e-Scholarship Management System
Abstract
Scholarship is a critical tool to facilitate education for eligible students,
especially those who are socially and economically challenged in the state, and
bring them on to the mainstream development track. Tamil Nadu State Scholarship
Board processes large amount of scholarship applications every year. Processing
these applications is always time consuming and prone to errors due to their
current paper based system of processing. In this paper, an e-Scholarship
Management System was designed and implemented in order to allow students of
Tamil Nadu state indigene across the all states would apply for scholarship online
with the Tamil Nadu State Scholarship Board. In this system we newly introduce
the Signatory. Signatory is the second authorized person who can invite
Application and select eligible student for getting scholarship. The application was
developed using Hypertext pre-processor (PHP), AJAX, JavaScript, Hyper Text
Mark-up Language (HTML) as the front end and MySQL database as the backend.
The E-scholarship Management system provides online application solutions that
save time and more transparent methodology.
Introduction
Supporting education through scholarships to students of higher learning is an
important aspect of government’s effort to assist students at all levels of learning to
allow them afford the basic needs that accrue during their studies. It’s a
government plan to develop a critical mass of professionals who would serve as
catalysts of change and agents of scientific and technological advancement, as well
as sustainable economic development. However, the cost of education has risen
drastically over the past few years hindering the families of low income earners to
send their children to school as they can barely afford the cost. Scholarship as
defined by is a grant or payment made to support a student's education, awarded
on the basis of academic or other achievement. Many scholarships are awarded
based on merit. However, some also take into account financial need. Scholarships
do not have to be repaid. As a result, Tamil Nadu State Scholarship Board invites
applications from qualified candidates for sponsorship of outstanding students at
undergraduate and postgraduate studies levels as part of it effort to develop
professionals who would serve as catalysts of change and agents of scientific and
technological advancement. Currently, the procedures of applying for scholarships,
managing scholarship and evaluating application forms at Tamil Nadu State
Scholarship Board are all done manually using paper-based processing. Applicants
have to fill out their application forms and submit them manually to the office. If
there is any problem with their applications while they are processed, it will also
take an extra time for both the reviewing committee as well as the applicant to
communicate and correct the errors. Therefore, additional paperwork for the
review may cause a delay in the entire procedure. The processes of screening the
applicant’s credentials, evaluation of applicant’s form based on term and
conditions also tedious. This informed the development of an online web-based
system (e-scholarship system) which can facilitate the processes of various
scholarship applications. In this system we introduced signatory. Signatory handle
their respective scholarship details like make Application, add and delete
application details after get approval from admin, signatory could grand or reject
applications from student side. Signatory is responsible for selecting eligible
students. After words Student get scholarship from Admin.
Problem statement
At present the college maintains manual records, in the form of registers, files, etc.
to store the scholarship details of the students. New scholarships to be issued,
involves heavy paper work. It also leads to data redundancy. Ex. Students details
are recorded in multiple files. Getting and Application is not transparent way. To
overcome all these, we are developing this e-Scholarship Management System.
The software is very helpful to find the eligible candidates from different colleges
come from across the Tamil Nadu State. The project finds the eligible candidates
from students list on the basis of marks, caste, sports and income.
Goal
Goal or aim of our project is to automate the scholarship departments by assigning
scholarship officer named as Signatory to every Scholarship. Students can upload
various scholarship related documents and get the States of applied scholarships in
transparency way.
Features.
Through the system we can easily maintain the data without any loss or
damage.
By using this system time consumption will be reduced.
By using this website students can easily know about the information of
scholarship details.
Scholarship Officer Signatory can easily check the eligible criteria of each
and every student. He can easily generate the record of students who are
eligible for the scholarship.
Admin monitor all applications by assigning a scholarship officer Signatory.
Scholarship Officer Signatory maintains the each and every student details.
Scholarship Officer Signatory can post the status to eligible students about
the scholarship.
Chapter 2
System Analysis
System analysis is an important activity that takes place when we attempt to build
a new system or when modifying existing ones. In this phase the problems in the
existing system are thoroughly studied and the new system is proposed which
rectifies the errors persisted in the current system. The problems are analyzed from
different point of view.
Analysis is the final stage before starting the designing of a project and hence, all
the required modification should be done at this stage. Then the specification to
meet the proposed system is to be produced after the analysis stage that the project
persons will use it for further proceedings.
System Analysis then is the process of gathering and interpreting facts, diagnosing
problems and using the information to recommend improvements to the system.
Before development of any project can be pursued, a system study is conducted to
learn the details of the current business situation. Information gathered through the
study, forms the basis for creating alternative design strategies. Management
selects the strategy to pursue.
System Analysis is about understanding situations. Effective analysis includes
investigation and questioning to learn how a system currently operates and to
identify the requirements for a new or modified one. For the development of any
good project proper analysis of the existing system is a pre-requisite. The existing
system is studied to know the extent of computerization required. Therefore, a
detailed analysis of the existing system should be conducted. For this purpose,
system should be broken down into various subsystems and these subsystems were
analyzed closely to identify the problem areas.
Existing System
At present the college maintains manual records, in the form of registers, files, etc.
to store the scholarship details of the students. New scholarships to be issued,
involves heavy paper work. It also leads to data redundancy. The analysis part
includes a detailed study of the existing system.
Limitations
Time delay
Redundancy
Accuracy
Information Retrieval
No centralized system
No transparency
Storage Media
All these are rectified in the proposed system. Much emphasis is given upon the
process of customer servicing.
Proposed system
The proposed computerization is developed using MySQL as back end and the
most powerful PHP as front end for the student, signatory and Admin who want to
know his student’s scholarship details.
The proposed system has two major benefits. Once the existing system is
automated all the drawbacks of the present system can be overcome. Many
modifications can be made to make the atmosphere and extractions of data for
generating a variety of reports are the factors, which form the basis of development
of the proposed system.
In brief, the proposed system will be as follows:
The details about the scholarship information’s are showed.
A set of user screens will be provided for data entries and these data will be
effectively stored in back end tables.
Records can be retrieved when needed.
Signatory can Invite new applications and after getting permit by user every
eligible student can see and apply the scholarship.
Admin can able to assign scholarship
SCOPE:
The scope of the project is that it can be used by Centralized and transparent way
of Scholarship management system. Anyone having the access to the internet can
access the application and can perform the operations.
Over all description:
In our application we have three modules.
1. Admin
2. Signatory
3. Student
