i

ONLINE POSTGRADUATE ADMISSION SYSTEM:

A CASE STUDY

by

Fatema-Tuz-Sabiha

POST GRADUATE DIPLOMA IN INFORMATION AND COMMUNICATION

TECHNOLOGY

Institute of Information and Communication Technology (IICT)

BANGLADESH UNIVERSITY OF ENGINEERING AND TECHNOLOGY
(BUET)
July 2019
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Dedicated

To

My Parents and Family Members

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TABLE OF CONTENT
Title Page No.
Board of Examiners ii
Candidate‘s Declaration iii
Dedication iv
Table of Contents v
List of Figures viii
Abbreviation & Key Terms ix
Acknowledgement x
Abstract xi

CHAPTER-I: INTRODUCTION
1.1 Introduction 01
1.2 Objectives with specific aims and possible outcome 01
1.3 Organization of the Project Report 02

CHAPTER-II: SYSTEM STUDY & REQUIREMENT ANALYSIS

2.1 Feasibility Study 03
2.2 Planning 03
2.3 Scope 04
2.4 Methodology 04
2.5 Requirement Analysis 05
2.6 Steps in Requirements Analysis Process 06
2.7 Requirements Engineering Tasks 07
2.8 Software Requirements and Platform Selection 09
2.9 Sources of Data 10
2.10 Methods of Data Collection 10
2.11 Requirement gathered for the System 11
2.12 Input and Output Finding of the System 15
2.13 Process Flow and Analysis 15
2.14 Implementation Tools and Technologies 16
2.15 Chapter Summery 16
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LIST OF FIGURES

CHAPTER-III: SYSTEM DESIGN

3.1 Scope and Features of the Proposed System 17
3.2 Major Section of the System Activities 18
3.3 System Architecture 19
3.4 Use Case Diagram 21
3.5 Flow Chart 22
3.6 Data Flow Diagram (DFD) 23
3.7 Front end and Back End Design 25
3.8 Database 25
3.9 Database Architecture and Management System 27
3.10 Information Modelling 28
3.11 Data Modelling 30
3.12 Entity Relationship Diagram (ERD) 32
3.13 Database Development 32
3.14 Software Tools 36
3.15 Testing 37
3.16 Validation and Verification 40
3.17 Chapter Summery 40

CHAPTER-IV: IMPLEMENTATION AND FINDINGS

4.1 Implementation 41
4.2 Input and Output 42
4.3 Description of the developed software 42
4.4 Chapter Summery 55

CHAPTER-V: CONCLUSION
5.1 Project Summary 56
5.2 Conclusion 57
5.3 Recommendation 57
5.4 Future Works 58
Reference 59
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Figure No Figure Caption Page No

Fig-2.1 Functions of requirements engineering tasks 08
Fig-3.1 System architecture 19
Fig-3.2 Use case diagram 21
Fig-3.3 Flow chart 22
Fig-3.4 Data Flow Diagram (DFD) 24
Fig-3.5 One-to-One relation 29
Fig-3.6 One-to-Many relation 29
Fig-3.7 Many-to-One relation 30
Fig-3.8 Many-to-Many relation 30
Fig-3.9 Entity Relationship Diagram (ERD) 32
Fig-3.10 Levels of testing 38
Fig-4.1 Front page of the software 43
Fig-4.2 Admin’s profile page 44
Fig-4.3 Programs and session declaration page 44
Fig-4.4 Programs list showing page 45
Fig-4.5 Page showing list of applicants 46
Fig-4.6 Page for admission test score entry 47
Fig-4.7 Applicant’s sign up page 48
Fig-4.8 Applicant’s profile page 49
Fig-4.9 Application page to select programs shown to the applicant 50
Fig-4.10 Application page for personal information 51
Fig-4.11 Application page for educational details 52
Fig-4.12 Application page to upload documents 53
Fig-4.13 Updated status of selected applicant for admission test 54
Fig-4.14 Generated admit card by system 54
Fig-4.15 Updated status of selected applicant for admission 55
Fig-4.16 Generated Roll No. upon accepting offer 55
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ABBREVIATION & KEY TERMS

URL Uniform Resource Locator

HTTP Hypertext Transfer Protocol
WWW World Wide Web
HTML Hyper Text Markup Language
PHP Hypertext Preprocessor
CSS Cascading Style Sheets
UIR User Interface Re-engineering
DR Database Re-engineering
DBMS Database Management System
DFD Data Flow Diagram
ERD Entity Relationship Diagram
DD Database Diagram
PC Personal Computer
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Acknowledgement

I would like to express my deep gratitude to Dr. Md. Rubaiyat Hossain Mondal, Associate
Professor, Institute of Information and Communication Technology (IICT), Bangladesh
University of Engineering and Technology (BUET), Dhaka, Bangladesh, my research
supervisor, for his patient guidance, enthusiastic encouragement and useful critiques of this
research work. His easy and simple approach towards problems has been very important for
me to initiate and continue the study from an elementary status to the present level.

I would also like to extend my thanks to all the teachers and staffs of the Institution of
Information and Communication Technology (IICT), BUET for their kind support during the
study.

Special thanks to my parents, husband and two daughtersfor their continuous support and
being understanding.
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Abstract

The admission procedures of universities worldwide, mainly for a sharp strike in number of
potential applicants for university studies, are experiencing a competitive environment
nowadays. Globalization has created a new dimension in this field as well. Students from all
over the world are applying to different countries to study abroad. An admission process can
be centralized or can be run by departments/institutes individually. Many developed countries
have stepped forward to automated online admission systems from the pen and paper method.
But in spite of technological advancement, still many universities in developing countries
process their procedures manually, which is very inefficient, time-consuming, requiring lot of
effort. This project will focus on the development ofan online system for the postgraduate
admission of a department/institute of a university. Here the students and the administration
both can access their parts and can be facilitated using this online system. The online system
will enable tracking all the details of an applicant from the start of the online application to
the end of admission which can be used for all reporting purposes. ‘Waterfall Process Model’
has been used to develop the whole software.The designed online admission system has two
modules. One is for the applicantsand the other is for the administrator. In the applicant’s
module a candidate can submit their application to their desired programs. In this module
they check their application status, print their admit cards for the written admission test if
they get selected for the test. The authorized person of the administration can update
notices as well as can evaluate the submitted applications of the applicants.For the system
implementation or execution, a webserver named WampServer 3.1.9 has been used as a
Windows web development environment. In the front end, for server-side web development,
Hypertext Pre-processor (PHP-5.6.40) as scripting language, Bootstrap, an open source of
Cascading Style Sheets (CSS3) for responsive design as well as jQuery for dynamic scripting
have been used. MySQL-5.7.26 as database has been used for relational database server. Unit
testing and system testing were performed before the software was finalized. Implementation
in broad scale with online payment and online examination system, can be done in future.
The system developed here met the expected requirements. So, this can be easily adopted by
any educational institution.
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CHAPTER-I
Introduction

1.1Introduction

Postgraduate education, or graduate education, involves learning and studying

for academic or professional degrees for which a bachelor's degree generally is required,
and it is normally considered to be part of higher education. Nowadays higher education
has become popular than before which results a sharp strike of the number of applicants
who are seeking admission to universities or institutions for enhancing their potentiality
academically as well as professionally. That is why the admission process of the
Institutions worldwide is experiencing a competitive environment. Globalization has
created a new dimension in this field as well. Online postgraduate admission system is a
web based system which is a great compatible solution of this competitive
environment and already many developed countries have stepped forward to this online
admission systems from the pen and paper method. It facilitates the applicants with the
opportunity to go online from any corner of the world and apply for admission to the
graduate schools of any institution globally. But still in this era of technology,
universities in many developing countries process their admission manually. The manual
pen and paper method of applying and processing students‘ admission is very
stressful and cumbersome, forms and files may get lost during the process, students
cue up just to process their admission details while staff sit for long laborious hours
attending to students which makes the process very inefficient, time consuming and
unfriendly for international candidates. An online admission system can overcome all
these short comings of the manual admission system. Both the centralized or department
wise independent process can be done using this online admission system. But this
project focuses on the department wise scheme.

1.2 Objectives with specific aims and possible outcome

The objective of this project is to facilitate the potential applicants and the university
administrators by developing a web based online system for university admission. The
aim of Web Based Admission System is to digitize university admission process for
higher education. Its basic objectives are to extend their reach to international applicants,
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reducing time in activities, centralized data handling and paperless admission with
reduced manpower. To accomplish the aim, the following processes will be carried out:
 The process of online application including payment information for the applicants.
 The process to view and asses the list of applicants and update their status by the
management.
 To generate notices and admit cards and different other printable reports for the
applicants and the management.
The possible outcome after the successful completion of this project will be an online
system for postgraduate admission process of a university or institution.

1.3 Organization of the Project Report

The rest of the report is organized as follows:

In Chapter 1, the project overview and objectives are illustrated briefly. The system study and
requirement analysis are described in Chapter 2. Chapter 3 depicts of the design of the project
and its development. The implementation of the online system is described in Chapter 4.
Finally, the project strength, limitations, challenges as well as the future works are mentioned
in Chapter-5.
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CHAPTER-II
System Study and Requirement Analysis

The step by step development of the project are described in the following.

2.1 Feasibility Study

A feasibility study opens up the strengths and weakness objectively and rationally of a
proposed project. It is also widely known as feasibility analysis [14]. For this analysis, the
factors which are most likely to be taken into account are such as economic, technological,
legal and scheduling. It is important to do feasibility study before investing time and money
both for a project to have a complete picture of potential positive and negative outcomes of
that project [13]. The study arises some questions like whether the proposed project is
technically feasible, will it be feasible within the estimated cost and whether it will be
profitable or not.

The manual system of admission using ink and paper is more time consuming, much costly as
well as difficult to maintain. But this proposed automated admission system is more feasible
in terms of cost, effort and time as well. It is much more organized and easy to use. The
project is economically feasible as it cuts the operation cost by cutting down the manpower.
In this system only one official person is enough to play the role of an administrator. All the
information of the applicants is shown in a tabular form to the administrator which makes the
selection procedure much easier to the administrator. The project can be considered as
technically feasible, since the whole system is designed into the latest technologies such as
PHP, CSS and MYSQL Server which are the most used and recent technologies to develop
web based systems and design databases. This proposed project also has Behavioral feasibility
as the system is providing an attractive user interface to the operator/end user which makes
the user feel easy and fast to work.

2.2 Planning

The system-development life cycle, ‗SDLC‘ in short, is a multistep process which is

structured in a methodical way. It makes users enable to transfer a developed project to an
operational phase. Planning is one of the most important steps of this cycle. In this project,
this planning phase was taken into account in a very well-defined way. The system has some
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fundamentals like, a database of the data of the Applicants, Information Management System,
the assessment and shortlisting.

2.3 Scope

Project scope is generally an important part of a project planning. It is actually the tasks
needed to be achieved to deliver a project [15]. Determining and documenting a list of
specific project goals, deliverables, features, functions, tasks, deadlines, and ultimately costs
are listed in project scope.

The scopes of the project are listed below

 The system makes the admission system of a university computerized.

 There is a common web interface for every user.
 Applicants can submit application for admission online from any corner of the
world.
 The system creates a profile for each applicant who have applied for admission. All
details of the applicant can be found at a glance from the profile.
 The admin can easily go through the profiles and evaluate each of them to short list
for admission test.
 The central database stores all the information.
 The system generates roll no, admit cards as well as updates status of each
applicant.
 It reduces workload, processing time and man power requirement.

2.4 Methodology

Methodology of a project is a model, which can be employed to design, plan, implement and
achieve the objectives of the project. An organized methodology is the guidelines for
successful completion of a study. The following steps were followed to develop the proposed
online system:

1. First of all, requirement analysis was done regarding the department/institute wise
admission procedure in a university. Next, software requirements specifications
(SRS) had been prepared. For the overall system, an appropriate database was
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designed after preparing the data flow diagram (DFD) and entity relationship
diagram (ERD). Moreover, user interfaces or user screens were drawn.

2. There are two modules in the system, one for the applicants and the other for the
management team known as administrator. In the system, the candidates will apply
by registering and uploading their required documents. The administrator will
publish a list of eligible applicants for the admission test, set up seats and after the
test, result will be published online. Next the successfully selected candidates can
accept or deny the offer for admission. Upon acceptance a roll number will be
generated for each candidate. There is a provision to keep the reference number of
payments for application and admission fees.

3. Next, the web-based software was developed using MySQL as database. In the front
end, Cascading Style Sheets (CSS3) was used for style formatting, Hypertext Pre-
processor (PHP) and jQuery for dynamic scripting. After the development of the
software, thorough testing had been done with practical use case scenarios.

2.5 Requirements Analysis

Requirements analysis is an important part of project management [12]. The success or failure
of a system or software project mostly depends on this process. It is also known as
requirements engineering. In brief, the process by which the expectations for the product of
the user is determined is widely known as requirements analysis. The project or product can
be a new one or one which needs to be modified. On other words, it is a document which
contains the full evaluation of the requirements of the specific project or product. The
document should be actionable, measurable, testable, traceable, related to identified business
needs or opportunities, and defined to a level of detail sufficient for an efficient system design
[16].
Requirement analysis is a significant stage in the Software Development Life Cycle model
because it is the process of getting the whole view of the customer‘s need and expectations
and it describes the details of how the proposed system or application should behave. Three
views that the developer gets from the requirement analysis are as follows:
 Static View: System information
 Functional View: Function of the system
 Dynamic View: Behavior of the system
Four major types of activities are done in this stage of requirements engineering.
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1. Eliciting requirements or requirements gathering

2. Analyzing requirements
3. Requirements modelling
4. Review and retrospective

2.6 Steps of Requirements Analysis Process

The steps of Requirements Analysis Process for the proposed project are briefly described
here.

i. Fixing System boundaries: The preliminary step of the process is to assimilate the
project and ensure its suitability with the existing system, service or environment.
Future scopes and limitations should also be identified in this step in order to
complete the project in a good planned way [18].

ii. Identifying the customer: It is important to focus on identifying the customers,

broadly known as ‗stakeholders‘ in the initial steps of the requirement analysis
process. The group or groups of people who will be directly or indirectly impacted
by the application are known as customers or stakeholders of the project. They are
considered as a vital project planning resource. This defined group helps the
requirement analyst to find his answers.

iii. Requirements elicitation: In this step, information is congregated and a final whole
picture of the requirements are drawn by listing the expectations of the defined
group or groups of the stakeholders. It is important not only to list the
requirements but also to categorize them. Activities in this step include:

 Finding the facts

 Gathering requirements
 Evaluation and rationalization
 Prioritization
 Integration
Some remarkable problems faced during this stage of the proposed project was
inconsistency within a single process by multiple users, conflicting interests of the
stakeholders, insufficient input from them, changing requirements after beginning
the project.
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Some popular techniques used for requirements elicitation are like,

 Prototype
 Use cases
 Data Flow Diagram (DFD)
 Transition Process Diagrams
 User interfaces
iv. Requirements analysis process: After gathering the requirements, analysis should
be done in order to specify some requirements. While specifying, it is important to
present them unambiguously. Some widely used software requirements analysis
techniques are requirements animation, automated reasoning, knowledge-based
critiquing, consistency checking, analogical and case-based reasoning [18].

v. Requirements Specification: Clear documents with unambiguous terms should be

prepared and distributed to all the stakeholders or customers as well as the
developers for a final and clear view of the outcome of the project. It can be
documented separately for the users with specific easy text and for the application
development and testing team with the programming or mathematical model.

vi. Requirements Management: In this final step, while the documentation is

approved and done, requirements status should get focus. All the requirements
have to be track able and manageable. Efficient requirements management
practices ensure that all system requirements are stated explicitly, that oversights
and errors are corrected and that sprouting specifications can be combined later in
the project lifecycle [12] [18].

2.7 Requirements Engineering Tasks

In this section the core tasks or functions of requirements engineering are explicitly discussed.
The process is proficient through the execution of seven different functions:
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Inception

Elicitation

Elaboration

Negotiation

Specification

Validation

Management

Fig-2.1: Different functions of requirements engineering tasks

The diagram of fig -2.1 illustrates the different function of requirement engineering
tasks including inception, elicitation, elaboration, negotiation, specification, validation
and management which are briefly discussed below:

 Inception: The requirement analyst asks the stakeholders context-free questions to

understand the basic problem, customer‘s expectation and the nature of the solution
for preliminary inception.
 Elicitation: Finding out the objectives of the project, the day to day usage of the
product and most importantly how the product fits into business needs from the
stakeholders is elicitation. Problems of scope, problems of understanding and
problems of volatility are most commonly faced problems while doing this task.
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 Elaboration: Elaboration refers to an analysis modeling action that is composed of

number of modeling and refinement tasks of software functions, features, and
constraints using the information which are collected from inception and elicitation.
 Negotiation: Usually the stakeholders and developers need to go through a negotiation
process to balance the product‘s performance, functionality and system characteristics
against time and cost to market. Sometimes negotiation is needed within the
stakeholders of a defined group of customers as they may have different opinions and
priorities. This process of negotiation is necessary to develop the plan of the project
which reflects the real-world constraints (e.g. time, people, and budget) as well as
provides some measure of satisfactions to both the developer and the customers.
 Specification: This can be a written document of some graphical models, a formal
mathematical model, a collection of usage scenarios, a prototype or any combination
of these [17]. For large projects description using natural language and sets of
graphical models containing documents are best. It is necessary to describe the
function and performance of computer based system and the constraints that will
govern its development. The specification is considered to be the requirement
analyst‘s last work product.
 Validation: The task validation refers to the formal technical reviews which is done to
assess the quality of the product of requirements engineering. This review team
includes the developer, customers, users and other stakeholders. The work product
confirms the standard of the project. It examines the specifications to ensure that the
requirements have been stated unambiguously, inconsistencies, omissions, errors have
been detected and corrected.
 Management: Activities that allow the developer team to identify, control and track
the requirements and changes with the progress of the project development are
considered to be in management activities. Traceability tables can be updated with the
modification of the requirements any time.
2.8 Software Requirements and Platform Selection

Considering the requirements, factors and options a programming language has to be chosen.
Choosing the right platform from an endless choice also depends on some special
characteristics. The choice also depends on the expertise of the developers on both language
and platform. It seems easy but sometimes risky as well as difficult to determine the suitable
platform or language for a proposed project. A wrong decision may put the developer in
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trouble to meet the service requirements, security and expectations. So, to ensure the
maximum service and satisfaction to the customers a suitable programming language and
platform is necessary to choose.

2.9 Sources of Data

Data is the fundamental unit of information or unorganized statistical facts and figures
collected for analysis and interpretation for research studies. Data sources are widely divided
into two categories, like: (i) Primary Source (ii) Secondary Source.

(i) Primary Data- Primary data are the first hand information considered to be pure, original
and collected data which has never gone through any kind of statistical treatments before It
may become necessary to collect original data to conduct first- hand investigation. Two major
methods of primary data collection are mentioned here:

(a) Questioning and

(b) Observation
(ii) Secondary Source- Secondary data are those data which are already collected and
published before. Researchers can find and use these data from sources like journals, reports,
government publications, publications of research organizations, trade and professional bodies
etc.

Beside primary and secondary sources internal sources of data can be considered as important
source of data. The measurements that are produced by the routine business record keeping
like accounting, finance, production, personnel, quality control, sales, R&D etc is named
internal data [19].

2.10 Methods of Data Collection

There are different methods or techniques for collecting data. It is important to choose the
appropriate technique to drive a good research. The choice of method is influenced by the
data collection strategy, the type of variable, the accuracy required, the collection point and
the skill of the enumerator. Here, in this section, the methods which were applied for this
project are explained below:

 Observation
 Questionnaires
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 Interviews
 Document study
2.10.1 Observation: It is a great source for information of a particular group. In this
technique the observer can use video cameras to monitor what actually happens in the existing
system but the privacy issue of a workplace should be considered before embarking the path.
For the proposed system video cameras were not used. This method can produce both
qualitative and quantitative data. But this process does not go with requirements analysis
process.

2.10.2 Questionnaires: This method is the most useful method for gathering information. The
questionnaires can be asked or sent to the subject by phone, email or online. It is one of the
most popular technique of data collection as it provides opportunity to the researchers to go
through the answers and formulate it at their own time and own pace. Although it is easy to
send the questionnaires, the response rate may be less. To optimize it while making the
questionnaires the researcher should focus on choosing the right questions.

2.10.3 Interview: Even though interviewing is time consuming and not that much cost
effective, it overcomes most of the short comings of other techniques. It is mainly qualitative
in nature and can be structured, semi-structured or informal. Telephone interview has become
very popular now a days and it was very helpful for this project. After the interview session
the interviewer generates a document which helps in the research process.

2.10.4 Documents study: Examining the formats of the existing system can be a good
method of gathering information about the operations. By studying the internal source data
like internal reports, annual journals, operating systems the researcher can get an idea of the
system and its limitations as well. In this proposed project this method was used for gathering
information.

2.11 Requirement Gathered for the System

2.11.1 Hardware Requirement

A mid-range server with Windows or Linux operating system and a personal computer with
ability to browse on internet are the hardware required for the system as hosting server and
workstation respectively.

2.11.2 Communication Interfaces

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Internet Protocol (IP) like other systems was used for the data transmission between the server
and the client and at the upper level hypertext transfer protocol (HTTP) was used for
communication between the web server and client.

Memory Constrain: No specific memory constrain was used in the system.

2.11.3 Software System Attributes

System attributes are the properties to measure the quality of the system or how much the
system satisfies the stakeholders. There can be different genres of attributes of a software
system such as correctness, reliability, adequacy, learnability, robustness, maintainability,
readability, extensibility, testability, efficiency, portability etc. The attributes of this software
are reliability, security, maintainability and portability.

a) Reliability: System reliability refers to the probability of the satisfactory execution of

functions for which it was designed of for a specific time period and environment including
all its components. Reliability engineering highlights dependability in the lifecycle
management of a product. It derives from correctness and availability. Maintainability and
maintenance are also often defined as a portion of "reliability engineering" in Reliability
Programs. Reliability is hard to achieve when the complexity of software tends to be high.
While the complexity of software is inversely related to software reliability, it is directly
related to other important factors in software quality, especially functionality, capability, etc.
Reliability plays a key role in the cost-effectiveness of systems. To measure reliability the
software has to be operated for the full time period.

b) Security: This attribute refers to the ability to protect the system from the likelihood of
malicious or accidental actions. It is also responsible for reducing the possibility of theft or
loss of information. The authorization mechanism of the system will block the unwanted
attempts to the server and also let the system decide which privileges the user. The system has
different types of users who need to login with a specific authorization number so that
unwanted information will not make the system overwhelmed.

c) Maintainability: It is the ability of the system to support changes like modification or

extension of functionality. The detail of the system is explained thoroughly in this document
which will help the admin to maintain this software easily.
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d) Portability: A software system can be considered to be portable if the porting of the

system is less affordable than a new implementation. This software is an online service which
makes it accessible globally. Only the server of the system must have the required software
including MySQL, Apache2. In this system it is designed using PHP (Hypertext Preprocessor)
because of its cross platform nature which makes the developer stress free from worrying
about the operating system of the use as it is suitable for all operating systems as well as the
availability of its hosting server provider. PHP is an extremely rich programming language
and it contains the basic components of developing user‘s interface.

2.11.4 Architecture of web Application:

The following architecture was followed for the proposed project.

(1) The client Side- An applicant is a client who uses a personal computer, laptop or mobile
to send requests to the resources through internet by using interface. It handles the
presentation logic

(2) The Admin Side- Admin is also a client similarly uses the computer, laptop, mobile etc.
which requests the resources, through the internet with a user interface but for creating,
updating and deleting information.

(3) The Web Server- Authentication, authorization and ensuring security is the key role that
a web server plays. It is the heart of any system as most of the works are being done in this
server. A database server restores all the data required for the application.

2.11.5 Functional Requirements: Functional requirements of the proposed system are

depicted bellow within their categories:

a) Network specific requirements: A server is mandatory for a system. This system

requires a streaming server.

b) Database management and file requirements:

 Creation of profile: Applicants can create their own profile and afterwards
view and edit it till a specific deadline. An admin can view the profile, evaluate
and update the status evaluating the application.
 User Authentication: For logging in to a profile the user has a unique User ID
and password.
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 System file: Information is stored in the system file.

 Image file: Images of the applicant can also be stored. Applicant and admin
both can view the image.
 Save data: The stored information are clustered and saved.
c) Query and retrieval requirements:
 User identification: There are different modules for the applicant and the
admin.
 View user info: The applicants can view their own profile as well as the admin
can view.
 Submit application: The candidates can submit their own application for
admission.
d) User Interface requirements:
 Platform: The system can operate in any operating system the user uses.
 Runs: It runs on computers as well as mobile devices.
 Provide data: The applicants can provide his/her personal data. The admin is
also allowed to provide data.
 Update data: In this system all the users can update their data which they are
allowed to.
e) Security requirements:
 Authentication: For user identification, the system has authentication
mechanisms.
 User access: A user can access the specific content which he/she is allowed to
access based on their username and password.
 Data encryption: The system uses data encryption.
2.11.6 Other Non-Functional Requirement Analysis

Non-Functional requirements are often called quality attributes of a system. These are not the
features but required characteristics of the system. Some Non-functional requirements which
were taken into account while developing the project are listed below.

 Performance: For a better performance the proposed system requires high speed
internet availability for intensive data transmission.
 Scalability: A system should be scalable to expand to support increasing traffic or user
data. A scalable system can run with limited space and resources for small number of
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users but as long as the demand increases it can adapt to support all users rather than
needing to be replaced.
 Availability: It is important to ensure the access to the system for the authorized users
interminably.
 Robustness: In case of failure of any function of a system there should be an
alternative to provide relentless service. The fault should be detected and recovered
soon. It should not hamper the process.
 Maintainability: With time a system needs to be updated. While updating, to ensure
the service the old version of the system should be on run.
 Usability: A system should always be easy and friendly to use. The proposed system is
out of complexity. It provides very easy access of the required data to the authorized
user.
2.12 Input and Output Finding of the System

The possible inputs are the application with the required documents and image, the evolution
result, program contents and notices which the admin can enter or update.

The outputs are the registration number, admit card, status update etc.

2.13 Process Flow and Analysis

1. An authorized admin has to first log in to the system with a given username and
password and afterword that person can change the password.
2. The authority then will open admission by declaring the session, programs to be
offered for that session, deadline for application submission and deadline for accepting
admission offer, admission test date.
3. An interested applicant for admission first has to pay an application fee and with the
transaction ID of the payment he/she has to sign up or register in the admission
system.
4. If the sign up is successfully done then the system will automatically generate a
registration ID which will be unique for each applicant applying for the declared
session.
5. Then the applicant has to login into the system and apply with required documents and
information. Before applying, it is recommended to go through the instructions on
―
How to Apply‖.
 16

6. After a successful application the applicant can view his/her application status in
his/her own profile.
7. The administrator will start evaluating the applications after the last date of application
and qualify the qualified applicants for the written admission test.
8. Admit card will be generated and can be printed by the qualified applicants.
9. A written admission test will be conducted manually according to the seat plan and
after the test the score will be inserted in the system by the admin.
10. Finally, the qualified scored applicants will get an admission offer. The offer has to be
accepted within the declared date. Applicants who accept the offer, will get a roll no
generated by the system.
2.14 Implementation Tools and Technologies

A Web development platform that allows creating dynamic Web applications with Apache2,
PHP, MySQL is required for the project execution. WampServer will be used here as it is
applicable in Windows. The web based software will be developed using Hypertext
Preprocessor (PHP) as the dynamic scripting language. In the front end of the software,
HyperText Markup Language (HTML5), jQuery, Cascading Style Sheets (CSS3), Bootstrap
which is a library of CSS will be used. MySQL will be used as the database.

2.15 Chapter Summery

This chapter overall has depicted the early stage of development process of the project. It
covers the stages of development of the project such as the feasibility studies, planning, scope
and methodology. The requirement analysis, sources of data, methods of data collection,
process flow and analysis, possible input and outcomes, implementation tools and technology
also are focused in this chapter.
 17

CHAPTER-III
System Design and Development

3.1 Scope and Features of the Proposed System

The proposed system is a web based automated system for the admission process of a
university or institution. Waterfall Process Model was used to develop the whole system. This
process model is also renowned as linear sequential life cycle model where there is no option
of overlapping of phases. All the phases such as software requirement analysis, design,
implementation, verification and maintenance are done sequentially.

The designed online admission system has two modules. One is for the applicants and the
other is for the administrator. A centralized database is there in the system to keep records
of all the applicants. In the applicant‘s module a candidate has to first pay an application fee
and with the transaction number can register into the system. After a successful registration
the applicants can login to submit their application for admission to their desired programs.
In this module they can edit their profile within the specified deadline, check their
application status, print their admit cards for the written admission test if they get selected
for the test. The candidates who get offered for admission can also accept or deny the offer
through it. The authorized person of the administration can login through the admin portal
and then can update session, programs to offer, notices as well as can evaluate the
submitted applications of the applicants and generate admit cards for each short listed
candidates for their admission test.
The main features of the project are:

 Applicants‘ registration
 Online application
 Upload required documents as well as image
 Edit or update profile till a deadline
 Change password
 Update session, offered programs and deadline
 Evaluation by the admin
 Short listing
 Seat plan
 Admit card generation
 18

 Status update of the application

 Offer admission
 Accept or deny admission
 Generating roll no for offer accepting applicants

3.2 Major Section of the System Activities

The whole system has two modules. One is for the applicant or candidate and the other for the
admin. The major activities of the modules are mentioned:

Admin‘s Features Applicant‘s Features System

 Log in to the system  Registration  Generate report/
with the given  Can check Admit card
username and instructions for  Generate
password first time applying. registration ID/ Roll
and afterwards can  Apply online for No.
change that. admission
 Can add/ update/  Upload and change
delete programs as documents till
well can enter the deadline.
required deadlines  View Profile
or dates.  Accept/Deny offer
 Can check and
evaluate
applications
 Can generate notice
 19

3.3 System Architecture

The overall system architecture is shown below.

Search for information Login, open

on How To Apply 02 01 admission, generate
notice
Get Information, view
03
notices

Sign up with Payment Evaluate and select

Transaction ID 04 10 applications for test

Get Registration ID
05

Login Short list the selected

06 S 11 ones and update status

Y
APPLICANT

Get application form

07

ADMIN
S
Apply for admission Insert test scores of the
08 14
T admission test

Application locked
09
E
after deadline

M
Check status Select applicants
12 15 considering scores

Print Admit Card

13

Accept / Deny Offer Send offer for

17 16 admission

Upon acceptance get

new Roll No 18

Fig-3.1 System architecture

 20

The step by step work follow is demonstrated underneath:

Applicant Admin
Steps To System From System To System From System
01 Login, open
admission, generate
notice
02 Search for information
on how to apply
03 Get information,
view notices
04 Sign up with payment
transaction ID
05 Get registration ID
06 Login
07 Get application form
08 Apply for admission
09 Application locked
after deadline
10 Evaluate and select
applicants for test
11 Short list selected
and update status
12 Check status
13 Print admit card
14 Insert test scores of
the admission test
15 Select applicants
considering scores
16 Send offer for
admission
17 Accept / Deny offer
18 Upon acceptance get
new Roll no.
 21

3.4 Use Case Diagram

The Use Case diagram of the proposed Online Admission System is shown by fig-3.2 below:

View Instructions, Log In

notices

Sign Up Change Password

Log In Declare session,

deadlines, programs

Change Password
Generate Notice

Applicant
Apply for admission Admin

Short list applicants

Check status

Insert scores of
admission test
Print admit card

Select applicants for

Accept / Deny offer admission

Get new roll no.

Fig-3.2 Use Case Diagram

 22

3.5 Flow Chart

The flow chart of the online admission system is as follows:

Start

Admin opens admission for

a session

Applicants Apply

No
Unique registration ID gets
Short lists o
generated for each applicant
applicants

Yes
Admin evaluates
application and selects
applicants for test Print admit card

After exam, considering

the score, admin selects
finally qualified applicants
& offers

Accept Deny
Offer

New Roll No gets generated for

admission End

Fig-3.3:Flow chart
1. An authorized admin has to first log in to the system with a given username and
password and afterword that person can change the password.
 23

2. The authority then will open admission by declaring the session, programs to be
offered for that session, deadline for application submission and deadline for accepting
admission offer, admission test date.

3. An interested applicant for admission first has to pay an application fee and with the
transaction ID of the payment he/she has to sign up or register in the admission
system.

4. If the sign up is successfully done then the system will automatically generate a
registration ID which will be unique for each applicant applying for the declared
session.

5. Then the applicant has to login into the system and apply with required documents and
information. Before applying, it is recommended to go through the instructions on
―
How To Apply‖.

6. After a successful application the applicant can view his/her application status in
his/her own profile.

7. The administrator will start evaluating the applications after the last date of application
and qualify the qualified applicants for the written admission test.

8. Admit card will be generated and can be printed by the qualified applicants.

9. A written admission test will be conducted manually according to the seat plan and
after the test the score will be inserted in the system by the admin.

10. Finally, the qualified scored applicants will get an admission offer. The offer has to be
accepted within the declared date. Applicants who accept the offer, will get a roll no
generated by the system.

3.6 Data Flow Diagram (DFD)

A Data Flow Diagram, widely known as DFD as well as Bubble Chart is used to graphically
represent the movement of data between external entities and the processes and data stores
within an overall system. The elements required for the system and their changes are
represented by DFD. It is the starting point in system design that decomposes the
 24

requirements specifications down to the lowest level detail. In the following, the DFDs of the
overall system are demonstrated.

DFD for Applicant:

DFD for Admin:

Fig-3.4 Data Flow Diagram (DFD)

 25

3.7 Front end and Back End Design

3.7.1 What is System Design?
System design refers to a systematic structure to the design of a system. It is also known as
logical design of a software which is a process to design the system elements, the interfaces of
those elements as well as the data that goes through that system. In the very beginning this
design provides a complete view of the software.
System design or logical design is the process of designing a system which takes
into account all related variables of the system that needs to be created—from the
architecture, to the required hardware and software, right down to the data and how it travels
and transforms throughout its travel through the system. It may take a bottom-up or top-down
approach. In short, it is a sketch of the requirements for a developing software.
3.7.2 Basic Design of Software
The Automation Application administrator can store necessary data easily with more comfort,
safety and security in a short time and retrieve those in necessity. The administrator can
manipulate data with the help of this software. There are two interfaces of the Stake Holder
Relationship Management System which are depicted below:
Administrator Interface: The software is connected with company server database, thus no
more connection with other systems is needed. No system interface is needed during the
development of this project.
User Interface: The software must be designed as a web based that has a main user interface.
Format of main screen must be standard and flexible. The system must be user friendly. Pages
must be connected to each other in a consistent way. Operations to be done with the system
being repeatable.
3.7.3 Front End and Back End Design of the Proposed System
The web based software will be developed using PHP as the dynamic scripting language. In
the front end of the software, HTML5, jQuery and CSS3 will be used. MySQL will be used as
the database in the back end. For responsive and attractive design of the website, Bootstrap
version 3 will be applied.
3.8 Database
A database (DB), in general term, is an organized collection of data. More specifically, a
database is a set of programs in a computer that allows data to be easily accessed, manipulated
 26

and updated. . The main goal of a database is to provide a way to store and retrieve database
information that is both convenient and efficient. [11]
3.8.1 Classification
One way to classify databases involves the type of their contents, for example: bibliographic,
document-text, statistical, or multimedia objects. Another way is by their application area, for
example: accounting, music compositions, movies, banking, manufacturing, or insurance. A
third way is by some technical aspect, such as the database structure or interface type.

3.8.2 Database System versus File system

Databases are created to address all issues that arises from file system based information
management. Conceptually, databases were developed to overcome the problems of
traditional file environments, such as data redundancy, data inconsistency, program-data
dependence, lack of flexibility, poor-security and sharing etc, which are defined below.
Therefore, database is considered as a paradigm shift from file system to a centralized
management protocol.

Data redundancy: Data is said to be redundant if same data is copied at many places. Data
Inconsistency: Data is said to be inconsistent if multiple copies of same data does not match
with each other.
Lack of flexibility: A user should know the exact location of file to access data, so the
process is very cumbersome and tedious.
Program-data dependence: Programs rely on s specific format of data to work on.
Unauthorized Access: File System may lead to unauthorized access to data.
Sharing: The access of same data by multiple users at same time is known as concurrency.
File system does not allow concurrency as data can be accessed by only one user at a time.
No Backup and Recovery: File system does not incorporate any backup and recovery of data
if a file is lost or corrupted.
3.8.3 Main Phases of Database Design
Primary phases that create database design are as follows:
 Conceptual design: A conceptual database plan is being created when every data
requirement is stored and analysed.
 Logical design: This phase is also known as the data modelling mapping phase. We
can get ER diagram from this phase.
 27

 Normalization: To reduce any superfluity, the relationship schema is being changed in

this phase of Normalization.
 Physical design: Implementation of the database design takes place in this last stage. A
Database Management System is mandatory to choose in this level.
3.9 Database architecture and Database Management System (DBMS)

The Database Architecture is a set of rules and processes to how to data will be stored in the
database. This architecture describes organization of all the database objects. It effects on
integrity, performance and reliability. The architecture defines the nature of the data, structure
of the data and the data flow.
On the other hand, Database Management System (DBMS) refers to the technology solution
used to optimize and manage the storage and retrieval of data from databases. DBMS offers a
systematic approach to manage databases via an interface for users as well as workloads
accessing the databases via apps. The management responsibilities for DBMS encompass the
information within databases; the processes applied to databases such as access and
modification; as well as the logical structure of the database. DBMS also facilitates additional
administrative operations such as change management, disaster recovery, compliance and
performance monitoring, among others.
3.9.1 Key Components of Database Management System (DBMS)
DBMS has the following key components:
Software: DBMS is primarily a software system that can be considered as a management
console or an interface to interact with and manage databases. The interfacing also spreads
across real-world physical systems that contribute data to the backend databases. The OS,
networking software and the hardware infrastructure is involved in creating, accessing,
managing and processing the databases.
Data: DBMS contains operational data, access to database records and metadata as a resource
to perform the necessary functionality. The data may include files with such as index files,
administrative information and data dictionaries used to represent data flows, ownership,
structure and relationships to other records or objects.
Procedures: While not a part of the DBMS software, procedures can be considered as
instructions on using DBMS. The documented guidelines assist users in designing, modifying,
managing and processing databases.
Database Languages: These are components of the DBMS used to access, modify, store and
retrieve data items from databases; specify database schema; control user access and perform
 28

other associated database management operations. Types of DBMS languages include Data
Definition Language (DDL), Data Manipulation Language (DML), Database Access
Language (DAL) and Data Control Language (DCL).
Query Processor: As a fundamental component of the DBMS, the Query Processor acts as an
intermediary between users and the DBMS data engine in order to communicate query
requests. When users enter an instruction in SQL language, the command is executed from the
high-level language instruction to a low-level language that the underlying machine can
understand and process to perform the appropriate DBMS functionality. In addition to
instruction parsing and translation, the Query Processor also optimizes queries to ensure fast
processing and accurate results.
Runtime Database Manager: A centralized management component of DBMS that handles
functionality associated with runtime data, which is commonly used for context-based
database access. This component checks for user authorization to request the query; processes
the approved queries; devises an optimal strategy for query execution; supports concurrency
so that multiple users can simultaneously work on same databases; and ensures integrity of
data recorded into the databases.
Database Manager: Unlike runtime database manager that handles queries and data at
runtime, the database manager performs DBMS functionality associated with the data within
databases. Database manager allows a set of commands to perform different DBMS
operations that include creating, deleting, backup, restore, cloning and other database
maintenance tasks. Database manager may also be used to update the database with patches
from vendors.
Database Engine: This is the core software component within the DBMS solution that
performs the core functions associated with data storage and retrieval. A database engine is
also accessible via APIs that allow users or apps to create, read, write and delete records in
databases.
Reporting: The report generator extracts useful information from DBMS files and displays it
in structured format based on defined specifications. This information may be used for further
analysis, decision making or business intelligence.
3.10 Information Modeling
Within the field of software engineering and data modeling an information model is usually
an abstract, formal representation of entity types that may include their properties,
relationships and the operations that can be performed on them. The entity types in the model
 29

may be kinds of real-world objects, such as devices in a network, or occurrences, or they may
themselves be abstract, such as for the entities used in a billing system. Typically, they are
used to model a constrained domain that can be described by a closed set of entity types,
properties, relationships and operations. Information modeling pertains to the development of
model in information generation, storage, destruction, evaluation, manipulation, synthesis and
utilizations. These models help in systematization of information generation, flow,
interpretation synthesis of more information.
3.10.1 Concept of Information Modeling
Firstly, Entities has to be chosen in information modeling. An entity is any object in the
system that we want to model and store information about. Entities are atomic that they are
invisible. The parameters of entity are known as attributes. Attributes are known as quantum
of information, which describes the entity entirely.
Secondly, relationships among the entities have to be figured out.
The second step in information modeling is relationship among entities. It is the most
important in making sense of the entity and inter-entity relationship. The relationship is the
information, which links two entities. The relationship can be of four categories:
One-to-One (1:1) –One instance of the first entity can correspond to only one instance
of the second entity. It is known as binary relationship.

1:1

Fig-3.5: One-to-One relation

One-to-Many(1:M) – One instance of the first entity can correspond to more than one
of the second entity.

1:m

Fig-3.6: One-to-Many relation

Many-to-One (M:1) – More than one instance of the first entity can corresponds to the
same one instance of the second entity
 30

m:1

Fig-3.7: Many-to-One relation

Many-to-Many (M:M) – More than one instance of the first entity can correspond to
more than one instance of the second entity.

m:m

Fig-3.8: Many-to-Many relation

3.11 Data Modeling

A model is not just a way of structuring data: it also defines a set of operations that can be
performed on the data. The relational model, for example, defines operations such as select
(project) and join. Although these operations may not be explicit in a particular query
language, they provide the foundation on which a query language is built.

There are two major classes of data models – logical data models and physical data models.
These two classes reflect the fact that efficient physical storage and retrieval of data must be
designed around the physical characteristics of storage media and devices, but user of data
should be able to describe, think about and use data without being concerned of its physical
storage.
3.11.1 Types of Data Modeling
The data modeling consists of three interrelated pieces of information, the data object, the
attributes that describes the data object and the relationship that connects data objects to one
another. A data object is a representation of almost any composite information that must be
understood by software. Composite information means something that has a number of
different properties or attributes.
Six different types of data models are given below:
 Entity-Relationship Model (E-R Model)
 Relational Model
 Object-Oriented Data Model
 Object-Relational Data Model
 31

 Hierarchical Data Model

 Network Data Model

3.11.2 Entity–relationship model

An entity–relationship model is a systematic way of describing and defining a business
process. In this business process, the components (entities) are connected with each other by
relationships that express the dependencies and requirements between them, such as: a
building may be divided into zero or more apartments, but an apartment can only be located in
one building. Entities may have several properties (attributes) which characterizes them. To
represent these entities, attributes, and relationships graphically are called entity–relationship
diagrams.
An ER model is typically implemented as a database. In the case of a relational database,
which stores data in tables, every row of each table represents one instance of an entity. Some
data fields in these tables point to indexes in other tables; such pointers represent the
relationships.

ER model
ER model stands for an Entity-Relationship model. It is a high-level data model.
This model is used to define the data elements and relationship for a specified system. It
develops a conceptual design for the database. It also develops a very simple and easy to
design view of data.
An entity may be defined as a thing capable of an independent existence that can be uniquely
identified. An entity is an abstraction from the complexities of a domain. When we speak of
an entity, we normally speak of some aspect of the real world that can be distinguished from
other aspects of the real world. Entities can be thought of as nouns. Examples: a computer, an
employee, a song, a mathematical theorem.
A relationship captures how entities are related to one another. Relationships can be thought
of as verbs, linking two or more nouns.
The model's linguistic aspect described above is utilized in the declarative database query
language ERROL, which mimics natural-language, constructs. ERROL's semantics and
implementation are based on reshaped relational algebra (RRA), a relational algebra that is
adapted to the entity–relationship model and captures its linguistic aspect.
Entities and relationships can both have attributes. the proved relationship may have a date
attribute.
 32

The entity's primary key is a minimal set of uniquely identifying attributes which every entity
(unless it is a weak entity) must have.
Entity–relationship diagrams don't show single entities or single instances of relations. Rather,
they show entity sets (all entities of the same entity type) and relationship sets (all
relationships of the same relationship type). Example: a particular song is an entity. The
collection of all songs in a database is an entity set. The eaten relationship between a child
and her lunch is a single relationship. [11] The relationship set is a set of all such child-lunch
in a database. In other words, a relationship set corresponds to a relation in mathematics,
while a relationship corresponds to a member of the relation.

3.12 Entity Relationship Diagram (ERD)

The ERD for the proposed system is drawn in the following.

Fig-3.9: Entity Relationship Diagram (ERD)

3.13 Database Development

Relational database management system was used to manage the database. The database was
developed in MySQL. The total data have been normalized and then tables are obtained.
 33

3.13.1 Description of the Database Development

For the proposed project, in total seven tables have been designed to perform database
applications like storing, updating, retrieving information and others. The table fields with
their data types are mentioned below:

Table Name: user_info

Fields with data type:
`id` int(11)
`user_name` varchar(30),
`password` varchar(40)
`designation` varchar(30)
`reg_time` timestamp
`change_password` tinyint(4)
`change_time` timestamp
PRIMARY KEY (`id`)

Table Name: registration

Fields with data type:
`id` int(11)
`username` varchar(30)
`regid` varchar(30)
`email_id` varchar(60)
`question` varchar(100)
`answer` varchar(100)
`nid` varchar(30)
`payid` varchar(30)
`password` varchar(40)
`in_time` timestamp `change_password` tinyint(4)
PRIMARY KEY (`id`)

Table Name: programs_data

Fields with data type:
`id` int(11)
`session_name` varchar(40)
 34

`program_name` varchar(100)
`submission_deadline` date
`offer_deadline` date
`exam_date` date
`status` varchar(20)
`signature` varchar(60)
`entry_by` int(11)
`entry_time` timestamp
`update_by` int(11)
`update_time` timestamp
PRIMARY KEY (`id`)

Table Name: db_notices

Fields with data type:
`id` int(11)
`type` varchar(30)
`appl_id` varchar(500)
`headline` varchar(100)
`effect_from` date
`effect_to` date
`body` varchar(1000)
`document` varchar(60)
`status` varchar(10)
`entry_by` int(11)
`entry_time` timestamp
`update_by` int(11)
`update_time` timestamp
PRIMARY KEY (`id`)

Table Name: apply_program_information

Fields with data type:
`id` int(11)
`user_id` int(11)
 35

`program_id` int(11)
`roll_no` varchar(20)
`title` varchar(10)
`name` varchar(80)
`dob` date
`marital` varchar(20)
`gender` varchar(20)
`fname` varchar(80)
`mname` varchar(80)
`nid` varchar(30)
`nationality` varchar(20)
`religion` varchar(20)
`address` varchar(20)
`postcode` varchar(10)
`email_id` varchar(50)
`mobile_no` varchar(20)
`appl_status` varchar(20)
`entry_time` timestamp
`edit_time` timestamp
`qualified4exam` tinyint(4)
`room_no` varchar(10)
`q4exam_time` timestamp
`test_score` double
`score_time` timestamp
`qualified4admission` tinyint(4)
`q4admission_time` timestamp
`accept` tinyint(4)
`a_time` timestamp
PRIMARY KEY (`id`)

Table Name: apply_program_education

Fields with data type:
`id` int(11)
 36

`application_id` int(11)
`type` varchar(20)
`degree` varchar(20)
`discipline` varchar(40)
`board` varchar(80)
`institution` varchar(80)
`pyear` varchar(10)
`cgpa` varchar(10)
PRIMARY KEY (`id`)

Table Name: apply_program_document

Fields with data type:
`id` int(11)
`application_id` int(11)
`category` varchar(40)
`description` varchar(100)
`image` varchar(50)
PRIMARY KEY (`id`)
3.14 Software Tools
3.14.1 Programming Language and Software Platform
Programming language is very much important because it helps to Design interface and runs
the application smoothly. In addition, a programming language affords an organized
mechanism for defining fragments of data, and the operations or alterations on that data
automatically when required. The following software interfaces were used in the proposed
system.
3.14.2 Software Interfaces:
Software interfaces which can be used for the proposed project are listed below with brief
discussion:
 Browser: Firefox, Chrome and Microsoft Internet Explorer (IE) of any version can be
used to execute the user side of the software. Mozilla, Google and Microsoft
Corporation are the sources of these browsers respectively.
Firefox is one of the world's most popular browsers. It includes a variety of features
that are designed to give you a fast and secure browsing experience.
 37

A freeware web browser developed by Google is Google Chrome. It used the WebKit
layout engine until version 27 and, with the exception of its iOS releases, from version
28 and beyond uses the WebKit fork Blink.
The Microsoft Internet Explorer provides easier, faster, safer, flexible and reliable
browsing experience with enhanced web privacy features for all users.
 Web Server: For this project, Wamp Server 3.1.9- 32bits will be used as the web
server. This server is required here to provide the client software at the server site.
WampServer is a Windows web development environment. It allows us to create web
applications with Apache2, PHP and a MySQL database. Alongside, PhpMyAdmin
allows us to manage easily our databases. A software stack denotes by WampServer
for the Microsoft Windows operating system, created by Romain Bourdon and
consisting of the Apache web server, OpenSSL for SSL support, MySQL database and
PHP programming language.
 Web Development: PHP- 5.6.40 is going to be used. It is a product of PHP group
which is used for server-side web development. Usually it runs on a web server which
work with MySQL database and Apache server.
PHP is a mostly-used general-purpose scripting language that has improved object-
oriented capabilities especially suited for web development and can be embedded into
HTML.
 Database: As database, for relational database server, MySQL-5.7.26 is planned to
use. It is the world's most popular and powerful open source relational database
software, with over 100 million copies of its software downloaded or distributed
throughout its history. With flexibility, superior speed, reliability, and ease of use,
MySQL has become the preferred choice of corporate IT managers because it
eliminates the major problems associated with downtime, maintenance, administration
and support.
3.15 Testing
Testing is a process of executing a system prior to hand over the project to the customer or
user in order to find errors or any kind of inconvenience. It is one of the most important parts
of any data entry system which explains the performance of the system and helps to examine
the newly developed system to come to a conclusion on whether the system is as per the
expectation of the stakeholder or not. As a result it delivers a good quality product to the end
 38

user by fixing the bugs. Fig 3.10 depicts different levels of testing of a system. These levels
are briefly described below:

Acceptance Testing

System Testing

Integration Testing

Unit Testing

Fig 3.10: Levels of testing

3.15.1 Unit Testing

A unit is the most micro testable part of any software. Unit testing is a level of software
testing where individual units/ components of a software are tested. Usually it is done by the
software developers or by their peers as it needs comprehensive knowledge of the internal
program design and code. In rare cases, it may also be performed by independent software
testers. [23]

3.15.2 Integration Testing

This testing is executed by combining some units to check whether the integrated units are
synchronized and working together or not. It is done after the unit testing Test drivers and test
stubs are used to assist in Integration Testing. It contains several forms together and each
form is working parallel with one another.[24]

3.15.3 System Testing

In this level of software testing the complete integrated software is being done. Normally,
individual testers perform this testing process. [25]
 39

3.15.4 Acceptance Testing

It is a level of software testing where a system is tested for acceptability. The purpose of
this test is to evaluate the system's compliance with the business requirements and assess
whether it is acceptable for delivery. Acceptance testing means the final certification that the
system is ready to be used in production setting.[26]

3.15.5 Test Case

A test case for the testing of proposed software project is represented below:
Project Name: Online Postgraduate Admission System-A Case Study
Sample Test Case
Test Case ID: test_7 Test Designed By: Mr. X.
Test Priority: Medium Test Design Date: 17.06.2019
Module Name: System Login Screen Test Executed By: Mr. Y
Test Title: Verify Login with valid Test Execution Date: 17.06.2019
User_ID and Password
Description: Test the online admission System Login Page
Pre-conditions: User has valid User_ID and Password
Dependencies: N/A
Step Test Step Test Data Excepted Actual Status Notes
Result Result (Pass/Fail)
1 Navigate to User_ID: User Successful Pass
Login Page sana should be login
able to
login
2 Provide valid Password:
User Name 123456
3 Provide Valid
Password
4 Click on Login
Button
Post-Conditions: User is validated with database and successfully logged in to account.
The account session details are logged in database.
 40

3.16 Verification and Validation

The verification and validation of the proposed software project are taken into consideration.

3.16.1 Verification

Verification is a static practice of verifying documents, design, code and program. It is the
process of evaluating software to fix whether the components of a development phase satisfy
the conditions executed at the start of that phase.
Verification will help to determine whether the software is of high quality, well-engineered,
error-free, but it will not ensure whether the system is useful. This process helps the developer
to answer the question “Did I build what I need?” [ 21]
3.16.2 Validation:

Validation is a process of evaluating software during or at the end of the development process
to determine whether it satisfies specified requirements.
It evaluates the product whether it has been built according to the design specifications and
requirements or not. It endures that the product actually meets the user‘s needs and that the
specifications were accurate in the first place. It is a dynamic mechanism of validating and
testing the actual product which helps to answer “Did I build what I said I would?” [21]

3.17 Chapter Summery

The process of the system is illustrated in this chapter. System architecture, flow charts, Data
flow diagram, ER diagram are shown here. A brief discussion on database and modeling took
place in this chapter. It also focused testing process of the software.
 41

CHAPTER-IV
Implementation and Findings

4.1 Implementation
In the stage of Project Implementation or Project Execution, the proposed project comes
into reality. The logical conclusion is done after evaluating, deciding, visioning, planning,
applying for funds and finding the financial resources of a project [22].

In this process of implementation project inputs are converted to project outputs. It can be
done as follows:

 Project plan should put into motion through actions.

 Transforming the project proposal into the actual project by following the project
document.
 Management of the project or executing the project deliverables.
The main two steps of project implementation are
 Project activation which refers to the arrangements for making the project
operational
 Project operation which indicates the practical management of a project to achieve
immediate objectives of the proposed project.
Approaches to project implementation:

Approaches listed below are the options from where the project manager can choose the best
approach for a project.

Top-down approach: In the Top-down approach, implementation principally done by agencies

from outside the community with limited participation by the beneficiaries.

Bottom-up approach: Beneficiaries implement the project. Here outside agencies can provide
financial resources and technical assistance if needed.

Collaborative participatory approach: Both top-down and bottom-up approaches to project

implementation are applied in the process.

Considering the situation or necessity of a project, the implementation methods can be:
 42

 Parallel Implementation: This implies to a new solution which is implemented parallel

to the current operating system in use. Those who are using the system will not see
major downtime once it is implemented. The trick here is to implement the system.
 Phased Implementation: It is usually chosen when a system is on run and it cannot be
out of operation for development for a long time. In this case normally the front office
staffs attend the operation of this kind of implementation.
 Crash Implementation: Careful planning needs to take place when considering a crash
(also known as full-blown) implementation. It takes an incredible amount of planning
and re-planning to ensure no problems arise. In fact, with this type of implementation,
the necessary contingencies need to be prepared and reviewed well in advance of the
actual implementation, in order to minimize any potential failure.
4.2 Input and Output

Input:
Sign Up: Username, Email ID, Security Question, Security Answer, NID/Passport No,
Payment Transaction ID, Password, Re-type Password.
Personal Details: Full name, Date of Birth, Marital status, Gender, Father‘s name, Mother‘s
Name, Nationality, Religion, Address, Postal code, Email Address, Mobile No.
Educational Details: Degree name, Discipline, Institution, Board, CGPA.
Documents Upload: Category of the Document, Description and the Required Documents.
Session, Programs to Offer, Deadline for Application Submission, Deadline for Accepting
Offer, Examination Date, Test Scores.
Output:
Registration ID, Application Status, Admit Card, Roll No for Admission.

4.3 Description of the developed software

The developed software has two modules. One is for the end users that means candidates who
want to apply for admission and the other is for the administration.
A brief description of the software is given below:
i. Front page: The front page shown in fig- 4.1, has been developed in a way so
that both the applicants and admin can proceed through the provided links from the
thumbnails.
 43

Fig-4.1: Front page of the software

ii. Admin’s profile: An authorized person can login to the system as admin with a
predefined username and person. He/she can change the password afterword. Fig-4.2
shows the profile page of the admin after a successful login.
 44

Fig-4.2: Admin‘s profile page

iii. Programs and session declaration page: The admin has to insert the session,
programs to be offered for that session with deadlines to open admission. The fig-4.3
below depicts the ―
Programs Offered‖ page where the admin can declare those in
order to open admission.

Fig-4.3: Programs and session declaration page

 45

iv. List of offered programs: The declared programs will be shown with dates in
―
Programs List‖ (fig-4.4). The admin can delete or edit those fields.

Fig-4.4: Programs list showing page

v. Applicant’s Detail for Evaluation: Fig-4.5 reveals the page where all the
submitted applications can be found by clicking on the registration no, which had been
generated by the system upon signing up of the applicants. After evaluating those
profiles admin can select qualified candidates for admission test. The admin has to add
the room no for the admission test too. After clicking the submit button application
status will be updated.
 46

Fig-4.5: Page showing list of applicants

vi. Test Score Entry: In the page shown in fig-4.6, the admin will enter test scores
to the system and by comparing the scores admin can select finally qualified
applicants for admission.
 47

Fig-4.6: Page for admission test score entry

vii. Applicant’s Sign Up Page: The applicants need to sign up first with the required
information to get registered into the system. The sign up page is shown in fig-4.7. A
successful registration will generate a registration ID for each applicant. To avoid
unauthorized registrations, an applicant needs to provide transaction code of
application fee payment as a proof during sign-up stage.
 48

Fig-4.7: Applicant‘s sign up page

viii. Profile of Applicant: After login a welcome page will be shown to the applicant
as the profile page (fig-4.8) with application status showing ―
No application is
submitted yet of your Registration ID‖. The application status will be updated upon
submission of application as well as selection by the admin. Applicants have the
option to change their passwords.
 49

Fig-4.8: Applicant‘s profile page

ix. Application Page: The ―

Apply Here‖ will link an applicant to the application
form which will first show offered programs to select (fig-4.9). Then the page of
personal details (fig-4.10), educational details (fig-4.11) and at last the page for
uploading required documents (fig:4.12). These pages will be shown upon clicking the
next buttons.
 50

Fig-4.9: Application page with offered programs shown to the applicant

 51

Fig-4.10: Application page with personal information

 52

Fig-4.11: Application page with educational details

 53

Fig-4.12: Application page to upload documents

x. Admit Card and offered admission: An applicant will get an admit card to be
sited (fig-4.13) for admission test if he/she be qualified for the first round. There is an
option to print it out. The page which shows the admit card is shown in fig-4.14. After
the admission test if the applicant be qualified then he/she will get the admission offer
(fig-4.15). The offer needs to be accepted to get a roll no for final admission before the
deadline exceeds. Upon acceptance a roll no will be generated (fig-4.16).
 54

Fig-4.13: Updated status of selected applicant for admission test

Fig-4.14: Generated admit card by the system

 55

Fig-4.15: Updated status of selected applicant for admission

Fig-4.16: Generated Roll No upon accepting offer

4.4 Chapter Summary

This chapter mainly focused on the implementation of the project. Here the probable inputs,
outputs, system generated reports and findings have been pointed out. Finally some
screenshots of the output of the implemented system are shown.
 56

CHAPTER-V
Conclusion and Recommendation

5.1 Project Summary

The proposed project is to design and implement an online based admission system of an
institution or department of a university. The overall summary of the project in brief is
described as follows:
5.1.1 Strengths of the Project
The proposed automated system provides a number of benefits over the existing manual
systems. Some of these are given below:

 Online application system for admission

 Requirements, application procedure are displayed
 Printable admit card is generated
 Seat plan for written admission test is displayed
 Status view and possible required reports
 User friendly and location independent system
 It is easy for the administrator to add or remove subjects to offer for each declared
session
 This system reduces the paper work and the physical labor
 It is easy to store and retrieve any information when necessary
 In summary, the system will reduce the functional complexity.

5.1.2 Limitations
The proposed system has some limitations as listed below:

 Application fee deposit process is done manually

 Online admission test is not included
 Evaluation of the applications is not done by the system but the administrator
 There is time constraints to complete the whole process

5.1.3 Challenges
The major challenges to implement the proposed system are as follows:
 Adaptability
 57

 Security and support

 Control
 Upgrading

5.2 Conclusion
With the advancement of society, a huge increment of educational institutions and students
are seen worldwide now-a-days. Globalization has made the world become a small village.
People are traveling from one side of the world to another just for the purpose of being
educated in a different culture and better ranked institutions. A web based admission system
of an institution can come out of a traditional manual system to more easy, less time
consuming and globally accessible digitalized admission system. It can facilitate both the
applicants as well as the organization.
The web based software has been developed using Hypertext Preprocessor (PHP) as the
dynamic scripting language. In the front end of the software, HyperText Markup Language
(HTML5), jQuery and Cascading Style Sheets (CSS3) have been used. For responsive and
attractive design, Bootstrap, library of CSS has been used. MySQL has been used as the
database. This system acts as an easy communication between the candidates who want to
apply for an admission and the authority who can offer educational degrees.

The developed system is a user-friendly system in many aspects. The online system reduces
the paper works and physical labor. One of the most noticeable advantages of this proposed
automated system is the easiness of the storage and retrieval of any information when
necessary. It is able to store a huge amount of information in a short time span and retrieve it
anytime too. The system also provides information and guidelines for the applicants.

5.3 Recommendation
There are some important observations regarding the developed web based system for food
products quality certification. The recommendations are stated below:
(i) Power and data backup for smooth performance.
(ii)Maintenance, supports and security issues
(iii)Java programming language can be used instead of PHP programming due to
its platform independency.
(iv)In this software, there is no way to pay fees online through the system. So,
payment option can be added for better performance.
 58

(v) The written admission test is considered to be conducted manually but for
more accessibility, online admission test can be introduced to the system.
(vi)This software is only tested for some medium scale scenarios. If anyone wants
to implement it in a large-scale, Oracle can be used instead of MySQL for better
performance.

5.4 Future Work

Possible future work related to the developed system are outlined below:
 Mobile Apps
 Call center and query options
 Fully electronic payment system
 Online admission test conduction and its screening
 System upgradation based on user needs and demand analysis
 Field scrutiny and piloting
 Implementation in broad scale
 59

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