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

1 External Interface Requirements 3.2.2 Student Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.4 Communication Interfaces 3.2 Software Product Features 3.3 Software Interfaces 3.1 User Account Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.2.1.1.1 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: 3.1.1.2.3.2 Hardware Interfaces 3.3 Subject Information Maintenance Validity Checks .

Sequencing Information Error Handling/Response to Abnormal Situations 3.6 Attendance Report Generation Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.3 Performance Requirements 3.6 Logical Database Requirements 3.2.5.4 Design Constraints 3.3 Portability 3.7 Other Requirements 1. INTRODUCTION .1 Security 3.5 Software System Attributes 3.2.4 Faculty Member Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.5 Student Attendance Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.2 Maintainability 3.2.5.5.

1.4 REFERENCES IEEE Recommended Practice for Software Requirements Specification-IEEE Std 830-1993. But later on. on which the software is installed. 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. and it will work for a particular college.The student attendance management system is a software developed for daily attendance of students in colleges. 1. .5 OVERVIEW The rest of the SRS document describes the various system requirements. The attendance information is provided to the DEO by the faculty teacher for a particular class and subject. the project can be modified to operate it online. It facilitates the access of attendance information of a particular student belonging to a particular class.. features and functionalities in detail.TECH: Bachelor of Technology DEO: Data Entry Operator 1.2 SCOPE The scope of the project is the system. ACRONYMS AND ABBREVIATIONS INFO: Information B. the project is developed as a desktop application.e. i. 1. Another purpose for developing the software is to generate the reports automatically whenever required-in between the semesters or after the semester.3 DEFINITIONS.1 PURPOSE This specification document describes the capabilities that will be provided by the software application “Student Attendance Management System”. 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. interfaces.

The students are offered various theory and practical subjects depending upon the ongoing semester. department. their attendance in a particular subject and details of the faculty member teaching them. enrollment number. password and role (Administrator. Student or Faculty Member). self-contained and independent software product. branch. experience. semester and courses opted by them. The system maintains student details.2. Following screens will be provided: • LOGIN SCREEN: for entering the username. qualification. The system also generates summary reports of all these details. Further access to different screens will be provided based upon the role of the user. their name. 2.1. DEO. FACULTY INFO SCREEN: for capturing and displaying the details of all faculty members-their name.1 PRODUCT PERSPECTIVE The application will be a windows-based. 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. teaching subject/s and class/es. salary. SUBJECT INFO SCREEN: for capturing and displaying information regarding what all subjects are offered during which semester and branch.1 SYSTEM INTERFACES None.1. 2.2 USER INTERFACES The application will have a user-friendly and menu-based interface. 2. the subjects opted by them. 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. ATTENCANCE INFO SCREEN: for capturing and displaying the attendance details of all students belonging to a particular Batch Year. • • • • .

2. Database backup and recovery will also be handled by administrator. 2. A summary of the major functions that the software will perform: • Login facility for enabling only authorized access to the system.8 SITE ADAPTATION REQUIREMENTS The terminals at client site will have to support hardware and software interfaces specified in the above sections. DEO. MS Access 2000 as the DBMS-for database.7 OPERATIONS The Administrator at client site will be responsible for manually deleting old/non required data.5 COMMUNICATION INTERFACES None.1.3 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. faculty member).1.1.6 MEMORY CONSTRAINTS At least 64 MB and 2 GB space on hard disk will be required for running the application successfully.1. 2. 2.1. 2.2 PRODUCT FUNCTIONS The system will allow access to only authorized users with specific roles (administrator. he/she will be able to access only specific modules of the system. 2. .4 SOFTWARE INTERFACES Any windows-based Operating system. Depending upon the role.1. 2. student.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.

Administrator will be able to create/modify/delete new/existing user accounts. it will not be able to store a very huge number of records.Tech.Tech program does not change. should be comfortable with English language. database auditing and performance tuning features will not be provided. The number of semesters in B. Due to limited features of DBMS being used. 2. 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. DEO will be able to add/modify/delete attendance info in all subjects opted by all students enrolled in the course. • • 2.4 CONSTRAINTS Since DBMS is MS Access 2000. • 2. DEO will be able to add/modify/delete info about various faculty members belonging to a particular department and teaching a particular subject/s.• • • • DEO will be able to add/modify/delete info about different students enrolled for the course in different subjects.5 ASSUMPTIONS AND DEPENDENCIES • • The number of subjects to be taken by a student in each semester does not change. DEO and Administrator must have an experience of at least 3 years. . which is not very powerful.3 USER CHARACTERISTICS • • Educational Level: At least graduate. Experience: Should be well-versed/informed about the course structure of B. Technical Expertise: Should be comfortable in using general-purpose applications on a computer. 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.

It will allow the user to enter the Batch Year for which the user wants to access student info. phone no.• The attendance once updated is not modified. Role (Administrator.1 USER INTERFACEES The following screens will be provided: LOGIN SCREEN: This is the first screen displayed. 2. STUDENT INFO SCREEN: This screen will be accessible to user with role DEO.1.. address. Various fields on the screen will be: Student name. 3. It will allow users to access different screens based on their role. Faculty member. Student. STUDENT 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 the user to enter the semester number for which user wants to access the subject info.6 APPORTIONING OF REQUIREMENTS Not required. Various fields will be: Username.. SUBJECT INFO SCREEN: . enrollment no.. etc. branch.1 EXTERNAL INTERFACE REQUIREMENTS 3.. 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. Password. SUBJECT INFO PARAMETERS SCREEN: This screen will be accessible to user with any role. 3. DEO).

FACULTY MEMBER INFO SCREEN: This screen will be accessible to user with role DEO. etc. credits. etc. Various fields on the screen will be: Faculty member name.. REPORT GENERATION PARAMETER SCREEN: This screen will be accessible to user with any role.1.. Various fields on the screen will be: Subject name. It will allow the user to add/modify/delete any info about new/existing faculty member/s.2.. It will allow the user to enter the department name for which user wants to access the faculty member info.1. qualification.4.4 COMMUNICATION INTERFACES None 3..3. It will allow the user to add/modify/delete any info about new/existing student attendance. department.. Subject info.1.1. teaching subject.This screen will be accessible to user with role DEO.. type. salary. etc. 3. 3. branch.3 SOFTWARE INTERFACES As stated in section 2. Daily attendance.1 USER ACCOUNT MAINTENANCE . code. experience. ATTENDANCE INFO PARAMETER SCREEN: This screen will be accessible to user with any role. ATTENDANCE 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 the individual or list of students’ attendance info. Various fields on the screen will be: Student info.2 HARDWARE INRERFACES As stated in section 2.2 SYSTEM FEATURES 3.1. designation. 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 subject/s for a particular semester. It will allow the user to enter the Batch Year for which the user wants to view and print student attendance info. 3.

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

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

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

Student info. then student will not be eligible for semester-end exams.NO. 1. Attendance once written cannot be updated and if less than 75%. 3. Daily attendance cannot be blank.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. VALIDITY CHECKS • • • Only user with role DEO will be authorized to access the Student Attendance Info Maintenance module. FIELD NAME ENROLLMENT NO. STRING INT . STUDENT NAME SEMESTER DATA TYPE INT DESCRIPTION ENROLLMENT NO. 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.2. OF STUDENT NAME OF STUDENT SEMESTER IN WHICH 2.6 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. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. appropriate error messages will be prompted to the user for doing the needful. 3. Subject info. This report will be generated in the following format: Attendance Table: S.

1 SECURITY . BRANCH STRING 6.3 PERFORMANCE REQUIREMENTS None. SUBJECT DETAILS STRING SUBJECT WISE ATTENDANCE IS MAINTAINED WHICH BRANCH DOES THE STUDENT BELONG TO TOTAL NO.5 SOFTWARE SYSTEM ATTRIBUTES 3. appropriate error messages will be prompted to the user for doing the needful. 3. 3.5.STUDENT IS STUDYING 4.4 DESIGN CONSTRAINTS None. ATTENDANCE STATUS INT VALIDITY CHECKS User with any role DEO is authorized to access the Student Attendance Report Generation module. OF CLASSES ATTENDED BY THE STUDENT 5. 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. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. 3.

faculty member info.5. password and their role in order to access the application. It will be easy to incorporate new requirements in the individual modules (i. STUDENT ATTENDACE INFO: Student info. 3. 3. enrollment no. FACULTY MEMBER INFO: Faculty member name. and semester. Role. user accounts info and reports generation). USER ACCOUNTS INFO: Username.2 MAINTAINABILITY The application will be designed in a maintainable manner. branch. subject info.5. 3.6 LOGICAL DATABASE REQUIREMENTS The following info will be placed on the database: • • • STUDENT INFO: Student name. 3.e. experience. department. Password. Daily attendance. code. type (theory or practical). Users will have access to enter correct username. address. enrollment year. Subject info. student attendance info.. qualification. designation.3 PORTABILITY The application will be easily portable on any windows-based system that has MS Access 2000 installed. branch.The application will be password protected. credits. teaching subject/s.8 OTHER REQUIREMENTS • • None. . phone no SUBJECT INFO: Subject name. salary. student info.

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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. updation . G et s uc c es s /error m es s age for info.

° 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 . delete.° User Account Maintenance : Administrator Edit : Database 1: Prompt for edit (Add.

° 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 .

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.° User Account Maintenance : Administrator 1: Prompt for edit (Add.

° 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 .

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E-R DIAGRAM .

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