STUDENT MATRICULATION NUMBER GENERATION SYSTEM (A …

Academy Journal of Science and Engineering 12 (1), 2018 Page 99-113

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STUDENT MATRICULATION NUMBER GENERATION SYSTEM

(A case study of Nigerian Defence Academy Postgraduate School)

F Ajakaiye, AE Evwiekpaefe and JD Joseph

Department of Computer Science, Nigerian Defence Academy, Kaduna.

Abstract

Student matriculation number is a unique identification and authentication number assigned to

every student upon first enrollment in an institution. This unique matriculation number assists

research and educational institutions to monitor, track, organize and transfer student records

efficiently, effectively and reliably. This research paper is centered on the automation of student

matriculation number generation in the Nigerian Defence Academy Postgraduate School,

Kaduna. An algorithm was developed to automatically generate the matriculation number. The

Unified Modelling Language (UML) was used to design the system and it was implemented

using Java.

Keywords: Algorithm, Javascript, Matriculation number, Student, Unified Modelling Language

1.0 INTRODUCTION

Matriculation is the official process of

joining an educational institution usually a

university. This process is usually carried

out if the candidate is qualified for a

program. In some cases, academic

prerequisites such as a matriculation

examination has to be met before

matriculation can take place.

The matriculation number is a unique

identifier or a code that uniquely identifies a

particular person admitted into a group,

particularly a school or an educational

institution. Student matriculation number is

a unique identification and authentication

number assigned to every student upon first

enrollment into an institution. This number

helps in identifying a student and it is the

code that appears on the Identification (ID)

card of the student. This code is made up of

a combination of both numbers and

alphabets and they inherently carry metadata

along with them. Metadata are data that

provide information about one or more

aspects of data. They summarize basic

information about data and it makes tracking

and working with specific data a lot easier.

For Example, NDA/PHD/CS/031/16; in this

example, the unique number is 031 and the

metadata are NDA, PHD, CS and 16. This

means the number 031 is issued by the

Nigerian Defence Academy, the bearer is

studying for a Doctor of Philosophy degree

in the department of Computer Science and

the year the number was issued is 2016.

Student matriculation numbers are generated

in ways that suits the institution issuing it

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Student Matriculation Number Generation System F Ajakaiye, AE Evwiekpaefe, JD Joseph

Academy Journal of Science and Engineering 12 (1), 2018 Page 100


and the way they are generated is solely up

to the institution. These matriculation

numbers are generated manually or

automatically. Manual generation is done

when it is an individual that is generating

these numbers with pen and paper. This

manual process of matriculation number

generation poses one too many problems

which include; duplication of matriculation

number, incomplete matriculation number,

incorrect matriculation number and delay in

the generation of these numbers.

Duplication of matriculation number

happens when different students are issued

the same matriculation number and it is also

known as clashing. The matriculation

number is said to be unique, so no two

student should be issued the same

matriculation number.

Using the example of the matriculation

number in this section, an incomplete

matriculation number may take the

following form: NDA/PH/CS/031/16. This

matriculation number is incomplete, and it

could probably mean a different

matriculation number rather than the

matriculation number it was meant to be.

Again from the example above, a student

matriculation number is incorrect when a

student from the department of computer

science is issued the matriculation number

NDA/PHD/EE/031/16. These errors occur

as a result of limited time in generating the

number or due to tiredness of the individual

generating these numbers in cases where

numerous students are involved.

The idea of automatically generating unique

matriculation number and assigning them to

students in an institution is the process of

using a computerized system in the

generation of unique matriculation numbers.

This process is accomplished by developing

and implementing an algorithm that generate

unique matriculation numbers and assign

them to students in an institution each time a

new student record is created. This method

overcomes the problems faced in the manual

process of generating this unique number.

Therefore, this research work is on the

automation of student matriculation number

generation using an algorithm.

2.0 LITERATURE REVIEW

2.1 Matriculation Number

The matriculation number is a unique

identification number that is assigned by an

educational institution to a student upon

enrollment. It authenticates and uniquely

identifies a particular student as part of the

institution that assigned such a number. It is

the alphanumeric code that appears on the

student identification card.

The idea of generating a unique

matriculation number and assigning then to

students using a computerized method is the

idea of developing an algorithm that will

generate and print unique number each time

a new student is enrolled. This is a software

application system that manages and

maintains students’ record. Only the

administrator of this system can register

students by collecting and inputting




students’ details into the automated system,

generate a unique matriculation number for

the student, save the record in a database

and generate a report where necessary.

Therefore, a computerized matriculation

number system is a management

information system that manages and

organizes student data in a computerized

database in such a way that there is integrity

and consistency.

2.2 Algorithm

An algorithm is a sequence of unambiguous

instructions for solving a problem, i.e., for

obtaining a required output for any

legitimate input in a finite amount of time

(Levitin, 2012). It is a procedure, method or

process with a set of instructions, to be

strictly followed, which is used for problem

solving. The instructions in an algorithm

describe a computation that when executed,

advances through a finite number of distinct

successive states, eventually producing an

output. It originates from an initial state and

initial input, and terminates at a final ending

state.

2.3 Review of related studies

Alex (2018) observed that Information, a

principal resource in any business entity has

become an important driver of any system.

The paper further noted that students within

the system must register for courses

approved for the semester, take

examinations and check the outcome of such

examinations once approved by the

authorities. Years after graduating from the

system, students come back for the

transcripts or to get some references. It is

therefore imperative to handle students’

information in a way that is easily

accessible, maintainable and preserved. The

research work focused on managing

students’ information and matriculation

number generating system in a very efficient

and flexible manner. It presented in the

research a prototype design of

WEBSTREMS and discussed the

implementation issues.

Bhirangi and Bhoir (2016) proposed an

automated process of Question Paper

Generation which is fast, streamlined,

randomized and secure. The proposed work

described an automated system that

progresses from the traditional method of

paper generation to an automated process,

by providing controlled access to the

resources. This is achieved by

comprehending users and their roles in the

institute. Further, the study proposed a new

algorithm which ensures total randomization

of questions and avoids repetitions.

Therefore, the resultant automated system

for Question Paper Generation provides

improvement in terms of controlled access

to the resources, random generation of

question papers and a secure platform. The

proposed system can be helpful to many

educational institutes and NGO based

institutes.

Suthar et al.(2015) developed an online

examination management system for

Engineering students in order to view the

timetable for exam and take the exam




online. The study also focused on generating

time table for Examination and Hall Ticket

of students who registered for examination.

The study allows students take exam online

and based on their performance the report of

each student is generated. The system is a

Web- based application. The developed

system was evaluated using real data by

prospective users of the system. The study

offers different varieties of questions

including multiple -choice questions, and

thus the system generates random number of

questions to each individual registered

student.

Koyuncu and Seçir (2007) used the Graph

Colouring Algorithm to generate the student

weekly time table in a typical university

department. The problem was a Node-Point

problem and it could not be solved in the

polynomial domain. Various constraints in

weekly scheduling such as lecturer demands,

course hours and laboratory allocations were

confronted and weekly time tables were

generated for 1st, 2nd, 3rd and 4th year

students in a typical semester.

The study reviewed a number of literature

on the subject matter and on related subjects

like student ID generation. The review

shows little or no work done on automated

matriculation number generating systems.

This reveals a strong research gap that

should be bridged. This research therefore

stands to fill in this gap.

3.0 METHODOLOGY

The system was developed using the

following methods: The Unified Modelling

language (UML) was used to design the

system; the developed matriculation number

algorithm was used for the matriculation

number generation and Javascript was used

to implement the design because it is

relatively easy to learn and implement.

3.1 Unified Modelling Language

(UML)

The Unified Modelling Language was used

to design the system. UML is a standard

design language for specifying, visualizing,

constructing and documenting the artifacts

of a software system. Thus, UML makes

these artifacts scalable, secure and robust in

execution. It is a ready to use modeling

language that uses modeling notation for

object oriented analysis and design of a

system. UML uses graphic notation to create

visual models and to produce various views

of the software system. The following three

UML diagrams show the abstract

representation of the proposed system.

3.2 Class Diagram

This is a static structure diagram that

describes the structure of the proposed

system. It portrays the system classes, their

attributes, methods and relationship as

shown in fig 1.




Fig 1: Class Diagram

STUDENT

- Name

- Faculty

- Level

Department

+ Confirm ( )

+ Close ( )

ADMIN

- Add_new_student

- Search_database

- Update_database

+ Generate_mat_no ( )

+ View_database ( )

+ Print_report ( )

REGISTRATION

- Name

- Address

- Phone_number

- Gender

- State

+ Confirm ( )

+ Close ( )

LOGIN

- Username

- Password

+Verification_by_db( )




3.3 Use Case Diagram

This diagram indicates interactions between the system administrator and the system as shown in

fig 2.

Fig 2: Use Case Diagram

3.4 Sequence Diagram

This diagram describes interaction among the classes of the system in terms of exchange of

messages over time as shown in fig 3.

Log in

Add New

Student

Update Database

Generate Report

View Database

Print Report

Search Database




Enter Details

Validate

Add Student

Generate Mat No

Successful

Search and Update Database

Print Report

Logout

Fig 3: Sequence Diagram

: Login : Registration :View Report : Generate Mat_No




3.5 Algorithm of the Proposed System

The algorithm used for generating unique

serial matriculation number for the proposed

system:

1. [Initialize] C = L; //C = Counter, L =

Last element in the database.

2. [Initialize] R = NDA/PGS;

3. Y = Return (getFullYear().substr(2));

//Generate current year and return

the last two digits.

4. P = Programme (P, M, PGD);

//P = Doctorate Degree, M = Masters

Degree, PGD = Post Graduate

Diploma

5. F = Faculty (FS, FASS, FE);

/*FS = Faculty of Science, FASS =

Faculty of Arts and Social Science,

FE = Faculty of Engineering*/

6. If F = (FS) then

7. P = P, M, PGD

8. Else if F = (FASS) then

9. P = P, M, PGD

10. Else P = P, M, PGD

11. ENDIF

12. If L = 0, then C = 1;

//L = 0 if the database is empty.

13. Print R + “/” + F + “/” + P + “/” +

C + “/” + Y

14. C = C+1;

15. Stop

4.0 RESULTS AND DISCUSSION

The software application was developed to

generate non-repeating matriculation

numbers for students enrolled in the

Nigerian Defence Academy Postgraduate

School. The program results/outputs consists

of some of the following submenus:

4.1 Login/Logout

This feature grants access to the

administrator of the system to register

students, generate matriculation number,

update the database, delete a student record

and save the record to the database as shown

in fig 4.

Fig 4: Login Form




4.2 Add New

This feature requires the administrator the

insert a new student record to the database.

Before the record is saved a unique

matriculation number is generated for the

student and then the record is saved as

shown in fig 5

Fig 5: Add New Form

4.3 Search

This feature enables the administrator to look for a particular student in the database. As shown

in fig 6.

Fig 6: Student Search Form




4.4 Update/ Delete Record

This feature assists the administrator to

make changes to the record in the database

and also delete a record from the database.

As shown in fig 7.

Fig 7: Update/Delete Record

4.5 Report Generation

This feature is concerned with generating a full summarized report of students in various

faculties and departments of the institution. As shown in fig 8.

Fig 8: Report Generation




4.6 Generated Matriculation numbers

The screen shots below show a sample of generated matriculation numbers. These are shown in

figures 9-14.

Fig 9: MSc Matriculation Number

Fig 10: Generated MSc Mat Number









Fig 13: PhD Matriculation Number

Fig 14: PhD Matriculation Number




The percentage accuracy of the system

developed will be calculated and compared

with that of the existing system. To calculate

the percentage accuracy the following

formula will be used:

(Syntetos, 2006)

Upon sampling the list of MSc matriculation

numbers from the exisitng system, the

following errors in the matriculation

numbers were discovered. Of the list of 49

students, we found:

1. Ommission – 2

2. Wrong matriculation number – 1

3. Wrong sequential numbering – 2

Total number of errors = 5

For the MSc list,

= 89%

Upon sampling the list of PhD matriculation




students, we found:

1. Ommission – 2

For the PhD list,

= 85%

Upon sampling the list of PGD matriculation




students, we found:

1. Ommission – 3

For the PGD list,

= 87%

Upon sampling the list of 9 PhD students

using the new system, no errors were found.

For the PhD list,

= 100%

Figure 15 displays the results.

Figure 15: Percentage accuracy of the existing and new system

87

89

85

100 100 100

75

80

85

90

95

100

105

PGD MSc PhD

Percentage Accuracy

Existing system

New system




5.0 CONCLUSION

This automated matriculation number

system is an application software designed

to generate unique matriculation number for

newly enrolled students. It is an effective,

accurate and reliable system that provided a

convenient method of generating and

assigning unique matriculation number to

students enrolled into the Nigerian Defence

Academy Postgraduate School. By using a

database, students information are more

organized and data manipulation and

retrieval are done with ease, thus, making

the developed system a universal

matriculation number generation software

that can be implemented in any academic

institution across the country.

REFERENCES

Alex, R (2018). Computerization of Student

Matriculation Number Generating

System Using Java (A Case Study of

Federal Polytechnic Idah).

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number-generating-system-using-java-

a-case-study-of-federal-polytechnic-

idah-4262.

Bhirangi, R and Bhoir, S (2016). Automated

Question Paper Generation System.

International Journal of Emerging

Research in Management

&Technology, 5(4), pp 28-34.

Koyuncu B. and Seçir M. (2007). Student

time table by using Graph Coloring

Algorithm. 5th International

Conference on Electrical and

Electronics Engineering–ELECO, 5-9

December, 2007, Bursa, Turkey.

Levitin A. (2012). Introduction to the

Design & Analysis of Algorithms,

Third Edition. Upper Saddle River,

New Jersey: Pearson Education, Inc.

Suthar U. H , Rais A., Upadhyay A. ,

Upadhya P. (2015). Online

Examination Management System

Using Genetic Algorithm.

International Journal of Computer

Science Trends and Technology

(IJCST), Vol 3 (5).

Syntetos, A., 2006. "John T. Mentzer and

Mark A. Moon, Sales forecasting

management: A demand management

approach (2nd edition), Sage

Publications, Thousand Oaks, London

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