Software Requirements Specification

(SRS) Document

Classroom Management System

Introduction
Summary
The BITS College QR Code Based Attendance System is designed to enhance the
efficiency and accuracy of student attendance tracking. The system leverages QR
codes which are found in each student and the teachers laptops webcam to scan,
check and record the information. This eliminates manual attendance recording,
reduces miss-communication, and ensures real-time tracking. This system only
focuses on students’ attendance, not staffs and also it is only for the purpose
of attendance not a class management system. The tools we used to achieve this
were introspection and interviews. The reason we are using introspection is
because as the students of the college (Bits college) we are both stakeholders
and also actors thus we can generally understand the problems that arise due to
the manual way of attendance taking. We had three rounds of interviews with both
instructors and students. When it came to instructors we interviewed [Link]
and [Link] and for students we interviewed Amanuel,Dagimawi and Edilawit
and the key and also the more general statement we got was ATTENDANCE MANAGEMENT
MUST BE AUTOMATED. There were some conflicting requirements between the
instructor that interviewed and the business rule.

Background of the Organization

BITS College is a higher education institution focused on technology and
innovation. The college aims to modernize its academic operations this is
evident due to their intuitive E learning website which they enforce most
interactions on the E learning platform.

Problem Description
Currently, attendance tracking is done manually, which is prone to errors, time-
consuming, and susceptible to fraud (proxy attendance). Faculty members spend
significant time verifying attendance, which affects overall classroom
efficiency. Not only that, the interruption of classes and also the biggest and
the key problem is there are no fact checkers.

Project Description
The proposed system automates attendance tracking using QR codes in the
students’ ID. When students scan the QR codes, their attendance is logged
automatically. The system integrates with the college's student database to
validate attendance records.

Scope of the Project

Included:

1)Attendance taking and tracking through QR code scanning.

2)A dashboard for administrators to monitor attendance

3)Integration with existing E learning that the college provides and with the
medical repository.

Excluded:
1)Features for remote learning (e.g., video conferencing).

2)Parent/guardian access to student data.

3)Biometric attendance solutions.

4)This is specifically for students’ attendance only and it doesn’t include

faculty.

5)This system is a subset of classroom management and by no means is it a

classroom
management system so it will not deal with grades.

6)Class scheduling and rescheduling for students.

Business Drivers
• Reduce administrative workload

• Eliminate proxy attendance

• Improve attendance accuracy

• Generate real-time reports

Current (System As-Is) Requirements

Before we go into discussing what the stakeholders concern and needs are we
should define the stakeholders and their roles first, they are:-
1)Students: Attend classes, scan QR codes for attendance, and access their
schedules.

2)Bits college: Create class schedules, Stamping QR codes on students ID for

attendance, and
monitor students.

3)Administrators: Oversee scheduling processes, manage the system, and analyze

attendance

4)IT Support Team: Maintain the technical infrastructure, ensure system

5)Teachers/Instructors: Managing the attendance taking processes and responsible

for scheduling and rescheduling.

So now we know who the main stakeholders are and their needs, concerns and also
what problems they face because of the current system. First of all stakeholder
want reliable robust and also error free system and most of all hands free
automated attendance system. So, what are the problems that stakeholders face
because of this system. they are: -

. Manual attendance is time-consuming

. Human errors in marking attendance

. Proxy attendance compromises integrity

and most of all the loss of evidence-based fact checking.

Stakeholders' Requirements

1)Students:
. Ability to view personal attendance records.

. A simple and fast QR code scanning process.

2)Faculty:
. Immediate access to attendance data.
. Automated attendance process
3)Administrators:
. Comprehensive dashboards for monitoring system performance.
. Detailed attendance reports for evaluation.
4)IT Support Team:
 . Easy maintenance and troubleshooting.
. Secure storage of attendance.
. Scalable system

Objectives of the System

To develop a reliable and efficient college attendance and scheduling system
that leverages QR codes for attendance tracking and provides a seamless, user-
friendly interface for scheduling. The
system aims to enhance accuracy and accountability while reducing the use of
manual methods
which in turn reduces the administrative workload.

Current (System As-Is) Requirements(processes)

Proposed (System To-Be) Requirements
High-Level Description
The new system will allow students to scan a unique QR code to mark their
attendance automatically. Attendance records will be stored in a central
database which is found in the college's premises (Ground floor).

Actors That Interact with the System

1)Students: Use the system to scan QR codes and view attendance records.

2)Teachers/Instructors: Deal with rescheduling and tracking attendance for their

classes.

3)Administrators: Manage schedules, oversee system usage, and access aggregated

attendance reports.

4)System: scanners and stores attendance data and provides reports.

5)External Tools: Facilitate QR code scanning and system interaction. In our

case the teacher’s laptop which is used as a webcam

The Business Requirement and Business Rule

The college requires a centralized system that minimizes errors in attendance

tracking, automates
manual processes and provides a streamlined method for managing class schedules.
This system
will support the institution’s goal of improving operational efficiency,
enhancing student engagement, and maintaining accurate records for compliance
and evaluation purposes. Saying all this, what are the business rules:-

. QR codes must be unique for each student

• Attendance must be recorded within a specified time window

• Students must be present in the class while scanning

Functional Requirements with their priorities

High priority

1)Provide an ID with a unique QR-code

2)Students should be able to scan QR codes to mark their attendance easily.

3)The system should validate QR code scans in real-time to prevent fraudulent
check-ins.

4)Attendance records should be stored securely and managed efficiently.

5)Instructors should have access to attendance reports to track student

participation.

Medium Priority:

1)Administrators should be able to configure system settings as needed.

Low Priority:

1)The system should send email notifications to students who are absent.

2)Students should be able to view their attendance history through a user

interface.

3)Detailed analytics should be generated to identify attendance trends and

insights.

User-story
[Link]:- “although the business rules specifies that a student should be in
class with in the time assigned I want to manually change the time in which the
students should be in class.”.

This shows that our user might have a conflicting requirement with the business
rule thus we decided to implement a manually adjustable time stamp.

But all users said the same thing “I want a automated system”

when it comes to the student side

Dagimawi Gutu:- “We need a third party fact checker for the attendance report”

This means that the students really want someone who checks the attendance
report who checks and notifies the students about their attendance records

Non-Functional requirement

The system should be available 99.9% of the time

QR code scanning should take less than 5 seconds

Data should be securely stored with encryption

Sprint Plan
Sprint Duration Features Developed
Sprint Project setup, database design, user authentication (admin,
2 weeks
1 teacher, student)
Sprint
1 weeks QR code generation for students, student profile management
2
Sprint
3 weeks QR code scanning system
3
Sprint Attendance reports (daily, weekly, monthly) for
3 weeks
4 teachers/admin
Sprint Real-time notifications (e.g., absentee alerts, attendance
2 weeks
5 confirmation)
Proposed (System To-Be) System modeling

Conclusion
The proposed QR Code-Based Attendance System for BITS College will modernize
attendance tracking, reduce manual errors, and improve efficiency. The system
will enhance the experience for students, instructors, and administrators by
automating attendance registration and reporting.

Recommendation

The first one is to Integrate with existing student management systems to

ensure seamless data synchronization. And also with the medical repository
of the school so that if a students is absentee because of a medical
reasons we can easily verify.

The second one is the implementation training so that both the students
and teachers are well aware of the system.