Chapter 1

Introduction

1.1 Introduction
Student Management System deals with all kind of student details, academic related
reports, college details, course details, curriculum, batch details and other resource related
details too. It tracks all the details of a student from the day one to the end of his course
which can be used for all reporting purpose, tracking of attendance, progress in the course,
completed semesters years, coming semester year curriculum details, exam details, project
or any other assignment details, final exam result etc.
Our design can facilitate us to explore all the activities happening in the college, even we
can get to know which faculty is assigned to which course, the current status of a student,
attendance percentage of a student and upcoming requirements of a student. The student
management system is an automated version of manual Student Management System. It can
handle all details about a student. The details include college details, subject details, student
personnel details, academic details, exam details etc.
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. Our system has two type of accessing modes, administrator and user.
Student management system is managed by an administrator. It is the job of the
administrator to insert update and monitor the whole process. When a user log in to the
system. He/she would only view details of the student. He/she can’t perform any changes.
Our system has seven modules, they are administrator, student, course, department, exam,
attendance, and section. These modules and its attributes with entity relationship module
presented in the ER diagram section.

Chapter 2

Project Review

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2.1 Project management
Project management skills are put to good use for this project. Having gone through project
management modules in Time Series Analysis, Optimization and with two interns Project
Management for Business and IT respectively, they enhanced my knowledge on managing a
project. Project management focuses on achieving the objectives by applying five processes
presented in Figure below.

Figure 2.1: Project Development Phases

2.2 Student management system

There are many software development companies that offer student management system
for schools in the market. There are records on the past years projects on student
management system is done by students. Through the researches, it is observed that there
are features where this project can adopt and implement. One of it will be with addition of
new course or class, or even upgrading of students to the next level, the school
administrator can easily register all of them within a particular class into the new one using
just a page and not having to register one at a time. With this feature, it helps administrator
to save time as well as increase their efficiency.

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Chapter 3

Resources

3.1 System Development lyfe cycle

Systems Development Life Cycle (SDLC) is the most common process adopted to develop a
project and not surprisingly, this project is following this model too. To be precise, waterfall
model is being applied. Waterfall model is a sequential model process where the input of a
phase actually results from the previous phase.

Figure 3.1: SDLC Phases

There are five phases in this model and the first phase is the planning stage. The
planning stage determines the objectives of the project and whether the project should be
given the green light to proceed. This is where the proposal submission comes into picture.
After obtaining the approval, the next phase is analysis. Gathering and analysing the system
and user requirements is essential for entry to the design step.
With the user requirements gathering completed, there is a need to prepare the
resources for the project. Be it software or hardware components, careful consideration and
selection is to be taken care at this stage. The decision on the appropriate resources to be
used is further elaborated under the subsections below. The next step is to design the
system and database structure.
Results from the analysis and preparation that were concluded from the previous stage
are put into action. With the user requirements in mind, the flow of the system is planned
and the user interface is designed to suit their easy navigation needs. In addition, the
number of tables, attributes, primary and unique keys of the database is listed.

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 After completing the design, actual coding begins. Database is created and codes are
written. Some of the codes required amendments and improvement to it so these are being
developed at this fourth stage of the waterfall model. With the development completed,
testing will begin. The codes and database are tested to ensure the results obtained are as
intended. More time is spent on both development and testing stages because it is
inevitable to have errors and issues and buffer time is allocated for troubleshooting.

3.2 Scripting language selection

There are many scripting languages available in the market. VBScript, Perl, JSP (Java Server
Pages), ASP (Active Server Pages) and PHP (Hypertext Pre-processor) are some of those
commonly used. Yet for this project, PHP is the language that is utilised for the coding piece
because it is a server-side, embeddable HTML language. Being a widely-used open source
scripting language, it is free for everyone to use and is especially suited for web
development. On top of that, the existing system is already using PHP. There are many
advantages for using PHP thus no need for the switch to another scripting language.
Other than being a freeware, there are many free upgrade packages easily available. The
other benefit of choosing PHP is the ease in installation. It can run as a plug in on quite a
number of web servers such as the Apache. On the other hand, JSP requires J2EE server to
run and because it is a Java coded language, it is therefore more complex to understand and
to do coding
Further exploring on the processing speed against ASP, PHP is interpreted at runtime and
not compiled into memory whereas ASP is more memory intensive with each ASP language
compiler running in its own processes. This results in slower processing speed for ASP. In
addition, ASP runs more reliably only on Microsoft Windows-based web servers than other
web servers
In conclusion, PHP is the preferred selection due to the ease of usage and it can be
uploaded and run on another platform with minimal change required to be done to the
script. Beyond and above, the compiling time and speed for PHP is faster and more efficient.

3.3 Database selection

There are a variety of databases that we can select from the market. The widely used
databases are Microsoft Access, Microsoft SQL, Oracle and MySQL. Looking at Microsoft
Access, it does not encourage concurrent usage and it may be inefficient, as the database
needs to be saved into one file. It is also unable to process high speed and large size
database as compared to MySQL.
In terms of costs, Oracle database requires a licensing fee but MySQL database is a
freeware. In addition, MySQL database is easy to install, user friendly, reliable and is able to

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run on different platforms. Moreover PHP can access MySQL database directly without the
need to go through ODBC (Open Database Connectivity).
To conclude, PHP script is able to run faster with MySQL database and the processing
time will definitely be shorter. The pre-school does not require complex and costly software
for its database management system hence MySQL is the ideal database for this project.

3.4 Web server selection

After deciding on the scripting language and database, next is to select the web server that
can support them. Web server is necessary for the delivery of web content to the web
browser. As such, Apache HTTP server which has performance similar with other ’high-
performance’ server is considered
Thereafter, research and actual testing have been performed to see the outcome of the
various servers listed in the Figure below. These servers include PHP and MySQL in their
installation packages thus allowing smoother and simpler download process. However,
based on the performance and interface, Wamp or LAMP server is the preferred choice.

Figure 3.2: Comparison of web servers

Chapter 4

System Analysis and Design

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4.1 Use case analysis
In order to provide a clearer picture of the functionality provided by the student
management module, we have done a use case analysis. Figure below is a use case diagram
to present the functionality in the student management module.

Figure 4.1: use case analysis

4.2 System Design

Under the existing student management module, the administrator has to first register the
family. This includes the parent’s particulars and home details. After submitting these data,
the administrator will be directed to the student page whereby the student information is
to be submitted.
Figure below provides the interface of the existing student registration site. For easy
navigation, the registration of the student and enrolment to the class has been combined
into one process.

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 Figure 4.2: Student registration process

Besides the registration for a single student, there is a new feature added to the system.
That is to ’export’ bulk students from a class to another. This new feature is created to
minimize the time required to register students to a new class. The school has many
programs ranging from beginner to intermediate levels thus with this new feature, the
administrator can easily enrol those students to their next level. The interface of this
function is shown in Figure below.

Figure 4.3: Export students module

Other than the ’export’ feature, the system has been modified to allow a couple of search
attributes at the family registration part. The name attribute includes the first and last
name whereas contact number means mobile, office and home number.
Figure below present functionality at registration page.

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 Figure 4.4: Search attributes for registration process

Figure below present the functionality to add student to class module from the existing
one.

Figure 4.5: Enrol existing student to class

For the attendance marking system the following functionality has been added

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 Figure 4.6: Legend and attendance system

In order to fulfil the second objective on minimizing human error, there are a few error
checking functions being implemented for the student management module. Firstly, at the
family registration page, all the fields except the entry date, referral and remarks fields have
been coded to do validation check. This is to ensure that all the relevant information are
collected and inserted into the database in an orderly manner.
The contact fields are designed to prompt an error message if none of the three fields has
been input. The school requires at least one valid number. In addition, contact number
should not contain alphabets so this has been taken into consideration for the error
checking. As for surname, name and nationality fields, checks are implemented to make
sure the fields are not empty. On the other hand, the postal code which should not contain
alphabet; there will be message to alert any error as well.
Other than error checks on family registration page, the student registration page also
checks for the surname and name fields. After retrieving the class details at the same page,
users will be alerted if no class is selected for the enrolment. This is also implemented at the
bulk student enrolment process. If the targeted class code is not provided, error message
will appear.
The codes for the system design are provided under Appendix A.

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Chapter 5

Database Design and Development

5.1 Database design

Database is critical for all businesses. A good database does not allow any form of anomalies
and stores only relevant information in an ordered manner. If a database has anomalies, it is
affecting the efficiency and data integrity. For example, delete anomaly arise upon the
deletion of a row which also forces other useful data to be lost. As such, the tables need to
be normalized. This fulfils the last objective of ensuring data are accurate and retrieved
correctly. For the database of this project, the tables are normalized to BCNF as shown
below.
Admin (id, name, password)
Faculty (id, name, password)
ATTENDANCE (student-class-id, class-date, status)
Where ATTENDANCE. Student-class-id must exist in STUDENT-CLASS.id
ATTENDANCE-CODE (attendance-code, attendance-status)

CLASS-SCHEDULE (id, code, clientcode, clientname, educatorname, educatornric,

curriculatheme, startdate, enddate, starttime, endtime)
Where CLASS-SCHEDULE.code must exist in CLIENT.code,
CLASS-SCHEDULE.clientname must exist in CLIENT.name,
CLASS-SCHEDULE.educatornric must exist in EDUCATOR.nric,
CLASS-SCHEDULE.educatorname must exist in EDUCATOR.name
And CLASS-SCHEDULE.curriculatheme must exist in CURRICULA.theme

CLASS-TIMETABLE (class-schedule-id, class-date)

Where CLASS-TIMETABLE.class-schedule-id must exist in CLASS-SCHEDULE.id
CLIENT (code, name)
CURRICULA (grp, theme)

EDUCATOR (nric, name)

(nric: National Registration Identity Card)
FAMILY (id, entry-date, reg-fee, status, name, surname, nric, address1, address2,
postalcode, contact-home, contact-office, contact-hp, email, nationality, referred-by,
remarks)

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 STUDENT (id, family-id, name, surname, sex, dob, status)
Where STUDENT.family-id must exist in FAMILY.id
STUDENT-CLASS (id, student-id, class-schedule-id, remark)
Where STUDENT-CLASS.student-id must exist in STUDENT.id
And STUDENT-CLASS.class-schedule-id must exist in CLASS-SCHEDULE.id

5.2 Database development

After identifying the tables and columns of the database, the next step is to create them.
Basically there are two ways to do so. The first option is to create them using commands.
Below are some of the ’create’ and ’insert’ statements. The complete database code is
provided under Appendix B.
Create table if not exists admin(aid char(50) not null primary key, name char(50), apwd
char(50)); insert into admin values(’admin’, ’admin’, password(’admin’)); create table if not
exists faculty(fid char(50) not null primary key, fname char(50), fpwd char(50));
insert into faculty values(’faculty’, ’faculty’, password(’faculty’));
CREATE TABLE IF NOT EXISTS curricula (grp varchar(50) NOT NULL, theme varchar(50)
NOT NULL, PRIMARY KEY (grp) ) ENGINE=InnoDB DEFAULT CHARSET=latin1;

INSERT INTO curricula (grp, theme) VALUES (’1’, ’Math’), (’2’, ’Phy’), (’3’, ’Che’), (’4’, ’CSE’);

Figure 5.1: Database creation in phpMyAdmin

Figure below gives a view of the table creation.

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 Figure 5.2: Table creation in phpMyAdmin

Figure below shows the interface for creating the attributes in the table.

Figure 5.3: Attribute creation in phpMyAdmin

After completing the creation, Figure below depicts the contents of the database,
providing information like the number of tables in the database and the number of records
in each of them. The MySQL server, phpMyAdmin, has many other features such as the
deletion of tables, attributes and database. It also provides a mean for exporting or
importing data into another database easily just by selecting the desired option seen at the
top of the table in Figure below.

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 Figure 5.4: Total number of tables in a database

To view the data in one of the table, this can be done by clicking on the table name listed
on the left menu as per Figure below. The figure illustrates the educator table and there are
three records in it.

Figure 5.5: Data of one table

Chapter 6
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System and Database Testing

6.1 System and database testing

Testing is the last phase of this project. This is the stage where it shows whether the system
and database are working as desired. Otherwise, further rectification is required. Tests have
been conducted and recorded below to show the results.

Figure 6.1: Test

Test 1
Purpose: Test the error checking functions
Location: Family Registration
Condition: All mandatory fields need to be filled up

Result

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 Figure 6.2: Test1

Test 2
Purpose: Test the error checking functions
Location: Family Registration
Condition: At least one contact number is required Result:

Figure 6.3: Test2

Test 3
Purpose: Test the error checking functions
Location: Family Registration

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Condition: Contact number should contain numbers only Result:

Figure 6.4: Test3

Test 4
Purpose: Test the error checking functions
Location: Family Registration
Condition: Email address must be valid Result:

Figure 6.5: Test4

Test 5
Purpose: Test the error checking functions
Location: Family Registration

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Condition: Postal Code should contain numbers only Result:

Figure 6.6: Test5

Test 6
Purpose: Test the Search function
Location: Family Registration
Condition: No search value is input
Result:

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 Figure 6.7: Test6

Test 7
Purpose: Test the Search function
Location: Family Registration
Condition: Search using NRIC
Result:

Figure 6.8: Test7

Test 8
Purpose: Test the Search function
Location: Family Registration Condition:
Search using any contact number Result:

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 Figure 6.9: Test8

Test 9
Purpose: Test the Search function
Location: Family Registration
Condition: Search using name
Result:

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 Figure 6.10: Test9

Test 10
Purpose: Update of family details
Location: Family Registration
Database: Family table
Condition: All data are valid Result:
In the system:

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 Figure 6.11: Test10

Test 11
Purpose: Update of family details
Location: Family Registration
Database: Family table
Condition: No update is done (status quo) Result:
In the system:

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 Figure 6.12: Test11

Test 12
Purpose: Create family
Location: Family Registration
Database: Family table
Condition: All data are valid Result:In

the system:

Figure 6.13: Test12

Test 13
Purpose: Create student (After creating the family)
Location: Student Registration
Condition: All mandatory fields are required

Figure 6.14: Test13

Test 14
Purpose: Create student (After creating the family)

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Location: Student Registration Condition: All
mandatory fields are required Result:

Figure 6.15: Test14

Test 15
Purpose: Create student (After creating the family)
Location: Student Registration
Condition: Need to select the class after retrieve class Result:

Figure 6.16: Test15

Test 16
Purpose: Create student (After creating the family)

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Location: Student Registration
Database: Student and Student-class tables
Condition: All data are valid Result: In the
system:

Figure 6.17: Test16

Test 17
Purpose: Delete student
Location: Student Registration Database:
Student and Student-class tables Result: In
the system:

Figure 6.18: Test17

Test 18
Purpose: To test the export function
Location: Export students Condition: A
valid class code is required.
Result:

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 Figure 6.19: Test18

Test 19
Purpose: To test the export function
Location: Export students
Database: Student-class table
Condition: Selected student to be exported from TRY-01 to class TRY-02
Result: In the system

Figure 6.20: Test19

Test 20
Purpose: To test the list students function
Location: List Student
Database: Student and Family tables
Condition: Search for students with name ’Bhai’ and list out the family information Result:

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 Figure 6.21: Test20

Test 21
Purpose: To test the list students function
Location: List Student
Database: Student and Family tables
Condition: List all students in the school by the order of Date of Birth Result:

Figure 6.22: Test21

Test 22
Purpose: To test the list students function
Location: List Student
Database: Student and Family tables
Condition: List all students in the school by the order of Surname Result:

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 Figure 6.23: Test22

Test 23
Purpose: To test the attendance taking function
Location: Take Attendance
Database: Attendance table
Result: In the system:

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 Figure 6.24: Test23

Chapter 7

Project Management

7.1 Work breakdown structure

The Work Breakdown Structure provides a clear picture of the items that are required to be
completed for the project work scope. It is arranged in a tree structure manner to show all
sub-sections required to be accomplished in each phase throughout the project.

7.2 Risk management

Every project has uncertainties and they may affect the project success. These uncertainties
are known as risk. There is a need to determine the risks involved in the project to reduce
the chance of its occurrence as well as develop a plan to either mitigate or avoid the risks
that have been identified.
After identifying and determining the risks, they are recorded in a table called the risk
assessment matrix. This matrix lists the severity which is also known as the impact level in
terms of High, Medium and Low. In addition to those details, the action plan that can be
taken for each of the risks is clearly stated too.

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Figure 7.1: Risk Assessment Matrix

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Chapter 8

Conclusions

8.1 Conclusions
Simplicity is never simple. As we have seen in this project, the process of creating a user-
friendly and straightforward platform that facilitates the administrator’s job is one filled
with complexity. From understanding user requirements to system design and finally
system prototype and finalization, every step requires in-depth understanding and
commitment towards achieving the objectives of the project.
Although the student database management module is not fully integrated to the system
and used on real time, the system prototype demonstrates easy navigation and data are
stored in a systematic way. Overall, efficiency has improved and work processes simplified.
Although all the objectives have been met, the system still has room for improvement. The
system is robust and flexible enough for future upgrade using advanced technology and
devices.
Being a novice in PHP language, I had difficulty in understanding the basic to write php
files. Therefore I took longer time to understand how and why PHP works. I researched too
much online. Went through several examples, tutorials etc.
Still I am not good enough in PHP language. In this entire project I have used only PHP
and HTML languages. but later I realized that there are multiple languages which can
support in designing a good database project. Those are CSS, JavaScript. There may be more
but truly speeking I really don’t know any more.
Eventually with more hands-on exposure throughout this project, I managed to gain
some understanding of PHP language.
Discipline played an important role for the completion of this project. Using the project
management skills taught in class, I was able to apply them to this project.
Besides project management skills, I had also applied the database knowledge that I had
learnt in the class to this project. From analysing of database structure and their relations to
creating the database and tables, all these have strengthened my understanding. However
when doing part of the codes, I would still research online and find solutions, for example,
the usage of ’Ignore’ command to avoid duplication of data from inserting into the database.
This command did not work on MyISAM storage engine thus I had to change my database
storage to InnoDB in order for that to work.

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LOGIN INFORMATION

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ADMIN LOGIN

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INVALID LOGIN INFORMATON

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