Current Documentation

An organized and systematic office solution is essential for all universities and organizations. There are many departments of administration for the maintain of School/College information and student databases in any institution. All these departments provide various records regarding students. Most of these track records need to maintain information about the students. This information could be the general details like student name, address, performance, attendance etc or specific information related to departments like collection of data. All the modules in college administration are interdependent. They are maintained manually. So they need to be automated and centralized as, Information from one module will be needed by other modules. For example when a student needs his course completion certificate it needs to check many details about the student like his name, reg number, year of study, exams he attended and many other details. So it needs to contact all the modules that are office, department and examination and result of students

With that in mind, we overhauled the existing Student Database Management System and made necessary improvement to streamline the processes. Administrators using the system will find that the process of recording and retrieving students information and managing their classes, including marking of attendance, is now a breeze. In general, this project aims to enhance efficiency and at the same time maintain information accurateness. Later in this report, features and improvement that allow achievement to this goal will be demonstrated and highlighted.

Our work is useful for easy user interface. We are planning to uttilize the powerful database management, data retrieval and data manipulation. We will provides more ease for managing the data than manually maintaining in the documents. Our work is useful for saving valuable time and reduces the huge paper work.

Education system forms the backbone of every nation. And hence it is important to provide a strong educational foundation to the young generation to ensure the development of open-minded global citizens securing the future for everyone. Advanced technology available today can play a crucial role in streamlining education-related processes to promote solidarity among students, teachers, parents and the school staff.

Education is central to development. It is one of the most powerful instruments for reducing poverty and inequality and lays a foundation for sustained economic growth. With this aim currently our government has given special emphasis to the educational sector and school improvement activities such as continuous professional development for teachers, training and upgrading teachers and capacitating schools with manpower and materials are among the major actions which have been taken in both primary and secondary schools. In order to facilitate and simplify these actions one of the major tool is to have automated school management system.

School Management System(SMS) consists of tasks such as registering students, attendance record keeping to control absentees, producing report cards, producing official transcript, preparing timetable and producing different reports for teachers, parents, officials from kebele or kefle ketema education bureaus and other stakeholders.

Automation is the utilization of technology to replace human with a machine that can perform more quickly and more continuously [2]. By automating SMS documents that took up many large storage rooms can be stored on few disks. Transcript images can be annotated. It reduces the time to retrieve old transcripts from hours to seconds. However, the school system in the government schools is not automated and the record officers generate transcripts and reports manually and the school administrators use their experienced knowledge of miss and hit approaches to prepare timetables

• Quick Setup
  • Manage center: This are learning center (School/College/University/
    Do this fast before any farther action
    Note: If System used by only one center then center is a class/programs for each level of that center
  i. Register new center/View available center
  ii. Update center/Delete center
  • Add New Department :- this can be assigned direct to Students or User
    Note: For center with no department simple center name is your department
  • Add New Categories/Section:- Register new section/categories/combination for each departments
  • Question/Subject setup: Create initial setup for each subject parameter before any action for each academic year
    i. Set Maximum and minimum pass for Continuous Assessment (CA)/Final Examination (FE) and total Score
    ii. Set parentage for Continuous Assessment (CA) and Final Examination Score (FE), exam CA should be under 40% anf FE should under 60% give total 100%
    NOTE: All parameters you can configure as you want depend on formula and calculation during processing are affected by this parameter, please follow formula given, When you fail to do this we expect to get wrong information
  • Grade/Points setup: This are other important part to assess student
    i. Set grade interval(lower and upper limits)
    ii. Average grade/Division parameter (Lower and upper limit) also set points for each grades
  NOTE: You can use your own assessment measure
  • New year/Level: Assign new year of study, if this not set it imply that no academic/admission process for that year
• Subject & Course
  • Assign subject/ Modules: Assign modules to student and instructor from registered subject
  • New subject/ modules: Add new subject so that you can assign to student
  • Manage subject/ Modules: You can delete/edit registered subject
• User management
  • New user: Add new user and provide initial privilege to access the system(User position and Access link is important part)
  • Available user: View only available user to the system and no farther action
  • Access control: Assign user access link or remove access link/ assign module/ block or approve user/delete user
• Student management
  • New student: Add new student one by one or for multiple student use excel file templates (.csv/ .xls/ .xlxs)Please fill all the information else you can not upload student
  • Available student: View only available student in specific center and no farther action
  • Manage student: This part you can do the following
  i. Edit student
  ii. Delete student
  iii. Assign/remove subject
  iv. Enroll next/back
  
  • Import student: Import student in excel file (.csv/ .xls/ .xlxs)
• Assessment Record
  • Add score: Add score/remove score, this part access only by user ass subject
• Payment/Uses
  • Student fees: Record new fee for student, view available payment list and summery
  • Office: Record office uses example if office buy plain paper you can record it at this part
  • Payroll: Manage instructor sullary but this part is not deep as payroll system
• Result(S)
  • Single result: View result for each student one by one for each academic year
  • AVG/Grade result: View (marks in relevant with grades) result for one center/department
  • Result by grade: View results only in grade wise with short summery/Statistic
  • Assessment: View all recorded assessments
• Report/Form(s)
  • Attachments: This are predefined report ex. Best student, Best student for each subject, Best center/Center result summery, Statistic for each subject and many more
  • Forms: This are predefined form ex. Individual attendance form, Collective attendance form, Student Subject registration and many more
  • Pass mark: Show over view pass and failure for examination in each academic year
  • Pack list: Show initial registered student for each center this can help when printing examination paper
• Manage data
  • Data synchronization: If you have multiple sever you can marge your data by using data synchronization
  • Data processing: If you make any adjustment please do again data processing
  • Transfer student: Transfer a group of student into new center by categories
  • Generate html file(s): Convert student result from database to html files for future uses
  • Generate certificate: Convert student result from database to html files for future uses

CodeIgniter User Guide

Statement of the problem
To help promote students achievement and success, schools must have access to complete, accurate, and timely information about students. One of the benefits of automated SMS is that the student record system will simplify retrieval of required information and is a great instrument for school improvement by taking measures from the information acquired. Despite the use of automated SMS, the government schools are using paper based documentation system for performing various tasks and the school administrators apply their knowledge of hit and miss approach in scheduling classes and courses (preparing the timetable) which wastes manpower and much time unnecessarily that does not utilize the current technology.

Transcripts of students are prepared manually by the record officer and teachers. Report cards are produced by the home-room teachers. Attendance of students is recorded by the home-room teachers. In order to control absentees and know the number of days that a student has been absent from the school during the school days the attendance officer has to collect the attendance slips from the corresponding homeroom teachers and compile it which is also a time taking process. In addition to that retrieving records of students who have graduated couple of years ago has been a difficult task and the manual system also has difficulty of producing different reports which are required by the stakeholders such as teachers or administrators.

Teachers may want to associate a student with his parent or emergency persons for disciplinary measures which need searching of the students record in the record office. It has been difficult to search a record from thousands of such records and observed that students can take any person claiming that he/she is their parent or emergency person which creates problem in control of students.

Due to the inefficiency of the current manual system, the need arises to automate SMS in order to efficiently handle students’ attendance, to produce transcript, report cards and the various reports satisfying users and customers and to produce timetable which can schedule courses for teachers and classes of students.

Main objective
Utilize the powerful database management that will provides more ease for data retrieval and data manipulation than manually maintaining in the documents and reduces the huge paper work

Specific objective
Make all operation computerize
Reduce time consuption and error scope
All system managements are automated
No paper work required

Future scope of the system
Nothing is perfect int this world. so we are also no exception. Although, we have tried our best to develop this system, yet there can be further enhancement in the Application.
We have taken care of all the critical aspect, which need to take care of during the development of the project.

Limitation
Like the things nothing is perfect by 100%, thus this system has some limitation
Some module still is in progress and required extra knowledge and time to accomplish the task

Benefit of the products
Complete automation of all operations
Centrally stored information with zero redundancy
Reliable update on student’s attendance, progress report and fee payment
Automated student attendance
Computerized management of marks and grades
Providing more accurate & efficient work with respective time
Operate Any Time Any ware in the World