A

PROJECT REPORT
ON
“Student Information Management System”

Submitted in fulfillment for theAward of degree of

Bachelor of Computer Application

2022-2023

Submitted by

Arjun Singh

Submitted to:

Head of Department Project Guide

(Prof.Noopur Goel) (Dr.Sonam Jha)
 PREFACE

This project “Student Information Management System” provides us a simple

interface for maintainance of student information.It can be used by educational
institutes or colleges to maintain the records of students easily. Achieving this
objective is difficult using a manual system as the information is scattered, can be
redundant and collecting relevant information may be very time consuming. All these
problems are solved using this project.

Throughout the project the focus has been on presenting information in an easy and
intelligible manner. The project is very useful for those who want to know about
Student Information Management Systems and want to develop softwares/websites
based on the same concept.

The project provides facilities like online registration and profile creation of students
thus reducing paperwork and automating the record genreration process in an
educational institution.
 ACKNOWLEDGEMENT

We take this opportunity to express our sincere gratitude to all those who helped us in
various capacities in undertaking this project and devising the report.

We are privileged to express our sense of gratitude to our respected teacher

Dr.Sonam Jha whose unparalleled knowledge, moral fiber and judgment along with
his know-how, was an immense support in completing the project.

We are also grateful to Prof.Noopur Goel the Head of Department for the brainwave
and encouragement given.

We take this opportunity also to thank our friends and contemporaries for their co-
operation and compliance.

Arjun Singh
 CERTIFICATE
This is to certify that the project titled

“STUDENT INFORMATION MANAGEMENT SYSTEM”

is a bonafied work carried out by following
Information Technology students:

Arjun Singh

Under our guidance towards the partial fulfillment of the Requirements

for the degree of the Bachelor of Computer Application during the
academic year of 2022-2023

GUIDE HEAD OF DEPARTMENT

(Dr.Sonam Jha) (Prof.Noopur Goel)
 Abstract

Student Information Management System can be used by education

institutes to maintain the records of students easily. Achieving this
objective is difficult using a manual system as the information is scattered,
can be redundant and collecting relevant information may be very time
consuming. All these problems are solved using this project.
 Table of Contents
TITLE PAGE NO

▪ Preface
▪ Acknowledgement
▪ Certificate
▪ Abstract
1 Introduction
1.1 Purpose
1.2 Scope
1.3 Definition,Acronyms and Abbrevations
1.4 Technologies
1.5 Overview

2 Overall Description
2.1 Perspective
2.2 Functions
2.3 User Classes and Characteristics
2.4 Operating Environment
2.5 Constraints
2.6 Use case Model
2.7 Assumption and Dependencies

3 Specific Requirements
3.1 Use Case Reports
3.2 Functional Requirements
3.3 Non Functional Requirement
3.4 Software and Hardware Requirement

4 Design Phase
4.1 Introduction
4.1.1 Scope and Purpose
4.1.2 Overall System Design Objectives
4.1.3 Structure of Design Document
4.2 System Architecture Design
4.2.1 System Architecture
4.3 Data Design
4.3.1 Entity-Relationship Diagram
4.4 Functional Design Description
4.4.1 Data Flow Diagram
4.4.2 Decision Tree
5 Technology Overview
5.1 PHP
5.2 MySQL
5.3 JAVASCRIPT
5.4 HTML
5.5 CSS

6 Limitation
6.1 Future of the Project

7 Conclusion

Scope of the Project

Bibliography
 INTRODUCTION

1.1 Purpose:
The objective of Student information System is to allow the administrator of any
organization to edit and find out the personal details of a student and allows the
student to keep up to date his profile .It’ll also facilitate keeping all the records of
students, such as their id, name, mailing address, phone number, DOB etc. So all the
information about an student will be available in a few seconds. Overall, it’ll make
Student Information Management an easier job for the administrator and the student of
any organization. The main purpose of this SRS document is to illustrate the
requirements of the project Student information System and is intended to help any
organization to maintain and manage its student’s personal data.

1.2 Scope :
Without a Student information System, managing and maintaining the details of the
student is a tedious job for any organization. Student Information system will store all
the details of the students including their background information, educational
qualifications, personal details and all the information related to their resume .

Login module: Login module will help in authentication of user accounts .Users who
have valid login id and password can only login into their respective accounts

Search module: Suppose there are hundreds of students and from this we have to
search a particular student and we know the name of the student .In manual system it
is a tedious task though we know the name of the student, but using this module we
can easily search the student by specifying the name of the student in the search
criteria. Thus this module will help the administrator in searching the student with
various criteria easily.

Registration Module and Account Management: This module will help the student
get registered from anywhere if internet is present .This module will really simplify the
task of on paper registration. Also after successful registration the user can update
information and change their password as and when required.

User Management: This module will help the administrator in enabling/disabling a

user account and updating user information as required. Purpose of project is to
maintain details of the students such as storing information about:
 ▪ Student id

▪ Student password

▪ Student name

▪ Student DOB
▪ Student mailing address

▪ Gender

▪ Registration date

▪ Student status

▪ Contact no

▪ Qualification

▪ City

▪ Resume

▪ Image

1.3 Definitions, Acronyms and Abbreviations :

Personal details: Details of student such as user id, phone number, address, image,
resume, e-mail address etc.

Contact details: Details of contact associated with the student.

SRS: System requirement Specification

WWW: World Wide Web

Administrator: A Login Id representing the user is an administrator & can access all
the records details

1.4 Technologies :
• PHP.

• MYSQL
• JAVASCRIPT

• HTML

• CSS

1.5 Overview:
The rest of this SRS is organized as follows:

Section 2 gives an overall description of the software. It gives what level of proficiency
is expected of the user, some general constraints while making the software.

Section 3 gives specific requirements which the software is expected to deliver. Some
performance requirements and constraints are also given and deal with other Non-
Functional Requirements.

Section 4 deals with External Interface Requirements like Hardware and Software
Interface.
 OVERALL DESCRIPTION
2.1 Perspective:

The website Student Information System is aimed towards recording a considerable

number of student records and needs online assistance for managing records of
students. Website should be user-friendly, ‘quick to learn’ and reliable website for the
above purpose. Student Information System is intended to be a stand-alone product
and should not depend on the availability of other website. The system will also have
an administrator who has full-fledged rights with regards to performing all actions
related to control and management of the website.

2.2 Functions :
There are two different users who will be using this product:

▪ Administrator who can view and edit the details of any students.

▪ Students who can view their details as well as they can edit their
details.

The features that are available to the Administrator are:

▪ An Administrator can login into the system and perform any of the
available operations.

▪ Can enable/disable student.

▪ Can edit student information to the database.

▪ Can make search for a specific student.

▪ Can access all the details of the student.

The features that are available to the student are:

▪ Student can login into the system and can perform any of the
available options.

▪ Can view his/her personal details.

▪ Can edit his/her personal details

▪ Can upload his/her resume.

▪ Can upload his/her image.

2.3 User Classes and Characteristics :

There are mainly two kinds of users for the product. The users include:
▪ Administrator
▪ Student

2.4 Operating Environment :

The product can run on any browser.

2.5 Constraints :
▪ Every user must be comfortable using computer.
▪ All operations are in English so user must have basic knowledge of
English.

2.6 USE CASE MODEL :

 Use Case Model

1. Administrator: Responsible for managing student records.

• Login into the website

• Update student details

• Search student details

• Display student details
• Enable/Disable student

2. Student: Has the access rights to view and edit their personal details.

• Login into the website

• Display student details

• Edit their details

• Upload their images

• Upload their resumes

2.7 Assumptions & dependencies

• Administrator is created in the system already

• Roles and tasks are predefined

 SPECIFIC REQUIREMENTS

3.1 Use Case Reports

1. Administrator: Responsible for managing student details.

Use-case: Login into the website

Goal in context: Gain access to the website

Brief Description: This use case is used when the administrator wants to
access the website to enable/disable/update the personal details of the student.

Preconditions: The Administrator must be logged onto the website in order for
this use case to begin.

Basic Flow:

 The Website prompts the administrator for the user name and password.
 The Administrator enters the user name and password.
 The Website verifies the password and sets the user’s authorization.
 The Administrator is given access to the Website to perform his tasks.

Alternative Flow:

 The administrator enters invalid username and password then he will not be
allowed to enter the website.

Post conditions: The website state is unchanged by this use case.

Use Case : Display student details

Goal in context: View the details of a student

Brief Description: This use case is used when the administrator wants to view
the personal details of the students already existing in the database on the screen
.

Preconditions:

 The Administrator must be logged into the system in order for this use case to
begin

 The details of the student must pre-exist in the database

 The student id must be entered correctly.

Basic Flow:

 The Administrator logs onto the System.

 The Administrator search the student from following keys:-

• Student id

• First/last name

• Registration date

• status
 The System prompts for the student detail from one of the above keys.
 The student details are displayed on the screen.

Alternative Flow:

Student Not Found

If in the Display a student sub-flows, a student with the specified id number

does not exist, The system displays an error message. The Administrator can
then enter a different id number or cancel the operation, at which point the use
case ends.

Post conditions:

The student details are displayed on the screen already existing in the system.
The state of the system remains unchanged.
 Use Case : Edit student details

Goal in context: Edit the details of a student

Brief Description: This use case is used when the administrator wants to edit
the personal details of the himself/herself already existing in the database.

Preconditions:
 The Administrator must be logged into the system in order for this use case to
begin.
 The details of the student must pre-exist in the database

Basic Flow:

 The Administrator logs onto the System.

 The Administrator can edit following keys:-

• First/last name

• Gender

• DOB

• Contact no

• Qualification

• City

• Email1

• Email2

• Address

• Description

 The Website updates the database according to edited details.

 The student details are edited in the database.

Alternative Flow:

There is no alternative flow of this use case diagram.

Post conditions:

The student details get updated in the database.

Use Case Report- Edit student detail into the website

2.Student

Use Case : student registration

Goal in context: Registration of a student

Brief Description: This use case is used when the student register
 himself/herself in the database online.

Preconditions:

 The Student must accessed the website in order for this use case to begin.

 The user id must be unique and entered correctly. Basic Flow:

 The Student enters into the website.

 The student fill his/her details from the following keys:-

• Student id

• password

• First/last name

• Status

• Gender

• DOB

• Contact no

• Qualification

• City

• Email1

• Email2

• Address

• Description

• Resume

• Image

 The System details are added to the database.

 The student details are displayed on the screen.

Alternative Flow:

User ID not unique: if the user id entered is not unique then it will show an error
message.

Post conditions:

The student get registered on the website and to login into that particular the
administrator must enable it.
Use-case: Login into the website

Goal in context: Gain access to the website

Brief Description: This use case is used when the student wants to access the
website

Preconditions:

The Administrator must enabled the particular student onto the website in order
for this use case to begin.

Basic Flow:

 The website prompts the student for the user name and password.

 The Student enters the user name and password.

 The website verifies the password and sets the user’s authorization.

 The Student is given access to the website to perform his tasks.

Alternative Flow:

 The Student enters invalid username and password then he will not be allowed
to enter the website.

Post conditions: The website state is unchanged by this use case

 Use Case : Edit student details

Goal in context: Edit the details of a student

Brief Description: This use case is used when the student wants to edit the
personal details of the himself/herself already existing in the database.

Preconditions:

 The Student must be logged into the system in order for this use case to
begin.

 The details of the student must pre-exist in the database  The student must
be enabled by administrator.

Basic Flow:

 The Student logs onto the System.

 The Student can edit following keys:-

• First/last name

• Gender

• DOB

• Contact no

• Qualification
• City

• Email1

• Email2

• Address

• Description

 The Website updates the database according to edited details.

 The student details are edited in the database.

Alternative Flow:

There is no alternative flow of this use case diagram.

Post conditions:

The student details get updated in the database.

3.2 Functional Requirements :

 The Administrator will be given more powers (enable/disable/ update) than other
users.

 It will be ensured that the information entered is of the correct format. For example
name cannot contain numbers. In case if incorrect form of information is added, the
user will be asked to fill the information again.

 The system can be accessed anytime.

3.3 Non- Functional Requirement :

 1. Performance Requirements:
The proposed system that we are going to develop will be used as the Chief
performance system for providing help to the organization in managing the whole
database of the student studying in the organisation. Therefore, it is expected
that the database would perform functionally all the requirements that are
specified.

2. Safety Requirements:
The database may get crashed at any certain time due to virus or operating
system failure. Therefore, it is required to take the database backup.

3. Security Requirements:
We are going to develop a secured database. There are different categories of
users namely Administartor ,Student who will be viewing either all or some
specific information form the database. Depending upon the category of user the
access rights are decided. It means if the user is an administrator then he can be
able to modify the data, append etc. All other users only have the rights to
retrieve the information about database.

3.4 SOFTWARE and HARDWARE REQUIREMENT

Software Requirements:

 PHP 5.0

 APACHE HTTP Server

 Dreamweaver,FrontPage for Front End Programming

 Microsoft Windows or Linux

Hardware Requirements:

 Intel Pentium IV processor or equivalent or higher

 512 MB Ram or Higher

 20 GB HDD or Higher

 Network Connectivity
 DESIGN PHASE

4.1 Introduction

1.1) Scope and purpose

The purpose of the design phase is to develop a clear understanding of

what the developer want people to gain from his/her project. As you the
developer work on the project, the test for every design decision should be
"Does this feature fulfill the ultimate purpose of the project?" A purpose
statement affects the design process by explaining what the developer
wants the project to do, rather than describing the project itself. The Design
Document will verify that the current design meets all of the explicit
requirements contained in the system model as well as the implicit
requirements desired by the customer.

1.2) Overall System Design Objectives

The overall system design objective is to provide an efficient, modular

design that will reduce the system’s complexity, facilitate change and result
in an easy implementation. This will be accomplished by designing strongly
cohesion system with minimal coupling. In addition, this document will
provide interface design models that are consistent user friendly and will
provide straight forward transition through the various system functions.

1.3) Structure of Design Document

 System Architecture Design – The System architecture section has

detailed diagram of the system, server and client architecture.

 Data Design – The data Design include an ERD as well as Database

design.

 Functional Design Description – This section has the functional

partitioning from the SRS, and goes into great detail to describe each
function.
4.2 System Architecture Design

2.1) System Architecture

The SIMS is a system which contain major part which include: student
Detail, Student image and resume. The user selects one of the available
options as an input to the system. According to the input by the user the
system acts and the rest of the functions are performed accordingly.The
administartor can operate on any student details.But the normal student or
users can only access their details of all the functionalities.
4.3 Data Design

3.1) Entity Relationship Diagram :

4.4 Functional Design Description

4.1) Data Flow Diagram :

4.2 Decision Tree :
 Technology Overview
The technology selected for implementing Student Information Management
System is PHP/MYSQL.Apache is used as the HTTP server.The development was
done in a ‘windows’ environment using adobe dreamweaver CS5.

PHP

PHP is a general-purpose scripting language that is especially suited to serverside

web development where PHP generally runs on a web server.PHP code is
embedded into the HTML source document.Any PHP code in a requested file is
executed by the PHP runtime, usually to create dynamic web page content.It can
also be used for command-line scripting and client-side GUI applications. PHP can
be deployed on many web servers and operating systems, and can be used with
many relational database management systems (RDBMS). It is available free of
charge, and the PHP Group provides the complete source code for users to build,
customize and extend for their own use.

MySQL

MySQL is a relational database management system (RDBMS)[1] that runs as a

server providing multi-user access to a number of databases. MySQL is a popular
choice of database for use in web applications and is an open source product. The
process of setting up a MySQL database varies from host to host, however we will
end up with a database name, a user name and a password. Before using our
database, we must create a table. A table is a section of the database for storing
related information. In a table we will set up the different fields which will be used
in that table. Creating a table in phpMyAdmin is simple, we just type the name,
select the number of fields and click the ‘go’ button. we will then be taken to a
setup screen where you must create the fields for the database.Another way of
creating databases and tables in phpMyAdmin is by executing simple SQL
statements.We have used this method in order to create our database and tables.

JAVASCRIPT

JavaScript is a dynamic computer programming language. It is lightweight and

most commonly used as a part of web pages, whose implementations allow client-
side script to interact with the user and make dynamic pages. It is an interpreted
programming language with object-oriented capabilities. JavaScript was first
known as Live Script, but Netscape changed its name to JavaScript, possibly
because of the excitement being generated by Java. JavaScript made its first
appearance in Netscape 2.0 in 1995 with the name Live Script. The general-
purpose core of the language has been embedded in Netscape, Internet Explorer,
and other web browsers.
HTML

HTML Using Caman JS is extremely simple, but also very flexible. All of the
functionality is accessed by calling the Caman() function stands for Hyper Text
Markup Language. HTML is the standard markup language for creating Web
pages. HTML describes the structure of a Web page. HTML consists of a series of
elements. HTML elements tell the browser how to display the content.

CSS

Cascading Style Sheets (CSS) is a stylesheet language used to describe the

presentation of a document written in HTML or XML (including XML dialects such
as SVG, MathML or XHTML). CSS describes how elements should be rendered on
screen, on paper, in speech, or on other media.
 Limitation
There are several limitations that may be associated with a Student Information
Management System:

Cost: The cost of implementing and maintaining a Student Information Management

System can be a barrier for some institutions, especially those with limited
budgets.

Data security: Protecting sensitive student data is a critical concern for institutions,
and any security breaches can result in serious consequences.

User adoption: Getting buy-in from all stakeholders, including students, teachers,
and administrators, is crucial for the success of a Student Information
Management System. Resistance to change or a lack of understanding of the
system can be a barrier to adoption.

Technical difficulties: Technical difficulties such as software bugs, compatibility

issues, and network outages can disrupt the use of the system and negatively
impact the user experience.

Data accuracy: Ensuring the accuracy of student data is critical for making informed
decisions, but incorrect or outdated information can be a problem. Regular data
audits and processes to update information are necessary to maintain data
accuracy.

Integration with existing systems: Integrating a Student Information Management

System with existing systems and processes can be complex and time-consuming,
and may require significant resources.

These are just a few examples of the limitations that may be associated with a
Student Information Management System. It's important to carefully consider these
limitations and how they may impact the institution before implementing such a
system.

Future Scope of the Project:

There are several potential enhancements that could be made to a Student
Information Management System in the future:

Integration with other systems: Integration with other systems such as an e-

Learning platform, a payment gateway, or a library management system can
improve the overall user experience.

Personalized dashboards: Providing personalized dashboards to students,

 teachers, and administrators, which display relevant information based on their
role and needs, can help streamline the process and make the system more user-
friendly.

Artificial intelligence and machine learning: Implementing AI and ML algorithms

can improve the accuracy and speed of tasks such as grading, course
recommendations, and student performance predictions.

Mobile application: Developing a mobile application for students and teachers to

access the system from their mobile devices can make it more accessible and
convenient to use.

Real-time reporting and analytics: Adding real-time reporting and analytics

capabilities can help institutions make informed decisions based on up-to-date
information.

Automated communication and notifications: Implementing automated

communication and notifications for tasks such as attendance tracking, assignment
submissions, and grades can help improve efficiency and reduce the workload for
teachers and administrators.

These are just a few examples of potential enhancements for a Student

Information Management System. The specific enhancements that would be most
useful for a given institution will depend on its unique needs and goals.
 Conclusion

A Student Management System is a software application for educational institutions to

manage student data. It can automate various tasks such as student registration,
course enrollment, grade tracking, and financial aid processing. This system can
improve the efficiency and accuracy of administrative processes, as well as provide
stakeholders with access to valuable information for decision-making. However, it's
important to choose a system that meets the specific needs and budget of the
institution, and to properly train staff on its use to ensure its effectiveness.
 SCOPE OF THE PROJECT
 The Student Information Management System(SIMS) can be enhanced to
include some other functionality like marks,attendance management.

 Talent management of students based on their performance evaluation can be

added.

 Social networking can also be added wherein students can interact with each
other.

 Online class functionality can be added.

 Can evolve as an online institution.

 Functionality of chat and messages can be added.

 Online exam functionality can be added.

 Online resume builder functionality can also be added

 Bibliography
• PHP book by Vasvani (TMH publications).

• Beginning PHP5 by WROX.

• www.google.com.

• www.wikipedia.com

• www.w3schools.com

• Informatics practices by Sumita Arora.

• Head First PHP & MySQL by Lynn Beighley and Michael Morrison(O’Reilly)