PROJECT OF SCHOOL MANAGEMENT SYSTEM

By

SAHAR

DEPATMENT OF COMPUTER SCIENCE

GOVT.COLLEGE UNIVERSITY,FAISALABAD
 Declaration

The project submitted herewith is a result of our own efforts in totality and in every aspect of the
project works. All information that has been obtained from other sources had been fully
acknowledged. We understand that any plagiarism, cheating or collusion or any sorts constitutes a
breach of university rules and regulations and would be subjected to disciplinary actions.

Signature of students

_______________ _______________ _______________

 DEDICATED

TO

OUR PARENTS

There love is more precious,

Than diamond platinum.

Their hands are always raised for our well-being

 ACKNOWLEGEMENT

In the name of ALLAHA, the Compassionate, the merciful. The Humblest and the
deepest Obligations are paid, with great honors and esteem to the Holy Prophet Hazrat
Muhammad (PBUH), the cause of creation of this universe.

We take this precious opportunity to express our gratitude toward SCHOOL

MANAGEMENT SYSTEM to grant is permission for undergoing the training project.
Without its willingness to permit this project would not have been succeed.

First of all, we would like to thanks all those people who helped us directly or indirectly
to complete our project. Our all faculties encourages us and due to their kindness and
helpful nature and help we got very much confidence to complete this project.

We are deeply inherited who devoted us precious time in giving them the information
about the various aspect and gave support and guidance at every point of time. We are
really thankful to their kind and supportive nature. Her inspiring nature has always made
our work easy.

Last but not the least, but we would like to express our gratitude to those people who
directly or indirectly helped in our project.
 PREFACE

The field of computer science education has witnessed a sea changed, since discovery of
simple calculating machine by CHARLES BABAGE. The era is confronting on the speed
and mind of the computer, i.e. the speed and intelligence have become vital. At one end they
compute with each other. Not only have these computers immensely benefited to mankind in
the field planning.

The wheel of progress is rolling with much faster speed then it used to be decade ago, thanks
to the revolution ushered in by computer butt all this have not come as easy as it appears to
be rather it requires planning strategy and a lot of brain storming before a package is
developed a language is born.

Since the prime task of the computer is to process a raw data in to useful information, we can
ignore the basic step of information collection ret rival and processing out our risk only. The
important of finding the right information in the possible least time as well as known to us.
 ABSTRACT

We propose a system that shall enable a SCHOOL MANAGEMENT SYASTEM

interfaced with a computer to be managed remotely using personal computers. A client
running on the user's computer would connect to a central server, over an Internet
connection. The user could then use a HTTP protocol from a personal computer to
connect to the central server, and issue requests for borrowing books.
In this report we describe a system - the web enabled software that helps in the
management of IET. We explain the methodology that this system has adopted to tackle
the issue. We also explain the requirement considerations that we have focused on while
designing the system. In the end, we conclude with possible enhancements in the project
that might take us to a whole new world of remotely operated School Management
System.
 CONTENTS

1. Project Scope of School Management System

1.1. Project scope

1.2. Project Scope Statement

1.2.1. Project justification
1.2.2. Project Product
1.2.3. Project Deliverables
1.2.4. Project Objectives

1.3. Features of School Management System

2. Functional And Non-Functional Requirements

2.1. Importance of School Organization

2.1.1. Role of School Plant
2.1.2. Role of Curricular and Co-Curricular Activities
2.1.3. Role of Human Resources
2.1.4. Role of Financial Resources

2.2. Functional Requirements

2.2.1. Log In
2.2.2. Student Information Management
2.2.3. Student Performance Management
2.2.4. Student Extracurricular Activity Management
2.2.5. Staff Information Management
2.2.6. Class room Management
2.2.7. Graduate Information Management
2.2.8. Report Generation

2.3. Non-Functional Requirements

2.3.1. Security
2.3.2. Reliability
2.3.3. Portability
2.3.4. Performance
2.4. Tools

3. Use Case Diagrams

3.1. Actors
3.2. Use Case Diagrams
3.3. Usage Scenario/ Tables
 INTRODUCTION

Schools are social organizations in which the members are tied together in interpersonal relations
in a complicated way. Only if those relationships are understood , the school organization can
function and be managed effectively Metaphors can serve as a powerful strategy to describe
those complicated realities related to school management, illuminating aspects of school
management phenomena not previously noticed, and adding depth of meaning to understanding
it.

School Management System is a large database system which can be used for managing your
school's day to day business. School Management System allows users to store almost all of their
school's information electronically, including information on students, employees, properties,
teaching materials etc. Most importantly, this information can be easily shared with authorized
users, records can be easily searched, and reports can be easily generated.

School Management System could make your school staff's life easier than ever. Using School
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 speed limitation determined by your printer), but it could be a
nightmare without using School Management System.
 Chapter 1

Project Scope of School Management System

1.1. Project Scope:

The scope of school management system is very vast. It includes; efficiency of the institution,
securing benefits of the school through practical measures, clarification of the functions of the
school, coordination of the educational programs, sound educational planning, good direction,
efficient and systematic execution. It provides close collaboration and sense of sharing
responsibilities, organized purpose and dynamic approach.

Any organization plays a vital role in the life of human being. It plays different functions like;
brings efficiency, guide pupil to receive right direction from the right teachers, enables the pupil
to get profit from their learning, bring coordination of the student-teacher-parents-society. It
provides well defined policies and programs, favorable teaching learning situation, growth and
development of human beings, make use of appropriate materials, effective development of
human qualities, execution of the programs, arrangement of the activities, efforts for attainment
of the objectives.

1.2. Scope statement:

A comprehensive scope statement is a key section. It is an agreement that defines the work of the
project and objectives. A comprehensive scope statement can help us identify changes in scope
after the project has started and help us plan for any modifications or adjustments that might be
needed during the life cycle of the project.

Scope statement includes:

Project justification
Project product
Project deliverables
Project objectives

1.2.1. Project justification information

The project justification describes a problem to be resolved, an opportunity to be exploited, or a
benefit to be obtained.

1.2.2. Project product:

Define possible solutions of our problem (for example, the project justification); specifically,
identify the solution that you selected for your project. The project product is a summary of the
product description and includes:

Work required resolving the problem and achieving the benefits.

Work that falls outside the project scope.
Interactions with other project
1.2.3. Project deliverables:
List the summary-level sub deliverables of the project for which full and satisfactory delivery
would mark the completion of the project. These include the project deliverables and the high-
level Work Breakdown Structure (WBS).

1.2.4. Project objectives:

School Management System will organize work inside school and Proposed system will do the
following tasks:
Insert students information such as student name, student number, address etc.
Insert employees information such as employee name, number, address etc.
Insert sections information such as section name etc.
Insert marks for each student in each subject he/she taken.
View data about certain student and can edit it like adding or removing a student.
View data about certain employee and can edit it like adding or removing an employee.
Insert subject such as subject number and name.
Insert room such as room number and type.
Insert information of each students parents such as father name, mother name, father
phone number etc.
Control each employees absences.
Control each students absences and his/her degrees in all subjects and issuing reports to
students parents, with collected information whenever asked or needed.

1.3. Features of School Management System:

Admission and financial AID

Registration and Scheduling
Grades and Transcript
Homework
Fee Tracking and online payment
Parent Portal
 CHAPTER 2
FUNCTIONAL AND NON FUNCTIONAL REQUIRMENTS

2.1. Importance of School Organization

Any organization plays a vital role in the life of human being. It plays different functions like;
brings efficiency, guide pupil to receive right direction from the right teachers, enables the pupil
to get profit from their learning, bring coordination of the student-teacher-parents-society. It
provides well defined policies and programs, favorable teaching learning situation, growth and
development of human beings, make use of appropriate materials, effective development of
human qualities, execution of the programs, arrangement of the activities, efforts for attainment
of the objectives etc.

2.1.1. Role of School Plant:

It is a comprehensive term which means, building, playground, furniture, equipment, library,

laboratory etc. all those physical facilities which are required for achieving various objectives of
the school organization constitutes the school plant. Optimum utilization of school plant helps in
achieving fruitful results and desired objectives.

2.1.2. Role of Curricular and Co-Curricular Activities:

Kerr defined curriculum as, all the learning which is planned and guided by the school whether
it is carried on in a group or individually, inside the school or outside it. He further states that it
can be divided into four inter-related components i.e., curriculum
objectives, knowledge, learning experiences and curriculum evaluation. Curricular activities
involves games, sports, scouting, hiking, debates, essay writing, workshops, symposiums, Naat
competitions, role playing, discussion, seminars which play their important role for
comprehensive development of the personality of the child.

2.1.3. Role of Human Resources:

Human resources of the school are students, teaching staff and non-teaching staff. There is no
betterment without teacher in the school. Proper planning and organization of teaching learning
activities can only be achieved through Cooperation, willingness, involvement, fellow feelings
and devotion of teachers, students, librarians, assistants, peons, etc.

2.1.4. Role of Financial Resources:

Utilization and development of financial resources have its great importance in school
organization. School organization requires proper budgeting, accounting and audit system
because these are beneficial for making transparent policies, plans, rules and regulation.
2.2. FUNCTIONAL REQUIRMENTS:

LOGIN:

Since the system needs to handle a lot of confidential student information, a login function is
essential for ensuring security. Users who do not have the correct access rights will be prevented
from connecting to the database. There are three groups of users of the system with different
access rights:

Principal - acts as the system administrator and can perform all functions,
Staff - can view, input and modify records of all students and teachers.
Teachers - can view, input and modify information of the students they teach.

This function also allows users to change their own password.

Student Information Management:

This function allows the personal information of students, such as their name, sex address, etc.,
to be managed. Using this function a user can:

Insert a new student record.

Make changes to the student information.
Remove a student record if the student graduates or leaves the school.
Search for a particular student or group of students.

Student Performance Management:

This function allows the user to maintain the details of the academic performance of the students,
such as the examination results, their conduct, etc. Using this function a user can:

Insert a subject and its paper.

Modify a subject's details (e.g., name, weighting, etc.)
Insert examination marks for a student.
Make changes to the examination marks of a student.
Insert a conduct evaluation for a student.
Make changes to the conduct evaluation of a student.
Search for a particular student or group of students.

Student Extracurricular Activity Management:

As each student is encouraged to join a large variety of extracurricular activities, the system will
handle this information for the students. Using this function a user can:

Insert a new activity.

Modify an activity's details.
Indicate that a student participates in an activity.
Make changes to the activity records of a student.
Insert a new award.
Modify an award's details.
Indicate that an award was won by a student.
 Make changes to the awards of a student.
Search for a particular student or group of students.

Staff Information Management:

The school needs to change the records of teachers, such as the particulars, their qualifications,
the classes they teach, etc. Using this function a user can:

Insert a new record for a teacher.

Make changes to the record of a teacher.
Search for a particular teacher or a group of teachers in a class.

Classroom Management:

In addition to the information about students; the school also needs to store the information for
different classes for effective school management. This information includes the class mistress,
the teachers for each subject of the class, classroom allocation for each lesson, etc. Using this
function a user can:

Insert a new class.

Make changes to the class details.
Assign students to a new class.
Assign subjects taken by a student.
Assign teachers to teach a subject for a class.
Generate timetables.
Search for a particular data or group of data in a class or a group of classes.

Graduate Information Management:

When a student graduates or leaves the school, for the sake of future references, the records of
the student should be kept, presumably, forever. To manage the data of the graduates, this
function allows a user to:

Move a student's record to the graduate database when she graduates or leaves the school.
Search for information of a graduate or group of graduates.
Search on the performance of a graduate or group of graduates.
Search on the extracurricular activities and the awards of a graduate.

Report Generation:

The school needs to produce many different kinds of reports and documents throughout the
whole academic year. This function provides the necessary paper output, such as records
printing, report printing, etc. Some standardized documents, such as the class lists, timetables,
etc. for teachers, students and parents can also be printed
2.3. NON FUNCTIONAL REQUIRMENTS:

Security:
System should be used only by allowed users and users can use the system as per given
rights.

Reliability:
System should be designed in such a way that system should not be affected by system
failure or any errors occurred during execution.

Portability:

It should be Platform Independent.

Performance:

System should be robust and fast for any number of users.

2.4. Tools:

Front End: Visual Studio / VB 6.0

Back End: MS Access / MYSQL

 Chapter 3

Use Case Diagram

3.1. School Management System - Use Case Diagram:

UML Uses Case Diagram for school management system is shown below. The Various
participants of the same are detailed below:-
ACTORS: Admin, Teacher, Students
The corresponding use cases for these actors are:
Admin:
Login, Logout, add teacher, add students, add class, add divisions, add subjects,
Modify/Delete students, Modify/Delete class, Modify/Delete division, Modify/Delete
subjects.
Teacher: Mark Attendance, Prepare test paper, check papers, prepare report cards,
declare result.
Student: Fill admission form, Get Enrolled, Writ exams.
The use case UML diagram for school management system is shown below:-
 3.2. TABLES of Use Case Diagram:

TABLE 1: LOG IN

Use Case Title Log In

Abbreviated Title Log in

Use Case Id 1

Description: log in is used to enter in the system without this we cannot enter in the system

Pre-Conditions : The user has the appropriate address, user name and password

Task Sequence Exceptions

User action System response

1.user go to login page
2. User enter detail to login to the
system ,username and password
and select correct location
3. Users then enter into the system.
Post Conditions:
System open the page
System verifies the detail The detail
are return as verified and the user is
redirected to personal dashboard.

If the ID or password is correct the admin must enter into the system.

Authority: Admin

Author: Group NO.1

 TABLE 2: ADD TEACHER

Use Case Title Add Teacher

Abbreviated Title A.T

Use Case Id 2

Description:

If there is require new staff teacher then this is must to record the data about new teacher in the
system.

Pre-Conditions: The teacher is on merit.

Task Sequence Exceptions

1. The admin go to the add teacher page after login.

2. the system open the add teacher page
3. The admin enter the require data about teacher
4. the system verify the checks
5. The admin save the data If there is any error
6. system save the data in database in the entered data
the admin must
correct that

Post Conditions: The system enter the eligible data

Authority: Admin

Author: Group NO.1

 TABLE 3: EDIT TEACHER

Use Case Title Edit Teacher

Abbreviated Title E.T

Use Case Id 3

Description:

If the record of specific teacher will change such as education, experience, result, pay scale etc. the
admin do, modify or delete the specific teachers data to update the record.

Pre-Conditions:

The information is previously saved and the admin permanently need to modify or delete the
information

Task Sequence Exceptions

1. The admin go to the Edit teacher page after login

2. the system open the page
3.select the specific data to modify or delete

4. After selecting, the admin modify or delete that record. 1.The system will not
allow a user to delete
5. the system delete or modify the record from database
information that is
being used in the
system.

2.The system will not

allow a user to delete
another user that has
subordinates.

Post Conditions: The information is no longer available in the system.

Authority: Admin

Author: Group No.1

 TABLE 4: ADD STUDENT

Use Case Title Add Student

Abbreviated Title Add. Std.

Use Case Id 4

Pre-Conditions: The Student apply admission form in the school

Task Sequence Exceptions

1. The admin go to the Add Student page after login.

2. system will open that page
3. The admin enter the require data about Student
4. system verify the checks
5. The user save the data If there is any error
in the entered data
6. system save the data in database
the admin must
correct that

Post Conditions: The entered data will need in the future

Authority: Admin

Author: Group NO.1

 TABLE 5: EDIT STUDENT

Use Case Title Edit Student

Abbreviated Title E. Std.

Use Case Id 5

Description:

If the record of specific Student will change such as class, grade, result, fee scale etc. the admin do,
modify or delete the specific student data to update the record.

Pre-Conditions: The information is previously saved and the admin permanently need to modify or
delete the information

Task Sequence Exceptions

1. The admin go to the Edit student page after login

2. the system open that page
3. select the specific data to modify or delete

4. After selecting, the admin modify or delete that record. 1. The system will
not allow a user to
5. System modify or delete the record from database.
delete information
that is being used in
the system.

2. The system will

not allow a user to
delete another user
that has subordinates.

Post Conditions: The information is no longer available in the system.

Authority: Admin

Author. Group No.1

 TABLE 6: ADD CLASS

Use Case Title Add class

Abbreviated Title A.C

Use Case Id 6

Description: If there is add new class then this is must to record the data about new class in the
system.

Pre-Conditions: The school introduce new education or courses

Task Sequence Exceptions

1. The admin go to the Add class page after login.

2. System will open that page

3. The admin enter the require data about class

4. System verify the checks

5. The system save the data If there is any error

6. System save the data in database in the entered data
the admin must
correct that

Post Conditions: The entered data will need in the future

Authority: Admin

Author: Group NO.1

 TABLE 7: EDIT CLASS

Use Case Title Edit Class

Abbreviated Title E.C

Use Case Id 7

Description:

If the record of specific class will change such introduce new features or new courses etc. the admin
do, modify or delete the specific student data to update the record.

Pre-Conditions: The information is previously saved and the admin permanently need to modify or
delete the information

Task Sequence Exceptions

1. The admin go to the Edit Class page after login

2. the system open that page
3. select the specific data to modify or delete

4. After selecting, the admin modify or delete that record. 1. The system will
not allow a user to
5. System modifies or deletes the record from database.
delete information
that is being used in
the system.

2. The system will

not allow a user to
delete another user
that has subordinates.

Post Conditions: The information is no longer available in the system.

Authority: Admin

Author. Group No.1

 TABLE 8: ADD SUBJECT

Use Case Title Add subject

Abbreviated Title Add. Sub.

Use Case Id 8

Description:

If there is add new Subject in the school such as computer, Arabic, sports etc. Then this is must to
record the data about new subject in the system.

Pre-Conditions: The subject is previously is not available.

Task Sequence Exceptions

1. The admin go to the Add Subject page after login.

2. system will open that page
3. The admin enter the require data about Subject
4. system verify the checks
5. The user save the data If there is any error
6. system save the data in database in the entered data
the admin must
correct that

Post Conditions: The entered data will need in the future

Authority: Admin

Author: Group NO.1

 TABLE 9: EDIT SUBJECT

Use Case Title Edit Subject

Abbreviated Title E. Sub.

Use Case Id 9

Description:

If the record of specific Subject will change such as subject author etc. the admin do, modify or
delete the specific subject data to update the record.

Pre-Conditions: The information is previously saved and the admin permanently need to modify or
delete the information

Task Sequence Exceptions

1. The admin go to the Edit subject page after login

2. the system open that page

3. select the specific data to modify or delete

4. After selecting, the admin modify or delete that record. 1. The system will
not allow a user to
5. System modifies or deletes the record from database.
delete information
that is being used in
the system.

2. The system will

not allow a user to
delete another user
that has subordinates.

Post Conditions: The information is no longer available in the system.

Authority: Admin

Author. Group No.1

 TABLE 10: MARK ATTENDENCE

Use Case Title Mark Attendance

Abbreviated Title M.A

Use Case Id 10

Description:

The teacher marks the attendance of the students. The teacher mark P for present students and mark
A for absent students.

Pre-Conditions: If the student is present then put P otherwise A

Task Sequence Exceptions

1. The teacher go to mark attendance page

2. the system open that page
3. Mark the specific students for P otherwise A. The student will not
Present or absent at
the same time.

4. save the attendance

5. The system saves record in the database.

Post Conditions: The entered date will need in the future

Authority: Teacher

Author: Group No.1

 TABLE 11: PREPARE TEST OR EXAMS

Use Case Title Prepare Test or Exams

Abbreviated Title Prepare T/E

Use Case Id 11

Description: The teacher prepares the test or exams for students.

Pre-Conditions:

Task Sequence Exceptions

1. The teacher go to prepare test or exams page

2. The system open that page
3. Write the questions The same question
will not repeat again.

4 Save the test or exam

5 System save this in database

Post Conditions: This tests will need in future

Authority: Teacher

Author: Group No.1

 TABLE 12: FILL ADDMISSION FORM

Use Case Title Fill Admission Form

Abbreviated Title Fill. A.F.

Use Case Id 12

Description: The student gets the admission form to admission in the school.

Pre-Conditions: The student is not admitted in the school previously

Task Sequence Exceptions

1. The student get the admission form

2. system give the form

3. Fill the form.

4. The system verify the checks

5. Student saves the form.

6. System add the form in the database
Post Conditions: the entered data will need in the future.

Authority: Student

Author: Group No.1