Web University Management System

IT Project Management – 502462-3

ITPMG2:
1. Asayil Mohammed Mutawi – 44003365
2. Sarah Saud Alotaibi – 43921628
3. Renad Saleh Almalki – 43900783
4. Alanoud Saud Alshlawi – 43810210
5. Shahad Metab Algaed – 43906976
The supervisor:
- Dr. Mahmoud Rokaya
Introduction
Today we live in the latest development of technology and information technology, and we
notice the extent of the need for education and the extent of its interest in this development. In
the university educational path, students, university doctors, and academics sometimes
accomplish their tasks manually. In this project, we have developed a "university management
system" to overcome the prevailing problems in the practice of The manual system for some
tasks and the old system. This program is supported to eliminate and in some cases reduce the
inconveniences of the current system. Moreover, this system is designed to meet the specific
needs of the university to carry out operations in a smooth and efficient manner.

This system will be based on web technology so that it can be accessed by the student, doctor,
or administrators. It will make it easier for the student and doctor to communicate and track the
progress of educational activities. Additionally, it will help the university administration control
and manage records and activities in a quick and simple manner.

To use this system, the user does not require formal training. Thus, everything turns out to be
simple to use. A university management system is capable of operating flawlessly. fast and
dependable management system. Instead of concentrating on record keeping, it can assist the
user in focusing on their other activities. As a result, the university will benefit from better
resource management. Every University, no matter how big or small, faces difficulties that must
be managed. Information on undergraduate students, costs, attendance, and courses ect.

Overview
In order to manage university operations and automate some parts of the educational process,
university management software is a sophisticated digital solution that combines various
systems. Although there is not a clear distinction between university management systems,
system functionality can be grouped based on the areas of the workflow that are being targeted.

In this system, the programs were divided into three main programs.

Academic software

Progress monitoring. It helps to monitor the progress of each student from the start of their
academic journey to the degree. It provides access to a student’s grades, the status of assigned
tasks, information on their supervisors and teachers, etc.

Examination management. It allows passing exams remotely using computers or tablets,

provides a tool for monitoring results, and helps create new tests and tasks. The system also
automates the evaluation of the completed tests.

Online Submissions. Allows students to submit and update the status of their works online
without the necessity to visit the university.

Degree management. Automates the degree distribution and keeps track of issued degrees as
well as requested amendments.
HR software

HR software stores information about all employees, their working hours and responsibilities,
on top of that, the software helps to count salaries based on the provided information.

Department Management

Department management software provides a cloud-based hub that stores and helps manage all
required information and makes it available to all departments. As a result, the university
functions seamlessly.

Purpose
We note that the processes and activities face difficulties in dealing with them. We also note
the difficulty of students communicating with the university and tracking their academic work
and tasks. Also, some data is lost and confused, and it is difficult to deal with it manually,
despite the technological development and the spread of e-learning tools and programs. All this
was the main motive for the work of this system in order to automate the processes and activities
of the university administration, simplify the work assigned to it, and reduce the manual work
of the university administration, the student. Attendance and admission, manage university,
student, admission, fee and course details. It manages all the information about the university,
attendance, courses, and colleges. It keeps track of all the details about admission, fees, and the
course.

Scope
It aids in the execution of all ongoing University Management System-related tasks.
Additionally, the management and collection process will be more affordable and efficient. We
have attempted to computerize various University Management System processes as part of our
project, which aims at business process automation.

In this system the person has to fill the various forms & number of copies of the forms can be
easily generated at a time.

This system allows us to print the manifest without having to first create it, which saves us time.

to aid the staff in recording the time spent on each of their assigned work areas.

boost resources' productivity through automation in order to use them more wisely.

Various types of information that can be used for a variety of purposes are generated by the
system.

This system helps students save time and effort to complete procedures and operations.

The system provides students and visitors with information about the university, colleges,
departments, levels, rules followed, and controls taken by the university.
These are important things for a student who needs them before entering university and during
his educational career.

It satisfies the user requirement.

Be easy to understand by the user and operator.

Be easy to operate.

Have a good user interface.

Different groups of people can interact with the system, such as students, doctors, parents,
visitors, etc., according to the powers granted.

Enjoy high privacy and protection.

It is run on computers and mobile devices.

Be expandable.

Delivered on schedule within the budget.

System Requirements
The analysis task is completed by producing the Software Requirements Specification. By
creating a comprehensive information description, a detailed functional and behavioral
description, an indication of performance requirements and design constraints, appropriate
validation criteria, and other data pertinent to requirements, the function and performance
allocated to software as part of system engineering are refined.

The proposed system has some of the following requirements :

Function Requirements
• Information about fresh university enrollment must be stored in the system.
• The internal staff needs assistance from the system to keep track of student information
and locate them in response to various queries.
• System need to maintain quantity record.
• System must preserve the admissions record.
• The database needs to be updated and the record deleted.
• Moreover, the system requires a search area.
• offers search options based on a variety of criteria. including a university.
• Entrance, Course Online attendance information is managed by the university
management system as well. Course information, university.
• It keeps track of all the data about students, attendance, fees, and so forth.
• Organize the student's information
• displays information about the university and its admission.
• It has to do with keeping track of Fees information and transactions.
 • Manage the university's information.
• Improvements in editing, adding, and updating records lead to proper resource
management of university data.
• Integration of all records of Course.

Non-Function Requirements
• Usability
• Reliability
• Performance
• Supportability
• Fault tolerance
• Interface

There should be checks done on the kind of format the inputs are accepted by the
application. There should be a data type check before any insertion into the database.

• Legal

Every software that is developed should be kept in mind that all its functionalities should
be legal and not be counterfeiting any other software. There should also be proper
documentation and registration of the product so that it can safely be legal always.

Project Charter
Project Web University management System

Project Leader/Manager Asayil Mutawi Project Start Date 17 / 10 / 1444

Executive Sponsor Sarah Saud Completion Date 20 / 11 / 1444

Project Scope • This system will manage the business and activities of the university
• This system helps employees reduce the time spent on each of their
assigned work areas.
• This system helps students save time and effort to complete procedures
and operations.
• The system provides students and visitors with information about the
university, colleges, departments, levels, rules and controls adopted by
the university.
• Meets user requirements.
• It will be easy to understand by the user and the operator.
• It will be easy to operate.
• It has a good user interface.
• Different groups of people can interact with the system.
• Enjoy high privacy and security.
• It runs on computers and mobile devices.
• Be expandable.
• It will be delivered on time.
• His budget is good for the operations he performs.
Stakeholders Employees, doctors, students, parents, visitors, alumni.

Team Members with - Executive Sponsor – Sarah Saud: Project sponsor and support.
Roles - Project Lead – Asayil Muatwi: Manage project on day-to-day basis.
- Renad Almalki: System Admin.
- Alanoud Saud: Systems Analyst.
- Shahad Metab: Software engineer.
- Asrar Mohammed: Network and communications engineers.
- Departmental Users: Lend subject matter expertise for data gathering,
analysis, and recommendations, testing, process expertise and content
management.

Risks Possible Risks Include:

• Departmental bandwidth.
• Difficulty communicating with members.
• Constantly changing requirements.
• Risk that affects project schedule or resources.

Constraint • The system is connected to a wireless network and is protected by

encryption.
• The database is password protected.
• Each student must have an individual ID.
• Each user must have a valid user ID and password Only the Manager
can update.
• Each user must have limited access.
• The server must be online 24 hours a day.

Schedule (High Level) Project Management

System Design
System Development
System Testing
Installation
Support Services
 Work Breakdown Structure (WBS)

Table of Activities
Activity Pre Time
A - 152 day
B A 22 day
C A 49 day
D A 33 day
E C,D 31 day
F D 31 day
G E,F 12 day
H G 5 day
I F 9 day
J E 9 day
K B,H,I,J 360 day

Creation CPM and PERT chart:

CPM chart:
PERT chart:

-5
(a) Determining Total Completion Time
(b) Completion Time for Each Activity
(c) Critical Activities Calculation and Time Estimation
Answer:

(a) Total Completion time of project = 609 day

(b)

Activity A = 152 Activity B =174 Activity C =201

Activity D = 185 Activity E =232 Activity F =216

Activity G = 244 Activity H =249 Activity I =255

Activity J = 241 Activity K =609

(b) Critical Path = A>C>E>G>H>K = 152+49 +31+12+5+360 =609

- 6
(a) calculate and state the time for completion on a normal basis.

(b) calculate and state the critical path on this basis, and the cost.

(c) calculate and state the cost of completion in the shortest possible
time.

Answer:
Table of Activities
Activity Pre Time Normal cost Possible Extra cost
completion Time reduction
Time
A - 152 days 10000$ 50 40
B A 22 days 1000$ 10 30
C A 49 days 3000$ 20 100
D A 33 days 1000$ 13 20
E C,D 31 days 1200$ 15 20
F D 31 days 1500$ 15 20
G E,F 12 days 800$ 4 25
H G 5 days 500$ 1 100
I F 9 days 300$ 3 70
J E 9 days 200$ 3 50
K B,H,I,J 360 days 8000$ 120 35
Note the cost of the meeting and work site is $ 5 per day
 (a) the project will require 609 days to complete under the normal situation.

(b) Critical Path Time = A>C>E>G>H>K

The cost on the normal basis is Σ£ (All costs) + 609*5= 27500 +3045=30545$

(c) To find the minimum completion time, we first reconstruct the PERT/CPM network by
crashing all the activities, i.e., using the shortest completion time for each activity.

PERT/CPM

By crashing all the activities, the minimum completion time of the project is found to be 399
days. Money can be saved by allowing the slowing down of those non-critical activities which
are most expensive to speed up.

Non- critical activities Cost to speed

B 30
I 70
J 50
1- The largest for cost is for I so that activity I we let slow down to its normal

2- the second the Activity J 9 days

3- the Activity B 22 days

By crashing all the activities, the minimum completion time of the project is found to be 399
weeks. Money can be saved by allowing the slowing down of those non-critical activities which
are most expensive to speed up.

So, the lowest cost is as follows:

Σ£(All costs)+399*5+(50*40+20*100+13*20+15*20+15*20+4*25+1*100+120*35)

= 27500 +1995+9260=38755$