School Information Management System

Objective of USUrp:

USUrp (Unified School information Utility for resource planning) is a School (Business) Information
management system. The primary objective is to empower the School / Enterprise with business
automation and create a repository of information for building an efficacious & optimally used system.
In any enterprise all the business nodes (divisions / departments) are carriers and transmitters of
information – We have designed and built modules in USUrp which can collect information from such
nodes, transform the data, assimilate the data into information and provides sufficient business
intelligence to empower the Enterprise.

1. Introduction to the Project:

The product USUrp is based on an analogy of both “Out-of-box” & “Services-on-tap”. This suite
comprises of core modules which are provided as in an “out-of-box” or readily deployable state and
the necessary customization is handled through our domain & technology consultants as an
“services-on-tap” arrangement.
The road map of the software is to expand itself into e-learning mode through the learning
management system for the faculty, conducting online tests through the software, create separate
forum for parents and teachers interaction and digitising of the library content for knowledge
enhancement.
This product has been designed through the active participation of leading Educational institutions
in India.

2. Assimilated Requirements of the Project and the treatment proposed.

2.1. School Information management system:

The project of “School Information management system” on a broad understanding consists of the
following modules:
2.1.1. Admission:
• Registration entry
• On line receipt generation.
• Student database – Info on the application form.
• Roll no. Generation entry
• Enquiry – contact database.
• Purchase
• Inventory

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• Accounting
• Asset management.
• Library Management.
• Security office and visitors information.
• Vehicle and student tracking.

2.1.2. Academics:
• Student data Information
• Timetable
• Class Allocation entry
• Subject Allocation entry
• Attendance / Leave Maintenance entry
• Examination
• Student performance
• Teacher performance.
• Online timetable generation.

2.1.3. Facilities:
• Library
• Hostel
• Transport
• Health check up and Dispensary facility.
• Online results through Internet.

2.1.4. Value add features:

• Online chat between teachers, parents / Guardians & students.
• Teacher to log-in and view the details of his/her attendance, student’s attendance,
timetable, appraisal.
• Student’s dossier, complete with all records, made available online and offline.
• Contact dossier of Parents / Guardians.
• Online Teachers dossier – complete with prior experience and appraisals etc.
• Timetable builder – to build any number of timetables, review, modify and delete.
• Exam and test creation and validation – in case of objective type.
• Auto generation of class lists, attendance lists, students and teachers timetables.
• Produce report cards online.

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• Business Intelligence through data collection.

Apart from the above listed features online development can be undertaken for creating
“Digital media Library” and enable e-learning facility for tutoring during vacations.
A summation of all these modules has resulted in:
2.2. Student Information and Management System

Students Information and Management Systems is an Integrated Software Package. A complete

Web Based Application for all kind of education institutions, which is completely web enabled &
operates through Internet or LAN. Web eSIMS is an integrated program for automating,
streamlining and controlling all the different processes & procedures involved academic activities
of a student in professional school. It provides the complete information and management for the
Students, Parents, Faculties, and other registered staffs of the Institution. Web eSIMS is an
integrated program automated, controls all the different processes & procedures involved from
admission till certification of students in educational institutions. The Web eSIMS is a highly
versatile system with provision for seamless incorporation of expanded module and resultant
increased functionality as the development of new modules proceeds.
Our current understanding indicates that there are 18 basic modules in Web eSIMS which takes
care of the academic and administration of information pertaining to students. Apart from the
basic modules there are optional modules viz,
• Examination module,
• Lesson Plan Schedule,
• Hostel Module,
• Library Module, etc., which can be incorporated into the basic module.

Web eSIMS facilitates networking of schools to University/Board, schools to Society, schools to each
other, provided they are equipped with these systems. This enables them to interact in a better easy
way and gets them all information needed for students and other Staffs of the Institution. Web eSIMS
fosters student, parents and Faculty Fraternity,

ACTOR WISE MODULE WISE OTHERS

Principal User Administrator Module System Requirement

Faculty User Admission Module Advantages of eSIMS

Student User Academic module Clients

Admin User Exam Module Customer Feedback

Dean/HOD User Student Information State Approved Reports

Parent Internet Access Student Alumni

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In addition, academic activities of student like student attendance, marks scored in tests and class
timetable are also captured in the system. It is integrated so that student, parents and faculties can
share this vital information of student's academic activities.

Stronger Accountability
• Accountability for Schools.
• Access to real-time information is vital for making informed, data driven decision, both by
the teachers & school administrators, to improve student achievement.
• Adequate Yearly Progress
• Tracking of student achievement and test scores is essential for showing progress.
• Getting Results
• Access to individual student information is necessary to identify individual students in need
of specific attention.
• Achievement Gap
• Customizing instruction to meet individual student needs and identifying instructional
weakness will assist in closing achievement gaps.
• State Standards

2.3. Web eSIMS System Requirement

The Hardware and Software Requirement for Web eSIMS, Web Enabled Students Information and
Management System.
SIMS Module Breakdown - The following is a listing of each module selected and a brief description
of the modules function(s).

Administrator Module

Admissions Module

Student Information

Exam Module

Faculty Module

Admin Module

Principal Module

Parent Internet Access

Dean/HOD User

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Academic Module

Student Alumni

Other Reports

Approved Reports

2.3.1. Administrator Module

• Configuration of institution details
• Configuration of class, Course and Department details
• Creating Institution affiliations and recognition
• Defining the number of Admission Seats
• Addition of new Cities, States and Countries
2.3.2. Admissions Module
• Creation of course.
• Allocating subjects prescribed by State to a course.
• Online/Offline student admission application forms.
• Principal fixing Admission fees to be paid by student for admission to different courses,
as fixed by University and school.
• Principal calling Students for Interview.
• Student Pays Admission Fees to school, staggered wise fees according to States
specification.
• Provision is available to enter details of payment like cheque details, DD details or cash
payments.
• Approval of student admission to school.
• Reports of student list with Fees balance after due date.
2.3.3. Student Information
• Scheduling – Current and Next Year
• Attendance & Attendance Shortage Report
• Class wise and Student wise Time Table
• Branch, Section, Batch Transfer
• Student Activities
• Emergency Contacts
• Test Score Tracking
• Transcripts
• Transportation Reports
• Enrollment Projection

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2.3.4. Exam Module

It has Exam Module, which eases examination dept to conduct State prescribed examinations
smoothly.
• It keeps track of students registered for various subjects.
• Exam application can be accepted from the students online.
• On the day of examination, Exam Room allotment is done automatically by the based
on parameters set by the user.
• Examination results can be entered so that parents can view the same via internet with
respect to their State prescribed Seat Number.
2.3.5. Faculty Module
• Personal Time table as well as class wise time table can be viewed
• Daily grade and attendance entry
• Alternate class request, Test and Assignment Schedule and special class Schedule
• Cumulative percentage of attendance monthly and totally.
• Web-based for improved flexibility, access and maintenance
2.3.6. Principal Module
• Validate Faculty
• Selection of HOD/ Dean
• Admission approval
• Promotion and demotion of students
• Option to view all the Section, Faculties, HOD, Student, Time tables, marks sheets etc.
• Option to search Students
• Option to search faculties engaged in the class.
2.3.7. Parent Internet Access
Family Access will allow family members to review their Students
• Attendance Grades
• Class schedules
• Test schedules and marks view
• Discipline records
• Updated in real-time for accurate information
2.3.8. Dean/HOD User
• Section creation and room assignment
• Special event scheduling and academic calendar
• Practical batch creation and student allocation
• Time table creation
• Tracking faculty assignments
2.3.9. Academic Module

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• Section creation and practical batch creation.

• Allotting students to sections and practical.
• Section transfer and practical batch transfer.
• Time table creation is simple.
• Faculty can see personal time table as well as time table for whole institution.
• Regular, special and test class attendance entry from faculty.
• Overall attendance view for all faculty, parent and student with cumulative monthly
and overall attendance.
• Faculty can enter test and assignment marks.
• Parents and students can view test and assignment marks.
• Tracking of attendance shortage is automatic and alert message to those students and
parents.
• Consolidated attendance report for each class can be taken at any time and date.
2.3.10. Student Alumni
• Grades
• Transcripts
• Academic History
2.3.11. State Approved Reports
• Student consolidated attendance report
• Student admission reports
• Consolidated absentee statement
2.3.12. School level Reports
• Statement showing number of students appearing for exam (Registered students
report).
• Report showing the exam timetable.
• Seating arrangements report.
• Day-to-day question paper requirement report.
• Bus report which shows the seating arrangements graphically.

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2.4. Advantages of Web based Student Information Management System:

The following are the advantages of planning for a web based system – can be worked on
Intranet during non connectivity to the Internet.
• It provides value added service to the students.
• It cuts down on institution administration costs considerably.
• It propels the institute to an elite grade.
• It makes the students, their parents, staff and management happy.
• It enables the institution to be technically ready to receive modules of e-Learning on
various subjects at graded levels of different classes, supplementing classroom teaching.
• It provides the necessary tools to make the records much more secure and safe than hard
copy filing, by allowing different back-ups at the touch of a finger and making access
impossible for non-authorized personnel.
• It permits the faculty and students with being able to spend a major portion of their time
on teaching and learning, respectively, rather than administrative tasks.
• It allows the Principal to monitor, control as well as initiate activity from any place at any
time, wherever and whenever the internet is available. (To the extent that all the above is
limited by customer specified requirements that can be changed and programmed into the
system).
• Administration including easy scheduling/re-scheduling of time-tables preventing conflict
situations, automatic synchronization of class & faculty, material resources availability
with academic requirements, stream-lined generation of attendance & academic records,
etc. scheduling of classes, seminars, counseling sessions, and last minute changes to all
time-tables/schedules that can be intimated to staff & students concerned by electronic
notice board facility.
• The parents can obtain rapid & swift response to any enquiries/queries regarding only their
ward’s attendance, fees account, academic performance status with specific remarks if
any, of faculty, counselors, principal as well as class/test/exam schedules, which are
available on-line anywhere, anytime on the internet or local institution network at the
entry of the unique password assigned to each user of the system.

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2.5. Student Information System (SIS)

Student Information System (Web-e SIMS) Web-based self-service environment for students,
parents, prospective students, and employees; an administrative transaction processing
environment for university staff to conduct day-to -day business; an information environment
for all levels of faculty and staff to do reporting, data extraction, and information analysis. SIS
System is an Integrated Software Package and it is a data warehouse of student and course
information.
Student Information System has to accept process and generate reports accurately and any
point of time any user can get the student information. Student Information System
applications are proven to reduce time spent on administrative tasks so you can concentrate on
raising student achievement. SIS facilitates networking of schools to University/Board, schools
to Society, schools to each other, provided they are equipped with these systems.
The Student Information System is designed at integrating the four elements of an educational
system - Management, Teachers, Students and Parents. It starts from a simple student portfolio
to a complex open communication channel, which facilitates synchronization between the four
elements with information and helps institutions be efficient and effective.
Objectives:
The following objectives have been identified in student information system (SIS software):
1. Integration of systems at the data, function and institution level,
The objective of Student Information System is to provide quality data in a timely fashion
through systems that are completely integrated. This will provide opportunities for operational
efficiency and a base for decision support activities at various levels.
2. Collection of information at the source,
The objective of this System is to provide facilities for authorized users to enter information
into the system directly, instead of passing the information (usually on paper) to another
individual at another location to enter into the system.
3. Balance local and institutional information requirements,
The objective of SIS is to address the various administrative and academic objectives of the
faculties, as well as, provide the necessary support for the institutional level activities
conducted by the Registrar's Office, Graduate Studies Office and Institutional Analysis and
Planning.
4. Less paper driven SIS systems,
By collecting data at the source and providing wider electronic access (particularly to students
and faculty), the intention of SIS system is to reduce the paper driven aspects of the existing
systems.

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5. Streamline approval procedures,

Often approval mechanisms become very routine in nature and may not meet the original
approval objective. The intention is to question the existing approval procedures, and where
possible develop less cumbersome procedures, perhaps employing exception processing and
electronic approval.
6. Better decision support systems,
The objective of this system is to provide a well-integrated suite of data and online modeling
tools to support various decision-making processes around admissions, course and exam
scheduling, degree audit, space planning, grant estimation, etc.
7. Integration of systems with office automation tools,
The intention of Student Information System (SIS) is not only to have data easily portable to
word processors, spreadsheets, etc., but also to use these tools as an integral part of
applications. For example, admissions letters could be easily prepared in a word processor and
triggered from the admission decision process where the applicants name, address, program
etc. are merged into the letter.
In addition, academic activities of student like student attendance, marks scored in tests and
class timetable are also captured in the student Information System. The SIS is integrated so
that student, parents and faculties can share this vital information of student's academic
activities.

2.6. Training & Support

An ongoing component of the SIS project will be customer support and training, including
"JUST IN TIME' hands-on classes, as the system is made available.

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2.7. Internet Student Information System (ISIS)

Internet Student Information System (ISIS) provides easy access to information about the
student’s admissions status, financial aid – if any, grades and transcript, and your accounts with
the university. If you are a faculty member, you will be able to handle advising, course enrollment,
grading and other tasks in real time, so that you will be able to handle routine tasks more
efficiently and can focus on the big picture.
Internet Student Information System (ISIS) is a Web-based self-service environment for students,
parents, prospective students, and employees; an administrative transaction processing
environment for university staff to conduct day-to -day business; an information environment for
all levels of faculty and staff to do reporting, data extraction, and information analysis.
The goal of Internet Student Information System (ISIS) is to support the admission, advising, and
support of students and student services at the Schools. Web-e SIMS (SIS) integrates the Student
System in it. Student System is a large system which has to store large amount of student
information, maintain and generated Reports (Approved Reports).
This fully integrated, secure information system will revolutionize the School provision of
administrative services. The Main Key functions of the Internet Student Information System (ISIS) is
to address the student recruitment, admissions, records, registration, grades, transcripts, advising,
financial aid, student accounts, and data analysis and reporting (Approved Reports) of student-
related information.
Family Access will allow family members to review their Students
• » Attendance Grades
• » Class schedules
• » Test schedules and marks view
• » Discipline records
• » Updated in real-time for accurate information
Internet Student Information System facilitates networking of schools to schools to
University/Board, schools to Society, provided they are equipped with this Student System.
2.7.1. Time Table Creation

Time Table creation is scheduling of the Theory and Practical classes time, allotting faculty for
Theory and Practical subjects and also "Conflict-Checking" is to be done (i.e., check for the
availability of faculty, students and classrooms). Time Table shows class time / period of
session (Theory class and Practical class), subject, respective faculty and allocated class room.
In Web eSIMS, Timetable Creation is done by the Dean/HOD of the School. While creating the
time table "Conflict-Checking" is done in the Web eSIMS (SIS), the software will automatically
check scheduled instructors, students, classrooms and holidays. Time Table creation is done for

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• Faculty wise time table

• Class wise time table
• Time Table for whole institution
• Exam time table
Before creating the timetable the subjects, courses, class rooms, Class/Section Timings and
faculties information has to be entered into the Web eSIMS system (SIS). Below are the screen
shots of timetable creation.
• Faculty allotment for the Subject (Theory and Practical).
• Faculty allotment for Theory Subject.
• Faculty allotment for Practical Subject.
Faculty’s have privilege to view Time Table to know their allocated classes as well as class
wise time table. Time table creation is done by verifying whether the faculty and the class
room is available or not. After creating Time Table, Principal can view the faculty activities
before the time table creation, using the Current faculty activities option.
In the Student Information System (Web eSIMS system), Principal (user) has the option to view
the Class Time Table. Class Wise Timetable and Faculty Wise Timetable are the two options in
the Timetable view. Timetable show the class time (Theory class and Practical class), subject,
respective faculty and allocated class room.

2.7.2. Student Attendance

The Student Attendance allows you to modify an individual student attendance. In Web eSIMS
software, the student information can be tracked easily at any point of time. Student tracking
can be done through any registered user of the system at any point of time.
Student Attendance is entered by the faculty. Student attendance can be viewed by the
Student, Parents, faculty, HOD and Principal. Student Attendance Shortage Report is also
generated. Parents can view the Attendance Grades.
Principal can view the Student attendance in two types: Student wise and Class wise
attendance.

2.7.3. Attendance Student Tracking

Attendance Student Tracking is the important task in Web eSIMS, and it is carried out by
Anytime, Anywhere and by any registered user of the system. Users like Student, Parents,
Faculty, Dean/Director and Principal can track the student Attendance.
Student attendance tracking software is used to record student attendance at lectures, lab
classes etc, and then produce attendance reports for management. The Attendance Student
Tracking Reports are Attendance Report and Attendance Shortage Report.

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The Attendance Report shows the attendance of the student. The Attendance Report is a
consolidated attendance report; it can be taken at any time and date.
Attendance Shortage Report shows the list of attendance shortage student. Tracking of
attendance shortage is automatic and alert message to those students and parents. Parents
receive the Attendance Grades and Class schedules information through Internet access (i.e.,
Online Attendance Student Tracking) or through GSM Modem as SMS alerts. Through Attendance
Student Tracking Reports the parent can Track the student attendance.
In Web eSIS, Principal has an option to track the student attendance. Principal can do the
Attendance Student Tracking in addition to viewing the Consolidated Attendance Report and
Attendance Shortage Report.
There are 2 type of Attendance View.
• Student Wise and
• Class Wise.

2.7.4. Student Tracking Software

The Student tracking Software tracks the student easily by any registered user. The software
allows quick access to general student data, student application details, registration
information, academic records and reports.

2.7.5. Features of Student Tracking Software:

» Access to real-time information is vital for making informed, data driven decision, both by
the teachers and the school administrators, to improve student achievement
» Tracking of student achievement and test scores is essential for showing progress for meeting
the School objectives
» Access to individual student information is necessary to identify individual students in need of
specific attention
» Parents can access the student information, including attendance, assignments, and
achievement will enable parents to be more active partners in their child’s education
» Principal can access the student information, attendance Report and attendance shortage
report.
» Detailed student reports.
» Test/Assignment marks view - Displays the Test/Assignment Marks
» Attendance View - Faculty can view the attendance Student wise and Class wise.

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3. Hardware & Software requirements for deployment:

Web eSIMS Hardware Requirement

Minimum Requirement H/W Preferred Requirement H/W

HDD 10 GB HDD 40 GB SCSI

Memory 512 MB RAM Memory 1GB RAM

Processor Pentium-4 Processor Pentium-IV

Speed 1.0 GHz AT/AT COMPATIBLE Speed 2.6GHz AT/AT COMPATIBLE

IBM eServer / BizTalk

Web eSIMS Software Requirement

Operating System WIN-2000,NT,XP

Database MS-SQL

Web Server IIS

Technology Microsoft®.Net

Internet Connection 256 Kbps or higher

3.1. System Objectives

• Use latest generation technology for maximum performance
• Use relational database for improved flexibility
• Use plain-text for all fields.
• Deliver services to users' desktops
• Integrate disparate services into one system
• Interoperate with third party software for querying and reporting.

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