STUDENT ATTENDANCE

MANAGEMENT SYSTEM
Submitted by

SHUBHANGI S DESAI
ANIL H PATEL

Submission Date: 14th June 2010

Sector 23 Near Gh-6 Bus stand,

Gandhinagar
No. Sr. No. Particulars Page No.
1. Project Profile
1.1 Profile

1.2 Project Detail

2. System Study

3.1 Existing System

3.2 Limitations of the Existing System

3.3 Proposed System

3.4 Advantages of Proposed System

3. Feasibility Study

4.1 Operational Feasibility

4.2 Technical Feasibility

4.3 Economic Feasibility

5. Environment Specifications

6. Fact finding Techniques

7. Requirement Specifications

8. Development Strategies

9. E-R Diagram

10. Data Flow Diagram

12. Data Base Schema

PROJECT PROFILE
Project Title : Student Attendance Management System

Developed For : S K Patel Institute of Management & Computer Studies

Objectives : Development of fully functional Desktop Application system that

maintains all the attendance of institute’s MCA program Students
and generates desired attendance reports.

Users : Admin, Office Staff and Faculties

Developed By : Shubhangi S. Desai (Roll No : 11)

Anil H. Patel (Roll No : 34)

 PROJECT DETAILS

 What is Attendance Management System?

Attendance Management System is software developed for daily student attendance in

schools, colleges and institutes. If facilitates to access the attendance information of a
particular student in a particular class. The information is sorted by the operators, which
will be provided by the teacher for a particular class. This system will also help in
evaluating attendance eligibility criteria of a student.

 Purpose & Scope:-

The intention of developing “Attendance Management System” is to computerized the

tradition way of taking attendance. Another purpose for developing this software is to
generate the desired reports automatically at the end of the session or in the between
of the session as they require.

This project is basically a desktop application which means self contained software runs
on the system on which it has been installed under the user control and it will work for a
particular institute or college only.
For this application we have provided the following modules and features.

 Admin
o Add & Modify details of
 student
 faculty
 subject (if required)

 Office Staff
o Generate various types of reports
o Send notice to black listed Students

 Faculty
o Attendance on basis of
 subject
 day by day
o Check various generated Reports
 EXISTING SYSTEM
The type of the system any institute uses always plays an important role in management of the
institute. Better the form, efficiency and accuracy of the system, the easier would be the management
tasks

Since the existing Attendance Management System of the Institute is totally working manually.
All the Information’s are handled manually in the registers or other documents.

The process of the work is mainly divided in two parts, first is to take attendance on sheet &
enter details into the registers. And then at the end of the session or semester attendance is calculated
manually & reports are generated.
 LIMITATIONS OF THE EXISTING SYSTEM
 The Current system is completely manual. So the wastage of time occur the most over here. In
today’s circumstances where there is cut-throat competition, nobody can afford wasting
precious time. Therefore, in today’s do or die world, time makes a huge sense.

 Daily reports of the system are done manually so it is more time consuming & one person of the
organization is reserved with this work so it is also wastage of the human resource. This
employee could be used for some other productive work for organization.

 Security of data is less in manual systems. This because majority of the records are stored as
statements or in registers. Moreover, these data can be accessed by anyone and even they can
modify any important data.

 There are large amount of data, accessing any data from the manual system is very difficult.
The employee would have to go through each and every record sequentially until they find the
required data. This process is a tedious process when there are many records

 Each & every organizations want their work to be done accurately. For this purpose, they have
very efficient employees who can work accurately. But, there is always a possibility of
occurrence of errors means accuracy is less which may lead in many problems
 PROPOSED SYSTEM
This Application is built for automating the processing of attendance. It also enhances the speed
of the performing attendance task easily. It also generates periodic reports to keep a check on the
students who are regular & who are not.

A Faculty has to login to the system & then in the attendance option they have to select
appropriate class, semester and subject. So this will display the list of the students who are eligible to
appear in this session. So now the faculty has to just select the students’ name from the manual
attendance sheet according to their roll number and then submit the sheet. This will add the selected
students as present student in that particular session.

This system is very useful to the office staff also because they can generate various types of
reports and submit them to respective faculties also or also can be submitted to the College
Coordinator. Office staff can also generate black list of students who have attendance less than 50% or
80%. So this kind of various reports can be generated
 ADVANTAGES OF THE PROPOSED SYSTEM
 A Computer can work more efficiently then compared to a human being. The work becomes
easy for the employees and thus, some amount of human resources is saved.

 Data accuracy is maintained. Accurate information can be achieved within a short span of time

 Data can be accessed easily and randomly. This also saves a lot of time.

 Data is protected with the help of login system. Because of this login system, unauthorized
persons cannot access the data.

 Complexity of the work can be reduced by using the system which was not possible in manual or
semi-automated system. So it saves the time utmost.
 FEASIBILITY STUDY
 Feasibility Study
A feasibility study is a short, focused study, which aims to answer a number of questions

 Does the system contribute to the overall objectives of the Organization?

 Can the system be implemented using current technology and within given cost and
schedule constraints?

 Can the system be integrated with systems which are already in place?

 Economically 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.

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.

 Technical feasibility

The technical requirement for the system is economic and it does not use any other
additional Hardware and software.

 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.
 REQUIREMENT SPECIFICATIONS
According to the requirements the system should minimum generate following kinds
of reports. List of report is give below

 Semester wise Attendance

 Daily Attendance
 Attendance for extra class
 Subject wise attendance
 Leave reports
o Approved
o Not approved
o Medical leaves
 Black listed below 50%
 Black listed below 75%
 ENTITY RELATIONSHIP DIAGRAM
-An entity-relationship diagram is a data modeling technique that creates a graphical
representation of the entities, and the relationships between entities, within an information system.

The three main components of an ERD are:

 The entity is a person, object, place or event for which data is collected. For example, if you
consider the information system for a business, entities would include not only customers, but
the customer's address, and orders as well. The entity is represented by a rectangle and labeled
with a singular noun.

 The relationship is the interaction between the entities. In the example above, the customer
places an order, so the word "places" defines the relationship between that instance of a
customer and the order or orders that they place. A relationship may be represented by a
diamond shape, or more simply, by the line connecting the entities. In either case, verbs are
used to label the relationships.

 The cardinality defines the relationship between the entities in terms of numbers. An entity may
be optional: for example, a sales rep could have no customers or could have one or many
customers; or mandatory

The steps involved in creating an ERD are:

 Identify the entities.

 Determine all significant interactions.
 Analyze the nature of the interactions.
Entity Relationship Diagram Notations
Peter Chen developed ERDs in 1976. Since then Charles Bachman and James Martin have added some
slight refinements to the basic ERD principles.

Entity
An entity is an object or concept
about which you want to store
information.

Weak Entity
Attributes are the properties or
characteristics of an entity.

Key attribute
A key attribute is the unique, distinguishing
characteristic of the entity. For example, an
employee's social security number might be
the employee's key attribute.

Multivalued attribute
A multivalued attribute can have more than
one value. For example, an employee entity
can have multiple skill values.

Relationships
Relationships illustrate how two entities
share information in the database structure.
Entity Relationship Diagram
 DATA FLOW DIAGRAM

A data flow diagram (DFD) is a graphical representation of the "flow" of data through
an information system. It differs from the system flowchart as it shows the flow of data
through processes instead of hardware.

The DFD a way of expressing the system in a graphical format in a modular design
was developed by Larry Constrains. This DFD is also known as “Bubble Chart” has the
purpose to classify the system requirement and to identify the major information that
will be a program in system design.

A Data Flow Diagram is logical model of the system and shows the flow of the data
and the flow of logic so this all thing describes what takes place in a proposed system,
not how the activities are accomplished.

We have noted that the DFD describes what the flow is rather then how they are
processed, so it means the DFD doesn’t depend on the hardware, software, data
structure or file organization.

DFD consist of a series of symbols joined together by a line. There may be a single
DFD for the entire system or it may be exploded into various levels.

1. Context Free Diagram

2. First Level DFD
3. Second Level DFD
Context (Zero) level diagram
First level diagram
 DATA DICTIONARY

In database management system Data Dictionary is a file that defines the basic organization of a
database. A data dictionary contains a list of all files in the database, the number of records in each file,
and the names and types of each field. Most database management systems keep the data dictionary
hidden from users to prevent them from accidentally destroying its contents. Data dictionaries do not
contain any actual data from the database. Without a data dictionary, however, a database
management system cannot access data from the database.
 1. Login Table
Description: Login table stores details for authentication

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. Username varchar2(30) Primary Key
2. Password varchar2(20)
3. Usertype varchar2(10)

2. Student details
Description: Stores students’ details

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. stud_id varchar2(5) Primary Key
2. Stud_name varchar2(40)
3. Address varchar2(50)
4. contact_details varchar2(12)
5. Course varchar2(3)
6. Semester number
7. Batch varchar2(9) eg : 2009-2012

3. Faculty details
Description: Stores faculties’ details

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. faculty_id varchar2(5) Primary Key
2 faculty_name varchar2(50)
3. contact_details varchar2(40)
4. Username Varchar2(30) Foreign Key

4. Office staff details

Description: Stores office staff members’ details

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. staff_id varchar2(5) Primary Key
2 member_name varchar2(50)
3. designation varchar2(40)
4. Username Varchar2(30) Foreign Key
 5. Attendance details
Description: Stores attendance details

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. attend_id varchar2(5) Primary Key
2 Date date/time
3. Time varcahr2(10)
4. faculty_id varchar2(5)
5. present_students varchar2(MAX) All the present
students’ id are stored
as a string
Eg : “1-2-5-8-10-11”
6. sub_code varchar2(5)

6. Subject details
Description: Stores attendance details for the extra classes taken

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. sub_code varchar2(5) Primary Key
2 sub_name varchar2(50)
3. semester varchar2(5)

7. Extra Class Attendance details

Description: Stores attendance details for the extra classes taken

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. attend_id varchar2(5) Primary Key
2 Date date/time
3. Time varcahr2(10)
4. faculty_id varchar2(5)
5. present_students varchar2(MAX) All the present
students’ id are stored
as a string
Eg : “1-2-5-8-10-11”
6. sub_code varchar2(5)
 8. Leave details
Description: Stores leave details

SR. NO FIELD NAME DATA TYPE DESCRIPTION

1. Leave_id varchar2(5) Primary Key
2 Date date/time
3. From_date Date/time
4. to_date Date/time
5. Stud_id varchar2(5)
6. Type varchar2(10) i.e. : Medical or General
7. Status Boolean Approved – True
Not Approved – False