An Independent Project Report

submitted in partial fulfilment

of the regulations governing

the award of the

B.Sc.(Hons)Computing, 2016

SCHOOL MANAGEMENT SYSTEM

NISCHAL KHADKA

1001644431

Faculty of Business & Information Science (School of IT)

UCSI University

November, 2018

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Authorship Declaration

Except where reference is made in the references, this report contains no material published
elsewhere or extracted in whole or in part from a dissertation or report presented by me for
another degree or diploma.

No other person’s work has been used without due acknowledgement in the content of the
report.

Signature: ______________ Date:_______________

[Student Name]

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ABSTRACT

School Management System is basic for an organization or to a school, which uses PC,
likewise which decreases labor. School Management System deals with a few Student points
of interest. Student participation, interior evaluation marks, parent name, telephone number,
email-id, date-of-birth, class, sex and so forth.

The objective of advancing this application is to actuate the report with respect to
participation toward the fulfillment of the conference or at the center of the gathering.
Likewise, it is conceivable to get the normal of inner appraisals and it is anything but difficult
to get the report at the end. Student's and workforce's subtle elements transferred by the
administrator. He will give username and passwords to the separate.

Workforce will refresh the Student status by putting present or missing. Assume if specific
Student is missing, the message will be sent to the separate parent and email will be sent to
parent. At last Student can just view his subtle elements, he can take the report. School
Management System has four modules. At first administrator will login, login module. Later
he is going to transfer the points of interest of Student, called Student information module
which has the functionalities like looking, embeddings, refreshing and erasing the Student
information.

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TABLE OF CONTENTS

Contents

ABSTRACT...............................................................................................................................3
PROJECT TITLE.......................................................................................................................5
BACKGROUND....................................................................................................................... 6
PROBLEM STATEMENT.......................................................................................................10
AIM AND OBJECTIVE..........................................................................................................13
JUSTIFICATION.....................................................................................................................14
SCOPE.....................................................................................................................................15
APPROACH AND DELIVERABLES....................................................................................19
MAJOR MILESTONE (GANTT CHART ATTACHED)....................................................... 21
CONSTRAINTS AND ASSUMPTIONS................................................................................22
RESOURCES.......................................................................................................................... 23
MAJOR RISKS........................................................................................................................24
EXTERNAL BODIES INVOLVED........................................................................................25
PROJECT PLAN..................................................................................................................... 26
REFERENCES........................................................................................................................ 28

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PROJECT TITLE

SCHOOL MANAGEMENT SYSTEM

5
BACKGROUND

Today, which we call information age as many technological developments have been
experienced, the biggest risk that an organization could take is to stay insensitive to change.
Many significant factors such as continuous developments in information technologies,
information exchange, increasing expectations of the society, modern managing perceptions
and applications cause organizations all over the world to develop new applications in order to
survive Because of their priority in modern societies, Information Technologies have reached a
state of high priority in education, too. Recently, contributions of information technologies to
education have been among the mostly emphasized subjects [1].

SCHOOL MANAGEMENT SYSTEM (SMS) is the Systemsystem that helps school

managers to effectively manage the day-to-day operations of a school such as attendance,
fee collection, admission, exam reports, assessments, notifications etc. with the help of
different Systemmodules. Every day school management is a very difficult job for school
authorities. A huge amount of data and other details needs to be sorted out on a daily basis.
The School Management System (SMS) was created as a solution to such management
woes [2].

SCHOOL MANAGEMENT SYSTEM (SMS) is a proposed desktop base application system

which is going to be developed to resolve the problem of Little World Pre-School And Day
Care Centre , which is one of the private institution of Nepal located at Ghothatar,
Kathmandu. It was founded by Shanta Dahal on 15th Shrawan, 2071. It provides the high
level of learning environment to the students under the professional trained teachers. This
school has many tools and technologies that provide the extra way of teaching system. This
innovative way of teaching system is attracting to the parents and people. It has a couple of
playgrounds, a library, a laboratory, a computer lab for students.

The major problems of the school are:

Time consuming on data searching, manipulating

Information losses

No privacy of sensitive information

Inaccuracy on various accounting calculation

Problem on documentations and reports

Problems on billing system

Attendance system

Progress-card system

Complexity on information analysis

Data portability

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Existing School Management System

Paathshala is an existing system, which is completely web-based Academic Information

Management System (AIMS) for the small-large school/college, which offers various of
features to help your organization perform its daily operation easily & smoothly in a cost
effective way. The feature of Paathshala are to keep the information of the student,
accounting and billing, Teacher staff information, marks management [3].

Gurukul – Hitech School Management Systemis a complete Systemfor Schools and

Colleges. This Systemis an integrated management solution comprising of student
Information Management, Examination Management, Marks Sheet Creation and
Management, Librabry Management, Financial Accounting, Store / Inventory Management,
Transport Management, Billing System along with complete School MIS Reports [4].

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Table of comparison

S.N Existing System Going to developed System (SMS) features

(Paathshala)features

1 Student Information School Management System

2 Account and billing Financial Management system

3 Teacher and student Staff Management System

Information

External features (make notice , photo gallery, ms

4 Alert and sms system excel

documentation ,notice board)

Analytical Tools (pie - chart, bar - chart, area -

5 It does not have analytical tools. chart)

Table :System Comparison

This table shows the features comparison between the Paathshala and the SCHOOL
MANAGEMENT SYSTEM (SMS).

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Weakness of existing system (Paathshala)

Although there is lot of existing school management system, Paathshala lack a feature,
which shows the progress report of the student, which helps parents and teacher to
overview the student progress. To address this problem there is a feature in SCHOOL
MANAGEMENT SYSTEM, which shows the progress report of the student by
Analytical Tools (pie - chart, bar - chart, area – chart).

Feature of school management system

SCHOOL MANAGEMENT SYSTEM includes developing School Management System to

provide facility of students, staffs and financial management system of the school. All the
students, staffs, financial activities and their detail regarding the billing system, notice-
board system, attendance system, financial statements, documentation and reports, mark-
sheet system, as well as analytical tools for data representation and their information is
recorded within the database.

The system contains the login interface, which prevents from the unauthorized access,
modification of data. . Those who can validate the username and password are only allowed
to access the data regarding the employee’s login their jobs monitoring of further
management process of the school.

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PROBLEM STATEMENT

Little world pre-school is recently established pre-school and day care Centre. Enrollment at
Little World Pre-School And Day Care Centre is 93 students and 18 staffs. This institution is
designed to provide learning spaces and learning environments for the teaching of students
under the direction of teachers.

This school is sole organization which is trying to establish the new placement in the valley.
It focuses on the interactive learning system to the students emphasizes the coordination and
discipline along with friendly teaching, learning environment among students and teachers.
Their program places special value upon cross-cultural and community-building skills and
teamwork.

It provides the high level of learning environment to the students under the professional
trained teachers. This school has many tools and technologies that provide the extra way of
teaching system. This innovative way of teaching system is attracting to the parents and
people. It has a couple of playgrounds, a library, a laboratory, a computer lab for students.

The student recording system, mark-sheet system, billing system, financial recording system,
financial statements system and reporting system are fully dependent on the filing system.
The banking transactions, as well as sensitive information are also recorded on the filing
system.

This school is facing the various types of problems due to the lack of effective recording
system and management. All recording systems are based on the traditional file-recording-
system. The pre-school is confronting ineffective data recording system. This problem has
been a great challenge for further uses and accessing of sensitive information. Due to these
problems, the school wants a school management system to control overall school
management with securely.

The major problems of the school are:

Complexity on information recording system

Time consuming on data searching, manipulating

Information losses

No privacy of sensitive information

Inaccuracy on various accounting calculation

Problem on documentations and reports

Problems on billing system

Attendance system

Progress-card system

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 Complexity on information analysis

Data portability

Random sample rate of the problems according to an accountant of the Little World Pre-
School And Day Care Centre.

Random sample rate

ID Problems (%)

P01 Data loss 10

Complexity on information

P02 management 20

Reports and documentations

P03 generating 30

P04 Attendance System 5

P05 Billing System 10

P06 Progress-card System 10

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 P07 Analytical tools 15

P08 Secrecy 30

P09 Information accessing 20

P10 Data portability 50

P11 Inaccurate Calculation 2

Table: Random sample rate of Problems

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AIM AND OBJECTIVE

The main aim of this system is to reduce the Consumption of Time and replace the traditional
file-recording-system by School Management System software. The problems of the school
are analyzed and solved with a school management system. The objectives of development of
the school management system are listed below:

To study the existing School Management System(Paathshala,Gururkul).

To identify the strengths and weakness of the current systems.
To gather/collect requirements from users.
To design a School Management System.
To develop a prototype School Management System.

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JUSTIFICATION

Education is the backbone of any country without education country can’t be developed.
Thousands of the student pass there school level every year. Among those thousand, I am
also the one who completed the school level. During my school level I have face many
problems (problem in billing system, information lost, miss match attendance etc.) due to
lack of systematic management system and traditional book keeping system. Thus, to
overcome that problem I have planned to develop a SCHOOL MANAGEMENT SYSTEM,
which will, help to solve that problem, which I have face during my school level.

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SCOPE

The Systems coded and designed based on the MVC pattern. Generally, MVC has
three distinct aspects.

How the visual components look when rendered on the screen?

How the visual components react to the users?

What is the state information associated with visual components? The state information
associated with components is responds by the Model. The View determines how the
component is displayed on the screen. And the Controller interacts between Model and
View. The system is based on desktop application with the help of MVC pattern. The
architectural structure of the system is given below:

Fig 1: System Architecture

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Functionality of school management system

As per my research done in Little World Pre-School and Day Care Center I have
planned to include following function/feature in SCHOOL MANAGEMEY SYSTEM
software.

1. To make School Management System

To make Student Recording System

To make Student Profile

To make Student Billing System

To make Student Progress - Card System

To make Student Attendance System

2. To manage Staff Management System

To make Staff Recording Syste

To make Staff Profile

To make Staff Billing System

To make Staff Attendance System

3. To make Finance Management System

To make Transactions Recording System

To make Daily – Book

To make Daily, Monthly, Annually Analysis

4. To include Extra Features

To make Notice – Board

To make Calculators

To make MS Excel Documentation

To make Photo Gallery

5. To make Setting and Security’s

To make fee structure dash board

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 To make salary structure dash board

To make activity view

To make student staff history table

6. To make Analytical tools (pie-chart, bar-chart, area-chart)

The system contains the login interface, which prevents from the unauthorized access,
modification of data. . Those who can validate the username and password are only allowed
to access the data regarding the employee’s login their jobs monitoring of further
management process of the school.

The MVC pattern is built-in technique in JavaFX GUI framework with FXML. JavaFX is
Java’s next generation graphical user interface toolkit that allows developers to rapidly
build rich cross-platform applications(RCPA). The latest version of JavaFX is a pure Java
language application programming interface (API). The controller class can be used from
each FXML document. FXML is an XML based language which can be generated by the
SceneBuilder drag-and-drop tool.

The development of the school management system has made using various tools.
The system has developed based on the following tools.

Front End

Java is preferred for programming, and JavaFX is preferred for GUI of the system.
Java is object-oriented(OOP) and high level programming language and JavaFX is
rich GUI java’s latest feature. NetBeans 8.1 IDE is used for the coding of project.

Back End

MySQL is preferred for database management to store system’s data which is free and
popular RDBMS for students and other organizations. The MS-Office also preferred for
other documenting processing mediator for data managing as well.

Report

The designing of the system is designed using the UML with the help of Umlet designer.
JasperReport is another tool for report generator and documentation of the billings of
students and staffs, progress-cards personal report etc.

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Use-case Diagram

A use case diagram at its simplest is a representation of a user’s interaction with the system
that shows the relationship between the user and the different use cases in which the user is
involved. A use case diagram can identify the different types of users of a system and the
different use cases and will often be accompanied by other type of diagrams as well. A use
case diagram that represents the system is shown in the figure below:

Fig 2: Use-case diagram

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APPROACH AND DELIVERABLES

Analysis of the system activities are studied with the help of system development life
cycle. The system development life cycle (SDLC) is a conceptual model used in project
management that describes the stages involved in an information system development
project, from an initial feasibility study through maintenance of the completed application.

Various SDLC methodologies have been developed to guide the processes involved,
including the waterfall model (which was the original SDLC method); rapid application
development (RAD); joint application development (JAD); the fountain model; the spiral
model; build and fix; and synchronize-and-stabilize. Frequently, several models are
combined into some sort of hybrid methodology. Documentation is crucial regardless of the
type of model chosen or devised for any application, and is usually done in parallel with the
development process.

As per the requirement collection, the nature of the requirement suggests that there are only
specific areas where problem needs to be addressed. The main area of concern seems to
generate reports and documentations and information recording in computerized based. The
system has been developed on basis of Agile Development Approach

1. Requirement collection and Analysis

In this phase, the principal of the school was interviewed to collect more relevant data or
information. List of all the related problems were collected in excel sheet so that these
data can be entered into the system before it starts recording the member details. In this
phase following research had been followed to collect and analyze the data.

a) Literature Survey

Secondary data were reviewed initially through the internet search engines and the
newspaper. To aid the search a table of key terms were constructed and the sources
located were correlated with this. A secondary cross-reference table was developed so
that the data can be viewed from different perspectives.

b) Data collection and Sampling

To test current practice against the historical record questioner, interview and an on-line
survey were conducted to gather primary source data from the school. The survey had
collect quantitative data on the range of service and the product it deals with. A
systematic random sample of activities of the organization was drawn from members of
the school.

c) Data Analysis

Data is analyzed using the different excel sheets and other technique is planned to be used
for the analysis of the data that is collected in sampling phase.

2. Designing

In this phase, various forms required for the data storage and report formats were designed
as per the school’s requirements. The system had implemented some enhanced technology
to integrate these forms and reports with the database server. Proper care has taken so that

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there is no redundancy and graphical user interface (GUI) is interactive to get best
user experience (UX). Some designing were made using drag-drop system and
designing is stored within XML and FXML files.

3. Coding

This step is also known as programming phase. The implementation of Systemdesign starts
in terms of writing program code in the suitable programming language and developing
error-free executable programs efficiently.

Java programming language has used to design the project and MySQL Server is
preferred for data storing, retrieving, modifying, as well as removing the information of
the organization.

4. Testing

The system is tested with the help of JUnit 4.5 and conducted in accordance with the
Systemrequirement specification to meet the standard of the school. The prime focus will
remain on the empty field’s submission, broken links, accessing the data through formatted
fields (name and password etc.). Test has performed for each modules designed for its
proper functionality and later the system testing will be performed to check the overall
performance security of the system (non- functional requirements).

5. Implementation

The tested system by the testers can be implemented on the users system. Once the
implemented proper monitoring is done. Different queries made by the end user will be
accepted and solved.

The client end will use the system in isolation from the developers (Beta-Testing). Once the
test is failed the system will be launched on their previous way or system. End users will be
trained for the new system, system manuals will be provided as well.

5. Maintenance

6. This phase confirms the Systemoperation in terms of more efficiency and less errors. If
required, the users are trained on, or aided with the documentation on how to operate the
Systemand how to keep the Systemoperational. The Systemis maintained timely by updating the
code according to the changes taking place in user end environment or technology. This phase
may face challenges from hidden bugs and real-world unidentified problems.

Since this organization is gradually increasing its staffs, students, financial activities, there
might be some performance issues later while conducting the operations of the school using
the current system. Proper backup will be maintained and indexes will be applied for the
necessary columns to increase the performance of the database.

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MAJOR MILESTONE (GANTT CHART ATTACHED)

Fig 3: Gant chart

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CONSTRAINTS AND ASSUMPTIONS

System developer provides their best effort in developing the system. In order to maintain
the reliability and durability of system, some design and implementation constraints are
applied. Since, the system is desktop base we does not need any kind of local server. It can
be develop by using my own laptop and system development tools .I have decided to
create system interfaces in a simple realistic manner using affordable technology.

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RESOURCES

A perfect SCHOOL MANAGEMENT SYSTEM Systemis the one that fits the system of
all school of any size. Every Systemhas a set of prerequisite that need to follow, the system
requirement for this system are as follows.

Hardware requirement

RAM: 4 GB (hardware)

Hard Disk Drive: 500 GB

System Requirement

Windows 7 or later

Mac OS 10.7 or later

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MAJOR RISKS

The process of developing the System through successive phases in an orderly way is System
development. While developing and System there might be different kind of risk factor
which may effect in System development. Here are the risk factor that may arise while
developing the software.

The time schedule estimation may go wrong because the project may not be
delivered at given period. Since I have to develop the system in final semester,
I have to go for internship as well due to which give time may not be sufficient.

I have issue (hang while using laptop) in my laptop, which might be

major problem during system development.

Being a Nepali I have face a serious problem of Load shedding in my past days.
Although Load Shedding problem has been solved, it might again start in coming
days.

There is a lot of tools, technique implemented while developing the system in

which I may not know to use all the tool and technique which may occur
serious problem while developing the system.

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EXTERNAL BODIES INVOLVED

This project is being carried out in collaboration with Little World Pre-School And Day Care
Centre which is one of the private institution of Nepal located at Ghothatar, Kathmandu. It
was founded by Shanta Dahal on 15th Shrawan, 2071. It provides the high level of learning
environment to the students under the professional trained teachers.

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PROJECT PLAN

Task name Start date End date Duration

Writing proposal

Submission of first draft 9/14/2018 9/28/2018 14 days

Submission of second draft 9/30/2018 10/2/2018 3 days

Proposal Submission 10/3/2018 10/7/2018 4 days

Presentation 10/8/2018 10/12/2018 4 days

Requirement gathering

Define Requirement 11/22/2018 12/10/2018 18 days

Finalize Requirement 12/12/2018 12/26/2018 14 days

Analysis and Design

Interaction with sack holder 12/16/2018 12/21/2018 5 days

Design Diagram 12/24/2018 1/15/2019 22 days

Design Interface 1/16/2019 1/30/2019 14 days

Design database 1/31/2019 2/14/2019 14 days

Coding

Coding 2/15/2019 3/31/2019 45 days

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Testing

Perform system testing 4/1/2019 4/7/2019 7 days

Testing complete 4/1/2019 4/16/2019 16 days

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REFERENCES

[1] SCHOOL MANAGEMENT INFORMATION SYSTEMS IN PRIMARY SCHOOLS.

(2006). 5(2).

[2] educationzen.com. (2018). What Is School Management System System& How It

Helps Schools Excel. [online] Available at /blog/what-is-school-management-system-
software/ [Accessed 7 Dec. 2018].

[3] Paathshala.com.np. (2018). Paathshala | School/College Management System |

Leading Online School/College Management System in Nepal. [online] Available at:
[Accessed 7 Dec. 2018].

[4] Hitechnepal.com.np. (2018). Gurukul HiTech School Management Software | A

complete Software for Schools and Colleges | Hitech Solutions & Services Pvt. Ltd..
[online] Available at: swastik-accounting-software/gurukul-hitech-school-management-
software/ [Accessed 14 Dec. 2018].

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