Keywords

Engineering; Organization; College Management System (CMS); HTML; Software

Introduction

The college management system project is a comprehensive software application that is designed to manage and streamline the various functions of a college [1]. The system is developed using multiple programming languages such as PHP, SQL Server, HTML and Java script. It is a web based system that stores all the records in a MySQL database. The main objective of the system is to reduce paperwork, reduce operational time, increase accuracy and reliability, increase operational efficiency and ensure data security. The system also allows students to create an account and apply for job posts, while the placement head can maintain daily updates [2]. The system has several key modules, including the student module, placement module, notices module, registration module and room allotment module. The student module stores student records and allows users to search the database according to different criteria, such as name, course and room number [3]. The placement module includes details regarding the placement of students in different companies, while the notices module provides information about various events. The system also includes a registration module that allows students to check their hostel fees and mess bill by entering their unique hostel ID. The room allotment module is used to allocate a room to students according to their educational details and section and an ID is generated for each student. The module also displays the room fee structure records and student dues or refund status. The college management system project is developed using several technologies and tools such as Java, SQL (MySQL) and visual studio 2010 and MySQL server [4]. The system is easy to use and has a user friendly graphical user interface that enables users to access and search for information quickly. The system is designed to automate the placement process of the institute, and it provides placement reports, such as company wise, branch wise and package wise reports. In conclusion, the college management system project is a valuable tool for colleges and universities as it helps to manage and streamline various functions of the institution. The system is paperless, reduces the manpower required, provides accurate information and enables stakeholders and staff members to get the desired information without delay. The system is essential for the efficient functioning of colleges and universities [5].

Drawbacks of existing system

• The existing system is not user friendly because the retrieval of data is very slow and data is stored manually. The use of some technology can be complicated and time consuming. These systems need to be handled by a specialist for maintaining and updating the system which can again be very costly.
• It require more calculations to generate the report like attendance calculation, percentage calculation etc. so it is generated at the end of the session. Hence requires more time to display the report.
• All calculations to generate reports are done manually so there is a greater chance of errors. Here the faculty has to suffer a lot through the calculation and if there is a loss of some report then it may cause a lot of problems. This is time consuming also due to exaggerating calculation. Even after that there is some miscalculation which is very frustrating for the faculty [6]. These calculations also affect the marks of the students which will finally lead to their percentage.
• In this existing system papers can misplaced and documents can be loss. This will cause extra work for the admin department.

User view of product use

The front view of the system consists of different services provided by the system and a login page with which a user is prompted to login into the system through his username and password. Upon the student's login, his/her details are updated in the system. When all data is entered, the student can not only view their details but also view their exams and report details [7]. When the student's session ends, all data is saved. Staff can also log in to the system with their id and password and has access to the system. There will be a special login name and password (to prevent students from updating their details other than their profile) to allow the teacher to access all student data in a table form. Here, the administrator can add students and staff to the system and change student and staff details.

Modules of the system

Student module: This module is used to store student records. It contains the following information i.e. students profile details, contact information, educational details, etc. The users can search the students from the database according to different criteria such as name, course, roll number, etc.

Admin module: The first step in this application is to get the staff members and teaching faculty to register [8]. They need to first register then they can provide their id and password for login.

Admin login: After registering the admin is allowed to log in. He or she can now view the admin homepage where there are options to take attendance, upload results, and send notifications to the student. He can also view the attendance taken and uploaded results.

Faculty and student attendance: The college management system should have this module to check faculty and student attendance. This will record the everyday attendance and activities of everyone in the college. The attendance data will be stored in the college database. The generated data will be stored for future use (Figure 1).

Figure 1: ER diagram.

Literature Review

Over the years, CMS has gained significant attention in the field of education and a considerable amount of research has been conducted to explore its potential benefits. According to the literature, the primary objective of CMS is to improve the efficiency of college operations and provide better services to students, teachers and administrative staff. One of the primary benefits of CMS is that it simplifies complex administrative tasks such as admission, enrolment, attendance, scheduling and examination management. A study by Ahmed and Omar revealed that CMS significantly reduces the time and effort required for these activities, thereby enabling administrators to focus on more important tasks such as improving the quality of education. CMS also provides a platform for effective communication between students, teachers, and administrative staff. According to Khan, et al., CMS facilitates online discussion forums, feedback mechanisms, and messaging systems that improve communication between stakeholders, leading to better collaboration and greater transparency [9]. Another significant benefit of CMS is its ability to improve the quality of education. CMS provides teachers with tools for managing courses, creating and sharing course materials and monitoring student progress. A study by Al-Dabbagh, et al. found that CMS enhanced the quality of education by providing teachers with a comprehensive view of student performance, which allowed them to identify areas for improvement and provide targeted feedback to students. However, despite the potential benefits of CMS, several challenges have been identified in its implementation. One of the primary challenges is the resistance to change from teachers and staff who are accustomed to traditional methods of administration. Another challenge is the cost of implementation, which may be prohibitive for small colleges with limited resources.

Discussion

Scope for the project

The system can be designed to manage student records, including their personal information, academic performance, attendance and any disciplinary records. Staff management: The system can also be designed to manage the records of teaching and non-teaching staff, including their personal information, employment history and attendance records.

Admission and registration: The system can include an online portal for students to apply for admission, check their application status, and complete the registration process.

Course management: The system can manage the course registration process, schedule, and syllabi.

Billing and finance: The system can be used to manage student billing and payment records, as well as any financial records related to the college's operations. Communication: The system can include features to facilitate communication between students, staff, and faculty, such as online forums and messaging systems.

Reporting and analytics: The system can provide reports and analytics on student and staff performance, attendance, and other metrics to help college administrators make informed decisions. Overall, the scope of a college management system project should be focused on improving the efficiency and effectiveness of the college's operations and enhancing the overall student experience.

The requirement of the user is to access/search for information. Log in to the system through the first page of the application change the password after logging into the system view/change his/her details. Can get help through the help option to view different features of the system. Students can give feedback on college/staff/any other student. An admin login should be present who can read as well as remove any uploads.

Conclusion

In conclusion, CMS is a valuable tool for managing and automating various administrative and academic activities in colleges. The literature suggests that CMS can improve efficiency, communication and the quality of education.

However, challenges such as resistance to change and the cost of implementation must be addressed to ensure the successful adoption and utilization of CMS in colleges. This project is successfully implemented with all the features mentioned in the system requirements specification. The application provides appropriate information to users according to the chosen service. The project is designed keeping in view the day to day problems faced by a college.

Acknowledgment

We are exceedingly grateful for your assistance in completing this project report. We are also grateful to AIR's department of computer science and information technology for their time, support, comments, recommendations, persuasion, necessary facilities, Internet connection and significant literature. We are grateful to our guide, Prof. Praveen Gupta, for their invaluable advice and provision of all required facilities. Prof. Manoj Gupta, Prof. Vandana Kate CSIT department Acropolis Institute of Technology and Research, Indore.

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