Project Proposal

For

<University Management System >

(AI University Management System)

Submitted by: ALI RAZA, ABDUL MOIZ

GCPKI 00596 , GCPKI00560

Supervised by: IRUM HINA

Department of Software Engineering

Grafton University Islamabad

<26-09-2019>

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Table of Contents
Abstract............................................................................................................................................2
1. Introduction ...............................................................................................................................3
2. Existing System & Problem Statement in existing sys .............................................................3
2.1 EXISTINGSYSTEM ........................................................................................................................... 3
3. Problem Solution for Proposed System ...................................................................................4
University Administrator: ......................................................................................................................... 4
User (Staff): .............................................................................................................................................. 4
4. Related System Analysis/Literature Review ............................................................................5
Excel Sheets System : ............................................................................................................................. 5
Moodle Account system: ......................................................................................................................... 5
Blackboard ............................................................................................................................................... 5
5. Advantages/Benefits of Proposed System ...............................................................................6
6. Scope..........................................................................................................................................6
7. Modules .....................................................................................................................................7
1. Online Student Registration / Test System: ...................................................................................... 7
2. Online Staff Hiring: ............................................................................................................................ 7
3. Online Attendance System: .............................................................................................................. 7
4. Student Portal: .................................................................................................................................. 7
5. Reports Management: ...................................................................................................................... 7
6. E-Service providing system: .............................................................................................................. 7
7. Payout system: .................................................................................................................................. 7
8. E-Study: ............................................................................................................................................. 7
9. Web Portal: ....................................................................................................................................... 8
10. E-Notice Board: ............................................................................................................................. 8
11. General Administration:................................................................................................................ 8
12. Parents Portal:............................................................................................................................... 8
8. System Limitations/Constraints ...............................................................................................8
9. Software Process Methodology................................................................................................8
10. Tools and Technologies .............................................................................................................9
11. Project Stakeholders and Roles ................................................................................................9
12. Team Members Individual Tasks/Work Division ...................................................................10
13. Data Gathering Approach .......................................................................................................10
13.1 Brainstorming:......................................................................................................................... 10
13.2 Document Analysis:................................................................................................................. 10
13.3 Observation: ............................................................................................................................ 10
14. Concepts ..................................................................................................................................10
15. Gantt Chart ..............................................................................................................................11
16. Mockups ..................................................................................................................................11
17. Conclusion ...............................................................................................................................13
18. References ...............................................................................................................................13

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Project Category: (Select all the major domains of proposed project)

A-Desktop Application/Information System B-Web Application/Web Application based Information System

C- Problem Solving and Artificial Intelligence D-Simulation and Modeling E- Smartphone Application
F- Smartphone Game G- Networks H- Image Processing Other (specify category)
______________________

Abstract
PROJECT UNIVERSITY MANAGEMENT SYSTEM (UMS) deals with the overall management of the university
management with regarding to university. The automation system of UMS deals with the storage of
information and over all status of the university, students, factuality and courses of the university.

It starts from the registration of new students their online tests, online attendance system using barcode.
Student’s portal on which students can receive their lectures assignment and notification about their fee, fine
issues and monthly teacher feedback report and also student help center. It also includes student e-Study
system and E-Service providing system through which students can provide their services and people can buy
their services. As well as appointing teacher and other staff members in automated way using AI and their
online training, test and also staff management .It also includes Parents portal through which parents can
locate their child performance, dues, projects and events e.t.c. It also Include E-portal on which students can
receive upcoming events and opportunities and changing in system. It also offer online payout system for fine,
fee deposit and General Administration system and Web Portal

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1. Introduction
Purpose of University Management System to make things easier for universities to manage staff and student
enrollment, admissions, fees collection, conducting examination etc. Cloud based university management
system manages all activities of the university efficiently and precisely. It will help university to online student
registration by defining some criteria and if student fulfill that criteria it will issue student to online test date
after the test of all student an algorithm will run which will select students with higher marks and send report
to management system. After getting admission student can attend their classes by online attendance system
through barcode scanning and they got a student portal on which they receive their lectures , assignments and
their fee and dues pending and monthly teacher feedback and student help center through which they can
submit their issue to their regarding department . Then it includes staff hiring system by which peoples
submits their CV and fills an online registration form and then he/she should perform some online tests on the
result of these tests and information and an Algorithm will check which one is most suitable for this job and
generate report and send it to HR department. UMS also includes an E-Study system on which students and
teachers can upload their videos regarding study and watch other videos, papers and projects. It also includes
Parents portal through which parents can locate their child performance, dues, projects and events e.t.c. Then
it includes E-Service providing systems which help students to sell their services online students can offer
their services and buyers can buy their required service and then E-portal System provides news ,
notifications regarding upcoming events , jobs , seminars e.t.c it also offers payout systems through which
students can pay their fee fine e.t.c online and includes General Administration system which includes
meeting management , document management and repairing e.t.c. and finally a web portal which provide
information about University infrastructure , Central facilities , academics , departments libraries , events and
awards

2. Existing System & Problem Statement in existing sys

2.1 EXISTINGSYSTEM

The system starts with registration of new staff and students. When the subjects are to be allocated to the
faculty, the Head of the Department should enter everything in the Excel sheets. Then the staff enters
corresponding subject’s attendance and marks of a student then those must also be entered in the Excel
sheets and validations are to be done by the user itself. So there will be a lot of work to be done and must be
more conscious during the entrance of details. So, more risk is involved.

2.1.1 Problem Statement in existing sys

Storing and accessing the data in the form of Excel sheets and account books is a tedious work. It requires a lot
of laborious work. It may often yield undesired results. Maintaining these records as piles may turn out to be a
costlier task than any other of the colleges and institutions. And it requires a lot of time to find some specific
data and also it’s very hard to circulate the information of upcoming events. and also it was hard to remember

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all the work assigned to a staff member they may often forgot about some important work and it requires
physical appearance of that member to perform their work or submit form or some report and it was hard for
student to check their record like fee fine, attendance and result And submitting their issues regarding their
course or against some faculty. In short existing system was time consuming and if during the entrance of
marks and attendance, if any mistake is done at a point, then this becomes cumulative and leads to adverse
consequences. If there is any need to retrieve results it may seem to be difficult to searchSo that was the
reason we create Online University Management System to solve all of the above issues to do work fast and
provide fast and easy access to everyone and to use to skills of the teachers and students in efficient way that
will help them improving their skills and also help them in their financial problems. And there was no perfect
way for parents

to see their child`s live report but UMS solve this issue by creating Parent Portal through which parents can
locate their child performance , dues , projects and events e.t.c .

3. Problem Solution for Proposed System

UMS (UNIVERSITY MANAGEMENT SYSTEM) makes management to get the most updated information always
by avoiding manual accounting process. This system has the following functional divisions.

University Administrator:
The automation system of UMS helps Administration with the storage of information
and over all status of the university, students, factuality and courses of the university. University Administrator
has the rights of creating department, allocating courses to departments, creating faculties, students and
allocating subjects to faculties and modifications in the data entered by the user can also be done
by the college administrator.

User (Students):
The UMS System help students through their online registration , online attendance system
, online fee and fine deposit system , online study (classes) and getting their lectures , assignment , and news
, attendance reports , complain system and provide service to sell their services online

User (Staff):
It helps staff members to manage and organize their data easily and to send some information
online to others and find the required data more easily and can also provide their lecture online if on
vacations or
cannot appear physically

User of this may be faculty or students. Faculty has the facility of entering the marks and attendance of the
students. Students can check their marks and attendance but there is no chance of modifications.
Reports must be generated for the existing data i.e. for attendance and marks of the students, which are used
to assess the performance of the students. These reports should be viewed by the in charge and user

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4. Related System Analysis/Literature Review
Excel Sheets System :

The system starts with registration of new staff and students. When the subjects are to be allocated to the
faculty, the Head of the Department should enter everything in the Excel sheets. Then the staff enters
corresponding subject’s attendance and marks of a student then those must also be entered in the Excel
sheets and validations are to be done by the user itself. So there will be a lot of work to be done and must be
more conscious during the entrance of details. So, more risk is involved.

Moodle Account system:

This system includes online file, lecture transfer and student can work in a group to share information with
each other and they can chat with each other and their teachers and staff member for their queries and issues

Blackboard

Blackboard is a leading LMS that enables educators and companies to teach their learners and employees
through a virtual environment. This online software offers scalable design, customizable open architecture,
and a course management system. You can easily integrate it with student authentication processes and
information platforms

Table 1Related System Analysis with proposed project solution

Application Name Weakness
Excel Sheets So there will be a lot of work to
be done and must be more
conscious during the entrance of
details. So, more risk is involved.
And hard to find a record and no
module for online communication
and information sharing
Moodle Account No online registration sys , no
online test , no complain system ,
no online attendance sys, and no
online service providing sys
Blackboard Weakness in blackboard are there
is no help portal through which
students can directly
communicate with others and
there is no modules regarding
results , online education , online
attendance and test system and
staff hiring system . There was no
Proposed Project Solution
Provide online management system
through which all data can store in
one database which will easy to
manage and find. The required data.
and Create a module through which
students , staff , administration can
share information and data
Include Student portal through
which student can perform tests ,
attendance and provide suggestions
or complain against staff or
environment and E-services system
through which students can buy and
sell services
Include Student portal through which
student can perform tests,
attendance and provide suggestions
or complain against staff or
environment and E-services system
through which students can buy and
sell services and also add modules for
online student registration and staff

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 parent portal in Blackboard hiring. Adding parent portal for
parent satisfaction

5. Advantages/Benefits of Proposed System

1. The automation system of UMS helps Administration with the storage of information and over all
status of the university, ,students, factuality and courses of the university
2. It helps the student to get their lecture , assignments and tests online
3. It help students for online attendance and providing suggestions and reports against staff or
environment and through student help center student’s queries entertain fast and at time
4. E-study system helps lecturer to convey his lecture online if hey can’t come to class or on vacations
5. Online payout system helps student and staff to deposit their fee and fines online
6. Online Staff hiring system and Online student registration system help HR to manage all their work
easily
7. Parents can check there child`s report through parent portal

6. Scope
University Management System is designed to make things easier for universities to manage staff and student
enrollment, admissions, fees collection, conducting examination etc. Cloud based university management
system manages all activities of the university efficiently and precisely. It will help university to online student
registration by defining some criteria and if student fulfill that criteria it will issue student to online test date
after the test of all student an algorithm will run which will select students with higher marks and send report
to management system. After getting admission student can attend their classes by online attendance system
through barcode scanning and they got a student portal on which they receive their lectures , assignments and
their fee and dues pending and monthly teacher feedback and student help center through which they can
submit their issue to their regarding department . Then it includes staff hiring system by which peoples
submits their CV and fills an online registration form and then he/she should perform some online tests on the
result of these tests and information and an Algorithm will check which one is most suitable for this job and
generate report and send it to HR department. UMS also includes a E-Study system on which students and
teachers can upload their videos regarding study and watch other videos , papers and projects Then it
includes E-Service providing systems which help students to sell their services online students can offer their
services and buyers can buy their required service and then E-portal System provides news , notifications
regarding upcoming events , jobs , seminars e.t.c it also offers payout systems through which students can pay
their fee fine e.t.c online and includes General Administration system which includes meeting management ,
document management and repairing e.t.c. and parent portal helps parents to check their child`s report dues
and directly contact with their staff , administration for issues and queries and then finally a web portal which
provide information about University infrastructure , Central facilities , academics , departments libraries ,
events and awards

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7. Modules
There are the following modules which UMS will cover

1. Online Student Registration / Test System:

This module provide student a registration form with some
criteria students will fill this form and if he/she is applicable then he needs to pass the online test and after
that test an Algorithm will run select the students with higher marks

2. Online Staff Hiring:

This module provide a registration form on which people’s needs to provide the
required information and uploaded their cv an algorithm will collect all these information and will check which
one is more applicable for this job and produce a report and send to administration and HR department

3. Online Attendance System:

This module will provide online attendance facility through to students.
Students can mark their present by scanning a barcode through an id assigned to an individual student

4. Student Portal:
Students can receive their lectures, assignments, attendance, result sheet, and
warnings on their portal and can also provide their suggestions and reports regarding any issues and also there
is student help center through which student can directly send his report to his required department

5. Reports Management:

Administration can generate and manage their monthly reports of students,

teacher’s attendance, fee, issues, results and dues e.t.c

6. E-Service providing system:

This module provides student an online service providing system
through which students and teachers can buy and sell their services and earn money

7. Payout system:
This module will help students and staff to pay their fee, dues and fines online

8. E-Study:
Teacher can deliver their lecture online and also students can upload their lecture if they
are expert in any field and they want to share their knowledge or projects with others

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 9. Web Portal:
Web portal will provide information about University infrastructure, Central facilities,
academics, department’s libraries, events and awards

10.E-Notice Board:
E-Notice Board System provides news, notifications regarding upcoming events,
jobs, seminars e.t.c

11. General Administration:

Includes General Administration system which includes meeting

management, document management and repairing e.t.c.

12.Parents Portal:
By creating Parent Portal through which parents can locate their child results,
attendance, dues, projects and events e.t.c. and contact with their respective staff , administration for issues
and queries

8. System Limitations/Constraints
Video Conference
System don`t work without Internet

9. Software Process Methodology

The model that is basically being followed is the WATER FALL MODEL, which states that the phases are
organized in a linear order. First of all the feasibility study is done. Once that part is over the requirement
analysis and project planning begins. The design starts after the requirement analysis is complete and the
coding begins after the design is complete. Once the programming is completed, the testing is done. In this
model the sequence of activities performed in a software

development project are: -

• Requirement Analysis
• Project Planning
• System design
• Detail design
• Coding
• Unit testing
• System integration & testing

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Here the linear ordering of these activities is critical. End of the phase and the output of one phase is the input
of other phase. The output of each phase is to be consistent with the overall requirement of the system. Some
of the qualities of spiral model are also incorporated like after the people concerned with the project review
completion of each of the phase

the work done.

WATER FALL MODEL was being chosen because all requirements were known beforehand and the objective of
our software development is the computerization/automation of an already existing manual working system.

10. Tools and Technologies

Table 2Tools and Technologies for Proposed Project
Tools Version Rationale

MS Visual Studio 2017 IDE

MS SQL Server 2015 DBMS
Tools Adobe Photoshop CSC 6 Design Work
MS Word 2015 Documentation
And
MS Power Point & prezi 2015 Presentation
Technologies
Pencil 2.0.5 Mockups Creation
Technology Version Rationale

C# 6.0 Programming language

SQL 2013 Query Language
Html 5 Web Development
Asp.net with Ajax 4.7 User Interface
Css 3 Styling
Bootstrap 3.4.1 Responsiveness
Java Script 6 Creating elements

11. Project Stakeholders and Roles

Write down the project stakeholders and their roles.

Table 3Project Stakeholders for Proposed Project

Project Grafton University Islamabad
Sponsor

Stakeholder  Developer : Ali Raza , Abdul Moiz

 Project Supervisor : Miss Irum Hina
 Final Year Project Committee: Evaluation of project

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12. Team Members Individual Tasks/Work Division
Table 4Team Member Work Division for Proposed Project
Student Name Student Registration Number Responsibility/ Modules

Ali Raza Gcpki00596 Mr. Ali Raza (Module1 to Module6)

Which includes Online student
registration , online test system , staff
hiring system , online attendance
system , student portal , reports
management and E- service providing
system

Abdul Moiz Gcpki00460 Mr. Abdul Moiz (Module7 to Module12)

Which includes Payout system , E study
system , Web portal , E- Notice Board ,
General Administration sys and Parent
Portal system

13. Data Gathering Approach

We use following information and requirement gathering approaches

13.1 Brainstorming:
We collect information and ideas from our colleagues and friends

13.2 Document Analysis:

We collect some information by the documentation of already existing projects
and ideas like moodle and BlackBoard

13.3 Observation:
We collect ideas by observing current system of our university

14. Concepts
Database Management, Web Development, Artificial Intelligence and Algorithms

Concept 1: Database Management: In our project Database is used for managing the Organization,
students and staff data. Their personal information’s, Result sheets, Attendance sheets, Report Sheets e.t.c

Concept 2: Web Development: Since our project is web based so we need to use IDE Visual Studio, Ms Sql
server, and .net framework and bootstrap and programming languages C#, Java Script, Css, Ajax, J query
e.t.c
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 Concept 3: Artificial Intelligence: For the implementation of Automatic hiring system and Automatic time
table we need Artificial Intelligence to make our system such smart that it will take automatic 100%
correct decision

Concept 4: Algorithms: We will learn Different algorithms to implement AI in our project like for students
selection system, staff hiring system, Time table generation system and library management System

15. Gantt Chart

16. Mockups
16.1.1 Student Portal

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16.1.2 Staff Hiring system

16.1.3 Time Table Generating using AI

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16.1.4 Parent Portal

17. Conclusion
It is easy to track the relations of students and courses they have taken, courses and teacher they are given by
using the friendly interface of the system. The University Management System which capable of Automatic
staff hiring, student registration, student attendance system and storing university resources such as students
and staff of the university and their relationship was implemented. And in future will improve it and add new
functionalities like Video Conference e.t.c

18. References
 http://cybervision.com.pk/university-management-system.php
https://www.iitms.co.in/products/university-administration-and-information-management-system/
 https://www.fatbit.com/web-based-university-management-system.html
 https://moodle.com/
 https://www.ijcsmc.com/docs/papers/April2016/V5I4201657.pdf

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