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Final Year Project on Student ERP Software

End-semester Report

Submitted By

Akankhya Mishra

Student ID: B520004

Under the guidance of

Prof. Muktikanta Sahu

Department of Computer Engineering


International Institute of Information Technology, Bhubnaeswar
May, 2024
Abstract

The main objective of this project is to build a student database system that will store records
of students. It is purposed to reduce time spent on administrative tasks. The system is intended
to accept process, generate students. The system is also intended to provide better services to
users, provide meaningful, consistent, and timely data and information and finally promotes
efficiency by converting paper processes to electronic form. The system was developed using
basic technologies such as MySQL database and PHP. The system is free of errors and very
efficient and less time consuming due to the care taken to develop it. All the phases of software
development cycle are employed and it is worthwhile to state that the system is user friendly
and strong. Provision is made for future development in the system.

1
Contents
1 Introduction 3

2 Literature Survey 3
2.1 Existing System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2.2 Disadvantages of Existing System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2.3 Methodology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2.4 Proposed System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3 Scope of the Project 6

4 Objectives 6

5 Life Cycle of the Project 6


5.1 Project Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
5.2 Software Requirement Specification . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
5.2.1 Problems faced by students . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
5.2.2 Problems faced by Admin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
5.2.3 Hardware Required . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
5.2.4 Software Required . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
5.2.5 Study of the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
5.3 System Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
5.3.1 Use-Case Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5.3.2 ER Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5.3.3 Data-Flow Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5.3.4 Context-level DFD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5.4 Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
5.4.1 Flow Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
5.4.2 Admin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
5.4.3 student . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
5.4.4 DB Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

6 Results and Discussion 33

7 Conclusion 33

2
1 Introduction

Student Management System is software which is helpful for students as well as the school

authorities. In the current system all the activities are done manually. It is very time consuming and

costly. Our Student Management System deals with the various activities related to the students.

The two main users involved in this system are

• User(i.e., Students)

• Admin

In the Software we can register a student by the authentication code i.e., student id and password

with help of student id and password student can login his/her account and view all the notices

which is announced by admin. The main purpose of this project is to illustrate the requirements

of the project Student Information Management System and is intended to help any organization

to maintain and manage personal data. It is a comprehensive project developed from the ground

up to fulfill the needs of organisations as they guide their students. This integrated information

management system connects daily operations in the their environment ranging from Attendance

management to communications means among students and administrator. This reduces data error

and ensures that information is always up-to-date throughout the organisation.

2 Literature Survey

Until recently the place of the College Management System (CMS). Now-a-days, education is

playing very significant role in the society. Day-by-day, the percentage of illiterates are decreasing

and the percentage of literates is increasing. Education will change the society in all the aspects

and everyone wants to study higher professional degrees.

Admissions are increasing day by day so there by. Ratio of establishment new colleges and

schools are also increasing. But the actual challenge is starting from now. Most of the schools and

colleges are maintain student information in records.

When the number of records increased, it is difficult to maintain the information of each student

in the old manual system.


3
Figure 1: Basic Student ERP diagram that explains roles of various users

Maintaining the records manually leads to error prone and required more man power and it

consumes more time for processing the records. [1].

2.1 Existing System

In the existing system of the project we had results that is usage through manually, here

student can check through the computers from a personal computer located at a particular point

of place.

2.2 Disadvantages of Existing System

• More time

• More money
4
• More manpower

• More work

• Less work result

• No accuracy

2.3 Methodology

1. Apache is used as a web server to host the application.

2. All the environment variables are set.

3. The application is pasted in the web apps folder.

4. Web server is started now.

5. Application is run using the web browser by typing http://www.academic-nexus.cloud/final-

year-project.

2.4 Proposed System

We resolve all the disadvantages of existing system in our proposed system.

Old students can share their experience, ideas, motivations to their juniors in the organisa-

tion. They can provide information regarding higher studies. RESULT Automation which yields

aggregate percentage up to that instant. Time will be saved, No chance of getting error.

Main Modules Of system:

→Administrator module

→Student Module.

→ Login Module.

→ Registration Module.

→ Notice/Upload Module.

→Query/Result module.

Present state:

→ No System present at all.

→ Time consumed in accessing the records of the students.


5
→ Manual maintaining student records.

→ Time consumed for registering students and Staff members.

→Manually providing hard copy for any notice or important information.

3 Scope of the Project

• Access/Search information.

• Login in to the system through the first page.

• Change the password

• View/change details.

4 Objectives

• In today’s era, every education institution is in the race of proving

• themselves the best in offering education at every level.

• As digitization has evolved in every sector of the economy, many sectors are adopting this

technology for their smooth functionality.

• Every organization, big or small, has challenges to overcome and manage the information of

Courses, College, Faculty Exam, Students, etc.

5 Life Cycle of the Project

We have used Waterfall Model as Software Engineering life Cycle Process. It is the simplest;

oldest and most widely used process model for software development This model acquires its name

from the fact that classic software life cycle is represented as a sequence of steps.

6
Figure 2: Incremental life cycle

At each iteration, the procedure itself consists of the Initialization step, the Iteration step, and

the Project Control List. The initialization step creates a base version of the system. The goal

for this initial implementation is to create a product to which the user can react. It should offer a

of the key aspects of the problem and provide a solution that is simple enough to understand and

implement easily. To guide the iteration process, a project control list is created that contains a

record of all tasks that need to be performed. It includes such items as new features implemented

and areas of redesign of the existing solution. The control list is constantly being revised as a

result of the analysis phase. The iteration involves the redesign and implementation of a task from

project control list, and the analysis of the current version of the system. The goal for the design

and implementation of any iteration is to be simple, straightforward, and modular, supporting

redesign at that stage or as a task added to the project control list.

7
5.1 Project Plan

Once we examine that the project is feasible, we undertake project The table below describes

how we planned our project.

Role Responsibility
Project Guide Defining Scope
Providing required resources
Project planning, tracking and monitoring
Analysis and effort estimation
Project Developer Designing and documentation
Execution project as per defined schedule
Reporting to PL
Testing & QA/QC
Software development as per design and documentation

Figure 3: Work breakdown structure

Figure 4: Activity network representation

8
5.2 Software Requirement Specification

5.2.1 Problems faced by students

• Inefficiency in Accessing Information like academic records, including grades, attendance, and

course schedules.

• Communication between students and faculty/administration can be cumbersome and slow.

• Limited access to resources such as past exam papers, syllabus, or course materials .

• Challenging to track their academic progress, including completed courses, credits earned,

and remaining requirements

5.2.2 Problems faced by Admin

• Data Redundancy and Inconsistency.

• challenges in accessing student records and information.

• Time-Consuming Administrative Processes such as enrollment, fee management, and grading.

• Data Security Concerns.

Functional Requirement Non-functional Requirement


Online Student Portal Performance
Centralized Data Storage Reliability
Development Tools Maintainability
Secure Authentication and Authorization Security
Online Enrollment and Registration Correctness

5.2.3 Hardware Required

• Processor Dual core or higher —— 1ghr clock speed or higher

• RAM 2gb or higher

9
• Storage 30gb or higher

• Display Adapter 256mb or higher

5.2.4 Software Required

• OS - Windows, Unix, Linux

• Web Browser - Chrome, Firefox, any

• Language - PHP, HTML, CSS, JAVASCRIPT

• Database - mysql, SQL Server

• XAMPP server

• PHP v6 or higher

• Notepad or text editors like VS-Code or Sublime

5.2.5 Study of the System

• Graphical User Interface(GUI) In the flexibility of the uses the interface has been devel-

oped a graphics concept in mind, associated through a browses interface. The GUI’S at the

top level have been categorized as

1. Administrative user interface

2. The operational or generic user interface(student)

The administrative user interface concentrates on the consistent information that is practically,

part of the organizational activities and which needs proper authentication for the data collection.

The interfaces help the administrations with all the transactional states like Data insertion, Data

deletion and Date updation along with the extensive data search capabilities.

The operational or generic user interface helps the users upon the system in transactions

through the existing data and required services. The operational user interface also helps the

ordinary users in managing their own information helps the ordinary users in managing their own

information in a customized manner as per the assisted flexibilities.


10
• Number of Modules

The system after careful analysis has been identified to be presented with the following modules:

1. College information: Through this service one can access the complete information about

the college campus such as subjects available such as college events, achievements, Notices,

Placements, Achievements etc.

2. Student tracking: Any company or any organization that want to check the summary about

the student of the college, so that they will be able to choose the particular students.

3. Student attendance status: It gives the attendance status of students. Faculty will update

the attendance periodically and can be seen by students .

4. Student’s performance in exams: This facility provides the performance of the student in

each exam which is conducted by university or college such as midterm performance. Marks

obtained by students in exams will be updated by faculties that can be access by students

and parents.

5. Events: it will give information about different events that will be conducted by college time

to time. Information about these events will be updated by administrator.

6. Student’s performance in exams: This facility provides the performance of the student in

each exam which is conducted by university or college such as midterm performance. Marks

obtained by students in exams will be updated by faculties.

7. Viewing schedule: Student can view time schedules for their respective semesters.

5.3 System Design

Once the software requirements have been analyzed and specified the software design involves

three technical activities - design, coding, implementation and testing that are required to build

and verify the software.

11
The design activities are of main importance in this phase, because in this activity, decisions

ultimately affecting the success of the software implementation and its ease of maintenance are

made. These decisions have the final bearing upon reliability and maintainability of the system.

Design is the only way to accurately translate the customer’s requirements into finished soft-

ware or a system. The software is divided into 2 modules which are students, and administrators.

We shall look at each module in detail. Student: Each student belongs to a class identified by

semester and section. Each class belongs to a department and are assigned a set of courses. There-

fore, these courses are common to all students of that class. The students are given a unique

username and password to login. Each of them will have a diferent view. Admin: The administra-

tor will have access to all the information in the diferent tables in the database. They will access

to all the tables in a list form. They will be able to add a entry in any table and also edit them.

The design of the view for the admin will provide a modular interface so that querying the tables

will be optimized. They will be provided with search and filter features so that they can access

data efficiently.

5.3.1 Use-Case Diagram

1. Student

Figure 5: student

2. Admin

5.3.2 ER Diagram

12
Figure 6: Admin

Figure 7: Basic ER diagram of whole system

5.3.3 Data-Flow Diagram

5.3.4 Context-level DFD

• Lvl 0:

13
• Lvl 1:

14
• Lvl 2:

5.4 Implementation

This project designs a Web-based university education and teaching management information

system. By analyzing the requirements of university education and teaching management infor-

mation system, the design principle of the system is determined, the structure design of university

education and teaching management information system is realized, and the management process

of the system is determined. On the basis of the above, by calculating the complexity of university

education and teaching management information, the priority of query information is determined

to effectively improve the processing effect of the system. Finally, the relational database model is

designed to realize the design of university education and teaching management information system.

15
5.4.1 Flow Chart

Figure 8: System Flow chart

The student ERP system has two main user classes. These include the students and administra-

tors. This section will explain in detail all the features and the working of those for each user class.

5.4.2 Admin

• Homepage:

The homepage provides a basic starting UI of the software for both admin and student. ”Register”

facilitates the creation of new user accounts, ”Contact” offers a channel for users to reach out for

support or inquiries, Lastly, ”Sign In” grants access to registered users, enabling them to utilize the

ERP’s functionalities tailored to their roles, This succinct layout ensures intuitive navigation and

access to essential functionalities, enhancing user experience within the student ERP ecosystem.

16
Figure 9: Homepage for admin and student

• Login: The password is encrypted using the MD5 hashing algorithm. In case users forget

their passwords, the login page also offers ”Forgot Password” option, guiding them through

a process to reset their password securely.

Figure 10: Login for admin and student

17
• Dashboard:

The admin dashboard provides a comprehensive overview of key metrics and functionalities within

the student ERP system. It displays vital statistics such as the total number of students, teachers,

subjects, and attendance records, offering a snapshot of the educational institution’s current status.

Additionally, the dashboard empowers administrators with the ability to disseminate information

effectively by posting and deleting notices as needed.

Figure 11: Dashboard

• Manage Accounts:

18
Figure 12: Accounts

• Student-Profile:

Figure 13: Student Profile

19
• Manage Semesters

Figure 14: Semesters

• Manage Subjects:

Figure 15: Subjects

20
• Manage Programmes

Figure 16: manage Programmes

• Manage Periods

Figure 17: manage Periods

21
• Manage Timetable

Figure 18: manage Timetable

• Manage and view results

Figure 19: manage results

22
Figure 20: view results

• Manage attendance

Figure 21: manage attendance

• View student fees

23
Figure 22: view student fees

Figure 23: view each student fee status

24
Manage Study materials

Figure 24: manage study-materials

Figure 25: manage study-materials

• Manage organisational event


25
Figure 26: manage events

• Communications and queries from student

Figure 27: manage queries

• Basic ERP informations

26
Figure 28: basic informations

• Admin contact

Figure 29: Admin contact

5.4.3 student
27
• Login and forgot password:

Figure 30: Student Login

Figure 31: Reset Password

• Dashboard:
28
Figure 32: Dsahboard and view notice

• View and edit profile:

Figure 33: View and edit profile

• View and mark attendance:

29
Figure 34: View and mark Attendance

• Managing payments , view invoice and charges:

Figure 35: Payments


30
Figure 36: View Charges

Figure 37: View receipt

• Student Queries/Feedbacks

31
Figure 38: student queries

• User Blocked: Student debarred by the admin cannot access the software until and unless the

admin approves and unblock them.

Figure 39: Blocked user

32
5.4.4 DB Design

6 Results and Discussion

If you have implemented some techniques and have the results available, specify the results

here, along with the possible interpretation of the results in the form of discussion.

7 Conclusion

This section will include the concluding remarks and possible future work that needs to be

done by the end of the semester.

References

[1] Elliot Soloway. Should we teach students to program? Commun. ACM, 36(10):21–24, 1993.

33

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