1

TABLE OF CONTENTS

1. Introduction

1.1 Description of project

1.2 Description of existing system

1.3 Circumstances leading to the current new system
1.4 Objective of the project
2. System Requirement Analysis
2.1 Information Gathering
2.2 System Feasibility
2.3 Economic Feasibility
2.4 Technical Feasibility
2.5 Behavioral Feasibility
2.6 Technologies Used
3. System Analysis Tools
 2

3.1 Use Case Diagram

3.2 Activity Diagram 3.3
Sequence Diagram
3.4 ER Diagram
3.5 Data Flow Diagram
4. Design
4.1 System Architecture

4.2 Database Design

4.3 Interface Design

5. Testing
5.1 Scope of Testing
5.2 Test Plan
5.3 Test Case Design
5.4 Sample Test Data and Result
6. Limitations
7. Future Scope
8. Conclusion
9. List of Figures and Tables

10. Bibliography
 3

Description of project

In this Project, abstract of the project for College Management System is given along with full

explanation of the College Management System. There are many departments of administration

for the maintenance of college information and student databases in any institution. All these

departments provide various records regarding students. Most of these track records need to

maintain information about the students. This information could be the general details like

student name, course, performance, attendance etc. or specific information related to departments

like collection of data. All the modules in college administration are interdependent. They are

maintained manually. So they need to be automated and centralized as, Information from one

module will be needed by other modules. For example when a student needs his course

completion results it needs to check many details about the student like his name, registration

number, year of study, exams he attended and many other details. So it needs to contact all the

modules that are office, department and examination and result of students. This project is useful

for easy user interface. The system utilizes the powerful database management, data retrieval and

data manipulation. This project provides more ease for managing the data than manually

maintaining in the documents. The project is useful for saving valuable time and reduces the

huge paper work. To successfully develop this system, a number of tools was studied and used.

These include implementing technologies like Crystal Report, programming languages like

C#.Net, relational databases like SQL SERVER. The tools and technologies used are discussed

into detail in this document. It is recommended that this system is extended to cover all

Universities in the country.

 4

BACKGROUND OF STUDY

The introductory chapter of this research work examines the background to the subject under

consideration, the statement of problems, the aim and objectives, the significance of the study

and its justification, the purpose and possible uses of the research among other things necessary.

It will highlight the outline of the work and map out a plan for the entire project.

Management is often included as a factor of production along with machines, materials,

and money. According to the management guru Peter Drucker (1909-2005), the basic task of

management includes both marketing and innovation. Practice of modern management originates

from the 16th century study of low-efficiency and failures of certain enterprises, conducted by

the English statesman Sir Thomas More (1478-1535). Management consists of the

interlocking functions of creating corporatepolicy and organizing, planning, controlling,

and directing an organization’s resources in order to achieve the objectives of that policy [1].

Management also includes recording and storing facts and information for later use or for others

within the organization. Management functions are not limited to managers and supervisors.

Every member of the organization has some management and reporting functions as part of their

job.

A management system is a proven framework for managing and continually improving your

organization's policies, procedures and processes. [2].There is no universally accepted definition

of a management information systems (MIS) and those that exist reflect the emphasis and

prejudices! Of a particular writer. The term MIS has become almost synonymous with computer

based data processing and indeed many books with MIS in the title turn out to be exclusively

concerned with topics such as system analysis, file design and various other technical facets of

computer based systems. This emphasis results in a production-oriented definition of MIS of

 5

which the following by INFOSEC is a typical example: Any telecommunications and/or

computer related equipment or interconnected systems or sub-systems of equipment that is used

in the acquisition , storage , manipulation , management , movement , control , display ,

switching ,interchange, transmission of reception of voice and/or data, and includes software

,firmware and hardware[3].

This Project takes the consideration with the importance of ensuring that the correct problems are

addressed and that relevant information is available when, where, and in the form required to be

useable by management. Having emphasis on this Project and MIS can be defined as: A system

to convert data from internal and external sources into information and to communicate that

information in an appropriate form, to Managers at all levels in all functions to enable them to

make timely and effective decisions for planning, directing and controlling the activities for

which they are responsible.

A management information system (MIS) provides information that organizations require to

manage themselves efficiently and effectively. In the beginning, business computers were used

for the practical business of computing the payroll and keeping track of accounts payable and

receivable. As applications were developed that provided managers with information about sales,

inventories, and other data that would help in managing the enterprise, the term "MIS" arose to

describe these kinds of applications. Today, the term is used broadly in a number of contexts and

includes (but is not limited to): decision support systems, resource and people management

applications, project management, and database retrieval applications [4].

Records management is the systematic control of an organization’s records, throughout their life

cycle, in order to meet operational business needs, statutory and fiscal requirements, and

community expectations. Effective management of corporate information allows fast, accurate

 6

and reliable access to records, ensuring the timely destruction of redundant information and the

identification and protection of vital and historically important records. Records management

covers records of all formats and media. This includes paper and computer records; cassette,

video and CD records. Records management is needed throughout the lifecycle of a record, and

the process begins when the decision to create the record is taken.

Records are vital for the day-to-day functioning of the University: they support the decision-

making; document its aims, policies and activities; and ensure that legal, administrative and audit

requirements are met.For records to perform their various functions, some form of management

is needed. Management includes control over what is created, the development of effective and

efficient filing systems to store the records, and procedures for the retention of those records [5].

The goal of any system development is to develop and implement the system cost effectively;

user-friendly and most suited to the user’s analysis is the heart of the process. Analysis is the

study of the various operations performed by the system and their relationship within and outside

of the system. During analysis, data collected on the files, decision points and transactions

handled by the present system. Different kinds of tools are used in analysis of which interview is

a common one.

In the past, frantic efforts to improve the situation in many universities through the introduction

of computers and internet services as well as development of database management system do

not seem to have helped the University much because the record management system is still

conventionally paper-based and manual in operation. Many management staff complains of

funds, and material resources. The reality reveals gross inadequacy of qualified personnel,

facilities, students’ explosion and space problem. This study is therefore a response to the
 7

challenge by striving to empirically identify these problems and well defined management

options that could improve record keeping processes in universities especially in the study area

The Core aim in developing College Management System is to provide an easy way not only to

automate all functionalities of a college, but also to provide full functional reports to Any

University top management with the finest of details about any aspect of any College, bringing

the best way of management in the various forms of College Management System.The system

will be a bridge between the College and Students, The System will manage the task related to

the college students, employees and to reduce time to searching of appropriate candidates in

college view. Its integrated structure, modules and core database engine helps avoid redundancy

of data and duplication of work, thus resulting in efficient use of time, resources and cost.

PROBLEM STATEMENT

The dominant form of record keeping is the traditional way. The process of receiving data’s

from students and staff details are done through manual records. This process will take long

time, separate employees need to maintaining the databases. All the college details are stored via

separate databases. It will take long time due to this process time waste, increase in paper work,

money waste etc...In this process it is very difficult to maintain the fees and accounting reports of

college in proper way. Lecturers does not maintain the file, documentation, reports (class Wise,

section wise) etc…

The System has no integrated management system that integrates all of the University’s systems

and processes in to one complete framework, enabling an organization to work as a single unit

with unified objectives.

 8

It is hoped that the current problems relating to records keeping in the university by using the

traditional and orthodox way may be addressed through this project.

1.4 AIM AND OBJECTIVES

1.4.1 AIM

The goal of this project is to design and implementation College Management System for

University College that computerizes all the details that are maintained manually.

1.4.2 OBJECTIVES

 To create a system that is always available and provides up-to-date Collective Records of

student of all Branches and Employees of all department

 To create a system that will provide easy Query to all related details of student and

employee and generate any kind of report and search records, Records can be exported to

excel and Reports to PDF, Excel, Word, Crystal report etc.

 To create an automated system that Maintain personal,contact,qualification,service

history details

 College Management System will create an easy compilation of exams reports and

performance analysis,Integration Null functions of finance and payroll, Maintain fees

details based on course, term .etc.

 9

RESEARCH QUESTIONS

Answers to the following questions were provided in this study.

 What problems are associated with record keeping in universities?

 What management option can be employed to improve record keeping processes in

universities?

 What is the proportion of electronic records in the organization?

 What New records management objectives would you like to see the organization obtain?
 10

2. System Requirement

Analysis
 11

2.1 INFORMATION GATHERING

ORGANISATION OF STUDY

The thesis report will include the following major chapters;

Chapter one which is the introduction discusses the background of the study, problem statement,

objectives, research questions/ hypotheses, scope, limitation of the study and definitions and

concepts used in the research.

Chapter 2: Literature review. This chapter focuses on the technical review of the project,

emphasizing thetechniques and tools used for the project. It will focus on the outlook of existing

systems and state means of improving upon them. This chapter will help justify the importance

of the project, and highlight how different it will be from other similar systems.

Chapter 3: Methodology. Here the development of the proposed system is analyzed into details.

It will analyze the technologies used, data sources and programming languages used and why.

Dataflow diagrams, flowcharts, use-case diagrams, relationship and entity diagrams, etc. will be

used to explain the proposed system extensively. Strength and limitations of the methods

employed in the system design will also be highlighted.

Chapter 4: System Design, Development and Implementation. Here the system design will be

implemented, after which it will be thoroughly tested and reviewed to correct all identified

errors.

Chapter 5: Summary, Conclusion and Recommendation. This chapter will look at the project

objectives and goals, and state if they were solved at the end of the project. It will cover the

observations that were identified and suggest the necessary improvements that must be

incorporated into future systems.

 12

SIGNIFICANCE OF STUDY

This project when completed will computerizes all the details of Staff and Students of any

University College that are maintained manually. The system will transform the traditional way

of recording to a modern, advanced, and electronically enabled method. It will enable easy

access to information and allow for easy and efficient management of notes.it will also serve as a

bridge between the College and Students, and manage the task related to the college

students/employees and to reduce time to searching of appropriate candidates in college view.

The development of the project will help to:

 To generate mark sheets of current year or previous year’s student

 Help to maintain the fees and accounting report of the college in proper way

 To help to get all or a particular student attendance information

 Administrator and Employee can manage all records in a standard manner

It is also environmentally friendly as it reduces paper and other resource requirements.

LITERATURE REVIEW

INTRODUCTION

This chapter focuses on the technical review of the project, emphasizing thetechniques and tools

used for the project, as well as brief background information on

COLLEGE MANAGEMENT SYSTEM

College Management System is a large database system which can be used for managing any

University College’s day to day business. College Management System allows users to store

almost all of their school's information electronically, including information on students,

 13

employees, results, attendance etc. Most importantly, this information can be easily shared with

authorized users, records can be easily searched, and reports can be easily generated. Using

College Management System, finding student information is just a few seconds away which

might have cost hours, or even days, before. At the end of the semester, printing students'

statement becomes just a few minutes' job. The system uses C#, Net 4.5 Technology with Crystal

report as the front end and SQL Server 2012 as Back end.

METHODOLOGY
2.1.1 INTRODUCTION

This chapter describes the methodologies used in the project. The proposed system will be

analyzed in detail, highlighting the functional and non-functional requirements. The model of the

System Development Life Cycle (SDLC) that would be employed in the system development

will be discussed. Technologies used, information gathering (fact finding), data sources and

programming techniques will also be mentioned.

2.1.2 FACT FINDING METHODS

The successful development of any system require effective fact finding techniques to gather the

adequate system demands, functional and non-functional requirements which will be required for

the development of the system.

Fact finding (information gathering or data collection) is the process of using research, meetings

interviews, questionnaires, sampling and other techniques to collect information about system

requirements and preferences. Accurate information can be collected with the help of various

methods/techniques. Interviews, Questionnaires, Record Views, and Observations are some

 14

different fact finding techniques used by the analyst. A researcher may use more than one

technique for gathering information.

2.1.3 CHOSEN TECHNIQUE FOR FACT FINDING

Out of the various options available, the researcher used interviews and observations as the

technique for fact finding.

Interviews and observations were chosen because it provided first-hand reliable information to

the researcher to make prudent decisions for the system design. Before the project started, certain

key people were chosen for the interview and observation.

2.1.4 OBTAINING DATA FROM UNIVERSITY COLLEGE

The administrator of the university was contacted for all information. The staff at the

administration office and accounts office were friendly and they willingly provided all needed

information. Where necessary, meetings were arranged with the stuff and Lecturers in an open

environment. All meetings were conducted with the core motive of obtaining much information

possible to enable the researcher design a robust system.

2.1.5 CHALLENGES FACED

The university currently has no integrated system in place to manage student data. The admission

officer write down student information like name, date admitted, documents submitted,academic

details, guardian information, course being taken, contact information, among others in different

books as and when necessary. Interactions with various staff of the university suggested that

there was no consistency in storing student data. This comes with a great task of identifying
 15

which information is substantial or useful to the software design. Great amount of time was spent

sorting out the different student information available and tracking student fee payment.

In instances of ambiguity, the researcher asked more questions that would enable him arrive at

the right decision. Questions were therefore structured for specific purpose and particular

answers.

It was also realized that most of the potential users of the proposed system had little or no

knowledge about the system and could not describe clearly what they require of the system or

how they would prefer it to be designed.

Some administrative staff in the university did not attach the necessary importance to scheduled

meetings and they were sometimes late or failed to turn up.

2.2 System Feasibility:

The feasibility study proposes one or more conceptual solution to the problem set of the project.

In fact, it is an evaluation of whether it is worthwhile to proceed with project or not.

Feasibility analysis usually considers a number of project alternatives, one that is chosen as
the most satisfactory solution. These alternatives also need to be evaluated in a broad way
without committing too many resources. Various steps involved in feasibility analysis are:
1. To propose a set of solution that can realize the project goal. These solutions are usually
descriptions of what the new system should look like.
2. Evaluation of feasibility of such solutions. Such evaluation often indicates shortcomings in the
initial goals. This step is repeated as the goals are adjusted and the alternative solutions are
evaluated.
2.3 Economic Feasibility:

The system being developed is economic with respect to School or Collage’s point of view. It is
cost effective in the sense that has eliminated the paper work completely.
 16

The system is also time effective because the calculations are automated which are made at the
end of the month or as per the user requirement.The result obtained contains minimum errors and
are highly accurate as the data is required.
2.4 Technical Feasibility:
The technical requirement for the system is economic and it does not use any other additional
Hardware and software.
2.5 Behavioral Feasibility:
The system working is quite easy to use and learn due to its simple but attractive interface. User
requires no special training for operating the system.
 17

2.6 SYSTEM SPECIFICATION

2.6.1 HARDWARE CONFIGURATION

 A Computer (i.e. Laptop or Desktop)

 Processor : Intel Core Duo 1.8 GHz or more

 RAM : 1GB or more

 Hard Disk : 20GB or More

 Monitor : 14” Color Screen or More

 Nullboard : Standard 102 Nulls

 Mouse : 3 Buttons

 Printer For Report Printing

2.6.2 SOFTWARE CONFIGURATION

 Back End : SQL Server

 Environment : Microsoft Visual Studio 2013 and Crystal Report

 .Net Framework : Version 4.5.1

 Language : C#

 Microsoft Windows XP/Vista/7/8/8.1

 18

3. System Analysis Tools

 19

3.1 USE CASE DIAGRAM

Use Case (UC) diagrams are drawn to summarize who can use an application or system, and

what they can do with the system. They are used to show all of the available system

functionality. Use Case Diagrams have four (4) major elements: Actors, System, Use Cases, and

relationships. Use Case Diagrams represent the functionality of the system from a top-down

perspective.

Use Case diagrams as behavior diagrams are used to describe a set of actions (use cases) that

systems (subject) should or can perform in collaboration with one or more external users of the

system (actors). Each user provides some observable and valuable result to the actors or other

stakeholders of the system [18].

UC diagrams are used to specify external requirements on a subject (required usage of a system),

the functionality offered by a subject (what the system can do), and the requirements the

specified subject poses on its environment.

 20

Figure 3.1 - A Use Case Diagram of the College Management System

 21

Figure 3.2 - A Use Case Diagram of the College Management System

 22

Figure 3.3 - A Use Case Diagram of the College Management System

 23

 Administrators Use case

Figure 3.4 - Administrator Use Case Diagram of the College Management System
 24

 Accounts Officer Use Case

Figure 3.5: Accounts officer Use Case Diagram of the College Management

System
 25

 Admissions Officer Use Case

Figure 3.6: Admissions Officer Use Case Diagram of the College Management System
 26

 Lecturers Use Case

Figure 3.7: Lecturer Use Case Diagram of the College Management System
 27

3.2 THE CONTEXT DIAGRAMS

The context diagram is a top-level view of an information system which allows the showing of a

systems boundaries and scope [13].The context diagram shows the whole system under study,

indicating data flows in and out of the system by external entities but with no data stores shown.

Figure 3.8: The Context Diagram of the College Management System

The diagram shows the abstract view of the College Management System. It will show all the

external agents and all the data flow of the system in one diagram. The context diagram explains

the entire project of the College Management System in one process. The drawing of a context
 28

diagram starts with the identification of the parent process and the external entities with inputs

and outputs.

3.3 DATAFLOW DIAGRAM (DFD)

A dataflow diagram is the graphical representation of a system's data and how the processes

transform the data [14]. DFDs approach a system from a data perspective.

They are commonly used to document the process of current and required systems. The dataflow

diagram of the system would describe all the processes involved in the College Management

System. The diagram summarizes the system more clearly than the context diagram. They are

constructed using four major components, External Entities, Data Stores, Process, and Data-

Flows [13].

External Entities represent the source of data as input to the system. They are also the destination

of system data. They are represented by the ellipses with names.

Data Stores represent stores of data like computer files and databases within the system. They are

drawn as open-ended rectangles and uniquely identified by letters followed by a number. Process

represent activities where data is manipulated, retrieved, transferred, or stored in a particular

way. Processes transform input data into output data. They are shown as larger rectangles with a

numeric identifier in a box at the top left corner. The box would indicate the process location and

also the process name.

Data Flow represents the movement of data from one component to the other. An arrow indicates

dataflow (data in motion), and it is a pipeline through which information flows. Data flows are

shown one-way only, and external entities are shown as dotted lines.
 29

0-levelDFD:

Admin/Lecturer/Ac

count

Officers/Admissions
System
Officers

Output
 30

1-level DFD:

Child Diagram:

• “Explode” one process in level 1 diagram

• Break down into lower-level processes, using numbering scheme

• Must include all data flow into and out of “parent” process in level 1 diagram

• Don’t include sources and sinks

• May add lower-level data flows and data stores

 31

Physical DFD’s

• Model the implementation of the system

• Start with a set of child diagrams or with level 0 diagram

• Add implementation details

– indicate manual vs. automated processes

– describe form of data stores and data flows

– extra processes for maintaining data

 32

Proposed Physical Child Diagram

Current Physical Child Diagram

 33

2-level DFD:
 34

3-level DFD:

3.1
 35

3.2
 36

3.5 MODULE DESIGN

The module design describes the different modules in the College Management System. The

main modules in this system are the admin module, Accounts Officer module, Admissions

Officer module and Lecturer module. The other sub-components under the main module include

student registration, student profile entry, internal marks entry, hostellers, bus holders,

attendance, registration form download, employee profile entry, bus fee payment, course fee

payment, employee salary payment, hostel fee payment, scholarship payment, other transactions,

records and report.

 37

 Admin Module
Administrator

View Login
Login Session Entry
Details

View Login View Records Search Records Event Entry Register

Details
try

Delete Course Hostel Entry

ry Scholarship Semester Update
Process Entry Entry Entry Process

Departme
nt Entry
Student Profile Student Registration Entry Hostellers Entry
Entry
Event
Employee Entry Student Registration Employee Salary Hostel Fee
Profile Entry Form Download Payment Entry Payment Entry
ry
User Registration Entry Student Attendance Entry Internal Marks
Entry

Transportation
Hosteller’s Bus Fee
Entry
Entry Payment Entry

Course Fee Payment Scholarship

Entry Payment entry

Bus Holders Entry Subject Info.

Entry
Logout

Figure 3.13: Administrator Module Structure of the College Management System

 38

 Admissions Officers Module

Admissions Officer

Login

Student Student Student View Print

Registration Profile Registration Form Records Reports
Entry Entry Download

Figure 3.14: Admissions Officer Module Structure of the College Management System

 Accounts Officer Module

Accounts Officer

Login

Bus Fee Course Fee Employee Salary Hostel Fee

Payment Payment Entry Payment Entry Payment

Fees Payment
Scholarship Entry Other
Payment Entry Transactions

View Records Print Report

Figure 3.13– Accounts Officer Module Structure of the College Management System
 39

 Lecturer Module

Lecturer

Login

Student Internal Marks View Records Print Reports

Attendance Entry Entry

Figure 3.14– Lecturers Module Structure of the College Management System

 40

3.6.1 Sequence Diagram

A sequence diagram is an interaction diagram that shows how processes operate with one

another and in what order. It is a construct of a Message Sequence Chart. A sequence diagram

shows object interactions arranged in time sequence. It depicts the objects and classes involved

in the scenario and the sequence of messages exchanged between the objects needed to carry out

the functionality of the scenario. Sequence diagrams are typically associated with use case

realizations in the Logical View of the system under development. Sequence diagrams are

sometimes called event diagrams, event scenarios. A sequence diagram shows, as parallel

vertical lines (lifelines), different processes or objects that live simultaneously, and, as horizontal

arrows, the messages exchanged between them, in the order in which they occur. This allows the

specification of simple runtime scenarios in a graphical manner.

 41

Admin Login Master Entries Student Entries Transaction Records Reports Server
Entries

ask id and
password Verify()

Ackowledge Perform
Operations Store

Information

Perform
Operations Store

Information

Perform Operations Store

information

Perform Operations store

Information

Check

Back

Figure 3.15– Sequence Diagram of the College Management System

 42

3.6.2 Activity Diagram

Activity diagrams, which are related to program flow plans (flowcharts), are used to illustrate
activities. In the external view, we use activity diagrams for the description of those business
processes that describe the functionality of the business system.Contrary to use case diagrams, in
activity diagrams it is obvious whether actors can perform business use cases together or
independently from one another.Activity diagrams allow you to think functionally. Purists of the
object-oriented approach probably dislike this fact. We, on the other hand, regard this fact as a
great advantage, since users of object-oriented methods, as well as users of functional thinking
patterns, find a common and familiar display format, which is a significant aid for business-
process modeling.

Because it is possible to explicitly describe parallel events, the activity diagram is well suited for
the illustration of business processes, since business processes rarely occur in a linear manner
and often exhibit parallelisms.

Activity diagrams can be developed in various degrees of detail. They can be refined step by
step. In the external view, activity diagrams, just like use case diagrams, exclusively represent
business processes and activities from the outside perspective. Refining diagrams does not mean
describing process details that are performed within the business system, which often leads to an
unnoticed shift to the internal view
 43

Admin

Login Form

Enter username
and password

IS
Invalid

Valid

Master Transaction
Entries Students Internal Marks Employee Entries
Entries Student Entries Entries
Attendance

Report

Figure 3.16– Activity Diagram of the College Management System

 44

3.7.1 LOGIN

Login module is used to check whether the user is an authorized person to use the system or not

the different types of users are;

 Administrator

 Admissions Officer

 Accounts Officer

 Lecturer

3.7.2 SECURITY AND RESTRICTIONS

3.7.3 ADMINISTRATOR

Administrator can perform all the operations in the system, the administrator level will be the

account with the highest accessibility functions and privileges in the system. Its rights and

privileges know no bounds. Thus Administrator can delete and update the records, register/add

new users and make changes to database, view various reports, and do practically anything it so

desires in the system.

3.7.4 ADMISSIONS OFFICER

Admissions officer makes student admission and student profile entry. Admissions officer is not

allowed to delete and update records

3.7.5 ACCOUNTS OFFICER

Accounts officer is Mainly Transactions, Accounts officer is not allowed to delete and update records
 45

3.7.6 LECTURER

Lecturer can only Update the Attendance and make Internal Marks, Lecturer is not allowed to

delete and update records

3.7.7 FORMS

1. Users Registration Form

2. Login Form

3. Login Details

4. Change Password Form

5. Password Recovery Form

6. Student Registration/Admission Form

7. Profile Entry Form

8. Student Fee Form

9. Student Marks Form

10. Subject Info Form

11. Hostellers Entry Form

12. Student Attendance Form

13. Employee Profile Entry From

14. Employee Salary Payment Form

15. Course Fees Payment Form

16. Scholarship Payment Form

17. Hostel Fees Payment Form

18. Others Transaction From

19. Department Form

 46

20. Bus Holders Form

21. Events Form

22. Transportation Form

23. Batch Form

24. Bus Holders Form

25. Bus Fee Payment Form

The User Registration Form is designed for registering the new users or account users for the

system. Student Registration Form is designed for registering the new student’s details and

course details. The Student Fee Form is used to enter the student’s fee details. The Student

Marks Form is designed for submitting the semester or exam marks of the students for a

particular course or an individual student. The Student Attendance Form is used to create the

identity number of students who attends a particular. The Employee Profile entry form is

designed for entering the staff details and other relevant details. The salary payment form is used

to derive the salary for employees. The Course details form is designed for entering the different

course available in the campus and other relevant details. The Scholarship form is designed for

awarding students scholarships. The Hostel form is designed to accommodate students into

RGPV College Universities Hostels. Other Transaction Forms is designed to record any other

purchases, Assets etc. The Department Form is used to create department for students and

Employees. Transportation form Records list of Transportation Routes and charges to and from

the College. The Event form is for events management. The Batch form updates the semester

group of students in a year range. Bus holder’s form is designed for entering the students who

have paid for bus transportation in the campus. The bus fee payment form is designed to capture

students who have paid for a transportation route

 47

3.7.8 REPORTS

All the above mentioned data are stored in the back end and can be retrieved as reports with

filtering options. The Following are the reports that can be taken from this system

1. Student Registration

2. Students

3. Hostellers

4. Student Profile

5. Students Attendance

6. Fee Details

7. Internal Marks

8. Employees

9. Salary Payment

10. Salary Slip

11. Course Fee Payment

12. Scholarship Payment

13. Hostel Fee Payment

14. Other transaction

15. User Registration

16. Bus Holders

17. Transportation Charges

18. Subject Info

 48

19. Course Fee Payment Receipt

20. Hostel Fee Payment Receipt

21. Bus Fee Payment receipt

22. Scholarship Payment Receipt

23. Salary Slip

3.7.9 RECORDS

The Following are Records that this system provides

1. Student Registration

2. Students

3. Hostellers ( By Course & Branch, By Student No.,By Student Name, By Joining Date,

By Hostel Name )

4. Student Attendance

5. Employees

6. Course Fee Payment

7. Employee Payment

8. Hostel Fee Payment

9. Scholarship Payment

10. Other Transactions

11. Bus Fee Payment

 49

3.7.10 WINDOW

1. Main Menu

2. TECHNICAL REVIEW

2.1 Microsoft Visual C# .NET

Microsoft Visual C# .NET is an integrated development environment (IDE) Product from

Microsoft for the C# programming languages. Visual C# contains tools for developing,

debugging, and deploying C# Code. It is designed especially for use in developing code written

for the Microsoft .NET Framework, DirectX Application Program Interface (API), and the

Microsoft Windows API [6]. C# is a modern and innovative programming language that

carefully incorporates features found in the most common industry and research languages. In

keeping with the design philosophy of C#, Microsoft has introduced several potential new

features to the C# language that increase developer productivity with language constructs.

Since its introduction in February 2001, a number of developers have begun building software

using the C# programming language. Even within Microsoft, C# has been used to build several

shipping applications, including the .NET Framework, MSN Web properties, and the Tablet PC

SDK. As such, C# has proven itself as a language suitable for the construction of high-quality

commercial software.

Many of the features in the C# language were created with four different design goals in mind:

A unified type system and simplifying the way that value and reference types are used by the

language.

A component-based design established through features such as XML comments, attributes,

properties, events and delegates.

 50

Practical developer headroom established through the unique capabilities of the C# language,

including safe pointer manipulation, overflow checking, and more.

Pragmatic language constructs, such as the for each and using statements, which improve

developer productivity.

In the "Visual Studio for Yukon" version of the C# language, Microsoft plans to build on an

already elegant and expressive syntax by incorporating a variety of features across a broad

spectrum of research and industry languages. Included among these language features are

generics, iterators, anonymous methods and partial types [6].

2.2 THE .NET FRAMEWORK

The Microsoft .NET Framework is a new computing platform that simplifies application

development in the distributed environment of the Internet. The .NET Framework is designed to

provide an object-oriented programming environment that guarantees the safe execution of code,

and to eliminate the performance problems of scripted environments. The .NET Framework has

two main components: the common language runtime and the .NET Framework class library.

Microsoft ASP.NET hosts the runtime to provide core services such as memory management,

thread management, and remoting while enforcing strict type safety and other forms of code

accuracy that ensure security and robustness. Code management is a fundamental principle of the

runtime; code that targets the runtime is called managed code, while code that does not target the

runtime is called unmanaged code. The .NET Framework class library is a comprehensive,

object-oriented collection of reusable types that developers can use to create ASP.NET

applications. [7]
 51

Microsoft is providing best-of-breed development tools with Visual Studio .NET and the .NET

Framework. The .NET development model embraces many programming languages, so that

developers can use whichever language is most appropriate for them and for each project

2.4.3 VISUAL STUDIO .NET

Visual Studio .NET is a complete set of development tools for building ASP Web applications,

XML Web services, desktop applications, and mobile applications In addition to building high-

performing desktop applications, you can use Visual Studio's powerful component-based

development tools and other technologies to simplify team-based design, development, and

deployment of Enterprise solutions[8].Visual Basic .NET, Visual C++ .NET, and Visual C#

.NET all use the same integrated development environment (IDE), which allows them to share

tools and facilitates in the creation of mixed-language solutions. In addition, these languages

leverage the functionality of the .NET Framework and simplify the development of ASP Web

applications and XML Web services. Visual Studio supports the .NET Framework, which

provides a common language runtime and unified programming classes; ASP.NET uses these

components to create ASP Web applications and XML Web services. Also it includes MSDN

Library, which contains all the documentation for these development tools

2.3 CRYSTAL REPORT

This is a business intelligence application used to design and generate different reports from a

wide range of data sources. Microsoft Visual Studio 2008, (the software for the system design)

has an OEM (original equipment manufacturer) version of Crystal Reports bundled into it.
 52

Crystal Reports enables the ability to create interactive, quality presentation content to the Visual

Studio.NET platform.

Crystal Report of Visual Studio .NET is the standard reporting tool for Visual Studio .NET. You

can host reports on web and windows platform and can publish reports as Report Web services

on the web server. It is based on framework of Crystal Report 8.0 and uses open and flexible

architecture, with standards like XML, to allow porting reports over the web. Using crystal

report expert you can choose report layouts, display charts, calculate summaries, subtotals as

grouped data as well as conditionally format text and rotate text objects. Although Crystal

Reports for Visual Studio .NET supports variety of data source like ADO record set, CDO record

set, DAO record set, MS Excel workbook, this walkthrough endeavor to explain How to report

off ADO.NET Dataset using Visual Basic .NET. As you all know Dataset is the core component

of distributed application and is explicitly designed for data access independent of any data

source. Dataset can be created from variety of sources. Whatever the source is, before reporting

off ADO.NET Dataset you must perform the following task:

 Generate an object for the Dataset.

 Connect report to Dataset Object.

 Push data into Dataset Object.

 Bind report to Windows Forms Viewer to display report with actual data at runtime.

Visual Studio .NET is the first Windows development environment that gives developers a fully

Integrated and robust reporting solution. Crystal Reports is now installed with Visual Studio so

developers can write applications that have reports seamlessly integrated into them. Starting with

Visual Basic 3.0, Crystal Reports was included with the language, but not part of the Null
 53

installation. It was also a stand-alone product that was independent of the programming language

[9].

2.4 SQL DATA BASE

SQL server offers high levels of performance, availability, and security at the lowest cost of

ownership.It provides a set of functional program that user can use as tools to build structures

and perform tasks. Because applications are developed on SQL Server are completely portable to

the other versions of the programmer can create complex application in a single user,

environment and then move it to a multi-user platform. Users do not have to be an expert to

appreciate SQL Server but the better user understands the program, the more productively and

creatively he can use the tools it provides.

2.5 DATABASE MANAGEMENT SYSTEM

A database management system (DBMS) consists of a collection of interrelated data and a set of

programs to access the data. The collection of data is usually referred to as the database. A

Database system is designed to maintain large volumes of data. Management of data involves:

 Defining the structures for the storage of data

 Providing the mechanisms for the manipulation of the data

 Providing for the security of the data against unauthorized access

 54

Users of the DBMS:

Broadly, there are three types of DBMS users:

 The application programmer

 The end user

 The database administrator (DBA)

The application programmer writes application programs that use the database. These programs

operate on the data in the database. These operations include retrieving information, inserting

data, deleting or changing data.

The end user interacts with the system either by invoking an application program or by writing

their queries in a database query language. The database query language allows the end user to

perform all the basic operations (retrieval, deletion, insertion and updating) on the data.

The DBA has to coordinate the functions of collecting information about the data to be stored,

designing and maintaining the database and its security. The database must be designed and

maintained to provide the right information at the right time to authorized people. These

responsibilities belong to the DBA and his staff

2.5.1 ADVANTAGES OF A DBMS

The major advantage that the database approach has over the conventional approach is that a

database system provides centralized control of data. Most benefits accrue from this notion

of centralized control

A. REDUNDANCY CAN BE CONTROLLED

Unlike the conventional approach, each application does not have to maintain its own data files.

Centralized control of data by the DBA avoids unnecessary duplication of data and effectively
 55

reduces the total amount of data storage required. It also eliminates the extra processing

necessary to trace the required data in a large mass of data present any redundancies that exist in

the DBMS are controlled and the system ensures that these multiple copies are consistent.

B. INCONSISTENCY CAN BE AVOIDED

Since redundancy is reduced, inconsistency can also be avoided to some extent. The DBMS

guarantee and that the database is never inconsistent, by ensuring that a change made to any

entry automatically applies to the other entries as well. The process is known as propagating

update.

C. THE DATA CAN BE SHARED

A database allows the sharing of data under its control by any number of application program or

users. Sharing of data does not merely imply that existing applications can share the data the

database, it also means that new applications can be developed to operate using the same

database.

D. STANDARDS CAN BE ENFORCED

since there is centralized control of data, the database administrator can ensure that standards

are maintained in the representation of the stored data formats. This is particularly useful for

data interchange, or migration of data between two systems.

E. SECURITY RESTRICTIONS CAN BE APPLIED

The DBMS guarantees that only authorized persons can access the database. The DBA defines

the security checks to be carried out. Different checks can be applied to different operations on

the same data. For instance, a person may have the access rights to query on a file, but may not

have the right delete or update that file. The DBMS allows such security checks to be established

for each piece of data in the database.

 56

F. INTEGRITY CAN BE MAINTAINED

Centralized control can also ensure that adequate checks are incorporated in the DBMS to

provide data integrity. Data integrity means that the data contain in the database is both accurate

and consistent. Inconsistency between two entries can lead to integrity problems. However, even

if there is no redundancy, the data can still be inconsistent. For example student may have

enrolled in 10 courses in a semester when the maximum number of courses one can enroll in is

7.Another example could be that of a student enrolling in course that is not being offered that

semester. Such problems can be avoided in a DBMS by establishing certain integrity checks to

be carried out whenever any update operation is done. These checks can be specified at the

database level, besides the application programs.

G. DATA INDEPENDENCE

In non-database systems, the requirement of the application dictates the way in which the data is

stored and the access techniques. Besides, the knowledge of the organization of the data, the

access techniques are built into the logic and code of the application. These systems are data

dependent. Consider this example, suppose the university has an application that processes the

student file. For performance reason, the file is indexed on the roll number. The application

would be aware of the existing index, and the internal structure of the application would be built

around this knowledge. Now consider that the some reason, the file is to index on the registration

data. In this case it is impossible to change the structure of the stored data without affecting the

application too. Such an application is a data dependent one.

It is desirable to have data independent applications. Suppose two applications A and B need to

access the same file. However both the applications require a particular Field Name to be stored
 57

in different formats. Application A requires the Field Name “Staff Salary” to be stored in

decimal format, while the application B requires it to be stored in binary format. This would pose

a problem in an old system. In a DBMS differences may exist in the way that data is actually

stored, and the way that it is seen and used by a given application

FEATURES OF RDBMS:

 The ability to create multiple relations and enter data into them

 An interactive query language

 Retrieval of information stored in more than one table

H. NORMALIZATION

Normalization is a process of simplifying the relationship between data elements in a record. It is

the transformation of complex data stores to a set of smaller, stable data structures. Normalized

data structures are simpler, more stable and are easier to maintain. Normalization can therefore

be defined as a process of simplifying the relationship between data elements in a record.

PURPOSE FOR NORMALIZATION:

Normalization is carried out for the following four reasons:

 To structure the data so that there is no repetition of data, this helps in saving space.

 To permit simple retrieval of data in response to query and report requests.

 To simplify the maintenance of the data through updates, insertions and deletions.

 To reduce the need to restructure or reorganize data when new application requirements

arise
 58

STEPS OF NORMALIZATION:

Systems analysts should be familiar with the steps in normalization, since the process can

improve the quality of design for an application. Starting with a data store developed for a data

dictionary the analyst normalized a data structure in three steps. Each step involves an important

procedure to simplify the data structure

It consists of basic three steps.

1. First Normal Form, which decomposes all data groups into two-dimensional records

2. Second Normal form, which eliminates any relationships in which data elements do not

fully depend on the primary Null of the record

3. Third Normal Form which eliminates any relationships that contain transitive

dependencies

1.6 SCOPE

This Project provides the detail structure of the college campus and its departments. College

Management System synchronizes the working of all the departments. It looks on all aspects of a

college, its students, faculties, departments, marks, hostels, attendance and other co – curricular

activities. College Management System is the easiest way to manage all functionalities of a

college, which facilitates colleges to maintain the functionality related to college employees and

their students. Research and analysis will therefore be limited to the case of RGPV University

College.
 59

1.7 LIMITATIONS

Along with India’s Rapid economic development, the construction of college has also developed

greatly and university conditions are immensely improved. RGPV university college have done

a series of reforms on the system, structure, management and teaching methods making Difficult

to bringing too many or too often changes to the system. While the equipment used to teach,

research and administrate have been increased day by day, the assets of colleges are large

increasingly, how to manage such a huge asset well and make and make full use of their

effectiveness has become a urgent affairs to the management sectors and also the Difficulty,

faced during initial planning and implementation. Due to the advancement in technology, the

total assurance of security cannot be fully guaranteed. The researcher was limited by time due to

the working-schooling schedule of the Candidate.

 60

4. Design
 61

SOFTWARE SYSTEM

To develop an IT solution regarding College Management System, a wide number of

development methodologies exist to make a choice from.

Certain frequently used development methodologies include:

 Object Oriented Development Methodology

 Structured Systems Analysis and Design (SSADM)

 Rapid Application Development (RAD)

OBJECT ORIENTED DEVELOPMENT MODELING

The object oriented analysis and design methodology and its process of system development are

based on objects as the name infers. Objects may be used to define variables, data structures, and

procedures for executing various data operations.

Object Oriented Development Modeling does not analyze systems from different viewpoints by

using tools like Data-Flow diagrams as in SSADM or RAD. An object oriented approach to

system development analyzes and defines the required behavior of a series of classes that will

together provide the functionality required of a particular system to be developed.

The philosophy of objects orientation states and affirms that applications can be built by

Envisioning objects that work together. In theory, the method relates to the process of developing

programs to real instances and activities to identify methods and operations of objects as well as

the identification of classes, sub-classes and their attributes.

 62

An object oriented approach to systems development allows a developer to construct systems

based on the idea of components, as opposed to the structures that form the basis of structured

programming. This component-based development allows objects to be re-used or extended,

reducing development time dramatically. The object oriented approach to systems development

also undergoes the modeling of systems by the use of encapsulation, abstraction, polymorphism,

and methods with the use of various static and interactive diagrams to show classes, objects as

well as the processes that go well to assist communication between developers.

Computer programmer and researcher, BoochRambaugh and Jacobson pooled their resources

and formulated the idea of Unified Modeling Language which has become widely accepted as a

standard. They made use of diagrams to describe the system under development [10].

The diagrams used by the UML are: Static Structured Diagrams (Class Diagrams & Object

Diagrams), Use Case Diagrams, Collaboration Diagrams, State Diagrams, Activity Diagrams,

Implementation Diagrams (Component Diagrams & Deployment Diagrams).

SSADM

Structured Systems Analysis and Design was introduced in 1981 as the standard method of

analysis and design developed by the Central Computing and Telecommunication Agency

(CCTA) for UK Government projects. It is a waterfall method by which an information system

can be arrived at [11].The methodology uses three main viewpoints when analyzing and

developing systems. This gives the developer a clear understanding of the business requirements

and helps to remove errors. These viewpoints or models are however based on:

 Processing (Functions),

 Events (Time), and

 Data
 63

Functions represent the user's view of the processing taking place in response to an event. The

event on the hand triggers the process or functions. It can thus be anything that has an effect on

the business system being created or considered. Data is also considered as the raw material of

any processing system. The function view of the methodology is represented by the dataflow

modeling, events shown by entity and event modeling through entity life histories and effect

correspondence diagrams. The data view on the other hand is represented by the logical data

model. SSADM uses a structured method of approach to systems development. It thrives on four

major modules namely:

 Requirements analysis,

 Requirements specification,

 Logical systems specification, and

 Physical design

RAPID APPLICATION DEVELOPMENT (RAD)

RAD is also noted to be a systems development methodology designed to give a fast

development and high quality result. This method is designed to take advantage of very powerful

development software that has evolved recently. The method enables the development

strategically important systems faster while reducing development cost and maintaining quality.

It achieves this by the use of a series of proven application development techniques within a

well-defined mythology. It uses the incremental approach to systems development, where parts

of the system which can stand alone is provided for use and the maintaining part of the system is

built incrementally and added to it.

 64

The objective of the methodology is to build and implement the parts of the system which will

deliver the biggest business benefits first and then the other parts of lesser benefits later in the

project. In incremental models, a limited set of user requirements is allocated to each increment

and with each successive (internal) release; more requirements are addressed until the final

release satisfies all requirements.

RAD promotes the use of prototype considered as essential to provide valid systems that will be

owned by the users. Prototyping in systems development is the process of creating a version, or

part of a system so that users can have an idea of what the system will offer, and provide

feedback on whether the system is what is required. The use of prototyping within this

methodology helps to identify misunderstandings between users and development team and may

help to detect missing user requirements. RAD system development approach is thereby a rapid

system development achieved by using a computer-based construction approach.

CHOSEN METHODOLOGY

Developing a database solution for a university like RGPV University College which pays great

emphasis on the nature of information and data to be captured by the proposed solution, the most

ideal systems development methodology to be adopted is the Structured System Analysis and

Design Methodology (SSADM).

The SSADM concentrates on the analysis and design phase of the Waterfall Model of the

systems development life cycle (SDLC), as shown in the diagram below.

 65

Figure 4.1: Waterfall Model, Systems Development: Structure Design Methods

(2007) [12]

BENEFITS OF THE CHOSEN METHODOLOGY

The following is a list of benefits gained from using SSADM. The approach SSADM uses to

make these benefits achievable is also explained briefly [11].

1. Deliver the system to users on time.

 66

Project timeliness depends on two things. Good planning as well as good managementand

control. SSADM has a modular structure which relates directly to project deliverables and helps

in all aspects of project management. It gives a clear specification of what is to be produced and

how it is to be managed and reviewed.

2. Improve quality by reducing error rates

Quality can be improved by detecting errors early in the lifecycle, especially by involving users

and skilled practitioners in checking for errors. Rigorous techniques promote accuracy, with

adequate checks of completeness and consistency. By defining the required quality of design

documents, and stating the tests for them, SSADM promotes better quality management.

3. Deliver systems that meets user's needs

By continuously involving users, by modeling business activities and work practice, by using

prototyping, by making the IT professional's thinking visible through diagrammatic techniques,

SSADM enhances the prospects for success on large and small projects.

4. Improve the effective and economic use of the skill available

SSADM uses the commonly available skill in a wide market place, e.g. Data Flow Modeling,

Logical Data Modeling. It promotes their effective use by aiding forward planning, and building

up the skills base in the organization and on particular projects.

5. Deliver system which respond to changes in the business environment

SSADM uses Business Activity Modeling and Work Practice Modeling to ensure that the focus

of the project is on what the business requires. The system produces a documentation which

makes visible the business objectives; the developer's thinking and understanding of the business

objectives; the link between the needs of the business and the system under development; and a

precise specification for the design, maintenance and enhancement of applications.

 67

6. Avoid lock-in to a single source of supply

The separation of logical system specification and physical design helps to establish a new layer

of portability. It reduces the cost of re-implementing the system on new hardware and/or

software.

7. Improve flexibility

Every application development is different. The ability of tailoring SSADM to suit different

projects is a major factor for organizations who wish to reuse their resource skills on other

projects, and to be able to benefit from the many different ways in which SSADM techniques

and products may be applied.

8. Avoid IT developers' bureaucracy

SSADM has been designed to provide useful tools for project managers and to transfer expertise

to practitioners. Its use makes benefits and costs visible to both business and IT management and

users.

SSADM uses the waterfall lifecycle model to arrive at a desirable system. It would be used

throughout the project development, and will include the following stages:

1. Requirement Analysis: Defines a series of possible solutions to the problem.

2. Systems Analysis and Specification: Gives precise detail of system requirement.

3. Systems Design: Handles how the requirements of the new system will be effected.

4. Development: This is where the program code is written.

5. Testing: This is where the system is tried to see if all goals have been met.

6. Implementation: This is where the system is hosted and made available to others for use.

7. Maintenance/Review: These are evaluations put in place to ensure user satisfactory.

 68

4.1 SYSTEM ARCHITECTURE

The architecture of the proposed system is very important to explain the processes of the system.

The initial design will help the development of the system as it goes on. The structure design will

explain the overall process of the proposed system. Other parts of the system design such as

process design, module design, interface design, input and output specification are outlined

below.

Vie Reply
Data
Admin w from
from
the Data
Datab
Syst Server
ase
Accounts em

Officer Inte Database

rfac Interface Data Server

Admissions e

Officer

Lecturer

Figure 4.2: The Basic Design of the Proposed System

 69

REQUIREMENT DEFINITION

FUNCTIONAL REQUIREMENT

These requirements refer to the functionality of the system, and particular service it will provide

to the user. This system should provide various services in line with the functions which they are

to perform

.Services to be provided are:

 Input Services,

 Data Services,

 Computational Services,

 Output Services, and

 Administrative Services

INPUT SERVICES

The proposed system would allow users to make inputs into the system through the use of the

system interface. The system should be able to validate the Name and Password entered to check

if they match and have the requisite permission to perform what activity it is trying to perform. If

the Name and Password combination entered do not tally with the one in the database or do not

have the permission required, the system should display an error message or reopen the login

screen for the user to re-enter the correct details.

 70

If the details entered are correct, various activities can be performed depending on the privileges

available to the user, like student registration, marks entry, attendance, fee payment etc.

A button would be provided on each page to allow the user submits the data entered into the

database. A LOGOUT button would also be provided to the system interface on completion.

These pages and action initiation buttons should be clearly labeled to avoid any uncertainty as to

what actions they perform.

DATA SERVICES

The College Management System should provide data services capable of storing data into the

system. The data stored should include student registration, attendance, marks entry, fee

payment, salary payment etc. into the system. The database should be able to be queried in

enhanced ways that makes reports available to users.

COMPUTATIONAL SERVICES

The processing of data by the system should be infallible. Because of the mathematical nature of

the system on transactions, it would be required to perform various calculations. The system

would be programmed to handle all tasks correctly. Certain math computations that would be

performed by the system include summation, division, subtraction, and multiplication.

OUTPUT SERVICE

The system should be able to provide a number of output services in the form of reports. Reports

are generated in response to queries submitted to the database.

Reports can be generated on different aspects of the system including users who have logged in,

student registration, subject info, fees details, employees, students, hostellers, bus holders,

student attendance, etc.

 71

An interface would be created for the systems administrator to view various reports regarding the

system.

ADMINISTRATIVE SERVICE

The system shall allow for administrative and maintenance services. The administrator should be

able to make changes, corrections and additions to the database. The systems administrator

possesses "super" user rights and should be able to make changes to all data as well as the

structure of the system database.

NON-FUNCTIONAL REQUIREMENT

Non-functional requirements define how the system would address the above mentioned

functional requirements. Other terms for non-functional requirements are constraints, quality

goals, quality of service requirements, or non-behavioral requirements [19]. Examples of

nonfunctional requirements regarding this College Management System include maintainability,

performance, security, organizational, etc.

PRODUCT REQUIREMENTS

 The system shall not occupy more than eighty (80) megabyte of disk space. Upon

installation of the system, all components needed by the software to work smoothly shall

not exceed 80MB of Hard Disk Drive space.

 The system shall not utilize more than 10MB of available memory. The proposed

application when operating at its optimal level would require averagely 5MB of system

memory to perform processing successfully.

 72

 The College Management System would have a tooltips on most of its interface to aid

users whenever they are in doubt as to what function a particular button or tool performs.

 System access rights and security levels shall be provided to ensure that only people with

the right credentials equaling the one in the database can have access and use the system.

To enhance maximum security, the application would recommend a mixed combination

of password consisting of numeric, alphanumeric, and symbols.

ORGANIZATIONAL REQUIREMENTS

 The system is time-bound. It should be completed within five (5) months of its

development.

 A database administrator would be "coached" in order to make use of all the systems

functionality with ease. The systems administrator would be required to suggest

modifications or an adjustment to areas of the system he thinks isn't addressing the

concerns of the university adequately.

 The system would be made friendly, so that staff of the institution can easily familiarize

and acquaint themselves with it. Normal programming buttons and tool tips would be

provided to ease their navigation within the system.

 Terminologies and acronyms peculiar to the university would be used to make the system

indigenous.

 Emblems, crests, logos, and colors used in the system would be that of the RGPV

University College.
 73

RESULTS AND DISCUSSION

INTRODUCTION

This chapter presents an analysis, discussions and interpretations of data from the RGPV

University College. The findings, effects, and outcomes of the College Management System are

analyzed here.

The system before its design was divided into sections at the beginning of the project in order to

achieve the expected objectives.

The system consists of two main parts, the logical and physical design.

 The logical design was used to describe the systems structure and characteristics or

features. It includes the database management system which will serve as a storage point

for all data inputted into the system. The DBMS serves as a link between the user and the

operating system. It will permit administrators to interact with the data schema.

 The physical design describes mainly the interface design of the system. It is through this

medium that reports are generated

DESIGN APPROACH

The system was divided into different parts at the beginning. This ensured that the different

aspects of the project were all handled taking into consideration their peculiar needs. After

designing the different parts, they were tested individually to ascertain their robustness. After

testing the individual parts, the various units were all integrated into one complete system.

Various verifications were carried out to guarantee the completeness of the entire system. An
 74

acceptance testing was also performed by the Lecturers and staff of the university before the

system was finally released for enterprise use.

DESIGN CONSIDERATIONS

1. Platform: Here the system's compatibility with the operating system on which the application

would run was analyzed. The system was designed to be compatible with

Microsoft Windows XP, Vista, Window 7 and windows 8, windows 8.1

2. Number of Users: The system is hosted on a central server with a shared database, and

accessible to all staff at all times. The system has unlimited access, and can be used by numerous

staff concurrently. This requires a robust database which can accommodate multiple users to

logon at the same time.

3. Security: Safety is a major important aspect of any software design. In all record Keepings,

safety measures are recommended because information should be divulged to authorize users

only.

4.2 DATABASE DESIGN

A database is a collection of related data. Database Management System (DBMS) is an

application software used to create, manage, and maintain a database.

 75

Figure - Dataset of the College Management System

4.2.1 DESIGN GUIDELINES OF A DATABASE

Certain guidelines were observed during the database design. These guidelines acted as a

framework to ensure the database was normalized, error free, with data redundancy eliminated.

Some of the guidelines include:

 Relationship: The kind of connection that exists between the entities of a database

determines how the database tables and queries would be created and linked to allow for

data retrieval. It also defines how the primary and foreign keys are used in the tables.

 Data Categorization: Data once gathered is grouped into separate categories depending

on the database being created.

 76

 Data Field: The fields or attributes of each table is determined after the data

categorization. These include the columns that would hold the data to be stored. All data

must be broken down to its basic unit.

Figure 4.19- Students Registration Accounts Table Definition

4.3 INTERFACE DESIGN

Here the various interfaces for the project were analyzed. The design layout, screen template,

and design principles were all made known.

4.3.1 DESIGN PRINCIPLES

Some underpinning principles that were considered in the design of the system interface are as

follows:
 77

1. The design is to ensure that all needed options and tools for a given task are clearly visible

without unnecessary distractions. This prevents overcrowded interface and ensure neatly

arranged interfaces.

2. All related tools were placed together. This makes items easily recognizably and alsoseparate

unrelated ones.

3. Aesthetic and minimalistic design is used for the interfaces. Colors used were minimal on all

interfaces. Contrasting colors was used to ensure that texts on all interfaces are clearly visible.

4.3.2 USER INTERFACE DESIGN

The system interface design provides the entry point through which all data is inputted into the

system. It enables the users to browse the entire software. Privileges assigned to a particular user

determine what a user can see and do anytime that user logs into the system.
 78

Figure 4.1 –Users Login Page

The login page for all the four different categories look the same but have different privileges

and rights
 79

Figure 4.2 –Administrator’s Main Start-Up Page

The main start-up page is the first screen/page that any user interacts with upon successfully

accessing the system. This page enables the user to make any changes to the system without any

restrictions.Upon selecting the category you belong to, you are directed to the corresponding

login page of your choice.

 80

Figure 4.3 –Accounts Officer Main Start-Up Page with restrictions

Figure 4.4 –Admissions Officer Main Start-Up Page with restrictions

 81

Figure 4.5 –Lecturers Main Start-Up Page with restrictions

Some screen shot samples

Figure 4.6–Student Registration Page

 82

Figure 4.7–Student Profile Entry Page

Figure 4.8–Employee Profile Entry Page

 83

Figure 4.9–Fees Payment Page

Figure 4.10–Hostel Fees Payment Page

 84

Figure 4.11–Salary Payment Page

 85

Figure 4.12–Scholarship Payment Page

Figure 4.13–Internal Marks Entry Page

 86

Figure 4.14–Student Attendance Entry Page

Figure 4.15–College Management Systems Records Menu

 87

Figure 4.16–College Management Systems Report Menu

Figure 4.17-Student Registration form

 88

4.4 IMPLEMENTATION

The system was subjected to a series of comprehensive system testing. This ensures that all

system functionalities was performing well when compared to the initial stated requirements and

functional specifications. It ensured the system met all the specifications and capable to handle

task as robustly as possible.

The system allow employees to make Student Registration entry, student profile entry, Hostellers

entry, internal marks entry, bus holders entry, attendance entry, registration form download,

employee profile entry, bus fee payment, course fee payment, employee salary payment, hostel

fee payment, scholarship payment, other transactions and also view records and generate

reports. The system was uploaded onto a server before it was thoroughly tested. Some of the

features examined included the student record search by course & branch test function and

reporting functions.

Figure 4.20- Students record search by course & branch

 89

Figure 4.21- Hostel Fee Payment Receipt

USERNAME PASSWORD

To log in as an Administrator

Admin 12345

To log in as Admissions Officer

Raj20505 12345

To log in as Accounts Officer

Amit123 12345
 90

To log in as Lecturer

Rahul123 12345

Table 4.22 - List of Usernames and Passwords used to login into the System

4.4.1 PROCESS OF IMPLEMENTATION

The final implementation of the College Management System was done in three phases.

a) Preparation phase: This involves all the possible works involving research and ground work

to ensure that the newly developed software was implemented successfully, efficiently and error

free.

b) Deployment phase: This phase entails all activities required to successfully install the system.

The software was made available for consumption by both staff and students

c) Training and transition phase: This involves all the activities used to train employees,

lecturers, and administrators of the university to take responsibility of the system. They were

equipped with the requisite skills needed to manage and maintain the daily usage of the system.
 91

5. Testing
 92

Testing(overview)
Testing is a process of executing a program with the intent of finding in error.
Debugging is the process of loading the exact cause of an error in removing that
cause. Software testing is a critical element of software quality assurance and
represents the ultimate review of specifications, design and code generation.
These techniques provide systematic guidance for designing tests that: Exercise
the internal logic of software components, and exercise the input and output
domains of the programs to uncover the errors in program function, behavior and
performance.
Testing Methods that are used :-
1. Black Box Testing.
2. White Box Testing.
3. Unit Testing.
4. Interface Testing.
5. Interrogation Testing
6. Performance testing.
1. Black Box Testing:- We used Black Box testing. We give different different
type of inputs and check the output.
2. White Box Testing:- In this testing, we check all the loops and structure. We
give input according to the the loops and structure and check the output.
3. Unit Testing:- In this testing, whenever a module is finished we check it
individualy, means all the functions are checked individualy.
4. Interface Testing.
 We check if all the interactions between these applications are executed
properly or not.
 Errors are handled properly or not.
 If database returns any error message for any query by application then it
be should catch and display these error messages appropriately to users.
 93

5. Interrogation Testing :- When unit testing is finished, we integrate functions

and then check the function that they are working properly or not.
6. Performance testing:-
We test our project on different internet connection speed. In load testing test if
user wants to perform so many functionalities at the same time, large input data
from users, Simultaneous connection to DB, heavy load on specific pages etc.
5.1 Scope of Testing
In our project, we had first gone for “unit testing” strategy. In which we test for the functionality
of each function, after that we performed “Integration testing” where we integrated them all and
tested them together.
5.2 Test Plan:
We have gone for unit testing and integral testing. So, we have initially concentrated on unit
testing and for that we spend some time whenever we developed any new functions. This has
been done during coding time as well as after the design whenever we use them. After the
completion of unit testing, we have moved to integration testing and we completed it in one day.

No. SDLC PHASE TESTING ACTIVITY

1 Requirement Review
2 Design Review
3 Implementation Code Review
Unit Testing
Component Testing
Integration Testing
4 Testing Robustness
Compatibility
Load testing
Security
Regression
5 Deployment/Maintenance Acceptance testing
Regressions
 94

5.3 Test Case Design

S. Test Case Expecte Actual Stat

N Description d Result Result us
o
1. Select Usertype and Enter username and password Go to Reached pass
Home to
Page Home
Page
2. Change Password Passwor Password Pass
d changed
should and
be reached
changed to login
and go page
to login
page
3. Save,update,delete Master entries Operati Pass
on Successf
should ul
be
Perform
4. Save,update,delete Transaction Entries Operati Successf Pass
on ul
should
be
Perform
5. See user information Only Successf Pass
admin ul
user
 95

6. Student registration Only Successf Pass

valid ully.
registrat
ion
7. User registration Only Successf Pass
valid ully.
registrat
ion
8. Student Operati Successf Pass
Entries(Profile,Attendance,InternalMarks,Registra on ully.
tion,Hostelers,Bus Holders) should
be
Perform
9. Records Searching Operati Successf Pass
on ully.
should
be
Perform
1 Reports and Receipts Generation Operati Successf Pass
0. on ully.
should
be
Perform

6.4 Sample Test Data and Result

S. No. Test Case Test Data Result

1. Select Usertype Usertype- admin Successfully login
and Enter user username- admin
name & password password-12345
for login
 96

2. Select Usertype username- raj12356 Message-invalid

and Enter user password-67875 username or
name & password password
for login
3. Add the Userid,contactno,emai Successfully
users(Users l Added
Registration) name,password,userty
pe

4. Add the Userid,contactno,emai Message-errors

users(Users l,Name,usertype enter the password
Registration)
 97

6. LIMITATIONS

Along with India’s Rapid economic development, the construction of college has also developed

greatly and school conditions are immensely improved. Any university college have done a

series of reforms on the system, structure, management and teaching methods making Difficult

to bringing too many or too often changes to the system. While the equipment used to teach,

research and administrate have been increased day by day, the assets of colleges are large

increasingly, how to manage such a huge asset well and make and make full use of their

effectiveness has become a urgent affairs to the management sectors and also the Difficulty,

faced during initial planning and implementation. Due to the advancement in technology, the

total assurance of security cannot be fully guaranteed. The researcher was limited by time due to

the working-schooling schedule of the Candidate.

7. Scope

This Project provides the detail structure of the college campus and its departments. College

Management System synchronizes the working of all the departments. It looks on all aspects of a

college, its students, faculties, departments, marks, hostels, attendance and other co – curricular

activities. College Management System is the easiest way to manage all functionalities of a

college, which facilitates colleges to maintain the functionality related to college employees and

their students.
 98

8. CONCLUSION AND RECOMMENDATIONS

8.1 SUMMARY OF FINDINGS

This project centered on the development of a system that automates, integrate, centralized and

utilizes the powerful database management, data retrieval and data manipulation. This project

provides more ease for managing the data than manually maintaining in the documents. With

recent advancement in information and communication technologies, it has become necessary

that universities, banks, and other institutions that deal with large data and client base incorporate

ICT into their daily activities and programs for speed, ease and flexibility.

Information available shows that much research has been done into College Management System

in times past and several are still ongoing. Employees can sit at their desk and have access to

records and report of any kind. With thisintegratedmanagement system, all of the university’s

systems and processes is integrated into one complete framework, enabling RGPVUniversity

College to work as a single unit with unified objectives. The university’s record keeping

becomes a unified whole, with each function aligned behind a single goal: improving the

performance of the entire university. There is less duplication, and it becomes easier to adopt

new systems in future

8.2 CONCLUSIONS

Based on analysis, discussions and a review of previous chapters, the following have been

established.
 99

 The College Management System application is a desktop application system with four

main user levels namely Accounts Officers, Admissions Officers, Lecturers, and

Administrators. The systems is placed on a centralized server accessible by all registered

account holders by the administrator into the system (under a particular user level) at all

times.

 The system allows its data to be shared, so it’s installed on a centralized server and run

from client machines at any department. All the college details are stored in a centralized

database.

 The system ensures strong security and confidentiality because of the tools, applications

and methodologies that were employed during the design and development stages of the

project. Username and password are always required to grant access.

8.3 RECOMMENDATIONS FOR FUTURE RESEARCH

During the development of the project, the RGPV University College was used as a case study. I

recommend that the system be expanded to benefit all university colleges in the country.

Certain functionality that I desired to include in the College Management System but wasn’t

possible because of time constraints can be considered in future systems. Some of these

functionalities are:

1. Library Management System with bar code support

2. Project Management of Students

3. Complaint Management
 100

4. Seating Management

5. Certificate builder and many more

Future researchers are encouraged to use this paper as a reference point.

 101

9.Appendix
 102

Appendix A

Data Dictionary

Student Registration Table-dbo.StudentRegistration

Field Name Data Type Null Description

Student_name NCHAR (30) YES This refers to the name of the student

Admission_no NCHAR (15) NO This refers to the unique

admission number of the student

DateOfAdmission NCHAR (30) YES This refers to the date of students

admission

Fathers_name NCHAR (30) YES This refers to the student’s fathers name

Mother_name NCHAR (30) YES This refers to the student’s mothers name

Gender NCHAR (10) YES This refers to the student’s Gender

DOB NCHAR (15) YES This refers to the student’s date of birth

Level NCHAR (15) YES This refers to the level at which the student

is being admitted

Religion NCHAR (30) YES This refers to student’s religion

Address NCHAR (50) YES This refers to the address of the student

Session NCHAR (10) YES This refers to the student’s Session

Contact_no NCHAR (10) YES This refers to the student’s contact number

Email NCHAR (30) YES This refers to the student’s email address

Course NCHAR (10) YES This refers to the student’s course offering

Branch NCHAR (30) YES This refers to the student’s Branch

Submitted_Documents VARCHAR(250) YES This refers to the document submitted by

the student as the time of admission

 103

Nationality NCHAR (20) YES This refers to the student’s National

GuardianName NCHAR (30) YES This refers to the student’s Guardian name

GuardianContactNo NCHAR (10) YES This refers to student’s guardian contact

number

GuardianAddress NCHAR (50) YES This refers to student’s guardian postal

address

High_School_Name NCHAR (30) YES This refers to the student’s high school

name

HS_Year_Of_Passing NCHAR (10) YES This refers to the student’s high school

year of passing

HS_Aggregate NCHAR (10) YES This refers to the student’s high school

aggregate obtained

HS_Board NCHAR (30) YES This refers to the student’s high school

board or institution attended

Senior_High_School_Nam NCHAR (30) YES This refers to the student’s high school

e name

H_Year_Of_passing NCHAR (10) YES This refers to the student’s high school

passing year

Graduation NCHAR (30) YES This refers to the student’s graduation

name

G_year_of_passing NCHAR (10) YES This refers to the student’s graduation year

of passing

G_Aggregate NCHAR (10) YES This refers to the student’s graduation

aggregate obtained

G_University NCHAR (30) YES This refers to the student’s graduation

 104

university

Post_graduation NCHAR (30) YES This refers to the student’s post-graduation

course nam3

PG_year_of_passing NCHAR (10) YES This refers to student’s post-graduation

year of passing

PG_Aggregate NCHAR (10) YES This refers to the student’s post-graduation

aggregate obtained

PG_university NCHAR (30) YES This refers to the student’s post graduate

university attended

Student Table-dbo.Student

Field Name Data Type Null Description

StudentNo NCHAR (15) NO This refers to the student’s unique index

number

Student_name NCHAR (30) YES This refers to the student’s name

Admission_No NCHAR (15) YES This refers to the unique identification

number for each student

DateOfAdmission NCHAR (30) YES This refers to the student’s admission date

Enrollment_no NCHAR (30) YES This refers to the students enrollment

number
 105

Fathers_Name NCHAR (30) YES This refers to the student’s fathers name

Mother_Name NCHAR (30) YES This refers to the student’s mothers name

Gender NCHAR (10) YES This refers to the student’s gender

DOB NCHAR (15) YES This refers to the student’s date of birth

Level NCHAR (15) YES This refers to the student’s level

Religion NCHAR (30) YES This refers to the student’s religion

Address NCHAR (50) YES This refers to the student’s address

Session NCHAR (10) YES This refers to the student’s session

Contact_No NCHAR (10) YES This refers to the student’s contact number

Email NCHAR (30) YES This refers to the student’s email address

Course NCHAR (20) YES This refers to the student’s course

Branch NCHAR (30) YES This refers to the student’s course branch

Section NCHAR (10) YES This refers to the student’s section

Submitted_Documents VARCHAR(250) YES This refers to the student’s document

submitted as at the time of admission

Nationality NCHAR (20) YES This refers to the student’s nationality

GuardianName NCHAR (30) YES This refers to the student’s guardian name

GuardianContactNo NCHAR (10) YES This refers to the student’s guardian contact

number

GuardianAddress NCHAR (50) YES This refers to the student’s guardian address

Senior High_School_name NCHAR (30) YES This refers to the student’s senior high

school

HS_Year_of_passing NCHAR (10) YES This refers to the student’s high school year

of passing

HS_Percentage NCHAR (10) YES This refers to the student’s high school
 106

percentage

HS_Board NCHAR (30) YES This refers to the student’s high school board

H_Aggregate NCHAR (10) YES This refers to the student’s higher aggregate

Graduation NCHAR (30) YES This refers to the student’s graduation name

G_year_of_passing NCHAR (10) YES This refers to the student’s graduation year

of passing

G_Aggregate NCHAR (10) YES This refers to the student’s graduation

aggregate

G_University NCHAR (30) YES This refers to the student’s graduated

university

Post_graduation NCHAR (30) YES This refers to the student’s post graduate

PG_year_of_passing NCHAR (10) YES This refers to the student’s post graduate

year of passing

PG_percentage NCHAR (10) YES This refers to the student’s post graduate

percentage

PG_university NCHAR (30) YES This refers to the student’s post graduate

university

Photo IMAGE YES This a section to select an image of student

Attendance Table-dbo.Attendance

Field Name Data Type Null Description

AttendanceID INT No This refers to the unique Identification

number for students attendance

 107

Course NCHAR (20) YES This refers to the student’s course

Branch NCHAR (30) YES This refers to the student’s course branch

Semester NCHAR (10) YES This refers to the student’s semester

Session NCHAR (10) YES This refers to the student’s session

Section NCHAR (10) YES This refers to the student’s section

SubjectCode NCHAR (20) YES This refers to the course subject code

SubjectName VARCHAR(250) YES This refers to the course subject name

StaffID NCHAR (15) YES This refers to the unique identification

number assigned to the lecturer recording

the attendance

AttendanceDate NCHAR (30) YES This refers to the student’s attendance entry

date

StudentNo NCHAR (15) YES This refers to the student’s index number

Batch Table-dbo.Batch

Field Name Data Type Null Description

BatchID INT NO This refers to the student’s batch entry

Session NCHAR (20) YES This refers to the student’s session

Course NCHAR (30) YES This refers to the student’s course

Semester NCHAR (10) YES This refers to the student’s semester

Bus Fee Payment Table-dbo.BusFeePayment

Field Name Data Type Null Description

 108

FeePaymentID NCHAR (20) NO This refers to the unique identification for

student bus fee payment

StudentNo NCHAR (15) YES This refers to the student’s index number

BusCharges FLOAT YES This refers to the bus charge rate

DateOfPayment NCHAR (30) YES This refers to the bus payment date

ModeOfPayment NCHAR (20) YES This refers to the bus payment mode eg.

By Cheque,Mobile money, Bankers draft

PaymentModeDetails VARCHAR(250) YES This refers to the bus payment

description

Fine FLOAT YES This refers to money extracted as penalty

TotalPaid FLOAT YES This refers to the total bus fee payment

paid

DueFees FLOAT YES This refers to the bus fees owed and

payable immediately or on demand

Bus Holders Table-dbo.BusHolders

Field Name Data Type Null Description

StudentNo NCHAR (15) YES This refers to the student’s index number

SourceLocation VARCHAR (250) YES This refers to the bus source location

StartingDate NCHAR (30) YES This refers to the transportation start date

Course Table-dbo.Course

Field Name Data Type Null Description

 109

CourseID INT NO This refers to the student’s course

identification

CourseName NCHAR (20) YES This refers to the student’s course name

BranchName NCHAR (30) YES This refers to the student’s branch name

Department Table dbo.Department

Field Name Data Type Null Description

DepartmentID INT NO This refers to the unique identification

assign to the department

DepartmentName NCHAR (30) YES This refers to the department or faculty a

staff belongs to

Employee Table dbo.Employee

Field Name Data Type Null Description

StaffID NCHAR (15) NO This refers to the unique identification assign

to the employee

StaffName NCHAR (30) YES This refers to the employee name

Department VARCHAR(100) YES This refers to the faculty an employee

belongs to

Gender NCHAR (10) YES This refers to the employee gender

DOB NCHAR (20) YES This refers to the employee date of birth

FatherName NCHAR (30) YES This refers to the employee father’s name

PermanentAddress VARCHAR(100) YES This refers to the employee permanent

address
 110

TemporaryAddress VARCHAR(100) YES This refers to the employee temporal address

PhoneNo NCHAR (10) YES This refers to the employee phone number

MobileNo NCHAR (10) YES This refers to the employee mobile number

DateOfJoining NCHAR (30) YES This refers to the employee employment date

Qualification NCHAR (70) YES This refers to the employee qualifications

YearOfExperience INT YES This refers to the employee years of

experience

Designation VARCHAR(100) YES This refers to the employee designation e.g.

Head of Department, Dean etc.

Email NCHAR (50) YES This refers to the employee mailing address

BasicSalary FLOAT YES This refers to the employee basic salary

LIC FLOAT YES This refers to the employee local income

IncomeTax FLOAT YES This refers to the employee payable income

tax

GroupInsurance FLOAT YES This refers to the employee insurance

FamilyBenefitFund FLOAT YES This refers to the employee family insurance

Loans FLOAT YES This refers to the loans an employee owe

OtherDeductions FLOAT YES This refers to the other deductions taken

from the employees basic salary

Picture IMAGE YES This refers to an image of the employee

Employee Payment Table- dbo.EmployeePayment

Field Name Data Type Null Description

PaymentID NCHAR (15) NO This refers to a unique salary payment

 111

Identification

StaffID NCHAR (15) YES This refers to a unique staff identification

BasicSalary FLOAT YES This refers to the employee basic salary

PaymentDate NCHAR (30) YES This refers to the employee salary

payment date

ModeOfPayment NCHAR (20) YES This refers to the employee salary mode

of payment eg. By Cash, Cheque,Mobile

money..

PaymentModeDetails VARCHAR(200) YES This refers to the payment mode

decription

Deduction FLOAT YES This refers to the total deductions made

TotalPaid FLOAT YES This refers to the total salary paid to the

employee

Event Table dbo.Event

Field Name Date Type Null Description

EventID INT NO This refers to the unique Event

identification

EventName VARCHAR(150) YES This refers to the event name

StartingDate NCHAR (30) YES This refers to the event start date

StartingTime NCHAR (20) YES This refers to the event start time

EndingDate NCHAR (30) YES This refers to the event end date

EndingTime NCHAR (20) YES This refers to the event end time
 112

ManagedBy VARCHAR(250) YES This refers to the event manager

Activities VARCHAR(MAX) YES This refers to the event activities

Fee Payment Table dbo.FeePayment

Field Name Data Type Null Description

FeePaymentID NCHAR (20) NO This refers to the unique identification for

fee payment

StudentNo NCHAR (15) YES This refers to the identification number of

student making fee payment

FeeID NCHAR (20) YES This refers to the unique fee identification of

every course fee details

FDCourse NCHAR (20) YES

FDBranch NCHAR (30) YES

Semester NCHAR (10) YES This refers to the semester for which the fees

is paid for

TutionFees FLOAT YES This refers to the total tuition fees

LibraryFees FLOAT YES This refers to the library fees charges to a

student

UniversityDevelopmentF FLOAT YES This refers to the university development fees

ees to be paid by the student

 113

UniversityStudentWelfare FLOAT YES This refers to the student welfare fee amount

Fees

CautionMoney FLOAT YES This refers to the caution money paid by only

first time admitted student and only in the

first semester

OtherFees FLOAT YES This refers to the other charges

TotalFees FLOAT YES This refers to the total fees to be paid by the

student of a particular course

DateOfPayment NCHAR (30) YES This refers to the payment date

ModeOfPayment NCHAR (20) YES This refers to the fee payment mode eg.

Mobile money,cach,cheque

PaymentModeDetails VARCHAR (200) YES This refers to the payment description

TotalPaid FLOAT YES This refers to the total fees paid by a student

Fine FLOAT YES This refers to money extracted as penalty

DueFees FLOAT YES This refers to the amount of fees owed and

payable immediately or on demand

Fees Details Table-dbo.FeesDetails

Field Name Data Type Null Decription

FeeID NCHAR (20) NO This refers to the unique identification for a

student fee payment

Course NCHAR (20) YEs This refers to the course a student is paying

the fees for

Branch NCHAR (30) YES This refers to the student course branch

Semester NCHAR (10) YES This refers to the semester for which the fees
 114

is paid for

TuitionFees FLOAT YES This refers to the tuition fee amount to be

paid

LibraryFees FLOAT YES This refers to the library fee amount to be

paid

UniversityDevelopmentF FLOAT YES This refers to the university development fee

ees to be paid

UniversityStudentWelfare FLOAT YES This refers to the student welfare fees to be

Fees paid

CautionMoney FLOAT YES This refers to the student caution money for

only first year students of their first semester

OtherFees FLOAT YES This refers to the other fees to be paid

TotalFees FLOAT YES This refers to the total amount paid by the

student per transaction

Hostel Table dbo.Hostel

Field Name Data Type Null Description

HostelID INT NO This refers to the unique identification for a

hostel

HostelName VARCHAR (250) YES This refers to the hostel name

HostelFees FLOAT YES This refers to the total amount of hostel fees

Hostelers Table dbo.Hostelers

Field Name Data Type Null Description

StudentNo NCHAR (15) NO This refers to the student index number

 115

HostelName VARCHAR (250) YES This refers to the hostel name

JoiningDate NCHAR (30) YES This refers to the date a student joins the

hostel

Hostel Fee Payment Table-dbo.HostelFeePayment

Field Name Data Type Null Description

HFeePaymentID NCHAR (20) NO This refers to the unique identification for a

hostel fee payment

StudentNo NCHAR (15) YES This refers to the index number of student

making payment for a hostel

HostelFees FLOAT YES This refers to the total hostel fees to be

paid

DateOfPayment NCHAR (30) YES This refers to the date of payment

ModeOfPayment NCHAR (20) YES This refers to the mode of hostel fee

payment e.g. By cash,cheque,bankers draft,

mobile money

PaymentModeDetails VARCHAR(250) YES This refers to the payment description

Fine FLOAT YES This refers to money extracted as penalty

TotalPaid FLOAT YES This refers to the total amount paid

DueFees FLOAT YES This refers to the amount of fees owed and

payable immediately or on demand

Internal Marks Entry Table dbo.InternalMarksEntry

Field Name Data Type Null Description

 116

StudentNo NCHAR (15) NO This refers to the student index number

SubjectCode NCHAR (20) NO This refers to the subject code of the

internal exams

ExamName NCHAR (20) NO This refers to the exams name

Session NCHAR (30) YES This refers to the session

Course NCHAR (30) YES This refers to the student course

Branch NCHAR (30) YES This refers to the student course branch

SubjectName VARCHAR (250) YES This refers to the subject name

Semester NCHAR (10) YES This refers to the semester of examination

Section NCHAR (10) YES This refers to the section weather morning

or evening

ExamDate NCHAR (30) YES This refers to the examination date

MinMarks INT YES This refers to the minimum marks of

student

MaxMarks INT YES This refers to the maximum marks of

student

MarksObtained INT YES This refers to the marked obtained

Other Transaction Table dbo.OtherTransaction

Field Name Data Type Null Description

TransactionID INT NO This refers to the unique identification for

other transaction
 117

TransactionType NCHAR (10) YES This refers to the transaction type weather

debit or credit

Date NCHAR (30) YES This refers to the transaction date

Amount FLOAT YES This refers to the transaction amount

Description VARCHAR (200) YES This refers to the transaction description

Scholarship Table dbo.Scholarship

Field Name Data Type Null Description

ScholarshipID INT NO This refers to the unique identification

for a scholarship

ScholarshipName NCHAR (30) YES This refers to the scholarship name

Description VARCHAR (200) YES This refers to the scholarship

description

Amount FLOAT YES This refers to the scholarship amount

Schorlarship Payment Table dbo.ScholarshipPayment

Field Name Data Type Null Description

ScholarshipPaymentID NCHAR (20) NO This refers to the unique identification

for scholarship payment

ScholarshipID INT YES This refers to the unique identification

for a scholarship

Amount FLOAT YES This refers to the scholarship

StudentNo NCHAR (15) YES This refers to the scholarship number

 118

PaymentDate NCHAR (30) YES This refers to the scholarship payment

date

PaymentMode NCHAR (20) YES This refers to the scholarship mode of

payment

PaymentModeDetails VARCHAR (200) YES This refers to the scholarship payment

details

TotalPaid FLOAT YES This refers to the scholarship total

amount paid

DuePayment FLOAT YES This refers to the scholarship amount

due for payment

Section Table dbo.Section

Field Name Data Type Null Description

SectionID INT NO This refers to the unique identification for a

section

SectionName NCHAR (10) YES This refers to the name of section

Course NCHAR (20) YES This refers to the course name

Branch NCHAR (30) YES This refers to the course branch

Semester Table dbo.Semester

Field Name Data Type Null Description

SemesterID INT NO This refers to the unique identification for a

semester

SemesterName NCHAR (10) YES This refers to the name of semester

 119

Course NCHAR (20) YES This refers to the course name

Subject Info Table dbo.SubjectInfo

Field Name Data Type Null Description

SubjectCode NCHAR(20) NO This refers to the subject code

SubjectName VARCHAR (250) YES This refers to the subject name

CourseName NCHAR (20) YES This refers to the name of course

Branch NCHAR (30) YES This refers to the course branch

Semester NCHAR (10) YES This refers to the semester

Transportaion Table dbo.Transportation

Field Name Data Type Null Description

RouteID INT NO This refers to the unique identification for

an established line of travel or access

SourceLocation VARCHAR (250) YES This refers to the route source location

BusCharges FLOAT YES This refers to the route bus charge

User Registration Table dbo.User_Registration

Field Name Data Type Null Description

Username NCHAR (30) NO This refers to the username used to

login by account holders

Password NCHAR (30) YES This refers to the password required for

logging in by an account holder

 120

Name NCHAR (30) YES This refers to the account holder full name

Contact_No NCHAR (10) YES This refers to the registering user contact

number

Email NCHAR (30) YES This refers to the registering user email

address

Date_of_joining NCHAR (30) YES This refers to the date of user registration

usertype NCHAR (15) YES This refers the user account type

Users Table dbo.Users

Field Name Data Type Null Description

UserType NCHAR(15) YES This refers the user account type

UserName NCHAR (30) NO This refers to the username used to

login by account holders

Password NCHAR (30) YES This refers to the password required for

logging in by an account holder

 121

Appendix B

Use Case

Main Success Scenario

1. Master Entry
2. Users
3. Students
4. Employee
5. Transaction
6. Records
7. Reports
8. Tools
Extensions

1.a Make batch entry

1. Please Select session
2. Please select course
3. Please select semester
1.b Course Entry
1. Please enter course name
2. Please enter branch name
1.c Department Entry
1. Please enter department name
1.d Event Entry
1. Please enter event name
2. Please select event start date and time
3. Please select event end date and time
4. Please select event manager
5. Please select event activities
1.e Fee Details Entry
1. Please select course
2. Please select course branch
3. Please select semester
4. Please enter tuition fees
5. Please enter library fees
6. Please enter other fees
7. Please enter university development fees
8. Please enter students welfare
9. Please enter caution money
 122

1.f Hostel Entry

1. Please enter hostel name
2. Please enter yearly hostel fee
1.g Scholarship Entry
1. Please enter scholarship name
2. Please enter amount
3. Please enter description
1.h Subject Information Entry
1. Please enter subject code
2. Please enter subject name
3. Please select course name
4. Please select branch name
5. Please select semester
1.i Semester Entry
1. Please enter semester name
2. Please select course name
1.j Session Entry
1. Please enter session name
2. Please select course name
3. Please select branch name
1.k Transportation Entry
1. Please enter source location
2. Please enter bus charges
2.a Login Details
1. Please Select Login Details
2.b User Registration Entry
1. Please enter username
2. Please select user type
3. Please enter password
4. Please enter name
5. Please enter contact number
6. Please enter email
3.a Student Registration
1. Please enter student name
2. Please select date of Admission
3. Please select Gender
4. Please Select level
5. Please enter session
6. Please enter date of birth
7. Please Select religion
8. Please enter father's name
9. Please enter mother's name
10. Please enter address
11. Please select course
12. Please enter branch
13. Please select documents submitted
 123

14. Please enter contact number

15. Please enter email address
16. Please enter nationality
17. Please enter guardian name
18. Please enter guardian contact
19. Please enter guardian address
20. Please enter senior high school year of completion
21. Please enter senior high school aggregate obtained
22. Please enter senior high school board or university
23. Please enter A or O Level year of completion
24. Please enter A or O aggregate obtained
25. Please enter A or O Level board or university
26. Please select graduation
27. Please enter graduation year of completion
28. Please enter graduation aggregate obtained
29. Please enter graduation board or university
30. Please select post graduation
31. Please enter post graduation year of completion
32. Please enter post graduation aggregate obtained
33. Please enter post graduation board or university
34. The system auto generates student admission number
3.b Student Profile Entry
1. Please select scholar number
2. Please enter enrollment number
3. Please Browse for Profile Picture
3.c Internal Marks Entry
1. Please select session
2. Please select course
3. Please select branch
4. Please select semester
5. Please select section
6. click on submit buttom
7. System Provides student details
8. Please select subject code
9. Please select Exam name
10. Please select exam date
11. Please select minimum marks
12. Please select maximum marks
3.d Hostellers Entry
1. Please select scholar number
2. The system provides student information
3. Please select hostel name
4. Please select date of joining
3.e Bus Holders Entry
1. Please Select Scholar number
2. The system provides student information
 124

3. Please select source location

4. Please select starting date
3.f Student Attendance Entry
1. Please select course
2. Please select branch
3. Please select semester
4. Please select section
5. Please submit
6. Please select subject code
7. Please select staff id
8. Please select attendance entry date
9. Please check student number
3.g Student Registration Form Download
1. Please select registration form
2. Please Click on Print
3. Please select printer
4. Please Select ok
4.a Employee Profile Entry
1. Please Enter staff name
2. Please select gender
3. Please Enter date of birth
4. Please Enter father's name
5. Please Enter permanent address
6. Please Enter temporary address
7. Please Enter phone number
8. Please Enter mobile number
9. Please select department
10. Please select date of joining
11. Please Enter Qualifications
12. Please Enter years of experience
13. Please Enter designation
14. Please Enter email
15. Please browse for picture
16. Please Enter basic salary
17. Please Enter social security
18. Please Enter income tax
19. Please Enter group insurance
20. Please Enter family benefit fund
21. Please Enter loans
22. Please Enter other deductions
23. The system Auto generate Staff ID
5.a Bus Fee Payment Entry
1. Please select scholar number
2. The System Provides scholar number
3. Please select payment date
4. Please select mode of payment
 125

5. Please enter payment mode details

6. Please enter fine
7. Please enter Total amount paid
5.b Course Fee Payment Entry
1. Please select scholar number
2. The system Provides information on Student
3. Please select fee Identification
4. Please select payment date
5. Please select payment mode
6. Please enter payment mode details
7. Please enter fine
8. Please enter total fee paid
9. The System auto generate fee payment ID
5.c Employee Salary Payment Entry
1. Please Select Staff Id
2. The system Provides information on Staff
3. Please select payment date
4. Please select mode of payment
5. Please enter payment mode details
6. Please enter deductions
7. The System auto generate Staff ID
5.d Hostel Fee Payment Entry
1. Please select scholar number
2. The system provides information on student
3. Please select payment date
4. Please select payment mode
5. Please enter payment mode details
6. Please enter fine
7. Please enter total paid
8. The System auto generate Fees Payment ID
5.e Scholarship Payment Entry
1. Please select scholarship ID
2. The system provides information on student
3. Please select scholar number
4. Please select payment date
5. Please select payment mode
6. Please select payment mode details
7. Please enter total paid
8. The System auto generate scholarship payment ID
5.f Other Transaction Entry
1. Please select transaction type
2. Please select date
3. Please enter amount
4. Please enter description
6.a Student Registration Record Search by course and branch
1. Please select course
 126

2. Please select branch

3. Please select session
6.b Student Records Search by student name
1. Please type student name
6.c Hostellers Record search by hostel name
1. Please Select Hostel name
6.d Bus Holders Search by source location
1. Please select source location
6.e Students attendance record search by subject
1. Please select session
2. Please select course
3. Please select branch
4. Please select semester
5. Please select section
6. Please select subject code
7. The System Provides Subject name
8. Please select attendance date range
6.f Employee Records Search by Employee name
1. Please Search for Employee Name
7.a Student Registration Report View by course and branch
1.1. Please select course
2. Please select branch
3. Please select session
7.b Student Report View by student name
1. Please type student name
6.e Students attendance report view by subject
1. Please select session
2. Please select course
3. Please select branch
4. Please select semester
5. Please select section
6. Please select subject code
7. The System Provides Subject name
8. Please select attendance date range
 127

10. BIBLIOGRAPHY

REFERENCES

[1] Article [Online]. Available:

http://www.businessdictionary.com/definition/management.html [Accessed March 11, 2013].

[2] E-Learning [Online]. Available:

http://www.bsiamerica.com/en-us/Assessment-and-Certification-services/Management-
systems/At-a-glance/What-are-management-systems/[Accessed Sept. 5, 2012].
[3]Terry Lucey,” Management Information Systems” ninth Edition, INFOSEC, National
Systems Security Glossary NST1SS no.4009, 1999.
[4] Margaret Rouse., "MIS (management of information systems", [Online]. Available:
http://searchdatacenter.techtarget.com/definition/MIS. [Accessed March, 2007]
[5] Records Management, [Online]. Available:
https://www.reading.ac.uk/internal/imps/recordsmanagement/imps-recordsmanagement.aspx.
html. [Accessed Aug. 28, 2013].

[6] C# Programming Language Future Features. [Online].Available:

http://msdn.microsoft.com/en-us/library/aa289180(v=vs.71).aspx [Accessed Feb. 22, 2012]

[7] About the .NET Framework.[Online].Available:

 128

http://technet.microsoft.com/en-us/library/cc775788(v=ws.10).aspx [Accessed Nov. 01, 2012]

[8]Introducing Visual Studio. [Online] Available:

http://msdn.microsoft.com/en-us/library/fx6bk1f4(v=vs.71).aspx [Accessed June 9, 2013]

[9] By Brian Bischof, " Excerpts from the book” Crystal Reports .NET Programming, 2004
(ISBN 0974953652).

[10] Object-Oriented Analysis Models, [Online]. Available: http://www.db-aoracle.

Com/t_object_oriented_analysis_models.htm. [Accessed Sept. 12, 2013]

[11] Office of the Government Chief Information Officer, The Government of the Hong Kong
Special Administrative Region: "AN INTRODUCTION TO STRUCTURED SYSTEMS
ANALYSIS &DESIGN METHODOLOGY (SSADM)", S3a, ver.2.8, Jan.2012.

[12] "Waterfall Model, System Development" Structured Design Methods (2007), [Online].
Available: http://www.sqa.org.uk/e-learning/SDM01CD/page_02.htm. [Accessed Dec.22, 2013]

[13] D. Yeates and T. Wakefield, "Systems Analysis and Design", 2nd edition, Prentice
Hall. New York, 2004.

[14] Business Systems Analysis, NCC Education Limited, Manchester, Business

System Analysis 2004, pp.180

[15] A. J. Oppel, "Databases Demystified, McGraw-Hill Professional, New York, 2004,

pp.180.

[16] A. Silberschatz, H. F. Korth, and S. Sudarshan, "Database System Concepts, 4th

edition, McGraw-Hill Professional, New York, 2001, pp.27.

[17] P. Beynon-Davis, "Database Systems", 3rd edition, Palgrave Macmillan, 2004,

pp.220-221.

[18] Use Case Diagrams, [Online]. Available: http://www.uml-diagrams.org/use-

casediagrams.html. [Accessed Feb.12, 2013].

[19] Non-functioning requirement, [Online]. Available:

http://en.wikipedia.org/wiki/Nonfunctional_requirement. [Accessed March. 10, 2014].
129