web based student management system
TRANSCRIPT
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International Conference on Technical Sciences (ICST2019) March 2019 06 – 04
Web Based Student Management System
Tarek Ghomeed
Computer and Information Technology College of Electronic Technology
Bani Walid, Libya [email protected]
Nawal Abu Abdallah
Computer and Information Technology College of Electronic Technology
Bani Walid, Libya [email protected]
Abstract— Student Management System (SMS) can be
utilized by universities, faculties and educational institutes to
maintain student records as well as access and retrieve to that
records easily. This system tracks all student details from the
first day of study until the end of semester, which can be used
for all kinds of reports such as tracking attendance, progress in
the course, completed semesters, years, examination details,
project or any other assignment details, final exam result and
all these will be available through a protected online web based
application. SMS also provides information about faculty and
faculty members as well as presents various academic
notifications to the faculty staff and students updated by the
faculty administration. It also makes easy us explore all the
performance occurrence in the college, Different information
and queries can be generated based on unlimited options
related to students, group, course, faculty, exams, semesters, documentation and even for the complete college.
Keywords—student management system, student information
system, SMS, SIMS.
I. INTRODUCTION
If technology has dominated the health and medical fields, economy and commercial fields then it has also made a place in the educational fields as well. Technology has not stopped after changing or modifying the teaching techniques but it has also provided IT solutions to the institutions in the upkeep of the administrative and management affairs. Schools and other educational institutions are investing on such technologies which would prove beneficial in the long run and help in the effective and efficient management of the schools. The IT solution has provided with software applications which will manage the student data base as well as perform other internal functions. This system is similar to the Management Information Systems commonly referred to as MIS’s which big corporate houses follow to maintain their employee database as well as track the day to day performances of the company or organization.
In case of educational institutions, the SMS is known as Student Management System which is capable of storing details of students, enables teachers to assign examinations and dates, checking, publish assessment scores, mark attendances and many other student related data. The motive of using this system is to simplify the school work and give high exposure to computer using to the students from the grass root levels. This software is widely accepted amongst the reputed educational institutions all over the globe – primary and secondary schools and colleges, medical schools, business and management schools.
As a result, the system called Student Management System will be developing as an upgrade version of the old system or to replace manual system to solve problem that
facing when was using the old system or manual system. Student Management System (SMS) is a software application for education that use to managed students information and data. Also known as student information system (SIS), student information management system (SIMS), or school management system (SMS) [1].
The Student Management System is a full featured school management system that store information from the time of admission till the day of graduation and alumni [1]. It is capable of storing present students’ records as well as past records at the same time without the need for deleting or removing any other information which might prove crucial.
This design of this system is web-based type, so the user also can directly use the system by connect to internet The users of this system are given to four groups, which are administrators, teachers, students and parents. The functions of administrators and teachers are read, write and edit, while the parents their functions are only read and write. Through this system, administrators and teachers can manage all student data and information easily' and the parents also can easily know their children performance easily. Student management system is mainly designed for the use of students. If a student is absent on a particular day then he is unable to know the notifications that are passed on that day in college [1]. So by using our web based system a student will be able to view the events that are going to take place in a college. This increases the efficiency of college record management because previously the college is dependent on paper records only. The time required is less when compared with the paper records.
It is very difficult to single out a specific company that provides similar application but the trend is slowly pointing towards OpenSIS which provides student portal that is accessible to students, teachers, parents, administration and the management.
A. Purpose
The idea is to computerize the manual work for managing the student information of the college to overcome the problem of paper work and reduce the time consumption.
B. Problem Statement
In current systems, all works are done manually on paper was causing the job of the staff becomes more and troublesome. The papers in the have a possibility missing or destroying when happen any accident [2]. For example, attendance in the existing system are manually taken by teacher in logs and therefore it is difficult to take advantage of in the long term such as use it to count student attendance during semester. As well as exams mark and final results are
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listed in records and then displayed to be available to student to know his result. That is to say the student cannot access to his academic details easily anytime and anywhere without having to go to college. Disadvantages of present working system that in our educational institutes:
Storing data is difficult, need a place to save data which is papers and files [2].
Exposed to damage and loss.
Hardness archiving this huge amount of files therefore it is difficult to get any information when needed and it will be time consuming.
Reusing stored data in statistics and reports is almost impossible.
Updating daily information such as grades and events immediately is not possible.
C. Objectives of the system
Providing the online interface for students, faculty etc.
To maintain student records and access to them from anywhere and anytime easily.
Decrease the time necessary to access student information.
Increasing the efficiency of college record management.
To create the system more protected.
II. OVERVIEW OF THE SYSTEM USED
OpenSIS is an open source Student Management System that helps in the day to day functioning of the school effectively and efficiently. The core tasks of the OpenSIS lays in the admission and enrolment procedures, fee management, marking attendances, academic progress of the students, notifying the students about the upcoming school events, assigning classes, examination schedules and handling the records of the communications between the parents and the school. Other functions of this Online Student Management System are configured as per the needs of the school. This includes e-mails and SMS reports, management of the school transportation, activities of the school staffs, taking care of the library, maintaining records of the students, health issues and other in-house management [3].
Student Demographics: track student demographic attributes in a permanent record and across enrolments.
Goals and Progresses: add contact information for parents, relatives and authorized individuals.
Contact Information.
Scheduling: input student requests and mass schedule students.
Gradebook: allows teachers to enter homework assignments, class tests and any other activity using weighted scales if desired.
Reports/Report Designer: numerous standard reports and the ability to design custom reports using simple check boxes [3].
Report Cards: create student report cards and calculate GPA’s and class rankings.
Transcripts: print student transcripts.
Health Records: including physician contact information, nurses visits, immunizations, and allergies.
Attendance.
Parent Portal: a parent portal that allows parents to see their children, grades, attendance, discipline and more using the same intuitive web interface.
User Customizable Preferences.
Security: control user security at the field level.
III. SYSTEM ANALYSIS
The basic requirements for the implementation of the
SMS, the functional and non-functional requirements of the system are described.
A. Functional Requirements
Student management system aims to improve the efficiency of college information management, and the main function is managing and maintaining information. The administrator and students are two major functional requirements in the system. The Administrator will be given more powers (enable/disable/ update) than other users. It will be ensured that the information entered is of the correct format. For example name cannot contain numbers. In case if incorrect form of information is added, the user will be asked to fill the information again. Students use the system to query and enter their information only [4].
B. Non-functional Requirements
Security requirements are important factors in this system as classified data will be stored in the database. User validation will be done during login to insure that the user is valid and that the user only has access to his or her permission data. General users will only have access through the user interface.
The system will have consistent interface formats and button sets for all forms in the application, will have a form based interface for all data entry and viewing formats, and will generate reports that are formatted in a table and that should look like the existing manual report formats for user friendliness.
The system will be easily maintained by the developer or other authorized trained person and it shall respond as fast as possible in generating report and producing the timetable [5].
IV. SYSTEM IMPLEMENTATION AND DESIGN
The design and implementation of a comprehensive student information system deals with data flow diagram and detailed flow graph.
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A. Data Flow Diagram
This modelling is one of the tools that play a substantial role in designing some projects or applications. DFD is a one of the graphical modelling tool. DFD represents the entire flow graph of the project from starting point of project to end of project. It uses defined symbols like rectangles, circles and arrows, plus short text labels, to show data inputs, outputs, storage points and the routes between each destination. It views a system as function that transforms the given input into required output. This tool is a graphical representation of the “flow” of Student Management System and shows the communication between the system and external entities. Movement of data through the different processes in our system are shown in next Data Flow Diagram of Fig. 1. This research mainly focuses on the control the details and information of the students, college, teachers, parents, administration and the management through various levels of controlling. The function of the individual entities will be explained in detail in the flow graph.
Fig. 1. Data Flow Diagram.
B. Detailed Flow Graph
In this hierarchic representation is given touching the student management system. The strategy of the student management system includes the designing of the application home page that give the pathway for all the users like students, teachers and parents to access the system. Every user of the system has a unique login information (username and password) provided by the administration of the college. The home page mainly contains a login form through which an existing user can login to the system by entering the username and password provided by the administration but a new user can not register by himself, access information provided via administration of student information system [5]. The detailed flow graph is illustrated in Fig. 2.
Fig. 2. Detailed Flow Graph.
1) Student: The student is of centre focus, because in
every college student plays the very important role. Student
can access the information of the college, course details,
subject details, faculty details, attendance record and exam
results etc. The course details include information regarding
branch he is studying, the academic curriculum of the
college, year wise subject offered by the branch, the subject
details include the syllabus of the subjects, information
regarding the staff handling the subjects, the subjects he
presently registered for the semester he is presently
studying, attendance and internal marks of the subjects, he
can also ask any queries to the teacher regarding the
subjects. Student module activities are shown in Fig. 3.
Fig. 3. Student Module Flow Graph.
2) Teacher: The staff can update the information
regarding the student attendance, internal marks of the
students and any information regarding the subjects they
handle. They can also view the student details for better
understanding the student performance and improving the
efficiency of the student. The staff also gets the updates
from the college regarding any events occurring in the
college. Teacher module activities are shown in Fig. 4.
Fig. 4. Teacher Module Flow Graph.
3) Administrator: The administrator is responsible for
entering the new student, promoting the student from one
class to another, from one semester to another and from one
year to another. Managing the student accounts like any
changes regarding to the name, address etc. The
administrator also manages the faulty accounts like entering
a new faculty, assigning the faculty to the subjects [6]. The
administrator also updates the college related information
like calendar of events, information regarding any other
events that occur in the college. The administrator will
check the all the updates i.e. student updates, faculty
updates, exam updates etc. The administrator has the highest
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level of power in the student information system [7]. Admin
module activities are shown in Fig. 5.
Fig. 5. Administrator Module Flow Graph.
4) Parents: This system enables complete control and
monitoring, parents and respective guardians are
automatically updated about the activities of their children
and also about the college via messages which in turn
reduces their need to come over to the college and check the
whereabouts of their study. Parents module activities are
shown in Fig. 6.
Fig. 6. Parents Module Flow Graph.
V. RESULTS
The system starts with login page where the registered user can enter user name and password to be able to access
the system. Fig. 7 shows login form.
Fig. 7. Login Form.
A. Administrator Module
The home page contains notes and upcoming events.
Fig. 8 shows home page.
Fig. 8. Home Page of SMS.
The Portal Notes page is an announcement feature for the admin so as to communicate messages to the other users like teachers and students; the message will display on the homepage of the user’s portal. Fig. 9 shows notes portal page.
Fig. 9. Portal Notes.
Creating academic calendar and all events and notifications will be displayed to all users. Fig. 10 shows calendar page.
Fig. 10. Academic Calender.
This is the area where you define the time division of a school day, known as periods. Fig. 11 shows period page.
Fig. 11. Period Page.
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Admin of the system can add and update course. Course manager is shown in Fig. 12.
Fig. 12. Course Manager Page.
To add a student in this system. Administrator can give username and password for the student to login to this. It is shown in Fig. 13.
Fig. 13. Add New Student Form.
To add new Staff (Admin, Teachers and other Staff). Fig. 14 shows add a staff.
Fig. 14. Add New Staff Form.
B. Teacher Module
Teacher sees only the students in his/her class and has access to attendance, grade-book and information of subjects that he teach.
Schedule shows the teacher's schedule in the school. Fig. 15 shows teacher’s schedule.
Fig. 15. Teacher Schedule.
Teachers can create assignments via this assignment portal. Fig. 16 shows this activity.
Fig. 16. Assignment Portal.
Grades of student will be added by teacher through grades portal. Fig. 17 shows grades page.
Fig. 17. Gradebook portal.
To take attendance for the students, teacher will need to select the proper subject, course and course period from the top panel menu. Shown in Fig. 18.
Fig. 18. Attendance portal.
This report shows the summary of absences within a selected date range. Fig. 19 shows absence summary.
Fig. 19. Absence Summary.
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This feature of messaging behaves like an email except the discussion thread stays within the application. Messages are real-time and are stored in the database. Fig. 20 shows compose message.
Fig. 20. Compose Message.
C. Student module
Students can view their schedule based on the marking
period. Fig. 21 shows daily schedule of student.
Fig. 21. Student Daily Schedule.
Also the student can view his schedule weekly. Fig. 22
shows weekly one.
Fig. 22. Student Weekly Schedule.
Student can see results of all courses and exams grade.
Fig. 23 shows gradebook portal.
Fig. 23. Student gradebook.
Daily Summary displays the student's attendance status
in a selected date range. It gives a report based on daily and
period basis. Fig. 24 shows daily attendance report.
Fig. 24. Daily Summary Attendance.
VI. CONCLUSION
Student Management System is very useful in an institution or in college or in universities. There is no paper work in this proposed system. Supervision can be done from anywhere. This project especially minimizes human effort necessary. This is a paperless work. It can be monitored and controlled remotely. It reduces the man power required. It provides accurate information always. Since it is a web based application anyone can use the system anywhere at any time and it is very easy to get the necessary information without the latency.
We also focus to make a good relationship between teacher and student to make as in the education system, The system provides an effective environment contribute to the follow-up basis of the performance of the students during the school year and helps create an environment in constant communication among students, parents, teachers and school administration / university. The waste of computer resources, workers, and time associated with the existing manual system.
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