9]=31;

monthdays[10]=30; monthdays[11]=31; todayDate=new Date();

thisday=todayDate.getDay(); thismonth=todayDate.getMonth(); thisdate=todayDate.getDate();
thisyear=todayDate.getYear();
thisyear = thisyear % 100;
thisyear = ((thisyear < 50) ? (2000 + thisyear) : (1900 +
thisyear));
if (((thisyear % 4 == 0)
&& !(thisyear % 100 == 0))
||(thisyear % 400 == 0)) monthdays[1]++; startspaces=thisdate;
while (startspaces > 7) startspaces-=7;
startspaces = thisday - startspaces + 1;
if (startspaces < 0) startspaces+=7; document.write("<table border=0 bgcolor=#99cccc
width='200'");
document.write("bordercolor=black><font
color=black>");
document.write("<tr><td colspan=7><center><strong>" + monthnames[thismonth] + " " +
thisyear
+ "</strong></center></font></td></tr>"); document.write("<tr>");
document.write("<td align=center>Su</td>"); document.write("<td align=center>M</td>");
document.write("<td align=center>Tu</td>"); document.write("<td align=center>W</td>");
document.write("<td align=center>Th</td>"); document.write("<td align=center>F</td>");
document.write("<td align=center>Sa</td>"); document.write("</tr>");
document.write("<tr>");
for (s=0;s<startspaces;s++) {
document.write("<td> </td>");
}
count=1;
while (count <= monthdays[thismonth]) { for (b = startspaces;b<7;b++) {

linktrue=false;
document.write("<td>");
for (c=0;c<linkdays.length;c++) {
if (linkdays[c] != null) {
if ((linkdays[c][0]==thismonth + 1) &&
IV
document.write("<a href=\"" + linkdays[c][2] + "\">"); linktrue=true;
}
}
}
if (count==thisdate) {
document.write("<font color='FF0000'><strong>");
}
if (count <= monthdays[thismonth]) { document.write(count);
}
else {
document.write(" ");
}
if (count==thisdate) { document.write("</strong></font>");
}
if (linktrue)
document.write("</a>");
document.write("</td>");
count++;
} document.write("</tr>");

document.write("<tr>");
startspaces=0;
} document.write("</table></p>");
</script>
<! End
>
<TABLE>
<TR>
<TD ><IMG
SRC="../images1/work.png" WIDTH="200" HEIGHT="200" BORDER="0" ALT=""></TD>
</TR>
</TABLE>
</TD>
<TD valign='top'>
<iframe src="home.php"name="myframe" width="600" marginwidth="20" height="300"
align="center" marginheight="15" scrolling="yes"></iframe> </TD>
</TR>
<TR>
<TD height='80'colspan='2' bgcolor='#094809' valign='top'><font color="#ffffff"><marquee
bgcolor='' width=100% height=40 direction=left>KIS, INGANZO
Y'URUBYIRUKO</marquee></font
<center>Copyright (c) KIS Last update 28 June,2010</center>
</TD>
</TR>
</TABLE>
</p>

</HTML>
<?
session_start();
if(!session_is_registered('username'))
{
header("location:administrator.php");
}
?>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<HTML>
<HEAD>
<TITLE> SMS :: TEACHERS </TITLE>
<META NAME="Generator" CONTENT="EditPlus">
<META NAME="Author" CONTENT="">
<META NAME="Keywords" CONTENT="">
<META NAME="Description" CONTENT="">
<link rel="stylesheet" media="screen" type="text/css" title="Essai" href="lecturer.css" />
</HEAD>
<BODY bgcolor=''>
<p>
<TABLE bgcolor='white'height=''width='800'align='center'class='maintable'> <TR>
<TD colspan='2'width=''height='100'bgcolor=''align=''>
<IMG SRC="../images1/banner.png" WIDTH="800" HEIGHT="100" BORDER="0" ALT="">
</TR>
<TR>
<TD width='200'bgcolor='white'valign='top'><script LANGUAGE="JavaScript"

topmargin="0">
<! Begin of calender
>
monthnames = new Array(
"January", "Februrary", "March",
"April",
"May",
"June",
"July",
"August",
"September",
"October",
"November", "Decemeber");
var linkcount=0;
function addlink(month, day, href) {
var entry = new Array(3);
VI
entry[0] = month;
entry[1] = day;
entry[2] = href;
this[linkcount++] = entry;
}
Array.prototype.addlink = addlink;
linkdays = new Array();
monthdays = new Array(12);
monthdays[0]=31; monthdays[1]=28; monthdays[2]=31; monthdays[3]=30; monthdays[4]=31;

monthdays[5]=30; monthdays[6]=31; monthdays[7]=31; monthdays[8]=30; monthdays[9]=31;

monthdays[10]=30; monthdays[11]=31; todayDate=new Date();
thisday=todayDate.getDay(); thismonth=todayDate.getMonth(); thisdate=todayDate.getDate();
thisyear=todayDate.getYear();
thisyear = thisyear % 100;
thisyear = ((thisyear < 50) ? (2000 + thisyear) : (1900 +
thisyear));
if (((thisyear % 4 == 0)
&& !(thisyear % 100 == 0))
||(thisyear % 400 == 0)) monthdays[1]++; startspaces=thisdate;
while (startspaces > 7) startspaces-=7;
startspaces = thisday - startspaces + 1;
if (startspaces < 0) startspaces+=7; document.write("<table border=0 bgcolor=#99cccc
width='200'");
document.write("bordercolor=black><font
color=black>");
document.write("<tr><td colspan=7><center><strong>" + monthnames[thismonth] + " " +
thisyear
+ "</strong></center></font></td></tr>"); document.write("<tr>");
document.write("<td align=center>Su</td>"); document.write("<td align=center>M</td>");
document.write("<td align=center>Tu</td>"); document.write("<td align=center>W</td>");
document.write("<td align=center>Th</td>"); document.write("<td align=center>F</td>");
document.write("<td align=center>Sa</td>"); document.write("</tr>");
document.write("<tr>");
for (s=0;s<startspaces;s++) {
document.write("<td> </td>");
}
count=1;

while (count <= monthdays[thismonth]) {

for (b = startspaces;b<7;b++) {
linktrue=false;
document.write("<td>");
for (c=0;c<linkdays.length;c++) {
if (linkdays[c] != null) {
if ((linkdays[c][0]==thismonth + 1) &&
(linkdays[c][1]==count)) {
document.write("<a href=\"" + linkdays[c][2] + "\">"); linktrue=true;
}
}
}
if (count==thisdate) {
document.write("<font color='FF0000'><strong>");
}
if (count <= monthdays[thismonth]) { document.write(count);
}
else {
document.write(" ");
}
if (count==thisdate) { document.write("</strong></font>");
}
if (linktrue)
document.write("</a>");
document.write("</td>");

count++;
} document.write("</tr>");
document.write("<tr>");
startspaces=0;
} document.write("</table></p>");
</script>
<! End
>
<TABLE>
<TR>
<TD ><IMG
SRC="../images1/work.png" WIDTH="200" HEIGHT="200" BORDER="0" ALT=""></TD>
</TR>
</TABLE>
</TD>
<TD>
<h2><center>There are 4 teachers in our
School</center></h2>
<h2><center>School staffs</center></h2>
<table width="70%" border="1" cellpadding="2"
cellspacing="2" align="center">
<tr>
<th>Teacher_Id</th>
<th>Firstname</th> <th>Lastname</th> <th>Grade</th> <th>Status</th>
<th>Nationality</th> <th>Option</th> </tr>
<tr>

<td>46</td>
<td>Kadubiri</td> <td>Kaka</td> <td>A0</td>
<td>Single</td> <td>Rwandese</td>
<td>0</td>
</tr><tr>
<td>47</td> <td>Kamali</td>
<td>Augustin</td>
<td>Diploma</td>
<td>Not married</td>
<td>Rwandese</td>
<td>20</td>
</tr><tr>
<td>48</td> <td>Kamali</td>
<td>Augustin</td>
<td>Diploma</td>
<td>Not married</td>
<td>Rwandese</td>
<td>20</td>
</tr><tr>
<td>49</td> <td>Kaberuka</td>
<td>Jean</td> <td>Diploma</td>
<td>Not married</td>
<td>Rwandese</td>
<td>20</td>
</tr> <tr> <td colspan='8'>Total :4 Teachers</td>

</tr>
</table><h4><center><a href='../administrator/administrator.php'> Back </a> ||
<a href='insertlecturer1.php'> Add new Teacher</a> || <a href ='ListUpdate.php'>Edit or Delete
Teacher</a> </center></h4>
</TD>
</TR>
<TR>
<TD height='80'colspan='2' bgcolor='#094809' valign='top'><font color="#ffffff"><marquee
bgcolor='' width=100% height=40 direction=left>KIS, INGANZO
Y'URUBYIRUKO</marquee></font
IX
<center>Copyright (c) KIS, last update 28 June,2010</center>
</TD>
</TR>
</TABLE>
</p>
</BODY>
</HTML>
<?
session_start();
if(!session_is_registered('username'))
{
header("location:administrator.php");
}
?>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN"> <HTML>
<HEAD>
<TITLE> SMS: Planned course </TITLE>

<META NAME="Generator" CONTENT="EditPlus">

<META NAME="Author" CONTENT="">
<META NAME="Keywords" CONTENT="">
<META NAME="Description" CONTENT="">
<link rel="stylesheet" media="screen" type="text/css" title="Essai" href="course.css" />
</HEAD>
<BODY >
<p>
<TABLE bgcolor='white'width='800'align='center'class='maintable'> <TR>
<TD colspan=''width=''height='100'bgcolor=''align=''>
<IMG SRC="../../images1/banner.png" WIDTH="800"
HEIGHT="100" BORDER="0" ALT="">
</TD>
</TR>
<TR>
<TD height='' width='' valign='top'>
<h2><center>There are 3 courses already planned</center></h2>
<h2><center>Planned courses</center></h2>
<table width="100%" border="1" cellpadding="2" cellspacing="2" align="center">
<tr>
<th>Course_Code</th> <th>Course title</th> <th>Nber of Students</th>
<th>Teacher_ID</th> <th>Trimester</th>

<th>Starting date</th>
<th>Ending date</th>
<th>Hours</th>
<th>Practice Hrs/student</th>

</tr>
<tr>
<td>68</td> <td>calcul</td>
<td>45</td> <td>46</td> <td>First Trimester</td>
<td>01/13/2004</td>
<td>01/14/2004</td>
<td>14</td>
<td>10</td>
</tr><tr>
<td>69</td> <td>STE</td> <td>45</td> <td>47</td> <td>Third Trimester</td>
<td>01/22/2004</td>
<td>01/22/2004</td>
<td>20</td> <td>5</td>
</tr><tr>
<td>70</td> <td>Kinyarwanda</td>
<td>45</td> <td>46</td> <td>Second Trimester</td>
<td>01/20/2010</td>
<td>01/29/2010</td>
<td>20</td>
<td>10</td>
</tr>
<tr>
<td colspan='9'>Total:3 Courses</td>
</tr>
</table><h4><center><a href='../../Administrator/administrator.php'> Back</a> |
<a href='addcourse.php'> Add new course</a> | <a href ='ListUpdate.php'>Edit Courses or
Delete Courses</a></center></h4>

</TD>
</TR>
<TR>
<TD colspan='' bgcolor='#094809' valign='top'><font color="#ffffff"><marquee bgcolor=''
width=100% height=40 direction=left>KIS, INGANZO Y'URUBYIRUKO</marquee></font>
XI
<center>Copyright (c) KIS Last update 28 June,2010</center>
</TD>
</TR>
</TABLE>
</p>
</BODY>
</HTML>
<?
session_start();
if(!session_is_registered('username'))
{
header("location:administrator.php");
}
?>
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<HTML>
<HEAD>
<TITLE> SMS :: STUDENTS </TITLE>
<META NAME="Generator" CONTENT="EditPlus">
<META NAME="Author" CONTENT="">

<META NAME="Keywords" CONTENT="">

<META NAME="Description" CONTENT="">
<link rel="stylesheet" media="screen" type="text/css" title="Essai" href="lecturer.css" />
</HEAD>
<BODY bgcolor='#e7fff3'>
<p>
<TABLE bgcolor='white'height=''width='800'align='center'class='maintable'> <TR>
<TD colspan='2'width=''height='100'bgcolor=''align=''>
<IMG SRC="../images1/banner.png" WIDTH="800" HEIGHT="100" BORDER="0" ALT="">
</TR>
<TR>
<TD width='200'bgcolor='white'valign='top'><script LANGUAGE="JavaScript"
topmargin="0">
<! Begin of calender
>
monthnames = new Array(
"January",
"Februrary",
"March",
"April", "May", "June", "July", "August",
"September",
"October",
"November",
"Decemeber");
var linkcount=0;
function addlink(month, day, href) {

var entry = new Array(3);

entry[0] = month;
entry[1] = day;
entry[2] = href;
this[linkcount++] = entry;
}
Array.prototype.addlink = addlink;
linkdays = new Array();
monthdays = new Array(12);
monthdays[0]=31; monthdays[1]=28; monthdays[2]=31; monthdays[3]=30; monthdays[4]=31;
monthdays[5]=30; monthdays[6]=31; monthdays[7]=31; monthdays[8]=30; monthdays[9]=31;
monthdays[10]=30; monthdays[11]=31; todayDate=new Date();
thisday=todayDate.getDay(); thismonth=todayDate.getMonth(); thisdate=todayDate.getDate();
thisyear=todayDate.getYear();
thisyear = thisyear % 100;
thisyear = ((thisyear < 50) ? (2000 + thisyear) : (1900 +
thisyear));
if (((thisyear % 4 == 0)
&& !(thisyear % 100 == 0))
||(thisyear % 400 == 0)) monthdays[1]++; startspaces=thisdate;
while (startspaces > 7) startspaces-=7;
startspaces = thisday - startspaces + 1;
if (startspaces < 0) startspaces+=7; document.write("<table border=0 bgcolor=#99cccc
width='200'");
document.write("bordercolor=black><font
color=black>");
document.write("<tr><td colspan=7><center><strong>" + monthnames[thismonth] + " " +

thisyear
+ "</strong></center></font></td></tr>"); document.write("<tr>");
document.write("<td align=center>Su</td>"); document.write("<td align=center>M</td>");
document.write("<td align=center>Tu</td>"); document.write("<td align=center>W</td>");
document.write("<td align=center>Th</td>"); document.write("<td align=center>F</td>");
document.write("<td align=center>Sa</td>"); document.write("</tr>");
document.write("<tr>");
for (s=0;s<startspaces;s++) {
document.write("<td> </td>");
} count=1;
while (count <= monthdays[thismonth]) {
for (b = startspaces;b<7;b++) {
linktrue=false;
document.write("<td>");
for (c=0;c<linkdays.length;c++) {
if (linkdays[c] != null) {
if ((linkdays[c][0]==thismonth + 1) &&
(linkdays[c][1]==count)) {
document.write("<a href=\"" + linkdays[c][2] + "\">"); linktrue=true;
}
}
}
if (count==thisdate) {
document.write("<font color='FF0000'><strong>");
}
if (count <= monthdays[thismonth]) { document.write(count);

}
else {
document.write(" ");
}
if (count==thisdate) { document.write("</strong></font>");
}
if (linktrue)
document.write("</a>");
document.write("</td>");
count++;
} document.write("</tr>");
document.write("<tr>");
startspaces=0;
} document.write("</table></p>");
</script>
<! End
>
<TABLE>
<TR>
<TD ><IMG
SRC="../images1/work.png" WIDTH="200" HEIGHT="200" BORDER="0" ALT=""></TD>
</TR>
</TABLE>
</TD>
XIV

<h2><center>There are 1 Students

registered</center></h2>
<h2><center>Students</center></h2>
<table width="70%" border="1" cellpadding="2"
cellspacing="2" align="center">
<tr> <th>Student_Id</th>
<th>Firstname</th>
<th>Lastname</th>
<th>Parent</th>
<th>Class</th>
<th>Option</th>
</tr> <tr> <td>1</td>
<td>Papy</td>
<td>Papillon</td>
<td>Hero</td>
<td>1st Year</td>
<td>Primary</td>
</tr> <tr> <td colspan='8'>Total :1 Students</td>
</tr>
</table><h4><center><a href='../administrator/administrator.php'> Back </a> ||
<a href='insertstudent.php'> Register new Student</a> || <a href ='ListUpdate.php'>Edit or
Delete student</a> </center></h4>
</TD>
</TR>
<TR>
<TD height='80'colspan='2' bgcolor='#094809' valign='top'><font color="#ffffff"><marquee
bgcolor='' width=100% height=40 direction=left>KIS, INGANZO

Y'URUBYIRUKO</marquee></font
<center>Copyright (c) KIS last, update 28 June,2010</center>
</TD>
</TR>
</TABLE>
</p>
</BODY>
</HTML>

CHAPTER II: THEORETICAL CONCEPT

2.1 Introduction

The purpose of this part is to provide a brief description about terms that are
used during development of this project. It deals with theoretical concepts and
fundamentals that support this project. It provides definitions and characteristics of
technologies used. Since theoretical concepts involved are complex the description
provides only the over view.
2.2 Information system and fundamentals
2.2.1 System

A set of interrelated components that function together to achieve one or more

results1. For example, a computer System includes both hardware and software to process
any information.
2.2.2 Information

Information is the result of data processing2, the data is processed, manipulated,

organized, in order to be in suitable form for human interpretation.

2.2.3 Information system

Information system (IS)is an arrangement of people, data, processes, and

information technology that interact to collect, process, store, and provide as output the
information needed to support an organization3.
Examples: Hotel Online Booking System

Student Online registration System

2.2.4 Information technology

Information Technology (IT), as defined by the Information Technology4

association of America (ITAA), means all computerized and auxiliary automated
1

Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 5

Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 5

Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill,chap.1

4 http://en.wikipedia.org/wiki/Information technology, 15th April, 2010

information handling, including system analysis and design, computer programming, data
conversion, information storage and retrieval, data communication, voice, video, requisite
systems controls, and simulation. Generally the term Information Technology is abbreviated
with IT
2.3 Database concepts
2.3.1 Data

Data is a representation of facts, concepts, or instructions in a manner suitable

for communication, interpretation, or processing by humans or by automated means;
data5 consists of basic facts that are the system's raw material.
2.3.2 Data versus information

Data and information are closely related, and in fact are often used
interchangeably. However it is useful to distinguish between data and information.
Information is normally defined as data that has been processed in such a way that it can
increase the knowledge of the person who uses the data.

2.3.3 Database

Database is an organized collection of related data6. It means that data are

structured in manner suitable to be stored, manipulated, and retrieved by users; By related I
mean the data describe domain of interest to a group of users and that the users can use
the data to answer questions concerning that domain.
2.3.4 Entity

It is a person, object, place, event, or concept in the user environment about

which the organization wishes maintain data.
2.3.5 Entity Relationship Diagram

An entity-relationship (ER) diagram is a specialized graphic that illustrates the

interrelationships between entities in a database. ER diagrams often use symbols to
represent three different types of information.
5

Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 5

Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill ,chap3

Boxes are commonly used to represent entities. Diamonds are normally used to represent
relationships and ovals are used to represent attributes.
2.3.6 Table

A table is a two-dimensional display of data values corresponding to an entity.

The columns of a table represent the characteristics of the entity, and the rows represent
instance of the entity.
2.3.7 Record

A record is a generic term of a row in database, just like a card. A record very
often represents a piece of content. The dynamic functionality and much of the content of
Mambo relies in a database in order to function.
2.3.8 Field

The location in a database record reserve for a particular type of data; for

example in library catalog, author, title; subject headings would all be stored in specific
fields.
2.3.9 Attribute

A named property or characteristic of an entity that is of interest to an

organization. An example of attribute is personnel_Id
2.3.10 Primary key

The primary key is used to create relationships between tables. It's the entry
keyed off of to identify the record in question.
An otherwise meaningless surrogate value is often used for the primary key. The primary
key for an entry must never change: if the referred to by a record in a different table, the
relationship (link) will be often irretrievably broken.
2.3.11 Foreign key

A foreign key is a reference to a key in another table, meaning that the

referencing table has, as one of its attributes, the values of a key in the referenced table.
Usually a foreign key will be a primary key in another table.
2.3.12 Data Modeling

It is a technique for organizing and documenting a system's data. Sometimes it is

called database modeling7 because it is eventually implemented as a database. The actual
model is frequently called Entity Relationship Diagram (ERD), where entity means a class
of persons, objects, events or concepts about which we need to capture and store data and
relationship means association among the instance of one or more entity types.

Figure 1: Data modeling

Source: http://upload.wikimedia.org/wikipedia/commons/f/f4/4- 3_Data_Modelling_Today.jp

g
2.3.13 Relational database

Relational database creates relationships between fields in tables explicitly

through keyed fields.
Because the relationships are not handled programmatically but are integral to the data
itself, users can access the data without knowing the physical structure of the data (i.e. how
data are written on disk). Logically, relational databases lend themselves very efficiently to
many situations, and because their structure is transparent, they can be designed and
modified relatively easily.
2.3.14 Database management system (DBMS)

A collection of programs that enable a user to enter, modify, manage, and delete
information in a database. There are different type of DBMSs, ranging from small systems
that run on personal computers to huge systems that run on mainframes.
Database management system (DBMS)

Figure 2: Database management system (DBMS)

Source: http://www.unixspace.com/img/com.gif 2.4 Database in network environment

2.4.1 Network environment
2.4.2 Client/server architecture

A Network architecture 14 in which each computer or process on the network is either a

client or a server.
Servers are powerful computers or process dedicated to managing disk drives (file servers),
printers (print serves), or network traffic (network servers).
Client are PCs or workstations on which users run applications. Clients rely on servers for
resources, such as files, devices, and even processing power. Another type of network
architecture is known as a peer-to-peer architecture because each node has equivalent
responsibilities.
Both client/server and peer-to-peer architectures are widely used, and each has unique
advantages and disadvantages. Client-server architectures are sometimes called two-tier
architectures.

Figure 3: Client/server architecture

Source: http://www.acm.org/ubiquity/volume_9/images/client_server_architecture.jpg
2.4.3 Client-server

Client/server describes the relationship between two computer programs in which

one program, the client, makes a service request from another program, the server, which
fulfils the request. Although the client/server idea can be used by programs within a single
computer, it is a more important idea in a network. In a network, the client/server model
provides a convenient way to interconnect programs that are distributed efficiently across
different locations.
2.4.4 Database server

A database server is a computer program that provides database services to

other computer programs or computers, as defined by the client-server model.

10
Figure 4: Data server

Source: http://www.inera.it/opencms_inera/export/pics/inera/dataserver.gif
2.4.5 Web server

A computer program that is responsible for accepting HTTP requests from

clients, which are known as web browsers, and serving them HTTP responses along with
optional data contents, which usually are web pages such as HTML documents and linked
objects (images, etc.).
2.4.6 Web Browser

A web browser is a software application that enables a user to display and

interact with text, images, videos, music and other information typically located on a Web
page at a website on the World Wide Web or a local area network. Some of the popular
browsers are: Internet Explorer, Mozilla Firefox, Netscape, and Opera and further

2.4.7 Web page

A web page8 is a block of data available on the world-wide web, identified by an

URL.
2.4.8 Website

A website9 is a set of interconnected web pages, usually including a homepage,

generally located on the same server, and prepared and maintained as a collection of
information by a person, group, or organization.
8

http://www.learnthat.com/define/view.asp?id=2348 22th April, 2010 9 http://www.answers.com/topic/website 22th April, 2010

14

http://www.webopedia.com/TERM/Cclient server architecture.html (accessed: 23/05/2010)

2.5 Tools and Language used 2.5.1 HTML

Hypertext Markup Language" is the authoring language used to create documents on the
World Wide Web (www). HTML is similar to SGML, although it is not a strict subset.
HTML defines the structure and layout of a Web document by using a variety of tags and
attributes. All the information you'd like to include in your Web page fits in between the tags.
There are hundreds of other tags used to format and layout the information in a web page.
Tags are also used to specify hypertext links. These allow Web developers to direct users to
other web pages with only a click of the mouse on either an image or word(s).
2.5.2 PHP

PHP is a powerful tool for making dynamic and interactive Web pages.PHP is the widelyused, free, and efficient alternative to competitors such as Microsoft's ASP.PHP is an
HTML-embedded scripting language10. Much of its syntax is borrowed from C, Java and
Perl with a couple of unique PHP-specific features thrown in. The goal of the language is to
allow web developers to write dynamically generated pages quickly
2.5.3 Mysql

Mysql is a relational database management system. It stores data in separate tables rather
than putting all the data in one big storeroom. This adds speed flexibility. The Mysql
database server is very fast, reliable cheaper and easy to use and learn. Mysql today offers
a rich and useful set of functions. Its connectivity, speed and security make it highly suited
for accessing databases on the Internet, it also supports clustering technology.
10

http://www.tizag.com/phpT/ 15 Marchr, 2010

2.5.4 Apache server

Apache has been the world's most popular Web server (HTTP server) on the
Internet since April 1996 and is generally considered to be more stable than other servers.
The name Apache derives from the word patchy that the Apache developers used to
describe early versions of their software. This web server has been chosen because of its
performance regarding to the other servers
2.5.5 JavaScript

A popular scripting language that is widely supported in Web browsers and other
Web tools. It adds interactive functions to HTML pages, which are otherwise static, since
HTML is a display language, not a programming language.
On the client, JavaScript is maintained as source code embedded into an HTML page. On
the server, it is compiled into byte code (intermediate language), similar to Java programs.
2.5.6 CSS

It stands for Cascading Style Sheet. Style sheet refers to the document itself.
Style sheets have been used for document design for years. They are the technical
specifications for a layout, whether print or online. Print designers use style sheets to insure
that their designs are printed exactly to specifications.

CHAPTER III: RESEARCH METHODOLOGY

3.1 Introduction
The third chapter states the methodology used to reach the objectives of the
project. The framework in which software is designed, developed, and maintained is known
as the Software Development Life Cycle (SDLC). It shows the steps, phases, milestones,
and evolution of the software development process. There are many types of models used
in software design and development. Among them are the spiral models, rapid development
model, Evolutionary model, waterfall model, prototyping model, etc.
3.2 Prototyping model
Prototyping Model has been used to develop this application. The Prototyping11

model is a technique for quickly building a function but incomplete model of the information
system.
3.3 Advantages of prototyping
Reduces development time.
Reduces development costs.
Requires user involvement.
Developers receive quantifiable user feedback.
Facilitate system implementation since users know what to expect.
Results in higher user satisfaction.
Exposes developers to potential future system enhancements.
3.4 Disadvantages of prototyping
Can lead to insufficient analysis.
Developers can become too attached to their prototypes.
Can cause systems to be left unfinished and/or implemented before they are ready.
11 Whitten Bentley, Systems analysis and design methods 7th edition, p.70
3.5 The process of prototyping
> Identify basic requirement: Determine basic requirements including the input and output
information desired. Details, such us security, can typically be ignored.
> Develop initial prototype: The initial prototype is developed that includes only user
interfaces.
> Review: The customers, end-users, examine the prototype and provide feedback on
additions or changes.
> Revise and enhancing the prototype: Using the feedback, both the specifications and
the prototype can be improved.
This method involves a series of iterations and refinement until the prototype product is a
fully working system, and the user is satisfied.
3.6 Prototype cycle
Startin

Timing

Figure 5: Prototype Cycle

Source: Own drawing using Ms Visio

This prototype model usually consists of the following: > Analyze the users' basic
requirements.
> Repeat
o Develop or revise the working prototype to include the requirements that are known at this
stage.
o Allow the user to use the prototype to suggest changes to the requirements. If there are
no major changes, exit the loop.
o Analyze the requested changes with the user.
The outcome is usually one of the following:
> The final prototype is used as part or all of the specifications for the
formal development of the system.
> The final prototype is placed into production.
3.6 The importance of using prototyping
It has been argued that prototyping, in some form or another, should be used all

the time and is very effective in the analysis and design of on-line systems, especially for
transaction processing, where the use of screen dialogs is much more in evidence.
However, prototyping is most beneficial in systems that will have many interactions with the
users. Prototyping is especially good for designing good human-computer interfaces.
3.7 Analysis of the system
The initial step while developing an application program consists exactly to find
out what to be solved and what should be done and to make sure that the measures taken
are consistent and sufficient to resolve the problem. It also consists of finding out what are
the requirements specifications that the system will use, who are the users, what is the
benefit of the application, those activities are done to help full system analysis
3.7.1 The existing system
There is no any other automated product at Kigali International School. The
current system is manual. They use Ms Excel, which is so difficult to use, where the user
must memorize all features of the tool and this is not easy and results to different errors.
3.7.2 The proposed system
While analyzing the existing system, the automated system has been proposed.
This is the School Management System. It allows the user to store data, retrieve data and
manage simply. Secretary can insert teachers' information, course information, distribute
courses among available teachers, inform all teachers for changes and other related to
school activities
3.7.3 System requirements
Ubuntu Linux Operating system revealed itself as a product of choice because of
viruses' issue, but that product can also run under Windows XP, Vista as Operating System,
Processor 2.5 GHz and 1014 MB RAM and 60 GB Hard Disk for each machine.
3.8 System Actors
System actor is any person who will use or affected by an information system on
a regular basis-capturing, validating, entering, responding to, storing and exchanging data
and information. The School Management System has two categories of the system users.
They are:
School Secretary.
System Administrator.

3.8.1 Actor glossary Table 1: Actor Glossary

User

Activities

School Secretary

The school staff in charge of planning courses, teachers, modification of those entries if
necessary

System
administrator

Creates system new users, modify user

or delete user, creates and publish
news and announcements, view all
information in the system

PROCESS
Adding courses
Registering teacher
Section registration
Class registration
User registration
View all Information
Course planning
Time calculation
3.8.2 System outline
INPUT
Request for Adding course
Request for registering a teacher.
Request Section

registration
Request Class registration
Request User registration
FILES

OUTPUT

Courses file

Show all courses

Teachers file

Show all teachers

Classes file igre: System

Show all section

Users file

Show all classes

Section file

Show all news

Announcement and news file

Show all announcements

Confirmation message
Error message

Figure 6: System outline

Source: Own drawing
3.9 Data flow diagram
A data flow diagram concentrate upon the data needed to support the information
requirements of the system.
What is needed, what the processes that convert it? It provides the notion of structure,
static pieces of documentation, communication tool...
3.9.1 Dataflow notations
A DFD has 4 keys components

Table 2: Dataflow notations

External Entity: exist in the system's
environment and either provide data to the system (sources) or receive data from the system (sinks).

Process: The individual task which when

completed in a certain sequence fulfils the overall goal of the system of which is a part. It transform input
into output

Data store: contains data which is needed by a process in order for it to be completed

Data Flows: Depict the fact that some data in the form of documents is moving from an external entity to a
process or vice versa, from one process to another, from a process to a store or vice versa.

3.9.2 Context Diagram

Figure 7: Context Diagram

Source: Own drawing
The figure above shows the interaction between the system and external agents which act
as data sources and data sinks. The context diagram shows the entire system as a single
process, and gives no clues as to its internal organization.

3.9.2.1 Data Flow Diagram Level 0

Figure s: DFD level 0

Source: Own drawing
The figure above shows how the system users intervene with the process of the school
management system for teachers, courses and how data are sent into different Data files. It
shows in general how users interact with the system and how data are being processed to
respond the user request.
3.9.2.2 Data Flow Diagram for School Secretary/ Register

1.1

SMS/R

Request information to register

1.1.1 SMS/R/RD
Teacher
Register data(Teacher,
Course, class)
class
1.1.3
Registration transimission
Field verification
SMS/R/RT
Data
course

1.1.2
Check data
SMS/R/CD
Send information
Confirm registration
Figure 9: DFD level 1/ Registration Source: Own drawing
The Figure above shows how secretary interact with the system to process registration of
courses, teachers and classes.
3.9.2.3 Data Flow Diagram for School Secretary/ View

Request of viewing
Course id
Send information
Return information
Confirmation of Viewing

Figure 10: DFD level 1/ View

Source: Own drawing
The figure above shows the way for secretary to view all information necessary .

3.9.2.4 Data Flow Diagram for Secretary/ Edit

Request of viewing
1.3
1.3.1
teacher
Register data(teacher,
Course, class)
class
SMS/M/Inf
teacher id

Class id
1.3.3
Providing information
Confirmation
SMS/M/MD
SMS/M
Modify data
Course id
course
1.3.2
Request information
SMS/M/RI
Send information
Return information
Figure 11: DFD level 1/ Edit Source: Own Drawing
The figure above explains how secretary interact with the system to edit data where
necessary.
3.9.2.5 Data Flow Diagram for System Administrator/ Create User

Rea uest user creation

User information
User information
User creation confirmation
Figure 12: DFD level 1/ User creation Source: Own drawing
The figure above shows the process of creating user, and here the user said is school
secretary. This task is performed by System administrator.

3.9.3 Entity Relationship Diagram of SMS

Figure 13: Entity relationship

Source: SMS
The figure above shows the tables in SMS Database, how the relationships between
entities are created. This graphic is made by using MYSQL Workbench and are normalized
to remove some anomalies. Rectangles represent entities; the entity name is placed at the
top and the attributes at the bottom.

REFERENCES
I. BOOKS

1. Saint JOSEPH Computer learning Center (System Analysis & Design e- Book) page 5
2. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGrawHill,chap.1
3. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGrawHill ,chap3
4. Whitten Bentley, Systems analysis and design methods 7th edition, p.70

II. WEBOGRAPHY

1. http://en.wikipedia.org/wiki/Informationtechnology
2. http://searchdatamanagement.techtarget.com/sDefinition/0,,sid91gci211902,00.html
3. http://www.learnthat.com/define/view.asp?id=2348
4. http://www.answers.com/topic/website
5. http://www.webopedia.com/TERM/Cclientserverarchitecture.html
6. http://www.tizag.com/phpT/
7. http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html
8. http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html
I