SCHOOL MANAGEMENT SYSTEM

1. INTRODUCTION

School Management System: An Effective Tool for Augumenting

the School Practices The technological advancements have influenced
the society so as to take a leap towards success. Every technological
reform is a small step towards advancement and progress of mankind.
Developments in information technologies have also been impacting
upon educational organizations. The introduction of technology in
schools can thus result in a decreased use of paper and in bringing most
of the school office work in an e-format. Thus, the schools should
employ management information systems to improve the efficiency of
administrative services. A school management system (SMS) is a
system or process that provides the information necessary to manage a
school effectively. They provide an objective system for recording and
aggregating information and supports the institution’s strategic goals
and direction. The administrative processes and the official procedures
of school can be simplified by the means of management information
systems. School records, the information about all the students,
teachers and other school employees can efficiently be maintained by
means of school management information systems. On the similar lines,
the time-table and attendance records of the pupils and teachers can be
maintained by means of time-table and attendance management system
respectively. Further, the management information systems can
effectively maintain the data pertaining to examination, financial
issues; facilities and assets management of the institutions. To sum up,
school management information systems not only eases the office
work but also ensures the efficient functioning of the schools.
 2.OBJECTIVES OF SCHOOL MANAGEMENT
SYSTEM

2.1.Student Academic

 To improve students’ academic performance

 To instill students with intrinsic motivation to learn

 To assist the school, i.e., administrators, teachers, students and
support staff, to reach their academic and behavioral benchmarks
and goals.
 To instill Positive Action principles into students’ cognitive,
affective and behavioral learning domains
 To contribute to the teaching and achieving of core performance
standards and outcomes
 To improve students’ behavior
 To develop students’ character
 To develop well-rounded students: including physically,
intellectually, socially and emotionally
 To develop thinking skills, and the use of the six units as a
framework for thinking.

2.2 School Wide Climate

 To assist the school, i.e., administrators, teachers, students and

support staff, to reach their academic and behavioral benchmarks and
goals
 To achieve a violence and drug free school
 To create a positive learning environment throughout the school
 To teach that all activities and curriculum in the school are positive
actions, including content area learning (reading, writing, math, etc.)

2.3Training and Staff Development

 To develop teachers who use positive approaches to instruction and

classroom management
 To develop administrators who use positive approaches to leading and
school management

3.REQUIREMENTS OF SCHOOL MANAGEMENT

SYSTEM

With the advent of 21st century, students have become smarter and learn at
a face pace. During such times, it is always a delightful experience for the
institution to upgrade from the old traditional model to a platform which is
easy to manage as well as smart. Schools, these days, try to adopt a modern
learning system with School management system. This paves way for
better administration and help teachers to interact with students and their
parents on a regular basis.
Let's get into some of the vital requirements of a school management
system software.
 3.1 Track student performance and progress:

One of the most important aspects of a software is to track student’s

performance on a regular basis. As a result, the school management system
software must be smart enough to let the teacher analyse performance of
the student.
This will help them to track the loop holes and help students grow in the
right direction. Moreover, teacher should be able to compare the
performance of a student in particular and know about the overall
performance of the class in general.

3.2 Keep a check on student attendance:

School management software should come with a set of features which

manages student attendance. This will help teachers make sure that the
students are on time and do not engage in proxy marking. If the teacher
finds absenteeism by the student, they can take required action and inform
parents about the same.

3.3 Availability of the exam schedule at regular intervals:

It should come up with a section where exams can be scheduled on a

monthly basis or small assessment tests on a weekly basis. This will reduce
a lot of pressure on the teachers.
The schedule should be made available to the students and their parents. In
this way, they will be well-informed about the same which will help them
prepare well for the upcoming test.

3.4 New room facility feature to boost school's recognition:

Students who perform extraordinary in the academics or who are smart

enough to make a mark in sports deserve recognition and accolades. This
calls for a section in the school management system software which lists
such names.
Other than this, its dynamics keeps students updated about cultural and
sports news, various upcoming events and other such social events taking
place in the school. This will foster the active participation of students and
prepare well for the same.

4. FEASIBILITY STUDY

Feasibility is the test of the system it helps in deciding whether it is viable

to go through the project or not. Feasibility study studies the system & tells
whether to develop the system or not. In lay mans terms it can be described
as the test of the system & if the system passes in the test then it is viable to
develop the project otherwise not or we can say feasibility study check’s
whether project is feasible or not.
Feasibility has four solid dimensions:

1. Technology
2. Finance
3. Time
4. Resources

The feasibility of the system “ SCHOOL Management System ” is viewed

with the help of these four dimensions.

Technology:
This system uses one of the simplest technologies in use, for the
development purpose it uses simple to use & easily available technology.
This system is based on windows like interface, which is very easy to use.
The project is been developed for the department, which is not very
familiar with software hence technology used, must be easily
understandable, because of which windows like interface has been chosen.

Finance:
This dimension measures the system in respect to money or we can say
funds. This dimension checks whether its viable to spend the required
amount on the system or it will be a waste. There is no problem of finance
in this project because it uses simple technology, which is very easy to
install. This system is been developed for a standalone computer hence for
this system hardware requirement is very low. For this system to be
developed & installed properly we require very easily available
technologies & very basic hardware and all these requirements doesn’t cost
much.

Time:
This particular dimension measures the systems worth in respect to time,
which is one of the most important factors to be considered. In this project
time factor is very important this system is scheduled to be installed in
months time. . Time is a crucial factor to be considered & we can say this
system can be developed within the required time period.

Resources:
This dimension takes into count the recourses required to develop the
system. For this particular system the resources required are quite nominal
which can be fulfilled, the resources required for this system are basic
hardware, an operating which is compatible with my sql.

With the help of all these dimension we can measure the feasibility of the
system & can decide whether to go forward with the project or not. By take
in count the dimension & their role in this particular system we can say this
system is feasible from all these dimension point of view & it is viable to
go through the project.

5.PREPARATION OF SOFTWARE REQUIREMENT

SPECIFICATION

1.OVERVIEW

The project is titled "SCHOOL Data Management System". This project

once developed will help the school/institute to manage various details
pertaining to its students. This will help accounts department in
maintaining the details related to the fees & basic details like their security
deposits, conveyance and etc, it will also help management or we can say
administration department in maintaining students basic details as well as
keeping a check on fees details. This project is basically developed for
the authorities of the school/institute to make their task easier or we can say
this paroject automate their tasks like maintaining students personal
details,fee details and staff details.

1.1 NEED FOR PROJECT

The Project is developed to help the department maintaining the student
details, earlier the records where maintained manually, with the help of this
project the concerned departments will be able to improve the
productivity, reduce the time, cost factors associated with the system. The
automation of the system will help the organization in proper maintenance
of the record, less manpower, less man-days, less cost, proper & accurate
functioning.

Why System was build…?

 Earlier, data pertaining to students was maintained manually.

 Manual system was not efficient.
 Cost of maintaining data manually was bigger or huge.
 Large manpower was required.
 The procedure was error prone, it was not accurate.
 Manual system was not suited for electronic exchange of data.

Solution…?

The solution for all this problem was to automate the system, automation
of the students data maintenance would reduce the manpower, man days
will result in accurate data & above all increase the efficiency of the
concerned department.

2. PROJECT TEAM

I Alone have been completing this project titled “School Management

System” by doing alot of research work and with complete guidance of
our teachers.

3. GOALS

To unify the individual, school, family and community with a universal

philosophy and a common language

To encourage accountability across the social stratagy

To develop adults who model and practice the positive actions they are
teaching students and expecting them to use

To teach the intuitive philosophy that you feel good about yourself when
you do positive actions

To teach that thoughts lead to actions, actions lead to feelings about

yourself and feelings lead back to thoughts in a circle

To teach the importance of interconnectedness among social ecologies

and influences

To teach positive actions for the physical, intellectual, social and

emotional areas

4 PHASES

The project is divided into various phases:

Phase 1: User Requirements

Objectives and goals

Feasibility Study

Preparation of SRS

Phase 2: Business Rules/Validation checks

DBMS Structure

Phase 3: DFD’S

Database Creation

5 CONTENT STRUCTURE
A website contain distinct types of contents.For each content type it must
be listed:

Like student its content types are:

Name

Class

Roll no

Phone no

6.Functionality

1. Forecasting:

It is a systematic assessment of future conditions by collecting all sorts of

information about the present position of the system, its present and
expected resources and trying to form a picture in terms of the accepted
Philosophy in a particular country to arrive at a fruitful forecast.

2. Decision-making:

Decision-making is a key factor in educational management as here we

have to think of generations which will be affected by the policies decided.
Having considered various alternative and consequence of each course of
action, a suitable course of action must be determined. Guess work,
arbitrary exercise of authority.
4. Organization:

It is the combination of necessary human effort, material equipments in

systematic and effective correlation to accomplish the desired results.
Under educational administration, we organize:

(a) Ideas and principles into school systems, curricular and co-curricular
activities, time schedules, norms of achievement and the like;

(b) Human beings into schools, classes, committees, groups, school staff,
the inspecting staff.

(c) Material into buildings, furniture and equipment, libraries, laboratories,

workshops, museums and art galleries.

7. Cooperation:

It is required of all the elements the persons, material and ideas, knowledge
and principles and so to interweave them as to achieve a common objective
and a single effect. The administration should look into the: (a) relations
among people, (b) allocation of tasks, and (c) division of labour.

8. Evaluation:

Evaluation is a good way to find out the success or failure of a project.

Good measures are required to find out the reasons why it failed or
succeeded, which steps in the process were most successful, what should
have been done to improve the action and what should be done differently
at the next trial.
9. Recording and reporting:

Recording and reporting are essential elements of educational management

which is answerable to the parents, the higher authorities, the society etc.

10. Supervision:

The purpose of supervision is to bring about a continuing improvement in

the instructional programme. Cox and Langfitt write, “Management
executes, directs; supervision advises, stimulates, explains, leads, guides
and assists. Both plan, both diagnose, both inspect, but management
decides and orders execution, while supervision helps to decide and assist
in improving instruction.”