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DR.
AKHILESH DAS GUPTA INSTITUTE OF PROFESSIONAL
STUDIES,
SHASTRI PARK, DELHI - 110053
ENTERPRISE RESOURCE PLANNING
(ERP)
REPORT
OF MAJOR PROJECT
BACHELOR OF TECHNOLOGY
INFORMATION & TECHNOLOGY (IT)
SUBMITTED BY
EEPANSHU BISHT: 02815603120
D
HIMANSHU GUPTA: 05215603120
HITANSH GUPTA: 05415603120
PRANAV GARG: 35115603120
MARCH, 2024
CANDIDATES DECLARATION
We,DeepanshuBisht,HimanshuGupta,HitanshGuptaandPranavGarg,thestudentsof
Dr. Akhilesh Das Gupta Institute of Professional Studies pursuing B.Tech in Information
Technology (IT), jointly declarethattheminorprojecttitled"E
nterpriseResourcePlanning
(ERP)"istheoutcomeofourcollectiveeffort.Wehavenotsubmittedthisworkelsewherefor
any academic purpose.
Wefurtherdeclarethatthesourcesofinformationanddatausedinthisprojecthavebeenduly
acknowledged. All assistance, guidance, and collaboration received from individuals or
institutions during the project have been properly credited.
Weunderstandthatanyactofplagiarismorunauthorizeduseofothers'workinourprojectmay
result in disciplinary action as per the rules and regulations of the university.
Date:
Signatures:
1. DEEPANSHU BISHT Enrollment Number: 02815603120
2. HIMANSHU GUPTA Enrollment Number: 05215603120
3. HITANSH GUPTA Enrollment Number: 05415603120
4. PRANAV GARG Enrollment Number: 35115603120
B.Tech (IT) , 7th Semester
DR. AKHILESH DAS GUPTA INSTITUTE OF PROFESSIONAL STUDIES,
Approved by AICTE and Affiliated with Guru Gobind Singh Indraprastha University
(GGSIPU).
CERTIFICATE
We hereby certify that the work presented in the project report entitled "ENTERPRISE
RESOURCE PLANNING" is to the partial fulfillmentoftherequirementsfortheawardof
thedegreeofBachelorofTechnologyinInformationTechnologyfromDr.AkhileshDasGupta
Institute of Professional Studies, New Delhi. This is an authentic record of our own work
carried out during the period from February 2024 to May 2024 under the guidance of our
Mentor,Ms. Anshika (Associate Professor), IT department.
The matter presented in this project has not been submitted byusfortheawardofanyother
degree elsewhere.
Date:
Signatures:
1. DEEPANSHU BISHT Enrollment Number: 02815603120
2. HIMANSHU GUPTA Enrollment Number: 05215603120
3. HITANSH GUPTA Enrollment Number: 05415603120
4. PRANAV GARG Enrollment Number: 3515603120
B.Tech (IT) , 7th Semester
This is to certifythattheabovestatementmadebythecandidatesiscorrecttothebestofmy
k nowledge. They are permitted to appear in the Major Project External Examination.
r. Ankit Agarwal
D r. Anil Kumar, IT Deptt.
D
(HOD, IT Department) (Project Coordinator Head)
he B.Tech Minor Project Viva-Voce Examination of Deepanshu Bisht (02815603120),
T
Himanshu Gupta (05215603120), Hitansh Gupta (05415603120) and Pranav Garg
(35115603120), has been held on ________.
(Signature of External Examiner) Ms. Anshika,IT Deptt.
(Project Mentor)
ACKNOWLEDGMENT
Weexpressoursinceregratitudetoallthosewhohavecontributedtothesuccessfulcompletion
ofourminorproject,“EnterpriseResourcePlanning(ERP).”Thisendeavourwouldnothave
been possible without the support and guidance of various individuals and resources.
We would like to extend our heartfelt thanks to our project guide/mentor, Ms. Anshika
(Associate Professor), for their valuable supervision, insightful feedback, and constant
encouragement throughout the project duration. Their expertise and willingness to share
knowledge have been instrumental in shaping the project.
Our appreciation goes to Dr. Anil Kumar (Project Coordinator Head), whose inputs and
assistance have added significant value to our work.
We are also thankful tothefacultymembersoftheDepartmentofInformationTechnologyat
Dr. Akhilesh Das Gupta Institute of Professional Studies for providing a conducive
academic environment and resources for our project.
Thank you to everyone who played a part in making this project a reality.
Date:
Signatures:
1. DEEPANSHU BISHT Enrollment Number: 02815603120
2. HIMANSHU GUPTA Enrollment Number: 05215603120
3. HITANSH GUPTA Enrollment Number: 05415603120
4. PRANAV GARG Enrollment Number: 3515603120
B.Tech (IT) , 7th Semester
DR. AKHILESH DAS GUPTA INSTITUTE OF PROFESSIONAL STUDIES,
Approved by AICTE and Affiliated with Guru Gobind Singh Indraprastha University
(GGSIPU).
ABSTRACT
Enterprise Resource Planning (ERP) systems play a pivotal role in enhancing organizational
efficiencybyintegratingvariousbusinessprocesses.Thisprojectpresentsthedevelopmentofa
comprehensive ERP system using modern web technologies. The system utilizes Django, a
robust Pythonwebframework,asthebackend,andleveragesHTML,CSS,andJavaScript
forthefrontendinterface.SQLiteisemployedasthedatabasemanagementsystemtostore
and manage enterprise data.
TheERPsystemisdesignedtostreamlineandautomatekeybusinessfunctions,includingbut
not limited to, inventory management, human resources, finance, and customer relationship
management. The use of Django provides a scalable and maintainable backend structure,
ensuring robustness and security in handling sensitive enterprise data.
Thefrontend,developedwithHTMLforstructure,CSSforstyling,andJavaScriptfordynamic
interactions, offers an intuitive and user-friendly interface. This allows users to seamlessly
navigate through the system, interact with data, and perform essential tasks with minimal
training.
ThechoiceofSQLiteasthedatabasemanagementsystemensuresdataintegrityandreliability,
making it suitable for small to medium-sized enterprises. The system's modular architecture
allows for easy customization and integration with existing enterprise systems.
ThesuccessfulimplementationofthisERPsystemholdsthepotentialtosignificantlyimprove
organizational workflows, reduce operational redundancies,andprovidereal-timeinsightsfor
betterdecision-making.Thisprojectservesasademonstrationofthesynergybetweenbackend,
frontend, and database technologies in creating a powerful and efficient enterprise-level
solution.
In conclusion, this project provides a holistic view of ERP systems, combining theoretical
knowledge with practical insights. It serves as a valuable resource for organizations
contemplating ERP implementation, offering a roadmap for successful integration and
optimization of business processes.
TABLE CONTENTS
● CHAPTER ONE
1. INTRODUCTION
1.2 Organizational Background
1.3 Organizational Structure
1.4 Motivation
1.5 Problem Statement
1.6 Objectives of the Project
1.7 Feasibility Study
1 .7.1 Economic Feasibility
1.7.2 Technical Feasibility
1.7.3 Operational Feasibility
1.7.4 Political Feasibility
1.7.5 Schedule Feasibility
1.8 Significance of the Project
1.9 Beneficiaries of the System
1.10Software Requirement Specification
1.11Software Development Model
1.12Methodology
1.13Scope and Limitation of the Project
1.13.1 Scope
1.13.2 Limitations
1.14Tasks of the Team Member in the Project
1.15Time Schedule for the Project
1 .15.1 Gantt Chart
1.15.2 PERT Chart
1.15.3 Critical Path Method
1.16Cost and Effort Measurement
1.16.1 Cost Measurement
1.16.2 Effort Measurement
● CHAPTER TWO
2. LITERATURE REVIEW
2.1 Related Work
2.2 Identification and Classification Faults
● CHAPTER THREE
3. BUSINESS AREA ANALYSIS AND REQUIREMENT ANALYSIS
3.1 Introduction
3.2 Description of the Existing System
3.3 Activities Provided by the Existing System
3.4 Major Functions of the Existing System
3.5 Strength and Weakness of the Existing System
3.6 Player of the Existing System
3.7 Business Rule Identification
3.8 Evidence in the Existing System
3.9 Problems in the Existing System
3.10Practice to be Preserved
3.11The Proposed System
3.12Functional Requirements
3.13Non - Functional Requirements
3.13.1 Correctness
3.13.2 User Friendly / System Interface
3.13.3 Response time
3.13.4 Reliability
3.13.5 Performance
3.13.6 Robustness
3.13.7 Maintainability
3.13.8 Effectiveness
3.13.9 Efficiency
3.13.10Portability
3.13.11Development Costs
3.13.12Operational Costs
3.13.13Security
3.13.14Compatibility
3.13.15Availability
● CHAPTER FOUR
4. ANALYSIS AND DELIVERABLES OF THE NEW SYSTEM
4.1 Case Study of Proposed System
4.2 Use Case Diagram of the System
4.2.1 Description of Actors
4 .2.2 Description of System Use Case
4.2.3 Use Case Diagram
4.3 Class Diagram
4.4 Object Diagram
4.5 Sequence Diagram
● CHAPTER FIVE
5. SYSTEM DESIGN AND ARCHITECTURE
5.1 Introduction
5.2 DFD
5.2.1 Context Data Flow Diagram
5.2.2 N Level of Data Flow Diagram
5.3 Entity Relationship Diagram
5.4 Logical Model
5.5 Physical Model
5.6 Normalization of Data Base
5.7 Activity Diagram
5.8 Collaboration Diagram
5.9 State Diagram
5.10Component Diagram
5.11Deployment Diagram
5.12Persistence Diagram
5.13User Interface Design
● CHAPTER SIX
6. RESULT AND DISCUSSION
6.1 Merit, Demerit and Application
● CHAPTER SEVEN
7. Conclusion
7.1 Future Scope
REFERENCES
CHAPTER ONE
1. Introduction
In the ever-evolving realm of business, organizations continually strive to elevate their
operational efficiency, agility, and competitiveness. A crucial avenue for achieving these
objectives lies in the seamless integration and adept management of essential business
functions. EnterpriseResourcePlanning(ERP)emergesasacomprehensivesoftwaresolution
uniquely poised to addressthisimperativebystreamliningandconsolidatingdiversebusiness
processes into a unified platform.
ERPsystemsplayapivotalroleinfosteringseamlesscommunicationandcollaborationacross
various departments, encompassing critical areas such as finance, human resources, supply
chain, procurement, manufacturing, and more. By establishing a centralized repository of
real-time data and standardized processes, ERP empowers organizations to make informed
decisions, optimize resource allocation, and elevate overall productivity.
Nevertheless,thesuccessfulimplementationofERPrepresentsamultifacetedendeavour,often
accompanied by challenges related to change management, technology integration, cost
considerations,andorganizationalreadiness.Despitethesechallenges,thepotentialbenefitsof
ERP adoption are substantial, spanning from heightened operational efficiencyandenhanced
data accuracy to improved customer service and more robust financial management.
This research endeavours to delve deep into the realm of ERP, exploring its transformative
potential in revolutionizing how organizations manage their resources, streamlineoperations,
and navigate an increasingly competitive business landscape. By comprehending the core
functionalities and benefits of ERP systems, organizations can make judicious decisions
regarding adoption and tailor implementations to suit their unique requirements. Ultimately,
this study aimstoilluminatehowERPcanactasacatalystforpositivetransformationwithin
organizations, fostering sustainable growth and enduring success.
1.2Organizational Background
The organizational background of ERP (Enterprise Resource Planning) involves understanding
why businesses adopt ERP systems. Here is an overview:
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1. Business Complexity:As companies grow, managing multiple processes becomes
complex, driving the need for unified systems.
2. Operational Efficiency: ERP integrates functions likefinance and supply chain for
streamlined operations.
3. Real-time Decision-Making:Access to real-time dataenables quick, informed
decisions.
4. Data Accuracy:ERP ensures standardized, reliabledata across the organization.
5. Collaboration:ERP fosters seamless communicationand teamwork.
6. Competitive Edge:ERP helps organizations respondto market changes swiftly.
7. Cost Optimization:Though an investment, ERP leadsto long-term savings.
8. Implementation Challenges:Hurdles include changemanagement and technology
integration.
9. Transformational Potential: ERP is seen as a toolfor revolutionizing resource
management and adapting to change.
Understanding the organizational background of ERP isessentialforsuccessfuladoptionand
implementation.ItinvolvesaligningtheERPstrategywiththeorganization'sgoals,addressing
challenges proactively, and leveraging the transformative potential of ERP to drive positive
change within the organization.
1.3Organizational Structure
The organizational structure of an Enterprise Resource Planning (ERP) system typically
involvesdifferentcomponentsandrolestoensureeffectiveimplementation,management,and
utilization of the ERP software withinanorganization.Hereisageneraloverviewofthekey
elements in the organizational structure of ERP:
1. Executive Sponsorship:
● Role: High-level executives providing strategic direction and resources.
● Responsibilities: Setting goals and overseeing progress.
2. ERP Steering Committee:
● Role: Cross-functional leaders guiding decision-making.
● Responsibilities: Prioritizing issues and ensuring alignment.
3. Project Manager:
● Role: Oversees day-to-day operations.
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● Responsibilities: Planning, coordination, and staying on schedule.
4. ERP Project Team:
● Role: Cross-functional members involved in design and testing.
● Responsibilities: Contributing expertise and ensuring department needs are met.
5. ERP Consultant(s):
● Role: Experts advising on best practices.
● Responsibilities: Offering guidance and assistance during implementation.
6. IT Department:
● Role: Handles technical aspects.
● Responsibilities: Installing, configuring, and maintaining software.
7. End Users:
● Role: Employees interacting with the system daily.
● Responsibilities: Using the system and providing feedback.
8. Change Management Team:
● Role: Manages organizational change.
● Responsibilities: Developing strategies and facilitating training.
9. Quality Assurance/Testing Team:
● Role: Ensures system meets quality standards.
● Responsibilities: Conducting testing and resolving issues.
10.Post-Implementation Support Team:
● Role: Provides ongoing support.
● Responsibilities: Addresses user issues and implements updates.
The exactstructuremayvarydependingontheorganization'ssize,industry,andspecificERP
solution. Successful ERP implementation often involves collaboration and communication
among these different elements within the organizational structure.
1.4Motivation
In today's dynamic business environment, achieving operational excellence is crucial.
Enterprise ResourcePlanning(ERP)offersatransformativesolution,integratingfunctionsfor
streamlined processes and real-time insights.ERPimplementationismotivatedbythepursuit
3|Page
of efficiency, collaboration, and strategic decision-making. It signifies a commitment to
organizational excellence and leveraging technology for innovation and industry leadership.
ThroughexploringERP,weaimtounlockitspotentialforsustainablegrowthandagilityinour
organization.
1.5Problem Statement
In the dynamic landscape of our organization, the current operational framework faces
challenges that impede efficiency, collaboration, and data integrity. The absence of a unified
system results in disjointed processes, leading to delays, inaccuracies, and an overalllackof
agility in responding to market demands.
Key issues include:
1. Disparate Systems: Various departments operate in silos with independent software
solutions,leadingtoalackofreal-timesynchronizationandhinderingcross-functional
collaboration.
2. DataInconsistency:Inconsistentdataacrossdepartmentshampersdecision-making,as
conflicting information emerges from different sources, leading to errors and
misalignments.
3. Manual Processes: Many critical processes rely heavily on manual interventions,
resulting in inefficiencies, increased response times, and a higher likelihood of errors.
4. Limited Visibility: The current system provides limited visibility into organizational
processes, making it challengingtoobtaincomprehensiveinsightscrucialforstrategic
decision-making.
5. Scalability Concerns: As our organization grows, the existing systems prove
inadequate in scaling operations, resulting in bottlenecks, and hindering the seamless
incorporation of new business units.
The identified problems underscore the urgent need for a comprehensive solution that can
address these challenges. The implementation of an Enterprise Resource Planning (ERP)
system emerges as the strategic remedy to unite disparateprocesses,ensuredataconsistency,
automate manual tasks, enhance visibility, and provide scalability for future growth.
4|Page
This project aims to explore, design, and implement an ERP system tailored to our
organizational needs, ultimately fostering a more agile, interconnected, and efficient
operational environment.
5|Page
1.6Objectives of the Project
TheobjectivesofERP(EnterpriseResourcePlanning)projectscanvarybasedonthespecific
needs and goals of an organization. However, common objectives include:
1. IntegratedBusinessProcesses:Tostreamlineandintegratevariousbusinessprocesses
across different departments and functions within the organization.
2. Real-Time Data Access: To provide timely and accurate information to users for
informed decision-making.
3. Improved Data Accuracy: To eliminate data discrepancies and errors through
standardized and centralized data management.
4. Enhanced Collaboration: To facilitate communication and collaboration among
different departments and teams.
5. Increased Productivity: To streamline and automate routine tasks, reducing manual
efforts.
6. Cost Reduction:To identify and eliminate inefficiencies,reducing operational costs.
7. Scalability: To create a system that can adapt and scale with the growth of the
organization.
8. Regulatory Compliance: To ensure that theorganizationadherestorelevantindustry
regulations and compliance standards.
9. EnhancedCustomerService:Toimprovecustomerservicebyprovidingquickaccess
to customer information and order processing.
10.Change Management: To manage and ease the transition for employees adapting to
new processes and systems.
11.Data Security: To implement robust security measures to protect sensitive
organizational data.
Defining clear and measurable objectives is critical for the successofanERPproject.These
objectives serve as benchmarks to evaluate the effectiveness of the implementation and its
impact on the organization.
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1.7 Feasibility Study
A feasibility study for an ERP (Enterprise Resource Planning) project is a crucial step in
assessing the viability and potential success of implementing an ERP system within an
organization. The study typically covers variousaspectstoensurethattheprojectalignswith
theorganization'sgoals,resources,andcapabilities.Herearethekeyelementstoconsiderinan
ERP feasibility study:
1.7.1.Economic Feasibility:
● Objective:Evaluate the financial aspects of implementingan ERP system.
● Considerations: Estimate the costs associated with licensing,implementation,
training, and ongoing maintenance. Compare these costs against the potential
benefits and return on investment (ROI).
1.7.2.Technical Feasibility:
● Objective:Evaluatethetechnicalrequirements,compatibility,andinfrastructure
needed for the ERP system.
● Considerations: Assess the organization's IT infrastructure, software
compatibility, and hardware requirements to ensure the ERP system can be
effectively implemented.
1.7.3.Operational Feasibility:
● Objective: Assess the practicality of implementingtheERPsystemwithinthe
existing operational environment.
● Considerations:AnalysehowwelltheERPsystemalignswithcurrentbusiness
processes, workflows, and organizational structure.
1.7.4.Political Feasibility:
● Objective: Assess the level of support and acceptance for the ERP project
within the organization's political landscape.
● Considerations:EvaluatethealignmentoftheERPprojectwithorganizational
priorities, the support of key stakeholders,andthepotentialimpactofpolitical
factors on project success.
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1.7.5.Schedule Feasibility:
● Objective:AssessthefeasibilityofcompletingtheERPimplementationwithin
a reasonable timeframe.
● Considerations: Develop a realistic project schedule, considering the
organization's deadlines, milestones, and any external factors affecting the
timeline.
The feasibility study should provide acomprehensiveunderstandingofthepotentialbenefits,
challenges, and risks associated with implementing an ERP system.Itservesasafoundation
for informed decision-making and helps stakeholders determine whether proceedingwiththe
ERP project is a viable and strategic choice for the organization.
1.8Significance of the Project
ThesignificanceofanERP(EnterpriseResourcePlanning)projectliesinitspotentialtobring
about transformative changes and improvements across various aspects of an organization.
Here are key points highlighting the significance of an ERP project:
1. Streamlined Operations:
● Significance: ERP systems integrate and streamline business processes,
reducing manual interventions, redundancies, and delays.
● Impact: Enhanced operational efficiency leads to smoother workflows, faster
response times, and overall productivity gains.
2. Improved Decision-Making:
● Significance: ERP provides real-time access to accurate data across
departments.
● Impact: Informed decision-making is facilitated, enabling executives to make
strategic and data-driven choices that align with organizational objectives.
3. Enhanced Data Accuracy:
● Significance:ERP centralizes data, minimizing errorsand inconsistencies.
8|Page
● Impact: Reliable data improves the accuracy of reporting, forecasting, and
analytics, fostering better business insights.
4. Cross-Functional Collaboration:
● Significance:ERP fosters collaboration by breakingdown departmental silos.
● Impact:Improvedcommunicationandcooperationbetweendepartmentsleadto
a more cohesive organizational structure.
5. Resource Optimization:
● Significance: ERP helps in optimizing the use of resources, both human and
material.
● Impact:Efficientresourceallocationresultsincostsavings,reducedwaste,and
improved overall resource utilization.
6. Customer Satisfaction:
● Significance: ERP's integrated CRM modules enhance customer relationship
management.
● Impact: Improved customer service, quick response times, and accurateorder
processing contribute to higher customer satisfaction.
7. Compliance with Regulations:
● Significance:ERP helps organizations stay compliantwith industry regulations.
● Impact: Avoidance of legal issues,penalties,andreputationaldamagethrough
adherence to relevant laws.
8. Strategic Planning and Forecasting:
● Significance:ERP provides a solid foundation forstrategic planning.
● Impact: Organizations can forecast more accurately, plan strategically, and
proactively respond to market changes.
9. Data Security:
● Significance: ERP systems implement robust security measures to protect
sensitive data.
9|Page
● Impact: Mitigation of security risks, ensuring the confidentialityandintegrity
of critical organizational information.
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1.9Beneficiaries of the System
The beneficiaries of an ERP (Enterprise Resource Planning) system are diverse and include
various stakeholders within an organization. Here are key groups of beneficiaries:
1. Management and Executives:
● Benefits:
● Improved decision-making through real-time access to accurate data.
● Enhanced strategic planning and forecasting capabilities.
2. Operations and Department Heads:
● Benefits:
● Streamlined and automated business processes.
● Cross-functional collaboration and communication.
3. IT Department:
● Benefits:
● Improved technical infrastructure and data management.
● Enhanced security measures and data integrity.
4. Employees:
● Benefits:
● Simplified and standardized processes, reducing manual tasks.
● Increased job satisfaction through improved work efficiency.
5. Customers:
● Benefits:
● Improved customer service through streamlined processes.
● Accurate order processing and fulfilment.
6. Investors and Shareholders:
● Benefits:
● Increased confidence in the organization's ability to manage resources.
● Potential for increased shareholder value through operational efficiency.
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1.10 Software Requirement Specifications
Writing a Software Requirements Specification (SRS) is a critical step in the software
development process. The SRS document serves as a blueprint for the development team,
outlining what the software is supposed to achieve and how it should function.
Business Rules:
1. Data Integrity:
● BusinessRule:Alldataentered,theERPsystemmustadheretopredefineddata
integrity standards to ensure accuracy and consistency.
● Enforcement: The ERP system will include validation checks to enforce data
integrity rules during data entry.
2. User Authentication:
● BusinessRule:UseraccesstodifferentmoduleswithintheERPsystemisbased
on predefined roles, and authentication is required for system entry.
● Enforcement: The ERP system will implement secure login credentials and
role-based access control to protect sensitive information.
3. Real-Time Updates:
● Business Rule: All information updates, such as student enrollment, course
changes, and financial transactions, must be reflected in real-time.
● Enforcement: The ERP system will utilize a centralized database to ensure
real-time updates across all modules.
4. Consistent Communication:
● Business Rule: The ERP system should facilitate consistent and timely
communication among students, faculty, and administrators.
● Enforcement: A communication module within the ERP system will provide
channels for announcements, notifications, and messages.
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Functionalities:
1. Database and UI Creation: Design secure database structure and intuitive user
interface.
2. Student Information System: Manage student profiles, enrollment, and self-service
updates.
3. Staff Management System:Maintain staff details andenable self-update.
4. Course and Curriculum Management: Administer course details and facilitate
faculty submissions.
5. Attendance Management: Track attendance, generate reports, and facilitate faculty
marking.
6. Examination and Grading System: Manage exams, automate grading, and publish
results.
7. Communication and Notification System: Implement messagingforannouncements
and facilitate communication.
8. Integration with External Systems: Establish seamless integration with external
systems.
Problem Statement:
Title: Transforming College Operations through an Enhanced ERP System
Problem: The current college ERP system is outdated, causing inefficiencies, and hindering
theseamlessmanagementofacademicandadministrativeprocesses.Manualdataentry,lackof
real-time updates, and disjointed communication channels contribute to a suboptimal user
experience for students, faculty, and administrators.
Challenges:
● Inconsistent and manual management of student and staff information.
● Cumbersome processes for course and curriculum management.
● Inefficient attendance tracking and examination grading.
● Fee-related transactions are not user-friendly.
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● Limited communication channels and notifications.
● Lack of integration with external systems hinders overall efficiency.
Objectives: The goal is to implement an upgraded ERP system that addresses these
challenges,introducingacentralizedanduser-friendlyplatform.Thisenhancedsystemaimsto
improve data accuracy, streamline administrative processes, and enhance communication
across the college community. The new ERP system will be designed to meet the evolving
needs of the college and ensure a seamless experience for all stakeholders.
1.11 Software Development Model
Choosing an appropriate software development model for an ERP (Enterprise Resource
Planning) system is crucial for the success of the project. The choice often depends on
factors such as projectsize,complexity,requirementsclarity,andthedevelopmentteam's
familiaritywiththemodel.HereweareusingEvolutionaryPrototypeModelassoftware
development model for our ERP project:
Evolutionary Prototype Model:The Evolutionary Prototype Model is a
combinationof Iterative and I ncrementalmodelofsoftwaredevelopmentlifecycle.Itisan
iterativesoftwaredevelopmentmodelthatinvolvesthecreationofaworkingprototypeof
thesysteminsmall,incrementalcycles.Thisprototypeiscontinuallyrefinedandimproved
based on feedback from stakeholders, leading to the development of a fully functional
system.
Phases of Evolutionary Prototype Model:
1. Requirements Gathering:
● Initial requirements collected through stakeholder discussions.
● Focus on capturing essential system features.
2. Quick Design:
● Basic system design provides a visual representation.
● Includes key components and interactions.
3. Prototype Development:
● Working prototype developed based on quick design.
14|Page
● Showcases core functionalities.
15|Page
4. User Evaluation:
● Prototype presented to stakeholders for feedback.
● Users interact to provide usability and functionality feedback.
5. Refinement Iterations:
● Development team iteratively enhances prototype based on feedback.
● Each iteration refines and adds features.
6. Incremental Development:
● New features incrementally added to evolving prototype.
● Development cycles build upon previous iterations.
7. System Integration:
● Integrated components combined into cohesive system.
● System-wide testing ensures seamless functionality.
8. Deployment:
● Thoroughly tested system deployed for use.
● Users trained and remaining issues addressed.
9. Continuous Improvement:
● System continuously improved based on feedback and requirements.
● Updates and enhancements meet evolving needs.
Benefits of Using Evolutionary Prototype Model for ERP:
1. Adaptability to Changing Requirements
2. Early User Involvement
3. Risk Mitigation
4. Quick Delivery of Core Functionality
5. Reduced Implementation Risk
6. User Training Alignment
7. Continuous Improvement Post-Deployment
Implementing the EvolutionaryPrototypeModelinERPdevelopmentallowsorganizationsto
buildasystemthatisnotonlyalignedwithcurrentrequirementsbutisalsoadaptabletofuture
changes, fostering a more resilient and user-friendly ERP environment.
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Figure-1.1: Evolutionary Prototype Model
17|Page
1.12 Methodology
Developing an ERP (Enterprise Resource Planning) system using an agile and interactive
methodologyinvolvesiterativedevelopment,closecollaborationwithstakeholders,andafocus
on delivering incremental value.
Agile and Interactive Methodology:
ThecombinationofAgileandaninteractiveapproachoftenimpliesadevelopmentprocessthat
incorporates the principles of both methodologies. In such a scenario:
● Iterative Development: The project progresses through iterative cycles, allowing for
continuous improvement and adaptation.
● RegularStakeholderInteraction:Stakeholders,includingusers,areactivelyinvolved
in the development process, providing feedback, and steering the direction of the
project.
● Flexibility: The development team is responsive to changing requirements, and the
project adapts to evolving needs.
● Continuous Delivery: The product is delivered incrementally, and each delivery
incorporates feedback to enhance subsequent iterations.
Whilenotaspecificnamedmethodology,thecombinationofAgileandaninteractiveapproach
reflectsadynamicandcollaborativedevelopmentprocessthataimstocreateaproductclosely
aligned with user expectations.
1.13 Scope and Limitation of the Project
Scope of ERP System:
1. Comprehensive Business Integration:
● The ERPsystemaimstointegratevariousbusinessfunctionsseamlessly,covering
areas such as finance, human resources, supply chain management, procurement,
manufacturing, and customer relationship management.
2. Real-time Data Access:
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● The system facilitates real-time data access, allowing users to make informed
decisions based on up-to-date information, enhancing organizational agility and
responsiveness.
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3. Standardized Processes:
● ERP promotes standardized processes across different departments, streamlining
operations and ensuring consistency in workflows, thereby reducing redundancy,
and improving overall efficiency.
4. Enhanced Reporting and Analytics:
● The system provides robust reporting and analytics capabilities, offering insights
into key performance indicators (KPIs) and supporting data-driven
decision-making.
5. Integration with External Systems:
● The ERP system includes the capability to integrate with external systems,
fostering interoperability and data exchange with other tools or platforms used
within the organization's ecosystem.
6. Mobile Accessibility:
● The ERP system ensures mobile accessibility, allowing users to access critical
information and perform tasks on-the-go, enhancing user productivity and
responsiveness.
Limitations of ERP System:
1. High Implementation Costs:
● One of the major limitations of ERP systems is the high initial implementation
cost. This includes software licensing, hardware infrastructure, and costs
associated with training and consulting.
2. Complexity and Time-Consuming Implementation:
● ERP implementation can be complex and time-consuming. It requires careful
planning, customization, and extensive training for users, which may disrupt
regular business operations.
3. Resistance to Change:
● Employees may resist the significant changes introduced by ERP systems.
Resistance to change can affect the smooth adoption of the system, requiring
effective change management strategies.
4. Customization Challenges:
● WhileERPsystemsofferarangeofmodules,organizationswithuniqueprocesses
may face challenges in customizing the system to align with their specific
requirements.
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5. Data Security Concerns:
● The consolidation of data in a centralized system raises concerns about data
security. Organizations need to implement robustsecuritymeasurestosafeguard
sensitive information.
6. Scalability Issues:
● ERP systems may encounter scalability issues as the organization grows. The
systemmustbeabletoadapttoincreaseddatavolumeandtransactioncomplexity
to remain effective.
7. Data Migration Challenges:
● The process of migrating existing data to the new ERP system can pose
challenges. Inaccurate or incomplete data migration canimpactthereliabilityof
the system and hinder its functionality.
1.14 Tasks of the Team Members in the Project
In an ERP project with ateamof4members,where2areresponsibleforthebackend(using
Django) and2forthefrontend(usingHTML,CSS,andJavaScript),tasksareallocatedbased
on their expertise. Here is a detailed breakdown of tasks for each team member:
Backend Team:
1. Backend Developer 1: Hitansh Gupta
● Database Design: Design the database schema for the ERP system, considering
modules like finance, human resources, supply chain, etc.
● Data Model Implementation: Implement the database structure using the chosen
database management system (e.g., MySQL, PostgreSQL).
● Backend Logic:Develop backend logicforcorefunctionalitiessuchasdataretrieval,
storage, and manipulation.
2. Backend Developer 2: Deepanshu Bisht
● Server-Side Development: Implement server-side functionality using Django, the
chosen backend framework.
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● API Development: Develop APIs to facilitate communication between the frontend
and backend components.
● IntegrationwithExternalSystems:Implementanyrequiredintegrationswithexternal
systems or services.
Frontend Team:
3. Frontend Developer 1: Himanshu Gupta
● UI/UX Design: Design the user interface to ensure a visually appealing and
user-friendly experience.
● Frontend Architecture:Define the overall frontend architecture, incorporatingReact
components for modularity.
● Module Implementation: Implement frontend modules for specific functionalities
(e.g., finance, human resources) following the design guidelines.
4. Frontend Developer 2: Pranav Garg
● User Interaction: Implement interactive features and user input validations using
HTML, CSS, and JavaScript.
● Integration with Backend:Integrate the frontendwiththebackendusingthedefined
APIs.
Collaborative Tasks:
5. Team Collaboration:
● RegularMeetings:Conductregularteammeetingstodiscussprogress,challenges,and
upcoming tasks.
● Code Reviews: Conduct code reviews to ensure code quality, adherence to coding
standards, and knowledge sharing.
● Documentation: Collaboratively document the system architecture, APIs, and any
significant design decisions.
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1.15 Time Schedule for the Project
Here are the processes that are involved in our ERP System:
Process A:User Interface
Process B:Database Management
Process C:Student Information System (Dependent onProcess B)
Process D:Staff Management System (Dependent on ProcessB)
Process E:Course and Curriculum Management (Dependenton Process C)
Process F:Attendance Management (Dependent on ProcessB & C)
Process G:Examination & Grading System (Dependenton Process B, E & F)
Process H:Communication & Notification System (Dependenton Process D)
Process I:Security & Access Control (Dependent onProcess C)
Below is a time schedule for the College ERP project, considering a 40-day duration from
October1,2023,toNovember10,2023.Thisscheduleoutlinesthestartandenddatesforeach
task:
Figure-1.2: Time Schedule of the Project
This schedule represents the planned start and end dates for each task based on the
specified duration.
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1.15.1 Gantt Chart
Creating a Gantt Chart for the SoftwareDevelopmentLifeCycle(SDLC)withthegiven
processesinvolvesoutliningthetasks,dependencies,andtimelineforeachprocess.Below
is a simplified Gantt Chart for the provided processes.
Figure-1.3: Gantt Chart
In this Gantt Chart:
● Each task is represented by a horizontal bar.
● The length of the bar corresponds to the task duration.
● Dependencies are shown by the sequence of tasks.
The Gantt Chart provides a visual representation of the project schedule, helping in
tracking progress and managing dependencies effectively.
1.15.2 PERT Chart
AProgramEvaluationandReviewTechnique(PERT)chartisavisualrepresentationofa
project's tasks and their dependencies. PERT chartsareusedtorepresentandanalysethe
tasksanddependenciesinaproject.BelowisasimplifiedPERTchartfortheCollegeERP
project based on the provided tasks, durations, and dependencies.
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Figure-1.4: PERT Chart
In this PERT chart:
● Tasks are represented as nodes.
● Arrows represent dependencies between tasks.
● The chart starts with the "Start" node and ends with the "End" node.
The chart helps visualize the sequence of tasks and their dependencies. Critical paths,
whicharethelongestpathsthroughthenetwork,canbeidentifiedbyanalysingthechart.
Critical paths indicate the minimum time required to complete the project.
1.15.3 Critical Method Path
The Critical Path Method (CPM) is a project managementtechniqueusedtoidentifythe
sequence of tasks that determine the overall duration of a project. The critical path
represents the longest path through a network diagram and identifies the minimum time
needed to complete the project. In thecontextoftheCollegeERPproject,letusidentify
the critical path based on the tasks, durations, and dependencies provided:
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Figure-1.5: Critical Path Method
In this diagram:
Critical Path:Start -> A -> D -> F -> G -> H -> End
Inthisscenario,thecriticalpathisthesequenceoftasksthatcollectivelytakethelongest
timetocomplete.Anydelayinataskalongthecriticalpathwilldirectlyimpacttheoverall
projecttimeline.Othernon-criticaltasksmayhavesomeflexibilityintheirstartandfinish
dates without affecting the project's total duration.
1.16 Cost and Effort Measurement
COCOMO (Constructive Cost Model) is a widely used software cost estimation model
developed by Barry Boehm. COCOMO has three levels ofestimation:Basic,Intermediate,
and Detailed. Here, we are using the Intermediate level. The Intermediate COCOMO
modelis further divided into three categories:Organic,Semi Detached, and Embedded.
In our case, we areinterestedintheSemi-Detachedcategory.TheSemidetachedcategoryis
applicabletoprojectsthatfallbetweenthecharacteristicsoforganicandembeddedprojects.It
assumes a moderate level of complexity.
Effort Measurement:
The Intermediate COCOMO model formula for effort and duration is as follows:
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Effort=A
×
(Size)B
×E
AF
Duration=C
×(Effort)D
Where:
● ize is the estimated size of the software in delivered source instructions (KLOC -
S
Thousand Lines of Code).
● EAFis the Effort Adjustment Factor based on variousproject attributes.
● ,B,C,andD,areconstantsthatdependontheprojecttype(organic,semi-detached,or
A
embedded).
The specific values ofA,B,C, andDfor the Semi-Detachedcategoryare as follows:
● A=3.0
● B=1.12
● C=
2.5
● D=0.35
Project Calculation:
In our project, theSizeis 10K LOC and forEAF:
1. Required Software Reliability (RELY):High (Rating:3)
2. Database Size (DATA):Moderate (e.g., 100 KB) (Rating:2)
3. Product Complexity (CPLX):Very High (Rating: 4)
4. Developed for Reusability (RUSE):Nominal (Rating:1)
5. Documentation Match to Life-Cycle Needs (DOCU):High(Rating: 3)
6. Execution Time Constraint (TIME):Moderate (Rating:2)
7. Main Storage Constraint (STOR):Low (Rating: 1)
8. Platform Volatility (PVOL):Nominal (Rating: 1)
9. Analyst Capability (ACAP):High (Rating: 3)
10.Programmer Capability (PCAP):Very High (Rating: 4)
Now, let us calculate the EAF using these values:
⇨ EAF = (100(3+2+4+1+3+2+1+1+3+4))b
Let us assumeb=0.91 (an arbitrary exponent value).
EAF = (0.22)0.91
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EAF ≈ 0.806
Therefore,
⇨ Effort=A× (Size)B×EAF
⇨ Effort= 3.0 × (10) 1.12 × 0.806
⇨ Effort= 27.0816 Person - Months
⇨ Duration=C× (Effort)D
⇨ Duration= 2.5 × (27.0816) 0.35
⇨ Duration= 24 Months
Cost Measurement:
CalculatingthecostinthecontextofsoftwaredevelopmentusingtheCOCOMO(Constructive
CostModel)involvesestimatingtheeffortrequiredandthenapplyingcostfactorstodetermine
theoverallprojectcost.TheCOCOMOmodelprovidesasystematicwaytoestimatesoftware
developmenteffortand,subsequently,cost.TheformulaforcalculatingcostintheCOCOMO
model is as follows:
Cost = Effort × Staffing × Salary
Here:
● Effortis the total person-months required for theproject.
● Staffingis the number of personnel required for theproject.
● Salaryis the average monthly salary per person.
Project Calculation:
In our project, theEffortis , Staffing is 4 andSalaryis Rs. 20,000
Therefore,
⇨ Cost = Effort × Staffing × Salary
⇨ Cost = 27.0816 × 4 × 10000
⇨ Cost = ₹ 10,83,264
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CHAPTER TWO
2. LITERATURE REVIEW
2.1Literature Review
EnterpriseResourcePlanning(ERP)systemsplayavitalroleinmodernorganizational
management, integrating diverse business processes. This section explores existing
literature, case studies, and research on ERP systems, focusing on their evolution,
implementation challenges, benefits, and future trends. Understanding theseaspectsis
essential for contributing to the ongoing discourse in this dynamic field.
What Is a Higher Education ERP System?
ERP systems have been tailored for higher education institutions, aiding inmanaging
business workflows and streamlining information across functions and departments.
Theyimpactacademicresourceplanning,studentlifecycleautomation,andlecturertask
management. These systems facilitate digitization in line with global digital
transformation trends.
Why ERP In the Education Sector?
ImplementingtheERPsysteminhighereducationimprovesproductivityandefficiency
and has many other benefits for institutions. These include:
● EnhancedControl–withacentraliseddatabaseandallinformationnecessaryatyour
fingertips, this software solution will enable institutions to control all administrative
processes from one integrated platform.
● Betterconnectivity–thissystemaimstoimproveconnectivityamongallinstitutional
stakeholders, including students, lecturers, parents, and staff. All stakeholders can
effectively find the information required and receive answers to questions quickly.
● Smart technology– the new generation of students is technology-focused, which
meansthatERPsystemsmustbeagileenoughtomovewiththetimesandadapttothe
latest technology needs of students, such as the provision for self-service portals and
remote access to libraries etc. This kind of software makes provision for this.
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● Streamlined Reporting– this kind of solution provides streamlined, aligned, and
integrated reporting capabilities that will allow you to access essential business and
student analytics related to fees, headcounts, employee records and more in almost
real-time. Enhancing accuracy and reliability.
Why is ERP essential to Educational Institutes?
From an Institution’s Perspective
AnERPsystemstreamlinestheinstitution’soperationsacrossdepartmentsandtasks.It
enablestheautomationofdifferenttaskstosavestafftimeandresources.Forexample,
automated marketing and communication responses can provide faster responses. Fee
collections can be automated, as can the admissions process, making both processes
more efficient. Each of these elements dramatically improves the overall student
experience, which is critical to growing the business. With an integrated and
consolidatedERPplatform,youcanalsogetafastercomparisonofdepartmentmetrics
to make informed decisions based on accurate data relating to head counts,residence
accommodation, lecture room sizes, equipment requirements and more.
From a Student Perspective
An ERP solution brings many different benefits for students. This includes fast and
efficientaccesstotimetables,courseworketc.,thatcanallbeaccessedfromself-service
platforms. This allows students to have a personalized learning experience, ask more
questions,engagewiththeirlecturersmore,andfindalltheinformationtheyneedatthe
click of a button.
From a Facility Member Perspective
From a faculty member’s perspective, using an ERP means saving time on repetitive
tasks thanks to automation. Faculty can alsoquicklyandeffectivelyusethesystemto
enhancecollaborationwithstudentsandotherdepartmentsanduploadcoursematerials,
submissionsandgradingsfromoneuser-friendlycentralisedsystem.Thisenhancesthe
overall teaching and learning experience.
Some popular ERP system used in Educational Institutions in India:
1. SAP ERP for Education:
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● Overview: SAP, a globally renowned enterprise software provider, offers a
specialized ERP solution for the education sector. This system is designed to
meetthediverseneedsofeducationalinstitutions,providingintegratedmodules
for finance, human resources, and student management.
● Key Features:
● IntegrationofAdministrativeandAcademicProcesses:SAPERPfor
Education facilitates seamless integration between administrative and
academic functions, allowing for efficient information flow.
● Advanced Analytics and Reporting: The system includes robust
analytics and reporting tools, empowering institutions to derive
meaningful insights from data for informed decision-making.
● Student Lifecycle Management: With dedicated features for student
lifecycle management, the ERP system supports various stages from
admission to graduation.
2. Oracle PeopleSoft Campus Solutions:
● Overview: Oracle PeopleSoft Campus Solutions is a comprehensive ERP
system tailored specifically for higher education institutions. It encompassesa
wide array of functionalities crucial for colleges and universities.
● Key Features:
● Student Administration and Enrollment Management: PeopleSoft
facilitates effective student administration, including enrollment
processes and academic record management.
● Academic Advising and Progress Tracking: The system supports
academic advising services and enables tracking of student progress,
ensuring timely interventions.
● Financial Aid Management: Institutions can manage financial aid
programs efficiently, ensuring proper distribution and tracking of
financial support.
3. Fedena:
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● Overview: Fedena is an open-source school management software that has
gainedpopularityinIndia,servingeducationalinstitutionsrangingfromschools
to colleges.
● Key Features:
● StudentInformationSystem:Fedenaincludesacomprehensivestudent
information system withfeatureslikeattendancetrackingandacademic
records management.
● Examination Management and Grading: The system supports
end-to-endexaminationmanagement,includingscheduling,grading,and
result processing.
● Communication and Collaboration Tools: Fedena provides tools for
effective communicationandcollaborationamongstudents,faculty,and
administrators.
4. eLite SIS (Student Information System):
● Overview: eLite SIS is a Student Information System designed to meet the
specific needs of educational institutions in India, offeringfeaturesforstudent
management and academic administration.
● Key Features:
● Admission and Enrollment Management: eLite SIS streamlines
admission and enrollment processes, ensuring a smooth experience for
both institutions and students.
● Examination Scheduling and Result Processing: The system
facilitates efficient examination scheduling and result processing,
contributing to a transparent and organized assessment process.
● Financial Management for Fee Collection: eLite SIS includes
financialmanagementcapabilities,particularlyaroundfeecollectionand
related transactions.
5. Campus Management:
● Overview: Campus Management provides ERP solutions tailored specifically
forhighereducationinstitutions.WhileithasastrongerpresenceintheUnited
States, some colleges in India have adopted its systems.
● Key Features:
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● Student Lifecycle Management: Campus Management's ERP system
supportstheentirestudentlifecycle,fromadmissionstoalumnirelations,
ensuring a holistic approach to student management.
● Academic Program Management: The system aids in the effective
management of academic programs, course offerings, and curriculum
development.
● Analytics and Reporting: Robust analytics and reporting features
enable institutions to gain insights into various aspects of their
operations for continuous improvement.
These ERP systems play a crucial role in enhancing the efficiency, organization, and
overall management of educational institutions in India.Institutionsmaychoosethese
systems based on their specific requirements, and the featuresofferedbyeachsystem
contribute to the seamless functioning of academic and administrative processes.
2.2Related Work
Enterprise Resource Planning (ERP) systems have emerged as integral tools in
contemporary organizational management, providing a comprehensive solution for
integrating diverse business processes.
Some Best College ERP Software in India
1. Birlamedisoft Medical College Campus Management Software
One of thetop-ratedmedicalcollegemanagementsoftwarethathelpsmanagemedical
colleges and the hospitals attached to them. B
irlamedisoft Medical College Campus
ManagementSoftwareERPforcollegemanagementprovidesacampuswideintegrated
system that automates and assimilates the diverse resources, operations, and
management of an educational institution.
It comes embedded with several rich modules, such as:
● Admission management
● Student fee instalments
● Attendance tracking
● Leave management
● Examination management
Birlamedisoft Medical College Campus Management Software Specifications
● Free Trial:Available
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● Free Version:Available
● Operating System:Windows
Pros and Cons of Birlamedisoft
● You can also manage the schedule of your college staff with this software.
● It also helps manage the score of your students.
● It takes a lot of time to transport students’ data.
2. Swastin Cloud ERP – School & College
By using S
wastin Cloud ERP, you can manage several different functions of an
educational institution. Functions such as the various admission procedures,
transportation system, conduct annual examinations, students’ progress report cards,
create student ID cards. Also, educational institutions can maintain a record of daily
attendance of students.
Modules of Swastin
● Student academic records
● Fees Collection & instalment payment reminders
● Route wise transport management
● Birthday SMS to students and parents
● Fees dues tracking
● Defaulters list creation
Specifications of Swastin Cloud ERP
● Free Trial:Not available
● Free Version:Not Available
● Operating System:Windows, Android, and iOS
Pros and Cons of Swastin
● It can be used for managing all the finances of your college
● You can also keep track of student attendance with this ERP.
● Limited options available to customize the software.
3. Rushda College Management Software
Boastingahighlyintegratedmodulestructure, R
ushdaCollegeManagementSoftwareis
a unique college ERP software. This ERP college management system offers a user
defined password scheme enabling each college institution to customize its security
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features.Furthermore,youcangeneratereportsatyourconveniencewithitseasytouse
and intuitive interface.
Features of Rushda College Management Software
● Registration management
● Admission process
● Fee & other dues
● Payroll processing
● Library management
● Accounting & bookkeeping
● Store Keeping
● Transport management
● Hostel administration
● Scholarship detail
Specifications of Rushda College Management Software
● Free Trial:Not available
● Free Version:Not Available
● Operating System:Cloud based and it supports allmajor operating systems
Pros and Cons of Rushda
● The software is very easy to use and navigate.
● The payroll processing of this college ERP is very quick.
● Its data loading speed is very low.
2.3. Identification and Classification Faults
Identification and Classification of Faults in Previous and Existing ERP Systems:
1. User Interface Issues:
● I dentification: User complaints about non-intuitive interfaces and navigation
challenges.
● Classification: Usability and Interface Design Faults.
2. Data Migration Problems:
● I dentification: Reports of data inconsistencies and system crashes during
migration.
● Classification: Data Integrity and Performance Faults.
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3. Integration Failures:
● I dentification:Unsuccessfulintegrationwiththird-partyapplicationsanddelays
in information exchange.
● Classification: Integration and Communication Faults.
4. Customization Challenges:
● I dentification: Requests for functionalities beyond system capabilities and
difficulty in modifying workflows.
● Classification: Customization and Flexibility Faults.
5. Security Vulnerabilities:
● Identification: Reports of data breaches and failed security audits.
● Classification: Security and Access Control Faults.
6. Performance Bottlenecks:
● I dentification: Complaints about slow response times and frequent system
downtimes.
● Classification: Performance and Scalability Faults.
7. Incomplete Documentation:
● I dentification: Lack of comprehensive documentation and difficulty in finding
relevant information.
● Classification: Documentation and Communication Faults.
8. Resistance to Change:
● I dentification: Increased support requests and decline in productivity after
system updates.
● Classification: Change Management and User Adoption Faults.
9. Vendor Dependence:
● I dentification: Challenges in implementing updates andconcernsaboutlimited
support options.
● Classification: Vendor Lock-In and Flexibility Faults.
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I dentifying and classifying faults in ERP systems is anongoingprocessthatinvolvesa
combination ofuserfeedback,systemmonitoring,andproactiveanalysis.Thegoalisto
addressthesefaultssystematically,ensuringthecontinuedeffectivenessandefficiencyof
the ERP system within an organization.
CHAPTER THREE
3. BUSINESS AREA ANALYSES AND REQUIREMENT
ANALYSIS
3.1. Introduction
"Business Area Analyses and Requirement Analysis" is a critical phase in the
development of information systems and software projects. This phase involves
understanding the business context, identifying stakeholder needs, and defining the
requirements that the system must fulfil. Here is a breakdown ofthekeyactivitiesand
considerations in this phase:
1. Business Area Analyses:
● Understand the business environment.
● Identify goals, objectives, and stakeholders.
2. Requirement Analysis:
● Elicit requirements through interviews, surveys, and workshops.
● Document functional and non-functional requirements.
● Analyse, prioritize, and validate requirements.
● Establish traceability and manage changes.
● Use prototypes for validation.
3. Documentation:
● Document findings, requirements, and analyses using standardized templates.
4. Review and Approval:
● Review requirements with stakeholders.
● Obtain formal approval.
5. Communication:
● Maintain clear communication channels.
● Establish a communication plan.
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Thisphaseensuresasolidfoundationforsystemdevelopmentbyclearlydefiningproject
goals and requirements.
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3.2. Description of the Existing System-Focus Softnet
FocusSoftnetisanestablishedERPsolutiondesignedtostreamlineandintegratevarious
business processes within an organization. It caters to diverse industry verticals,
providing a comprehensive suite of modules to support key functions.
Core Modules:
1. Finance:
● Manages financial transactions, accounting, and reporting.
● Includes features for budgeting, financial analysis, and compliance.
2. Human Resources:
● Covers employee management, payroll, attendance, and performance evaluation.
● Facilitates HR processes from recruitment to retirement.
3. Supply Chain Management:
● Handles procurement, inventory management, and order fulfilment.
● Optimizes the supply chain for efficiency and cost-effectiveness.
4. Sales and Customer Relationship Management (CRM):
● Manages the sales pipeline, customer interactions, and order processing.
● Enhances customer engagement and satisfaction.
5. Manufacturing:
● Supports production planning, scheduling, and quality control.
● Integrates with other modules for seamless coordination.
6. Business Intelligence and Analytics:
● Provides tools for data analysis, reporting, and decision-making.
● Enables users to gain insights into business performance.
Key Features:
● User-Friendly Interface:
● Offers an intuitive and easy-to-navigate user interface.
● Enhances user adoption and productivity.
● Customization and Scalability:
● Allows customization to adapt to specific business requirements.
● Scales to accommodate the growth and evolving needs of the organization.
● Integration Capabilities:
● Integrates with third-party applications and external systems.
● Ensures data consistency and real-time information flow.
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● Security and Compliance:
● Implements robust security measures to protect sensitive data.
● Complies with industry regulations and standards.
Technology Stack:
● Utilizes modern technologies such as cloud computing, mobile applications, and
web-based interfaces.
● Supports integration with other enterprise technologies.
Client Base:
● Focus Softnet caters to a diverse client base across industries such as manufacturing,
retail, healthcare, and services.
Ongoing Updates and Support:
● Focus Softnet regularly releases updates to enhancefunctionalityandaddresssecurity
concerns.
● Provides comprehensive customer support and training programs.
3.3. Activities Provided by the Existing System
The types of activities that ERP providers like Focus Softnet typically offer:
1. Implementation Services:
● Assistance in the installation and setup of the ERP system.
● Configuration to align with the specific needs of the organization.
2. Training and Support:
● Training programs for end-users to ensure effective utilization of theERP
system.
● Ongoing customer support for issue resolution and system maintenance.
3. Customization:
● Tailoring the ERP system to meet the unique requirements of the business.
● Development of custom modules or features if needed.
4. Upgrades and Updates:
● Providing regular updates and upgrades to improve system functionality.
● Ensuring that the ERP system is up-to-date with the latest features and
security patches.
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5. Consultation:
● Consultation services to help businesses identify the most suitable ERP
modules.
● Providing insights into best practices for ERP implementation.
6. Integration Services:
● Integration of the ERP system with other enterprise applications or
third-party systems.
● Ensuring smooth data flow and consistency across the organization.
7. Data Migration:
● Assisting in the migration of data from legacy systems to the new ERP
system.
● Ensuring data integrity and accuracy during the transition.
8. Business Intelligence and Analytics:
● Offering tools and features for data analysis and reporting.
● Helping businesses derive meaningful insights from their data.
9. Security Measures:
● Implementing security features to safeguard sensitive business data.
● Providing guidelines for ensuring compliance with data protection
regulations.
10.Cloud Services:
● Offering cloud-based solutions for organizations seeking flexibility and
scalability.
● Facilitating remote access and collaboration.
3.4. Major Functions of the Existing System
The Major Functions that ERP providers like Focus Softnet typically offer:
1. Financial Management:
● General Ledger
● Accounts Payable and Receivable
● Financial Reporting
2. Human Resources Management:
● Employee Information Management
● Payroll Processing
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3. Supply Chain Management:
● Inventory Management
● Procurement
4. Sales and Customer Relationship Management (CRM):
● Sales Order Management
● Customer Database Management
5. Manufacturing Management:
● Production Planning
● Work Order Management
6. Business Intelligence and Analytics:
● Data Analysis and Reporting
● Dashboards and KPI Monitoring
7. Integration Capabilities:
● Integration with Third-Party Applications
● APIs for Data Exchange
8. Security and Compliance:
● User Access Controls
● Compliance with Industry Regulations
9. Customization and Flexibility:
● Tailoring the ERP system to meet specific business requirements.
3.5. Strength and Weakness of the Existing System
The strengths and weaknesses of an ERP software like Focus Softnet are:
Strengths:
1. Comprehensive ERP Functionality:
● Focus Softnet typically offers a wide range ofERPmodulescoveringfinance,
human resources, supply chain, and more.
2. Customization Capabilities:
● The ability to tailor the ERP system to meet the specific needs of different
industries and businesses.
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3. Integration Capabilities:
● Integration with third-party applications and systems, facilitating a seamless
flow of data.
4. User-Friendly Interface:
● Providing an intuitive and easy-to-use interface for end-users.
5. Business Intelligence and Analytics:
● Robust tools for data analysis and reporting, enabling informed
decision-making.
6. Ongoing Support and Updates:
● Regular updates and ongoing customer support to address issues and provide
improvements.
7. Security Measures:
● Implementing robust security features to protect sensitive business data.
Weaknesses:
1. Cost Considerations:
● ERPsolutions,includingFocusSoftnet,mayinvolvesignificantinitialcostsand
ongoing expenses.
2. Learning Curve:
● ThecomplexityofERPsystemscanleadtoalearningcurveforusers,especially
during the implementation phase.
3. Dependency on Internet Connectivity:
● Cloud-based ERP solutions may be dependent on stable internet connectivity,
which can be a limitation in certain environments.
4. Customization Complexity:
● Extensive customization may require specialized skills and can complicate
future updates.
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5. Competitive Landscape:
● TheERPmarketiscompetitive,andweaknessesmayberelativetotheofferings
of other ERP providers.
6. Implementation Challenges:
● ERPimplementationscanfacechallengesrelatedtodatamigration,training,and
organizational change management.
3.6. Player of the Existing System
Here are the key players typically associated with the Focus Softnet ERP system:
1. Management:
● Top-level executives and decision-makers who oversee the implementation of
the ERP system.
● Responsible for setting organizational goals and aligning them with the ERP
strategy.
2. End Users:
● EmployeesatvariouslevelswhodirectlyinteractwiththeERPsystemfortheir
daily tasks.
● Includestafffromdifferentdepartmentssuchasfinance,humanresources,sales,
and operations.
3. IT Department:
● ITprofessionalsresponsiblefortheinstallation,configuration,andmaintenance
of the Focus Softnet ERP system.
● Involved in system updates, troubleshooting, and ensuring overall system
performance.
4. Implementation Team:
● Consultants and experts from Focus Softnet or third-party implementation
partners.
● Tasked with customizing the ERP system to meet the specific needs of the
organization and ensuring a smooth deployment.
5. Regulatory Bodies:
● Entities overseeing industry regulations and compliance standards.
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● Relevant for organizations using the Focus Softnet ERP system in industries
with specific regulatory requirements.
3.7. Business Rule Identification
Business rule identification is a crucial step in the process of understanding and
formalizing the rules that govern an organization's processes, data,anddecision-making.
Businessrulesarespecificstatementsthatdefineorconstrainsomeaspectofthebusiness.
Theyplayakeyroleinguidingandregulatingbusinessoperations.Hereisaguideonhow
to identify business rules:
1. Understand Business Processes:
● Analyse and document existing business processes.
● Identify decision points within these processes where rules influence outcomes.
2. Engage Stakeholders:
● Collaborate with subject matter experts, business analysts, and end-users.
● Collect insights on how decisions are made and what criteria are considered.
3. Review Documentation:
● Examine existing documentation, such as policies, procedures, and manuals.
● Look for explicit rules or implicit rules embedded in the language.
4. Data Analysis:
● Explore the data used in business processes.
● Identify rules governing data validation, transformation, and usage.
5. Regulatory Compliance:
● Consider industry regulations and legal requirements.
● Identify rules mandated by external authorities that the organization must adhere to.
6. Identify Constraints:
● Recognize constraints that apply to specific processes or data.
● Constraints may include limitations on values, ranges, or conditions.
7. Use Cases and Scenarios:
● analyse various use cases and scenarios.
● Identify rules that apply under different circumstances.
8. Business Rule Management Systems (BRMS):
46|Page
● Leverage BRMS tools if available.
● These systems help document, manage, and automate business rules.
9. Collaborative Workshops:
● Conduct workshops with stakeholders to elicit rules.
● Facilitate discussions to uncover implicit knowledge.
10. Prototype Validation:
● Develop prototypes or proof of concepts.
● Validate rules through iterative testing and feedback.
11. Continuous Review:
● Recognize that business rules may evolve.
● Conduct regular reviews and updates as needed.
3.8. Evidence in the Existing System
Theterm"evidence"inthecontextofanERPsystemlikeFocusSoftnettypicallyrefersto
information, documentation, or records that validate and support various aspects of the
system. Here are different types of evidence that might be associated with the Focus
Softnet ERP system:
1. Implementation Documentation:
● Project Plan: Detailed documentation outlining theplanforimplementingthe
Focus Softnet ERP system, including milestones, timelines, and resource
allocation.
● Customization Records: Documentation of any customizations or
modifications made tothestandardFocusSoftnetERPsystemtomeetspecific
organizational requirements.
2. Training Materials:
● User Manuals:Comprehensiveguidesormanualsthatprovideinstructionsfor
end-users on how to use different features of the Focus Softnet ERP system.
● Training Videos: Recorded training sessions or instructional videos
demonstrating key functionalities and processes within the ERP system.
3. System Configuration Records:
● Documentation outlining the configuration settings and parameters chosen
during the setup of the Focus Softnet ERP system.
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● Configuration records for modules such as finance, human resources, and
inventory.
4. Support and Maintenance Records:
● Troubleshooting Logs: Records of issues, errors, and their resolutions during
the operation of the Focus Softnet ERP system.
● PatchandUpdateLogs:Documentationofpatches,updates,andnewreleases
applied to the ERP system for maintenance and improvement.
5. User Feedback and Surveys:
● Recordsofuserfeedback,comments,andsuggestionscollectedthroughsurveys
or feedback forms.
● Reports summarizing user satisfaction levels and areasforimprovementinthe
Focus Softnet ERP system.
6. Performance Reports:
● System Performance Metrics: Metrics and reports on the performance of the
Focus Softnet ERP system, including response times, system availability, and
resource utilization.
7. Compliance and Audit Documents:
● Compliance Reports: Documentation demonstrating how the Focus Softnet
ERP system aligns with industry standards and regulatory requirements.
● Audit Trail Records: Records of system activities and changes for audit
purposes, ensuring data integrity and accountability.
3.9. Problems in the Existing System
Common problems reported with Focus Softnet ERP systems:
1. Customization Challenges:
● Adapting the ERP system to specific organizational needs can be complex.
● Customizations may lead to compatibility issues during system upgrades.
2. User Resistance:
● Employees may resist adopting the new ERP system, leading to underutilization.
● Inadequate training or communication can contribute to user resistance.
3. Integration Issues:
● Challenges in integrating the ERP system with existing legacy systems.
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● Data inconsistencies may arise when integrating with other enterprise
applications.
4. Data Quality and Accuracy:
● Inaccurate or incomplete data entry can compromise the integrity of reports.
● Maintaining data quality requires ongoing vigilance and cleaning processes.
5. Cost Overruns:
● Implementation costs may exceed initial estimates.
● Unforeseen expenses related to customization, training, or support can
contribute to budget overruns.
6. Performance Bottlenecks:
● Slow system response times, particularly during peak usage periods.
● Inefficient database queries or inadequate server resources can contribute to
performance issues.
3.10. Practice to be Preserved
Thephrase"practicetobepreserved"suggeststheideaofmaintainingorsafeguardinga
particularpracticeortradition.PreservingbestpracticesinanERP(EnterpriseResource
Planning) system is crucial for ensuring its effective and efficient operation. Here are
somekeypracticestoconsiderforpreservingandenhancingtheperformanceofanERP
system:
1. Regular Backups:
● Implement regular and automated backups of the ERP system and its data.
● Store backups securely for quick recovery in case of data loss or system failures.
2. Version Control:
● Maintain a version control system for customizations and configurations.
● Document changes made to the system for troubleshooting and updates.
3. User Training and Documentation:
● Provide comprehensive training to users on the proper use of the ERP system.
● Develop and maintain user documentation as a reference for common tasks.
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4. Security Protocols:
● Implement robust security measures to protect sensitive data.
● Regularly update security protocols and conduct audits to address
vulnerabilities.
5. Customization Best Practices:
● Adhere to best practices when customizing or extending the ERP system.
● Document customizations thoroughly for future maintainability.
6. Regular System Audits:
● Conduct periodic audits of system configurations, settings, and user
permissions.
● Identify and rectify discrepancies or unauthorized changes.
7. Performance Monitoring:
● Implement tools for monitoring system performance and resource usage.
● Address performance issues promptly to ensure optimal system responsiveness.
8. Change Management Processes:
● Establish formal change management processes for system updates and
modifications.
● Test changes in a controlled environment before applying them to the live
system.
9. Scalability Planning:
● Regularly assess the scalability of the ERP system based on organizational
growth.
● Plan and implement necessary upgrades or enhancements to accommodate
increased demands.
10.Disaster Recovery Planning:
● Develop and maintain a comprehensive disaster recovery plan.
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● Regularlytesttheplantoensureaswiftandeffectiveresponseintheeventofa
disaster.
11.Regular Software Updates:
● Keep the ERP system software up to date with the latest patches and updates.
● Schedule regular maintenance windows to apply updates without disrupting
operations.
12.Data Governance:
● Implement data governance practices to ensure data quality, integrity, and
consistency.
● Define and enforce data standards and policies.
13.User Feedback and Continuous Improvement:
● Encourage users to provide feedback on the system's usability and functionality.
● Use feedback to drive continuous improvement initiatives.
3.11. The Proposed System
Proposed System: Integrated College ERP Solution
In response to the diverse needs of educational institutions, we propose an integrated
CollegeERPsolutionthatcombinestheessentialfeaturesofvariousCollegeERPsystems
intoaunifiedplatform.Thiscomprehensivesystemisdesignedtostreamlineandenhance
academic, administrative, and financial processes, providing acohesiveanduser-friendly
experience.
Key Features:
1. Student Information Management:
● Efficient enrollment and registration processes.
● Comprehensive student profiles with academic history.
2. Staff Information Management:
● Efficient enrollment and registration processes.
● Comprehensive Staff profiles with academic history.
3. Course Management:
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● Creation and management of academic courses.
● Assignment of faculty and timetable generation.
4. Attendance Tracking:
● Automated attendance tracking with biometric integration.
● Real-time attendance records for accurate monitoring.
5. Grading and Transcripts:
● Recording and calculation of student grades.
● Generation of detailed academic transcripts.
6. Security and Access Control:
● Role-based access control for user security.
● Encryption and secure authentication.
7. User-friendly Interface:
● Intuitive UI/UX design for easy navigation.
● Responsive design for accessibility across devices.
3.12. Functional Requirements
Functional requirements for an ERP system encompassvariousmodulesandfeatures
that support the management of academic, administrative, and financial processes
within an educational institution. Here is a comprehensive list of functional
requirements for our ERP system:
1. Student Information Management:
● Student enrollment and registration.
● Profile management, including personal details, contact information, and
academic history.
● Generation of unique student identifiers.
2. Course Management:
● Creation and management of academic courses.
● Assignment of faculty to courses.
● Course scheduling and timetable generation.
3. Attendance Tracking:
● Automated attendance tracking for students in various courses.
● Integration with biometric systems or RFID for accurate attendance records.
4. Grading and Transcripts:
● Recording and calculation of student grades.
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● Transcript generation with detailed academic history.
5. Examination Management:
● Exam scheduling and timetable generation.
● Online and offline exam management.
● Result publication and analysis.
6. Faculty Information System:
● Faculty profile management.
● Course assignment and workload management.
● Leave management for faculty.
7. Communication and Notifications:
● Internal messaging system for faculty, students, and staff.
● Automated notifications for events, deadlines, and announcements.
8. Security and Access Control:
● Role-based access control for different user roles.
● Encryption of sensitive data and secure authentication.
3.13.Non - Functional Requirements
These non-functional requirements address various aspectsofthesystem'sbehaviour,
usability, performance, and operational considerations.
3.13.1. Correctness
● Thesystemmustproduceaccurateresultsinaccordancewithdefinedbusiness
rules and logic.
● Data validation checks should be implemented to ensure correctness.
3.13.2. User Friendly / System Interface
● The user interface should be intuitive and easy to navigate.
● Provide contextual help and documentation for users.
3.13.3. Response time
● The system should respond to user inputs within a defined time frame.
● Response times for critical functions should be optimized for efficiency.
3.13.4. Reliability
● The system should operate reliably without frequent disruptions.
● Implement fault-tolerant mechanisms to handle unexpected failures.
53|Page
3.13.5. Performance
● The system should perform efficiently under various load conditions.
● Performance metrics should meet or exceed defined benchmarks.
3.13.6. Robustness
● The system should handle unexpected inputs and errors gracefully.
● Implement error handling and recovery mechanisms.
3.13.7. Maintainability
● The system should be designed for ease of maintenance and updates.
● Provide clear and comprehensive documentation for developers.
3.13.8. Effectiveness
● The system should effectively support users in achieving their goals.
● Regularly assess and enhance features based on user feedback.
3.13.9. Efficiency
● Use system resources efficiently to minimize response times.
● Optimize code and algorithms for resource utilization.
3.13.10. Portability
● The system should be compatible with different operating systems and devices.
● Ensure compatibility with major web browsers and mobile platforms.
3.13.11. Development Costs
● Manage development costs within the allocated budget.
● Prioritize features based on cost-benefit analysis.
3.13.12. Operational Costs
● Optimize operational costs related to hosting, maintenance, and support.
● Consider scalability and resource consumption in cost projections.
3.13.13. Security
● Implement robust security measures to protect against unauthorized access.
● Encrypt sensitive data and ensure compliance with data protection regulations.
3.13.14. Compatibility
● Ensure compatibility with existing hardware, software, and infrastructure.
● Provide migration paths for data and configurations from legacy systems.
3.13.15. Availability
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● Aim for high system availability to minimize downtime.
● Implement backup and recovery strategies for quick system restoration.
CHAPTER FOUR
4. ANALYSIS AND DELIVERABLES OF THE NEW SYSTEM
4.1Case Study of Proposed System
Case Study: Implementation of an ERP System in XYZ College
Challenges Faced:
1. Siloed Information: Variousdepartmentsmanageddataindependently,leading
to duplication and inconsistency.
2.ManualProcesses:Tediousmanualworkflowsforadmissions,studentrecords,
finance, and HR resulted in inefficiencies and errors.
3. Lack of Integration: Disparate systems hindered collaboration and
decision-making across departments.
Solutions Implemented:
1. Requirements Gathering: Engaged stakeholders - faculty, administration,
finance, IT, and students - to understand pain points and requirements for an
integrated system.
2. ERP Selection: Choose an ERP solution tailored for educational institutions,
considering scalability, customization, and integration capabilities.
3. Architecture and Implementation:
Modules Implemented:
● Student Information System (SIS): Admissions, registration, grades,
schedules, etc.
● Human Resource Management (HRM): Employee information, payroll,
attendance, etc.
● Finance and Accounting:Budgeting, expenses, invoicing,etc.
● CRM/PRM: Student, alumni, and stakeholder interactionmanagement.
● Business Intelligence:Analytics and reporting.
● Customization: Tailored modules tosuitcollege-specificworkflowswhile
ensuring compatibility with existing systems.
55|Page
● Database and Infrastructure: Opted for a cloud-based solution for
scalability and accessibility.
● Integration and Testing: Ensured seamless integration between modules
and conducted rigorous testing for functionality and data accuracy.
4. Implementation Process:
PhasedRollout:StartedwithSISandHRM,graduallyintegratingothermodulesover
phases to minimize disruption.
UserTraining:Comprehensivetrainingprogramsforfaculty,administration,andstaff
to ensure effective utilization.
5. Results and Benefits:
● StreamlinedOperations:Reducedmanualwork,improveddataaccuracy,and
eliminated duplication.
● Enhanced Collaboration: Facilitated cross-departmental collaboration and
data sharing.
● Improved Decision-making: Access to real-time data and analytics
empowered informed decision-making.
● Increased Efficiency: Automated workflows accelerated processes, saving
time and resources.
6. Post - Implementation:
● SupportandMaintenance:Establishedadedicatedsupportteamforongoing
technical assistance and system updates.
● Continuous Improvement: Gathered feedback and made incremental
enhancements to address evolving needs.
7. Lessons Learned:
● Change Management: Importance of managing organizational change and
ensuring buy-in from all stakeholders.
● Data Governance: Maintaining data accuracy, integrity, and security as an
ongoing priority.
● Scalability: Ensuring the system is adaptable to future growth and evolving
requirements.
Conclusion:
The implementation of the ERP system transformed XYZ College's operations,
fostering efficiency, collaboration, and data-driven decision-making. Continuous
56|Page
improvementandadaptationremainkeyforleveragingthesystem'sfullpotentialand
meeting evolving educational needs.
4.2Use Case Diagram of the System
4.2.1Descriptions of Actors:
1. A dmin:
● Description: Oversees the ERP system, manages user access, and
handles critical administrative functions such as admissions, student,
and faculty management, and generating reports.
2. Faculty:
● Description: Academic staff responsible for teaching and research.
Utilizes the ERP system for recording grades, managing course
materials, communicating withstudents,andaccessingstudentrecords
to streamline teaching and administrative tasks.
3. Student:
● Description: Enrolled individualswhousetheERPsystemtomanage
their academic journey, including updating personal information,
registering for courses, checkinggradesandattendance,andaccessing
course materials and notifications for a seamless learning experience.
4.2.2Descriptions of System Use Case:
1. ManageStudent&FacultyInformation:Admin,Faculty,andStaffcan
view and update student details, academic records, and contact
information.
2. Manage Admissions: Admin handles the admission process, including
application reviews, acceptance, and enrollment.
3. Courses and Curriculum: Students and Admin manage course
selections, enrollment, and class schedules.
4. Feedback and Notifications: Faculty and admin managesthefeedbacks
approaches from students and faculty and handle notifications.
5. Placement and Examinations: Various information regarding students,
placement and examination notices are managed by admin and faculties.
6. AccessReportsandStudentsData:Studentscanaccesstheirreportsand
data related to their courses, performance, and personal information.
7. Record Grades and Assessments: Faculty records grades, assessments,
and academic performance, accessible to students and administrators.
8. Manage Attendance & Leaves: Faculty & Staff maintains Students
attendance records, handles leaves approval & rejection.
57|Page
9. HandleProcurementandInventory:Staffmanagesprocurement,tracks
inventory, and handles supply chain activities.
10.Generate Reports and Analytics: Various stakeholders access analytics
and reports generated from different modules for decision-making.
4.2.3Use Case Diagram:
58|Page
Figure-4.1: Use Case Diagram Representation for College Management
System ERP Model
59|Page
4 .3 Class Diagram:
4.4 Object Diagram:
4.5 Sequence Diagram:
60|Page
CHAPTER FIVE
5. SYSTEM DESIGN AND ARCHITECTURE
5.1. Introduction
Designing an Enterprise Resource Planning (ERP) system involves creating a
comprehensive framework that integrates various business processes and functions
intoacentralizedsystem.AnERPsystemforaninstituteinvolvesintegratingvarious
functionalities and processes to streamline operations. Here is an overview:
Components:
1. Supply Chain Management:
● InventoryManagement:TracksStudentsandFaculty,andmanagesinventory
effectively.
● Procurement: Handles salaries processes efficiently.
2. Human Resource Management:
● Employee & Student Database: Stores employee and student information
securely.
● Performance Management: Tracks student performance accurately.
3. Public/Customer Relationship Management (PRM/CRM):
● Manages interactions with stakeholders - students, parents, alumni, etc.,
effectively. Includes handling inquiries, providing support, and facilitating
seamless communication.
Architecture:
● Database Layer: Utilizes a central database(s) to store and manage all data
securely, with flexibility to choose between relational (SQL) or NoSQL
databases based on requirements.
● ServerInfrastructure:Couldbeon-premisesorcloud-based,leveragingcloud
advantages such as scalability and accessibility.
● Front-end Interface: Offers web-based or mobile interfaces for user
interaction, with responsive design for accessibility on various devices.
● Middleware/IntegrationLayer:Connectsvariousmodules,managesdataflow,
and ensures smooth communication between different parts of the system
seamlessly.
61|Page
● Security Layer: Implements encryption, authentication mechanisms, access
controls, and conducts regular security audits to protect sensitive data
effectively.
5.2. DFD
5.2.1.Context Data Flow Diagram
Figure-5.1: Zero Level DFD
5.2.2.N Level of Data Flow Diagram
62|Page
Figure-5.2: 2 Level DFD
5.3. Entity Relationship Diagram
63|Page
Figure-5.3: ER Diagram for College Management System
5 .4. L ogical Model
5.5. Physical Model
64|Page
5.6. Normalization of Data Base
Normalization in database design aims to organize data efficiently by reducing
redundancy and dependency while maintaining data integrity. It involves
structuring a relational database to minimize duplication, prevent anomalies, and
enhance data consistency. This process follows various normal forms (1NF,2NF,
3NF, BCNF, 4NF, 5NF), each specifying rules for organizing data effectively.
First Normal Form (1NF):
● Eliminates repeating groups within a table by ensuring that each column
contains atomic (indivisible) values.
● All columns should contain only single values, and each row should be
uniquely identifiable.
Second Normal Form (2NF):
● Builds on 1NF and eliminates partial dependencies by ensuring that all
non-key attributes are fully dependent on the primary key.
● Atableisin2NFifitisin1NFandallnon-keyattributesaredependenton
the entire primary key, not just a part of it.
Third Normal Form (3NF):
● Builds on 2NF and eliminates transitive dependencies by ensuring that
non-key attributes are not dependent on other non-key attributes.
● A
table is in 3NF if it is in 2NF and there are no transitivedependencies
between non-key attributes.
Figure- 5.6: Normalization of Database
65|Page
5.7. Activity Diagram
Figure- 5.7: Activity Diagram
5.8. Collaboration Diagram
66|Page
5.9. State Diagram
Figure- 5.9: State Diagram
67|Page
5 .10.Component Diagram
5.11.Deployment Diagram
5.12.Persistence Diagram
68|Page
5.13.User Interface Design
69|Page
70|Page
Figure- 5.13: User Interface Snapshots
71|Page
REFERENCES
● https://www.sap.com/india/products/erp/what-is-erp.html#:~:text=ERP%20stands
%20for%20enterprise%20resource,services%2C%20procurement%2C%20and%2
0others.
● https://www.oracle.com/in/erp/what-is-erp/
● https://www.investopedia.com/terms/e/erp.asp
● https://camudigitalcampus.com/cloud-campus-management-software-ppc-india-202
3/?utm_source=google&utm_medium=cpc&utm_campaign=search&keyword=colle
ge%20erp&location=9061679&adgroup=153797812531&gad_source=1&gclid=Cj0
KCQiA7OqrBhD9ARIsAK3UXh3OplhCG9CVAmTFjyzJSTuh4lhEMB8aoRFvfsN
ALiveYTX1o02cbH0aAjLFEALw_wcB
● https://www.sonetmicrosystems.com/products/college-erp-software.php#:~:text=Coll
ege%20management%20systems%20are%20cloud,assignments%2C%20library%
20books%20and%20more.
● https://chat.openai.com/
● https://www.ibm.com/topics/software-testing
● https://www.softwaretestinghelp.com/sample-test-cases-for-testing-graphs-and-chart
s/
● https://www.geeksforgeeks.org/software-engineering-structure-charts/
● https://www.ibm.com/docs/en/zos-basic-skills?topic=zos-what-is-database-managem
ent-system
● https://support.microsoft.com/en-us/office/database-design-basics-eb2159cf-1e30-40
1a-8084-bd4f9c9ca1f5
● https://www.djangoproject.com/
● https://www.w3schools.com/html/
● https://www.w3schools.com/css/
● https://jquery.com/
● https://developer.mozilla.org/en-US/docs/Web/JavaScript
● https://github.com/
72|Page
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