University College Student Information Management System

BAHIRDAR UNIVERSITY
INSTITUTE OF TECHNOLOGY
SCHOOL OF COMPUTING AND ELECTRICAL ENGINEERING
PROJECT ON
ALKAN UNIVERSITY COLLEGE STUDENT INFORMATION
MANAGEMENT SYSTEM
SUBMITTED
IN PARTIAL FULLFILMENT OF THE REQUIRMENTS FOR THE DEGREE
OF BACHELOR OF SCIENCE
IN
INFORMATION SYSTEM
BY
ESMAEL SEID ENG(R)/288/2002
SEMIR MOHAMMED ENG(R)/670/2002
HABTAMU NEGUSSIE ENG(R)/392/2002
REDWAN KEMAL ENG(R)/1068/2001
JANUARY 2013
BAHIR DAR, ETHIOPIA
ALKAN UNIVERSITY COLLEGE STUDENT INFORMATION
MANAGEMENT SYSTEM
BY
ESMAEL SEID ENG(R)/288/2002

SEMIR MOHAMMED ENG(R)/670/2002
HABTAMU NEGUSSIE ENG(R)/392/2002
REDWAN KEMAL ENG(R)/1068/2001
A project submitted to School of Computing and Electrical Engineering of Bahirdar University

in partial fulfilment of the requirements for the degree of Bachelor of Science in
INFORMATION SYSTEM
Advisor: Mr. Lisanu Tebkew (MSC)
January 2013
BahirDar, Ethiopia.
DECLARATION
The Project is our own and has not been presented for a degree in any other university and all the
sources of material used for the project/thesis have been duly acknowledged.
------------ESMAEL SEID--------------- -----------------------------------------------
Name Signature
------------SEMIR MOHAMMED----- -----------------------------------------------
Name Signature
------------HABTAMU NEGUSSIE--- -----------------------------------------------
Name Signature
------------REDWAN KEMAL---------- -----------------------------------------------
Name Signature
School: School of Computing and Electrical Engineering
Program: INFORMATION SYSTEM
Project subject: Alkan University College Student Information Management System
I certify that this project satisfies all the requirements as a project for the degree of Bachelor of
Science.
----------------------------------------------- -----------------------------------------------
Name of program coordinator Signature
This is to certify that I have read this project and that in my opinion it is fully adequate, in scope
and quality, as a project for the degree of Bachelor of Science.
----------------------------------------------- -----------------------------------------------
Name of Advisor Signature
Examining committee members Signature Date

1. Chairman ______ __ ____ ___________ ____________
2. Examiner 1 _______ _____ ___________ ____________
3. Examiner 2 ________ ____ ____________ ____________

It is approved that this project has been written in compliance with the formatting rules laid
down by the school of the university
ACKNOWLEDGMENT
We take this opportunity to express our sincere gratitude to all those who helped us in various
capacities in undertaking this project and devising the report.
We are privileged to express our sense of gratitude to our respected Advisor Mr. Lisanu
Tebikew whose unparalleled knowledge, moral fibber and judgment along with his know-how,
was an immense support in completing the project.
We take this opportunity also to thank our friends and contemporaries for their cooperation and
compliance.
I |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

TABLE OF CONTENTS
Contents Page
ACKNOWLEDGMENT ...................................................................................................................................... I
LIST OF FIGURES ........................................................................................................................................... IV
LIST OF TABLES ............................................................................................................................................. VI
LIST OF SYMBOLS AND NOTATIONS............................................................................................................ VII
ABSTRACT................................................................................................................................................... VIII
CHAPTER ONE: INTRODUCTION .................................................................................................................... 1
VISION ...................................................................................................................................................... 1
MISSION ................................................................................................................................................... 2
EXISTING SYSTEM .................................................................................................................................... 2
PROPOSED SYSTEM ................................................................................................................................. 3
PROBLEM STATEMENT ............................................................................................................................ 3
OBJECTIVES ............................................................................................................................................... 4
GENERAL OBJECTIVE ........................................................................................................................... 4
SPECIFIC OBJECTIVES............................................................................................................................ 4
SCOPE ....................................................................................................................................................... 5
LIMITATION OF THE PROJECT……………………………………………………………………………………………………..…..6
METHODOLOGY........................................................................................................................................ 6
DATA COLLECTION…………….…………………………………………………………………………………………………….……..6
DESIGN METHODOLOGY……………………………………………………………………………………………………..…………..6
TOOL SELECTION……………………………………………………………………………………………………………………..….…..6
SIGNIFICANCE OF THE PROJECT .............................................................................................................. 8

ORGANIZATION OF THE DOCUMENT ...................................................................................................... 8
TIME SCHEDULE OF THE PROJECT ........................................................................................................... 8
ESTIMATED COST OF THE PROJECT……………..……………………………………………………………………………………..9
CHAPTER TWO: SYSTEM FEATURES ............................................................................................................ 10

THE EXISTING SYSTEM ............................................................................................................................ 10
THE PROPOSED SYSTEM ......................................................................................................................... 11
FUNCTIONAL REQUIREMENTS................................................................................................................ 12
II | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

USER REQUIREMENTS ......................................................................................................................... 12
SYSTEM REQUIERMENTS..................................................................................................................... 15
NON-FUNCTIONAL REQUIREMENTS ........................................................................................................... 43
SOFTWARE AND HARDWARE REQUIREMENTS........................................................................................... 45
SOFTWARE REQUIREMENTS: .............................................................................................................. 45
HARDWARE REQUIREMENTS: ............................................................................................................. 45
ANALYSYS MODELS ..................................................................................................................................... 46
CHAPTER THREE: SYSTEM DESIGN .............................................................................................................. 96
ARCHITECTURE OF THE SYSTEM .......................................................................................................... 96
HARDWARE/SOFTWARE MAPPING ..................................................................................................... 98
ARCHITECTURAL DESIGN ................................................................................................................... 100
USER INTERFACE DESIGN ................................................................................................................... 101
DATA STRUCTURE DESIGN ................................................................................................................. 109
CONVERTING ER-DIAGRAM INTO RELATION ..................................................................................... 110
MAPPING ENTITIES ............................................................................................................................ 110
MAPPING RELATIONSHIP ................................................................................................................... 112
NORMALIZATION ............................................................................................................................... 116
FIRST NORMAL FORM .................................................................................................................. 116
SECOND NORMAL FORM ............................................................................................................. 118
ALGORITHM DESIGN .......................................................................................................................... 122
CHAPTER FOUR ......................................................................................................................................... 129
CONCLUSION AND RECOMMENDATIONS................................................................................................. 129
CONCLUSION ..................................................................................................................................... 129
RECOMMENDATIONS........................................................................................................................ 129
BIBLIOGRAPHY .......................................................................................................................................... 130
APPENDIX .................................................................................................................................................. 131
APPENDIX 1. ....................................................................................................................................... 132
APPENDIX 2. ....................................................................................................................................... 133
III | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

LIST OF FIGURES
Figure 1.1Time schedule of the project ........................................................................................................ 9
Figure 2 Alkan University College SIMS Use case Diagram ......................................................................... 15
Figure 3 Context Diagram for SIMS ............................................................................................................. 46
Figure 4 0 Level DFD Diagram ..................................................................................................................... 47
Figure 5 Activity Diagram for Login ............................................................................................................ 48
Figure 6 Activity Diagram for Logout .......................................................................................................... 49
Figure 7 Activity Diagram for Add Course ................................................................................................... 50
Figure 8 Activity Diagram Delete Course ................................................................................................... 51
Figure 9 Activity Diagram for Update Course ............................................................................................. 52
Figure 10 Activity Diagram for Add User.................................................................................................... 53
Figure 11 Activity Diagram for Delete User ................................................................................................ 54
Figure 12 Activity Diagram for View Schedule ............................................................................................ 55
Figure 13 Activity Diagram for View Report ............................................................................................... 56
Figure 14 Activity Diagram for View Notice ................................................................................................ 57
Figure 15 Activity Diagram for View Grade................................................................................................. 58
Figure 16 Activity Diagram for View Calendar ........................................................................................... 59
Figure 17 Activity Diagram for Upload Notice ............................................................................................ 60
Figure 18 Activity Diagram for Upload Lecture Materials .......................................................................... 61
Figure 19 Activity Diagram for Modify Student Data .................................................................................. 62
Figure 20 Activity Diagram for Submit Student Grade ............................................................................... 63
Figure 21 Activity Diagram for Submit Instructor Attendance ................................................................... 64
Figure 22 Activity Diagram for Submit Annual Calendar ............................................................................ 65
Figure 23 Activity Diagram for Request Clearance ..................................................................................... 66
Figure 24 Activity Diagram for Approve Clearance Request....................................................................... 67
Figure 25 Activity Diagram for Register for Course .................................................................................... 68
Figure 26 Activity Diagram for Submit Student Attendance....................................................................... 69
Figure 27 Activity Diagram for Submit Class Schedule ............................................................................... 70
Figure 28 Activity Diagram for Generate Grade Report ............................................................................. 71
Figure 29 Activity Diagram for Download Material .................................................................................... 72
Figure 30 Activity Diagram for Approve Student Grade ............................................................................. 73
Figure 31 Sequence Diagram for Add Course ............................................................................................. 74
Figure 32 Sequence Diagram for Request Clearance.................................................................................. 75
Figure 33 Sequence Diagram for Approve Student Grade ......................................................................... 76
Figure 34 Sequence Diagram for Delete Course ......................................................................................... 77
Figure 35 Sequence Diagram for Delete User ............................................................................................. 78
Figure 36 Sequence Diagram for Download Material................................................................................ 79
Figure 37 Sequence Diagram for Generate Grade Report .......................................................................... 80
Figure 38 Sequence Diagram for Login ...................................................................................................... 81
Figure 39 Sequence Diagram for Modify Student data .............................................................................. 82
Figure 40 Sequence Diagram for Request Clearance.................................................................................. 83
IV | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

Figure 41 Sequence Diagram for Submit Annual Calendar ......................................................................... 84
Figure 42 Sequence Diagram for Submit Class Schedule ............................................................................ 85
Figure 43 Sequence Diagram for Submit Student Grade ............................................................................ 86
Figure 44 Sequence Diagram for Submit Instructor Attendance ................................................................ 87
Figure 45 Sequence Diagram for submit Student Attendance ................................................................... 88
Figure 46 Sequence Diagram for Update Course........................................................................................ 89
Figure 47 Sequence Diagram for Upload Lecture Material ........................................................................ 90
Figure 48 Sequence Diagram for View Calendar ........................................................................................ 91
Figure 49 Sequence Diagram for View Grade ............................................................................................. 92
Figure 50 Sequence Diagram for View Notice ............................................................................................ 93
Figure 51 Sequence Diagram for View Report ............................................................................................ 94
Figure 52 Sequence Diagram for View Schedule ........................................................................................ 95
Figure 53 Architecture of the System ...................................................................................................... 97
Figure 54 Deployment Diagram of the System .......................................................................................... 99
Figure 55 Class Diagram .......................................................................................................................... 100
Figure 56 UI Design For SIMS Home Page................................................................................................. 101
Figure 57 UI Design for Login Form........................................................................................................... 102
Figure 58 UI Design for Add and Modify Course Form ............................................................................. 102
Figure 59 UI Design for Administrator Menu Form .................................................................................. 103
Figure 60 UI Design for Instructor Menu Form ......................................................................................... 103
Figure 61 UI Design for Insert Admin Detail Form .................................................................................... 104
Figure 62 UI Design for Insert Instructor Detail Form............................................................................... 105
Figure 63 UI Design for View Attendance Detail Form.......................................................................... 105
Figure 64 UI Design for Import Attendance Information Form ................................................................ 106
Figure 65 UI Design for CGPA Calculate Form.......................................................................................... 106
Figure 66 UI Design for Student Registration Form .................................................................................. 107
Figure 67 UI Design for View Grade Form ................................................................................................ 108
Figure 68 UI Design for Contact Us Form .................................................................................................. 108
Figure 69 ER-Diagram............................................................................................................................... 109
V |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

LIST OF TABLES
Table 1.1 Estimated cost of the project ........................................................................................................ 9
Table 2 Use Case Description for Submit students attendance.................................................................. 16
Table 3 Use Case Description for Upload Lecture Material ........................................................................ 17
Table 4 Use Case Description for Add User ................................................................................................ 18
Table 5 Use Case Description for Generate Grade Report ......................................................................... 19
Table 6 Use Case Description for View Grade............................................................................................ 20
Table 7 Use Case Description for Submit Student’s Grade ........................................................................ 21
Table 8 Use Case Description for upload notice ......................................................................................... 22
Table 9 Use Case Description For Submit Instructor Attendance............................................................... 23
Table 10 Use Case Description for View Calendar ..................................................................................... 24
Table 11 Use Case Description for View Report ......................................................................................... 25
Table 12 Use Case Description for View Notice .......................................................................................... 26
Table 13 Use Case Description for Login..................................................................................................... 27
Table 14 Use Case Description for Register for the Course ....................................................................... 28
Table 15 Use Case Description for Download Material .............................................................................. 29
Table 16 Use Case Description for View schedule ...................................................................................... 30
Table 17 Use Case Description for Add courses ......................................................................................... 31
Table 18 Use Case Description for View Receipt ........................................................................................ 32
Table 19 Use Case Description For Approve Student Grade ...................................................................... 33
Table 20 Use Case Description for Modify Students’ Data ......................................................................... 34
Table 21 Use Case Description for Submit class schedule .......................................................................... 35
Table 22 Use Case Description for Logout .................................................................................................. 36
Table 23 Use Case Description for Submit Annual Calendar ...................................................................... 37
Table 24 Use Case Description for Delete Course ...................................................................................... 38
Table 25 Use Case Description for Delete User .......................................................................................... 39
Table 26 Use Case Description for Update Course ..................................................................................... 40
Table 27 Use Case Description for Request Clearance ............................................................................... 41
Table 28 Use Case Description for Approve Clearance............................................................................... 42
VI | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

LIST OF SYMBOLS AND NOTATIONS
SIMS: Student Information Management System
LAN: Local Area Network
UML: Unified Modeling Language
PHP: Hyper text Processing
GPA: Grade Point Average
UI: User Interface
UC: Use Case
CSS: Cascaded Style Sheet
HTML: Hyper Text Markup Language
DBMS: Database Management System
HTTP: Hyper Text Transfer Protocol
CGPA: Cumulative Grade Point Average
HDD: Hard Disk Drive
VII | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

ABSTRACT
The system developed in this project, Student Information Management System, provides users a
simple, and efficient way of maintaining student information. It can be used by educational
institutes or colleges to maintain the records of students easily. Achieving this objective is
difficult using a manual system as the information is scattered, can be redundant and collecting
relevant information may be very time consuming. All these problems are solved using this
project.
Throughout the project the focus has been on presenting information in an easy and intelligible
manner. The project is very useful for those who want to know about Student Information
Management Systems and want to develop software/websites based on the same concept.
The project provides facilities like online registration and profile creation of students thus
reducing paperwork and automating the record generation process in an educational institution.
This document contains the introduction, methodology that uses tools like Notepad++ and
VISIO, data sources like site observation, interview and document analysis, and for design
methodology we use object-oriented. For analysis model we use DFD, sequence and activity
diagram. For system design we include deployment diagram, architecture diagram, UI design,
data structure design, and algorithm design for the project that is going to be developed.
Problems of the current system of the Student Information Management System had been
analyzed and from that, requirement analysis had been made. SIMS is going to be online using
the Local Area Network (LAN) and going to be used by different groups of users. To develop the
real system, designs had been made that covers the system architecture, user interfaces and
database designs.
VIII | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

CHAPTER ONE: INTRODUCTION
The project that going to be developed is about the Student Information Management System for
Alkan University College (SIMS) .As an overview, the system will be used by the university
college’s administration in student management. The student information management system
can handle all details about a student. The details include lecture, subject details, student
personal details etc. In case of current system they need a lot of time, man power etc. Here
almost all work is computerized. So the accuracy is maintained. Student information
management system is managed by an administrator. It is the job of the administrator to insert
update and monitor the whole process.
Student Information Management System is software which is helpful for students as well as the
school authorities. In the current system all the activities are done manually. Our Student
Information Management System deals with the various activities related to the students.
In the Software we can register as a user and user has of two types, student and administrator.
Administrator has the power to add new user and can edit and delete a user. A student can view
his profile if he is authorized. The administrator can add edit and delete marks for the student and
also all students can see the marks.
BACKGROUND OF THE ORGANIZATION
Alkan University College is a private college founded in 2003 as a memorial of Hakim Workneh
Eshete, the first and famous former Ethiopian physician. The college is now up-graded its status
to University college by including other training programs.
VISION
Alkan University College aspires to be the center of excellence in teaching, research and
community services in East Africa and contribute to the overall development of the country
regarding with technology.
1 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

MISSION
 Produces graduates who are competent managers, social workers, health and other
professionals.
 Produces graduates who are confident in their ability of professional practice and leadership
through training aided by appropriate technology and well trained and effective instructors.
 Encourage students to participate on hands-on professional development activities and to
expand their academic and instructional knowledge through planned program of service and
scholarly creative activities.
 Provide high quality education experiences to its staff members and students while pursuing
new knowledge through research.
 Respond to societal problems through active community engagement.
 Provide consultancy services for other institutions, the public and policy make
EXISTING SYSTEM
 Alkan University College tracks the personal data of student registered in the department
each and every year and keeps the record. Currently they use Microsoft Excel to track their
data but due to increasing population the Excel have become slow in data retrieval and
therefore after preliminary investigation we realize that there is a need for a better system.
 The current system is a semi computerized system where the data are printed out at the end
of every semester to allow new entry of data. The current system they are using Microsoft
Excel which still cannot compute complex questions which can be handled by Microsoft
access.
 In the current system we need to keep a number of records related to the student and want to
enter the details of the student and the marks using Microsoft Excel. In this system only the
teacher or the school authority views the mark of the student and they want to enter the
details of the student.

PROPOSED SYSTEM
In our proposed system we have the provision for adding the details of the students by teachers
and administrator. So the overhead of the school authorities and the teachers is become less.
Another advantage of the system is that it is very easy to edit the details of the student and delete
a student when it found unnecessary. The marks of the student are added in the database and so
students can also view the marks whenever they want.
Our proposed system has several advantages
 User friendly interface

 Fast access to database
 Less error
 More Storage Capacity
 Search facility
 Look and Feel Environment
 Quick transaction
 Easy to handle and feasible.
 Cost reduction.
 Fast and convenient.
 Accuracy
PROBLEM STATEMENT
The data in this system are kept manually especially after the end of every semester which makes
it difficult to search data after a good number of years when a student need to know some of his
details. It takes time to search on the pile (large) of files.
Some of the problems are the following:-
 It is time consuming to record files

 Wastage of material
 Duplication of paper
 Delay in bringing document to those who need it

 No system for properly transferring or removing of inactive files, which are
occasional reference documents.
 Files get lost
 Costly
 Not efficient
 Error prone
 Difficulty to integrate data
 Data redundancy
 Difficulty of locating & finding files dependent each other.
 Inconvenience to some department through the necessary enforcement of some rule
for all.
OBJECTIVES
GENERAL OBJECTIVE
 The general objective of the project is to develop the Alkan University College Student
Information Management System which allows users to truck student information and
manage the school teaching learning process easily.
SPECIFIC OBJECTIVES
In order to attain the general objective, the following list of specific objectives is set:
 Perform a requirement analysis to find out the system functional and non
functional requirements.
 Design the system using object-oriented models for understanding the system and
to make the implementation easy.
 Design the database for storing student information using MySQL.
 Implement a web application using PHP, CSS, and apache web server.
 Design web interface that allow students to view result online.
 Design web interface that allow students to download course material.
 Test the performance and reliability of web application.

SCOPE
The system will capture information about student’s personal details lectures and the courses and
also allows storing, updating and retrieving in a fast and accurate way.
The extent in which the problem can be treated by volume is very wide but our proposed system
will automate the partial service of the organization. Our proposed system supports Student
Information Management System related activities such as:
 Registration new student & existing student information.

 Updating & producing report.
 Searching & retrieving student information.
 Generate & view report.
 Developing a system that allows workers to record student’s information accurately.
 Developing a database that will record student’s history.
 Take attendance for students and instructors.
 Generate and display an academic calendar for the university college.
 Adding and deleting courses.
 Automate the manual student registration.
LIMITATIONS OF THE PROJECT
 The student or parents are not capable to pay online.

 The system is not integrated to other system like library system, human resource
management system and finance.
 The system do not generate timetable, annual calendar for the University by itself.
 Generate official transcript with some level of difficulty.
 Do not sufficiently produce the required reports to allow parents to view status of their
children.
 Generally automating the whole current system is difficult due to time and cost.

METHODOLOGY
DATA COLLECTION
The methods we employed in the data collection are questioners, site observation, interviews and
document of analysis that are references or indirectly related with them of the Student
Information management system.
 Site observation: is actual observation of the organization.

 Interview: is by asking the employee of the organization and See Appendix 1.
 Document analysis: reading the document available in the organization. See Appendix 2.
DESIGN METHODOLOGY
The team decides to use object –oriented methodology because of the flowing reasons:
 Easier maintenance.
 It is known by the group members.
 Unaffected to change.
 Its flexibility: OOPs are really flexible in terms of using implementations [2].
 Ease of understanding object-oriented models due to a consistent underlying
representation throughout the development process [1].
 Ease of modification and extensibility of object-oriented models [1].
 Ease of reuse of object components from previously designed systems [1].
 No separation between data and process unlike that of structured analysis metrology that
treats data and process on the data separately.
TOOL SELECTION
Since Alkan University College is a beige organization we are design an interactive web
application that user can easily get information from the sites and interact with the organization.
An interactive web application design requires the following
 Web Server software

 Server side programming script
 Database system
 Clint side language
For this specific project we have used
 VISIO
 Microsoft word 2007
 Apache server
 PHP scripting language
 MySQL database system
 HTML client side programming language
Why PHP?
According to [3], there are several types of web programming language that are used for making
a site more dynamic. But, for this project we are choosing php scripting language to design our
database. Because
 It’s fast and easy

 It’s cross platform
 It accesses everything
 It’s free
Why MySQL?
According to [4], there are several reasons to use MySQL.
 It’s quick and powerful

 It’s improving all the time
 It’s free
 Handles large database. We are using MySQL with some database that contains
50,000,000 records and we know of users MySQL with 60,000 tables and about
5,000,000,000 rows.
 All columns have default values. You can use insert a subset of a table’s columns; those
columns that are not explicitly given values are set to their default value.

SIGNIFICANCE OF THE PROJECT
Alkan University is working with semi-computerized system which is time consuming and costly.
The importance of this project is to solve such kinds of problem within the University by developing
SIMS. Changing semi-computerized system into computerized or automated system is much more
significant to
 To eliminate their manual counting of student taking a particular subject.
 Helps to avoid incorrect placement of record data.
 Reduce the loss of space & human resource.
 Avoid data redundancy, which means extended data can be retrieved without affecting
other data.
 Enable to perform different activities within short period of time & less cost.
 To support student registration system,
 To facilitate attendance record keeping,
 To facilitate various report generation,
 To allow user to view reports,
ORGANIZATION OF THE DOCUMENT
This report document contains four chapters including this chapter. Chapter one defines and
describes concepts with regard to SIMS, aiming to give a general view to the reader of the
document about tasks or activities which need automation in the University environment. In
chapters two and three, we presented the analysis and design of the developed system
respectively. In the remaining chapter, conclusion and recommendations are briefly explained.
TIME SCHEDULE OF THE PROJECT

Schedule grows out of the basic documents that initiate a project. It uses result of the other time
management process to determine the start & end of the project & its activities in order to the
project on time we follow our time schedule that are presented below by Gantt chart.

Nov 2012 Dec 2012 Jan 2013
ID Task Name Start Finish Duration
11/18 11/25 12/2 12/9 12/16 12/23 12/30 1/6 1/13 1/20
1 Submission of Proposal 11/19/2012 11/23/2012 1w
2 Requirement Gathering 11/26/2012 12/7/2012 2w
3 Analysis Phase 12/10/2012 12/21/2012 2w
4 Design Phase 12/24/2012 1/11/2013 3w
5 Project Defense 1/17/2013 1/21/2013 3d
Figure 1.1Time schedule of the project
ESTIMATED COST OF THE PROJECT
EXPENSES COST PER BIRR
Copying reference material 50.00
Cost for printing the project 100.00
Binding of the hardcopy of the 50.00

project
For removable storage like CD, 50.00

Flash, floppy disk.
Transportation cost 50.00
Aggregate cost 300.00
Table 1.1 Estimated cost of the project

CHAPTER TWO: SYSTEM FEATURES
THE EXISTING SYSTEM

Alkan University College tracks the personal data of student registered in the department each
and every year and keeps the record. Currently they use Microsoft Excel to track their data but
due to increasing population the Excel have become slow in data retrieval and therefore after
preliminary investigation we realize that there is a need for a better system.
The current system is a semi-computerized system where the data are printed out at the end of
every semester to allow new entry of data. The current system they are using Microsoft Excel
which still cannot compute complex questions which can be handled by database management
system software such as MySQL.
In the current system we need to keep a number of records related to the student and want to
enter the details of the student and the marks using Microsoft Excel. In this system only the
teacher or the school authority views the mark of the student and they want to enter the details of
the student.
 Student registration and holding of student documents were done manually which is time
taking, exhausting and has no accuracy.
 The student’s document is stored using file cabinets and suspension filing system for a
long period of time. This makes overcrowded and easy to be damage.
 During registration students were tired, take time and did not get their satisfaction;
Because of many processes in the system to approve their registered slip.
In addition to that, studying the current system is also a method that is used to gather the
requirements in the research. The purpose of studying the current system is to identify the
existing entities Resides. It is to gather requirements and identify problem in the current system.
10 | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

THE PROPOSED SYSTEM
Without Student Information Management System, managing and maintaining the details of the
student is a tedious job for any organization. The system that we are proposed Student
Information Management system, will store all the details of the students including their
background information, educational qualifications, personal details, and all the information
related to them. Our proposed Student Information Management System will also supports:
handling inquiries from prospective students, handling the student details, maintaining the
student marks details, handling student attendance records, maintaining records of absences and
attendance. It becomes essential to make a properly managed Student Information Management
System so that users can easy access student’s records and get the desired information easily. In
addition to this our proposed system has several advantages including: User friendly interface, Fast
access to database, less error, more storage capacity, search facility, look and feel environment, quick
transaction, Easy to handle and feasible, cost reduction, fast and convenient and accurate. After
maintaining this system the above problems of the existing system will be completely solved and
means of distributing information is within a short period of time.

FUNCTIONAL REQUIREMENTS
Functional requirements, according to [5] try to focus on the intended behavior of the system or
what the system will do. Accordingly, the tasks that the project SIMS will do are listed as
follows:
USER REQUIREMENTS
Student:
REQ-1: The system shall authenticate before accessing system.
REQ-2: The system shall display Notice.
REQ-3: The system shall allow students to change his /her account
Password.
REQ-4: The system should allow students to view the notice information.
REQ-5: The system shall display student’s detail.
REQ-6: The system shall view the academic calendar to students.
REQ-7: The system shall register students for a course which are under the business rule
of the Alkan University College.
REQ-8: The system shall display a given courses to students that taken to a given
semester.
REQ-9: The system shall allow students to view the all of course schedule, including
date, time, and venue.
REQ-10: The system shall allow students to view their academic status/grades.
REQ-11: The system shall allow students to request clearance at the end of each year.

Registrar:
REQ-1: The system shall require login before allowing providing any function for
registrar.
REQ-2: The system shall allow registrar to change his /her account information.
REQ-3: The system should allow registrar to view the notice information
REQ-4: The system shall calculate cumulative GPA for any student.
REQ-5: The system shall generate academic calendar by the office of the registrar. This
function can let the users know the important events, such as holiday, exam days.
REQ-6: The system shall search any student detailed information.
REQ-7: The system shall approve student’s grade.
REQ-8: the system shall modify the students detail from the database.
REQ-9: The system shall generate grade reports to students.

REQ-10:The system shall allow to insert courses.
Instructor
REQ-1: The system shall require login before allowing providing any function for any
instructor.
REQ-2: The system shall display an error message “Incorrect password or username”
when students try to login with wrong password or username.
REQ-3: The system shall display lists courses that are taken by students to instructors.
REQ-4: The system shall take attendance of students from the instructor
REQ-5: The system shall import the academic grade of students from the instructor.
REQ-7: The system shall allow uploading notice.
REQ-8: The system shall view the academic calendar to Instructors.

Administrator
REQ-1: The system shall require login before allowing providing any function for
administrator.
REQ-2: The system shall display an error message “Incorrect password or username”
when administrator try to login with wrong password or username.
REQ-3: The system shall allow the administrator to control the overall activities in the
system.
REQ-4: The system shall allow administrator to change his /her account information.
REQ-5: The system shall Inquiry all current enrolled users to view their details except
password.
REQ-6: The system shall remove wrong entries from the system.
REQ-7: the system shall view reports in different operations in the system.
REQ-9: The system shall give permission categorically, also enabling or disabling of
users permission can be set.
REQ-10: The system shall give the administrator to enable and disable users of the
system.
REQ-11: The system shall ensure that the information entered is of the correct format.

SYSTEM REQUIERMENTS
Use-case Diagram
View Grade
Register for the
course «uses»
«extends»
View Calendar
Check Pre-request
Course
«uses»
Student
Add and Drop course
View receipt
View schedule
Download Material
Request clerance
View Notice
Submit Student View reports

Grade Adminstrator
Instructor Submit Student upload Notice

Attendance
Delete user
Upload Lecture
Add user
Material
Submit Annual
Calander Update Course Assign Instructor
Generate Grade Add course

Report
Registerar
Approve clerance Submit Class

request schdule
Faculity
Approve student Delete Course
grade
Modify Student Data Submit Lecture
attendance
All usecases above <<include>> Login and <<extends>> Logut but it is complicated to drow in the above usecase diagram
Figure 2 Alkan University College SIMS Use case Diagram

USE CASE DESCRIPTION
According to [6], use case description is written as follows:
Use case No: UC 1
Use case Name: submit student’s attendance
Description: Instructor Import student attendance to the system
Actors: Instructor
Precondition: Instructor must be register and login in to the system.
Post condition: The student attendance is imported to SIMS Database.

Basic course of action:
1) System open instructor page

2) Instructor click on Attendance menu
3) System open Attendance page
4) Instructor select School, Department, Year, Course
5) System display student list according to instructor input
6) Instructor insert student Attendance
7) Systems store the data in database and display message.
8) Import the attendance
9) Use case ends
Alternative:- N/A.
Table 2 Use Case Description for Submit student’s attendance

Use case No: UC 2
Use case Name: Upload Lecture Material
Description: Upload the file document to share with other users.
Actors: Instructor
Precondition:
1) Users should have an account to upload Lecture Material.

2) User must be login to SIMS system.
Post condition: The course material file will show in the page of “Material” after user login success.
1. User Click on “Admin page”.

2. Systems display the admin page.
3. User click on Material menu.
4. Systems display the Material page.
5. User selects the material according to the perspective department, course, school and year.
6. User click on upload button.
7. System opens the document.
8. User select the document
9. User enter upload button
10. System uploaded the document.
11. Use case end.
Alternative: The Instructor able to upload file, other users only able to download file.
Table 3 Use Case Description for Upload Lecture Material

Use case No: UC 3
Use case Name: Add User
Description: Add the user detail, including create.
Actors: Faculty, Administrator
Precondition:
1) Users should have an account to create new user

Post condition:
(1) If create new user, then user able to user the username and password to login.
(2) If change the user group, then the user right will change.
(1) User click on “user” menu

(2) System display add user menu page
(3) User click on “New User” button
(4) System give text box to enter user detail
(5) User enter New user information
(6) User click on submit button
(7) System display message according to user input
(8) Use case end
Alternative：
(1) Faculty is not allowed to view user’s password.
(2) User’s password will change to md5 code in database.
Table 4 Use Case Description for Add User

Use case No: UC 4
Use case Name: Generate grade report
Description: To produce a report card for students per semester
Actors: Registrar
Precondition:
1) A student must have complete grade marks in all subjects of the semester
Post condition: N/A

1) Registrar selects the class/section to which the student belongs .

2) The Registrar officer searches the student from the class/section based on the search criteria
defined.
3) The Registrar officer click on generate grade report button.
4) The system processes the report card.
5) Systems display and print the result.
6) Use case ends.
Alternative：(1) The student is incomplete at least in one subject
 The system cannot generate the report card.

 Use case ends
Table 5 Use Case Description for Generate Grade Report

Use case No: UC 5
Use case Name: View grade
Description: To view the status of a student
Actors: student
Precondition:
1) A student must be register in the system as student to view student grade.
Post condition: Display the result and download or print the page

1) System open student status page
2) Student select School, Department, Year, from combo box
3) Enter ID and password in the filed
4) System validate those values from database
5) System display output if value is exit in database
6) User see the result
7) Use case ends
Alternative：
(1) Student is not recorded as student
 The student can’t login
 Use case ends
(2) Student is unable to give appropriate name and Id number.
 System can’t display the student’s information
 Use case ends
(3) Student grade no stored in database.
 System can’t display the grade’s information
 Use case ends
Table 6 Use Case Description for View Grade

Use case No: UC 6
Use case Name:submit student’s grade
Description: Instructor submit student grade to the system
Actors: Instructor
Precondition: Instructor must be register and login in to the system.
Post condition: The student Grade is imported to SIMS Database.
1) System open Instructor page.
2) Instructor select School, Department, Year, Course
3) System display student list according to instructor input
4) Instructor insert student course grade
6) Use case ends
Alternative：
(1) Instructor is not submit student grade

 The student not see the grade online
 Use case ends
(2) Instructor is unable to give appropriate value
 System can’t display the page.
 Use case ends
Table 7 Use Case Description for Submit Student’s Grade

Use case No: UC 7
Use case Name: Upload Notice
Description: Upload the notice or news information detail, including create, edit, and delete the
news about school and teaching learning process.
Actors: Administrator, Instructor
Precondition:
1) Users should have an account to upload notice
2) User must be login to SIMS system
Post condition: The notice information will show in the page of “News” after user login success.

1) User click on “Notice “to go to notice page.
2) System responds open the Notice page.
3) Click “upload new Notice” to create notice information.
3.1) Click on upload notice button
3.2) System allow to browse the document or open write page
3.3) User select document or write notice then click on upload button.
3.4) Notice uploaded.
4) Click “Edit” to edit the notice information detail or;
4.1) user select Notice to be edited
4.2) User Click on Edit notice button
4.3) System allow to edit the notice and display edit notice page
4.4) User edit notice then click on submit button.
4.5) Notice edited.
5) Click “Delete” to delete the notice information detail.
5.1)User select Notice to be deleted
5.2)User Click on Delete notice button
5.2) System display warning message
5.3) User read message make decision
5.4) Notice deleted.
Alternative: N/A
Table 8 Use Case Description for upload notice

Use case No: UC 8
Use case Name: Submit Instructor’s attendance
Description:Faculty Import Instructor attendance to the system
Actors: Faculty
Precondition: Faculty must be register and login in to the system.
Post condition: The Instructor attendance is imported to SIMS Database.

1) System open Faculty page

2) User click on Attendance menu
3) System open Attendance page
4) User select School, Department, Type
5) System display Instructor list according to instructor input
6) User insert Instructor Attendance
8) Import the attendance
9) Use case ends
Alternative: N/A
Table 9 Use Case Description For Submit Instructor Attendance

Use case No: UC 9
Use case Name: View Calendar
Description: View school calendar information, such as exam date, holiday.
Actors: Instructor, Student, Administrator, registrar
Precondition: All must open the SIMS system.
Post condition: N/A

1) User click on “school setup” menu.

2) System open school setup menu.
3) User click on calendar.
4) System display calendar.
5) Use case ends
Alternative: N/A
Table 10 Use Case Description for View Calendar

Use case No: UC 10
Use case Name: View Report
Description: View student, Instructor, other report generated by the system.
Actors: Administrator
Precondition: Administrator must be register and login in to the system.
Post condition: analyze all report generated by the SIMS system.

Basic course of action :
1) User click on “Report” menu.

2) System open Report menu.
3) User select report.
4) User click on view report button
5) System display Report.
6) Use case ends
Alternative: N/A
Table 11 Use Case Description for View Report

Use case No: UC 11
Use case Name: View Notice
Description: View the school notice information detail.
Actors: Instructor, Student, Administrator, registrar
Precondition: N/A
Post condition: user know information about the school
1) User click on “News” menu.

2) System open News menu.
3) Users select News.
4) User click on view news button
5) System display news.
6) Use case ends
Alternative: N/A
Table 12 Use Case Description for View Notice

Use case No: UC 12
Use case Name: Login
Description: some on login to SIMS system
Actors: Instructor, Student ,Administrator, Registrar, Faculty
Precondition: having a username and password
Post condition: Login to the system
1) Open the system

2) Click login on the top of the web page
3) The registrar worker would insert his/her valid username and password then click on
login, if they are valid, access the appropriate page
4) Else try it again
5) Use case ends
Alternative :N/A
Table 13 Use Case Description for Login

Use case No: UC 13
Use case Name: Register for the courses
Description: a student will register for the course that they accompanied.
Actors: student
Precondition: must be registered and login in to the system.
Post condition: student Registered for the courses
A) senior student
1) User show receipt.

2) The registrar takes the receipt and validate.
3) The registrar fills the student information.
4) Clicks submit Button.
5) The system checks eligibility to register for the course.
6) The student registered in SIMS.
7) Use case ends
B) Freshman student
1. The student request for the course to be register.

2. The registrar verifies the student for registration.
3. User show receipt.
4. The registrar takes the receipt and validate.
5. The registrar fills the student information.
6. Clicks submit Button.
7. The student registered in SIMS.
8. Use case ends
Alternative :
1. The student doesn’t fulfill the University’s course registration business rule.
1.1 The system allows adding and dropping course.
1.1.1. The student registers for the course.
1.1.2. Use case end.
1.2 The system dismisses the student.
1.2.1. Use case end.
Table 14 Use Case Description for Register for the Course

Use case No: UC 14
Use case Name: Download material
Description: Download file from the system to user’s computer.
Actors: student
Precondition: Student having a username and password to download material from the system.
Post condition: Student get reading material from the system

1) User Click on “Material” after login success.
2) User selects the course, school, department and year of the material title to be download.
3) User Click on Download button.
4) System download the material
5) Use case ends
Alternative :N/A
Table 15 Use Case Description for Download Material

Use case No: UC 15
Use case Name: View schedule
Description: View class schedule information.
Actors: Instructor, Student
Precondition: N/A
Post condition: Instructor and Student get schedule information about the course
1) User Click on “Schedule”.

2) User select School, Department, year, and then Click subject name to view relate class schedule
information.
3) The system displays the schedule.
4) Use case ends
Alternative: N/A
Table 16 Use Case Description for View schedule

Use case No: UC 16
Use case Name: Add courses
Description:Add detail of the course information to SIMS
Actors: Faculty
Precondition: User must be login in to SIMS.
Post condition: The Course information will show in the page of “Course”.
1) System displays the course information display page.

2) The user add course Button.
3) System display the add course information page.
4) User enter the course information and click on submit button.
5) System validates the inserted course detail.
6) System stores the course in SIMS.
7) Use case ends.
Alternative: N/A
Table 17 Use Case Description for Add courses

Use case No: UC 17
Use case Name: View receipt
Description: Student show recite to register in SIMS
Actors: Student
Precondition:student must have recite
Post condition: N/A

1) Student show recite

2) Use case ends
Alternative: student don’t have recite nor register in SIMS
Table 18 Use Case Description for View Receipt

Use case No: UC 18
Use case Name: Approve student’s grade
Description: Registrar can approve student’s grade and make it visible.
Actors: Registrar
Precondition: Registrar must be login in to the system.
Post condition: The students are able to see their result online in their account.
1) System displays the page.

2) The user selects school, department, year, course and click on submit button.
3) System displays the student list.
4) System checks the availability of grade imported by instructor.
5) User click on approve grade button.
6) Approve the student’s grade.
7) Use case ends.
Alternative: N/A
Table 19 Use Case Description For Approve Student Grade

Use case No: UC 19
Use case Name: Modify students data
Description: Registrar modify student information detail and status from data base
Actors: Registrar
Precondition: All must be login in to the system.
Post condition: Student data modify in data base.


2) User search student’s information by using student ID or other searching mechanism.
3) System retrieves the student.
4) User select student and modify the data in the database.
5) The data is modified in the database
6) Use case ends
Alternative: N/A
Table 20 Use Case Description for Modify Students’ Data

Use case No: UC 20
Use case Name: Submit Class schedule
Description: Faculty submit class schedule to the SIMS.
Actors: Faculty
Precondition: Faculty must be register and login in to the system.
Post condition: The Class schedule is submitted to SIMS Database.


2) User clicks on Browse button.
3) User selects the file and click on upload button.
4) User submit the Class schedule
5) The system display message.
6) Use case ends
Alternative: N/A
Table 21 Use Case Description for Submit class schedule

Use case No: UC 21
Use case Name: Logout
Description:User logout from the system
Actors: Faculty, Student ,Administrator ,registrar
Precondition: All must be login in to the system.
Post condition: N/A

1) User click logout button.

2) System destroys session ID.
3) Use case ends
Alternative: N/A
Table 22 Use Case Description for Logout

Use case No: UC 22
Use case Name: Submit annual Calendar
Description: prepare annual Calendar
Actors: Registrar
Precondition: User must be login in to the system.
Post condition: The annual calendar is submitted to SIMS Database.

1. System displays the page.

2. User clicks on Browse button.
3. User selects the file and click on upload button.
4. User submits the annual calendar.
5. The system display message.
6. Use case ends
Alternative: N/A
Table 23 Use Case Description for Submit Annual Calendar

Use case No: UC 23
Use case Name: Delete courses
Description:Delete the course information to SIMS
Actors: Faculty
Post condition: The Course information will delete in the SIMS database.

2) User selects the course to be deleted.
3) User click on delete course Button.
4) System displays the confirmation message.
5) User makes decision and click on the button.
6) System deletes the course from SIMS.
7) Use case ends.
Alternative: N/A
Table 24 Use Case Description for Delete Course

Use case No: UC 24
Use case Name: Delete user
Description:Delete the user information to SIMS
Actors: Faculty, Administrator
Post condition:
1) The user information will delete in the SIMS database.
2) The user revoked privilege to login to a system.
1) System displays the user information display page.

2) User selects the user to be deleted.
3) User click on remove user Button.
4) System displays the confirmation message.
5) User makes decision and click on the button.
6) System deletes the user from SIMS.
7) Use case ends.
Alternative: N/A
Table 25 Use Case Description for Delete User

Use case No: UC 25
Use case Name: Update courses
Description:Update the course information to SIMS
Actors: Faculty
Post condition: The Course information will update in the SIMS database.

2) User selects the course to be update.
3) User click on update course Button.
4) System displays the update course page.
5) User fills the information to be modified and click on submit course button.
6) System updates the course to SIMS.
7) Use case ends.
Alternative: N/A
Table 26 Use Case Description for Update Course

Use case No: UC 26
Use case Name: Request clearance
Description: The student request clearance at the end of each year.
Actors: Student.
Post condition: N/A

1) User click on request clearance button.

2) System displays the request clearance page.
3) User fills the clearance form and send message to manager.
4) Use case ends.
Alternative: N/A
Table 27 Use Case Description for Request Clearance

Use case No: UC 27
Use case Name: Approve clearance
Description: The registrar approves clearance request at the end of each year.
Actors: Registrar.
Post condition: N/A

1) User click on clearance request page.

2) System displays the request page with student list.
3) User check eligibility.
4) User checks on approve clearance button.
5) Request approved.
6) Use case ends.
Alternative: N/A
Table 28 Use Case Description for Approve Clearance

NON-FUNCTIONAL REQUIREMENTS
Non-functional requirements or system qualities capture required properties of the system, such
as performance, security, maintainability, etc.—in other words, how well some behavioral or
structural aspect of the system should be accomplished. [5]
The non-functional requirements of the system are described as follows.
Security:
 Security requirement is very important in this project, including privacy. The
administrator (including course admin and system admin) should provide high security
interface for user and protect their personal data. In order to achieve this requirement, the
project team should set up some standard such as security policy, system management
handbook. In addition, use software and hardware to prevent, detect and correct the
system, such as firewall, antivirus software, will reduce the risk of security. The system
administrator should regular evaluate risk, monitoring abnormal status and backup data.
We are going to develop a secured database. There are different categories of users
namely Administrator, Student who will be viewing either all or some specific
information from the database. Depending upon the category of user the access rights are
decided. It means if the user is an administrator then he can be able to modify the data,
append etc. All other users only have the rights to retrieve the information about
database.
 The system shall provide high level of security by blocking anyone to view system
secured page.
 The external security should be provided by given the login authentication.
 There should be proper security regarding to the accessing of data by unauthorized user.
Performance:
 The system shall minimize errors and clear error message should be displayed that guide
user to handle it.
 The performance of the functions and every module should be well.
 We improve performance by using computers or laptops that have high processor speed
and RAM.

Usability:
 By training users to become familiar with the system and by designing user friendly
interface, the end users are able to place an order within few response times.
Availability:
 The system will be available to its users with or without internet connection because
users can have access to it using the local intranet from within the campus.
Correctness:
 The results of the function should pure and accurate by validating or testing the system.
Portability:
 The software shall be deployed at any machine as we are using PHP.
Reliability:
 Increasing the performance of the software will improve the reliability of the software.
 By storing backup data can increase reliability of the software.
Reusability:
 The data and record that are saved shall be reused if needed that’s stored in backup.
Design Constraints:
 The system shall replace the existing system by providing more features in SIMS.
Documentation:
 Documentation will help the project team to make a knowledge management. Therefore
it is a necessary requirement. The documentation is including proposal, project report,
and so on.
Quality Control:
 The system qualities control also is important requirement. The system should a fast and
efficient service to all users. Adaptability, availability, flexibility, and reliability are the
key issues of this requirement. Use suitable software and hardware to develop system,
will able to achieve this requirement.

SOFTWARE AND HARDWARE REQUIREMENTS
SOFTWARE REQUIREMENTS:
 PHP 5.0 and above
 APACHE HTTP Server
 Front End: HTML and JavaScript, CSS
 Web designing language: PHP
 RDBMS(Back end): MySQL
 Microsoft Windows or Linux
 The client PC may use one of the following browsers:
 Internet Explorer
 Mozilla Firefox, etc….
HARDWARE REQUIREMENTS:
According to [7] a web server that is capable of serving more than 1000 users should have the
following specifications.
 Intel Pentium IV processor or equivalent or higher

 512 MB Ram or Higher
 20 GB HDD or Higher
 Network Connectivity
But for development purposes, any desktop or laptop computer can be used.

ANALYSYS MODELS
Student Info.
0 Recite
Student Student Finance
Student Registration No.
Information
Management
Material to be Downloaded System Management Report School
Student Result Director
File to be uploaded
Faculty Staff Members Student Status Instructor
Student’s attendance
Figure 3 Context Diagram for SIMS

Student Information Management System DFD
Student Student info Recite Finance
1.0
Student 4.0
Student Registration No.
Registration Upload File to be Instructor
for the reading uploaded
course material
Faculty
2.0 Student status

Student list 3.0 5.0
Instructors list Instructors Compute
Students
attendance Student staus
attendance
Record Inst. attendance control (GPA)
control
D1:Inst. attendance data

Record student atten. D1:Inst. attendance data
6.0
Instructor attendance info
Produce
Student attendance info
manageme
nt report
Student status D1:Student status data

Management report
School
Director
Figure 4 0 Level DFD Diagram

Login
Click on login page
Enter user name and password
Click on login button
[ incorrect]
[ correct]
View the specified page
Figure 5 Activity Diagram for Login

Logout
View the page
Click on Logout button
Figure 6 Activity Diagram for Logout

Add Course
view course information page
Click on Add Course Button
Enter the course information
Click on submit button
Course Added
Figure 7 Activity Diagram for Add Course

Delete Course
view course information page
Click on delete Course Button
select course to be deleted
Click on delete button
Course deleted
Figure 8 Activity Diagram Delete Course

Update Course
View the course information display page
Click on modify course link
select the course to be update
view the update course page
fill the modified information
Click on update button
course info updated
Figure 9 Activity Diagram for Update Course

Add user
Click on user menu
Click on add new user button
enters new user information
Click on submit Button
Figure 10 Activity Diagram for Add User

Delete user
View the user information display page
Click on delete user link
select user to be deleted
Click on delete user information Button
user deleted
Figure 11 Activity Diagram for Delete User

View Schedule
Click on School setup Menu
Select Department
Select Year
Click on View schedule link
View Schedule
Figure 12 Activity Diagram for View Schedule

View Report
View report menu
Select report
Click on view report
View report
Figure 13 Activity Diagram for View Report

View Notice
Click on news menu
Click on view notice
View Current notice
Figure 14 Activity Diagram for View Notice

View Grade
select school, department and year
Enter ID and password
Click on Show Grade Button

[Incorrect]
[correct]
View student status
Figure 15 Activity Diagram for View Grade

View Calendar
Click on school setup menu
Click on view calendar link
View Calendar
Figure 16 Activity Diagram for View Calendar

upload Notice
Click on notice menu
View Notice page
click on upload new Notice button Click on Edit Notice button click on Delete Notice button
Select or write the document User edit notice select Notice to delete
Click on submit button Click on submit Button Click on delete button
Figure 17 Activity Diagram for Upload Notice

Upload Lecture
materials
Click on admin menu
Click on material menu
Select school, department, year and course
Click on upload Button
Select the document
Figure 18 Activity Diagram for Upload Lecture Materials

Modify Student
data
View the page
Enter ID
Click on search the student button
select student
update student information
Student info updated
Figure 19 Activity Diagram for Modify Student Data

Submit Student
Grade
Select department
Select Student year
Click on Student Grade Button
Fill Student Grade on Required Field
Click Submit Button
Grade Imported
Figure 20 Activity Diagram for Submit Student Grade

Submit Instructor
Attendance
Click on attendance menu
Select school
Select department
Select Type
Insert InstructorAttendance
Attendance imported
Figure 21 Activity Diagram for Submit Instructor Attendance

Submit annual
calendar
view school setup menu
Click on calender link
Browse the file
Select the file
Click on upload calender button
Calender uploded
Figure 22 Activity Diagram for Submit Annual Calendar

Request clerance
View request clearance page
Click on request for clearance button
Fill the clearance form
Send message to managers
Clearance requested.
Figure 23 Activity Diagram for Request Clearance

Approve clerance
View request clearance page
Check eligibility
check on approve clearance check list
Click on approve clearance button
Request Approved
Figure 24 Activity Diagram for Approve Clearance Request

Register for The
course
View Registration Interface
Fresh man Student Other
Request for course

View receipt
Accadamic Dismisal
View receipt
Check Previous Status Add and Drop
[Fail]
Check Prerequest
[correct] [Pass]
Fill form
Fill The Form
Fill All Information
[Incorrect] Register
Figure 25 Activity Diagram for Register for Course

Submit Student
Attendance
Click on attendance menu
Select school
Select department
Select year
Select course
Insert Student Attendance
Figure 26 Activity Diagram for Submit Student Attendance

Submit class
schedule
Click on school detup menu
Click on class schedule page
Click on Browse Butoon
Select the file
Click on upload Button
Submit class schedule
Figure 27 Activity Diagram for Submit Class Schedule

Generate Grade Report
select school
Select department
Select year
Select student
Click Generate Grade report button
Figure 28 Activity Diagram for Generate Grade Report

Download Material
Click on Lecture material menu
Select school
Select Department
Select Year
View available material
Select material to be Download
Click on Download link
Download Material
Figure 29 Activity Diagram for Download Material

Approve student grade
View the page
Select school
Select Department
Select Year
click on student list
Retrive student grade from DB to the interface
Approved
Figure 30 Activity Diagram for Approve Student Grade

Add Course:
:Faculty :Add CourseLink :Add Course :Add CourseForm :AddCourse :Confirmation
click()
create()
create()
fill out and submit
submitted
check()
create()
created
create()
Display confirmation
Figure 31 Sequence Diagram for Add Course

Link Controller Page DB Message
<<UI>> <<Controller>> <<UI>> <<Model>> <<View>>
Click
Initialize
Create
Display
Open page
Display
Select Student
Approve clearance
Request approved
Successfullly Aproved
Approve Clearance
Figure 32 Sequence Diagram for Request Clearance

Link Controller Approve DB Message
<<UI>> <<Controller>> <<UI>> <<Model>> <<UI>>
Click
Initialize
Create
Display
Select school, dapartment,year
Retrive
Click on Approve grade button
Successfully Approved
Approve Student
Grade
Figure 33 Sequence Diagram for Approve Student Grade

Delete Course
:Facultiy :DeleteCourseLink :DeleteCourse :Course :CourseForm :ConfirmDialog :Confirmation
create() create()
create()
list
create()
list of course
select()
submitted
create()
confirmation message
confirm()
confirmed
delete()
deleted
create()
deletion message
Figure 34 Sequence Diagram for Delete Course

Delete User
:Faculty :DeleteUserLink :DeleteUser :User :UserForm :ConfirmDialog :Confirmation
create() create()
create()
list
create()
list of user
select()
submitted
create()
confirmation message
confirm()
confirmed
delete()
deleted
create()
deletion message
Figure 35 Sequence Diagram for Delete User

Click
Initialize
Create
Display
Click on Material menu
Display
Select File
Click on submit Button

Retrive data
Select course
Click on download button
Successfully Downloaded
Download Material
Figure 36 Sequence Diagram for Download Material

Click
Initialize
Create
Display
Select student
Search student
Retrive data
Click on Generate grade report Button
Display message
Generate Grade
Report
Figure 37 Sequence Diagram for Generate Grade Report

Login
:User :Log In link :Log in :Log in page :Account :Confirmation()

Click()
Create()
Create()
Fill()
Submit()
Submitted()
validate()
validated
Create()
displayed
Figure 38 Sequence Diagram for Login

Click
Initialize
Create
Display
Search Student
Retrive data
Modify Student data

Update data
Successfully Updated
Modify student
data
Figure 39 Sequence Diagram for Modify Student data

Click
Initialize
Create
Display
Open page
Display
Click on request clearance button
Fill the clearance form
Insert
Request Clearance
Figure 40 Sequence Diagram for Request Clearance

Click
Initialize
Create
Display
Click on Browse Button
Select File
Click on Upload Button

Insert
Successfully Uploaded
Submit Annual
Calender
Figure 41 Sequence Diagram for Submit Annual Calendar

Click
Initialize
Create
Display
Click on Browse Button
Select File
Click on Upload Button

Insert
Successfully Uploaded
Submit Class
Schedule
Figure 42 Sequence Diagram for Submit Class Schedule

Submit Student Grader:
:Instructor :SubmitStudentGradeLink :SubStudGrade :SubStudGradeForm :SubStudGrade :Confirmation
click()
create()
create()
fill out and submit
submitted
check()
create()
created
create()
Figure 43 Sequence Diagram for Submit Student Grade

Submit Instructor Attendance:
:Facultiy :SubmitInsAttenLink :SubStudAtt :SubInsAttendForm :SubmitInsAttend :Confirmation
click()
create()
create()
fill out and submit
submitted
check()
create()
created
create()
Figure 44 Sequence Diagram for Submit Instructor Attendance

Submit Student Attendance:
:Instructor :SubmitStudAttenLink :SubStudAtt :SubStudAttendForm :SubmitStudAttend :Confirmation
click()
create()
create()
fill out and submit
submitted
check()
create()
created
create()
Figure 45 Sequence Diagram for submit Student Attendance

Update Course
:Faculty :UpdateProjectGroupLink :UpdateProjectGroup :Course :CourseListForm :UpdateCourseForm :Confirmation
click()
create()
create()
list Course
create()
select
selection
create()
fill out and submit
submiteed
check()
create()
updated
create()
Diplay confirmation
Figure 46 Sequence Diagram for Update Course

Upload Lecture Material:
Instructor Upload Material link Upload Lec. Material Upload Lec.Material form Confirmation
<<Actor>> <<Boundary>> <<Controller>> <<Boundary>> <<Boundary>>
Click()
Created() Created()
FillFormandSubmit()
Submitted()
Check()
Displayed()
Confirmed()
Figure 47 Sequence Diagram for Upload Lecture Material

View Calendar
:User :ViewCalendarLink :ViewCalendar :Calendar :CalendarListForm :ViewCalendarForm
create()
create()
create()
Calendar
create()
select
selected
create()
created
create()
CalendarDisplayed
Figure 48 Sequence Diagram for View Calendar

View Grade:
:Student :ViewGradeLink :ViewGrade :Grade :DisplayGrade

<<Actor>> <<boundary>> <<Controller>> <<entity>> <<boundary>>
Click()
Create()
display links to grade
select one link
create()
created
create()
Diplay Grade
Figure 49 Sequence Diagram for View Grade

View Notice
:User :ViewNoticeLink :ViewNotice :Notice :NoticeListForm :ViewNoticeForm
create()
create()
create()
Notice
create()
select
selected
create()
created
create()
NoticeDisplayed
Figure 50 Sequence Diagram for View Notice

View Report
:Admin :ViewNoticeLink :ViewNotice :Notice :NoticeListForm :ViewNoticeForm
create()
create()
create()
Report
create()
select
selected
create()
created
create()
ReportDisplayed
Figure 51 Sequence Diagram for View Report

View Schedule
:User :ViewScheduleLink :ViewSchedule :Schedule :ScheduleListForm :ViewScheduleForm
create()
create()
create()
Schedule
create()
select
selected
create()
created
create()
ScheduleDisplayed
Figure 52 Sequence Diagram for View Schedule

CHAPTER THREE: SYSTEM DESIGN
ARCHITECTURE OF THE SYSTEM
The proposed system is expected to replace the existing manual system by an automated system
in all facets. It is mainly based on the system Analysis document.
The architecture used for the system is a 3 tier Client/Server Architecture. The client tier is the
applications user interface containing data entry forms and client side applications. It displays
data to the user. Users interact directly with the application through user interface. The client tier
interacts with the web/application server to make requests and to retrieve data from the database.
It then displays to the user the data retrieved from the server. A client can use Internet browsers to
access the online report provided by the system within the local area network of the school or any where
using the Internet.
The middle tier (web/application server) implements the business logic, controller logic and
presentation logic to control the interaction between the application’s clients and data. The
controller logic processes client requests such as requests to view student’s result, to record
attendance or to retrieve data from the database. Business rules enforced by the business logic
dictate how clients can and cannot access application data and how applications process data.
A web server is a program that runs on a network server (computer) to respond to HTTP
requests. The most commonly used web servers is Apache. The web server used in this system is
Apache. HTTP is used to transfer data across an Intranet or the Internet. It is the standard
protocol for moving data across the internet.
The third tier, called the data tier, maintains the applications data such as student data, teacher
data, timetable data etc. It stores these data in a relational database management system
(RDBMS).

Browser
HTTP
Internet
MYSQL
Apache Alkan Database
Server
University
College
SIMS
web Server/Application server
Figure 53 Architecture of the System

HARDWARE/SOFTWARE MAPPING
One of the major tasks in system design deals with hardware/software mapping which deals with
which components would be part in which hardware and so on. The SIMS is a broad system that
performs many functions. It consists of web based system used by Instructor to record
attendance. The web based system also assists Instructor and officials to get or view status and
report on students’ achievement and progress. The system assists the record officer to generate
transcript and grade report .So the web based part is expected to run on a networked environment
on different Operating System platforms. The client/server architecture of the system enables
different clients to connect to the server remotely through Internet connection. The applications
of the system will run on the web server connected to the database server by MYSQL.
Users merely need to start their browsers and enter the URL of the application Web site. The
server hosting the Web site is responsible for allocating all the resources the Web application
requires.

:Client machine
:Apache Web/Application Server
<<>HTTP>
Browser Student
Instructor
Aministrator
Registration System
Course Registration
<< PHP >>
: Database Server
SIMS MySQL Database
Figure 54 Deployment Diagram of the System

ARCHITECTURAL DESIGN
University Person
+Name : String Member +Address : String
+Code : String -ID : String
1 *
+Username : String
1 -Password : String
-F_name : String
Gives -L_name : String
1
ID card
Student Adminstrator
-ID number : String Instructor 1
carries +Department : String -Salary : Double
-Name : String -Salary : Double
-GPA : Double -Qualification : String 1
-Qualification : String
1 1 -Year_level : String +Add() 1
View +Submit()
* +Register() +Delete()
+Upload()
+GetGPA() +Update()
1
+Viewnotice() +Search() *
+Viewcalendar() +CheakEligiblity() *
1
* +Download()
Calendar *
+GetCGPA()
-Date : Date
-Department : String *
-Year : Date
Department
1 -Dep_name : String
Member of Member of
-Dep_code : String
-Package * 1
Modify
*
Offers
Register for
Teaches
*
* Course
*
-C_code : String
1
Downloads -C_name : String *
-C_type : String 1
Recite 0..* 1 Submit Uploades

-Code : Single
View -Price : Double Prerequisit for
-Recite ID : String Have
+Checkpaid() Lecture Material Have
-Year : Date
-Department : String
*
-Size : Double
* -Title : String
-Date : String * submit
-Semister : String
Grade
Attendance 1 -Year : String 1
-Semister : String
-Date : Date
-Status : String
-Number : String 1
-Status : String *
-ID_No : String
-Course : String
-Department : String
-Year : Date
Figure 55 Class Diagram

USER INTERFACE DESIGN
This section show us sample user interfaces designs that we are used in developing Alkan
University College Student Information Management System:
Figure 56 UI Design For SIMS Home Page

Figure 57 UI Design for Login Form
Figure 58 UI Design for Add and Modify Course Form

Figure 59 UI Design for Administrator Menu Form
Figure 60 UI Design for Instructor Menu Form

Figure 61 UI Design for Insert Admin Detail Form

Figure 62 UI Design for Insert Instructor Detail Form
Figure 63 UI Design for View Attendance Detail Form

Figure 64 UI Design for Import Attendance Information Form
Figure 65 UI Design for CGPA Calculate Form

Figure 66 UI Design for Student Registration Form

Figure 67 UI Design for View Grade Form
Figure 68 UI Design for Contact Us Form

DATA STRUCTURE DESIGN
Figure 69 ER-Diagram

CONVERTING ER-DIAGRAM INTO RELATION
MAPPING ENTITIES
Student:
Stud_ID Kebele City F_Name M_Name L_Name Date_of_birth Department Status
Student_Telephone
Stud_ID Tel
Course
C_Code C_Name
Fuculty
F_code Name Kebele Office_No
Fuculty_Telephone
F_code Tel
University
U_Name Kebele City
University_Telephone
U_Name Tel
Instructor
Emp_ID F_name M_name L_name Salary Kebele
Instructor_Telephone
Emp_ID Tel

Instructor_Qualification
Emp_ID Qualifications
Lecture material
M_code Semister Year M_name
Grade Report
G_Code GPA CGPA Year Semister
Attendance
Date List ID_No Course Name Status
Registrar
R_code Office_No
Registrar_Telephone
R_code Tel
Administrator
Emp_ID F_name M_name L_name Kebele Salary Office_no
Administrator_Tel
Emp_ID Tel
Administrator_Skill
Emp_ID Qualifications

MAPPING RELATIONSHIP
Instructor_assigned-for-course
c-code Emp_ID
Student_registor_course
Stud_ID C_code
Student_mamber_of_University
Student
Stud_ID Kebele City F_name M_name L_name Date_of_birth Department Status U_name
Student_view_Grade report
Student
Stud_ID Kebele City F_name M_name L_name Date_of_birth Department Status U_name G_code
Faculty_Add_Course
Course
C_code C_name F_code
Instructor_Teaches_Course
Stud_ID Emp_ID
Student_Download_Lecture material
M_code Stud_ID
Instructor_Import_Attendance
Attendance

Date List ID_No Course Name Status Emp_ID
Adminstrator_maintain_University
University
U_name City Kebele Emp_ID
Registrar_Approve_Grade Report
Grade_Report
G_code GPA CGPA Year Semister R_code
Registrar_Import_Grade Report
Grade Report
Adminstrator_View_Report
Report
R_No Name Title Date Emp_ID
Instuctor_Uploads_Lecture material
M_code M_name Year Semister Course
The resulting relational Schema tables for the logical design phase are the following Un-
Normalized tables.
Student
Stud_ID Kebele City F_name L_name M_Name Date_of_birth Department Status U_name G_code

Student_Telephone
Stud_ID Tel
Course
C_code C_name
Faculty
Fuculty_Telephone
F_code Tel
University
U_name Tel
Lecture material
M_code M_name Year Semister Emp_ID
Grade Report
Attendance

Registrar
R_code Office_No
Registrar_Telephone
R_code Tel
Administrator
Emp_ID F_name M_name L_name Kebele Salary Office_No
Adiministrator_Telephone
Emp_ID Tel
Adiministrator_Qualification
Emp_ID Qualification
Report
R_no Name Title Date Emp_ID
c-code Emp_ID
Student_register_for_Course
Stud_ID C_code
Stud_ID Emp_ID
Emp_ID Qualification

M_code Emp_ID
NORMALIZATION
FIRST NORMAL FORM: 1NF – Eliminating composite and multi-valued attributes
Student
Stud_ID Kebele City F_name L_name M_Name Date_of_birth Department Status U_name G_code
Student_Telephone
Stud_ID Tel_no
Course
C_code C_name F_code
Faculty
Fuculty_Telephone
F_code Tel_no
University

U_name Tel_no
Lecture material
M_code M_name Year Semister Emp_ID
Grade Report
Attendance
Registrar
R_code Office_No
Registrar_Telephone
R_code Tel_no
Administrator
Emp_ID Tel_no
Emp_ID Qualification_name
Report
R_no Name Title Date Emp_ID

c-code Emp_ID
Stud_ID C_code
Stud_ID Emp_ID
M_code Emp_ID
SECOND NORMAL FORM: 2NF: Eliminating partial dependency.
Student
Stud_ID Kebele City F_name L_name M_Name Date_of_birth Department Status
Stud_ID U_name G_code
Student_Telephone
Stud_ID Tel_no
Course
C_code C_name

C_code F_code
Faculty
Fuculty_Telephone
F_code Tel_no
University
U_name City Kebele
U_name Emp_ID
U_name Tel_no
Lecture material
M_code M_name Year Semister
M_code Emp_ID
Grade Report
G_code GPA CGPA Year Semister
G_code R_code

Attendance
Date List ID_No Course Name Status
Date Emp_ID
Registrar
R_code Office_No
Registrar_Telephone
R_code Tel_no
Administrator
Emp_ID Tel_no
Report
R_no Name Title Date
R_no Emp_ID
Stud_ID C_code

Stud_ID Emp_ID
Instructor_ Qualification
M_code Emp_ID

ALGORITHM DESIGN
PSEUDO CODE FOR LOGIN
Step
Method name =login
Begin
Variables: - Username, password
Read username & password, check against database
If they’re correct –create pseudo-random session ID
Store session ID on database
Return session ID in cookie
Cookie lasts 1 hour
Session ID on database lasts 1 hour (script for removal?)
End if
Else user is not logged in, gets view privilege only checking
To be done before any admin action
Read session from cookie
End if
If session exists on database, user is logged in, gets admin privilege
End if
Else user is not logged in, gets view privileges only –try to delete cookie
End if
END

PSEUDO CODE FOR LOGOUT
Step
Method name =logout
Begin
Variables: - session ID, cookie
Delete database session
Try to delete cookie
End
PSEUDO CODE FOR VIEW GRADE
Step
Method name =view grade
Begin
Variables: - password, Department, year, school, ID
Read password, department, year, school, ID, check against database
If they’re correct – store it in the system
Display student name, ID, course grade, GPA, CGPA, year, department…from
database
End if
Otherwise
Display
Enter “incorrect input” and redirect to view Grade page
End if
END

PSEUDO CODE FOR VIEW NOTICE, VIEW CALENDAR, VIEW SCHEDULE
Step
Method name = View Notice, view calendar, view schedule
Begin
Variables: -
If user open SIMS home page
Display SIMS home page and
User gets privilege to view Notice, calendar, schedule about the school
End if
END
PSEUDO CODE CALCULATE GPA BY USER INPUT
Two grade style in Alkan University College
1) First one is fixed grading style like [ A+,A,A-,B+,B,B-,C+,C,C-,D,F ] corresponding to

[4.0, 3.8,3.7, 3.3, 3.0, 2.7, 2.3, 2.0, 1.7, 1.3, 0.0]
2) Second one is conventional style like [A,B,C,D] corresponding to [4,3,2,1]
Step
Method name = Calculate GPA
Begin
Variables: Set total GPA to 0, Set total credits to 0
For each course do
Ask for and get credit
Get credit

If credit is different than 1, 2, 3 or 4 then
Print error message, Credit must be, 1, 2, 3 or 4. Try again!
End if
Else
Add credit to total credits
End if
Ask for and get letter grade
Get letter grade
Test letter grade and compute total GPA accordingly
If letter grade is “A+” then
Add 4 times credits to total GPA
End if
Else
If letter grade is “A “then
Add 3.8 times credits to total GPA
End if
Else
If letter grade is “A-“then
Add 3.7 times credits to total GPA
End if
Else
End if

Else
If letter grade is “F” then
GPA remains the same (F is 0)
End if
Else
Print error message, “Invalid letter grade. Try again!”
End if
Compute GPA as total GPA divided by total credits
END
PSEUDO CODE CALCULATE GPA BY SYSTEM
Step
Method name = Calculate GPA
Begin
Variables: Set total GPA to 0, Set total credits to 0
First credit hour for the course, letter grade representation and total credits hour stored
on DB
If Instructor insert Student grade in letter grade format
Systems fetches letter Grade representation from DB and multiply by credit hour
Set in total GPA
End if
Otherwise
Set total GPA to 0
End if

If (total GPA! = 0)
Compute GPA as total GPA divided by total credits
End if
END
PSEUDO CODE IMPORT STUDENT GRADE
Step
Method name = import student grade
Begin
Variables: Name, ID, Grade, Department, Course, Year, username, password, school
If instructor enter correct username and password
Open SIMS system and get privilege to import grade
End if
Otherwise
Display (“please in correct input”) and redirect to SIMS home page
End if
If Instructor get privilege
Select school, department……etc and list student
Insert letter grade appropriate to student name
System check letter grade against database
If grade is valid
A grade are stored on DB and calculates total GPA by the system

End if
Otherwise
Display (this letter grade not valid please insert correctly)
End if
END

CHAPTER FOUR
CONCLUSION AND RECOMMENDATIONS

CONCLUSION
In this project, we developed an automated Student Information Management System that
facilitates the various activities taking place at University.
The system developed in the project consists of windows and web applications. These are two
different applications on the same database. The windows application takes most of the activities
such as offline student registering, transcript and report card generation. The web application
facilitates attendance recording by the teachers and to view reports, to view status of students and
teachers.
Furthermore it has been shown that the web application of the system helps attendance recording
by the homeroom teacher and students can view their academic status using the Internet or
Intranet of the school.
RECOMMENDATIONS
To enhance the efficiency of the system, in the following we have listed some recommendations
and future works.
We also believe that to increase system availability Alkan University College use uninterruptible
power supply or UPS if electric power is not available in the university.
We recommend the project on importing currently student information available on Excel to

MySQL database.
As education is central to development there should be a good facility to make stakeholders

participate in school improvement programs and decision making. Parents and Education
Bureaus from Kebele and Kifle-ketema are among the stake holders. To facilitate easy
information access to such bodies the web application could be further enhanced by
incorporating additional reports required by Kebele and Kifle-ketema Education Bureaus. Such
facilities will increase participants in decision making at educational activities and students
achievement.

BIBLIOGRAPHY
[1] Linda Dawson & Paul Swatman, (1998). The Use Of Object-Oriented Models In
Requirements Engineering: A Field Study.
[2] Rumbaugh, J., Jacobson, I., & Booch, G. (2003). The Unified Modeling Language Reference
Manual: the definitive reference to the UML from the original designers, Pearson Education
Inc., Singapore.
[3] Greenspan, J., Wall, D. and Bulger, B. (2004) MySQL/PHP Database Applications. Wiley.
[4] Lane, D. and Williams, H. E., (2004) Web Database Applications with PHP and MySQL.
O'Reilly.
[5] Malan, Ruth, “Functional Requirements and Use Cases” Hewlett-Packard Company,
[6] Grady Booch ,Robert A. Maksimchuk, Michael W. Engle, Bobbi J. Young, Ph.D., Jim
Conallen and Kelli A. Houston, Object-Oriented Analysis and Design with Applications, (3rd
ed.).
[7] John Williams, New Hardware Purchasing Guidelines V1.2 June 2012

APPENDIX

APPENDIX 1.
Sample Interview Questions to elicit requirement for SIMS.
1. At what levels the Student Information Management in Alkan University College is

available?
2. What are the levels for registration management in Alkan University College?
3. How does the system actually work?
4. How are requests services?
5. Where data is is stored?
6. What needs to be backed up and when?
7. How do these different pieces interact together?
8. What are the services needed to support the system?
9. What is the minimum amount of hardware needed to operate this system?
10. How your grading system works?
11. Who is responsible for importing student attendance and grade?
12. What are the responsibility of registrar, student, instructor, faculty and finance.
13. What is the rule and regulation (business rule) of Alkan University College?
14. How many departments and levels in the university college?
15. How it look like the organizational structure?

APPENDIX 2.


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BAHIRDAR UNIVERSITY

ESMAEL SEID ENG(R)/288/2002

A project submitted to School of Computing and Electrical Engineering of Bahirdar University

Advisor: Mr. Lisanu Tebkew (MSC)

Examining committee members Signature Date

2. Examiner 1 _______ _____ ___________ ____________

3. Examiner 2 ________ ____ ____________ ____________

I |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

SIGNIFICANCE OF THE PROJECT .............................................................................................................. 8

CHAPTER TWO: SYSTEM FEATURES ............................................................................................................ 10

II | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

III | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

IV | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

V |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

VI | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

LAN: Local Area Network

UML: Unified Modeling Language

PHP: Hyper text Processing

GPA: Grade Point Average

UI: User Interface

UC: Use Case

CSS: Cascaded Style Sheet

HTML: Hyper Text Markup Language

DBMS: Database Management System

HTTP: Hyper Text Transfer Protocol

CGPA: Cumulative Grade Point Average

HDD: Hard Disk Drive

VII | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

VIII | A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

BACKGROUND OF THE ORGANIZATION

1 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

2 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

Our proposed system has several advantages

 User friendly interface

Some of the problems are the following:-

 It is time consuming to record files

3 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

4 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

 Registration new student & existing student information.

 The student or parents are not capable to pay online.

5 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

 Site observation: is actual observation of the organization.

An interactive web application design requires the following

 Web Server software

6 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

 It’s fast and easy

According to [4], there are several reasons to use MySQL.

 It’s quick and powerful

7 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

ORGANIZATION OF THE DOCUMENT

TIME SCHEDULE OF THE PROJECT

8 |A L K A N UNIVERSIY COLLEGE STUDENT INFORMATION MANAGMENTS SYSTEM

1 Submission of Proposal 11/19/2012 11/23/2012 1w

2 Requirement Gathering 11/26/2012 12/7/2012 2w

3 Analysis Phase 12/10/2012 12/21/2012 2w

4 Design Phase 12/24/2012 1/11/2013 3w

5 Project Defense 1/17/2013 1/21/2013 3d

Figure 1.1Time schedule of the project

ESTIMATED COST OF THE PROJECT

EXPENSES COST PER BIRR

Copying reference material 50.00

Cost for printing the project 100.00

Binding of the hardcopy of the 50.00

For removable storage like CD, 50.00

2. Examiner 1 _____ _ _ ____

3. Examiner 2 ____