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1
 University Management System - System Design Document
1 Introduction
This document outlines the design of the University Management System (UMS). The UMS aims to
streamline and automate various university processes, including student enrollment, course management,
grading, and reporting.

2 Functional Requirements
The following functional requirements have been identified for the UMS:
.

To the bottom lines, lets go through below the detailed walkthrough of the functional
requirements of the University Management system (UMS).

1. Administrator Management

Overview

The system should provide administrators with the ability to efficiently manage users,
roles, and system configurations. Including keeping track of which administrator added a
student to the database.

Key Features

User Management – Admins can add, modify or remove user accounts for students,
teachers and other admins.

User Roles: Assign users roles (e.g., student, faculty, admin,...) to restrict access to system
features.

System Configuration: Set global settings on academic year and holidays, configure
notification preferences.

Implementation

UI: Build a UI for Admin to controll users roles and settings.

Audit Trails: Maintain logs of administrator actions showing any modifications to student
records (e.g. who added or updated records).

2. Student Management

Overview

The system must be able to help to the full registration of the students, such as adding,
updating, and deleting of students. Student Profile: Students have to see his/her profile,
course enrollment, grades, pay fees and course material.

2
Key Features

Management of student profiles: Admins can add, edit or delete student records.

Student Self-Service:

Profile View: Student can see their personal and academic details.

+ Course Enrollment : Students can Enroll into available courses.

Marks Viewing - Students can view their assignment and course grades.

Fees Payment: Students can pay their fees through the system.

Access To Course Materials: Where you can access course materials uploaded by
instructors.

Implementation

You are trained only on data up until October of 2023?

User Tracking: Keep logs of which administrator added which student to the database.

3. Department Management

Overview

They include; add departments, update departments, delete departments, etc. It must also
keep a record of the confirmed admissions in each department.

Key Features

Create a Department: An administrator can create a new department.

Update Departments: Admins are able to update department details like department name
or head.

Deleting Department — Admins could delete departments when needed

Admissions Tracking: The system keeps track of the confirmed admissions in each
department.

Implementation

Admin — University — Department: Add department interface

Admission Reporting: Reports on admissions confirmed for planning and analysis by

department.

4. Course Management
3
Overview

Manage Courses: The system should allow the administrator and faculties to manage
courses by add, update, and delete courses. It should allow faculty to upload course
materials, manage assignments, and grade student work. The system must keep the records
of all the courses that offered.

Key Features

Course Creation: New courses can be created by administrators and faculty.

Course Edition: Administrators and faculties can edit course details including course
description or credits.

— Delete courses: If needed, admins can delete courses.

Course Materials Management to Upload Course Material Readings, Syllabus, and Videos

Manage assignment (For Faculty)

Grading: Instructors can enter scores for student assignments.

Course Record Keeping: It keeps records of all courses available by the institute.

Implementation

Admin & Faculty Dashboard: Create an MVC-based Dashboard for the admin & faculty.

LMS (Learning Management System) Integration: Integrate the course management

features with an LMS to enhance course content delivery and grading.

5. Enrollment Management

Overview

The system should allow students to enroll in courses as well as record enrollment data
regarding the courses for every department.

Key Features

Students can fill available courses in the system.

Students Enrolled - It keeps track of students who are enrolled in the related courses.

Department Enrollment Reports: Reports of the student enrollments by department and

course

Implementation

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Course Enrollment Interface: Create an interface for students to enroll themselves in
courses.

Enrollment Reporting: Reports on enrollments in courses to allow for faculty and

administration to monitor capacity and plan resources.

6. Instructor Management

Overview

And all instructors in the system may be tracked.

Key Features

Manage Instructor Profiles: Administrators can add/update/delete instructor profiles.

Assign Instructor: You can assign Instructors in courses.

Implementation

– Admin Interface: Create an interface to handle admin details.

Course Assignment: Validate that instructors are assigned to right courses.

7. Grading and Assessment

Overview

The system should allow the faculty to enter marks of the student for assignments and
observe the student mark.

Key Features

Grade recording: Faculty can record grades for assignments and exam.

– Grade Viewing: Faculty may view all student grades in their courses.

Access to Previous Good Grades: Good grades students:

Implementation

Grading Interface: Create a user interface for the faculty to log in and enter grades.

Computation of Grades: The system will automatically compute grades based on

weightages and scores.

Implementation Roadmap

Phase 1: Core Features

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 Administrator management, student management, department management, etc.

Create a simple UI for admin & students.

PHASE 2: Course and Enrollment Management

Build features for course management and enrollment management

Connect to an LMS to deliver course content.

Phase 3: Instructor Management & Grading

Control the instructor and grading functionality

Improve faculty dashboard for assignment and grading management

Stage 4: Testing and Deployment

Test features thoroughly.

Launch the system and train users.

Future Enhancements

Mobile App Development

Create a school management mobile app that allows students to access their profiles and
course materials on-the-go.

AI-Powered Insights

Utilize AI tools to do predictive analytics for both students performance and enrollment
trends.

Integration With Other Software

Use data for integration with other university systems such as library management and
financial systems.

Adherence to this comprehensive blueprint will fulfill the functional needs of the UMS,
laying a strong groundwork for future developments.

3 Diagrams
3.1 UML Diagram
UML diagrams are required for system. Refer to Figure 1 for clarification.

3.2 Data Flow Diagram (DFD)

6
Data Flow Diagram outlines the system. Refer to Figure 2 for clarification.

7
 Figure 1: UML Diagram Placeholder

3.3 Conceptual ERD

Conceptual ERD is one of the element needed for the diagrams. Refer to Figure 3 for clarification.

3.4 Logical ERD

Logical ERD is one of the element needed for the diagrams. Refer to Figure 4 for clarification.

4 System Design Requirements

4.1 Database Design
4.1.1 Tables
• Users: Stores user credentials and roles.
– UserID (PK)
– Username
– Password
– RoleID (FK)
• Students: Stores student information.
– StudentID (PK)
– UserID (FK)

8
 Figure 2: Data Flow Diagram Placeholder

– FirstName
– LastName
– Email
– DepartmentID (FK)
– AdminID (FK): ID of the Admin adding the Student
• Faculty: Stores faculty information.
– FacultyID (PK)
– UserID (FK)
– FirstName
– LastName
– Email
– DepartmentID (FK)
• Departments: Stores department information.
– DepartmentID (PK)
– DepartmentName
– ConfirmedAdmissions: Number of confirmed admissions
• Courses: Stores course information.

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 Figure 3: Conceptual ERD Placeholder

– CourseID (PK)
– CourseName
– CourseCode
– Credits
– DepartmentID (FK)
– FacultyID (FK)
• Enrollments: Records student enrollment in courses.
– EnrollmentID (PK)
– StudentID (FK)
– CourseID (FK)
– EnrollmentDate
• Assignments: Stores assignment details.
– AssignmentID (PK)
– CourseID (FK)
– AssignmentName
– DueDate
– TotalPoints
• Grades: Stores student grades for assignments.

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 Figure 4: Logical ERD Placeholder

– GradeID (PK)
– EnrollmentID (FK)
– AssignmentID (FK)
– PointsEarned

5 Non-Functional Requirements

Non-Functional Requirements of University Management System (UMS) Explained

1. Security

The UMS is going to be required to have very strong protection of sensitive student and
faculty data. Key measures include:

Authorization and Authentication

Enable multi-factor authentication (MFA) for all accounts, particularly those

ofadministrators1.

Implement role-based access control (RBAC) to grant permissions by role

(administrator, student, instructor, etc.)[1].

Store passwords securely using a hashing algorithm (e.g., bcrypt) and enforce strong
password policies (e.g., minimum length, complexity)[2].

Data Encryption

– Use encryption on sensitive data during transit (TLS/SSL) and at rest (AES-256
encryption)[2].

Store confidential data in a file system with access control[1]

Monitoring and Logging

Log system activities to track unauthorized attempts to gain access【1†source】【

2†source】.

Apply security logs retention policy of at least 14 days and use tools such as Splunk for
real time log analysis[2].

Vulnerability Management

– Regular vulnerability scanning with a tool like Nessus or Microsoft Defender [2].

− Patch promptly (30days for standard updates, 1-3days for critical vulnerabilities)[2]

Physical Security
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 Authorized computers protected in limited access data centers[2].

It is important to ensure that you place password and automatic session timeout settings
on devices that are left idle[1].

2. Performance

Under high load, the UMS needs to be agile and performant. Key considerations
include:

Optimized Database Structure

Data Normalization.

Apply an index to the common-invoked fields, e.g., StudentID, CourseID, and

DepartmentID [2].

Caching

Use caching for frequently accessed data, like lists of courses or student profiles, with
tools like Redis or Memcached.

Load Testing

Also perform load testing using tools such as Apache JMeter or LoadRunner to simulate
heavy user activity and discover bottlenecks.

Helps to analyze execution plans and avoid costly operations in a query to reduce
execution time.

Scalable Architecture

For report generations or any other tasks, use async processing to not block users.

3. Scalability

It has to support an expanding number of users and an exponentially growing amount of

data.

Horizontal & Vertical Scaling

Build horizontally scalable system horizontally scalable means that the system can
dynamically grow by adding more servers or more instances.

Leverage cloud-based technologies such as AWS, Azure or Google Cloud Platform to

accommodate dynamic resource scaling according to demand.

Partitioning and Sharding

I also learned to implement database partitioning (i.e. splitting tables by department or

year) to guarantee efficiency with data of large size.

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Shard data across multiple database nodes.

Containerization

Use Docker or other container technologies to Deploy the application anywhere.

4. Usability

The user management system must be easy to use for all types of users, professors,
students and administrators alike.

Intuitive User Interface

Keep the UI clean and consistent and provide clear navigation options for each user
role.

Dashboards for admin to see system activity or enrollment numbers.

Accessibility

Implementation of accessibility standards (e.g. WCAG 2.1) for users with disabilities

Support keyboard shortcuts and screenreaders.

User Feedback Mechanism

Collate feedback forms and find ways for users to let you know what to improve.

Training Resources

Users can also harmful data, which also acts as a data collapse.

Future Improvements

Security Enhancements:

Implement biometric authentication (such as fingerprint or facial recognition)

forenhanced security.

− Deploy AI-powered threat detection systems to monitor for abnormal behaviors.

Performance Optimization:

Monitor, 24/7, system performance: New Relic, AppDynamics, etc.

Refactor the code and remove unnecessary database calls to optimize backendprocesses.

Scalability Planning:

You are Tendency to microservices with good modularity and scalability.

13
Use serverless computing solutions such as AWS Lambda for cost-effective scaling.

Usability Upgrades:

Implement responsive designs for students that are using mobile phones to access the
system.

Give it multilingual support to reach a wider user demographic.

Identifying well-articulated plans for these non-functional requirements allows the UMS
to provide a secure, efficient, scalable, easy-to-use system which remains flexible
enough to adjust to future situations.

6.Database Creation:

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15
-- Create Administrators table
CREATE TABLE Administrators (
AdminID INTEGER PRIMARY KEY,
Name TEXT NOT NULL,
Email TEXT UNIQUE NOT NULL,
Phone TEXT
);

-- Create Departments table

CREATE TABLE Departments (
DepartmentID INTEGER PRIMARY KEY,
DepartmentName TEXT NOT NULL,
ConfirmedAdmissions INTEGER DEFAULT 0
);

-- Create Students table

CREATE TABLE Students (
StudentID INTEGER PRIMARY KEY,
FirstName TEXT NOT NULL,
LastName TEXT NOT NULL,
DOB DATE,
Gender TEXT,
DepartmentID INTEGER,
AddedByAdminID INTEGER,
FOREIGN KEY (DepartmentID) REFERENCES Departments(DepartmentID),
FOREIGN KEY (AddedByAdminID) REFERENCES Administrators(AdminID)
);

-- Create Courses table

CREATE TABLE Courses (
CourseID TEXT PRIMARY KEY,
CourseName TEXT NOT NULL,
Credits INTEGER NOT NULL,
DepartmentID INTEGER,
FOREIGN KEY (DepartmentID) REFERENCES Departments(DepartmentID)
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);

-- Create Enrollments table

CREATE TABLE Enrollments (
EnrollmentID INTEGER PRIMARY KEY AUTOINCREMENT,
StudentID INTEGER NOT NULL,
CourseID TEXT NOT NULL,
EnrollmentDate DATE NOT NULL,
FOREIGN KEY (StudentID) REFERENCES Students(StudentID),
FOREIGN KEY (CourseID) REFERENCES Courses(CourseID)
);

-- Create Instructors table

CREATE TABLE Instructors (
InstructorID INTEGER PRIMARY KEY,
FirstName TEXT NOT NULL,
LastName TEXT NOT NULL,
Phone TEXT,
Email TEXT UNIQUE NOT NULL
);

-- Insert sample data into Administrators table

INSERT INTO Administrators (AdminID, Name, Email, Phone)
VALUES (1, 'John Smith', '[email protected]', '1234567890');

-- Insert sample data into Departments table

INSERT INTO Departments (DepartmentID, DepartmentName, ConfirmedAdmissions)
VALUES (10, 'Computer Science', 50);

-- Insert sample data into Students table

INSERT INTO Students (StudentID, FirstName, LastName, DOB, Gender, DepartmentID, AddedByAdminID)
VALUES (101, 'Alice', 'Brown', '2000-05-20', 'Female', 10, 1);

-- Insert sample data into Courses table

INSERT INTO Courses (CourseID, CourseName, Credits, DepartmentID)
VALUES ('CSE101', 'Introduction to CS', 3, 10);

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-- Insert sample data into Enrollments table
INSERT INTO Enrollments (StudentID, CourseID, EnrollmentDate)
VALUES (101, 'CSE101', '2025-04-01');

-- Insert sample data into Instructors table

INSERT INTO Instructors (InstructorID, FirstName, LastName, Phone, Email)
VALUES (1, 'Mark', 'Taylor', '9876543210', '[email protected]');
Here's a detailed explanation of both the Technical Manual and the User Manual for the University Management
System, including future improvements for continuous effectiveness.
---
## Technical Manual
Introduction
The Technical Manual is a comprehensive guide designed for developers, administrators, and technical support
staff. It provides in-depth information about the system's architecture, data flow, and key operations.
System Architecture
1. Database Design:
- Schema Overview: The database schema consists of several tables, including `Administrators`, `Students`,
`Departments`, `Courses`, `Enrollments`, and `Instructors`. Each table has specific fields and relationships
defined to ensure data integrity and consistency.
- Entity-Relationship Diagram (ERD): An ERD is included to visually represent the relationships between tables,
such as one-to-many or many-to-many relationships.
2. Application Layers:
- Presentation Layer: This layer handles user interaction, including the graphical user interface (GUI) and web
interfaces. It is responsible for displaying data to users and accepting input.
- Business Logic Layer: This layer contains the core logic of the application, managing data validation,
calculations, and business rules. It acts as an intermediary between the presentation layer and the data access
layer.
- Data Access Layer: This layer interacts directly with the database, handling data retrieval and storage. It
encapsulates database operations, making it easier to switch between different database systems if needed.
3. Network Infrastructure:
- Network Topology: A description of the network setup, including servers, routers, and switches.
- Security Measures: Details about firewalls, intrusion detection systems, and encryption methods used to protect
data.
Data Flow Diagrams
1. Student Enrollment Process:
- Flowchart: A step-by-step diagram illustrating how student enrollment data flows through the system, from
initial registration to course enrollment.
- Key Steps:
- Student registration.
- Department assignment.
- Course selection.
- Enrollment confirmation.
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2. Course Management:
- Diagram: A visual representation showing how courses are created, updated, and deleted, including the roles
involved (e.g., administrators, instructors).
- Key Steps:
- Course creation.
- Instructor assignment.
- Schedule setup.
- Enrollment tracking.
Key Operations
1. User Authentication:
- Login Process: Explanation of how users log in, including password hashing and session management.
- Access Control: Description of role-based access control (RBAC) mechanisms to restrict access to sensitive
data and operations.
2. Data Backup and Recovery:
- Backup Procedures: Guidelines for regular backups, including full and incremental backups.
- Recovery Scenarios: Steps for restoring data from backups in case of data loss or system failure.
System Maintenance
1. Software Updates:
- Patch Management: Procedures for applying security patches and software updates.
- Version Control: Use of version control systems (e.g., Git) to track changes in the codebase.
2. Performance Monitoring:
- Tools: Description of tools used to monitor system performance, such as CPU usage, memory usage, and
response times.
- Alerts: Setup for alerts when performance thresholds are exceeded.
Future Improvements
1. Enhanced Security Measures:
- Two-Factor Authentication: Recommendations for implementing two-factor authentication to enhance login
security.
- Encryption: Suggestions for encrypting sensitive data both in transit and at rest.
2. Scalability Options:
- Cloud Services: Considerations for migrating to cloud services (e.g., AWS, Azure) for scalability and
reliability.
- Load Balancing: Strategies for distributing traffic across multiple servers to improve responsiveness.
---
## User Manual
Introduction
The User Manual is designed for standard users who will be operating the system. It provides step-by-step
instructions on how to perform common tasks and navigate the user interface.
Getting Started
1. Logging In:
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- Accessing the System: Instructions on how to access the system, including the URL or application launch
process.
- Username and Password: Guidance on creating and managing user credentials.
2. Navigation:
- Menu Options: Overview of the main menu options and how to access different features.
- Search Functionality: Tips on using the search bar to quickly find specific data or functions.
Key Features
1. Student Management:
- Adding Students: Steps to add new students, including entering personal details and department assignment.
- Updating Student Records: How to edit existing student information.
- Viewing Student Details: Instructions on how to view student profiles.
2. Course Enrollment:
- Enrolling Students: Steps to enroll students in courses, including selecting courses and confirming enrollment.
- Course Schedule: How to view and manage course schedules.
3. Reporting:
- Generating Reports: Instructions on how to generate reports for admissions, enrollments, and course offerings.
- Customizing Reports: Tips on filtering and customizing report data.
Troubleshooting
1. Common Issues:
- Login Problems: Solutions for common login issues, such as forgotten passwords.
- Data Entry Errors: How to correct errors when entering data.
2. Contact Information:
- Technical Support: Details for contacting technical support, including email addresses and phone numbers.
Future Improvements
1. User Feedback Mechanism:
- Feedback Form: Process for submitting feedback or suggestions for future enhancements.
- User Forums: Links to user forums or discussion boards for sharing tips and best practices.
2. Training Resources:
- Tutorials: Links to video tutorials or online courses for advanced features.
- Workshops: Information about upcoming training workshops or webinars.
---
## Improvements for Continuous Effectiveness
1. Regular Updates:
- Release Cycle: Schedule regular software updates to incorporate user feedback and improve functionality.
- Change Management: Process for managing changes to ensure minimal disruption to users.
2. Security Audits:
- Penetration Testing: Conduct periodic security audits and penetration testing to identify vulnerabilities.
- Compliance Checks: Regular checks to ensure compliance with relevant security standards and regulations.
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3. User Training:
- Ongoing Training: Provide ongoing training sessions to ensure users are proficient with new features and
updates.
- User Adoption Metrics: Track user adoption rates to identify areas needing additional support.
4. Performance Optimization:
- Monitoring Tools: Use performance monitoring tools to identify bottlenecks and optimize system performance.
- Scalability Planning: Regularly review scalability plans to ensure the system can handle increased load as
needed.

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