Thesis Archiving in Visual Basic and MySQL
Overview of the problem
Table of Contents
In academic institutions, theses serve as a culmination of years of research and scholarship, representing the original work of students and faculty members. As such, it is important for institutions to have a reliable and efficient system for managing and preserving their thesis documents. However, many academic institutions face challenges in archiving their theses, including issues related to storage, organization, retrieval, and accessibility. To address these challenges, this paper proposes the development of a thesis archiving system using Visual Basic and MySQL. Visual Basic is a popular programming language for developing user-friendly Windows applications, while MySQL is a powerful open-source database management system. By integrating these technologies, the proposed system aims to provide academic institutions with a more efficient, secure, and accessible way of archiving their thesis documents. This blog post presents the description and features of the system, highlighting its potential benefits for academic institutions in managing and preserving their thesis documents.
System Description
The Thesis Archiving Management System consists of two parts, one for the admin and the other for the students/users. The admin consists of three categories, manage thesis document of the students in order to provide inventory list, update and add new records. In the transaction, it includes the borrowing and returning of the thesis books. And the last is the database that can also provide back- up and restore all the records. On the other hand, the students or users can view and search the document if they want. The admin will take in charge for the system’s operation maintenance.
The Thesis Archiving System was developed in Visual Basic and MySQL, Stand-Alone version of the said system is also available (Visual Basic and MS Access).
Significance of the Study and System
The proposed thesis archiving system using Visual Basic and MySQL has several significant implications for academic institutions. First and foremost, the system addresses the challenges that institutions face in managing and preserving their thesis documents. By providing a more efficient and reliable way of storing and organizing thesis documents, the system can help institutions maintain the integrity and accessibility of their academic archives.
Second, the proposed system can enhance the accessibility of thesis documents for students, faculty, and researchers. The system’s user-friendly interface and powerful search and retrieval capabilities can enable users to quickly and easily locate theses that are relevant to their research interests. This, in turn, can facilitate the dissemination of knowledge and promote further research and scholarship.
Third, the proposed system can help academic institutions comply with regulatory requirements for archiving and preserving thesis documents. Many academic institutions are required by law to maintain records of student theses, and failure to comply with these regulations can result in legal and financial consequences. By providing a reliable and efficient way of archiving thesis documents, the proposed system can help institutions meet their regulatory obligations and avoid potential legal and financial risks.
System Testing and Evaluation
The researcher conducted a series of testing such as unit testing, integration testing and system testing. After that expert testing and user’s acceptance or final testing followed to test if the developer come up to the right system that must be develop.
In unit testing, the researchers separate each part of the system. Each part is being tested individually and examined if it is working properly. The sum of such testing makes integration testing easier. The importance of the integration testing is that, the developer can detect any unwanted inconsistencies between the software units or in the hardware units that was integrated to work as one called assemblages. System testing is performed on the entire system wherein all of the integrated software components have successfully passed in integration testing. The researchers make an evaluation and conducted to the experts and users to test the reliability of the system. In system testing, the researchers invited some experts and also the beneficiary of this project to test the system functionality.
EXPERT TESTING
In expert testing the researcher conducted an evaluation using the McCall’s Software Quality Model Evaluation Form. The evaluation was conducted to the three (3) experts of Information Technology. This is to test if the Thesis Archiving Management System is really working or reliable and if the system passed to the Software Quality Standards.
USER ACCEPTANCE/FINAL TESTING
After the expert testing, the researchers prepared an evaluation which is the User Acceptance Evaluation Form (see Appendix H). The survey questionnaire is intended to the respondents of the study, but before it was used by the researcher, three persons validated the survey form. The system was tested and evaluated by two (2) IT experts who were knowledgeable on the proposed system and one (1) English instructor to check the grammar of the self-made questionnaire. The purpose of the questionnaire is to test the reliability of the Thesis Archiving Management System if the desired functions were met.
System Features and User Interface
Login Form – only authorized users can access the thesis archiving system. A Login form is used for security purposes in order to access the system and view/update the list of records stored in the database system of thesis archiving.
Course/Department Encoding Module – this module allows the user to add and modify the list of courses and departments.
Thesis Information Encoding Module – the image below shows the list of thesis encoded and uploaded to the database system of thesis archiving.
Inventory Module – the system is capable of sorting and grouping the list of thesis according to course and year published. The image below shows the inventory module of thesis archiving.
Inventory Report Module – the image below shows the printable report of thesis inventory.
Catalog Module – the users which are the students, faculty, staff and visitors can search for the thesis they are looking in the catalog module of the system. The image below shows the catalog module where the users can filter the list by course and year; they can also view the documents of the thesis in PDF format.
Advantages of the System
In this section, the advantages and limitations of the proposed thesis archiving system using Visual Basic and MySQL will be discussed in comparison to existing systems. The advantages of the proposed system include its ability to improve the efficiency, accessibility, and regulatory compliance of thesis archiving. Additionally, the proposed system can provide enhanced security and backup mechanisms to protect the integrity and confidentiality of thesis documents. However, the system may have limitations in terms of its compatibility with existing institutional systems and the initial cost of implementation.
In comparison to existing systems, the proposed system offers several advantages over manual and paper-based systems. The proposed system allows for centralized and automated management of thesis documents, which can significantly reduce the workload of administrative personnel. Additionally, the proposed system offers enhanced accessibility and searchability of thesis documents, enabling users to quickly and easily locate relevant information. However, the proposed system may have limitations in terms of compatibility with existing systems and may require additional training and resources to implement. Overall, the advantages and limitations of the proposed system must be carefully considered in the context of each institution’s unique needs and resources.
Summary
The topic of Thesis Archiving in Visual Basic and MySQL discusses the development of a computerized system for managing and archiving academic theses. The system is designed to improve the efficiency, accessibility, and regulatory compliance of thesis archiving. The proposed system is compared to existing systems, including manual and paper-based systems, and the advantages and limitations of the proposed system are discussed.
The significance of the proposed system in academic institutions is highlighted, including its ability to provide enhanced security and backup mechanisms, centralized and automated management of thesis documents, and improved accessibility and searchability of thesis information. However, the system may have limitations in terms of compatibility with existing systems and the initial cost of implementation. The advantages and limitations of the proposed system must be carefully considered in the context of each institution’s unique needs and resources.
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