Student information system (Sis) -

Software Requirements
Specification (SRS)

Team Members:
Zeyad Mohamed Salem 320220033
Ahmed Mohammed Abdelazim Kenawy 320220113
Ahmed Ayman Ahmed Elsheikh 320220130
Mohamed Ahmed Mones 320220243
Umar Akram Mirad 320220061
Rahma Hamada Youssef 320220210
 Student information system (Sis) -
Software Requirements Specification (SRS)
1. Introduction
1.1 Purpose
1.2 Document Conventions
1.3 Actors
1.3.1 Students
1.3.2 Faculty (Teachers/Professors)
1.3.3 Administrators
1.4 Scope
2. Overall Description of Student Information System (SIS)
2.1 Product Perspective
2.2 Product Functions
2.3 User Characteristics
2.4 Constraints
2.5 Assumptions and Dependencies
3. Requirements
3.1 Functional Requirements
3.2 Non-Functional Requirements
1. Introduction
The Student Information System (SIS) is a comprehensive platform aimed at streamlining
academic management in universities. It facilitates efficient interactions between
students, faculty, and administrators. The system empowers users with the ability to
manage various academic tasks:

• Students: Register for courses, view grades, track attendance, and monitor GPA.
• Faculty: Mark attendance, manage schedules, and monitor student performance.
• Administrators: Access operational and management functionalities critical for
academic processes.

This document outlines the scope, purpose, and user requirements to serve as a
framework for the system's development and deployment.

1.1 Purpose
The purpose of the SIS is to enhance academic management by providing a robust and
intuitive platform. By centralizing key academic processes and data, it seeks to:

• Simplify course registration and grade management.

• Provide real-time GPA and attendance tracking.
• Enable efficient attendance recording and schedule management for faculty.
• Support administrators in optimizing academic workflows.
• Foster transparency and student engagement.

1.2 Document Conventions

This section outlines the formatting and conventions used throughout the document to
ensure clarity and consistency.

• Text Styles:
 o Bold: Represents section titles and headings (e.g., Introduction).
o Italic: Indicates key terms or concepts being introduced for the first time.
o Monospace: Denotes code, file names, or system inputs/outputs.
• Numbering:
o Sections and subsections are numbered hierarchically (e.g., 1, 1.1, 1.2, etc.).
o Functional and non-functional requirements are listed numerically under
their respective categories.
• Terminology:
o SIS: Refers to the Student Information System.
o Users: Includes students, faculty, advisors, and administrators interacting
with the system.
• Abbreviations:
o MFA: Multi-Factor Authentication.
o RBAC: Role-Based Access Control.
o FERPA: Family Educational Rights and Privacy Act.
o GDPR: General Data Protection Regulation.
• References and Citations:
o External references or regulatory standards are cited inline with links or in
footnotes where applicable.

This standardization ensures the document remains accessible, clear, and consistent for
all stakeholders involved in the system's development and review.

1.3 Actors

1.3.1 Students

Description: Enrolled users accessing the system to manage academic records.

Responsibilities:
• Register for and view courses.
• Monitor GPA, attendance, and grades.
• Access attendance records and course-related information.
 1.3.2 Faculty (Teachers/Professors)

Description: Teaching staff responsible for course delivery and student

performance.
Responsibilities:
• Record student attendance.
• Manage and access course schedules.
• Submit grades and monitor student performance.

1.3.3 Administrators

Description: University personnel managing academic and operational processes.

Responsibilities:
• Manage course schedules and faculty assignments.
• Ensure system functionality and data integrity.
• Generate reports on academic performance and attendance.

1.4 Scope

The SIS serves as a centralized academic information management system for universities.
Core functionalities include:

• Course registration.
• Grade tracking and GPA calculation.
• Attendance management.
• Scheduling for students and faculty.

The system is scalable to support future integration of modules like:

• Assignment submissions.
• Real-time notifications.
• Analytics dashboards.

Designed to adapt to evolving user needs, the platform ensures long-term relevance and
effectiveness in supporting the academic ecosystem.
2. Overall Description of Student Information System (SIS)

2.1 Product Perspective

The Student Information System (SIS) is a comprehensive, integrated platform designed to

facilitate academic management across user roles, including students, professors,
academic advisors, and administrators. This software merges both hardware and software
components to enable seamless information access and data management for
educational institutions.

2.2 Product Functions

The SIS provides a range of functionalities specific to each user role to streamline
academic operations:

• User Management: Enables user registration, role assignment, and multi-factor

authentication.
• Dashboard Access: Each user has a personalized dashboard displaying relevant
actions and information, including courses, grades, and student progress.
• Admin Capabilities: Admins can manage user accounts, set academic policies,
generate reports, and send notifications.
• Professor Capabilities: Professors can manage courses, record grades, track
attendance, and communicate with students.
• Academic Advisor Capabilities: Advisors can track student progress, approve
course registrations, and provide tailored support.
• Student Capabilities: Students can enroll in courses, access grades, track degree
progress, and communicate with faculty.

2.3 User Characteristics

• System Users: System users include admins, professors, academic advisors, and
students. Each user type has specific roles within the SIS, such as adding, editing,
and managing data relevant to their role.
• System Admins: System admins are responsible for maintaining the SIS, ensuring
data accuracy, performing software updates, and troubleshooting errors.
2.4 Constraints

The SIS relies on a stable internet connection, as many operations require real-time access
and updates. Additionally, the SIS database must support a large volume of data storage
and have sufficient free space to accommodate student records, course materials, and
institutional data.

2.5 Assumptions and Dependencies

It is assumed that the SIS will be accessed primarily on desktop computers and laptops,
requiring all users to be proficient with basic computer skills and English. The system also
depends on the compatibility of each device with the SIS interface and required software
specifications.

3. Requirements

3.1 Functional Requirements

1. User Management
a. User Authentication and Authorization:
i. The system must provide a secure login page for Admins,
Professors, Academic Advisors, and Students.
ii. Authentication should support multi-factor authentication (MFA)
for all users.
iii. Each role (Admin, Professor, Academic Advisor, Student) should
have specific access permissions to the system's features.

b. Role-Based Dashboard:
i. Each user role (Admin, Professor, Academic Advisor, Student)
should have a dedicated dashboard displaying relevant
information and actions.
ii. The admin dashboard should show user statistics, system health,
and access control.
iii. The Professor dashboard should show their courses, student lists,
and grading status.
 iv. The Academic Advisor dashboard should show their assigned
students, student progress, and alerts for students needing
attention.
2. Admin Functionalities
a. User Account Management:
i. Admins can create, update, or deactivate accounts for Students,
Professors, and Academic Advisors.
ii. Admins can reset user passwords and manage user roles.
iii. The system should allow bulk user creation through CSV file
uploads for new semesters.
b. System Configuration:
i. Admins can configure academic settings like grading scales,
course credit limits, and registration deadlines.
ii. Admins can define new academic years, semesters, and term
structures.
c. Reports and Analytics:
i. Admins can generate system usage reports, enrollment statistics,
and performance metrics of Professors.
ii. Reports can be exported in PDF, Excel, and CSV formats.
d. Notification Management:
i. Admins can send system-wide announcements to all users or
target specific groups (e.g., faculty or students).
ii. Admins should be able to set up automated email alerts for events
like registration deadlines and new course availability.
3. Professor Functionalities
a. Course Management:
i. Professors can create and update course materials, upload syllabi,
and define assessment criteria.
ii. Professors can manage course schedules, including class times,
locations, and updates.
iii. They can view and approve student enrollments for their courses
and set course capacity limits.

b. Grade Management:
i. Professors can input grades for each student in their courses,
including assignments, quizzes, midterms, and final exams.
ii. Grades should be editable until the academic advisor reviews and
finalizes them.
 iii. The system should automatically calculate weighted averages and
display final grades for students.
c. Attendance Management:
i. Professors can mark attendance for each class session, with
options for marking 'Present', 'Absent', 'Late', or 'Excused'.
ii. The system should generate alerts if a student’s attendance drops
below a specified threshold.
d. Communication with Students:
i. Professors can send messages to individual students or the entire
class through the system.
ii. The system should allow Professors to schedule office hours and
allow students to book appointments.
4. Academic Advisor Functionalities
a. Student Progress Tracking:
i. Advisors can access detailed academic profiles of their assigned
students, including grades, attendance records, and course
history.
ii. The system should provide visual analytics of student progress,
such as GPA trends and course completion rates.

b. Advising Notes:
i. Advisors can add and update notes on each student’s profile to
track advising sessions and action plans.
ii. Notes should be accessible only to the advisor and the student,
with the option for secure sharing with other faculty.
c. Course Registration Approvals:
i. Advisors can review and approve student course registration
requests, ensuring prerequisite completion.
ii. Advisors should be able to recommend courses based on students'
academic progress and program requirements.
d. Early Warning System:
i. The system should alert advisors to students at risk of academic
failure or those with declining GPA.
ii. Advisors can schedule meetings with at-risk students directly
through the system.

5. Student Functionalities
 a. Course Enrollment:
i. Students can view available courses for the upcoming semester,
including prerequisites, credit hours, and schedules.
ii. The system should prevent students from enrolling in courses
with time conflicts or exceeding the credit hour limit.
b. View Grades and Transcripts:
i. Students can view their grades for each course, along with overall
GPA and academic history.
ii. Students can request an official transcript through the system,
which will be generated in PDF format.
c. Profile and Progress Tracking:
i. Students can access their academic profile, including advisor
notes, course history, and degree progress.
ii. The system should display the degree requirements and highlight
completed and remaining courses.

d. Communication:
i. Students can message their advisors and professors through an
integrated messaging system.
ii. They can book appointments with professors during designated
office hours.
6. System-Wide Functionalities
a. Audit Logging:
i. The system should log all changes to grades, course enrollments,
and user accounts for auditing purposes.
ii. Audit logs should include the timestamp, user, and action taken.
b. Document Management:
i. The system should support uploading and storing documents like
syllabi, transcripts, and certificates securely.
ii. Users should have access to their uploaded documents through
their profile.
c. Notifications and Alerts:
i. All users should receive alerts for important events like
registration deadlines, grade postings, and advisor meetings.
ii. Notifications can be sent through email and SMS (optional).
3.2 Non-Functional Requirements

1. Performance Requirements:
a. The system must handle 1,000 concurrent users with a response time of
less than 2 seconds for critical operations like logging in, accessing
grades, or submitting course enrollments.
b. The system should be able to process grade submissions and course
enrollments in under 5 seconds.
2. Security Requirements:
a. User data should be encrypted both in transit (using TLS) and at rest.
b. The system should use role-based access control (RBAC) to ensure only
authorized users can access sensitive data.
c. Multi-factor authentication (MFA) should be enabled for Admin,
Professor, and Academic Advisor accounts.
3. Usability Requirements:
a. The system should have a user-friendly interface with clearly labeled
menus and navigation paths.
b. It should provide accessibility support for visually impaired users,
including screen reader compatibility.
c. Training materials like video tutorials and user guides should be
available for each user role.
4. Reliability Requirements:
a. The system should have an uptime of 99.9% to ensure availability during
peak usage periods, such as registration times.
b. Automatic daily backups should be conducted to ensure data recovery in
case of system failure.
5. Scalability Requirements:
a. The system should be designed to handle future growth, allowing the
addition of new modules like scholarship management without major
architectural changes.
b. It should be able to scale horizontally to support an increase in users and
data volume.
6. Compliance Requirements:
a. The system must comply with FERPA for handling student records and
GDPR for data protection, where applicable.
b. Audit logs and user activities should be stored for at least 5 years to meet
regulatory requirements.