THE PENTECOSTAL ASSEMBLY

SCHOOL

SESSION : 2025-26
PROJECT REPORT

TOPIC: CENTRALIZED COLLEGE DATABASE

SUBMITTED BY:

NAME : AADHYA SINHA

CLASS : XII/A
ROLL NO. : 01
BOARD ROLL NO. :
SUBJECT : COMPUTER SCIENCE
 Certificate
This is to certify that Aadhya Sinha of Class 12/A has successfully completed
the project titled “Centralized College Database” in the Computer Science
subject under the guidance of Mr. Manoj Ojha. The project work was carried out
during the academic session 2025–2026 as part of the curriculum requirements.

_______________________ _______________________

Sign of Internal Examiner Sign of External Examiner

 INDEX

S.NO. TOPICS

1. Introduction

2. Objective

3. Methodology

4. Data Modeling

5. Context Level DFD

6. ER Diagram

7. Tools/Platform, Hardware & Software Requirements

8. Limitations

9. Conclusion

10. Bibliography
 INTRODUCTION

A centralized college database system is designed to efficiently manage and

maintain academic, administrative, and student-related records in a single,
unified platform. Manually handling these records across multiple departments
can lead to errors, data redundancy, and inefficiencies. To overcome these
limitations, a computerized backend system is proposed.

In this system, each student and staff member is assigned a unique identification
code, and all associated data is recorded and stored centrally. This allows
authorized users to access, retrieve, and update information such as student
details, academic records, attendance, faculty data, course schedules, and more,
from any authorized terminal within the college network.

Benefits of the Centralized Automated System over Manual Record-

Keeping:
➢ Data Handling: Collects and organizes information from various
departments into a structured database for efficient access and
management.
➢ Quality Control: Reduces human error by automating data entry and
minimizing paperwork.
➢ System Reliability: Ensures reliable operation without the risk of missing
or skipped data.
➢ Maintenance: Reduces data inconsistency through in-built verification
and integrity checks.
➢ Accuracy: Automated processes ensure precise and consistent data
management.
➢ Centralized Storage: All records are stored in a central database, making
data management and backup easier.
➢ Security: Developed using secure frameworks such as .NET, ensuring
data privacy and restricted access to sensitive information.

Key Features of the Centralized College Database System:

➢ Integrated Design: Combines all functional areas (student data, staff,
academics, etc.) into one unified system.
➢ User-Friendly Interface: Simplifies operations for administrators, faculty, and
students.
➢ Fast Data Access: Quick retrieval and processing of records.
➢ Built-in Validation Checks: Ensures accuracy during data input.
➢ Paperless Operation: Eliminates the need for manual file management.
➢ Real-Time Updates: Keeps all users informed with the latest data.
➢ Helpful Prompts and Messages: Provides guidance and error-handling
messages for a better user experience.

OBJECTIVE

With the advancement of the information technology industry, educational

institutions are shifting towards automation to improve efficiency and
management of operations. The Centralized College Database Management
System aims to streamline all critical activities across various departments such
as academics, administration, student affairs, library, attendance, and
examinations into one cohesive digital platform.

This system will handle the organization, retrieval, processing, and reporting of
data related to students, faculty, staff, academic records, and institutional
resources. It eliminates the need for manual handling of departmental data by
offering an integrated, secure, and user-friendly solution.

The goal of this project is to build a comprehensive and centralized system that
simplifies everyday tasks, reduces redundancy, and enhances productivity
through the use of reliable and modern computing methods. It focuses on
replacing outdated manual systems with a smart, automated framework that
offers real-time access to accurate data for better decision-making.

Hence, this system addresses the following objectives:

• Maintaining centralized data of students, faculty, departments, courses,

and examination results.
• Structuring data in a systematic, logical order for easy processing and
retrieval.
• Consolidating data from multiple departments into a single database for
unified access.
• Providing powerful search and filter options to retrieve specific academic
or administrative records.
• Storing information about student admissions, attendance, internal
assessment scores, and staff profiles.
 • Generating customized reports for analysis, compliance, audits, and
institutional improvement.
• Enabling paperless communication and record keeping across
departments.
• Allowing scalability for future enhancements like mobile access, e-learning
integration, and more.

Automation in a college environment creates a dynamic and digitally connected

ecosystem. With computers taking over routine and repetitive tasks, staff can
focus more on decision-making and delivering value to students. This shift
fosters transparency, accountability, and institutional growth.

Automation refers to the use of technology to operate systems with minimal

human intervention. According to modern definitions, automation in an academic
setting implies developing systems that streamline administrative tasks and
academic workflows using computing technologies.

Experts define educational automation as the computerization of standard

academic and administrative procedures using software tools and electronic
devices. It includes digitizing student management, scheduling, communication,
examinations, resource allocation, and reporting.

Thus, college automation includes:

o Full digitization of student and faculty record systems.

o Computerized processing of attendance, grades, and performance
analytics.
o Centralized access to data for administrative and academic staff.
o Integration of modern digital tools to improve traditional operations.
o Real-time updates and synchronization of all activities across
departments.

Scope

This application can be implemented by any educational institution seeking to

replace manual systems with a reliable digital alternative. It helps manage
processes like student admissions, attendance, exam evaluations, faculty
management, and department-level record-keeping. Additionally, it supports
integration with existing ERP, LMS, and online portals, including Online Public
Access Catalogues (OPAC) for library integration.
 METHODOLOGY

To develop the Centralized College Database Management System, a modular

and layered architecture has been adopted to ensure scalability, maintainability,
and efficient operation. The entire system is divided into three main layers—
Presentation Layer, Logic Layer, and Database Layer.

The Presentation Layer is responsible for designing the user interface of the
system. It ensures that users, including students, faculty, and administrators, can
easily interact with the application using intuitive layouts and navigation options.

The Logic Layer handles the core functionality of the system. This includes
processing user inputs, enforcing business rules, managing workflows such as
student registration, attendance tracking, examination processing, and
generating reports.

The Database Layer involves the analysis, design, and development of a robust
database schema to store all institutional data. This layer ensures data
consistency, integrity, and secure storage.

The development process also includes:

o Conducting surveys and collecting feedback from college departments to

understand existing pain points, data flow, and specific automation needs.
o Reviewing educational literature and case studies related to academic
database systems to design a model suited for higher education
institutions.
o Creating teaching materials and documentation to help users understand
and navigate the system effectively.
o Conducting testing and validation sessions using real-time academic data
to ensure the accuracy, reliability, and usability of the software.

The methodology includes a comprehensive analysis of the current manual

systems in use, identifying challenges and redundancies. Based on the findings,
the solution is broken down into manageable modules, such as Student
Information, Faculty Records, Academic Results, Fee Management, Attendance
Logs, and Library Integration. Each module is planned using a structured
methodology to achieve the project’s objectives.

To design the interface, tools like Visual Basic, .NET Framework, or modern web
technologies like React or Angular are used depending on the platform selected.
The interface is kept user-friendly and adaptive to support both novice and
experienced users.

Features of the Centralized College Database Management System:

➢ Requires only basic computer knowledge, making it accessible for all staff
members and students.
➢ Fully customizable and adaptable to institutional needs, whether large or
small colleges.
➢ A built-in settings module allows for easy configuration of roles,
permissions, academic structures, and workflows.
➢ Supports multilingual capabilities, offline sync options (if needed), and
role-based dashboards for faculty, admin, and students.
➢ Designed to scale with additional modules such as biometric attendance,
fee payment gateways, or e-learning platforms.

This structured methodology ensures the system is reliable, efficient, and

capable of transforming the academic and administrative operations of the
college into a digitally-driven environment.

DATA MODELING

Student Information Table

Field Name Type Constraints

student_id Text Primary Key
first_name Text Not Null
last_name Text Not Null
dob Date Not Null
gender Text Not Null
department Text Not Null
email Text Not Null
phone Text Not Null
address Text Not Null
Faculty Information Table

Field Name Type Constraints

faculty_id Text Primary Key
first_name Text Not Null
last_name Text Not Null
qualification Text Not Null
department Text Not Null
designation Text Not Null
email Text Not Null
phone Text Not Null

Course Table

Field Name Type Constraints

course_code Text Primary Key
course_name Text Not Null
department Text Not Null
credits Number Not Null
semester Text Not Null

Enrollment Table

Field Name Type Constraints

enrollment_id Text Primary Key
student_id Text Not Null
course_code Text Not Null
semester Text Not Null
year Number Not Null

Attendance Table

Field Name Type Constraints

attendance_id Text Primary Key
 Field Name Type Constraints
student_id Text Not Null
course_code Text Not Null
date Date Not Null
status Text Not Null

Examination Results Table

Field Name Type Constraints

result_id Text Primary Key
student_id Text Not Null
course_code Text Not Null
marks_obtained Number Not Null
grade Text Not Null
semester Text Not Null

User Login Table

Field Name Type Constraints

username Text Primary Key
password Text Not Null
role Text Not Null

Modules to Cover the General College Database Functions:

➢ Admissions – Managing student applications, document submissions, and

enrollment records.
➢ Academics – Maintaining subject allotments, course details, and internal
assessments.
➢ Attendance Management – Recording and tracking attendance for
students and faculty.
➢ Examination Records – Managing exam schedules, marks entry, and
result processing.
➢ Access to Information – Providing a web-based interface for students,
faculty, and admin to view or update relevant information.
The Centralized College Database system enables streamlined access to
academic and administrative data via a secure platform. It replaces the need for
multiple manual registers with an integrated Online Database System accessible
to different roles in the institution.

Logic Model

Logic models are narrative or visual representations of real-life systems that

illustrate the logical flow of activities and outcomes. They help to visualize how
specific inputs lead to desired outputs through structured processes. This
systems-based approach clearly defines the connection between effort and
result.

Inputs

1. The Centralized College Database must accept input data from various
users including administrators, faculty, and students.
2. Entry of new student records including personal and academic details.
3. Faculty registration and department assignments.
4. Entry of subject-wise attendance and performance data.
5. Providing search features for quick retrieval of student or faculty records.
6. Entry of fee details, dues, and payment status.

Process Logic

The Centralized College Database performs the following types of processing

activities:

1. Registering and updating student and faculty records.

2. Allocating subjects and scheduling classes or exams.
3. Searching and retrieving records through student/faculty IDs.
4. Calculating attendance percentages, academic performance, and dues.
5. Generating reports such as attendance summaries, academic transcripts,
and fee receipts.
6. Viewing consolidated college data including student strength, course
analytics, and performance statistics.
CONTEXT LEVEL DFD
ER DIAGRAM
TOOLS/PLATFORMS, HARDWARE &
SOFTWARE REQUIREMENTS
Tools/Platform

S/W and H/W Requirements

Hardware Requirements

• Processor : Intel® Core™ Ultra 5 processor

• RAM : 16 GB RAM
• Monitor : 24” Color Monitor
• Keyboard
• Mouse

Software Requirements

• Operating System : Windows 11 Pro

• Development Tool : Visual Basic 6.0
• Database : My SQL

Language to be Used

VISUAL BASIC is a high-level, event-driven programming language evolved

from the original DOS-based BASIC (Beginners' All-Purpose Symbolic Instruction
Code). It is widely used for developing Windows-based applications due to its
user-friendly graphical development environment.Microsoft Visual Basic remains
popular among developers because of its simplicity, rich graphical interface, and
wide range of resources and support. Among all versions, Visual Basic 6.0 is
considered one of the most robust and still widely adopted.

VB allows programming through visual components, making the development

process efficient. In earlier BASIC versions, programmers had to manually write
code to define visual elements and their properties. In contrast, VB enables
developers to simply drag and drop graphical elements onto the form and
modify properties such as size, color, and position through property windows.

Since users can interact with any component in any order, VB requires each
component (e.g., buttons, forms, lists) to be programmed individually to respond
to specific events. Therefore, a Visual Basic application consists of multiple
independent subprograms, each handling a specific user action, and all
working together cohesively.

Output

After processing and validating the data within the Centralized College
Database system, the following outputs will be generated:

➢ Student master list along with enrollment and course details

➢ Class schedules and subject allocations per faculty
➢ Semester-wise attendance reports for students and teachers
➢ Examination results and academic performance summaries
➢ Fee reports and financial dues by department or student
➢ College-wide database access logs and activity reports
➢ Customized reports for administrative decision-making

LIMITATION
This application performs limited operations of a Centralized College Database.
The current limitations are as follows:

➢ This application does not support real-time multi-user synchronization over

a network.
➢ It handles only essential administrative and academic data operations.
➢ Reporting features are limited and lack advanced formatting or analytics.

CONCLUSION
The Centralized College Database System has been designed keeping in mind the
requirements of small to medium-sized educational institutions. It is a reliable software
that supports all core functionalities such as storing and updating student records,
faculty details, course allocations, attendance tracking, and examination results. It allows
the administrator to manage departments, enrollments, and class schedules efficiently.

In addition, features like login authentication and role-based access ensure that different
types of users—such as admin staff, faculty, and students—can perform only their
respective tasks. Students can check their academic records, attendance status, and fee
dues, while faculty members can view class allocations and submit attendance or
grades. Though basic in nature, this application provides a structured and centralized
environment for managing key college data in an organized manner.
 BIBLIOGRAPHY
➢ Hoffer, Jeffrey A., Ramesh Venkataraman, and Heikki Topi. Modern Database
Management. Pearson Education, 2016.

➢ Elmasri, Ramez, and Shamkant B. Navathe. Fundamentals of Database Systems.

Pearson, 2015.

➢ www.geeksforgeeks.org

➢ www.w3schools.com

➢ Rob, Peter, and Carlos Coronel. Database Systems: Design, Implementation, and
Management. Cengage Learning, 2012.

➢ Connolly, Thomas, and Carolyn Begg. Database Systems: A Practical Approach

to Design, Implementation, and Management. Pearson, 2014.

➢ Silberschatz, Abraham, Henry F. Korth, and S. Sudarshan. Database System

Concepts. McGraw-Hill Education, 2019.

➢ Maimon, Oded, and Lior Rokach. Data Mining and Knowledge Discovery
Handbook. Springer, 2010.