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 The benefits of electronic records management systems: a general review of published and some unpublished cases.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 ManagementRecords & 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( Tlcharger le fichier original )parGrard RutayisireNational University of Rwanda-Degree of Bachelor in Information Technology 2010Disponible en mode multipage

DEDICATIONTo 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.

AKNOWLEDGEMENTSWe 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 GerardiiiTABLE OF CONTENTSDEDICATION iAKNOWLEDGEMENTS iiTABLE OF CONTENTS iiiLIST OF SYMBOLS AND ABBREVIATION viLIST OF TABLES viiLIST OF FIGURES viiiABSTRACT ixSOMMAIRE xI.0 INTRODUCTION 11.1 Problem statement 11.2 OBJECTIVES OF THE PROJECT 21.3 Interest project 21.3.1 Personal Interest 21.3.2 Institutional Interest 21.4 THE HYPOTHESIS OF THE PROJECT 21.5 SCOPE OF THE PROJECT 21.6 METHODOLOGY 31.7 ORGANIZATION OF THE PROJECT 3CHAPTER II: THEORETICAL CONCEPT 42.1 Introduction 42.2 Information system and fundamentals 42.2.1 System 42.2.2 Information 42.2.3 Information system 42.2.4 Information technology 42.3 Database concepts 52.3.1 Data 52.3.2 Data versus information 52.3.3 Database 52.3.4 Entity 52.3.5 Entity Relationship Diagram 52.3.6 Table 62.3.7 Record 62.3.8 Field 62.3.9 Attribute 62.3.10 Primary key 62.3.11 Foreign key 62.3.12 Data Modeling 72.3.13 Relational database 72.3.14 Database management system (DBMS) 82.4 Database in network environment 82.4.1 Network environment 82.4.2 Client/server architecture 82.4.3 Client-server 92.4.4 Database server 92.4.5 Web server 102.4.6 Web Browser 102.4.7 Web page 102.4.8 Website 102.5 Tools and Language used 112.5.1 HTML 112.5.2 PHP 112.5.3 Mysql 112.5.4 Apache server 122.5.5 JavaScript 122.5.6 CSS 12CHAPTER III: RESEARCH METHODOLOGY 133.1 Introduction 133.2 Prototyping model 133.3 Advantages of prototyping 133.4 Disadvantages of prototyping 133.5 The process of prototyping 143.6 Prototype cycle 153.6 The importance of using prototyping 163.7 Analysis of the system 163.7.1 The existing system 163.7.2 The proposed system 163.7.3 System requirements 173.8 System Actors 173.8.1 Actor glossary 173.8.2 System outline 183.9 Data flow diagram 183.9.1 Dataflow notations 193.9.2 Context Diagram 203.9.2.1 Data Flow Diagram Level 0 213.9.2.2 Data Flow Diagram for School Secretary/ Register 223.9.2.3 Data Flow Diagram for School Secretary/ View 233.9.2.4 Data Flow Diagram for Secretary/ Edit 243.9.2.5 Data Flow Diagram for System Administrator/ Create User 253.9.3 Entity Relationship Diagram of SMS 26CHAPTER IV: IMPLEMENTATION OF SMS 274.1 Interfaces of SMS 274.1.1 Home Page of SMS 274.1.2 The Login Page 284.1.3 Administration Page 294.1.4 Page for course scheduling 304.1.5 Page of form for scheduling course 314.1.6 View teachers 324.1.7 Registering new teacher 334.1.8 List courses to edit or delete some of them 344.2 Hypothesis Verification 34CHAPTER V: CONCLUSION AND RECOMMANDATION 355.1 CONCLUSION 355.2 RECOMMANDATIONS 35REFERENCES 36I. BOOKS 36II. WEBOGRAPHY 36APPENDIX IviLIST OF SYMBOLS AND ABBREVIATIONASP:Application Service ProviderCSS :Cascanding Style SheetDBMS :Database Management SystemDFD :Data Flow DiagramER :Entity RelationshipERD :Entity Relationship DiagramGB :GigabyteGHZ :GigahertzHTML: HyperText Markup LanguageHTTP :HyperText Transfer ProtocolIS :Information SystemIT :Information TechnologyITAA :Information Technology Association of AmericaKIS:Kigali International SchoolMB :MegabyteNUR :National University of RwandaPC :Personal ComputerPHP :Personal Home PageRAM :Random Access MemorySDLC :Software Development Life CycleSGML :Standard Generalized Markup LanguageSMS :School Management SystemSQL :Structured Query LanguageURL :Uniform Resource LocatorsWWW :World Wide WebLIST OF TABLESTable 1: Actor Glossary 17Table 2: Dataflow notations 19LIST OF FIGURESFigure 1: Data modeling 7Figure 2: Database management system (DBMS) 8Figure 3: Client/server architecture 9Figure 4: Data server 10Figure 5: Prototype Cycle 15Figure 6: System outline 18Figure 7: Context Diagram 20Figure 8: DFD level 0 21Figure 9:DFD level 1/Registration 22Figure 10: DFD level 1/ View 23Figure 11: DFD level 1/ Edit 24Figure 12: DFD level 1/ User creation 25Figure 13: Entity relationship 26Figure 14: Home Page of SMS 27Figure 15: The Login Page 28Figure 16: Administration Page 29Figure 17: Page for course scheduling 30Figure 18: Page of form for scheduling course 31Figure 19: View teachers 32Figure 20: Registering new teacher 33Figure 21: List courses to edit or delete some of them 34ABSTRACTCreating 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.SOMMAIRELa 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 INTRODUCTIONThere 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 statementThe 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 PROJECTThe 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 project1.3.1 Personal InterestProviding 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 InterestThe 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 PROJECTThis 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 PROJECTThe 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 METHODOLOGYTo 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 PROJECTThis 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 recommendationCHAPTER II: THEORETICAL CONCEPT2.1 IntroductionThe 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 fundamentals2.2.1 SystemA 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 InformationInformation 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 systemInformation 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 SystemStudent Online registration System2.2.4 Information technologyInformation Technology (IT), as defined by the Information Technology4 association of America (ITAA), means all computerized and auxiliary automated1Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 52Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 53Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill,chap.14http://en.wikipedia.org/wiki/Informationtechnology,15thApril, 2010information 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 IT2.3 Database concepts2.3.1 DataData is a representation of facts, concepts, or instructions in a manner suitable for communication, interpretation, or processing by humans or by automated means; data5consists of basic facts that are the system's raw material.2.3.2 Data versus informationData 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 DatabaseDatabase 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 EntityIt is a person, object, place, event, or concept in the user environment about which the organization wishes maintain data.2.3.5 Entity Relationship DiagramAn 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.5Saint JOSEPH Computer learning Center (System Analysis & Design e-Book) page 56Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill ,chap3Boxes are commonly used to represent entities. Diamonds are normally used to represent relationships and ovals are used to represent attributes.2.3.6 TableA 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 RecordA 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 FieldThe 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 AttributeA named property or characteristic of an entity that is of interest to an organization. An example of attribute is personnel_Id2.3.10 Primary keyThe 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 keyA 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 ModelingIt is a technique for organizing and documenting a system's data. Sometimes it is called database modeling7because 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 modelingSource:http://upload.wikimedia.org/wikipedia/commons/f/f4/4-3_Data_Modelling_Today.jpg2.3.13 Relational databaseRelational 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.gif2.4 Database in network environment2.4.1 Network environment2.4.2 Client/server architectureA Network architecture14in 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 architectureSource:http://www.acm.org/ubiquity/volume_9/images/client_server_architecture.jpg2.4.3 Client-serverClient/server describes the relationship between two computer programs in whichone 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 serverA database server is a computer program that provides database services toother computer programs or computers, as defined by the client-server model.

10Figure 4: Data serverSource:http://www.inera.it/opencms_inera/export/pics/inera/dataserver.gif2.4.5 Web serverA 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 BrowserA 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 further2.4.7 Web pageA web page8is a block of data available on the world-wide web, identified by an URL.2.4.8 WebsiteA website9is 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.8http://www.learnthat.com/define/view.asp?id=234822thApril, 20109http://www.answers.com/topic/website22thApril, 201014http://www.webopedia.com/TERM/Cclientserver architecture.html(accessed: 23/05/2010)2.5 Tools and Language used 2.5.1 HTMLHypertext 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 PHPPHP 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 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 quickly2.5.3 MysqlMysql 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.10http://www.tizag.com/phpT/15 Marchr, 20102.5.4 Apache serverApache 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 servers2.5.5 JavaScriptA 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 CSSIt 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 METHODOLOGY3.1 IntroductionThe third chapter states the methodology used to reach the objectives of theproject. 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 modelPrototyping Model has been used to develop this application. The Prototyping11model 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 7thedition, p.703.5 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 cycleStartin

Timing

Figure 5: Prototype CycleSource:Own drawing using Ms Visio

This prototype model usually consists of the following: > Analyze the users' basic requirements.> RepeatoDevelop or revise the working prototype to include the requirements that are known at this stage.oAllow the user to use the prototype to suggest changes to the requirements. If there are no major changes, exit the loop.oAnalyze 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 theformal development of the system.> The final prototype is placed into production.3.6 The importance of using prototypingIt has been argued that prototyping, in some form or another, should be used allthe 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 systemThe initial step while developing an application program consists exactly to findout 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 analysis3.7.1 The existing systemThere is no any other automated product at Kigali International School. Thecurrent 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 systemWhile 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 activities3.7.3 System requirementsUbuntu Linux Operating system revealed itself as a product of choice because ofviruses' 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 ActorsSystem actor is any person who will use or affected by an information system ona 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 GlossaryUserActivities

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

System administratorCreates system new users, modify useror delete user, creates and publishnews and announcements, view allinformation in the system

PROCESS Adding courses Registering teacher Section registration Class registration User registration View all Information Course planning Time calculation3.8.2 System outlineINPUT Request for Adding course Request for registering a teacher. Request Sectionregistration Request Class registration Request User registration Request information

FILES Courses file Teachers file Classes file igre: System Users file Section file Announcement and news fileOUTPUT Show all courses Show all teachers Show all section Show all classes Show all news Show all announcements Confirmation message Error message

Figure 6: System outlineSource:Own drawing3.9 Data flow diagramA data flow diagram concentrate upon the data needed to support the informationrequirements 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 notationsA DFD has 4 keys componentsTable 2: Dataflow notations External Entity: exist in the system'senvironment and either provide data to the system (sources) or receive data from the system (sinks).

Process: The individual task which whencompleted 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 DiagramSource:Own drawingThe 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 0Source:Own drawingThe 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/ Register1.1SMS/R

Request information to register1.1.1 SMS/R/RDTeacherRegister data(Teacher,Course, class)class1.1.3Registration transimissionField verificationSMS/R/RTDatacourse1.1.2Check dataSMS/R/CDSend informationConfirm registrationFigure 9:DFD level 1/RegistrationSource:Own drawingThe 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 viewingCourse idSend informationReturn informationConfirmation of ViewingFigure 10: DFD level 1/ ViewSource:Own drawingThe figure above shows the way for secretary to view all information necessary .

3.9.2.4 Data Flow Diagram for Secretary/ Edit

Request of viewing1.31.3.1teacherRegister data(teacher,Course, class)classSMS/M/Infteacher idClass id1.3.3Providing informationConfirmationSMS/M/MDSMS/MModify dataCourse idcourse1.3.2Request informationSMS/M/RISend informationReturn informationFigure 11: DFD level 1/ EditSource:Own DrawingThe 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 creationUser informationUser informationUser creation confirmationFigure 12: DFD level 1/ User creationSource:Own drawingThe 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 relationshipSource:SMSThe 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 SMS4.1.1 Home Page of SMS

Figure 14: Home Page of SMSSource:SMSThe 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 PageSource:SMSThe 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 PageSource:SMSThis 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 schedulingSource:SMSThe figure above shows the planes courses4.1.5 Page of form for scheduling course

Figure 18: Page of form for scheduling courseSource:SMSCourse 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 teachersSource:SMSThe 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 teacherSource:SMSThe 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 themSource:SMSThe figure above shows how you can add or delete a course from a list.4.2 Hypothesis VerificationAt 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 RECOMMANDATION5.1 CONCLUSIONThe 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 RECOMMANDATIONSAs 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 appletsFor 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.REFERENCESI. BOOKS1. Saint JOSEPH Computer learning Center (System Analysis & Design e- Book) page 52. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill,chap.13. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill ,chap34. Whitten Bentley, Systems analysis and design methods 7thedition, p.70II. WEBOGRAPHY1.http://en.wikipedia.org/wiki/Informationtechnology2.http://searchdatamanagement.techtarget.com/sDefinition/0,,sid91gci211902,00.html3.http://www.learnthat.com/define/view.asp?id=23484.http://www.answers.com/topic/website5.http://www.webopedia.com/TERM/Cclientserverarchitecture.html6.http://www.tizag.com/phpT/7.http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html8.http://www.umsl.edu/~sauterv/analysis/prototyping/proto.htmlIAPPENDIXCoding using modelWe 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.

SMS :: Administrator

HOMEIINEWSTEACHERSCOURSESTUDENTSPARENTSCONTACTSLOGOUTHELP

>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);IIImonthdays[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("");document.write("" + monthnames[thismonth] + " " + thisyear+ ""); document.write("");document.write("Su"); document.write("M"); document.write("Tu"); document.write("W"); document.write("Th"); document.write("F"); document.write("Sa"); document.write("");document.write("");for (s=0;s>

KIS, INGANZO Y'URUBYIRUKO

SMS :: TEACHERS

>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);VIentry[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("");document.write("" + monthnames[thismonth] + " " + thisyear+ ""); document.write("");document.write("Su"); document.write("M"); document.write("Tu"); document.write("W"); document.write("Th"); document.write("F"); document.write("Sa"); document.write("");document.write("");for (s=0;s>

There are 4 teachers in ourSchoolSchool staffs

Teacher_IdFirstname Lastname Grade Status Nationality Option

46Kadubiri Kaka A0Single Rwandese0

47 KamaliAugustinDiplomaNot marriedRwandese20

48 KamaliAugustinDiplomaNot marriedRwandese20

49 KaberukaJean DiplomaNot marriedRwandese20 Total :4 Teachers

Back || Add new Teacher || Editor Delete Teacher

KIS, INGANZO Y'URUBYIRUKO

SMS: Planned course

There are 3 courses already plannedPlanned courses

Course_Code Course title Nber of Students Teacher_ID Trimester

Starting dateEnding dateHoursPractice Hrs/student

68 calcul45 46 First Trimester01/13/200401/14/20041410

69 STE 45 47 Third Trimester01/22/200401/22/200420 5

70 Kinyarwanda45 46 Second Trimester01/20/201001/29/20102010

Total:3 Courses

Back | Add new course | EditCourses or Delete Courses

KIS, INGANZO Y'URUBYIRUKOXICopyright (c) KIS Last update 28 June,2010

SMS :: STUDENTS

>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("");document.write("" + monthnames[thismonth] + " " + thisyear+ ""); document.write("");document.write("Su"); document.write("M"); document.write("Tu"); document.write("W"); document.write("Th"); document.write("F");document.write("Sa"); document.write("");document.write("");for (s=0;s>

XIVThere are 1 StudentsregisteredStudents

Student_IdFirstnameLastnameParentClassOption 1PapyPapillonHero1st YearPrimary Total :1 Students

Back || Register new Student || Editor Delete student

KIS, INGANZO Y'URUBYIRUKOIdentify 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 cycleStartin

Timing

Figure 5: Prototype CycleSource:Own drawing using Ms Visio

This prototype model usually consists of the following: > Analyze the users' basic requirements.> RepeatoDevelop or revise the working prototype to include the requirements that are known at this stage.oAllow the user to use the prototype to suggest changes to the requirements. If there are no major changes, exit the loop.oAnalyze 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 theformal development of the system.> The final prototype is placed into production.3.6 The importance of using prototypingIt has been argued that prototyping, in some form or another, should be used allthe 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 systemThe initial step while developing an application program consists exactly to findout 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 analysis3.7.1 The existing systemThere is no any other automated product at Kigali International School. Thecurrent 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 systemWhile 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 activities3.7.3 System requirementsUbuntu Linux Operating system revealed itself as a product of choice because ofviruses' 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 ActorsSystem actor is any person who will use or affected by an information system ona 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 GlossaryUserActivities

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

System administratorCreates system new users, modify useror delete user, creates and publishnews and announcements, view allinformation in the system

PROCESS Adding courses Registering teacher Section registration Class registration User registration View all Information Course planning Time calculation3.8.2 System outlineINPUT Request for Adding course Request for registering a teacher. Request Sectionregistration Request Class registration Request User registration Request information

FILES Courses file Teachers file Classes file igre: System Users file Section file Announcement and news fileOUTPUT Show all courses Show all teachers Show all section Show all classes Show all news Show all announcements Confirmation message Error message

Figure 6: System outlineSource:Own drawing3.9 Data flow diagramA data flow diagram concentrate upon the data needed to support the informationrequirements 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 notationsA DFD has 4 keys componentsTable 2: Dataflow notations External Entity: exist in the system'senvironment and either provide data to the system (sources) or receive data from the system (sinks).

Process: The individual task which whencompleted 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 DiagramSource:Own drawingThe 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 0Source:Own drawingThe 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/ Register1.1SMS/R

Request information to register1.1.1 SMS/R/RDTeacherRegister data(Teacher,Course, class)class1.1.3Registration transimissionField verificationSMS/R/RTDatacourse1.1.2Check dataSMS/R/CDSend informationConfirm registrationFigure 9:DFD level 1/RegistrationSource:Own drawingThe 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 viewingCourse idSend informationReturn informationConfirmation of ViewingFigure 10: DFD level 1/ ViewSource:Own drawingThe figure above shows the way for secretary to view all information necessary .

3.9.2.4 Data Flow Diagram for Secretary/ Edit

Request of viewing1.31.3.1teacherRegister data(teacher,Course, class)classSMS/M/Infteacher idClass id1.3.3Providing informationConfirmationSMS/M/MDSMS/MModify dataCourse idcourse1.3.2Request informationSMS/M/RISend informationReturn informationFigure 11: DFD level 1/ EditSource:Own DrawingThe 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 creationUser informationUser informationUser creation confirmationFigure 12: DFD level 1/ User creationSource:Own drawingThe 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 relationshipSource:SMSThe 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.REFERENCESI. BOOKS1. Saint JOSEPH Computer learning Center (System Analysis & Design e- Book) page 52. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill,chap.13. Whitten & Bently, 2007, Systems analysis and design methods, 7th edition, McGraw-Hill ,chap34. Whitten Bentley, Systems analysis and design methods 7thedition, p.70II. WEBOGRAPHY1.http://en.wikipedia.org/wiki/Informationtechnology2.http://searchdatamanagement.techtarget.com/sDefinition/0,,sid91gci211902,00.html3.http://www.learnthat.com/define/view.asp?id=23484.http://www.answers.com/topic/website5.http://www.webopedia.com/TERM/Cclientserverarchitecture.html6.http://www.tizag.com/phpT/7.http://www.umsl.edu/~sauterv/analysis/prototyping/proto.html8.http://www.umsl.edu/~sauterv/analysis/prototyping/proto.htmlI