“Educational Information System”

Document Information

We Will Write a Custom Essay Specifically
For You For Only $13.90/page!


order now

Category Information
Customer Educational Client
Project Educational Information System
Document Research Document
Document Version 1.0
Status Proposal
Author(s) Student1, Student2, Student3 and Student4

Background of old information system
Before taking this project, our group searched for problems related to our client’s old college educational information system and its management and then we came up with this idea which solved educational management problems by developing such a software which can be implemented in the current educational system with almost the same requirements. The basic problems that we find were:
• Partially manual
• Copy records
• Sorting and searching issues
• Querying the records
• Financial records issue.
• Duplicate records issue.
• Teacher and students time table Scheduling were manual.
• No online report system was available.
• System had problems in managing student records.
• Communication barrier between a teacher and a parent.
• No online maintenance of student profile for a parent to keep an eye on their child whenever they want to.
• No online financial system.
Therefore, our group though of making such kind of an online educational management software which resolves the above-mentioned problems as well as ease the management depart work and also automate all of the work.
Analysis of the old system

In our research we have found the following weakness in the current system. Details are below.
• Partially manual
o In the current software is half manual half automated. Many of the reports that were created were normally created using excel sheets using advance excel skills which can be only done by the excel experts and can only be edited by a excel expert as so no other person can filter or query any data because of the absence of the required skill sets. Manual entry of the data is done or records from the excel sheets were uploaded in system in order to compile data for any set of results and in doing so data lost also occurred.
• Copy records
o As the system was handled mostly manually and no checks were present to check as to stop record duplication so many of the data is mostly duplicated and unnecessary space was utilized or the time period. No UI system was present in or order to fast search and or no category was system broken in order to put fast filter.
• Sorting and searching issues
o Searching and sorting provides you great help in lookup data. When there is a lot of data to work on it’s hard to get your required data. Let’s say if there are thousands of rows of data, and it is not completely in a single place, also the formatting is not right then it is a problem, we can’t sort or search data which is not in the right order and complete. we have to make sure the data is in the right place and the right format.
Data here is in excel where redundancy is always the issue. you can’t set a relationship between the 2 sheets where as in database management systems your data is not duplicated. for example, if you want to see you sort and search on all the connected sheets data and their relationship you can’t possibly have that, there is nothing like foreign keys or join here. if you want these types of thing in excel than you are going in a wrong direction. as this will make copies of data which will make things worse.
• Querying the records.
o When data is in excel, it is not all here also the excel is designed by advance level professional, and only they can handle it for their daily use, since it does not provide user interface for layman to work on. so, data will be worsened day by day, for a layman to work on a program the program must provide you this power even a layman can understand and follow software guidance,
but what excel does not provide is the ease of use which is when achieved when there is user interface which can be design to query the data for you. excel does not have the ability to give the best out of your data, you have to any way move to some database management system for e.g.: MS SQL, my SQL, oracle etc. these systems are designed especially to handle big data stuff, it won’t for these you data will be of no use for you soon.
the way data is written in database managements system gives you power to organize analyses and summarize data much more efficiently. you can solve redundancy and duplication issues, you join data from 2 or more sheets to see a combine relational result.
• Financial records issue.
o Students, teachers, staff and other management personals financial records are one of the most key records in any system. The current old system is partially systemized many of the financial records were even lost due to an un-organized structure of the system and no single place is available onto which the entire records of all the personals are kept thus resulting in either data lost, record duplication financial miss management of student’s fee, teachers pay and other personals pay and universities finances.
• Duplicate records issue.
o The system is full of duplicate records because the system was handled mostly manually and no checks were present to check or to stop record duplication so many of the data is mostly duplicated even the entire record of many personal were entered double and due to which it also creates conflicts as to which record is the updated one which record to continue and which to delete in a case where duplication is found and was tried to remove manually or by over writing the record. Unnecessary space was utilized or the time period to sort and search data. No unique identifier was available in the system was present in or order to fast search and or no category was present in the system to broke down data in order to put fast filter.
• Teacher and students time table Scheduling were manual.
o The biggest problem in any educational institute in scheduling of teacher timing to take classes and scheduling of student as to when to put any course student classes. This was completely manual no system is present to do this hectic task. There is no system present to take teacher availability time as well as take the number of courses any teacher is teaching and in which building or campus section so if and when to put any teacher back to on classes in order to avoid teacher’s late coming in the class due to moving from campus 1 section to another section this should be made sure that the teacher get back to back classes in the same campus section and for this campus section should also be need to be recorded to meet the desired results. Similarly, for the students as to how and in what way student scheduling be done as so no student should face the same problems as the issue mentioned in for the teachers as well as students who are taking classes in 2 semesters fall and spring or vice versa both should also have smooth classes timing as to no class should from both semesters should conflict with the class of other semester. This issue was not even a percent managed in the current old system.
• No online report system was available.
o As many other problems reporting is also a massive issue. This issue basically is not affecting any student but it does affect the progress and performance of the institute. Having no appropriate reporting system and mechanism to note or analyze the progress and performance of the institute the management many times fails or find it difficult to work and make new policies and rules and or future growth plans as to what sectors need improvements. Having online reports are very important for management personals they can view, analyze discusses with other personals without even having to be in a single place. Online reports can even be viewed on mobile devices as one can have the leverage to know and get notified on the go as well. Considering all of this our team have come up with this that online report is a must functionality and it should have all the reports from financial to student record reports to all personals report as well as all kinds of institutes management related issues report.
• System had problems in managing student records.
o Ok so if there is no proper database management system how do you think things will work fine? Excel is not a database management system but rather just a worksheet which is good when there is a very little data, and not for use for more than one person or more than one machine work.
students records are added changed by more than one entity, in an educational institute there are more than one 1 teacher, if it was just a single teacher in the entire institute it won’t be hard to manage records, but many teachers entering record in the same system, should be controlled by some system, rather than letting any teacher entering record of their own choice, no validation no rule no check as to if this is the right way to enter the data, because in order to manage a database system, it’s the professional database managers who knows exactly how the system should work, so if the control is given in their hand they can then apply the restrictions to data that is being entered by any teacher, their logs will be maintained like which teacher insert / update / delete a particular entry or if he is permitted to change etc. a lot more can happen if the system is switched to any of the good database management system for e.g.: MS SQL, my SQL, Oracle etc.
• Communication barrier between a teacher and a parent.
o In the past days educational institutes call student’s parents a day after some period for parents’ teacher meeting, this day was especially addressed for the teachers and parents to discuss about their child abilities, week points. Why should they just meet once and don’t know the whole years progress, parents must be updated on daily bases, there should a portal for the parents to know what the teacher says about their child progress, parents must be updated on daily bases, they should just have to log in to the portal view all current past and future activities to be held.
nowadays no one have the time to leave their jobs and business, like may be if its father who have to go to the meeting, but he can give their child a whole hour, or If its mother who has to go to the parent teacher meeting, she may have some engagements, or maybe she have some juniors there to look after,
it is also better for teacher to spend their time from their weekends, they should not be disturbed,
• No online maintenance of student profile for a parent to keep an eye on their child whenever they want to.
o It’s a good idea to facilitate students and their parents to view their child to know what is going on with them,
student should have the ease to know what the status of their studies is, they shouldn’t have to go to each teacher and ask for their marks and updates. They can have a portal or something where they can visit and see the history of their records, it will be a time saving for the students and teacher both to see everything online
parents will know how their child is progressing on daily note. They won’t have to ask each and every time from their child like what is the status of your semester, how are things progressing etc.
what best is the limited need of communication between the concerns, data is saved live no concern of teacher if the data is lost because it’s a duty of the system admin to look after these kinds of issues, take backups, make things work, system features update etc.
• No online financial system.
o Excel is not the place where you save your financial data it must be online so that you can have it anytime, when you are travelling you won’t have it in your own personal machine, but when you have it online it can go anywhere you want and still you will be connected to you system, if it’s a browser you have to just login or if it’s some mobile application may be android or iOS still you only have to login, even there are multiple front end systems but things on the data side remains the same, it will be in a single place, it won’t replicate wont duplicate and won’t be any redundancy
nowadays systems are build online for ease of access anywhere you want, plus managing big systems on excel is never a right choice. Excel is just a work sheet where you save you daily plans like things not some big database it can handle, database managements systems comes to rescue in these circumstances.