PURBANCHAL UNIVERSITY

HIMALAYAN WHITEHOUSE INTERNATIONAL COLLEGE

PUTALISADAK, KATHMANDU

A Project Proposal
On
“Students Record Management System”

Submitted By:
Ayuscal Sedhai
Dharma Raj Patharkat
Ishwor Pokheral

Submitted To:

THE DEPARTMENT OF SCIENCE & TECHNOLOGY

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE DEGREE

OF

BACHELOR IN INFORMATION AND TECHNOLOGY

March, 2024

Kathmandu, Nepal
LIST OF FIGURES:
Figure 1: Agile SDLC......................................................................................... 6
Figure 2: Context Diagram...................................................................................................6
Figure 3: DFD......................................................................................................................7
Figure 4: ER-Diagram..........................................................................................................8

i
LIST OF TABLES:
Table 1: Feasibility Analysis................................................................................................6
Table 2: Expected Output...................................................................................................12
Table 3: Key Performance Indicators................................................................................12

ii
LIST OF ABBREVIATION
ID Identity

UI User Interface

SQL Structured Query Language

SDLC Software Development Life Cycle

DFD Data Flow Diagram

ER Entity-Relationship (Diagram)

HTML HyperText Markup Language

CSS Cascading Style Sheets

DB Database

JWT JSON Web Token

OA Open Authorization (or OAuth)

AWS Amazon Web Services

RAM Random Access Memory

SSD Solid State Drive

iii
Table of Contents
LIST OF FIGURES:.............................................................................................................i
LIST OF TABLES:..............................................................................................................ii
LIST OF ABBREVIATION...............................................................................................iii
Chapter 1: Introduction........................................................................................................1
1.1. Background..............................................................................................................1
1.2. Problem Statement...................................................................................................1
1.3. Objectives.................................................................................................................1
1.4. Scope and Limitation...............................................................................................1
Chapter 2: Literature Review...............................................................................................2
2.1 Study of Existing Systems.............................................................................................2
2.2 What's New in Our Project?...........................................................................................2
Chapter 3: System Analysis.................................................................................................3
3.1 Functional Requirements...............................................................................................3
3.2 Non-Functional Requirements.......................................................................................3
3.3 Feasibility Analysis........................................................................................................4
Chapter 4: System Design....................................................................................................5
4.1 SDLC Model..................................................................................................................5
4.2 Selected Model...............................................................................................................5
4.3 Context Diagram............................................................................................................6
4.4 DFD................................................................................................................................7
4.5 ER-Diagram...................................................................................................................8
Chapter 5: Implementation and Testing...............................................................................8
5.1 Implementation..............................................................................................................9
5.2 Hardware Specifications................................................................................................9
5.3 Testing............................................................................................................................9
Chapter 6: Expected Output...............................................................................................10
6.1 Improved Data Management........................................................................................10
6.2 Increased Efficiency.....................................................................................................10
6.3 Enhanced Decision Making.........................................................................................10
6.4 Better User Experience................................................................................................10
6.5 Key Performance Indicators.........................................................................................10
Chapter 7: Conclusion and References..............................................................................11

iv
7.1 Conclusion....................................................................................................................11
7.2 References.................................................................................................... 11

v
Chapter 1: Introduction
1.1. Background
The Student Record Management System is designed to streamline the
management of student information in educational institutions. This system
will digitize and centralize student records, making them easily accessible to
authorized personnel while maintaining data security and integrity.

1.2. Problem Statement

Current student record management practices often rely on manual paper-
based systems or disconnected digital solutions, leading to inefficiencies, data
redundancy, and difficulty in accessing up-to-date information. Educational
institutions face challenges in maintaining accurate student records, tracking
academic progress, and generating timely reports for decision-making
purposes.

1.3. Objectives

1.3.1 General objectives

 To develop a comprehensive digital system for managing student

records efficiently
 To improve data accessibility while maintaining security and privacy

1.3.2 Specific objectives

 To create a centralized database for storing student information

 To implement user-friendly interfaces for data entry and retrieval
 To enable automated report generation for administrative purposes
 To establish role-based access control for different user types

1.4. Scope and Limitation

The system will focus on core student record management functionalities

including enrollment, academic records, attendance tracking, and basic
reporting. It will not include financial management, learning management
features, or integration with external systems in this initial phase.

1
 Chapter 2: Literature Review
2.1 Study of Existing Systems
Current student record management systems vary widely in functionality
and implementation. According to Smith et al. (2020), traditional paper-
based systems still dominate in many educational institutions, particularly
in developing regions. Digital solutions range from simple spreadsheet-
based approaches to sophisticated enterprise systems.
Johnson and Lee (2019) identified key challenges in existing systems,
including data security concerns, user adoption barriers, and integration
difficulties with other institutional systems. Their study of 50 educational
institutions found that 62% reported significant inefficiencies in their
current record management processes.
The review by Chen (2021) highlighted that successful implementations of
student record systems share common features: intuitive user interfaces,
robust security measures, and flexible reporting capabilities.

2.2 What's New in Our Project?

Our proposed Student Record Management System introduces several
innovations:
 A responsive design that works seamlessly across desktop and
mobile devices
 Advanced data analytics for tracking student performance trends
 Customizable dashboards for different stakeholder needs
 Enhanced privacy controls that comply with the latest data
protection regulations
 Offline functionality with synchronization capabilities for areas
with limited connectivity

2
Chapter 3: System Analysis
3.1 Functional Requirements
 User Management
 Allow administrators to add and remove new students, faculty, and
staff members.

 Search Functionality
 Enable users to search for student records based on various parameters
such as name, ID, program, and enrollment date.

 Record Management
 Users can request, reserve, or update student information as needed.

 Notifications
 The system should notify relevant stakeholders about important events
such as registration deadlines or incomplete records.

3.2 Non-Functional Requirements

3.2.1 Usability
The UI should be simple enough for everyone to understand and access
relevant information without special training. Multiple language support
can be provided based on requirements.
3.2.2 Accuracy
The data stored about students and their academic records should be
correct, consistent, and reliable at all times.
3.2.3 Availability
The system should be available during operational hours and must recover
within an hour or less if it fails. It should respond to requests within two
seconds or less.
3.2.4 Maintainability
The software should be easily maintainable with simple processes for
adding new features and making changes. The system must also be
portable across different platforms.

3
3.3 Feasibility Analysis
Feasibility Assessment
Type

Technical The project will utilize established technologies (SQL database, web
frameworks) that are well-supported and have proven reliability.

Economic Initial development costs will be offset by long-term efficiency gains

and reduced administrative overhead.

Operational The system aligns with existing institutional processes and can be
implemented with minimal disruption to operations.

Time Development is estimated to take 4-6 months, with phased

implementation to ensure smooth transition.

Table 1: Feasibility Analysis

4
Chapter 4: System Design
4.1 SDLC Model
Software Development Life Cycle (SDLC) is a process used by the software
industry to design, develop and test high-quality software. It consists of a detailed
plan describing how to develop, maintain, replace and alter or enhance specific
software.
4.1.1 Planning
Requirements gathering and problem identifying
4.1.2 Design
System architecture
4.1.3 Implementation
Coding the solution
4.1.4 Testing
Verification
4.1.5 Deployment
System release
4.1.6 Maintenance
Keeping updated

4.2 Selected Model

We have selected the Agile development model for this project due to its
flexibility and iterative approach. This model allows for continuous
feedback and adaptation throughout the development process, making it
ideal for a system that may need to evolve based on user needs and
institutional requirements.

5
 Figure 1: Agile SDLC

4.3 Context Diagram

A context diagram is a high-level visual representation that illustrates the scope
and boundaries of a system or process within its environment. It provides an
overview of the interactions between the system being analyzed and its external
entities, such as users, other systems, or external stakeholders. Context diagrams
help stakeholders understand the context in which the system operates and
facilitate discussions about its requirements, interfaces, and dependencies

Log in Students
Records
Perform various operation
Admin Management
View data System

Figure 2: Context Diagram

6
 4.4 DFD
DFD stands for Data Flow Diagram. It's a graphical representation that illustrates
how data flows through a system or process. DFDs consist of processes, data
stores, data flows, and external entities. Processes represent activities or
transformations that occur within the system, data stores depict where data is
stored, data flows show the movement of data between processes and data stores,
and external entities represent sources or destinations of data outside the system.
The level 1 DFD of our proposed system is as shown below:

Admin
Forgot password
Login Recovery
system module
New user
register

Login valid View data

Registration Search
Displays
system data
Add data
Maages Delete data
Dashboard
Attendance
Practical Update
marks data

Admit
Delete Result
data data Fee status
Login info
database

Employee info
database

Figure 3: DFD

7
 4.5 ER-Diagram
An ER diagram is a visual representation that depicts the relationships among
entities within a database. ER diagrams help in understanding the structure of a
database and are commonly used during the database design phase to model the
relationships between different entities and their attributes. The ER diagram of our
purposed system which will be further modified according to our requirements.

Admi Permissi
n on

Passw Teache
User name rs
ord
Login

Studen
ts Manages

Attendan
Mana
ce
ges
View
Result Nam
e
Attendanc Registra
e tion No
Students
Info
Fee Status
PhoneN
MotherN o
ame
Roll
FatherNa No
me
Facul
address ty
DOJ
Gend
er Program

Figure 4: ER-
Diagram

8
Chapter 5: Implementation and Testing

5.1 Implementation
5.1.1 Tools Used
 Frontend: HTML5, CSS3, JavaScript, React.js
 Backend: Node.js, Express.js
 Database: MongoDB
 Authentication: JWT, OAuth
 Deployment: Docker, AWS

5.2 Hardware Specifications

 Server: 8GB RAM, 4-core processor, 500GB SSD
 Client: Any modern web browser on desktop or mobile device
 Network: Minimum 10Mbps internet connection

5.3 Testing
For this project, we will implement a comprehensive testing strategy that includes:
5.3.1 Unit Testing
Individual components will be tested in isolation to ensure they function correctly.We
will use jest for JavaScript unit testing and implement test-driven development practices
where appropriate.
5.3.2 System Testing
The integrated system will undergo thorough testing to verify that all components
work together as expected. This will include:
 Functional testing to verify all requirements are met
 Performance testing to ensure the system handles expected loads
 Security testing to identify and address vulnerabilities
 Usability testing with representative users from different stakeholder groups

9
 Chapter 6: Expected Output

6.1 Improved Data Management 6.2 Increased Efficiency

Centralized storage of student records with enhanced Reduction in administrative workload through automation
security and backup capabilities, reducing data loss of routine tasks such as record updates, report generation,
and duplication issues. and information retrieval.

6.3 Enhanced Decision Making 6.4 Better User Experience

Improved access to accurate and timely information Intuitive interfaces for all stakeholders, reducing training
for administrators and faculty, supporting data-driven needs and improving adoption rates across the institution.
decision making.

Table 2: Expected Output

6.5 Key Performance Indicators

50% 99.9% 50%

Time Savings System Uptime User Satisfaction
Reduction in time Availability during Target for post-
spent on administrative operational hours implementation survey
tasks
Table 3: Key Performance Indicators

The Student Record Management System is expected to transform how educational

institutions handle student data, moving from fragmented, often paper-based systems to a
cohesive digital solution. This transition will not only improve operational efficiency but
also enhance the quality of service provided to students and enable better strategic
planning based on comprehensive data analysis.

10
Chapter 7: Conclusion and References

7.1 Conclusion
The proposed Student Record Management System addresses critical needs in educational
institutions by providing a comprehensive digital solution for managing student
information. By implementing this system, institutions can expect significant
improvements in data accuracy, administrative efficiency, and information accessibility
while maintaining robust security and privacy controls.
The development approach, utilizing the Agile methodology, ensures that the system will
be responsive to user needs and can evolve as requirements change. The careful
consideration of both functional and non-functional requirements, along with thorough
feasibility analysis, positions this project for successful implementation and adoption.
As educational institutions continue to embrace digital transformation, systems like this
will become increasingly essential for effective operations and strategic decision-making.
This project represents an important step forward in modernizing student record
management practices.

7.2 References
1. Smith, J., Johnson, A., & Williams, B. (2020). Digital transformation in
educational record management. Journal of Educational Technology, 45(3), 112-
128. [Visited: 2023-04-15]
2. Johnson, P., & Lee, S. (2019). Challenges in implementing student information
systems: A multi-institutional study. International Journal of Educational
Management, 33(2), 78-92. [Visited: 2023-04-10]
3. Chen, H. (2021). Best practices in student record management systems.
Educational Administration Quarterly, 57(1), 45-63. [Visited: 2023-03-22]
4. Davis, R., & Miller, T. (2022). Security considerations for educational data
systems. Journal of Cybersecurity in Education, 8(2), 103-117. [Visited: 2023-04-
18]
5. Thompson, E. (2021). User experience design for educational software.
Educational Technology Research and Development, 69(3), 521-539. [Visited:
2023-03-30]

11