STUDENT ATTENDANCE MANAGEMENT SYSTEM

PROBLEM STATEMENT
The problem statement of student attendance management system of B. Tech. (CSE, IT, EEE, ECE) program for a college is given below: The purpose of this system is to automate and computerize the attendance of students in the college. The B.Tech Program is a 4 year course and consists of 8 semesters. The intake of students for every branch is given as: ◊ ◊ ◊ ◊ CSE -- 132 ECE -- 132 IT -- 66 EEE – 66

Each semester consists of practical as well as theory subjects. The number of subjects offered in different semesters is: SEMESTE R 1st 2nd 3rd 4th 5th 6th 7th 8th NO. OF THEORY SUBJECTS 7 7 6 6 6 6 4 3 NO. OF PRACTICAL SUBJECTS 5 5 4 4 4 5 4 4

Number of lectures per week:  5 lectures for each theory subject  1 lab session for each practical subject

Each subject is be assigned some specific code for convenience in maintaining the database. 75% is the Compulsory attendance for a student else a short attendance report is generated. So a list of students along with their daily attendance for class, subjects offered and faculty members is to be maintained. The faculty members of respective subjects provide attendance details to the data entry operator who all details into the system database. This process is carried out daily by the faculty members and the data entry operator. Attendance is updated on all weekdays except Saturdays and Sundays. Once the data entry operator has updated the attendance, he/she would not be allowed to change the attendance again. The students and faculty members can also login the system to view and generate reports for student information, subjects opted by them and their attendance in any subject. The system will generate monthly attendance reports and the reports should be printable.

SOFTWARE REQUIREMENT SPECIFICATIONS (SRS)

TABLE OF CONTENTS
1. INTRODUCTION
1.1 Purpose 1.2 Scope 1.3 Definitions, Acronyms and Abbreviations 1.4 References 1.5 Overview

2. OVERALL DESCRIPTION
2.1 Product Perspective 2.1.1 System Interfaces 2.1.2 User Interfaces 2.1.3 Hardware Interfaces 2.1.4 Software Interfaces 2.1.5 Communication Interfaces 2.1.6 Memory Constraints 2.1.7 Operations 2.1.8 Site Adaptation Requirements 2.2 Product Functions 2.3 User Characteristics 2.4 Constraints 2.5 Assumptions and Dependencies 2.6 Apportioning of Requirements

3. SPECIFIC REQUIREMENTS

4 Communication Interfaces 3.1 User Interfaces Login Screen: Student Info Parameters Screen: Student Info Screen: Subject Info Parameters Screen: Subject Info Screen: Faculty Members Info Parameters Screen: Faculty Info Screen: Attendance Entry Info Parameters Screen: Attendance Entry Info Screen: Report Generation Parameter Screen: 3.2.2.2 Software Product Features 3.3 Software Interfaces 3.1.2.1.1 User Account Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.1.2 Hardware Interfaces 3.1 External Interface Requirements 3.1.3 Subject Information Maintenance Validity Checks .2 Student Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.3.

2.2.6 Attendance Report Generation Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3. INTRODUCTION .1 Security 3.4 Faculty Member Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.5.4 Design Constraints 3.3 Performance Requirements 3.2.5 Student Attendance Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.2 Maintainability 3.3 Portability 3.5.5 Software System Attributes 3.6 Logical Database Requirements 3.5.Sequencing Information Error Handling/Response to Abnormal Situations 3.7 Other Requirements 1.

i. The attendance information is provided to the DEO by the faculty teacher for a particular class and subject. The software system also helps in evaluating the examination eligibility criteria for a student in the sense that only those students with attendance above 75% are allowed to be eligible for the semester exams.. But later on.5 OVERVIEW The rest of the SRS document describes the various system requirements. on which the software is installed. 1.e.2 SCOPE The scope of the project is the system. 1.TECH: Bachelor of Technology DEO: Data Entry Operator 1. ACRONYMS AND ABBREVIATIONS INFO: Information B.3 DEFINITIONS. features and functionalities in detail.The student attendance management system is a software developed for daily attendance of students in colleges.4 REFERENCES IEEE Recommended Practice for Software Requirements Specification-IEEE Std 830-1993. 1. The purpose of developing this attendance management system is to computerize the traditional way of taking attendance in classes and also manage student and teachers’ information along with their classes and subjects. the project is developed as a desktop application.1 PURPOSE This specification document describes the capabilities that will be provided by the software application “Student Attendance Management System”. interfaces. . the project can be modified to operate it online. Another purpose for developing the software is to generate the reports automatically whenever required-in between the semesters or after the semester. and it will work for a particular college. It facilitates the access of attendance information of a particular student belonging to a particular class. 1.

1. The system also generates summary reports of all these details. The system maintains student details.1.1 PRODUCT PERSPECTIVE The application will be a windows-based. FACULTY INFO SCREEN: for capturing and displaying the details of all faculty members-their name. qualification. The students are offered various theory and practical subjects depending upon the ongoing semester. experience. Student or Faculty Member). department. branch. 2.2. OVERALL DESCRIPTION The student attendance management system is a cost and time effective computerized system that maintains daily attendance of students on the basis of their attendance in theory and laboratory courses opted by them. Further access to different screens will be provided based upon the role of the user. their name. their attendance in a particular subject and details of the faculty member teaching them. semester and courses opted by them. 2. self-contained and independent software product. how many credit points are assigned to that subject and whether the subject is of theory or practical? STUDENT INFO SCREEN: for capturing and displaying the details of all students enrolled for the course in different years. enrollment number. SUBJECT INFO SCREEN: for capturing and displaying information regarding what all subjects are offered during which semester and branch.1 SYSTEM INTERFACES None. 2.2 USER INTERFACES The application will have a user-friendly and menu-based interface. • • • • . DEO. ATTENCANCE INFO SCREEN: for capturing and displaying the attendance details of all students belonging to a particular Batch Year. password and role (Administrator. the subjects opted by them. teaching subject/s and class/es. Following screens will be provided: • LOGIN SCREEN: for entering the username. salary.

2.3 HARDWARE INTERFACES Screen resolution of at least 800*600 required for proper and complete viewing of screen and support for printer is also required for printing of reports.6 MEMORY CONSTRAINTS At least 64 MB and 2 GB space on hard disk will be required for running the application successfully. A summary of the major functions that the software will perform: • Login facility for enabling only authorized access to the system. 2. Depending upon the role.1. student.8 SITE ADAPTATION REQUIREMENTS The terminals at client site will have to support hardware and software interfaces specified in the above sections. . 2.2 PRODUCT FUNCTIONS The system will allow access to only authorized users with specific roles (administrator.The following reports can be generated: • STUDENT ATTENDANCE DETAILS: Printable reports can be generated for an individual as well as a list of students belonging to particular Batch showing the status of their attendance in all subjects opted by them.1. 2.1. Database backup and recovery will also be handled by administrator. faculty member). DEO.7 OPERATIONS The Administrator at client site will be responsible for manually deleting old/non required data.1. 2. he/she will be able to access only specific modules of the system. 2.1. 2.4 SOFTWARE INTERFACES Any windows-based Operating system. MS Access 2000 as the DBMS-for database.1.5 COMMUNICATION INTERFACES None.

DEO will be able to add/modify/delete info about various faculty members belonging to a particular department and teaching a particular subject/s. Experience: Should be well-versed/informed about the course structure of B. DEO and Administrator must have an experience of at least 3 years. The number of semesters in B. DEO will be able to add/modify/delete attendance info in all subjects opted by all students enrolled in the course. Due to limited features of DBMS being used. 2. should be comfortable with English language.3 USER CHARACTERISTICS • • Educational Level: At least graduate.• • • • DEO will be able to add/modify/delete info about different students enrolled for the course in different subjects.Tech. it will not be able to store a very huge number of records.4 CONSTRAINTS Since DBMS is MS Access 2000. User( Administrator/ student/ faculty member) will be able to generate and print reports of student attendance info including the student info as well as subject info.5 ASSUMPTIONS AND DEPENDENCIES • • The number of subjects to be taken by a student in each semester does not change. Administrator will be able to create/modify/delete new/existing user accounts. • • 2. database auditing and performance tuning features will not be provided. which is not very powerful. DEO will be able to add/modify/delete info about different subjects that are offered and opted by students in a particular semester and branch. • 2. Technical Expertise: Should be comfortable in using general-purpose applications on a computer. .Tech program does not change.

2.6 APPORTIONING OF REQUIREMENTS Not required.. SUBJECT INFO PARAMETERS SCREEN: This screen will be accessible to user with any role. It will allow the user to add/modify/delete any info about new/existing student/s. It will allow users to access different screens based on their role.. enrollment no.. address.1. Role (Administrator. DEO). SUBJECT INFO SCREEN: . Various fields will be: Username. Password.1 USER INTERFACEES The following screens will be provided: LOGIN SCREEN: This is the first screen displayed. STUDENT INFO PARAMETERS SCREEN: This screen will be accessible to user with any role. SPECIFIC REQUIREMENTS This section consists of software requirements to a level of detail sufficient to enable designers to design the system and testers to test the system. STUDENT INFO SCREEN: This screen will be accessible to user with role DEO. It will allow the user to enter the Batch Year for which the user wants to access student info. 3..1 EXTERNAL INTERFACE REQUIREMENTS 3. phone no. 3. etc.• The attendance once updated is not modified. It will allow the user to enter the semester number for which user wants to access the subject info. branch. Student. Faculty member. Various fields on the screen will be: Student name.

. type.3.1. Various fields on the screen will be: Student info.2. code. experience. designation.1. qualification. It will allow the user to enter the department name for which user wants to access the faculty member info. etc. FACULTY MEMBER INFO SCREEN: This screen will be accessible to user with role DEO.. REPORT GENERATION PARAMETER SCREEN: This screen will be accessible to user with any role. credits. branch.1 USER ACCOUNT MAINTENANCE . Daily attendance... salary. It will allow the user to add/modify/delete any info about new/existing faculty member/s. ATTENDANCE INFO PARAMETER SCREEN: This screen will be accessible to user with any role. It will allow the user to enter the Batch Year for which the user wants to access the individual or list of students’ attendance info. It will allow the user to add/modify/delete any info about new/existing subject/s for a particular semester.4 COMMUNICATION INTERFACES None 3. ATTENDANCE INFO SCREEN: This screen will be accessible to user with role DEO..3 SOFTWARE INTERFACES As stated in section 2. teaching subject.1.2 HARDWARE INRERFACES As stated in section 2. It will allow the user to enter the Batch Year for which the user wants to view and print student attendance info. etc.4. FACULTY MEMBER INFO PARAMETER SCREEN: This screen will be accessible to user with any role. It will allow the user to add/modify/delete any info about new/existing student attendance.This screen will be accessible to user with role DEO. department.. 3.1.1. Subject info. 3. Various fields on the screen will be: Faculty member name. 3. Various fields on the screen will be: Subject name. etc.2 SYSTEM FEATURES 3.

about various students enrolled in the course in different years. Student. phone no. The following info will be maintained for a particular user account: Username. SEQUENCING INFORMATION User account for a particular user has to be created in order for the system to be accessible to that user. Password cannot be blank and should be unique for every user.2. Password. Administrator. enrollment no. VALIDITY CHECKS . 3. The following kinds of user accounts can be there: DEO.2 STUDENT INFO MAINTENANCE The system will maintain info. Role cannot be blank. The system will also allow creation/modification/deletion of new/existing accounts by the administrator.. The following info. At system startup. VALIDITY CHECKS • • • • Only user with role Administrator will be authorized to access the User Accounts Maintenance module. enrollment year. address.The system will maintain information about the various user accounts with their different roles to access the system. branch. Role. The system will also allow creation/modification/deletion of new/existing students’ info by the DEO and also the ability to list all the students enrolled in a particular year. Username cannot be blank and should be unique for every user. only a default user account for ‘Administrator’ would be present in the system. appropriate error messages will be prompted to the user for doing the needful. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. will be maintained for each student: Student name. Faculty member.

about various subjects offered to the students of particular semester and branch of the course. Enrollment no. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. will be maintained for each subject: Subject name.• • • Only user with role DEO will be authorized to access the Student Info Maintenance module. branch or semester cannot be blank. Credits can have value between 0 to 10. credits. SEQUENCING INFORMATION Student info for a particular student will have to be entered in the system before any attendance info can be entered for that student. Enrollment no. should be unique for every student. • • • • SEQUENCING INFORMATION Subject info for a particular branch will have to be entered in the system before any student attendance for that semester can be entered. code. No two semesters can have the same subject. type (theory or practical). Student name. branch. The following info. and semester. credits. code. VALIDITY CHECKS • Only user with role DEO will be authorized to access the Subject Info Maintenance module. Branch. Enrollment year. Address or Phone no. type. Subject code will be unique for every subject. cannot be blank. The system will also allow creation/modification/deletion of new/existing students’ info by the DEO and also the ability to list all the available subjects for a particular semester and branch.3 SUBJECT INFO MAINTENANCE The system will maintain info. . appropriate error messages will be prompted to the user for doing the needful. 3. Subject name..2.

Designation should be unique for every faculty member. qualification.ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. VALIDITY CHECKS • • Only user with role DEO will be authorized to access the Faculty Member Info Maintenance module.4 FACULTY MEMBER INFO MAINTENANCE The system will maintain info about various faculty members belonging to different departments teaching the course.5 STUDENT ATTENDANCE INFO MAINTENANCE The system will maintain info. appropriate error messages will be prompted to the user for doing the needful. The system will also allow creation/modification/deletion of new/existing faculty members’ info by the DEO and also the ability to list all the faculty members belonging to a particular department. A faculty member cannot belong to more than one department. designation. appropriate error messages will be prompted to the user for doing the needful. experience. Faculty member name. teaching subject cannot be blank. 3. experience. The following info will be maintained for each student: Student info. salary. . • • SEQUENCING INFORMATION Faculty member info for a particular branch can be entered in the system only after the subject info and student info have been entered. designation.2. teaching subject/s.2. about various students enrolled in the course along with their subject choice and their daily attendance in that particular subject. qualification. The following info will be maintained for each faculty member: Faculty member name. Subject info. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. department. department. 3. salary. Daily attendance.

Daily attendance cannot be blank. STUDENT NAME SEMESTER DATA TYPE INT DESCRIPTION ENROLLMENT NO. Subject info. 3. appropriate error messages will be prompted to the user for doing the needful. Student info. VALIDITY CHECKS • • • Only user with role DEO will be authorized to access the Student Attendance Info Maintenance module. This report will be generated in the following format: Attendance Table: S. OF STUDENT NAME OF STUDENT SEMESTER IN WHICH 2.NO. 3. Attendance cannot be less than 0 and not greater than 100% • SEQUENCING INFORMATION Student attendance info for a particular branch can be entered in the system only after the subject info and student info have been entered. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. then student will not be eligible for semester-end exams. 1. FIELD NAME ENROLLMENT NO.2. Attendance once written cannot be updated and if less than 75%. STRING INT .The system will also allow creation/modification/deletion of new/existing students’ attendance info by the DEO and also the ability to list all attendance info for a student belonging to a particular batch year.6 ATTENDANCE REPORT GENERATION The attendance info reports will be generated for every student enrolled in the program either for an individual or the whole list of students of a particular batch year.

OF CLASSES ATTENDED BY THE STUDENT 5.5. appropriate error messages will be prompted to the user for doing the needful.STUDENT IS STUDYING 4.5 SOFTWARE SYSTEM ATTRIBUTES 3. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true.1 SECURITY . SUBJECT DETAILS STRING SUBJECT WISE ATTENDANCE IS MAINTAINED WHICH BRANCH DOES THE STUDENT BELONG TO TOTAL NO. SEQUENCING INFORMATION Student attendance info reports for a particular student can be generated by the system only after the whole student and their subjects info have been entered. 3. BRANCH STRING 6. 3. ATTENDANCE STATUS INT VALIDITY CHECKS User with any role DEO is authorized to access the Student Attendance Report Generation module. 3.4 DESIGN CONSTRAINTS None.3 PERFORMANCE REQUIREMENTS None.

3. STUDENT ATTENDACE INFO: Student info. Users will have access to enter correct username. phone no SUBJECT INFO: Subject name. enrollment no.5. department. address. and semester. subject info. Daily attendance.8 OTHER REQUIREMENTS • • None.3 PORTABILITY The application will be easily portable on any windows-based system that has MS Access 2000 installed.2 MAINTAINABILITY The application will be designed in a maintainable manner. 3. user accounts info and reports generation). teaching subject/s.. 3. salary. Password. FACULTY MEMBER INFO: Faculty member name. Subject info. code. Role. experience. student attendance info.The application will be password protected. designation. qualification. faculty member info. student info. USER ACCOUNTS INFO: Username. type (theory or practical).e. enrollment year. It will be easy to incorporate new requirements in the individual modules (i. branch. . password and their role in order to access the application.6 LOGICAL DATABASE REQUIREMENTS The following info will be placed on the database: • • • STUDENT INFO: Student name. branch.5. credits. 3.

.

USE-CASE DIAGRAM .

Student Log in DEO Maintain Student Information View details Maintain Subject Information Administrator Faculty Member Generate reports Maintain Faculty Information Maintain User Account Maintain Attendance details .

ACTIVITY DIAGRAMS ° Login .

USER DATABASE Enter user id and password invalid valid Prompt for change of user ID/password Confirmation for user ID/password change Enter new user ID/password Update details Get new user ID/password .

° User Account Maintenance ADM INIS TRATO R DATABAS E Search for account in database Prompt to edit account Delete/M odify/Add new account details Ask for new account details Get success/error message of account updation Update account in database .

° Accepting Details DE O D A TA B A S E Login and prom pt to edit(add/m odify /delete) inform ation S earc h for ex is ting s tudent/s ubjec t/fac ulty m em ber/attendanc e details E nter new s tudent/s ubjec t /fac ulty m em ber/attendanc e details S tore and update s tudent/s ubjec t/fac ulty m em ber/attendanc e info. G et s uc c es s /error m es s age for info. updation .

° View and Generate Reports USER DATABASE Enter student and subject information to view attendance information Search and display student attendance details in database View student attendance information Prompt to print reports Print student attendance details reports Get printed reports of student attendance details .

SEQUENCE DIAGRAMS .

° Login .

: User Login Login Checker Login Details/Change password 1: Enter user id and password 2: Submit details 3: Get login details User can be a Student or Teacher 4: Check login 5: Error or sucess message 6: Prompt for password change 7: Confirmation for password change 8: Get new password 9: Enter new password 10: Update details 11: Success or Error message .

change) 2: Getting details 3: Searching for details 4: Asking for new details 5: Giving details 6: Entering details 7: Updating details 8: Success or Error message 9: Success or Error message .° User Account Maintenance : Administrator Edit : Database 1: Prompt for edit (Add. delete.

° Accepting Details : Data Entry Operator 1: Getting Details Accepting Details : Database 2: Accepting Details 3: Success or Error Message 4: Storing Data 5: Update Details 6: Success or Error message 7: Success or Error message .

° View Subject Details .

: User Semester Details Branch Details Subject details Display Screen Display Screen Display Screen : Database User can be a Student or Teacher 1: Prompt For Semester Details 2: Getting Semester Information 3: Searching For Semester Details 4: Success Or Error Message 5: Success Or Error Message 6: Prompt For Branch Details 7: Getting Branch Details 8: Searching For Branch Details 9: Success Or Error Message 10: Success Or Error Message 11: Prompt For Subject Details 12: Getting Subject Details 13: Searching for Subject Details 14: Success Or Error Message 15: Success Or Error Message .

° View Student Details : User Student Details Display Screen User can be a Student or Teacher : Database 1: Prompt For Enrollment Number2: Getting Student Details 3: Searching For Details 4: Success Or Error Message 5: Success Or Error Message .

° View Faculty Details : User Employment details display screen : Database 1: Prompt for details 2: Getting Faculty details 3: Searching for details 4: Success or Error message 5: Success or Error message .

° Generating Reports .

: Administrator Report Generation Display Report Attendance Printing reports : Database 1: Generate report 2: Getting attendance details 3: Searching for details 4: Generating reports 5: Display report 6: Printing report .

COLLABORATION DIAGRAMS .

° Login .

Login 1: Enter user id and password : User 5: Error or success message 7: Confirmation for password change 9: Enter new password 2: Submit details 6: Prompt for password change 8: Get new password 11: Success or Error message 4: Check login 3: Get login details Login Checker 10: Update details Login Details/Change password .

° User Account Maintenance : Administrator 1: Prompt for edit (Add. change) 5: Giving details 9: Success or Error message 4: Asking for new details Edit 3: Searching for details 8: Success or Error message 7: Updating details 2: Getting details 6: Entering details : Database . delete.

° Accepting Details 5: Update Details : Data Entry Operator 1: Getting Details 4: Storing Data : Database 6: Success or Error message 3: Success or Error Message 2: Accepting Details 7: Success or Error message Accepting Details .

° View Subject Details .

3: Searching For Semester Details 8: Searching For Branch Detail 13: Searching for Subject Details 1: Prompt For Semester Details 4: Success Or Error Message : User : Database 2: Getting Semester Information 5: Success Or Error Message Semester Details Display Screen 11: Prompt For Subject Details 7: Getting Branch Details 14: Success Or Error Message 6: Prompt For Branch Details 12: Getting Subject Details 10: Success Or Error Message 15: Success Or Error Message 9: Success Or Error Message Branch Details Display Screen Subject details Display Screen ° View Student Details .

: User 1: Prompt For Enrollment Number 5: Success Or Error Message Student Details Display Screen 3: Searching For Details 4: Success Or Error Message 2: Getting Student Details : Database .

° View Faculty Details : User 1: Prompt for details 5: Success or Error message Employment details Display screen 4: Success or Error message 3: Searching for details 2: Getting Faculty details : Database .

° Generating Reports .

4: Generating reports 3: Searching for details 2: Getting attendance details Report Generation : Database 6: Printing report 5: Display report 1: Generate report Printing reports Display Attendance Report : Administrator .

CLASS DIAGRAM .

.

ENROLLMENT YEAR SEMESTER BRANCH ADDRESS PHONE NO. ADD() MODIFY() DELETE() SUBJECT INFO SUBJECT NAME CREDITS CODE SEMESTER BRANCH ADD() MODIFY() DELETE() FACULTY MEMBER INFO NAME DEPARTMENT DESIGNATION QUALIFICATION EXPERIENCE SALARY ADD() MODIFY() DELETE() REPORT GENERATION GENERATEREPORT() ATTENDANCE INFO DAILY ATTENDANCE ADD() MODIFY() .LOGIN USER ID PASSWORD LOGINCHECKER() CHANGEPASSWORD() ADDUSER() DELETEUSER() STUDENT INFO NAME ENROLLMENT NO.

STATE TRANSITION DIAGRAM .

.

Verification System Login Login checker Enter login id and password Access granted Use Screen Detail Type Selection Generating Reports View Details Report Generation Logging out Logging out System Exit .

DATA FLOW DIAGRAMS ° LEVEL-0 .

° LEVEL-1 .

.

E-R DIAGRAM .

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