ACKNOWLEDGEMENT

We would like to express our sincere gratitude to Prof. Abhisek Roy of the Department of
Computer Science & Engineering, whose role as project guide was invaluable for the project. We
are extremely thankful for the keen interest he took in advising us, for the books and reference
materials provided for the moral support extended to us.

Last but not the least we convey our gratitude to all the teachers for providing us the technical
skill that will always remain as our asset and to all non-teaching staff for the cordial support they
offered.

Place: Techno International New Town

Date: _ _ _ _ _ _ _ _ _ _

Shibam Mandal
Roll no - 18700121163

Paramita Sen
Roll no - 18700121131

Arnab Samanta
Roll no - 18700121174

Aditya Banerjee
Roll no - 18700121175

Department of Computer Science & Engineering,

Techno International New Town
Kolkata – 700 156
West Bengal, India.
 Approval

This is to certify that the project report entitled “Student Record Management” prepared under my
supervision by Shibam Mandal (18700121163), Paramita Sen (18700121131), Arnab Samanta
(18700121174) & Aditya Banerjee (18700121175), be accepted in partial fulfillment for the degree
of Bachelor of Technology in Computer Science & Engineering which is affiliated to Maulana Abul Kalam
Azad University of Technology, West Bengal (Formerly known as West Bengal University of Technology).

It is to be understood that by this approval, the undersigned does not necessarily endorse or
approve any statement made, opinion expressed or conclusion drawn thereof, but approves the
report only for the purpose for which it has been submitted.

…………………………………………
Prof. Abhisek Roy

………………………………………….
Dr. Swagata Paul,
HOD, Computer Science & Engineering,
Techno International New Town
 Abstract

The Student Record Management System is a project aimed at developing a computerized

platform to maintain detailed information about students in an institution. This system
includes features that are often missing in traditional record management systems, such as a
student login.
With the student login, users can access their personal details by entering their unique entry
ID and password. Additionally, the system provides an Admin login that allows
administrators to oversee the entire system. Administrators can generate various reports,
including student records, grade reports, and course details.
Overall, this project is designed to assist both students and academic staff in maintaining
records more efficiently, reducing the reliance on manual processes, and ensuring data
accuracy.
 CONTENTS

1. Introduction
1.1. Aim
1.2. Scope
2. Objective of the project
3. Problem Description
4. The overall Description
4.1. Product prospective
4.2. Product Function
4.3. Constraints
4.4. Assumption and Dependencies
5. System Analysis
5.1. Introduction
5.2. Existing System
5.3. Proposed System
6. Feasibility Analysis
6.1. Feasibility Study
6.1.1. Technical Feasibility
6.1.2. Economical Feasibility
6.1.3. Operational Feasibility
7. Requirement Specification
7.1. Hardware Requirements
7.2. Software Requirement
7.3. Functional Requirement
7.4. Use case Diagram
7.5. Nonfunctional Requirement
7.5.1. Performance
7.5.2. Reliability
7.5.3. Availability
7.5.4. Security
 7.5.5. Maintainability
7.5.6. Portability
7.6. Design Constraint
8. Design
8.1. DFD
8.2. ER Diagram
8.3. Sequence Diagram
8.4. Activity Diagram
9. Testing and Debugging
9.1. Introduction
9.2. Testing Methodology
9.3. Unit Testing
9.4. System Testing
9.5. Performance Testing
10. System Maintenance
11. Future Scope of The Project
12. Conclusion
13. Bibliograph
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LIST OF FIGURES

1. 7.4 Use case Diagram..................................................................................Page No. 7

2. 8.1.1 Context Level Diagram…………………………………………… Page No. 10
3. 8.1.2 First Level DFD …………………………………………………... Page No. 10
4. 8.1.3 Second Level DFD ………………………………………………... Page No. 11
5. 8.2 Entity Relationship Diagram ………………………………………. Page No. 12
6. 8.3 Sequence Diagram ………………………………………………….. Page No. 12
7. 8.4 Activity Diagram ……………………………………………………. Page No. 13
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1. INTRODUCTION

The Student Record Management System provides an efficient environment for managing all
student records within an institution through an automated, computerized process. Traditionally,
such systems relied on manual methods involving papers, files, and binders.

This system saves time for both students and administrators by streamlining processes such as
student registration, displaying student details, adding courses, maintaining grade records, and
more. It significantly reduces the cost and workforce required for these tasks while ensuring ease
of use and quick updates.

The project aims to enhance user-friendliness by simplifying activities like record updates,
maintenance, and searching. These actions can be performed using the student’s ID and
password, with all details being automatically generated and updated in the master file. This
ensures the records remain accurate and up to date at all times.

1.1 Aim:

The primary aim of developing a web-based Student Record Management System is to digitize the
traditional methods of maintaining student records. This system also simplifies the process of
generating reports for administrators. Additionally, students can conveniently access their
personal details, such as grades, marks, by using their unique ID and password.

1.2 Scope:

The scope of this project is currently limited to the system in which the software is installed,
functioning as a website specifically designed for a single institution. However, the project has
the potential to be expanded and modified for online operation after being hosted, enabling
broader accessibility.

2. OBJECTIVE OF THE PROJECT:

The primary objective of the Student Record Management System is to utilize computer
technology to maintain accurate and up-to-date information about individual students within an
educational institution. This system is designed to simplify the activities, systems, and processes
involved in managing student records, ensuring efficiency and accuracy.

Key Objectives:

 Maintain Record Quality: Ensure the quality and consistency of student records,
minimizing errors and redundancies.
 Simplify Processes: Streamline record-keeping activities, making it easier to manage and
update data.
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 User Accessibility: Provide facilities for both students and administrators, enabling
students to access their details (e.g., grades, marks, and courses) and administrators to
manage and generate reports with ease.
 Operational Efficiency: Fulfill nearly all process requirements of educational
institutions, reducing the time, cost, and manpower needed for record maintenance.
 User-Friendly Interface: Design a system that is intuitive and easy to use, requiring no
prior knowledge for students to operate.
 Future Upgradability: Ensure the system is scalable and capable of being upgraded
without affecting existing components.

Additional Features:

This system includes advanced features to modernize and computerize the student record
management process. It is tailored to meet the operational needs of educational institutions while
being flexible and user-friendly for both students and staff.

3. PROBLEM DESCRIPTION

The Student Record Management System is designed to efficiently manage and maintain detailed
information about all students in an institution. This system allows students to log in using their
unique ID and password, providing access to view their grades, marks, and subjects
conveniently.

The goal of this project is to develop a system where students can easily register and access their
academic records, such as marks, grades, and course details. By using a unique ID and password,
students can securely maintain and access their records, reducing the need for manual
intervention and paperwork.

This documentation outlines the specifications and functionality of the system, focusing on
providing a streamlined and user-friendly interface for students and administrators.

4. THE OVERALL DESCRIPTION

4.1 Product Perspective:

The Student Record Management System is an independent product designed to automate various
tasks associated with managing student information. It improves organization, enhances
performance, and ensures the smooth operation of processes in educational institutions by
efficiently handling and storing student records.

4.2 Product Function:

The system provides two types of access:

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1. Administrator
o Administrators can manage student details, add new students, assign unique
registration IDs, and allocate courses.
o They have the ability to update their own profiles and provide assistance or help
to users.
o They can also add, delete, or modify information stored in the database.
2. User (Student)
o Students can log in using their unique ID and password to view their profiles,
marks, grades, and assigned courses.

4.2.1 User Characteristics:

This software is designed for two categories of users:

 Administrator: Full access to the system, including the ability to manage and update
records.
 Authorized User (Student): Limited access to view personal records.

4.3 Constraints:

 The interface is available only in English; no other language options are provided.
 Users can only log in with assigned credentials; no guest access is available.

4.4 Assumptions and Dependencies:

 It is assumed that office personnel will perform data entry based on accurate information
obtained from forms and registers.
 The system is expected to operate within a college's Local Area Network (LAN).
 Administrators must exercise caution when modifying or deleting records to prevent
database inconsistencies.
 End users (students and administrators) are expected to have a basic level of computer
knowledge, such as the ability to point and click.

5. SYSTEM ANALYSIS

5.1 Introduction:

Analysis refers to breaking down a system into smaller components to understand its nature,
functions, and structure. Design involves creating preliminary sketches, patterns, or outlines to
plan and organize a system. Together, System Analysis and Design is a set of techniques and
processes used to study and improve systems. It encompasses tasks such as:

 Understanding the application

 Planning and scheduling
 Developing candidate solutions
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 Performing trade studies and cost-benefit analyses

 Recommending alternatives
 Supervising, installing, and maintaining the system

This project manages the analysis and design of a Student Record Management System by
automating manual processes. It includes designing student entry forms, viewing details like
marks and grades, and creating reports. The system helps calculate grades, check eligibility for
examinations, and generate flexible reports for all students, reducing errors and improving
efficiency.

5.2 Existing System:

In the current system, all record management tasks are performed manually. Records are stored in
registers, making it time-consuming and inefficient to retrieve or analyze data. Reports are
generated only at the end of sessions due to the manual nature of the process.

5.2.1 Disadvantages of the Existing System:

1. Not User-Friendly: Data retrieval is slow, and record management is inefficient.

2. Difficulty in Report Generation: Generating reports is time-consuming and typically
done only at the end of the session. Students don’t get opportunities to improve their
marks or grades during the session.
3. Manual Control: All processes are manual, increasing the likelihood of losing important
records.
4. Excessive Paperwork: Managing records requires significant paperwork. The loss of a
single register or document can lead to major complications.
5. Time-Consuming: Manual processes take considerable time, making it impossible to
generate reports on demand.

5.3 Proposed System:

The proposed system addresses the drawbacks of the existing manual system by automating record
management tasks. It aims to reduce paperwork, save time, and generate accurate results
efficiently. The system provides an intuitive user interface and streamlines the management of
student records.

5.3.1 Advantages of the Proposed System:

 Ease of Use: The system is user-friendly and simple to operate.

 Speed: Records can be stored and retrieved quickly.
 Reliability: The system ensures accurate and consistent results.
 Efficient Reporting: Generates detailed and precise reports on demand.
 Better User Interface: The system is designed for ease of navigation and enhanced user
experience.
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6. FEASIBILITY ANALYSIS

A feasibility analysis is conducted to test the system proposal's practicality, its impact on the
organization, its ability to meet user requirements, and its efficient use of resources. Based on the
initial investigation, a more detailed feasibility study was carried out.

Key Activities During Feasibility Study:

1. Evaluation of Existing Systems and Procedures: Information was gathered by

consulting various administrative professionals about the software systems they currently
use. These systems and their procedures were thoroughly evaluated during the feasibility
study.
2. Analysis of Alternative Systems: After studying existing systems, multiple alternative
approaches for developing the project were identified. These alternatives were evaluated,
and the most suitable option was selected for implementation.

6.1 Feasibility Study:

The proposed system offers several tangible and intangible benefits:

 Tangible Benefits: A significant reduction in paperwork, leading to lower costs

associated with stationery and storage.
 Intangible Benefits: Enhanced user-friendliness, better user interaction, and increased
operational efficiency.

6.1.1 Technical Feasibility:

The proposed system is technically feasible and can be easily developed using available
technologies. It requires:

 HTML, CSS are utilized to implement the frontend.

 The backend is implemented using MYSQL which is used to design the database along
with PHP.

6.1.2 Economic Feasibility:

The system is cost-effective from the perspective of educational institutions, as it eliminates

paperwork completely, reducing expenses on stationery and storage. The automation also
decreases the cost of manual operations.

6.1.3 Operational Feasibility:

The proposed system is highly user-friendly and simplifies interaction. Users can readily adapt to the
system since it streamlines tasks such as data entry and report generation, making operations
faster and more efficient.
 Page |7

7. REQUIREMENT SPECIFICATION

7.1 Hardware Requirements:

 RAM: 4 GB
 Hard Disk: 256 GB
 Processor: Intel Core i3 or i5

7.2 Software Requirements:

 Operating System: Windows 7/8/10 or Linux

 Database: MySQL

7.3 Functional Requirements:

The Record Management System includes the following key functionalities:

1. Easily Access Student Records: The system allows users to access student
records efficiently and securely.
2. Quickly Generate Detailed Reports: Administrators can produce detailed reports on
student performance, grades, and course details with ease.

7.4 Use case Diagram:

 Page |8

7.5 Non-Functional Requirements

7.5.1 Performance
The system ensures easy tracking and updating of student records. Performance-related
characteristics of the system are categorized as follows:
1. Static Requirements
These requirements do not impose constraints on the system's execution characteristics:
Functionalities:
 Delete Student
 View Details
 Update Details
 Generate Report
 Exit

2. Dynamic Requirements
These requirements specify constraints on the system's execution characteristics, such as
response time and throughput. Although these factors are not critical for the proposed software, it
is essential to ensure high response time and quick, accurate transaction handling.
7.5.2 Reliability
The system relies on a centralized database. It will not function if the college LAN fails or if the
server experiences hardware or software failures.
7.5.3 Availability
The software is accessible only to authorized users, such as administrators and students.
Administrators can add or update student records, marks, and generate reports, while students
can view their details and marks.
7.5.4 Security
The system prioritizes security and restricts access to authorized users. Only the administrator
can assign permissions, such as adding new students or generating passwords. Authorized users
can access the system using valid user IDs and passwords.
7.5.5 Maintainability
The system ensures data reliability with regular database backups.
7.5.6 Portability
The software is a Windows-based application built using HTML, CSS,and MySQL, making it
platform-independent and compatible with any operating system.
 Page |9

7.6 Design Constraints

The software is designed with the following constraints:
Security: The login form prevents unauthorized access. Only authorized operators have the rights
to modify the system based on requirements.
Reliability and Fault Tolerance: The system is designed to handle invalid inputs and includes
backup features to prevent data loss.
Developer Knowledge: Users responsible for maintaining or modifying the software must have a
good understanding of the programming languages used in its development.
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9.3 Unit Testing

Unit testing focuses on verifying individual components or modules of the software. This
method is white-box oriented, meaning it tests the internal logic of the code.

In the Student Record Management System, unit testing was performed for each module by
providing correct manual inputs to the system. These inputs were stored in the database and
retrieved to ensure functionality. If a module encounters an error during input or output handling,
error handlers will provide feedback on the type of error encountered.

9.4 System Testing

System testing involves a series of comprehensive tests designed to evaluate the entire computer-
based system.

For this project:

 All modules were tested to ensure they produced the correct outputs based on specified
inputs.
 Changes to input values were validated to ensure accurate updates throughout the system.

System testing ensures that all modules work together seamlessly and meet the specified
requirements.

9.5 Performance Testing

Performance testing evaluates the runtime efficiency of the software within an integrated system.
This type of testing occurs at every stage of the testing process. Even at the unit level, the
performance of individual modules is assessed using white-box tests.

For the Student Record Management System:

 The system efficiently reduces the size of student record tables and generates reports
quickly.
 Results are produced within milliseconds when correct data is entered.
 The software uses minimal memory and prevents unauthorized access to other applications.
 Access permissions are managed securely, requiring explicit user authorization for
integration with other applications.
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10. SYSTEM MAINTENANCE

Software Maintenance: Software maintenance is not limited to finding and correcting errors. It also
involves accommodating changes in the environment that may affect the computer or other
components of the system. This activity is commonly referred to as maintenance.

Software maintenance includes:

 Enhancing system functionality to meet evolving requirements.

 Correcting faults that arise during the operation of the new system.

Maintenance often requires significant involvement from the computer department, as it adapts
existing systems to a changing environment.

Backup and Recovery: To ensure the safety and reliability of the system:

 Complete backups of the database files are regularly taken and stored on secondary
storage devices such as flash drives, pen drives, or disks.
 In the event of a system failure or breakdown, the stored backups allow the database to be
restored promptly.

Efficient Data Storage: Storing data on separate secondary devices helps maintain the system
effectively and efficiently.

Responsibility and Expertise: The person responsible for maintaining the system should have
adequate knowledge of the organization’s existing computer systems, including their history and
proposed changes, to ensure seamless adaptation and operation.
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11. FUTURE SCOPE OF THE PROJECT

The project is currently under development. As of now, the front-end design has been
completed, providing a user-friendly interface for the system. This interface includes
functionalities such as navigation menus, input forms, and visual layouts designed to enhance
user experience.

However, the back-end implementation and integration of functionalities are still in progress.
The system's core features, such as database connectivity, data processing, and dynamic
functionalities, are part of the next phase of development.

This project has significant potential for future development and expansion. Its flexible design
allows for easy updates and integration with additional technologies. The project can be
implemented in other colleges or institutions with minimal modifications. As new requirements
emerge, the system can be enhanced to accommodate those needs.

With the proposed Database Space Manager now fully functional, the client can efficiently
manage tasks with improved accuracy and minimal errors.

Future Enhancements:

1. Discontinuation of Student Records:

o The system can be updated to handle the removal of specific student records when
necessary, ensuring efficient data management.
2. Mobile Accessibility:
o The Record Management System can be enhanced to allow access via mobile
devices, improving accessibility and convenience for users.
3. Individual Login-based Reports:
o A feature can be added to provide individual login accounts for students and
administrators.
o Students and administrators can access personalized reports, while others can
view only general details.
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12. CONCLUSION

The Student Record Management System has been developed using HTML, CSS and MYSQL
to meet the defined objectives effectively. The system has reached a stable state, with all
identified bugs successfully resolved.

Currently, the system operates at a high level of efficiency, and both teachers and users associated
with the system have recognized its advantages.

Key Achievements:

1. Efficiency and Stability:

o The system is functioning reliably and efficiently, providing a seamless
experience to users.
2. User-Friendly Interface:
o Teachers and other users have found the system easy to understand and utilize,
improving their productivity.
3. Problem Solving:
o The system addresses and resolves the problems outlined in the initial
requirement specifications, ensuring it fulfils its intended purpose.