Project Documentation

Index

1. Introduction

1.1. About the field

1.2. About the Organization

2. System Overview

2.1. Existing System

2.2. Proposed System

2.3. Features of proposed system

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2.4. Diagrammatic Representation of System

2.5. Problem Domain

2.6. Need

2.7. Scope

2.8. Objectives

*/

3. Requirement Analysis

3.1. Feasibility Study

3.1.1. Operational Feasibility Study

3.1.2. Technical Feasibility Study

3.1.3. Economic Feasibility Study

3.2. Software and Hardware Requirements

3.3. Process chart

3.4. Entity-Relationship Diagram

3.5. Context Level Diagram

3.6. Data Flow Diagram

4. Design Specification

4.1. Structured Chart

4.2. Function Decomposition Diagram

4.3. Module Specification

5. Data Dictionary

5.1. Data Process

5.2. Data Flow

5.3. Data Store

5.4. Data Element

6. Fact Finding Techniques

6.1. Interview

6.2. Record Review

6.3. Observation

7. Testing

7.1. Black Box Testing

7.2. White Box Testing

8. Screen Layouts

8.1. Reports

9. Bibliography

About the field:

Exams held by the school are not enough to determine

the eligibility of a candidate for a particular course. Extra

information such as some background information about

the course, aptitude etc. is also required.

To test these additional skills entrance examinations are

conducted on the basis of which some potential

candidates can be short-listed.

Entrance exam also helps in filtering out some focused

and dedicated candidates.

For taking admission to this course the students have to

give an entrance exam. On the basis of the marks

obtained in this entrance exam a merit list will be

displayed. This merit list will hold the names of all the

qualified students.

Our project deals with computerization of admission process

as well as student appraisal for the SCHOOL _____________

______________society.

Diagrammatic Representation:

Administration System

(ASCENT SCHOOLS)

Admission

Update master tables

Unit and Final exam marks maintenance

Reports

Student performance tracker

Form filling& entrance exam

Existing system

EXISTING SYSTEM

The system is manual and though working properly have

many problems mainly releated with file system which is

paper work, data searching activity is time consuming and

hand written reports are difficult to read. All these problems

directly affect decision making process , which results in to

delay in work ultimately delays for deliveries which leads to

customer dissatisfaction.

Current system is manual information system, hence the

basic difference between the human and the computer is

always creates limitations on current system which are

explained as following:

Tedious Procedures

Current System being manual, it becomes tedious to

carry out some operations. Even if one particular document

o it would require you to go through a lot of papers

unnecessary. This makes the process tedious. A smallest

query would take no. of days and surveys for data collection.

Lack of Accuracy

As the existing system is manual, calculations and

record entries are done and modified by human brain, this

may cause invitation for many errors, which may cause

trouble. For e.g. Generation of statistical reports,

modifications in top priority files etc.

Mobility

In the existing system it is hectic work to move documents from

one table to another. Because of this there is no mobility since

the flow of work is disturbed because of frequent transfers of

documents from one table to another. During transfer of

documents if any of the documents is lost or misplaced because

of Human errors, could cause great troubles.

Lack of Efficiency

Any special report demanded by any of the top officials

have to be submitted by their subordinates, then they might

prepare documents after their boss demands, and due to

this other work may stop so the process becomes slow and

hence the lack of efficiency.

Lengthy Procedures & Time Consumption

This is manual system. Due to lack of accuracy, tedious

procedure and lack of efficiency the procedure becomes

lengthy and time consuming beside this lack of mobility,

documents are scrutinized by, many offices and employees

at different levels manually hence a lot of time is wasted in

moving data from one place to another, making the

procedure lengthy and time consuming

Un-centralized Data

Data is not centralized at all. For example, report

generation becomes time consuming due to lack of

efficiency. All the information regarding geographical

components is kept on paper. This requires lot of manual

power and the result is pilling of paper in different files.

Reports also increase the writing work.

Delay In Decision Making

As the consent and suggestion of every department

take every decision, all scrutinizes the paper and the system

being manual, papers are transposed manually. This requires

a lot of time resulting in delay of decision-making.

Lack of Up-To-Date Information

If frequent changes are to be done then the frequent

updating of the records manually is not possible. If we tend

to do frequent changes in the Records then it becomes very

time consuming and tedious job, also the possibility of

concurrent of errors during updation of records cannot be

ignored.

Lack of Maintenance and Backup

In the current system maintenance and to keep back up

(copy) of every record is not easy. Papers being perishable,

the records cannot be maintained for a very long duration of

time. Also, the records can get destroyed due to calamities

such as fire hence backup of records is required.

Need for computerization

Information systems play a vital role in the e-business and

e-commerce operations, enterprise collaboration and

management, and strategic success of businesses that

must operate in an internet worked global environment.

Thus, the field of information systems has become a major

functional area of business administration.

An understanding of the effective and responsible use and

management of information systems and technologies is

important for managers, business professionals, and other

knowledge workers in today's internet worked enterprises.

The Internet, intranets, extranets, and other Internet-

based technologies can be used strategically for e-

business and e-commerce capabilities that provide

competitive advantage. This may result in major

improvements in business efficiency and effectiveness,

global market penetration, transforming products and

services, and developing strategic applications and

relationships with customers and business partners.

Building a Customer-Focused e-Business. A key

strategic use of Internet technologies is to build an e-

business that develops its business value by making

customer value its strategic focus. E-business

enterprises use Internet, intranet, and extranet e-

commerce websites and services to keep track of their

customers' preferences; supply products, services, and

information anytime, anywhere; and provide services

tailored to the individual needs of their customers.

PROPOSED SYSTEM

This software is a web based application which handles

admission as well as student appraisal process and provides

information to different levels of users. Which facilitates

decentralized input and distributed visibility.

Objective of the system

After studying limitations of manual system we have decided

following objectives

It should be web based system facilitating multiuser

environment.

It should ease process of sorting and preparation of merit

list.

Parents can view selection status on internet if system is

hosted on web.

It should provide right type of information in right time to

right person and in right format.

Rational utilization of resources

It should be decision support system

It should be web based and easy to operate and

understand.

Proposed system is web based having following modules

Process List

0.0 SCHOOL ADMISSION SYSTEM

1.0 UPDATION OF MASTER FILES

1.1 ADMIN LOGIN

1.2 TEACHER DATA MAINTENANCE

1.3 SUBJECT DATA MAINTENANCE

1.4 STANDARD DATA MAINTENANCE

1.5 STANDARD SUBJECT DATA MAINTENANCE

1.6 APPLICANT DATA MAINTENANCE

2.0 ENTRANCE MARK UPDATION

2.1 DISPLAY APPLICANT

2.2 APPLICANT SELECTION

2.3 ENTER MARKS

2.4 UPDATE APPLICANT DATA

3.0 MERIT LIST GENERATION

4.0 ADMISSION PROCESS

4.1 DISPLAY MERIT LIST

4.2 APPLICANT SELECTION

4.3 VALIDATE ADMISSION DETAILS

4.4 UPDATE ADMISSION DATA

5.0 STUDENT APPRAISAL

5.1 TEACHER LOGIN

5.2 DISPLAY STANDARDS

5.3 STANDARD SELECTION

5.4 DISPLAY TEACHER SUBJECTS

5.5 SUBJECT SELECTION

5.6 APPRAISAL TYPE SELECTION (REMARKS/UNIT/FINAL)

5.7 VALIDATE DETAILS

5.8 UPDATE REMARKS DATA

5.9 UPDATE UNIT TEST DATA

5.10 UPDATE FINAL EXAM DATA

6.0 STUDENT PERFORMANCE TRACKER

6.1 STUDENT SELECTION

6.2 SELECT APPRAISAL TYPE

6.3 SEARCH DETAILS

6.4 DISPLAY MARKS

6.5 DISPLAY GRAPH

7.0 REPORT GENERATOR

7.1 ADMIN LOGIN

7.1.1 APPLICANTS MERIT LIST (CASTE,MARKS)

7.1.2 ADMISSION ANALYSIS( STANDARD WISE CASTE %)

7.1.3 ADMISSION REPORT (STANDARD AND DIVISION WISE)

7.2 TEACHER LOGIN

7.2.1 DIV WISE REMARK REPORT

7.2.2 DIV WISE UNIT TEST MARK LIST

7.2.3 DIV WISE FINAL MARK LIST

7.2.4 GRAPHICAL REPRESENTATION OF RESULT

7.2.5 PERFORMANCE TRACKER ( SUBJECT WISE )

7.2.6 TEACHER ANALYSIS

7.3 PARENTS LOGIN

7.3.1 STUDENT PROFILE

7.3.2 STUDENT MARKLIST

Features

The speed of the working will increase, as the

information, which the concerned person wants, will get

easily.

1.WEB BASED

2.CAN WORK ON INTRANET

3.PLATFORM INDEPENDENT

4.INPUT VALIDATIONS

5.HUGE STORAGE CAPACITY

6.SPEEDY OPERATIONS

7.ACCURACY IN CALCULATIONS

8.CLARITY IN PRINTING & DOCUMENTATION

9.USER FRIENDLY SCREENS WITH WELL ARRANGED MENUS.

Advantages of Proposed System

Speedy Operations

The proposed system being computerized it enables to

carry out operations at incredibly high speed, within

seconds. One can acquire a lot of information, which would

otherwise require going through a lot of papers in

corresponding manual system.

Accuracy

Computers are well known for their accuracy. It helps in

lot of calculations at high speed with minimum possibility of

an error occurring.

Reliability

Computer is highly reliable. They do not generally make

mistakes till the user enters any wrong information. This

helps in maintaining accuracy, in any of the operation

carried out.

Efficiency

Use of computers in this system increases the overall

efficiency of the system. All the operations are performed

efficiently and within seconds.

Mobility

Since system is web based , one can access data from

anywhere in the world, Since data is stored in computer we

can move and modify data more easily and when required

from one computer to another using it’s peripheral devices.

Non-Redundancy

The data is stored in computers. Computers can be

connected to each other by a network so different

department or branches may not store the same data

individually. This helps in non-redundancy of data.

No Piling

All the data is stored in computer, this helps in reducing the

paperwork and piling of paper.

Decision Making

One is able to take fast decisions on the basis of help

and record provided to him on computers, which is much

easy than that of handling bunches of paper.

Time-Management

Due to all the above-mentioned points less time is consumed

in all operations, which makes this system user friendly always.

24 * 7 information availability

As system is web based data can be available at any time .

Requirement DeterminationThis involves studying the current business system to find

out how it is working and where the improvements should be

made. These studies consider both manual and computer

methods.

Basic Requirements

Analyst structure their investigation by searching the

answers to the following four major questions

1. What is the basic process?

2. What data are used or produced during the process?

3. What are the limits imposed by time and volume of

work?

4. What performance controls are used?

Understand Process

Analyst must raise questions that provide background of

fundamental details of system. Asking the following

questions help in acquiring necessary understanding-

1. What is the purpose of this activity?

2. What steps are performed?

3. Where are they performed?

4. Who performs them?

5. How often is it done?

6. Who uses the resulting information?

Generally two techniques are widely used for requirement

analysis

1) Fact Finding Technique

2) Feasibility Study

Fact Finding TechniqueInformation gathering for a large and complex system can be

an onerow task. Information must be gathered in organized

way to ensure that nothing is overlooked and that all system

detail is eventually captured.

Before beginning search a system study, an analyst or tem

of analyst must establish a search strategy for gathering the

information needed to develop a model of system.

We used four fact finding techniques in our system analysis:

1.Questionnaires

2.Interviews

3.Record Reviews

4.Observation

1 )Questionnaires:

We used this technique in the initial and final phases of

our project. In the initial phases we prepared questionnaires

to get some basic information about the current system. We

could find out the work structure of the organization and its

functioning. In the final stages we used the questionnaires to

get some numerical data that was required or was missing

after all the observations. Questions asked were both open

ended and close ended. Which were related to user's

interaction with current system, updation and rules for

record maintenance, reports generated by current system,

complications in the system as per the user.

we asked her questions mentioned below:

i. What is problem with the currently used system?

ii. What are problems related with the information

stored?

iii. Who will have the access to the database?

iv. How long does it take for locating a particular

record?

v. What is the procedure carried out for the entrance

exam?

vi. What are other exams?

vii. How exam result is declared?

viii. How many seats are available on the whole?

ix. Are there any reservation facilities? If so then what is

the quota of reservation of seats?

x. What are the various criteria’s on which sorting of

information is done?

xi. Do you want any extra facilities to be added to the

new system that would be developed?

2)Interviews:

We used this technique frequently in the system

analysis after questionnaires. The interviews were

unstructured. We chose some people in the organization who

were either the decision-makers or operators or users in

some activity related with the project. This helped us

understand all the stages involved in any activity.

Interview with __________________

What are problem you faced in current admission and

appraisal process?

What changes you will prefer?

Information collected from interviews were used for

documentation and deciding scope of our project.

3)Record Review

This was the most beneficial technique for us while making

our database. We studied the existing file structures,

documents used and generated in the organization. For

every individual piece of information in these files or

registers we tried to identify its significance, need, relation

with other data items and any other features.

Following documents were collected and analyzed

1. Application form

2. Merit list

3. Admission form

4. Assessment sheet

5. Various Handwritten and typed reports

4)Observation

While finding the facts we keenly observed all the activities

in the organization. We paid attention to the transactions,

usage of files and documents, the record keeping and the

handling of queries in the existing system. Observations

helped us in finding out the actual way functioning apart

from the ideal or desired. This helped us mainly in he

interface design.

Feasibility study

A feasibility study’s main goal is to assess the economic

viability of the proposed business.  The feasibility study

needs to answer the question: “Does the idea make

economic sense?”  The study should provide a thorough

analysis of the business opportunity, including a look at all

the possible roadblocks that may stand in the way of the

cooperative’s success.  The outcome of the feasibility study

will indicate whether or not to proceed with the proposed

venture.  If the results of the feasibility study are positive,

then the cooperative can proceed to develop a business

plan.

If the results show that the project is not a sound business

idea, then the project should not be pursued.  Although it is

difficult to accept a feasibility study that shows these results,

it is much better to find this out sooner rather than later,

when more time and money would have been invested and

lost.

A feasibility study should examine three main areas

Operational issues

Technical and organizational requirements

Financial overview

Operational Feasibility

Technological Feasibility

Technological and organizational requirements:

This area concerns the internal set-up of the cooperative. 

Questions to be answered in this area include

 What type of technology will the business need to

implement this system?  What are the costs involved? 

Technical Feasibility plays an important role in

feasibility study. This study reveals all the technical aspects

and its corresponding results. For our system this is as

follows…

System Requirement

Hardware:

Processor : Pentium (3) or more for optimum performance

RAM : Minimum 256 MB.

Hard Disk : Minimum 40 GB.

Internet connection

Software:

SERVER SIDE REQUIREMENT

Operating System :

Fully Tested Distributions: Linux or Windows X

Front end

Package JAVA JSP

UI : HTML

Data and text validation using java script

Database Connectivity thru JDBC

Back end

Postgresql

Web server

Tomcat

Web Browser

Internet explorer or Mozilla

CLIENT SIDE REQUIREMENT

Fully Tested Distributions: Linux or Windows X

Web Browser

Internet explorer or Mozilla

Financial overview:

Based on the estimates that have been gathered from the

preceding sections of the study, the organization needs to

determine its overall financial situation.  Sources and uses of

financing should be listed. 

Questions such as the following need to be considered:

What are the total start-up costs required in order to begin

Batch?  For instance, what are the fixed cost heads and what

are student wise cost heads?

What are the operating costs involved?  These include the

daily costs involved in running the business, such as wages,

rent, utilities, and interest payments on outstanding debt. 

The total cost incurred for development and the

implementation will be less than that of the previous

system. The system is economically feasible since it

outcasts the entire overhead incurred due to

implementation of the system, because of the following

reasons…

1) Software is developed in freeware and open source

environment i.e. linux java postgresql

2) Developed utility will be freely available for

implementation after detailed testing.

3) Required hardware software with manpower already

available in the organization.

Operational Feasibility

The proposed system after implementation will satisfy

the required goals besides providing many other facilities.

The system is easy to understand. Automatic validations of

input enhance the operational feasibility further more.

An organization already has computer trained staff. Our

input screens are familiar with their existing data processing

environment as we have checked acceptability of users for

the input screens frequently. One or Two hours of training is

sufficient to train the users of this system. As user is

involved in the system development from the beginning,

system operations will be very much easy for the user. This

satisfies the operational feasibility.

Bibliography

This ‘Administration System for Ascent Schools’ is developed in JAVA (JSP) using HTML as front end and Postgresql as back end.

While analyzing and developing this system, the books we referred are as follows:

Complete Reference:- Herbert Schildt

Web Enabled Commercial Application Development:- Ivan Bayross

Software Engineering:- Roger S Pressman

While designing the database with proper normalization, drawing E-R diagrams we referred:

Database System Concepts:- Silberschetz

While in analysis phase of exploring DFD’s we referred:

Analysis And Design Of Information System:- James Senn

Whereas all the above-mentioned JAVA books have proved useful to us while

Coding for the system.

SCHOOL ADMISSION SYSTEM

APPLICANTSTANDARDSTANDARD_SUBJECTS TEACHERADMISSIONREMARKSUNIT_TESTFINAL_EXAM

APPLICANTAPPLICANT_IDAPPLICATION_DATEYEARNAMEDOBGENDERCASTEPARENTS FULL NAMEPARENTS OCCUPATIONADDRESSCONTACT_NOEMAILENTRANCE EXAM_MK

TEACHERTEACHER_IDTEACHER_NAMETEACHER_ADDRTEACHER_CONTACT_NO

EMAILUSERNAMESECU_QSECU_A

STANDARDSTANDARD_IDSTANDARDDIV_FROMDIV_TODIV_CAPA

STANDARD_SUBJECTSSTANDARD_IDSUBJECTTEACHER_ID

ADMISSIONADMISSION_IDAPPLICANT_IDADMISSION_DATESTANDARDDIVISIONSTATUSPARENTS LOGIN NAMEPASSWORDSECU QSECU A

REMARKSADMISSION_IDTEACHER_ID

DATETIMEREMARK_TYPE(BEHA/SPORTS/STUDY/ATTEND/ARTS/GROUP BEHAVIOUR/)REMARK

UNIT_TESTADMISSION_IDTEST_TYPE(UNIT/FINAL)SUBJECTMARKSOUT_OF

REPORTS

APPLICANTS MERIT LIST (CASTE,MARKS)ADMISSION ANALYSIS( STANDARD WISE CASTE %)ADMISSION REPORT (STANDARD AND DIVISION WISE)DIV WISE REMARK REPORTDIV WISE UNIT TEST MARK LISTDIV WISE FINAL MARK LISTGRAPHICAL REPRESENTATION OF RESULTPERFORMANCE TRACKER ( SUBJECT WISE )TEACHER ANALYSIS

USERS

ADMINISTRATOR HE WILL UPDATE TEACHER, SUBJECT, STANDARD, STANDARD SUBJECT, APPLICANT, ADMISSION AND

CAN VIEW REPORTS REGD MERIT LIST, ADMISSION AND OTHERS

TEACHERIS THE PERSON WHO WILL ENTER STUDENTS REMARKS , UNIT TEST, FINAL MARKS.. HE CAN VIEW REPORTS REGARDING STUDENT PERFORMANCE.

PARENTSCAN VIEW STUDENT PERFORMANCE (REMARKS AND TESTS)

1.0 SCHOOL ADMISSION SYSTEM 2.0 UPDATION OF MASTER FILES

2.1 ADMIN LOGIN2.2 TEACHER DATA MAINTENANCE2.3 SUBJECT DATA MAINTENANCE2.4 STANDARD DATA MAINTENANCE2.5 STANDARD SUBJECT DATA MAINTENANCE2.6 APPLICANT DATA MAINTENANCE

3.0 ENTRANCE MARK UPDATION3.1 DISPLAY APPLICANT3.2 APPLICANT SELECTION3.3 ENTER MARKS3.4 UPDATE APPLICANT DATA

4.0 MERIT LIST GENERATION5.0 ADMISSION PROCESS

5.1 DISPLAY MERIT LIST5.2 APPLICANT SELECTION5.3 VALIDATE ADMISSION DETAILS5.4 UPDATE ADMISSION DATA

6.0 STUDENT APPRAISAL 6.1 TEACHER LOGIN6.2 DISPLAY STANDARDS6.3 STANDARD SELECTION6.4 DISPLAY TEACHER SUBJECTS6.5 SUBJECT SELECTION6.6 APPRAISAL TYPE SELECTION (REMARKS/UNIT/FINAL)6.7 VALIDATE DETAILS6.8 UPDATE REMARKS DATA6.9 UPDATE UNIT TEST DATA6.10 UPDATE FINAL EXAM DATA

7.0 STUDENT PERFORMANCE TRACKER

7.1 STUDENT SELECTION7.2 SELECT APPRAISAL TYPE7.3 SEARCH DETAILS7.4 DISPLAY MARKS7.5 DISPLAY GRAPH

8.0 REPORT GENERATOR8.1 ADMIN LOGIN

8.1.1 APPLICANTS MERIT LIST (CASTE,MARKS)8.1.2 ADMISSION ANALYSIS( STANDARD WISE CASTE %)8.1.3 ADMISSION REPORT (STANDARD AND DIVISION WISE)

8.2 TEACHER LOGIN8.2.1 DIV WISE REMARK REPORT8.2.2 DIV WISE UNIT TEST MARK LIST8.2.3 DIV WISE FINAL MARK LIST8.2.4 GRAPHICAL REPRESENTATION OF RESULT8.2.5 PERFORMANCE TRACKER ( SUBJECT WISE )8.2.6 TEACHER ANALYSIS

8.3 PARENTS LOGIN8.3.1 STUDENT PERFORMANCE DETAILS