UNIVERSITY MANAGEMENT SYSTEM

A PROJECT REPORT

Submitted by

 PRIYA (UID: 21BCS4187)

 PARWINDER KAUR (UID: 21BCS4264)
 ISHAAN GUPTA (UID: 21BCS4140)
 HARSHDEEP SINGH (UID: 21BCS4116)
 VANCHIKA RAGHAV (UID: 21BCS5433)

in partial fulfillment for the award of the degree of

BACHELOR OF ENGINEERING
IN

COMPUTER SCIENCE ENGINEERING

Chandigarh University

JUNE 2025
 BONAFIDE CERTIFICATE

Certified that this project report “UMS (University Management System)” is the
bonafide work of Parwinder Kaur (21BCS4264), Priya (21BCS4187), Ishaan
Gupta (21BCS4140), Harshdeep Singh (21BCS4116), Vanchika Raghav
(21BCS5433) who carried out the project work under my/our “ Mrs.
Sumandeep Kaur” supervision.

<<Signature of the HoD>> <<Signature of

the Supervisor>>
SIGNATURE
SIGNATURE

<<Name of the Head of the

Department>> <<Name>>

HEAD OF THE SUPERVISOR

DEPARTMENT <<Academic
Designation>>
<<Department>> <<Department>>

Submitted for the project viva-voce examination held on

INTERNAL EXAMINER EXTERNAL EXAMINER

Table of Contents

CHAPTER 1 INTRODUCTION....................................................7
1.1 Identification of Client/ Need/ Relevant Contemporary Issue…………………………………7

1.2 Identification of Problem……………………………………………………………………….7

1.3 Identification of Tasks…………………………………………………………………………..8

1.4 Timeline………………………………………………………………………………………...8

1.5 Organization of the Report………………………………………………………………………9

CHAPTER 2. LITERATURE REVIEW/BACKGROUND STUDY 10

2.1 Timeline of the reported problem:............................................10

2.2 Existing solutions.....................................................................10

2.4Problem Definition....................................................................14

2.5Goals/Objectives........................................................................14

CHAPTER 3. DESIGN FLOW/PROCESS....................................16

3.1 Evaluation & Selection of Specifications/Features..................16

3.2 Design Constraints....................................................................18

3.3 Analysis of Features and finalization subject to constraints.....19

3.4 Design Flow..............................................................................21

3.5 Design Selection.......................................................................22

3.6 Implementation plan/methodology...........................................24

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 ABSTRACT

The University Management System (UMS) is a comprehensive web-based software

solution designed to streamline and automate various administrative and academic
processes within a university. The system offers a wide range of features and
functionalities, including student registration, course scheduling, faculty management,
financial management, and reporting.

The UMS aims to improve the overall efficiency and effectiveness of university
operations, reduce paperwork and manual processes, and provide accurate and timely
information to university stakeholders. The system also facilitates communication and
collaboration among students, faculty, and administrative staff, enhancing the overall
learning and teaching experience.

This project report provides a detailed analysis of the UMS, including its architecture,
design, implementation, and testing. The report also discusses the challenges faced
during the development process and the solutions implemented to overcome them. The
results of user acceptance testing and performance testing are also presented.

Overall, the UMS is a highly effective and efficient system that can significantly improve
the management of a university. The project report provides valuable insights into the
development and implementation of the system, making it a valuable resource for future
system enhancements and improvements.
 CHAPTER 1 INTRODUCTION

The management system is a very important and essential part of any educational institute. The Project
defines all management of the University System. A University management system means it controls
all the management tasks and functions. It performs all functions which are required of any Educational
Institute. Admin can view and change all records of the University. Faculty can also view their
information and they can change personal information. Students can search for their results. They can
see more information about the University on the University management system software.
They can see the timetable of the lectures at the University. They can see also their exam data, fee data
and all personal information. Students can print out their roll no slips with just one click. Students can
view the rules and regulations of the University in detail. Students can view his / her Fee details for the
previous semester and the current semester. Students can view his / her all-fee package admission details
the details of courses completed and pending courses and repeating courses. Students can view the
academic calendar. Students can fill out their course evaluation forms at the end of each semester and
can give suggestions to make the program and educational environment better.

1.1 Identification of Client/ Need/ Relevant Contemporary Issue

The old pen-paper-based system is painful for students, teachers, and other staff, if we want to find any
record in the old system that took much more time old University system was a time wasted, facing
problems in every field it was difficult to store to a huge amount of data about the University. Then we
feel need a system that manages all the management systems of the University. The system gives a
quick response to the request. Then we develop a University Management System website who
manages all the management of the University. It contains all record about the teacher. It contains all
record about courses. It contains all record about other staff of the University. It contains all record
about the student and exam record. It works smoothly.The system gives us a quick and accurate and
correct result which we want to search. It is less time consuming software. It helps us in every field of
the college. Now everything will be managing easily.

1.2 Identification of Problem

The existing system contains following problems which we want to recover in our University
management System.

 The main problem in the existing system is lack of networking and connection between the faculty and
the students.to resolve this issue we identify three tasks. As connection is very important between
students and faculty so that students can easily resolve their queries about anything .So with this our
new updated university management system we are trying to fill this gap between students and their
teachers. With this issue many students use unofficial ways to connect to their teachers like connecting
with WhatsApp messages and phone calls as a result the teachers also find so much difficulties to
resolve the issues of students .
  Another problem is also based on connectivity .In the existing system there is not a such type of
community where only students can talk .like if anything found and lost in university or any other
issues of students the one student community should be their to discuss that issues.
 Another problem is unavailability of faculty details .Students find difficulties to get the information of
particular teacher and faculty member if they want to connect to them.

1.3 Identification of Tasks

The task which will help us to introduce our version of UMS or the features which will make it different
are :-
 Adding Communities
a) Section Based- In our New updated version of UMS we will add section based community in which
students can post all class related queries to their teachers so that all class related queries regarding test,
assignments can be solved easily. This will be better and official method to connect to teachers than
WhatsApp messages and phone calls.
b) University Based- In our New updated version of UMS we will add University based community in
which students can discuss campus related issues and with this community one student of the university
will be connected to every student of university. This will be really helpful for Lost/Found issues in
university Campus.
 Adding Faculty Details -- In our New updated version of UMS we will provide contact details of every
faculty member so that student will not face any difficulty to connect to any faculty member.

1.4 Timeline

Visualize key phases and milestone in Gantt Chart.

1.5 Organization of the Report –

PENDING……….!!!!!!!!!!!!!!!!!!!!!!!!!!!
 CHAPTER 2. LITERATURE REVIEW/BACKGROUND STUDY
A university management system (UMS) web application is a software application that runs on the web
and is designed to manage various aspects of a university or college's operations. In this literature
review, we will examine some of the key findings and trends related to UMS web applications.

2.1 Timeline of the reported problem:

The concept of a university management system has evolved over time with the development of
technology and the changing needs of universities. The first computer-based university management
systems were developed in the 1960s and 1970s, but these were limited in scope and functionality.

University management systems have evolved over time, and it's difficult to pinpoint the first university
management system. However, here's a brief history of some of the most significant developments in
university management systems:

1. SIS (Student Information System): Developed in the late 1960s at Cornell University, SIS was one of
the first integrated student information systems, which allowed universities to automate many of their
administrative processes, such as registration, course scheduling, and grading. (Source: "Student
Information Systems: A Brief History" by Jeffery R. Young, EdSurge, January 2017)
2. SAP: Developed in the 1970s in Germany, SAP (Systems, Applications, and Products) is a software
solution for enterprise resource planning (ERP), which has been widely adopted by universities to
manage their financial and human resources. (Source: "The History of SAP" by Elizabeth Harvell,
CloudERP)
3. Banner: Developed in the 1980s by SunGard Higher Education (now part of Ellucian), Banner is a
comprehensive suite of software solutions for higher education institutions that manages everything
from student records to financial aid to human resources. (Source: "Banner by Ellucian" by Ellucian)
4. PeopleSoft: Developed in the late 1980s, PeopleSoft is a software solution for ERP that has been
adopted by many universities to manage their financial and human resources. PeopleSoft was acquired
by Oracle in 2005. (Source: "The History of PeopleSoft" by Sarah White, CIO)
5. Blackboard: Developed in the late 1990s, Blackboard is a learning management system (LMS) that
allows universities to manage and deliver online courses and course materials. Blackboard has since
expanded to include other features, such as student engagement and assessment tools. (Source: "The
Evolution of Blackboard" by Lindsay McKenzie, Inside Higher Ed, October 2018)

2.2 Existing solutions

The existing university management system (UMS) is a software solution designed to help universities
manage their administrative, academic, and financial operations. It is an integrated platform that
provides a variety of tools to help manage student records, faculty information, financial data, and other
important information related to the operation of a university.

A typical UMS includes modules for student information management, admissions, enrollment, course
registration, scheduling, attendance tracking, grading, and transcript generation. It also includes modules
for managing faculty and staff records, payroll, and budgeting.
 2.3 Bibliometric analysis

Bibliometric analysis is a method of evaluating and analysing scientific publications by measuring the
number of publications, citations, and other factors related to a particular research topic. In the case of a
university management system web application, bibliometric analysis can help to identify the most
influential and frequently cited studies on this topic.

List of publications that may provide insights into the design, development, and implementation of
university management system web applications:

1. "Development of Web-based Campus Management System" by Pranab Kumar Dhar and Kajari Ghosh
Majumdar, published in the Journal of Applied Science and Engineering Technology in 2017.
2. "Design and Implementation of a Web-Based Student Management System for Higher Education" by
Oluwaseun Olugbenga Oyekan and Babajide Adeyemo Adeyemi, published in the International Journal
of Computer Applications in 2017.
3. "A Web-Based Student Information Management System" by Gökhan Yıldız and İbrahim Özçelik,
published in the Journal of Educational Sciences Research in 2018.
4. "Web-Based Management System for Academic Programs" by Inna Novozhilova, Olga Kalugina, and
Nataliya Mitina, published in the Journal of Physics: Conference Series in 2020.
5. "Development of a Web-Based Examination Management System for Nigerian Tertiary Institutions" by
Abiodun Musa Aibinu and Adenike Osofisan, published in the Journal of Information Engineering and
Applications in 2013.
6. "Implementation of a Web-Based University Management System" by Pooja Taneja and Aarti Singh,
published in the International Journal of Computer Science and Information Technology Research in
2017.

 
 Table: List of publications

Review Summary

In a review of a university management system, several key factors should be evaluated.These may
include the efficiency and effectiveness of processes, the level of transparency and accountability, the
flexibility of the system, and the impact on student outcomes. Other factors to consider include the cost
of implementation and maintenance, the complexity of the system, the level of user satisfaction, and the
security of data.

Overall, a university management system can be a valuable investment for institutions seeking to
improve their operations and enhance the student experience. However, it is important to carefully
evaluate the benefits and drawbacks of any system before implementation, and to ensure that the system
is aligned with the institution's goals and priorities. Ongoing evaluation and improvement are also
essential to ensure the ongoing success of the system and the institution as a whole

.
2.4 Problem Definition
 What is to be done
A university management system typically involves a range of tasks and responsibilities that are
designed to facilitate the smooth operation and administration of a university. Some of the key tasks that
are typically involved in university management systems include:
 Student management: This involves managing the student enrolment process, maintaining student
records, and tracking student progress and performance.
 Course management: This involves managing course scheduling, faculty assignments, course syllabi and
materials, and course evaluations.
 Staff management: This involves managing faculty and staff hiring, contracts, payroll, and benefits.
 Financial management: This involves managing the university budget, tracking expenses and revenues,
and preparing financial reports.

 How to be done
• Front Look: On the front page of the College Management System contain some important
information about the college.
• Login System: It manages the Login of admin, employee and student.
• Admin System: It perform all functions of the admin.
• Student System: It manages the student's details.
• Fee System: It manages the fee of the students.
• Exam System: It manages the exam system.
• Attendance System: It manages the Attendance System.

2.5 Goals/Objectives
Provide better services through the Web Application software "University Management System" than
the old system of University. Students can search their result. They can see more information about the
college on the University management system software. They can see the time table of the lectures in
the college. They can see also their exam data fee data and all personal information. Students can print
out their roll no slips with just one click. Student can view rules and regulations for college in details.
Students can view his / her Fee details for previous semester and current semester.

The Objectives are as follows:

• We can add, modify, search delete data about teachers, student and other staff of the college.

• It contains the teacher and other staff's personal information.

• It contains the teacher and other staff's attendance.

• It saves the data of teachers and other staff's salary.

• It contains the Personal information.

• It contains attendance of the student.

• It manages the fee of students.

• It contains attendance of the student.

• It manages the fee of students.

• It manages the exam management

• It contains more information about the college.

• It contains also the time table of the lectures.

 CHAPTER 3. DESIGN FLOW/PROCESS
3.1 Evaluation & Selection of Specifications/Features
This section of report describes how specifications and features for a UMS were evaluated and chosen . Its
aim is to establish the essential specifications for the University administrative system , rank the features
according to the importance and impact, assess the possibilities and choose the best system.

 Identify the needs of the university: Start by understanding the specific needs of the university. For
example, a university may want to improve communication and collaboration between students and
faculty by creating online communities. A university may also want to streamline the process of
managing details about faculty, such as their contact information, the courses they teach, and their
research interests.
 Define specifications/features: Once the needs are identified, define the specifications/features required
to meet those needs. To add communities, the system should allow the creation of online communities
where students and teachers can communicate, share files and collaborate on projects. For adding
faculty details, the system should allow easy entry and management of faculty information.
 Prioritize requirements: Next, prioritize requirements based on their importance and urgency. For
example, adding faculty details may be more urgent than adding communities if the university has
difficulty tracking faculty contact information.
 Researching potential solutions: Researching potential solutions that can meet the defined
specifications/functions. This may include evaluating existing software solutions or working with the
software development team to create a custom solution.
 Evaluate Solutions: Evaluate potential solutions against defined specifications/features and prioritize
options based on their ability to meet the university's needs.
 Select a solution: After evaluating potential solutions, select the solution that best fits the University's
needs and budget. This may include selecting an existing software solution or working with the software
development team to create a custom solution.
 Test and Deploy the Solution: After choosing a solution, test and deploy it to ensure it meets the defined
specifications/functions and works effectively for the university. Provide training to educators and staff
to ensure they can use the system effectively.

Outcome:

The needs assessment revealed that the stakeholders required a university management system that
could perform the following functions:

 Student registration and enrolment management.

  Course management and scheduling.
 Faculty and staff management.
 Financial management, including tuition fees, scholarships, and grants.
 Reporting and analytics for academic and financial data.
 Integration with existing systems, such as learning management systems (LMS).

Based on the identified requirements, the following features were prioritized:

 Student portal for registration, course selection, and academic progress tracking.
 Faculty portal for course management, grading, and attendance tracking.
 Financial management system for tuition fees, scholarships, and grants.
 Reporting and analytics system for academic and financial data.

 Integration with the LMS for seamless data exchange.

Fig. Features of University Management System

Advantages:

 Helps the educational administrator to handle and manage students’ records.

 Helps educational administrator to generate report.
 Brings transparency and efficiency in the working of educational system.
 Disadvantages:

 It can only handle single educational organization.

 It does not include bank payment, dd, cheque status.

3.2 Design Constraints

There are several design constraints that need to be considered when designing a university management
system. Some of these design constraints are:

 Scalability: A university management system should be scalable to handle a large number of users,
courses and departments. The system should be able to accommodate future growth and expansion of
the university.
 Security: A university management system should have strong security features to prevent unauthorized
access, data breaches and cyber attacks. The system should use encryption, secure authentication
methods, and other security measures to protect sensitive data.
 Usability: The system should be user-friendly, easy to operate and intuitive. It should be designed to
meet the needs of different types of users, including students, teachers and administrative staff.
 Flexibility: The system should be flexible and adaptable to meet the unique needs of the university. It
should allow administrators to configure the system to meet the specific requirements of the university.
 Integration: The system should be able to integrate with other systems used by the university, such as
student information systems, financial systems and learning management systems.
 Accessibility: The system should be accessible to users with disabilities. It should meet accessibility
standards and guidelines to ensure that all users can access the system.
 Budget: The design of the university management system must take into account the available project
budget. This requires making decisions about which features are essential and which can be delayed or
eliminated to stay within budget constraints.
 Time Frame: The University Management System design must be completed within a specific time
frame to meet the needs of the University. This requires careful planning and project management to
ensure the system is delivered on time and within budget.
 Reliability: The system should be reliable and available 24/7. It should have a robust backup and
recovery system to ensure that no data is lost in the event of a system failure.
 Performance: The system should be able to handle a large volume of data and transactions. It should be
responsive and not slow down during peak usage.
 Design constraints are critical when developing a university management system. The system should be
scalable, secure, usable, flexible, integrative, available, reliable and powerful. These design constraints
are necessary to ensure that the University's management system meets the needs of the University and
its users.

3.3 Analysis of Features and finalization subject to constraints.

When analyzing the functions of a university management system, which includes adding details about
communities and faculties, it is important to consider various constraints such as time, budget and
resources. Here is the function analysis and finalization subject to limitations:

Adding communities:
 Importance: High – creating online communities can improve communication and collaboration
between students and teachers.
 Urgency: Medium – While it is important to create online communities, it may not be as urgent as other
needs.
 Feasibility: High – there are many existing software solutions that enable the creation of online
communities and they are relatively easy to implement.

Finalization is subject to restrictions:

 Time: Due to the high importance of this feature, it should be prioritized and implemented as soon as
possible. However, if time constraints are a concern, an existing solution that can be implemented
quickly may be the best option.
 Budget: Implementing an existing solution for online communities can be more cost-effective than
building your own solution from scratch.
 Resources: The University may need to allocate staff to manage and moderate online communities to
ensure they are used effectively.

Adding faculty details:

 Importance: A high level of management of faculty details such as their contact details, courses they
teach and research interests is essential for the efficient functioning of the university.
 Urgency: High – if the current faculty details management system is inadequate, it may cause problems
for the university.
 Feasibility: Medium – while there are solutions for managing faculty details, specific university
requirements may require customization.
 Finalization is subject to restrictions:

Time: Given the high importance and urgency of this feature, it should be prioritized and implemented
as soon as possible. If the current system is causing significant problems, a custom solution may need to
be developed quickly.

 Budget: Budget may need to be allocated to developing a custom solution if existing solutions do not
meet the university's specific requirements.
 Resources: The university may need to allocate staff to enter and manage faculty details, or the system
may need to be integrated with existing systems such as payroll or HR.

Remove, Modify and Add Features

Based on our analysis of existing functions and limitations, we propose the following modifications and
additions to the web application for university administration:

 Remove outdated features: The system should be scanned for obsolete features that are no longer
required or used. By removing these features, you can reduce clutter and improve performance.
 Modify student management module: The student management module should be modified to include
features such as online registration, online payment and online course selection to reduce manual
intervention and improve efficiency.
 Add Academic Counselling Module: An academic counselling module should be added to help
students plan their academic journey and seek advice from their advisors.
 Modify Academic Management Module: The Academic Management module should be modified to
include features such as online grading, automatic grading, and analytics to provide insight into student
performance and improve the overall academic experience.
 Add chatbot feature/functionality: A chatbot should be added to the system to provide instant support
to the users and improve the user experience.

In conclusion, a university administration web application is an essential system that requires regular
updates to meet the changing needs of the university and its stakeholders. Our analysis of existing
features and limitations highlights the need for modifications and additions to improve the functionality,
efficiency and user experience of the system. Proposed modifications and additions are subject to
budget, timeline, compatibility, and user experience constraints and should be implemented carefully to
ensure a smooth transition to the new system.
 3.4 Design Flow
Alternative Design Method 1:

 Requirements Gathering: The first step is to write the requirements for the University Management
System. This includes consulting with stakeholders such as school administrators, staff and students to
understand their needs, trouble spots and trust the system.
 Functional Specification: A functional specification should be created from the collected requirements.
This will provide an overview of the system features, functions and workflow.
 System Architecture: After the work instructions are completed, the system architecture can be
created. This includes identification systems such as databases, user interfaces and web servers.
 Functional Application: After the system architecture is defined, the system can be implemented. This
includes coding the system, testing it and making sure it meets certain requirements.
 Distribution: After the system is implemented, it can be put into use in the university environment. This
includes installing the system on the University's web server and setting it up to work with the
University's existing systems.

Alternative Design Method 2:

 Requirements Gathering: The first step is to write the requirements for the University Management
System. This includes consulting with stakeholders such as school administrators, staff and students to
understand their needs, trouble spots and trust the system.
 Rapid Prototyping: Instead of creating detailed functional specifications, rapid prototyping techniques
can be used. This involved creating a simplified version of the system to quickly gather feedback.
 Iterative Development: The system can be redeveloped according to the feedback from the
stakeholders. This includes making minor updates to the system based on stakeholder feedback.
 User Acceptance Test: After the system is designed adequately user acceptance can be made. This
includes testing the system with a small group of users to ensure it meets needs and expectations.
 Deployment: The system can be deployed in a school environment after passing user authentication.
This includes installing the system on the University's web server and setting it up to work with the
University's existing systems.
 3.5 Design Selection
Both alternative design flows have their strengths and weaknesses, and the best design flow for a
university management system would depend on the specific requirements and constraints of the project.
However, in general, Alternative Design Flow 1 is likely to be the more suitable design for most
university management systems:

Pros of Alternative Design Flow 1:

 Comprehensive Requirements Gathering: Alternative Design Flow 1 places a lot of emphasis on

gathering comprehensive requirements for the system, which is essential for ensuring the system meets
the needs of all stakeholders.
 Well-Defined System Architecture: By defining the system architecture upfront, the development
team can ensure that the system is designed in a scalable and maintainable way. This can help to reduce
the risk of technical debt and ensure the system is easy to maintain and extend in the future.
 Clear Implementation Process: Alternative Design Flow 1 provides a clear roadmap for implementing
the system, which can help to ensure that the development team stays on track and delivers the system
on time and within budget.

Cons of Alternative Design Flow 1:

 Time-Consuming: Alternative Design Flow 1 can be time-consuming, as it involves a lot of upfront

planning and design work. This can be a disadvantage if the project needs to be completed quickly.
 Rigid: Alternative Design Flow 1 can be inflexible, as it requires the system architecture and design to
be defined upfront. This can make it difficult to make changes to the system later on, especially if the
requirements change.

Pros of Alternative Design Flow 2:

 Rapid Development: Alternative Design Flow 2 can be much faster than Alternative Design Flow 1, as
it involves rapid prototyping and iterative
 development. This can be an advantage if the project needs to be completed quickly.
 Agile: Alternative Design Flow 2 is more agile than Alternative Design Flow 1, as it allows for changes
to be made to the system throughout the development process. This can help to ensure that the system
meets the evolving needs of stakeholders.

Cons of Alternative Design Flow 2:

 Lack of Comprehensive Planning: Alternative Design Flow 2 may not provide a comprehensive plan
for the system, which can make it difficult to ensure that all stakeholders' needs are met.
 Technical Debt: Rapid prototyping and iterative development can lead to technical debt, which can
make the system more difficult to maintain and extend in the future.

Overall, while Alternative Design Flow 2 may be suitable for some university management systems that
require a rapid development approach, Alternative Design Flow 1 is generally the more suitable design
flow for most university management systems, as it ensures comprehensive planning, a well-defined
system architecture, and clear implementation processes.
3.6 Implementation plan/methodology

Figure 1 ERD Diagram

Figure 2 DFD Diagram

 Figure 3 Use Case Diagram and Narratives

Implementation plan/methodology for the university management system:

Establishing a project team: The first step is to create a project team that will be responsible for the design
and implementation of the University Management System. The team should include a project manager,
system analysts, software developers, testers and end users.

Define the scope: Define the scope of the project by determining the features that the system should
include. This can be done by conducting a feasibility study, identifying stakeholder requirements and
analyzing the existing systems used by the university.

Develop a project plan: Develop a detailed project plan that outlines project tasks, timelines, resources,
and milestones. The plan should be reviewed and approved by the project team and university
management.

Design the system: Use the design process above to design the system. This includes gathering
requirements, analyzing the system, designing the system architecture, and creating the necessary
modules and interfaces.

Develop the system: Develop the system by writing code, integrating modules, testing the system and
fixing any bugs or errors. The development phase should follow the project plan and be managed by the
project manager.
Test the system: Test the system to make sure it meets the requirements and works as intended. This
includes unit testing, integration testing, and system testing. Any bugs or errors found during testing
should be addressed by the development team.

System Deployment: Deploy the system by installing it on servers, configuring and training end users.
The deployment phase should follow the project plan and be managed by the project manager.

Monitor and evaluate: Monitor the system after deployment to ensure it is working as intended.
Evaluate system performance against project plan and stakeholder requirements. Address any issues or
concerns that arise and make necessary improvements or updates.