School Management System Requirement Definition PDF

School Management
System: Timetable and

Student Grade
Management System
Requirements Definition
Date: 20/05/09
By: Freshta Popalyar
1
Table of Contents:
Table of Contents:....................................................2
1. Introduction.........................................................4
2. General Goals.......................................................5
3. Current System....................................................5
3.1 Timetable Creation Process

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5
3.2 Grade Calculation Process

.........................................................................................

6
4. Proposed System.................................................6
4.1 Overview

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6
4.2 Functional Requirements

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6
4.2.1 Input Data

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7
4.2.2 Languages

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7
4.3 NonFunctional Requirements

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7
4.3.1 User Interface and Human Factors

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7
4.3.2 Documentation

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7
4.3.3 Hardware Consideration

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8
4.3.3.1 Server Hardware requirements:

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8
4.3.3.2 Client Hardware requirements:

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8
4.3.4 Software Requirements

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8
4.3.4.1 Server Software Requirements

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8
4.3.4.2 Client Software Requirements

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8
4.3.5 Performance Characteristics

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8
4.3.6 Error Handling

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9
4.3.5.1 Input Error Handling

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9
4.3.5.2 Error Handling Extreme Conditions

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9
4.3.6 System Interfacing

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9
4.3.7 Quality Issues

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9
4.3.8 System Modifications

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9
4.3.9 Physical Environment

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9
4.3.10 Security Issues

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10
4.3.11 Resource Issues

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10
4.4 System Model

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10
4.4.1 Scenarios

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10
4.4.1.1 Timetable Creation Scenarios

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10
4.4.1.2 Student Grade Management Scenarios

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12
4.4.1.3 Student Promotion Scenarios

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15
Promoting one student:

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15
4.4.1.4 Graduate Students’ Report Scenarios

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16
4.4.1.5 Adding Previous School Marks of a Student that comes to school holding
a leave certificate from another school Scenario

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16
4.4.1.6 Move student from one class to another in the same grade Scenario 16
......

4.4.1.7 Search Student Scenario

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17
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4.4.1.8 Add Resource Scenarios

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17
4.4.2 Usecase Diagram

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19
4.4.3 Detailed Usecases

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20
4.4.4 Class Diagram

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38
4.4.5 Class Diagram After Mapping

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39
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1. Introduction
Currently in Afghanistan’s schools, usage of new technologies is very

limited. Most schools in Kabul have dozens of computers but they are
only used for teaching the computer subject and nobody uses them for
administration purposes. There are some limited numbers of schools
that use a computer instead of a typewriter by using Microsoft Word or
for saving some data in Microsoft Excel. However there are numerous
tasks that can be done by computers if they are programmed to do,
such as managing students’ grades or creating the school timetable.
Timetable creation and students' grade management is two of the

most tedious tasks of administration staff and teachers of schools in
Afghanistan, which they have to perform manually at the beginning,
mid and end of each school year.
The administration staffs of the schools that are responsible for

scheduling create separate timetables for students and teachers. They
also have to take care that each teacher in the schools should have a
maximum of 35 working hours per week, as well as assigning rooms to
different courses, managing laboratory access schedule and creating
exam date sheets for both teachers and students.
Managing students' grades is another task of administration staff and

teachers of the schools, which is very time consuming and error prone.
Many people are involved into this process. So there is a risk of
treachery in students' grades. Each subject teacher has to take a print
out of a list with many columns and rows and fill it with names of
students and their grade for that subject. Then the subject teacher has
to submit the list to the class teacher. The class teacher collects all the
lists from all subject teachers and creates a huge table for calculation
of students' grades and position in the class, which is then rechecked
by the administration staff of school for correction. For this reason the
grade lists are very error-sensitive, if the list contains any streaks and
unusual pen marks then the list is considered void, and the associated
teacher is asked to redo his/her task. This is very time consuming for
the class teacher to calculate and for administration staff to check for
validity.
That is why the School Management System is designed to improve

school management in Afghanistan. This software is designed by local
experts because the software needs to comply all the needs and
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standards of Afghan schools, which can be very well considered and
programmed only by the local experts of the country.
2. General Goals
Timetable and Student grade management system software is a web
application which is designed for Afghanistan's schools. This software
can ease some tasks of school managers such as creating school
timetable and also managing student’s grades.
3. Current System
Currently administration offices in most of afghan schools do not use
computers for performing their daily tasks. There are a limited number
of schools that use Microsoft Office products, such as Ms. Word and Ms.
Excel for performing their daily administrative tasks. Most of them do
not even have the information that computers can make a great
difference in the way they are doing their tasks when they are
programmed to do so. The only school in Kabul which uses software
that are built specially for schools is the International School of Kabul
(ISK), which uses Grade Quick software for calculating student’s grades
and Admin Plus for managing student information and printing
student’s report cards. Both of the above software are proprietary
software which are designed by Rediker software company.
Today in Afghanistan’s schools all the tasks and calculations are being
done manually and paper based.
In both of the tasks the administrative staff and the teachers are
involved. For small schools managing student grades and creating
timetable can be an easy task, but for the big schools like many
governmental schools this task is very difficult. The procedures of both
of the tasks are described in the following sections of the document.
3.1 Timetable Creation Process
Accomplishing this task is the job of academic affairs vice principal of

school. The Ministry of Education (MoE) has a curriculum that is sent to
all schools in the country so this way the subjects that are thought in
all schools are the same country wide. In this curriculum this is stated
that which standard will have to be taught which subjects and how
many hours per week. So first of all the vice principal, will see the
curriculum which comes to the schools by MoE and associates each
teacher with his/her related field's subject for each class of a standard
according to the teacher’s profile book. According to the experience
and position of the teachers the higher standard classes like 12th, 11th...
standards are assigned to the teachers with more experience and
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higher position. Then according to this list, the timetable is put in days
of week in a table. And at last, one big table is created with all the
class names of the school and the subjects.
3.2 Grade Calculation Process

The class teacher creates student list for each and every subject of this
class by writing name and father’s name of students, the subject’s
name and the subject teacher’s name. Then every subject teacher will
take a list from the class teacher and give exam to the students. After
the exam the subject teacher will be given “Student List” paper which
is a table printed on paper by MoE, the teacher enters the marks each
student has achieved both in number format and in alphabet, in the
student list. Later the subject teacher will submit the list to the class
teacher. The class teacher collects all student lists of all subjects and
then creates three copies of a big table (in some schools one of the
copies are created by the head master) which has entries for every
student with marks of all of the student’s subjects. Later these tables
are inspected and calculated again with the presence of class teacher
and three inspectors. After the inspection the examiners and the class
teacher sign and certify that all the marks were correctly entered and
calculated in the table. Then one copy of this table is sent to
Department of Education of the city for further inspections and to be
stored there.
4. Proposed System
4.1 Overview
The proposed system is intended to provide the facility of automating
the administrative tasks such as student grade management and
timetable creation for the administrative staff of Afghanistan’s schools.
This system will be a client server system, meaning the one system
acts as server, and three other systems will be its clients. Four people
who will access the system through the clients will be the system
administrator, the principal and both the academic affairs vice
principal and the administrative vice principal of the school. The
academic affairs principal of school is responsible for creating the
school’s timetables and also managing student information and the
other is responsible for resource management.
4.2 Functional Requirements

1- Create, edit, delete, store and print timetable
2- Create, edit, delete, store and print exam time table
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3- Searching timetable by year
4- Store, edit, delete, calculate and print students’ grade
5- Search students’ grade per class / per ID or by name and father's
name
6- Add, edit and delete Rooms, Classes, Subjects and Departments
7- Be able to add a student's previous marks who has joined school
having a leave certificate from another school.
8- Change user’s password
9- Set editing password
10 Set default language
11 Create, Edit, Delete, Activate, Deactivate user accounts.
12 Take and restore backups
4.2.1 Input Data

The input data for the system is the student’s grade in decimal number
format, name/number of rooms, classes and names of departments
and subjects which are all in String format.
4.2.2 Languages
The languages that the system will support are the local languages
spoken in Afghanistan which are Dari and Pashto, plus the English
language. The default language for the system can be set by the user
which can be either Dari or Pashto.
4.3 Non-Functional Requirements

4.3.1 User Interface and Human Factors
The system will have a friendly user interface and support for the local
languages so that there is no problem for users who will speak either
of the country's languages. The system will only have four users, one is
the principal of school, the second is the academic affairs' vice
principals, the third is the administration affairs vice principal and the
last one is the system administrator. The principal will only have
access to the editing password and can view the information on the
system but all the other tasks will be performed by either of the vice
principal, so there is a need for implementing three access levels.
4.3.2 Documentation
The system will be very well documented, which includes the system
documentation and also the user manual. The system documentation
is important because this may help in further development of the
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system and the user manual is necessary because the user may need
some basic training or help about the functionality of the system.
4.3.3 Hardware Consideration

The system will be installed in one computer, which will be placed in a
server room or in the principals office. The server computer must have
the following characteristics as an average.
4.3.3.1 Server Hardware requirements:

HDD: 500 GB
RAM: 512 MB or greater
CPU: Dual Intel Pentium 4 CPUs
VGA: 256 MB
Backup Media: DVD
Monitor, Mouse and Keyboard is needed.
UPS: 2000/ 3000 VA
4.3.3.2 Client Hardware requirements:

Average desktop computer
LAN card
Printer
UPS: 2000/ 3000 VA
4.3.4 Software Requirements
4.3.4.1 Server Software Requirements

Linux operating system (Ubunutu)
Apache web server
Mysql
A web browser (i.e. Mozilla Firefox)
4.3.4.2 Client Software Requirements

The client will not need a specific kind of operating system, because
the school management system will be a web application so it doesn’t
matter which operating system the client uses.
So the operating system in the client can be Linux or Windows and a
web browser which could be Mozilla Firefox or Internet Explorer.
4.3.5 Performance Characteristics

The system will be well programmed so that it doesn’t use a lot of
system resources and will be fast and accurate.
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4.3.6 Error Handling
4.3.5.1 Input Error Handling

The system will be able to give error messages when the user enters
wrong input into the fields or leave an important field empty. For
example the user can never enter a negative number or any other
character except numbers in the students’ mark's field. If this happens
then the system will give error messages regarding the data type.
4.3.5.2 Error Handling Extreme Conditions

The system needs to be backed up regularly by the system
administrator so that in the worst case which can be a system crash,
the data can be restored to the system after the repairing it.
4.3.6 System Interfacing

The system will not interact with any other systems for now, but this
functionality maybe applied in future, because the student grades are
manually sent to the Education Department of the city which can be
somehow shared electronically after implementing such a feature in
future.
Also the functionality of setting the default language will not be
implemented in this version of the software.
4.3.7 Quality Issues

The system will be programmed in a way that it won’t allow
unauthorized access to the system resources.
This system will be able to run on any kind of operating system.
The system will have error handling mechanism.
4.3.8 System Modifications

The system will be able to do all the tasks that are mentioned in
functional and non functional requirements sections. Other
functionality such as interface between this system and the student
record system in Education Department can be created in future, for
bringing more improvement to the system.
4.3.9 Physical Environment

The place that the server will be kept is a server room or the principals
office. The system needs to be protected from dust, humidity and
direct sunshine therefore the placement of the system must be done
by taking these points in consideration.
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4.3.10 Security Issues
The system will have user accounts for its users. The passwords will be
encrypted. And the https protocol will be used for access to the
system.
There is no such functionality in the system by which the user can
register himself to the system. This is because there are only three
users in the system apart from the system administrator, so the user
accounts are created by the system administrator.
The system administrator can activate, deactivate, create, edit and
delete user accounts, because every once in a number of years the
principal or the vice principals may be changed, but the user names for
them will be constant. At this time the system administrator will have
to deactivate the account until the new person takes over the job and
the system administrator then activates the account and the only thing
the new user will have to do is to change the passwords for
him/herself.
4.3.11 Resource Issues

The system administrator of the school will be responsible of backing
up the system regularly by copying the database to a DVD and
maintain the system and install updates.
4.4 System Model
4.4.1 Scenarios
4.4.1.1 Timetable Creation Scenarios
Timetable Creation:
Current Situation:
Actor(s): Sarah (academic vice principal)
In the beginning of the new school year, Sarah has to create a new
timetable for the first semester. So she creates a list of all the teachers
in the school sorted according to their experience which is indicated by
the “teacher position” in the teacher profile book and their major field.
For creating the timetable she starts with one subject and creates list
of all teachers that teach that subject. Sarah wants to start with
physics subject so first she creates the list for physics teachers.
After listing the teachers she will find out how many classes of each
standard are there because the number of students in a standard gets
more than 40 in large schools. So she finds out that there are ten
classes of 12th standard, eleven of 11th standard, ten of 10th standard
and two of 9th standards. Then she calculates the total number of
teaching hours in a week.
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There are six days in a working week and every day each class has to
be taught for six periods/hours so the total number of teaching hours is
36hours.
Now she finds out the sum of all classes that they have in school from
the above number of classes which becomes 33 classes. So for finding
total number of teaching hours for all 33 classes she multiplies 33 to
36 and the result is 1188 teaching hours.
After that, Sarah will decide how many hours each teacher should
teach. The first name in the list is Karim Khan who is the head of
Science department so she has to give him only 12 hours to teach
because he has a lot of work to do apart from teaching. So Sarah takes
out 12 hours from the total teaching hours and what remains is 1176
teaching hours, and she gives 24 hours for all the other teachers.
Later Sarah takes the teachers list and assigns Karim khan to classes
12th A, 12th B, 12th C and 12th D, each of those classes have to study
three periods of physics per week which makes 12 hours per week for
Karim Khan.
And in the same order she assigns classes to other teachers, but with
the difference that she will give 8 classes per teacher so that other
teachers should teach a minimum of 24 hours per week (and a
maximum of 36 hours/week).
When this task is finished, Sarah will make a table with days of week
and six periods per day for all of the classes in a big sheet. And then
she will put each subject and its teacher in the cells of this table and
will also take care that no two subjects of the same teacher should
come in the same day and period. She will give Karim Khan a priority in
this task so she will put his subject in the days and periods that he
would like.
She repeats this task for all the other subjects of all the classes.
Future System:
Sarah has to create the time table for the new school year, so she logs
in to the system and clicks on “Timetable Management”, in the next
page she clicks on “Create Timetable”, she inserts a title for the
timetable and the timetable is created by the system and she can
view, edit and print the timetable.
Edit Timetable
Sarah has to replace math which is on second period on Monday by
Dari which is on third period on Thursday for 8th B class, so she logs in
to the system and then clicks on “Timetable Management” then she
clicks on “Edit Timetable”. After that she opens the drop down box of
the Math cell and selects Dari and in Dari cell she selects Math. Then
she saves the changes.
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Delete Timetable
Sarah wants to delete the timetable so after logging in to the system
she clicks on “Timetable Management” and then on delete timetable.
Exam Timetable Creation:

Current situation:
Sarah has to create the mid-term exam timetable so she arranges a
table with rows and columns which include (date, day of week and
subject as columns and class names are written in the first row) then
she puts one subject and its teacher for each class in one day and
makes sure that no subject with the same teacher is repeated for two
classes in one day.
Future System:
Sarahh logs in to the system, first she goes to “Timetable
Management” and then clicks on the “Create Exam Timetable” and
enters the start and end date for exam and a title for the date sheet.
And the timetable is saved and can be edited, deleted or printed.
Note: Edit and Delete work the same way for Exam timetable
4.4.1.2 Student Grade Management Scenarios

Students Grades Calculation:
Current Situation:
Actor(s): Wali (Class Teacher)
When the students pass their midterm or final exams then Wali has to
collect the marks of all the subjects of his students from each subject
teacher and calculate the results for each student. At the end he has to
prepare the result sheets for all the students.
Future System:
Add Grades:
Actor(s): Sarah (academic vice principal) Wali (Class Teacher)
When the exams are finished Sarah takes the mark list of each subject
of Wali’s students. She logs in to the system. She clicks on “Add
Grades” then select 7thA class name from the drop down box, the
system displays names of all subjects that are taught in 7th standard
plus the names of all students in 7th A class. Then she enters the marks
of each student for a subject to the system and saves the changes
after marks of each subject is entered. She repeats this for each class.
Calculate Grades:
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When marks for all subjects of one class is entered in the system,
Sarah clicks on calculate results and can see the students sorted by
position and also can print them. The system will show the student's
in-class position.
Top Three Students:

To find out who are the top three students of school, Sarah logs into
the system she clicks on “Top Students” link, then the system displays
a drop down box where she can select Class wide, Standard wide or
School wide options to find the top three students, when she selects
School wide option the system displays the top three students of the
school, and when she selects standard wide option the system displays
another drop down box from which she can select a standard and the
system displays the top three students for that standard. And when
she selects class wide the system displays a drop down box where she
can select a class and the system displays the top three students for
the selected class.
Transcript Creation:
One of the 9th standard students comes to Sarah and says that she
wants to change her school, therefore needs her transcript. Sarah logs
in to the system she searches the student by name and father’s name
and then clicks on “create transcript”. The system creates a transcript
of the student based on year and all the marks that she had taken in
these nine years are listed in the transcript. Sarah prints the transcript
and gives it to the student.
Edit Grades:
Current Situation:
Usually grades of the students are no longer editable once they are
entered but there is only one exception that when a student is not
satisfied with his/her grades in a specific subject, he/she can complain
to the administration office of school by writing an official letter and
can get the permission that his/her paper must be revised in his/her
presence and the presence of three inspectors that can be the subject
teacher and two other teachers who are selected by the vice principal.
So in this case if there were any mistakes made by the subject teacher,
then the committee will give the student the marks he/she deserves
and this way grades of the student can be edited.
Future System:
Actors: Seema (9th class student), Wali (math teacher), Sarah
(academic vice principal) and Kabir (principal)
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Seema has gotten 60 in math subject exam but she is not satisfied
with this marks because she submitted a good paper so she goes to
the vice principal Sarah and requests for revising her paper. Sarah
informs Kabir the principal about this issue, Kabir creates the
committee which’s members are Wali,Kabir and Sarah. They look at
Seema’s paper and find out that Wali had made a mistake in checking
the paper and instead of 90 he wrote 60 on her paper.
So Sarah will now have to edit Seema’s marks in the system. Sarah
logs in to the system and clicks on “Edit Grades” button. Another page
appears where she has to choose the class title, and then the student
name and the subject that she wants to edit its grade.
After she chooses class 9th B then Seema’s name and math as the
subject, the system shows Seema’s current math grade and also there
is a button named “Edit” when Sarah clicks on this button, a text box
appears which says enter editing password. This password is only
known by Kabir so Sarah asks Kabir to come to her office and enter the
editing password. Kabir comes and enters the password and the table
cell for Seema is now editable and Sarah writes 90 in it and saves the
changes.
Now Sarah has to recalculate the results of all students of class 9th B
because there is now 30 marks difference in Seema’s total number so
her position might change in the class. So she goes to Calculate Marks
and chooses 9th class and clicks on Calculate and the system shows the
changes. Now Seema has got the second position in her class and
Sarah prints the result.
Change Editing Password

Actor(s): Kabir (principal)
Kabir wants to change the editing password so he logs in to the
system. He clicks on “Change Editing Password” button and the
system asks him to type the old password and then he has to type the
new password in the two text boxes below the he click on “Done”
button and the password is created and stored in the system.
And he clicks on “home” link to go back to homepage.
Change User Password

Sarah wants to change her password so she logs in to the system. She
clicks on Change Password button and the system asks her to type her
old password and then she has to type her new password in the two
text boxes below the she click on the change password button and the
password is created and stored in the system.
And she clicks on "home" link to go back to homepage.
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4.4.1.3 Student Promotion Scenarios
Current Situation:
The school year is finished and the results are known so Sarah has to
promote the successful students to the next grade, so she makes a
table based on last year’s results table. In the table she writes the title
of each class and in the students column she adds the number of
successful students of last year, the failed students from one grade
higher, the excluded students (those who didn’t have the right to study
in the previous year because of lack of presence in the class) and the
second chance examined students. Then she calculates the total
students for that standard. She has to take care that she has to divide
the total number by 40 because there should be no more than 40
students in one class, so if the total was more than 40 she should
make more than one class of one standard and name it A, B…
Future System:
The school year is finished and the results are known so Sarah has to
promote the successful students to the next class so she logs into the
system, she clicks on “Manage Students Grade” and then “Promote
Students to Next Standard” and then for each class she clicks on
“Promote to Next Standard” button and the system takes the passed
students from this grade, failed students from one grade higher,
excluded students of this grade and second chance examined students
and all of the students are promoted. Sarah selects 11th standard so all
of 11th classes are listed, then she selects all of the 11th classes and
clicks on promote to next class. Because the total number of students
is 386 the system creates 10 classes of this grade which are named as
12th A, 12th B, 12th C…
Promoting one student:

Current situation:
When a student is very intelligent and wants to leave one grade
behind, is examined in the beginning of the school year, if the student
is successful he/she is promoted one grade higher. For this reason
Sarah will make a report by writing his/her previous standard's grades
and his/her promotion exam marks. This paper will be signed by head
master and principal in either cases of the student’s success or failure.
If the student is successful, he/she is promoted to the next standard.
Future System:
After logging in to the system, Sarah clicks on “Promote Students to
Next Standard” and clicks on “promote only one student” then she
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searches the student by name and father’s name. when the system
finds the student she cant promote the student to the next standard
directly . So she clicks on “Add Promotion Exam Grades” button and
she selects the standard that the student is leaving behind and adds
the student's grades for all the subjects that are taught in that
standard. And at the end she clicks on “Promote student to the next
Standard” button.
4.4.1.4 Graduate Students’ Report Scenarios

Current Situation:
Actor(s): Sarah (Vice principal)
When the school year is finished the successful students of 12th
standard are considered as graduates and the school needs to prepare
a report of the graduated students’ information so that is sent to
Department of Education. Sarah will write the names, grades and other
information of the graduated students in a register book and send it to
Department of Education.
Future System:
After logging in to the system Sarah will click on “Manage student
Grades” then she clicks on “Create Graduate Report”, the system
displays a page where Sarah can select a year and then she will click
on create graduate report and then the system will create a table of all
graduated students of the specified year and their necessary
information, and Sarah can print them.
4.4.1.5 Adding Previous School Marks of a Student that comes

to school holding a leave certificate from another school
Scenario
When Sarah adds a new student who changed school from another
school to this school, she will also have to enter the student's previous
grades. So she is already logged in to the system and she clicks on
“Add Previous Grades” button and the system displays a page where
Sarah can select a standard and add the student's grades for that
standard and submit the changes at the end, and she can add grades
for all of the previous standards of this student.
4.4.1.6 Move student from one class to another in the same

grade Scenario
Some days after the promotion of students from one standard to the
next some new students are admitted to the school in 5th standard and
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they need to be added into the system, but there is a problem that all
classes of 5th standard are full so the system adds a new class of fifth
standard automatically and adds the new students to this class but
the number of all these students is 15 so Sarah thinks that it is a good
idea to move some students of other 5th standard's classes to this new
5th class. So she clicks on “Move students preserving their standard”
link and then she selects the standard, then the classes of the selected
standard appear, she selects the class from which she wants to move
students and also the destination class, after that the students of
source class appear in the list so she selects the names of the students
and clicks on move to destination class.
4.4.1.7 Search Student Scenario

Search Student by Name and Father’s Name
Actor(s): Sarah (Vice principal)
One of the graduated students of the school comes to Sarah and says
that she needs her transcript. Sarah logs in to the system she must
search the student by name and father’s name so she clicks on
“Search Students”. Another page appears where Sarah can enter name
and father name of the student and click on “Search” button, when the
student is found Sarah can view the student’s information or print her
transcript or promote the student to one standard higher.
4.4.1.8 Add Resource Scenarios

Add Subject:
Sarah logs in to the system for the first time so she needs to add
subjects in the system. So she clicks on Add Subjects button and
enters subject names and saves the changes.
Edit/Delete Subject:
Sarah finds out that a subject name is entered wrong in the system so
she clicks on Subjects button then she can edit or delete any subject
that she wants.
Add Room:
Sarah logs in to the system for the first time so she needs to add room
numbers/names in the system. So she clicks on Add Rooms button and
enters room numbers and saves the changes.
Edit/Delete Room:
17
Sarah finds out that a room number is entered wrong in the system so
she clicks on Rooms button then she can edit or delete any room that
she wants.
Add Class:
When the new school year begins and new students are admitted to
the school Sarah needs to add students to classes so Sarah logs in to
the system and she clicks on Add Classes button and enters class
names and saves the changes.
Edit/Delete Class:
Sarah finds out that a class name is entered wrong in the system so
she clicks on Classes button then she can edit or delete any class that
she wants.
Add Department:
Sarah logs in to the system for the first time so she needs to add
department names in the system. So she clicks on Add Departments
button and enters department names and saves the changes.
Edit/Delete Department:
Sarah finds out that a department name is entered wrong in the
system so she clicks on Departments button then she can edit or
delete any department that she wants.
Set Room to Class:

Before creating the timetables Sarah needs to set a room to every
class, so she logs in to the system, then she clicks on “Set Resources”
link and then a page appears where she can set classes to rooms, set
teachers to classes and set subjects to teachers. She clicks on “Set
Room to Class” link and a page appears where she can click on a drop
down box to select a class and a room in another drop down box, and
click on “Set” button.
Set Teacher to Class:

18
Sarah needs to set a class teacher to every class, so she logs in to the
system, then she clicks on “Set Resources” link and then a page
appears where she can set classes to rooms, set teachers to classes
and set subjects to teachers. She clicks on “Set Teacher to Class” link
and a page appears where she can click on a drop down box to select a
class and a teacher in another drop down box, and click on “Set”
button.
Set Subject to Teacher:

Before creating the timetables Sarah needs to set a subject to every
teacher, so she logs in to the system, then she clicks on “Set
Resources” link and then a page appears where she can set classes to
rooms, set teachers to classes and set subjects to teachers. She clicks
on “Set Subjects to Teacher” link and a page appears where she can
click on a drop down box to select a subject and a teacher in another
drop down box, and click on “Set” button.
4.4.2 Usecase Diagram
19
4.4.3 Detailed Usecases
Use case name: Sign in

Participating actors: adminVp, principal, acadVp
Entry conditions:
The user name exists in the system.
Flow of events:
The system displays a page for entering username and password.
The user enters his/her username and password in the fields.
The user clicks on “Log in” button.
The system gives the user access to his/her home page.
OR
The system informs the user that the user name or password was
wrong.
Exit conditions:
The system displays the home page of the user.
OR
An error has occurred.
Special requirements:
Use case name: Change Password

Entry conditions:
The user is logged in to the system.
Flow of events:
The user clicks on “Change Password” link.
The system displays a page for entering the old and new password.
The user enters his/her old and new password in the fields.
The user clicks on “Change Password” button.
The system gives the user an operation successful message.
OR
The system informs the user that the password was wrong.
OR
the system informs the user that the passwords entered did not match.
20
Exit conditions:
The password is successfully changed.
OR
Use case name: Change Editing Password

Participating actors: principal
Entry conditions:
Flow of events:
The user clicks on “Change Editing Password” link.
The system displays a page for entering the old and new editing
password.
The user enters his/her old and new editing password in the fields.
The user clicks on “Change Password” button.
The system gives the user an operation successful message.
OR
The system informs the user that the password was wrong.
OR
the system informs the user that the passwords entered did not match.
Exit conditions:
The password is successfully changed.
OR
Use case name: Log out
Entry conditions:
Flow of events:
The user clicks on “Logout” link.
The system gives the user logout successful message.
Exit conditions:
The user is successfully logged out
Use case name: Search Student
21
Entry conditions:
Flow of events:
The user clicks on “Search Student” link.
The system displays a page for entering the key word for search.
The user enters students name and father's name in the fields.
The user clicks on “Search” button.
The system displays the specified students information.
OR
The system gives a message that the student was not found.
Exit conditions:
The student is found.
OR
Use case name: Create Graduate Students' Report

Entry conditions:
Flow of events:
The user clicks on “Create Graduate Students' Report” link.
The system displays a page where the user can select year and click
on “Generate Report” button.
The system displays the specified year's graduated students' report.
OR
The system gives an error message.
Exit conditions:
The students are found.
OR
Use case name: View Timetable

Entry conditions:
22
Flow of events:
The user clicks on “Timetable” link.
The system displays the current timetable
Exit conditions:
The timetable is displayed.
OR
Use case name: View Students' Grades

Entry conditions:
Flow of events:
The user clicks on “Students' Grades” link.
The system displays a page where the user can select year and class
and then click on “View Marks” button.
The system displays the specified year's and class's students' marks.
OR
Exit conditions:
The students are found and marks are displayed.
OR
Use case name: Top Three Students

Participating actors: acadVp, principal, adminVp
Entry conditions:
AND
All students' grades are calculated.
Flow of events:
The user clicks on “Top Three Students” link.
The system displays a page where the user can select a category that
is either class, standard or school.
The user selects school.
OR
The user selects standard.
23
OR
The user selects class.
The System displays the top three student according to the selected
category
OR
The system gives error message (I.e. grades not calculated for all
classes)
Exit conditions:
Top three are displayed
OR
Use case name: Create Timetable

Participating actors: acadVp
Entry conditions:
Flow of events:
The user clicks on “Timetables Management” link.
Then clicks on “Create Timetable” link.
The system displays a page where the user can enter year, timetable
title and select classes and then click on “Create” button.
The system displays the timetable.
OR
Exit conditions:
OR
Use case name: Create Exam Timetable

Entry conditions:
Flow of events:
Then clicks on “Create Exam Timetable” link.
24
The system displays a page where the user can enter year and select
classes and then click on “Create” button.
The system displays the timetable.
OR
Exit conditions:
OR
Use case name: Edit Timetable

Entry conditions:
Flow of events:
Then clicks on “Edit Timetable” link.
The system displays a page where the user can open a drop down text
box of subjects in each cell of the table and select any subject and
then click on “Save” button.
The system updates the timetable.
OR
The system gives an error message that the subject is not valid for this
standard.
Exit conditions:
OR
Use case name: Delete Timetable

Entry conditions:
Flow of events:
Then clicks on “Delete Timetable” link.
25
The system displays a page where the user can select daily timetables
or exam timetables of any year.
The system asks the user if they want to delete the current timetable
and then click on “Confirm” button.
The system removes the timetable.
Exit conditions:
The timetable is deleted.
Use case name: Delete Timetable

Entry conditions:
Flow of events:
Then clicks on “Delete Timetable” link.
The system displays a page where the user can select daily timetables
or exam timetables of any year.
The system asks the user if they want to delete the current timetable
and then click on “Confirm” button.
The system removes the timetable.
Exit conditions:
The timetable is deleted.
Use case name: Promote Students

Entry conditions:
Flow of events:
The user clicks on “Student Grades” link.
Then clicks on “Promote Studnets” link.
The system displays a page where the user can select a class or click
on Promote all students.
The system promotes the students to next standard.
Exit conditions:
The students are promoted.
26
OR
Use case name: Add Subject

Entry conditions:
Flow of events:
The user clicks on “Resources” link.
Then clicks on “Add Subjects” link.
The system displays a page where the user can add subject name.
The user clicks on “Save Subject” button.
The system stores the subject name.
OR
The system gives an error message
Exit conditions:
The subject is saved.
OR
Use case name: Add Room
Entry conditions:
Flow of events:
Then clicks on “Add Rooms” link.
The system displays a page where the user can add Room name.
The user clicks on “Save Room” button.
The system stores the Room name.
OR
Exit conditions:
The room is saved.
OR
27
Use case name: Add Class
Entry conditions:
Flow of events:
Then clicks on “Add Classes” link.
The system displays a page where the user can select a Standard and
add Class name.
The user clicks on “Save Class” button.
The system stores the class name.
OR
Exit conditions:
The class is saved.
OR
Use case name: Add Department

Entry conditions:
Flow of events:
Then clicks on “Add Deparments” link.
The system displays a page where the user can add department name.
The user clicks on “Save Department” button.
The system stores the department name.
OR
Exit conditions:
The department is saved.
OR
Use case name: Edit Department
28
Entry conditions:
Flow of events:
Then clicks on “Modify Deparments” link.
The system displays a page where the user can select a department
name.
The user clicks on “Edit Department” button.
The system updates the department name.
Exit conditions:
The department is updated.
Use case name: Delete Department
Entry conditions:
Flow of events:
Then clicks on “Delete Deparments” link.
The system displays a page where the user can select a department
name.
The user clicks on “Remove Department” button.
The system removes the department name.
Exit conditions:
The department is deleted.
OR
Use case name: Edit Room

Entry conditions:
Flow of events:
29
Then clicks on “Modify Rooms” link.
The system displays a page where the user can select a room name.
The user clicks on “Edit Room” button.
The system updates the room name.
Exit conditions:
The room is updated.
Use case name: Delete Room
Entry conditions:
Flow of events:
Then clicks on “Delete Rooms” link.
The system displays a page where the user can select a Room name.
The user clicks on “Remove Room” button.
The system removes the room name.
Exit conditions:
The room is deleted.
OR
Use case name: Edit Class

Entry conditions:
Flow of events:
Then clicks on “Modify Classes” link.
The system displays a page where the user can select a standard and
a class name.
The user edits the class.
The user clicks on “Edit Class” button.
The system updates the class name.
30
Exit conditions:
The class is updated.
Use case name: Delete Class
Entry conditions:
Flow of events:
Then clicks on “Delete Classes” link.
The system displays a page where the user can select a class name.
The user clicks on “Remove Class” button.
The system removes the class name.
Exit conditions:
The class is deleted.
OR
Use case name: Edit Subject

Entry conditions:
Flow of events:
Then clicks on “Modify Subjects” link.
The system displays a page where the user can select a subject name.
The user clicks on “Edit Subject” button.
The system updates the subject name.
Exit conditions:
The subject is updated.
Use case name: Delete Subject
31
Entry conditions:
Flow of events:
Then clicks on “Delete Subjects” link.
The system displays a page where the user can select a subject name.
The user clicks on “Remove Subject” button.
The system removes the subject.
Exit conditions:
The subject is deleted.
OR
Use case name: Add Grade
Entry conditions:
Flow of events:
Then clicks on “Add Grades” link.
a class
The system displays an editable table of subjects and students' names
for adding their grades.
The user fills in the grades.
The user clicks on “Save Grades” button.
The system updates the student information.
OR
The system gives error message (I.e. mark is out of range)
Exit conditions:
The marks are added.
OR
Use case name: Calculate Grade

Entry conditions:
32
The user is logged in to the system
AND
Grades of all subjects of a certain class is entered in the system
Flow of events:
Then clicks on “Calculate Grades” link.
a class.
The system displays an non editable list of students for their grades.
The user clicks on “Get results” button.
The system displays the student results and saves it automatically.
OR
The system gives error message (I.e. marks of maths subject is not
entered to the system)
Exit conditions:
The marks are calculated.
OR
Use case name: Edit Grade

Entry conditions:
Flow of events:
Then clicks on “Edit Grades” link.
a class name.
The system displays an non editable list of students with their grades.
The user clicks on “Edit” button next to the student who's grade needs
editing.
The system asks for Editing Password.
The user enters editing password.
The system allows editing of that specific cell.
The user edits the grade.
The user clicks on “Save Grade” button.
The system updates the student's information.
Exit conditions:
33
The mark is updated.
OR
Use case name: Create Transcript

Participating actors: acadVP, principal
Entry conditions:
Flow of events:
Then clicks on “Create Transcript” link.
The system displays a page where the user can search one student or
select a standard and a class name.
The user clicks on “Create Transcript” button.
The system displays the result.
OR
The system gives error message (I.e. student not found)
Exit conditions:
OR
Use case name: Move Student

Entry conditions:
AND
The student is already added to the system.
Flow of events:
Then clicks on “Move student from one class to another preserving the
Standard” link.
The system displays a page where the user can select source and
destination classes.
The system displays the classes of the same standard as the source
class in the destination class name's drop down box.
The system displays all students of source class.
The user selects a destination class.
34
The user selects some students of the source class and clicks on “Move
to Destination Class” button.
The system saves the changes.
OR
The system gives error message (I.e. destination class already full)
Exit conditions:
The students are moved.
OR
Use case name: Add Previous School Marks
Entry conditions:
AND
The user has just added a new student in the system who joined this
school having a leave certificate from another school.
Flow of events:
The user clicks on “Add previous standards' marks” link.
The system displays a page where the user can select a class name
that's standard is less than the students current standard.
The system displays list of all subjects of this standard.
The user adds grades for all the subjects.
The user clicks on “Add next standard's marks” button.
OR
The user clicks on “Finished” button.
The System saves the changes

OR
The system gives error message (I.e. mark out of range)
Exit conditions:
OR
Use case name: Set Room to Class

35
Entry conditions:
Flow of events:
The user clicks on “Set Resources” link.
The system displays another page with more links.
The user clicks on “Set Room to Class” link.
The system displays a page where the user can select a room and a
class name.
The user selects room and class and clicks on “Set” button.
Exit conditions:
The room is reserved for the class
Use case name: Set Subject to Teacher

Entry conditions:
Flow of events:
The user clicks on “Set Subject to Teaher” link.
The system displays a page where the user can select a teacher and a
subjects names.
The user selects teacher and subject and clicks on “Set” button.
Exit conditions:
The subject is saved for the teacher
Use case name: Set Teacher to Class

Entry conditions:
Flow of events:
The user clicks on “Set Teacher to Class” link.
The system displays a page where the user can select a teacher and a
class name.
The user selects teacher and class and clicks on “Set” button.
36
Exit conditions:
The teacher is reserved for the class
37
4.4.4 Class Diagram
38
4.4.5 Class Diagram After Mapping
39

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School Management

System: Timetable and

By: Freshta Popalyar

Currently in Afghanistan’s schools, usage of new technologies is very

Timetable creation and students' grade management is two of the

The administration staffs of the schools that are responsible for

Managing students' grades is another task of administration staff and

That is why the School Management System is designed to improve

3.1 Timetable Creation Process

Accomplishing this task is the job of academic affairs vice principal of

3.2 Grade Calculation Process

4.2 Functional Requirements

4.2.1 Input Data

4.3 Non-Functional Requirements

4.3.3 Hardware Consideration

4.3.3.1 Server Hardware requirements:

4.3.3.2 Client Hardware requirements:

4.3.4 Software Requirements

4.3.4.1 Server Software Requirements

4.3.4.2 Client Software Requirements

4.3.5 Performance Characteristics

4.3.5.1 Input Error Handling

4.3.5.2 Error Handling Extreme Conditions

4.3.6 System Interfacing

4.3.7 Quality Issues

4.3.8 System Modifications

4.3.9 Physical Environment

4.3.11 Resource Issues

4.4.1.1 Timetable Creation Scenarios

Exam Timetable Creation:

4.4.1.2 Student Grade Management Scenarios

Top Three Students:

Change Editing Password

Change User Password

Promoting one student:

4.4.1.4 Graduate Students’ Report Scenarios

4.4.1.5 Adding Previous School Marks of a Student that comes

4.4.1.6 Move student from one class to another in the same

Actor(s): Sarah (academic vice principal)

4.4.1.7 Search Student Scenario

4.4.1.8 Add Resource Scenarios

Set Room to Class:

Set Teacher to Class:

Set Subject to Teacher:

4.4.2 Usecase Diagram

Use case name: Sign in

Use case name: Change Password

Use case name: Change Editing Password

Use case name: Search Student

Use case name: Create Graduate Students' Report

Use case name: View Timetable

Use case name: View Students' Grades

Use case name: Top Three Students

Use case name: Create Timetable

Use case name: Create Exam Timetable

Use case name: Edit Timetable

Use case name: Delete Timetable

Use case name: Delete Timetable