Faculty of Computer

Benha university

&Artificial intelligence

College Student Affairs Management

A Senior Project Submitted in Partial Fulfillment of the requirements
for the degree of Bachelor of Computers and Artificial Intelligence.
Information System Department
Project Team
Ahmed Salama Suleiman Hassan
Ibrahim Nasr-Elden Ramadan Ibrahim
Alaa Hossam-Elden Ahmed Abdel-Fattah
Alaa Adel Samir Abbas
Elsayed Ali Ewas Noaman
Elsayed Hisham Elsayed Abdel-Majeed
Rawda Ramadan Abdel-Aziz Ibrahim
Omar Ahmed Omar Ahmed Saif
Nirah Ahmed Ibrahim Mohamed
------------------------------------------------------------------------------------
Under supervision

Dr. Shimaa Ismail academic year

Eng. Amany Saied 2023-2024
 Acknowledgment
First and foremost, we would express our deepest gratitude and
appreciation to our Advisor Dr. Shimaa Ismail for her support,
outstanding guidance, and encouragement throughout our graduation
project.

We would like to thank our families, especially our parents we hope

they are proud of us on our last year of education, we hope that we will
start giving back to the community very soon! Thank you for supporting
us and providing us the needed time, effort, encouragement, patience,
and assistance over the years.

Finally, our faculty for providing us with the courses that guided us into
the right direction of our lives and the help of all the professors that left
a great impact on our lives, Thank you.
Contents
Chapter 1: Project Introduction & Background..............................................................................................................5
Introduction.................................................................................................................................................................5
Abstract........................................................................................................................................................................... 5
Background......................................................................................................................................................................5
Problem definition..........................................................................................................................................................6
What are the current solutions?.....................................................................................................................................6
How will your solution solve the problem? What is new?.............................................................................................7
Project Objective.............................................................................................................................................................8
Project Scope................................................................................................................................................................... 9
Chapter 2: Project Analysis...........................................................................................................................................10
Functional Requirements..........................................................................................................................................10
User Requirements....................................................................................................................................................10
system requirements.................................................................................................................................................11
Student Data Interface:.............................................................................................................................................11
Affairs Management:.................................................................................................................................................11
Testing:......................................................................................................................................................................13
Non-Functional Requirements:.................................................................................................................................14
stakeholder................................................................................................................................................................14
Gantt chart.................................................................................................................................................................15
Chapter 3: Project Design..............................................................................................................................................16
3.1 Use Case:..............................................................................................................................................................16
3.2 Activity Diagram..................................................................................................................................................22
3.2.1 Admin Activity..............................................................................................................................................22
3.2.2 Academic Activity.........................................................................................................................................22
3.2.3 Student Activity............................................................................................................................................24
3.3 Sequence Diagram...............................................................................................................................................25
3.3.1 Admin Sequence Diagram............................................................................................................................25
3.3.2 Academic Sequence Diagram.......................................................................................................................26
3.3.3 Student Sequence Diagram..........................................................................................................................27
3.4 State Diagram......................................................................................................................................................28
3.4.1 Admin State..................................................................................................................................................28
3.4.2 Academic State.............................................................................................................................................29
3.4.3 Student State................................................................................................................................................30
3.5 Class Diagram......................................................................................................................................................31
 3.6 Context Diagram..................................................................................................................................................32
3.7 Data flow Diagram...............................................................................................................................................33
3.7.1 Admin DFD....................................................................................................................................................33
3.7.2 Academic DFD...............................................................................................................................................34
3.7.3 Student DFD..................................................................................................................................................35
3.8 ERD....................................................................................................................................................................... 36
3.9 Mapping Database..............................................................................................................................................37
3.10 Database............................................................................................................................................................38
Project UI:......................................................................................................................................................................42
 Chapter 1: Project Introduction & Background

Introduction
Abstract
The Student Management System is an Integrated College Management System which is a
comprehensive online platform designed to streamline the management and academic
processes in higher education institutions. This platform seeks to bridge the gap between
students, professors, and administrative staff by providing a unified interface for
academic management, course enrollment, online quizzes, tasks and assignment
submission. By setting up pre-registered accounts through the admin for users, who in
turn enters all college data on the platform. Through accounts, users can follow the
educational process easier and faster. By leveraging the latest web technologies, the
system aims to enhance the educational experience, improve administrative efficiency,
and foster a more collaborative academic environment.
The deployment of the system is expected to result in significant improvements in
administrative efficiency, reducing the time and resources required for managing
academic processes. For professors, the platform offers a streamlined way to manage
courses and interact with students, enhancing the quality of education delivered.
Students stand to benefit from improved access to educational resources, easier course
enrollment, and enhanced opportunities for academic collaboration and engagement.
Background
In the evolving landscape of higher education, the integration of digital
technologies into administrative and academic processes has become
paramount. Traditional methods of managing student records, course content,
and academic interactions are increasingly seen as inefficient, fragmented, and
unable to meet the demands of today's educational environments. This
necessitates a shift towards more streamlined, accessible, and comprehensive
systems that can support the dynamic needs of students, academic, and
administrative staff
 Problem definition

With the development of the world of technology,it is better to reduce paperwork.

Educational institutions face significant challenges in managing their academic and
administrative tasks efficiently. Existing systems are often outdated, separate, and
inefficient, leading to difficulties in managing student records, course content, and
communication.
Students often face problems in accessing up-to-date course materials, submitting
assignments, and tracking their academic progress, due to the limitations of existing
platforms.
This restricts the learning opportunities and can negatively affect the academic
performance and engagement of students.
Academic institutions often use separate systems for managing student records, course
content, enrollment, and assessments. This fragmentation leads to inefficiencies and
inconsistencies in data management and accessibility.
The lack of integration results in additional administrative burden, potential data
inaccuracies, and a disjointed user experience for students and faculty.

What are the current solutions?

In the current systems, all student information is entered manually and stored in the
records. It takes a significant amount of time and physical effort to search for and add
information. There is a risk of data loss in the current system, and data is not properly
maintained. In file handling, the use of linear search may increase time complexity. So,
building a platform that includes students and academic staff, collecting all college data is
the best solution, aims to offer a comprehensive, efficient, and forward-thinking solution
that caters to the evolving needs of the college.
 How will your solution solve the problem? What is new?

Unified Platform: Unlike fragmented systems that handle different aspects of

college management separately, the system integrates all functionalities into
one seamless platform. This integration reduces complexity, streamlines
processes, and improves data consistency across the board.
Efficient Administrative Processes: By automating routine administrative tasks
such as registration, scheduling, and record-keeping, the system significantly
reduces the manual workload and minimizes the risk of human error. This
efficiency allows administrative staff to focus on more strategic activities.
Enhanced Access to Educational Resources: the system ensures that students
and professors have easy and immediate access to course materials,
assignments, and grades. This accessibility supports a more effective and
engaging learning environment.
The system is built with sustainability in mind, ensuring that it not only meets
the current needs of the college but is also adaptable to future trends and
challenges in education.
 Project Objective

The goal is to create a reliable, efficient, and user-friendly platform that enhances the
management of college student-related processes, improves communication, and supports
the academic journey of students and professors within the college.
The key project objectives can include:
1. User Management: Implement a system that allows administrators to register and
manage user accounts for students, professors, and other relevant roles.
2. Course Management: Develop features that enable professors to create, manage, and
update course content, assignments, and tasks.
3. Enrollment and Registration: Provide a seamless process for students to enroll in
courses and for administrators to manage the enrollment process, including adding or
dropping students from courses.
4. Assignment Submission and Grading: Allow students to submit assignments online
and provide professors with a grading system to evaluate and provide feedback on
student work.
5. College Data Management: Enable administrators to add, update, and manage
important college data such as departments, courses, academic calendars, and
announcements.
6. Security and Privacy: Implement robust security measures to protect user accounts,
sensitive data, and ensure compliance with privacy regulations.
7. Mobile Compatibility: Develop a platform that is mobile-friendly and accessible on
various devices to cater to the needs of users who prefer using mobile devices.
8. Scalability and Flexibility: Design the system with scalability in mind, allowing for
future growth and the addition of new features as needed.
 Project Scope

Includes:
 User Interface and User Experience:
Intuitive and user-friendly interface for seamless navigation and a positive user
experience across devices.
 Admin Features:
User management, college data management, enrollment management, task
management, and analytics and reporting.
 Academic Professor Features:
Course management, content upload, grading and feedback, communication, and
attendance tracking.
 Student Features:
Course enrollment, assignment submission, course materials access, grades and progress
tracking, and communication.
 Scheduling Management:
The project does not include features for creating and managing timetables or schedules
for classes and faculty.
Excludes:
 Financial Management:
The project does not include financial management features such as payment processing,
billing, or fee calculation.
 Library Management:
The project does not include library management features such as book cataloging,
circulation, or reservation systems.
 Chapter 2: Project Analysis & Design

Functional Requirements:
User Requirements
User-friendly interface: The system should have an easy-to-use interface that is intuitive
and user-friendly. It should be easy for students, professors, and affairs to navigate the
system and find the information they need.
Secure login: The system should have a secure login process that ensures only authorized
users can access the system. Each student should have a unique email created by the
affairs.
Student data interface: The system should provide a brief page about each student that
includes their name, band number, number of hours registered for them, and a picture
that looks like this cumulative.
Lecture management: The system should allow professors to add audio, video, and pdf
lectures. The system should also allow professors to add assignments.
Sharing on several topics: The system should allow sharing on several topics, including
adding a pdf file that contains all the student’s official papers, specifying, and adding
private courses.
Course registration: The system should allow students to register for courses online. The
system should also allow students to view their course schedules and grades.
Communication: The system should allow students to communicate with professors and
affairs through the platform. The system should also allow professors and affairs to
communicate with students.
Document management: The system should allow students to upload and download
documents such as assignments, papers, and other course materials.
Accessibility: The system should be accessible to students with disabilities. It should
comply with accessibility standards such as the Web Content Accessibility Guidelines
(WCAG).
Search functionality: The system should allow students to search for courses, professors,
and other information related to the college.
Notifications: The system shouldsendnotifications to students about upcoming deadlines,
events, and other important information.
system requirements

User Roles and Permissions:

Define three user roles: Student, Professor, and Affairs.
Specify the permissions for each role (e.g., students can view their data, professors can
upload lectures, affairs can manage student data).
User Authentication and Email System:
Implement a secure authentication system for users.
Develop a mechanism for generating and managing special email addresses for students
by the affairs.

Student Data Interface:

Create a student profile page displaying information such as name, band number,
registered hours, and a cumulative picture.
Enable students to update their profile information
Professor's Content Management:
Provide Prof. Ali with a dedicated section to add audio, video, and PDF lectures.
Implement a feature for professors to upload and manage assignments
Hybrid Knowledge Technology:
Support the integration of hybrid knowledge technology, enabling the inclusion of various
media types (audio, video, and PDF) in lectures and assignments

Affairs Management:
Develop an interface for affairs to manage student data.
Allow affairs to generate and manage special email addresses for students.
Document Management and Sharing:
Enable the uploading and sharing of PDF files containing official papers.
Implement a feature for private course creation and sharing.
Data Management and Security:
Ensure secure storage and management of all user data.
Implement access controls to protect sensitive information.
System Administration:
Develop an admin panel for system administrators to manage the overall functionality of
the system.
Include features like user management, system configuration, and monitoring tools.
Reporting and Analytics:
Implement reporting tools for affairs to gather insights into student performance and
system usage.
Include analytics to track the popularity of different lectures and materials
Responsive Design:
Design the system to be responsive, allowing users to access it from various devices,
including desktops, tablets, and smartphones.
Integration with External Systems:
Consider integration with other university systems, such as grading systems or course
registration systems.
Backup and Recovery:
Implement regular backup procedures to ensure data integrity and provide mechanisms
for data recovery in case of system failures.
Documentation:
Create comprehensive documentation for system users, administrators, and developers.
Testing:
Conduct thorough testing, including unit testing, integration testing, and user acceptance
testing, to ensure the reliability and functionality of the system.
Functional Requirements:
User-friendly interface: The system should have an easy-to-use interface that is intuitive
and user-friendly. It should be easy for students, professors, and affairs to navigate the
system and find the information they need.
Secure login: The system should have a secure login process that ensures only authorized
users can access the system. Each student should have a unique email created by the
affairs.
Student data interface: The system should provide a brief page about each student that
includes their name, band number, number of hours registered for them, and a picture
that looks like this cumulative.
Lecture management: The system should allow professors to add audio, video, and pdf
lectures. The system should also allow professors to add assignments.
Sharing on several topics: The system should allow sharing on several topics, including
adding a pdf file that contains all the student's official papers, specifying, and adding
private courses.
Course registration: The system should allow students to register for courses online. The
system should also allow students to view their course schedules and grades.
Communication: The system should allow students to communicate with professors and
affairs through the platform. The system should also allow professors and affairs to
communicate with students.
Document management: The system should allow students to upload and download
documents such as assignments, papers, and other course materials.
Mobile compatibility**: The system should be compatible with mobile devices so that
students can access the system from their smartphones or tablets.
Accessibility: The system should be accessible to students with disabilities. It should
comply with accessibility standards such as the Web Content Accessibility Guidelines
(WCAG).
Search functionality: The system should allow students to search for courses, professors,
and other information related to the college.
Notifications: The system should send notifications to students about upcoming
deadlines, events, and other important information.
Non-Functional Requirements:
Performance: The system should be able to handle a large number of users and data
without slowing down.
Security: The system should be secure and protect sensitive data such as passwords and
personal information.
Reliability: The system should be reliable and available 24/7.
Scalability: The system should be scalable to accommodate future growth and changes in
user requirements.
Usability: The system should be easy to use and navigate.
Maintainability: The system should be easy to maintain and update.
Compatibility: The system should be compatible with modern web browsers such as
Google Chrome, Mozilla Firefox, and Microsoft Edge.
Accessibility: The system should be accessible to users with disabilities. It should comply
with accessibility standards such as the Web Content Accessibility Guidelines (WCAG).

stakeholder
Students: Students are the primary users of the system. They will use the system to
register for courses, view their grades, communicate with professors and affairs, and
access course materials.
Academic: Academic will use the system to manage their lectures, assignments, and
grades. They will also use the system to communicate with students and affairs.
Administrators: Administrators will use the system to manage student data, create
student emails, and share official papers. They will also use the system to communicate
with students and Academic, and may be interested in the system to monitor student
performance, track course enrollment, and manage the college's resources.
Gantt chart
Chapter 3: Project Design
3.1 Use Case:
 Id 5
id 1
Use Case Manage academic data
Use case
Actor Regist user data and e-mail
Administrator
DescriptionAdministrator
Actor Admin can add or modify or delete academic data
Administrator
preconditionsAdd users
description hasacademic
as student and an accountemails and data to the system
academic
postconditionAdministrator
preconditions has data should be added or modified or deleted
an account
Normal Flow 1- Add new data about academic for the system
postcondition In new users is sign in system
2- Modify academic data in the system
Normal Flow 1- Write an e-mail
3- Delete data from the system
2- Write password
Id 3-
6 Add user data (name, number, address)
Use Case Add results
Actor Administrator
id
Description 2 Admin can add results about student degrees
Use case
preconditionsLogin Administrator has an account and add data gives results
Actor
postconditionAdministrator,academic, student
After this results that we can know about this data for student
description
Normal Flow Logining into the system
1- Login into the system by account
preconditions User should 2- have
Add results for the students
an account
postcondition Access to the system
Normal Flow 1-enter user name, e-mail
2-enter password
3-press login button

id 3
Use case Manage courses
Actor Administrator
description Admin can add or modify or delete courses data
preconditions Administrator has an account
postcondition Courses should be added or modified or deleted
Normal Flow 1- Add new courses for the system
2- Modify courses in the system
3- Delete courses from the system

Id 4
Use Case Manage student data
Actor Administrator
Description Admin can add or modify or delete student data
preconditions Administrator has an account
postcondition student data should be added or modified or deleted
Normal Flow 1- Add new data about student for the system
2- Modify student data in the system
3- Delete data from the system
 Id
Id 17
9
13
Use
Use Case
Case Send
Enrolltasks
View results
courses
Actor
Actor Academic
Student
Description
Description Academic
student can send tasks
enrol
View to the students assigned to the course
results
courses
preconditions
preconditions Academic
Student haveshould have account
account
postcondition
postcondition Student
Student can see
Viewthe
selected
can tasksisadded
course
results addedto course
data
Normal Flow
Normal Flow 1-
1- Login
Login into
into the
the system
system by
by account
account
2- send results
2-selsct
2-View tasks
course
3-Enroll course

Id 14
UseId
Case 10
View tasks
Use Case View schedule
Actor Student
Actor
Description Student, Academic
student can view tasks
Student
Student haveAcademic
and account can view schedule
Description
preconditions
preconditions
postcondition Student/Academic have account
Student can view tasks
Student/Academic see lectures
systemand
postcondition sections date and time
Normal Flow 1- Login into the by account
Normal Flow 1- Logintasks
2-view into the system by account
2-view schedule
Id 7
Use Case Add schedule
Id 15
Id
Actor 11
Administrator
Use Case View material
Use Case
Description View
Adminhis/her
can adddata
schedule about lectures and sessions
Actor Student
Actor
preconditions Student
Administrator has an account and add data about lectures and sessions
Description student can View material
Description
postcondition student
Schedulecan view data
is added and can be viewed by student and academic
preconditions Student have account
preconditions
Normal Flow Student havelectures
1- Add accountdate or time
postcondition Student con
2- Add View material
sessions
postcondition Student can view datadate or time
Normal Flow 1- Login into the system by account
Normal Flow 1- Login into the system by account
2-View material
2-view data

Id 8
UseId
Case Add
12 course details
16
Actor
Use Case Administrator
View course details
Send material
Description
Actor Admin can add coursedetails about (students GPA, hours, degrees,
Student
Academic
Description courses
student
Academicin
candifferent
view
send levels)
hiscourse
course details
data and material to be viewed by student
preconditions Administrator has an account and add data about course details
preconditions Student have account
Academic should have account
postcondition Course details is added and can be viewed by students
postcondition
postcondition Student
Academiccon view course
material details
is added to the system
Normal Flow 1- Admin access students’ data
Normal
Normal Flow 1-
1- Login into the system by
by account
Flow 2- Login
Afterinto
thatthe system
Adding courseaccount
details to each student
2-view course
2-send material details
 Id 18
Use Case View student information
Actor Academic
Description Academic can view student information (name,GBA,courses, id)
preconditions Academic should have account
postcondition Academic can see student information
Normal Flow 1- Login into the system by account
2- Select student
3- View student information

Id 19
Use Case Send marks
Actor Academic
Description Academic send marks (oral,final, midterm) to the students assigned to the
course
preconditions Academic should have account
postcondition Student can see marks added to their course information
Normal Flow 1- Login into the system by account
2- Select student
3- Add marks to the student

3.2 Activity Diagram

3.2.1 Admin Activity
3.2.2 Academic Activity
3.2.3 Student Activity
3.3 Sequence Diagram
3.3.1 Admin Sequence Diagram
3.3.2 Academic Sequence Diagram
3.3.3 Student Sequence Diagram
3.4 State Diagram
3.4.1 Admin State

3.4.2 Academic State

3.4.3 Student State
3.5Class Diagram
3.6context Diagram
3.7Data Flow Diagram
3.7.1 Admin DFD
3.7.2 Academic DFD
3.7.3 Student DFD
3.8 Entity RelationshipDiagram(ERD)
3.9 Mapping Database
3.10Database
Project UI