UNIVERSITY ADMISSION MANAGEMENT SYSTEM PROJECT REPORT
1.
Introduction
Online Admission
System is aimed at developing an online admission application for a
university. This
system is an online system that can be accessed throughout the
organization and
outside as well with proper login provided. Our system has two
types of accessing
modes, administrator and user. Student management system is
managed by an
administrator. It is the job of the administrator to admit and monitor
the whole process.
When a user log in to the system, he would only view details of
the student. He can't
perform any changes .The system has two modules. They are:-
User
Administrator
Students logging is
to apply for the course by filling an application for m provided
by online.
Administrator logging in may also access/search information put up by
the applicants.
2. SYSTEM ANALYSIS
System analysis aims
at establishing requests for the system to be acquired,
developed and
installed. It involves studying and analyzing the ways of an
organization
currently processing the data to produce information. Analyzing the
problem thoroughly
forms the vital part of the system study. In system analysis,
prevailing situation
of problem is carefully examined by breaking them into sub
problems. Problematic
areas are identified and information is collected. Data
gathering is
essential to any analysis of requests. It is necessary that this analysis
familiarizes the
designer with objectives, activities and the function of the
organization in which
the system is to be implemented.
2.1
PROJECT IDENTIFICATION OF NEED
As the strength of
the students is increasing at a tremendous speed, manual
maintenance of
student admission is very difficult. Hence, the need for online
admission is
inevitable. In case of manual system they need a lot of time, manpower
etc. Here almost all
work is computerized. So the accuracy is maintained.
Maintaining backup is
very easy. It can do with in a few minutes.
2.2
PRELIMINARY INVESTIGATION -
2.2.1 STUDY OF
EXISTING SYSTEM
Today in colleges
student details are entered manually. The student details in
separate records are
tedious task. Referring to all these records and updating is
needed. There is a
chance for more manual errors.
1. When the student
comes in college.
2. First of all,
he/she takes admission form from reception.
3. Fills it and
submits it into office.
4. Filled form is
first checked with documents like merit list an details came
from university and
verified by an official person , if there is any mistake
then it is corrected.
5. At the time of
submission of it the fees is deposited by the candidate.
6. At the time of
submission of admission form admission no. is assigned to
the candidate by the
institute.
7. Candidate gets the
receipt of fees deposition.
Disadvantages of
Present System:-
1. Require much man
power i.e. much efforts, much cost and hard to operate
and maintain.
2. Since, all the
work is done in papers so it is very hard to locate a particular student record
when it is required.
2.2.2 PROPOSED SYSTEM
The main goal of the
system is to automate the process carried out in the
organization with
improved performance and realize the vision of paperless
admission. Some of
the goals of the system are listed below:
Manage large number
of student details.
Manage all details of
student who registered for the course.
Create student accounts
and maintain the data’s effectively.
View all the details
of the students.
Reduce the work load
in interview the students for selection
Activities like
updating, modification, deletion of records should be easier.
2.2.3 ADVANTAGES OF PROPOSED SYSTEM
The aim of the
proposed system is to address the limitations of the current
system. The
requirements for the system have been gathered from the defects
recorded in the past
and also based on the feedback from user of previous metrics
tools. Following are
the objectives of the proposed system:
Reach
to geographically scattered student:- One of the important
objectives of the
admission system is
communicate with all the students scattered geographically.
Reducing
time in activities:-Reduce the time taken process the applications of
students, admitting a
student, conducting the online examination, verify student
marks, and send call
letters to selected students.
Centralized
data handling:- Transfer the data smoothly to all the departments
involved and handle
the data centralized way.
Paperless
admission with reduced manpower:-Reduce the manpower needed
to
perform all admission
and administration task by reducing the paper works needed.
Cost
cutting:- Reduce the cost involved in the admission process.
Operational
efficiency:-Improve the operational efficiency by improving the quality
of the process.
3.
FEASIBILITY STUDY -
3.1
ECONOMIC FEASIBILITY
Economic analysis is
most frequently used for evaluation of the effectiveness
of the system. More
commonly knows as cost/benefit analysis the procedure is to
deter mine the
benefit and saving that are expected from a system and compare
them with costs, decisions
is made to design and implement the system.
This part of
feasibility study gives the top management the economic
justification for the
new system. This is an important input to the management the
management, because
very often the top management does not like to get
confounded by the
various technicalities that bound to be associated with a project
of this kind. A
simple economic analysis that gives the actual comparison of costs
and benefits is much
more meaningful in such cases. It is economically feasible, it
will only require a
single operator to operate the system, who is responsible for
entering the data
into the database via a user interface provided to him, who can
also able to show all
the data in html tabular form so to provide information
regarding the
students who are either taken admission or to take admission, since it
requires only a
single person to operate the whole system thus reduces the cost to
operate the system.
`In the system, the
organization is most satisfied by economic feasibility. Because,
if the organization
implements this system, it need not require any additional
hardware resources as
well as it will be saving lot of time.
3.2 TECHNICAL FEASIBILITY
Technical feasibility
centers on the existing manual system of the test
management process
and to what extent it can support the system. According to
feasibility analysis
procedure the technical feasibility of the system is analyzed and
the technical
requirements such as software facilities, procedure, inputs are
identified. It is
also one of the important phases of the system development
activities. It is
technically feasible, since the whole system is designed into the latest
technologies like PHP
and SQL Server which are the most recent technologies to
develop web based
systems and design databases.
The system offers
greater levels of user friendliness combined with greater
processing speed.
Therefore, the cost of maintenance can be reduced. Since,
processing speed is
very high and the work is reduced in the maintenance point of
view management
convince that the project is operationally feasible.
3.3 OPERATIONAL FEASIBILITY
It is Operational
feasible, since the system is providing an attractive user
interface to the
operator/end user, so he feels very easy to work onto it. Response to
operator/end user is
very fast and very good. Since, as we mentioned above that it
requires much less
amount of cost, it uses computer work so it is very fast to
operate and it is
very easy for user to work on it.
4.SOFTWARE AND HARDWARE REQUIREMENTSPECIFICATION
4.1
REQUIREMENT SPECIFICATION -
The final output is
the requirements specification document (SRS).For
smaller problems or
problems that can easily be comprehended; the
specification
activity might come after the entire analysis is complete.
However, it is more
likely that problem analysis and specification are done
concurrently. All the
information for specification activity follows the analysis
activity. The
transition from analysis to specification should also not be expected
to be
straightforward, even if some formal modeling is used during analysis.
Essentially, what
passes from requirements analysis activity to the
specification
activity is the knowledge acquired about the system. T he modeling
is essentially a tool
to help obtain a thorough and complete knowledge about the
proposed system.
4.1.1ANALYSIS OF
FACTUAL DATA
Analysis
of data is a process of inspecting, cleaning, transforming, and
modeling data with
the goal of highlighting useful information, suggesting
conclusions, and
supporting decision making. Data analysis has multiple facets and
approaches,
encompassing diver se techniques under a variety of names, in different
business, science,
and social science domains.
Data mining is a
particular data analysis technique that focuses on modeling
and knowledge
discover y for predictive rather than purely descriptive purposes.
4.1.2IDENTIFICATION
OF ESSENTIAL REQUIREMENT
Identification of
essential requirement is an important task in developing the
project. In this
system the essential requirements are identified through surveying.
By surveying, the
important needs of the user in our website are known. In
the surveying, the
different possibilities of tour information that have to be
included in the
website is given by questionnaire.
4.1.3SELECTION OF
REQUIREMENT STRATEGIES
From the survey
analysis graph it is clear that which are all the requirements
that the user
requires the most. It is decided to include the required information
and omit the less
priority ones.
4.2
DEFINITION OF INPUT REQUIREMENTS
4.2.1 REGISTRATION
& LOGIN SYSTEM
Applicants will carry
out their own registration, providing the system with a
way to associate a
user to their application(s). This will enable the system to display
personalized
information when the user logs in and certain information, such as
name and address, to
be added to each application automatically. Giving each
student a specific ID
will also allow a user to apply to a number of courses, while
giving the system a
way to prevent unnecessary duplication of applications.
Requiring a
registration process will also add greater security to the system, as once
a user has logged in
with their username and password, they will be the only
person able to update
their information and the only person to make applications on
their behalf.
4.2.2 APPLICATION
SYSTEM
The application
process will be as straightforward as possible, using an
intuitive form
layout, with the necessary information being completed in stages.
The system will
monitor this and not allow a student to apply to a single course
more than once, but
will allow them to apply to multiple courses in the same
college.
4.2.3 VIEW STATUS
When an application
has been completed by a student, they will be able to
log in to the system
at any time and view its status.
4.2.4 UPDATE DETAILS
Applicants will also
be able to update their application details. Forms, much
like the ones used to
register and initially apply, will be the means of inputting the
new details and will
contain the previous information as a starting point. The only
time an application
will be locked for editing will be when it has been submitted for
admission process
that is after date of last submission, after which point the
application will no
longer be accessible by the user.
4.3 DEFINITION OF PROCESSING REQUIREMENTS
The user interface
for this system will have to be simple and clear. Most importantly, the pages
must be easy to read, easy to understand and accessible. T he
color scheme should
be appropriate to provide familiarity with the university and
there should be no
contrast issues.
There are many
functions the system can perform and these must be logically
grouped or displayed
in an intuitive order to allow the user to perform tasks quickly
and efficiently,
without getting lost in excessive amounts of text. The system must
also display a large
amount of information and to avoid confusion this must be
displayed in
categories or in different pages. Furthermore, a small amount of
information may be
displayed initially, for example with a certain limit on date or
amount, and the
ability to view more in depth information on the subject should be
apparent.
The different
information displays and functionality objects should be
individually
distinguishable, allowing the user to navigate through recognition,
rather than recall In
addition, each function must provide the ability to cancel,
leaving the user with
the ability to rectify mistakes, and every page should include
the ability to return
to a central location of the system, ensuring that the user does
not get lost within
the system with no convenient way to navigate.
The system will
provide different views for different users, allowing multiple
access levels. For
example, a student will only be able to see their own details and
details of their
applications, whereas a administrator will be able to view all users,
applications and
statistics and will have many more privileges. Being an online
system, it will
naturally be viewable from any computer with an internet
connection, allowing
admissions from home, for example. This will provide far
more accessibility
than if it were written in a language with only limited online
capability as any
computer is a potential work station, rather than relying on the
program being
installed.
4.4 DEFINITION OF OUTPUT REQUIREMENTS
The most important
function is to make the short list of student who got
admission under the
circumstances made by the college.
In some cases,
decisions about an application will be simple, given that the
application might be
exceptionally good or exceptionally bad. If, however, an
application is
similar to other, previous applications, the tutor may have a more
difficult decision to
make and inconsistencies may be introduced. Using the
automatic ranking of
applications a tutor will be able to see a list of applications
with a similar
ranking. This list will have a default length of 5, for example, but this
will be extendible if
more comparisons are needed, and the list will include applications of the same
rank as well as slightly higher and lower ranks.
4.5
OBJECTIVE OF SRS
The objective of this
SRS document is to specify software requirements of
the Online Admission
for the university. It is intended to be a complete
specification of what
functionality the admission provides. The main purpose of the
system is to automate
the task carried out by different peoples in the organization to
perform the student
admission. Specific design and implementation details will be
specified in a future
document.
4.6
OVERVIEW OF SRS
SRS will include two
sections.
Overall
Description will describe major components of the system,
interconnection and
external inter faces.
Specific
Requirements will describe the functions of actors, their role in the
system and
constraints.
4.6.1 OVERALL
DESCRIPTION
The SRS document will
give further details on the overall product
description,
including the hardware, software, and communications interfaces,
product functions,
user characteristics, and any assumptions that will be made.
4.6.2 SPECIFIC
REQUIREMENTS
The SRS document will
also include the specific requirements needed. These
will include the
functions, performance, design, and software attributes. This
document is organized
in a logical manner and is easy to follow. Readers should
refer to the table of
contents, appendices, or index if looking for something in
specific. Otherwise,
reading this document from start to finish will start with a
vague description and
get more specific and detailed as changing sections and
reading further.
4.7
HARDWARE CONFIGURATION
- System : Multimedia
PC
- Processor
: Pentium 4 or above
- Memory
:512MB RAM
- Hard
Disk : 80GB or above
- Keyboard
: 104 standards
- Monitor
: SVGA
- Modem
: Dial up/Broadband
4.8
SOFTWARE CONFIGURATION
- Front end :
PHP,HTML
- Back end : MYSQL
- Host: Apache server
- Operating System:
Windows ,LINUX,MAC
5.
SYSTEM DESIGN -
The system design
develops the architectural detail required to build a
system or product. As
in the case of any systematic approach, this software too has
undergone the best
possible design phase fine tuning all efficiency, performance
and accuracy levels.
The first step in system designing is to determine how the
output is to be
produced and in what format. Samples of the output and input are
also presented. In
the second step, input data and master files are to be designed
to meet requirement
of the proposed output. The processing phases are handled
through program
construction and testing, including a list of the programs needed to
meet the system’s
objectives and complete documentation.
5.1
DESIGN METHODOLOGY
System design is the
solution to the creation of a new system. This phase is
composed of several
systems. This phase focuses on the detailed implementation of
the feasible system.
It emphasis is on translating design specifications to
performance
specification. System design has two phases of development logical
and physical design.
During logical design
phase the analyst describes inputs (sources), out
puts (destinations),
databases (data sores) and procedures (data flows) all in a
format that meats the
uses requirements. The analyst also specifies the user
needs and at a level
that virtually determines the information flow into and
out of the system and
the data resources. Here the logical design is done through
data flow diagrams
and database design.
The physical design
is followed by physical design or coding. Physical
design produces the
working system by defining the design specifications,
which tell the
programmers exactly what the candidate system must do. The
programmers write the
necessary programs that accept input from the user,
perform necessary
processing on accepted data through call and produce the
required report on a
hard copy or display it on the screen.
5.1.1 LOGICAL DESIGN
Logical design of an
information system shows the major features and also
how they are related
to one another. The first step of the system design is to
design logical design
elements. This is the most creative and challenging
phase and important
too. Design of proposed system produces the details of the
state how the system
will meet the requirements identified during the system
analysis that is, in
the design phase we have to find how to solve the difficulties
faced by the existing
system. The logical design of the proposed system should
include the details
that contain how the solutions can be implemented. It also
specifies how the
database is to be built for storing and retrieving data, what
kind of reports are
to be created and what are the inputs to be given to the
system. The logical
design includes input design, output design, and database
design and physical
design
5.1. 2 PHYSICAL
DESIGN
The process of
developing the program software is referred to as physical
design. We have to
design the process by identifying reports and the other
outputs the system
will produce. Coding the program for each module with its
logic is performed in
this step. Proper software specification is also done in this
step.
5.1.3 MODULAR DESIGN
A software system is
always divided into several sub systems that makes it
easier for the
development. A software system that is structured into several
subsystems makes it
easy for the development and testing. The different subsystems
are known as the
modules and the process of dividing an entire system into
subsystems is known
as modularization or decomposition.
A system cannot be
decomposed into several subsystems in any way.
There must some
logical barrier, which facilitates the separation of each module.
The separation must
be simple but yet must be effective so that the development is
not affected.
The system under
consideration has been divided into several modules
taking in
consideration the above-mentioned criteria. The different modules are
1. User module
2. Administrator
module
5.2
INPUT DESIGN
The input design is
the link between the information system and the user. It
comprises the
developing specification and procedures for data preparation and
those steps are
necessary to put transaction data into a usable form for processing
data entry. The activity
of putting data into the computer for processing can be
achieved by
inspecting the computer to read data from a written or printed document or it
can occur by having people keying the data directly into the system.
The design of input
focuses on controlling the amount of input required, controlling
errors, avoiding
delay, avoiding extra steps and keeping the process simple.
The system needs the
data regarding the asset items, depreciation rates, asset
transfer, and
physical verification for various validation, checking, calculation and
report generation.
The error raising method is also included in the software, which
helps to raise error
message while wrong entry of input is done. So in input design
the following things
are considered.
What data should be
given as input?
How the data should
be arranged or coded?
Methods for preparing
input validations and steps to follow when error occur
The samples of screen
layout are given in the appendix.
5.3
OUTPUT DESIGN
Computer output is
the most important and direct information source to the
user. Output design
is a process that involves designing necessary outputs in
the form of reports
that should be given to the users according to the
requirements.
Efficient, intelligible output design should improve the system's
relationship with the
user and help in decision making. Since the reports are
directing referred by
the management for taking decisions and to draw
conclusions they must
be designed with almost care and the details in the
reports must be
simple, descriptive and clear to the user. So while designing
output the following
things are to be considered.
Determine what
information to present
Arrange the presentation
of information in an acceptable format
Decide how to
distribute the output to intended receipts
Depending on the
nature and future use of output required, they can be
displayed on the
monitor for immediate need and for obtaining the hardcopy. The
options for the
output reports are given in the appendix.
5.4
DATABASE DESIGN
The overall objective
in the development of database technology has been to
treat data as an
organizational resource and as an integrated whole. DBMS allow
data to be protected
and organized separately from other resources. Database is an integrated
collection of data. The most significant form of data as seen by the
programmers is data
as stored on the direct access storage devices. This is the
difference between
logical and physical data.
Database files are
the key source of information into the system. It is
the process of
designing database files, which are the key source of
information to the
system. The files should be properly designed and planned for
collection,
accumulation, editing and retrieving the required information.
The organization of
data in database aims to achieve three major objectives: -
1. Data integration.
2. Data integrity.
3. Data independence.
The proposed system
stores the information relevant for processing in the
MYSQL SERVER
database. This database contains tables, where each table
corresponds to one
particular type of information. Each piece of information in
table is called a
field or column. A table also contains records, which is a set of
fields. All records
in a table have the same set of fields with different information.
There are primary key
fields that uniquely identify a record in a table. There are
also fields that
contain primary key from another table called foreign keys.
9.
FUTURE SCOPE -
The future scope of
this project is very broad
Few of them are:
- This can be
implemented in less time for proper admission process
- This can be
accessed anytime anywhere, since it is a web application
provided only an
internet connection
-The user had not
need to travel a long distance for the admission and his/her time
is also saved as a
result of this automated system
10.
CONCLUSION -
This system, being
the first we have created in PHP, has proven more difficult than
originally imagined.
While it may sound simple to fill out a few forms and process
the information, much
more is involved in the selection of applicants than this.
Every time progress
was made and features were added, ideas for additional
features or methods
to improve the usability of the system made they apparent.
Furthermore, adding
one feature meant that another required feature was now
possible and
balancing completing these required features with the ideas for
improvement
as well as remembering everything that had to be done was a project
in itself.
Debugging can
sometimes be a relatively straight forward process, or rather
finding out what you
must debug can be. Since so many parts of the admissions
system are integrated
into one another, if an error occurs on one page, it may be a
display error, for
example; it may be the information is not correctly read from the
database; or even
that the information is not correctly stored in the database
initially, and all
three must be checked on each occasion. This slows down the
process and can be
frustrating if the apparent cause of a problem is not obvious at
first. Language used
must be simple and easy to understand and compatibility is
paramount. If this
system were not designed as an entirely web based application, it
would not have been
possible to recreate its current state of portability.
Overall, the system
performs well, and while it does not include all of the features
that may have been
desired, it lives up to initial expectations. The majority of
features that are
included work flawlessly and the errors that do exist are minor or
graphical.
1 comment:
Thanks for sharing the nice information. Find the best
online admission System at Vidyalaya School Software!
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