Management Information System

Introduction 

MIS refers broadly to a computer-based system that provides managers with the tools for
organizing, evaluating and efficiently running their departments. In order to provide past,
present and prediction information, an MIS can include software that helps in decision making,
data resources such as databases, the hardware resources of a system, decision support systems,
people management and project management applications, and any computerized processes that
enable the department to run efficiently [1]. Examples of some software’s that are part of
management information system are

a) Student and Faculty Information System:-

This system includes record of faculty & student information having different attribute like their
name, Age, Gender, DOB, contact etc. Any record from this system can be detected and we can
add or delete any record and to view the information about any student or faculty.

b) Attendance and Performance Analysis:-

This system is capable of recording the attendance or editing the attendance of any student. This
system will analyze the student on the basis of different factor and that factor are not decided
till now. Requirement for this system is done to collect more information about the system.

The performance of student should be analyzed correctly on the basis of attendance & marks
obtained in different exams or test .The behavior of student and their performance in class will
also be considered to get the overall performance.

a) Test, MST, and TW, External Marks:-

This system consists of different modules which store the marks obtained by the
student in tests and practical like in Test, MST, TW, and externals. On the basis of
these modules the performance of student is calculated. An interface should be
provided to add the marks of student in different modules.

1.0 PROBLEM DEFINITION:

Before MIS if we see ,then there are lot of problem related to storage of information,
like maintaining different files for different purpose or storage of different data which
are whether related to each other are not at one place due to this we face problems like
inconsistency, redundancy and atomicity in file system, so to avoid this type of
problem we build a automated system called Management information System, which
contain data at one place so that user reduce their manual work and can be used the
information in a easy way with MIS.

 1.1 OBJECTIVE
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This SRS of Management Information System (M.I.S.) is basically concerned with
processing data into information. Which is the communicated to the various Departments in
an organization for appropriate decision-making? MIS provides several benefits to the
business organization: the means of effective and efficient coordination between
Departments; quick and reliable referencing; access to relevant data and documents; use of
less labor; improvement in organizational and departmental techniques; management of day-
to-day activities (as accounts, stock control, payroll, etc.); day-to-day assistance in a
Department and closer contact with the rest of the world.

1.2 Scope

The MIS we will implement will be used for CS (any) department of our college & we can
update & extend its feature when requirement comes.

The MIS is management software which can be used for any purpose in managing
information in a right way like there are many such areas such as management for college,
management for a shop, management for a factory or any other field. But here we build MIS
for a department with some specific modules.

1.3 REPORT OVERVIEW

A classical systems and software engineering approach is recommended to assure the

development of a management information system that is fully responsive to a user
performance objectives and resource constraints. This approach includes the following major
components:

 Systems analysis, which includes information, needs assessment, requirements

analysis, and requirements specification.
 Systems design, which includes synthesis of alternatives, cost-effectiveness analysis
of alternatives, and specification of criteria for selecting a preferred alternative and
detailed design.
 Systems implementation, which includes forms development, specification of data
collection and entry procedures, development of editing and quality control
procedures, software coding and testing, development of training materials and
training, integration of the software components with other system components (e.g.,
personnel, communications, data transfer and assembly, report preparation and
distribution, feedback), and system-level testing.

2.  The Overall Description 

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 2.1 Product Perspective

We are surrounded by automated, digital and virtual systems as well as by networked data,
specialized networks.

Till now there is no inter linking of the department information system. As day by day less
paper work is required and regular connectivity with more interaction is needed. The demand
of the information sharing system is growing.

2.1.1 System Interfaces

The system interfaces we will be interacting with database information file. For giving
solution to queries system interact with the database.

2.1.2 User Interfaces

Our project is a web-based application so the user will be interacting with the web pages
which are written using JSP and servlets.

All pages of the system are following a consistent theme and clear structure. The occurrence
of errors should be minimized through the use of checkboxes, radio buttons and scroll down
in order to reduce the amount of text input from user. HTML Tables to display information to
give a clear structure that easy to understand by user. Error message should be located beside
the error input which clearly highlight and tell user how to solve it. Each level of user will
have its own interface and privilege to mange and modify the project information such as
supervisor able to monitor/manage his student progress and make comment on it, user can
change the detail, view the progress, submit project idea.

2.1.3 Hardware Interfaces

Server Side
The web application will be hosted on one of the department’s servers and connecting to one
of the Database server. The web server is listening on the web standard port.
Client Side

The system is a web based application; clients are requiring using a modern web browser
such as Mozilla Firebox 1.5, Internet Explorer 6 and Enable Cookies. The computer must
have an Internet connection in order to be able to access the system.

2.1.4 Software Interfaces

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 Server Side

The server has the required software to host a Java web application. An Apache Web server
will accept all requests from the client and forward specific requests to Tomcat 5.5 Servlet
Container. Database will be hosted locally (using SQL Server 2005); the production database
is hosted centrally (using my SQL).

Client Side
An OS is capable of running a modern web browser which supports HTML version 3.2 or
higher.

2.1.5 Communications interfaces

The HTTP protocol will be used to facilitate communications between the client and server.

2.1.6 Memory Constraints

 The minimum memory required is 128 MB of RAM and recommended is 512 MB of RAM.

2.1.7 Operations

  There are basically two modes of operation in the application:

1. Administrator mode
2. User mode

2.2 Product Functions

This section outlines all the main feature of the product.

2.2.1 User`s Role

The user can register accounts and start receiving the updates regarding various functions. On
the registration form, users should enter all their personal detail as the attributes of their field.
Along with this user will have to enter his/her desired but unique username and password.
The system now will confirm the registration and create the account. After, the system allow
user to insert or change the information.

2.2.2 Administration role

The system administrator must be able to:

 Deactivate and reactivate user and advance user`s account login.

 Force the sending of a new password to a user via email.
 Change the web site’s contents.

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2.3 User Characteristics

 Users should have the elementary computer & internet Knowledge.

 The user should know the details of the work he wants to perform.

2.4 Assumptions and Dependencies

 Assumption:-

a. The system is having required configuration as well as Operating system.

b. Full working of the system is dependent on the database and availability of Internet

connection.

c. Also have the fulfillment of the required software’s like Mozilla Firefox, internet
explorer, etc.

Dependencies:-

This system is depending on the Networking & SQL server 2005.

3 Specific requirements
3.1 Requirements Analysis :

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 The requirement analysis is included the study of all possible required objects and
entities related to our project. Like for our first module there are following attributes
are required:
Student and Faculty Information System:

a) Student Attributes:

 Roll no
 Name
 Date of Birth
 Father’s name
 Address(Local & permanent)
 Contact no.
 Email id
 Blood group
These are some attributes of student database.

b) Faculty Attributes:

 Faculty id
 Name
 Gender
 Address
 Contact No.
 Email id.
 Subjects
 Schedule
 Background
 Salary

Like this Module there are several entities and attributes of other modules.

3.1 External Interfaces

This contains all inputs and outputs from the MIS system. It contains all input given by user
and how user is interact with the software and get output by using which function.

This section is developer oriented so it included both content and format.

Just like if user want to see the attendance of any student then it included following process
to get output:

1. Input (name of item): student roll number or name.

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 2. Description of purpose: the objective is to find out attendance of any student.
3. Source of input or destination of output : keyboard and monitor
4. Valid range and accuracy: it check whether the entered student roll number is exit in
database or not.
5. Timing: In what time the output is comes i.e. Response time.
6. Output: The related output is come in the form of digit which represents attendance of
student.

In this way the user is interact with software.

3.2 Functions:

Functional requirements define the fundamental actions that must take place in the software
in accepting and processing the inputs and in processing and generating the outputs.

FUNCTIONAL REQUIREMENTS

 User Login :
 There should be a login page for the existing user where the username and password
are verified and then if he is a valid user, he is allowed for further advancements.

 User registration(for new user)

 Input

 Information updating

NON-FUNCTIONAL REQUIREMENTS:

Security: Only the administrator should be able to maintain the users’ accounts such as
creating new users and deleting the existing users’ accounts.

Database: Integrity should be maintained and all the constraints should be satisfied.

Portability: The system should work in various versions of windows.

Reliable: The system is reliable because the admin take external backup of all information in
uniform time interval.

3.3 Performance Requirements

This subsection specifies both the static and the dynamic numerical requirements placed on
the software or on human interaction with the software, as a whole. Static numerical
requirements may include:

o Since this is a web based project and there may be many user uses this system so it is
supported to maximum terminals and may be 5-10.

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 o There are many users can be simultaneously work together; we cannot determine the
exact number of simultaneous user.
o There are only department related information under some modules are considered.

Dynamic numerical requirements may include:

the numbers of transactions and tasks and the amount of data to be processed within certain
time periods. It is like 95% of the transactions shall be processed in less than 1 second, rather than
an operator shall not have to wait for the transaction to complete. 

3.4 Software System Attributes

3.4.1 Reliability

This application is reliable, because we can take external backup of database so that if hard
disk will gone down due to any reason so there I no problem related to data lost.

3.4.2 Availability

This application is available to the user 24х7. It is also available to all the users who are using
or connected to the internet but authorized.

3.4.3 Security

o The system needs to logs in Password should encrypted and store in the database.
o The Administrator has the right to block any user if he/she is performing any illegal
activities.

3.4.4 Maintainability

o The system is being developed using such a model easy to modify and make update.
o The task of Updating is performed by the administrator only.

3.4.4 Portability

The coding of this web application is in java therefore, it should be transferable between
different OS and Java container.

4. CHANGE MANAGEMENT PROCESS

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4.0 Change Management Process

Changes in the existing system only are made when the necessity to change the existing
features or to add some new features arises or there is any need to replace the existing system
by the new one.

5.0 SYSTEM OVERVIEW:

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We are building a semi automated system which store information and manage it in a right
and accurate form called MIS.

The system is called semi automated because user enter input as a roll no. or anything with
the help of keyboard and the related output comes automatically on screen.

Our MIS system is consisting of three basic modules and they are:

o Student and Faculty Information System

o Attendance and Performance Analysis
o Test, MST, TW, External marks

Here user is faculty, basically this system is build for reducing the manually effort of faculties
and management department.

The administrator is decided the privileges of user, means user is authorized for modification
or not, if user is not authorized then a error message is displayed.

There is different process used by user such as:

User first register itself

Then login into system

Select any module from three

Perform task and save changes

and at last logout from system.

6.0 DESIGN CONSIDERATIONS

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6.0.1 Assumptions and Dependencies

Assumption:-

a. The system is having required configuration as well as Operating system.

b. Full working of the system is dependent on the database and availability of Internet
connection.

c. Also have the fulfillment of the required software’s like Mozilla Firefox, internet
explorer, etc.

Dependencies:-

This system is depending on the Networking & SQL server 2005.

6.0.2 General Constraints

Hardware or software environment

S. No. Requirement Reason

Hardware
1. 128 MB RAM, Pentium IV and above To run JRE 1.5.0 smoothly
2. Processor 1.8GHZ or Higher To test the Application
Software
3. JDK 1.5.0 and MyEclipse 6.0.1 (2) Development and Testing Platform
[IDE for Java]
4. SQLyog Free MySQL GUI For database connectivity
5. Tomcat 5.x (Web/App Server) To receive a user’s request and to
generate the response

 All basic hardware required like monitor, keyboard, and mouse etc.

 Languages used- JSP/Servlet, HTML, SQL

FRONT END : Java[MyEclipse 6.0.1 (2)-IDE for Java]

BACK END : My-SQL(SQLyog)
OPERATING SYSTEM : WINDOWS Xp
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End-user environment
 PC With 256 MB RAM
 Network Interface
 Internet Explorer 6.0 or above

 Availability or volatility of resources

 Standards compliance
 Interoperability requirements
 Interface/protocol requirements

Client on internet will be using HTTP/HTTPS protocol.

 Data repository and distribution requirements

 Security requirements (or other such regulations)
 Memory and other capacity limitations

There should be minimum 128 MB RAM is used in the system for running
JRE 1.5.0 smoothly.

 Performance requirements

Requirement for peak performance

+ Client side Server side

+Requirement
Processor Intel Intel
Pentium IV Pentium IV
processor processor

Running at Running at
1 GHz 3 GHz
Hard Disk 20 GB 40 GB
RAM 128 MB 2 GB

 Network communications
 Verification and validation requirements (testing)

6.0.3 Goals and Guidelines

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 The main goal of on-line exam system is to efficiently evaluate the candidate thoroughly
through a fully automated system that not only saves lot of time but also gives fast results. For
students they give papers according to their convenience and time and there is no need of using extra
thing like paper, pen etc.

 Portability-Translating a Java program into bytecode helps makes it much easier to run a
program in a wide variety of environments. The reason is straightforward: only the JVM
needs to be implemented for each platform. Once the run-time package exists for a given
system, any Java program can run on it.
 Security- The fact that a Java program is interpreted also helps to make it secure. Because the
execution of every Java program is under the control of the JVM, the JVM can contain the
program and prevent it from generating side effects outside of the system.
 System must be Reliable and accurate in result.
 The Proposed system must be easy to use and have no need for examiner.

6.0.4 Development Methods

1. Water fall Model

To get to a convenient solution we have utilized waterfall model (linear sequential model) of software
development.

 The drawback of the waterfall model is the difficulty of accommodating change after the
process is underway
 Inflexible partitioning of the project into distinct stages
 This makes it difficult to respond to changing customer requirements
 Therefore, this model is only appropriate when the requirements are well-understood.

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 Due to above drawbacks of the waterfall model the Incremental Model of Evolutionary
development is considered for developing the software.

2. Incremetal Model
 The incremental model combines elements of the linear sequential model (applied
repetitively) with the iterative philosophy of prototyping.
 Rather than deliver the system as a single delivery, the development and delivery is
broken down into increments with each increment delivering part of the required
functionality.
 User requirements are prioritised and the highest priority requirements are included in
early increments
 Once the development of an increment is started, the requirements are frozen though
requirements for later increments can continue to evolve.

7.0 Architectural Strategies

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A consideration regarding project is that JDK (Java Development Kit) must be compulsorily
installed. The reason for having such a design decision is that as java is a cross platform
software and is capable of running on any platform.

 Java is simple and secure.

 Java is Object-Oriented.
 Java is Portable.
 Java is Platform Independent.
 Java is Architecture-Neutral.
 Java is distributed.
 Java is Dynamic.
 Java is Multithreaded.
 Java is Robust.
 Provided with Garbage Collector.
 Java is Extensible.
 Java is compiled.
User Interfaces-
Our project is MIS. So the users will be interacting with JSP (Java Server Pages)
whose programming is done in java.
Hardware Interfaces-
The System has no specific Hardware interface requirements. Although all basic
hardware like monitor, keyboard, and mouse etc. must be present.

Software Interfaces-
Our software will be using JDK (Java Development Kit) 1.5 for front end, and
MySQL (SQLyog) for back end and MyEclipse 6.0.1 (2) [IDE for Java].

Communications Interfaces-
User directly communicates to the login screen, which seek the user password, after
confirmation of the password user can operate the software according to the specific
requirement.
Reason for using Java:

1. Built-in support for multi-threading, socket communication, and memory management

(automatic garbage collection).
2. Object Oriented (OO).
3. Better portability than other languages across operating systems. Supports Web based
applications (Applet, Servlet, and JSP), distributed applications (sockets, RMI, EJB etc) and
network protocols (HTTP, JRMP etc) with the help of extensive standardized APIs
(Application Programming Interfaces).

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4. Runtime performance.

5. A culture of open source, where nearly any developer tool and API is available under an
open source license.

Reason for using MySQL:

1. Scalability and Flexibility

2. High Performance
3. High Availability
4. Robust Transactional Support

5. Web and Data Warehouse Strengths

6. Strong Data Protection
7. Comprehensive Application Development

8. Management Ease

9. Open Source Freedom and 24 x 7 Support

10. Lowest Total Cost of Ownership

7.1 System Architecture:

Here we consider the high level overview of how the functionality and responsibilities of the
system were partitioned and then assigned to subsystems or components in the project:

So here we have an information system which is divided into three modules according to the
working area for a department and they are:

1. Student and Faculty information

2. Attendance and Performance Analysis

3. Test, MST, TW, External Marks

These are the three modules and component of MIS.

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At the top most level we consider whole MIS as a system which provide all information of
student and faculty. To maintain information in a saturated way and simply accessible by user
and to distribute information we decompose the system into three subsystems which are:

Student and Faculty information

Attendance and Performance Analysis

Test, MST, TW, External Marks

Why we decompose system into these components?

The answer is, to avoid duplication or redundancy of information means if we not decompose
into subsystem then the whole information is finding in one module and it made a complex
system and also so many problems are arises in maintaining the system, that’s why we
decompose the main system into subsystems.

The functionality of system is very simple and easily understands by user. Any user which
have authentication to enter into system then he can be access the system and do their work in
a order. How the user can access the system is shown with the help of process flow diagram
which is displayed on the next page:

Process flow diagram:

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9.0 Detailed System Design

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9.1 Use-case Diagrams

Use case diagram for user:

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 System

Login User

View modules

Insert information
User

Update information

Logout

9.3 Activity Diagram

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Sequence diagram of User:
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Glossary

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Administrator:

The administrator will perform the most important responsibilities of the system. He will
overlook the entire functioning of the project. He will oversee the student and the faculty
records in the database. The administrator will have all the rights in the system. Some of his
functions are:

1. Login
2. Add user
3. Modify user privileges
4. View Reports

User:

Every user is first register itself for accessing the system and then it get a secret user name
and a secret password. Whenever the user wants to access the system, it is required to enter
that user name and password. After the password is accepted by the system the user is made
to choose the appropriate module which he wants to use. This can be done by selecting the
category option provided in the system.

After choosing module the user can easily enter, modify and retrieve information according
to his privileges. Some of his functions are:

1. Login
2. Select module
3. Enter, Modify and retrieve information
4. View Result

Bibliography

 Java 2: The Complete Reference by Patrick Naughton and Herbert Schildt

 Software Engineering (fifth edition) by Ian Somerville
 R S. Pressman ,”Software Engineering: A Practitioner's Approach”
 http://www.google.co.in

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