Student Database

Management System
CS 2062 – Object Oriented Software Development
Gunavaran Brihadiswaran – Team Leader
Vahesan Vijayaratnam – System Analyst
Senthaalan Thavarasa – Project Manager
Abivarshi Kanagarajah – System Designer

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1 Introduction

1.1 Client

J/St. John Bosco’s Vidyalayam is a famous semi-government primary school in Jaffna. The
school is located near the Jaffna Town and comes under the Nallur Division and Jaffna Zone.
The school consists of nearly 1000 students and 40 teachers. They are mainly focusing on the
Grade 5 Scholarship examination and concerned about the marks and attendance of the students.
Bosco always compete with Hindu primary School, Jaffna, for the best results in Jaffna district
and in many competitions like Tamil and English Day competitions. Moreover, the parents of the
students are very interested in being updated about the marks of their children, events and
competitions time to time. The main reason is they look at their child’s result as their pride.
Principal of the school is Rev. Sr. Roshanthi. In the school, principal is the executive decision
maker. The importance of Old Students’ Association and School Development Society are very
less when it comes to administration. Mrs. Alfred is the Vice Principal of the school. There is no
Deputy Principal. There are five sectional heads for each grade. And then finally comes the class
teachers of each class. They are currently doing everything manually.

1.2 Problem Statement

The school teachers have to produce the term exam reports of the students at the end of each
term and the pilot exam reports at the end of each pilot exam series. Moreover they have to
prepare an analysis of both the term exams and pilot exams which have to be submitted to the
Zonal Department of Education. Further, the school is highly concerned about the attendance of
the students. They prefer to notify the parents about the low attendance of the students and try to
keep high attendance levels.
On the other hand, the parents have a very high interest in knowing the marks level of their
children in regular intervals. Moreover, they also like to get updated about the school events and
competitions.
Now they are using spreadsheets to perform the above tasks. Attendance is marked by hand and
analysis is done manually without the aid of computer. While preparing reports marks have to be
entered subject by subject for each student’s report which takes a lot of time. Accessing
information from anywhere is a big challenge for the staff. As the students are very small
children, passing messages to parents is a big challenge. The parents also find it difficult to know
about competitions which take place in the school because their children rarely inform them.
Thus, we have to create a system to satisfy all the above requirements.

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1.3 Vision
System Objectives:
The objective of the system is to provide a reliable and user-friendly mechanism to record
data, produce reports, do analysis and send notifications regarding the marks and
attendance of the students which will be more accurate and easier than the current manual
system.

Business Benefits:

 Reduce errors caused due to manual computing of the marks and analysis.
 Prevent the time delay in producing the reports and analysis.
 Prevent the time delay and hardships faced by parents in checking the marks and
attendance of their children.
 Increase the efficiency of keeping the records of all the students.
 Reduce the expenditure caused due to keeping all the records as hard copies.
 Provides an easy and reliable mechanism for keeping track of the marks and
attendance levels of the students.

System Capabilities:
To obtain the given business benefits, the system have to contain the following
capabilities.

 Maintain a database of the students consisting of the student details, marks and
attendance.
 Let the user login to the system from anywhere.
 Produce reports and analysis of marks and attendance.
 Identify and notify the low marks and low attendance levels.
 Keep track of school calendar, events and competitions.

1.4 System Scope

The following requirements are included in the system.

 Creating report for the term end examinations

 Creating report for pilot examination.
 Preparing the marks analysis.
 Preparing the pilot exam analysis.
 Notifying the low attendance level.
 Notifying the poor marks level.
 Producing character certificate.
 Displaying school calendar.
 Displaying competition details.
 Notifying school events.

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 The following requirements are not included in the system

 Notifying the competitions.

 Sending late comer notification to the parents as a text message.

2 Inception Phase
2.1 Introduction
Stakeholder analysis was done by Senthaalan and Abivarshi. We visited the client and
inquired about the administration structure of the school (the importance of Old Students’
Association and School Development Society in the administration and in decision
making).
Feasibility analysis was done by Vahesan and Gunavaran. We visited the client and
inquired and observed about the available resources and technological know-how of
teachers and clerks.
We did requirement analysis together. Abivarshi prepared the questionnaire. Gunavaran
and Vahesan interviewed principal and teachers and looked at existing forms and
documents. Senthaalan prepared essential use case list and nonfunctional requirements.

2.2 Stakeholder Analysis

STAKE- STAKEHOLDER PROJECT SCHEDULE COST PRODUCT REPORTING SPECIAL

HOLDER NAME ROLE FOCUS FOCUS FOCUS FREQUENCY INFORMATION
CATEGORY NEEDS

Admin Rev. Steering High Low High Monthly Progress report

Sr.Roshanthi committee

External Mr.Sivalingam Requirement Low Low Medium

stakeholder definition

Vice Mrs.Alfred Steering Medium Low High

Principal committee

Normal Mrs.Sylvester Requirement Low Low High

user definition
Mrs.Gnanatham
by

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2.3 Risk Identification and Feasibility analysis
1. Risk Management

RISK POTENTIAL LIKELIHOOD DIFFICULTY OVERALL

DESCRIPTION IMPACT ON OF OF TIMELY THREAT
PROJECT OCCURENCE ANTICIPATION
Critical team High Low Low High
member not
available
Organization Medium Medium Easy Medium
employees not
computer savvy
Client drop the High Low High High
project
Lack of funding Low Low Low Low

Lack of High Medium Low High

expertise in
among team
members

2. Organizational and Cultural Feasibility

ISSUE SOLUTION

Low level of computer competency Organizing training sessions for the user
among users
Fear of automation among users Having awareness sessions

Reluctance among users to shift from Make them aware of the advantages of the
traditional system new system and explain the easiness in
using the system

3. Technological feasibility

None of our group members have previous knowledge in the programming languages we
are going to use. But it can be overcome as we are learning it as fast as possible.

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 4. Schedule Feasibility

Every week tasks have been assigned regarding the project and completed within the
week itself. Though a deadline is there, enough time is available for coding and testing.

5. Resource feasibility
Resources is a not a threat at all. All the members are working only in this project and
other resources like computers are available.

6. Economic Feasibility
As we are students, funding is not an issue for us.

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2.4 Requirement analysis

2.4.1 Requirement gathering methods

1. Distributing and Collecting Questionnaires

We distributed questionnaires to the teachers and collected them to identify what are the
difficulties they in the current system, what are the expectations from the new system and
their level of competency in computer.

2. Reviewing Existing Reports, Forms and Procedure Descriptions

We obtained the current marks report used by the school, the forms given by the Zonal
Education Department for the marks analysis, pilot exam marks and analysis reports and
looked at them. (The questionnaire and the exam report are given as annex). We looked
at the analysis they used to show the parents.

3. Conducting Interviews and Discussions

We interviewed and had discussions with principal. We go to know about the pilot exam
which we not familiar with through the interview with the principal.
We also had discussions and interviews with teachers.

4. Observing

2.4.2 Essential Use Case list

 Look up student detail
 Send poor attendance alert
 Send poor marks report
 Produce marks report
 Produce marks analysis
 Produce pilot exam analysis
 Produce pilot exam analysis
 New student entry
 Update student detail
 Add student marks
 Update student marks
 Add student attendance
 Update student attendance

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2.4.3 Non Functional requirements
Security Requirements

 Class teacher should has the access only to details of the students in her class
 Teachers who teach more than one class should have access to only the details about the
subjects she is teaching and the classes which she teaches
 Student should has access to only his/her details
 Sectional head should have access to only the students in the grade which she has
responsibility
 Principal and Vice Principal will have access to all the student details

Usability requirements

 The interface should be very simple (because the users’ computer knowledge is very
limited)
 The school’s logo and colour should be used

Reliability requirements

 The system should not fail often (because no availability of expertise in the school to
solve errors)

Performance Requirements

 The system speed should be high (as large amount of data should be entered everyday it
will be very inconvenient)

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3 Elaboration
3.1 Introduction
We divided the use cases among ourselves so that everybody gets equal work balance. The
following is the table of use cases assigned to everyone.

Name Assigned use cases

Gunavaran  Add student attendance

 Update student attendance
 Produce pilot exam report
 Produce pilot exam analysis

Vahesan  Look up competition detail

 Update student pilot exam marks
 Send poor attendance alert
 Produce marks report
 Send poor marks alert

Senthaalan  Create new entry

 Update student detail
 Add student marks
 Update student marks
 Notify about event

Abivarshi  Add pilot exam marks

 Look up student detail
 Produce marks analysis
 Produce student character certificate
 Look up school calendar

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 3.2 Domain Modeling
3.2.1 Event Table

EVENT TRIGGER SOURCE USE CASE RESPONSE DESTINATION

1 Poor attendance Attendance falls Send poor Poor attendance Principal

level reached below 80% attendance alert message Vice Principal
Sectional Head
Teacher
Student

2 Staff wants to Student detail Principal Look up student Student detail Principal
obtain student request Vice Principal detail Vice Principal
detail Sectional Head Sectional Head
Teacher Teacher

3 Staff or Student Marks report Principal Produce marks Marks report Principal
wants to prepare request Vice Principal report Vice Principal
marks report Sectional Head Sectional Head
Teacher Teacher
Student Student

4 Poor marks level Marks falling Send poor marks Poor marks Principal
reached below 35% alert message Vice Principal
Sectional Head
Teacher
Student

5 Staff wants to Marks analysis Principal Produce marks Marks analysis Principal
prepare marks request Vice Principal analysis Vice Principal
analysis Sectional Head Sectional Head
Teacher Teacher

6 Staff or Student Pilot exam report Principal Produce pilot Pilot exam report Principal
wants to prepare request Vice Principal exam report Vice Principal
pilot exam report Sectional Head Sectional Head
Teacher Teacher
Student
Student

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7 Staff wants to Pilot exam Principal Produce pilot Pilot exam Principal
prepare pilot analysis request Vice Principal exam analysis analysis Vice Principal
exam analysis Sectional Head Sectional Head
Teacher Teacher

8 Student wants Student character Student Produce student Student character Student
student character request character certificate
certificate certificate

9 Principal wants to New entry Principal Create new entry Index number Clerk
add student detail

10 Principal wants to Student detail Principal Update student - -

change student update notice detail
detail

11 User wants to School calendar User Look up school School calendar User
check school request calendar
calendar

12 Staff or Student Competition Principal Look up Competition Principal

wants to check detail request Vice Principal competition detail Vice Principal
competition Sectional Head detail Sectional Head
detail Teacher Teacher

Student Student

13 Time to notify Two days before - Notify about Event alert User
about events the event event message

14 Teacher wants to New marks entry Teacher Add student Marks added Clerk
enter marks marks message

15 Teacher wants to New attendance Teacher Add student - -

enter attendance entry attendance

16 Teacher wants to Student marks Teacher Update student - -

change student update notice marks
marks

17 Teacher wants to Student Teacher Update student - -

change student attendance attendance
attendance update notice

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18 Teacher wants to Student pilot Teacher Update student - -
change pilot exam marks pilot exam marks
exam marks update notice

19 Teacher wants to New pilot marks Teacher Add pilot exam Marks added Clerk
add pilot exam entry marks message
marks

Event based approach

3.2.2 Use case diagram

Add student
Clerk marks
Produce marks
report Student

Send poor marks

alert
Systen Produce marks
analysis

Update student
marks Staff

Teacher

Produce pilot Add pilot

exam report exam marks
Clerk

Student

Produce pilot Update pilot

exam analysis exam marks
Teacher
Staff

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 Send poor Add student
attendance alert attendance
System
Clerk

Update student
attendance

Teacher

Look up student
detail

<<include>>
Staff

Produce character
Create new certificate
entry Principal
Student
Update student
detail

Clerk

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 Look up school
calendar

Clerk

Staff
Look up competition
detail

Notify about
events Student

System

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3.2.3 Use case detailed descriptions
Use Case Name Teacher wants to enter attendance

Scenario Teacher wants to enter attendance

Triggering event Teacher requests new attendance entry

Brief Description When the teacher wants to enter attendance, he/she requests clerk to do
so, and clerk enters the attendance to the system and system saves the
data in the database.

Actors Clerk

Related Use Cases None

Stake Holders Teacher, Sectional head, Vice Principal, Principal: to make sure
students are attending school regularly
Parent: to check on child’s attendance

Pre-Conditions None

Post-Conditions None

Flow of Events Actor System

1. Teacher informs clerk

2. Clerk request new attendance 2.1 Display date selection page

entry
3.1 Display grade and division
3. Enter date
selection page
4.1 Display student ID
4. Clerk enters grade and division
5.1 Adds data to database
5. Clerk marks present / absent
5.2 Repeat step 4.1 for all students
of the division
6. Repeats steps 3 and 4 until
attendance of all grades and 6.1 Display attendance summary
divisions are entered

Exception None
Conditions

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 Use Case Name Teacher wants to change student attendance

Scenario Teacher wants to change student attendance

Triggering event Teacher requests student attendance update

Brief Description When the student attendance which had been entered need to be
altered, teacher requests the system to alter student attendance and
system does provided alterations

Actors Teacher

Related Use Cases None

Stake Holders Teacher, Sectional head, Vice Principal, Principal, Parent: to make sure
attendance of students are correct

Pre-Conditions Attendance details should already exist

Post-Conditions None

Flow of Events Actor System

1. Teacher requests student 1.1 Display student Id and date

attendance alteration selection page

2. Enter student ID and date 2.1 Alter student attendance

2.2 Send confirmation message
3. Repeat step 2

Exception 2.1 If access to the details of student ID is not available, access denied
Conditions message is sent to the teacher

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 Use Case Name Principal, Vice Principal, Sectional Head, Teacher or Student want
to get pilot exam report

Scenario Principal, Vice Principal, Sectional Head or Teacher want to get pilot
exam report

Triggering event Principal, Vice Principal, Sectional Head or Teacher request pilot exam
report

Brief Description When the Principal, Vice Principal, Sectional Head or Teacher wants to
get the pilot exam report of student, they will request the system,
providing the student ID and exam serial number and system will
produce marks report

Actors Principal, Vice Principal, Sectional Head, Teacher

Related Use Cases None

Stake Holders Principal, Vice Principal, Sectional Head, Student and Teacher: to
evaluate students’ performance

Pre-Conditions Pilot exam marks should exist

Post-Conditions None

Flow of Events Actor System

1. Principal, Vice Principal, 1.1 Display student selection page

Sectional Head or Teacher
request student pilot marks

2. Enter student ID 2.1 Display exam serial number

selection page
3. Enter exam serial number 3.1 Display student report
4. Repeat steps 2 and 3
Exception 2.1 If Sectional Head or Teacher do not have access to the details of
Conditions student, access denied message is sent to the user

2.2 If a wrong student ID is entered, invalid student ID message is sent

to the user

3.1 If pilot exam marks does not exist, marks unavailable message is
sent to the student

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 Use Case Name Principal, Vice Principal, Sectional Head, Teacher or Student want
to get pilot exam report

Scenario Student want to get pilot exam report

Triggering event Student request pilot exam report

Brief Description When student wants to get pilot exam report, he request the system by
providing the exam serial number and system produces the report.

Actors Student

Related Use Cases None

Stake Holders Student: to evaluate his own performance

Parent: to evaluate child’s performance

Pre-Conditions Pilot exam marks should exist

Post-Conditions None

Flow of Events Actor System

1. Student requests pilot exam 1.1 Display exam serial number

marks selection page

2. Enter exam serial number

3. Repeat step 3 2.1 Display report

Exception 2.1 If pilot exam marks does not exist, marks unavailable message is
Conditions sent to the student

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 Use Case Name Principal, Vice Principal, Sectional Head or Teacher want to get
pilot exam analysis

Scenario Principal, Vice Principal, Sectional Head or Teacher want to get pilot
exam analysis

Triggering event Principal, Vice Principal, Sectional Head or Teacher request pilot exam
analysis

Brief Description When Principal, Vice Principal, Sectional Head or Teacher wants to get
the pilot exam analysis, providing exam serial number, system
produces pilot exam analysis

Actors Principal, Vice Principal, Sectional Head, Teacher

Related Use Cases None

Stake Holders Principal, Vice Principal, Sectional Head, Teacher, Zonal Education
Department, Student, Parent: to analyze the performance of the student
and comparing it with the overall performance

Pre-Conditions Pilot exam marks should exist

Post-Conditions None

Flow of Events Actor System

1. Principal, Vice Principal, 1.1 Display exam serial number

Sectional Head or Teacher selection page
request pilot exam analysis

2. Enter exam serial number

2.1 Display division selection page
3. Enter division

4. Repeat steps 2 and 3

3.1 Display pilot exam analysis
Exception 3.1 If the pilot exam marks for a particular serial number do not exist
Conditions for the division, marks not available message is sent to the user

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Use Case Name Teacher wants to enter marks.

Scenario Teacher wants to enter marks.

Triggering event New marks entry.

Brief Description When an exam finishes teacher should enter the marks to
each candidate.

Actors Teacher

Related Use Cases -

Stake Holders Students - expecting their marks

Sectional head- supervise about the marks

Pre-Conditions Related student record must exist.

Post-Conditions A new marks entered.

Flow of Events Actor System

1. Teacher login to the

system
2. Updates the new marks
to the system. 2.1.Update a new marks
for each candidate.

Exception Conditions

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Use Case Name Teacher wants to change student marks.

Scenario Teacher wants to change student marks.

Triggering event Student marks update notice.

Brief Description When teacher requested by principal or sectional

head or student to change the marks, teacher has to
change the marks.

Actors Teacher

Related Use Cases Teacher wants to enter marks.

Stake Holders Principal, Sectional head, student- request to change

the marks

Pre-Conditions A marks record must already exist.

Post-Conditions Requested marks in the system should be changed.

Flow of Events Actor System

1. Teacher login to
the system
2. Find out the
proper student
and marks.
3. Change the
marks

3.1. Requested
marks should be
changed.
Exception Conditions If there is no such student marks, then display the
message as

“Please check the student name and index number

again”.

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 Use Case Name Principal wants add students details

Scenario Principal wants add students details

Triggering event New entry

Brief Description When a new student admitted to the school principal wants to
add his/her details to new entry.

Actors Principal

Related Use Cases -

Stake Holders

Pre-Conditions A new student must exist

Post-Conditions A new entry entered to the system.

Flow of Events Actor System

1. Principal login to the

system
2.1. Update the data
2. Enter the new student
base with new entry.
details to the data

base.

Exception Conditions

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 Use Case Name Principal wants to change student detail

Scenario Principal wants to change student detail

Triggering event Student detail update notice.

Brief Description When a change occurs in the existing student detail or

someone asks the principal to change, principal change
the details.

Actors Principal

Related Use Cases Principal wants add students details

Stake Holders Student, teacher- request principal to update details

Pre-Conditions Related student entry must exist.

Post-Conditions Student details updated.

Flow of Events Actor System

1. Principal login to
the system
2. Modifies or
changes the 2.1 updates the changes.

existing details
Exception Conditions If there is no such student record, then display the
message as

“Please check the student name and details again”.

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 Use Case Name Time to notify events

Scenario Time to notify events

Triggering event Reaching time boundary (Two days before the event)

Brief Description When the events in the school come nearly system notifies

about that event to the students and teachers.

Actors -

Related Use Cases -

Stake Holders School calendar- request to notify the event

Pre-Conditions System should updated and fed about the events.

Post-Conditions Students and the teachers received a notification about the

upcoming event.

Flow of Events Actor System

1. Reach the time boundary

2. Send notifications to the

users.

Exception Conditions -

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 Use Case Name Send poor attendance alert

Scenario Send poor attendance alert

Triggering event Student’s attendance level falls below 80%

Brief Description When the student’s attendance level falls below 80%, system should
send a notification message to all the related users.

Actors -

Related Use Cases None

Stake Holders Student- To check on student’s attendance

Teacher- To check on student’s attendance

Sectional Head- To check on student’s attendance

Vice principal- To check on student’s attendance

Principal- To check on student’s attendance

Pre-Conditions Attendance should have been recorded.

Post-Conditions Notification should be displayed to the users.

Flow of Events 1. System checks and finds that attendance level is falling below 80%

2. System sends notification message to parent, teacher, sectional

head, vice-principal and principal

Exception Conditions -

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 Use Case Name Send poor marks alert

Scenario Send poor marks alert

Triggering event Marks falling below 35%

Brief Description When the student’s marks falls below 35%, system should send a
notification message to all the related users.

Actors -

Related Use Cases None

Stake Holders Student- To check on student’s marks

Teacher- To check on student’s marks

Sectional Head- To check on student’s marks

Vice principal- To check on student’s marks

Principal- To check on student’s marks

Pre-Conditions Marks should have been already recorded

Post-Conditions Notification should be displayed to the users.

Flow of Events 1. System checks and finds that marks of one or more subjects falling
below 80%

2. System sends notification message to parent, teacher, sectional head,

vice-principal and principal

Exception Conditions -

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 Use Case Name Look up competition detail

Scenario Look up competition detail

Triggering event Competition detail request

Brief Description When the student or staff ask for the competition details, the system has to
get it and display.

Actors Student, Teacher, Sectional Head, Vice Principal, Principal

Related Use Cases None

Stake Holders Student, Teacher, Sectional Head, Vice Principal, Principal- To know about
the competition details.

Pre-Conditions Competition details should have been recorded

Post-Conditions Competition details should be displayed to those who requested.

Flow of Events Actor System

1. Request competition details 1.1 Prompt for term selection

2. Provide year and term 2.1 Check for competition details

2.2 Display competition details

Exception Conditions 2.2 If the competition details have not been recorded, the system should
display that the competition details are not there.

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 Use Case Name Produce marks report.

Scenario Produce marks report when staff request it.

Triggering event Staff asking to produce the marks report.

Brief Description When the staff request the system to produce the student report, the
system should get the marks from the database and produce the report.

Actors Teacher, Sectional Head, Vice-principal, Principal

Related Use Cases None

Stake Holders Teacher, Sectional Head, Vice-principal, Principal- To get the student report.

Pre-Conditions Marks should have been recorded

Post-Conditions Report should be displayed

Flow of Events Actor System

1. Request to produce report 1.1 Prompt for index number

2. Provide index number 2.1 Prompt for year and term

3. Provide year and term of exam 3.1 System displays the report

Exception Conditions 2.1 If the index number is not accessible, the system should display “Not
accessible” message.

3.1 If marks have not been recorded, the system should display that the
marks have not been recorded.

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 Use Case Name Produce marks report.

Scenario Produce marks report when student request it.

Triggering event Student asking to produce the marks report.

Brief Description When the student request the system to produce the student report, the
system should get the marks from the database and produce the report.

Actors Student

Related Use Cases None

Stake Holders Student- To get the marks report.

Pre-Conditions Marks should have been recorded

Post-Conditions Report should be displayed

Flow of Events Actor System

1. Request to produce report 1.1 Prompt for year and term

2. Provide year and term of exam 2.1 System displays the report

Exception Conditions 2.1 If marks have not been recorded, the system should display that the
marks have not been recorded.

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 Use Case Name Update student pilot exam marks.

Scenario Update student pilot exam marks.

Triggering event Student pilot exam marks update notice.

Brief Description When the teacher request the system to update the student pilot exam
marks, the system should update the marks in the database.

Actors Teacher

Related Use Cases None

Stake Holders Teacher- To update the marks

Student- To get his correct marks

Pre-Conditions

Post-Conditions Student pilot exam marks should be updated

Flow of Events Actor System

1. Requests to update student pilot 1.1 Prompt for index number

exam marks

2. Provide index number

2.1 Prompt for exam serial number
3. Provide exam serial number
3.1 Prompt for marks to update
4. Provide marks
4.1 Update the marks and save

Exception Conditions 2.1 If the index number is not accessible, the system should display “Not
accessible” message.

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 Use Case Name: Produce character certificate

Scenario: Produce character certificate

Triggering Event: Principal wants to produce the character certificate

Brief Description: When, a student requests principal to produce character certificate or

principal wants to produce character certificate, system produce and display
the character certificate.

Actors: Principal

Related Use Cases: Look up student detail

Stakeholders: Principal – requesting the system

Student – expecting character certificate

Preconditions: Student must exist.

Post conditions: Character certificate must be displayed.

Flow of Events: Actor System

1. Student requests the principal

for student character certificate.

2. Principal requests the system to 2.1. Display index number selection

produce the student character page
certificate.
3. Enter Index number 3.1. Check the character availability.
3.1.1. If character details
available add the details
into the character
certificate
3.2. Display the character certificate.
Exception Conditions: 3.1. If student does not exist, then display a message as

“Student does not exist. Please check the index number.”

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 Use Case Name: Look up student detail

Scenario: Look up student detail

Triggering Event: Staff wants to obtain the student detail.

Brief Description: When, the staff wants to obtain the student detail, system checks and
issues student detail.

Actors: Staff

Related Use Cases: _

Stakeholders: Staff – expecting student detail

Preconditions: Student must exist.

Post conditions: Student detail must be displayed.

Flow of Events: Actor System

1. Staff requests the system to 1.1. Display index number selection

obtain the student detail. page
2. Enter index number 2.1. Display the student detail.
Exception Conditions: 2.1.If student does not exist, then display a message as

“Student does not exist. Please check the index number.”

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 Use Case Name: Look up student detail

Scenario: Look up student detail

Triggering Event: Student wants to obtain the student detail.

Brief Description: When student wants to obtain the student detail, system checks and issues
student detail.

Actors: Student

Related Use Cases: _

Stakeholders: Student – expecting student detail

Preconditions: -.

Post conditions: Student detail must be displayed.

Flow of Events: Actor System

1. Student requests the system to 1.1. Display the student detail.

obtain the student detail.

Exception Conditions: -

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 Use Case Name: Produce marks analysis report

Scenario: Produce marks analysis report

Triggering Event: Staff wants to produce marks analysis report.

Brief Description: When, a staff wants to prepare marks analysis report, system produce and
issues the mark analysis report.

Actors: Staff

Related Use Cases: -

Stakeholders: Staff – expecting marks analysis report

Preconditions: Marks must exist.

Post conditions: Marks analysis report must be produced.

Marks analysis report must be displayed.

Flow of Events: Actor System

1. Staff requests the system to 1.1 Display class detail selection page
produce marks analysis report.
2. Enter class detail
2.1 Display subject selection page
3. Select a subject
3.1 Display the marks analysis report.
4. Repeat step 3 for each subject
5. Repeat step 2, 3 and 4 for each
class
Exception Conditions: 3.1. If marks do not exist, then display a message as
“Marks do not exist. Please check the class details.”

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 Use Case Name: Look up school calendar

Scenario: Look up school calendar

Triggering Event: User wants to check school calendar.

Brief Description: When, a user needs to check school calendar, he request the system and
system display school calendar.

Actors: User

Related Use Cases: -

Stakeholders: User – expecting school calendar

Preconditions: Calendar must exist

Post conditions: School calendar must be displayed.

Flow of Events: Actor System

1. Staff requests the system to 1.1. Display year selection page

look up school calendar.

2.Enter the year 2.1. Display the school calendar.

Exception Conditions: Display a message as “Calendar does not exist”

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 Use Case Name: Add pilot exam marks

Scenario: Add pilot exam marks

Triggering Event: Teacher wants to add pilot exam marks

Brief Description: When, a pilot exam finish teacher needs to enter the marks for each
candidate.

Actors: Clerk

Related Use Cases: -

Stakeholders: Student – expecting the marks

Preconditions: Student must exist.

Post conditions: Marks must be saved.

Flow of Events: Actor System

1. Teacher inform clerk to add the

pilot exam marks.
2. Clerk request the system to add 2.1 Display pilot exam serial number
pilot exam marks. selection page
3. Enter pilot exam serial number 3.1. Display index number selection
page
4. Enter index number 4.1. Display marks enter form.
5. Enter marks 5.1. Update marks for each student.
6. Repeat step 4 and 5 for each
student
Exception Conditions: 4.1. If student does not exist, then display a message as

“Student does not exist. Please check the index number.”

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Activity Diagrams

ACTIVITY DIAGRAM FOR ENTERING STUDENT ATTENDANCE

TEACHER CLERK SYSTEM

Request new Display date

Inform clerk
entry selection page

for each division

Enter date

Display grade
Enter grade and
and division
division
selection page
ELABORATION

for each id

Select present/ Display student

absent attendance page

Add data

End for each ID

Display
attendance
summary
End for each division

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 ACTIVITY DIAGRAM FOR CHANGING ATTENDANCE
TEACHER SYSTEM

Request For each ID

alteration

Display student
selection page
ELABORATION

Enter student id
and date Change
attendance and
display
confirmation
message

End for each

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 ACTIVITY DIAGRAM FOR STAFF REQUESTING STUDENT REPORT

Staff System

Request pilot
exam report For each student

Display student
selection page

Access available?
Enter student id
yes no
ELABORATION

Display exam Display access

serial number denied message
selection page

Enter exam serial Marks available?

number

yes no

Display not
Display report available message

End for each

End for each

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 Student Requesting Pilot Exam Report

Student System

Request exam
report For each exam

Display serial
number selection
page
ELABORATION

Enter exam serial Marks available?

number
yes no

Display not
Display report available message

End for each End for each

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 ACTIVITY DIAGRAM FOR STAFF REQUESTING PILOT EXAM ANALYSIS

Staff System

Request pilot
For each exam
exam analysis
report

Display exam
serial no.
selection page

Enter serial For each division

number
INCEPTION

Display division
selection page

Marks available
Enter division
yes no

Display pilot Display not

exam analysis available message

End for each division End for each division

End for each exam

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 Activity diagram for notifiy events

System

Check events daily

Elaboration

Events within 2 days?

Yes No

Send notification
about events

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3.2.4 System Sequence Diagrams
ENTERING STUDENT ATTENDANCE

Clerk :System
requestAttendanceEntry()

date selection page

setDate (date)

loop for each division

division selection page

setDivision (division)

loop for each student

student ID

setAttendance (attendance)

attendance summary

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 ALTERING STUDENT ATTENDANCE

Teacher :System

requestAttendanceAlteration ()

Attendance alteration page

Loop for each ID

setAttendance (studentID, date)

alt

[access available]

confirmation message

[access not available]

access denied message

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 STAFF REQUESTING PILOT EXAM REPORT

Staff :System

requestPilotExamReport

page with student ID

loop for each student ID
setStudentID (studentID)

alt

[access available]

page with exam serial number

setSerialNo(serialNo)

alt

[marks available]

student pilot exam report

[marks not available]

marks not available message

[access not available]

access denied message

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 STUDENT REQUESTING PILOT EXAM
REPORT

Student :System
requestPilotExamReport ()

loop for each serial number

report page with exam serial number

setSerialNumber(serialNo)

alt

[marks available]

student pilot exam report

[marks not available]

marks not availalbe message

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 STAFF REQUESTING PILOT EXAM ANALYSIS

Staff :System

requestPilotExamAnalysis()

loop for each exam

page with exam serial number

setSerialNo (serialNo)

loop for each division

division selection page

setDivision (division)

alt

[marks available]

pilot exam analysis

[marks not available]

marks not available message

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 Clerk System

requestNewMarksEntry()

termSelectionPage

setTerm(year, term)

divisionSelectionPage

setDivision (grade,division)

For each subject

subjectSelectionPage

setSubject(subject)

For each student

Marks entry form

setMarks(Marks)

alt

[Poor marks level reached]

"notification sent"

[Poor marks level not reached ]

"Marks added"

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 Teacher System

requestAlternation()

studentSelectionPage

For each student

setStudentID(studentID)

alt
[StudentID accessible ]

termSelectionPage

setTerm (year, term)

subjectSelectionPage

setSubject (subject)

Marks alteration form

changeMarks(marks)

[StudentID not accessible ]

"Access denied"

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 Clerk System

requestNewMarksEntry()

pilotExamSerialSelectionPage

setSerialNumber(serialNumber)

For each student

marksForm

setMarks(marks)

"Marks added"

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 Teacher System

requestAlteration()

studentSelectionPage

For each student

setStudentID(studentID)

alt

[StudentID accessible ]

examSerialSelectionPage

setSerialNumber(serialNumber)

marks alteration form

changeMarks(marks)

[StudentID not accessible ]

"Access denied"

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 Clerk System

requestNew Entry()

newAdmissionForm

enterDetails(name, address, date of birth, others)

Index number

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 Principal System

requestAlteration()

studentSelectionPage

setStudentID(studentID)

alt

[Correct student ID]

detailsEnteredForm

changeDetails(name,address,date of birth etc)

[Incorrect Student ID]

"Invalid studentID"

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 User System

Event notification

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Entity based approach

3.2.4 Domain class diagram

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3.2.5 State chart diagrams

State chart diagram for student

Active leftSchool() Inactive

joinSchool()

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4 Conclusion

4.1 Tools Used

Lucidchart – to create domain class diagram

Microsoft Visio – to create activity diagram and system sequence diagram

Lucidchart – to create activity diagram and system sequence diagram

Draw.io – to create activity diagram and system sequence diagram

Microsoft Word – to create project report

4.2 Project Status

Currently we have finished all requirements gathering process and requirements model. For the
system design we have planned to use,

1. MySql - to maintain database

2. HTML – to create web pages
3. PhpStorm IDE – to develop system using PHP

We have decided to develop login system with four types of user roles.

1. Super admin – Principal : Can control everything in the system

2. Admins – Vice Principal, Sectional Head, Teacher : Work under the super admin control.
a. Produce marks report
b. Produce marks analysis
c. Produce pilot exam analysis
d. Produce pilot exam report
e. Look up student detail
f. Update student marks
g. Update student attendance

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 3. System staff – Clerk: Can do only some works in the system.
a. New student entry
b. Update student entry
c. Add student marks
d. Add student attendance
4. Low level user - Student – Cannot access the system in the administration level. But can
get the use of the system.
a. Get notification for poor attendance
b. Get notification for poor marks
c. Look up school calendar
d. Look up event details
e. Get notification about events
f. Produce his/her marks report
g. Produce his/her pilot exam report

4.3 Problem encountered

1. Need a person to maintain the database – In the current manual system they use hand
written files to maintain the students’ details and principal is the person who add a new
student or update the student detail, but in the software system it is efficient to appoint a
person to maintain the database to prevent time wasted by the principal to type all the
details. Our client agreed to appoint a clerk with sufficient computer knowledge to handle
the database management system.
2. Replacement of the user - Since we have designed the system for a primary school, our
real stake holders are students but most of them do not have the knowledge or facility to
use the system. Thus, we discussed with the client and decided to design the system as
parents can use the system on behalf of student as well.

3. First we planned to design the system as teacher should mark the attendance and marks in
the class room like they wrote in the current manual system. But it does not work out

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 because it is not possible to place computers to every class and not all the teachers have
the facility to bring their laptops. So we planned to create the system as clerk mark the
attendance and enter the marks of all class.
4. Difficulties to meet the client: As we stay at Colombo for our studies and our client is at
Jaffna, it is very difficult to have meetings with the client. (as the journey takes about 8
hours)
5. Initially we thought of having a finger print scanner at the entrance and get the student
attendance from that. But, client cannot afford having finger print scanners at the moment
and there are issues regarding maintenance and protection. In the meantime, to get the
attendance of these much of students having one or two scanners will create big queue at
the entrance.

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 Annex
QUESTIONNAIRE FOR THE 3RD SEMESTER PROJECT
DEPARTMETN OF COMPUTER SCIENCE AND ENGINEERING
UNIVERSITY OF MORATUWA
1. Do you like to automate the system you have regarding students’ details?
⃞ Yes ⃞ No

If ‘No’, please give reasons for your option.

2. Have you used any information systems before?

⃞ Yes ⃞ No

3. Do you have prior knowledge in computer?

⃞ Yes ⃞ No

a) If ‘Yes’, Do you have Internet access at,

⃞ School
⃞ Home

b) If ‘No’, Do you like to learn and use it?

⃞ Yes ⃞ No

4. Have you used spreadsheets before (Eg: Microsoft excel) for the school purposes?

⃞ Yes ⃞ No

If ‘No’, is it because,

⃞ you prefer the manual way?

⃞ you do not know how to use them?

⃞ you prefer to use them but no one else is using it in the school?

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5. Do you ever have the need to access student details outside school premises?

⃞ Yes ⃞ No

6. Do you have a smart phone?

⃞ Yes ⃞ No

If ‘Yes’, do you connect to Internet in your phone often?

⃞ Yes ⃞ No

7. What are the difficulties that you face while preparing the students’ report at the term end?

8. What are the difficulties that you face while filling forms related to student’s progress
provided by the department of education and other institutions?

9. How often parents come to meet you to talk about their children?

10. How often do you have parent meetings in the past?

11. Do you think parents should be notified often about their children’s progress?

⃞ Yes ⃞ No

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12. Have you ever been asked to submit the students’ progress statistics?

⃞ Yes ⃞ No

TERM EXAM REPORT

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ANALYSIS REPORT FROM THE DEPARTMENT

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