Download - College Automation Systemdgbdfgb
-
7/30/2019 College Automation Systemdgbdfgb
1/29
TECHNICAL & COMMERCIAL
PROPOSAL
For
Educational Institution
-
7/30/2019 College Automation Systemdgbdfgb
2/29
INDEX
Sr.
N
o.
Content Page
No.
I Problem Overview 1II Project Scope 2III Solution 2IV Modules 3
1. Admission 32. Fees 43. Exam Management 44. Time Table 55. Attendance 56. Library Management 5
7. Academic Progress Management 68. Accounts & Assert Management 79. Store 710. Sub Store 811. Laboratory Management 812. Hostel Management 813. Human Resource 914. Payroll 915. Event Management 1016. KIOSK 1017. Administration 10
18. Property Management 1119. Scholarship 1120. Quality Assurance 1121. Training & Placement 1222. User Authentication 1223. Web Portal 12
V Architecture 13VI Technical Solution Diagram 14VII Salient Features 15VIII Hardware Requirement 16IX FAQs 17
X Commercial Proposal 18XI Terms & Condition 20
Technical Proposal
-
7/30/2019 College Automation Systemdgbdfgb
3/29
The proposed integrated educational ERP is for an
Automation of College Name which provides connectivity
to all Institutes & its various Departments to come under on
umbrella so that management can monitor & review all-
important activities of the colleges & take fast & accurate
decisions.
The total solution will consist of various modules &
philosophy of developments is as below.
1) Problem Overview
Every year, thousands for students enter in each Institute
which requires a lot of administrator & staff work. It needs
setting up of many departments with specific function to
carry out daily activity for students & staff. Now in order to
manage all work communication between various
departments becomes essential and it requires lot of paper
documentation work. But there are some risks and
inconveniences to keep the files in paper form, such as
A. Human Labor
B. Access Constraints
C. Risk of loss
D. Paper files require significant storage space
To address the difficult described above, management not
only wants to integrate all their departments in variousinstitutes but also connect all Institutes. They also want to
automate their departmental work for better efficiency &
faster approach for quick disposal of important task. This
approach can be beneficial for our client in many ways.
-
7/30/2019 College Automation Systemdgbdfgb
4/29
For better communication & information between
various departments.
Easy reports on all-important matter like fee
collection; daily attendance, daily expenditures & budget
etc will be available to management.
Paper files can be store in an electronic format. These
files can be easily reached online for administrative
inspection & management review.
Misplacement of documents can be avoided.
Functioning of all Institutes can be streamlined.
2) Project Scope
The scope of the project is to provides connectivity to all
departments (like Accountant, Store, Admission, Fees,
Exam etc) an single Institute and connect all institutes of
Institute Name Via Web Portal, so that management can
monitor & review all important reports related to different
institute by sitting at their places at the touch of One
button.
The goal of the project includes, integrate all Institutes via
Web Application & enhance the current Institutes System to
be useful, convenient, accurate, efficient system that can
provides on line access to management, staff & other
administrative staff.
Besides providing solution to the difficulties specified
above, the enhanced system will also provides the
following benefits-
Eliminate the duplication of work
-
7/30/2019 College Automation Systemdgbdfgb
5/29
Enhance the quality through proper academic
progress management & provides several of it at the
touch of one button.
Enhance the functionality of the Institute systems &
give the whole picture & profile through display of
Reports
Paperless office work.
3) Solution
College Automation System is an ERP software solution,
which provides connectivity to all departments (likeAccountant, Store, Admission, Fees, Exam etc) a single
Institute so that management can monitor and review all-
important activity of the Institute.
Example:
During admission process a PRN i.e. Permanent
Registration Number is provided to each student, which
becomes the unique identity of the students. This PRN willreflect all the information of the Student whenever
required. Once the data is stored in the computer, it is
reflected in all the modules automatically. This fulfills the
goal of seamless integration of all the information & makes
the routine work much easier & interesting.
-
7/30/2019 College Automation Systemdgbdfgb
6/29
4) Modules
1. Admission 13. HR
2. Fee Structure 14. Payroll
3. Exam Management 15. Event
Management
4. Time Table 16. KIOSK
5. Attendance 17.
Administration
6. Library Management System 18. Property
Management7. Academic Progress Management 19. Scholarship
8. Account/ Assert management 20. Quality
assurance
9. Stores 21. Training and
Placement
10. Sub Store 22. User Authentication
11. Laboratory Management 23. Web Portal
12. Hostel Management
Brief Details of Each Module
-
7/30/2019 College Automation Systemdgbdfgb
7/29
1. Admission
This module takes care of the admission process of
students to various classes. The process includes short and
detail entry of students. This module also has facility to
shift student from one class together by using PRN. This
module can issue various students certificate like TC, Bona-
fide and Character Certificate in fraction of a second. This
module also has the facility to pre-admission process of
entire management.
REPORTS Caste Wise Report Subject Detail Report
Caste Category Wise
Report Fee Category Detail
Sports Quota Report Admission Cancellation
Details
Medium Wise Report Class Wise Report
Faculty Wise Report TC, Bona-Fide And Character
Certificate
2. Fees
This module transforms the tedious fees collection process
to a simplified form. This makes the process faster,
Systematic and more accurate. This module also provides
the facility to collect fees from the students in the
installments. A total fee of the student is calculatedaccording his class, fees category & subjects taken by him
along with the facility of refund &concession. Previous
years fees balance is carry forwarded to current years fee
status. This module is fully integrated with the user
-
7/30/2019 College Automation Systemdgbdfgb
8/29
authentication & the log of every entry is recorded in
system.
REPORTS
3.Exam Management
Before examination all the students need to fill up the
examination form. This process is automated in this
module. The precise number of students along with theirsubjects can be reported to the Board/ University. This
module take care of entire examination process like hall
management, seat number sticker printing, appointment of
invigilator etc. it generates various types of reports
required by the management and academic bodies.
Head wise fees collection report. Class wise fees
collection report.
Category wise fees collection
report.
Fees concession
report.
Daily fees collection report. User wise fees
collection report.
Previous year fees balance report
& many more.
-
7/30/2019 College Automation Systemdgbdfgb
9/29
REPORTS
Annual result sheet-
comprising tutorials and term
reports.
Annual result reports to th
concern authorities.
Various time table reports. Exam attendance reports
Seating arrangements. Class wise exam timetabl
Annual mark sheet for
individual student.
Teacher wise percentage
result reports.
Students Merit list (Division
wise).
Subject wise attendance
report.
Supplementary copy details. Subject wise percentage
result reports.
4. Time Table
There are three types of Time Tables:
1. Master timetable for the institute.
2. For students i.e. class wise timetable.
3. For faculties.4. The complete institutes time table will be on system
and all faculties can have a look at the individual
timetable. Management can view and approve the
timetable instantly. Timetable module is integrated
with the Academic Progress Management module
along with student Attendance module & further it is
connected to the Exam module to analyze the result &
to find the root cause of the failure if any.
REPORTS
Class wise general timetable.
-
7/30/2019 College Automation Systemdgbdfgb
10/29
Faculty wise time table.
Subject wise timetable for faculties.
5. Attendance
This module deals with the student & staff attendance in a
systematic way. Faculties would be able to mark the
attendance of students as soon as the class is over. The
management can monitor entire process though
attendance reports. This module has the compatibility with
latest technologies such as RFID & Biometric technology for
marking the attendance.
REPORTS
Students Daily
Attendance.
Student wise Daily
Attendance.
Previous month Daily
Attendance.
Monthly Attendance.
Yearly Attendance Graphical Report of
Yearly Attendance.
6. Library Management
-
7/30/2019 College Automation Systemdgbdfgb
11/29
1. Registration: For registration and keeping record of
issue of books, fees, fines, over dues, etc. Cataloging of
books provided with robust searching facilities and
multiple copy records.
2.Circulation: Complete management of book issues,
returns & renewals.
3.Acquisition: Manages order processing of books from
requisition for purchase to invoice. This module also
provides facility of multilingual entries.
Benefits to library members
Account: Detail account information for a library
member.
Issues: Details of all books issued to the member,
current as well as past.
Reservations: Allows a member to view book reserved
by him. He can also check the current status of his
reservations, and probable dates of issue.
Fines: List of unpaid & paid fines along with the
related issue details.
Search books: Use an easy search to browse the books by
author names, subject or book titles. Very comprehensive
search module (OPAC) for browsing through huge book
database identity book using different parameters, reserve
or hire the books.
SUB MODULES
Budgeting. Online Public Access
Catalog (OPAC) search.
-
7/30/2019 College Automation Systemdgbdfgb
12/29
Purchase
Procedure.
Journal & Magazine.
Accession &
Bin allotment.
Reference module.
Issue &
Booking.
Book Binding module.
Return & Fine
collection.
REPORTS
Language report. Issues register report.
Book type. Receipts register
report.
Item. On demand register.
Book categories. Acquisitions register.
Vendor. Book inventory.
Member. Lost/damage.
Library card issue. Language wise book
report.
Book reservation. Subject wise bookreport.
Magazine types
report.
Magazine detail report.
Author wise report. Timetable. Fine
register.
7. Academic Progress Management
-
7/30/2019 College Automation Systemdgbdfgb
13/29
This module deals with academic progress of the students
as well as the teaching staff. Here the faculty can design
the syllabus as well as teaching schedule. Students can
avail this facility to monitor the schedule of learning. As
this module is integrated with timetable, Attendance &
Exam module that helps management to keep proper
tracks of the students academic progress. Faculty can
also design tests and tutorials for the students. This also
keeps track of the academic progress of the faculties
including seminars, paper presentations, refresher
courses, any high education etc.
REPORTS
Total syllabus. Graphical representation for
management.
Date wise taught
syllabus.
Date wise report of the
class.
Teacher wise
repots.
Academic progress of class.
Academic progress of the faculty staff.
8. Accounts/ Asset Management
This module simplifies the entire accounts managing
process by providing systematic and user-friendly software
solution. This includes all account related transactions in
simpler and easier way. All the account related data from
various departments get automatically merged into this
module, e.g. store sends information about goods to
account for release of funds along with other related data.
REPORTS
Profit and loss Budget and Supplementary
-
7/30/2019 College Automation Systemdgbdfgb
14/29
accounts. Budgets.
Day Book. Cheque issue registers.
Account Books. List of refund Voucher (Class/
Category wise).
AssetManagement.
Costing and Budget.
Trial Balance. Costing and Budget.
Balance Sheet. Bill issue register
9. Store
This is very important module, which covers entire process
of purchase and inventory management of all the
departments through sub-store module to centralize
requisitions procurement & allocation process. All
processes like requisition; approval, comparative
statement, rejection & allocation will be done online.
REPORTS
Vendors Quotation. Stock registers.
Department wise
requisition.
Dead stock reports.
Rate comparative
statement.
Approval reports.
Department report. Goods inward/outwar
registers.
Purchase order form
(one copy for account &
one for store).
Requisition rejection reports.
Critical inventory reports like minimum order quantity,
maximum order quantity, danger level quantity & reorder level
quantity, etc.
-
7/30/2019 College Automation Systemdgbdfgb
15/29
10. Sub Store
All the departments of the college are considered as sub
store. This will be internally connected to the main store.
All the requisitions sent by the sub store are reflected in
store & vice versa. Inter store & intra store activities are
also provided. All requisitions are tracked for issue or
approval.
REPORTS
Inward material report. Outward material report.
Department wise requisition.
Dead stock report
Approval report & Stock report.
11. Laboratory Management
This module will take care of the equipments/facilities in
laboratory, the time table of various practical batches that
can be conducted, tracking of any breakage/ damage of
instruments will become very simple. All the dues & fines of
the students will be reflected automatically at the fees
counter. No dues process will become much simpler &
stress free.
REPORTS
-
7/30/2019 College Automation Systemdgbdfgb
16/29
Student wise reports.
Batch wise reports.
Breakage reports.
Loss reports.
Lab dues/fine reports.
12. Hostel management
Available rooms in hostels, mess facilities & occupancy will
be shown and monitored by this module. This provides
input to fees collection.
REPORTS
College students
reports.
External students
reports.
Hostel dues/fine
reports.
Guest room charge
reports.
Students guest in-out
reports.
Students in-out
reports.
Graphical reports of
room status.
Attendance reports.
13. Human Resources
This module deals with the staff information right from the
recruitment to retirement. A detail record of each employee
is maintained including his/her appointment letter, service
book record, transfer details & performance reports, etc.
-
7/30/2019 College Automation Systemdgbdfgb
17/29
REPORTS
Appointment letters. Employees personal
information.
Service books. Increment reports.
Transfer details. Promotion/Demotion
reports.
Employee list (cast category
& section wise).
Retirement Projection.
14. Payroll
Payroll module help in maintaining the payment detail of
each employee. This module keeps track of total earningsof an employee, total deduction, if any due to any loan or
any other reason; leave record, increments if any, etc.
REPORTS
Monthly/Yearly pay
sheet of employee.
Salary advance reports.
Leave details. Pay slip summary
category wise.
Daily attendance
reports.
Festival advance.
Salary calculation rules. Fine reports.
Supplementary
billheads.
Bank statements.
Income tax reports. Supplementary pay
sheet.
Professional tax report
(F-16A).
Advance statement.
Staff society report. Yearly individual
reports.
Deduction reports. LIC reports.
-
7/30/2019 College Automation Systemdgbdfgb
18/29
15. Event Management
This module deals with timetable of various extra curricular
as well as academic events like annual gathering, sport
meets, guest lectures, etc. It keeps the track record of all
the events like sponsorships, funds & expenses, committee
members guests, etc.
REPORTS
Date wise events. Event wise committee.
Yearly planner. Expenditure reports.
Guest details. Invitee lists.
16. Kiosks
This is a module designed for touch screen PC. It gives
information about college such as courses, fees structure,
library information, students attendance, fees dues if any,
results, events, news, etc. With the help of this module
students & teachers can keep track of the academic
schedules like what topics are being taught, test and
tutorials schedules, etc. any student/visitor can access and
view the specific information from the kiosk.
17. Administration
Goal of paperless office can be achieved with the help of
this module. This module is specially designed to assist
Principal & it takes care of the general management. It
-
7/30/2019 College Automation Systemdgbdfgb
19/29
generates all the reports from each module and can be
approved by the concernedperson online or on hard copy.
The reports can be sent to any concerned body. This
module also has the facility of internal mailing.
REPORTS
Circular &
announcements.
Online approval of exam &
its preparation.
Institution diary. Online approval of
requisition & purchase.
Document management
system.
Online approval for leaves.
Online approval for
appointment letter.
18. Property Management
This module will give information about the total space
occupied by organization building, open space, garden,
plans of various buildings with date of construction, usagedetails, etc. This module stores latest photographs and
maps of all estate sections.
REPORTS
Movable property. Immovable property.
Open space. Graphical report of
occupied space
Property rent reports. Detail building reports.
Graphical reports of
open space.
FSI unused/used.
19. Scholarship
-
7/30/2019 College Automation Systemdgbdfgb
20/29
This module will handle the entire scholarship related
matters. Systematic transactions will help in maintaining
complete data and record by defining various categories for
the scholarship.
REPORTS
Caste scholarships. GOI & free ships.
Merit scholarships. Physically handicapped
scholarships.
Caste wise reports. Scholarship distribution
reports.
20. Quality Assurance
This will help the college to maintain update records as
required for the N.A.A.C. / N.B.A. various reports required
for assessment & grading can be generated.
REPORTS
College results. Campus beautification.
Academic progress
of teacher.
Account status.
Annual parents
meet status.
Annual alumni meet status.
Library status. Central store status.
Laboratory status. Canteen status.
Tie-ups with
foreign institutes.
Tie-up with local as well as other
industries for campus recruitment.
21. Training and Placement
-
7/30/2019 College Automation Systemdgbdfgb
21/29
This is an important module through which the product
produced by institution i.e. students will be exposed to
industry. This module has all the lists of industries where
the students have to be sent for summer training and also
to be placed. The training & placement can plan the
campus interview schedule and communicate the same
with the industries.
REPORTS
Lists of students placed year wise, industry wise,
salary wise, designation wise.
List of industries for placement & training.
22. User Authentication
This module is specially designed for the system
administrator. He can create the user and defined their
rights and maintain the complete log of transactions
performed by the users. Backup facility is given in this
module.
REPORTS
Daily log reports.
User wise log.
23. Web Portal
Features
-
7/30/2019 College Automation Systemdgbdfgb
22/29
Student login. Transfer staff.
Parent login. Recruitment drive.
Employee login. Transfer order, registration.
Management login Audit reports.
Employee increment,decrement, transfer with the
reports.
Employee leave list, collegelist with faculty wise strength.
College/School wise results.
Year wise results. Employee attendance
reports.
General body meetings. Stock registers.
Yearly meeting of
executives.
College extra curricular
activities. Daily student strengths. Daily fees calculations.
Daily expenditure. Timetable.
Online suggestions &
complaints.
Academic progress.
Daily college activities. Accounts details.
Architecture
A central information system consisting of:
A knowledge management system.
A central file system.
A central application system.
A departmental information system consisting of:
-
7/30/2019 College Automation Systemdgbdfgb
23/29
A departmental file system.
A departmental database.
A shared database.
A departmental application system.
We also propose a network management system to
manage the network resources, security controls, switches,
servers and other network based applications such as
messaging. The system was planned to cover both the
central information system and the departmental
information system and to control the access privileges
within a department or across two departments.
The solution:
The following diagram depicts the essence of the solution
suggested by AMYO. The technical solution suggested by
AMYO based on .NET / SQL 2000 platform with the high-
level architecture shown in the diagram the architecture
has three layers:Presentation layer: This layer enables navigation,
manipulation and translation onto the users desktop.
Application layer: This layer consists of an application
server, web server and a mail server for messaging and
workflow in order to provide a collaborative environment.
Data layer: This layer consists of structured data in the SQL
2000 RDBMS and unstructured documents.
Salient Features
-
7/30/2019 College Automation Systemdgbdfgb
24/29
Technology used Compatibility
Front End RFID Technology
VB.NET Biometric
ASP NET Bar Code
C# .NET
ADO .NET
Back End
SQL Server 2000/ 2005
Oracle 10g
Customer SupportUnique methodology of
Online remote support
24*7 Customer Support Centre
Why AMYO Technology?
Eight-year-old organization with proven track record.
-
7/30/2019 College Automation Systemdgbdfgb
25/29
ISO 9001:2000 Certified Company.
Pursuing CMMi 3 Level Standards.
Expertise in education domain.
Strong technical & financial background.
Advantages of College Automation System
Complete ERP Solution having 24 modules.
All person & departments get connected.
Bring all colleges of the same institution under oneumbrella.
No duplication of work.
Paperless operation.
Highly secured.
Hardware/Software Requirement
Server System
-
7/30/2019 College Automation Systemdgbdfgb
26/29
Sr.No. Hardware Minimum
Requirements
1. Computer Intel or compatible Pentium IV
3.06 or higher.
2. RAM 2GB.
3. Hard Disk Space 900MB on System drive, 4.1
GB installation drive.
4. Operating System Windows 2000, Windows Server
2003 or Windows NT 4.03, 4, 5
5. Monitor 800 X 600, 256 Colors.
Recommended: High Color 16-Bit.6. Pointing Device Microsoft Mouse or Compatible.
7. DVD Writer Required.
8. Software .NET Framework 1.1 with Crystal
Report 8 for .Net or Higher SQL
Server 2000.
9. Network Software Windows XP, Windows 2000,
built-in network Software and
TCP/IP (Included with Windows).Hub, NIC (Network Interface Card)
100 Mbps or higher.
10. Network Printer Best
Resolution HP 1020 or Higher.
Client System
Sr. No. Hardware Minimum
Requirements
1. Computer Intel or compatible Pentium IV
3.06 or higher.
-
7/30/2019 College Automation Systemdgbdfgb
27/29
2. RAM 1 GB.
3. Hard Disk Space 900MB on System drive.
4. Operating System Windows XP, Windows 2000 or
Windows Server 2003.
5. Monitor 800 X 600, 256 Colors.
Recommended: High Color 16-Bit.
6. Pointing Device Microsoft Mouse or Compatible.
7. Software .NET Framework 1.1.
8. Network Software Windows XP, Windows 2000,
built-in network Software and
TCP/IP (Included with Windows).
Hub, NIC (Network Interface Card)
100 Mbps or higher.
9. Network Printer Best Resolution HP 1020 or
Higher.
* This is Minimum Hardware requirement. It may get
changed depending upon workload.
FAQs
Q 1. Do we need a big infra structure and Hardware for
College Automation System?
ANS. No, commonly available P-4 computer with LAN is
sufficient.
-
7/30/2019 College Automation Systemdgbdfgb
28/29
Q 2. Do we need extra staff?
ANS. No, the system is user friendly as we are using the
simplest GUI (Graphical User Interface).
Q 3. What about staff training?
ANS. We provide in depth staff training, till the client is
satisfied. We also provide training manuals to the
clients, which makes the software more user friendly.
Q 4. How long can we expect service support for College
Automation System?
ANS. Life Long.
Q 5. Will the program work as per our desire?
ANS. Yes, we can customize the program to satisfy your
needs.
Q 6. What will be the warranty period?
ANS.One Year warranty from the date of installation. Total
technical support will be provided during this warrantyperiod.
Q 7. Can College Automation System be implemented in
phases to suit the budget?ANS. Yes, we have flexible price structure to suit every
budget. You can also implement the system in phases
and can still enjoy the complete ERP.
-
7/30/2019 College Automation Systemdgbdfgb
29/29
Q 8. What about the confidentiality of College Automation
System?
ANS. The whole operation and information generated is
confidential. Customer decides authority levels for use
of College Automation System. Some can get only
reports, while some can update it also. Top
management can get the overview of all reports of all
modules. Control of user authentication will remain
with the administrator.
Q 9. What about backup
ANS. College Automation System provides full auto backup
facility.
Q 10. Is College Automation System secured?
ANS. 100 %. Breach of security is just impossible for
anybody to misuse the system.