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. Particulars Page No.

1. Project Profile

1.1 Profile

1.2 Project Detail

2. System Study

3.1 Existing System

3.2 Limitations of the Existing System

3.3 Proposed System

3.4 Advantages of Proposed System

3. Feasibility Study

4.1 Operational Feasibility

4.2 Technical Feasibility

4.3 Economic Feasibility

5. Environment Specifications

6. Fact finding Techniques

7. Requirement Specifications

8. Development Strategies

9. E-R Diagram

10. Data Flow Diagram

12. 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

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.

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 reportso Send notice to black listed Students

Faculty o Attendance on basis of

subject day by day

o Check various generated Reports

EXISTING SYSTEMThe 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 SYSTEMThis 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

Feasibility Study

A feasibility study is a short, focused study, which aims to answer a number of questions

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 SPECIFICATIONSAccording 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 Approvedo Not approvedo 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:

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:

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

Entity Relationship Diagram NotationsPeter Chen developed ERDs in 1976. Since then Charles Bachman and James Martin have added some

slight refinements to the basic ERD principles.

EntityAn entity is an object or concept about which you want to store information.

Weak EntityAttributes are the properties or characteristics of an entity.

Key attributeA 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 attributeA multivalued attribute can have more than one value. For example, an employee entity can have multiple skill values.

RelationshipsRelationships 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 FIELD NAME DATA TYPE DESCRIPTION1. Username varchar2(30) Primary Key2. Password varchar2(20)3. Usertype varchar2(10)

2. Student details

Description: Stores students’ details

SR. NO FIELD NAME DATA TYPE DESCRIPTION1. stud_id varchar2(5) Primary Key2. Stud_name varchar2(40)3. Address varchar2(50)4. contact_details varchar2(12)5. Course varchar2(3)6. Semester number7. Batch varchar2(9) eg : 2009-2012

3. Faculty details

Description: Stores faculties’ details

SR. NO FIELD NAME DATA TYPE DESCRIPTION1. faculty_id varchar2(5) Primary Key2 faculty_name varchar2(50)3. contact_details varchar2(40)4. Username Varchar2(30) Foreign Key

4. Office staff details

Description: Stores office staff members’ details

SR. NO FIELD NAME DATA TYPE DESCRIPTION1. staff_id varchar2(5) Primary Key2 member_name varchar2(50)3. designation varchar2(40)4. Username Varchar2(30) Foreign Key

5. Attendance details

Description: Stores attendance details

SR. NO FIELD NAME DATA TYPE DESCRIPTION1. attend_id varchar2(5) Primary Key2 Date date/time3. Time varcahr2(10)4. faculty_id varchar2(5)5. present_students varchar2(MAX) 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 FIELD NAME DATA TYPE DESCRIPTION1. sub_code varchar2(5) Primary Key2 sub_name varchar2(50)3. semester varchar2(5)

7. Extra Class Attendance details

Description: Stores attendance details for the extra classes taken

SR. NO FIELD NAME DATA TYPE DESCRIPTION1. attend_id varchar2(5) Primary Key2 Date date/time3. Time varcahr2(10)4. faculty_id varchar2(5)5. present_students varchar2(MAX) 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 FIELD NAME DATA TYPE DESCRIPTION1. Leave_id varchar2(5) Primary Key2 Date date/time3. From_date Date/time4. to_date Date/time5. Stud_id varchar2(5)6. Type varchar2(10) i.e. : Medical or General7. Status Boolean Approved – True

Not Approved – False