SCHOOL MANAGEMENT SYSTEM

(SMS)

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Project details

Title : School Management System

Student Name :

Registration No :

Supervisor :

Second Supervisor :

Date Submitted :

Date Approved :

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v

1. Introduction
1.1. Background
1.2. Statement of the problem
1.3. Objective
1.3.1. General Objective
1.3.2. Specific objectives
1.4. Scope and limitation of the project
1.5. Significance of the project
2. Methodology
2.1. Data gathering methodology
2.2. Design methodology
2.3. Implementation methodology
2.4. Testing Methodology
2.5. Tools
2.5.1. Hardware tools
2.5.2. Software tools
3. Feasibility
3.1. Economic feasibility
3.2. Operational feasibility
3.3. Technical feasibility
3.4. Behavioral feasibility
4. Time and cost Estimation of the Project (using standard models)
5. Team structure and responsibilities (using standard models)
6. References (Using IEEE Format)

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Table of Figures
Figure 1 Student management.......................................................................................................................8
Figure 2 Teachers Management.....................................................................................................................8
Figure 3 Inventory Management....................................................................................................................9
Figure 4 Account Management......................................................................................................................9
Figure 5 Library Management.......................................................................................................................9
Figure 6 Gant Chart.....................................................................................................................................10

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 Chapter one

Introduction

Technologies are changing day by day. Technologies are playing main role in Airport, bus
station, hospitals and etc. these days many school are using School management system for
good and efferent management. But in Sri Lanka few schools are using School management
system. Most schools in this country have dozens of computers but they are only used for
teaching the Information Technology subject and nobody uses them for Management
purposes. Some restricted numbers of schools are using Microsoft Word, Microsoft Excel for
their few Administration and management Proposes. However there are numerous tasks that
can be done by computers. But they are manually calculating every thinks finally using
computers for designing printing purpose only.

This is main problem in Sri Lankan Schools;there are many factors involving in this problem

1. Implementing Cost is high

2. Existing systems problems
3. Operator problem

Therefor I am implementing school management system for lese cost, overcome with some
existing problems. My school management system will have four main parts Students,
Teachers, Account, inventory and Library management system. Those are most difficult tasks
for management.Which they have to perform manually at the beginning, mid and end of each
school year.

At the end of every three month management needs to calculate students leave, exam marks
and etc. for teachers they have to calculate leave, salary details for every month and year wise.
Inventory details also very important they need to know how many chairs and tables are there
in one classroom and many more. Library management as usual books details and lenders
details, returning and paying payment for late booksubmission these are some main tasks my
system going to handle.

This school management system is designed for helping to management in Sri Lanka.

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 Background and Motivation

1.2 Historical Background

St. Joseph Technical Institute Kisubi is the oldest Technical Institute in Uganda. It was started in

1911 by the White Missionary Fathers in the buildings of the seminary that had been transferred

to Bukalasa. St Joseph started as a rural trade school with a number of courses which include;

Blacksmith, Tinsmith, Carpentry and Joinery, Shoemaking, Block laying and Concrete Practice,

lastly tailoring and Cutting.

The White Fathers were the trainers whose main objective was to train young men from Primary

schools in basic Crafts. On completion after three years, the trainees were awarded certificates of

attendance and deployed to various places in the country to construct Missionary Structures like;

Churches, Schools, Hospitals, Convents and extra.

The Institute has gone through the following stages of development;

1911-Rural Trade School

1950 -Technical School

1954- Motor Vehicle Course started

1960 - Plumbing Course started

1968 - Started awarding the City and Guilds London Institute Certificates.

1970- Electrical Installation Course started.

1972 -Technical Institute Craft Courses part I.

1976 - Advanced Craft Courses part II.

2001 -We started admitting female Students.

2001 - Introduction of Evening Programs for Craft Courses.

2005 - Introduction of Engineering Diploma C

For the last two decades the themes of governance and management have continuously been on the
top of education policy agendas in most countries in the world, and a great number of educational
problems were attributed to bad management or inappropriate mechanisms of governance (Gábor,
2003; Duhaney, 2005; Jessica et al., 2009). Furthermore, information has become a critical
resource to organizations and individuals and should be managed in a suitable way to ensure its
cost effective use, and every aspect of’ management relies on information to succeed. So, to
improve the performance of the organization, the management must be economical, efficient and
effective (Baskerville, 2002; Johnson & Higgins, 2010).

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 Moreover, information systems is essential part of modern education, notably because of numerous
possibilities and advantages which information technology brought forward like effectiveness and
efficiency for education sectors, as well as for better achievement of setup education goals
(Michael et al., 2006; Vuksanovic et al., 2007; Kate, 2010). Thus, nowadays the deployment of
information systems in organizations has been highly interconnected with each other and the
development and the use of an information management system (MIS) leads to better planning,
better decision-making and better results (Nambisan, 2003; Arnott & Pervan, 2005).

In addition, managing diversity of tasks and complexity will certainly be one of the most
difficult tasks in Schools. The administrative traditions of education, one of the oldest public
services, often make the elaboration of adequate new answers particularly difficult (Tabata &
Johnsrud,

2 Significance of

The proposed system is aimed at removing the drawbacks of the existing system. Themain objectives of the
project areReduce the paper work and storage area.
Allow interaction with different types of users.Improve accuracy in results.
It has user friendly interface having quick authenticated access to documents.
Save time and work load for staffs parents and students.
Avoid fake entry.Improve students' performance by periodically informing parents about their performance by
messaging
1.3 PURPOSE
This system aims at computerization of school management to manage the studentinformation and
catch the details so that management can inform parents about
their performance. Computer based information system are designed to improve existingsystem. It
provides the facility to effective interaction between parents and faculty. Itwill reduce the paper
work as well as save time and money which are spending inmaking reports and sending man made
letters for informing parents about their child's performance. It can be accessed throughout the
organization and outside as well with proper login provided. This system can be used as an
application for school to managethe student information and performance detail so that they can be
informed to their parents', which may help in improving their performance with the guidance of
facultyand parent

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 1.4 SCOPE
Project has a big scope to do. Administrator can maintain the students'
information, parent information and faculty information and can update it. Students can access previous information
about their performance and can interact with other students indiscussion forum, parents and faculty can interact with each other. This
system hasscope of improvement / amendments. This application can be modified from time totime as per the changing requirement of
the user with lesser cost and also the backendof the software can-be changed as per the storage requirement of the application and
to provide more security level features. This limitation with the application can also belooked into and enhancement can be made as per
the user requirement. Although this project is made only for a particular institute and supports a particular operating
system platform. The wide application of the projectthis small drawback hence proving itsworth
1.5 Module of Easy Education Management System

1.4 Objectives of the Study

This section covers the objectives of the study both general and specific.
1.4.1 General Objective
The main objective of the study is to design a students’ financial management information
system to manage students’ accommodation facilities in relation to fees payments.
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1.4.2 Specific Objectives

To study the current system and define the specific requirements required to be worked on.
To design a system specifically from a manual state to a computerized system as desired by
the administration.
To develop a system that allows easy and quick access to key and specific information as
desired by the administration.
To save time spent processing paper work, by automating the search of records.
To offer security to students’ data to avoid destruction and unauthorized manipulation of
data.
1.5 Significance of the Study
The new intended study will modify the way in which St Joseph’s Technical Institute activities
in relation to students and their payments for accommodation and academics are conducted.
The results of this study have potential benefits to the institute, which deals with its students. It
will provide facilitation to the mentioned users in several ways mostly maintaining accurate
records about the individual and activities.
The study will assist the organization staff and administration to monitor changes in activities,
delivering up to date reports on a real-time basis.
The study will reveal the changes in students’ response to the institute activities.
The study will assist ensure security of information by use of passwords, data integrity
by use of input standards in record keeping in the dean of students’ departments
and also have a secure database on the students’ records. This will help in planning,
registering and payments.
The study will reduce stationary costs incurred by the use of the existing system since IT
hardware and Software will be put in place to administer the database

1.1

1.5 Module of Easy Education Management System

1.1

1.5.1 Administration
 System User Group Setup
 System User Setup
 System User Authorization Setup
 Class Setup
 Section Setup
 Student Group Setup
 Subject Setup
 Stuff Designation Setup

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  Student Routine Setup
 Student Hall Setup
 Student Seat Setu
 System User Group Setup
 System User Setup
 System User Authorization Setup
 Class Setup
 Section Setup
 Student Group Setup
 Subject Setup
 Stuff Designation Setup
 Student Routine Setup
 Student Hall Setup
 Student Seat Setu
 System User Group Setup
 System User Setup
 System User Authorization Setup
 Class Setup
 Section Setup
 Student Group Setup
 Subject Setup
 Stuff Designation Setup
 Student Routine Setup
 Student Hall Setup
 Student Seat Setu
 System User Group Setup
 System User Setup
 System User Authorization Setup
 Class Setup
 Section Setup
 Student Group Setup
 Subject Setup
 Stuff Designation Setup
 Student Routine Setup
 Student Hall Setup
 Student Seat Setu
 System User Group Setup
 System User Setup
 System User Authorization Setup
 Class Setup
 Section Setup
 Student Group Setup
 Subject Setup
 Stuff Designation Setup
 Student Routine Setup
 Student Hall Setup
 Student Seat Setu
 System User Group Setup
 System User Setup
 System User Authorization Setup
 Class Setup
 Section Setup
 Student Group Setup
 Subject Setup
 Stuff Designation Setup
 Student Routine Setup
 Student Hall Setup
 Student Seat Setup
1.5.2 Personal Information Management System (PIMS)
i. Student Registration/ Admission
 Personal Information
 Guardian Information
ii. Employee/ Stuff Registration
 Personal Information
 Academic Information
 Professional Information
 Skills/ Training Information
1.5.3 Attendance

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  Holiday Setup
 Student Attendance
 Employee / Stuff Attendance
1.5.4 Result

RESEARCH METHODOLOGY
3.1 Introduction
This chapter shows you the methodology that will be used in the study, which will be the System
Development Life Cycle (SDLC). The systems development lifecycle is a conceptual model used
in project management that describes the stages involved in an information system development
project, from an initial feasibility study through maintenance of the completed application.
3.2 The design tools
3.2.1 Data Flow Diagram
A Data Flow Diagram (DFD) is a graphical representation of the "flow" of data through an
information system, modelling its process aspects. A DFD is often used as a preliminary step to
create an overview of the system, which can later be elaborated. DFDs can also be used for the
visualization of data processing (structured design).
The Data flow Diagram will explain how data is processed and transferred in a system. The
graphical depiction identifies each source of data and how it interacts with other data sources to
reach a common output.
The DFD will show what kind of information will be input to and output from the system, where
the data will come from and go to, and where the data will be stored.
Advantages and Disadvantages of DFDs
Advantages
The Data Flow Diagram method is an element of object oriented analysis and is widely used.
Use of Data Flow Diagrams promotes quick and relatively easy project code development. DFDs
are easy to learn with their few-and simple- to-understand symbols (once you decide on a
particular DFD model). The syntax used for designing DFDs is simple, employing English nouns
or noun adjective-verb constructs.
Disadvantages
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Data Flow Diagrams for large systems can become cumbersome, difficult to translate and read,
and be time consuming in their construction. Data flow can become confusing to programmers,
but DFDs are useless without the prerequisite detail: a Catch-22 situation. Different DFD models
employ different symbols (circles and rectangles, for example, for entities).
DFD does not show information about the timing of process or information about whether
processes will operate in sequence or in parallel.
3.3 The design of the study
The researcher’s interest is in designing a students’ financial management information system
focusing on all students records in relation to their accommodation. This design will use Visual
Basic 2010 in development of the source codes of all the interfaces, Microsoft office access as a
database to store the data, window’s paint as the picture editor to design interfaces.
3.4 Methods of data collection
a) Interviews
Interviews will be carried out to different people who know much about the institute, for
example dean of students, lecturers and other kitchen staff in the institute.
b) Observation
Observation will be carried out mainly about the conditions that prevail to students’
accommodation and food department in relation to their fees payments.
a) Documentation review
The documentation view is the secondary type of data collection that will involve reports,
magazines, journals, newspapers and so on about the institute to determine which data is
collected.
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3.5 Analysis of data
Data collected from different activities about the students will be sorted out according to
different activities, and meaningful information will be generated both in reports and other
outputs of the system.
3.6 Predicted limitations

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 Likely limitations in this study include shortage of finance

 Student Exam Setup

 Student Exam Result Entr

 INSTITUTE MANAGEMENT SYSTEM

This Institute Management System Software is a complete suite of applications that permits
all aspects of administration of institutes and colleges. This software helps you to capture,
manipulate and present student data in a meaningful manner, generating fast reports
automatically. Institute Management Software centralizes the data and automates institute
administration, thus meeting the communication and information needs of the entire
Institute in real time. (time.lk/institute-management-system-srilanka 2015).

Comparing with my project

INSTITUTE
Key Tasks Àkura MANAGEMENT My SMS
SYSTEM
Student
  
Management
Teachers
  
Management
Account
 Student only 
Management
Inventory
  
Management
Library   

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 Management

Problem in Brief

This school management system having five main management tools,

Student, Teachers, Inventory, Library, Account management system

Student management has some sub categories registration, attendants, Grade management and
Report generating. Reports are for individual performance, overall performance, for one
subject etc. Teachers management attendants, salary and report management, Inventory
management add, update, delete and report generation library management add all books and
tracking books and students, report generating

Aim

Developing School management system for wotiqo satalite schools.

Objectives

• Critical review of the School Management System

• Critical study of technologies that can solve the problem
• Design and develop a system for solving the problem
• Evaluation of the proposed system
• Bata releasing
• Preparation of final documentation

Proposed Solution

Student Management

 Student management Dip can add, update, delete student registration.

 Class Teachers can mark attndence of all students of his class only.
 Student management Dip can generate, print ID card for student.
 Teachers, students, prants can view students marks details.
 Student management Dip can add payment details but can’t edit.
 Exame result are generate by students grade and student by student.
 Attandence deteils report generated by class by class
 per class attandence report can generate monthly, yearly

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Figure 1 Student management

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Teachers Management

 Teachers management Dip can add, update, delete Teachersregistration.

 Teachers can mark attndence every day.
 Teachers management Dip can generate, print ID card for Teachers
 Teachers management Dip can Add salary details can’t edit.
 Teachers management Dip can add, update, delete class teachers.
 Paysheet printed by teachers management Dip.
 Attandence deteils report generated every teachers
 per teachers attandence report can generate monthly, yearly

Figure 2 Teachers Management

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Inventory Management

 Inventory manager can add,delete, update inventry details.

 Inventory managen can change inventry status as repired.
 Inventry report can generate Total inventry.
 Inventry report can generate class wise.

Figure 3 Inventory Management

Account Management

 Account manager can add account details.

 Account manager can print bill
 Payment details can print daily, monthly, yearly.

Figure 4 Account Management

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Library Management

 Library Staff can add,update,delete library stuent.

 Library Staff can add,update, delete Book details.
 Library Staff can print ID cards.
 If book not submited on with in one week 100/= payment will add to syudent payment
 Library Staff can generate book details name wise.
 Library Staff can print book lender report daily, monthly, yearly.

Figure 5 Library Management

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Resource Requirements

Hard : 1Gb

Ram : 512Mb

CPU : P4 or +

Windows OS

Monitor, Mouse and Keyboard is needed.

Deliverables

Software CD/DVD

Developer Document

User Document

Suggested Starting Point

This area has very functionalities so I need first define a border what are the potion I am going
to farceuse

Project Plan

Figure 6 Gant Chart

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Reference
Jone, 2015. TOTAL ACCESS FOR RESE. Requirements for Reports on Research Activity For Schools, Departments,
Centers & Institutes, 1(2012), p.14.

Pan, J., 2015. Requirements Analysis for a Student Information System. Student Information System, 1(2003-
2004), p.78.

10-things-school-management-systems-should-have, n.d. http://www.anseo.net/10-things-school-

management-systems-should-have/. [Online].

Bibliography
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based-school-management-system/ [Accessed 25 October 2015].

School-Management-System-SMS, 2015. expatads.com. [Online] Available at: https://www.expatads.com/46-

Sri-Lanka/posts/9-Education/110-Text-Books/113207-School-Management-System-SMS-.html [Accessed 24
October 2015].

simonmlewis, 2015. anseo.net. [Online] Available at: http://www.anseo.net/10-things-school-management-

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