Mini Project Report (BCS-554)

on
COLLEGE ERP SYSTEM
Submitted in partial fulfillment for award of
BACHELOR OF TECHNOLOGY
Degree
In
COMPUTER SCIENCE & ENGINEERING

2024-25
Under the Guidance of: Submitted By:

Ms. Chanchal Jayant Anubhav Maurya (2200330100055)

Ms. Samridhi Gulati Anil Kumar (2200330100046)

DEPARTMENT OF COMPUTER SCIENCE & ENGINEERING

RAJ KUMAR GOEL INSTITUTE OF TECHNOLOGY
DELHI-MEERUT ROAD, GHAZIABAD

Affiliated to Dr. A.P.J. Abdul Kalam Technical University, Lucknow

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 SYNOPSIS
Introduction
College ERP is a web-based application designed to streamline the academic and administrative
activities of educational institutions. This project is built using the MERN (MongoDB,
Express.js, React.js, Node.js) stack to ensure a robust, scalable, and efficient solution. The
system aims to enhance the productivity of administrative staff, faculty, and students by
providing a unified platform for managing daily operations.

Objective
 Simplify Administrative Processes: Streamline core administrative activities such as
managing students, faculty, and academic subjects, which can often be time-consuming
and error-prone when done manually.
 Role-Based Access: Provide secure access for administrators, faculty, and students, each
with distinct permissions and capabilities tailored to their specific needs and roles.
 Comprehensive Functionality: Enable key features like attendance tracking, test
creation, submission of assignments, and results management to support the academic
cycle effectively.
 Data Security and Privacy: Ensure data security through encryption and proper access
control mechanisms to safeguard sensitive academic information.

Motivation
The inefficiencies and challenges in manual record-keeping systems inspired the development of
this automated ERP system. Traditional paper-based processes are often slow, prone to errors,
and lack transparency. This project seeks to eliminate these issues by providing an integrated
platform for seamless operations. The goal is to reduce the administrative burden, improve
accuracy, and provide quick access to essential data. This approach enhances the productivity of
educational institutions and creates a better user experience for students, faculty, and
administrators.

Problem Definition
Educational institutions often struggle with the management of large volumes of data, including
student records, faculty information, and academic schedules. Manual processes are labor-
intensive, error-prone, and not scalable. The goal of this project is to create a comprehensive
College ERP system that integrates functionalities for:

 User Authentication: Secure login for administrators, faculty, and students with role-
based access control.
 Data Management: Efficient handling of student records, faculty profiles, attendance,
and exam results.
 Report Generation: Automated generation of reports for academic performance,
attendance summaries, and administrative insights.
 User-Friendly Interface: A clean, intuitive interface that allows users to easily access
and manage information.
By addressing these challenges, the College ERP system seeks to deliver a holistic solution for
managing the academic and administrative needs of educational institutions. The project focuses
on enhancing efficiency, security, and user experience, while reducing operational costs and
human errors.

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 List Of Content
Synopsis 2
List Of Content 3-4
List Of Table 5
List Of Figure 6

Chapter 1 Introduction 7
1.1 Overview 7
1.2 Objective 9
1.3 Motivation 10
1.4 Problem Definition 10
1.5 Scope of the Project 11
1.6 Technologies Used 11
1.7 Summary 11

Chapter 2: Hardware and Software Requirements 12

2.1 Overview 12
2.2 Hardware Requirements 12
2.2.1 Development Environment 12
2.2.2 Deployment Environment (Production Server) 12
2.3 Software Requirements 12
2.3.1 Development Software 12
2.3.2 Backend Software 12
2.3.3 Frontend Software 12
2.3.1 Server and Deployment Software 13
2.4 Technology Stack 13
2.5 System Requirements Summary 16
2.6 Conclusion 16

Chapter 3: DFD / ER Diagram / Wireframe / Application Architecture

17
3.1 Overview 17

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 3.2 Data Flow Diagram (DFD) 17
3.2.1 Level 0 DFD (Context Diagram) 17
3.3 ER Diagram (Entity-Relationship Diagram) 19
3.3.1 Entities and Relationships 19
3.3.2 ER Diagram 19
3.4 Wireframe 20
3.4.1 Admin Wireframe 20
3.4.2 Faculty Wireframe 20
3.4.3 Student Wireframe 20
3.5 Application Architecture 20
3.5.1 Presentation Layer 21
3.5.2 Business Logic Layer 21
3.5.3 Data Layer 21
3.6 Conclusion 22
Chapter 5: Project Modules Design / Database Tables / Software
Features 23
5.1 Project Modules Design 23
5.1.1 Admin Panel 23
5.1.2 Faculty Panel 23
5.1.3 Student Panel 23
5.2 Database Design 23
5.2.1 Admin Table 24
5.2.3 Faculty Table 25
5.3 Software Features 26

Chapter 6: Project Snapshots 27

6.1 Project Frontend/Look Snapshots 27
6.2 Project Backend Code Snapshot 30

Chapter 8: Future Scope 34

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 LIST OF TABLES

CHAPTER NO. TABLE NO. TITLE PAGE NO.

2 Table 2.1 List of Tech Stack 13

2 Table 2.2 List of Hardware Requirement 14

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 LIST OF FIGURES

CHAPTER TITLE PAGE

NO. NO.
3 Figure 3.1 level 0 DFD 15
3 Figure 3.2 level 1 DFD 16
3 Figure 3.3 ER Diagram 17
3 Figure 3.4 Application Architecture 19
6 Figure 6.1 Main Page 25
6 Figure 6.2 Admin Dashboard 26
6 Figure 6.3 Faculty Dashboard 26
6 Figure 6.4 Faculty Profile 27
6 Figure 6.5 Student Dashboard 27
6 Figure 6.6 Student Profile 28
6 Figure 6.7 Admin Backend Code Snapshot-1 28
6 Figure 6.8 Admin Backend Code Snapshot-2 29
6 Figure 6.9 Admin Backend Code Snapshot-3 29
6 Figure 6.10 Student Backend Code Snapshot-1 30
6 Figure 6.11 Faculty Backend Code Snapshot - 1 30
6 Figure 6.12 Faculty Backend Code Snapshot - 2 31

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Chapter 1 Introduction
1.1 Overview
The College ERP (Enterprise Resource Planning) system is a modern web-based
application designed to automate and streamline the academic, administrative, and
management processes of educational institutions. Built using the MERN (MongoDB,
Express.js, React.js, and Node.js) stack, this system offers a fast, secure, and user-
friendly platform for managing key institutional operations. By digitizing manual
processes such as student records, attendance tracking, and faculty management, the
system enhances operational efficiency, reduces paperwork, and ensures greater accuracy
and transparency.
Unlike traditional paper-based systems, this ERP provides role-based access to three key
stakeholders — Admin, Faculty, and Students — each with specific functionalities and
privileges. Admins can manage users (students, faculty, and other admins), create new
departments and subjects, and manage system notices. Faculty can mark attendance,
upload marks, and create exams, while students can view their progress, attendance, and
grades through an intuitive and user-friendly interface.

1.2 Objective
The main objective of this project is to develop a fully functional College ERP system that
automates and digitizes the key operations of an educational institution. The system aims to:
 Provide Role-Based Access: Separate panels for admins, faculty, and students with
role-specific permissions.
 Reduce Manual Effort: Minimize manual data entry and paper-based records,
thereby reducing administrative burden.
 Increase Efficiency: Automate critical academic processes like attendance tracking,
marks entry, and user authentication.
 Ensure Security: Implement JWT (JSON Web Token) authentication to safeguard
sensitive data and prevent unauthorized access.
 Enhance Usability: Offer a responsive, user-friendly interface that enables easy
navigation and system usage.

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1.3 Motivation
Educational institutions often face challenges in managing academic and administrative
processes due to the reliance on manual, paper-based systems. Traditional methods for
tracking attendance, student marks, and administrative notices are time-consuming, prone
to errors, and difficult to manage at scale. These limitations motivated the development
of a digital system that automates routine tasks and provides real-time access to
information.
The idea for this project was driven by the need to reduce the time and effort required to
manage large datasets related to student records, attendance, and exam results. By
leveraging modern technologies like the MERN stack, this system provides a solution
that is not only efficient but also secure and user-friendly. The project aims to address the
pain points experienced by students, faculty, and administrators, ultimately creating a
smarter, faster, and more accessible platform for managing institutional operations.

1.4 Problem Definition

The primary problem faced by educational institutions is the reliance on traditional, manual
processes for administrative and academic tasks. These systems are inefficient, time-
consuming, and susceptible to errors. Institutions face challenges in managing student data,
faculty performance, attendance records, and exam results.
Key Challenges:
 Manual Record Keeping: Tracking attendance, marks, and student information
manually is labor-intensive and prone to human error.
 Data Security: Paper-based records are vulnerable to loss, damage, and unauthorized
access.
 Limited Accessibility: Accessing academic information is slow and limited to
physical storage areas, making it difficult for users to obtain real-time updates.
To solve these issues, a comprehensive College ERP system is proposed. This system
integrates multiple processes into a single platform, offering features like role-based access,
attendance management, marks uploading, profile management, and administrative control.
The use of JWT-based authentication ensures secure access for each user.

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1.5 Scope of the Project
The College ERP system will have the following scope and features:
1. User Roles: Separate dashboards for Admin, Faculty, and Students.
2. Authentication and Security: JWT-based authentication for secure logins and user-
specific access control.
3. Administrative Control: Admin can manage students, faculty, departments, and
system notices.
4. Attendance and Marks Management: Faculty can mark attendance, upload marks,
and create exams.
5. User Profile Management: Students, faculty, and admins can update their profiles
and passwords.
6. Error Handling and Validation: Form validation to ensure accurate data input,
reducing the risk of invalid entries.

1.6 Technologies Used

The College ERP system is developed using the MERN stack for optimal performance,
scalability, and efficiency.
1. MongoDB: For database management and secure data storage.
2. Express.js: For server-side logic and handling API requests.
3. React.js: For creating a dynamic and responsive user interface.
4. Node.js: For server-side execution and managing asynchronous operations.
5. JWT (JSON Web Token): For user authentication and secure access control.
6. Redux: For state management, ensuring smooth data flow between components.
7. Tailwind CSS: For modern, clean, and responsive user interface design.

1.7 Summary
The College ERP system is an advanced solution aimed at automating academic and
administrative tasks for educational institutions. It is designed to overcome the limitations
of manual processes, improve operational efficiency, and ensure secure, role-based
access for admins, faculty, and students. The system employs the MERN stack to offer a
dynamic, user-friendly, and secure platform for all stakeholders. With features like role-
based login, attendance tracking, profile management, and test creation, the College ERP
system significantly reduces manual workload while improving accuracy, transparency,
and security.

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Chapter 2: Hardware and Software Requirements
2.1 Overview
The development and deployment of the College ERP system require a combination of
hardware and software resources to ensure smooth functioning, efficient processing, and
scalability. Since the system is built using the MERN (MongoDB, Express.js, React.js,
and Node.js) stack, the requirements are divided into hardware and software components.
Proper hardware ensures performance and reliability, while the software stack supports
the development, execution, and deployment of the system.
This chapter outlines the hardware specifications required for both development and
deployment environments, as well as the software tools, libraries, and frameworks used
to develop and run the system.

2.2 Hardware Requirements

To ensure the College ERP system runs efficiently, it is crucial to have the necessary
hardware resources. The hardware requirements vary depending on the environment —
Development Environment and Deployment Environment (Production Server).

2.2.1 Development Environment

The development environment is where the application is built, tested, and
debugged before being deployed to production. Below are the hardware
specifications for the development system:
 Processor: Intel i5 (10th Gen or higher) or AMD Ryzen 5 (or higher)
 RAM: Minimum 8 GB (16 GB recommended for smoother multitasking)
 Storage: Minimum 256 GB SSD (Solid State Drive) for fast read/write operations
 Graphics: Integrated graphics (Dedicated graphics card not required)
 Operating System: Windows 10/11, Linux (Ubuntu 20.04 or higher), or macOS
 Network: Stable internet connection for downloading libraries, frameworks, and
connecting to remote servers

2.2.2 Deployment Environment (Production Server)

The deployment environment requires a dedicated server to host the system and allow
access to students, faculty, and administrators. The hardware specifications for the
production server are as follows:
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  Processor: Quad-core processor (Intel Xeon or AMD EPYC)
 RAM: Minimum 16 GB (32 GB recommended for better performance under high
user load)
 Storage: SSD with a minimum capacity of 512 GB (to store databases, logs, and
backups)
 Server: Cloud server (AWS, Digital Ocean, or Heroku) or On-Premises Server
 Operating System: Linux (Ubuntu 20.04 or higher) for better security and
performance
 Network: High-speed internet connection with a minimum of 10 Mbps upload
and download speed
 Backup System: External or cloud backup solution for database and files

2.3 Software Requirements

The development of the College ERP system requires a range of software, including
development tools, frameworks, libraries, and server management software. This section
highlights the essential software used for both development and production.
2.3.1 Development Software
The following tools are required for the development of the College ERP system:
 Operating System: Windows 10/11, Linux (Ubuntu 20.04 or higher), or
macOS
 Code Editor: Visual Studio Code (VS Code) for writing and managing the
source code
 Version Control: Git for source code management and GitHub for remote
repository hosting
 Browser: Google Chrome, Mozilla Firefox, or Microsoft Edge for testing the
web application
 Terminal: Command Prompt (Windows) or Bash/Shell (Linux/Mac) to run
development commands
 Package Manager: Node Package Manager (NPM) or Yarn for installing
dependencies and libraries

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2.3.2 Backend Software
The backend is responsible for handling data, server logic, and user authentication. The
following software tools and libraries are used to create the backend of the system:
 Node.js: JavaScript runtime environment for running backend code
 Express.js: Lightweight web application framework for Node.js used to create
REST APIs
 MongoDB: NoSQL database used to store and manage system data (such as user
data, marks, attendance, and notices)
 JWT (JSON Web Tokens): Used for secure user authentication and role-based
access control
 Mongoose: Object Data Modeling (ODM) library for MongoDB to structure the
database schema and perform CRUD operations
 . env: Used to load environment variables from a .env file, such as API keys,
MongoDB URIs, and secret keys

2.3.3 Frontend Software

The front end provides the user interface (UI) for administrators, faculty, and
students. The following libraries and frameworks are used to create a modern,
responsive, and dynamic interface:
 React.js: A front-end JavaScript library for building user interfaces and
managing component-based development
 Redux: Used for managing global application state and maintaining data
consistency across components
 Tailwind CSS: A utility-first CSS framework to create a responsive and
modern user interface quickly
 Material UI (MUI) Icons: Provides a wide range of ready-to-use icons to
enhance the design and interactivity of the UI
o Axios: Used for making HTTP requests to the backend API, allowing the
frontend to send and receive data from the server

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 2.3.4 Server and Deployment Software
The following software tools are used for server deployment and management:
 Cloud Hosting: AWS, Heroku, Digital Ocean, or any other cloud service
provider for hosting the production server
 Nginx/Apache: Web server software used to handle incoming HTTP requests and
serve the frontend application
 PM2: A process manager for Node.js applications, ensuring the backend server
stays active and restarts on failure
 SSL Certificate: Ensures secure HTTPS communication between clients and the
server
 Docker (Optional): Containerization tool to package the application into
containers for easier deployment.

2.4 Technology Stack

The College ERP system is developed using the MERN stack. Each technology in this stack
plays a vital role in ensuring the system's efficiency, scalability, and security.

Technology Purpose

MongoDB NoSQL database for storing user data, attendance, marks, and more

Express.js Backend framework to manage API routes and server logic

React.js Frontend framework for building responsive, dynamic user interfaces

Node.js JavaScript runtime for running backend logic and server-side code
Table 2.1 List of Tech Stack

Other supporting technologies include JWT for authentication, Redux for state management,
Tailwind CSS for styling, and Material UI Icons for enhancing the user interface.

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2.5 System Requirements Summary
The table below summarizes the hardware and software requirements for both
development and deployment environments.

Category Requirement Development Production

Processor Intel i5 / Ryzen 5 (or higher)

16 GB (32 GB
RAM 8 GB (16 GB Recommended)
Recommended)

Storage 256 GB SSD (Min) 512 GB SSD (Min)

Operating
Windows/Linux/macOS Ubuntu/Linux
System

Internet Stable Internet (10 Mbps)

MERN (MongoDB, Express.js,

Software Stack
React.js, Node.js)

Cloud Server
Hosting Localhost (for development)
(AWS/Heroku)

Authentication JWT-based authentication

Tabel 2.2 List of Hardware Requirements

2.6 Conclusion
The success of the College ERP system depends on the availability of essential hardware and
software resources. The development environment requires a moderately powerful system with
sufficient RAM and storage to support the development tools and libraries. The production
environment, on the other hand, requires a more robust server with higher specifications to
handle multiple concurrent user requests and ensure a smooth user experience.
The MERN stack is at the heart of the software requirements, ensuring a seamless development
process and offering scalability, maintainability, and cross-platform compatibility. Essential tools
like Node.js, Express.js, React.js, and MongoDB work together to create a powerful, modern,
and user-friendly web application.
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Chapter 3: DFD / ER Diagram / Wireframe / Application
Architecture

3.1 Overview
The College ERP System built using the MERN stack requires proper system modeling to
visualize its data flow, relationships between entities, user interactions, and overall
application architecture. This chapter provides the following essential models and diagrams:
 Data Flow Diagram (DFD): Illustrates the flow of data within the system.
 Entity-Relationship (ER) Diagram: Defines the relationships between different
entities in the system.
 Wireframe: Provides a visual blueprint of the system's user interface (UI).
 Application Architecture: Describes the structure of the College ERP system and
how the components interact with one another.

3.2 Data Flow Diagram (DFD)

A Data Flow Diagram (DFD) represents the flow of data within the College ERP
system. It visually shows how information flows from input to processing and output.
The DFD for the system is divided into levels, starting with Level 0 (Context Diagram)
and progressing to Level 1 and Level 2 DFDs for more details.

3.2.1 Level 0 DFD (Context Diagram)

The Level 0 DFD shows the system as a single process and its interaction with
external entities such as Admin, Faculty, Student, and Database.

Figure 3.1 level 0 DFD

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Explanation:
 External Entities: Admin, Faculty, Student, and Database
 System: College ERP system acts as a single process.
 Data Flow: Arrows show the interaction between external entities and the system.

3.2.2 Level 1 DFD

The Level 1 DFD breaks down the College ERP system into its key processes, such as
User Management, Attendance Management, Marks Management, and Notice
Management.

Figure 3.2 level 1 DFD

Processes:
1. User Management: Add, Update, Delete, View users (Admin, Faculty, Students).
2. Attendance Management: Faculty marks attendance for students and stores it in the
database.
3. Marks Management: Faculty enters student test marks, and students can view their
marks.
4. Notice Management: Admin creates, updates, or deletes notices for all users.

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3.3 ER Diagram (Entity-Relationship Diagram)
The Entity-Relationship (ER) Diagram is a graphical representation of the relationships
between entities in the College ERP system. It helps define the database schema and
structure.
3.3.1 Entities and Relationships
1. Admin: Manages system users (students, faculty, and other admins) and handles
notices.
2. Faculty: Marks student attendance, creates tests, and uploads marks.
3. Student: Views marks, attendance, and profile.
4. Notice: Admin creates notices for students and faculty.
5. Attendance: Faculty marks student attendance for specific subjects.
6. Marks: Faculty uploads student marks for specific tests.
7. Subject: Subjects are linked to departments, and students are assigned subjects.

3.3.2 ER Diagram

Figure 3.3 ER Diagram

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 Relationships:
 Admin manages Faculty, Students, and Notices.
 Faculty assigns Marks to Students.
 Students belong to a department and study Subjects.
 Subjects are linked to Departments.

3.4 Wireframe
The Wireframe represents the layout of the College ERP's user interface (UI) for
different users (Admin, Faculty, and Student). It shows how elements are arranged on the
screen and provides a basic structure of each page.
3.4.1 Admin Wireframe
1. Dashboard: Overview of total students, faculty, and notices.
2. Manage Users: Add, Update, Delete users (Admins, Students, and Faculty).
3. Notice Board: Add, Update, Delete notices.

3.4.2 Faculty Wireframe

1. Dashboard: Overview of attendance, tests, and student information.
2. Attendance: Mark attendance for students.
3. Marks: Upload test marks for students.

3.4.3 Student Wireframe

1. Dashboard: Overview of marks, attendance, and profile information.
2. View Attendance: View attendance details for all subjects.
3. View Marks: View test marks for specific subjects.

3.5 Application Architecture

The College ERP system follows a 3-tier architecture consisting of Presentation
Layer, Business Logic Layer, and Data Layer. This structure ensures scalability,
maintainability, and security.

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 Figure 3.4 Application Architecture

3.5.1 Presentation Layer

The Presentation Layer is responsible for displaying content to users and handling user
input. It is built using React.js and styled using Tailwind CSS and Material UI Icons.
This layer interacts with the Business Logic Layer via API calls using Axios.

3.5.2 Business Logic Layer

The Business Logic Layer processes requests from the Presentation Layer and
communicates with the Data Layer. It is built using Node.js and Express.js. This layer
contains the logic for user authentication, data validation, and routing. Key components
include:
 API Routes: Define endpoints for login, attendance, marks, notices, and CRUD
operations.
 Middleware: Handles JWT-based authentication and role-based access control.

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 3.5.3 Data Layer
The Data Layer is responsible for storing and managing data. It uses MongoDB as the
database. The Mongoose library is used to define the schema for collections like Users,
Marks, Attendance, Subjects, and Notices.

Collections in MongoDB:
 Users: Stores details of Admins, Faculty, and Students.
 Attendance: Stores attendance records for students.
 Marks: Stores test marks for students.
 Notices: Stores notices created by the admin.

3.6 Conclusion
The DFD, ER Diagram, Wireframe, and Application Architecture play a crucial role
in system design. The Data Flow Diagram illustrates how data moves through the
system, while the ER Diagram shows the relationship between various database entities.
The Wireframe provides a clear layout of the user interface, and the Application
Architecture defines how the layers interact. This structured approach ensures
scalability, maintainability, and security in the College ERP system.
By adhering to this architecture, the system achieves seamless user interaction, efficient
data management, and role-based access control for Admin, Faculty, and Students.

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Chapter 5: Project Modules Design / Database Tables / Software
Features

5.1 Project Modules Design

The College ERP system consists of three main panels, each catering to different user
roles and functionalities. These are:
5.1.1 Admin Panel
The Admin Panel serves as the central hub for managing the system. The admin can
perform operations like:
 Managing Users: Add, update, or remove users (Admin, Faculty, Students).
 Managing Notices: Post, edit, or delete notices visible to faculty and students.
 Managing Attendance and Marks: Oversee attendance and marks for all
students.
5.1.2 Faculty Panel
The Faculty Panel is designed for instructors to manage their students' data. Faculty
members can:
 Mark Attendance: Record daily attendance for students in their classes.
 Assign Marks: Upload marks for students for various assessments.
 View Class Details: Access student information, attendance history, and
marks.
5.1.3 Student Panel
The Student Panel is for students to access their academic records. Students can:
 View Attendance: Check their attendance records for different subjects.
 View Marks: View their grades for various subjects and assessments.
 Update Profile: Edit personal information like name, email, etc.

5.2 Database Design

The College ERP system relies on a MongoDB database, where different collections
store the system’s data. Below are the key collections for storing user and academic-
related data:

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5.2.1 Admin Table
This collection stores the details of all admin users.
{
_id: ObjectId('675c1200cb3a23d777c40fe0'),
name: 'Anil Kumar',
email: '[email protected]',
password:
'$2a$10$5OZOEg5eZ6c9celshg8GCO4Icga7rvNAYUCkV3gil7k7YkDR/W7p
e',
username: 'ADM202401000',
department: 'CSE',
dob: '2024-12-13',
joiningYear: '2024',
avatar: '',
contactNumber: 451646454646,
passwordUpdated: true,
__v: 0
}
5.2.2 Student Table
This collection stores student information including personal details, attendance,
and marks.
{
_id: ObjectId('675b24259034566a863c6483'),
name: 'ADIYA RAJ',
email: '[email protected]',
avatar: '',
password:
'$2a$10$mtL8wcUav3V57z8G6whJCuNhf7r73TAhn6uqUEFo/x1LNmAntJpz
.',
year: 3,

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 subjects: [
ObjectId('675b253f9034566a863c648d')
],
username: 'STU202401000',
gender: 'Male',
fatherName: 'xyz',
motherName: 'xyz',
department: 'CSE',
section: '1',
batch: '2024-2025',
contactNumber: 4558454565,
fatherContactNumber: 46134963646,
dob: '2024-12-12',
passwordUpdated: true,
__v: 1 }
5.2.3 Faculty Table
{
_id: ObjectId('675b22529034566a863c6475'),
name: 'MR. CHANCHAL',
email: '[email protected]',
avatar: '',
password:
'$2a$10$keCk4R5A2aM/SqaPwMuQoOk3MFLW6eCkaeYkez9H2sYQ3OKDMUFF
2',
username: 'FAC202401000',
gender: 'Female',
designation: 'NA',
department: 'CSE',
contactNumber: 4564564565,
dob: '2024-12-09',
joiningYear: 2024,
passwordUpdated: false,
__v: 0

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 }
5.3 Software Features
The College ERP system is designed to offer the following features:
 User Authentication: Secure login system for admin, faculty, and students using
JWT for token-based authentication.
 Role-Based Access Control: Different roles (Admin, Faculty, Student) have different
access privileges and views.
 Attendance Management: Faculty can mark and view attendance for students.
 Marks Management: Faculty can upload and students can view marks.
 Notice Management: Admin can create notices for faculty and students.
 Profile Management: Students can view and update their profile information.

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Chapter 6: Project Snapshots
6.1 Project Frontend/Look Snapshots
Snapshots will showcase the Admin, Faculty, and Student panels. The following
sections outline the key functionalities captured in screenshots:

Figure 6.1 Main Page

Admin Panel Snapshot: Displays user management interface, notice board, and control
over student and faculty records.

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 Figure 6.2 Admin Dashboard

Faculty Panel Snapshot: Displays attendance marking and marks upload interface.

Figure 6.3 Faculty Dashboard

FACULTY PROFILE

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 Figure 6.4 Faculty Profile

Student Panel Snapshot: Displays dashboard for students to access marks, attendance,
and profile details.

Figure 6.5 Student Dashboard

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 Figure 6.6 Student Profile

6.2 Project Backend Code Snapshot

Figure 6.7 Admin Backend Code Snapshot-1

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Figure 6.8 Admin Backend Code Snapshot-2

Figure 6.9 Admin Backend Code Snapshot-3

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Figure 6.10 Student Backend Code Snapshot-1

Figure 6.11 Faculty Backend Code Snapshot - 1

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Figure 6.12 Faculty Backend Code Snapshot - 2

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Chapter 7: Limitations
Despite its extensive features, the College ERP (Enterprise Resource Planning)
system does have certain limitations that may impact on its usability, scalability, and
overall efficiency. Recognizing these limitations is essential for planning future
improvements and ensuring the system meets the evolving needs of educational
institutions. The key limitations are as follows:
1. Mobile Responsiveness: While the College ERP system provides a functional
web-based interface, it is not fully optimized for mobile devices. This lack of full
mobile responsiveness can result in a subpar user experience for students,
teachers, and administrators who prefer to access the platform on their
smartphones or tablets. Limited screen adaptability may cause issues such as
distorted layouts, overlapping elements, and unreadable text, ultimately affecting
the user’s ability to navigate and perform tasks efficiently. Given the increasing
reliance on mobile devices, this limitation reduces the system's accessibility and
convenience.
2. Customization Capabilities: The system offers limited customization options for
administrators, especially in terms of interface design and layout. Unlike modern,
highly customizable platforms, the College ERP system restricts users from
modifying themes, adjusting user roles, or altering system workflows to suit their
specific institutional needs. This rigidity can pose challenges for institutions with
unique operational requirements. For example, colleges may wish to customize
the dashboard layout, add institution-specific modules, or alter notification
settings, but the system’s current architecture does not support these changes. As
a result, users must rely on technical support or development teams to implement
even minor customizations.

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Chapter 8: Future Scope
The College ERP system, while functional and impactful, has the potential for significant
growth and enhancement. Addressing its current limitations and integrating new features can
significantly boost its utility, adaptability, and user satisfaction. Here are some of the most
promising areas for future development:
1. Enhanced Mobile Responsiveness: One of the most critical areas for improvement is
ensuring the system’s full compatibility with mobile devices. By incorporating
responsive design principles and leveraging modern front-end frameworks such as React
or Flutter, the system’s interface can be adapted to various screen sizes. Mobile-first
design would allow students, teachers, and administrators to access the system seamlessly
from any device. This improvement will enhance usability, increase accessibility, and
cater to the growing demand for mobile-friendly platforms in educational institutions.
2. Inclusion of Non-Academic Features: Currently, the College ERP system focuses
primarily on academic functions like attendance tracking, marks management, and notice
distribution. However, educational institutions also require tools to manage non-academic
activities such as extracurricular programs, sports events, and cultural events. Adding
modules to support the management of extracurricular activities can significantly enhance
the system’s comprehensiveness. This addition will enable institutions to manage
registrations, track participation, and schedule events, creating a more holistic platform
that addresses both academic and non-academic needs.
3. Improved Flexibility in Entity Management: Flexibility in managing entities such as
users, departments, subjects, and academic sessions is a critical requirement for modern
ERP systems. Currently, the College ERP system has limited capabilities for adding,
modifying, or removing these entities dynamically. In the future, incorporating a user-
friendly admin panel with drag-and-drop features and easy-to-use entity creation tools
can empower administrators to make changes independently. This flexibility will reduce
reliance on technical support, enabling institutions to modify and customize the
platform’s structure as needed. For example, if a new course or department is introduced,
administrators should be able to add it to the system without technical intervention.
4. Integration with Third-Party Tools and APIs: To further enhance its functionality, the
College ERP system could support integration with third-party tools and APIs.
Integrations with payment gateways, messaging services, and Learning Management
Systems (LMS) can simplify fee collection, facilitate real-time notifications, and link the

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 ERP with e-learning platforms. This integration will offer a seamless experience for
students and faculty while reducing manual effort.
5. Advanced Analytics and Reporting: Data-driven decision-making is vital for
institutional growth and improvement. Currently, the reporting features of the College
ERP system are limited to basic statistics on attendance and marks. Future versions of the
system can integrate advanced analytics tools, enabling real-time dashboards and
predictive analytics. Features such as student performance trends, predictive drop-out
rates, and personalized learning recommendations can be developed to provide actionable
insights for educators and administrators.
6. Role-Based Customization and Access Control: To enhance security and privacy, role-
based access control can be introduced. Currently, users may have access to more
information than necessary due to the system’s limited role differentiation. By
incorporating role-based access, institutions can ensure that users (students, faculty, and
administrators) have access only to the information relevant to their role. This feature will
improve data security and simplify the user experience.

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Chapter 15: Conclusion
The College ERP Project has proven to be a transformative solution for educational
institutions, addressing key operational challenges and fostering a more streamlined and
transparent approach to academic management. By automating core processes such as
attendance tracking, marks management, and notice distribution, the system significantly
reduces manual effort and administrative burden. It enables a centralized approach to data
storage and retrieval, improving data consistency, accuracy, and security.
The system’s impact extends beyond administration, as students and faculty benefit from
an intuitive, self-service platform. With features like real-time notifications, students
remain updated on academic announcements, while teachers can efficiently manage
attendance and mark submissions. This streamlined process promotes better
communication and enhances the overall educational experience.
While the College ERP system successfully addresses many of the pain points faced by
institutions, there are areas that warrant further development. Enhanced mobile
responsiveness, increased customization options, and support for non-academic features
are among the most pressing priorities. Addressing these aspects will ensure the system
remains competitive, relevant, and capable of meeting the evolving demands of modern
educational institutions.
In conclusion, the College ERP system represents a significant step forward in
modernizing the academic management process. By prioritizing user experience, system
flexibility, and accessibility, future iterations of the system have the potential to become
an all-encompassing solution for educational institutions. Continued investment in
research, development, and user feedback will be essential to ensuring the system’s
growth and success. Institutions adopting this system can expect to see increased
efficiency, reduced operational costs, and improved academic outcomes for students and
faculty alike.

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