Special Issue - 2019 International Journal of Engineering Research & Technology (IJERT)

ISSN: 2278-0181
NCRAEM - 2019 Conference Proceedings

Smart Collage Management System

Suman Chatterjee, Manish Kumar Thakur,
Student of MCA professor department of MCA,
Acharya Institute of Technology Acharya Institute of Technology
Bangalire, India

Abstract - Smart College Management system is an android access student records. Previously, college relied heavily
based application which is the new technical way to manage on paper records for this initiative which had it’s own
all department related jobs. Smart Collage management disadvantages. This system provides a simple interface for
system is helpful for students as well as the colleges. In the the maintenance of student information. It can be used by
existing system all the activities are done manually. It is very
costly and time consuming. In our proposed system, students
educational institutes or colleges to maintain the records of
can view results using Android phones. The data will be students easily. Achieving this objective is difficult using a
stored in the college server. To store the data SQL server will manual system as the information are scattered, can
be used. The Admin, Faculty or the student should be a be redundant and collecting relevant information may be
register user. The faculty can login into their college account very time consuming. Our proposed system ensures to
through the app itself and update the academic result like overcome these limitations. . Online Attendance and
internal exam marks obtained by the students. In this system Feedback System is software developed for daily student
students have easy access for viewing the marks, The attendance in schools, colleges and institutes. If facilitates
application will check user authentications. Students are not to access the information of a particular student in a
permitted to manipulate any data. The proposed work has
two modules: A. Student B. Teacher C. Admin. In the
particular class. There is another part which is feedback,
student’s module, students need to register their university the student can give the feedback at anytime from
registration number, college registration number, student anywhere to faculty. This feedback can be reviewed by the
name. Admin module maintains the student’s marks of admin or the management committee of the institute
internal college exams. Other than this the advanced features through which the confidentiality of the feedback of
are: In case of natural calamities such as floods, etc. the faculty can be maintained. This application is
notification to students will be sent from admin office through developed for daily student attendance in colleges and
app directly. Any new notice for a particular semester will be institutes. The teachers can send the attendance summary
uploaded by professor through application notifying to and feedback about the students to their parents. It can also
respective semester students. The students can download
deferent subject notes according to their departments.
be useful in an organization or company at a certain limit
Application also includes logic to support above mentioned not the whole application.
facilities to its students, however if the person downloading
the application is not a student but an aspirant who has
Existing System
completed HSC and wants to know about the college then it The system which is used nowadays has some
only includes the advertisement of the college. Senior college
toppers can also share their tips and tricks with other students
drawbacks which need to be improved for better
via chat interface. Student’s attendance is also monitored by performance. The system through which the feedback
the application. is taken is not good enough. The views of each and
every student are not expressed through these systems.
As the technology is developed day by day we need to
Keywords - Android, Results, Attendance, Notification, Notes, use this technology so we can get an efficient result in
Feedback. adequate time. For attendance management in the present
1. INTRODUCTION system all work is done on paper. The whole session
attendance is stored in register and at the end of the
The design and implementation of the system is to provide session the reports are generated. We are not interested
service in institute and colleges. The system is to provide in generating report in the middle of the session or as per
comprehensive student information system and the requirement because it takes more time in
user interface is to replace the current paper records. calculation. At the end of session the students who don’t
College Staff uploads attendance, results, share subject have 75% attendance get a notice. This is a very time
notes and college notifications through a secure, online consuming process. In the present system the result is
interface using android devices. All data will be stored on viewed on the notice board. It requires lot of
the collage server and validated on the server before actual paperwork and is time consuming. Moreover, there is
record alteration occurs. The system plans for student user no system still present through which students can take
interface, allowing students to access tips and tricks as advice from senior students. College cannot even provide
provided by their seniors. All data is stored securely on urgent notifications to students in case of emergency.
SQL servers managed by the college Administrator. This
system will decreases the paperwork and time needed to

Volume 7, Issue 09 Published by, www.ijert.org 1

Special Issue - 2019 International Journal of Engineering Research & Technology (IJERT)
ISSN: 2278-0181
NCRAEM - 2019 Conference Proceedings

2. DRAWBACKS OF EXISTING SYSTEM Notification Module:

1. The existing system is not user friendly because This module allows the department Admin to
the retrieval of data is very slow and data is stored update students about any college related information
manually. The use of the some technology can like exam dates, events, seminar etc through notification
be complicated and time consuming. These system message. The students can view notifications provided by
need to handle by specialist for maintaining and update the interface provided by application. Admin can send
the system which can again be very costly. message to only available options like all student, all
2. It require more calculations to generate the report like faculty, specific faculty and to all.
attendance calculation, percentage calculation etc. so it is 3. WORKFLOW
generated at the end of the session. Hence requires more
time to display the report. The detailed workflow of this application is as
follows: The application is divided into 3 sub-
3. All calculations to generate report is done manually groups-
so there is greater chance of errors. Here the faculty has to
suffer a lot through the calculation and if there is a loss [1] Admin
of some report then it may cause a lot of problem.
• Admin Registration
This is time consuming also due to exaggerating
calculation. Even after that there are some miscalculation
The first step in this application is to get the HOD,
which is very frustrating for the faculty. These
staff members and teaching faculty to register. They need to
calculations also effects the marks of the students which
first register their phone’s IMEI number in the
will finally led to their percentage.
database. The respective person will then provide his or her
4. In this existing system the papers can miss placed and phone’s e-mail id and password for registration. An OTP
documents can be loss. This will cause extra work for the would be then sent via e-mail address on the phone by the
admin department stuffs. admin or faculty.

PROPOSED SYSTEM STRUCTURE • Admin Login

After registering the admin is allowed to log in. He or she
can now view admin homepage where there are options to
take attendance, upload results, send notifications to
student. He can also view the attendance taken and
uploaded results.

• Take Attendance
Here, system will validate admin to check whether admin is
applicable to take attendance for any subject which he/she
selected from the application after validation is success.
Next function of this module to check the time-table
database to know when to allow admin to upload
attendance. If admin is legitimate to take attendance and
applying the operation at correct lecture time, now he can
take attendance.

• Upload Result

The system architecture has a smart phone with android Admin can upload student’s term-test marks through
OS, a web services, a database server and the user application. The same authentication will be performed by
as its components. The android smart phone or tablet system as Take attendance module. This will not be
must use 3G,4G or Wi-Fi network for internet complete without HOD’s permission as HOD can only
connectivity to ensure better performance The user will allow faculties to upload marks.
login to the application through an android smart
phone. The user-type is verified with the database server
and access is given to the appropriate user. The web • Upload Final attendance sheet
application also can be used to login and perform
certain operations such as ensures that internet is on.
A report is generated which has the student’s name, roll no.,
In this module, application generates PDF file
students attendance. This module categorised student
dynamically using java program.
according to their attendance.

• Send notification to students/faculty

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Special Issue - 2019 International Journal of Engineering Research & Technology (IJERT)
ISSN: 2278-0181
NCRAEM - 2019 Conference Proceedings

Admin can send notification to students or teaching faculty Notices are sent to the students by HOD or admin.
or some selected faculty or that faculty he wants Useful information, college notices, important
to communicate his message to. Notifications related to announcements are received on students registered
college meeting, seminar important information, training phone. They can view it anytime.
and placement related information.
4. REQUIREMENT ANALYSIS
[2] Faculty/ Teaching Staff A] Hardware Requirement
1. Intel Quad core 2.30 GHZ Processor or above.
• Take Attendance
2. Minimum 100 GB HD.

Teaching faculty can take attendance of students during the 3. Minimum 4 GB of RAM.
lecture i.e. within that time frame. If he or she takes
attendance anytime else he is not allowed to do that. The 5. Standard Keyboard and Serial Mouse.
attendance data will be stored in the collage database
according to date and after every month the percentage will
be generated. The generated data will be stored for future B] Software Requirement
use.
1. Android Studio.

• Upload Result 2. GCM Server

3. SQL Server (Either on local host/domain)
Faculties can even upload results of the students. The 4. WAMP / PHPmyAdmin tool
Students can directly check their marks through the
application. 5. Android SDK (Minimum API 21)
BENEFITES OF PROPOSED SYSTEM

• View Uploaded Result The application will be very simple and it will also
simplify the and speed up the result preparation and
management process.
Result that is been uploaded can be viewed by the
professor through the application. It will be stored in the 2. An application will also do the promotion of the
collage database for future use. collage.

• Check notifications 3. As the current system is manual it does not require any
sophisticated training for the User of the system and now
days android is the most used OS.
Faculty can receive important announcements,
information regarding meetings from the HOD or admin 4. It overcomes the limitations of the web based system as
through these notifications. our proposed system is developed on Android OS and it
will be more handy for the user. It will take less time to
[3] Student perform all tasks.

• View Attendance
5. Students do not need to check the notice board every
Students can view attendance uploaded by the faculty day and every one will stay updated.
or admin. They can check the attendance at any time but 6. This project will cater facilities to all the existing
they cannot manipulate the data. versions of android devices. The mistake probability will
• View Results be the lowest because of the automatic generation of the
result by the application.
5. CONCLUTION
Students can even view results uploaded by the HOD or
faculty. They can check the marks at any time.
This android based project will do the task through the
application. It will decries the paper work. The admin,
• View notices sent by college faculty or the student will perform all the task very easily
and more convenience way. The application offers
reliability, security, time savings and easy control. . It can
be used as a base for creating and enhancing

Volume 7, Issue 09 Published by, www.ijert.org 3

Special Issue - 2019 International Journal of Engineering Research & Technology (IJERT)
ISSN: 2278-0181
NCRAEM - 2019 Conference Proceedings

applications for viewing results, tracking attendance for

colleges. Students and their parents will also view results,
attendance and curriculum details using this application.
Also students can view details, notifications anywhere
and anytime. The application will greatly simplify and
speed up the result preparation and management
process. The proposed system will decries the work time
of the admin as well as the faculty. This will brings more
perfection to the work.
6. REFERENCES

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Student Information Management System”, International
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[2] Siddhant Gokule, Rohit Jadhav, Mruganayani Mane, Sanchita
Chhajed “An Application to Enhance the Admission Process and
Communication between Members of an Institute”, International
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[3] CAI Chang-an, WANG Qi, "Design and implementation
of student information management system based on B/S
model", COMPUTER ENGINEERING AND DESIGN,
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[4] Zhi-gang YUE, You-wei JIN, “The development and design of the
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