A PROJECT REPORT

On

COLLEGE INFORMATION SYSTEM

Submitted in the partial fulfillment for the award of the degree of

BACHELOR OF BUSINESS ADMINISTRATION

TECNIA INSTITUTE OF ADVANCED STUDIES

Submitted by

Under the Supervision

Simranjeet Kaur

and guidance of

Enrollment no- 0631701707

Ms. Rashmi Ishrawat

BBA 5th Semester (morning)

(Faculty guide)

SESSION: 2009 2010

TECNIA INSTITUTE OF ADVANCED STUDIES

(Approved by AICTE, Ministry of HRD, Govt. of India)
Affiliated To Guru Gobind Singh Indraprastha University, Delhi
INSTITUTIONAL AREA, MADHUBAN CHOWK, ROHINI, DELHI- 110085
E-Mail:director@tecniaindia.org, Website: http://www.tecniaindia.org

TECNIA INSTITUTE OF ADVANCED STUDIES

(Approved by AICTE, Ministry of HRD, Govt. of India)

Affiliated To Guru Gobind Singh Indraprastha University, Delhi
INSTITUTIONAL AREA, MADHUBAN CHOWK, ROHINI, DELHI- 110085
E-Mail : director.tecniaindia@ gmail.com, Website: www.tecniaindia.org
Fax No: 27555120, Tel: 27555121-24

DECLARATION

I Simranjeet Kaur, Enrolment No 0631701707, Class BBA 5th Sem (Morning) of

the Tecnia Institute of Advanced Studies, Delhi hereby declare that the Project
Report entitled College information System is an original work and the same
has not been submitted to any other Institute for the award of any other degree and
the suggestions as approved by the faculty were duly incorporated.

Signature

Countersigned
Signature of faculty Guide

TECNIA INSTITUTE OF ADVANCED STUDIES

(Approved by AICTE, Ministry of HRD, Govt. of India)

Affiliated To Guru Gobind Singh Indraprastha University, Delhi
INSTITUTIONAL AREA, MADHUBAN CHOWK, ROHINI, DELHI- 110085
E-Mail : director.tecniaindia@ gmail.com, Website: www.tecniaindia.org
Fax No: 27555120, Tel: 27555121-24

Certificate from the institute

This is to certify that the project entitled College information System
submitted in partial fulfillment of the degree of Bachelors of Business Administation
(BBA), done by Simranjeet Kaur, Roll No. 0631701707 is an authentic work under
my guidance. The matter embodied in this project work has not been submitted
earlier for award of any degree or diploma to the best of my knowledge and belief

Signature of faculty Guide

Acknowledgement

I would like to express my gratitude to all those who made it possible for me to
complete this report. I would like to thank Ms. Rashmi Ishrawat (Faculty Guide) of
Tecnia Institute of Advanced Studies who gave this permission to work on this topic
and encouraged me throughout my project.

Date:

Simranjeet Kaur
0631701707
BBA 5th Sem (Morning)

PREFACE
College Record and Information System is a small project built using
HTML (Hyper text markup language) language. It stores information about students,
subjects, enrollment details, grades of students, and courses offered as well about the
college /institute. The system allows students as well other people to have a brief
knowledge about the institute and its students. The system allows easy modification of
students, subjects and other details.
A college information system (CIS) is an application for educational establishments to
manage student and college related data. College information systems provide
capabilities for entering student test and other assessment scores through an electronic
grade book, tracking student attendance, and managing many other college-related data
needs in a college or university. It is also known as college information management
system (CIMS, CIM), college records system (CRS).

Main files/ links of this project are;home.htm

About us.htm
Courses offered.htm
Campus and location.htm
infrastructure.htm
placements.htm
publications.htm
photos.htm
bba.htm
bjmc.htm
mba.htm
mca.htm

TABLE OF CONTENTS

S.
no.

Contents

Introduction of project

Objectives

Recognition of need

Feasibility study

Hardware and software requirements

Analysis phase

Design phase

Snapshots of windows

Coding

10

Bibliography

Page
No.

Purpose
World Wide Web is an important electronic publication medium that facilitates its
teaching, learning, research, student life and communications and administrative
functions. Students need to enquire about the institute and colleges at the time of getting
admissions and even after that to be updated about the latest events and happening in
their institute. On the other hand, colleges need to keep accurate records of important
student information in order manage their progress towards graduation and to maintain a
record of their academic achievements after they have left the colleges. At the same time,
the college needs to balance the requirements to keep adequate records to confirm the
students progress and ultimately, their entitlement to graduate with the need to protect
the students privacy and the confidentiality of some student information. This is
achieved by ensuring that proper records are kept.
The Proposed Policy
The college's Web site is designed and developed to promote direct access to information
resources and increase the visibility of the college. The Web site provides access to an
organized and specifically designed gateway to useful Web-based content.
The institute will form a website for the students and general public to provide the first
hand knowledge about it. College will collect and store all the information about a
student needed to properly manage their enrollment at University. This usually relates to
a students progression from application to enrolment to completion of courses and where
appropriate, to graduation. Thereafter, selected information will be stored as a long term
record of their achievements at the University. This information will be collected from
sources and in a manner that ensures that the information is correct and up to date.
All records will only include information necessary for the University to function as a
higher education institution and manage the students progress towards completion of
their studies. Records will be kept for the periods appropriate for the different sorts of
records and securely destroyed at the end of the storage period.

Procedure for the Maintenance of Student Records

Collection of information:
Wherever possible, files will contain original information. For example, enrolment
information will be sourced directly from the enrolment system and results will be
sourced direct from the unit grades loaded into the grade system after each semester.
Content of files:
The following information is to be included in every students central file, the Student
File:
1. The students full name.
2. The students ID number.
3. Contact details including a mailing address, telephone numbers and an email
address.
4. Admission details and other details such as those relating to visas and the like.
5. The students current enrolment and changes of program.
Other information which will be recorded on a Students File could include:
6. Any decisions from the Disciplinary Committee including exclusions, warnings
and show cause notices.
7. Internships and placements.
8. Prizes.
9. Scholarships.
The unit moderator is also responsible for the maintenance, protection and when it is no
longer needed, the secure destruction of:
10. Records of assessments and other necessary information needed to monitor,
support and evaluate a students progress through a particular unit.

The potential Audience for this website will be:

potential and/or current students
parents
faculty

 potential employers of our graduates

alumni

Purpose and objectives of CIS Project

To promote direct access to information resources and increase the visibility of the
college
To provides access to an organized and specifically designed gateway to useful
Web-based content
To enhance the mission of the college
To inform educational professionals of new resources available via the World
Wide Web
To facilitate communication and discussion about College activities, events and
issues.
To publicize the college and the accomplishments of faculty, staff, students,
alumni and friends.
To communicate information to students as well as their teachers and parents.
To allow students and their parents to have brief information about the college.
To provide content about your department for administration, faculty and other
academic institutions
To keep the brief details of student in the school or college.
To ensure continuity of education on transfer to other school or college
To provide students first hand information about the institute at the time of
admission.
The primary goal of the college web site is to recruit new students. This helps potential
students with no knowledge of Tecnia Institute of Advanced Studies to move from
one college web site to another without becoming confused or disoriented.

Stage
1.

Key Question

Result

Recognition of need
Preliminary survey/ Initial
investigation

What is the problem or Statement of scope and

Objectives
opportunity?
Performance criteria

2.

Feasibility study
Evaluation of existing
system and procedures

What are the users Technical/behavioral

demonstrable needs?
Feasibility

Analysis of alternative
candidate systems

Is the problem worth Cost/benefit analysis

solving?
System scope and objectives
How can the problem
Statement of new scope and
be redefined?
objectives.

Cost estimates
3.

Analysis
Detailed evaluation of
Present system
Data collection

4.

Logical model of system

What must be done to
e.g., data dictionary, data
solve the problem?
flow diagram
What are the facts?
Pertinent data

Design
General design
specifications
Detailed design
specifications

In general, how the

problem must be
solved?

Design of alternative
solutions

Specifically, how the

problem must be
solved?

Final cost/benefit analysis

Hardware specifications

5.

Implementation
User training
File/System conversion

6.

Post-implementation and
Maintenance
Evaluation
Maintenance
Enhancements

What is the actual

operation?

Training program

Are user manuals

ready?
Are there delays in
lading Files?

User-friendly
documentation

Is the key system

running?
Should the system be
modified?

User requirements met

User standards met
Satisfied user

Recognition of Need What is the Problem?

One must know what the problem is before it can be solved. The basis for a candidate
system is recognition of a need for improving an information system or a procedure. This
need leads to a preliminary survey or an initial investigation to determine whether an
alternative system can solve the problem.

The technology world has changed. The very definition of access has changed. How,
what and who should have access to college data has changed. Parents want direct
contact with their students information; students want on-line course registration;
counselors want all student data at their fingertips; and administrators want the ability to
manipulate, retrieve and format data to suit their specific and often changing needs and
they want that information right now! The next-generation college information systems
must meet these high end-user expectations.
In recent years, several forces have been driving an evolution of college information
systems websites and, as a result, leading many institutions to replace theirs existing
system. Those forces are:
Demand for 24x7 web-based access to information by students, instructors, and
parents at one click.
Handling the admissions process
Enrolling new students and storing teaching option choices
Handling records of examinations, assessments, marks and grades and academic
progression
Maintaining records of absences and attendance
Maintaining discipline records
Student health records

 One can update college information

These records are authentic.

Feasibility study is undertaken to determine whether a system is appropriate in context of

organizational resources and constrains and meets the user requirements. The basic
objective of the study is to identify whether the proposed system is feasible and will be
more appropriate than the existing system.
Thus, through this study it can be discovered how the proposed system, i.e. website can
prove to be efficient and cost effective way to get information in comparison to the
conventional system of searching for the desired information in books , magazines
prospectus of the institutes, word of the mouth or any other source.
As we shall learn, a feasibility study is a test of a system proposal according to its
workability impact on the organization, ability to meet user needs, and effective use of
resources. It focuses on three major questions:
i.

What are the users demonstrable needs and how does a candidate system meet
them?

ii.

What resources are available for given candidate systems? Is the problem worth
solving?

iii. What is the likely impact of the candidate system on the organization?
The feasibility report of the project holds the advantages and flexibility of the project.
This is divided into three sections:
Economical Feasibility
Technical Feasibility
Behavioral Feasibility

ECONOMIC FEASIBILTIY
Economic analysis is the most frequently used method for evaluating the effectiveness of
a candidate system. More commonly known as cost/benefit analysis, the procedure is to
determine the benefits and savings that are expected from a candidate system and
compare them with costs.
A systems financial benefit must exceed the cost of developing that system. i.e. a new
system being developed should be a good investment for the organization. Economic
feasibility considers the following
i. The cost to conduct a full system investigation.
ii. The cost of hardware and software for the class of application.
iii. The benefits in the form of reduced cost or fewer costly errors.
iv. The cost if nothing changes (i.e. the proposed system is not developed).

Our college information system is economically viable because: Easier to update and maintain web site - with no mistakes in your html code
It is easier and faster to make changes to your web pages
The system will provide service to view information for proper managerial
decision making.
It is Faster and economical
Here our proposed system of website creation to assist the educational professionals in
planning their education is considerably a better option for them through which they can
get an easy and quick access to all the desired and relevant information. Earlier people
had to look for various magazines, brochures, guides and prospectus for the same
purpose.
All what they need to know is easily available over the website at a single click which is
far better and easy than searching and locating that very information in different

magazines , journals, books which might involve investment of huge money and time on
their part .

TECHNICAL FEASIBILITY
Technical feasibility is done to know whether the proposed system is technically viable
with the available hardware and software and other technical resources. It centers around
the existing computer system (hardware, software etc.) and the extent to which these can
support the proposed addition. This involves financial considerations to accommodate
technical enhancements. If the budget is a serious constraint, then the project is judged
not feasible.
Since our student information system is based on HTML. It is the predominant markup
language for web pages which is the base for creating any website and is ubiquitous in
every organization so this system is compatible to every organization. In this project, all
the necessary cautions have been taken care to make it technically feasible.
Our proposed system makes the information user friendly and interactive by providing
them all the desired information with illustrious pictures which has been possible by
creating the website by use of html tags and advanced hardware resources.

BEHAVARIOURAL FEASIBILITY/ OPERATIONAL FEASIBILITY

It determines whether the proposed system will work effectively within the existing
management and organizational framework. Therefore it is understandable that the
introduction of a candidate system requires special efforts to educate and train the staff.
The software that is being developed is user friendly and easy to learn. In this way, the
developed software is truly efficient and can work on any circumstances, tradition,
locales.
People are inherently resistant to change, and computers have been known to facilitate
change. It is common knowledge that computer installations have something to do with
turnover, transfers, retraining, and changes in employee job status. Therefore, it is
understandable that the introduction of a candidate system requires special effort to
educate, sell, and train the staff on new ways of conducting business.

Since our proposed system is easy and convenient enough to face any such resistance
from people by providing steady and quick access to all the relevant information at a
single place at one click, it is more likely to be accepted and used. However it may face
resistance from people who do not have much knowledge about computer and internet.

Acceptance Criteria:The following acceptance criteria were established for the evaluation of the new system:
User friendliness: The system should be easy to learn and understand so that new
user can also use the system effectively, without any difficulty.
Modularity: - The system should have relatively independent and single function
parts.
Maintainability: - The system should be such that future maintenance and
enhancements times and efforts are reduced.
Timeliness: - The system should operate well under normal, peak and recovery
conditions.
The system developed should be accurate and hence reliable i.e. the error rate
should be minimized and the outputs should be consistent and correct.
Both the execution time and response time should be negligibly low.
The system should be efficient i.e. the resources utilization should be optimal.
User satisfaction: The system should meet user expectations.
Response time: The response time of all the operations should be low. This can be
made possible by careful programming.
Error handling: Response to user errors and the undesired situations should be
taken care of to ensure that the system operates without halting.

HARDWARE REQUIREMENT
Memory (RAM): RAM stands for Random-Access-Memory and is used with basically
every program out there. Not only will your computer run smoother with more RAM, but
it will load programs faster. RAM is a must for ALL computer users, but especially key
for gamers and graphic editors.
RAM Average: 128 mega bytes (MB)
Recommended: 512 mega bytes (MB)
Hard Drives: Hard Drives are what store all of your computers information once your
system is turned off. Most programs these days are at least one gigabyte, plus music and
pictures take up a great deal of hard drive space. Because the hard drive has to store so
much information, it is key that your hard drive be large.
Hard Drive Average: 40 Gigabytes
Recommend: 80 Gigabytes
Processors: The processor basically does exactly what is contained within its title; it
processes everything that happens on your computer. The faster the processor, the faster
your entire computer will be!
Processor Average: 1 Gigahertz
Recommended: 2.4 Gigahertz Pentium Four.
Video Cards: Video cards cycle all of your graphics, making them appear sharper and all
around better. There are many video cards to choose from, some are quite affordable and
are of great quality. Video cards are the most important part of a gamer or video editors
machine. They will also enhance any multimedia elements your school requires.
Video Card Average: 32 bit
Recommended: 64 bit

SOFTWARE REQUIREMENT
As this project is based on html so various tags of html is used to design this project
In an HTML document, HTML elements are tags, as well as text, which act as indicators
to a web browser as to how the document is to be interpreted by the browser and
ultimately presented on the user's computer screen.
Elements may represent headings, paragraphs, hypertext links, lists, embedded media,
and a variety of other structures.
HTML Tags
HTML works in a very simple, very logical, format. It reads like you do, top to bottom,
left to right.

BASIC TAGS
<html>
</html>
<head>
</head>
<body>

DESCRIPTION
Creates an HTML document
Contains the <title> </title tags, Meta tags, and
any special script or information that is not to
be displayed on the Web page itself

</body>

Contains the content which is to be displayed

on the Web page

bgcolor

Sets web page background

alink

Sets the color of active link.

vlink

Sets the color of visited links.

leftmargin =

Defines the left margin in pixels.

topmargin =

Defines the top margin in pixels.

<title>

Places the names of the page in the browser

title bar.

</title>
<h1>
</h1>
<h6>
</h6>

Text placed between these tags is presented as

large headlines
Text placed between these tags is presented as
small headlines

<b> </b>

Text placed between these tags is presented as

bold

<i> </i>

Text placed between these tags is presented as

italics

<em> </em>

Text placed between these tags is presented as

emphasis

size=

Specifies the font size as either a numeric or

relative value. Numeric value ranges from 1 to
7 with 1 being the smallest and 3 being the
default. Relative values set the font size
relative to the current size in a range from -1 to
-7 and +1 to +7.

<font> </font>

Used with associated attributes to define the

font type and appearance.

face=
<a href="URL">
</a>
<a href="mailto:">
</a>
<a name ="name"
</a>

Defines the font face to be used. Can be set

singularly, i.e. "arial"
Creates a hyperlink to another web page within
the site or to a remote web page elsewhere on
the Internet.
Creates an e-mail link.
Creates a target location within a web page.

<p> </p>

Creates a new paragraph.

<ol> </ol>

Creates a numbered list.

<ul> </ul>

Creates a "bulleted" or unordered list.

<li>

Preceeds each list item in the ordered list

(where it creates a new number) and the
unordered list (where it creates a new bullet).

<img src="pic.gif">

Inserts the picture file "pic.gif"into your

page.Normally used with .gif or .jpg files.

<table></table>

Creates a table

<table border=1>

Defines the width of the tables

border in pixels.Set value to 0
for tables without borders.

<table cellspacing=3>

Defines the space between the cells of a table

in pixels. Set value to zero "0" for cells with no
spacing.

System Analysis refers to the process of examining a situation with the intent of
improving it through better procedures and methods. System Analysis is the process of
planning a new System to either replace or complement an existing system. But before
any planning is done the old system must be thoroughly understood and the requirements
determined. System Analysis is therefore, the process of gathering and interpreting facts,
diagnosing problems and using the information to re-comment improvements in the
System. Or in other words, System Analysis means a detailed explanation or description.
Before computerized a system under consideration, it has to be analyzed. We need to
study how it functions currently, what are the problems, and what are the requirements
that the proposed system should meet.
Existing system

Existing system was manual.

Time consuming as data entry which include calculations took lot of time.
Searching was very complex as there could be 100s of entry every year.
The proposed system is expected to be faster than the existing system.
Year by year record is to be maintained
Folder for each student is not easy to maintain , it becomes bulky to handle
Change in one register will not bring change in other registers thus leads to
inconsistency.
Limited storage space for so many folders and files.
Separate file for all types of information for a single student for eg file of
attendance, file of marks.
Registers are prone to damage with time; it may get Detroit with time so one
cannot advert them after their detritions.
Once the record is lost it cannot be recovered back
Authenticity is at stake as records are done manually leading to ambiguity.
To maintain register in chronological order seems to be difficult in long run.

Proposed System
Many University faculty and staff have access to students personal and academic
records. In fact, it would be difficult, if not impossible, for many to do their work without
this information.
Admissions records (for those who have not been admitted or who have declined
admission)
Alumni records
Personnel/Employment records
Police records
Psychological/Medical records
Personal records of instructional, supervisory, and administrative personnel and
educational personnel.
The following are data elements that may be released without the students permission:
Name of student
Addresses (local/permanent/billing/e-mail)
Telephone numbers
Date and place of birth

A college information system (CIS) is a software application for educational

establishments to manage student data and communicating information to existing
students and their teachers & parents as well as to potential students. College information
systems provide capabilities for entering student test and other assessment scores through
an electronic grade book, building student schedules, tracking student attendance, and
managing many other student-related data needs in a school, college or university.
Until recently, the common functions of a student records system are to support the
maintenance of personal and study information relating to:

Handling inquiries from prospective students

Handling the admissions process

Enrolling new students and storing teaching option choices

Handling records of examinations, assessments, marks and grades

Maintaining records of absences and attendance

Maintaining discipline records

Communicating student details to parents through a parent portal

Human resources services

Student health records

Goal of the Proposed System

provides a single, complete, integrated & authoritative source of information for all
users;
reflects and drives the college business processes;
enables a new model of service delivery;
provides the college with the ability to succeed in an increasingly competitive
environment.

The most creative and challenging phase of the system life cycle is system design. The
term design describes both a final system and a process by which it is developed. It refers
to the technical specifications that will be applied in implementing the candidate system.
It also includes the constructions of programs and programme testing. The key question
here is How should the problem be solved?
Designing is the most important phase of software development. It requires a careful
planning and thinking on the part of the system designer. It should be done with utmost
care because if the phase contains any error then that will affect the performance of the
system, as a result it may take more processing time, more response time, extra coding
workload etc.
DESIGN GOALS
The following goals were kept in mind while designing the system:
Make system user-friendly. This is necessary so that system could be used
efficiently and system could act as catalyst in achieving objectives.
Make system compatible i.e. it should fit in the total integrated system. Future
maintenance and enhancement must be less.
Make the system reliable, understandable and cost-effective.

Home Page

About US

Courses
offered

Campus and
Location
Tecnia at a
Glance
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BJMC
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 http://en.wikipedia.org/wiki/Data_flow_diagram
http://en.wikipedia.org/wiki/Student_information_system
http://it.bridgew.edu/CIS/
http://www.eng.auburn.edu
http://www.rediker.com
http://images.google.co.in
http://www.umsl.edu
System Analysis and Design, Elias M. Awad
Management Information System, D P Goyal
Management Information System, L.M. Prasad