AUTOMATION OF INFORMATION SYSTEM

IN COLLEGES

A PROJECT REPORT

Submitted by

PRAKASH N (4CB05IS027) ABHIJITH RAO M (4CB07IS002)

NAVJEEVAN KUMAR (4CB07IS022) SANJU HARIDAS (4CB07IS033)

In the partial fulfillment of the requirement for the degree of

BACHELOR OF ENGINEERING

IN

INFORMATION SCIENCE AND ENGINEERING

(visvesvaraya technological university)

Under the Guidance of

Mrs. V.Hemalatha, B.E.,M.E.

DEPARTMENT OF INFORMATION SCIENCE AND ENGINEERING

CANARA ENGINEERING COLLEGE

BENJANAPADAVU, BANTWAL – 574 219, D.K., KARNATAKA STATE

2010-2011

CANARA ENGINEERING COLLEGE

BENJANAPADAVU, BANTWAL – 574 219, D.K., KARNATAKA STATE

DEPARTMENT OF INFORMATION SCIENCE AND ENGINEERING

Certified that

PRAKASH N (4CB05IS027)

ABHIJITH RAO M (4CB07IS002)

NAVJEEVAN KUMAR (4CB07IS022)

SANJU HARIDAS (4CB07IS033)

Have successfully completed the project work on “AUTOMATION OF INFORMATION SYSTEM IN

COLLEGES” in partial fulfillment for the award of degree of “BACHELOR OF ENGINEERING” in

INFORMATION SCIENCE AND ENGINEERING of the

visvesvaraya technological university[VTU], BELGAUM during the year

2010-2011. The project report satisfies the academic requirements in respect of project work prescribed

for the bachelor of engineering degree.

ACKNOWLEDGEMENT

First and foremost , this esteemed institute gave us a platform to conduct this project and we are thankful to it.all the facilities were provided for the successful comp[letion of thr project right on this sprawling campus.

Our guide and teacher,mrs. V. hemalatha, has always been there for us in all stages of the project without once failing to smile.that has been an inspiration to us to keep going even in the worst cases. We thank her for her support.

The head of department, department of information science engineering at canara engineering college and also the project coordinator, mrs sangeetha srinivas is whole heartedly thanked for her involvement and suggestion to make our project better.

Our principal dr,nagesh prabhu is also thanked for hid endless support in all our endeavors .

Mr.prashanth shenoy has been our savior when it comes to administration.the lab wold just not be the sane without hiom.we sincerely thank him for alwya lending a helping hand beyond all the workload that is ever present on him.

Our friends have always wished us well and even helped out when we got stuck.we take this opportunity to thank them. Our parents have also been rock steady in telling us that it will work and we are proud to tell them that it has.

Last but never the least, god, for listening to our prayers, and for giving us the chance to do all that we are doing.

Thank you

Abstract

The automation of information system focuses on a key concept of eliminating the error and

the confusion that can occur in the process and instead providing easy and collaborative view

of the information to students. Our project designed with an aim to replace the existing

manual process of getting information about the dues in advanced to students by completely

automated process, so that it is time saving and error free. We are using the wireless

automation of information system which automate the whole process of dues collection and

the information system in the colleges. This process provides feedback facility to students

helping them to know their current status.

The system will be an intra college system with no internet and as the data will be transmitted

via wireless mode using a customized embedded platform; it will be difficult to hack and decode.

The system must handle information confidentiality with respect to rights the user.

Or goal is to implement a system that will easy the process of collection of dues, attendance

monitoring, informing students about their attendance status and informing students the dates of

internals and other extra-curricular activities.

By providing attendance monitoring using rfid reader the need to take the attendance manually in

the class is avoided thereby saving the time

There is also facility for hod to switch off the server by sending sms from predefined mobile number. This facility helps to save waste of power.

Table of contents

Abstract

List of figures

List of tables

Slno title page no

1 introduction------------------------------------------------1-4

1.1 objective-----------------------------------------------1

1.2 analysis-------------------------------------------------2

1.3 existing system-----------------------------------------3

1.4 proposed system-----------------------------------------4

2 requirement analysis-----------------------------------------------

2.1 identification of needs

2.2 user characteristics

2.3 preliminary investigation

2.4 feasibility study

2.5 software requirements

2.5.1 software used

2.5.2 tools used

2.6 hardware requirements

3 design

3.1 data flow diagram

4 implementation and test case---------------------------------------

4.1 practical implementation

4.2 system testing

4.2.1 test case

4.3tests conducted

5 results

6conclusion

6.1 future enhancements

bibliography

list of figures

slno title pageno

Chapter1

Introduction

1.1 objective

The Automation of Existing No-Dues Collection and Information System in Colleges provide a

time saving, organised implementation of No-dues Information system over the traditional

approach.

In this project we will implement a system that can automate the whole process of no-dues

collection and information system in colleges and make it easier and comfortable for both

students and administrator. It is very useful and try to make the whole process of due collection

less time consuming and more easy.

Here

This project is a step towards developing a system that is time saving, less error prone and have less confusion.

In this project we implement a system that can automate the whole process of no-due collection and information system in college and make it easier and comfortable for both student and administrator.

Usually in the college prior to examination the student are supposed to pay there dues before collecting the hallticket. this process creates many errors and lot of time is wasted which students can utilize for other purpose. this system doesn’t provide any feedback facility for students.We are implementing a system in which the department will sent the list of student who has to pay dues to the administrator.the administrator will shoot sms to student informing them about there dues

We are implementing a system in which the student can pay there fine in the department.so that there current status after paying due is sent to administrator from department.then administrator will shoot sms to student informing them the due is cleared and they can collect the hall ticket.

Same apporoach is followed in attendance monitoring.before entering the class students shouls swipe the card in the rfid reader so that the atte Ndance is stored and sent to administrator.

At the end of semester the administrator will have a list of students who have the shortage and an sms will be shoot to them indicating there status.then after paying the due again the sms will be sent to student indicating due cleared

.so that he can come and collect the hall ticket.

Inorder to make sure that all the students are aware of there examination and internaaal dates administrator will also sent sms to students informing them about the internals.this help to make sure that all student are aware about the exam.

Students also will be sent sms regarding various extra curricular activities and college fest that is going to be held in the college so that they are not going to miss any any programs and exam going to take place in the college. It also help to make sure that all students are informed about all ythe activities that is going to be conducted which is certainly different from the current manner in which information is displayed in the notice board.

The automation of information system finds a way to inform the student all the infoamation regarding them through sms and make sure everthing is conducted in a systematic and similar manner.

Existing system

Traditionally, towards the end of every semester, before the semester examinations, the students

are required to visit the library and respective labs to collect their no-dues form and the dues has

to be paid in the office personally.

This system occurs about a week before the examination. As a result there is a huge rush and

also a lot of time has to be spent in the process which could be utilized by the students in

preparing for the examinations.

Furthermore, since the procedure involves stamping/signing by various person-incharges it

causes many problems. Also, this system doesn’t have any feedback facility for the students so

that they may be informed about the pending dues or any other errors.

In clas the attendance is taken by faculty which consumes a lot of time. At the end of semester

the faculty is required to calculate the attendance percentage of each student and give the name

of student who has shortage to administrator along with percentage.this make have error and is

time consuming.

In some cases the student will have confusion regarding the date of internals and other activities

because information is displayed on notice board. There is chance for student not redaing the

notice which will lead to situation in which there are not aware of activities and exam date.

Proposed system

In this project we are implementing a system that can automate the whole process of no-dues

collection. The no-dues form is issued by the administrator which makes it easier and

comfortable for both students and administrator.

Student will get sms regarding fine and when they can pay ythe fine will get an sms informing them the

due is cleared. By attendance monitoring using rfid reader when student swipe the card in it the

attendance will be ttake ans stored at same time will be sent to administrator.

In this cas also sms will be sent to students informing them about the current status.

We are also automating the process of informing thte students about the internal and other cultural

activtites date by senting them sms regarding the information about it.

In this project we are implementing a system that automate all the above process .

REQUIREMENT SPECIFICATION:

SOFTWARE SPECIFICATION:

Operating System : Windows

Front End : Visual Studio 2005 , Embedded c

Back End : SQL Server 2005

HARDWARE SPECIFICATION:

Processor : Intel Pentium IV

RAM : 1 GB

Monitor : 14 SVGA Digital Colour Monitor

Hard Disk : 20GB

Reader : RFID , 8051

Preliminary Investigation:

This is the process of deriving the system requirements through observation of existing systems,

discussions with potential users and procurers, task analysis and so on. This may involve the

development of one or more different system models. These help the analyst understand the system to

be specified. System prototypes may also be developed to help understand the requirements.

Such a system is not user friendly and requires a good amount of time and creates a lot of

confusion.

Feasibility Study

The process of analyzing the requirement of a system is always preceded by a feasibility study of

the system to be developed in the software development process. The feasibility study involves knowing

what the system must achieve and whether these requirements can be satisfied with the current

software and hardware technologies available. Let us now consider the feasibility study for system we

are going to develop.

The software to develop this application should provide the following features:

It must provide means to connect to the database where the data is stored.

It must enable designing of user-friendly front end.

It must provide for instant retrieval of data in any form i.e. be it retrieval of the employees leave

status, attendance report, salary report, employee details etc.

It must be properly validated to ensure that it is free of bugs and misinterpretations.

It should be time saving and should not create any confusion.

DATAFLOW DIAGRAM

Log in Send reg no Lib PC query student details

dues Retrieve details

send reg no

send to

send sms query no Admin PC

due attendence timetable events

send sms

send

user RFID reader Log in

valid

If dues

Embedded system

transfer

valid

Verify noHOD

Power switch ON/OFF

administrator

check dues Check eventsCheck timetableCheck attendence

If dues If shortage If presentIf available

user

use case diagram

Use Case diagrams

This use case diagram shows the data stored by administrator.

Upload details

Student

Administrator

Through sms

Admin block

Attendance details

Event details

Timetable details

Due details

Administrator

This use case diagram shows functions of administrator.

Create_student

Delete_student

View_detail

Search_details

4.1.2 Use case Catalog

Sl. No. Use case Description

1. Insert or edit Employee data

The manager can add new employee’s personal details or he can modify existing employee’s data.

2. Insert salary parameters The manager can give the various salary descriptions like Basic, DA, TA, HRA etc. of an employee.

3. Enter attendance status The manager can give the attendance for the employee.

4. Enter leave parameters The manager can set the various leave parameters like CL, EL etc.

5. View and/or delete employee personal data

The manager can display the employee’s personal data, at the same time he even can delete particular employee’s all records.

6. Calculate and display the salary

The manager can calculate the employee’s salary from the given salary parameters.

7. Generate the reports The manager can generate various reports like salary report, attendance report etc.

8. Change Password The manager can change his login password

4.1.3 Actor Catalog

Sl. No. Actor name Description

1. Manager Manager has all the rights to insert details, update details, and delete entries of employees and to perform other operations like marinating employee’s salary descriptions, his attendance, generating reports etc.

Database Design Description

Data dictionary

Admin Login Table

Name Type NULL?

Admin_Name Varchar(50) No

Password Varchar(50) Yes

Login table

Name Type NULL?

Std_id Varchar(50) No

Last_date Varchar(50) No

Login_time datetime No

Logout_time datetime No

Student information table

Name Type NULL?

Std_id int No

First _name Varchar(20) No

Last_name Varchar(20) No

Fathers_name Varchar(20) No

Gender Varchar(20) No

Date_of_birth date No

Age int No

Address text Yes

Phone number int No

Email_id text Yes

Attendance Table

Name Type NULL?

Std_id Int No

Name Varchar(50) No

Sem int No

Branch Varchar(50) No

Percentage int No

Status int No

Library Table

Name Type NULL?

Std_id int No

Book_title Varchar(50) No

Author Varchar(50) Yes

Issue_date date No

Return_date date No

Dues int Yes

Activity Table

Name Type NULL?

Activity_name Varchar(50) No

Activity_date date No

Table design description :The database contains tables mentioned above. Here each table will be described.

Login table:

This table contain admin_ name and password which allows the administrator to login into the

computer and view all information.

Student information table:

This table consists of all the details regarding to each student. Std_id is used to identify each

student and their details. Register table contains std_id as primary key.

Attendance table

This table consists of std_id, name and student attendance status. Third table is used by

administrator to check student attendance status.

Library table

This table consists of std_id and all other details related to the book the student has applied. This

table helps to find out the student who has not returned the book on time and help to calculate the

dues.

Activity table

This table consists of list of all extracurricular acvities to be held in the college and it also

consists of date of internals. The students are informed about this by administrator by sms.

Test case

Unit testing

Sl

no

Test Case Name Expected result obtained Result remarks

1 Invalid student_id Student_id is not read by Rfid reader.

Card not accepted by Rfid reader

Failure

2 Valid student_id Student card details is displayed and it is read by Rfid reader

Card Successfully read by Rfid reader

Success

3 Valid phone_no Message is sent to student indicating dues.

Successfully message sent to students

Success

4 Invalid phone_no Message is not sent.

Invalid number Failure

5 Attendance shortage Sms is sent to student by administrator.

Student receives message regarding shortage

Success

6 Reporting of Cultutral activities and internals

Sms sent to student by administrator.

Student receives message regarding various cultural activities

Success

7. Controlling of device Server verifies the number and gets automatically switched off .

Server get down Success

Integration Testing:

In integration testing many tested modules are combined into sub-system which is then tested.

The goal of integration testing is to see if the modules can be integrated properly.The

implementation of the system features may be spread across a number of components. Testing a

new feature may therefore require several different components to be integrated. The testing may

reveal errors in the interactions between these individual components and other parts of the

system. Repairing errors may be difficult because it affects the whole group of components that

implement the system feature. Furthermore, when a new component is integrated and tested, this

can change the pattern of the previous, already tested, component interactions. Errors may be

revealed that were not exposed in the tests of the simpler configuration.

The integration testing has 2 types mainly top-down and bottom-up testing. These strategies

reflect different approaches to system integration. In top-down integration, the high level

components of a system are integrated and tested before their design implementation has been

completed. In bottom-up integration, low level components have been developed.

Scope of project

The system is designed with a view

Of making work easier for both administrator and student. The scope of system is for complete

automation of maintainance of student detail and senting sms to students.

System is to be designed ans developed specifically for a company.it will keep track of all the students

studying in the college.the proposed system will have list of all student thathas to pay due,the

information regarding there attendance status and the date of internal and exta curiculler activities will

be sent to students.

It help student to get information regarding there status.

The application can be further evolve to include all the department. It can also have student paying

dueii the bank in college account.we can also have the card for faculty members and students can use

the card as atm card .

Modules

Module 1: A smart card based ID card: We propose the use of a smart card based ID card

for every student. The card will have a memory of 1Kb to 4 Kb. The card should be

rewritable so that throughout the 4 years, the same card could be used. The same card

could be used for the library, laboratory and for attendance.

Module2: SMS sender Using GSM: Regularly the details of the students dues will be

messaged automatically to the students prior to the examinations. This system also

ensures that the students get real-time updates when their payments are entered in the

main system.

Module 3: Attendance Monitoring: The same device will be able to monitor the

attendance as being fed in by the teachers and the same will also be informed to the

students at regular intervals and whenever they request by means of and SMS.

Module 4: Reporting of Internals Timetables: Here the college will also be equipped to

inform the students of the timetables for the internals and other important dates by means

of an SMS.

Module 5: Reporting of Extra Curricular Activities and College Fests: The information

about the events happenings and for doing some publicity we can modify our mechanism

to select and send SMS to public in general and students in the campus.

Module 6:Controlling of devices: At the EOD (End of Day) the individual department

heads can send an SMS and switch OFF the main electricity point so that energy can be

conserved. This can be authorized, activated and deactivated only by the department

head’s pre-defined Phone numbers.

Screen shots

CONCLUSION

The utility developed aims to overcome the strenuous job of book keeping employee activity by

providing a comprehensive approach in terms of a structured scenario. The utility is expected to support

approximately 200 employees on a day to day basis. The greatest strength of the project developed is its

simplicity which enables a layman to study and use the utility in full throttle. The project was developed

after extensive research conducted in a real life scenario which would actually depict the working

condition in management mechanisms. Therefore it is safe to say that, the project has taken into

account the minutest details so that any bugs or misinterpretations are to be avoided to the maximum

extent.

Limitations and Future Enhancements

The front end was developed with a very simple and innocuous approach, the very thought

being that the utility is meant for general purpose. Therefore, the need for extensive graphics

oriented interface seemed highly unnecessary. The developers would definitely want an

opportunity to improve upon the interface in future.

The software can be further improved by incorporating the networking features and have a

client/server basis of communication mechanisms.

The utility developed was solely from the point of an employee manager which could be further

modified to allow an employee to conduct a self assessment in which he can see his own

personal details (Wages, Leaves, and Attendance etc.) but without the provision to modify

these details.

The software could be expanded to support more number of employees as well as try to

incorporate advanced security mechanisms.

biliography