Faculty of Engineering Department of Computer Engineering STUDENT TRACKING SYSTEM USING VISUAL BASIC PROGRAMMING Graduating Project COM 400 Student: llker DAMAR (20010760) Supervisor: Assoc.Prof.Dr. Rahib ABIYEV Lefkosa 2006 ACKNOWLADGEMENTS "Firstly, I would like to thank to my supervisor Assoc.Prof Dr Rahib Abiyev for his great advise and recomendation for finishing of this my graduating project properly also, teaching and guiding me in others lectures I am greatly indepted to my family for their endless support from my starting day in my educational life until today. I will never forget the things that my sister Mrs. Gulbeyaz Turkoglu and her husband Mr. Ahmet Turkoglu did for me during my educational life, also I want to say thanks to my big brother Mr. Duran Damar and other brothers( Ali, Rasit.Muhammed Damar), my sisters(Tekin, Husne Damar) for supporting me as material and moral after my father's death. And of course, to forget is impossible my father(Tahsin Damar) and mothertGurcu Damar). I dedicate my project to them. Althougt, I encountered many problems in writing program. Fortunately my best friend Metin Ulas, Who helped me in realising applied visual basic programming for completing my project .I want to say a thanks to Hali! Kirisci for helping me about designing visual appereance of my project. My sincere thanks to him and others my house friends I thank all the staff of the faculty of engineering for giving facilities to practise, teaching and solving problem in my comlete undergraduation program Finally, I promise to do my best in my life as an bachelor of science(engineer) after finishing my undergraduate program" ~:::-::::__- ,.10\J N IV 1:..~ <:,' ,- ,, 'y- ..•.••.•.. ,,' (t ''' 1' i_ \_.\\~';:}.:"-'. ,••'{ J''''~ ABSTRACT \,Js, .. ~'}.fl ~NJ-L't,;~; ::::::::.=:::;;:-_::?' This aim of this project is to prepare a suitable student tracking program. That contains registration, all educational and financial problem of student. The program was prepared by using visual basic programming and using access database together. Visual basic application provides a complete integrated development envirenment(IDE). That features the same elements familiar to devolopers using Microsoft Visual Basic, ingluding aProject Window, aProperties Window, and debugging tools. VBA also includes support for Microsoft Forms for creating custom diolog boxes and ActivexX controls for rapidly building user interface, integrated directly into a host application. To gain access to a remote ODBC data souece. To join access is so simple. Because visual basic supports to microsoft access excatly. Access is very usefull and using is very simple. This project consist of so many forms and menues. The main menu of the program is designed for login of five different groups. Which are listed under the its own table title and authorised to reach to own form and student information throut that forms. These are student,advisor, teacher, rectory and secretery. An individual who is working in any of these predefined type can login to the program by using a predefined password. After loging there will be a form. Which is belongs to authorised person. The authority of the user to reach, do changes and update the information in this program is limited with respect to the possition according to letting users. For instant, secretery works and responsible for entering grade, has nothing to do with changing the any grades of the student till it is not approved by administration. These are simply expressing how the program was designed to use in proper and secure way. The program provides the main personal details such as name, photo, the admission date and more about students. Additionally the disciplinary situation, academic semester , which they were enrolled, courses they have taken and their payments are available in different forms of the program To show results show the efficiency of the program of student tracking system in program of the using in other chapters 11 TABLE OF CONTENTS A CKN O WLEDG EMENT i ABSTRACT ii TABLE OF CONTENTS iii LIST OF T ABLES - v LIST OF FIGURES vi INTRODUCTION vii CHAPTER ONE: VISUAL BASIC 1 1.1.Introducing Visual Basic 02 1.2.Visual Basic Environment. 02 1.3.Visual Basic for application 04 1.4.Step in building a Visual Basic Application 06 1.5.Working with controls and writing code .. , 07 1.6.Managing data types 08 1.6.1.Numeric data types 08 1.6.2.Non-Numeric data types 08 1.6.3.DDDeclering variables 09 · 1.7.Introduction to Visual Basic Function 10 1. 7. I .Creating functions I 0 1.8.Declaring array 13 1.9.Database application 13 l .9. l .UsingADOcontrol. 14 CHAPTER TWO: DATABASE STRUCTURE 15 2.1.Brief information 15 2.2.Table structure in database 15 2.3 .Relation between table 19 2.4.Microsoft Access Database .21 2.4.1.Microsoft access database fundementals .21 2.4.2.Creating table 22 2.5.Introdusing database 22 2.6.Database Keys 23 2.7.Working with SQL 24 2. 7 .1.Data manipulation language .24 2. 7 .2.Insert statement. 25 2. 7 .3 Select statement 25 CHAPTER THREE: FLOWCHART OF PROGRAM 26 3. I .Flowchart of main menu 26 3.2.Flowchart of student. 27 3 .3 .Flowchart of teacher 28 3.3.1.Flowchart of student entry from teacher(user) .29 3.3.2. Course entry's flowchart 32 3.4.Flowchart of secretary 33 3 .4.1.Adding advisor's flowchart 34 3.4.2.Grade entry's flowchart 35 3.4.3.Flowchart of term opening 35 3.4.4.Flowchart of disact. 36 3.5.Flowchart of rectory Entry 37 111 CHAPTER FOUR: STUDENT TRACKING SYSTEM 39 4.1.Main Entrence · 39 4.2.Teacher Form 39 4.2.1.Student detail(from teacher entry) .40 4.2.2.Course register for student(from teacher entry) .40 4.2.3 .Student disact(from teacher entry) .41 4.2.4.Searching form(from teacher entry) .42 4.2.5.All courses with opened term .42 4.2.6.Course Register Updating(from teacher entry) .43 4.3.Student Entry 44 4.4.Secretary Form 44 4.4.1.Initiating advisor(from secretary) v .45 4.4.2.Term Opening(from secretary) .46 4.4.3.Disact entry(from secretary) .47 4.4.4.Course opening(from secretary) .48 4.5.Rectory Entry 48 4.5.1.Student Payments(from rectory) .49 CONCLUSION 51 RE FE RAN CE _ 52 APPEND IX 5 3 IV LIST OF TABLES Table 1.1: Numeric Data Types 08 Table 1.2: Nonnumeric Data Types 08 Table 2.1. Student Database Table 15 Table 2.2. Personal Database Table 16 Table 2.3. Term Database Table 16 Table 2.4. Advisor Database Table 16 Table 2.5. Teacher Database Table 17 Table 2.6. Department Database Table 17 Table 2.7. Grade Database Table 17 Table 2.8. Courseinfo Database Table 18 Table 2.9. Course Database Table 18 Table 2.10. Disact Database Table 18 Table 2.11. Payment Database Table 19 Table 2.12. Loan Database Table 19 V LIST OF FIGURES Figure 1.1 The Visual Basic Start-up Dialog Box ~ : 03 Figure 1.2: The Visual Basic Enviroment.. : 04 Figurel.3. Visual Basic Code Window 05 Figure 1.4 : The output of example l .1 : 06 Figurel.5. Examplel.4. output.. 10 Figure 1.6. Examples 1.5 'Output. :··································11 Figure 1.7. Showing Msgbox() ; 12 Figurel.8. Using Ado Control. 14 Figure 2.1. Relation Between Tables 20 Figure2.2. Sample Table 21 Figure 3 .1. Main Menu Flowchart 26 Figure 3.2. Flowchart of Student Entry 27 Figure 3.3. Flowchart of Teacher Entry , , - 28 Figure 3.4. Teacher Process For Student.. 31 Figure 3.5. Course Process From Teacher Entry .32 Figure 3.6. Secretery Process 33 Figure 3.7. Initiate Advisor 34 Figure 3.8.Enter Grade 35 Figure 3.9. Term Process From Secreterary Entry 36 Figure 3.9.Disact Process 37 Figure 3.9. Rectory Entry 38 Figure 4.1. Main Entrence 39 Figure 4.2. Teacher Main Form 39 Figure 4.3.Student Detail(From Teacher) .40 Figure 4.5. Course Registration 41 Figure 4.6. Student Disact(from teacher) .41 Figure 4.7.Student Searching Form(teacher) .42 Fgure 4.8. All Course Form(from teacher) .42 Figure 4.8.Course Updating(from teacher) .43 Figure 4.9. Student Form 44 Figure 4.10. Secretary Main Form 44 Figure 4.11. Grade Entry(from secretary) .45 Figure 4.12.Initiating Advisor(from secretary) .46 Figure 4.13.Term Opening 46 Figure 4.14.Student Disact(from secretary) .47 Figure 4.15.0pening Course 48 Figure 4.16. New Student Register .49 Figure 4.17. Student Payments 50 Vl INTRODUCTION A student tracking program, which includes registration, all financial and educational problems of students is important problem for all education establishment. In the project, it was aimed to write a program cosidering these problems, that we encountered untill today in our life, which was elapsed in education institude. The main structure of the program was designed to apply to the any process in all facilities and not only the university. The program is user friendly and very simply adaptable to other education institude, also can be suitable other companies with simple changes. Which· is worked like a education establishment. Using the enormous of visual basic programming gives the chance to update this code in future due to academic needs. In first chapter the visual basic and its applications are descnbed. Visual basic for applications delivers a competitive advantage for ISV seeking to provide full customization and integration capabilities to customer.