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

2.3.1.2.3 Software Interfaces 3.2.1 User Account Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.2 Software Product Features 3.2 Student Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 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: 3.3 Subject Information Maintenance Validity Checks .4 Communication Interfaces 3.2 Hardware Interfaces 3.1.1.1.1 External Interface Requirements 3.

4 Faculty Member Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3. INTRODUCTION .3 Performance Requirements 3.2.3 Portability 3.5 Software System Attributes 3.5.5 Student Attendance Information Maintenance Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.5.1 Security 3.Sequencing Information Error Handling/Response to Abnormal Situations 3.6 Logical Database Requirements 3.2.6 Attendance Report Generation Validity Checks Sequencing Information Error Handling/Response to Abnormal Situations 3.7 Other Requirements 1.5.4 Design Constraints 3.2.2 Maintainability 3.

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.3 DEFINITIONS. on which the software is installed. features and functionalities in detail.4 REFERENCES IEEE Recommended Practice for Software Requirements Specification-IEEE Std 830-1993.5 OVERVIEW The rest of the SRS document describes the various system requirements. It facilitates the access of attendance information of a particular student belonging to a particular class.e.TECH: Bachelor of Technology DEO: Data Entry Operator 1. 1. the project is developed as a desktop application. 1.1 PURPOSE This specification document describes the capabilities that will be provided by the software application “Student Attendance Management System”.The student attendance management system is a software developed for daily attendance of students in colleges. the project can be modified to operate it online. ACRONYMS AND ABBREVIATIONS INFO: Information B. i. and it will work for a particular college. 1. interfaces. Another purpose for developing the software is to generate the reports automatically whenever required-in between the semesters or after the semester. The attendance information is provided to the DEO by the faculty teacher for a particular class and subject. But later on.2 SCOPE The scope of the project is the system. 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.. 1. .

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

1. 2.7 OPERATIONS The Administrator at client site will be responsible for manually deleting old/non required data. 2. Depending upon the role.1.4 SOFTWARE INTERFACES Any windows-based Operating system.2 PRODUCT FUNCTIONS The system will allow access to only authorized users with specific roles (administrator. 2. he/she will be able to access only specific modules of the system.1. faculty member).1. . DEO. Database backup and recovery will also be handled by administrator.8 SITE ADAPTATION REQUIREMENTS The terminals at client site will have to support hardware and software interfaces specified in the above sections.6 MEMORY CONSTRAINTS At least 64 MB and 2 GB space on hard disk will be required for running the application successfully. 2. 2.5 COMMUNICATION INTERFACES None. 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.1. 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.1. 2. A summary of the major functions that the software will perform: • Login facility for enabling only authorized access to the system. MS Access 2000 as the DBMS-for database.

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

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

.3.1 USER ACCOUNT MAINTENANCE . 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. Various fields on the screen will be: Student info.. FACULTY MEMBER INFO SCREEN: This screen will be accessible to user with role DEO. etc. experience.3 SOFTWARE INTERFACES As stated in section 2. FACULTY MEMBER INFO PARAMETER SCREEN: This screen will be accessible to user with any role. 3. 3.1.1. designation.. branch.2 SYSTEM FEATURES 3. It will allow the user to enter the department name for which user wants to access the faculty member info. ATTENDANCE INFO SCREEN: This screen will be accessible to user with role DEO. It will allow the user to add/modify/delete any info about new/existing faculty member/s. It will allow the user to add/modify/delete any info about new/existing student attendance. credits. qualification.This screen will be accessible to user with role DEO. 3..4 COMMUNICATION INTERFACES None 3. Daily attendance.1. etc. type.4.. It will allow the user to enter the Batch Year for which the user wants to view and print student attendance info. department. code.1. REPORT GENERATION PARAMETER SCREEN: This screen will be accessible to user with any role. Various fields on the screen will be: Faculty member name. teaching subject. etc. salary. Various fields on the screen will be: Subject name. It will allow the user to add/modify/delete any info about new/existing subject/s for a particular semester.. Subject info.2.2 HARDWARE INRERFACES As stated in section 2.1.

enrollment no. Faculty member. 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 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. Student.. The following kinds of user accounts can be there: DEO.2.2 STUDENT INFO MAINTENANCE The system will maintain info. Role. about various students enrolled in the course in different years. VALIDITY CHECKS . The following info will be maintained for a particular user account: Username.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. Administrator. appropriate error messages will be prompted to the user for doing the needful. address. Role cannot be blank. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. phone no. enrollment year. Password cannot be blank and should be unique for every user. 3. branch. only a default user account for ‘Administrator’ would be present in the system. VALIDITY CHECKS • • • • Only user with role Administrator will be authorized to access the User Accounts Maintenance module. The following info. The system will also allow creation/modification/deletion of new/existing accounts by the administrator. At system startup. Password.

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

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

NO. Daily attendance cannot be blank. Subject info.2. This report will be generated in the following format: Attendance Table: S. VALIDITY CHECKS • • • Only user with role DEO will be authorized to access the Student Attendance Info Maintenance module.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. 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. STRING INT . then student will not be eligible for semester-end exams. Student info. 1. FIELD NAME ENROLLMENT NO. 3.6 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 STUDENT NAME OF STUDENT SEMESTER IN WHICH 2. Attendance once written cannot be updated and if less than 75%. 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. 3. STUDENT NAME SEMESTER DATA TYPE INT DESCRIPTION ENROLLMENT NO.

3. SUBJECT DETAILS STRING SUBJECT WISE ATTENDANCE IS MAINTAINED WHICH BRANCH DOES THE STUDENT BELONG TO TOTAL NO. 3. OF CLASSES ATTENDED BY THE STUDENT 5.5.STUDENT IS STUDYING 4.1 SECURITY .4 DESIGN CONSTRAINTS None.3 PERFORMANCE REQUIREMENTS None.5 SOFTWARE SYSTEM ATTRIBUTES 3. appropriate error messages will be prompted to the user for doing the needful. BRANCH STRING 6. 3. ATTENDANCE STATUS INT VALIDITY CHECKS User with any role DEO is authorized to access the Student Attendance Report Generation module. ERROR HANDLING/RESPONSE TO ABNORMAL SITUATIONS If any of the above validations/sequencing flow does not hold true. 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.

address. 3. 3. . USER ACCOUNTS INFO: Username. designation. teaching subject/s. Role. department. FACULTY MEMBER INFO: Faculty member name. student info. 3.2 MAINTAINABILITY The application will be designed in a maintainable manner. experience. It will be easy to incorporate new requirements in the individual modules (i. Subject info.The application will be password protected. student attendance info. branch.8 OTHER REQUIREMENTS • • None. enrollment no. enrollment year.5. salary. type (theory or practical). faculty member info. qualification. STUDENT ATTENDACE INFO: Student info. Users will have access to enter correct username. code.e. Password.5.6 LOGICAL DATABASE REQUIREMENTS The following info will be placed on the database: • • • STUDENT INFO: Student name. password and their role in order to access the application. and semester. phone no SUBJECT INFO: Subject name. subject info.3 PORTABILITY The application will be easily portable on any windows-based system that has MS Access 2000 installed.. user accounts info and reports generation). credits. Daily attendance. branch. 3.

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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 .

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

° 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 .

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 .

.

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() . ENROLLMENT YEAR SEMESTER BRANCH ADDRESS PHONE NO.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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