Student Grievance Redressal Cell 1

PROJECT REPORT
On
Student Support System
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INTRODUCTION

1.1 The Client Organisation

The Ved Institute of Pharamacy(VIP), Barabanki is acting as a client organisation here, which is a
renowned institute being a reputed department of VIP , Barabanki which has various
departments involved in the functioning of the institution including Administrative Cell,
Placement Cell, Career Development Cell & student information of various courses being
managed through management systems involved.

1.2 Problem Definition

The following points describe the problem domain at the institution:-

 Non availability of a proper Student Grievance Redressal Cell

 Non availability of proper Health Facilities inside the Institution premises
 Lack of proper steps to curb severe issues like Ragging
 Lack of sound or proper counselling facilities
 Lack of a women Cell in the institute system
 Non integration of fellowship & scholarship facilities with administrative Cell

1.3 Aim
To design and develop a Student Support System primarily concerned with the reprisal or the
solution of the problems or the grievances being faced by the students in numerous domains
using the concepts of database design and following the steps of IT project management.

1.4Objective
 The objective of the development are as follows :-

 Development of a system for the Grievance redressal in an institution as The

redressal mechanism would act as a platform where a student can not only lodge
complaints against any irregularities in the admission process, withhold or refusal to
Student Grievance Redressal Cell 3

return any document or certificates, but can also lodge complaints of harassment
and victimization including sexual harassment.

 Any institute having its own Grievance Redressal system is an informal manner i.e.
through direct supervision of the Principal. But in a formal sense along with the
provision of Online Feedback suggestion Form and Online Grievance Cell.

 To ensure a democratic environment in the campus, to acquaint all the faculty,

Student about their rights and duties, to solve the various personal and educational
related grievances of the teacher Student to make the institution student friendly,
and to ensure the qualitative as well as quantitative development of the institution
through the grievance and redressal cell.

1.5Project Goals

 To build a prototype of Student Affairs System for the solution of Student Grievances.
 To provide an electronic version for the Grievance Management.
 System would have a user friendly graphical interface.
 Diversification of the problem being faced by the victim and provide an apt support
regarding the same through an appropriate counsellor.

1.6Benefits

 Easy Access to the counsellor

The counsellor for the solution of the victim’s problem can be easily accessible
with the help of the automated system as compared to the manual one.

 No Dependency on a single person for the solution of the problem

The victim wouldn’t have to rely on a single person for the redressal to their
issue as the automated system may contain many sub bodies for the solution or
even transferring the problem from one level to another in a prompt manner.

 Saves time and effort

The victim wouldn’t have to wait as the online system would be quite prompt as
compared to the manual forwarding system of the complaints, thus the victim
would be able lodge complaints at a single click without much efforts.
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1.7 Methodology

The project plan is to carry the design and implementation of the project in a completely step-by-step
manner. The entire project is divided in the following phases:-

Phase 1 – Study and Analysis Phase

 Questionnaire done to know the facilities and problem encountered by the student in different
institutions .(included in Investigation report)
 Some drawbacks were encountered from this section. (included in Investigation report)
Phase 2 - Design Phase
In this phase the database design of the system has been realised through following steps:-

 Identification of the entities and their relationships from the scenario.

 Designing numerous UML diagrams for the proposed system.

 The logical model of the system has been designed, normalizing the relations.

 Data flow diagram of the whole system has been constructed.

 Flow chart of each process of DFD is constructed for better flow of data and its verification.
(included in project report)
 Proposed the physical design of the system.

 Defining hardware and software requirements.

Phase 3 - Coding Phase

 The design of the system is implemented through actual code.
 Proper validation of data is used.
 Proper validation on important fields provided.
 User does not need to have the knowledge of the code, output is defined user friendly.

Phase 4 – Testing and Implementation

Testing is done on various test cases and data set. Testing is applied on:-
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 Testing on each form by taking different user cases.

 Updation of record when a student enters details.
 Updation when complaint is registered.
 Records are managed when student checks the complaint status.
Testing is done by:-
Black box testing, White box testing and unit testing.

The above plan follows the Software Development Life Cycle (SDLC) model for the development of the
proposed system. There are several ways for developing software. They consist of the following steps:
Preliminary Investigation - When a request to receive assistance from an information system is made,
the first system activity, the preliminary investigation begins. It has three parts-

 Request clarification - All the request of the student support system are met by clarifying each
one with the admin.

 Feasibility analysis - An important outcome, The system is technically feasible, institution’s

budget is kept in mind, so economically supportive, and implementation is not so difficult, so
operationally feasible.

 Request Approval - Not all requests are desirable or feasible. So the adminand authority
decides which one are important and then we schedule them accordingly.

Determination of system requirements – We studied the institution’s process to answer the following
questions:
1. What is being done for grievance redressal and how is it being done?
2. How frequently a student register complain?
3. How great is the volume of complaints or decisions (from complaint authority)?
4. How well is the issue/return utility task being performed?
5. Does a problem occur in updation?
For this questionnaire and survey are done. Statistical results are also drawn from questionnaire; these
all documents are attached in the project report.

Design of a system - It produces the details that state how the system will meet the requirements
specified during systems analysis.
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Design of report and output  Design of input data and form, and data to be stored  Calculation
performed validation and verification code done testing.

2.Current and Proposed system

2.1 Current System

The current system of the student Support system or the Grievances Redressal management
being used in the organization is completely manual in nature which works on the basis of
lodging complaints in written, providing suggestions through drop box method and presence
of an Anti Ragging council which works manually as well with the respective intervention of
various faculties involved into the same.

2.2 limitations of the current system

The prevalent system of the Grievance management in organization has a large number of
shortcomings or drawbacks which thus makes the victim not too easy to come out with their
respective issues. The drawbacks are as under:

 Though, the prevailing website of organizationconsists of an option stating

‘Grievances & support’. The option has not been of any use as the students could
not get desired results or the solutions to their complaints being lodged by them.
 The available option directs us to a form which has proven to be a vague approach
as it lacks the proper maintenance of the records (complaints being lodged) through
a DBMS.
 Lack of proper awareness amongst the students about the drop box thing available
in order to lend ears to the issues being faced in different domains.
 Hesitation among the victims in writing up complaints and approaching the
concerned authorities which comes out to be as a possibility in most of the cases.
 Lack of awareness amongst the students as to whom to reach at the time of
reporting of the issues.
 The current system thus has proved to be sort of vague and unreliable for the
victims facing issues in the Institution.
 Drop box method leads to various nuisances as there’s no way to authenticate the
victim and track him down.

2.3 Proposed system

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The following points covers the salient features of the proposed system:

 The proposed system is a completely automated system, which manages the entire
operability of the Student Support System.
 The proposed system helps the user to retrieve the information as quickly as possible.
 The system provides backup plans to avoid data loss that is of high priority.
 The system is reliable enough to perform in adverse conditions.
 It is Scalable so that in near future the system can be expanded and customized to the
firm’s needs.
 The system provides a user-friendly interface with a realistic view
 The system provides an error free environment.
 The system provides search facilities to find a specific entry from the database.
 The system consists of an Auditor as a supreme body for the overlooking of the entire
system’s performance.
 The system consists an administrator & a collector within whom the tasks can even be
passed at the time of encountering someone not proficient to handle to given task, thus the
system works smoothly without further delays.
 Victim’s authentication is done beforehand in order to avoid the nuisances which used to
happen in the manual system.

2.4 Objectives of the Proposed System

The aim of the proposed system is to address the limitations of the current system. Following are the
objectives of the proposed system:

 Implement validation techniques and checks that will help reduce the margin of error in
operations.
 Provides adequate data backup facilities in order to ensure system restart even after a calamity
 The system ensures consistency

 The system is a fool proof system that simulates and replaces the present manual system.
 The system aims at providing appropriate redressals to the grievances being lodged by referring
the same to a counsellor who could handle it well as compared to a manual system.
 The problem is often diversified into domains & allotting the right person with the relating issue
helps in providing an adequate and effective solution.
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3.Feasibility Study

3.1 Feasibility Analysis

Feasibility study examines how beneficial is the project economically, technically and non- technically.

The Student Support System is a truly feasible project and satisfies all the three conditions described

below.

3.2 Economic Feasibility

The economic analysis of the project counts for the cost effectiveness of the project.

The economic feasibility of Student Support System is measured under the following heads:

 The project fits in the proposed budget.

 The project satisfies the economic constraints.
 The existing hardware meets the budget proposed.

This project can be regarded as economically feasible because the organization possesses the

computer systems with them, so there is no need of bearing any cost on the resources needed for the

development of the system. The only cost involved in the project is the installation cost. The only

resource required for proper and successful installation is a computer system meeting software and

hardware requirements of the system. These costs are quite minimal and easily available with the

organization. In addition, there are no start-up costs for communications equipment installations,

recruitment of new personnel, cost of disruption to the rest of the system.

3.3 Technical Feasibility :

The criteria for technical feasibility of Student Support System are:

 Easy to use : The users were assumed to be normal ordinary people having knowledge of simple
computer operation for the user and a basic knowledge of database operations for the
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administrator, so ease of use is a very essential factor if we want to get the job actually done
quickly.

 Security: As login authentications are used at login time so security is maintained. Some
functions are to be kept under control of some specific authority so password protected entry is
used.

 Reliability: As tables are used for storing the data, so reliability is maintained as exact data is
retrieved. Data is regained from each table by using a unique key so the accurate record is
accessed.

 Maintainability :Maintenance usually comprises of 2 key factors:-

 Updation :-
As the project is built with keeping in mind all the necessary functions so no essential
updation is required.
 Terminals must be updated with antivirus so the proper functioning of operating system can
be maintained.

 Portability: The project can easily run on any compatible browser on any computer machine.
 Extensibility: The project is easily extensible as PHP support further editing, such as adding new
functions, new forms or editing old forms.
 Reusability: The extensibility and portability of this project would make it reusable software.
 Serviceability:This project will try to provide maximum possible service to the user.

In our project the technical feasibility is considered up to a great extent. The software is build using
Html,Css,Java Script (BootStrap), which is freely available. Thus the problem of non- availability of
software does not appear. The backend of the system is PHP(MySQL), which is freeware database
application. Proposed system can be expanded in future if required. Proposed system has the capacity
to hold the data of the firm.

It also provides the data security by password protecting.

Technology

What is HTML?[1]

HTML is a markup language for describing web documents (web pages).

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 HTML stands for Hyper Text Markup Language

 A markup language is a set of markup tags
 HTML documents are described by HTML tags
 Each HTML tag describes different document content

What is SQL? [2]

 SQL stands for Structured Query Language

 SQL lets you access and manipulate databases
 SQL is an ANSI (American National Standards Institute) standard

What Can SQL do?[3]

 SQL can execute queries against a database

 SQL can retrieve data from a database
 SQL can insert records in a database
 SQL can update records in a database
 SQL can delete records from a database
 SQL can create new databases
 SQL can create new tables in a database
 SQL can create stored procedures in a database
 SQL can create views in a database
 SQL can set permissions on tables, procedures, and views

Although SQL is an ANSI (American National Standards Institute) standard, there are
different versions of the SQL language.

However, to be compliant with the ANSI standard, they all support at least the major
commands (such as SELECT, UPDATE, DELETE, INSERT, WHERE) in a similar manner.

To build a web site that shows data from a database, you will need:

 An RDBMS database program (i.e. MS Access, SQL Server, MySQL)

 To use a server-side scripting language, like PHP or ASP
 To use SQL to get the data you want
 To use HTML / CSS

RDBMS [4]

RDBMS stands for Relational Database Management System.

RDBMS is the basis for SQL, and for all modern database systems such as MS SQL
Server, IBM DB2, Oracle, MySQL, and Microsoft Access.

The data in RDBMS is stored in database objects called tables.

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A table is a collection of related data entries and it consists of columns and rows.

JavaScript is the most popular programming language in the world.

This page contains some examples of what JavaScript can do.

J AVAS CRIPT CAN CHANGE HTML CONTENT

[5]

One of many HTML methods is getElementById().

This example uses the method to "find" an HTML element (with id="demo"), and
changes the element content (innerHTML) to "Hello JavaScript":

What is CSS? [6]

 CSS stands for Cascading Style Sheets
 CSS defines how HTML elements are to be displayed
 Styles were added to HTML 4.0 to solve a problem
 CSS saves a lot of work
 External Style Sheets are stored in CSS files

CSS Solved a Big Problem

HTML was NEVER intended to contain tags for formatting a document.

HTML was intended to define the content of a document, like:

<h1>This is a heading</h1>

<p>This is a paragraph.</p>

When tags like <font>, and color attributes were added to the HTML 3.2 specification, it
started a nightmare for web developers. Development of large web sites, where fonts
and color information were added to every single page, became a long and expensive
process.

To solve this problem, the World Wide Web Consortium (W3C) created CSS.

In HTML 4.0, all formatting could (and should!) be removed from the HTML document,
and stored in a separate CSS file.

CSS Saves a Lot of Work!

The style definitions are normally saved in external .css files.

With an external style sheet file, you can change the look of an entire Web site by
changing just one file!

What is jQuery? [7]

jQuery is a lightweight, "write less, do more", JavaScript library.

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The purpose of jQuery is to make it much easier to use JavaScript on your website.

jQuery takes a lot of common tasks that require many lines of JavaScript code to
accomplish, and wraps them into methods that you can call with a single line of code.

jQuery also simplifies a lot of the complicated things from JavaScript, like AJAX calls and
DOM manipulation.

The jQuery library contains the following features:

 HTML/DOM manipulation
 CSS manipulation
 HTML event methods
 Effects and animations
 AJAX

Why jQuery?

There are lots of other JavaScript frameworks out there, but jQuery seems to be the
most popular, and also the most extendable.

Many of the biggest companies on the Web use jQuery, such as:

 Google
 Microsoft
 IBM
 Netflix

3.4 Behavioural Feasibility :

Behavioural feasibility of Student Support System is the measure that how effective the client uses the

system. It is one of the major factors of feasibility analysis. The new and the proposed system of

Student Support System for organization includes:-

 Easy to operate,
 Convenient in maintenance and
 Effective in its work.
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Thus behavioural feasibility is very important factor to be considered for effective working of system.

The systems analyst must still consider the behavioural feasibility of the requested Student support

system. It is dependent on the human resources available for the student Support system

(Administrator, Committee member etc.) and involves projecting the system operates and be used

when installed. The system is behaviourally feasible if it fulfils the following points:

 The student Support system is easy to operate.

 In all the areas of application the expanded results are better than the earlier.
 Individual performance is not expected to deteriorate after implementation.
 Retrieval of information is easy, accurate and fast.
Grievance &Redressal Mechanism
Grievance/Complaint’ - A “Grievance/Complaint” is defined as any communication that
expresses dissatisfaction about an action or lack of action, about the standard of
service/deficiency of service of an institute and the complainant asks for remedial action.
[8]

Grievance Redressal- Grievance Redressal Mechanism is part and parcel of the machinery
of any administration. No administration can claim to be accountable, responsive and user-
friendly unless it has established an efficient and effective grievance redress mechanism. In
fact, the grievance redress mechanism of an organization is the gauge to measure its
efficiency and effectiveness as it provides important feedback on the working of the
administration.[9]

 The redressal mechanism would act as a platform where a student can not only
lodge complaints against any irregularities in the admission process, withhold or
refusal to return any document or certificates, but can also lodge complaints of
harassment and victimization including sexual harassment.

 Any institute having its own Grievance Redressal system is an informal manner i.e.
through direct supervision of the Principal. But in a formal sense along with the
provision of Online Feedback suggestion Form and Online Grievance Cell.

 The Grievance Redressal cell of the institute functions with the following purposes;
to ensure a democratic environment in the campus, to acquaint all the faculty,
Student about their rights and duties, to solve the various personal and educational
related grievances of the teacher Student to make the institution student friendly,
and to ensure the qualitative as well as quantitative development of the institution
through the grievance and redressal cell.
 Student Grievance Redressal Cell 14

 Moreover, considering the nature and depth of the grievances due inquiry is made
by the members of the cell, and through personal discussion the matter is solved. If
anybody is found to be guilty of any kind of nuisance he or she is given punishment
with due consideration with the principal.

 The nature of punishment includes verbal as well as written warning, information to

the parents, financial punishment, information to the police (if the situation arises
for so) and expelling from the institute as per the rule.

Generalised Model of Grievance Redressal System

Fig(0.1)

Grievance

Supervisor Response to
Request informal resolution Investigation
grievance
Not satisfied

Superior Response to
File formal Grievances Investigation
grievance
Not satisfied

Appeal to campus
President / Respective
authority
Investigation

Final response to
grievant by the
authority
Student Grievance Redressal Cell 15

Model For the Proposed System

Student

Register complaint or
grievance

Legal Procedures

Website

Chancellor

Report of issue

Batch facilitator /
Anti Ragging squad
Program incharge

Counsellor

Helpline
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5.4 PROJECT DELIVERABLES

Project Report
Project report provides an introduction to current system and system to be built. It gives the brief
knowledge of current system.

Project Documentation
A complete documentation is given in the form of SRS. Software Requirement Specification (SRS) which
provides an introduction of the current system and the system to be built. This overview includes the
purpose of SRS and a brief knowledge of the current system. The overview also provided an
introduction of the proposed system.
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Data Flow Diagram(Context Diagram)

Fig(23)
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Level 1( Data Flow Diagram)fig(24)

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References

References of the above mentioned sources are given underneath:-

 [1]http://www.w3schools.com/html/
 [2]http://www.w3schools.com/sql/default.asp
 [3]http://www.w3schools.com/sql/default.asp
 [4]http://www.w3schools.com/js/default.asp
 [5]http://www.w3schools.com/js/default.asp
 [6]http://www.w3schools.com/css/default.asp
 [7 http://www.w3schools.com/jquery/default.asp
 [8] www.fddiindia.com/aboutus-new/img/Grievance_Redressal.pdf
 [9] www.fddiindia.com/aboutus-new/img/Grievance_Redressal.pdf
 [11] Analysis Graph (based up on the analysis)
 [12](http://iips.edu.in/)

 [13]Analysis of MANIT done on the basis of survey

 [14]https://www.google.co.in/url?
sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAYQjB0&url=h
ttp%3A%2F%2Fwww.nscbip.org%2F%3Fp
%3D1&ei=Xj7mVLvLE8KD8gXGp4DoDA&bvm=bv.85970519,d.dGc&psig=AFQjCNFY_fg
GjTO7NK001v0Bgw7oI7Cprg&ust=1424461749181403
 [15]www.fddiindia.com/aboutus-new/img/Grievance_Redressal.pdf
 [16] Elias M.Awad, System Analysis and Design, IInd edition 2009, Galgotia Publication
 [17]V.Rajaraman, Analysis and Design of Information System, IInd Edition 2002,
Prentice Hall of India, New Delhi
 [18] Roger S Pressman, Software Engineering: A Practitioner's Approach, VI th edition 2005,
Tata McGraw- Hill Publishing Company Limited, New Delhi.

 [19] Elias M.Awad, System Analysis and Design, IInd edition 2009, Galgotia Publication
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