Professional Documents
Culture Documents
AMBO, ETHIOPIA
Date, February, 2020
AMBO UNIVERSITY DEP’T OF INFORMATION TECHNOLOGY
Declaration
This is to declare that the work of Ambo University IOT Campus Department of information
technology under graduate students under the supervision of Mr. Mamo Abebe with title Web-
based School management system carried out in partial fulfillment of the requirements of Bachelor
of Information Technology in 2020, is the sole property of Ambo University and the respective
supervisor and is protected under the intellectual property right laws and conventions.
Authors:
No Group Name Group Id Sign
1 Tamirat Miju BRT/0380/09
2 Dejene Kuma BRT/0294/09
3 Bontu Mezgabu TBRT/0019/10
4 Melaku Tirago BRT/0354/09
5 Nazif Yusuf BRT/0368/09
6 Ahmedin Habib BRT/0273/09
TITLE: WEB BASED SCHOOL MANAGEMENT SYSTEM FOR SECONDARY AND
PREPARATORY SCHOOL
COURSE TITLE: INDUSTRIAL PROJECT PHASE-I
I have read this project and that in my opinion it is fully adequate, in scope and quality, as a
project for the course group project.
------------------------------------- ---------------------------------------------
------------------------------------- ---------------------------------------------
Acknowledgement
First of all, we would like to thank our almighty God, who gives us health, wisdom and patience
to walk through all the problems and obstacles during the period of our proposal preparation.
Secondly, thanks to our Advisors Mr. Mamo and Mrs. Hawi who guide and comment us in the
development of our project. Thirdly we thanks Mr. Tashome Director of Ambo secondary school
who gave us full information about their schools.
Abstract
The system is Web based School management system for Ambo secondary and preparatory school.
The main idea of this project is to change manual based student information management system
to solve time taking, unqualified, costly and data redundancy of schools. The system we have
proposed is going through stage of life cycles: requirement gathering, requirement analyzing,
system designing, implementing, testing and maintaining. For requirement gathering we use
interview, document analysis and observation. With the Unified Modeling Language (UML)
diagram such as use case, diagram and sequence diagram is drawn. The programming language
used to develop this project is PHP, CSS, JAVA SCRIPT, and HTML. Database application is
MYSQL. The proposed system provides many benefits for students, teachers, extension workers
and director. Finally the overall activity of this project work is about design and implementation
of web based school management system for Ambo secondary and preparatory school.
CHAPTER 2 ..............................................................................................................................13
SYSTEM ANALYSIS ...............................................................................................................13
2.1. Introduction .......................................................................................................................13
2.2 Description of the Existing System......................................................................................13
2.2.1 Activities performed under the Existing system ...............................................................14
2.2.3 The description and work flow of the existing system .................................................... 15
2.2.3 Problem identified with the existing system .................................................................... 16
2.3.3.1 Weakness and the strength of the existing system ........................................................ 17
2.2.4 Business rule .................................................................................................................... 17
2.3 Description of the Proposed System ....................................................................................18
2.3.1 Functional Requirement ................................................................................................... 18
2.3.2 Non-Functional Requirement........................................................................................... 19
2.3.3 System interfacing ........................................................................................................... 19
2.4 System Modeling .................................................................................................................20
2.4.1 Scenario Analysis ............................................................................................................. 21
2.4.2 Actor and their Description of proposed system .............................................................. 22
2.5 Behavioral Diagram ............................................................................................................ 23
2.5.1 Essential Use Case Diagram and Their Description ........................................................ 23
2.5.2 System use case................................................................................................................ 25
2.5.2.1 System use case documentation .................................................................................... 26
2.6 Dynamic Modeling ..............................................................................................................32
2.6.1 Activity diagrams ............................................................................................................. 32
2.6.2 Sequence Diagram ........................................................................................................... 38
2.7 Class Responsibility Collaboration Diagram (CRC) ...........................................................42
CHAPTER THREE ...................................................................................................................44
SYSTEM AND OBJECT DESIGN ...........................................................................................44
3.1 Introduction ..........................................................................................................................44
3.1.1 Purpose of the system and object design ......................................................................... 44
3.1.2 Design Goal and Objectives............................................................................................. 45
3.2 Class Type Architecture (Layering).....................................................................................46
3.3 Conceptual Modeling ...........................................................................................................47
3.3.1 Class Diagram .................................................................................................................. 47
3.3.2.1 Class Diagram Documentation ..................................................................................... 48
List of Table
Table 1.1cost estimation of the project ......................................................................................... 12
Table 1.2 Cost estimation of the project ....................................................................................... 12
Table 2.4 Use Case Description for update student mark ............................................................. 30
Table 3.1: Table that shows detailed descriptions of major User Interfaces ................................ 55
List of Figure
Figure 2: Student use case Diagram.............................................................................................. 24
Definition of Abbreviations
WBSMS: Web Based School Management System
MS: Microsoft
CHAPTER ONE
1.1. Introduction
Education system forms the backbone of every nation. And hence it is important to provide a
strong educational foundation to the young generation to ensure the development of open-minded
global citizens securing the future for everyone. Advanced technology available today can play a
crucial role in streamlining education-related processes to promote solidarity among students,
teachers, parents and the school staff.
Education is central to development. It is one of the most powerful instruments for reducing
poverty and inequality and lays a foundation for sustained economic growth. Student evaluation,
submissions, teaching-learning process, education material distribution and availability, event and
information communication across to students, teachers and parents, and make them easily
accessible on the Internet. In order to facilitate and simplify these actions one of the major tool is
to have web based school management system.
Web based school management system is essential in the world. That is why now a day in the
world teaching of new generation progress increased in order to produce skillful and educated
people. As we know the technology growth further in the behavior of education. Automation is
the utilization of technology to replace manual work with a machine that can perform more quickly
and more continuously. So we are initiated to develop new web based automated system. As a
result the team member believed that the user will have the expected satisfaction of the service
provided by the system of Web based school management system for Ambo secondary and
preparatory.
1.2 Background of Organization
The Ambo secondary and preparatory school found in central part of Oromia Region in Ambo
town, which is a capital City of West Shoa Zone. The school established in 1889 E.C. It founded
with 1 class room,5 staffs such as director staff, vice director staff, natural science staff, social
science staff, language staff, record office staff, 1 library, 4 male teachers, 1 female teachers, 23
male students and 13 female students. This means 60 total numbers of students during the
foundation. The school does not have its own computerized management system.
However, the school performs its daily activities with the manual system. The activities performed
in the school are registering students, registering new teachers (employees), generating transcripts
and all teaching and learning process. The current statistical data of students and employees of the
school is rapidly increased when compared with the past. Currently the school has 450 students in
grade nine and 540 students in grade ten. and also 1239 grade eleventh and 845 students in grade
twelve.
The school has mission and vision in learning and teaching process
School mission
Prepares students to understand, contribute to, and succeed in a rapidly changing society,
thus making the world a better and more just place.
We will ensure that our students develop both the skills that a sound education provides
and the competencies essential for success and leadership in the emerging creative
economy.
We will also lead in generating practical and theoretical knowledge that enables people to
better understand our world and improve conditions for local and global communities.
To make the student ability to get more knowledge and make future hope for this country.
School Vision
We will improve our student to sociable with the their society depend on getting knowledge
from this school and to solve problem.
We are and will be a university where design and social research drive approaches to studying
issues of our time such as democracy ,urbanization, technological change, economic
empowerment, sustainability, migration , and globalization.
We will ensure that our students develop both the skills that a sound education provides and
the competencies essential for success and leadership in the emerging creative economy.
We will also lead in generating practical and theoretical knowledge that enables people to better
understand our world and improve conditions for local and global communities.
Ensure the educational quality of our country in case developing new systems.
Introduce new technology to students and teachers
To build students academically and disciplinary
To support the idea of this project, similar work on the area has been assessed. In October U.S.
department of education building an automated student record system. Since 2014, Nigeria
develops design and implementation of result processing system for public secondary school in
order to manage student information and assessments. By December 2013 heriot–Watt University
develop the student record management policy on campus (Edinburgh, Scottish borders, Orkney,
Dubai and Malaysia) students. And the other is in the year 2003 City Government of Addis Ababa
Education Bureau (CGAAEB) was very much interested to have automated school management
system to get uniform and quick access to the students’ data for administrative purpose on
promoting the students’ achievement and related issues. The bureau has selected Wandered
Preparatory School for pilot test. All the literatures mentioned above contributed to this project.
This study comes with register course, add new course, assign teachers, create account, register
student, register employees, and post information. So it can solve some problem that affects the
activities of the school.
File control mechanism is not secured which means somebody can update and destroy the
student data.
Teachers and students data is stored redundantly in multiple files.
Academic material dispersion is to the minimum with limited number of books available, thus
first come first serve.
The teaching-learning process is limited to the class room or inside the school ground to the
maximum.
Time consuming: - wasting time occurs when scheduler arrange timetable using manual system
to minimize mistake probability
To overcome this problem the team proposed a new system for the school based on the existing
problems. The proposed system ready to solve the school problem as much as possible to
simplifying the activities performed with existing system.
1.5 Project Objectives
1.5.1. General objective of the project
To develop web based school management system for Ambo Secondary and Preparatory
School
1.5.2 Specific Objectives
The specific objectives provided by the system in order to support this general objectives are:
To generate student transcript.
To register course
To register Student
To register Employees
To generate student Attendance
To update and search students and employees data.
To insert and store student mark
To implement the new system and change the manual work to easy modern system
We are going to do a thorough research and inspection to gather the right amount of data needed
to develop this system either directly from the client or by research methods. Some specific
methods we will use to collect this data include:
Interviewing: This is one of data collection method that enables to gather information from the
organization directly in the form of asking question and getting answers for those questions. So,
our team use this method to gather information by asking the director, teachers and students of
ambo secondary and preparatory school some basic questions.
Question that we have asked: -
How the teaching and learning process is going on?
What requirement are needed for your school?
How, when and why meeting is taken place between parents and teachers?
How teachers proved information to students?
During the teaching and learning process, is there any problems? If there is what are
they?
Observation: This is also another data collecting method. In fact we have also used this
observation method to gather data. This method enables us observing and understanding how the
teaching and learning process is done. In doing so; we have got some manual material from school.
We will observe
The current system.
How the students are treat.
Work overload on workers.
How to handle student’s data.
Secondary data
Secondary data can be collected from books, newspapers, journals, and electronic sources such
as website. In this study the secondary data collection method used for:-
Document analysis:-the team analyzed the documented data in manual files to identify the
data redundantly recorded or not, to read the school mission and vision, and to understand
what are business rules of the school.
Reusability:-
A major benefit of OOSAD is reusability and this is the most difficult promise to deliver on. For
really a reusable object more effort must be designing it.
The potential benefit of reusable is clear: increase reliability, reduce time and cost for development,
and improve consistence.
Object Oriented System Analysis and Design (OOSAD) Because of the following:
These techniques enable to reduce the communication gap between user and designers.
These techniques enable designers to model the real world accurately.
These techniques have usability features (it allows to use codes repeatedly on other
system).
Allows full exploitation of the power of object-based and object-oriented programming
languages.
This takes specific activities and represents them as separate object model such as requirements
specification system, testing, design, and implementation and soon.
Object Oriented Design:-During this phase our team uses Microsoft visio refine the use case
model and UML model for designing the sequence collaboration, activity diagram
Economic feasibility is a measure of how cost effective the proposed solution will be. It is possible
to develop the proposed system in minimum cost and also can be hosted in lower price.
I) Tangible Benefits: -it will be Benefits that are easily quantified from the conducted system are:
II) Intangible Benefits: -Benefits from the system that areas will unquantifiable are;
School: Ambo secondary and preparatory school will be beneficial from our project by
minimizing time and number of students.
Student: benefited from the proposed system by reduce wastage of time, gains fast access, and
reduce expense of money for transportation and module.
Developers of the project:-It increases our knowledge and gained the skill how developing
website and the project team are gets mental satisfaction from the project we developed.
Record Officers:-The project reduces the time and to generate different reports
Teachers:-teacher can benefited by reduce time consuming which means when he wants searching
student marks and get more satisfaction.
No Project
Apr20
2019
2019
2019
2020
2020
2020
2020
2020
May
Mar
phase Nov
Jun
Feb
Dec
Jan
Oct
20
1 Proposal
2 Requiremen
t gathering
and analysis
3 Designing
the system
4 Implementat
ion(coding)
5 Testing
CHAPTER 2
SYSTEM ANALYSIS
2.1. Introduction
This chapter review and identify concepts and related work about web based School management
system.
At the beginning of each academic year which starts in September (Ethiopian New Year), the
students get registered and assigned rooms. Each class (section) of students is assigned to a fixed
room. There are two semesters per year. The first semester final examination is usually
administered during January, the second semester final examination is administered during the end
of June and consequently the results of each class of students is collected, organized, ranked by
the corresponding home room teacher and reported to each student. The teacher also records
attendance of each student on each school day which is later organized by the attendance officer.
Transcripts are generated by the record officer. A student may request transcript when he/she wants
to transfer to other school or when he/she has completed from the school and needs to join higher
education or for some other purpose.
These problems make the school to lead a poor management system are:- loosing of teachers and
students document, difficulty to generating transcripts of students, updating employee’s data.
Teachers may want to associate a student with his parent or emergency persons for disciplinary
measures which need searching of the students record in the record office. It has been difficult to
search a record from thousands of such records.
Generally, the existing system is not more developed. It is not better for workers and it can use
more effort from workers and time killing in their work, therefore the new system should solve
these problems.
All learning and teaching process activities are performing under existing system.
Based on their responsibility and role the following are the basic actors of the existing system.
Actor Description(Responsibility)
View student
Generate reports
generate transcript
Teachers Enter mark
View student mark
Update student mark
Generate report
Change password
Take attendance
Students View result.
read information posted
Economical problem
The management is economically affected because it is manual based system. Due to this
it consumes a large space to store all documents; it needs a huge budget to paper, pen,
shelf and other materials.
Efficiency problem
Takes time to find a specific and general information of the teachers and student
Strength
In the current system there is no many strength looked on the result of the work means that any
activity done were come after a huge effort and time losing. Some strength of existing systems
are:-
No need of internet access.
No need of electric power because every activities work manually.
The accuracy and response time of the system should be very fast.
Efficiency:
The response time should be very small i.e. not more than 5 seconds.
Reusability:
The data and record that are saved shall be reused if needed that’s stored in backup.
with Microsoft Internet Explorer for version 6 and above. No user would be able to access any part
of the application without logging on to the system.
Hardware Interfaces
Server Side:
Communications Interfaces
The Customer must connect to the Internet to access the Website:
Scenarios
The purpose of actor analysis is to identify all of the actors that interact with the system. An actor
has a role in that interacting with the system. The actors that interact with the system are: -
Administrator: - is the one who maintains and manages the overall system.
Main activities of Administrator
include: Manage user accounts
Create account
Activate account
insert information
Register course
Assign Room teacher
Change password
Add new block
View students
Register pass point
Teacher: -is a person who teaches students and manage the student activities.
Enter mark
Update student mark
Search student
Take attendance
Report student mark
Student:- is a person who goes to school and is learning something
View mark
Record office:- is a person who enroll an reports different activities for one organization.
Register student
Generate report
Generate student transcript, etc
Parent:- a family of student and whose their boy or girl are learning.
View student
Attendance analysis
2 Student
The student can do After Login process the following function as shown in figure2:
View Personal Information.
View Courses Marks.
View Personal Details.
3 Teacher
The Teacher can do After Login process the following function as shown in figure3:
Add Attendance include (their Marks).
Student's Marks.
Modify or delete mark.
4. Record Office
The Teacher can do After Login process the following function as shown in figure4:
Register student
Generate Report
Generate Student Transcript
update account
<<Extend>>
manage employee
generate report
<<include>>
Post Notice
<<include>>
<<include>> Record officer
register
<<include>>
employee
Admin assign teacher <<include>>
<<include>>
Login
<<include>>
<<include>> generate transcript
manage course
<<include>>
<<include>> <<include>>
personal information
<<include>> Student
<<include>>
<<include>>
view student view mark
<<include>>
enter mark
Parent
manage student
<<extend>>
Teachear
Update mark
<<extend>>
manage mark
<<extend>>
search mark
ID UCA5
Actors Teachers
Name Update
Course of Action
Name Search
: There should be
Pre-condition The Record officer wants to retrieve the student information from the data base based
on search criteria in order to record student information for each student.
Post condition Search from the database.
Basic Course of 1. The record officer click on search button.
Action 2. Controller loads the link.
The activity can be described as an operation of the system. The activity diagrams are shown as
the following diagram.
Sequence diagrams show the interaction between participating objects in a given use case. They
are helpful to identify the missing objects that are not identified in the analysis object model. The
following sequence diagram describes the identified use cases.
have been divided into three sections, those sections are, class: represents a collection of similar
objects, responsibility: is something that a class knows or does, and collaborator: is another class
that a class interacts with to fulfill its responsibilities.
CHAPTER THREE
SYSTEM AND OBJECT DESIGN
3.1 Introduction
System design is the transformation of the analysis model into a system design model. System
design is the first part to get into the solution domain in a software development. This chapter
focuses on transforming the analysis model into the design model that takes into account the non-
functional requirements and constraints described in the statement of problem and requirement
analysis sections discussed earlier.
not require more human labor, processing data with high speed and short
hand form.
Design goals describe the qualities of the system that the developers should consider.
Modifiability:-The system should be modifiable for further modification and enhancement
of the application.
Dependability:-The system should be robust (strong) i.e. it should be able to survive
invalid user inputs, fault tolerant, reliable and available. Since the system stores sensitive
data, high emphasis is given to security to withstand malicious attacks. The system
shouldn’t allow non-authorized users to access stored data or modify.
Cost: The system should be developed, deployed, administered and maintained with
minimum cost possible.
Understandability: - The system capability of being understood by the user. The proposed
system consists of different pages which are easy and understandable by the user.
End User Criteria: - The system should have simple and understandable graphical user
Interface such as forms and buttons, which have descriptive names. It should give reliable
response for each user request at least before the session expires. All the interfaces, forms
and buttons are written or designed in a simple language or common language so that the
user can access it without any difficult.
Usability: Usability is the extent to which a product can be used by specified users to
achieve specified goals with effectiveness, efficiency and satisfaction in a specified context
of use. From the end users’ perspective, the proposed system should be designed in such a
way that it is easy to learn and use, efficient and having few errors if any.
Flexibility:- The proposed system is highly flexible since users can access
the components as they need.
Controller/process layer
System layer
Business/Domain layer
Database
User Interface Layer: -This layer wraps access to the business layer of our system. For instance,
in our system the User interface (UI) provides the user to access the system easily.
Business Layer: -The business layer implements all the functional requirements which
implements the concepts relevant to our business logic
Database: -The system will be using a relational database for its persistent data storage. The layer
at the bottom of architecture will be database system.
User
-Mname:string
-Fristname:string
-Lname:string
-Id no:int
-Username:string
-Password:string
+receive transcript() *
+view mark()
This shows us deployment or usability of the system for the users of the system. In other word the
user interact with the client computer through the interfaces. Then the client computer request the
server which gives service, there for the user can access the main page and perform an operation.
Result
Result id->pk
Total
Average
Sid->pk
help menu will be linked to some page to perform a specified task. The user will interact with these
menus through the pressing menus.
The user interface of this application is shown below.
Manage Employee
Add Course
Register Passpoint
About Us Admin
Manage Course
Post Vacancy
Displine case
View Courses
Login
View Profile
Record Register Student
Home
office
Generate Transcript
Change Password
Help
Register student
Take attendance
Feed back Update student mark
View Profile
Student
View mark
Check Student
attendance
Parent
Change Password
Reference