A PROJECT REPORT on

(School Management System)

Submitted in the partial fulfillment of the requirements for the award of degree of

BACHELOR OF COMPUTER APPLICATION

Submitted By:

Dipendra
Rakesh
Chandrasekhar

Under the Guidance of

Prof. RACHNA VERMA

Department of Computer Studies

Faculty of Engineering & Architecture
JAI NARAIN VYAS UNIVERSITY, JODHPUR,
RAJASTHAN

1
 CERTIFICATE

This is to certify that the Project report on the topic entitled “School

Management System” has been successfully carried out by Dipendra( ),

Rakesh( ), Chandrasekhar( ) in partial fulfillment

for the award of degree of Bachelor of Computer Application, Jai Narain

Vyas University, Jodhpur, Rajasthan during the academic year 2024-2025.

He has carried out the work under my supervision.

Signature

2
 DECLARATION

We Student1 Dipendra Singh Rathore, Student2 Rakesh Gaur, Student3

Chandrasekhar Sharma , student of BCA in Department of Computer Studies,
Faculty of Engineering & Architecture, Jai Narain Vyas University, Jodhpur,
Rajasthan hereby declare that the project entitled “School Management System”
has been carried out under the supervision of Prof. Rachna Verma and submitted
in partial fulfillment of the requirements for the award of degree in Bachelor of
Computer Application (BCA), Jai Narain Vyas University, Jodhpur, Rajasthan
during academic year 2024–2025.

Group members:

Place : Jodhpur (Rajasthan) Dipendra ( ),

Date : Rakesh ( ),

Chandrasekhar ( )

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 ACKNOWLEDGMENT

We would like to express our sincere gratitude to several individuals and

organization for supporting me throughout the completion of our project.

First, we wish to express our sincere gratitude to our mentor Prof. RACHNA
VERMA for her enthusiasm patience, insightful comments, helpful information,
practical advices and unceasing ideas that have helped us tremendously at all times
in our Project and writing of this report. Her immense knowledge, profound
experience and professional expertise in backend has enabled us to complete this
project successfully. Without her support and guidance, this project would not
have been possible. We also wish to express our sincere thanks to the Department
of Computer Studies, Faculty of Engineering & Architecture, Jai Narain Vyas
University, Jodhpur, Rajasthan for accepting this project. Thanks for all your
encouragement.

We are also thankful to all our friends who helped us out in the corrections and
suggestions for the various aspects of this project.

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 Table of Contents
Page no.

1. Introduction 6
2. Objectives of the Project 12
3. Technologies Used 16
4. System Design 21
o Architectural Diagram
o Data Flow Diagram
o Entity-Relationship Diagram
5. Database Structure 25
o Tables and Schema
o Relationships between Entities
6. Features and Functionalities 30
o User Authentication
o Student Management
o Teacher Management
o Attendance Tracking
o Exam and Result Management
o Notice Board
o Syllabus Upload
o Leave Management
7. Implementation Details 35
o Backend Development (PHP & MySQL)
o Frontend Design (HTML, CSS, Bootstrap, JavaScript)
o Security Measures
8. Testing and Debugging 37
o Unit Testing
o Integration Testing
o User Acceptance Testing
9. Challenges Faced 40
10. Conclusion 43

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 Chapter 1
Introduction
1.1 Overview of the Project
The School Management System (SMS) is a web-based software application
designed to manage and streamline administrative and academic activities in a school.
Schools deal with vast amounts of data, such as student enrollment, teacher records,
attendance tracking, exam results, syllabus updates, and communication between
stakeholders. Managing all these manually is inefficient and prone to errors.
With digital transformation, schools are adopting automated systems to simplify
operations, reduce paperwork, and enhance accuracy. This School Management
System provides a centralized platform for managing all these functions effectively.
It enables students, teachers, administrators, and parents to interact seamlessly
through a secure online portal.
The system offers role-based access, ensuring that each user can access only the
features relevant to them. For example:
Students can view their attendance, exam results, and important notices.
Teachers can manage student records, mark attendance, and upload results.
Administrators can control the entire system, manage users, and oversee school
operations.
This project aims to digitally transform school management, ensuring that
educational institutions can run efficiently, securely, and transparently.

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1.2 Need for a School Management System
Traditional school management involves a huge amount of paperwork, manual
record-keeping, and communication through physical notices or phone calls. This
outdated approach leads to inefficiencies, such as:

1.2.1 Common Problems in Traditional School Management

Time-consuming Administrative Work
Manual record-keeping for thousands of students and teachers requires a lot of time
and effort.
Updating and retrieving information is slow.
Data Loss & Security Issues
Paper-based records can be lost, stolen, or damaged.
Unauthorized users can access sensitive information.
Difficult Attendance Tracking
Teachers manually taking attendance leads to errors and consumes valuable class
time.
Calculating attendance percentages manually can be tedious.
Inefficient Communication
Schools rely on physical notice boards or word-of-mouth communication, which can
be ineffective.
Parents and students may miss important announcements.
Slow Exam Result Processing
Teachers manually enter marks, calculate grades, and generate report cards, which is
time-consuming and prone to errors.
Limited Accessibility
Students and teachers cannot access school records remotely.
Schools need a 24/7 accessible online platform for better learning and administration.

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1.2.2 How a School Management System Solves These Issues
A School Management System addresses these inefficiencies by:

Automating administrative processes: Digital storage and management of

student/teacher records.
Enhancing data security: Role-based access ensures that only authorized users
can access sensitive data.
Efficient attendance tracking: Teachers can mark attendance digitally, and the
system calculates percentages automatically.
Improving communication: Online notices ensure that students, teachers, and
parents receive important updates.
Faster exam result processing: Teachers enter marks online, and the system
calculates and generates report cards automatically.
Remote access: Users can access the system anytime, anywhere using an internet
connection.

Thus, this project replaces manual processes with a digital system, making school
administration more efficient, transparent, and secure.

1.3 Objectives of the Project

The primary objectives of the School Management System are:

1.3.1 Academic Objectives

Improve record-keeping: Ensure all student and teacher data is stored safely and
easily accessible.
Enhance learning efficiency: By automating attendance, exams, and syllabus
updates, students and teachers can focus on learning rather than paperwork.
Provide students with instant access: Students can check their attendance, results,
and notices online.

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1.3.2 Administrative Objectives
Reduce paperwork: Automate student enrollment, attendance tracking, and result
processing.
Enable role-based access: Different user levels (Admin, Teacher, Student) ensure
security and prevent unauthorized access.
Improve communication: Notices and messages can be posted online for easy
access by students and teachers.

1.3.3 Security & Efficiency Objectives

Data security: Protect student and teacher records with authentication and
encryption.
Increase accessibility: Ensure that data can be accessed remotely from any device.

Reduce errors: Automating processes minimizes human errors in attendance,

grading, and data entry.

By achieving these objectives, the School Management System provides a modern,

efficient, and effective approach to handling school operations.

1.4 Scope of the Project

The School Management System will cover the following key areas:

1.4.1 Student Management

Add, update, and delete student records.
Maintain student profiles (personal details, academic records).
Track student attendance.

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1.4.2 Teacher Management
Manage teacher profiles.
Assign subjects and classes to teachers.
Allow teachers to mark attendance and enter exam results.
1.4.3 Attendance Management
Enable teachers to mark attendance digitally.
Automatically generate attendance reports.
Allow students and parents to view attendance records.
1.4.4 Exam & Result Management
Conduct online exams.
Teachers can upload student marks and generate report cards.
Students can access their results online.
1.4.5 Notice Board
Admins and teachers can upload important announcements.
Students can view notices from anywhere.
1.4.6 Syllabus Upload & Document Management
Schools can upload syllabi and study materials.
Students can download course content easily.
1.4.7 Leave Management
Teachers and students can apply for leave.
Admins and principals can approve/reject leave requests online.
1.5 Benefits of the School Management System
Reduces manual workload for school administrators and teachers.

Saves time by automating daily school operations.

Improves security with password-protected accounts and role-based access.

Enhances accuracy in attendance tracking and result processing.

Provides remote accessibility – users can log in from anywhere.

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 Better communication between students, teachers, and school administration.

1.6 Conclusion
The School Management System is a powerful digital solution that replaces outdated
manual methods with automation and online accessibility. It enhances efficiency,
accuracy, security, and communication within schools.
By implementing this system, educational institutions can focus on quality education
rather than administrative burdens. This project aims to improve school management,
making academic processes more organized, streamlined, and technologically
advanced.

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 Chapter 2

Objectives of the Project

2.1 Primary Objectives

The primary objectives of this system include:
Automation of School Operations – Reducing manual workload and paperwork.

Centralized Data Management – Keeping all student, teacher, and school data in
one place.
Role-Based User Access – Providing different levels of access for administrators,
teachers, and students.
Security and Data Protection – Ensuring secure login and preventing
unauthorized access.
Efficiency in Attendance and Exam Management – Automating attendance
tracking and exam result processing.
Enhanced Communication – Providing a digital notice board for announcements
and updates.

The objectives can be further divided into Academic Objectives, Administrative

Objectives, and Security & Efficiency Objectives to cover all aspects of the school’s
needs.

2.2 Academic Objectives

Education is the primary focus of any school, and the system aims to improve
academic efficiency in various ways.

2.2.1 Improve Record-Keeping

Digital Student Records – Store student data such as personal details, enrollment
history, subjects, and performance in a structured database.
Automated Exam Management – Teachers can enter student marks, and the
system will generate grades and reports automatically.
Progress Tracking – The system keeps a record of each student’s academic
progress over the years.
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2.2.2 Enhance Learning Efficiency
Automating Attendance – Reduces class time wasted on manual roll calls.

Syllabus & Study Material Uploads – Students can download syllabus PDFs and
other learning materials anytime.
Online Exam Results – Students can instantly view their exam performance
online.
2.2.3 Provide Students with Instant Access to Information
Timetable Management – Students can check their class schedules.
Attendance Monitoring – Students can view their attendance reports.

Notice Board & Announcements – Important school updates are accessible

anytime.
By implementing these academic objectives, the system enhances the quality of
education by making academic data more organized, accessible, and error-free.

2.3 Administrative Objectives

A significant portion of school operations involves managing records, staff, and
student activities. The School Management System provides administrators and
teachers with tools to efficiently handle school operations.

2.3.1 Reduce Paperwork & Administrative Workload

Student Registration Automation – New student enrollment and record-keeping
are handled digitally.
Digital Record Management – Schools don’t need to maintain large physical files.
Instant Data Retrieval – Search and retrieve student or staff details in seconds.

2.3.2 Enable Role-Based User Access

Admin Panel – The school admin has full control over the system, including
student and teacher management.
Teacher Panel – Teachers can update attendance, exam results, and schedules.

Student Panel – Students can access their academic records, notices, and
timetable.

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2.3.3 Improve Communication Between Stakeholders
Online Notices & Announcements – Important updates can be posted digitally.

Leave Management – Teachers and students can apply for leave, and admins can
approve/reject requests online.
Parent Engagement – Future improvements could allow parents to monitor their
child’s progress.
By fulfilling these objectives, the system improves operational efficiency and allows
schools to focus on education rather than administrative burdens.
2.4 Security & Efficiency Objectives
Data security is crucial when handling student and teacher records. The system
ensures confidentiality, integrity, and security of school data through several
mechanisms.

2.4.1 Ensure Data Security

User Authentication – Login system with role-based permissions.

Data Encryption – Passwords and sensitive data are stored securely.

Access Control – Only authorized users can modify data.

2.4.2 Increase Accessibility & Performance

Web-Based System – The system can be accessed anytime, anywhere via the
internet.
Responsive Design – Works on different devices (mobile, tablet, and desktop).
Optimized Database Queries – Ensures quick data retrieval and smooth system
performance.

2.4.3 Reduce Errors in School Operations

Automated Calculations – Eliminates human errors in attendance, grading, and
fee management.
Data Backup – Ensures recovery in case of system failure.

Prevent Unauthorized Access – Admins control which users have access to

different parts of the system.

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2.5 Long-Term Goals & Future Enhancements
The School Management System is designed with future scalability in mind. Some
long-term goals and enhancements include:

Mobile App Development – A dedicated mobile app for students, teachers, and
parents.
AI-Based Attendance Tracking – Using facial recognition technology for
marking attendance.
Online Payment Gateway – Enabling fee payments directly through the system.
Live Chat Support – A messaging system for teachers and students.

Integration with Learning Management Systems (LMS) – Adding features like

online assignments and video lectures.

These enhancements will further expand the system’s capabilities and make school
management even more efficient and technologically advanced.

2.6 Conclusion
The School Management System has been designed with clear objectives to improve
academic efficiency, administrative processes, security, and accessibility. By
automating key school functions, the system ensures:

Less manual work for teachers and administrators.

More structured and accessible student data.
Better communication within the school.

Stronger security and role-based access.

By fulfilling these objectives, the system transforms traditional school management

into a modern, digital, and efficient process, allowing schools to focus on educational
excellence rather than operational challenges.

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 Chapter 3

Technologies Used

3.1 Frontend Technologies (User Interface Development)

The frontend is responsible for the user interface (UI) and user experience (UX) of
the system. It includes the visual elements, layout, and client-side interactions. The
following technologies are used:
3.1.1 HTML (HyperText Markup Language)
HTML is the skeleton of the web pages in the School Management System.
It structures the content and defines elements such as headings, paragraphs,
buttons, forms, and tables.
It ensures compatibility across web browsers.
3.1.2 CSS (Cascading Style Sheets)
CSS is used to style the web pages and improve the UI/UX design.
It controls colors, fonts, layout structure, animations, and responsiveness.
The system likely uses Bootstrap or Tailwind CSS for responsive design and
pre-defined UI components.
3.1.3 JavaScript
JavaScript is used to make the website interactive and dynamic.
It allows real-time validation of input fields (e.g., login form validation).
It helps in event handling (e.g., clicking buttons, loading animations).
3.1.4 Bootstrap (CSS Framework) [Optional]
Bootstrap provides pre-designed components like navigation bars, modals,
buttons, and forms.
It ensures mobile-first, responsive design for better usability on different
devices.
Frontend Summary:
HTML – Defines structure.
CSS – Styles the layout.
JavaScript – Adds interactivity.
Bootstrap – Enhances responsiveness and UI design.
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3.2 Backend Technologies (Server-Side Development)
The backend is responsible for processing requests, handling logic, managing
authentication, and interacting with the database. It ensures the smooth functioning
of the system. The following technologies are used:
3.2.1 PHP (Hypertext Preprocessor) [or Python, Node.js, etc.]
PHP is a server-side scripting language used to handle backend logic and
database queries.
It interacts with the database to retrieve, update, or delete records (e.g., student
registration, attendance, exam results).
It is secure, scalable, and widely used for web applications.
If Python is used, frameworks like Django or Flask may be implemented.
If Node.js is used, frameworks like Express.js could be involved.
3.2.2 Apache Server (Web Server)
Apache is used as the web server to handle HTTP requests and serve web pages.
It ensures smooth communication between the client (browser) and the server.
3.2.3 Laravel (PHP Framework) [Optional]
Laravel is a PHP framework that simplifies backend development.
It provides built-in authentication, routing, and database handling features.
3.2.4 RESTful APIs (For Data Exchange)
If the system supports mobile apps or third-party integrations, RESTful APIs
are used.
They enable secure and fast data exchange between the frontend and backend.
Backend Summary:
PHP – Handles backend logic.
Apache – Manages web requests.
Laravel – A PHP framework for better structure (if used).
REST APIs – Ensures data exchange.

17
3.3 Database Technologies (Data Storage & Management)
The database stores and manages all data related to students, teachers, attendance,
exams, and results. The following technologies are used:
3.3.1 MySQL (Relational Database Management System - RDBMS)
MySQL is a structured database used to store student records, teacher data,
attendance logs, and exam results.
It ensures data integrity and quick retrieval using SQL queries.
It supports CRUD operations (Create, Read, Update, Delete).

If NoSQL is preferred, MongoDB can be used instead.

3.3.2 SQL (Structured Query Language)
SQL is used to communicate with the MySQL database.
Examples of SQL queries used in the system:
• SELECT * FROM students WHERE class = '10th'; → Retrieves students of
class 10.
• UPDATE attendance SET status='Present' WHERE student_id=1001; →
Updates attendance.
3.3.3 phpMyAdmin (Database Management Tool)
phpMyAdmin provides a graphical interface for managing the MySQL
database.
It allows database backup, restoration, and table management.
Database Summary:
MySQL – Stores structured school data.
SQL – Manages database queries.
phpMyAdmin – Provides GUI for database handling.

3.4 Security Technologies (User Authentication & Data Protection)

Security is a major concern for school management systems, as they store sensitive
student and teacher data. The following technologies ensure data security and
privacy:

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3.4.1 User Authentication (Login System)
Secure login and authentication system with username and password.
Uses hashing techniques (e.g., bcrypt, SHA-256) to encrypt passwords.
3.4.2 Role-Based Access Control (RBAC)
Different user roles (Admin, Teacher, Student) restrict access to authorized
functions.
Example:
• Admin can manage all student records.
• Teachers can mark attendance but cannot modify student details.
3.4.3 HTTPS (SSL Encryption)
Uses SSL/TLS certificates for secure data transmission over the internet.
Ensures that data is encrypted before being sent.
3.4.4 Database Security Measures
SQL Injection Prevention – Uses prepared statements to protect against
database attacks.
Regular Data Backup – Ensures data recovery in case of a failure.
Security Summary:
User Authentication – Secure login system.
Role-Based Access – Restricts unauthorized access.
HTTPS – Encrypts communication.
Database Security – Prevents attacks and data loss.

3.5 Additional Technologies & Tools

Apart from core technologies, the project may also use:
AJAX (Asynchronous JavaScript and XML) – Improves website
responsiveness.
jQuery (JavaScript Library) – Simplifies JavaScript coding.
Cron Jobs – Automates scheduled tasks (e.g., sending notifications).
Firebase (If Used for Authentication/Real-Time Database) – Enhances real-
time updates

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3.6 Conclusion
The School Management System is developed using a combination of frontend,
backend, database, and security technologies to ensure efficiency, reliability, and
security.
Frontend (HTML, CSS, JavaScript, Bootstrap) – Ensures a user-friendly
interface.
Backend (PHP, Apache, Laravel) – Manages server-side logic and database
interactions.
Database (MySQL, SQL, phpMyAdmin) – Stores student, teacher, and exam
data.
Security (Authentication, HTTPS, SQL Injection Prevention) – Protects
sensitive data.

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 Chapter 4
System Design

System Design
The System Design phase of the School Management System focuses on the
architecture, data flow, and database relationships to ensure a structured and efficient
system. This section covers:
Architectural Diagram – High-level system structure.
Data Flow Diagram (DFD) – Flow of data between components.
Entity-Relationship Diagram (ERD) – Database relationships.
4.1 Architectural Diagram
The Architectural Diagram represents the high-level structure of the system, showing
how different components interact.
4.1.1 Components of the Architecture:
Client-Side (Frontend): Users interact via a web browser.
Server-Side (Backend): Processes requests and business logic.
Database (MySQL): Stores all school-related data.

Security Layer: Ensures authentication and authorization.

4.1.2 Architectural Diagram Representation:
+ + + + + +
| Web Browser | <---> | Web Server | <---> | Database Server |
| (Student/Admin) | | (PHP, Laravel) | | (MySQL, SQL) |
+ + + + + +
| | |
Frontend UI Backend Logic Data Storage
(HTML, CSS, JS) (Authentication, APIs) (Students, Teachers, Attendance)

This architecture ensures secure and fast communication between users, backend, and
the database.

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4.2 Data Flow Diagram (DFD)
A Data Flow Diagram (DFD) illustrates how data moves through the system between
various components. It helps in understanding processes, inputs, and outputs.
4.2.1 Levels of DFD:
DFD Level 0 (Context Diagram) → High-level view of the system.
DFD Level 1 → Breaks down into main processes (e.g., Student Registration,
Attendance, Exam Management).
DFD Level 2 → Detailed flow of each process.
4.2.2 DFD Level 0 (Context Diagram):
+ + + + + +
| Student | ----> | School Management | ----> | Database |
+------------+ | System | | (MySQL) |
+ +
| Teacher | ----> | Stores & Retrieves | ----> | Records |
+------------+ | Student & Teacher | | Securely |
+ +
| Admin | ----> | Manages Users | ----> | Data Logs |
+ + + +
This diagram shows how users interact with the system and how data moves between
users, system, and database.
4.2.3 DFD Level 1 (Detailed View):
Main Modules & Their Data Flow:
Student Registration Module: Stores student info in the database.
Attendance Module: Teachers mark attendance, and the system updates records.
Exam Management: Teachers enter marks, and students view results.

+ + + + + +
| Student | --> | Registration | --> | Store in Database |
+ + + + + +

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+ + + + + +
| Teacher | --> | Attendance Entry | --> | Update Attendance |
+ + + + + +

+ + + + + +
| Teacher | --> | Exam Management | --> | Store Exam Marks |
+ + + + + +
4.3 Entity-Relationship Diagram (ERD)
The Entity-Relationship Diagram (ERD) represents how data tables (entities) are
related in the database.
4.3.1 Main Entities in the System:
Students → Stores student information.

Teachers → Manages teacher details.

Classes → Defines which students are in which class.

Subjects → Defines subjects linked to classes.

Attendance → Stores attendance records.

Exams & Results → Manages exam marks and reports.

Admins → Controls user access.

4.3.2 ERD Representation:

+ + + + + + + +
| Students |------->| Classes |------->| Subjects |------->| Teachers |
+ + + + + + + +
| | | |
| | | |
v v v v
+ + + + + + + +
| Attendance |------->| Exams |------->| Results |------->| Admins |
+ + + + + + + +
23
4.3.3 Table Relationships:
A Student belongs to one class but can have multiple subjects.

A Teacher can teach multiple subjects.

Each Exam is linked to students and their results.

Admins manage teachers, students, and exams.

4.4 Conclusion
The System Design of the School Management System includes:

Architectural Diagram → Explains system structure and components.

Data Flow Diagram (DFD) → Shows data movement and processes.

Entity-Relationship Diagram (ERD) → Defines database relationships.

This structured design ensures efficiency, scalability, and security in managing

school operations. ERD ensures structured data storage and efficient retrieval.

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 Chapter 5
Database Structure

The database structure is the backbone of the School Management System, ensuring
efficient storage, retrieval, and management of student, teacher, and administrative
data. This section covers:
1. Tables and Schema – Defines the tables, attributes, and primary keys.
2. Relationships Between Entities – Explains how tables are related to each other.

5.1 Tables and Schema

The School Management System consists of multiple database tables, each designed
to store specific data. Below is a breakdown of the key tables, their attributes, and
primary keys.

5.1.1 Students Table

Column Name Data Type Constraints Description

PRIMARY KEY, Unique ID for each

student_id INT AUTO_INCREMENT student

name VARCHAR(100) NOT NULL Student's full name

dob DATE NOT NULL Date of birth

ENUM('Male', 'Female',
gender 'Other') NOT NULL Gender

class_id INT FOREIGN KEY (classes.class_id) Associated class

email VARCHAR(100) UNIQUE, NOT NULL Student's email

phone VARCHAR(15) NOT NULL Contact number

address TEXT Home address

registration_date TIMESTAMP DEFAULT CURRENT_TIMESTAMP Date of registration

25
5.1.2 Classes Table
Column Name Data Type Constraints Description

class_id INT PRIMARY KEY, AUTO_INCREMENT Unique ID for each class

class_name VARCHAR(50) UNIQUE, NOT NULL Name of the class (e.g., 10A, 9B)

section VARCHAR(10) Class section

5.1.3 Teachers Table

Column Name Data Type Constraints Description

teacher_id INT PRIMARY KEY, AUTO_INCREMENT Unique ID for each teacher

name VARCHAR(100) NOT NULL Teacher's full name

subject_id INT FOREIGN KEY (subjects.subject_id) Assigned subject

email VARCHAR(100) UNIQUE, NOT NULL Teacher's email

phone VARCHAR(15) NOT NULL Contact number

hire_date TIMESTAMP DEFAULT CURRENT_TIMESTAMP Date of joining

5.1.4 Subjects Table

Column Name Data Type Constraints Description

subject_id INT PRIMARY KEY, AUTO_INCREMENT Unique ID for each subject

subject_name VARCHAR(100) UNIQUE, NOT NULL Name of the subject (e.g., Mathematics)

class_id INT FOREIGN KEY (classes.class_id) Assigned class

teacher_id INT FOREIGN KEY (teachers.teacher_id) Assigned teacher

26
5.1.5 Attendance Table
Column
Name Data Type Constraints Description

PRIMARY KEY, Unique ID for each attendance

attendance_id INT AUTO_INCREMENT record

FOREIGN KEY
student_id INT (students.student_id) Student's ID

date DATE NOT NULL Date of attendance

ENUM('Present', 'Absent',
status 'Late') NOT NULL Attendance status

5.1.6 Exams Table

Column Name Data Type Constraints Description

exam_id INT PRIMARY KEY, AUTO_INCREMENT Unique ID for each exam

subject_id INT FOREIGN KEY (subjects.subject_id) Associated subject

exam_date DATE NOT NULL Date of the exam

5.1.7 Results Table

Column Name Data Type Constraints Description

result_id INT PRIMARY KEY, AUTO_INCREMENT Unique ID for each result

student_id INT FOREIGN KEY (students.student_id) Associated student

exam_id INT FOREIGN KEY (exams.exam_id) Associated exam

marks_obtained INT NOT NULL Marks scored by the student

grade VARCHAR(2) Computed grade

27
5.1.8 Admins Table
Column
Name Data Type Constraints Description

PRIMARY KEY, Unique ID for each

admin_id INT AUTO_INCREMENT admin

username VARCHAR(50) UNIQUE, NOT NULL Admin login username

password VARCHAR(255) NOT NULL Encrypted password

ENUM('SuperAdmin',
role 'Admin') NOT NULL Admin role type

5.2 Relationships Between Entities

The School Management System follows a relational database model, where tables
are linked using primary and foreign keys. Below is a detailed explanation of
relationships:

5.2.1 Relationship Summary

Entity 1 Relationship Entity 2 Description

Students Belongs To Classes Each student is assigned to a class

Teachers Teaches Subjects Each teacher is assigned to subjects

Subjects Belongs To Classes Each subject is assigned to a class

Attendance Belongs To Students Each student has multiple attendance records

Exams Belongs To Subjects Each exam is linked to a subject

Results Belongs To Students Each student has multiple results

Results Belongs To Exams Each result is linked to a specific exam

28
5.2.2 Entity-Relationship Diagram (ERD)

+ + + + + + + +
| Students |------->| Classes |------->| Subjects |------->| Teachers |
+ + + + + + + +
| | | |
| | | |
v v v v
+ + + + + + + +
| Attendance |------->| Exams |------->| Results |------->| Admins |
+ + + + + + + +
This diagram highlights the main relationships between entities

5.3 Conclusion
The database structure ensures:
Efficient data storage and retrieval.

Proper relationships between students, teachers, classes, and exams.

Secure and scalable database design.

29
 Chapter 6
Features and Functionalities

The School Management System is designed to streamline administrative, academic,

and communication processes within an educational institution. Below are the key
features and functionalities that enhance efficiency and ensure a seamless experience
for students, teachers, and administrators.
6.1 User Authentication
Secure Login System – Each user (admin, teacher, student) logs in using unique
credentials.
Role-Based Access Control (RBAC) – Different users have different privileges:

Admin: Full access to manage students, teachers, and exams.

Teacher: Can mark attendance, upload syllabus, and manage exams.
Student: Can view attendance, results, notices, and syllabus.
Password Encryption – User passwords are stored securely using hashing
techniques.
Forgot Password & Account Recovery – Users can reset passwords via email
authentication.
Authentication Process:
1 User enters username & password → 2 System verifies credentials → 3️ Redirects
to respective dashboard.
dashboard.

sql
SELECT * FROM users WHERE Username = 'admin' AND password = HASH( 'admin123' );

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6.2 Student Management
Add, Update & Remove Students – Admins can manage student records.

Class & Section Assignment – Students are assigned to specific classes.

View Student Profiles – Teachers and admins can access student details.

Promote Students – Move students to the next academic year automatically.

Student Registration Process:

1 Admin enters student details → 2 Assigns to class → 3️ Stores in the database → 4️
Student accesses dashboard.
INSERT INTO attendance (student_id, date , status) VALUES (1001 , '2025-02-12' ,
'Present' );

6.3 Teacher Management

Add, Update & Remove Teachers – Admins can manage teacher profiles.

Assign Subjects to Teachers – Teachers are linked to specific subjects.

View Teacher Profiles – Admins can view teacher qualifications & schedules.
Sql
INSERT INTO teachers (name, subject_id, email) VALUES ('Alice Smith', 3,
'[email protected]' );

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6.4 Attendance Tracking
Mark Attendance – Teachers can mark students as Present, Absent, or Late.

Daily Attendance Reports – Admins and teachers can generate attendance

reports.
Student Attendance History – Students can view their attendance records.

Attendance Process:
1 Teacher selects class → 2 Marks attendance → 3️ System stores records → 4️
Students can check attendance.
Sql
INSERT INTO attendance (student_id, date , status) VALUES (1001 , '2025-02-12' ,
'Present' );

6.5 Exam and Result Management

Schedule Exams – Admins & teachers can create and manage exam schedules.

Enter Student Marks – Teachers enter exam scores for students.

Generate Result Reports – System calculates and stores student grades.

Students View Results – Students can check their results online.

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Exam Result Process:
1 Admin/Teacher schedules exam → 2 Teachers enter marks → 3️ System calculates
grades → 4️ Students view results.
Sql
INSERT INTO results (student_id, exam_id, marks_obtained, grade) VALUES (1001 , 5,
85 , 'A' );

6.6 Notice Board

Post Important Notices – Admins & teachers can share important announcements.

View Notices – Students and teachers can see notices on their dashboard.

Edit & Delete Notices – Admins can update or remove notices anytime.

sql
INSERT INTO notices (title, description, created_at) VALUES ('School Holiday',
'The school will remain closed on Feb 15' , NOW());

6.7 Syllabus Upload

Teachers Can Upload Syllabus – PDF or text files for each subject.
Students Can Download Syllabus – Access syllabus from their dashboard.
Syllabus Upload Process:
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1 Teacher uploads syllabus file → 2 System stores it → 3️ Students can download it.
sql
INSERT INTO syllabus (subject_id, file_path) VALUES ( 3,
'uploads/math_syllabus.pdf' );

6.8 Leave Management

Students & Teachers Can Apply for Leave – Online leave request form.

Admin/Teacher Approval System – Requests can be approved or rejected.

Leave Status Tracking – Users can track their leave request status.

Leave Request Process:

1 User submits request → 2 Admin/Teacher reviews → 3️ Approves or Rejects → 4️
Status updated in system.
sql
INSERT INTO leaves (user_id, start_date, end_date, reason, status) VALUES (1001,
'2025-02-20', '2025-02-22', 'Family Function', 'Pending');

6.9 Dashboard & Reports

Admin Dashboard – Displays key statistics, student count, teacher count, and
reports.
Teacher Dashboard – Shows assigned subjects, attendance tracking, and notices.
Student Dashboard – Displays attendance, results, notices, and syllabus.

Report Generation – Generates detailed attendance, exam, and student reports.

6.10 Parent Communication System (Optional)
Parent Portal – Parents can access student performance and attendance reports.

Messaging System – Direct communication between parents, teachers, and

admins.

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 Chapter 7
Implementation Details

Implementation Details :
The School Management System is developed using a full-stack approach, with a
combination of PHP & MySQL for backend functionality and HTML, CSS,
Bootstrap, and JavaScript for frontend design. Security measures are also
implemented to protect user data and ensure system integrity.
7.1 Backend Development (PHP & MySQL)
The backend is built using PHP, which handles server-side logic, database
interactions, and authentication. MySQL is used as the database management system
to store all the system's data securely.
Key Backend Functionalities :
1. User Authentication – Login, registration, password hashing, and role-based
access.
2. Database Management – Storing and retrieving student, teacher, attendance, and
exam data.
3️. Business Logic – Handling attendance calculations, result generation, and report
creation.
4️. RESTful API Integration – Enables AJAX-based data fetching to make the
application dynamic.
5️. Session Management – Ensures secure access by maintaining user sessions.
7.2 Frontend Design (HTML, CSS, Bootstrap, JavaScript)
The frontend is developed using HTML, CSS, Bootstrap, and JavaScript to provide
an interactive and responsive user experience.
Key Frontend Features
Responsive UI – Works seamlessly on desktops, tablets, and mobile devices.

Bootstrap for Styling – Ensures a clean, modern, and professional design.

JavaScript & jQuery – Enhances user interactivity (real-time validations,

dynamic content loading).
AJAX Calls – Enables data fetching without refreshing the page.

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7.3 Security Measures
To protect sensitive data and ensure a secure system, multiple security techniques are
implemented.

Key Security Measures

✅ Password Hashing – Uses bcrypt for hashing passwords before storing them in
the database.
✅ SQL Injection Prevention – Prepared statements and input validation to prevent
SQL injection attacks.
✅ Session Management – Secure session handling to prevent session hijacking.

✅ Cross-Site Scripting (XSS) Prevention – Input sanitization to remove harmful

scripts.
✅ Cross-Site Request Forgery (CSRF) Protection – Token-based authentication to
prevent unauthorized requests.

7.4 Conclusion
The School Management System is built using a secure, efficient, and responsive
architecture, ensuring smooth operations for admins, teachers, and students.
Key Takeaways
PHP & MySQL for robust backend processing.

HTML, CSS, Bootstrap & JavaScript for an interactive frontend.

Security measures like password hashing, SQL injection prevention, and CSRF
protection.

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 Chapter 8
Testing and Debugging

Testing and Debugging

Testing and debugging are crucial phases in software development to ensure the
School Management System (SMS) is functional, reliable, and secure. Various
testing methodologies, including Unit Testing, Integration Testing, and User
Acceptance Testing (UAT), are applied to validate the system’s performance.

8.1 Unit Testing

What is Unit Testing?
Unit Testing focuses on testing individual components (or units) of the system, such
as functions, classes, and database queries. It ensures that each unit behaves as
expected.

Tools Used:
PHP Unit – For testing backend functions and database queries.

Jest (JavaScript Testing Framework) – For testing JavaScript functionalities.

8.2 Integration Testing
What is Integration Testing?
Integration Testing ensures that different modules of the School Management System
work together correctly. It validates communication between components such as
authentication, student management, and exam processing.

Tools Used:
✅ Postman – To test API calls between frontend and backend.

✅ Selenium – To automate browser interactions and test UI functionality.

8.3 User Acceptance Testing (UAT)
What is User Acceptance Testing?
User Acceptance Testing (UAT) is conducted to verify that the system meets the
requirements and expectations of end-users. It involves real users (teachers, students,
and admins) performing common tasks.
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Testing Criteria:
Ease of Navigation – Can users easily access login, dashboard, and reports?

Functionality Validation – Do core features like attendance tracking, exams, and

notices work as expected?
Error Handling – Does the system display proper messages for invalid logins,
missing data, etc.?
Mobile & Cross-Browser Compatibility – Does it work on Chrome, Firefox,
Edge, and mobile devices?

Example: UAT Test Cases

Test Case Expected Outcome Status

Login with correct credentials Redirect to dashboard ✅ Pass

Login with wrong password Show error message ✅ Pass

Add new student Student appears in database ✅ Pass

Mark attendance Attendance record updated ✅ Pass

View exam results Results displayed correctly ✅ Pass

8.4 Debugging Process

Whenever errors are detected during testing, debugging techniques are used to
identify and fix issues.Common Debugging Methods:

Error Logs – Checking error_log() and var_dump() in PHP.

Browser DevTools – Using Google Chrome Developer Tools to debug

JavaScript.
Database Debugging – Running SQL queries manually to verify database
integrity.
Debug Mode in PHP – Enabling error reporting:

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8.5 Conclusion
Testing ensures the School Management System is functional, user-friendly, and
secure.

Summary of Testing Approaches:

✔ Unit Testing – Ensures individual components function correctly.

✔ Integration Testing – Confirms modules work together seamlessly.

✔ User Acceptance Testing (UAT) – Verifies real-world usability and performance.

✔ Debugging – Helps resolve errors and improve system stability.

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 Chapter 9
Challenges Faced

Challenges Faced
During the development of the School Management System (SMS), several
challenges were encountered. These challenges ranged from technical difficulties to
user-related issues, requiring innovative solutions to ensure the system's smooth
functioning
9.1 Technical Challenges
1️. Database Optimization & Performance Issues
Problem:
Handling large amounts of student, teacher, and attendance records caused slow
queries and delays.
Unoptimized queries led to performance bottlenecks when fetching or updating data.
Solution:
Implemented Indexing in MySQL for faster query execution.

Used JOINs instead of multiple queries to fetch related data efficiently.

Applied pagination to display only a limited number of records per page..

2️. Security Vulnerabilities

Problem:
SQL Injection risk due to direct SQL queries.
Cross-Site Scripting (XSS) attacks when user inputs were not sanitized.
Session Hijacking possibilities.
Solution:
Used prepared statements to prevent SQL injection.

Sanitized input data to block XSS attacks.

Implemented session management with timeouts and secure cookies.

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3️. User Authentication & Role-Based Access Control
Problem:
Ensuring only authorized users (students, teachers, admin) accessed specific pages.
Managing password security to prevent unauthorized logins.
Solution:
Implemented password hashing using bcrypt.

Used role-based access control (RBAC) to restrict access.

9.2 Development & Implementation Challenges
1. UI/UX Design Issues
Problem:
Making the interface responsive and user-friendly across devices.
Ensuring easy navigation for non-technical users.
Solution:
Used Bootstrap for a mobile-responsive design.

Conducted user testing to refine the design based on feedback.

2. Real-Time Attendance & Exam Management
Problem:
Automating attendance tracking without manual errors.
Ensuring accurate exam result calculations and fast report generation.
Solution:
Integrated AJAX for real-time updates without page reloads.

Used cron jobs for scheduled report generation.

9.3 Deployment & Maintenance Challenges
1. Server & Hosting Issues
Problem:

Finding a cost-effective and secure hosting environment.

Handling concurrent user requests without slowing down the system.
Solution:
Used cloud hosting (e.g., AWS, DigitalOcean) for scalability.
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 Optimized server configurations to handle multiple requests efficiently.
9.4 User & Training Challenges
1. Resistance to Adoption
Problem:
Teachers and administrators were not familiar with digital systems.
Users were hesitant to switch from paper-based records.
Solution:
Provided training sessions for teachers and staff.

Created detailed user manuals and video tutorials.

9.5 Conclusion
Despite various technical, development, deployment, and user-related challenges, the
School Management System was successfully implemented.
✔ Optimized database and queries for better performance.
✔ Secured the system against SQL injection, XSS, and unauthorized access.

✔ Designed a user-friendly, mobile-responsive UI for better experience.

✔ Overcame resistance to digital adoption through training and user guides

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 Chapter 10
Summary of Achievements

10.1 Summary of Achievements

Automation of Administrative Tasks: The system successfully reduces the
manual workload of school administrators by digitizing student enrollment,
attendance, and exam management.

Improved Data Accessibility: Teachers, students, and administrators can securely

access relevant information (such as exam results, attendance records, and notices)
anytime.

Enhanced Security & Role-Based Access: Secure authentication mechanisms,

including hashed passwords and role-based access control (RBAC), ensure that users
only access permitted sections of the system.

User-Friendly Interface: The use of HTML, CSS, Bootstrap, and JavaScript

provides a responsive and intuitive design, making it easy for non-technical users to
navigate.

Database Efficiency: Optimized MySQL database structure ensures efficient data

retrieval and storage, preventing performance bottlenecks.

10.2 Challenges & Lessons Learned

Although the project was successfully implemented, several challenges were
encountered, such as:

Database Optimization Issues: Addressed through indexing and query

optimization.

43
 Security Threats: Mitigated using prepared statements, input validation, and
session management.
User Adoption Resistance: Overcome by providing training, user manuals, and a
simplified interface.

These challenges provided valuable learning experiences, enhancing problem-

solving skills and system optimization strategies.

10.3 Future Enhancements

While the School Management System meets the essential needs of school
administration, there is room for improvement:

✔ Mobile App Development – Create an Android/iOS version for easier access.

✔ AI-Based Student Performance Prediction – Use machine learning to analyze

students’ academic progress.
✔ Blockchain for Secure Results Management – Store exam results on a tamper-
proof blockchain ledger.
✔ Facial Recognition for Attendance – Automate attendance marking using AI-
driven facial recognition.
✔ Cloud-Based Deployment – Migrate to a cloud environment for scalability and
reliability.

10.4 Final Thoughts

The School Management System has proven to be a valuable digital solution that
enhances the efficiency, security, and accessibility of school administration. The
successful implementation of core features, combined with future upgrades, will
ensure that schools remain technologically advanced and well-organized.

By embracing automation, AI, and cloud technologies, this system can evolve into a
state-of-the-art educational platform, benefiting teachers, students, and
administrators alike.

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 References
References
The development of the School Management System (SMS) was based on various
resources, including programming documentation, research papers, online tutorials,
and official technology guides. The following references were used to design,
implement, and optimize the system:
1. Books & Research Papers
Martin, R. C. (2008). Clean Code: A Handbook of Agile Software Craftsmanship.
Prentice Hall.
Used for best practices in writing maintainable PHP and JavaScript code.
Elmasri, R., & Navathe, S. B. (2017). Fundamentals of Database Systems (7th ed.).
Pearson.
Provided insights into database design and entity-relationship modeling.
Somerville, I. (2015). Software Engineering (10th ed.). Pearson.
Used for understanding system architecture and software development life cycle
(SDLC).
2. Online Documentation & Official Guides
PHP Official Documentation – https://www.php.net/docs.php
Used for backend development, database connections, and security best practices.
MySQL Developer Guide – https://dev.mysql.com/doc/
Helped in designing database tables, indexing, and optimizing queries.
Bootstrap Documentation – https://getbootstrap.com/docs/
Provided design references for a responsive UI.
JavaScript & jQuery Guide (MDN Web Docs) – https://developer.mozilla.org/
Used for frontend scripting, AJAX calls, and client-side validation.

3. Security & Authentication References

OWASP Security Best Practices – https://owasp.org/www-project-top-ten/
Implemented secure coding practices to prevent SQL injection, XSS, and CSRF attacks.

Google Firebase Authentication – https://firebase.google.com/docs/auth

Used as a reference for implementing secure user authentication and session
management.
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4. Development & Testing Tools
Postman API Testing Guide – https://learning.postman.com/
Used for API testing and debugging.
Selenium Testing Documentation – https://www.selenium.dev/documentation/
Helped in automating UI testing.
PHPUnit Testing Framework – https://phpunit.de/manual/current/en/
Used for unit testing backend functions.
5. Additional Web Resources & Tutorials
W3Schools PHP & MySQL Tutorials – https://www.w3schools.com/php/
Used for understanding PHP database interactions.
Stack Overflow Community Discussions – https://stackoverflow.com/
Helped troubleshoot coding issues and debugging errors.
GitHub Repositories & Open Source Contributions – https://github.com/
Provided references for coding best practices and security implementations.
Conclusion
These references played a vital role in ensuring the successful development, security,
and optimization of the School Management System. Following official
documentation and industry best practices helped in building a robust, scalable, and
secure application.

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