STUDENT ATTENDANCE MANAGEMENT SYSTEM Submitted by

SHUBHANGI S DESAI ANIL H PATEL

Submission Date: 14th June 2010

Sector 23 Near Gh-6 Bus stand, Gandhinagar

No. Sr. No.

1. 1.1 1.2 2. 3.1 3.2 3.3 3.4 3. 4.1 4.2 4.3 5. 6. 7. 8. 9. 10. 12. Operational Feasibility Technical Feasibility Economic Feasibility Existing System Profile Project Detail

Particulars
Project Profile

Page No.

System Study

Limitations of the Existing System

Proposed System Advantages of Proposed System Feasibility Study

Environment Specifications Fact finding Techniques Requirement Specifications Development Strategies E-R Diagram Data Flow Diagram Data Base Schema

PROJECT PROFILE

Project Title :

Student Attendance Management System

Developed For :

S K Patel Institute of Management & Computer Studies

Objectives :

Development of fully functional Desktop Application system that maintains all the attendance of institute s MCA program Students and generates desired attendance reports.

Users :

Admin, Office Staff and Faculties

Developed By :

Shubhangi S. Desai (Roll No : 11) Anil H. Patel (Roll No : 34)

PROJECT DETAILS
y What is Attendance Management System?
Attendance Management System is software developed for daily student attendance in schools, colleges and institutes. If facilitates to access the attendance information of a particular student in a particular class. The information is sorted by the operators, which will be provided by the teacher for a particular class. This system will also help in evaluating attendance eligibility criteria of a student.

y Purpose & Scope:The intention of developing Attendance Management System is to computerized the tradition way of taking attendance. Another purpose for developing this software is to generate the desired reports automatically at the end of the session or in the between of the session as they require. This project is basically a desktop application which means self contained software runs on the system on which it has been installed under the user control and it will work for a particular institute or college only.

For this application we have provided the following modules and features.  Admin o Add & Modify details of  student  faculty  subject (if required)  Office Staff o Generate various types of reports o Send notice to black listed Students  Faculty o Attendance on basis of  subject  day by day o Check various generated Reports

EXISTING SYSTEM
The type of the system any institute uses always plays an important role in management of the institute. Better the form, efficiency and accuracy of the system, the easier would be the management tasks

Since the existing Attendance Management System of the Institute is totally working manually. All the Information s are handled manually in the registers or other documents.

The process of the work is mainly divided in two parts, first is to take attendance on sheet & enter details into the registers. And then at the end of the session or semester attendance is calculated manually & reports are generated.

LIMITATIONS OF THE EXISTING SYSTEM

 The Current system is completely manual. So the wastage of time occur the most over here. In today s circumstances where there is cut-throat competition, nobody can afford wasting precious time. Therefore, in today s do or die world, time makes a huge sense.

 Daily reports of the system are done manually so it is more time consuming & one person of the organization is reserved with this work so it is also wastage of the human resource. This employee could be used for some other productive work for organization.

 Security of data is less in manual systems. This because majority of the records are stored as statements or in registers. Moreover, these data can be accessed by anyone and even they can modify any important data.

 There are large amount of data, accessing any data from the manual system is very difficult. The employee would have to go through each and every record sequentially until they find the required data. This process is a tedious process when there are many records

 Each & every organizations want their work to be done accurately. For this purpose, they have very efficient employees who can work accurately. But, there is always a possibility of occurrence of errors means accuracy is less which may lead in many problems

PROPOSED SYSTEM
This Application is built for automating the processing of attendance. It also enhances the speed of the performing attendance task easily. It also generates periodic reports to keep a check on the students who are regular & who are not.

A Faculty has to login to the system & then in the attendance option they have to select appropriate class, semester and subject. So this will display the list of the students who are eligible to appear in this session. So now the faculty has to just select the students name from the manual attendance sheet according to their roll number and then submit the sheet. This will add the selected students as present student in that particular session.

This system is very useful to the office staff also because they can generate various types of reports and submit them to respective faculties also or also can be submitted to the College Coordinator. Office staff can also generate black list of students who have attendance less than 50% or 80%. So this kind of various reports can be generated

ADVANTAGES OF THE PROPOSED SYSTEM

 A Computer can work more efficiently then compared to a human being. The work becomes easy for the employees and thus, some amount of human resources is saved.

 Data accuracy is maintained. Accurate information can be achieved within a short span of time

 Data

can

be accessed

easily

and

randomly. This

also saves

a lot of time.

 Data is protected with the help of login system. Because of this login system, unauthorized persons cannot access the data.

 Complexity of the work can be reduced by using the system which was not possible in manual or semi-automated system. So it saves the time utmost.

FEASIBILITY STUDY
y Feasibility Study
A feasibility study is a short, focused study, which aims to answer a number of questions

y y y

Does the system contribute to the overall objectives of the Organization? Can the system be implemented using current technology and within given cost and schedule constraints? Can the system be integrated with systems which are already in place?

 Economically Feasibility
The system being developed is economic with respect to School or Collage s point of view. It is cost effective in the sense that has eliminated the paper work completely. The system is also time effective because the calculations are automated which are made at the end of the month or as per the user requirement. The result obtained contains minimum errors and are highly accurate as the data is required.

 Technical feasibility
The technical requirement for the system is economic and it does not use any other additional Hardware and software.

 Behavioral Feasibility
The system working is quite easy to use and learn due to its simple but attractive interface. User requires no special training for operating the system.

REQUIREMENT SPECIFICATIONS
According to the requirements the system should minimum generate following kinds of reports. List of report is give below

Semester wise Attendance Daily Attendance Attendance for extra class Subject wise attendance Leave reports o Approved o Not approved o Medical leaves  Black listed below 50%  Black listed below 75%

    

ENTITY RELATIONSHIP DIAGRAM

-An entity-relationship diagram is a data modeling technique that creates a graphical representation of the entities, and the relationships between entities, within an information system. The three main components of an ERD are:
y

The entity is a person, object, place or event for which data is collected. For example, if you consider the information system for a business, entities would include not only customers, but the customer's address, and orders as well. The entity is represented by a rectangle and labeled with a singular noun. The relationship is the interaction between the entities. In the example above, the customer places an order, so the word "places" defines the relationship between that instance of a customer and the order or orders that they place. A relationship may be represented by a diamond shape, or more simply, by the line connecting the entities. In either case, verbs are used to label the relationships. The cardinality defines the relationship between the entities in terms of numbers. An entity may be optional: for example, a sales rep could have no customers or could have one or many customers; or mandatory

The steps involved in creating an ERD are:

y y y

Identify the entities. Determine all significant interactions. Analyze the nature of the interactions.

Entity Relationship Diagram Notations

Peter Chen developed ERDs in 1976. Since then Charles Bachman and James Martin have added some slight refinements to the basic ERD principles.

Entity An entity is an object or concept about which you want to store information. Weak Entity Attributes are the properties or characteristics of an entity.
Key attribute A key attribute is the unique, distinguishing characteristic of the entity. For example, an employee's social security number might be the employee's key attribute.

Multivalued attribute A multivalued attribute can have more than one value. For example, an employee entity can have multiple skill values. Relationships Relationships illustrate how two entities share information in the database structure.

Entity Relationship Diagram

DATA FLOW DIAGRAM

A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system. It differs from the system flowchart as it shows the flow of data through processes instead of hardware. The DFD a way of expressing the system in a graphical format in a modular design was developed by Larry Constrains. This DFD is also known as Bubble Chart has the purpose to classify the system requirement and to identify the major information that will be a program in system design. A Data Flow Diagram is logical model of the system and shows the flow of the data and the flow of logic so this all thing describes what takes place in a proposed system, not how the activities are accomplished. We have noted that the DFD describes what the flow is rather then how they are processed, so it means the DFD doesn t depend on the hardware, software, data structure or file organization. DFD consist of a series of symbols joined together by a line. There may be a single DFD for the entire system or it may be exploded into various levels.
1. Context Free Diagram 2. First Level DFD 3. Second Level DFD

Context (Zero) level diagram

First level diagram

DATA DICTIONARY

In database management system Data Dictionary is a file that defines the basic organization of a database. A data dictionary contains a list of all files in the database, the number of records in each file, and the names and types of each field. Most database management systems keep the data dictionary hidden from users to prevent them from accidentally destroying its contents. Data dictionaries do not contain any actual data from the database. Without a data dictionary, however, a database management system cannot access data from the database.

1. Login Table
Description: Login table stores details for authentication
SR. NO 1. 2. 3. FIELD NAME Username Password Usertype DATA TYPE varchar2(30) varchar2(20) varchar2(10) DESCRIPTION Primary Key

2. Student details
Description: Stores students details
SR. NO 1. 2. 3. 4. 5. 6. 7. FIELD NAME stud_id Stud_name Address contact_details Course Semester Batch DATA TYPE varchar2(5) varchar2(40) varchar2(50) varchar2(12) varchar2(3) number varchar2(9) DESCRIPTION Primary Key

eg : 2009-2012

3. Faculty details
Description: Stores faculties details
SR. NO 1. 2 3. 4. FIELD NAME faculty_id faculty_name contact_details Username DATA TYPE varchar2(5) varchar2(50) varchar2(40) Varchar2(30) DESCRIPTION Primary Key

Foreign Key

4. Office staff details

Description: Stores office staff members details
SR. NO 1. 2 3. 4. FIELD NAME staff_id member_name designation Username DATA TYPE varchar2(5) varchar2(50) varchar2(40) Varchar2(30) DESCRIPTION Primary Key

Foreign Key

5. Attendance details
Description: Stores attendance details
SR. NO 1. 2 3. 4. 5. FIELD NAME attend_id Date Time faculty_id present_students DATA TYPE varchar2(5) date/time varcahr2(10) varchar2(5) varchar2(MAX) DESCRIPTION Primary Key

All the present students id are stored as a string Eg : 1-2-5-8-10-11

6.

sub_code

varchar2(5)

6. Subject details
Description: Stores attendance details for the extra classes taken
SR. NO 1. 2 3. FIELD NAME sub_code sub_name semester DATA TYPE varchar2(5) varchar2(50) varchar2(5) DESCRIPTION Primary Key

7. Extra Class Attendance details

Description: Stores attendance details for the extra classes taken
SR. NO 1. 2 3. 4. 5. FIELD NAME attend_id Date Time faculty_id present_students DATA TYPE varchar2(5) date/time varcahr2(10) varchar2(5) varchar2(MAX) DESCRIPTION Primary Key

All the present students id are stored as a string Eg : 1-2-5-8-10-11

6.

sub_code

varchar2(5)

8. Leave details
Description: Stores leave details
SR. NO 1. 2 3. 4. 5. 6. 7. FIELD NAME Leave_id Date From_date to_date Stud_id Type Status DATA TYPE varchar2(5) date/time Date/time Date/time varchar2(5) varchar2(10) Boolean DESCRIPTION Primary Key

i.e. : Medical or General Approved True Not Approved False