Sunday, December 2, 2012

SRS: University Management System












Software Requirements
Specification
for
University Management System
















Prepared by
Maulik Dave
Chintan Patel


Detailed table of contents

  1. Introduction
    1. Purpose
    2. Project Scope
    3. References

  1. Documentation of Requirement Collection
    1. Background Reading
    2. Interview
    3. Observations
    4. Questionnaire
    5. Fact Finding Chart
  2. Description of the Problem
  3. Documentation of Requirement Collection
    1. User Categories
    2. List of requirements of each categories
    3. Assumptions
    4. Constraints


  1. INTRODUCTION

    1. Purpose

University Management System is created with the purpose of providing users an efficient system which can follow the business model of the University and provide competent services, and augment new functionalities to ameliorate the current system.


    1. Project Scope
            University management system should flexibly and quickly adapt to variable requirements. This         SRS proposed an university management system implementation method based on business model to achieves information system adaptability. Business model of a university represents all the modules including admission, clerical & online payment system, attendance management, schedule management, resource allocation & online assignment & examination management for all the institute which are the affiliated under the university.


    1. References

Following websites and documents were used to develop the software:

  • IEEE Research Papers
  • Google Docs for questionnaire.
  1. Documentation of Requirement Collection
    1. Background Reading

Background reading of the system will provide key ideas, terminology to help us to gain a better understanding of the topic and can also provide ideas for narrowing the focus of our definition/topic if needed. There are several research papers, white papers and magazine articles wrote on the University Management System. Some of the most important and related to our definition are explained briefly.

  • Research Papers
    • Cloud Computing Solution for Universities: Virtual Computer Lab
Publisher: IBM
Authors: Jithesh Moothoor, Software engineering, IBM
Vasvi A Bhatt, Software engineering, IBM

Description:
  1. A cloud computing implementation methods through the Virtual Computing Lab (VCL)
  2. VCL provides a scalable, sustainable, economically and viable contribution to the campus layer IT cyber infrastructure
  3. This system can deliver required solution for variety of service environment anytime and anywhere on demand

  • Autonomic University Administration System
Authors: Brian McIntyre, Mansi Alsmarah, Sreela Sasi
Department of Computer and Information Science
Gannon University, Erie, PA 16541, USA
{mcintyre008, alsmarah001, sasi00}@gannon.edu

Description:
  1. It is a solution to circumvent the overhead associated with the usual network setup, manual updates, and continual general maintenance
  2. An autonomic manager (AM) is responsible for the autonomic activities of self-configuration, self-healing and diagnosis and optimization

  • Enhancing University Competitiveness through ICT based Knowledge Management System
Authors: Somchai Numprasertchai and Yuen Poovarawan,
Innovation and Knowledge Management Research Lab (IKM)
Department of Computer Engineering, Kasetsart University.


  1. Interview


Interview Summary : University Director

System : University Management System

Project Reference : DDP/GroupNo.3.2/UMS

Participants: University Director
Maulik Dave (Project Leader)

Date: 14/8/2012 Time : 14:30

Duration : 30 minutes

Place: Director’s Office

Purpose of Interview :

Preliminary meeting to identify problems and requirements regarding UMS (University Management System)

  1. What are the loopholes in the existing system which can be filled if the the proposed system is implemented?
  2. What kind of features do you expect from the new system?
  3. Do you have enough infrastructure through which new system if developed can be established?
  4. Do the users operating existing system will need training?
  5. In what duration of time the system must be consummated?
  6. What type of technology must be used in to build the system?
  7. Will the database be maintained locally or centralized?
  8. How many number of modules in the system must be developed and what are they?
  9. Do you need online payment facility if the student feels to pay the fee by his credit card?
  10. Will the data be shared amongst all the permitted departments?




Interview Summary : University Registrar

System : University Management System

Project Reference : DDP/GroupNo.3.2/UMS

Participants: University Registrar
Maulik Dave (Project Leader)

Date: 15/8/2012 Time : 14:30

Duration : 30 minutes

Place: Registrar’s Office

Purpose of Interview :

Preliminary meeting to identify problems and requirements regarding UMS (University Management System)

  1. Which departments of all the institutes must be incorporated in the system?
  2. Can students have access to their attendance?
  3. Is there any need of web forum for generating interaction between students and their faculties?
  4. Who will be the administrator, moderator, internal users, external users of the system and what will be the restrictions and roles on those users?
  5. Does the attendance of staff need to be maintained?
  6. Can one departments access the data of another department?
  7. Will library be able to access the admission details of any student?
  8. Do you need online payment facility if the student feels to pay the fee by his credit card?
  9. Do you need a facility of online result?
  10. Would you like to have online examination module?









    1. Questionnaire
  1. Do you need libraries databases of all the institutes to be integrated?
    (Yes / No)
  2. What would you prefer, online or off-line assignment submission?
    (Yes / No)
  3. Examination must be held online?
    (Yes / No)
  4. Would you prefer online payment while taking admission?
    (Yes / No)
  5. Can your parents access the attendance of your physical presence through notifications?
    (Yes / No)
  6. Can student of one institute access the secondary details of another student if one allows?
    (Yes / No)
  7. Would you like to receive the notification of your lectures?
    (Yes / No)


    1. Fact Finding Charts


Objective
Technique
Subjects
Time Commitment

To comprehend the in-depth details of existing systems to attain the institutions'' objectives



Background Reading


Research Papers, News Articles, White papers


1 Day

Conducted feasibility study to understand how strong the institution is economically, technically, and operationally feasible




Interview



University Director



1 x 0.5 Hour

To know the roles of all the users who are going to access the system



Interview


University Registrar


1 x 0.5 Hour

To understand the requirement of the students



Questionnaire


Students


1 x 1 Hour



    1. Description of the Problem
Problems related to the University Management System

  1. There is no integration of databases of different institutes
  2. No insight data availability present in the existing system pertaining to courses of each department. For instance, number of courses running and the criteria to be fulfilled for admitting oneself
  3. There is no data maintained about the resources shared amongst the several institutes. For example, laboratories of institute A used by institute B
  4. The data of the graft done by the professors and their students of every department for publishing research papers or any innovative products is not stored in the centralized database which leads to an ambiguity
  5. Student studying in any of the institutes is able to issue book from the library in which he has enrolled himself and not any other library of the rest of the institutes
  6. Admission process is very time consuming as the whole task of acquiring admission forms and submitting to higher authority for confirmation is done manually which gives the birth to inconsistency
  7. Data of all the faculty members, clerical staff is written down in the registers, so the seeking the records of an individual is clumsy
  8. Assessment of a ward's performance in the examination must be stored electronically through which every teacher and student can have access to it at their whims and sort out the discrepancies found if any
  9. Currently, no notifications are sent to the students for their daily lectures attended by them
  10. Assignment submission of any stipulated subject must be preserved. For instance, the submission date, if any late submission … etc
  11. The data of the academic year which comprises events like cultural, sports, national, international … etc has to be correlated with all the institutes, so the top authorities can look into the expenditure occurred in that year




  1. There is no integration of databases of different institutes

The sole base of any institute lies in the data they maintain. To do so, integration is the most necessary task to be completed before the data is utilized in the proper manner. In the existing system, as there is no link amongst the databases, it creates the redundancy and begets the lots of wastage in terms of the memory. The distribution of data in different institutes calls lots of mistakes unknowingly. For instance, the details of cultural events, sports events and many such events which are supposed to be coordinated are not managed properly and thus create havoc during the urgency. So to overcome such problematic tasks, the proposed system delivers the handful of tools to manage all the modules easily. With the aid of new system, the users will be enthusiastic to extract the information in lieu of just data with little meaning.


  1. No insight data availability present in the existing system pertaining to courses of each department

As there are various courses running in different institutes, the courses databases play crucial role. The proposed system will contain minute details related to the the courses taught in respective institutes. The database will incorporate course grades, course eligibility criteria, duration of the course, number of seats available, so that the candidates desiring to get information about their courses can reach to their specified websites (to be developed in the future) and acquire just in a moment.


  1. There is no data maintained about the resources shared amongst the several institutes. For example, laboratories and library of institute A used by institute B


Up to some extent, the university is lacking behind in many activities. For example, professor of department “A” reserves the projector for an hour in the afternoon, at the same time another professor from department other than “A” arrives and carries the project with him for his own purpose without filling in the details in the register or apprising anyone in the staff. When, the one who reserved the projector comes to know that his reserved device is taken by someone, he fails to teach anything in the classroom. So, if the data is stored electronically about the reservation centrally, the notification can be passed to the professor by sending an SMS or an email, through which such future attempts can be halted.

    D) The data of the graft done by the professors and their students of every department for publishing research papers or any innovative products is not stored in the centralized database which leads to an ambiguity

Existing system stores the data of only those members who have helped their professors in publishing the research papers and no other data is maintained anywhere. Due to this unorganized maintenance of data, every time the details of those students who have already work upon several projects is garnered unnecessarily which eventually piles up the files. To reduce this effect, if the centralized database is set up, there won't be further need of storing redundant stream of data.
    E) Student studying in any of the institutes is able to issue book from the library in which he has enrolled himself and not any other library of the rest of the institutes.

What if the student studying in other branch of the department wants to issue book from the library which doesn't fall in his own institute? Currently the student can't issue text books, reference books, tabloids from any other institutes which increases the knowledge gap in his life. To cover such difficulties confronted by students can be decreased by integrating all the the local databases of the library, so any lad can have the freedom to choose the book from any other library where previously he was confined.



    4. Documentation of Requirement Collection

    1. User Categories

Administrator:
  • Manage Users
  • Administrator can create or delete user.
  • Administrator also gets all detail about users and its activity.
  • Block improper user from login
  • Backup Data
  • Administrator can backup all data and can also restore on system failure
  • Solving system related queries
  • User who have any system related problem or who is not aware how the system is working and what kind of option he/she have, then such problem will be solved by the technical team or by the expert user to help and solve their queries and problem
  • In the system, if there is any technical problem then it will be directly forwarded to technical team
  • Solving the bugs and errors in the system
  • User can also report any error if they have found any error in the system.

Students:

  • Manage Profile
  • Can view his/her attendance
  • Upload the assignment
  • Pay the fees online
  • Access all the libraries of the university
  • Contact professors through web forum
  • User can create personal and travel profile
  • They can also update details
  • Manage privacy for friend and anonymous user
  • Writing Blogs
  • Share their experience by writing a blog



    1. Assumptions

  • Users must be able to operate computer and know little bit detail of operating the system
  • Enough infrastructure must be present before installing the system


    1. Constraints


  • One faculty can not check the details of lectures of any other lecturer
  • Only administrator can manage accounts of others users
  • no external user can have access to the system