CHAPTER ONE

INTRODUCTION

Our web-based school management system primarily deals about student information
management system. Which includes storing online the personal detail of a student’s and
academic performance of a student’s with in a school. This web-based school management
system (SMS) will help to make qualified education and helps the school staffs to manipulate
tasks simply. It will improves manually implemented tasks in Fassiledes preparatory school in terms
of different criteria.

1.1. Background of organization:

Fassiledes preparatory school it is one of the preparatory schools found in Gondar city. It was
established at the period of emperor Hailesillasie I in 1934. During the time it was started as
primary school the school was not managed well and had only small number of academic staffs.
But in1969 growth its level to high school and the school goats its popularity since in 1970.
Finally, the school service shows different changes and it becomes largest school around Gondar
in terms of different criteria. Then, started from 1995, it had more than 1900 student, well
qualified teachers, organized laboratories, libraries and class rooms according to our country’s
standard. Because of the span of the organization was too much larger, school separated from
high school and it alone termed as Fassiledes preparatory school. The reason why it is separated from
is to make simple to management and to achieve the sustainability of qualified education. Now a
time it has 2442 students, 102 teachers and 17 administrative employees.

1.2. Detail study about the existing system

Fassiledes preparatory school is one of the organizations, which operate tasks manually. In this
organization all of tasks such as registration form of student, attendance management system,
student assessment mechanism, report card form and communication between school staff with
students are performed manually.
This form of task manipulation is very back ward time consuming as well as it is tedious to
perform tasks in sufficient and efficient way.

1.3. Statements of the problem

Fassiledes preparatory school manages the student’s information, this in return produces several
problems, and some of the main problems addressed in this section are:

There is a minimum or almost no communication between school managers and student’s parent
regarding to the student overall performance, means in the existing system student’s parents
can’t see their children’s what he/she did in the school. This also leads to miss behave of Childs
and up to they seem like goes to school and goes to another unwanted places.Students may not
show their academic status correctly for their parents and also, they may hide their bad
circumstance which leads them to bad disciplines and these causes decreasing of results,
developing of bad habits.

It is difficult to retrieve student information quickly for both school staffs and parents: when they
need to see the current status of students. Because there are a number of documented papers from
these getting the one, we want is so difficult. And also, since it needs updates frequently, it is
tedious and boring to do so manually. Especially record officer consumes more time to prepare
the transcript, it leads to task load for them and also the student time waste. [1]
|It is not secured way to store student’s information: through a manual system, due to damage,
loss, unauthorized person effect and other reasons. Security is every sensitive issue regarding to
manual file management system because any one can be theft the document can burn the file to
escape from responsibility and to cheat school society.
we make error during writing of student information then we need just throughout the paper and
again write with the other ones, there for that is the reason why we said it is extravagant.in short
it is not easily updatable. Due to such several reasons students in Fassiledes school cannot see
online their assessment quickly, teachers cannot attend students in correct way because they
handle attendance with paper so, paper may have lost after some days, student’s parent cannot
see their children’s statuses as they want. By considering these problems, we are interested to
develop SMS.

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 1.4. Objective of the project:
The objective of the project includes the main intent that our system will a chive

1.4.1. General Objective

The general objective of the project is to develop the web-based school management System for
Fassiledes preparatory school.

1.4.2. Specific Objectives

Our specific objectives are those that we need to achieve the general objective. Some of these
are.

Identify the problems of existing system.

Requirement analysis of the system.

Selecting of some appropriate software development methodologies for the

development of automated system.

Study and analyze the limitations of the existing system.

Modeling and developing the new system.

Design a new proposed system to solve the existing problem.

Implement the proposed system.

Testing the proposed system using different testing mechanisms.

1.5. Methodology:

Methodology includes a type of methods that we use to do the projects including data gathering
Mechanism. [2]

1.5.1. Data collection methodology:

Data collection methodology is one of the most important tasks to analyze how activities done in
existing system and developed the new system. Data is a crucial thing for developing this system
that obtained from different sources by different data collection mechanisms some of them are:

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In order to gather enough and relevant information we had to make an interview to gather required data
for the project by contacting different member of the organization such as students, teachers. And other
staff members. It is conducted with related staffs to obtain firsthand information.This
methodology encapsulates two types of methods. These methods are closed and open interview.
So, the team has selected an open interview for interviewing the manager for recognizing the
existing working procedure of the organization. The team was able be to gather more information
about the organization and requirements.

This type of requirement gathering methodology enables the team to collect the required
information directly .So that we are able to be sure of the existing system problems. In the
existing system of Fassiledes preparatory school, we observe the way they post and view results,
and giving notification about the school. There is awareness about the students by phone and
letters to let the parents know some information, but there is almost no way of letting the parents
know about their children’s status regarding their academic performance and behavior.

We are read a certain relevant information from written documents in the office of the school and
we are read such written documents to get the background of the school with its current situation and
also this method of data collection helps us to know the existing system how it oper ates the tasks within
the school.

1.5.2. System Development Methodology

The purpose of the methodology is to give an experienced investigator enough information to
replicate the study. This project will use object-oriented analysis development methodology in
order to analyze the problem and to develop the complete task. Because OOA has the following
advantages:

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 If a program decides that a particular object is working too inefficiently, the programmer
can redesign the object’s to be more efficient without affecting the rest of the system,
thus supporting maintainability of software.
It is usually easier to reuse these objects in other situations.
Increase the modifiability, readability, reusability and maintainability of our software.
This methodology uses a more iterative process where the requirement and specifications
are reviewed repeatedly and the users are heavily involved.

1.6. Development Tools:

To make the implementation of the system easy, user friendly, we will use the following tools.
TOOLS APPLICATION

Database: MYSQL Apache Web server used execute DB elements

Development environment

Edraw-max: Used to draw UML diagram

Web browser Used to run the php code

Snipping tool Used to snipping of images

Notepad++ Used to write php and html codes

Microsoft Word 2016 Used to write documentations

Table 1. shows software tools

1.7. Scope of the project:

In Fassiledes preparatory school even if it is manual based there are several tasks accomplished,
but due to time and requirement shortage our web-based system focus only the followings
boundaries. It bounds only on Fassiledes preparatory school but on which there are various tasks
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we will to be addressed thus are register students and parents online, attend absent students
online, assessment or result management, prepare report card, prepare transcript, give and view
comment, view notifications, assign course, generate time table, activate and deactivate account.
This are the main boundaries that we will cover to do effective, efficient and usable system. The
system development process has been started on November and it will continue up to June 20-25.
[3].

1.8. Limitations of the study

The team member gives attention for student management system rather than full school tasks
therefore we will not cover the following things:

The system has been developed only for Fassiledes School, academy users and tasks
are restricted only to Fassiledes school staff members.
The system were operating in English language only.

The system is not integrated to other system like library system, human resource
management system and finance management system.
Club association in the school is very weak and students simply registered to club and
nothing is done there for we not considered such issues.

Our system had not consider staffs like sanitation workers and others instead we had
concentrated only student’s management system only.
Register to transfer students is part is our scope but due to time we only done regular
registrations specially grade 11.

1.9. Constraints:
There are many challenges that we faced when we gather the requirements to our project. These
obstacles are a lot in number but most of them are similar in one or another way. Thus are:
Transport expense to observe and get information.
Time shortage to do everything neatly.
Unable to get expected and enough information.
Poor internet connection to search what we want.

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 1.10. Alternative solution
The project team thinks different solutions in order to solve the current problems on FSMS such
as using desktop application, android as well as we considered web-based systems including
database management system using oracle, MS excel or another database software’s. But finally
we are agreeing to do web based systems with SQL database management system.

1.11. Feasibility study

It is the main intent of the project why we need to do. There are various types of feasibility that
are commonly considered include technical feasibility, operational feasibility, and economic
feasibility. Feasibility study is emphasize on potential problems, after considering all significant factors,
the project is a good idea and to test the operational, economical, technical and Organizational feasibility.
A feasibility study should provide management with enough information to decide:

Whether the project can be done

alternatives among which a solution will be chosen?

Is there a preferred alternative?

1.11.1 Economic feasibility

It is the most frequently used method for evaluating the effectiveness of a new system. It
determines the benefits and savings that are expected from a candidate system and compare them
with costs. This proposed system will reduce the cost when it is compared to the manual
approach of data managing system and other alternative solutions such as android and desktop
applications. When we compare the other alternatives solutions to web based, it is more
economical and cost effective for example android and desktop applications needs relatively high
cost, for instance let us take all football app, when we use it is relatively costly. Generally, web
based is economically feasible than the existing system and the alternative solutions.The
economic feasibility will review the expected budget for a project and how money will be spent.
This assessment typically involves a cost/ benefits analysis of the project. Web app only needs
browsers rather than may require version and storage space in mobile app.

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 1.11.2. Technical feasibility
This assessment focuses on the technical resources available to the project. Technical feasibility
also involves evaluation of the hardware, software, Manpower- programmers, testers &
debuggers and other technology requirements of the proposed system. The system is technically
feasible; we use php language with the back End Wamps Server and MySQL database, web
browser for display the output, Microsoft word for writing document the systems project is
considered technically feasible if the internal technical capability is sufficient to support the
project requirements.

In general questions like Does the necessary technology exist, does equipment’s exist? Can the
user use the system without or with less training? The system that has been answering the listed
question is said to be technically feasible. When we compared web based with the other
alternatives it is most technically feasible, example if we take android it needs to know the java
and programming with great skill as well as it needs high space to run android studio. Whereas
web-based development not need more knowledge to use the system. Generally, we prefer
webbased system development methodology because we are considering it is technically
feasible.

1.11.3. Operational feasibility

Operational feasibility is a measure of how well a proposed system solves the problems and how
it satisfies the requirements identified in the requirements analysis phase of system development.
It also involves projecting whether the system will be used if it is developed and implemented.
When this project is completed and deployed, the users will gate fast and reliable services. This
web-based system will be very convenient that end users and management adapt to the change,
so it will offer approval over the current data tracking system of the students. Therefore, we can
say this project will be operational feasible. When we compare our web-based system to other
alternative solutions it is operationally feasible because if we take android it is plat form
dependent only compatible to android cell phones.

1.11.4. Organizational feasibility

Organizational feasibility means whether the new system will fit into the organization and meet
the current goals and objectives of the organization. It also determines whether the new system
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will have enough support from participants to be successfully implemented and whether
participants can operate the system easily. The new system will fit into the organization and also
meets the current goals and objectives of the organization there for the rules and regulations of
the school which applied in the manual school management system also included in the new
system. The purpose of an Organizational Feasibility Study is to define the legal and corporate
structure of a business. Legally the proposed system is fully feasible because it never contradicts
with legal and criminal laws of the country. [4].

1.12. Proposed solution:

The new system that we are proposing is a web-based application which allows students to
register online, and generally it will provide data retrieval and update with their appropriate
authority. We have chosen this proposed solution for Fassiledes school, because the website can
be accessed by any staff member of the school from everywhere by computers having an
internet. In addition to this our proposed system will have several advantages including: User
friendly interface, Fast access to database, less error, feasible, reduced cost, convenient and
accurate.

1.13. Significance of the Study:

The importance of the study is to overcome the problem of manual based system of Fassiledes
School, as we know manual based system is very problematic in every task manuplations.so as to
improve such problems we need to follow technology called web-based task manipulation. This
web-based school management is important for the teachers, the students, the parents and other
staff member of the school. For each of them it simplifies their task in terms of different aspects
such as:

Reduce manual process and administrative cost to maintain existing system.

Reduce time, cost and redundancy of information or data.
Improving efficiency, control and security of existing system.
Speed up and facilitate the strategy of processing student mark.

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 1.14. Beneficiary of the project
After our project is completed and begin its application there will be a lot of candidates, they will
be getting easy services thus are:

Home room teachers attend students in easy and updatable format instead of attending
students manually by paper.
Students see their result without contact with their teacher and able to see new posted
information.
Student’s parents can see what their childes do.
Directors announce information to every sector.
Teachers in the automated system can insert mark easily instead using papers.
Record officer approves registration of the students online and prepare transcript easily.

1.15. Hard ware and software Tools

After having all the required data different software and hardware tools are used.

Hardware:

The system needs different materials to develop the web-based application and to run the system
in the real world, the basic hardwires are:

Personal computer for every activity of the project.

Flash disc: - to store files.

Digital camera: - to capture pictures which are necessary for developing the website.
Printer: to print the document
Software: We will use the following tools to develop the web-based system:
Sublime text 3: -For writing HTML code to design the user interface of the system.
Microsoft office word 2010, Microsoft power point 2010 to edit the document and to
prepare the presentation.
Edraw-max: - to draw UML diagrams.

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 PHP Myadmin: - to view data for a website that store in the database server.

Wamp server: - to manage the database.

Web browser: - to search reference and to execute the implementation.
Snipping tool: - to cut and save some required parts of a web page and diagrams.

1.16. Overall cost estimation

The amount of expenses that we will use for task accomplishment. Hardware cost estimation:
this indicates physically existed materials which, we have used as an instrument.

Hardware cost
No Tools Amount Price per unit Total price

1 CD 4 7 28

2 Flash disk 16Gb 2 180 360

3 For Printing 90 sheets 1.00 90

4 Pc 1 16000 16000

Total 16,478 Birrs

Table 2. Hardware cost estimation plan

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Software cost
N0o Tools Price

1 MS office 2010 Free

2 Notepad Free

3 WampServer Free

4 Smadav antivirus Free

5 Pace star UML diagram designer Free

6 Windows 10 operating system Free

7 Sublime Free

Table 3. Software cost estimation plan 1.16.1.

Cost cash for materials:
No Name Unit Amount Unit price Total price

1 Pen Piece 18 5 birr 90 birr

2 Notebook Piece 6 30 birr 180 birr

Total 270 birr

Table 4.cost estimation plan for stationary materials table

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 1.16.2. Time schedule
The timetable or schedule as a basic time management tool consists of a list of time at which
possible tasks, actions and events are intended to take place or the sequence of events in the
chronological order in which such things are intended to take place. The tasks that will be done
in this project are properly done in the given time frame bellow.

Ac N De
tiv ov ce Fe
ity e m br M
be Ja
m ua 20 ar 15
r nu 1- A 1- M 1- Ju 1-
be 30 30 ar ry - ch -
r - 30 pri 30 ay 30 ne 18
12 -1 y 30 30 l

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Title submitted

Requirement

Gathering

prepare

Proposal

System analysis

System design

Implementation

Table 5. Time schedule table

CHAPTER TWO
SYSTEM ANALYSIS

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 2.1. Introduction
In this chapter, we will analyze web-based school management system for Fassiledes preparatory
school. Also, we will describe how the current system works and what the reasons to study the
current system are. In addition to this, we will overview the new system that we are interested to
develop, its functional and non-functional requirements, actors of the system and process models
to develop the system.

2.2. Existing System Description

Currently, Fassiledes preparatory school use manual-based student’s information management
system to store and process student’s data. The system is handled all activity manually.
Searching and getting available information for the user is difficult therefore, it takes time and it
makes tired. Due to increasing number of students, the manual records have become slow in data
retrieval and it is time consuming for students, teachers, and other staff’s members. Student
registration and holding of student documents were done manually which is in addition to time
taking and exhausting it has no accuracy.

The operations of the school is unorganized and unstructured that result thework habit is very
slow and traditional .Student registered with paper and then director assign class to them
manually with great burden and work load. Due to work load the speed that class assignment
finished is slow. Even if after class is assigned the teacher and home room teacher dose not now
from which class they assigned ,there for the director needs again write message with paper to
them or call to meeting in order to tell only. The attendance and assessment management system
is less reliable, resource extravagant and the file organization by itself it is unorganized and
difficult to retrieve when we want to access.

Record officer registers students with paper in every September. Operates the registration on
each grade level to make the file more manageable and also after the student are registered with
each grade level they arranged to different sections or class

Home room teachers arrange each class to attend the students and always who records the
attendance of students. The home room teacher gets name and personal information of the
student from record officer.

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Teachers just after registration takes place and home room teacher arranged to each class
teachers also arranged to each class and then teaching processes started. The teacher collects
marks of students in the form of assessments from 40%contionus and finally 60% final exam
then the teacher gives the mark to the home room teacher.

At the end of the semester student’s report card is prepared by home room teachers that the
home room teacher collects all subjects mark from every teacher and adds all subjects for each
student and finally he/she submits to the record office by paper and prepares report card by
printing that paper and gives to students. This makes overcrowded and it can be easily corrupted
by anyone who has bad attitude.

Students also view their mark from their home room teacher that he/she prepares the memo
which holds student’s continuous assessment of every month quiz, test and final exam Also,
student’s information is modified by pen in the record office if there is error and if change is
needed. In addition to this, any notice is posted in notice board on paper that causes incorrect
information or miss of information and May not available. All students file in the school is stored
in one record office as a hard copy. The data may be expired after a long time because it’s simply
put in hardcopy. Due to this, finding and retrieving specific information about a student’s
difficult in this duplicated hard copy files.

Parents follow up their children’s by coming in to the school. They can’t follow up everywhere
and at any time they want or when they have a time. More over for new notifications like if the
school wants parents for some reasons, the school uses manual system or using phone call and by
writing letters to them. Notification in the school is given to the students or parents by written
paper. The other way of notifying is by posting the paper on board. Most of all, parents to school
meeting is on parent’s day twice or thrice a year, which is so limited time for communication.
Anybody can see and access these files since no security. Also, there is less communication
between students, teachers, staffs, and administration, therefore meeting is prepared at most three
or four times in a semester.

Generally, at the beginning of each academic year which starts on September, the students get
register and assigned class rooms and then for each class they assign one class room teachers
whose responsibility is to record attendance of each student on each school day which is later
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reported &organized to the directors. The first semester final examination usually administered
during January consequently then the result of class of the student is collected, organized and
ranked by the corresponding room teachers and reported to each student. A student who has been
absent for more than five days is being advised by the class room teachers and if they absent
again the Director give warning paper to him or her finally, they will be forced to withdraw
unless who present from the school at school day. [5]

2.3. Overview of the new system

The system will store all the details of the students including their background information,
educational qualifications, personal details, and all the information related to them in a database.
In comparison to the existing system, the new system will be more efficient, time saving and
more secured. The new system has some functionality which improves the work of the manual
system. These are: the student can access their result where ever connection available and
whenever they want. Parents can also access their children full status, and parents can follow up
their children activity.

This web-based system can give information about the school of latest news posted on the
website and also the system will also handle the student details, maintaining the student mark
details, registering of students, updating, deleting of students file, retrieving student’s
information when needed.

In general, the new system has the following advantages. It is properly managed system so that
authorized users can easily access student’s records and get the desired service easily. Generally,
the new system has the following uses.
The system will also have an administrator who has full right to perform actions related
to control and management of the system.
It is easy to search, retrieve, update and delete
The new system also allows the parents to view the mark of students and to view
comment.
User friendly interface, Fast access to database, less error, more storage capacity, search
facility, easy to handle, cost reduction, fast and convenient.

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 The new system allows parents easily communicate with the school using interactive web
page.
Students mark report card is generated by record officer and updated by him.
The school Director see the comment and gives feedback for comment.
Provides fast response because it is easy to access data from the stored document.

2.4. Inputs and outputs of the new System Inputs of

the new System:

Includes basic requirements that anybody should provide to access the system Suchas

The users will insert user name and password in the login form to login.
The system needs to inserts the primary key to update students file.
The teachers will insert student’s id, name, grade, section and mark to submit continuous
assessment.
The students will need to insert their personal information to register, view their mark,
The home room teacher must insert students name, id, subjects, year, grade, school name
to generate students mark card.
System admin posts notices into the system.
Output of the new System

It is desired out puts that the system displays after the input of the system is full filled and after the system
cheeks authorized user.

The system displays registration forms to register student.

It displays different reports such as student list and mark list report, information.

2.5. Requirement analysis of the new system.

This requirement can be categorized in to functional nonfunctional requirements.

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 Functional requirements

Functional requirements of this system try to focus on the intended behavior of the system or
what the system will do. These are
Prepare report card
Display Notice

View notice
Display information
Register students and parents
Search information
Modify the student’s detail
Remove wrong entries from the system.
Enable and disable users of the system.
Attendance management of students.
Schedule subjects.
Student score management.
Non-functional requirements

Nonfunctional requirements are requirements that are not necessarily needed but useful for
describing the project. It essentially specifies how the system should behave besides the
functional requirements. Our system possesses non-functional requirements that reflect the
quality of the system. Some of the non- functional requirements are:

Security requirement is very important in this project, including privacy. The administrator
should provide high security interface for user and protect their personal data. In order to achieve
this requirement, the project team should set up some standard security policy. Wehave
developed a secured database. There are different categories of users namely Administrator,
Student who will be viewing either all or some specific information from the database.
Depending upon the category of user the access rights are decided. It means if the user is an
administrator then he can be able to modify the account whereas other users o

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  Portability
The software shall be deployed at any machine either from desktop, laptop or with their
corresponding types. And also, it is interface independent we can view the system with any
browser.
 Reliability

Increasing the performance of the software will improve the reliability of the software.
By storing backup data can increase reliability of the software. [6].

2.6. System Architecture diagram:

Figure 1. System architecture diagram source from our networking course

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 2.7. System Use case diagram
A use case diagram is a visual picture of the different scenarios of interaction between system
actors and use cases. Before drawing use case diagram, we will describe the system’s actors and
use cases. [7]

Use case diagram consists of objects to it. Thus are:

Actors are the persons that interact to the system and they are the main beneficiary of the
system.
Use caseis a diagram that shows the function of the actors.
System boundary is the working area of the use case.
Relationship links the actor to the use case to show the function is linked to whom.

There are seven actors that interact with our system such as:

System admin
School director
Teachers
Students
parents
Record officer
Home room teacher
The following are use cases of the new system.
Submit mark
Generate report card
View student mark
View notice
View comment
Update student’s data
Register

Login
Logout
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Write comment
Submit student attendance

Mange account.
Generate time table.

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Figure 2.use case diagram

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 2.8. Use Case Narratives

It is difficult to state all the use cases of each actors but some of them shown from the sample
tables.

Use case name Create Account

Use case number 01

Description Used to create account for users.

Actor Admin

Pre- condition: The user should be member of the school

Step1. The admin selects create account page.

Basic course of action Step2.Admin click create account link

Step3. Admin form displayed

Step4. Fill the required information to the form and submits it.

Step5. The system validates the information.

Step6. The system registers the users into the database and displays the
registered message successfully.

Post- condition The account is successfully created.

Alternative course of Step7.If the information admin fill is invalid information

action
7.1 The system displays incorrect entry of information.

7.2 the system goes to step 4

Table 6.use case description for create account table
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Use case name: Login

Use case number: 02

Actor: users

Description: To login by his/her username & password and access the system

Precondition: The director, teacher and record officer have to registered or have an
account before login to the system.

Post condition: The user of school will login to the system.

Flow of Event Step1.The users want to login.

Step2.The system displays login page for users.

Step3. The user enters its username and password to the system.

Step4. The system checks the validity of user name & password Step5.The

systems display the appropriate page.

Step6. The use case end.

Step7.If the users enter incorrect user name and password.

Alternative flow of 7.1: The system displays error message.

events/course of action
7.2: The use case continuous at step3.

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 Table 7.use case description for login users table

Use case name: Post information

Use case 03
number:

Actor: Record officer

Description: Add necessary information to the system.

Precondition: Should have a legal account (username and password).

Post condition: Record office successfully post information.

Flow of Event Step1. Record office wants to post information to the system.

Step2.The Record office first login to the system by their own username and
password.

Step3.The system checks that person is legal or not to post information.

Step4.The system displays post information page for Record office if he/she is legal.

Step5.The Record office post information to the system.

Step6.The use case end.

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Alternative flow of Step7.If Record office enter wrong data entry.
events/ course of
action 7.1: The system display please enters valid data again.

7.2: The use case continuous to step2

Table 8.use case description for post information table

Use case name: Insert mark

Use case number: 04

Actor: Teacher

Description: Teacher can able to insert student mark in to the system

Precondition: You should have a legal user name and password

Post condition: Student mark will successfully insert in to the system

Flow of Event Step1.teacher wants to Insert the student mark to the database.

Step2. The system displays home page.

Step3. The system asks teachers to enter their own user name and
password to insert student marks.

Step4. The system verifies the entered username and password. If it is

correct or not.

Step5. The system displays insert mark form to teacher if correct then
teachers can be insert student mark.

Step6. The use case end.

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 of Step7. If a teacher made a mistake during entering their own user name
and password.
Alternative flow
events/ course of 7.1: The system display please enters a correct user name and password.
action
7.2: The use case continuous to step3

Table 9.use case description for the teacher insert mark table
Use case name: View transcript/report card /comment

Use case number: 05

Actor: Users, specially students and parents

Description: The Users can be able to view transcript/report card/comment using this system.

Precondition: First Users must be register /must have legal account

Post condition: Users will success to view transcript/report card using this system

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Flow of Event Step1.Users want to view transcript/report card Step2. The

system displays home page.

Step3. The system asks users to enter their own user name and password to view.

Step4. The system verifies the entered username and password. If it is correct or not.

Step5.the system displays view transcript/report card page

Step6. Users first enter student ID to view report card/transcript /comment,

Step7.Transcript/report card/comment display, Step8, The use case end.

Alternative course of Step8.If the Users made a mistake during entering student ID,
action
8.1 display view report card /transcript/comment form again

8.2 The use case continues to step 3.

Table 10. Use case description for view report card, transcript and comment table.

Use case name: Register parent and student

Use case number: 06

Actor: Record officer

Description: Record officer can able to register students using this system

Precondition: A student has to be eligible has to be from the pre-specified junior schools
that the school will accept

Post condition: Record officer make success to register requested students

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Flow of Event Step1. The system asks record officer to enter their own user name and
password to register student.

Step2. The system displays record officer page.

Step3. Record officer click student registration link

Step4. The system displays student registration request form to record

officer

Step5. Record officer after viewing required information who made

approve or reject student request.

Step6. Use case end.

Alternative flow of Step7.If the record officer made a mistake during entering his user name and password
events/ course of
action 7.1 The system displays error message.

7.2 The use case continues to step 1

Table 11. Use case description for register student and parent table

Use case name: Prepare trnscript/Report card

Use case 07
number:

Actor: Record officer and home-room teacher

Description: Record officer can able to allow or not allow the student to see the transcript using this system.

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Precondition: Record officer should have their own legal account.

Post conditions: After record officer make allow to see the student can able to view the transcript using this
system.

Flow of Event Step1. The system asks Record officer to enter their own user name and password to prepare
student transcripts/Report card.

Step2. The system displays Record officer page Step3.

Record officer click transcript link.

Step4. The system displays transcript form

Step5. Record officer fill the allowable date that student can see click allow button

Step6. Use case end.

Alternative flow Step7.If a record officer makes a mistake during entering their own user name and password
of events/ course
of action 7.1, The system displays please enter correct user name and password and go to step 1.

7.2.If recorded officer made mistake in entering allowed date

7.3 The system responded to enter date correctly then go to step 5

Table 12.Use case description for generated time table

Use case name: Record Attendance of student

Use case number: 08

Actor: Home-room teacher

Description: To record attendance of students in each school day

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Precondition: A home room teacher must login as the home room teacher of the class to record
attendance

Post condition: Users will success to record attendance using this system

Flow of Event Step1. A home room teacher wants to record absentees from the class

Step2. The home room teacher fills in the attendance slip in the class room

Step 3. Having the attendance slip the home room teacher logs in to record

Step 4. Homeroom Teacher records absentees and submits

Step 5. System acknowledges

Step 6. Use case ends

Alternative flow of events/ Step7.If home-room teacher makes a mistake during entering their own user name
and password
course of action
7.1: The system displays please enter correct user name and password

Table 13. Use case description for student attendance table

Use case name: Add comment

Use case number: 09

Actor: Record officer and home-room teacher

Description: Record officer and home-room Teacher can able to give comment using this system

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Precondition: Record officer and home-room teacher should have their own legal account.

Post condition: Record officer will success to added comment using this system.

Flow of Event Step1. The system asks Record officer and home-room teacher to enter their own user
name and password to add comment to student.

Step2. The system displays Record officer and home-room teacher page. Step3.

Record officer, Teacher and other click add comment link

Step4. The system displays transcript/Report card form to give comment Step5.

Record officer and home-room Teacher submit it in to the database.

Step6. Use case end.

Alternative flow of Step7.If a record officer makes a mistake during entering their own user name and

events/ course of password

action 7.1: The system displays please enter correct user name and password

Table 14. Use case description for add comment table

Use case name: Scheduling

Use case number: 10

Actor: Director

Description: Scheduling the class and the teachers for both social and natural

Precondition: A director must login as director to schedule students and teachers

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Post condition: The students and teachers scheduled using the system

Flow of Event Step1. Director login with his/her user name and password

Step2. Director click the schedule form and schedule class and teachers
with corresponding dates in week.

Step 3 .Make save the schedule

Step 4. Use case ends

Alternative flow of events/ Step5.If the director makes a mistake during entering their own user name
and password
course of action
5.1: The system displays please enter correct user name and password

Table 15.Use case description for director make schedule.

Use case name: Student request registration

Use case number: 11

Actor: Student

Description: Student can request registration from everywhere.

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Precondition: Students must completed grade 10 well and pass.

Post condition: Student able to register to school using this system without they go to school.

Flow of Event Step1. Student fill their data correctly and submit to the system.

Step2. After seen by record officer the data may be rejected then cheek every time.

Step3. Use case end.

Alternative flow of Step4.If student makes a mistake during entering their data or if validation not

events/ course of 4.1: The system displays please enter correct and valid data then go to step 1.
action

Table 16.Use case description for student request registration.

Use case name: Student view mark

Use case number: 12

Actor: Student

Description: Student can view mark.

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Precondition: Students should be register to the school assigned class and must be member of student list

Post condition: Student able to view mark

Flow of Event Step1. Click home page.

Step2 click login link.

Step3. Enter user name and password correctly.

Step4.Cclick view mark link

Step5. Use case end

Alternative course of Step6.If student makes a mistake during entering their user name and password
action
6.1. The system displays please enter correct and user name and password then go to step 3.

Table 17.Use case description for student view mark

Use case name: Student request registration

Use case number: 13

Actor: Teacher, student ,director

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Description: Teacher, student, directors they can give comment each other and for others.

Precondition: Teacher, student ,directors they must login with their account

Post condition: Teacher, student ,director they able to give comment

Flow of Event Step1. Click home page.

Step2 click login link.

Step3. Enter user name and password correctly.

Step4.Cclick give mark comment link

Step5.write comment and select for whom you send to

Step6. click send button

Step7. Use case

Alternative Step8.If they make a mistake during entering their user name and password

Course of action 8.1: The system displays please enter correct and user name and password then go to step 3.

Table 18.Use case description for send comment

2.9. Activity diagram

Activity diagram shows the activity and event that causes the objects to be in the particular state.
There are 30 use cases for our system. Among these, we will draw activity diagram for some of
use cases.

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 Opensystem

UserEnteruser
nameand
password

submitLogin
form

TryAgain

Incorrect Correct

Sucsusfullylogin

End

Figure 3.Activity diagram for login to system

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 Openpag
e

EnterUse
rnamean
passwor
d
d

TrayAgai subm
n it
Incorrec
t Chec
validit
k
y
corre
ct
Displayrecor
d offic
e

Clickregiste
r parentan
studnetlin
d
k

EnterAgai Fillfor
n m

subm
it

Chec
incorre Validit
k
ct y
corre
ct
succefu
ll

En
d

Figure 4.Show activity diagram for register student and parent

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 Openpage

EnterUser
nameand
password

TrayAgain Submit

Check
Incorrect
validity

correct

Displayhome
teacher

Clickprepare
reportcardlink

Displayform

EnterAgain Fill

submit

Check
incorrect
Validity
correct
Displaysuccess
message

End

Figure 5.Show activity diagram for prepare report card

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 Open
page

EnterUser
nameand
password

Submitu&p

TrayAgain
Check
validity
Incorrect
correct

Displayadd
Information

UserEnter
Information

EnterAgain
Submitform

NotExist CheckExist

Exist

Logout

End

Figure 6.Show activity diagram for post information

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 Openpage

EnterUser
nameand
password

Clicksubmit
button

clickPrepare
timetable
TrayAgain
Submitform

Check
Incorrect
validity

correct

Displaylead
teacher

Asigncourseto
teacher

Preparetime
table

Succesfuland
stortodb

End

Figure 7Show activity diagram to prepare time

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 Openpag
e

EnterUse
rnamean
passwor
d
d

Submitfor
m

Chec
TrayAgai validit
k
n y

Incorrec
t Displa
recordoffice
y
hometeache
r/
r

Clickadd
commentlin
k

Displa
commentfor
y
m

Addcomme
nt

Succesfullan
d stores
b

En
d

Figure 8.show activity diagram to add comment

44 | P a g e
 Openpag
e

EnterUse
r
namean
dpasswo
rd

Submi
t
usenam&
pa
Chec
TrayAgai k
validit
n y
Incorre
ct Displayrecor
d offic
e

Clickprepar
e
reportcardlin
k

Displayfor
m

EnterAgai Fillfor
n m

Submitfor
m

Chec
incorre
k
Validit
ct
y
corre
ct
Displaysucce
ss messa
ge

En
d
Figure 9.Show activity diagram for prepare transcript

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 Figure 10.Show activity diagram for attend attendance

2.10. Sequence Diagram

A sequence diagram is an interaction diagram deals sequences of messages flowing from one
object to another Sequence diagrams are the most popular UML artifact for dynamic modeling,

46 | P a g e
which focuses on identifying the behavior within the system. We will draw some sequence
diagrams for our system as follows.

Figure 11. Sequence diagram for Login system

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Figure 12. Sequence diagram for prepare time table

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Figure 13.Sequence diagram for post information

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Figure 14.Sequence diagram for teacher insert mark

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Figure 15.Sequence diagram for prepare transcript

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Figure 16. Sequence diagram for add comment

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Figure 17. Sequence diagram for attendance management

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 Figure 18.Sequence diagram for register students and parent

2.11. Class Diagram of the new System

The class diagram describes the attributes and operations of a class and also the constraints
imposed on the system. The class diagrams are widely used in the modeling of object-oriented
systems. [8]
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 Figure 19 .shows class diagram
CHAPTER THREE

DESIGN

3.1. Introduction
System design is the process of defining the architecture, modules and components of the system.
The different interfaces of those components and the data that goes through that system to satisfy
P a g e 55 | 91
specified needs and requirements of a business or organization. The purpose of designing is to
show the direction how the system is built and obtain clear and enough information needed to
drive the actual implementationof the system. This 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 user [9].

In this section we provide overview of the current and the proposed system software architecture
and we specify design goals to improve the quality of the system by reducing response time and
operating cost, and increasing usability of the system. We also describe system decomposition
into subsystems with their respective services. We specify the Hardware/software mapping by
depicting deployment diagram, the persistent data management, as well as the access privileges
of each actors using Access control matrix.

3.2. Process modeling

Process modeling is a technique for organizing and documenting the structure and flow of data
through a system's processes and the logic, policies, and procedures to be implemented by a
system's processes. It indicates the activities and their general phasing. Process models typically
comprise a visual view of those activities. The activities include concept, design, evaluation,
integration, acceptance sign-off, production, and operation.

Process models are a balance of workflow diagrams and descriptions of workflows. Workflow
diagrams are the most powerful and expressive aspect of process models. The diagrams are the
first thing that everyone wants to see and it is the diagrams that provide the construct for their
understanding of the text. The workflow diagrams, in a very small space, convey tasks,
sequencing, decisions, participation, and information.

The steps of the modeling process are as follows:

Analyze the problem. We must first study the situation sufficiently to identify the
problem pre cicely and understand its fundamental questions clearly.
Formulate a model.
Solve the model.
Verify and interpret the model's solution. ...

56 | P a g e
 Report on the model.

3.2.1. Collaboration Diagram

Collaboration diagram is another form of interaction diagram. It represents the structural
organization of a system and the messages sent/received. Structural organization consists of
objects and links. The purpose of collaboration diagram is similar to sequence diagram. But the
specific purpose of collaboration diagram is to visualize the organization of objects and their
interaction.

P a g e 57 | 91
Figure 20.Collaboration diagram for Login

58 | P a g e
Figure 21.Collaboration diagram for create account

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Figure 22.Collaboration diagram for tacher insert mark

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Figure 23.Collaboration diagram of director for schedule.

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 Figure 24.Collaboration diagram for home tacher take attendance

Figure 25 .Collaboration diagram for student send registration request

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Figure 27.Collaboration diagram for user to give comment.

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 Figure 28.Collaboration diagram for student send registration request

3.2.2. Persistent data modeling

Persistent data management is a data that exists for a long time and manage how to set up filling
systems, deal with receipts, and manage email, data files, documents, and records with these data
management resources. Persistent data are stored in the database on disk or tape. It describes the
persistent data stored by the system and data management infrastructure required for it.

The project team uses object relational approach where object diagrams mapped to tables. This is
because of the approach this system uses, that is Object-Oriented. The reason we pick
ObjectOriented Approach programming is it is used to manage the complexity of software
systems. OOP methods make code more maintainable. Identifying the source of errors becomes
easier because objects are self-contained or encapsulation. Object oriented is based on the
concept of “objects”, which are data structures that contain data, in the form of fields, often

64 | P a g e
known as methods. A distinguishing feature of objects is that an object’s is that an object’s
procedures can access and often modify the data fields of the object with which they are
associated. In objectoriented programming, computer programs are designed by making them out
of objects that interact with one another. An object includes a package of data and description of
the operations that can be performed on that data. [10]

Object diagram is a diagram that shows a complete or partial view of the structure of a modeled
system at a specific time. It’s a graph of instances, including objects and data values. A state
object diagram is an instance of a class diagram; it shows a snapshot of the detailed state of a
system at a point in time. The following diagram shows objects of the class. The diagram below
contains objects of the class, their relationship and value assigned to each of them.

P a g e 65 | 91
Figure 29.Persistence modeling.

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3.2.3. Deployment Diagram
Deployment diagram represents the deployment view of a system. It is related with component
diagram because components are deployed using the deployment diagrams. It contains nodes
thus nodes are physical hardware’s used to deploy the applications. The UML deployment
diagram is a diagram that shows the configuration of run time processing nodes and component
live on them. It is a kind of structural diagram we have used in modeling the physical aspect of
an object-oriented system.

Clients are responsible for

Provide user interface to the user enabling to get services
Receiving inputs from user
Checking range of performance
Initiating database transactions once all necessary data are collected.
Server responsible for
Transaction performance
Guaranteeing the integrity of data.
Putting backup of the database

P a g e 67 | 91
Figure 30.Deployment diagram
CHAPTER FOUR

68 | P a g e
 IMPLEMENTATION AND TESTING
4. Form or interface design
User interface design is the overall process of designing how a user will be able to interact
with a system. The goal of user interface design is to make the user's interaction as simple
and efficient as possible, in terms of accomplishing user goals.

Figure 31.Form or interface design

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70 | P a g e
 4.1. Programming or coding <?php

session_start();

?>

<!doctype html>

<html>

<head>

<meta http-equiv="Content-Type" content="text/html; charset=utf-8" />

<title>Login Page</title>

<link rel="stylesheet" href="styles.css" type="text/css" />

<link href="assets/font-awesome/css/font-awesome.css" rel="stylesheet" />

<meta name="viewport" content="width=device-width, minimum-scale=1.0,

maximumscale=1.0" />

</head>

<body>

<div id="container" class="width">

<header style="height: 70px;margin:0px; ">

<table>

<tr>

<td >

<img src="image/l.jpg" alt="image is not found" width="150" height="110" style="margin-top:

30px;"></td>

P a g e 71 | 91
<td><h1><a href="#" style="padding-left: 1%;"> School Management
System</a></h1></td></tr>

</table>

</header>

<nav>

<div class="inner-nav" ><ul

>

<li class="start selected"><a href="index.php"><i class="fa fa-home" style="font-size:

30px;padding-right: 9px;"></i> Home</a></li>

<li><a href="feedback.php"><i class="fa fa-comment" style="font-size: 30px;padding-right:

9px;"></i>Feedback</a></li>

<li><a href="aboutus.php"><i class="fa fa-info-circle" style="font-size: 30px;padding-right:

9px;"></i>About Us</a></li>

<li><a href="login.php"><i class="fa fa-sign-in" style="font-size: 30px;padding-

right: 9px;"></i>Log In</a></li>

<li ><a href="signup.php" ><i class="fa fa-user" style="font-size: 30px;padding-right:

9px;"></i>Sign Up</a></li></ul>

</div>

</nav>

<div id="body">

<section id="content">

72 | P a g e
 <article>

<br>

<br>

<br>

<br>

<br>

<br>

<img src="image/pclock.jpg" style="width:20%; height:8%;">

<img src="image/key.jpg" style="width: 20%; height:8%; ">

</article>

</section>

<aside class="sidebar">

<ul>

<tr><td><h4 style="color: white; background-color: white; color: black; " >Insert user name and

password correctly here </h4></td></tr> <li><table style="border-color: black;

background-color: rgb(232,203,390);">

<ul>

<div style="color: red;">

<?php

if(isset($_SESSION['error']))

P a g e 73 | 91
 { echo

$_SESSION['error'];

unset($_SESSION['error']); }

?>

</div>

<form action="loginprocess.php" method="post">

<br>

<tr><td><input type="text" name="username" required="" value="" placeholder="Please enter

username..." style="border-radius: 30px;"><br><br></td></tr>

<tr><td><input type="password" name="password" value="" required="" placeholder="Please

enter password..."style="border-radius: 30px;"><br><br></td></tr>

<tr><td><input type="submit" name="login" value="Login" style="border-

radius:30px;background-color: white; height: 45px; width: 97%;" ></td></tr>

<br>

</form>

</table>

</ul>

</li>

</aside>

<div class="clear"></div>

</div>

<footer>

74 | P a g e
<div class="footer-content" style="height: 100px">

<ul>

<li><h4> Account</h4></li>

<li><a href="login.php">Log in</a></li>

<li><a href="signup.php">Sign Up</a></li>

</ul>

<ul>

<li><h4>Links</h4></li>

<li><a href="index.php">Home Page</a></li>

<li><a href="aboutus.php">About Us</a></li>

</ul>

<ul>

<li><h4>Links</h4></li>

<li><a href="#">Fassiledesschool fb </a></li>

<li><a href="#">Fassiledes school youtub</a></li>

</ul>

<div class="clear"></div>

</div>

<div class="footer-bottom">
P a g e 75 | 91
<p>&copy; Developed by Student</p>

</div>

</footer>

</div>

</body>

</html>

4.2. Testing
The test plan describes how web-based system developed and tested to ensure, or at least
improve, correctness. We have prepared Test plan to develop FSM in priority and concurrently
with the coding phase. The objective of the testing phase is to validate the application package,
for functional and nonfunctional requirements of the project. Our plan contains the methods or
approaches to test, unit testing, integration testing and system testing. [11]

4.2.1. Unit testing

Testing of an individual software component or module is termed as unit testing. It is typically
done by the programmer and not by testers, as it requires a detailed knowledge of the internal
program design and code. It may also require developing test driver modules or test harnesses.

Unit tests are very low level, close to the source of your application. They consist in testing
individual methods and functions of the classes, components or modules used by your software.
Unit tests are in general quite cheap to automate.

Figure 32.Graphical user interface that shows unit testing

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 4.2.2. Integration testing
Testing of all integrated modules to verify the combined functionality after integration is termed
as integration testing. Modules are typically code modules, individual applications, client and
P a g e 77 | 91
server applications on a network, etc. This type of testing is especially relevant to client/server
and distributed systems.

4.2.3. System testing

Under System Testing technique, the entire system is tested as per the requirements. It is a Black-
box type testing that is based on overall requirement specifications and covers all the combined
parts of a system. This testing is done by a professional testing agent on the completed software
product before it is introduced to the market.

4.3. Installation
First the application is not a desktop application, it is a web based. Therefore, there is no
executable file to run locally. This application runs on a web server and is used via a web
browser. The system that we have developed is installed in two ways. The first way is installing
the system with WampServer in a local computer to test the system in offline situation with the
following steps:

1. Install WampServer of version 2.3 on a computer in the specified drive (in this case in local
disc C).

2. Place the folder containing the php code of the system on the following path
c:\\wap\\www\\the project folder.

3. Then start up the WampServer by double clicking on the short cut of the WampServer. The
green colored WampServer appears in the task bar so click on the green colored WampServer
and select phpMyAdmin, and then create the database by specifying the name of the project
database name that we have assigned the database connection php code. Click on import icon
from the database and import school management system from fsms folder within folder C:

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4. Click on the green colored WampServer once again and select the local host among the menu.

5. Click on “fsms” folder and the home page displays.

The second way is not yet being tried. But the installation process looks like since, the system
that we have developed is web-based application so that the system requires to be install on a
central computer or server and that computer should be connect with other client computers by
using network cable with switch based on the number of the user form LAN. The site preparation
steps look like this.

4.4. Client feed back

It is the suggestion of the clients after they used the system they can give the feeling of them
about the performance, speed and reliability. Generally the clients able to write the weakness and
strength of the system from start of the page or from home page. The team member had try to get
some feed backs from our friends about the feasibility of the project and the limitation of the
system and also we had got some limitation to the system and we tried to improve thus
limitations to the next.

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 CHAPTER FIVE

5.1. Conclusion
Fassiledes preparatory school is one of preparatory school that found in Gondar city, which
manipulates operations manually and the technology implementation is not well developed and
expanded in to every staff members.

The operation of the school results very sophisticate problems such as there is minimum or
almost no communication between student’s parent and school directors the only day they
communicate each other is at the end of the year at parent’s ceremonies day and when their child
mad wrong in the school then they call to his father or mothers. The speed of staff members to
implement tasks is very slow. This is because of the implementation of task is very long chains
and the operation is from person to person through giving paper from on person to the other. This
results the file management system is much disorder. The security is less because the paper may
lose on the transmission from on staff to the other. To develop the system we have used object
oriented mechanism methodology since it important , If a programmer decides that a particular
object is working too inefficiently, the programmer can redesign the object’s to be more efficient
without affecting the rest of the system, thus supporting maintainability of software. It is usually
easier to reuse these objects in other situations. Increase the modifiability, readability, reusability
and maintainability of our software. This methodology uses a more iterative process where the
requirement and specifications are reviewed repeatedly and the users are heavily involved.
Finally we had tried to finish the system and we had some results which is useful for Fassiledes
preparatory school thus are students able to requesting registration from everywhere, viewing
their attendance and they can view their transcript and report card according to the date that is
allowed to see. Teachers can insert mark with the system and the system automatically compute
average for each students. Generally the team member had reached some important issues for
simplify the operation of Fassiledes preparatory schools. Even if the system we have been
developed has such strong said it has also its own limitation such as it is English language

80 | P a g e
dependent ,it does not cover the issue of all Fassiledes staff members it is only address some of
them and financial considerations in the school is not part of work .

5.2. Recommendation
The team recommends the following points for the preeminent implementation and for farther
enhancement of this project.

We are not cover financial issues that takes place within Fassiledes School because
the title is very wide, then we are unable to cover. There for we are recommended
that starting from our work interested body to do financial issue such as students’
payment during getting their transcript.
We are recommended that to do the system with language independent manner. Now
the system is wok only in English language. there for it is language dependent thus
made some problems regarding to language barrier
We had no included transfer of student from the school and to the school.

P a g e 81 | 91
Reference
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August 2,2018.

[2].Azemied.researchmethods.http://libguides.usc.edu/writingguide/methodology,march3,2019,0
7:19.

[3]. IT project proposal Factory:https://searchcio.techtarget.com/definition/project-scope may

2017.

[4].Evgueni Khvilon, information and communication technology in education, 1st edition,2002.

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earch+systems+analysis+with+its+correct+reference&fulltext=1&ns0=1,February 2019, 5,21:29

[6].Requirement specification.https://www.youtube.com/watch?v=mGkkZoFc-4I,Jun 21.2018.

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https://www.youtube.com/watch?v=JNzkAmiXQyM ,march 21,2019.

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 Appendix
Questions which are used to collect information from Fassiledes preparatory school: -

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