ARSI UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCE

DEPARTMENT OF COMPUTER SCIENCE

Title: Web Based School Management System for Asella NO.1

secondary School
Prepared by:
NO. Name ID E-Mail Phone

1. Andualem Mokinin CCS/UR7924/11 [email protected] +251927979728

2. Fayisa Demise CCS/UR7735/11 [email protected] +251919648017

3. Kaku Zerihun CCS/UR7738/11 [email protected] +251933980081

4. Tefera Kunbushu CCS/UR7762/11 [email protected] +251954629897

5. Usman Kufa CCS/UR7948/11 [email protected] +251911749925

Submission date: Dec 20, 2021

Address: Asella, Ethiopia

Acronym and Abbreviation
SMS-School Management System
MySQL-My Structured Query Language
PHP-PHP: Hypertext Preprocessor
WAMP-Windows, Apache, MySQL, and PHP
XAMPP-cross-platform, Apache, MySQL, PHP and Perl
DVD-Digital Versatile Disc
CD-Compact Disc

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 List of Figures
Figure 1: Schema of Existing system.................................................................................................................. 3
Figure 2 Water fall Model ................................................................................................................................ 12

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 List of Tables
Table 1: Work plan time table .......................................................................................................................... 14
Table 2: cost estimation .................................................................................................................................... 15

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Table of Contents

Acronym and Abbreviation ................................................................................................................ 1

List of Figures .................................................................................................................................... 1
List of Tables ..................................................................................................................................... 2
Chapter one ........................................................................................................................................ 1
1.1. Introduction .......................................................................................................................... 1
1.1.1 Motivation for the project ........................................................................................................... 1
1.2. Background of the Organization .......................................................................................... 2
1.3. Existing System Description ................................................................................................ 2
1.4. Problem of Existing System ................................................................................................. 4
1.5. Proposed System Description ............................................................................................... 5
1.6. Objectives of the Proposed System .......................................................................................... 5
1.6.1. General Objective ............................................................................................................................. 5
1.6.2. Specific Objectives ........................................................................................................................... 6
1.7. Functional Requirements...................................................................................................... 6
1.8. Non-Functional Requirement ............................................................................................... 6
1.9. Scope .................................................................................................................................... 7
1.9.1. Scope In ...................................................................................................................................... 8
1.9.2. Scope Out .................................................................................................................................... 9
1.9.3. Feasibility Study ............................................................................................................................... 9
1.10. Limitation of project........................................................................................................... 10
1.11. Methodologies and Tools ................................................................................................... 10
1.11.1. Methodologies........................................................................................................................... 10
1.11.2. Development Methodology ...................................................................................................... 11
1.11.3. Tools ............................................................................................................................................. 12
1.12. Significant of the Project .................................................................................................... 13
1.13. Work Plan [Time Table] ..................................................................................................... 14
1.14. Cost..................................................................................................................................... 15
References ........................................................................................................................................ 16

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Chapter one

1.1. Introduction
Education system forms the backbone of every nation. School Management System
(SMS) is one of the education system that consists of tasks such as registering students,
attendance record keeping and control absentees of employees, producing report cards,
producing an official transcript, preparing and producing different reports for teachers
and students, and the others. Automation is the utilization of technology to replace a
human with a machine that can perform more quickly and more continuously. And
hence it is important to provide a strong educational foundation to the young
generation to ensure the development of open-mindedglobal citizens securing the
future for everyone. Advanced technology available today can play a crucial role in
streamlining education-related processes to promote solidarity among students,
teachers, parents, and the school staff. Education is central to development. It is one of
the most powerful instruments for reducing poverty and inequality and lays a foundation
for sustained economic growth. With this aim currently, our government has given
special emphasis to the educational sector and school improvement activities such as
continuous professional development for teachers, training and upgrading teachers and
capacitating schools with manpower and materials are among the major actions which
have been taken in both primary andsecondary schools. In order to facilitate and simplify
these actions, one of the major tools is to have an automated school management system.
A school management system is a large database system which can be used for managing
school’s daily work.

1.1.1 Motivation for the project

The reason why we motivate to do this project is that we understand the benefits of using
computerized system for the organization and consider the technological growth. Today
in this competitive world every work has been become computerized. The manual way
of working has become very tedious, time consuming as well as very difficult. So when
we got the opportunity to make the system of web-based school management system
computerized we made use of it. In Asella NO.1 Secondary Schools all tasks done

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 manually weather adding students’ information, teacher information, and fees structure
any relevant information. Manually added by one or more people,this make burden for
saving information. With the existing scenario the work become very time consuming
and needed more labor and facing several problems during work. On the other hand, as
graduate students this kind of project requires to apply courses that we have been studied
in Arsi University. Therefore, we are going to develop this web based school
management system, by observing and analyzing problems that faced in the daily
activities of the schools and to come up with better solution.

1.2. Background of the Organization

Asella NO.1 secondary school found in central part of Oromia Region in Asella town, which is a
capital City of Arsi Zone. The school established in 1963 E.C and 165KM away from capital city of
the country. It founded with 36 class room, 5 staffs such as director staff, vice director staff, natural
science staff, social science staff, language staff, record office staff, 1 library, 23 male teachers, 5
female teachers, 344 male students and 256 female students. This means 600 total numbers of
students during foundation. The school does not have its own computerized management system.

1.3. Existing System Description

Existing system focuses on registering of students, registering new employees, managing students and
teacher’s data, exchanging of reports between the offices of the school.
At the beginning of each academic year which starts in September (Ethiopian New Year), the students
get registered and assigned rooms. Each class (section) of students is assigned to a fixed room. There
are two semesters per year. The first semester final examination is usually administered during
January, the second semester final examination is administered during the end of June and
consequently the results of each class of students is collected, organized, ranked by the corresponding
home room teacher and reported to each student. The teacher also records attendance of each student
on each school day which is later organized by the attendance officer.
Transcripts are generated by the record officer. A student may request transcript when he/she wants
to transfer to other school or when he/she has completed from the school and needs to join higher
education or for some other purpose.

These problems make the school to lead a poor management system are:- loosing of teachers and
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students document, difficulty to generating transcripts of students, updating employee’s data.
Teachers may want to associate a student with his parent or emergency persons for disciplinary
measures which need searching of the students record in the record office. It has been difficult to
search a record from thousands of such records.

Transcripts of students are prepared manually by the record officer and teachers. Report cards are
produced by the home-room teachers. Attendance of students is also recorded by the home-room
teachers. In order to control absentees and know the number of days that a student has been absent
from the school during the school days the attendance officer has to collect the attendance slips from
the corresponding homeroom teachers and compile it which is also a time taking process. In addition
to that retrieving records of students who have graduated couple of years ago has been a difficult task.

Teachers may want to associate a student with his parent or emergency persons for disciplinary
measures which need searching of the students record in the record office. It has been difficult to
search a record from thousands of such records and observed that students can take any person
claiming that he/she is their parent or emergency person which creates problem in control of students.

Figure 1: Schema of Existing system

School

Student School Staff Director

Home room Staff

Parent Secertary
teacher teachers

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 1.4. Problem of Existing System

The team reviews many problems in the manual school management system for instance:
Generate many information with some level of difficulty, Do not sufficiently produce the
required reports to allow parents to view status of their children and reports for administrator
andteachers to help them upload subject material, Do not generate transcript, report card,
student admission, timetable for the schools schedule, Do not facilitate attendance record
keeping of teacher and student as well as schools material. This project work tries to
fill the gap byautomating the various activities at schools. It tries to satisfy actors need and
simplify the works of administrators, teachers, homeroom teacher, record officer, student
and parents. With an automated school management system parents can easily interact with
the school community to follow up their children’s achievement and play their role in the
school development processes. So, our team member tries to solve this problem as in meeting
the preliminary research project requirement for partial fulfillment for the award of degree
of bachelor in computer science and give direction of recommendation.
The identified problems of the existing system can be classified into performance problem,
information problem, economic problem, efficiency problem and.
Performance problem

 Delay time on searching information, because it is manually arranged.

 Difficulty in generating reports.

Information problem

 It takes long time to view the data’s of students and teachers.

 It is difficult for searching the documents.
 It is very difficult to memorize the exact shelf location of documents.
 It is not more enough to exchange information between school members quickly.

Economical problem
 The management is economically affected because it is manual based system. Due
to this it consumes a large space to store all documents; it needs a huge budget to
paper, pen, shelf and other materials.

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 Efficiency problem
 Takes time to find a specific and general information of the teachers and students

1.5. Proposed System Description

The proposed system is the new system which is going to replace the manual or the existing system.
The proposed system is used to provide an efficient management system and to reduce the system
complexity. This can be accomplished by developing an automated system. The proposed system is
mainly deals with the all activities how the administrator, vice director, students, teachers, and record
officer of the school are work in their position. It is the same as with the existing system, but the
proposed system is a solution for existing system. The proposed system must perform all functional
and nonfunctional requirements. The new system is nothing it is an implementation of the manual
system by using new or automated system. It can do the all activities performed under existing system.

This project work tries to fill the gap by automating the various activities at schools. It tries to satisfy
customers need and simplify the works of administrators, record officer and teachers. With an
automated school management system parents can easily interact with the school community to follow
up their children’s achievement and play their role in the school development processes.

 Registering students at every beginning of academic year

 Registering employees

 Generate student transcript.

 Generate student report

 Updating employees and students data.

 Search and insert student mark.

 All learning and teaching process activities are performing under existing system.

1.6. Objectives of the Proposed System

1.6.1. General Objective
The main general objective of this project is to design and implement a Web-based

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 Asella NO.1 secondary school management system.
1.6.2. Specific Objectives
In order to attain the general objective, the following list of specific objectives is set:
 Study the existing system and identifying the problems
 Gather requirements
 Study related works and literatures
 Analysis the requirements
 Keep the overall records associated with property into permanent database
 Solve data security problem
 Deploy the system.
1.7. Functional Requirements
Functional requirements describe the interaction between the system and its environment independent of its
implementation. It describes what the system should do.
The functional requirements of the system are:-
 The system shall register student.
 The system shall register employee.
 The system shall create account
 The system shall register course.
 The system shall accept mark.
 The system shall generate transcript.
 The system shall search, update all the data recorded in the system
 The system shall display data that searched by the user

1.8. Non-Functional Requirement

As the name suggests, non-functional requirements are requirements that are not directly concerned
with the specific functions delivered by the system. These are constraints on the services or functions
offered by the system.
The non-functional requirements of the system are described as follows.
System Security:
 The system follow a role based security which means the access level and privilege for each
users are set by the system administrator.

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  The system has authentication mechanism (username and password) we use hashing algorithm
because: A hashing algorithm takes an input value and transforms it to a fixed-length output
known as a “message digest”, “hash value” or simply a “hash”. Hashing is one way only,
which means that the only way to validate a hashed output is to pass the original value to the
hashing algorithm and compare the results. This makes hashing perfect for storing user
passwords.
Physical Security:
 The server and the other devices in which student record management systems installed
should kept in a secured and air conditioned rooms.
Performance:

 The accuracy and response time of the system should be very fast.

Efficiency:

 The response time should be very small i.e. not more than 5 seconds.

Reusability:
 The data and record that are saved shall be reused if needed that’s stored in backup.

1.9. Scope
This project is delimited School Management System for Asella NO.1 Secondary School. There are
many limitations that the team will encounter while developing the project, so the project team will
probably plan to accomplish at least the following bulleted functionalities that used to manage the
school and allows the administrators to register the daily required information of Students, Teachers
& office staff. School Management System will organize work inside school and the system
boundary including functions like:-

 Insert student’s information such as student name, student number, address etc.

 Insert section’s information such as section name etc.

 Insert marks for each student in each subject he/she has taken.

 Editing student’s information.

 Retrieve any information about students.

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  Preparing both class and exam schedules Methodologies and Tools.

1.9.1. Scope In
Scope In means what a new features that is added to the system. Our proposed system add the
following features
The administrator of the school:
 Create account
 Manages user accounts
 Update user account
 Changes password
 View employee
 View comment
 Delete user
Record officer
 Register students
 Register parents
 Changes password
 View student
 Generate reports
 Generate transcript
 View comment
Teacher
 Enter mark
 View student mark
 Update student mark
 Generate reports
 Change password
 View comment
Director
 Add class room
 Register employees

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  Post vacancy
 Register course
 Assign Room teacher
 Change password
 Add new block
 View students
 Register pass point
 View comment
Students
 View result.
 View comment
Parent
 View student result
 View comment

 Admin can create, delete, and update users.

 Teacher can upload and delete

1.9.2. Scope Out
Our project exclude the following from previous system.

 Paper based mark viewing

 Using excel to calculate student mark

 Storing student, teacher and other users information’s in hard copy format
1.9.3. Feasibility Study
Feasibility studies are an evaluation and analyzing of a proposed project to determine if it (1) is
technically feasible, (2) is economically feasible and (3) is operationally feasible or not.

1.9.3.1. Economic feasibility

This feasibility checks whether the system can be developed with the available funds. Economic
feasibility identifies that whether the new developing system is economically feasible or not.
The proposed system must feasible with the available fund.

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1.9.3.2. Operational feasibility

The new system can provide sufficient service for the students. The system is operationally feasible
as it very easy for the end users to operate it. The system must correct match with the operation
performed in existing system.

1.9.3.3. Technical feasibility

This determines whether the technology needed for the proposed system is available or not. It
concerned with specifying equipment and software that will successfully satisfy the user requirement.
The aspects of this feasibility are operating System compatible.

1.10. Limitation of project

The limitation of this project described as the following:

 The system doesn’t work if there is no electric energy

 Do not sufficiently produce the required reports to parents to view status of their
children in order to facilitate parent’s participation in decision making.

 Do not generate time table for the schools.

 Do not facilitate attendance record keeping by the homeroom teachers.

 The system doesn’t support online test.

 The system does not support online teacher’s evaluating.

1.11. Methodologies and Tools

1.11.1.Methodologies

We are going to do a thorough research and inspection to gather the right amount
of data needed to develop this system either directly from the client or by research
methods. The methodologies some specific methods we will use to collect this
data include:

 Interviewing: This is one of data collection method that enables to gather

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 information from the organization directly in the form of asking question
and getting answers for those questions. So, our team uses this method to
gather information by asking the director, co-director, teachers and students
of the school some basic questions.

 Observation:-This is also another data collecting method. In fact we have

also used this observation method to gather data. This method enables us
observing and understanding how theteaching and learning process is done.
In doing so; we have got some manual material from school

1.11.2.Development Methodology
A system development methodology refers to the framework that had used to structure, plan, and
control the process of developing the system. There are different types of system development
methodologies.
From these we had selected waterfall system development method. Because, Waterfall model is
simple to implement and also the amount of resources required for it are minimal when compared to
the others. In this model, output is generated after each stage, therefore it has high visibility. The
client and project manager gets a feel that there is considerable progress.
The waterfall model serves as a baseline for many other life-cycle models.
 To analyze our project/system we had use UML diagrams and language/model. Such as use
case, sequence diagram, activity diagram
 To design, we had used an object oriented methodology because it was consistent underlying
representation throughout the development process.
 It uses a clear structure.
 The progression of the waterfall model is intuitive
 The waterfall model determines the end goal early.
 The waterfall model keeps a project to a specific timescale.
 The waterfall model keeps a project to a specific timescale.

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  The phases of the waterfall model are predictable and don’t overlap.

Figure 2 Water fall Model

1.11.3. Tools
1.11.3.1. Software Tools

 Wamp/Xampp/MySQL: - to create and design the database which is used to

store theinformation.
 Browsers: -since our system is web based, it’s a very necessary requirement.

 HTML, PHP and CSS: using for static part of the website and for the style of
the website.
 Microsoft Word: - it is very useful because it takes less time to write and format
the text, communicate effectively smart diagram and chart tools, quickly
assemble document. By looking its useful properties we use Microsoft word to
type our project work to get all the above benefits of it.
 Microsoft PowerPoint:-use to present the document in abstract forms. We use
it to present our presentation in short and brief way.
1.11.3.2. Hardware Tools

We have used and are using different hardware tools to develop our project.
 Computer: -computer is a machine capable of doing many things. We use it to
type on itand install all software and programming language.
 Flash Disk and CD Hardware: - used for the movement of data from one
machine to another. We use both of the devices when we move our data from one
machine to another.
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  Stationery: Stationery like paper, pen and so on that were need. All these are
necessary things that we need to do and use.
 Disks (CD, DVD): necessary for the movement of relevant data and for backup
and recovery mechanism.
 Network cable: since our system is web based, it is very necessary requirement.
It also helps us to extract relevant information about our project from internet.

1.12. Significant of the Project

Now a days we are living in an information age, so everything is changed from the manual system
to automated system, which makes everything simple, interactive, time saving and requires less
storage space for allocating resources. The manual system has so many drawbacks like as stated
above. So automating the system has significances like:-
 Improve the capability of the student, and teacher.

 Provide more timely and update information.

 Reduce work load on the employees

 Reduce the costs and time consumption.

 Time consuming activities (tasks) will be reduced.

 Reduce man power & material budget allocations.

 Management: The manager can be easily managing the employees.

 Administrator: Administration can take summary reports whenever they need from the
system.

 Vice director: the director can easily perform school activity like teaching and learning
activities.

 Record Officer: There is no need for the record officer to record student redundantly.

 Student: The student can easily access school information and can easily communicate to
their teachers.

 Teachers: teachers can easily communicate with their student and also with parent.

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  Parents: parents can follow their students activity in the school and check whether
students are attend the class or not.

 Manage school and effective communication between teachers, and students

 Complete automation of all operations

 Centrally stored information with zero redundancy

 Possible best resource optimization and Automated attendance management for teachers

 Better organization of school activities

1.13. Work Plan [Time Table]

Table 1: Work plan time table
Weeks

Activities 1-3 4-6 7-9 10-12 13-14 15-20 21-23

Choosing title

Proposal
preparation

Requirement
Specification

Analysis

Implementation

Design

Testing

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 1.14. Cost
Cost estimation has a great impact for the successful accomplishment of the project. The costs
associated with each items required have been estimated. This will help us to limit the constraints
related to cost while project is conducted. From the beginning up to the end of this project we planned
the following cost list.

Table 2: cost estimation

Type Item Quantity Price per Item Total Item
Pc 2 25000 birr 50000 birr
Hardware
Flash 3 340birr 1020 birr
Print 2 30birr 90 birr
Stationary Pen 2 15birr 30birr
Paper 30 0.75birr 22.5birr
Transportation Transport 10 10 100
Miscellaneous Mobile card 5 10 50
Total 7 24 12,230 51,312.5 birr

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 References
[1]Sally Fincher and Marian Petre, “Computer Science Education Research”, UK, 1993.
[2]. W3C web based programming, accessed on: Nov 11, 2021. [Online].
Available: https://www.atlassian.com/confluence/template
[3]. J. G. Hedberget. al. (1992). Educational information systems: Problems of the small educational
organization. Australian Journal of Educational Technology, 8(2), 132-160
[4]. 2013 heriot–Watt University develop the student record management policy on campus
(Edinburgh, Scottish borders, Orkney, Dubai and Malaysia) students.
[5]. Object-Oriented Analysis and design with applications third edition by Grady Brooch, Robert A.
Maksim chunk.
[6].T. Willis and B. Newsome. Beginning Visual Basic 2005, Wiley Publishing, Inc., 2006.
[7].Asella NO.1 Secondary School Documentation

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