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Integrated Intelligent Research (IIR) International Journal of Business Intelligents
Volume: 06 Issue: 01 June 2017 Page No.18-22
ISSN: 2278-2400
18
Student Academic Record Management System
Framework using Oracle Apex
A Smart College Solution-Student Academic Record System
Jonathan Peter Glycer R. Tambaoan, Hansel Delos Santos, Venkateswaran Radhakrishnan
Information Technology Department, Salalah College of Technology, Salalah, Sultanate of Oman
Email: jonathan.t@sct.edu.om, hansel.ds@sct.edu.om, venka.r@sct.edu.om
Abstract – The Student Academic Record System is an
increasingly important aspect in any of the academic
Institutions especially in the Technical and Higher Education.
The challenges for the administrator and management to make
several academic decisions with reference to academic reports
are very high. In some cases, the system could not provide
ample solution to several problems such as improper course
registration, tracking of advisee courses, and inaccurate marks
calculation due to manual entry. These things could lead to
erroneous reports that could affect the management’s decision.
In addition, a data or a record that is wrongly entered into a
system could affect the result of one or more academic reports
that are being required. This paper will provide a structural
framework that gives an alternative, complete solution for
record keeping and management of useful information for
management decision. It will address many issues related to
course assessment, course record management that includes
record keeping of the student marks, and course tracking. The
Smart College Solution-Student Academic Record System
(SCS-SARS) will provide a user friendly, reliable and accurate
web-based system using Oracle Apex. It will provide an
accurate academic statistical and graphical report that can be
used by the management in their decision-making.
Keywords – Student Academic Record System; Oracle Apex;
Structural Framework
I. INTRODUCTION
The student course records being collected from the lecturers
and kept by the academic department or institution is very
crucial. Data retrieval is of great importance. A student course
record affects the result of other reports that are then being
used by other academic section or department. Wrong data
entry would lead to another or several errors or mistakes. In
addition, there are cases that when a student would like to
verify their marks from their previous enrolment, the records
could not be found especially if the concerning lecturer is no
longer connected to the academic department or institution due
to poor record keeping and management. Other distinct issues
with the academic record management include:
 Record keeping of all the marks of the students
 Difficulty and lack of speed in retrieval of course records
 Inaccurate student marks record due to manual
calculation
 Difficulty in tracking student status as per academic
level
 Tedious preparation of Course Result Analysis and
Grade Report Analysis
To address all of these issues, this paper will develop a system
framework in which student database, lecturer database, course
or degree audit database and resource database must be
established. These databases will be linked together in order to
allow several users to access the system at any place and any
time. This is a web-based system that aims to reduce the
paperwork of the lecturers and the time consumed to submit
several reports.
II. REVIEW OF LITERATURE
A well-organized Student Academic Record System requires a
systematic approach in its development. It includes careful
identification and analysis of the system requirements and a
selection of the software that will be used to develop the
system. According to A.A. Eludire[4], a database development
is the key to solve issues about data redundancy and possible
duplication of tasks which prolongs a process. It means that
instead of keeping and managing records in Microsoft Excel, it
can be managed through a centralized storage or location. This
database can be created in Microsoft Access. In addition,
Bharamagoudar[6] mentioned that a web based student
management information system can provide faster, accurate
data manipulation and retrieval since it will be available in a
browser of a college website. This system can be developed
using PHP and SQL. According to Dadapeer[1], student
records can easily be managed and maintained through the use
of a web based online system using SQL. This online student
information management system will be able to reduce paper
work and provides useful and meaningful reports to users.
Ganesh[2] mentioned that all data will be stored in SQL server
for easy access and easy control. In addition, Dacuycuy-
Pacio[8] mentioned that in developing an online student
information system, Rapid Appication Development can be
used to provide quick approach in the analysis, development
and implementation of the system. Añulika[7] stated that PHP
MYSQL facilitates the automation of the processing of results.
Pawar[5] mentioned that in order to have a user friendly web
based system an added ERP system must be implemented since
it can provide real-time information for all users. On the other
hand Lalit[3], used HTML as the front end of the system and
used Tomcat 5.5 as the web server. The backend of the system
is the Oracle10g. With this information, the researchers have
seen the importance of a very good database design for all the
data needed in the Student Academic Record System such as
students, lecturers, resources, schedules or timetable. This can
be done using SQL. In addition, the system must be web-based
for fast, easy access, anytime and anywhere. Using PHP, there
is a complexity of page development of the User Interface. It
means that it requires several codes to achieve the
requirements. In addition, there is also a complexity in the

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Integrated Intelligent Research (IIR) International Journal of Business Intelligents
Volume: 06 Issue: 01 June 2017 Page No.18-22
ISSN: 2278-2400
19
Cascaded Style Sheet (CSS). When it comes to the
deployment, it requires a compatible framework running on the
server such as .NET framework running on ASP.NET. It also
needs an Apache Webserver that is installed on the server. This
means that if the system will be developed under PHP MYSQL
there will be a number of challenges that will be encountered.
With these, the researchers opted to consider other software
that limits those challenges yet completes the system. And that
is, the Oracle Application Express. Oracle Application Express
or simply Oracle APEX enables you to design, develop and
deploy beautiful, responsive, database-driven applications
using only your web browser[12]. It will be an added
advantage if you have knowledge in PL/SQL. It is considered
as a template based but customizable. Meaning to say, you can
use the templates given by Oracle APEX and at the same time
you can still customize it based on your preferences and
requirements. It has easy add-on plugins capabilities. In terms
of deployment, it needs only Oracle listener which is already
built-in in Oracle APEX 4.2. When it comes to client side, it
requires only any browser available from their computer. It has
a built-in authorization scheme for administrators and
developers and customized authorization scheme for users.
This means that it is more secure than other development
software. To top it all, Oracle APEX can be used for free of
cost. It means that you can have the functionality of an ERP
system for free.
III. OBJECTIVES OF THE PROPOSED WORK
The Smart College Solution-Student Academic Record System
(SCS-SARS) aims to provide a system in which advisors,
lecturers, management as well as students will be able to
monitor student’s performances in terms of the marks entered
into the system. This system will provide a facility to record
detailed assessments such as quizzes, assignments, class
participation, lab works, presentations, practical tests, mid-term
and final examinations acquired by the student. These marks
will be automatically calculated to produce the final grades of
the student. A variety of reports will be generated from the
system to be used by the management for their academic
decisions.
IV. OVERVIEW OF SOFTWARE USED
a. Oracle Application Express
The Oracle Application Express (APEX) is a web-based
development and deployment tool that is available with all
Oracle databases and in all Oracle Database Cloud Services. It
is used to create modern database-centric web applications that
are reliable, scalable, and secure[9]. The Oracle APEX
supports Rapid Application Development in which the
developer can implement a system using test environment and
production environment at any given time through the creation
and manipulation of several schemas. The software can
develop and support a full database system for small to
medium scale enterprises without purchasing or acquiring
enterprise edition of the Oracle.
b. FO Designer
The J4L FO (Java4Less Formatting Object) Designer is a
graphical tool for designing XSL-FO (Extensible Stylesheet
Language – Formatting Object) documents. XSL-FO is a
language for formatting XML (Extensible Markup Language)
data and one of the most popular uses is for converting
"technical" XML files to user-friendly PDF files. It uses the
Apache FOP (Formatting Object Processor) package to execute
the XSL-FO documents that is appropriate for Java
environments[10]. This tool is used for the Smart College
Solution-Student Academic Record System (SCS-SARS) to
provide PDF files for several reports that are generated in the
system.
c. Oracle Business Intelligence (BI) Publisher
Oracle BI Publisher is the reporting solution to author. It can
also manage, and deliver all your reports and documents easier
and faster than traditional reporting tools. Use your web
browser or familiar desktop tools to create everything from
pixel-perfect customer facing documents to interactive
management reports against practically any data source. View
reports online or schedule them and deliver tens of thousands
of documents per hour with minimal impact to transactional
systems[11]. The Oracle BI Publisher helps in simplifying
report generations in the system. In addition, the development
of the forms report in PDF reduces its complexity as well as
the maintenance becomes a lot easier.
V. SYSTEM FRAMEWORK
The Smart College Solution-Student Academic Record System
(SCS-SARS) is divided into several modules as seen in Fig. 1.
The HIPO (Hierarchical Input Process Output) chart visually
shows the structural framework of the system. Each module
has its own functions that are relative to the other modules.
This means a data entry in one module could affect the reports
generated in other modules. The modules of the system are
Advisor, Lecturer and Dashboard.
Fig.1. Smart College Solution – Student Academic Record
System HIPO Chart
Initially, the registered courses of the students based on the
degree audit were imported to the system. As soon as the
registered courses are readily available, the Advisors can use
the Advisor Module as seen in Fig. 2 to monitor student status
and performance in the class through its assessment completion
data. In addition, the Advisor can track the course marks
progression of the student as well as the course projection for
the next semester.

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Integrated Intelligent Research (IIR) International Journal of Business Intelligents
Volume: 06 Issue: 01 June 2017 Page No.18-22
ISSN: 2278-2400
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Fig. 2. Advisee Course Tracking per Advisor
The Lecturer can use the Lecturer module to view the course
details and student list. It is also used to setup the assessment
scheme for each course based on the approved course delivery
plan (CDP) as seen in Fig. 3.
Fig. 3. Course Assessment Settings
In addition, the lecturer can encode marks as seen in Fig. 4 and
generates the Individual Course Result Analysis as seen in Fig.
5 and Consolidated Grade Result Analysis for Mid-term and
Final examination as seen in Fig. 6.
Fig. 4. Detailed Class Record
Fig. 5. Individual Course Result Analysis
Fig. 6. Consolidated Grade Result Analysis for Business Ethics
In the dashboard module, there are several statistical reports
that are available at the department and college level. The
reports include student statistics, lecturer statistics and course
statistics. We can take detailed information about the list of
students registered in current semester in different departments,
number of withdraw students at the department level, number
of On-the-Job Training (OJT) students, list of absents during
midterm and final examinations and number of withdraw,
postponed, suspended, dismissed, debarred, discontinued
students from Student Statistics. In Fig. 7, it shows the
graphical representation of students who were postponed in the
current semester in various departments.
Fig. 7. Number of Postponed Students per department

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Integrated Intelligent Research (IIR) International Journal of Business Intelligents
Volume: 06 Issue: 01 June 2017 Page No.18-22
ISSN: 2278-2400
21
Fig. 8 depicts the statistics about the student withdrawal per
department.
Fig. 9. Number of studens who withdraw a course per
department
Fig. 10. Department Course Result Analysis per level
Fig. 10 shows the Department Course Report Analysis which
contains detailed statistical information about a certain course
per level and per department. It shows the breakdown of the
marks obtained by the students and the pass percentage rate in
a particular course. The system has several authentication login
privileges as per academic role:
 Lecturer Role, lecturers are allowed to set the course
assessments, encode and update the marks of the students
and generate required reports.
 Advisor Role, advisors are allowed to track and monitor
student academic progress through student marks. They
are also allowed to advise courses for the next semester.
 Department Coordinator Role, department coordinators
are allowed to view and generate Department Grade
Result Analysis.
 Head of Department and Head of Section Role, they are
allowed to view and monitor class progression through
marks encoded in the class record.
VI. RESULT ANALYSIS
The Smart College Solution-Student Academic Record System
(SCS-SARS) is currently being implemented in Salalah
College of Technology since 2013. It aided the management by
providing a mechanism to monitor the progress of the course
delivery through assessment marks and have a systematized,
secure way of keeping the records of the students.The system
is able to provide several generated reports as listed below:
 Centralized Class Record
 Accurate Assessment Scheme Settings
 CRA and GRA Generation (Individual and Consolidated
Courses)
 Comprehensive Department Course Report Analysis
 Up-to-date Student Status
 Advisee Course Tracking and Course Projection
VII. CONCLUSION
The research reveals that the Smart College Solution-Student
Academic Record System (SCS-SARS) can be a valuable
alternative solution to academic institutions such as technical
or higher colleges and universities because it generates several
comprehensive statistical reports in a timely, accurate manner.
In addition, the system is able to keep track of the previous and
present academic records that are stored in the database thus
leading to the improvement or future enhancement of the
system that will be useful to other entities in the academic
institution.
References
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Integrated Intelligent Research (IIR) International Journal of Business Intelligents
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ISSN: 2278-2400
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Acknowledgment
The researcher would like to acknowledge the Salalah College
of Technology for allowing them to develop the Smart College
Solutions - Student Academic Record System (SCS-SARS)
and be implemented across college. The inputs shared by all
stakeholders contributed to the continuous development of the
system.
Author’s Profile
Mr. Jonathan Peter Glycer R. Tambaoan is a graduate of
Bachelor of Science in Computer Engineering, a Master
Degree holder in Business Administration, a Cisco Certified
Network Associate for Routing and Switching, a Cisco
Certified Academy Instructor for Routing and Switching and a
Cisco-Oman Instructor Trainer.
Mr. Hansel delos Santos is a graduate of Bachelor of Science
in Computer Engineering, a Master Degree holder in Computer
Science and an Oracle Application Express Certified
Developer Expert.
Dr. Venkateswaran Radhakrishnan is a Post-Graduate of
Master of Computer Application and Doctorate in Computer
Science specialized in Information Security.