College of natural and

computational science
Department of computer science
Proposal on: Student Management System(SMS)
__________________________________
Group members Id No

1.Bereket Elias………………………..0110
2.Askalu Guesh……………………….0107
3.Filera Tsegaye……………………....0121
4.Yeshi Bayelgn………………………0141

Submitted to: Instructor Brhanu A.

Contents
Introduction
1.1 Background
1.2 Statement of the Problem
1.3 Objective
1.4 Methodology
1.5 Feasibility
1.6 Project Scope and Limitation
1.7 Significance of the project
1.8 Organization of the project
Chapter One:
Introduction

1.1Background
Debark University is one of the 45 public higher educational
institutions in Ethiopia. It located in the northern part of Ethiopia in
Amhara Region about 810Km north of Addis Ababa. Student
management system deals with all kind of student details ,academic
related reports college details, course details curriculum, batch details
and other resource related details too. It tracks all the details of a
student from the day one to the end of his course which can be used
for reporting purpose ,tracking of attendance progress in the course,
completed, semesters years, coming, semester year curriculum
details, exam details, project or any other assignment details, final
exam results: and all these will be available for future references too.
Student management system is a website, used for interactive,
educational and informational purposes. Student management system
websites allow students to see their grade results, news and
announcements.
Con…

Student management system have evolved and now have become extremely popular
worldwide. This software have a great role in education, if higher educational institutes
have their own student management system they will create an account for users and
students can access the system by their own account created. As our university context
our goal is designing a student management system for storing of students records and
information in a particular campus(educational platform for Debark university students)
and so we can develop tight bond among the students as well as lecturers.

1.2 Statement of the Problem

The present manual method of keeping files and records has been found by research to
be disadvantageous. This is due to the problems which are identified as follows:-

i. Loss of files and records by theft

ii. Loss of files and records by disaster and other natural catastrophe that could possibly
occur without giving a chance to retrieve these files
Con…

iii. Information overload

iv. The old system of filing is not portable
v. Difficulty in search for data and information about an individual
 vi. Difficulty to announcement of some news and events, poor communication (Poor interaction between
student to the university), poor information flow.

1.3 Objective
The general objective
The general objective of this project is to design and develop a student management system for Debark
University.
Specific objective
The specific objective will help as to achieve the general objective that is mentioned above and the individual
tasks done in the project. Specifically, on this project we are going to deal with:-
-Improving data security and integrity.
-Increase organizational control.
-Connect the database with the system implementation.
-Prepare requirement specification document.
-Assigning of department.
-To minimize the time and effort of the students during enrollment season.
-Provide security and back-up for the student information whenever there is a data loss.
1.4 Methodology
 
1.4.1 Data Gathering Methodology
So far we have tried to explain a little bit about the project that we are supposed to
work. Now we will try to describe the techniques which are used to collect true
information from the participant.
In our project we use some data gathering techniques:-

Observation
The project group members observes the current methods of grading, announcement
and registration system, how to get a solution for specific problems and how the
system process is going and all of the existing system.
Interview
In order to get the basic information about the existing system of Debark University,
we select interview method. We randomly select and interview one instructor in order
to know how the existing System works.
1.5 Feasibility

Feasibility refers to the measure of how beneficial or practical the development

of the system will be to an organization. To start with our project first we should
have to clearly notify the feasibility of the system that we are going to
implement, because without fulfilling feasibility factors (i.e. the economical,
technical, operational, and schedule feasibility) our proposed system can not be
said a good system. So in all angles the new system should have to be feasible.
The feasibility factors of our project are: -
-Technical feasibility
-Operational feasibility
-Economic feasibility and
1.5.1 Technical feasibility
Technical feasibility refers to the measure of the practicality of a specific
technical solution and the availability of technical resources. In technical
feasibility we should notify that our new system can implement with current
technology and also the customer has enough experience using that technology.
When we use current available resource it is technical feasible.
Generally we can say that the new system is technically feasible
Con..

1.5.2 Operational feasibility

Measure how much the proposed system solves the existing system problems. This project is surely
operationally feasible because the proposed system (the project) is a good solution maker of the problem or
specific solution will work in the existing system and create a good environment towards the user of our system.

1.5.3 Economical feasibility

Refers that a measure of cost effectiveness of a project and also used to identify the benefits and costs
concerning the project. Economic feasibility is cost benefit analysis.

a)Tangible benefit:
is a benefit that can easily be quantified and measured in terms of the money.

b)Intangible benefits:
Refers to items that cannot easily be measured in terms of money and with certainty. It cannot be determined the
exact amount of money consumed.
Intangible benefits are as follow:

*It minimize the work load of the employee

*Work flow will be efficient
*Improve accuracy in operations
1.6 Project Scope and Limitation
The scope of this project is limited to the design and implementation of a student
management system. The purpose of student information management system is to allow for
storing information of large number of students. Different privileges are given to different
types of users.

The student management system covers the major process in the enrollment of freshmen, old
and dropout students, files maintenance such as listing of enrolled students in different year
levels.

The system gives further information about the enrollment process as to know how many
students are enrolled in every year level.

Administrators have total access to the system, confirming the students who are
currently registering and/or enrolling, generating records, sectioning the students
in every year level.
Limitations
-Insufficient information from students as they were being careful not to reveal
confidential information.
-Due to security purpose users does not access all utilities of the system
1.7 Significance of the project
This system saves the time of the student and of the administrator. It includes process like
registration of the student’s details, assigning the department based on their course ,
grading system, and maintenance of the record

.This system reduces the cost and workforce required for this job. As the system is online
the information is globally present to everyone. This makes the system easy to handle and
feasible for finding the omission with updating at the same time.

As for the existing system, they use to maintain their record manually which makes it
vulnerable to security. If filed a query to search or update in a manual system, it will take a
lot of time to process the query and make a report which is a tedious job.
As the system used in the institute is outdated as it requires paper, files and the binders,
which will require the human workforce to maintain them. To get registered in the institute,
a student in this system one should come to the university.

Get the forms from the counter while standing in the queue which consumes a lot of the
student’s time as well as of management team. As the number of the student increases in
the institute manually managing the strength becomes a hectic job for the administrator.
This computerized system store all the data in the database which makes it easy to fetch
and update whenever needed.
1.8 Organization of the project
This project/research is organized into five main chapters:
The first chapter of this research is the Introduction. This chapter provides the
background to the problem.

Next is Chapter Two which is about the general overview of the subject matter. This
chapter provides information on the basic concepts and related work on the subject
matter.

Chapter Three contains the research methodology. This attempts to provide a detailed
description of the phases and approach in the development of the study by providing an
analysis of the existing system and a design of the proposed system.

Chapter Four captures the implementation of the proposed design and states results
gathered in the course of implementation. It also provides information about the
architecture, installation and system requirements for the software to be designed.
Chapter Five which is the concluding chapter, includes the summary, conclusion and
recommendation.
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