1.

INTRODUCTION
OF THE

AND

PROJECT

OBJECTIVE

1.1. Introduction
The project entitled "DEPARTMENT AUTOMATION " is a web based
application thatserves as the tool for automating the processes in the
department of colleges.it is designed in such a way that it can be used in
both LAN and web servers. The application reduces the workloads of the
teaching staffs, HOD, IQAC coordinators, and students, in which personnel
data and conventional register data are fully stored in the web servers, so
that the paper works are reduced very much. This in turns makes the
process easy.
The project also has a big future scope in which all the papers can be
automated.

1.2. Objectives
This Department automation system is designed for college
departments deal with loads of paper works, which makes delay in all
processes. The project is intended for make the system much efficient and
reliable for both departmental and students use. The main objectives of
this project are:

To improve the current system

Convert the present manual system to a new computerized system
Make the proposed system more accurate and faster
Provides user friendly environment
The system should provide better performance
Make searching for information easier
Reduce delay in data retrieving
Make the system reliable

1.3. Project Category

The department automation system is a web based application which is
normally consists of number of web pages which serves as the platform for
user works. The brief description of the web site is given below.
A website, also written as Web site, web site, or simply site is a
collection of related web pages containing images, videos or other digital
assets. A website is hosted on at least one web server, accessible via a
network such as the Internet or a private local area network through an
Internet address known as a Uniform Resource Locator. All publicly
accessible websites collectively constitute the World Wide Web.
The pages of a website can usually be accessed from a simple
Uniform Resource Locator (URL) called the homepage. The URLs of the
pages organize them into a hierarchy, although hyper linking between
them conveys the reader's perceived site structure and guides the reader's
navigation of the site.
Some websites require a subscription to access some or all of their
content. Examples of subscription websites include many business sites,
parts of news websites, academic journal websites, gaming websites, filesharing websites, message boards, web-based email, social networking
websites, websites providing real-time stock market data, and websites
providing various other services. Here the website offers every branch of
the same campus to view the day-today affairs and reports from any corner
of the world just by logging in.

2. REQUIREMENT
ANALYSIS

2.1 Problem Definition

The project entitled "DEPARTMENT AUTOMATION " is a web based
application thatserves as the tool for automating the processes in the
department of colleges.it is designed in such a way that it can be used in
both LAN and web servers. the application reduces the work loads of the
teaching staffs, HOD, IQAC coordinators, and students, in which personnel
data and conventional register data are fully stored in the web servers, so
that the paper works are reduced very much. This in turns makes the
process easy.
The main users of the system will be Principal, HODs, staffs, IQAC
coordinators, students.
The project also has a big future scope in which all the papers can be
automated.
The project is implemented using PHP as front end and MySQL as back end
in windows XP environment.

2.2 Software Development Model.

The

waterfall

model

is

the

classical

model

of

software

engineering. As this model emphasizes planning in early stages, it ensures

design flaws before they develop. It is better to consider applying the full
waterfall

development

cycle

model

when

correcting

problems

or

implementing these enhancement requests. For this reason we can use

waterfall model as the software development model for our mini project.
We use waterfall model as software development model. It
simply represents the system by using 4 phases of software development
life cycle. In this model the outcome of one phase is input of another
phase. By using this we can go through all the phases of the software
development such as study, design, development, operational phases.
Waterfall approach was first SDLC Model to be used widely in
Software Engineering to ensure success of the project. In "The Waterfall"
approach, the whole process of software development is divided into

separate phases. In Waterfall model, typically, the outcome of one phase

acts as the input for the next phase sequentially.

The sequential phases in Waterfall model are:

Requirement Gathering and analysis: All possible requirements

of the systemto be developed are captured in this phase and
documented in a requirement specification doc.

System Design: The requirement specifications from first phase are

studied inthis phase and system design is prepared. System Design
helps in specifying hardware and system requirements and also helps
in defining overall system architecture.

Implementation: With inputs from system design, the system is

first developedin small programs called units, which are integrated in
the next phase. Each unit is developed and tested for its functionality
which is referred to as Unit Testing.

Integration

and

Testing:

All

the

units

developed

in

the

implementation phaseare integrated into a system after testing of

each unit. Post integration the entire system is tested for any faults
and failures.

Deployment of system: Once the functional and non-functional

testing is done,the product is deployed in the customer environment
or released into the market.

Maintenance: There are some issues which come up in the client

environment.To fix those issues patches are released. Also to
enhance the product some better versions are released. Maintenance
is done to deliver these changes in the customer environment.

2.3. Requirement Specification

2.3.1.

Existing System

The existing system fully depends on the paper works. So it takes

more time to enter and store the details in which there is more possibility
for human made errors. The data retrieval takes more time and sometimes
the data may be lost and there are even no chances to find the appropriate
statistical calculations of the bills.

2.3.2. Proposed System

The proposed system is designed to eliminate all the disadvantages
of the existing system. The proposed system is prepared in PHP with
MySQL as the database management system. The proposed system use
reduces manpower effort, paper wastage etc. The proposed system is very
efficient and it saves time. The proposed system is having many added
advantages which is having higher number of economic features for user
interface. The system modular structure will allow the system to pair with
its other system for easy data transfer with high control levels in user
hands. The proposed system will be more appropriate and genuine without
any errors and by using this application the user bills can be generated

easily.
It is designed keeping in mind all the drawbacks of the present
system in order to provide a permanent solution to the existing system.
The proposed system overcomes all
7

the hurdles faced by the existing system. It provides multiple user

accessibility and also has different user privileges. So the system is
accessible for Principal, HODs, staffs, IQAC coordinators, students.
2.3.2.1 Justification of the Proposed System
The existing system has various disadvantages compared to the
proposed system. Some disadvantages are listed below:

The existing system is totally manual thus there are

chance of error in Processing
The basic and the major drawbacks in the existing system
are the speed of retrieval of data, which leads to delay
The manual jobs such as calculation are more error prone

There are plenty of chances of duplicity of data and information

Updating its tedious job.
Delay in processing data

Loss of data is higher

2.3.2.2

Benefits of the Proposed System

The proposed system is fully computerized thus making it user

friendlier. The advantages are listed below:

To reduce workload of staff.

To reduce the delay and processing time.
To reduce the delay bill generation.
To provide the user-friendliness in all possible ways.
To provide greater flexibility.
Make maintenance change easy.

To store data a centralized location to reduce redundancy and

increase Consistency.

2.4. Project planning

Project planning is the most importance phase of a software
development life cycle. The project plan discusses what should be done
and how it should be done to reach the final goal. Creating such a plan is
vitally important because of the nature of software development. It is
unlike any other project activity because software is contracted in mind
and one personnel interpretations are not the same as anothers, even
both are involved in the same software project. These differences in
options are the core of software errors. Therefore, a specific, detailed
project plan must be developed.
Initially the project scope is defined and the appropriate methods
for completing the project are determined. Following this step the duration
for the various tasks necessary to complete the work are listed and
grouped into a work break down structure. Then the necessary resources
can be estimated and costs for each activity can be allocated to each
resource giving the total project cost. Project planning means plotting
activities against a time frame and developing a network based on an
analysis of the tasks that must be performed to complete the project. The
basic goal of planning is to look into the future, identify the activities that
need to be done to complete the project successfully. A good plan is
flexible enough to handle the unforeseen events that inevitably occur in
lagged project.

2.5. Project scheduling

Project scheduling is the process of converting project steps, resources
and estimates to a series of sequential and parallel tasks that can be
spread across a calendar to determine the start, intermediate milestone
and completion dates for project. Having clearly defined the objectives of
the system, the next step is to decide when and how to do it.
The project schedule provides a graphical representation of
predicted tasks, milestone dependencies, resource requirements, task

duration and deadlines. The schedule inter-relates all tasks on a common

time scale. It should be detailed enough to show each WBS (i.e. Work
breakdown Structure) tasks to be performed, the name of the
9

person responsible for computing the task, the start and end of each tasks,
and the expected durations of the tasks.

Gantt chart:Tasks

Starting date

Duration(days)

End date

System Study

08/1/2015

16/1/2015

Requirement analysis 10/1/2015

15/1/2015

Designing phase

17/01/2015

22/01/2015

Coding

23/01/2015

22

4/04/2015

Testing

5/04/2015

10/04/2015

Installation

10/04/2015

10/04/2015

2.6. Feasibility Study

Feasibility study is a procedure that identifies, describes and evaluates
candidate system and selects the best system for the job. An estimate is
made of whether the identified user needs may be satisfied using current
software and hardware technologies. The study will decide if the proposed
system will be cost effective from a business point of view and if it can be
developed given existing budgetary constraints. The key considerations
involved in the feasibility analysis are economic, technical, behavioral and
operational.

Technical Feasibility
Economic Feasibility
Operational Feasibility
Behavioral Feasibility

10

Technical Feasibility
The project should be developed such that the necessary functions and
performance are achieved within the constraints. The project is developed
with latest technology. Though the technology may become obsolete after
some period of time, due to the fact that never version of same software
supports older versions, the system still be used. So there are minimal
constraints involved with this project. The system has been developed
using PHP; the project is technically feasible for development.
It centers on the existing computer system and to what extent it can
support the proposed addition. Since the minimum requirements of the
system like Apache server and a browser on the client, are met by any
average user.

Economic Feasibility
In this, we determine the benefits in terms of the cost. The system is
economically feasible, as the organization possesses the hardware and
software resources required for the functioning of the system. Any
additional resources, if required, can also be easily acquired.
When considering the project functions like feedback management,
attendance management, tutorial management etc, by implementing the
Department Automation System it reduces lots of paper works and
cumulative human effort which could be get at an expensive. For example
the below calculation shows the approximate values.
For feedback management, by existing system,
Cost of 1 feedback form
Minimum feedback to get from a
class
Time to get feedback from 1 class
Minimum no: of students in class
(aided)
Staffs needed

: 1.50 rupee
:3
: 45 min.
: 50
:3

Minimum no: of classes feedback has to be taken : 18

So by calculation
: 4050/- needed for a single feedback

analysis.
Cost can vary according to situations. With 3 staff efforts.
11

But by implementing Department Automation System the estimates

are given below No feedback form needed, require lab with LAN
Staff needed
Time to get feedback from 1 class

: 1 only
:15 min

There is no extra money other than current charge needed for the system.
So we can conclude that the proposed system DEPARTMENT AUTOMATION
SYSTEM is economically feasible for implementation. The above case is
also applicable for other functions.

Operational Feasibility
The system operation is the longest phase in the development life
cycle of a system. So, operational feasibility should be given much
importance. The users of the system dont need thorough training on the
system. All they are expected to know to operate the system is the basic
net surfing knowledge. It has a user-friendly interface. So the system is
operationally feasible.

Behavioral Feasibility
In todays world, where computer is an inevitable entity, the systems
like auction site, which requires no special efforts than surfing the net are
enjoying wide acceptance. Thus the organization is convinced that the
system is feasible.
People are inherently resistant to change, and computers have been
known to facilitate change. An estimate should be made about the reaction
of the user towards the development of a computerized system. Computer
installations have something to do with turnover, transfers and changes in
the job status.

12

3. SOFTWARE REQUIREMENT
SPECIFICATION
(SRS)

13

3.1.

Introduction
3.1.1. Purpose
The purpose of this document is to describe the Department
Automation System. This document contains the functional, behavioral and
non-functional requirements of the project and it also contains the
guidelines for system engineers and designers to start working the project
3.1.2. Scope
The department automation system is web application that is used to
automate the process in a college department. The main process that the
system do is feedback management, tutorial management, attendance
management and club activity management. Along with these process the
system also does the student data management, staff data management,
and the department data management.
The system will do the works mentioned above efficiently and much more
easier than the conventional paper work system which requires more
human power cost and time.
3.1.3. Definitions, acronyms, and abbreviations
Php- hyper text preprocessor
Admin- the person who has all the control over
the system. HOD-head of the department
www- world wide web
3.1.4. References

IEEE 830-1998 standard for writing SRS document

Books

System analysis and design 2

nd

edition, Elias Award

An Introduction to database management system, Bipin.C.Desai

Websites

www.wikipedia.com
3.1.5. Overview
The document contains the detailed documentation of the requirements
and functions of
Department Automation System like product function, functional
requirements, constraints, dependencies etc.

14

The SRS is organized as its discuss the product description first then the
requirements of the products, and the dependencies that will face by the
systems..etc.

3.2.

Overall Description

3.2.1. Product perspective

Department automation system is a replacement for the ordinary
systems

whichdepend

on

paper

work

for

attendance,

feedback,

department activities, student& staff details.

3.2.2. Product
functions
Administrator

Holds the overall control of the system

Provide user controls, system maintenance, access approvals
Permission granting

Staf

Have only limited access to the system.

Inserts/update the attendance details
View the feedback details
Enters & generate the tutorial reports

Update profile informations

Enter assigned club details

Students

Create profile
departments

and

add

personnel

Login and give feedbacks

View attendance details
Add club details about themselves

HOD

Login and add department details

Check and approve attendance details and report
Approve tutorial reports

details

needed

by

Can view his/her own feedback

15

Update course and program details

IQAC coordinator

Login and set feedback exams

Prepare the feedback exam reports
Access tutorial data and generate reports

Principal

3.2.3

Access tutorial data and report

Access feedback data and report
Have permission to access department, staff, student data

User characteristics

Users of department automation system are administrator, staffs,

HOD, principal, IQAC coordinator and students. Staffs are assumed to have
basic knowledge of computers and Internet browsing. Administrators of the
system should have more knowledge of internal modules of the system and
are able to rectify small problems that may arise due to disk Crashes,
power failures and other catastrophes
3.2.4

3.2.5

Constraints
The system implementation depends upon an active continuous
internet connection
The users must remember the correct usernames and passwords
to enter into the home page and do actions.
The subscribers
administrator.

registrations

have

to

approve

by

the

User must be aware to enter correct data into databases

Assumptions and Dependencies

The assumptions are:-

The required configuration like network access with browser

support is necessary
Change in the operating system will need to change the
documents.
Hardware change can affect the system performance

The dependencies are:-

16

3.3

The specific hardware and software due to which the product will
be run.
On the basis of listing requirements and specification the project
will be developed and run.
The system should have the general report stored
Any update in the records should be available on the database.
That means it must be recorded

Specific Requirements

3.3.1. External
interfaces User
Interfaces
Here the form acts as the user interface. The user can interact
with the system using graphical user interface. There will be a log in
screen first appear, through which valid user can use the system.

Login
The users who has authority can enter in to the

system and this person can perform all things in the

system. All updation regarding the system will be
performed.

Data entry
The authorized user can add/delete/update database
in which they are assigned. Data entry comprises of
student data, staff data, department data, feedback
data, tutorial data..etc

Report
The user can generate different reports like feedback
report,attendance report, tutorial report etc

Hardware Interfaces
Only the recommended configuration (basic requirements of a
computer system) no other specific hardware is required to run the
software.

17

Software Interfaces
Software will depend on the security features provided by the
operating system and the language PHP (Version 5).The system will have a
direct connection with the database MySQL (Version 5).The datas are
stored in the database and retrieved as per requirements.
3.3.2 Functional requirements
The website should be able to connect over the internet.
The website should be able to manage the tasks specified from the
user.
The validation of data entered should be done
Specific condition has to be met
System shall maintain the sequences of the processes
3.3.3. Performance requirements
The system must be connected to the network to ensure the
performance of the system. Any number of users can simultaneously
access this system .It can open anyone of files at a time. Its response time
is also fast.

The performance of the system should be fast and accurate

Response of the system to an operation should be within reasonable time.
The system should be able to handle large amount of data.

The system should be capable for updating the data such as

subscriber details and periodicals details very frequently.

3.3.4. Logical database requirements

A database requirement is dealing with the requirements for the
collection of data. Some of major tasks, using a computer system are to
store and manage data. To handle these tasks, you need a specialized
computer program known as a database management system (DBMS).A
DBMS stored, process, and retrieve data. The database used in this project
is MySQL
1.login
field
username

type
varchar

size
30

description
User name

constraints
Primary key

18

password

varchar

20

password

Not null

role

varchar

20

User role

Not null

2. Department
field

description

constraints

10

Departments ID

Primary key

DepartmentName varchar

30

Name of department Not null

departmentHead int

10

Staff id of head

DepartmentID

type
int

size

Foreign key

3. Staff details
field

type

size

description

constraints

staffID

int

10

Staffs unique ID

Primary key

DepartmentID

int

10

Departments ID

Foreign key

name

varchar

40

Name of staff

Not null

DOB

date

Date of birth

Not null

gender

varchar

Gender of staff

Not null

address

varchar

100

Address of staff

Not null

ContactNO

Int

12

Contact number

Not null

email

varchar

40

Email ID of staff

Not null

Designation

varchar

30

Designation of staff

Not null

Profile pic

varchar

150

Path of profile pic

20

Current status of
staff

status

4. student details

varchar

Not null

19

field

type

size

description

constraints

Rollno

int

10

Students unique ID

Primary key

programID

int

10

Program id

Foreign key

Name

varchar

40

Name of student

Not null

DOB

date

Date of birth

Not null

gender

varchar

Gender of student

Not null

address

varchar

100

Address of student

Not null

ContactNO

Int

12

Contact number

Not null

email

varchar

40

Email ID of student

Not null

PeriodOfStudy

varchar

10

Period of students
study

Not null

Profile pic

varchar

150

Path of profile pic

status

varchar

20

Current status of
staff

Not null

5. QuestionType
field
questiontypeID

type
int

Questiontypenam
e
varchar

size

description

constraints

10

Type ID

Primary key

20

Type name

Not null

6. question
field

type

size

description

constraints

questioID

int

10

Questions unique ID Primary key

QuestiontypeID

int

10

Type ID

foreign key

question

varchar

Question for
feedback

200

20

Not null

7. Exam
field

type

examID

int

Date

date

No:ofstudents

int

totalstudent

int

size
10

description

constraints

Id of feedback exam Primary key

Date of exam

Not null

No of students
attended the exam

Not null

Total student of the

batch

Not null

semester

int

Semester of
students

staffID

int

10

Staffs unique ID

Foreign key

QuestiontypeID

int

10

Type ID

foreign key

programID

int

10

Program id

Foreign key

courseID

int

10

Course code

Foreign key

Not null

8. Result
field

type

size

description

constraints

resultID

int

10

Results unique ID

Primary key

examID

int

10

Id of feedback exam Foreign key

Rollno

int

10

Students unique ID

Foreign key

date

date

Date of assign

Not null

9. Students attendance
field

type

size

description

constraints

Rollno

int

10

Students unique ID

Foreign key

programID

int

10

Program id

Foreign key

21

courseID

int

10

Course code

Foreign key

date

date

Date of attendence

Not null

1stH

int

Hour attendence

Not null

2ndH

int

Hour attendence

Not null

3rdH

int

Hour attendence

Not null

4thH

int

Hour attendence

Not null

5thH

int

Hour attendence

Not null

ispresent

int

Present or not

Not null

10. Tutorials
field

type

size

description

constraints

tutorialID

int

10

tutorial unique ID

primary key

staffID

int

10

Staffs unique ID

Foreign key

date

date

Date of tutorial

Not null

Rollno

int

10

Students unique ID

Foreign key

description

varchar

200

Description of
tutorials

Not null

3.3.5. Design constraints

The program is designed for and will only operate under the Windows
OS.

Before accepting the system the developer will have to show through
test cases that all conditions are satisfied.

3.3.6. Software system

attributes
Reliability
The software should not have any reliability issues. The software
will be thoroughly tested and any issues resolved.

22

Availability

The key to maintaining availability will be by ensuring a connection

to the database server is available. Failure to connect to the database
will make data unavailable.

Security

This software is intended to communicate over an internal

network; therefore security is of little concern. The user will have to
enter the username and password so the program can connect to the
database server.

Maintainability

The software will be composed of various modules decreasing the

complexity of expansion.
3.3.7. Organizing the specific requirements

Functional Hierarchy

In this system the overall functionality is organized by Data flow

diagrams and E-R diagrams. Based on these diagrams, data relationships
and dependencies are found and a functional hierarchy is made for
organizing the specific requirements.

23

4. SOFTWARE AND HARDWARE

REQUIREMENT

24

4.1 Software Requirements

To develop the application software, we use different type of software. The
software for the development has been selected based on several factors
such as:

Support and stability.

Cost effectiveness.

Development speed.

Ability to create robust application least time.

The minimal softwares used for storage are:

Front-End Development: PHP 5
IDE

: Abode Dreamweaver cs6

Web Server
Database Server
Front End

: Apache
: MySql

: Any Browser with JavaScript & XML Support

Tools
Hypertext Preprocessor 5 (PHP)
PHP is a server-side scripting language designed for web development but
also used as a general-purpose programming language. Originally created
by RasmusLerdorf in 1994, the reference implementation of PHP (powered
by the Zend Engine) is now produced by The PHP Group. PHP code can be
simply mixed with HTML code, or it can be used in combination with
various templating engines and web frameworks.
Features:

PHP runs on various platforms (Windows, Linux, Unix, Mac OS X, etc.)

It is compatible with almost all servers used today (Apache, IIS, etc.)

It supports a wide range of databases.

25

PHP is free. Download it from the official PHP resource: www.php.net

PHP is easy to learn and runs efficiently on the server side.

MySQL
The data in a MySQL database are stored in tables. A table is a collection of
related data, and it consists of columns and rows. Databases are useful for
storing information categorically. MySQL is (as of March 2014) the world's
second most widely used open-source relational database management
system (RDBMS). The SQL phrase stands for Structured Query Language.
MySQL is a popular choice of database for use in web applications.
Features:

MySQL is a database system used on the web.

It is a database system that runs on a server.

It is ideal for both small and large applications.

It is very fast, reliable, and easy to use.

MySQL uses standard SQL.

MySQL compiles on a number of platforms.

MySQL is free to download and use.

MySQL is developed,
Corporation

distributed,

and

supported

by

Oracle

4.2Hardware Requirements
The hardware requirements for developing and implementing the proposed
system are given below:
Processor : Intel Pentium IV / AMD, Running at 1GHz
RAM

: 2GB

Hard Disk : 160 GB

GSM Modem

26

5. SYSTEM
DESIGN

27

5.1 Introduction
The system design is a solution to how to approach to the creation of
new system.
The basis for the system design is a good system analysis. The important
phase is composed of several steps. The first step is to determine how the
output should be produced and in what format. Second the database, the
input data and the master files have to be designed to meet the
requirements of the proposed output. It provides for the understanding and
procedural details necessary for implementing the system recommended in
the feasibility study. It refers to the technical specifications that will be
applied in implementing the candidate system. It also includes the
construction of programs and program testing. Finally the details related to
justification of the system and estimate of the impact of the candidate
system on the user and the organization are documented and evaluated by
the management as steps towards implementation. System design goes
through phases of development, logical and physical design.
DFD shows the logical flow of a system and defines the boundaries of
the system. For a candidate system, it describes the inputs, outputs,
databases and procedures. The design covers the review of the current
physical

system,

prepares

output

specifications,

prepares

input

specifications and specifies the implementation plan, reviews benefits,

costs, target dates and constraints.
System design objectives include specify logical design elements,
support business activities ensure that system features meet user
elements, support business activities ensure that system features meet
user requirements, provides a system engineered for ease of use by
people, provides detailed software development specification, confirm to
design standards.
The logical design specifies output, input, file and screen layout. The
physical design produces the working system by defining the design
specification that tells the programmer exactly what the candidate system

must do.

28

5.2 Input design

Computer design is the link that ties the
information system into the world of its users.
The input design involves determining what the
input is, how data should be performed, how to
validate date, how to minimize data entry and
how to provide a multi user facility. All the data
are validated in the order and if any data
violates any conditions, the user is warned by a
message. If the data satisfies all the conditions
then it is transferred to the appropriate tables
in the database.

Registration from

STUDENT REGISTRATION FROM

ROLLNO
NAME
PROGRAM
GENDER
DOB
ADDRESS
EMAIL

Cancel

Add New

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Close

30

Staff Feedback form

Feedback Form
1

Question1
Question2
Question3
Question4
Question5
Question6
Question7
Question8
Question9
Question10
Question11
Question12

SUBMI T

C ANCEL

Submit

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Calcel

5.3 output design

Efficient, intelligible output design improves the system relationship with
the user and help in decision making. Allowing the user to review sample
screen is important because the user is the ultimate judge of the quality of
the output.

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Feedback output

MES College Marampally

Consolidated sheet

Name of teacher :
Name of the department :
Name of course :
Batch/semester:
Hour/date:

Total feedback obtained

Average score
Question which elicited maximum score :
Question which elicited minimum score :

5.4Module Description
Department automation has the following modules which are necessary
processes for the department activities.

Department module
This module manages the department details given by admin, head
of

departments

like

program

details,

course

details,

staff

management, attendance management etc.

Staf management module

The module which manages the details of staffs, their course details
etc.

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Student management module

Module which manages the details of student, their data entry,
profile updation etc.

Feedback Module
This module is the core module for the feedback process of lab,
teacher, and general.
The module collects teachers data from staff module and make
available for the feedback process. The feedback exam details are
then stored to the database, it is then

retrieved for the report generation for IQAC and principal.

Tutorial module
The tutorial module is for processing and storing the tutorial data
which actually a personnel interaction between teacher and student.
Only teacher and principal are allowed to access the tutorial data.

Attendance module
The attendance module takes care of the hourly attendance and the
aggregated monthly attendance of each student. The teacher who
takes hourly attendance are also stored so that total engaged hours
can be calculated.

Club activity module

The club activity module is meant for storing information about the
students and teachers who take parts in various clubs and hold
position if any.

5.5process logic of each module

The department automation system consists of various processes
which belongs to different modules. The modules and their processes
are given below.
Department module

HOD logins with user id and password

Enter or updates details like department, program, course, etc.

generate reports

staf management module

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enter or update staff profile data

traverse through the

profile
student
management module

staff login with user id and password

student login with username and password

enter or updates the student profile data

traverse through the

profile feedback module

IQAC coordinator or assigned admin login with username and

password
Set the batch and program of the feedback exam and navigate
students to feedback exam.
Students login with their username and password, select teachers
and give feed backs
Then IQAC coordinator create the consolidated report for each
teacher, and principal can view these report with his login.
Teachers login with their login and can view their own feedback given
by students.

Tutorial module

Teacher login with their username and password and enter the
tutorial data like date, student ID, description of tutorial etc.
Principal can view or generate report with theses data.
Only tutor, HOD, principal have access to this data.

Attendance module

Teachers login to the system and select program, date, course, hour
etc and enter the attendance of each student.
The student can only view their attendance
HOD can prepare the monthly attendance report.
Also used to calculate the engaged hours of each staffs.

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Club activity module

Students and teachers login with their username and password to

enter or update the club data which they belongs.

5.7 Database design

A database is a collection of data. Some of our major tasks, using a computer

system are to store and manage data. To handle these tasks we need a
specialized computer program known as a Database Management System
(DBMS).DBMS provide an efficient and secured way for handling large amount of
data required for our system. In this project we use MySQL as the DBMS software
and the table structure are given below.
Tables
1. Login
field

type

size

description

constraints

Username

varchar

30

User name

Primary key

password

varchar

20

password

Not null

role

varchar

20

User role

Not null

2. Department
field

description

constraints

10

Departments ID

Primary key

DepartmentName varchar

30

Name of department Not null

departmentHead varchar

10

Staff id of head

DepartmentID

type
int

size

Foreign key

3. Program
field

type

size

description

constraints

programID

varchar

10

ID of program

Primary key

DepartmentID

int

10

Departments ID

Foreign key

ProgramName

varchar

Name of the

Not null

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program
No:ofSems

Int

Total no: of
semesters

Not null

4. Course
field

type

size

description

constraints

courseID

int

10

Course code

Primary key

CourseName

varchar

30

Name of the course

Not null

semester

int

Semester which the Not null

course belongs

5. ProgramCourse
field

type

size

description

constraints

programID

int

10

Program id

Foreign key

courseID

int

10

Course code

Foreign key

status
adress
desig

name
staff
id

gives
have
id

have
id
name
tutorial

department

date
name

program

id
descrip
club
name

id

study

Belongs to
id

student

type

date

id
feedback
gives

name

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prg
period

5.9 Data Flow Diagram

Level 0-context diagram

45

Level 1 DFD for Department Automation

System

Level 1 DFD for Admin

46

Level 2 DFD for attendance

Level 2 DFD for Tutorials

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Level 2 DFD for Feedbacks

Level 2 DFD for club activities