BAHIRDAR INSTITUTE OF TECHNOLOGY

FACULTY OF COMPUTING
COMPUTER SCIENCE SECTION-A

PROPOSAL ON
Blue Nile college student information management system
SUBMITTED FOR THE COURSE IP
By:- Group - 5
Name ID
1. Engdaw Atnafu --------------------------------- 0700954
2. Habtamu Bayih --------------------------------- 0700985
3. Betelhem Belete -------------------------------- 0700919
4. Getahun Amogne ------------------------------- TR/1748/07
5. Ageritu Molla --------------------------------- 0700871
6. Agegnew G/medhin --------------------------- 0700870

December, 2017
BAHIR DAR, ETHIOPIA

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1. Background

1.1 Background of the organization

Blue Nile College is a private college founded in 2001. It have branch in Gonder city. The
college is teach students in degree program and other training programs in by regular and
extension session and also give distance program.

2. Existing system

2. Existing system functions

In the existing Blue Nile College student information management system there are different
services that have different purpose done by different employees manually.
Existing system is totally on book and thus a great amount of manual work has to be done.
The amount of manual work increases exponentially with increase in services. Needs a lot of
working staff and extra attention on all the records.
Blue Nile College tracks the personal data of student registered in the department each and
every year and keeps the record. Currently they use Microsoft Excel to track their data but
due to increasing population the Excel have become slow in data retrieval and therefore after
preliminary investigation we realize that there is a need for a better system.
The current system is a semi computerized system where the data are printed out at the end
of every semester to allow new entry of data. The current system they are using Microsoft
Excel which still cannot compute complex questions which can be handled by Microsoft
access.
In the current system we need to keep a number of records related to the student and want to
enter the details of the student and the marks using Microsoft Excel. In this system only the
teacher or the school authority views the mark of the student and they want to enter the
details of the student.

2.2 Existed system Problems

The data in this system are kept manually especially after the end of every semester which makes
it difficult to search data after a good number of years when a student need to know some of his
details. It takes time to search on the pile (large) of files.

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Some of the problems are the following:-

It is time consuming to record files

Wastage of material
Duplication of paper
Delay in bringing document to those who need it
No system for properly transferring or removing of inactive files, which are
occasional reference documents.
Files get lost
Costly
Not efficient
Error prone
Difficulty to integrate data
Data redundancy
Difficulty of locating & finding files dependent each other.
Inconvenience to some department through the necessary enforcement of some rule
for all.

3. PROPOSED SYSTEM

To address the problem of the existing system the team has studied and analyzed the problems of
the existing system. To come up with the possible solutions associated with those problems a
group will just follow the natural system development methodologies as the only option for
addressing and solving those problems associated with the current system.

In our proposed system we have the provision for adding the details of the students by teachers
and administrator. So the overhead of the school authorities and the teachers is become less.
Another advantage of the system is that it is very easy to edit the details of the student and delete
a student when it found unnecessary. The marks of the student are added in the database and so
students can also view the marks whenever they want.

Our proposed system has several advantages

User friendly interface

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 Fast access to database
Less error
More Storage Capacity
Search facility
Look and Feel Environment
Quick transaction
Easy to handle and feasible.
Cost reduction.
Fast and convenient.
Accuracy

4. Objectives

4.1 General objectives

The general objective of the project is to develop the Blue Nile College Student
Information Management System which allows users to truck student information and
manage the school teaching learning process easily.

4.2 Specific objects

In order to attain the general objective, the following list of specific objectives is set:

Perform a requirement analysis to find out the system functional and

nonfunctional requirements.
Design the system using object-oriented models for understanding the system and
to make the implementation easy.
Design the database for storing student information using MySQL.
Implement a web application using PHP, CSS, and apache web server.
Design web interface that allow students to view result online.
Design web interface that allow students to download course material.
Test the performance and reliability of web application.

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5. Scope of the project
The system will capture information about students personal details lectures and the courses and
also allows storing, updating and retrieving in a fast and accurate way.

The extent in which the problem can be treated by volume is very wide but our proposed system
will automate the partial service of the organization. Our proposed system supports Student
Information Management System related activities such as:

Registration new student & existing student information.

Updating & producing report.
Searching & retrieving student information.
Generate & view report.
Developing a system that allows workers to record students information accurately.
Developing a database that will record students history.
Take attendance for students and instructors.
Generate and display an academic calendar for the university college.
Adding and deleting courses.
Automate the manual student registration.

6. Methodology

6.1 Data Gathering Methods

Research

Research is one of the fact-finding methods that can used to get more information regarding the
college and the user so that the developer can produce a system that can fulfill the user
requirement and the needs of develop a new system. Those popular website that researched by us
and many more university website that can let us to get more information regarding how a
student information management system works. This is to make sure the requirement and the
quality of the system is met. Having that system that can let us to refer for develop this system is
very good opportunity to let us to learn more from different point of view so that we can produce
a better system for the user used.

Background Research

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Background research is also another method of fact-finding gathering the information about the
institutions nature of service, organization chart, and the current system of used. By having this
technique so those system analysts and the developer can use those information that gather to
develop the system that based on the user requirement and fulfill the user requirement for the
user. So this background research is an important starting point for the developer and the system
analyst to build good system for the user that is based on the user requirements.

Interview
To get the basic information and background information about the existing management
system, the team has interviewed the staff members and some students about the services that are
given to them, and the problems associated with that environment.

On job observation
Here the team used to revise some data entry forms and repots associated with the management
process.

6.2 Development Environment and Programming Tools

In this project the following system development tools are used and will:-

Notepad++: for writing the CSS, HTML and PHP code

PHP language

HTML and CSS Language:- to design the graphical user interface and the whole
application.

WampServer:- for designing the database. And connection with the database.

Microsoft office 2013:- for documenting the corresponding deliverables associated with the
project.

7. Significance of the Project

The significance of the projects is:

Convenient

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 Creating this new system can bring a lot convenient to student and staff. For example, if
students need to retrieve their information, they no need go to the college to get information
especially the person who are staying very far to the college. They can direct use this services
via internet; it can bring a lot convenient to the customer who driving to the college for
buying bus ticket. It also brings convenient to people who are busy, so they can online
informations at any time. Besides that, this system also brings a lot convenient to staff when
they are able to search the information for student. It also enables staff to maintain the data
easier.

Improve efficiency
The process time of the current system are time consuming because the current system are
using paper work to record down all the information. It is take a lot of time to serve the
customer when the staff searching the available time and seat. The purpose of create this
system is to improve the efficiency time of process. It can let the staff search the information
faster and easier and maintain the data faster and reduce the paperwork.

Increase income
Made information access using online method can attract more customers because made
information access online can save a lot of time for the customer. If it can let the customer
feel convenient, so that they will come to the college to learn.

Reduce error data

The purpose of creating this new system is let the staff to reduce key in wrong data, because
the system are using computer to key in the data, there got some validation to check when
staff key in the data wrongly and system will provide some selection to let staff direct choose
the data. It also reduce the paper work to record all the information, so it bring the benefit for
reduce error data.

Avoiding wastage of customers time as well as management time

Avoiding data loss because of improper data storage
Avoiding improper conversation between students and teachers
Reduce manual work
Better service
Avoiding prone to error

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