1.

OBJECTIVE

The E-Admission consultancy: An educational consultant is an
independent consultant who helps parents/students and organizations with
educational planning. Today all the work at the time of admission of the
students is done manually by ink and paper, which is very slow and consuming
much efforts and time. It is required to Design of a Computerized Automated
Student Admission System, to speed up and make it easy to use system.
Online Admission consultants allow students or parents to know about various
colleges, courses and corresponding fee structure easily with the help of web.
The students can receive the applications through the web and students need
not collect physical forms. Students are required to visit the consultancies
admission site. All eligibility criteria, no. of seats, selection criteria, fee
structure transportation facilities etc will be mentioned in the website. Every
student creates an account for himself and all future activities like submitting
the registration are done only after successful validation through the students
own account.
The primary function of e-Admission consultation system is to allow students
to seek admission in various colleges. This means students should be able to fill
application form online. The e-Admission consultants make the process of
University admission effortless and simple. It simplifies student- Colleges pre-
admission interaction. The students are required to visit the website and
follow the instructions for filling the form. The filling and submission of form is
a simple process wherein students enter their personal and other academic
details.
2. SYSTEM ANALYSIS
2.1 CASE STUDY
Variety of consultants
While some educational consultants are generalists, many specialize in assisting
particular kinds of students or particular educational needs. For example some
consultants focus exclusively on assisting students with college planning and
admissions, some on students seeking a private secondary school, and yet others
specialize in students who are learning disabled or have behavioral/emotional
difficulties. Other consultants provide advising services for college students
seeking admission to graduate school. Other educational consultants work to
assist high schools and other organizations with educational program planning.
Fees for consulting services vary widely. Some consultants charge an hourly
fee, while others offer an "all inclusive" package that may include unlimited
hours of service. Some consultants offer a sliding scale based on family income,
or offer pro bono services to low income students.
Families considering hiring an educational consultant should carefully assess
the qualifications and experience of individual consultants. Membership in one
or more of the professional organizations described above may also indicate a
consultant's dedication to professionalism, since these organizations have
specific requirements for the education and experience of their members. In
particular, these professional associations prohibit their members from
accepting compensation from educational institutions for student referrals.
However, in addition to looking at a consultant's experience and professional
affiliations, families should also ask for references from past clients.
Consultants should be clear about their fees, counseling process, educational
philosophy, and expectations at the beginning of the relationship.
The field of educational consulting has grown considerably in the past decade.
Those considering launching an educational consulting practice should begin
by assessing their personal qualifications and experiences. Most successful
consultants enjoy working with young people and their parents, and get
satisfaction from helping students reach their goals. Although a few
educational consultants have received media attention for charging large fees,
prospective consultants should understand that very few consultants get rich
from educational consulting, so the desire to earn a high income should be a
secondary consideration. Since competition in the field is growing, prospective
consultants should also conduct market research to determine the feasibility of
launching a practice in their geographic area. Consultants should plan on being
committed to continued professional development, such as attending
conferences and regular school visits. Several of the organizations mentioned
above hold annual conferences and offer training for those who are new to the
field of educational consulting. Additionally, there are a number of universities
and colleges that offer programs where consultants can further their education
and knowledge.
2.2 EXISTING SYSTEM
These are done in a manual way, so user will have to go to college for seat
booking. In such cases the students are not aware of fees structures of different
college and for different courses. Even though if the student visits the college
for enquiry they will not be gaining much information from there, and also will
have to go to each and every colleges for collecting information about the
course they are likely to join. In many cases the student will not get information
that satisfies them. This is mainly because the college offices will be busy and
they wont give much attention to them. Hence finding an appropriate college
for the course they are interested in would be hectic to both students and
parents. Student finds it very risky for finding best college for his/her
appropriate course.
Every year, students in thousands queue up for collecting admission /
application forms and then again for submitting the admission / application
forms. This leads to problems in managing the applications, resulting in
annoyed parents and students alike.
Problems with the Current Admission Process:-
A. Print Forms :
Institute incurs expenditure on printing of admission forms, and in absence of
any reliable forecasting system on how much application it is going to receive
it may overspend by printing excessive application forms or may fall in crisis
if there is excess demand of application forms.
Once printed, changes to the application form are not only difficult but also
incurs additional cost.
B. Handle Queries & Distribute Forms :
Wastage of institute's resources as same information has to be imparted to
candidates / guardians individually.
Candidates / Guardians have to queue up numerous times i.e. to collect form,
to submit form, to view merit list, etc.
C. Collect Forms :
Chances of form misplacement are very high, because of huge number of
applications.
Wastage of institute's resources due to involvement of people / teachers in
form collection.
D. Sort List Candidates :
It is difficult to stop in-eligible candidates from applying.
It is a tedious and time consuming process to list out data of each candidate,
manually check them against documents submitted, resulting in delay and
wastage of valuable resources.
Multiple merit lists often leads to duplication of work for the institution, even
candidates / guardians have to visit again and again to check the latest merit
list.
In addition to the above, the admission process is not transparent, leading to
scope for widespread malpractices. In order to rectify these shortcomings,
optimize the current admission process and make it more transparent Webtech
has come up with an "Online Admission Application System with the help of a
consultancy".

Other Drawbacks
A. Cost of Entire process
In the existing system the student or parent has to go to each
college for enquiring if the particular course is available there, and
then has to go for collecting application forms, after that they will
have to go to each and every college from where they collected
application forms for submitting the forms after filling. Each time
the student or the parent has to spend a lot of money for
transportation itself.
B. Total Time Required
If the entire process happens as mentioned above then the total
time required will be large enough.
C. Human Involvement
The process requires human involvement, for each minute stage of
admission the parent or the student himself will have to go to
colleges.
D. Data Redundancy
Chances of data redundancy are high. There will be a large number
of applications to be filled, so chances of error or duplications is
high
E. Paperwork
Application forms are all paperworks, if while filling the form
some error occurs editing it is impossible. Also there are chances
of missing our application forms.
F. Proper decision making is not possible because of lack of information.
When the parent or the student come to college for enquiring about college or
courses, either they are given incomplete informations or they are given fake
details. There are also situations where different people give different
informations to parents or students. Such situations are bottleneck for students
in that they are confused in making appropriate decisions.
Need of E Admission consultancy
A few factors that direct us to develop a new system are given below -:
1) Faster System
2) Accuracy
3) Reliability
4) Informative
5) Student can block seat of any college.
2.3 PROPOSED SYSTEM.
Developing the Online Admission Application System for a consultancy was
not an easy thing to do as we were facing the following challenges:-


Challenges to Optimize the Admission Process:-
1. Minimize :
Cost of Entire Process.
Total Time Required.
Human Involvement.
Data Redundancy.
Paperwork.
2. Maximize :
Availability.
Transparency.
Accuracy.
Reliability.
Productivity.
3. Design a Dynamic Process.
4. User Interactive / Friendly.
5. Real Time Report Availability
ADVANTAGES OF E-ADMISSION CONSULTANCY

A. 24 x 7 Solution :
Minimizes time of processing - due to no time barrier, consultants admission
process time is reduced. Consultants can publish their registered students
earlier than they could have in case the same thing was required to be done
manually following the traditional way.
Maximizes Availability - allows students to fill application form at their
convenient time, our statistics from the past trend shows that almost 40% of
the application form are received during the office hours only hence leading
to long queues.
B. No Geographical Boundary :
Consultants don't need take the burden of posting the application form for
outstation students, and also they need not have to go to each student for
collecting information nor do the students have to approach consultants.
Students can fill application form from anywhere i.e. convenient place.
C. No Long Queues :
Students don't need to stand in long queues to get their queries answered.
Students don't need to queue up to get application form and submit the same.
Man Power Saving - consultants don't need to assign additional staff to
manage hectic.
D. Reduces Paper Work :
Consultants no longer require printing & storing forms.
Consultants no longer require collecting forms of all the students and filing
them. Consultants can take the print of only students who are admitted to the
college.
Both these result in not only cost saving but also man power saving.
E. Only Eligible Student Apply :
Minimizes Data Redundancy - checks can be provided so that only eligible
students can apply. Moreover the student data is to be entered only once.
F. Reduces Human Involvement :
Releases consultancies man power resources.
Consultancies no longer require deputing personnel for addressing to students
/ guardian's query.
Consultancies no longer require deputing personnel to distribute and collect
forms.
Consultancies no longer require deputing personnel to file collected forms.
Enhance Productivity - as a result of this consultancy can reduce these man
power resources and can increase profit.
G. Accurate and Reliable :
In the traditional way human error might creep in due to fatigue and
monotonous nature of work involving numbers.
Very Accurate and Reliable - The process is very accurate and reliable due to
limited human involvement.
H. Dynamic and User Friendly :
The entire process is very dynamic - any changes can be reflected in real time
& will immediately reach the students.
The process is simple & user friendly - similar to filing a form manually, the
difference being use of keyboard instead of pen.
I. Customizable Real Time Reports :
Consultant can monitor the ongoing process.
Have day to day summary of progress of the admission.
Great Flexibility - Various types of reports can be generated in quick time
with minor changes in the design.
3. FACT FINDINGS
Major activities involved in system analysis are fact findings & fact
analysis. There are many fact finding techniques. An analyst can collect
data from two principle sources: written documents & personnel who are
knowledgeable about or involved in the operations of system under study.
The most appropriate 5 fact finding tasks are:
Data Collection
Correspondence & Questionnaires
Personal Interviews.
Observations.
DATA COLLECTION:
I have collected & organized the documents related to data such as
record, reports, manuals etc of the present system. The recent
information is collected through correspondence including
questionnaire, personal interviews and direct observations.
CORRESPONDANCE AND QUESTIONNAIRES
Correspondence defines the subject area and specific topics to be
reviewed. it also ex[plains the purpose of investigation activities
and inform the staffs what is expected from them in the interviews
Questionnaires are important and effective types of
correspondence. It should be brief in order to increase the
promptness and probability of response.
PERSONAL INTERVIEWS
It is one of the fruitful methods of obtaining information. I have
conducted personal interviews with the resource person and is able
to collect many useful data.
OBSERVATION
I had observed the operations of the current systems and
formulated questions and drawn conclusions on the basis of what I observed.
4. REQUIREMENT ANALYSIS
Requirements Analysis and Definition is the first stage in the systems
engineering and software development process. This stage breaks down
functional and non-functional requirements to a basic design view to provide a
clear system development process framework. A thorough requirement analysis
process involves various entities, including business, stakeholders and
technology requirements. Effective requirements analysis includes four types of
activity:
Requirements Elicitation: The elicitation activity consists of gathering
information, understanding the students need, and articulating high level
requirements.
Requirements Analysis: The analysis activity examines the high level
requirements and determines if they are clear, complete, and free of
contradictions, and then defines the strategy to address these issues.
Requirements Specification: The specification activity defines the
behavior of a system in development and determines the method for
requirements documentation (i.e., natural-language documents, process
models, business definitions, use cases, user stories, or process
specifications).
Requirements Validation: The validation activity involves sessions with
users, stakeholders, and functional experts to determine mitigation and
issue resolution.


REQUIREMENT ANALYSIS
For the proper working of a system some requirements have to be
met. These requirements include the needs specified for the
software. Apart from this some requirements have to be met for the
working of the system. Thus the requirement analysis come under
two types.
FUNCTIONAL REQUIREMENTS
Its specifies the primary requirements of the system such as the
major tasks to be performed by the system .It includes
The administrator should be able to update course details,
add colleges, delete colleges, update fee structure, seat
status etc.
The students/parents should be able to access the site and
view the details.
The student should have a login id and password for
registering.
Student can block a seat and notify admin.
Administrator can then register the student to corresponding
college with a particular registration fee.
NON-FUNCTIONAL REQUIREMENTS
It mentions the requirements that are indirectly needed for the working
of the system. The E-Admission consultancy system requires the following non-
functional requirements.
CUSTOMER REQUIREMENTS
Customer requirements define system properties and constraints.
Examples of system properties are reliability, response time and store
occupancy. Examples of constraints are the capabilities of the i/o
devices attached to the system and the data representations used by
other systems connected to the required system.
SAFETY REQUIREMENTS
The software may be safety-critical. If so, there are issues associated
with its integrity level. The software may not be safety-critical
although it forms part of a safetycritical system. For example,
software may simply log transactions. If a system must be of a high
integrity level and if the software is shown to be of that integrity level,
then the hardware must be atleast of the same integrity level. There is
little point in producing perfect code in some language if hardware
and system software (in widest sense) are not reliable. If a computer
system is to run software of a high integrity level then that system
should not at the same time accommodate software of a lower
Integrity level. Systems with different requirements for safety levels
must be separated. Otherwise, the highest level of integrity required
must be applied to all systems in the same environment.
Accessibility
The system should be accessible by the users at any time without any
interruption and at any time.
Security
Since online payment of registration fee is made available, the system
should be secure.
Maintainability
The system should be maintained properly for the proper working of
the system.


3. FEASIBILITY STUDY
A feasibility study is an evaluation and analysis of the potential of the
proposed project which is based on extensive investigation and research to
support the process of decision making.I have performed the following
feasibility studies for the project E-Admission consultancy
Economic Feasibility
Economic feasibility attempts 2 weigh the costs of developing and
implementing a new system, against the benefits that would accrue from having
the new system in place. This feasibility study gives the top management the
economic justification for the new system.
A simple economic analysis which gives the actual comparison of costs
and benefits are much more meaningful in this case. In addition, this
proves to be a useful point of reference to compare actual costs as the
project progresses.
The cost of hardware and software is affordable.
Easy and cheap maintenance of the system possible.
Very cheap price for going global.
These could include increased student/parents satisfaction, better decision
making, timeliness of information, expediting activities, improved accuracy of
operations, better documentation and record keeping, faster retrieval of
information.
Operational Feasibility
Proposed project is beneficial only if it can be turned into information systems
that will meet the organizations operating requirements. Simply stated, this test
of feasibility asks if the system will work when it is developed and installed.
Are there major barriers to Implementation? Here are questions that will help
test the operational feasibility of a project:
Is there sufficient support for the project from management from users? If the
current system is well liked and used to the extent that persons will not be able
to see reasons for change, there may be resistance.
Are the current business methods acceptable to the user? If they are not, Users
may welcome a change that will bring about a more operational and useful
systems.
Have the user been involved in the planning and development of the project?
Early involvement reduces the chances of resistance to the system and in
general and increases the likelihood of successful project.
Since the proposed system was to help reduce the hardships encountered
in the existing manual system, the new system was considered to be
operational feasible. Operational feasibility refers to an evaluation
which analyzes how well a system operates. Operation of this software is
clearly user friendly. Operating this software after implementing will be
quite simple and easy. And any future enhancements can be done with
only fewer modifications.
Students here are the most important part of the system and the proposed
system will provide them with a convenient mode of operation for them.
The proposed system will be available to the customers throughout the
globe.
The proposed system will provide a better market for different dealers

Technical Feasibility
Evaluating the technical feasibility is the trickiest part of a feasibility study.
This is because, .at this point in time, not too many detailed design of the
system, making it difficult to access issues like performance, costs on (on
account of the kind of technology to be deployed) etc. A number of issues have
to be considered while doing a technical analysis.
Understand the different technologies involved in the proposed system before
commencing the project we have to be very clear about what are the
technologies that are to be required for the development of the new system. Find
out whether the organization currently possesses the required technologies. Is
the required technology available with the organization?

Hardware Requirements:

System : Pentium IV 2.4 GHz.
Hard Disk : 40 GB.
Floppy Drive : 1.44 Mb.
Monitor : 15 VGA Colour.
Mouse : Logitech.
Ram : 256 Mb.

Software Requirements:

Operating system : - Windows 7.
Front End : - ECLIPSE
Coding Language : - JAVA
Back end :- my sql


Clearly the project E-admission consultancy is technically
feasible. The reason is chose java is a freeware; it can be
downloaded freely from different sites. So any updating will be
easy.SQL server is very reliable and easy to use. And also the
finished software can easily used by the end user. Technology
exists to develop a system.
The proposed system is capable of holding data to be used.
The proposed system is capable of providing adequate response
and regardless of the number of users.
The proposed system being modular to the administrator, if he/she
wants can add more features in the future and as well as be able to
expand the system.
As far as the hardware and software is concerned, the proposed
system is completely liable with proper backup and security.

OVERVIEW OF PROJECT
This stores the details of a list of college and their details about various courses,
seat availability, fee structures, transportation facilities etc to the server
database, this can be viewed and maintained by the Admin(consultant).User
who can have access to the site and can know about various colleges and
courses can block the seat. Admin can view all registered students details and
their seat booked details. Once the seat is registered by the student the
administrator can register those students to appropriate college by paying a
certain amount of registration fee. The registration fee is different for different
courses. Normally for an engineering student the registration fee is RS 10,000
and for an Arts and science student it is RS 5000.Once the registration fee is
transferred to the respective college this will be notified to the user that they
have been successfully registered and later all the details regarding the
admissions and other details would be informed to the students by the college
authority either to their mobile number or to their corresponding user-id.
Most important is that no student has direct link with the college, i.e., they
cannot directly register the seat of corresponding college through consultancies
web site. For this purpose Admin has only the power of registering them to
appropriate college. User can just block the seat and admin will be having
access to each students details. So once the student blocks the seat the Admin
gets notified and he can go with further registration processes. So the
Consultant has the duty of fetching the eligible students for various colleges and
also they help the students to make their career dream true: