SCHOOL

MANAGEMENT
SYSTEM PROPOSAL
PREPARED FOR

YOUR SCHOOL NAME HERE

Your school address here…

PREPARED BY

November, 2017.
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EXECUTIVE SUMMARY
We at LiveNET System Limited are grateful for the opportunity to submit a proposal for the development
of your school academic portal. Working together with you, we will deliver incomparable results,
which will enhance the knowledge of both the students and the staff of your school, and eventually
impact on the society at large.
There is no doubt that the use of Information and Communication Technology (ICT) is perceived as a
catalyst for economic growth. In lieu of this, coupled with over eight (8) years of operation in the ICT
industry, we have successfully partnered with organizations of different sizes, offering different kinds
of services and in various different locations. Our unique products and services have truly proven our
competencies and commitments to the development of business and non-business oriented
organizations.
At LiveNET System Limited, we have a team of well trained and experienced information
technologists, business consultants, accountants, analysts, educationists, providing solution to
various business organizations. Our project development team offers custom desktop and web
applications for e- commerce, online and offline shopping carts, electronic payment systems, content
development systems, educational portals, computer system engineering, etc. We are also focused
on providing innovative desktop and web based applications for education, transportation, oil and gas,
finance, agriculture, communication and health technology.
Our programming team is well equipped with the modern day computer languages such as C++, C#,
PHP, ASP.Net, SQL, Java, JavaScript, VB.Net, Ajax, Perl, Python. We are also vast in the development
of fully functional database application with SQL, Oracle, SQLite, Sybase, PostgreSQL.
Moreso, our network engineering team are equipped with modern day technological solutions for
LAN/WLAN administrations, Routing, Switching and Network Administration.

PROPOSED PROJECT
Crude methods of processing data in most academic institutions in Nigeria today has been a major
set- back to the industry. Especially with the growing population of students and staff, this has a
multiplier effect on subjects, results and so on. In a fast-changing world where trivial procedures are
rapidly phasing off, your school desired to implement a new state-of-the-art automated school
management system capable of supporting its major processes like report card preparation, student
and staff record management, SMS system, public notices, e-Library, attendance taking, etc.
This project is targeted at deploying a website that is programmed with excellent record and identity
management system that will be customized according to the school exams record sheet and
administrative records. It will automate every administrative process and connect the school to the
world. The system will be available to the teachers with a pass code to record their class
examinations and assessment online and offline and also be accessible to students in other to check
and print their result wherever they are using their personal computers, tablets or smart phones.

SCOPE AND OBJECTIVES

 The School Management System was designed to be highly scalable, by this we
mean its functionality can be expanded to meet possible future requirements of the
school system as long as the process can be automated.
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 The eLibrary section of the Portal system provides an in-house managed electronic
library, where all digital content added to the library can be distributed among staff
and student simultaneously for online free access.
 The system will handle all result management and report card preparation tasks.
 The system will be used to store and retrieve critical school records, such as staff list,
student list, administrative personnel, subject list, class list, grading and psychomotor
values.
 If desired, the system will handle all payment transactions like school fees and so on,
using online payment system.
 The system will allow staffs and students to perform their tasks on their personal
pages through the use of computer or smart phones.
 It will feature a centralized data management system with constant back up.

MAIN FEATURES
Record management system
Used for management of records (for staff, students, subjects, classes, grades,
administrative officers etc.) throughout the records’ life cycle. The system effectively
facilitates maintenance,
creation, the systematiccontrol and destruction of records along with other administrative
functions associated with managing them.

A Screenshot of
JSS1B 2014/2015
Student’s List with
Ezekafor Ignatius as
the Class Teacher.

Result Management.
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This includes all core subsystems used for the input of results from the subject teacher’s
result
computing sheet, to their processing, which includes rules for passing and outputs
(Broadsheet, Class Report Sheet, Personal Report Card etc.).

A Screenshot of JSS1B
2014/2015 Broadsheet,
showing students’
scores/grades, in their
various subjects, Term
assessed and session.
It also displays
comments based on
performance and the
Class Teacher
(Ezekafor Ignatius).

Attendance System.
This feature is available to the class teacher for recording the daily attendance of the
students, which is usually automatically compiled and displayed in their report cards.

Document Management System

Document manager features a section of the eLibrary which allows interactive document
viewing between teachers and students. It allows students to view documents posted by
their teachers and answer any questions attached to them. In turn, the teacher can score
such a student and decide what the scores should represent on the result system. (For
example 1st C.A, 2nd C.A etc)

School Library
The school library feature is an electronic library that stores all the schools digital content
and makes them accessible to teachers and students, right in the school and from anywhere
in the world. We are still developing more features and functionalities for this module.
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A Screenshot of the
School e-Library
platform displaying
folders that contain
various educational
materials (controlled
by the School
Librarian) accessible
to students online,
and a search icon
that enables them
search the content of
the e- library.

Text Messaging system

The messaging system uses bulk SMS (Short Message Service) technology to send
messages to desired recipients, ranging from classes, teachers to students or pupils.

Personal Portal Pages

Every user of the system has a personal page which is protected with a login password or
pin for carrying out their transactions. In the case of students, they login with their
registration number and pin, while others like staff and admin login is with a username and
password.

TECHNICAL SPECIFICATION
a. GENERAL INFORMATION
i. Purpose
The purpose of this Functional and Technical Requirements section is to provide insight to
on the requirements of your school to implement and operate a School Management
System.
ii. Scope
This Functional and Technical Requirements section will outline the functional, performance,
security and other system requirements identified by your school as the proposed
information system solution for the School Management System.
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iii. Points of Contact

Contact Name Contact Designation Contact Details

Mr. Kanu ICT & Training Manager 08060936842

Pastor Promise Business Development Manager 08065855893

Mr. Vitus Marketing Manager 08066353221

b. CURRENT SYSTEM SUMMARY

We believe that your school currently does not operate an automated management system
or does not operate an automated management system of the magnitude of our program.
This means that your school still relies on traditional methods of processing information
within the school to at least a level of 50%. We could take that stress of yours and save your
time.
Traditional methods result into piles of files filling up office space unnecessarily; locating files
will involve painstakingly searching through bulky file cabinets, which could be very
frustrating; the probability of loss of files and records remain relatively high; and alteration to
any record remains at the will of the custodian of such record. You may like to consider a
scenario where a student who graduated 10 years ago needs to retrieve a result sheet for a
particular term. With our program, you would have no worries.

c. FUNCTIONAL REQUIREMENTS AND USER IMPACTS

i. Summary of Functions
Your school requires a technology based solution for managing its data/database, with the
ability to carry out the following functions:
• Expedite and streamline the process of delivery of report cards to students.
• Determine statistical information at a glance by looking at reports.
• Generate academic reports like broadsheet, class result sheet etc.
• Communicate with parents in a relatively cheap and effective way.
• Share books and other academic resources through the eLibrary system.
• Monitor performances through the trends following generated reports.
• Have more school procedures automated at the long run.
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ii. Functional Requirements

In order to accomplish the above articulated need, your school requires an initial setup that
includes the following functionality:
• Human resource record management services.
• Record specific tracking of new intakes, including teachers and students’ entry and
exit.
• Migration of existing resource data.
• Migration of operational data like subjects, classes, grading system, etc.
• Ability to generate reports effectively and accurately.
• Secured and reliable data storage.
• Service Tracking for support.
• Capacity to house sensitive data with full integrity.
• Electronic submission of results.
• System must meet all of the compliancy standards for data collection as well as the
baseline compliancy standards for privacy and security.
• Reporting Capacity.
• System Security.
• Integrated technical safeguards to ensure a high level of privacy and security.
• Back end server(s), including data encryption and transmission.
• Administrator controlled user name and password access.
• Automatic timeout/log-off.
• Administrator controlled user level module and sub-module access.

d. SUMMARY OF USER IMPACTS

Any new system of such magnitude will have an impact on the human resource as it must
be controlled and administered, by an authorized user. Therefore, the following user
organizational changes may occur:

i. User Organizational Impacts

The project will require at least one new staff position at the Lead Team (not necessarily a
new employee) whose responsibility is to provide the needed administrative support for the
system on behalf of your school.
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ii. User Operational Impacts

In anticipation that the system will eventually replace a variety of agency-level manual,
homegrown or less technologically advanced resource management systems, a primary
organizational impact for agency-level staff will be the external administration and oversight
of their data and collection processes. While some supporting manual processes are likely
to remain, your organization will become dependent on staff external to their agency to
ensure the availability and usability of a system upon which they will heavily rely. This
organizational impact will inherently cause some issues on behalf of the agency-level staff
and has been acknowledged and addressed through Agency Participation Agreements.
Users will interact with the system in real-time via the web. Hence, will be expected to
acquire and maintain a secure and reliable internet connection adequate to facilitate data
entry by their staff. Questions on the software and data entry will be facilitated by the Lead
Team as opposed to direct contact with the software vendor unless where necessary.
In the event of staffing complications natural disasters or unavoidable online service
breakdowns, offline options would be immediately made available to facilitate an offline
intake and assessment process which will be sufficient to complete the data entry upon
staffing or online service restoration.

iii. User Developmental Impacts

All users will be required to participate in a series of training prior to access to the system,
including basic computer appreciation, understanding the internet as well as the software.
Your organization may continue a parallel system based on their prior data collection
processes until such time that the new system is deemed stable.
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PERFORMANCE REQUIREMENTS
e. SPECIFIC PERFORMANCE REQUIREMENTS
i. Accuracy and Validity
The system will employ numerous data quality assurance techniques, including but not
limited to:
• Input masks
• Drop down lists with standard responses
• Record data completeness requirements
• Basic data logic warnings (i.e., Permission: Student cannot create a library item)

ii. Timing
The system will be available online 24 hours per day, 365 days per week with the exception
of scheduled and pre-notified system maintenance downtimes.
Data will become immediately available for use, both during input and for reporting unless
otherwise negotiated with the hosting vendor. The hosting vendor will ensure that system
resources are adequate for timely report generation response times and overall software
functionality. The hosting vendor will ensure that system updates, software updates, and
regular system maintenance is not completed during peak operation periods.

iii. Capacity Limits

LiveNET System Limited anticipates the daily input of over 2000 resource records from your
various school units with an average of 5000 of daily users utilizing the system concurrently.
Peak usage timeframes are anticipated to be between 8 am and 3pm daily.
The hosting vendor will ensure that the central server has the capacity to store an annual 5
billion record input cumulative for a period of 10 years as well as associated storage
capacity for retention of historical data and reporting.

iv. Failure Contingencies

In the event of a natural disaster or unforeseen service breakdown, the hosting agency will
ensure continuity by having adequate, tested disaster and recovery protocols and solutions
in place that will facilitate minimal system availability. The hosting vendor will also ensure
completion and validation of daily backups of both the resource records and system
structure.

LiveNET System Limited will provide weekly daily backup of data for an onsite rollback, to
be hosted on an existing server funded by your school within premises in events of absolute
failure.
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ADDITIONAL SYSTEM REQUIREMENT

a. SYSTEM DESCRIPTION
The proposed system will consist of a web-based, centralized database for resource
management and reporting. Generally, all users will provide direct input into the system and
outputs (reports) will also be generated directly from the system. However, to ensure growth
ability, flexibility is also required for both input and output modes.
Your organization will provide input (i.e., resource level data) and the agents will provide
technical support.

b. SYSTEM CUSTOMIZATION AND FLEXIBILITY

An additional desired functionality of the system is systems customization. The system will
be required to have the capacity of dynamically changing its configuration relative to special
preconceived demands.
Furthermore, the desirability for the software vendor to continually update and improve the
general software is a given. However your school will also require that the software be
flexible and customizable to suit their needs. It is highly preferable that this flexibility and
customization be an administrative ability at your school level.

EQUIPMENT AND SOFTWARE

a. EQUIPMENT
LiveNET System Limited will be responsible for procuring equipment for the Lead Team staff
and negotiating the cost of the central server and disaster recovery equipment with the
hosting vendor. Our Lead Team will rely on the software vendor (LiveNET System Limited)
to provide basic system (hardware) requirements as part of the processes.

Your organization will be responsible for updating and/or purchasing equipment for their
agency’s data input requirements. This includes a computer and accessories along with
printers, routers, cabling, and internet access requirements. Your Organization does not
make any requirements on this equipment other than it must meet at a minimum the
hardware requirements provided by the software vendor and must be of a condition that will
allow for ongoing data entry.

b. SOFTWARE
The LiveNET System Limited will be responsible for procuring the primary software package
for the implementation as well as any supporting software required for the Lead Department
staff. The Lead Department will rely on the software vendor to provide basic system
(software) requirements as part of the processes.
Your Organization will be responsible for updating and/or purchasing software licenses for
their agency’s data input requirements, including annual licensing fees for the primary
software package. This software includes a computer operating system sufficient to run the
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primary software and that includes user authentication, user inactivity timeout security, and
system audit trails, internet access software, anti-virus and anti-spy ware, firewall software,
and any other supporting software. The your school does not make any requirements on this
software other than it must meet at a minimum the software requirements provided by the
software vendor and meets the minimum security requirements of the Data and Technical
Standards.

c. COMMUNICATIONS REQUIREMENTS
Communication between the User and the system will be through the worldwide web.

SECURITY
The SMS software and hardware maintained by the LiveNET System Limited Lead Team,
the Hosting Vendor, and your Organization must all meet the minimum security
requirements of the Data and Technical Standards.
These Requirements include:
• System Security
• User Authentication
• Virus Protection
• Firewalls
• Public Access
• Physical Access to System with Access to Data
• Disaster Protection and Recovery
• Disposal
• System Monitoring
• Software Application Security
• User Authentication
• Electronic Data Transmission
• Electronic Data Storage
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PROJECT COSTING / DURATION

We are offering you all these great services at a very affordable cost, our charges are simply
the best. A website is designed free of charge for the school, we mean our every word
because our number one interest is to see you satisfied with your package. The cost
breakdown is given below and should be one off payment.

S/N PROCESS COST DURATION

1 Design of the System/Website Free 7 days

2 System Infrastructure Acquisition Free 10 days

• Hosting & Server Configurations
• Domain Name
• Bulk SMS account for messaging with
1000 units) etc
• Custom email accounts where provided
• Design and printing of scratch cards

3 Implementation of the system Free 3 days

• Software installation and License for use
• Site Inspection
• Backup planning
• Data Collection
• Staff Training

* Total * 20 days

COST BREAK DOWN

Subsequently, we supply the scratch cards to the school for online result checking, to enable
parents check their children’s result from anywhere in the world as well as access the
students’ portal. The scratch cards will be delivered at the rate of N1,000/card.

IMPORTANT NOTICE
• The card supplied to you is our Elite card, which is a standard quality scratch card
adopted by WAEC and JAMB, which is customized for your school.
• Please note that your school must purchase a minimum of 100 cards per term. The
scratch card purchase/retainershp covers all maintenance and contract terms.