School Club Management System
Documentation
1. Problem Recognition (Problem Identification)
Problem Statement:
Schools often face challenges in managing multiple clubs, such as difficulty in tracking
membership, event planning, and resource allocation. The manual system is inefficient, leading
to data loss, poor coordination, and lack of transparency.
Objectives:
Develop a centralized system to manage school clubs efficiently.
Enable students to register and join clubs online.
Allow club leaders to plan and manage events easily.
Provide reports on club activities and membership.
2. Feasibility Study
Feasibility Analysis:
Technical Feasibility: The school has computers and internet access to support a web-
based or desktop application.
Economic Feasibility: Cost of development is justified by improved efficiency.
Operational Feasibility: Staff and students can be trained to use the system easily.
Legal Feasibility: Complies with data protection and school policies.
3. System Analysis
Current System Overview:
The existing manual system involves paper-based records, leading to inefficiencies in retrieving
information and tracking club activities.
Requirements Collection:
User Interviews: Teachers, club leaders, and students provide input.
Questionnaires: Distributed to gather requirements.
Observation: Studying current challenges in club management.
System Requirements:
Functional Requirements:
o User registration and login.
o Club creation and membership management.
o Event planning and announcements.
o Report generation.
Non-Functional Requirements:
o Security features (authentication, role-based access control).
o User-friendly interface.
o Scalability for future expansion.
4. System Design
Architectural Design:
A web-based system accessible via browsers with a centralized database.
System Components:
User Interface: Dashboard for students, club leaders, and administrators.
Database: Stores user information, club details, and event data.
Backend: Handles system logic and interactions.
Security: Role-based access, password encryption.
Data Flow Diagram (DFD):
User logs in → Access club data → Register for a club → Participate in activities.
Entity Relationship Diagram (ERD):
Shows relationships between users, clubs, events, and reports.
5. System Development
Front-end Development: Using HTML, CSS, JavaScript.
Back-end Development: Python/Django or PHP/Laravel.
Database Management: MySQL or PostgreSQL.
Security Implementation: Secure authentication, data encryption.
6. System Testing
Types of Testing:
Unit Testing: Testing individual modules (e.g., login system, club registration).
Integration Testing: Ensuring different modules work together.
System Testing: Evaluating system performance and functionality.
User Acceptance Testing (UAT): Collecting feedback from students and staff.
7. System Implementation
Deployment Methods:
Direct Changeover: If risk is low, replace the old system entirely.
Parallel Running: Run both manual and automated systems until users are comfortable.
Phased Implementation: Implement in stages, starting with specific features.
User Training:
Conduct workshops for teachers and club leaders.
Provide user manuals and online help features.
8. System Maintenance and Review
Maintenance Activities:
Corrective Maintenance: Fixing bugs and errors.
Adaptive Maintenance: Updating the system for new requirements.
Perfective Maintenance: Enhancing system performance.
System Evaluation:
Periodic review through feedback surveys.
Monitoring system usage statistics.
Identifying future improvements (e.g., mobile app version).
Conclusion
The School Club Management System streamlines club administration, improves efficiency,
and enhances student participation. It provides a structured approach to managing clubs and
ensures transparency and accountability in school activities.
School Club Management System
Documentation
1. Problem Recognition (Problem Identification)
Problem Statement:
Schools often face challenges in managing multiple clubs, such as difficulty in tracking
membership, event planning, and resource allocation. The manual system is inefficient, leading
to data loss, poor coordination, and lack of transparency.
Objectives:
Develop a centralized system to manage school clubs efficiently.
Enable students to register and join clubs online.
Allow club leaders to plan and manage events easily.
Provide reports on club activities and membership.
2. Feasibility Study
Feasibility Analysis:
Technical Feasibility: The school has computers and internet access to support a web-
based or desktop application.
Economic Feasibility: Cost of development is justified by improved efficiency.
Operational Feasibility: Staff and students can be trained to use the system easily.
Legal Feasibility: Complies with data protection and school policies.
3. System Analysis
Current System Overview:
The existing manual system involves paper-based records, leading to inefficiencies in retrieving
information and tracking club activities.
Requirements Collection:
User Interviews: Teachers, club leaders, and students provide input.
Questionnaires: Distributed to gather requirements.
Observation: Studying current challenges in club management.
System Requirements:
Functional Requirements:
o User registration and login.
o Club creation and membership management.
o Event planning and announcements.
o Report generation.
Non-Functional Requirements:
o Security features (authentication, role-based access control).
o User-friendly interface.
o Scalability for future expansion.
4. System Design
Architectural Design:
A desktop-based system using Microsoft Access as the database backend.
System Components:
User Interface:
o Developed using Microsoft Access Forms.
o Navigation pane for easy access to different modules.
o Buttons for CRUD (Create, Read, Update, Delete) operations.
Database:
o Tables designed in MS Access to store user data, club details, events, and reports.
o Relationships between tables using primary and foreign keys.
Backend Logic:
o VBA (Visual Basic for Applications) scripts to implement business logic.
o Query-based data retrieval using SQL within Access.
o Automated reports using Access Reports and Queries.
Security:
o User authentication using a login form.
o Role-based access to restrict functionalities for different users.
o Data validation through input constraints.
Data Flow Diagram (DFD):
User logs in → Access club data → Register for a club → Participate in activities →
Generate reports.
Entity Relationship Diagram (ERD):
Tables and their relationships:
Users Table: Stores student, teacher, and admin details.
Clubs Table: Maintains club names, descriptions, and leaders.
Membership Table: Links students to their respective clubs.
Events Table: Tracks club events and participant lists.
Reports Table: Generates summaries of club activities.
Forms and Reports:
Forms:
o Login Form
o Club Registration Form
o Membership Management Form
o Event Scheduling Form
Reports:
o Membership Reports
o Event Reports
o Attendance Logs
5. System Development
Front-end Development: Microsoft Access Forms and UI elements.
Back-end Development: VBA scripts and SQL queries in Access.
Database Management: Microsoft Access relational tables.
Security Implementation: User authentication, role-based access control.
6. System Testing
Types of Testing:
Unit Testing: Testing individual modules (e.g., login system, club registration).
Integration Testing: Ensuring different modules work together.
System Testing: Evaluating system performance and functionality.
User Acceptance Testing (UAT): Collecting feedback from students and staff.
7. System Implementation
Deployment Methods:
Direct Changeover: If risk is low, replace the old system entirely.
Parallel Running: Run both manual and automated systems until users are comfortable.
Phased Implementation: Implement in stages, starting with specific features.
User Training:
Conduct workshops for teachers and club leaders.
Provide user manuals and online help features.
8. System Maintenance and Review
Maintenance Activities:
Corrective Maintenance: Fixing bugs and errors.
Adaptive Maintenance: Updating the system for new requirements.
Perfective Maintenance: Enhancing system performance.
System Evaluation:
Periodic review through feedback surveys.
Monitoring system usage statistics.
Identifying future improvements (e.g., mobile app version).
Conclusion
The School Club Management System streamlines club administration, improves efficiency,
and enhances student participation. It provides a structured approach to managing clubs and
ensures transparency and accountability in school activities.