A Project Proposal

On
Academy Management System

Submitted By:
Yogendra Subedi
Aashish Kunwar
Sabin Shrestha

Submitted To:
Raghu Gyawali
Soch College of IT
Ranipauwa, Pokhara
Introduction
AMS (Academy Management System)

Academy Management System (AMS): Streamlining Administration,

Strengthening Education
Welcome to the Academy Management System, where administration is made
simple and education meets innovation. Our all-inclusive software transforms the
way educational establishments oversee their activities by smoothly combining
different administrative duties into an intuitive interface.
The days of handling numerous software programs or manual paperwork have long
since passed. Teachers and administrators may access a single point of contact for
all things related to student enrollment, course scheduling, and performance
monitoring with AMS.

Our platform meets your demands whether you're in charge of a huge institution or
a tiny community college. AMS makes academic management simpler with its
user-friendly features and adaptable options, freeing up institutions to concentrate
on what really matters—fostering student achievement.

Our mission is to provide a stress-free solution for academic institutions,

empowering them to deliver high-quality education while optimizing
administrative efficiency. Say farewell to administrative headaches and hello to the
simplicity of the Academy Management System.
Join us as we revolutionize the way academic institutions operate and pave the way
for a brighter future in education.
Problem Statement

Keeping up with the administrative responsibilities of academic institutions can be

very difficult in the modern educational environment. It entails managing several
procedures, including hiring new students, setting up classes, managing teachers,
and monitoring performance, among others. Nevertheless, these activities are
frequently fragmented and dispersed among several systems or manual procedures,
which causes inefficiencies and annoyance for administrators as well as teachers.

Academic management systems are currently beset by several serious issues:

 Administrative Tasks That Take a Lot of Time: Because many
administrative procedures are manual, managing enrollment and grading, for
example, requires a lot of time and effort.
 diverse Systems and Processes: To handle many administrative facets,
academic institutions frequently rely on a patchwork of diverse systems and
processes, which can cause confusion and inefficiency.
 Lack of Integration: It may be challenging to access and share information
across departments or functions when there is a lack of smooth integration in
place in the current systems.
 Limited Visibility and Reporting: Data silos and limited reporting
capabilities may make it difficult for administrators to obtain a thorough
understanding of institutional performance.
 Regulatory and Compliance Challenges: Without sufficient processes in
place, complying with regulations and meeting compliance obligations can
be difficult and time-consuming.
 Student and Faculty Frustrations: Students and faculty members may
encounter difficulties navigating administrative processes, impacting their
overall experience and satisfaction.
 Inefficient Resource Allocation: Inefficient administrative processes may
result in the misallocation of resources, both human and financial, within
academic institutions.
 Inadequate Support and Training: Insufficient support and training for users
of academic management systems can hinder adoption and effectiveness.
 A complete approach that improves teamwork, expedites administrative
procedures, and offers useful information to aid in decision-making is
needed to address these issues. The Academy Management System seeks to
transform academic administration by offering a unified platform that
enhances communication, streamlines work, and gives institutions the tools
they need to prosper in the fast-paced world of higher education today.

Objectives
Our goal with the Academy Management System is to completely transform
academic administration. This is what we aim to accomplish:

• Simplify Administrative Procedures: We work to cut down on the time and

effort needed to accomplish administrative duties including faculty
management, course scheduling, and student enrollment.

• Improve User Experience: Our goal is to provide a platform that is easy to

use and intuitive so that administrators and educators have as little trouble
and confusion as possible and may have a smooth experience.

• Encourage Collaboration and Integration: In order to increase efficiency and

cohesiveness inside academic institutions, we aim to provide a platform that
enables communication and collaboration between various departments and
functions.

• Offer Actionable Insights: Our goal is to equip administrators with extensive

analytics and reporting tools so they can make data-driven decisions and
enhance institutional performance.

 Improve Support and Training: To ensure the successful adoption and

utilization of the Academy Management System, we are committed to
offering users of the system extensive support and training materials.
 • Promote Innovation and Adaptability: Our goal is to provide a platform that
can be easily adjusted to changing demands and trends in the educational
field, promoting innovation and ongoing progress.

Our goal is to equip academic institutions to flourish in a dynamic and competitive

environment by accomplishing these goals, which will eventually improve student
outcomes and educational quality.

Scope

• User-Friendly Interface: Provide an intuitive mobile application and web

portal to facilitate access to administrative tools, course materials, and
academic resources.

• Student Management: Put in place tools for managing student profiles,

academic records, and personal data, as well as features for enrollment and
registration.

• Course Management: To simplify academic planning and delivery, develop

systems for assignment tracking, curriculum management, and course
scheduling.

• Faculty Management: Offer features for hiring, assigning, and evaluating

faculty members, along with grading and feedback systems.

• Administrative Tools: Provide reporting tools and dashboards for

measuring institutional KPIs, handling money, and keeping an eye on
compliance.

• Learning Management System (LMS) Integration: Provide easy access to

course materials and online learning resources by integrating with current
LMS systems.

• Collaboration and communication: Use messaging platforms to let

instructors, administrators, and students communicate with one another.
By concentrating on these areas, the Academy Management System hopes to
improve academic delivery, expedite administrative procedures, and assist student
achievement in the ever-changing educational environment of today.

Limitation:

• Data Quality and Availability: A number of variables, including data privacy

laws, missing records, and inconsistent data input procedures, can affect the
quality and availability of data on student performance, faculty workloads,
and institutional indicators.

• Integration Challenges: Technical difficulties including incompatibilities,

extensive data migrations, and interoperability limitations may arise when
integrating the AMS with current databases and systems in academic
institutions.

• User Training and Support: It can be difficult to provide administrators,

instructors, and students with adequate user training and continuing support,
especially in big institutions where user demographics are diverse and
technological skill levels vary widely.

• Budget and Resource Constraints: Academic institutions may face

challenges in implementing and maintaining the AMS due to limited
financial resources and conflicting priorities, which may affect the range of
features and functions offered.

• Scalability and Flexibility: The AMS may face limitations in scalability and
flexibility, particularly as academic institutions grow in size or complexity,
 requiring ongoing optimization and customization to meet evolving needs
and demands.

Functional Requirements:

1. User-Friendly Interface:

Develop an intuitive web portal and mobile application for easy access to administrative tools,
course materials, and academic resources.

2. Student Management:

Implement tools for managing student profiles, academic records, and personal data, along with
features for student enrollment and registration.

3. Course Management:

Create systems for curriculum management, assignment tracking, and course scheduling.

4. Faculty Management:

Develop features for hiring, assigning, and evaluating faculty members, and include grading and
feedback systems for faculty.

5. Administrative Tools:

Provide reporting tools and dashboards to measure institutional KPIs, manage finances, and
monitor compliance.

6. LMS Integration:

Integrate with existing Learning Management Systems to provide easy access to course materials
and online learning resources.

7. Collaboration and Communication:

Implement messaging platforms for communication between instructors, administrators, and

students.

8. Analytics and Reporting:

 Equip administrators with extensive analytics and reporting tools for data-driven decision-
making.

9. Support and Training:

Offer comprehensive support and training materials for users of the system.

Non-Functional Requirements:

1. Usability

Ensure the platform is easy to use and intuitive, minimizing confusion for administrators and
educators.

2. Performance:

Ensure the system is responsive and can handle multiple simultaneous users without performance
degradation.

3. Scalability:

Design the system to scale efficiently to accommodate growing numbers of users and increasing
data volumes as institutions expand.

4. Security:

Implement robust security measures to protect sensitive student and faculty data.

5. Integration:

Ensure seamless integration with existing databases and systems within academic institutions.

6. Reliability:

Ensure high availability and minimal downtime of the system.

7. Maintainability:

Design the system for easy maintenance and updates, allowing for quick resolution of issues and
incorporation of new features.

8. Flexibility:
 Ensure the platform can be easily adapted to meet evolving educational trends and institutional
needs.

9. Accessibility:

Ensure the platform is accessible to users with disabilities, adhering to relevant accessibility
standards.

10. Support:

Provide ongoing technical support and regular updates to ensure the system remains functional
and secure.

Use Case Diagram:

Fig : Use case diagram(Academy Management System)
Feasibility Study

The feasibility study examines implementation of Academy Management System

focusing on Technical, Economical, Legal and Operational Feasibility.

• Technical Feasibility
Technology Used:
Front-End – Its built by using Flutter, a UI toolkit for building natively
compiled applications for mobile, web and desktop.

Backend – Firebase is used , a platform developed by google for creating

mobile web applications, providing real-time database, authentication and cloud
storage services.

Our team members are experienced with Flutter and Firebase.

• Economic Feasibility
The organizations implementing AMS has reduced cost because our system
provides following benefits:
a) Efficiency – It automates tasks, reducing labour costs associated with
manual processes.
b) Paperless Operations – It reduces costs of printing, storing and physical
documents management.
c) It ensures optimal usage of the available resources improving overall
productivity.
• Legal Feasibility
It compiles with Nepal’s data protection regulations, aligns with educational
standards and policies set by Nepal’s Ministry of Education.
It also ensures no breach on existing intellectual property rights.

• Operational Feasibility
System Operation and Maintenance
a) High user acceptance expected due to the user-friendly interface provided by
flutter and real-time capabilities of Firebase.
b) Training programs will be provided for all users including teachers and
students for smooth adoption of the system.
c) A dedicated support team will be established to handle queries and issues.
d) Regular updates and system checks will be scheduled to ensure smooth
operations and to address any potential issues.
System Analysis

 Context Diagram

Figure: Context Diagram

 Data Flow Diagram

Level – 0 DFD

Fig: Level 0 DFD.

Fig : Level -1 DFD.
ER DIAGRAM