Development of student management system and applied to member management of the youth union at vnu is

Proceedings the 10th students scientific research conference Development of student management system and applied to member management of the Youth Union at VNU-IS Group sciences: Vũ Quang Hiệp Phạm Nguyễn Ngọc Hà Nguyễn Thị Hương Giang Class: MIS2016A Science advisor: MSc Lê Duy Tiến MSc Nguyễn Anh Tuấn 278 Proceedings the 10th students scientific research conference CHAPTER 1: INTRODUCTION 1.1 Necessary In recent years, with the development of science and technology, computational science has played an important role and it has made tremendous progress with its leap Nowadays, the application of scientific technology to human life is increasingly common Information technology is one of those sciences Along with the development of computer equipment, the application of computer software products is one of the determinants of the application of this science to life In the world in general and Viet Nam in particular, information technology has become a leading industry It has become an indispensable science in human activity as management, economics, information In our country, the application of computer technology is no longer too strange for companies, agencies, factories and educational systems In Vietnam, the adoption of computer technology in companies, enterprises, agencies and educational systems has become increasingly popular and the management of databases is becoming increasingly urgent And why is it become so important? Because at present, the amount of information has gone beyond what people can use as rudimentary equipment as before to manage, not only that, it is difficult to control and change easily, so humans need solutions to this problem It is also the problem in our school have to facing With the large number of teachers, students and many student clubs, large amounts of information is difficult to control Especially with members of Youth Union, we present some disadvantages as follows: - With the number of Youth Union members is very large so the management curriculum vitae of each Member group is very hard, not only that, but members also participate in many clubs and study different majors So, to sum up a membership list is extremely difficult - During the school year, the delegation held many activities so we need to monitor the union members to participate or not participate in activities - The management of information, activities, with a large number of members is very difficult 279 Proceedings the 10th students scientific research conference With such difficulties, we must have a concrete solution to this problem And our team has proposed a management program have name is: “Development of student management system and applied to member management of the Youth Union at VNU-IS” This also helps students have opportunities to improve personality skill and contribute to the School development into the future 1.2 Objectives The general objective of the study is to build and understand of a Youth Union management system at the university The specific objectives are: - Learn about programming software in the computer - Learn about how to management personal software - Develop and improve understanding of code, website and database skills - Demonstrates the ability to speak and present a new problem - Easily for finding information of students in VNU-IS - Manage information of students easily - Saving time - Editing, updating and notification information easier 1.3 Research questions - Have the other universities had Youth Union management system? - Is this Youth Union management system a Web app or Native app? - How to design a Youth Union management system? 1.4 Expert results - Study on MySQL Database, PHP, HTML; - The system design and analytics; - Study on PHP programming; - A website can be used in Youth Union management at VNU-IS - How to write a research report 280 Proceedings the 10th students scientific research conference CHAPTER 2: LITERATURE REVIEW 2.1 The Youth Union management at VNU members Nowadays, in Vietnam National University, most universities have not a Youth Union management system Some universities have only website but it is not a management system: - Hanoi University of Science (http://doantnkhtn.vn/) - University of Social Sciences and Humanities (http://youth.ussh.vnu.edu.vn/) - University of Engineering and Technology (http://thanhnien.uet.vnu.edu.vn/) 2.2 The Youth Union management at other Universities Nowadays, most university in Vietnam have not an own Youth Union management system However, Ho Chi Minh Communist Youth Union in Ho Chi Minh City have had a Youth Union management Figure 2.36: Website of Youth Union at Ho Chi Minh city 281 Proceedings the 10th students scientific research conference Figure 37.2: Guideline to install Figure 2.38: The interface of system 282 Proceedings the 10th students scientific research conference Figure 2.39: Function of system The main functions in this Youth Union Management are add new member information, update member information, list of members based on criterions, search union members based on criterions, delete members and evaluate members The kind of this Youth Union Management is Native App There are some following disadvantages: - This Youth Union Management run in only one operating system which is Windows It is not run in iOS or android Therefore, we can use this Youth Union Management via only Windows - When updating new information, we must download it to our computer and install It is a very time-consuming process 2.3 The Youth Union management at the Universities in the World With the above suggestions, we also have evidence of application of database management program of students in some schools nationwide in general and in the world in particular: Intelligent University (IU - Intelligent University) is a comprehensive information management solution for universities, colleges and professional secondary schools in Vietnam, developed and developed by Software Company CMC Solutions The software helps schools develop an effective information management system that 283 Proceedings the 10th students scientific research conference integrates all management software in the school, including annual management and credit management, student management, major and scientific research, and development of overall solutions Management training for different training models: credit training, learning facilities and many different subjects such as university, college, junior high school With a professional team of more than 10 years of experience and experience, IU has been applied in nearly 60 universities and colleges such as National Economics University, Hanoi Law University, Lao University Action and Social The software has received positive feedback from existing customers and has dramatically changed the management of students in many schools, such as successful consultancy of information technology projects Training management at the National Economics University, consultancy on transforming the training model into a credit training model for universities, colleges and professional secondary schools IU software is a product of CMC Soft to help universities, colleges and middle schools automate the management of training and solve problems in online study registration It is an effective tool for connecting schools and students It is designed to assist those who handle the work of management and training at universities, colleges, vocational schools, etc to improve their performance as well as support students, lecturers, leaders, focusing on the computerization of the main professional processes, diversification in type and mode of training Detailed and brief research on the software: - Database server: Can run on the following platforms: Unix/Linux/ Window 2000 Server or higher Oracle 9i or higher - Application Server: Can run on the following platforms: Window 2000 Server / Advanced Server or higher - Workstation: Microsoft Internet Explorer version 6.0 or higher is best Also can run on browsers other than IE CHAPTER 3: METHODOLOGY 284 Proceedings the 10th students scientific research conference 3.1 Introduction to Web Technology 3.1.1 Overview a Database 3.1.1.1 What is a database? A database is an organized collection of data A relational database, more restrictively, is a collection of schemas, tables, queries, reports, views, and other elements Database designers typically organize the data to model aspects of reality in a way that supports processes requiring information, such as (for example) modelling the availability of rooms in hotels in a way that supports finding a hotel with vacancies 3.1.1.2 What is a database management system(DBMS)? A database management system (DBMS) is a computer software application that interacts with end-users, other applications, and the database itself to capture and analyze data A general-purpose DBMS allows the definition, creation, querying, update, and administration of databases However, most database management systems currently have a common feature of using Structured Query Language (SQL) Commonly known database management systems are MySQL, Oracle, PostgreSQL, SQL Server, DB2, Infomix, etc Most of the above database management systems work well on many different operating systems such as Linux, Unix and MacOS except Microsoft's SQL Server running on Windows only 3.1.1.2 Some kind of database The Database is divided into many different categories File database: Data is stored as text, ascii, * dbf files Typical database file format is * mdb Foxpro Relational database: data stored in data tables called entities, between these entities is related to each other called relations, each relationship has attributes, in that has an attribute that is a primary key Relational database management systems such as MS SQL server, Oracle, MySQL Object-oriented databases: Data is also stored in data tables, but tables have additional object-oriented features, such as storing additional behaviors, to demonstrate object behavior Each table looks like a data layer, one row of data in the 285 Proceedings the 10th students scientific research conference table is an object Managed systems support object-oriented databases such as MS SQL server, Oracle, Postgres Semi-structured database: The data is stored in XML format, with this information describing the object represented in the tag This is a database that has the advantage of storing almost all types of data, so semi-structured databases are a new direction in research and application Blockchain database: Data is distributed on peer-to-peer networks and is always checked by the network Example: Bitcoin blockchain In this section, focus on relational database management system( RDBMS) In this section, focus on relational database management system( RDBMS) - Some definitions related to databases Datasheet: A datasheet is a document that summarizes the performance and other technical characteristics of a product, machine, component, material, a subsystem or software in sufficient detail to be used by a design engineer to integrate the component into a system Column (database): a column is a set of data values of a particular simple type, one value for each row of the database Row (database): a row represents a single, implicitly structured data item in a table Redundancy: In computer main memory, auxiliary storage and computer buses, data redundancy is the existence of data that is additional to the actual data and permits correction of errors in stored or transmitted data Primary Key: In the relational model of databases, a primary key is a specific choice of a minimal set of attributes (columns) that uniquely specify a tuple (row) in a relation (table) Informally, a primary key is "which attributes identify a record", and in simple cases are simply a single attribute: a unique id More formally, a primary key is a choice of candidate key (a minimal superkey); any other candidate key is an alternate key Foreign Key: a foreign key is a field uniquely identify the relationship between both tables Compound Key: a composite key is a candidate key that consists of two or more attributes (table columns) that uniquely identify an entity occurrence (table row) 286 Proceedings the 10th students scientific research conference A compound key is a composite key for which each attribute that makes up the key is a simple (foreign) key in its own right Index (database): A database index is a data structure that improves the speed of data retrieval operations on a database table at the cost of additional writes and storage space to maintain the index data structure - List of software  License softwares ThinkSQL Informix Microsoft Access Microsoft SQL Server Oracle Etc…  Free or open source softwares MySQL PostgreSQL SQLite Etc… - Objects using the RDBMS Database Administrator Database Designer System Analysts Application Programmers DBMS Designers and Implementers End User 3.1.2 Introduction to PHP/MySQL 3.1.2.1 Introduction to MySQL What is MySQL? MySQL, the most popular Open Source SQL database management system, is developed, distributed, and supported by Oracle Corporation - MySQL is a database management system 287 Proceedings the 10th students scientific research conference ORGANIZATIONAL STRUCTURE The Standing Committee  The Executive Committee Organizati on and Developme nt Departmen t Communicat ion and Propaganda Department Movement Departmen t Volunteer club Music club Ishuffle Isway Dance Club Media Club Isupport Learning Support Club The Associated Organ of Vietnamese Students’ Association IB Preparatory Program Keuka Program Help Program Officer Vietnamese Students’ Association of the Class 298 Student Support Departmen t Proceedings the 10th students scientific research conference Figure 3.1: Organization structure of VNU-IS Youth Union Ho Chi Minh Communist Youth Union (HCM CYU) – International School was established in 2002 Recently, the 6th congress of HCM CYU – International School took place successfully and voted out 15 outstanding members for Executive Committee Until now, HCM CYU – International School with approximately more than 1200 unionists has had a lot of active and meaningful activities which attract huge amount of youth union members to join and deserves to be the core in the student movement of the Youth Union The Ho Chi Minh Communist Youth Union of the International School currently has over 1300 members It is divided into the following structure: - The Executive Committeeconsists of 15 people - Structure of Youth Union Executive Board including 04 department :  Organization and Development Department  Communication and Propaganda Department  Movement Department  Student Support Department - Structure of Faculty of International Faculty including 04 members:  IB Preparatory Program  Keuka Program  Help Program  Officer - Along with clubs about movement and learning that name of clubs is:  Volunteer club  Music club - Ishuffle  Isway Dance Club  Media Club  Isupport Learning Support Club 3.2.2 System analysis and design of Youth Union at VNU-IS All systems must use its database, which can be a database has a database or new construction There are also systems that use both old and new databases The 299 Proceedings the 10th students scientific research conference analysis of data provided by grade and designed for one system may be conducted concurrently with the analysis and a design system or individual can proceed The problem is the need to build a database that maximizes data redundancy and is easy to restore and maintain System Survey - Requirement: Support to activities management of Youth Union at International School, Vietnam National University - Functions:  Add new member information  List all members  List of class members  List of members based on field of study  List of members based on hometown  List of members based on club  Search members based on the name  Search members based on the student code  Search members based on interests System Design - The system uses the MySQL database management system - Program programming using HTML and PHP language - Built-in Functions:  Main functions of the system Through the system survey, we can highlight the main functions are as follows: System, management union records, Search System functions manage system log and manage account usage Student record management function: management of information about union members The search function can be applied to: This function is used for searching, searching information of union members quickly by searching by student code, union members, find by interest unionists  System Functions 300 Proceedings the 10th students scientific research conference The system requires login before the administrator wants to manage and use the management function Administrators can change the password of the program to ensure the security of the program  Employee record management function The manager makes the following request: Update information of members in the delegation (name, sex, date of birth, hometown, student ID, class, club, place of entry, phone number, hobbies) added to the list Make corrections, updates and additional details of union members Delete union members when the member leaves  Search function This function is used to look up information that the administrator wants to search, such as looking up information of a member by name, student ID and membership interests  Functions display union members by class, class Make lists of class members or branches to facilitate future management and easily change the field in a certain group, such as the class Description of the system Create Database with MySQL Field of study Table Create table Nganhhoc ( int (5) not null primary key AUTO_INCREMENT, tennganh varchar (50) not null, makhoahoc int not null, index (makhoahoc) FOREIGN KEY (makhoahoc) REFERENCES Khoahoc (makhoahoc) ) * This table will link the foreign key "makhoahoc" with the table " Class Table Create table Lop ( 301 Proceedings the 10th students scientific research conference malop int (5) khơng phải vơ giá trị xác AUTO_INCREMENT, tenlop varchar (10) not null, manganh int not null, index (manganh) FOREIGN KEY (manganha) REFERENCES Nganhhoc (manganh) ) * This table will link the foreign key "manganh" with the table "Nganhhoc" Union Members Table Create table Doanvien ( madoanvien int (5) not null key AUTO_INCREMENT hoten varchar (50) not null, malop int not null, que varchar (50) hoatdong varchar (50), noiohientai varchar (50), ngayvaodoan date not null, noivaodoan varchar (50), gioitinh varchar (10), caulacbo varchar (100), sothich varchar (100) masinhvien varchar (100), index (malop) FOREIGN KEY (malop) REFERENCES Lop (malop) ) * This table will link the foreign key "malop" to the table "Lop" Table 12: Union Members Name Datatypes Description madoanvien Int Union code (primary key) hoten Que hoatdong Varchar Varchar Varchar Full name of the union member Country members Conduct 302 Proceedings the 10th students scientific research conference ngayvaodoan noivaodoan noiohientai caulacbo sothich gioitinh masinhvien Date Varchar Varchar Varchar Varchar Varchar Varchar Day into the delegation Place in the delegation Current residence Club Hobby Sex Student code Table 13: Class table Name Data types malop tenlop manganh Int Varchar Int Description Class code (primary key) Class name Industry code Table 14: Field of study table Name Datatypes manganh tennganh makhoahoc Int Varchar Int Description Sector code (primary key) Industry name Course code CHAPTER 4: RESULTS AND DISCUSSION 4.1 The function of VNU-IS Youth Union management system As a result, this Youth Union management system including major functions such as add new member information, list all members, list of members based on field of study, list of members based on hometown, list of members based on club, search members based on the name, search members based on the student code and search members based on interests - Login screen 303 Proceedings the 10th students scientific research conference Figure 4.40: Login Screen User have to login to the system before using the function of the Youth Union Management System 304 Proceedings the 10th students scientific research conference - Update member information Figure 4.41: Update function The Figure 4.2 shows that to update the information of Youth Union member, the users have to access this function and conducting the update information - List all members Figure 4.42: Members display function The Figure 4.3 shows that all member of Youth Union can be displayed in this function - List of class members 305 Proceedings the 10th students scientific research conference Figure 4.43: The function show the members of a class The Figure 4.4 shows that users can see the members of a class in this function - List of major members Figure 4.44: The function show the members of a major The Figure 4.5 shows that users can see the members of a major in this function - List of members based on Province/City 306 Proceedings the 10th students scientific research conference Figure 4.45: The function shows the members of a Province/City The Figure 4.6 shows that user can see the members of Youth Union based on a Province or City - List of club members Figure 4.46: The function shows the members of a club - Search for Youth Union members under the name 307 Proceedings the 10th students scientific research conference Figure 4.47: The searching function based on the name of member The Figure 4.8 shows that users can search a member based on their name - Search for student members under the student ID Figure 4.48: The searching function based on the student ID The Figure 4.9 shows that user can search the member of Youth Union based on the student ID - Search for Youth Union members based on the their favorite 308 Proceedings the 10th students scientific research conference Figure 4.49: The searching function based on the favorite The Figure 4.10 shows that user can search the members based on their favorite - Changing password screen Figure 4.50: The changing password function This function allow users changes the password of Youth Union management system 309 Proceedings the 10th students scientific research conference 4.2 Discussion 4.2.1 Strengths - We can see that with the Youth Union management system can be ran on the Internet environmental we can easy to finding out any the Youth Union members at all the time On the system that can get to the information also as your information through the fields like: family and name, hometown, information from their family, about your favorite, etc - When we accessing the system, there will be data fields to help teachers search and to add or edit information about the members, the system that uses the data of the clubs in the system Youth Union of International School, the absolute control of the union members in the Youth Union is very simple this is no longer on paper anymore but the operation is completely on a computer - This system can be ran on the Internet environmental, it helps us very easy to access and see any information about the Youth Union members at VNU-IS - Interface: The site uses a full-blown, green interface for union members to give users a sense of comfort, friendly and high reliability 4.2.2 Weaknesses With these above strengths, the Youth Union management system still has many limitations such as: - The system has not the function to help user export the information of Youth Union members from the Interface of system - The system is not full of libraries as well as information fields necessary - The system has not put into use on the mobile phone Therefore, when we go out without a computer, accessing the system is not possible CHAPTER 5: CONCLUSION AND RECOMMENDATION 5.1 Conclusions After all, about six months is not such a long time, but thanks to the effort of all members in our team and the aid of lecturers, we finished the scientific research project After finishing the scientific research project: Development of student 310 Proceedings the 10th students scientific research conference management system and applied to member management of the Youth Union at VNU-IS, we had some essential conclusions: - We learnt so much about scientific theories such as database, MySQL, HTML, CSS, Javascript and PHP language Moreover, we learnt how to use and practiced them during carrying out the scientific research project - However, there were some limitations such as: weaknesses of the system, the time of survey is such a long time 5.2 Recommendation In the future, if we have opportunity, we want to study the scientific research project at a deeper and higher level in order to our university can use thisYouth Union management system in reality Finally, many thanks for the assistance of our lecturers and friends in our project 311 Proceedings the 10th students scientific research conference REFERENCES [1] [2] [3] [4] [5] Phạm, T., & Quế, T (2006) Cơ sở liệu Khương Thị, Q (2017) Cơ sở liệu Nguyễn, T S (2008) Sử dụng PHP & MySQL thiết kế web động Trần, Đ Q., & Nguyễn, M S (2012) Phân tích thiết kế hệ thống thơng tin Elmasri, R., & Navathe, S (2010) Fundamentals of database systems Addison-Wesley Publishing Company [6] Gehani, N (1990) Introduction to database systems [7] Greenspan, J., & Bulger, B (2001) MySQL/PHP database applications John Wiley & Sons, Inc [8] Calow, T J (2004) U.S Patent No 6,714,928 Washington, DC: U.S Patent and Trademark Office [9] Robbins, J N (2012) Learning web design: A beginner's guide to HTML, CSS, JavaScript, and web graphics " O'Reilly Media, Inc." [10] Youth Union at Hanoi University of Science- Vietnam National University at [11] Youth Union at University of Social Sciences and Humanities - Vietnam National University at [12] Youth Union at University of Engineering and Technology - Vietnam National University at [13] Youth Union at Ho Chi Minh City at 312 ... solution to this problem And our team has proposed a management program have name is: ? ?Development of student management system and applied to member management of the Youth Union at VNU- IS? ?? This also... uses the data of the clubs in the system Youth Union of International School, the absolute control of the union members in the Youth Union is very simple this is no longer on paper anymore but the. .. information, update member information, list of members based on criterions, search union members based on criterions, delete members and evaluate members The kind of this Youth Union Management is