International Journal of Aquatic Science

ISSN: 2008-8019
Vol 14, Issue 01, 2023

College Erp System

Shivam Deore1, Yashowardhan Moin2, Tejas Deshmukh3, Saurabh Patil4, Anirudha
Kolpyakwar5, Ram Kumar Solanki6
1,2,3,4
B.Tech Scholar, School Of Computer Science and Engineering, Sandip University,
Nashik, Maharashtra
5,6
Assistant Professor, School of Computer Science and Engineering, Sandip University,
Nashik, Maharashtra

Email: [email protected],
2
[email protected],
3
[email protected],
4
[email protected],
5
[email protected],
6
[email protected]

Abstract: The college consists of multiple departments, each responsible for managing
student information and the college database. These departments are interconnected,
leading to issues of data repetition and lack of proper interlinking. To overcome these
challenges, we introduce the College ERP System, a centralized and automated solution.
This system features a user-friendly interface and an advanced data management
mechanism, making it highly valuable for efficient college operations.

Keywords: College ERP System, Enterprise resource planning, Module, management

system architecture

1. INTRODUCTION

The College ERP System is designed to replace manual and paper-based processes with a
centralized digital infrastructure. It integrates various modules and functionalities to create a
cohesive ecosystem that encompasses student information management, admissions and
enrollment, course management, faculty management, attendance tracking, examination
management, finance and accounting, library management, and more.
One of the primary goals of the College ERP System is to optimize data management. It
provides a centralized database that consolidates student and staff information, academic
records, financial data, and other relevant data points. This centralization promotes data
accuracy, reduces redundancy, and ensures easy accessibility of information when needed.
Administrators, faculty, and staff can access and update data in real-time, leading to efficient
decision-making and improved communication.
Security can also be provided based on the needs of the user.
 With case, large amounts of data can be saved.
 File maintenance is efficient and adaptable.
 Records are constantly updated.
 It is possible to easily edit stored data and operations.
 Calculations are accurate and flawless, and manpower is decreased.
 This can be create a detailed report.

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2. Literature Survey

A literature survey of college ERP systems reveals several key findings and trends in this
area.
1. Integration and Automation: College ERP systems aim to integrate various departments
and automate their processes. These systems streamline administrative tasks such as student
admissions, course registration, fee payment, and academic record management. Integration
and automation lead to improved efficiency, reduced manual errors, and enhanced data
accuracy.
2. Centralized Database: College ERP systems typically employ a centralized database to
store and manage student information, faculty details, course catalogs, and other relevant
data. This centralization facilitates easy access to information, eliminates data redundancy,
and enables real-time updates across different departments.
3. Modules and Functionality: College ERP systems offer a range of modules and
functionalities tailored to meet the specific needs of educational institutions. These may
include student management, attendance tracking, examination management, library
management, hostel management, finance and accounting, and human resources
management. The modular approach allows colleges to select and implement the required
modules according to their unique requirements.
4. User-Friendly Interface: One crucial aspect of a college ERP system is its user-friendly
interface. These systems are designed to be intuitive and easy to navigate, ensuring that both
administrative staff and end-users (students, faculty, parents) can access and interact with the
system without extensive training or technical expertise.
5. Scalability and Customizability: College ERP systems should be scalable and
customizable to accommodate the evolving needs of educational institutions. As colleges
grow in size or introduce new programs, the ERP system should be capable of handling
increased data volumes and adapting to changing requirements.
6. Security and Data Privacy: Given the sensitive nature of student and faculty data,
security and data privacy are of utmost importance. College ERP systems employ robust
security measures such as user authentication, role-based access controls, encryption, and
data backup to safeguard against unauthorized access, data breaches, and loss of information.
7. Integration with External Systems: College ERP systems often need to integrate with
external systems such as learning management systems (LMS), examination bodies, financial
institutions, and government databases. Seamless integration with these systems enhances
data exchange, improves efficiency, and facilitates regulatory compliance.
College ERP system is provide great user friendly interfaces for college data. It is an online
Web-Based system. The goal of this system's adoption and execution is to replace manual
college systems with an web- based system. This ERP system also manages data that has
been stored for a long time in an accurate and efficient manner. College ERP systems provide
a single point of access to all administrative systems at colleges.
Previously, all departments operated independently and separately. Such methods make it
impossible for anyone to obtain such info collectively.
A system analysis of such a system reveals that all booking was done manually on registers,
which was an extremely difficult job. The old system also made it impossible to generate
reports for all records. College work was also manually kept and stored. All of this
information is kept in the college's register or file system.
3. System Design
A. Detailed Problem Statement
The College ERP software solution will encompass several essential modules/components,

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including:
1. Student Management: This module handles student-related functionalities such as
admissions, enrollment, course registration, academic records, attendance tracking, and
grades management.
2. Financial Aid: The Financial Aid module manages the application, approval, and
disbursement of financial assistance to eligible students, including scholarships, grants, and
loans.
3. Finance: The Finance module handles financial management tasks such as budgeting,
accounts payable and receivable, general ledger, payroll, and expense management.
4. Human Resources: The Human Resources module facilitates employee management,
including recruitment, onboarding, attendance tracking, leave management, performance
evaluations, and employee benefits.
5. Advancement: The Advancement module focuses on alumni relations, fundraising
campaigns, donor management, and development efforts to support the college's growth and
initiatives.
6. College Data Warehouse: The College Data Warehouse serves as a centralized repository
for storing and managing data from various departments, ensuring data integrity, and
supporting reporting and analytics functionalities.
7. Reporting and Analytics: This module provides tools and capabilities for generating
comprehensive reports, analyzing data trends, and gaining insights into various aspects of
college operations for informed decision-making.
8. Workflow and Document Management: This module streamlines and automates
business processes by defining and managing workflows, routing documents, and facilitating
collaboration among different departments.
9. Student, Faculty, and Staff Portal: The portal offers a user-friendly interface for
students, faculty, and staff to access relevant information, such as course schedules, grades,
class materials, calendars, announcements, and personal profiles.

B. System Architecture
In software engineering and systems engineering, a System Diagram (SD) is a visual
representation that depicts the external actors interacting with a system. It provides a high-
level overview of the system, including its inputs and outputs with external elements. System
diagrams are commonly used in systems design to highlight the crucial external aspects that
interact with the system being analyzed. These diagrams typically show the system at the
center, without delving into its internal structure, while encompassing all other relevant
interacting systems, environment, and activities. The purpose of a system diagram is to
emphasize the events and factors external to the system that need to be considered when
formulating a comprehensive set of system requirements and constraints.

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Fig. 3.1 System Design

A.

Core Modules
 Admin
 Student
 Staff
 Parent
 Transport

B. Admin Module

Fig. 3.2 Core Modules

The administrator of the system has full access and control over various functionalities,
including student admission, staff registration, academics, SMS gateway, transportation, and
class schedules. Initially, the administrator adds personnel from different departments to the
system. Then, classes are created and assigned a staff member as the class coordinator.
Following this, the student acceptance procedure commences, and the administrator oversees
all the tasks related to it. Other users do not have permission to utilize this feature.The
administrator has the authority to manage the accounts of all students, employees, and parents
within the system. They are responsible for creating and delivering student reports to their
respective parents. Additionally, the administrator can view and manage all logs related to
student information. All the manual working of Admin is skipping through this system.
Here is a revised version of the workflow for the Admin model:
- START
- LOGIN
- ADD/DELETE STAFF
- ADD/DELETE/EDIT COURSE
- ADD/DELETE/EDIT CLASS

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- ADD/DELETE/EDIT STUDENT
- ADD/DELETE/EDIT ROUTINE
- MANAGE TRANSPORT
- MANAGE NOTICE BOARD
- MANAGE SMS
- MANAGE DISCIPLINARY ACTIONS
- LOGOUT
- STOP
C. Student Module
The workflow of the Student Module, where only administrators have access to the system,
can be described as follows:
- START
- LOGIN
- VIEW PERSONAL INFORMATION
- VIEW SUBJECTS
- VIEW TEACHERS
- VIEW MARKS
- VIEW CLASS ROUTINES
- VIEW TRANSPORT
- VIEW NOTICE BOARD
- LOGOUT
In this module, students can log in using their generated login and password. Once logged in,
they can access and view their personal information, including details such as their name,
contact information, and other relevant data. They can also view the subjects they are
currently enrolled in, along with the respective teachers assigned to each subject.
Additionally, students can access and review their marks or grades for various assessments or
examinations. They can view their class routines to stay updated on their daily schedules and
timing. By utilizing the transportation module, students can check their designated bus route
and bus number for convenient commuting.
Students also have access to the notice board, where they can view notifications,
announcements, and important updates from their respective departments. This allows them
to stay informed about any forthcoming events, deadlines, or important information. Once
students have completed their tasks or need to end their session, they can choose to log out
from the system. This workflow provides a streamlined process for students to access and
utilize the essential features and information available to them within the system.
D. Staff Module
The workflow of the Staff Module, where the admin registers staff members and generates
login credentials that can be managed by staff, is as follows:
- START
- LOGIN
- VIEW STUDENT INFORMATION
- VIEW/EDIT STUDENT'S MARKS
- MANAGE DAILY ATTENDANCE OF STUDENTS
- ADD NOTES
- VIEW SUBJECTS
- VIEW PERSONAL CLASS ROUTINE
- VIEW TRANSPORT
In this module, staff members can log in using their assigned login credentials. Once logged
in, they can access and view information about the students in their respective classes. This

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includes details such as student names, contact information, and other relevant data.
Staff members have the capability to view and edit the marks or grades of students in their
subjects. They can manage and update the marks based on assessments, tests, or assignments.
Additionally, staff members can manage the daily attendance of students in their classes,
keeping track of their presence or absence. Staff members can also add notes or
announcements related to their specific subjects. This allows them to provide important
information, reminders, or resources to the students. They can upload materials such as study
materials, lecture notes, or reference materials for easy access by the students.
The module enables staff members to view the subjects they are responsible for teaching.
They can see the class schedules or routines specific to their subjects and classes, ensuring
they are aware of the timings and topics to be covered. Staff members also have access to the
transport information, which includes details about the transportation facilities available for
students.

3. ERP Architecture

Fig 4.1 ERP Architecture

In the architecture of the e-college system, there are three major categories: the administrator,
the staff, and the student. Each category has specific tasks and functionalities within the
system. The architecture is designed to be self-explanatory and consists of various modules as
depicted in the diagram.
The administrator is responsible for tasks such as user management, staff management,
student management, and staff attendance. They handle functions like news management,
leave management, time schedule management, and exam management. The staff members
have their own set of responsibilities, which include entering student attendance, managing
student examinations, handling timetables, managing leave applications, and posting news on
the e-notice board. The student's role is relatively limited, but they have access to their entire
profile, attendance records, the ability to provide comments to their respective faculties, view
notices, and access academic timetables. The architecture of the e-college system is divided
into three layers: the presentation layer, the application logic layer, and the data layer.The
presentation layer enables communication between the system and external entities such as

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humans or other computers. It can be implemented as a graphical user interface (GUI) and
serves as the client interface of the information system. The application logic layer performs
data processing, including business logic and computation, behind the results presented to the
users. It is responsible for information transmission and is often referred to as services, logic
in business, business regulations, or the server. The data layer stores and manages the data
used by the system. It serves as the repository for student information, staff details,
attendance records, exam data, and other relevant data required by the e-college system.In
summary, the architecture of the e-college system comprises three categories (admin, staff,
and student) with their respective tasks and functionalities. The system is organized into three
layers: presentation layer, application logic layer, and data layer, each serving a specific
purpose in the overall functioning of the system. The database layer is built with a database
management system, in this case MySQL.

Fig 4.2 Three tier client server architecture

3. Conclusion

The e-college system architecture consists of three main categories: the administrator, staff,
and students. Each category has specific roles and functionalities within the system. The
architecture is designed to be intuitive and is composed of different modules as illustrated in
the diagram. The administrator is responsible for managing user accounts, staff
members,students, and staff attendance. They handle tasks such as news management, leave
management, time schedule management, and exam management. Staff members have their
own set of responsibilities, including recording student attendance, managing examinations,
handling timetables, processing leave applications, and sharing news on the e-notice board.
Students have limited access but can view their profiles, attendance records, provide feedback
to their respective faculties, access notices, and check academic timetables.
The e-college system architecture is structured into three layers: the presentation layer,
application logic layer, and data layer. The presentation layer facilitates communication
between the system and external entities such as users or other systems. It often takes the
form of a graphical user interface (GUI) and serves as the client interface for the information
system. The application logic layer performs data processing, including business logic and
computations, to generate the desired outcomes presented to the users. It encompasses
services, business rules, and the server responsible for information transmission. The data
layer stores and manages the data utilized by the system. It serves as the repository for

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student information, staff details, attendance records, exam data, and other relevant data
necessary for the e-college system. In conclusion, the e-college system architecture comprises
three categories (administrator, staff, and students) with their respective roles and
functionalities. The architecture includes three layers: presentation layer, application logic
layer, and data layer, each serving a specific purpose in supporting the system's overall
functionality.

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