Table of Contents

CHAPTER1: INTRODUCTION...........................................................................................................2
1.1 Background of the organization...................................................................................................2
1.2 Background of the project............................................................................................................2
2.Statement of the problem....................................................................................................................2
3. Objective of the project.....................................................................................................................2
3.1 General objective.........................................................................................................................2
3.2 Specific objective........................................................................................................................3
4.Scopes of the Project..........................................................................................................................3
5. Methodology.....................................................................................................................................4
5.1 Data collection methods:.............................................................................................................4
5.2 Development methodology..........................................................................................................4
6.Team composition..............................................................................................................................4
7.Feasibility study.................................................................................................................................5
7.1 Operational feasibility.................................................................................................................5
7.2 Technical feasibility....................................................................................................................5
7.3 Economical feasibility.................................................................................................................5
8.Significance of the project..................................................................................................................5
9. Budget breakdown.............................................................................................................................6
10. Schedule..........................................................................................................................................6
CHAPTER 2: Description of Current system...........................................................................................6
2.1 Introduction of current system....................................................................................................6
2.2 Strength.......................................................................................................................................7
2.3 Weakness.....................................................................................................................................7
2.4 Functional requirement...............................................................................................................7
2.5 Non- Functional requirement......................................................................................................7
2.6 Proposed system.........................................................................................................................8
CHAPTER 3: Analysis phase....................................................................................................................9
3.1 Introduction to system analysis...................................................................................................9
3.2 Use case diagram and Use case documentation..........................................................................9
3.3 Activity diagram.........................................................................................................................10
3.4 Class diagram.............................................................................................................................10
3.5 Sequence diagram.....................................................................................................................10
 CHAPTER1: INTRODUCTION
1.1 Background of the organization
Arba Minch University is found in south Ethiopia. The University was initially founded as the Arba
Minch water Technology Institute in Eastern Africa.
Arba Minch Water Technology Institute (AWTI) was established in 1986. AWTI then used offer short
and long-term trainings, conducting research and rendering consultancy services in the water sector
namely: Irrigation Engineering, Hydraulic Engineering and Sanitation Engineering. Till 1993, AWTI
was governed by the water Resource Commission (WRC) and then came under the umbrella of
Ministry of Education (MOE). In 1997, AWTI diversified its training and research streams to
encompass three BSc degree programs i.e. Civil, Mechanical and Electrical engineering. In 2001,
Department of Meteorology was established to provide training at diploma and degree level.
Subsequently, Computer Science and information Technology and Architecture were added. In 2002,
AWTI rolled in PG programs in Hydraulics and Hydropower and Irrigation Engineering. Additional
programs i.e. Hydrology and water Resource and Metrology were introduction in 2004-5. Presently
christened as Institute of Technology, it has made remarkable achievement over the years and
currently hosting almost half of students of the university.

1.2 Background of the project

Student Information Management System deals with all kind of student details, academic
related reports, batch details and other resource related details too. It tracks all the details of a student
from the day one to the end of his course which can be used for all reporting purpose, tracking of
attendance, progress in the course, completed semesters year curriculum details, exam details, project
or any other assignments details, final exam result; and all these will be available for future references
too.
A Student Information Management System(SIMS) is a software application for education
establishments to manage student data. It is also known as Student Information System(SIS), Students
Records System(SRS), Student Management System(SMS), Campus Management System(CMS), or
School Management System(SMS).

2.Statement of the problem

Some of the problems in the existing system are the following: -
 It is time consuming to record as well as search for files.
 Files may be lost.
 Uses mostly paper which is costly.
 Difficulty to collect data.
 Data redundancy or duplication of data.
 Difficulty of locating & finding files dependent each other.
 Delay in bringing document to those who need it.

3. Objective of the project

3.1 General objective

The general objective of the proposed project is to develop Student Information Management System
which allows students to have up to date and detailed information easily.
 3.2 Specific objective
The specific objectives of the proposed system are the followings.
 To provide the online interface for students, faculty etc.
 To increase the efficiency of college record management.
 To decrease time required to access and deliver student records.
 To make the system more secure.
 To decrease time spent on non-value-added tasks.
 To handle student information easily.

4.Scopes of the Project

The scope of “Student Information Management System”

 The system has able to store all the details of the students including their background
information, educational qualifications and personal details.
 The system has able to generate grade reports regarding to students such as each course grade
report, GPA, and status after getting the approval from registrar.
 The system has able register students who are in active state for senor student and whose
admission code is officially stored by the admin in the system for freshman students.

Our proposed system supports the following Student Information Management System related
features and functions. such as:
 Login system.
 Logout system.
 Add student information.
 View student information.
 View instructor information
 Update student information.
 Delete student information.
 Add user profile
 Delete User profile
 Register for course.
 Add course
 Drop course
 Approve grade
 Add marks
 Submit grade
 Generate grade report
 View grade report
 Create account
Limitations
 Time constraints
 Insufficient information from students as they were being careful not to reveal confidential
information.
 5. Methodology
5.1 Data collection methods:
The main concerned body for data sources are AMU Registrar office and any concerned body.
1. Interview: this is used to understand the problem known by regarding person only
2. Observation: this is also the technique used see and solve problem simply.

5.2 Development methodology

Activities Tools/Programs

Client side coding Html

Client side scripting Java scripting

Database server My SQL

Server side scripting PHP

Browsers Mozilla fire fox ,chrome and others

Documentation Ms word

Editor Notepad++

6.Team composition
Participants Id number Data collector Documentation Coding and Testing
part designing

Kidist Ramit/ 

Hafiz Abdu Ramit/1681/10 

Sudi Haji Ramit/1836/10 

 Sintayehu Ramit/ 

7.Feasibility study
Whatever we think need not be feasible. It is wise to think about the feasibility of any
problem we undertake. Feasibility is the study of impact, which happens in the organization by the
development of a system. The impact can be either positive or negative. When the positives nominate
the negatives, then the system is considered feasible. Here the feasibility study can be performed in
two ways such as technical feasibility and Economical Feasibility.

7.1 Operational feasibility

7.2 Technical feasibility

      We can strongly say that it is technically feasible, since there will not be much difficulty in getting
required resources for the development and maintaining the system as well. All the resources needed
for the development of the software as well as the maintenance of the same is available in the
organization here we are utilizing the resources which are available already.

7.3 Economical feasibility

Development of this application is highly economically feasible. The organization needed
not spend much money for the development of the system already available. The only
thing is to be done is making an environment for the development with an effective
supervision. If we are doing so, we can attain the maximum usability of the corresponding
resources. Even after the development, the organization will not be in condition to invest
more in the organization. Therefore, the system is economically feasible.

8.Significance of the project

 To avoid incorrect placement of record data.
 To reduce the loss of space & human resource.
 To avoid data redundancy.
 To perform different activities within short period of time and less cost.
 To facilitate grade report generation.
 To allow user to view reports.
  To make user friendly interface.
 To increase student organization and staff satisfaction.
 To provide better and efficient service to the user.
 To reduce the work of load of user.
 To make quick transaction.
 9. Budget breakdown
The project we are planning to do needs some software and hard ware. And also require other material
such as paper, pen, pencil that are used when gathering the information, design our system manually
and so on.

Generally, we can express in the following table.

Item Quantity Unit cost per Total cost(birr)

item(birr)
Printing 30-40 paper 1 40.00

Paper 30-40 sheets 1 40.00

Pen 3 10 30.00
Mobile card 3 25 75.00
Total 185.00

10. Schedule
Task Activity

Data collection Oct 25-Nov 2.2012E.C

Documentation Nov 5-Nov 20 2012E.C

Design Nov 25- Dec 10 2012E.C

Coding Dec 15- Jan 1 2012E.C

CHAPTER 2: Description of Current system

2.1 Introduction of current system
The existing system works in manual system in which the whole process worked or performed by
paper based, that it needs number of work force, stationary material, file cabinet to store student file,
time to prefer document of each student and also needs students attending on schedule. In the case of
that the systems faces lot of problems.
2.2 Strength

2.3 Weakness

2.4 Functional requirement

 Process requirements

 Searching the status of each student in data base when in the time of
registration progress.
 Searching of property record of each student to signature on clearance form.
 Calculating semester grade point average.
 Calculating cumulative grade point average.

 Input related requirements

 Full information of the student.
 Grade of each and every course that are offered in semester.
 Full information of student to be cleared from property.
 Output related requirements.
 The generation of grade report.
 Checking of clearance.
 Handling registration so that student can register in timely manner.
 Giving the system a different access hierarchy so that the recorder can do
all operations such as add, edit, or delete operations on students’ data.
 Storage related requirements.
 student admission
- personal information
- Educational information.
- Employment.
- Family background.

2.5 Non- Functional requirement

 Performance.
 After completing the new system well organized way the proposed system
will give efficient response to the problem that has been facing the existing
system.
 After we have finished these applications we will familiarize and train the
registrar system workers in charge of updating and controlling the registrar
system.
  A direct link to the university website if a connection exists.
 User Interface.
 User interface, so users can use and navigate the system easily and
effectively.
 Security and Access permissions.
 Those who are not Arba Minch university student can’t access the system
fully.
 Those who are not academic year student can’t access the system.
 The any actor this system must have account to access the system
 Backup and Recovery.
 The new proposed system can back up and recover the deleted files of the
student.
 Resources.
 Digital camera or scanner is necessary for capturing students photo at the
time of registration

2.6 Proposed system

In our proposed system we have the provision for adding the details of the students by themselves. So
the overhead of the school authorities and the teachers is become less. Another advantage of the
system is that it is very easy to edit the details of the student and delete a student when it found
unnecessary. The marks of the student are added in the database and so students can also view the
marks whenever they want.

Our proposed system has several advantages

 User friendly interface

 Fast access to database
 Less error
 More Storage Capacity
 Search facility
 Look and Feel Environment
 Quick transaction

                   All the manual difficulties in managing the student details in a school or college have
been rectified by implementing computerization.
CHAPTER 3: Analysis phase
3.1 Introduction to system analysis
System Analysis is a detailed study of the various operations performed by a system and their
relationships within and outside of the system. Here the key question is- what all problems exist in the
present system? What must be done to solve the problem? Analysis begins when a user or manager
begins a study of the program using existing system.

       During analysis, data collected on the various files, decision points and transactions handled by
the present system. The commonly used tools in the system are Data Flow Diagram, interviews, etc.
Training, experience and common sense are required for collection of relevant information needed to
develop the system. The success of the system depends largely on how clearly the problem is defined,
thoroughly investigated and properly carried out through the choice of solution. A good analysis
model should provide not only the mechanisms of problem understanding but also the frame work of
the solution. Thus it should be studied thoroughly by collecting data about the system. Then the
proposed system should be analysed thoroughly in accordance with the needs.

System analysis can be categorized into four parts.

  System planning and initial investigation

  Information Gathering
 Applying analysis tools for structured analysis
 Feasibility study
 Cost/ Benefit analysis.

In the current system we need to keep a number of records related to the student and want to enter the
details of the student and the marks manually. In this system only the teacher or the school authority
views the mark of the student and they want to enter the details of the student. This is time consuming
and has much cost.

3.2 Use case diagram and Use case documentation

2. Student

Use Case : student registration

Goal in context: Registration of a student

Brief Description: This use case is used when the student register himself/herself in
the database online.

Preconditions:

 The Student must accessed the website in order for this use case to begin.
 The user id must be unique and entered correctly.

Basic Flow:

 The Student enters into the website.

 The student fill his/her details from the following keys:-
o Student id
o password
 o First/last name
o Status
o Gender
o Contact no
o City
o Email1
o Address
o Image

 The System details are added to the database.

 The student details are displayed on the screen.

Alternative Flow:

 User ID not unique: if the user id entered is not unique then it will show an error
message.

Post conditions:

The student get registered on the website and to login into that particular the
administrator must enable it.
Use Case Report- Register student on website
3.3 Activity diagram
3.4 Class diagram

3.5 Sequence diagram

CHAPTER 4: Design phase

4.1 Introduction to design
The Design Document will verify that the current design meets all of the explicit requirements
contained in the system model as well as the implicit requirements desired by the customer.

The purpose of the design phase is to develop a clear understanding of what the developer wants
people to gain from his/her project. As you the developer work on the project, the test for every
design decision should be "Does this feature fulfill the ultimate purpose of the project?"

A purpose statement affects the design process by explaining what the developer wants the project to
do, rather than describing the project itself.

4.2 Draw class diagram

4.3 Draw component diagram

4.4 Draw deployment diagram