Tab 1

University management system

Project submitted by

Name - Pushkar Pathak

Registration No - 210011789420,
Enrollment no - 2111200001177
Semester - 7, section - (B)

Group no - 25

BACHELOR OF TECHNOLOGY (CSE)

DEPARTMENT OF COMPUTER SCIENCE

Sister Nivedita University, Newtown
Kolkata, West Bengal

2024
 University management system

Project Submitted in Partial Fulfilment of Requirements for

Award of the Degree of

Bachelor of Technology (CSE)

by

Pushkar Pathak , Rohan Mondal, Bikram Patnayak, Bikram Mondal

Registration number:

Under the supervision of

Dr. Indranil sarkar
Assistant professor
Department of Computer science,
Sister Nivedita University, Newtown
Kolkata, west Bengal

DEPARTMENT OF COMPUTER SCIENCE

Sister Nivedita University , Newtown
 Kolkata West Bengal

Declaration

We hereby declare that this dissertation is the product of our own

work,and we attest that it contains no material that resulted from
collaboration,except where explicitly acknowledged in the text . Fur-
thermore, we confirm that this project has not been previously sub-
mitted, either in part or in its entirety, to any other University or Institution
for the purpose of obtaining any degree, diploma, or oth-
her qualifications. All sources used and referenced in this dissertation
are duly credited, and any borrowed ideas or information appropriately
cited in accordance with academic standards and guide-lines.

—--------------------------------
Date - 22/11/2024. (Pushkar Pathak,)

Place - SNU, WB
 SISTER NIVEDITA UNIVERSITY

Certificate
This is to certify that the project entitled "University Management
system", submitted by Pushkar Pathak, to Sister Nivedita University ,
West Bengal for the award of the degree of Bachelor of Technology (
CSE ) is a bonafide record of the project work carried out by them under
my supervision and guidance. The content of the project, in full o r parts,
has not been submitted to any other institute or university for the award
of any degree or diploma.

—-----------------------------------------
Date - 22/11/2024. ( Dr. Indranil Sarkar)
Place - SNU, WB. Assistant professor
Department of Computer science
Sister Nivedita University
Contents

List of Tables v
List of Figures vi
Acknowledgement vii
Abstract viii

1 Introduction 1………………………………………………………….1
1.1 Organization of chapters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1.1 Chapter 2: Literature Survey . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1.2 Chapter 3: Feasibility study . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1.3 Chapter 4: Problem identification, . . . . . . . . . . . . . . . . . . . . . . . 3
1.1.4 Chapter 5: Proposed Solution . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1.5 Chapter 6: Experimental Results and Discussion . . . . . . . . . . . . . . 4
1.1.6 Chapter 7: Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1.7 Chapter 8: Future scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Literature Survey ……………………………………………………..5

2.1 Existing Research on University management system for Feature Extraction: . 6
2.2Existing Challenges and Limitations: . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.3 Proposed Solutions……….:..............................………………….. . 6

3 Feasibility study………………………………………………………….7

4 Problem identification …………………………………………………..9

5 Proposed Solution ………………………………………………………10

5.1 Proposed Solution and Methodology: . . . . . . . . . . . . . . . . . . . . . . . . . 11
5.2 Proposed System Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
5.3 Assumptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
5.4 System Architecture Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
5.4.1 ER Diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5.4.2 Schema diagram…………………………………………..12
5.6 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

6 Experimental Results and Discussion …….………………………13

7Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . ………………….. . 23
1.1.7 Chapter 8: Future scope . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

List of Tables
Summary Table:Test Cases…………………………….. . …… ... .... . . . . . . . . . 17
List of Figures

1.1 Overall Diagram Representation . . . . . . . . . . . . . . . . . . . . . . . . . . . .

5.1 ER diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2 Schema diagram . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.4 output windows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.5 Flowchart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Acknowledgement
We would like to express our heartfelt gratitude to our esteemed guide, Dr. Indranil
Sarkar , Assistant Professor at Sister Nivedita University, WB, for his invaluable
guidance, unwavering support, and encouragement throughout our project journey.
His profound knowledge, insightful suggestions, and mentorship have been
instrumental in shaping our project and academic pursuits. We extend our sincere
thanks to the members of the Project Committee at the Department of Computer
Science, Sister Nivedita University, for their valuable feedback and
constructivecriticism during the evaluation of our work. Their expertise and insights
have been crucial in refining the quality of our project. We would like to express our
heartfelt gratitude to our HOD, the esteemed Vice-Chancellor, the Class teachers
and all the faculty members of our department for their unwavering support and
guidance throughout our project journey. Your invaluable contributions have been
instrumental in shaping this project endeavor. We are deeply indebted to our family
members whose constant love, encouragement, and support have been the driving
force behind our academic pursuits. Their unwavering belief in us has given us the
strength to overcome challenges and achieve milestones. We also want to express
our heartfelt gratitude to our friends, colleagues, juniors, and seniors for their
camaraderie, encouragement, and support throughout this academic journey. Their
presence and interactions have enriched us with diverse perspectives, making this
journey all the more rewarding. Lastly, we extend our sincere appreciation to all
those who have been our pillars of support during this project endeavour. Our
encouragement, motivation, and belief in our abilities have been invaluable, and we
are truly grateful for your presence in our life.

Pushkar Pathak. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Abstract

The University Management system (UMS) is an integrated system software

solutions designed to streamline solutions designed to streamline and automate the
various administrative and academic processes within a university. This project aims
to provide an efficient and user-friendly platform for managing the intricate operation
of the University encompassing student and faculty management, course registration
examination results, leave application and fee details.Some of the key features are
the New information module; it allows the addition of new faculty and student
information into the system.Ensure that all relevant details are captured accurately,
such as personal information, academic qualification, and contact details.Details
Module provides functionality to view detailed information about students and faculty.
Facilities quick access to record for admission and academic purposes. Leave
Management Module provides functionality to streamline the process of applying for
leave for both students and faculty. Track and record leave details, ensure
transparency and accountability. The Examination and Results module manages the
process of entering examination marks and viewing examination results. It provides
a structured and secure method for handling academic assessment. Update Details
allows the updation of student and faculty information.It ensures that the database is
kept current with the latest information. Fee Management tracks fee structure and
management fee payment for students. It facilitates the generation of fee forms and
maintains financial records Utility includes additional tools such as a notepad and
calculator for ease of use.
User interface: The UMS features an intuitive graphical user interface (GUI) built
using Java swing. The interface includes a menu-driven navigation system that
organises the various designs to enhance the user experience, making the system
engaging and easy to navigate. Overall the University Management system offers a
comprehensive solution for managing the diverse activities within a university. By
automating information, the UMS improves efficiency, reduces administrative
workload, and enhances overall institutional effectiveness.This project ultimately
involves administrators, faculty, and students.
 Page -1

Chapter 1

Introduction

Overview:

INTRODUCTION

The university management system is used as a digital alternative to manual

systems, this software is supported to eliminate and in some cases reduce the
hardships faced by this existing system. The application is reduced as much as
possible to avoid errors while entering the data. It also provides an error message
while entering invalid data. No formal knowledge is needed for the user to use this
system. Thus by this all it proves it is user-friendly. University Management System,
as described above, can lead to error free, secure, reliable and fast management
systems. It can assist the user to concentrate on their other activities rather than
concentrating on the record keeping. Thus it will help organisations in better
utilisation of resources. Every organisation/university, whether big or small, has
challenges to overcome and manage the information of students, faculties,
Registrations, examination at the management level. This is designed to assist in
strategic planning and will help to ensure that this organisation is equipped with the
right level of information and details for the future goals.

UMS streamline path of information flow in organisation by taking care of following

departments
Module of University management system
•Admin
•New Information
•New Teacher details
•New Student details
•View Details
•View faculty detail
•View student detail
•Apply leave
•Faculty leave
• student leave
 Page - 2

• Examination
•Examination results
•Enter marks
•Update details
•Update faculty details
•Update student details
•Fee details
•Fee structure
•Student fee form
•Utility
•Calculator
•About
•Exit

•Faculty
• View details
•View faculty details
•Apply leave
•Faculty leave
•Leave details
•Faculty leave details
•Examination
•Examination results
•Enter marks
•Update details
•Update faculty details
•Update student details
•Fee details
Page
•Fee Structure
• Utility
•About
•Exit

•User
•View details
•View a student details
•Apply Leave
•Student leave
•Leave details
•Student leave details
 Page - 3

•Examination
•Examination results
•Update details
•Update student details
•Fee Details
•Fee Structure
•Student Fee form

•Utility
•About
•Exit

1.1 Organisation of chapters

In this project, we present the University management system to make administrative

work easy. Our journey unfolds across eight chapters, as outlined below.

1.1.1 Chapter 2 Literature Survey

This chapter provides a review of existing literature related to the University

management system exploring the previous approach to mythology and technology
utilised in the field.

1.1.2 chapter 3 Feasibility study

This chapter discusses the feasibility of developing the proposed university

management system from technical, operation, and economic perspectives. It will
analyse the resources, technology, and skills required to implement the project
successfully. The study will also consider potential risk, challenge, and mitigation
strategies for the project’s overall viability and expected impact.

1.1.3 chapter 4 : problem identification

 Page - 4

This chapter identifies the primary problem that this project aims to address, focusing
on the management barrier faced by the Administr .

1.1.4 chapter 5 : proposed solution

This chapter presents a detailed description of the proposed University

management system including its design architecture and the mythology
is used for real time management system

1.1.5 Chapter 6 : Experimental results

1.1.6 Chapter 7 : Future scope

1.1.6 Chapter 8 : Conclusion

 Page - 5

Chapter 2

Literature survey

The University Management System (UMS) has been a subject of extensive

research and development in recent years. Various studies have explored different
aspects of UMS, highlighting its benefits, challenges, and implementation strategies.
Here is a summary of some key findings from the literature:

Rahman et al. (2018): This study focused on the adoption of UMS in Malaysian
universities. It identified challenges such as lack of support from senior
management, lack of awareness among users, and lack of standardization1. The
study emphasised the need for strong leadership and user training to ensure
successful implementation.

Singh and Bhatnagar (2017): This research highlighted several challenges in

implementing UMS, including lack of technical expertise, resistance to change, and
insufficient funding. The study suggested that addressing these challenges through
proper training, funding, and change management strategies is crucial for successful
UMS adoption1.

Khandakar et al. (2020): This study examined the implementation of UMS in

Bangladeshi universities and found that UMS helped improve transparency and
accountability. The system enabled universities to monitor and evaluate their
performance more effectively1.

Adnan et al. (2017): This research explored the impact of UMS on communication
and collaboration within universities. The study found that UMS facilitated better
coordination between students, faculty members, and staff, leading to more effective
decision-making and resource utilization1.

Pandey et al. (2023): This study proposed a student profiling system as part of UMS,
which aimed to streamline record-keeping and reduce paperwork. The system
allowed students to manage their profiles and provided administrators with easy
access to student information2.
Page - 6

Jaryal (2022): This project report discussed the development of a student

management system, which is a component of UMS. The system aimed to automate
administrative processes and improve data management3.

Conclusion
The literature survey on University Management Systems reveals that while UMS
offers numerous benefits such as improved transparency, accountability, and
efficiency, it also faces challenges like resistance to change, lack of technical
expertise, and funding issues. Addressing these challenges through proper training,
leadership, and change management strategies is essential for successful
implementation.
Page - 7

Chapter 3

Feasibility study

The University Management System (UMS) project aims to modernise and

streamline the administrative and academic processes within a university. This
feasibility study evaluates the project's technical, economic, operational, feasibility to
determine its viability and potential impact.

1. Technical Feasibility
System Requirements:

The University management system requires reliable servers, a robust database

management system (e.g., MySQL), and workstations for administrative use.

Software components include the Java Development Kit (JDK), Java Swing and
AWT for GUI development, SQL Workbench for database management, JDBC for
proper connection.

Technical Expertise:

The project team expert in Java programming, especially with Swing and AWT for
user interface development.

We have Knowledge of SQL and experience with database management systems

like MySQL. Familiarity with integrated development environments (IDEs) like
NetBeans is beneficial but we can use any IDEs.

Integration:

The University management system is integrating seamlessly with existing systems

and software used by the university. Compatibility with other educational tools and
platforms (e.g., Learning Management Systems) should be considered.
Page - 8

Economic Feasibility

Costs: Initial costs include hardware procurement, software licences, development,

testing, deployment, and ongoing maintenance.

Benefits: Increased efficiency, reduced administrative workload, streamlined

processes, improved data accuracy, and better decision-making capabilities.

The long-term savings from automation and reduced manual processes can offset
initial investments.

Operational Feasibility
User Acceptance:

The system is user-friendly to ensure acceptance by administrative staff, faculty,

and students.

Conducting user surveys and feedback sessions during development tailored the
system to user needs.
Page - 9

Chapter 4

Problem identification

EXISTING 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.

PROBLEMS IN THE EXISTING SYSTEM:

Storing and accessing the data in the form of Excel sheets and account books is
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 universities and institutions. Risks involved in existing systems: Present
System is time-consuming and also results in lack of getting inefficient results. Some
of the risks involved in the present system are: During the entrance of marks and
attendance, if any mistake is made 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 search.
Page - 10

Chapter 5

Proposed solution and mythology

A university management system (UMS) is a software that can help a university

streamline and automate its operations. It can help with tasks like student
admissions, fee management, and faculty administration.
It can help universities: Centralise operations.
It can help universities manage academic and non-academic tasks on a single
platform andImprove efficiency.

It can help universities reduce paperwork and improve overall administrative

operations.

Proposed system feature

PROPOSED SYSTEM N-Grade makes management get the most updated
information always by avoiding manual accounting processes. This system has the
following functional divisions.

University Administrator

User (Students / Faculties)

University Administrator has the functionality of registering new faculties , students

manipulate and control all major university operations into one seamless interface.
Users of this faculty or students. Faculty has the facility of entering the marks,
updating their details and viewing the details into one seamless interface.

Students can check their marks and view their own details but there is no chance of
modifications. Reports must be generated for the existing data i.e. for marks of the
students, which are used to assess the performance of the students. These reports
should be viewed by the teacher and student (User).
Page - 11

E-R DIAGRAM:

ER Diagram: ER Diagram is a high-level conceptual data model diagram.

Entity-Relation model is based on the notion of real-world entities and the
relationship between them. ER modelling helps you to analyse data requirements
systematically to produce a well-designed database.
Page - 12

SCHEMA DIAGRAM

Schema diagram estima diagram is a skeleton structure that represents the logical
view of the entire database it contacts a descriptive detail of the database.
Page - 13

Chapter 6 : Experimental results and discussion

TABLE DESCRIPTION

Database design

STUDENT TABLE

Student table :Student table is used to add the details of a new student
like Name,phone no.,DoB,course,Branch etc...Phone No. E-mail and
Aadhar are used as Primary keys.
Desc student;

Student value table

TEACHER TABLE
Teacher table: Teacher table is used to add the details of a new student like Name,
phone no.,DoB, course,Branch etc...Phone No. E-mail and Aadhar are used as
Primary keys.
Desc teacher;
Page - 14

SUBJECT TABLE

Teacher value table

Subject table :Subject table is used to add the subjects of the student in that
particular sem with the attributes like rollno and five subjects.

Desc Subject;
 Subject table

MARKS TABLE

Marks table :Marks table is used to add the marks of the particular subjects of the
student in a particular sem and the attributes used are rollno and five subject marks.

Marks table
Page - 16

Fee table
Fee table:Fee table is used to show the total amount of the fee of that particular
course of the any semester

Fees table

Like that there are many tables created in MySQL workbench to Store the data and to insert
data without altering the code like teacher leave details, student leave details etc.

Testing

The software units in a system are modules and routines that are assembled and
integrated to perform a specific function. Unit testing focuses first on modules,
independently of one another, to locate errors. This enables, to detect errors in
coding and logic that are contained within each module. This testing includes
entering data and ascertaining if the value matches to the type and size supported
by java. The various controls are tested to ensure that each performs its action as
required.
Integration Testing
Page - 17

Data can be lost across any interface, one module can have an adverse effect on
another, sub functions when combined, may not produce the desired major
functions. Integration testing is a systematic testing to discover errors associated
within the interface. The objective is to take unit tested modules and build a program
structure. All the modules are combined and tested as a whole. Here the Server
module and Client module options are integrated and tested. This testing provides
the assurance that the application is a well integrated functional unit with smooth
transition of data.

User Acceptance

Testing User acceptance of a system is the key factor for the success of any system.
The system under consideration is tested for user acceptance by constantly keeping
in touch with the system users at time of developing and making changes whenever
required.

Test Cases:-

Actual Expected
Test No. Test input 10
Name output output

User is User is
Usernam 10
1 successfully successfully
Login e and
Authenticated Authenticated
password

Wrong Invalid Invalid

2 usernam username or username or 10
Login
e and password password
password

User Account Account

3 details successfully successfully 10
Signup
and created created
password

Details of Student Student

4 the inserted inserted 10
Student
stud successfully successfully
ent
 req
uire
d.

Details of Teacher Teacher

5 the inserted inserted 10
Teacher
tea successfully successfully
che
r
req
uire
d

Enter the
subject 10
Subjects Subjects
6 names
Subject entered entered
and
successfully successfully
marks
along
with
rollno

Logout Logout
7 Exit Click on 10
Exit success success
fully fully
Page - 19

IMPLEMENTATION OUTPUT

Login form: This page rrepresents the first thing about our website. It leads on to the
login point for its personnel; it takes up the username,password any one can login in
as admin as Faculty and as student with username and password which is stored in
the login table in mysql database .

Login page

Home Admin page where admin can modify and change data in the given feature
and the changes will reflect in the database without changing any code.
 Admin Home Page

Student form : In this we can add the new student details which will be
stored in the back end of the user.This details further can be updated in
the update page .

New Student form

Page - 21

Marks and Subject page : In this page we can enter the subjects and
marks scored in that particular subject along the rollno

Fee payment page : In this page we can pay the fee dues of the
particular student which uses rollno,course,branch and sem to pay the
fee.
Page - 22

Similarly In Teacher Home page teacher can enter marks view data but
can't add new data change data of others

Teacher Home Page

Similarly student Home page where student can view the data marks
but can't modify it.
 Student Home Page
Page 23

Chapter 7 & 8

Future scope

Future Expandability We analyze User Management, Student Profile Management,

Routine Management, Result Management, Employee Management and Accounts
Management etc. It is a complete software that has included this entire requirement.
All good software may have some limitations. This software may have some
limitations. We are trying to fix it as much as possible.

Conclusion

The application Education Management Software is the total package for the school
or college management system requirements. With the help of menu bars users can
interact with software very easily almost every object has been provided with a
toolbar. This application also supports terminal services so that the database will be
more secure by centralising the database. In fine we want to say we are not yet an
experienced system analyst, but tried our best to fulfill this project.
Page - 24

References

Books and Websites:

www.w3school.com
www.wikipedia.org
www.csharppoint.com
www.plularsight.com Books and Websites:

Internet & World Wide Web: How to Program Deitel, PJ Deitel.

Database System Concepts, by Silberschatz, Sudarshan, and Korth.
Fundamentals of Database Systems, RamezElmasri and Shamkant B. Navathe, 7th
Edition. 2017, Pearson…

[1]Rahman et al. (2018): This study focused on the adoption of UMS in Malaysian
universities.It identified challenges such as lack of support from senior management,
lack of awareness among users, and ack of standardization1. The study emphasised
the need for strong leadershipand user training to ensure successful implementation.

[2]Singh and Bhatnagar (2017): This research highlighted several challenges in

implementing UMS, including lack of technical expertise, resistance to change, and
insufficient funding. The study suggested that addressing these challenges through
proper training, funding, and change management strategies is crucial for successful
UMS adoption1.

[3]Khandakar et al. (2020): This study examined the implementation of UMS in

Bangladeshi universities and found that UMS helped improve transparency and
accountability. The system enabled universities to monitor and evaluate their
performance more effectively1.

[4]Adnan et al. (2017): This research explored the impact of UMS on communication
and collaboration within universities. The study founds that UMS facilitated better
coordination between students, faculty members, and staff, leading to more effective
decision-making and resource utilization1.

[5]Pandey et al. (2023): This study proposed a student profiling system as part of
UMS, which aimed to streamline record-keeping and reduce paperwork. The system
allowed students to manage their profiles and provided administrators with easy
access to student information2.

[6]Jaryal (2022): This project report discussed the development of a student

management system, which is a component of UMS. The system aimed to automate
administrative processes and improve data management3.