College Management System

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The system starts with registration of new staff and students. When the subjects are to be allocated to the faculty, the Head of the Department should enter everything in the Excel sheets.

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Then the staff enters corresponding subject’s attendance and marks of a student then those must also be entered in the Excel sheets and validations are to be done by the user itself. So there will be a lot of work to be done and must be more conscious during the entrance of details. So, more risk is involved.


Storing and accessing the data in the form of Excel sheets and account books is a tedious work. It requires a lot of laborious work. It may often yield undesired results. Maintaining these records as piles may turn out to be a costlier task than any other of the colleges and institutions

Risks involved in existing system:

Present System is time-consuming and also results in lack of getting inefficient results. Some of the risks involved in the present system are:
During the entrance of marks and attendance, if any mistake is done at a point, then this becomes cumulative and leads to adverse consequences If there is any need to retrieve results it may seem to be difficult to search.

UMS (UNIVERSITY MANAGEMENT SYSTEM) makes management to get the most updated information always by avoiding manual accounting process. This system has the following functional divisions. University Administrator

College Administrator
User (Students / Faculties)

University Administrator has the functionality of registering new colleges and courses. College Administrator has the rights of creating department, allocating courses to departments, creating faculties, students and allocating subjects to faculties, and modifications in the data entered by the user can also be done by the college administrator. User of this may be faculty or students. Faculty has the facility of entering the marks and attendance of the students. Students can check their marks and attendance but there is no chance of modifications. Reports must be generated for the existing data i.e. for attendance and marks of the students, which are used to assess the performance of the students. These reports should be viewed by the in charge and user.


After analyzing the requirements of the task to be performed, the next step is to analyze the problem and understand its context. The first activity in the phase is studying the existing system and other is to understand the requirements and domain of the new system. Both the activities are equally important, but the first activity serves as a basis of giving the functional specifications and then successful design of the proposed system. Understanding the properties and requirements of a new system is more difficult and requires creative thinking and understanding of existing running system is also difficult, improper understanding of present system can lead diversion from solution.

The model that is basically being followed is the WATER FALL MODEL, which states that the phases are organized in a linear order. First of all the feasibility study is done. Once that part is over the requirement analysis and project planning begins. The design starts after the requirement analysis is complete and the coding begins after the design is complete. Once the programming is completed, the testing is done. In this model the sequence of activities performed in a software development project are:

– Requirement Analysis
Project Planning
System design
Detail design
Unit testing
System integration & testing

Here the linear ordering of these activities is critical. End of the phase and the output of one phase is the input of other phase. The output of each phase is to be consistent with the overall requirement of the system. Some of the qualities of spiral model are also incorporated like after the people concerned with the project review completion of each of the phase the work done. WATER FALL MODEL was being chosen because all requirements were known beforehand and the objective of our software development is the computerization/automation of an already existing manual working system.

Fig 2.2: Water Fall Model


Preliminary investigation examine project feasibility, the likelihood the system will be useful to the organization. The main objective of the feasibility study is to test the Technical, Operational and Economical feasibility for adding new modules and debugging old running system. All system is feasible if they are unlimited resources and infinite time. There are aspects in the feasibility study portion of the preliminary investigation: Technical Feasibility

Operational Feasibility
Economical Feasibility


Technical Feasibility centers on the existing computer system hardware, software, etc. and to some extent how it can support the proposed addition. This involves financial considerations to accommodate technical enhancements. Technical support is also a reason for the success of the project. The techniques needed for the system should be available and it must be reasonable to use. Technical Feasibility is mainly concerned with the study of function, performance, and constraints that may affect the ability to achieve the system. By conducting an efficient technical feasibility we need to ensure that the project works to solve the existing problem area. Since the project is designed with ASP.NET with C# as Front end and SQL Server 2000 as Back end, it is easy to install in all the systems wherever needed. It is more efficient, easy and user-friendly to understand by almost everyone. Huge amount of data can be handled efficiently using SQL Server as back end. Hence this project has good technical feasibility


People are inherently instant to change and computers have been known to facilitate change. An estimate should be made to how strong a reaction the user staff is likely to have towards the development of the computerized system. The staff is accustomed to computerized systems. These kinds of systems are becoming more common day by day for evaluation of the software engineers. Hence,this system is operationally feasible. As this system is technically, economically and operationally feasible, this system is judged feasible.


The role of interface design is to reconcile the differences that prevail among the software engineer’s design model, the designed system meet the end user requirement with economical way at minimal cost within the affordable price by encouraging more of proposed system. Economic feasibility is concerned with comparing the development cost with the income/benefit derived from the developed system. In this we need to derive how this project will help the management to take effective decisions.

Economic Feasibility is mainly concerned with the cost incurred in the implementation of the software. Since this project is developed using ASP.NET with C# and SQL Server which is more commonly available and even the cost involved in the installation process is not high. Similarly it is easy to recruit persons for operating the software since almost all the people are aware of ASP.NET with C# and SQL Server. Even if we want to train the persons in these area the cost involved in training is also very less. Hence this project has good economic feasibility.

The system once developed must be used efficiently. Otherwise there is no meaning for developing the system. For this a careful study of the existing system and its drawbacks are needed. The user should be able to distinguish the existing one and proposed one, so that one must be able to appreciate the characteristics of the proposed system, the manual one is not highly reliable and also is considerably fast. The proposed system is efficient, reliable and also quickly responding.

S/w and H/w requirements
1. Environment:
Operating System Server: – Microsoft Windows 2000 or Higher
Data Base Server: Microsoft SQL Server 2000/2005
Clients: Microsoft Internet Explorer,
Tools: Microsoft Visual Studio .Net
User Interface: ASP.NET with AJAX
Code Behind: VC#.NET

2. Requirements:

Hardware requirements:

PC with 2 GB hard-disk
and 256 MB RAM
Software requirements:

Windows 2000/ XP/ or Higher with MS-office
MS-SQL server2000/2005
Ms-Visual Studio .Net 2005
Ms-Internet Explorer


The major inputs and outputs and major functions of the system are follows:
University Administrator enter his user id and password for login to authenticate in this system University Administrator creates the college .
While registration Colleges can able to provide their information like
1. College id
2. College name
3. Address Information of college
4. Password for the college

Administrator can create the various college details in this website. Registered colleges and staff need to submit their log in information for change their password. For searching College details guest need to choose the colleges or search college option for user interface. For searching a college a guest can choose search college option. For upload their deatails a college must login to their profile For display they have to view the reports.


Administrator can have his own home page. Colleges ans staff and student have their own home page after completion of the authentication process. Admin get all colleges and staff and course details.

The registered user’s data can be stored in centralized database through the system user interface. Various types of information can be displayed to the users like colleges, courses and course subjects etc After successful submission of log in information users can got their new password. Profile can be update by the users individually.



The following commands specify access control identifiers and they are typically used to authorize and authenticate the user (command codes are shown in parentheses)


The user identification is that which is required by the server for access to its file system. This command will normally be the first command transmitted by the user after the control connections are made (some servers may require this).


This command must be immediately preceded by the user name command, and, for some sites, completes the user’s identification for access control. Since password information is quite sensitive, it is desirable in general to “mask” it or suppress type out..

System Requirements Specification:

The software, Site Explorer is designed for management of web sites from a remote location. Purpose: The main purpose for preparing this document is to give a general insight into the analysis and requirements of the existing system or situation and for determining the operating characteristics of the system. Scope: This Document plays a vital role in the development life cycle (SDLC) and it describes the complete requirement of the system. It is meant for use by the developers and will be the basic during testing phase. Any changes made to the requirements in the future will have to go through formal change approval process.

Developers Responsibilities Overview:

The developer is responsible for:

Developing the system, which meets the SRS and solving all the requirements of the system? Demonstrating the system and installing the system at client’s location after the acceptance testing is successful. Submitting the required user manual describing the system interfaces to work on it and also the documents of the system. Conducting any user training that might be needed for using the system. Maintaining the system for a period of one year after installation.

Output Design:

Outputs from computer systems are required primarily to communicate the results of processing to users. They are also used to provides a permanent copy of the results for later consultation. The various types of outputs in general are: External Outputs, whose destination is outside the organization. Internal Outputs whose destination is within organization and they are the User’s main interface with the computer.

Operational outputs whose use is purely within the computer department. Interface outputs, which involve the user in communicating directly.

Output Definition:
The outputs should be defined in terms of the following points:
Type of the output
Content of the output
Format of the output
Location of the output
Frequency of the output
Volume of the output
Sequence of the output
It is not always desirable to print or display data as it is held on a computer. It should be decided as which form of the output is the most suitable.

Output Media:

In the next stage it is to be decided that which medium is the most appropriate for the output. The main considerations when deciding about the output media are: The suitability for the device to the particular application. The need for a hard copy.

The response time required.
The location of the users
The software and hardware available.

Keeping in view the above description the project is to have outputs mainly coming under the category of internal outputs. The main outputs desired according to the requirement specification are: The outputs were needed to be generated as a hot copy and as well as queries to be viewed on the screen. Keeping in view these outputs, the format for the output is taken from the outputs, which are currently being obtained after manual processing. The standard printer is to be used as output media for hard copies.

Input Design:

Input design is a part of overall system design. The main objective during the input design is as given below:
To produce a cost-effective method of input.
To achieve the highest possible level of accuracy.
To ensure that the input is acceptable and understood by the user.

Cite this page

College Management System. (2016, Sep 23). Retrieved from

College Management System

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