<<AutoApplica>>

A
Project Report
Submitted in partial fulfillment of the requirement for the award of degree of
Bachelor of Technology
In
Information Technology or Computer Science & Engineering (Data Science) or Computer
Science & Engineering (Internet of Things)

Submitted to
RAJIV GANDHI PROUDYOGIKI VISHWAVIDYALAYA,
BHOPAL (M.P.)

Guided By Submitted By
Prof. Student Name1 (Roll No)
Student Name2 (Roll No)
Student Name3 (Roll No)
Student Name4 (Roll No)

DEPARTMENT OF INFORMATION TECHNOLOGY or CSE(DS) or CS(IoT)

ACROPOLIS INSTITUTE OF TECHNOLOGY & RESEARCH,
INDORE (M.P.) 452020
2023-2024

2
 II

Declaration
I hereby declared that the work, which is being presented in the project entitled Title of the project
partial fulfillment of the requirement for the award of the degree of Bachelor of Technology,
submitted in the department of Information Technology or Computer Science & Engineering (Data
Science) or Computer Science & Engineering (Internet of Things) at Acropolis Institute of
Technology & Research, Indore is an authentic record of my own work carried under the
supervision of “Prof./Dr. <<Project Guide>>”. I have not submitted the matter embodied in this
report for the award of any other degree.

<Student Name> <Roll No>

Prof./Dr. <Project Guide>

Supervisor

II
1

II
IIhehe
 III

Project Approval Form

I hereby recommend that the project <Title of Project> prepared under my supervision by
<Student Name (Roll No.)> be accepted in partial fulfillment of the requirement for the degree
of Bachelor of Technology in Information Technology or Computer Science & Engineering (Data
Science) or Computer Science & Engineering (Internet of Things).

<<Supervisor Name>>

Supervisor

Recommendation concurred in 2023-2024

<<Name>>

Project Incharge

Prof. Deepak Singh Chouhan

Project Coordinator

III
1

III
IIIhehe
IV

IV
1

IV
IVhehe
 V

Acropolis Institute of Technology & Research

Department of Information Technology or Computer
Science & Engineering (Data Science) or Computer Science
& Engineering (Internet of Things)

Certificate
The project work entitled Title of The Project submitted by <Name of the student (Enrollment
No)> is approved as partial fulfillment for the award of the degree of Bachelor of Technology
in Information Technology or Computer Science & Engineering (Data Science) or Computer
Science & Engineering (Internet of Things) by Rajiv Gandhi Proudyogiki Vishwavidyalaya,
Bhopal (M.P.).

V
1

V
Vhehe
 VI

Internal Examiner External Examiner

Name:………………. Name: ……………..

Date: …./…/……….. Date: …./…/………..

VI
1

VI
VIhehe
 VII

Acknowledgement

With boundless love and appreciation, we/I would like to extend our/my heartfelt gratitude and
appreciation to the people who helped us/me to bring this work to reality. We/I would like to have
some space of acknowledgement for them.

Foremost, our/I would like to express our/ my sincere gratitude to our/my supervisor, Prof. /Dr.
Your Guide whose expertise, consistent guidance, ample time spent and consistent advice that
helped us/me to bring this study into success.

To the project in-charge Prof. <Name of Incharge> and project coordinator Prof. Deepak Singh
Chouhan for their constructive comments, suggestions, and critiquing even in hardship.

To the honorable Prof. (Dr.) Prashant Lakkadwala, Head, Department of Information

Technology or Computer Science & Engineering (Data Science) or Computer Science &
Engineering (Internet of Things) for his favorable responses regarding the study and providing
necessary facilities.

To the honorable Dr. S.C. Sharma, Director, AITR, Indore for his unending support, advice and
effort to make it possible.

Finally, I/we would like to pay my/our thanks to faculty members and staff of the Department of
Computer Science & Engineering for their timely help and support.

We/I also like to pay thanks to our/my parents for their eternal love, support and prayers without
them it is not possible.

Student 1(Roll No)

Student 2(Roll No)

Student 3(Roll No)

VII
1

VII
VIIhehe
 VIII

Student 4(Roll No)

Abstract

AutoApplica is a user-friendly web application designed to simplify the process of submitting

various forms digitally from students to their teachers within educational institutions. Developed
using ReactJS, Node.js, and MongoDB, AutoApplica offers a modern solution to replace the
traditional paper-based method of form submission.

With AutoApplica, students can easily select from a range of pre-written templates for common
requests such as sick leave, event permissions, or academic accommodations. The intuitive
interface provided by ReactJS ensures a smooth user experience, allowing students to fill out and
submit forms with ease.

AutoApplica saves time and lowers the possibility of error by digitizing the application process,
doing away with the need for laborious paperwork and manual submission. Using ready-made
templates for various request types—like sick leave, event permits, or academic
accommodations—students may submit forms online with ease. Students will find the procedure
easier to understand and more intuitive as a result.

The backend functionality and APIs of AutoApplica are powered by Node.js in the background,
allowing for smooth frontend and backend system connection. The database is MongoDB, which
safely and effectively stores application data to enable prompt access and retrieval as required.

The backend functionality and APIs of AutoApplica are powered by Node.js in the background,
allowing for smooth frontend and backend system connection. The database is MongoDB, which
safely and effectively stores application data to enable prompt access and retrieval as required.

VIII
1

VIII
VIIIhehe
 IX

The potential of utilizing contemporary technologies to update administrative procedures in

educational institutions is demonstrated by the successful implementation of AutoApplica.
AutoApplica's digitization of the application process enhances speed and convenience while
fostering accountability, transparency, and adherence to institutional norms.

In conclusion, AutoApplica is a major advancement in the simplification of administrative

procedures in educational establishments, illustrating the revolutionary potential of technology to
improve the quality of education for both instructors and students.

IX
1

IX
IXhehe
 X

Table of Content

Declaration ………………………………………………………………………….

Project Approval Form ……………………………………………………………

Acknowledgement …………………..

Abstract …………………………

List of Figures……

Chapter 1: Introduction

1.1 Rationale …………………………………………………………….pg no

1.2 Existing System ……………………………………………………..pg no

1.3 Problem Formulation

1.4 Proposed System

1.5 Objectives

1.6 Contribution of the Project

1.6.1 Market Potential

1.6.2 Innovativeness

1.6.3 Usefulness

1.7 Report Organization

Chapter 2: Requirement Engineering

2.1 Feasibility Study (Technical, Economical, Operational)

2.2 Requirement Collection

X
1

X
Xhehe
 XI

2.2.1 Discussion

2.2.2 Requirement Analysis

2.3 Requirements

2.3.1 Functional Requirements

2.3.1.1 Statement of Functionality

2.3.2 Nonfunctional Requirements

2.3.2.1 Statement of Functionality

2.4 Hardware & Software Requirements

2.4.1 Hardware Requirement (Developer & End User)

2.4.2 Software Requirement (Developer & End User)

2.5 Use-case Diagrams

2.5.1 Use-case Descriptions

Chapter 3: Analysis & Conceptual Design & Technical Architecture

3.1 Technical Architecture

3.2 Sequence Diagrams

3.3 Class Diagrams

3.4 DFD

3.5 User Interface Design

3.6 Data Design

3.6.1 Schema Definitions

3.6.2 E-R Diagram

XI
1

XI
XIhehe
 XII

Chapter 4: Implementation & Testing

4.1 Methodology

4.1.1 Proposed Algorithm

4.2 Implementation Approach

4.2.1 Introduction to Languages, IDEs Tools and Technologies

4.3 Testing Approaches

4.3.1 Unit Testing

a. Test Cases

4.3.2 Integration Testing

b. Test Cases

Chapter 5: Results & Discussion

5.1 User Interface Representation

5.1.1 Brief Description of Various Modules

5.2 Snapshot of System with Brief Description

5.3 Database Description

5.3.1 Snapshot of Database Tables with Brief Description

5.4 Final Findings

6. Conclusion & Future Scope

6.1 Conclusion

6.2 Future Scope

REFERENCES

XII
1

XII
XIIhehe
 XIII

Appendix A: Project Synopsis

Appendix B: Guide Interaction Report (*Duly Signed by Guide)

Appendix C: User Manual

Appendix D: Git/GitHub Commits/Version History

List of Figures
2.5 Use Case Diagram

3.2 Sequence Diagram

3.3 Data Flow Diagram

3.6.1 E-R Diagram

5.2 Snapshots of System

XIII
1

XIII
XIIIhehe
 XIV

Chapter 1 - Introduction
This report outlines the development process of AutoApplica, a web-based application designed
to simplify the digital submission of various forms from students to their teachers within
educational institutions. It details the rationale, existing system challenges, problem formulation,
proposed solution, objectives, contribution, and report organization.

1.1 Rationale
The rationale for AutoApplica stems from the need to revolutionize administrative workflows in
educational institutions. Traditional paper-based methods of form submission often result in

XIV
1

XIV
XIVhehe
 XV

inefficiencies, delays, and errors. AutoApplica aims to address these challenges by providing a
user-friendly digital platform for students to submit forms to their teachers. By streamlining the
process, AutoApplica saves time, enhances convenience, and promotes transparency and
accountability. With features like pre-written templates and real-time communication,
AutoApplica modernizes administrative tasks, allowing both students and teachers to focus more
on learning and teaching. By leveraging technology to simplify administrative processes,
AutoApplica transforms the educational experience, fostering a more efficient and productive
environment for all stakeholders involved.

Some points which talk about how AutoApplica is better -

1. Streamlining Administrative Workflows: AutoApplica digitizes the process of form

submission in educational institutions, replacing traditional paper-based methods with a
user-friendly digital platform.
2. Enhancing Efficiency: By automating form submission, AutoApplica reduces processing
times, minimizes errors, and improves overall administrative efficiency.
3. Improving Accessibility: AutoApplica provides a convenient and accessible solution for
students to submit forms from anywhere, at any time, eliminating the need for physical
paperwork and manual submission.
4. Promoting Transparency and Accountability: With AutoApplica, both students and
teachers can track the status of form submissions in real-time, promoting transparency and
accountability in the application process.
5. Modernizing Educational Practices: AutoApplica represents a step towards modernizing
administrative practices in educational institutions, leveraging technology to streamline
workflows and enhance the overall educational experience.

XV
1

XV
XVhehe
 XVI

1.2 Existing System

In most educational institutions, the current form submission system is based on traditional paper
methods. In this system, students must fill out physical forms for a variety of requests, including
sick leave, event permissions, and academic accommodations. These forms are then manually
submitted, either through hand delivery or through administrative offices. The process frequently
includes paperwork, printing, and physical signatures, which can be time-consuming and error-
prone. Furthermore, tracking the status of form submissions can be difficult, and there may be
delays in processing due to manual handling. Overall, the existing system falls short of digital
solutions in terms of efficiency, convenience, and transparency.

This paper-based process is frequently inconvenient and time-consuming for both students and
administrative personnel. Students may encounter difficulties such as misplaced forms, illegible
handwriting, or delays in obtaining signatures. Administrative staff must manually handle and
process each submitted form, which can result in data entry inefficiencies and errors.

Furthermore, tracking the status of form submissions can be difficult in the current system, as there
may be limited visibility into the progress of each request. This lack of transparency can lead to
uncertainty for students and delays in receiving responses or approvals.

Overall, the current system for submitting forms in educational institutions could be improved.
Transitioning to a digital solution like AutoApplica provides numerous benefits, including
streamlined workflows, improved accessibility, and increased transparency and accountability.

1.3 Problem Formulation

XVI
1

XVI
XVIhehe
 XVII

The problem formulation for AutoApplica revolves around addressing the inefficiencies and
challenges inherent in the traditional paper-based method of form submission in educational
institutions. This includes:

1. Inefficiency: The manual process of filling out, submitting, and processing paper forms is
time-consuming and labor-intensive for both students and administrative staff.
2. Errors and Delays: Paper-based forms are susceptible to errors such as illegible
handwriting, misplaced forms, or incorrect data entry, leading to delays in processing and
response times.
3. Lack of Transparency: Tracking the status of form submissions can be difficult in the
existing system, resulting in uncertainty for students and delays in receiving approvals or
responses.
4. Limited Accessibility: Physical submission of paper forms may require students to visit
administrative offices during specific hours, posing challenges for those with scheduling
conflicts or accessibility needs.
5. Environmental Impact: The reliance on paper forms contributes to unnecessary paper waste
and environmental impact, aligning poorly with sustainability goals.

1.4 Proposed Solution

Proposed Solution for the existing problem are as follow -

1. Digital Platform : AutoApplica transforms form submission by offering a user-friendly

web-based platform that can be accessed from any internet-connected device. Students can
easily submit forms online, eliminating the need for physical paperwork and manual
submission processes.
2. Pre-Written Templates : AutoApplica makes it easier for students to submit forms by
offering a variety of pre-written templates. Whether requesting sick leave, event

XVII
1

XVII
XVIIhehe
 XVIII

permissions, or academic accommodations, students can easily select and complete the
appropriate template, saving time and ensuring information accuracy.
3. Real-Time Communication : AutoApplica enables seamless, real-time communication
between students and teachers. This feature allows for faster response times and feedback
on form submissions, which improves efficiency and collaboration.
4. Centralized Database : All form submissions and associated data are securely stored in a
centralized database within AutoApplica. This centralized storage system allows students
and administrative staff to easily access, retrieve, and track submission statuses.
5. Transparency and Accountability : AutoApplica promotes transparency and accountability
by providing information about the status of form submissions. Students and administrative
staff can monitor submission statuses in real time, reducing uncertainty and delays in the
applications process.
6. Environmental Sustainability : AutoApplica's transition to a digital platform contributes to
environmental sustainability by reducing paper waste and minimizing the environmental
impact of traditional form submission methods. This eco-friendly approach supports
sustainability goals and encourages responsible resource use in educational institutions.

1.5 Objective
1. Simplify and digitize the application submission process within educational institutions by
providing a user-friendly platform.
2. Enhance administrative efficiency, accuracy, and compliance while promoting
environmental sustainability through paperless workflows and seamless integration with
existing systems.

1.6 Contribution of the Project

XVIII
1

XVIII
XVIIIhehe
 XIX

1. Market Potential: AutoApplica targets a growing market demand for digital solutions in
educational institutions, offering a comprehensive platform to streamline application
processes. With the increasing adoption of technology in education, AutoApplica has
significant potential to capture a sizable market share.
2. Innovativeness: AutoApplica stands out for its innovative approach to simplifying
application submissions through digitization. By providing pre-written templates, intuitive
interfaces, and seamless integration, it offers a fresh perspective on traditional
administrative workflows, enhancing efficiency and user experience.
3. Usefulness: AutoApplica addresses a critical need within educational institutions by
providing a practical solution to optimize application management. Its usefulness lies in its
ability to save time, reduce errors, and facilitate communication between students and
teachers, ultimately enhancing productivity and effectiveness in administrative processes.

1.7 Report Organization

This report is carefully organized to provide thorough documentation of the AutoApplica project.
It covers all important phases, from requirement gathering and analysis to design, implementation,
testing, and evaluation. Each chapter delves into a unique facet of the project, providing in-depth
information about its inception and outcomes. This study aims to provide a comprehensive
understanding of AutoApplica's relevance and potential impact on educational institutions through
systematic discussions on functionality, usability, and ramifications.

XIX
1

XIX
XIXhehe
 XX

Chapter 2 – Requirement Engineering

AutoApplica's requirement engineering entailed a comprehensive investigation of user needs and

system functionalities. Extensive user feedback was used to identify and prioritize critical
functionality such as form submission, template selection, and approval protocols. This
procedure verified that user expectations were in line with system capabilities.

2.1 Feasibility Study

A feasibility study evaluates the practicality and viability of a proposed project or initiative. Its
goal is to establish whether the project is viable and worthwhile by weighing technical, economic,
operational, legal, and scheduling considerations.

Technical Feasibility

The technological viability of AutoApplica depends on the accessibility and interoperability of a

few key technologies, including as ReactJS, Node.js, and MongoDB. These technologies promise
a scalable and effective application because of their strong capabilities. To ensure technical
feasibility, other factors including system architecture, data security, and integration with current
systems are examined. AutoApplica aims to utilize cutting-edge technology by means of thorough
study and testing in order to offer a dependable and smooth digital application submission solution.
AutoApplica strives to surpass user expectations by utilizing these state-of-the-art solutions,
guaranteeing a seamless and effective experience for educators and learners alike. The foundation

XX
1

XX
XXhehe
 XXI

for a strong and long-lasting platform that can adapt to the changing demands of educational
institutions in the digital era is laid by this technical foundation.

Economical Feasibility

AutoApplica's economic viability is evaluated using a thorough cost-benefit analysis and projected
budgets. To ascertain financial viability, development expenses, infrastructural needs, and possible
return on investment are carefully considered. To prove its cost-effectiveness and financial
sustainability, AutoApplica will compare development costs to expected benefits such as lower
administrative overhead and enhanced productivity. In addition, approaches to income creation
and cost optimization are investigated in order to optimize the project's economic worth and
guarantee its long-term sustainability.

Operational Feasibility

Operational viability evaluates how well the project can be implemented into the organization's
daily operations. It considers elements like user acceptance, usability, and training needs to
guarantee seamless adoption and integration into current procedures. Operational feasibility
reduces risks and promotes a smooth transition by addressing organizational readiness for change
and potential adoption hurdles. In addition, methods for continuous support and maintenance are
developed to maintain operational effectiveness and guarantee success long after deployment. The
goal of operational feasibility is to attain operational excellence and provide users with measurable
benefits through careful planning and stakeholder participation.

2.2 Requirement Collection

XXI
1

XXI
XXIhehe
 XXII

Requirement collection, also known as requirements gathering or elicitation, is the process of

identifying, documenting, and prioritizing the needs and expectations of stakeholders for a
proposed system or project. It involves gathering information about the desired features,
functionalities, constraints, and objectives of the system from various stakeholders, including end-
users, clients, customers, and subject matter experts.

2.2.1 Discussion

The discussion phase plays a crucial role in requirement collection by fostering collaboration,
communication, and alignment among stakeholders. It helps ensure that all relevant perspectives
are considered, requirements are clearly defined, and expectations are managed effectively. By
engaging stakeholders in meaningful discussions, project teams can gather valuable insights and
feedback to inform the development of a successful system that meets the needs of its users and
stakeholders.

During these discussions, stakeholders converge to:

Share Perspectives: By bringing a variety of perspectives and ideas from their distinct
experiences and areas of expertise, stakeholders enhance the conversation. In addition to
guaranteeing that all pertinent points of view are taken into account during the requirement
collecting process, this cooperative interchange promotes a thorough grasp of the project's context
and goals.

Explicate Requirements: To establish a common understanding among stakeholders,

discussions carefully examine ambiguities and inconsistencies while delving into the depths and
complexity of requirements. Stakeholders strive to refine and clarify requirements through
cooperative discussion and clarification, guaranteeing accuracy and clarity in their interpretation
and application.

XXII
1

XXII
XXIIhehe
 XXIII

Examine Alternatives: In order to satisfy specified goals and objectives, stakeholders undertake
brainstorming sessions to investigate different feature sets, solution pathways, and techniques. By
investigating alternatives, stakeholders can assess several options and their possible effects on
project outcomes, which encourages creativity and innovation.

Prioritize Requirements: Stakeholders rank the requirements according to their relative priority
by evaluating each one's relevance, influence, and feasibility as a whole. Through a collaborative
process of prioritization, limited resources are allocated in an efficient manner to meet high-
priority requirements that are in line with stakeholder needs and project objectives.

Achieve Consensus: Stakeholders work together to align and come to a consensus over the
specifications that will be incorporated into the finished system. Stakeholders traverse opposing
opinions and come to agreements that reflect the project team's priorities and common vision
through open communication, negotiation, and compromise.

2.2.2 Requirement Analysis

Requirement analysis is a crucial phase in the software development lifecycle that involves
gathering, documenting, and analyzing user needs and system requirements. It focuses on
understanding what the proposed system should do and defining its functional and non-functional
requirements.

Understanding User Needs: Requirement analysis endeavors to comprehensively identify and

grasp the diverse needs, objectives, and anticipations of end-users and stakeholders who will
interact with the system. Through interviews, surveys, and user feedback sessions, the aim is to
gain deep insights into user preferences, pain points, and expectations to inform the development
process effectively.

XXIII
1

XXIII
XXIIIhehe
 XXIV

Defining System Scope: Defining the scope of the project entails delineating the boundaries and
parameters within which the system will operate. This involves a meticulous examination of the
features, functionalities, and constraints that characterize the proposed system. By clearly defining
the scope, project teams can establish a shared understanding of project objectives and
deliverables.

Documenting Requirements: Requirement analysis culminates in the documentation of detailed,

precise, and unambiguous requirements that serve as the foundation for system design and
development. These requirements documents capture essential information about user needs,
system functionalities, and operational constraints, providing a roadmap for project execution and
guiding subsequent phases of the project lifecycle.

Analyzing Requirements: The analysis of requirements involves a systematic evaluation and

prioritization of identified requirements to ascertain their relative importance and impact on project
success. Through techniques such as requirements prioritization matrices and stakeholder
consultations, project teams assess the feasibility, complexity, and business value of each
requirement to inform decision-making and resource allocation.

Resolving Conflicts: Requirement analysis plays a pivotal role in identifying and resolving
conflicts, inconsistencies, and ambiguities that may arise in the requirements documentation. By
facilitating open dialogue, negotiation, and consensus-building among stakeholders, project teams
can mitigate misunderstandings and ensure a shared understanding of project objectives and
requirements. This collaborative approach fosters alignment and fosters a cohesive vision for the
project.

2.3 Requirements

XXIV
1

XXIV
XXIVhehe
 XXV

The requirements for AutoApplica serve as the foundational blueprint for its design and
development, encompassing both functional capabilities and non-functional attributes. This
section delineates and specifies these requirements to ensure clarity and comprehensiveness in
guiding the system's implementation.

2.3.1 Functional Requirements

Functional requirements for AutoApplica outline the specific tasks and functions that the system
must perform to meet user needs and achieve its objectives. These requirements focus on what the
system should do in terms of its capabilities and features.

2.3.1.1 Statement of Functionality

Here are the functional requirements for AutoApplica:

• Form Submission:
o Allow students to digitally submit various application forms, including requests for
sick leave, event permissions, academic accommodations, etc.
o Provide a user-friendly interface for form submission, with fields for relevant
information and options to upload supporting documents.
• Template Selection:
o Offer a selection of pre-written templates for different types of application requests.
o Allow users to choose a template that best matches their request, reducing the need
for manual form creation and ensuring consistency.
• Approval Workflows:

XXV
1

XXV
XXVhehe
 XXVI

o Implement workflows for teachers or administrators to review and process

submitted applications.
o Enable teachers to approve or reject applications, with options for providing
comments or additional information.
• User Authentication:
o Require users to authenticate themselves before accessing the system, ensuring data
security and user privacy.
o Implement secure authentication mechanisms such as username/password login or
single sign-on (SSO) integration.

• Notification System:
o Notify users about the status of their submitted applications, including updates on
approval status or any actions required.
o Send automated email notifications or in-app alerts to inform users of changes to
their applications.
• User Profile Management:
o Allow users to create and manage their profiles within the system.
o Provide options for users to update personal information, change passwords, and
view their submission history.

2.3.2 Non-Functional Requirements

Non-functional requirements for AutoApplica define the quality attributes and constraints that the
system must adhere to, beyond its specific functionalities. These requirements focus on aspects
such as performance, security, usability, reliability, and scalability.

2.3.2.1 Statement of Functionality

XXVI
1

XXVI
XXVIhehe
 XXVII

Here are the non-functional requirements for AutoApplica:

• Usability:
o The system should have an intuitive and user-friendly interface, with clear
navigation and easily understandable instructions.
o Users should be able to complete tasks efficiently and without confusion.
• Performance:
o The system should respond quickly to user actions, with minimal latency.
o It should be able to handle multiple concurrent users without experiencing
significant slowdowns.
• Security:
o The system should implement robust security measures to protect sensitive data,
including user information and submitted application forms.
o It should use encryption protocols to secure data transmission and storage.
• Reliability:
o The system should be highly reliable, with minimal downtime and disruptions.
o It should be able to recover gracefully from failures and errors without losing data
or compromising functionality.
• Scalability:
o The system should be designed to scale easily to accommodate growing numbers
of users and application submissions.
o It should be able to handle increased workload and user demand without sacrificing
performance or reliability.
• Accessibility:
o The system should be accessible to users with disabilities, complying with
accessibility standards such as WCAG (Web Content Accessibility Guidelines).
o It should provide features such as screen reader support and keyboard navigation.

XXVII
1

XXVII
XXVIIhehe
 XXVIII

• Compatibility:
o The system should be compatible with a variety of web browsers and devices,
ensuring consistent performance and user experience across different platforms.
• Maintainability:
o The system should be easy to maintain and update, with well-organized code and
documentation.
o It should support modular design principles and allow for easy troubleshooting and
debugging.

XXVIII
1

XXVIII
XXVIIIhehe
 XXIX

2.4 Hardware & Software Requirements

Hardware and software requirements outline the necessary components and specifications for
running a particular system or application. They detail the hardware devices and software
environments needed to ensure optimal performance and compatibility.

2.4.1 Hardware Requirements

The hardware requirements for AutoApplica may differ depending on the estimated user traffic,
database size, and concurrent queries. Here are some broad guidelines regarding hardware
specifications:

• CPU (Central Processing Unit): A multi-core processor with a clock speed of 2.0 GHz or
higher is suggested. A modern CPU architecture with multi-threading and virtualization
capability is recommended for maximum performance.
• RAM (Random Access Memory) : A minimum of 4 GB of RAM is required to execute the
AutoApplica application. For bigger deployments or situations with high user concurrency,
consider upgrading to 8 GB or more for better performance.
• Disk: Allocate enough disk space to store application files, database data, and system
backups. The operating system, application files, and system logs require at least 20 GB of
accessible disk space.

Hardware requirements for Client

• End-Devices :
• Mobile
• Tablet

XXIX
1

XXIX
XXIXhehe
 XXX

• Desktop
• Internet Connectivity

2.4.2 Software Requirements

The software requirements for the server-side deployment of AutoApplica encompass various
components necessary for hosting, managing, and running the application. Here are the key
software requirements:

• Operating System: The server should run on a compatible operating system such as Linux
(e.g., Ubuntu, CentOS) or Windows Server.
• Web Server: Installation of webserver NodeJS to host the AutoApplica application.
• Database Management System: Implementation of database management system,
MongoDB to store the data.
• Programming language and frameworks: Use of programming languages such as
JavaScript, HTML, CSS for front-end development. Utilization of frameworks/libraries
such as ReactJS for building the user interface, and Node.js for server-side scripting.
• Development and Deployment Tools: Use of development tools such as code editors (e.g.,
Visual Studio Code, Sublime Text) and version control systems (e.g., Git) for software
development.

Software requirements for Client

• Web Browser: End users should use a compatible web browser to access AutoApplica.
Supported browsers include:
o Google Chrome
o Mozilla Firefox
o Safari

XXX
1

XXX
XXXhehe
 XXXI

o Microsoft Edge
• JavaScript: Ensure that JavaScript is enabled in the web browser settings to enable the full
functionality of the AutoApplica web application.

2.5 Use Case Diagram

The Use Case diagram for AutoApplica depicts the interactions between actors (such as Students,
Teachers, and the System) and the system itself. It showcases key functionalities including
registration, login, application submission, review, approval, and template management, providing
a visual representation of the system's capabilities.

XXXI
1

XXXI
XXXIhehe
 XXXII

Chapter 3 - Analysis & Conceptual Design and Technical

Architecture

This chapter will focus on examining user requirements, conceptualizing system design, and
defining the technical architecture. It involves analyzing user needs, identifying system
functionalities, and outlining the high-level design and technical framework for implementing
AutoApplica.

3.1 Technical Architecture

The technical architecture for AutoApplica encompasses the structural design and organization of
its software components, infrastructure, and technologies. It defines how the system's modules
interact, the deployment environment, and the technologies used. This includes frontend
frameworks like ReactJS, backend technologies like Node.js, and database systems like
MongoDB.

The technical architecture of AutoApplica comprises several key components that work together
to deliver the system's functionalities effectively. These components include:

• Frontend Components:
o User Interface: The visual elements and layout presented to users for interacting
with AutoApplica.
o Client-Side Frameworks: Frontend frameworks like ReactJS for building
responsive and interactive user interfaces.

XXXII
1

XXXII
XXXIIhehe
 XXXIII

o CSS Frameworks: Libraries like Bootstrap for styling and layout consistency.
• Backend Components:
o Application Logic: The server-side code responsible for processing requests,
handling business logic, and interacting with the database.
o Server-Side Frameworks: Backend frameworks like Express.js for building
scalable and efficient web applications.
o Authentication and Authorization: Mechanisms for verifying user identities and
enforcing access control policies.
o APIs: Endpoints and protocols for communication between the frontend and
backend components.
• Database and Data Storage:
o Database Management System (DBMS): Storage solution such as MongoDB for
storing application data in a structured format.
o Data Models: Definitions of the database schema and relationships between
different data entities.
o Data Access Layer: The component responsible for interacting with the database,
executing queries, and managing data retrieval and storage.
• Infrastructure:
o Hosting Environment: The platform where AutoApplica is deployed, such as cloud-
based hosting services like AWS or Azure.
o Scalability and Performance: Infrastructure components optimized for scalability
and performance, ensuring the system can handle varying loads and user demands.
o Monitoring and Logging: Tools and services for monitoring system health,
performance metrics, and logging events for troubleshooting and analysis.

3.2 Sequence Diagram

XXXIII
1

XXXIII
XXXIIIhehe
 XXXIV

A Sequence Diagram for AutoApplica illustrates the interactions between various components and
actors in the system during a specific scenario, such as a user submitting an application form.
Here's a simplified Sequence Diagram for the process of a student submitting an application form:

XXXIV
1

XXXIV
XXXIVhehe
 XXXV

Sequence diagram for Student

XXXV
1

XXXV
XXXVhehe
 XXXVI

Sequence diagram for Teacher

3.3 Dataflow Diagrams

The Data Flow Diagram (DFD) for AutoApplica depicts the flow of data throughout the system.
It depicts how information flows between people, processes, and the database. The DFD depicts
data exchanges and interactions, giving a comprehensive picture of the system's data flow and
processing methods.

XXXVI
1

XXXVI
XXXVIhehe
XXXVII

DFD for Student

XXXVII
1

XXXVII
XXXVIIhehe
 XXXVIII

DFD for Teacher

3.4 UI Desing
The UI design for AutoApplica is intended to deliver an intuitive and user-friendly experience for
both students and teachers. The design has a clean and organized style with separate parts for
different operations including login, application submission, and reviews. It uses modern design
principles, such as adaptable layouts and clear navigation components, to enable usability across
several devices and screen sizes. Furthermore, the UI contains relevant prompts and feedback
messages to help users move through the application process smoothly. Overall, the UI design
promotes simplicity, clarity, and efficiency to improve the user experience and allow for smooth
interaction with the AutoApplica system.

XXXVIII
1

XXXVIII
XXXVIIIhehe
XXXIX

XXXIX
1

XXXIX
XXXIXhehe
 XL

3.5 Data design

AutoApplica's data design includes structuring and organizing data within the system to efficiently
support its functionality. It entails defining the data entities, properties, relationships, and database
schema. AutoApplica data entities can comprise student and teacher profiles, application forms,
application statuses, and templates. The architecture protects data integrity, consistency, and
security by incorporating appropriate constraints, normalization techniques, and access control
measures. Furthermore, the data architecture takes into account scalability and performance needs
in order to accommodate an increasing number of users and data while maintaining peak system
performance. Overall, the goal is to offer a solid foundation for quickly storing, retrieving, and
managing application-related information.

Components of Data Design -

Data Entities: In AutoApplica, data entities represent fundamental objects or concepts such as
students, teachers, applications, templates, and application data. Each entity encapsulates specific
information relevant to its purpose within the system. For instance, the student entity contains
attributes like ID, name, email, and password, while the application entity includes details such as
ID, status, submission date, and type. These entities serve as the building blocks of the system,
facilitating the organization, storage, and manipulation of data essential for application
submission, review, and management processes.

Attributes: Attributes are the features or properties of each data entity in AutoApplica. They
depict the different elements of an entity that are relevant to its function and purpose inside the
system. For example, student features include unique identifiers like ID, descriptive information
like name and email, and security-related data like passwords. Similarly, application attributes
include IDs, status indicators, timestamps, and descriptive information about the program's kind
and content. Attributes define the structure and behavior of data entities, allowing for efficient data
storage, retrieval, and manipulation actions.

Realtionaships: Relationships in AutoApplica represent the connections and interdependence

between various data elements in the system. These relationships provide links and describe how

XL
1

XL
XLhehe
 XLI

entities interact with one another to meet specific functionality and requirements. For example, the
system may provide one-to-many links between students and applications, implying that any
student can submit multiple applications. Similarly, there may be linkages between teachers and
applicants, indicating that teachers participate in the review and processing of submitted
applications. AutoApplica maintains the coherence and integrity of data exchanges by defining
these relationships, allowing for smoother operations and more effective data management.

Database Schema: The database schema in AutoApplica serves as the blueprint for organizing
and structuring the system's underlying database. It defines the structure, layout, and organization
of tables, columns, data types, and constraints that govern the storage and management of data
entities and relationships. The schema outlines the logical and physical arrangement of data within
the database, providing a standardized framework for data storage and retrieval operations. By
adhering to the schema, AutoApplica ensures consistency, coherence, and efficiency in data
management, enabling robust and reliable functionality across various system components and
modules.

Normalization: Normalization is the process of organizing and structuring data in AutoApplica

to minimize redundancy and dependency, thereby improving efficiency, integrity, and
maintainability. Through normalization, data entities are decomposed into smaller, atomic units,
and redundant data is eliminated or reduced. This process reduces data duplication, anomalies, and
update anomalies, resulting in a more streamlined and efficient database design. By adhering to
normalization principles, AutoApplica ensures that data storage, retrieval, and manipulation
operations are optimized, facilitating faster query performance, reduced storage requirements, and
enhanced data consistency and integrity.

Constrains: Constraints apply rules to data in AutoApplica's database, assuring integrity and
consistency. Primary key constraints require uniqueness, foreign key constraints ensure referential
integrity, and check constraints validate data against predefined conditions. These limitations
eliminate data abnormalities and inconsistencies, resulting in dependable data storage and
manipulation.

3.6.1 E-R Diagram

The Entity-Relationship (E-R) diagram for AutoApplica visually represents the entities, attributes,
and relationships within the system. It illustrates how students, teachers, applications, templates,

XLI
1

XLI
XLIhehe
 XLII

and application data are interrelated, providing a clear overview of the data structure and
interactions within the system.

Entities -

• Student
• Teacher
• Application

XLII
1

XLII
XLIIhehe
 XLIII

Chapter 4: Implementation & Testing

In AutoApplica, implementation involves translating design specifications into software
components through coding, database configuration, and system integration. This phase
encompasses frontend and backend development, ensuring the system aligns with design
requirements. Subsequently, testing is conducted to validate functionality, identify defects, and
ensure compliance with specifications. This rigorous process includes unit, integration, and system
testing to verify components and their interactions. Continuous testing and iteration are pivotal for
refining AutoApplica into a robust and user-friendly system.

4.1 Methodology
This application was developed using a custom Agile methodology with iterative development
cycles. This approach allowed for continuous refinement based on feedback and testing throughout
the development process.

Planning

Planning involved gathering and prioritizing requirements in order to create feature lists for each
development cycle. Priorities were developed using input from a variety of sources, ensuring
alignment with project goals. This phase set the groundwork for following development phases,
directing the team to produce functionalities that satisfied project goals and user requirements.

Development

The development process was progressive, with each cycle focusing on integrating targeted
features. The team worked together to code and integrate functionality while keeping to the design
specifications. Regular communication and collaboration supported seamless progress, while
adhering to agile principles allowed for greater adaptability and response to changing requirements
throughout the development process.

Testing

Testing entailed thorough inspections to guarantee system functionality and identify flaws.
Individual components were evaluated using unit tests, while integration tests ensured that

XLIII
1

XLIII
XLIIIhehe
 XLIV

modules worked together smoothly. User acceptability tests (UAT) may have been carried out to
ensure user satisfaction. Testing sought to produce a strong and dependable AutoApplica system.

Review and Development

Following development, features were thoroughly reviewed to ensure compliance with

requirements and quality standards. Following approval, the application was moved to a testing
environment for additional review. This step helped to identify any difficulties or anomalies before
final deployment, ensuring a smooth transfer to production.

Feedback and Testing

The results of testing and evaluation were used to iteratively refine requirements and features. The
development cycle was repeated, with input used to improve functionality and address any
identified issues. This iterative process encouraged continual progress, ensuring that AutoApplica
grew to meet user needs while maintaining high levels of efficiency and usability.

4.1.1 Proposed Algorithm

The proposed algorithm for AutoApplica could involve several key functionalities, each with its
own set of algorithmic steps.

Application Submission Algorithm:

• Validate user input and ensure completeness of required fields.

• Process submitted data and store it in the database.
• Generate confirmation messages or notifications for users.

Application Review Algorithm:

• Retrieve pending applications from the database.

• Apply decision-making logic based on predefined criteria.
• Update application status and notify users of decision outcomes.
Template Management Algorithm:
• Retrieve available templates from the template repository.

XLIV
1

XLIV
XLIVhehe
 XLV

• Allow users to customize templates as needed.

• Store modified templates for future use.

User Authentication Algorithm:

• Authenticate user credentials against stored data.

• Grant access based on valid authentication.
• Manage user sessions and enforce security measures.

4.2 Implementation Approach

4.2.1 Introduction to Languages, IDEs, Tools, and Technologies

• Programming Languages: AutoApplica leverages HTML, CSS, and JavaScript for
frontend development to create interactive user interfaces. These languages enable the
presentation layer of the application, ensuring a visually appealing and intuitive user
experience. Additionally, Node.js is utilized for backend development, facilitating server-
side logic and API creation to support application functionalities.
• Frameworks and Libraries: Frameworks and libraries play a pivotal role in the
development of AutoApplica, enhancing efficiency and functionality. ReactJS is utilized
for frontend development, offering a robust framework for building dynamic user
interfaces. On the backend, Express.js provides a streamlined environment for creating
APIs and handling server-side logic, simplifying development and enhancing scalability.
• Database Management: Database management is critical for AutoApplica, ensuring
efficient storage and retrieval of application data. MongoDB serves as the database
solution, offering a flexible and scalable NoSQL database for storing various types of
information. With MongoDB, AutoApplica can manage user profiles, application forms,
and other relevant data efficiently, supporting the application's functionality and
performance.
• Integrated Development Environments (IDEs): Visual Studio Code (VS Code) for code
editing and development.

XLV
1

XLV
XLVhehe
 XLVI

• Version Control Systems: Version control systems are essential for managing code
changes and collaboration within AutoApplica's development team. Git is utilized as the
primary version control system, allowing developers to track changes, revert to previous
versions, and collaborate seamlessly on codebase updates. GitHub serves as a platform for
hosting repositories, facilitating collaboration, code review, and project management
among team members.

4.3 Testing Approaches

Testing approaches are vital for ensuring the reliability and functionality of AutoApplica. The
application undergoes various testing methods to detect and rectify any errors or issues. These
approaches include:

Unit Testing
Unit testing is a crucial aspect of AutoApplica's development process, where individual
components are meticulously scrutinized in isolation to validate their correctness and functionality.
By subjecting each component to rigorous testing, developers can ensure that it performs as
intended and adheres to its specified requirements. This meticulous approach not only enhances
the reliability and robustness of AutoApplica but also facilitates early detection and resolution of
any potential issues or discrepancies within the application's codebase.

Test Cases :
Front End :
• Test Case 1 : Testing Registration Module for Student side.
• Test Case 2 : Testing Registration Module for Teacher side.
• Test Case 3 : Testing Login Module for Student.
• Test Case 4 : Testing Login Module for Teacher.

Back End :
• Test Case 5 : Testing Registration API (Teacher/Student).
• Test Case 6 : CRUD (Create, Retrive, Update, Delete) testing for Database.
• Test Case 7 : Verifying Submission of Applications.
• Test Case 8: Validating Application approval and rejection.
• Error Handling.

XLVI
1

XLVI
XLVIhehe
 XLVII

Integration Testing
Integration testing is an essential part of AutoApplica's development process, where different
modules or components are tested together to ensure they function seamlessly when integrated.
This testing approach focuses on verifying the interactions and interfaces between various parts of
the application, validating data exchange and communication paths.

Test Cases :
• Test Case 1 : Testing integration of Front End Login Module and Backend Login Module.
• Test Case 2 : Testing integration of Front End Registration Module and Backend
Registration Module.
• Test Case 3 : Testing integration of Application Template and Application Editing and
Submission.

Chapter 5 – Result and Discussion

This section presents a complete review of the results obtained, including the application's
functionality, performance, and user experience. It outlines any issues that arose during
development, as well as the methods implemented to address them. The chapter also digs into user
feedback and ideas, exploring the ramifications for future AutoApplica upgrades and iterations.

XLVII
1

XLVII
XLVIIhehe
 XLVIII

Through critical analysis and reflection, this section provides significant insights into the project's
accomplishments and opportunities for development.

5.1 User Interface Representation

In this, AutoApplica's interface design and layout are visually depicted. This includes screenshots
or mockups showcasing the application's user interface elements, such as forms, menus, and
buttons. The section aims to provide stakeholders with a visual representation of the application's
user experience and design aesthetics.

5.1.1 Brief Description of Various Module

Login Page

This module allows users (Student/Teacher) to login with their credentials.

Using Email and Password.

Signup Page

This module allows users to sign up with their details. Users have to provide details such as ‘Full
Name’, ‘Email’, ‘Secction’, ‘Standard’, ‘Roll Number (for Student)’, ‘Teacher Id (for Teacher)
and ‘Address’ with strong password.

Dashboard

Dashboard allow Users to see all the application which he/she submitted and Teacher can veiw the
applications which are submitted by Students.

Create Application

Students can create new applications from available templates and submit it to their teachers.

5.2 Snapshot of System with Brief Description

This section includes snapshot of all the modules of AutoApplica.

XLVIII
1

XLVIII
XLVIIIhehe
XLIX

Home Page

XLIX
1

XLIX
XLIXhehe
 L

Dashboard page

L
1

L
Lhehe
 LI

Login Page

Signup Page

LI
1

LI
LIhehe
 LII

Application Templates

LII
1

LII
LIIhehe
 LIII

Editing Templates

5.3 Database Description

The Database Description of AutoApplica provides an in-depth overview of the application's
database structure, architecture, and functionality. It outlines the database management system
used, such as MongoDB, along with the schema design and relationships between different data
entities. Additionally, the section covers data storage and retrieval mechanisms, indexing
strategies, and data security measures implemented to safeguard sensitive information. Through
detailed descriptions and diagrams, stakeholders gain a comprehensive understanding of how data
is organized, stored, and accessed within AutoApplica, ensuring scalability, efficiency, and data
integrity throughout the application's lifecycle.

LIII
1

LIII
LIIIhehe
 LIV

Schemas in Database –

• Student Schema:
o Stores information related to students enrolled in the educational institution,
including details such as student ID, name, contact information, and academic
records.
o May include additional attributes like class enrollment, attendance records, and
disciplinary actions.
• Teacher Schema:
o Manages data pertaining to teachers or faculty members within the institution,
containing fields such as teacher ID, name, contact details, and teaching
assignments.
o May also include qualifications, teaching experience, and professional
development records.
• Application Templates Schema:
o Contains predefined templates for various types of applications that students can
submit, such as leave requests, event permissions, or academic accommodations.
o Each template includes fields specifying the required information and formatting
for the corresponding application type.
• Applications Schema:
o Stores submitted application data, including details such as applicant ID,
application type, submission date, and status (pending, approved, rejected).
o Contains fields specific to each application type, capturing relevant information
provided by the student in their submission.
o May include additional attributes for tracking application processing, such as
reviewer comments, approval status, and timestamps.

5.4 Final Findings

• Functional Evalution: This part digs into a deep assessment of AutoApplica's feature set
in relation to the initial requirements given at the start of the project. It entails carefully
reviewing each feature to ensure that it not only meets but surpasses user expectations,
hence increasing the application's utility and effectiveness.

LIV
1

LIV
LIVhehe
 LV

• Performance Analysis: A thorough evaluation of AutoApplica's performance is

conducted, focusing on key metrics such as system responsiveness, uptime, and scalability.
This analysis is crucial for ensuring that the application can handle varying loads and user
interactions without compromising on speed or reliability.
• User Feedback Interpretation: User feedback gathered throughout the development and
testing phases is carefully analyzed and interpreted. This involves identifying common
themes, pain points, and areas of improvement highlighted by users. The goal is to extract
actionable insights that can guide enhancements and optimizations to better align the
application with user needs and preferences.
• Error Identification and Resolution: Any issues or bugs encountered during testing and
post-deployment usage are meticulously documented, analyzed, and addressed. This
process involves identifying the root causes of errors, implementing timely fixes, and
conducting thorough regression testing to ensure that resolved issues do not recur.
• Impact Assessment: The overall impact of AutoApplica on administrative processes, user
experience, and organizational objectives is assessed. This involves measuring tangible
outcomes such as time savings, efficiency gains, and user satisfaction levels. Additionally,
the application's alignment with broader organizational goals and its potential for driving
positive change within the educational institution are evaluated.

Chapter 6 – Conclusion and Future Scope

This chapter is about the concluding the report and talking about the future scope of this scope and
how can we improve the application.

6.1 Conclusion
Finally, AutoApplica's development journey represents a significant step in modernizing
administrative operations within educational institutions. Through painstaking planning, iterative
development, and rigorous testing, AutoApplica has developed as a user-centric and efficient
digital form submission and processing solution. The project's success is demonstrated by its

LV
1

LV
LVhehe
 LVI

seamless integration of cutting-edge technologies, strong functionality, and excellent customer

feedback. Moving forward, AutoApplica's performance, user satisfaction, and ability to promote
radical change in school administrative workflows will all require continued refining and
enhancements. AutoApplica exemplifies the capacity of innovation to streamline operations and
empower stakeholders in the education industry.

6.2 Future Scope

• Enhanced User Experience: Enhanced User Experience: AutoApplica's user interface
and experience are being continuously improved through iterative design changes,
usability testing, and user input. This involves improving navigation, streamlining form
submission processes, and adding intuitive features to increase user satisfaction and
productivity.
• Enhanced Security Measures: Implementing advanced security measures such as multi-
factor authentication, data encryption, and access control mechanisms to safeguard
sensitive information and ensure compliance with data privacy regulations.

• Mobile Application Development: Developing dedicated mobile applications for

AutoApplica to extend its accessibility beyond desktop environments. This includes
designing native or cross-platform mobile apps that offer the same functionality as the web-
based version, allowing users to submit applications, track statuses, and receive
notifications conveniently from their mobile devices.

In conclusion, AutoApplica stands as a transformative solution for digitizing administrative

processes in educational institutions. Looking ahead, future scope includes enhancing user
experience, integrating with external systems, implementing advanced analytics, and developing

LVI
1

LVI
LVIhehe
 LVII

mobile applications. These initiatives will further optimize efficiency, usability, and accessibility,
driving continued innovation and impact.

References
MongoDB Docs - https://www.mongodb.com/docs/

ExpressJS Docs - https://expressjs.com/en/5x/api.html

ReactJS Docs - https://react.dev/learn

LVII
1

LVII
LVIIhehe
 LVIII

Github - https://github.com/RudraSama/auto_applica

LVIII
1

LVIII
LVIIIhehe