Detailed Requirements for School Management System

Overview

The School Management System is designed as a desktop application for Admins

and Accountants and mobile applications for Students, Parents, and Teachers. The
system covers all critical aspects of school operations, communication, and academic
management.

Roles and Dashboards

1. Multi-Role System

 Admin: Oversees overall management, including admissions, accounts, and school data.
 Teacher: Manages academic activities like attendance, grading, and study material.
 Accountant: Handles fee payments, financial records, and expenses.
 Parent: Monitors child’s progress, attendance, and fees.
 Student: Accesses study materials, online classes, and other school-related information.

2. Admin Dashboard

 Features:

o Search students by roll number or name, displaying:

 Student ID
 Profile picture
 Name
 Parent name
 Class, Section, Campus
 Parent phone number
 ID card generation button
 Payments and dues (button to check payment history and pending dues)
 Full profile button
 Actions (edit, delete, reset password)
o Dashboard statistics:

 Dues amount
 Income (yearly, monthly, daily)
 Profit (monthly)
 Expenses (yearly, monthly, daily)
 Graphs:

 Month-wise paid vs. unpaid fees (bar graph)

 Month-wise income report

 Stats:
 Total students, parents, staff
 Present students (daily)
 Staff attendance (daily)
 Class-wise table:

 Sections
 Attendance (present, absent, on leave)
  Expected, generated, and paid amounts
 Balance
 Total summary at the end of the table.

Modules

1. Admission Management

 Admit Student:

o Individual admission form with fields:

 Student Information: Name, gender, date of birth, photo

 Parent Information: Father’s name, ID card, email, phone; mother’s
phone; address; religion
 Other Information: Monthly fee, discount (yes/no), transport route,
welcome SMS alert (yes/no), create parent account (yes/no), generate
admission fee (yes/no)
 Academic Information: Student code, campus, class, section, previous
school, admission date
 Bulk Admission:
o Upload an Excel file with student data for batch admission.
o Choose class and section.
 Admission Requests:

o Manage requests filled by parents/students.

o Admit with a single click or send SMS reminders.

 Admission Inquiry:

o Convert inquiries into admissions.

o Send SMS updates.

 Print Admission Forms:

o Print forms based on campus, class, section, or a range of students.

2. Student Management

 Features:

o View and filter student information.

o Export data in Excel, CSV, PDF formats.
o Search and manage student records.
o Generate ID cards with customizable themes.
o Reset passwords.
o Edit, delete, or deactivate students.

 Additional Features:
 o Student Promotion: Promote students to the next class after exams.
o Student Transfer: Transfer students between campuses.
o Birthday Management: Print birthday cards and send birthday wishes.

3. Parent Account Management

 Features:

o Manage parent accounts, including:

 Parent ID, name, email, phone, ID card number, and profession

 View connected students (button for details)
 Reset passwords

o Handle parent requests (e.g., leave approvals, account queries).

4. Attendance Management

 Student Attendance:

o Manual or digital (barcode-based).

o Automatic SMS alerts for absent students.

 Staff Attendance:

o Manual and biometric tracking.

5. Fee Management

 Features:

o Generate custom fees (e.g., transport, admission).

o Family credit system for advance payments.
o Family fee calculator for multiple children.
o Increment/decrement fees based on percentage or amount.
o Fee voucher generation.
o Automatic notifications for fee submissions.

 Fee Defaulters:

o SMS alerts for pending fees.

o Reports for fee defaulters and balances.

 Accounting:

o Manage expenses, balance sheets, and staff salaries.

o Loan management with installment deductions.
6. Exam Management

 Features:

o Manage exam terms/semesters.

o Assign grades and enter marks.
o Print admit cards and mark sheets.
o SMS updates for marks.
o Generate tabulation sheets and identify position holders.

7. Study Materials

 Manage and Distribute:

o Upload videos, documents, and images.

o Share materials with students.

8. Timetable Management

 Features:

o Create class schedules.

o Print timetables for distribution.

9. Notifications and Messaging

 SMS Management:

o Send SMS to staff, parents, and specific numbers.

o Use templates and view SMS history.

 Mobile App Notifications:

o Send notifications to parents, students, and staff.

 Email Alerts:

o Send messages to specific emails.

o Maintain email history.

10. Stock and Inventory

 Point of Sale:
 o Manage categories and stock items.
o Add bulk products.

11. Certification

 Features:

o Print certificates with customizable templates.

12. Leave Management

 Features:

o Approve or deny leave requests from parents or students.

13. Public Messages

 View and reply to messages from app users or website visitors.

14. School Noticeboard

 Upload images or notices for parents to view in the mobile app.

15. Admin and Campus Management

 Admin Management:

o Add multiple admins for different campuses.

 Campus Management:

o Add and manage multiple campuses with unique data.

16. Online Classes

 Features:

o Create online classes.

o Share links for students to join.
17. Biometric Devices

 Add and manage biometric devices for attendance.

18. Website Management

 Features:

o Manage general settings and gallery.

o Display class-related information.

19. Reporting

 Generate detailed reports for:

o Fee defaulters
o Income and expenses
o Staff salaries
o Admissions
o Student details
o Attendance (students and staff)
o Balance sheets

This detailed outline covers every requirement from your document. Let me know if
you need further refinements!
Roles and Responsibilities in School Management System

1. Admin

Dashboard:

 Search students by roll number or name to view:

o Student ID, profile picture, name, parent name.
o Class, section, campus, parent phone, ID card generation button.
o Payment and dues (button to check).
o Full profile (button to view).
o Actions: Edit, delete, reset password.
 Statistics:

o Dues amount, total income (yearly, monthly, daily), profit (monthly).

o Expenses (yearly, monthly, daily).
o Total students, parents, staff, and present students.
o Staff attendance (daily).

 Graphs:

o Month-wise paid vs. unpaid fees (bar chart).

o Month-wise income report.

 Class-wise Table:

o Sections, attendance (present, absent, on leave).

o Expected, generated, paid amount, and balance.
o Summary at the end of the table.

Features:

 Admission Management:

o Admit individual or bulk students.

o Manage admission requests and inquiries.
o Print admission forms.

 Student Management:

o Promote, transfer students.

o Manage student information (view, filter, export, edit, delete, deactivate).
o Generate ID cards.
o Birthday management (cards and wishes).

 Parent Account Management:

o Manage parent accounts (view connected students, reset passwords).

 o Handle parent requests.

 Staff Management:

o Add, view, and manage staff details.

o Generate staff ID cards.

 Attendance Management:

o Track attendance for students and staff.

o SMS alerts for absent students.

 Fee Management:

o Manage fees (custom, transport, bulk).

o Handle defaulters, family credits, and balance sheets.

 Exam Management:

o Create terms/semesters, assign grades, and enter marks.

o Print admit cards, mark sheets, tabulation sheets.

 Timetable Management:

o Create and print class schedules.

 Reporting:

o Generate reports for fees, admissions, attendance, income/expenses, and staff

salaries.

 School Noticeboard:

o Upload images and notices visible to parents via the mobile app.

 Online Classes:

o Create online classes and share links.

 Public Messages:

o View and reply to messages.

Other Features:

 Manage multiple campuses with unique data.

 Add multiple admins per campus.
 Manage SMS, email alerts, and app notifications.
 Website and gallery management.

2. Teacher
Dashboard:

 View student list.

 Manage attendance:

o Manual or digital (barcode-based).

o View attendance reports.

 Enter and manage marks.

 Access and share study materials:

o Lectures, videos, documents.

 Conduct online classes:

o Create and share links.

 Access school noticeboard.

Other Features:

 Create and manage homework diaries.

 Receive notifications via SMS, email, and the mobile app.
 Participate in timetable management.

3. Accountant

Responsibilities:

 Manage Fee Payments:

o Generate custom, transport, and bulk fees.

o Handle family credit system and fee calculations.
o Send SMS alerts to defaulters.
o Auto-notifications for fee submissions.
o Increment/decrement fees by percentage or amount.
o Generate fee vouchers.

 Balance Sheet and Expense Tracking:

o View income/expenses for different periods.

o Generate reports for financial analysis.
o Manage staff salaries and loans.

 Reporting:

o Generate fee defaulters, income/expense, and balance reports.

 Communication:

o Send financial updates via SMS and email.

4. Parent

Features:

 Monitor child’s performance and details:

o Attendance, marks, study materials.

o Notifications for absences, exam results.

 Fee Management:

o View payment history, dues, and credits.

o Use family fee calculator.

 Request Management:

o Submit and track leave and admission requests.

 Notifications:

o Receive updates via SMS, email, and the mobile app.

 View School Noticeboard:

o Access images and notices through the app.

5. Student

Features:

 Academic Access:

o View study materials (lectures, documents, videos).

o Access exam schedules and marks.
o Participate in online classes.

 Attendance:

o Monitor attendance records.

o Receive notifications for absences.

 Communication:

o Notifications via SMS, email, and the mobile app.

 Requests:

o Submit leave requests.

  View School Noticeboard:

o Access images and notices via the app.

Features by Role

Feature Admin Teacher Accountant Parent Student

Dashboard Yes Yes No No No
Admission Management Yes No No Limited No
Attendance Management Yes Yes No View Only View Only
Fee Management Yes No Yes View Only No
Exam Management Yes Yes No No View Only
Study Materials No Yes No No Yes
Leave Management Yes No No Request Request
Notifications Yes Yes Yes Yes Yes
School Noticeboard Yes Yes No Yes Yes

This structure separates the roles with their respective responsibilities and highlights
their features comprehensively. Let me know if you need further adjustments!