College Management System

Gujarat Technological University

Chandkheda, Ahemdabad

Sanjaybhai Rajguru College of Engineering

A Report On

College Management System

Under Subject of:
Design Engineering – 1B B.E. II
Semester - V (CSE)

Sr. Name of Student Enrolment No.

1. Ravi K. Zaveri 210360131528

2. Yash Hira ni 210360131527
3. Karan Bhudev 210360131532
4. Chandrika Makwana 210360131514

Prof. Hemali Savaliya

(Faculty Guide)
Prof. C. M. Panchani
(Head of Department)
Academic Year
(2021-2024)

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College Management System

ACKNOWLEDGEMENT

We are thankful to GTU who encourage us to make this type of design activity in the BE
(Computer) from this semester. We are thankful to our college Sanjaybhai Rajguru College
of Engineering (SREZ) for providing a great environment for design engineering work in
the premises.

We thanks to Prof. Jaydeep Ratanpara (Head of Computer Engineering &

Information Technology Department) for his support and instructions related to college
activity & also thankful to our guide “Prof. Hemali Savaliya” for his valuable instructions
throughout the project.

We also thanks to all faculty members of Computer department for their cooperation, new
suggestions and valuable ideas for accomplishment of this work and support during the work.

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College Management System

ABSTRACT

Online College Management System (OCMS) provides a simple interface for maintenance
of student information. It can be used by educational institutes or colleges to maintain
the records of students easily. The creation and management of accurate, up-to-
date information regarding a students’ academic career is critically important in the
university as well as colleges. Student information system deals with all kind of student
details, academic related reports, college details, course details, curriculum, batch details,
placement details and other resource related details too. It will also have faculty details,
batch execution details, students’ details in all aspects, the various academic notifications to
the staff and students updated by the college administration. It also facilitate us explore all
the activities happening in the college, Different reports and Queries can be generated based
on vast options related to students, batch, course, faculty, exams, semesters, certification
and even for the entire college The placement officer is responsible for updating the
placement related information like eligible criteria for a particular company, arriving date
for the company which is coming for recruitment, the list of students who are eligible for
attending the recruitment process. E-Library (also referred to as digital
library) is a special library with a focused collection of digital object.

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College Management System

SANJAYBHAI RAJGURU COLLEGE OF ENGINEERING, RAJKOT

Computer Engineering
2021

Certificate

Date:

This is to certify that the dissertation entitled “College Management System” has been
carried out created by.
Chandrika Makwana (210360131514), under my guidance in
fulfilment of the degree of Bachelor of Engineering in computer (5th Semester) of
Gujarat Technological University, Ahmedabad during the academic year 2021-24.

GUIDED BY H.O.D

Prof. Hemali Savaliya Prof. C. M. Pachani

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College Management System

Table of Content

No. Particular
1 Introduction
1.1 Project Summary
1.1.1 Purpose
1.1.2 Scope
1.1.3 Objective
1.1.4 Technology & Literature
1.2 Project tool
1.3 Main Module of New System
1.4 Literature Review
2 Mind Maping Canvas
3 Empathy Canvas
4 AEIOU Summary Canvas
4.1 Activity Sheet
4.2 Environment Sheet
4.3 Introduction Sheet
4.4 Object Sheet
4.5 User Sheet
5 Ideation Canvas
6 Product Development Canvas
7 Learning need & Matric Canvas
8 Prototype
9 Design Consideration
10 Design Calculation
11 System Analysis
12 Proposed System
13 Simulation & Analysis
14 Conclusion
15 References
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College Management System

LIST OF FIGURES
Fig. No. Figure Description Page No.
1 Mind Mapping Canvas 14
2 Empathy Canvas 15
3 Activities Sheet 16
4 Environment Sheet 17
5 Interaction Sheet 18
6 Object Sheet 19
7 User Sheet 20
8 Ideation Canvas 21
9 Product development Canvas 22
10 Learning needs & matrix Canvas 23
11 Prototype Canvas 24

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College Management System

1) Introduction

The main objective of college management system is to automate all functionalities of a

college or university. Using this system you can manage all college management work like
admission, fees submission, time table management and result declaration. Using this college
management system you can view or update data and information about students and staff
easily. This system helps in managing the activity like student admission, student registration,
and fees submission. Admin can also retrieve information of employee student.

The COLLEGE MANAGEMENT SYSTEM can be used to store student information like
attendance, fees, and student result etc. admin can create report regarding any student any
time using this system. Using this system you can register new student and their course
details. You can submit student’s fees and can check fees details anytime. You can create
exam result and submit in this system. Student can check their result online by logging to the
system. You can also add new employee in the system and can check details of the employee
easily. Student can also check course detail online from this system.

College Management System can store and manage all data of the various departments of a
college like Administration, Attendance, Staff details etc. using this system user can retrieve
any information related to student, teacher and fees. Using this system teacher can check
student attendance anytime. This system also help teacher to announce the result. College
administration can also manage college work easily. Admin can check leave, salary and other
details of teacher any time. They can also create time table of classes from this system. The
Library module is used for the data process of library and book accessing for students and
staffs.

Admin can also generate following reports from this system like

Student Report

Employee Report

Course Detail Report

Fee Detail Report

Generate Pay Slip

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 College Management System

1.1 Project Summary

The main objective of the College Management System is to manage the details of College,
Faculty, Course, Batch, and Session. It manages all the information about College, Student
and Session. The project is totally built at administrative end and thus only the administrator
is guaranteed the access.

1.1.1 Purpose
The college management system helps educational Institutions especially colleges in various
ways, such as storing data, maintain student profiles, analyzing administrative and academic
data, improving communication, and engaging students.

The college administrative system or software is one such advanced technology that is
integrated with all the necessary tools to help students, teachers, parents, and all those who are
connected with the campus. This software is the best way to keep a record of all the students as per
their academic program. This administrative software has become an inevitable part of an
educational institution as it facilitates hassle-free management of the whole administrative process.
Allows keeping relevant information about all the students, guardians, teachers, and staff members so
that it can be accessed by the concerned authority anytime as and when required. By eliminating loads
of manual work and repetitive tasks, the software helps in saving their time, money and resources. It
allows all the members including students, teachers, parents, and staff to stay connected and
enlightened about assorted aspects of an educational institute. It aids in enhancing the standard of an
educational institution by reducing the monotony and difficulty of dealing with routine tasks.

1.1.2 Scope
This project deals with the various functioning in College management process. The main
idea is to implement a proper process to system. In our existing system contains a many
operations registration, student search, fees, attendance, exam records, performance of the
student etc.

1.1.3 Objective
To Store & Maintain all the recorder of faculty and students in one platform it is easy to
manage the details of register students or faculty’s information. We can regular update with
university circulars and college activities.
College Management System
1.1.4 Technology & Literature Review

Technology Used:

Java and MYSQL (Structured Query Language)

JSP (Java Server Page)

Literature Review:

The system provides guidance to the admin to keep track of each student. The admin have the
access to the database of system .In an educational institute management is crucial thing. So
in order to reduce the efforts of staff we are introducing our system. The system comes on
with much functionality like voting event details, feedback, news line etc. It provides an
additional feature newlines that helps the student to get department newlines and reports
(achievements, toppers).It also provides the voting feature so that manual work is reduced.
This system is paperless system. System provides functionality for student to application
where in admin can manage; student can access uploaded notes, course details. Student will
get the event details through sms. Overall manpower and reduces the time required.
 College Management System

1.2 Project Tools

 Software Specification

FRONT AND TOOL Java

SOFTWARE SREZ
DATABASE Java, JSP, MySQL
OPERATING PLATFORM Windows XP & Above
TYPE OF APPLICATION Web Application, Android Application

 Hardware Specification
PROCESSOR Core 5
PROCESSOR SPEED 3.0 GHz
RAM 256 GB RAM
STORAGE 1 TB

1.3 Function and Main Modules of New System

LIST OF MODULES:

The System after careful analysis has been identified to be presented with
the following modules:
 Admin
 Faculty
 Student
 Parents
Admin Module
 Admin can Add, Delete and Register new students & faculties.
 Admin can view add, delete and modify details’ about student, faculties and parents.
 Admin can manage personal information about faculties and student.
 College Management System

Faculty Module
 Faculty can manage Student marks, Attendance, Annual report, History, Submission,
Complain and Overall-progress.

Student Module
 Student can manage their personal details and fees & scholarship process.
 Student can request to admin and faculties for leave application, submission &
Examination problems.
 Student can also see their reminder notice from university faculties and admin.

Parents Module
 Parents can see their children overall progress and activities.
 Parents also see faculty’s details and college activities.

1.4 Literature Review

 Java
Java is a popular programming language, created in 1995.
It is owned by Oracle, and more than 3 billion devices run Java.
It is used for:
Mobile applications (specially Android apps)
Desktop applications
Web applications
Web servers and application servers
Games
Database connection

Why Use Java?

Java works on different platforms (Windows, Mac, Linux, Raspberry Pi, etc.)
It is one of the most popular programming language in the world
It is easy to learn and simple to use.
It is open-source and free.
College Management System

It is secure, fast and powerful

It has a huge community support (tens of millions of developers)
Java is an object oriented language which gives a clear structure to programs and allows
code to be reused; lowering development costs As Java is close to C++ and C#, it makes it
easy for programmers to switch to Java or vice versa.
 Introduction of JSP
It stands for Java Server Pages.
It is a server side technology.
It is used for creating web application.
It is used to create dynamic web content.
In this JSP tags are used to insert JAVA code into HTML pages.
It is an advanced version of Servlet Technology.
It is a Web based technology helps us to create dynamic and platform independent web pages.
In this, Java code can be inserted in HTML/ XML pages or both.
JSP is first converted into servlet by JSP container before processing the client’s request.
JSP pages are more advantageous than Servlet:

 They are easy to maintain.

 No recompilation or redeployment is required.
 JSP has access to entire API of JAVA.
 JSP are extended version of Servlet. Features of JSP

Coding in JSP is easy: - As it is just adding JAVA code to HTML/XML.

Reduction in the length of Code: - In JSP we use action tags, custom tags etc.
Connection to Database is easier: - It is easier to connect website to database and allows
reading or writing data easily to the database.
Make Interactive websites: - In this we can create dynamic web pages which helps user to
interact in real time environment.

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College Management System

Portable, Powerful, flexible and easy to maintain: - as these are browser and server
independent.
No Redeployment and No Re-Compilation:- It is dynamic, secure and platform independent
so no need to re-compilation.
Extension to Servlet:- as it has all features of servlets, implicit objects and custom tags
 Introduction of MySQL
MySQL is an open-source, fast reliable, and flexible relational database management system,
typically used with PHP. This chapter is an introductory chapter about MySQL, what is
MySQL, and the main features of MySQL are described here.

What is MySQL?
MySQL is a database system used for developing web-based software applications.
MySQL used for both small and large applications. MySQL is a relational database
management system (RDBMS).MySQL is fast, reliable, and flexible and easy to use.
MySQL supports standard SQL (Structured Query Language).MySQL is free to
download and use. MySQL was developed by Michael Widenius and David Axmark
in 1994. MySQL is presently developed, distributed, and supported by Oracle Corporation.
MySQL Written in C, C++.

Features
MySQL server design is multi-layered with independent modules.
MySQL is fully multithreaded by using kernel threads. It can handle multiple CPUs if they
are available.
MySQL provides transactional and non-transactional storage engines.
MySQL has a high-speed thread-based memory allocation system.
MySQL supports in-memory heap table.
MySQL handles large databases.
MySQL Server works in client/server or embedded systems.
MySQL Works on many different platforms.
College Management System

2) Mind Mapping Canvas

(Fig 1 Mind Mapping Canvas.)

1) Mind Mapping canvas provide a pictorial represented to our through about particular
project. It uses to illustrate our thought and idea.
2) In above canvas each and every process of college management system has been
expired like job performance by admin, how to register as a user etc.
College Management System

3) Empathy Canvas

(Fig 2 Empathy Mapping Canvas.)

1) Empathy Mapping canvas provide us layout for who is going to use our project.
Where the stakeholder and what are the main activity of the project.
2) It also content the some section like happy story and sad story which will be the
for helpful users to understood and also content the project how it will be
beneficial for them.
College Management System

4) AEIOU Canvas

(Fig 3 Aeiou summary sheet.)

1. AEIOU Sheet describe all information of about our project.it contains five things in a
single sheet. Which are environment, interaction, objects, activities, and user.
2) AEIOU sheet describe the general impression and observation of project in one section
its content some notes which will be helpful to understood project main activities
3) It also content feedback from the users for the betterment of the project.

4.1 Activities section:

The activities sections describe the all activity which were included in the project.

Acivities sections describe the genimpression and Observation of project. Its also describe the
project main area.

4.2 Environment section:

The Environment section describe the environment of our project.it is also describe eco
friendly software design.

The environment section contain all of times of our project cinario.

College Management System

4.3 Interration section:

In the interractions section its name describe the different types of interaction of our project.

In our project we have interaction like use interact with admin user with faculty’s. facult’s
with student, student with admin, parents with college.

4.4 Object sheet:

The object sections describe the object that are involved in our project such as college courses,
computer labs, library department, chemistry lab, faculty’s book record and ect.

The sections also describe how these objects are relating to the activities such as student can
use computers labs for programing, designing, other activities for perform. As we see for
chemistry lab were student can experiment different-different fusion to each other.

And also describe those computer objects which are used for developing the website like
computer and programing lanaugues.

4.5 User Sections:

User section describe that how can user can use this project. Its also describe who will going to
be users.

In this sections one point will explain the activities performed by the users.

Its also gives users feedback, its also gives feedback on our system or application.so we can
change them according user and client needs.

College Management System

College Management System

5. Ideation Canvas

(Fig 8 Ideation Canvas.)

1) Ideation canvas use to display total idea of the project, the ideation canvas describe
activity of people and situation of the areas where they are facing a problems.
2) This canvas is helpful to reach a goal of project and it also helpful to overcome the
problems.
3) Ideation canvas also gives us the idea that which are the project need an improvement.

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College Management System

6. Product Development Canvas

(Fig 9 Product development Canvas.)

1) Product development csnvas as its name suggesggt this canvas explain the
whole development of the project.
2) Purpose: It use to describe the purpose of the project
3) People it use to describe the who will use this project.
4) Product experience: use to describe the experience of the user about the product
5) Product features: use to describe features of the product
6) Component; use tot describe what component are used in this product
7) Customer revalidation: use to describe validation of users
College Management System

7. Learning Need & Matrix Canvas

(Fig 10 Learning need and matrix canvas.)

1) This will help us to identify the learning requirements at early stage along with prioritization of
the specific learning along with define time duration/time allocation for
each learning priority.
College Management System

8. Prototype

1) Prototype sheet describe the users manual of the system.

2) In this sheet we can see the format of the system which type design.
3) This sheet also helps to developer to developing to design of the system.
College Management System

9 DESIGN CONSIDERITIONS FOR DETAIL DESIGN PART

DESIGN FOR PERMOCE,SAFETY AND RELIABILTY:-

PERFOMANCE:-
Think about how you search for things on the Web. How quick are you to close a tab
and go to the next search engine result if a site takes too long to load? Web
performance is user experience.so we will try to make our website user friendly
and set our matrix/algorithm such as they can get fast output.

SAFETY:-
The ideal college ERP software offers different features that will increase child
safety and security during their years. And that makes it more impotant for college
to adopt a college management system because the safety of their student is a
priority of every educational institution.

Individual data of every student is very confidential as it should be. When is stored
on a regular desktop device, there are chance data getting destroyed is the device
gets damage. And if the data is stored manually in stored in a closet, time and
weather might were it out.

Storing student data in secure place is necessary for the student and the college
itself. With college ERP all the data you create and gather is stored in a secure cloud
based server so that is stays protected, and you can access it from any device you
want if you have login credentials. It also keeps your staff and other college related
data secured for future use, so you can rest assured.

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 College Management System

10. DESIGN CALCULATION

 DATA FLOW DIAGRAM

College
Login Management Help
System
Registration Notification

Student Search Performance

Fees Attendance

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College Management System

1st leval DFD- College management system.

11. SYSTEM ANALYSIS:

11.1 Current/Exiting system

First thing in the Analysis model is Study of Existing System, which is available.
Without Study of Existing System Analysis Model cannot proceed.

The current system are has too many things are manually. And for manually things
the data will stored manually in books and college record.

The register of new student details, inquires of parent, student progress, college
recently activity, university’s circulars etc, are stored in college records books.

Another big point is in existing system are is all the details of college only have
admin department. The student and parents doesn’t get any details online or
immediately.

The problem of this system is if any of books or circular’s are misplaced or damaged
then we cannot get recover the data. Because we have not any back up.
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College Management System

In this system only admin department have all the details of college, students,
faculty’s, and about university.

And our systems also provide students, faculty’s, parents also get have all the details
about college and university’s.

11.2 Problem and Weakness of Current System

The rate of data redundancy is high. And the systems gets very hitting.

No security is provided. So anyone can access the data of student and college.

Retrieval of data is time consuming. And not is guaranteed bye programmer.

To operate manual system requires technical expertise on process detail.

Time consumption. This will effect on student and faculty’s at the time of exams and
new admissions.

Editing and maintenance of data is tedious as well as costlier. And take too much
time for getting updating.

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College Management System

12 : Proposed System:

12.1 Objectives of Proposed System

Admin can add new student details and progress report of student regularly.

Faculty can update student’ progress data without rights of admin department.

Admin department also have rights to update faculty’s performance, their salary
update, and experience.

Parent have all the details of their child progress, there activity’s and about college
recently progress or future plan for student.

Due to authentication functions the student, and parent’s have secure their data. And
also get login functionality. So there also can change or edit there login details
suppose user want to change their password so it can be change their password.

Other one can not use college system for which there are not authenticate. They have
only have only rights to visit college site and overview imformation of college and
faculty.

Frequent interactions with students and teachers are considered as the helpful
technique to understand their needs and prohibit teacher-student agitation in college.

Introducing a digital library system will be useful for students to expand their
innovative thoughts.

By arranging group discussions, debate competitions, quiz contests and online

seminars, students will get more interest in education, hence, engage more in the
course of learning.

Give straight to the administrative system with a tech-mediated online services and
observe the visible progress of the college management system.

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College Management System

12.2 Limitation
our system we need high internet and secure environment for using it.

For each user have different- different limitation, like admin have full authorities for system so he
can handle the complete college for better security and maintence.

For faculty’s have permissions for student record, progress of student, parent’s information’s They
can change them as per student progress with the approval with admin.

Students have permissions to upload there work, download them certificate and result from the
system. They can also complaint and gives suggestions about systems and admin or faculty’s.

Parents have permissions to see there children’s report. College activities,unvirsity upcoming
event, and also have permission to contract faculty’s , admin for their children progress update
and college fees system.

12.3 Future Enhancement

 In future we can modify our system according to the admin and students feedback.
 We can also add the offline server system for students.
 We can also give some new feature like admin activity, college Improvement program, and
new courses.

 Online examination module would be introduced to conduct online examination.

 Further, the faculty can upload the videos of their lectures on to this site and students who
had missed those classes can view those videos.

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13. SIMULATION AND ANALYSIS:

Software Modeling:

 Use case diagram:




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Activity Diagram:-




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College Management System

1. 11.ER Diagram:-

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14. Conclusion:-

The project entitled as College Management System is the system that deals with the issues
related to a particular institution. This project is successfully implemented with all the features
mentioned in system requirements specification. Awareness and right information about any
college is essential for both the development of student as well as faculty. So this serves the right
purpose in achieving the desired requirements of both the communities

15. Refrences:-

https://www.google.com/url?sa=t&source=web&rct=j&url=https://www.kvmt.co.in/syllabus/MS_MAIN
%2520(2).docx&ved=2ahUKEwj3z8P9pe73AhXIp
lYBHZWRAmQQFnoECDMQAQ&usg=AOvVaw0fm8pkSxyKiAJpWGYvB88-
https://www.google.com/url?sa=t&source=web&rct=j&url=https://www.ac
ademia.edu/35505439/College_Management_System&ved=2ahUKEwj3z8P
9pe73AhXIplYBHZWRAmQQFnoECAgQAQ&usg=AOvVaw0vYnTxX-
YtGxRyLkycsFGq
 https://www.google.com/url?sa=t&source=web&rct=j&url=http://www.mu engineers.in/computer-
project-list/java-projects-list/college-management-
system&ved=2ahUKEwjZlKG7qO73AhWJEYgKHbwzAhsQFnoECAMQAQ&usg
=AOvVaw1luJCtAMz9ac01x3L1w-zS
https://www.google.com/url?sa=t&source=web&rct=j&url=https://sites.goo
gle.com/site/ignoubcafinalyearprojects/project-report/college-
management-system-project-
report&ved=2ahUKEwjZlKG7qO73AhWJEYgKHbwzAhsQFnoECBwQAQ&usg=
AOvVaw1G2znJsgm6A8u9bggmkeUI
https://www.google.com/url?sa=t&source=web&rct=j&url=https://www.w3
schools.com/java/&ved=2ahUKEwjE-97RqO73AhVQB94KHT9jB-
4QFnoECA4QAQ&usg=AOvVaw18CLQA585MA_K-bbugfzKc