College of natural and computational science

Department of computer science

Proposal on: Online Student Management System(SMS)

__________________________

Group members Id No
1.Bereket Elias………………………..0110
2.Askalu Guesh……………………….0107
3.Filera Tsegaye……………………....0121
4.Yeshi Bayelgn………………………0141

Submitted to: Instructor Brhanu A.

Table of Content
Chapter One:...............................................................................................................................................3

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Introduction.............................................................................................................................................3
1.1 Background........................................................................................................................................3
1.2 Statement of the Problem.................................................................................................................3
1.3 Objective............................................................................................................................................3
1.4 Methodology.....................................................................................................................................3
1.5 Feasibility...........................................................................................................................................4
1.6 Project Scope and Limitation.............................................................................................................5
1.7 Requirements....................................................................................................................................5
1.8 Significance of the project.................................................................................................................5
1.9 Organization of the project................................................................................................................5
1.10 Project plan.....................................................................................................................................5
1.10.1 Project time schedule...............................................................................................................5

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Chapter One:

Introduction

Debark University is one of the 45 public higher educational institutions

in Ethiopia. It located in the northern part of Ethiopia in Amhara Region
about 810Km north of Addis Ababa. Online Student management
system deals with all kind of student details ,academic related reports,
college details, course details, batch details and other resource related
details too. It tracks all the details of a student from the day one to the
end of his course which can be used for reporting purpose ,tracking of
attendance progress in the course, exam details, project or any other
assignment details, final exam results: and all these will be available too.

Student management system have evolved and now have become

extremely popular worldwide. This software have a great role in
education, if higher educational institutes have their own student
management system they will create an account for users and students
can access the system by their own account created. As our university
context our goal is designing a student management system for storing
of students records and information in a particular campus(educational
platform for Debark university students and so we can develop tight
bond among the students as well as lecturers.
1.2 Statement of the Problem

The present manual method of keeping files and records has been found
by research to be disadvantageous. This is due to the problems which are
identified as follows:-

i. Loss of files and records by theft

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ii. Loss of files and records by disaster and other natural catastrophe that
could possibly occur without giving a chance to retrieve these files
iii. Information overload
iv. The old system of filing is not portable
v. Difficulty in search for data and information about an individual
 vi. Difficulty to announcement of some news and events, poor
communication (Poor interaction between student to the university),
poor information flow.

1.3 Objective
The general objective
The general objective of this project is to design and develop online
student management system for Debark University.
Specific objective
The specific objective will help as to achieve the general objective that
is mentioned above and the individual tasks done in the project.
Specifically, on this project we are going to deal with:-
-Improving data security and integrity.
-Manage grade reports
-Increase organizational control.
-Connect the database with the system implementation.
-Prepare requirement specification document.
-Assigning of department.
-Minimizing the time and effort of the students during enrollment
season.
-Provide security and back-up for the student information whenever
there is a data loss.

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1.4 Methodology
 
1.4.1 Data Gathering Methodology
So far we have tried to explain a little bit about the project that we are
supposed to work. Now we will try to describe the techniques which are
used to collect true information from the participant.
In our project we use some data gathering techniques:-
Observation
The project group members observes the current methods of grading,
announcement and registration system, how to get a solution for specific
problems and how the system process is going and all of the existing
system.
Interview
In order to get the basic information about the existing system of Debark
University, we select interview method. We randomly select and
interview one instructor in order to know how the existing System
works.
1.4.2 Implementation Methodology
Hardware tools:-
Laptop :To install software and to do our project on it
cpu: To process the project
RAM: To temporarily to store project

Software tools:-
Microsoft word 2010
Notepad++

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Edraw Max 6.3

Programming languages:-
HTML
CSS
PHP
1.5 Feasibility
Feasibility refers to the measure of how beneficial or practical the
development of the system will be to an organization. To start with our
project first we should have to clearly notify the feasibility of the system
that we are going to implement, because without fulfilling feasibility
factors (i.e. the economical, technical, operational, and schedule
feasibility) our proposed system can not be said a good system. So in all
angles the new system should have to be feasible. The feasibility factors
of our project are: -
-Technical feasibility
-Operational feasibility
-Economic feasibility and

1.5.1 Technical feasibility

Technical feasibility refers to the measure of the practicality of a
specific technical solution and the availability of technical resources. In
technical feasibility we should notify that our new system can
implement with current technology and also the customer has enough
experience using that technology.
When we use current available resource it is technical feasible.
Generally we can say that the new system is technically feasible

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1.5.2 Operational feasibility
Measure how much the proposed system solves the existing system
problems. This project is surely operationally feasible because the
proposed system (the project) is a good solution maker of the problem or
specific solution will work in the existing system and create a good
environment towards the user of our system.
1.5.3 Economical feasibility
Refers that a measure of cost effectiveness of a project and also used to
identify the benefits and costs concerning the project. Economic
feasibility is cost benefit analysis.

a)Tangible benefit:
is a benefit that can easily be quantified and measured in terms of the
money..
b)Intangible benefits:
Refers to items that cannot easily be measured in terms of money and
with certainty. It cannot be determined the exact amount of money
consumed.
Intangible benefits are as follow:

*It minimize the work load of the employee

*Work flow will be efficient
*Improve accuracy in operations
1.6 Project Scope
The scope of this project is limited to the design and implementation of a
student management system. The purpose of student management
system is to allow for storing information of large number of students.
Different privileges are given to different types of users.

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The student management system covers the major process in the
enrollment of freshmen, old and dropout students, files maintenance
such as listing of enrolled students in different year levels.
The system gives further information about the enrollment process as to
know how many students are enrolled in every year level.

Administrators have total access to the system, confirming the students

who are currently registering and/or enrolling, generating records,
sectioning the students in every year level.Generally, the system works
everywhere where internet access available.

1.7 Requirement of the system

a)Functional Requirement:

.Creation of new record: This function creates a record for a new

student.

.Deletion of record : This function is used to the existing record of any

student.

.Updation in record: This function updates the information in a record

of any student.

.Display of data in record: This function displays the record of the

students
b)Non-Functional Requirement:

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A)Security:
Only authorized users can access the system with username and
password.
B)Performance:
Easy tracking of records and updation can be done.

C)User Friendly:
The system is very interactive
D)Maintainability:
Backups for database are available
E) Portability:
We use php language to develop this system as back end because it is
portable. The quality of our system is its independency of hardware
platforms.
F) Simplicity:
our system is easy to use and also simple to manipulate. Because the
system is well develop, support multi language and the user interface is
easy and simple to understand.
G) Accuracy:
if the user inserts correct input our system provides correct and accurate
data for the user of the system that he/she wants.

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1.8 Significance of the project
This system saves the time of the student and of the administrator. It
includes process like registration of the student’s details, assigning the
department based on their course , grading system, and maintenance of
the record
.This system reduces the cost and workforce required for this job. As the
system is online the information is globally present to everyone. This
makes the system easy to handle and feasible for finding the omission
with updating at the same time.

As for the existing system, they use to maintain their record manually
which makes it vulnerable to security. If filed a query to search or
update in a manual system, it will take a lot of time to process the query
and make a report which is a tedious job.
As the system used in the institute is outdated as it requires paper, files
and the binders, which will require the human workforce to maintain
them. To get registered in the institute, a student in this system one
should come to the university.
Get the forms from the counter while standing in the queue which
consumes a lot of the student’s time as well as of management team. As
the number of the student increases in the institute manually managing
the strength becomes a hectic job for the administrator.
This system store all the data in the database which makes it easy to
fetch and update whenever needed.

1.9 Organization of the project

This project/research is organized into five main chapters:

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 The first chapter of this research is the Introduction. This chapter
provides the background to the problem.
Next is Chapter Two which is about the general overview of the subject
matter. This chapter provides information on the basic concepts and
related work on the subject matter.

Chapter Three contains the research methodology. This attempts to

provide a detailed description of the phases and approach in the
development of the study by providing an analysis of the existing system
and a design of the proposed system.

Chapter Four captures the implementation of the proposed design and

states results gathered in the course of implementation. It also provides
information about the architecture, installation and system requirements
for the software to be designed.
Chapter Five which is the concluding chapter, includes the summary,
conclusion and recommendation.

1.10 Project plan

1.10.1 Project time schedule
Project time

No Activity Nov Dec Jan Feb

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1 Proposal

2 Analysis

3 Design

4 Implementation

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