BCA PROJECT PROPOSAL

1.

Title of the project : Office Automation For educational Institutions

2. Objectives Of The Report This project is developed as a comprehensive solution to the management of the office transactions of a typical college involving degree and PU classes. The modules that are computerized include the admission, attendance, and examination . This has been developed as a general package and can be customized to any particular college depending on their requirements. In any typical college the admission process includes taking the students on the basis of certain selection criteria like the qualifying exam marks and the entrance exam marks in the current college. This package has been developed so that it can be used at degree colleges of Bangalore University and also is applicable to PUC admissions of Karnataka state. The requirements have been studied keeping in view of all these kinds of colleges. The admission process in manual process includes a lot of registers updation where there is going to be unnecessary duplication of data and inconsistency. This is going to cost a lot of labor and loss of time and effort to an educational institution. IN the computerized system all these hassles are overcome by providing with an integrated, comprehensive data entry and reporting mechanisms Again the attendance module includes the computerization of the student attendance records in colleges. A typical study involved three colleges, -one degree; one PUC and one engineering College were studied. Everyday, in these two colleges there are around 4000, 4000, and 500 students respectively attending various classes. The entire attendance details of these students are currently taken in registers and updated into the computers where currently the basic softwares used are only MS Office tools. So it is really cumbersome to update and maintain the data where there are periodical updations.

The attendance updation features in the software are provided such that both daily updations and monthly updations are possible, keeping in view of the requirements of different colleges. The user can switch over to any kind off updations depending on his requirements. Provisions are provided to generated various attendance reports like shortage of attendance - student wise, subject wise, class wise, percentage wise etc, al in EXCEL formats. Similarly the internal exams in the engineering colleges involve internal tests and preparatory exams and in degree colleges, almost the same format and in PUC colleges, some tests and midterm and preparatory exams will be there. The software takes into account the computerization aspects of all these. In short the objectives of the software are. To streamline the processes and working of the office of an educational institution by providing sophisticated data entry, processing mechanisms.

To develop an integrated office automation package for educational

institutions where all the processes within the scope of the office can be interlinked and integrated together so that all the office transactions can be updated retrieved from a single place. To provide efficient query mechanisms and report generation mechanisms To make the working of the office processes smoother so that all the stake for generating reports for various categories of users in the scenario. holders of the system namely the students, the teachers, the management, the office staff and the parents can communicate together effectively and hence the entire college administration becomes streamlined.

3. Input To the Project The input for the project can be specified across all the modules .WE will mention the detailed inputs for the different modules below. 1. Admission module The admission module starts with the students getting admitted on the basis of the previous school/college performance and/or the entrance tests in the current institution. Typically the qualifying exam for degree admission is the PUC exam and the qualifying exam for PUC admission is the SSLC exam . So the application form to the office is the basic input to this procedure of admission which contains the following details 1. Student Name 2. Fathers name 3. Mothers name 4. Address 5. Phone number 6. Previous School/college name 7. Percentage in qualifying exam 8. Language previous school/college 9. Combination opted for in the current college 10. LaNGuage opted for in the current college 11. Category 12. Date Of Birth 13. Gender In case the entrance exam is also considered for the admission process the marks scored there is also taken as an input. Once these details are taken from the system it will process it and produce reports of the students based upon the percentage and entrance exam marks. The result of this will be the selected candidates list which will be mentioned in the outputs section 2. Fees module In this module the fees collected by the students are stored. In my project the fees module is developed as a general module to be able to be used in any college. For this purpose, I have created account heads of the fees across all the levels. For example the admission fees of a student is an account head, the NCC fees is an account head and so on. So first all the account heads are created and then for each student only certain categories of account heads are applicable. So a mapping of the students and their respective account heads are done in the next stage. Finally the fees for these account heads are accepted as and when the student pays the fees. Any time during the year the

system can be queried to get the details of the student fees in any account head. So the essential inputs in this stage are For account head creation 1. 2. 3. 4. 5. 6. Account head Id Account head Name Fees amount of the account head From period of applicability To period of applicability Instalment allowed (y/n)

For mapping the account head information 1. Student Id 2. Account head Id For collection of fees 1. 2. 3. 4. 5. 6. Student Id Account Head Id Date of payment Amount Instalment(y/n) No of instalment

3. Attendance Module In this module the student details are stored and reports are generated. Generally in systems making daily updations of the attendance into the computer need to track till the level of the particular class hr . But in systems where there is only monthly updation of attendance the records need not have to take into account the exact hr in which the attendance was taken. Only the number of classes till a certain period is enough. So the essential details to be collected are as follows 1. 2. 3. 4. 5. 6. 7. Student Id Class Id Date Time Subject Id Teacher Id Absent /Present

For periodical updation like monthly updation 8. Student Id 9. Class Id 10. Date of updation 11. Subject Id 12. Total number of classes held 13. No of classes attended 4. Examination Modle Again here the major inputs are the marks scored of the students and the various examination details . They are as follows Examination details 1. 2. 3. 4. 5. 6. 7. Exam id Exam name Subject Id Duration Max marks Date Of Exam Time of exam

Marks details 1. 2. 3. 4. Student id Exam id Max marks marks scored

4.Output of the project The various outputs across all the modules can be specified as follows 1. Admission module The main output here is the selected students list which contains the following details 1.Student name 2. Course selected for

2. Fees module In this module the major outputs are the fees status of a student on any given date. The Output details include 1. 2. 3. 4. 5. Student id Account head id Date Amount paid till now Balance amount

3. The attendance module In this module the major outputs are the attendance reports which are actually MS- excel based reports . There are different reports that are produced as follows Classwise subject wise -Percentage wise - reports( on a particular date) Date of report Student Id Class Id Subject Id1per Subject Id2per Subject Id3per Subject Id4per Subject Id5per Subject Id6per Subject Id7per Subject Id8per Subject Id10per Classwise subject wise -Percentage wise - reports( across a particular date range) From date To date Student Id Class Id Subject Id1per Subject Id2per Subject Id3per Subject Id4per Subject Id5per Subject Id6per Subject Id7per

Subject Id8per Subject Id10per Student List who have scored a particular percentage of attendance subjectwise Percentage Subject ID Class id Student Id 4.Examination module Here also the reports are similar to attendance reports , mainly percentage of marks reports. The details are as follows. Classwise subject wise -Percentage wise - reports( on a particular date) Date of report Student Id Class Id Subject Id1marks Subject Id2marks Subject Id3marks Subject Id4marks Subject Id5marks Subject Id6marks Subject Id7marks Subject Id8marks Subject Id10marks Classwise subject wise -Percentage wise - reports( across a particular date range) From date To date Student Id Class Id Subject Id1marks Subject Id2marks Subject Id3marks Subject Id4marks Subject Id5marks Subject Id6marks Subject Id7marks Subject Id8marks Subject Id10marks

Student List who have scored a particular percentage of attendance subjectwise Percentage Subject ID Class id Student Id 5 Process Logic : Admission Module : In this module the main inputs are the student details and the output details are the selected candidates list. To arrive from these inputs to the outputs the system will follow the following criteria. It will take the qualifying marks of the students in the qualifying exams and as according to its order it will arrange it.

Stored in Db

Entrance Test Marks

Student Submits Application

Software Prepares Student Listy

Interview Marks

The Actual Process Flow. 1. 2. 3. 4. The student submits the application form. The details will be updated in the database. The entrance tests and interviews will be held. The marks of the above and the marks in the qualifying exam is fed to the software for analysis.

5.

The software prepares the student list.

1.b. The Fees Module

Create the account heads.

Map the student with the account heads.

Accept the fees.

Store and Process in Db

The Actual Process Flow : 1. 2. 3. 4. Create the various account heads. Map the students with their account heads. Accept the fees. Store the details in the database and generate reports.

Attendance Module : Here the major inputs are the no of classes taken and attended. The major outputs are the percentage wise reports . These reports are arrived at by calculating the percentage of attendance and ordering them upon subject id or class id or any other field depending on the requirement of the report.

Teacher takes attendance in the class

Class teacher submits monthly attendance statement to EDP

EDP personnel updates data to db.

Software generates attd reports.

The actual process flow : Reports sent to parents. 1. Teachers take classes and attendance in the class. 2. Class teacher submits monthly attendance statement to the EDP dept. 3. EDP personnel updates the monthly attendance into the database. 4. The software generates attendance reports. 5. The reports are sent to the parents. Examination module : Here the major inputs are the marks scored by the student.. The major outputs are the percentage wise reports . These reports are arrived at by calculating the percentage of marks and ordering them upon subject id or class id or any other field depending on the requirement of the report.

1.

Exam schedule drawn.

Students take up exams .

Teachers correct answer papers and submit marks statement to the EDP. :

Exam schedule drawn.

Students take up exams .

Teachers correct answer papers and submit marks statement to the EDP.

Exam schedule drawn.

Students take up exams .

Teachers correct answer papers and submit marks statement to the EDP.

EDP updates data into database

Software generates marks reports.

Marks reports merged with attd reports

Consolidated reports sent to parents.

The actual process flow : 1. the exam schedules are fixed. 2. The students take up the examination. 3. The teachers correct the answer papers and submit the marks statement to the EDP. 4. EDP personnel feed data into the database. 5. The software generates marks reports of the students. 6. Marks reports are merged with the attendance reports and sent to the parents.

6. Limitations Of the project : The major limitation of the project is that in the current version it is not possible to put all the student data on the internet and make the students/parents access it. Although the software works in an networked environment it is only for a local network and not over a public domain network like the internet. 7. Tools , Platforms , Languages To be used : The project runs as DOT net winforms application using the dotnet framework technology and uses MS- SQL Server 2000 as the backend database. The language used for development is VB.net The main reasons for choosing these softwares are 1. DOT net environment is one powerful latest technology which can be used for client server, computing 2. Winforms application run over the network is very powerful and very user friendly applications can be built 3. The database used namely MS- SQl server 2000 is a very strong RDBMS package which incorporates all the database features like integrity , consistency, the use of stored procedures etc 8.I am NOT doing this project for any company or concern 9.Scope of the future application. The project can be enhanced so that all the student data can be made available over the internet and each student could be given userid and password to access their data Also the other modules of the general office automation package like the library management and payroll and hostel management can be integrated together with the project so that it becomes one complete office automation suite of products.

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