Template for Software Project Proposal Documentation:

1. Project Overview
1.1 Project Title: Diploma Lookup System
1.2 Project Sponsor: Nguyen Van Bao
1.3 Project Manager:
Mentor: MSc Huy Nguyen Dang Quang
Team Members: Tien Le Van
Nha Huynh Kim
Tuan Nguyen Huu
Bao Nguyen Van

1.4 Project Duration: Jan 13, 2023 – May 30, 2024

2. Executive Summary
2.1 Project Overview:
The project aims to create a product that allows for the retrieval of student records and
verification of degrees by manually inputting information. The objective is to assist
educational institutions in facilitating student record searches and degree verification,
while also enabling external companies to authenticate student information, thereby
preventing diploma fraud.
2.2 Problem Statement:
The current process of retrieving student records and verifying degrees is often time-
consuming, labor-intensive, and prone to errors and fraudulent activities. The project
addresses the need for a convenient and accurate solution for accessing student
information and verifying degrees.
2.3 Proposed Solution:
The proposed solution involves manually inputting student information into the system
and capturing images of the degrees. The system utilizes digital recognition technology
and text extraction from images to identify student details and corresponding degrees.
Users can access the information using both manual input and image capture methods,
providing flexibility and convenience for both students and external companies.
2.4 Value Proposition:
The proposed project offers a simple, accurate, and efficient solution for student record
retrieval and degree verification. For students, it saves time and effort in accessing
personal information and retrieving lost degrees. For external companies, the project
provides a fast and reliable method of verifying student information, ensuring that
candidates or new employees possess legitimate and trustworthy degrees.

3. Project Background
The background and context of the project revolve around the challenges and
opportunities in student record retrieval and degree verification. Currently, the process of
accessing student information and verifying degrees is often manual, time-consuming,
and prone to errors. This creates inefficiencies and risks, such as delays in verifying
credentials and the potential for fraudulent activities.
3.1 Motivation:
The motivation behind initiating this project is to streamline and enhance the process of
student record retrieval and degree verification. By developing a software solution that
allows for manual input and image capture, the aim is to provide a more efficient,
accurate, and convenient method for accessing and verifying student information. This
will benefit both educational institutions and external companies by saving time,
reducing administrative burdens, and ensuring the credibility and authenticity of student
records.
3.2 Industry Trends and Market Demands:
In recent years, there has been an increasing emphasis on the importance of accurate and
reliable degree verification in various industries. Employers and educational institutions
are becoming more vigilant in verifying the credentials of applicants and potential
students. This trend is driven by the need for trustworthy and qualified individuals, as
well as the rising concern over diploma mills and fraudulent degrees.
Furthermore, advancements in technology, such as digital recognition and image
processing, have opened up new possibilities for automating and improving the process
of student record retrieval and degree verification. The market demand for efficient and
secure solutions in this space is growing, as organizations seek streamlined processes and
reliable methods for authenticating qualifications.

4. Project Objectives
 Integrate Document Scanning Functionality: Develop a feature that allows the
website to scan information from documents via a camera or scanning device to extract
data.
Process Data from Images: Analyze and process data from images to recognize
and extract relevant information about individuals in the documents, such as names, dates
of birth, and other personal information.
Retrieve Related Information: Automatically search for related information about
recognized individuals from databases or online sources to complement the information
extracted from the documents.
Build User Interface: Create a user-friendly and intuitive interface for users to scan
and view information from documents conveniently and effectively.
Ensure Data Security and Management: Ensure the security and privacy of user
data scanned from documents and related information accessed and stored securely.
Optimize Performance: Optimize the scanning and data processing processes to
ensure the performance of the website, reduce response times, and enhance user
experience.
Testing and Evaluation: Conduct testing and evaluation steps to ensure the
stability, accuracy, and performance of the system before deployment in a real-world
environment.
5. Scope and Requirements
5.1 Scope:
Functional Scope:
 Image Scanning:
o Support scanning images from various sources such as phone cameras,
computers, and stored images.
o Accurately recognize and extract key information from certificate images.
 Information Search:
o Integrate with the official database of the Ministry of Education and Training
or universities.
o Verify certificate information based on the data extracted from the images.
o Display search results including student information, school, major, date of
issue, etc.
 System Management:
o Provide user account management, access rights, and activity log functions.
o Update data and maintain the system regularly.
Technical Scope:
 Image Recognition Technology:
o Use advanced algorithms such as OCR (Optical Character Recognition) and
CNN (Convolutional Neural Network) to extract information from images.
o Support Vietnamese and English language recognition.
  Development Platform:
o The system can be developed on a web or mobile application platform.
o Ensure stable operation on multiple platforms and devices.
 Database:
o Use a database that can store and process image and text data efficiently.
o Ensure the security and confidentiality of data information.

Deployment Scope:
 The system is deployed for universities, educational institutions, businesses, and
organizations that need to verify certificates.
 Provide online search service with a simple and easy-to-use interface
5.2 Requirements:
Functional Requirements:
1.Document Scanning Functionality:
Users should be able to use the camera or scanning device to capture images of
documents.
The software should be able to process images to extract text and relevant
information.
2.Data Extraction and Recognition:
The software must recognize and extract specific information from documents,
such as names, dates, and other relevant details.
It should accurately identify and categorize different types of information within
the document.
3.Information Retrieval:
The system should retrieve additional information related to recognized
individuals from external databases or online sources.
Users should be able to access this related information within the application.
4.User Interface:
Develop an intuitive user interface that guides users through the scanning process
and displays extracted information in a clear and organized manner.
Provide options for users to review and edit extracted information if necessary.
Non-Functional Requirements:
1.Security and Privacy:
Ensure that user data and scanned documents are stored securely and comply with
privacy regulations.
Implement encryption techniques to protect sensitive information during
transmission and storage.
 2.Performance:
The system should process documents and extract information swiftly to provide
real-time results.
Response times for scanning and information retrieval should be minimal to
enhance user experience.
3.Scalability:
Design the software to accommodate a growing number of users and documents
without compromising performance.
Ensure that the system can handle peak loads during high usage periods.
4.Accuracy and Reliability:
The software should accurately recognize and extract information from documents
with a high degree of precision.
Minimize errors and false positives in data extraction and recognition processes.
Technical Requirements:
1.Image Processing Algorithms:
Implement image processing algorithms to extract text and information from
scanned documents accurately.
Use Optical Character Recognition (OCR) technology for efficient text extraction.
2.Database Integration:
Integrate the system with external databases and online sources to retrieve
additional information about recognized individuals.
Ensure compatibility and seamless data exchange between the software and
external systems.
3.Compatibility and Platform Support:
Develop the software solution to be compatible with various devices and operating
systems, including desktop computers, tablets, and smartphones.
Ensure cross-platform compatibility to reach a wider user base.
4.Testing and Quality Assurance:
Conduct rigorous testing procedures to validate the accuracy, reliability, and
performance of the software solution.
Implement continuous monitoring and quality assurance practices to identify and
address any issues or vulnerabilities promptly.
6. Methodology and Approach
Project Management Approach:
 Agile methodology with emphasis on flexibility and iterative development.
Development Methodology:
 Scrum framework for organizing sprints, with regular planning, stand-up
meetings, reviews, and retrospectives.
Technical Stack:
 Frontend: React.js or Angular.js, HTML5, CSS3, JavaScript.
 Backend: Django, Flask, PostgreSQL, MongoDB.
 Image Processing and OCR: Tesseract.js, OpenCV.
Risk Management:
 Proactive identification, assessment, and mitigation of risks.
Issue Management:
 Utilization of issue tracking systems for logging and resolving project-related
issues promptly.
Change Management:
  Establishment of a change control process to evaluate and approve proposed
changes.
Communication and Collaboration:
 Regular meetings and updates with stakeholders, facilitated by collaboration tools
like Slack or Microsoft Teams.
 Clear documentation and reporting to ensure transparency and alignment among
team members.
7. Project Timeline
1. Project Initiation Phase (Week 1-2)
 Define project scope and objectives.
 Identify stakeholders and establish communication channels.
 Set up project management tools and resources.
2. Research and Planning Phase (Week 3-4)
 Conduct market research and analysis.
 Gather requirements from stakeholders.
 Develop project plan, including budget, schedule, and resource allocation.
3. Design Phase (Week 5-6)
 Create wireframes or prototypes.
 Develop user stories and acceptance criteria.
 Finalize design elements and obtain stakeholder approval.
4. Development Phase (Week 7-14)
 Implement features according to the approved design.
 Conduct testing and quality assurance.
 Iteratively review and refine the product.
5. Deployment Phase (Week 15-16)
 Prepare for deployment, including server setup and configurations.
 Conduct user training and documentation.
 Deploy the product to production environment.
6. Post-Deployment Phase (Week 17-20)
 Monitor and evaluate the performance of the deployed product.
 Address any issues or bugs identified during the initial rollout.
 Collect feedback from users and stakeholders for future improvements.
 7. Project Closure Phase (Week 21)
 Document lessons learned and best practices.
 Conduct a project review meeting with stakeholders.
 Formalize project closure and hand off any remaining tasks or
documentation.
8. Resource Allocation
Full Name Phone Email Position
Tien, Le Van 0948319160 lvtien2503@gmail.com Scrum Master
Bao, Nguyen Van 0948319160 lvtien2503@gmail.com Product Owner
Nha, Huynh Kim 0702342484 nhahuynhkim321@gmail.com Developer
Tuan, Nguyen Huu 0377048335 nhtuan010302@gmail.com Developer

9. Budget and Cost Estimate

9.1. COST/BUDGET FOR PROJECT

NO Criteria Prices Amountours Tota(USD)

(USD) (Hours)

1 Working hour $2/hour 1680 $3360

Total cost $3360

Table 1: Total Cost Estimation

Description Amount Unit

Number of members 4 Person

Number of working hours per day 4 Hour

The cost of working per hour per person 2 USD

The duration of the project 3 Month

The number of working day
Table 2: Description Cost
Explain:
● Amount of working hours = 4 members * 4 hours/day * 105 days.
● Cost of working hour: 4 person * 105 days * 4 hours/day * $2/hours = $3360
● Total cost: Cost of working hour = $3360
10. Risk Management
Potential Risks and
Mitigation Solutions
Data Risks - Incomplete or inaccurate
student diploma data.
- Difficulties in integrating
data from various sources.
- Data security issues and
unauthorized access.
Technical Risks - Difficulties in developing
a web system capable of
handling large traffic
volumes.
- Software bugs and
unstable system operation.
- System performance does
not meet usage
requirements.
Project Risks - Changes in customer
requirements.
- Project delays due to
resource shortages or
technical issues.
- Budget overruns due to
unforeseen costs.
Resource Risks - Lack of human resources
with expertise in web
development, data security,
and project management.
- Key personnel
105 Day
Risk Mitigation Solutions
- Closely coordinate with
the customer to collect
complete and accurate data.
- Utilize ETL tools and
techniques for efficient
data integration.
- Implement stringent data
security measures.
- Utilize modern and
scalable web technologies.
- Apply quality software
development processes.
- Conduct thorough testing
and system inspection
before deployment.
- Develop a detailed project
plan with contingency
plans.
- Closely monitor progress
and budget.
- Communicate regularly
with the customer to update
progress and resolve issues.
- Train human resources
and recruit additional staff
if necessary.
- Utilize outsourcing
services for specific work
 resignations affecting items.
project progress.

11. Stakeholder Engagement

Stakeholders Roles and Responsibilities
Client Duy Tan University - Provide student diploma
data.
- Approve change requests
and project acceptance.
- Support in resolving data
and regulatory issues.
Development Team Software engineers, - Develop and maintain the
designers, testers. web system.
- Ensure system stability
and security.
- Provide system user
guide.
Users Students, employers. - Use the web system to
look up student diploma
information.
- Provide feedback on
usage effectiveness and
suggest improvements.

12. Approval
Include a section for the client or relevant stakeholders to sign and indicate their
approval of the proposed software project. This section acknowledges their understanding
and agreement of the project scope, objectives, and costs.