SCHOOL MANAGEMENT SYSTEM
Project work submitted to the Kathmandu College
Of Central State in partial fulfillment of the
requirements for the award of
HIGHER SECONDARY – SECOND YEAR
Submitted by
SACHIN.G
Reg No:
Under the guidance of
MR. PRASANNA SHIWAKOTI,BSC
COMPUTER SCIENCE
Kalimati, Soltimode, Kathmandu
2023-2024
1|Page
CERTIFICATE
This is to certify that the project work was done under the guidance
and this work entitled as “SCHOOL MANAGEMENT SYSTEM”
submitted by SACHIN.G to Kathmandu College of Central State,high
School in partial fulfillment of the requirements for the award of
Higher Secondary- Second year during the year 2023-2024. Also
certified that this work has not been submitted in full or in part to
this school or any other institution.
PRINCIPAL GUIDE
Mr. Manoj Kumar Thapa Magar Mr.Prasanna Shiwakoti
MBA, Chairperson & Principal Master degree,BSC
Kathmandu College of Kathmandu College of
Central State , Kalimati Central State, kalimati
Soltimode Soltimode
EXTERNAL EXAMINER
2|Page
DECLARATION
I hereby declare that the dissertation entitled
“SCHOOL
MANAGEMENT SYSTEM” is an original work done by me and
that it has not previously formed the basis for the award of
any higher degrees.
Place: KATHMANDU COLLEGE OF CENTRAL STATE
Date:
SACHIN GUPTA
3|Page
ACKNOWLEDGEMENT
I express my deepest sense of gratitude to
Mr. PRASANNA SHIWAKOTI,BSC, Guide, for her valuable
guidance and for her constant encouragement with timely
advice throughout this project work.
I wish to express my sincere thanks to
Mr.Manoj Kumar Thapa Magar , MBA,Principal, Kathmandu
College of Central State, Soltimode for his kind
encouragement in completing this project work.
I also extend my sincere thanks to the faculty
members of this institution for their whole hearted
support for this project work.
I wish to thank my parents, friends and well
wishers for their timely help to complete this project.
I thank NEB for providing me with an opportunity to
undertake this project.
Finally I thank the almighty, the beloved who
lit education in my life.
4|Page
CONTENTS
5|Page
School management system will be responsible for performing various actions
such as maintaining and managing student records, managing admission
details and setting admission criteria for admission into various stream for
particular classes, managing users who are working within the school,
preparing time tables and routines for the studying students and teachers,
providing online assistance help for the studying students, keeping parents
records and health records of students for future references. All these tasks
can be achieved easily through this new school management system. As
system has been developed by divining into several modules so maintenance
work can be easily carried out without the need of technical assistance.
To work with this system each users will have its unique id and password
through which they access this particular system. To manage and integrate
various modules and to eliminate the concept of data redundancy each
modules will have data sharing property with other modules as and when
required. For each module there will be unique for each of their members such
as family details of a particular students, student records, staff members
details, student class relationship, teacher, class and student relationship etc.
The main reason for providing unique id for each member of a particular
module is to developed a medium of fast identification to make our
coding
more optimized for better performance.
8|Page
INTRODUCTION
9|Page
Introduction :
Background Education system forms the backbone of every
nation. And hence it is important to provide a strong
educational foundation to the young generation to ensure the
development of open-minded global 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 and secondary schools. In order to facilitate and
simplify these actions one of the major tool is to have
automated school management system. School Management
System(SMS) consists of tasks such as registering students,
10 | P a g e
attendance record keeping to control absentees, producing
report cards, producing official transcript, preparing timetable
and producing different reports for teachers, parents, officials
from kebele or kefle ketema education bureaus and other
stakeholders. Automation is the utilization of technology to
replace human with a machine that can perform more quickly
and more continuously. By automating SMS documents that
took up many large storage rooms can be stored on few disks.
Transcript images can be annotated. It reduces the time to
retrieve old transcripts from hours to seconds. However, the
school system in the government schools of Addis Ababa is not
automated and the record officers generate transcripts and
reports manually and the school administrators use their
experienced knowledge of miss and hit approaches to prepare
timetables
11 | P a g e
SYSTEM
ENVIRONMENT
12 | P a g e
SYSTEM ENVIRONMENT
2.1 HARDWARE SPECIFICATION
System : Pentium(R) Dual-core CPU E5700
3.00GHz
Ram : 1.00 GB
System Type : 32 bit operating system
2.2 SOFTWARE SPECIFICATION
Operating System : Windows 7
Coding Language : C++
13 | P a g e
STUDY AND ANALYSIS OF SCHOOL
MANAGEMENT SYSTEM
28 | P a g e
System Analysis In this chapter the functional and
non- functional requirements of the system are described
and modeled using UML models.
1 Functional Requirements The functional requirements of
the system are: • register a student, • record attendance of
students, • generate various reports, • generate timetable.
2 Non Functional Requirements Security requirements are
important factors in this system as classified data will be
stored in the database. User validation will be done
during login to insure that the user is valid and that the
user only has access to his or her permission data.
General users will only have access through the user
interface. The system will have consistent interface formats
and button sets for all forms in the application, will have a
form based interface for all data entry and viewing formats,
and will generate reports that are formatted in a table and
that should look like the existing manual report formats
for user friendliness. The system will be easily maintained
by the developer or other authorized trained person and
it shall respond as fast as possible in generating report and
producing the timetable. -
12 - 4.3 Analysis Model To produce a model of the
system which is correct, complete and consistent we
need to construct the analysis model which focuses on
structuring and formalizing the requirements of the
system. Analysis model contains three models: functional,
object and dynamic
models. The functional model can be described by use
case
29 | P a g e
diagrams. Class diagrams describe the object model. Dynamic
model can also be described in terms of sequence, state
chart and activity diagrams. For the purpose of this
project we have described the analysis model in terms
of the functional model and dynamic models using use
case and sequence diagrams.
Existing System:
Under the existing system there was no any medium to make direct
communication between parents and administration. To
inform about status and study reports to particular parents of a
particular student, administration have to write letter to make
them inform. Students have to check their notice board to get
information about details about their routine, exam time tables,
about their results and marks scored in particular exam subject
wise. Working employees and staff members have to visit their
bank to check their payment confirmation monthly.
Proposed System:
Through this new school management system all the work has been
made automated and replacing the process manual work load.
Through this new system, all working employees will able to
check their payment status and total number of working days or we
can say their attendance and deduction made from their salary and
for what purpose.
Students will able to check their results, time tables and routines by
going through their student dashboard. Administration will able
to
30 | P a g e
send direct messages to the parent’s inbox by using their id and
parents will check those messages and apply directly to them. This
system will able to display notices and news or events which is going
to be held in their campus.
System Design In the previous chapter we have identified the
functional and non-functional requirements of the system
and produced the analysis model. The following
are discussed in this chapter: design goals, system
architecture, system decomposition, deployment and
database design
Design Goals Design goals describe the qualities of
the system that developers should optimize. Such goals
are normally derived from the non-functional
requirements of the system. Design goals are grouped
into five categories. These are • Performance •
Dependability • Maintenance • End User Criteria
Performance Criteria The part of the system to be used
for the record office should have a fast response time (real
time) with maximum throughput. Furthermore, the system
should not be taking up too much space in memory. The
record officer has chosen fast response time over
throughput and hence the system should try to be more
interactive. In the case of the timetabling subsystem, the
system should be more reliable in order to satisfy the
constraints than fast
response time
31 | P a g e
Dependability The school needs the system to be highly
dependable as it is expected to be used by
nonIT professionals. The system should be robust and
fault tolerant. Furthermore, as the system is handling
sensitive data of the school, high emphasis should be
given with regards to security, as there are subsystems to
be accessed through web.
Maintenance The system should be easily extensible to
add new functionalities at a later stage. It should also be
easily modifiable to make changes to the
features and functionalities
End User Criteria Usability: Usability is the extent to which a
product can be used by specified users to achieve
specified goals with effectiveness, efficiency and
satisfaction in a specified context of use. From the end
users’ perspective the system should be designed in such a
way that it is easy to learn and use, efficient and having
few errors if any. Trade- off is inevitable in trying to achieve a
particular design goal. One best case is the issue of security
versus response time. Checking User-Id and Password
before a member can enter to the SMS creates response
time problem/overhead. The other case is the issue of
response time versus quality. There is some amount of time
taken by the system to generate the timetable. So the user
has to wait a little after telling the system to generate
the timetable and getting the result to
get a quality timetable. –
32 | P a g e
Architecture of the System The proposed system is expected
to replace the existing manual system by an automated
system in all facets. It is mainly based on the system Analysis
document (chapter 4). The architecture used for the system is
a 3 tier Client/Server Architecture where a client can use
Internet browsers to access the online report provided by the
system within the local area network of the school or
any where using the Internet.
. The data tier maintains the applications data such
as student data, teacher data, timetable data etc. It stores
these data in a relational database management system
(RDBMS). The middle tier (web/application server)
implements the business logic, controller logic and
presentation logic to control the interaction between the
application’s clients and data. The controller logic processes
client requests such as requests to view student’s result, to
record attendance or to retrieve data from the database.
Business rules enforced by the business logic dictate how
clients can and cannot access application data and how
applications process data. A web server is a program that
runs on a network server (computer) to respond to HTTP
requests. The most commonly used web servers are Internet
Information Server (IIS) and Apache. The web server used in
this system is IIS. HTTP is used to transfer data across an
Intranet or the Internet. It is the standard protocol for
moving data across the internet. The client tier is the
applications user interface containing data entry forms
and client side applications. It displays data to the user. Users
33 | P a g e
interact directly with the application through user interface.
The client tier interacts with the web/application server
to make requests and to retrieve data from the database.
It then displays to the user the data retrieved from the server
Persistent Data Management
Persistent data management deals with how the
persistent data (file, database, etc) are stored and
managed and it outlives a single execution of the system.
Information related to student basic information, student’s
attendance and grade mark, the timetable produced and
other related information are persistent data and hence
stored on a database management system. This allows
all the programs that operate on the SMS data to do
consistently. Moreover, storing data in a database enables
the system to perform complex queries on a large data
set The schools register students every year in
thousands per grade level. For complex queries over
attributes and large dataset Microsoft SQL Server is
implemented, which is a Relational Database
Management System.
34 | P a g e
CONCLUSION
Conclusion In this project, we developed an
automated school management system that facilitates
the various activities taking place at schools. The system
developed in the project consists of windows and web
applications. These are two different applications on the
same database. The windows application takes most of
the activities such as offline student registering,
transcript and report card generation and producing the
timetable. The web application facilitates attendance
recording by the homeroom teachers and to view reports,
to view status of students by students, teachers and
parents. Our solution of the timetabling problem is
very simple. Data structures are used to implement
the timetable designed. The scheduler selects a subject-
teacher from the database, retrieves all the classes
assigned to the teacher, calculates the load of the
teacher which cannot be greater than the maximum load and
selects one of the days randomly based on the number of
lessons of the subject, searches a free appropriate time slot
and assigns the slot to the lesson. The scheduler repeats the
process until the load of the teacher becomes zero and all the
teachers in the database are visited. Finally the result
generated is stored in a database. The prototype has been
tested with data from Kokebe Tsebah Secondary School. It
has been shown that the system effectively registers
students along with parental information, easily retrieves
information about a student and generates the required
reports such as transcript, report card
and timetable. In addition to generating a feasible master
44 | P a g e
timetable it produces a timetable for each teacher.
Further more it has been shown that the web application
of the system helps attendance recording by the
homeroom teacher and parents can view the status of
their children using the Internet or Intranet of the school.
As education is central to development there should be
a good facility to make stakeholders participate in
school improvement programs and decision making.
Parents and Education Bureaus from Kebele and Kifle-ketema
are among the stake holders. To facilitate easy
information access to such bodies the web application
could be further enhanced by incorporating additional
reports required by Kebele and Kifle-ketema Education
Bureaus. Such facilities will increase participants in
decision making at educational activities and students
achievement. We also believe that timetables should
be flexible. In real world situations there are
preferences. A restriction of the sort that every teacher
should have some specific free periods or some part of days
off requires an efficient search technique. Efficiency of
the timetable could be further enhanced by improving the
search technique so that such constraints as preferences
could be
taken into consideration.
45 | P a g e
SOURCE CODE
48 | P a g e
OUTPUT
