School Management System: Timetable and Student Grade Management System Requirements Definition
Date: 20/05/09 By: Freshta Popalyar 1
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Table of Contents: Table of Content Contents: s:..... ........... ........... ........... ........... ........... ............ ........... ........ ....... ......2 1. Introduction Introduct ion..... ........... ........... ........... ........... ........... .......... ........ ........ ....... ....... ........ ......4 2. General Gene ral Goals ..... ........... ............ ........... ........... ........... ........... ........... ........... ........... ..... 5 3. Current System ..... .......... ........... ........... .......... ........ ....... ....... ....... ........ ....... ....... ......5 3.1 Timeta Timetable ble Creatio Creation n Process.................................................... .................................................................... ........................ ............... ........... .... 5 3.2 Grade Calculation Process.................................................... ............................................................................ ................................ ............. ..... 6
4. Proposed System.... ....... ....... ........ ....... ....... ....... ....... ........ ....... ....... ........ ....... ..... ..6 4.1 Overvie Overview w................................................ ........................................................ ................................................................... ............6. 4.2 Functio Functional nal Requirem Requirements ents............................................... ........................... .................................. ............... .......... ..6 4.2.1 Input Data................................................ ....................................................... ............................................................ .....7 4.2.2 Languag Languages es...................................................... .......................................................................................... .................................... ....... .............. .......... ... 7 4.3 Non-Fun Non-Functional ctional Require Requirements ments........................................................ .......................................................................... .......................... ..........7 4.3.1 User Interfac Interfacee and Human Factors.......................................... ........ ............... .............. ............ ..... 7 4.3.2 Documen Documentation tation.................................................... ............................................................................................ ........................................ ....... ........7 . 4.3.3 Hardware Consideration Consideration.................................................... ................................................................... ...................... .............. ........... .... 8 4.3.3.1 Server Hardware requirem requirements: ents:............................................. ........ ............... ............ ..... 8 4.3.3.2 Client Hardware requirements: ..... ........... ........... .......... ........... ........... ........... ........... ........... ............ ......... ....... ........ .... 8 4.3.4 Software Requirem Requirements ents................................................. .............................. ...................................... ........ 8 4.3.4.1 Server Software Require Requirements ments............................................ ....... ............... ............... ....... 8 4.3.4.2 Client Software Requirements.................................................... ............................................................. ............... ...... 8 4.3.5 Performa Performance nce Charact Characteristics eristics..................................................... .............................................................. ................ .............. .......... ... 8 4.3.6 Error Handlin Handling g........................................................ .................................................................................... ................................... .............. ......... ..9 4.3.5.1 Input Error Handling...................................................... .................................................................................. ............................9 9 4.3.5.2 Error Handling Extreme Conditions ...... ............ ........... ........... ........... .......... ........... ........... ......... ........ ....... ...... ... 9 4.3.6 System Interfacing.................................................. ............................ ................................... .............. ......... ..9 4.3.7 Quality Issues..................................................... ................................................................................................ ........................................... ......9 4.3.8 System Modifications........................................................ ....................................................................... ...................... .............. ........... .... 9 4.3.9 Physical Environment.................................................... ............................................................................ ................................ ............. ..... 9 4.3.10 Security Issues....................................................... .......................................................................... .......................... ............... ............... ....... 10 4.3.11 Resource Issues................................................. ..................................... ........ .........10 1 .0 4.4 System Model Model............................................... ..................................... ........ ............... .............. .......10 10 4.4.1 Scenarios...................................................... ............................................................................................... ......................................... ....... ............ .....10 10 4.4.1.1 Timetable Creation Scenarios................................................... ........... ............... ....10 10 4.4.1.2 Student Grade Management Scenarios...... ........... ........... ........... .......... ........... ........... ......... ........ ....... ...... ... 12 4.4.1.3 Student Promoti Promotion on Scenario Scenarioss.................................................... ................................................................... ...............15 15 Promoting Promoti ng one student:................................................. ........................... .................................. ............ .....15 15 4.4.1.4 Graduate Students’ Report Scenarios 16
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4.4.1.8 Add Resource Scenarios................................................... ............. .................... .......... ... 17 4.4.2 Usecase Diagram..................................................... ........................................................................ .......................... ............... ............... ....... 19 4.4.3 Detailed Usecases.................................................. ....................... ............................... ............... ............ ..... 20 4.4.4 Class Diagram..................................................... ........................................................................................... ...................................... ........ 38 38 4.4.5 Class Diagram After Mapping................................................. ................ ........................ ..........39 39
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1. Introduction Currently in Afghanistan’s schools, usage of new technologies is very limited. Most schools in Kabul have dozens of computers but they are only used for teaching the computer subject and nobody uses them for administration purposes. There are some limited numbers of schools that use a computer instead of a typewriter by using Microsoft Word or for saving some data in Microsoft Excel. However there are numerous tasks that can be done by computers if they are programmed to do, such as managing students’ grades or creating the school timetable. Timetable creation and students' grade management management is two of the most tedious tasks of administration staff and teachers of schools in Afghanistan, which they have to perform manually at the beginning, mid and end of each school year. The administration staffs of the schools that are responsible responsible for scheduling create separate timetables for students and teachers. They also have to take care that each teacher in the schools should have a maximum of 35 working hours per week, as well as assigning rooms to different courses, managing laboratory access schedule and creating exam date sheets for both teachers and students. Managing students' grades is another task of administration staff and teachers of the schools, which is very time consuming and error prone. Many people are involved into this process. So there is a risk of treachery in students' grades. Each subject teacher has to take a print out of a list with many columns and rows and a nd fill it with names of students and their grade for that subject. Then the subject teacher has to submit the list to the class teacher. The class teacher collects all the lists from all subject teachers and creates a huge table for calculation of students' grades and position in the class, which is then rechecked by the administration staff of school for correction. For this reason the grade lists are very error-sensitive, if the list contains any streaks and unusual pen marks then the list is considered void, and the associated teacher is asked to redo his/her task. This is very time consuming for the class teacher to calculate and for administration staff to check for validity.
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standards of Afghan schools, which can be very well considered and programmed only by the local experts of the country.
2. General Goals Timetable and Student grade management system system software is a web application which is designed for Afghanistan's schools. This software can ease some tasks of school managers such as creating school timetable and also managing student’s grades.
3. Current System Currently administration offices in most of afghan schools do not use computers for performing their daily tasks. There are a re a limited number of schools that use Microsoft Office products, such as Ms. Word and Ms. Excel for performing their daily administrative tasks. Most of them do not even have the information that computers can make a great difference in the way they are doing their tasks when they are programmed to do so. The only school in Kabul which uses software that are built specially for schools is the International School of Kabul (ISK), which uses Grade Quick software for calculating student’s grades and Admin Plus for managing student information and printing student’s report cards. Both of the above software are proprietary software which are designed by Rediker software company. Today in Afghanistan’s schools all the tasks and calculations are being done manually and paper based. In both of the tasks the administrative staff and the teachers are involved. For small schools managing student grades and creating timetable can be an easy task, but for the big schools like many governmental schools this task is very difficult. The procedures of both of the tasks are described in the following sections of the document.
3.1 Timetable Creation Process Accomplishing this task is the job of academic affairs vice principal of school. The Ministry of Education (MoE) has a curriculum that is sent to all schools in the country so this way the subjects that are a re thought in all schools are the same country wide. In this curriculum this is stated that which standard will have to be taught which subjects and how many hours per week. So first of all the vice principal, will see the curriculum which comes to the schools by MoE and associates each
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higher position. Then according to this list, the timetable is put in days of week in a table. And at last, las t, one big table is created with all the class names of the school and the subjects.
3.2 Grade Calculation Process The class teacher creates student list list for each and every subject of this class by writing name and father’s name of students, the subject’s name and the subject teacher’s name. Then every subject teacher will take a list from the class teacher and give exam to the students. After the exam the subject teacher will be given “Student List” paper which is a table printed on paper by MoE, the teacher enters the marks each student has achieved both in number format and in alphabet, in the student list. Later the subject teacher will submit the list to the class teacher. The class teacher collects all student lists of all subjects and then creates three copies of a big table (in some schools one of the copies are created by the head master) which has entries for every student with marks of all of the student’s subjects. Later these tables are inspected and calculated again with the presence of class teacher and three inspectors. After the inspection the examiners and the class teacher sign and certify that all the marks were correctly entered and calculated in the table. Then one copy of this table is sent to Department of Education of the city for further inspections and to be stored there.
4. Proposed System 4.1 Overview The proposed system is intended to provide provide the facility of automating the administrative tasks such as student grade management and timetable creation for the administrative staff of Afghanistan’s schools. This system will be a client server server system, meaning meaning the one system acts as server, and three other systems will be its clients. Four people who will access the system through the clients will be the system administrator, the principal and both the academic affairs vice principal and the administrative vice principal of the school. The academic affairs principal of school is responsible for creating the school’s timetables and also managing student information and the other is responsible for resource management.
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3- Searching Searching timetable timetable by year 4- Store, Store, edit, delete, delete, calcul calculate ate and print print students’ students’ grade 5- Search Search students’ students’ grade per per class / per ID or by name name and father's father's name 6- Add, edit and delete delete Rooms, Rooms, Classes, Subject Subjects s and Departments Departments 7- Be able to add a student's student's previo previous us marks who who has joined joined school having a leave certificate from another school. 8- Change Change user user’s ’s passw passwor ord d 9- Set editin editing g passw passwor ord d 10- Set default language 11- Create, Edit, Delete, Activate, Deactivate user accounts. 12- Take and restore backups
4.2.1 Input Data The input data for the system is the student’s grade in in decimal number format, name/number of rooms, classes and names of departments and subjects which are all in String format.
4.2.2 Languages The languages that the system will support support are the local languages spoken in Afghanistan which are Dari and Pashto, plus the English language. The default language for the system can be set by the user which can be either Dari or Pashto.
4.3 Non-Functional Requirements 4.3.1 User Interface and Human Factors The system will have a friendly friendly user interface and support for the local local languages so that there is no problem for users who will speak either of the country's languages. The system will only have four users, one is
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system and the user manual is necessary because the user may need some basic training or help about the functionality of the system.
4.3.3 Hardware Consideration The system will be installed installed in one computer, which will be placed in a server room or in the principals office. The server computer must have the following characteristics as an average.
4.3.3.1 Server Hardware Hardware requirements: requirements: HDD: 500 GB RAM: 512 MB or greater CPU: Dual Intel Pentium 4 CPUs VGA: 256 MB Backup Media: DVD Monitor, Mouse and Keyboard is needed. UPS: 2000/ 3000 VA 4.3.3.2 Client Hardware Hardware requirements: requirements: Average desktop computer LAN card Printer UPS: 2000/ 3000 VA
4.3.4 Software Requirements 4.3.4.1 Server Software Software Requirements Requirements Linux operating system (Ubunutu) Apache web server Mysql
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4.3.6 Error Handling 4.3.5.1 Input Error Error Handling The system will be able to give give error messages when the user enters wrong input into the fields or leave an important field empty. For example the user can never enter a negative number or any other character except numbers in the students’ mark's field. If this happens then the system will give error messages regarding the data type. 4.3.5.2 Error Handling Handling Extreme Extreme Conditions The system needs to be backed up regularly regularly by the system administrator so that in the worst case which can be a system crash, the data can be restored to the system after the repairing it.
4.3.6 System Interfacing The system will not interact interact with any other systems for now, now, but this functionality maybe applied in future, because the student grades are manually sent to the Education Department of the city which can be somehow shared electronically after implementing such a feature in future. Also the functionality of setting the default language will not be implemented in this version of the software. s oftware.
4.3.7 Quality Issues The system will be programmed programmed in a way that it won’t allow unauthorized access to the system resources. This system will be able to run on any kind of operating operating system. The system will have error error handling mechanism.
4.3.8 System Modifications
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4.3.10 Security Issues The system will have user accounts accounts for its users. The passwords will be encrypted. And the https protocol will be used for access to the system. There is no such functionality in the system by which the user can register himself to the system. This is because there are only three users in the system apart from the system administrator, so the user accounts are created by the system administrator. The system administrator can activate, activate, deactivate, create, edit edit and delete user accounts, because every once in a number of years the principal or the vice principals may be changed, but the user names for them will be constant. At this time the system administrator will have to deactivate the account until the new person takes over the job and the system administrator then activates the account and a nd the only thing the new user will have to do is to change the passwords for him/herself.
4.3.11 Resource Issues The system administrator of the school school will be responsible of backing up the system regularly by copying the database to a DVD and maintain the system and install updates.
4.4 System Model 4.4.1 Scenarios 4.4.1.1 Timetable Timetable Creation Scenarios Scenarios Timetable Creation: Current Situation: Actor(s): Sarah (academic vice principal) In the beginning of the new school year, Sarah has ha s to create a new
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There are six days in a working week week and every day each class has to be taught for six periods/hours so the total number of teaching hours is 36hours. Now she finds out the sum of all classes that they have in school from the above number of classes which becomes 33 classes. So for finding total number of teaching hours for all 33 classes she multiplies 33 to 36 and the result is 1188 teaching hours. After that, Sarah will decide how many hours each teacher should teach. The first name in the list is Karim Khan who is the head of Science department so she has to give him only 12 hours to teach because he has a lot of work to do apart from teaching. So Sarah takes out 12 hours from the total teaching hours and what remains is 1176 teaching hours, and she gives 24 hours for all the other teachers. Later Sarah takes the teachers list and assigns Karim khan to classes 12th A, 12th B, 12th C and 12th D, each of those classes have to study three periods of physics per week which makes 12 hours per week for Karim Khan. And in the same order she assigns classes to other teachers, but with the difference that she will give 8 classes per teacher so that other teachers should teach a minimum of 24 hours per week (and a maximum of 36 hours/week). When this task is finished, Sarah will make a table with days of week and six periods per day for all of the classes in a big sheet. And then she will put each subject and its teacher in the cells of this table and a nd will also take care that no two subjects of the same teacher should come in the same day and period. She will give Karim Khan a priority in this task so she will put his subject in the days and periods that he would like. She repeats this task for all the other subjects of all a ll the classes. Future System: Actor(s): Sarah (academic vice principal)
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Delete Timetable Actor(s): Sarah (academic vice principal) Sarah wants to delete the timetable so after logging in to the system she clicks on “Timetable Management” and then on delete timetable. Exam Timetable Creation: Current situation: Actor(s): Sarah (academic vice principal) Sarah has to create the mid-term exam timetable so she arranges a table with rows and columns which include (date, day of week and subject as columns and class names are written in the first row) then she puts one subject and its teacher for each class in one day and makes sure that no subject with the same teacher is repeated for two classes in one day. Future System: Sarahh logs in to the system, first she goes to “Timetable Management” and then clicks on the “Create Exam Timetable” and enters the start and end date for exam and a title for the date sheet. And the timetable is saved and can be edited, deleted or printed. Note: Edit and Delete work the same way for Exam timetable
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When marks for all subjects of one class is entered in the system, Sarah clicks on calculate results and can see the students sorted by position and also can print them. The system will show the student's in-class position. position.
Top Three Students: Actor(s): Sarah (academic vice principal) To find out who are the top three students of school, Sarah logs into the system she clicks on “Top Students” link, then the system displays a drop down box where she can select Class wide, Standard wide or School wide options to find the top three students, when she selects School wide option the system displays the top three students of the school, and when she selects standard wide option the system displays another drop down box from which she can select a standard and the system displays the top three students for that standard. And when she selects class wide the system displays a drop down box where she can select a class and the system displays the top three students for the selected class. Transcript Creation: Actor(s): Sarah (academic vice principal) One of the 9th standard students comes to Sarah and says that she wants to change her school, therefore needs her transcript. Sarah logs
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Seema has gotten 60 in math subject exam but she is not satisfied with this marks because she submitted a good paper so she s he goes to the vice principal Sarah and requests for revising her paper. Sarah informs Kabir the principal about this issue, Kabir creates the committee which’s members are Wali,Kabir and Sarah. They look at Seema’s paper and find out that Wali had made a mistake in checking the paper and instead of 90 he wrote 60 on her paper. So Sarah will now have to edit Seema’s marks in the system. Sarah logs in to the system and clicks on “Edit Grades” button. Another page appears where she has to choose the class title, and then the student name and the subject that she wants to edit its grade. After she chooses class 9th B then Seema’s name and math as the subject, the system shows Seema’s current math grade and also there is a button named “Edit” when Sarah clicks on this button, a text box appears which says enter editing password. This password is only known by Kabir so Sarah asks ask s Kabir to come to her office and enter the editing password. Kabir comes and enters the password and the table cell for Seema is now editable and Sarah writes 90 in it and saves the changes. Now Sarah has to recalculate the results of all students of class 9th B because there is now 30 marks difference in Seema’s total number so her position might change in the class. So she goes to Calculate Marks and chooses 9th class and clicks on Calculate and the system shows the
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4.4.1.3 Student Promotion Promotion Scenarios Scenarios Current Situation: Actor(s): Sarah (academic vice principal) The school year is finished and the results are known known so Sarah has to promote the successful students to the next grade, so she makes a table based on last year’s results table. In the table she writes the title of each class and in the students s tudents column she adds the number of successful students of last year, the failed students from one grade higher, the excluded students (those who didn’t have the right to study in the previous year because of lack of presence in the class) and the second chance examined students. Then she calculates the total students for that standard. She has to take care that she has to divide the total number by 40 because there should be no more than 40 students in one class, so if the total was more than 40 she should make more than one class of one standard and a nd name it A, B… Future System: Actor(s): Sarah (academic vice principal) The school year is finished and the results are known known so Sarah has to promote the successful students to the next class so she logs into the system, she clicks on “Manage Students Grade” and then “Promote Students to Next Standard” and then for each class she clicks on “Promote to Next Standard” button and the system takes the passed
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searches the student by name and father’s name. when the system finds the student she cant promote the student to the next standard directly . So she clicks on “Add Promotion Exam Grades” button and she selects the standard that the student is leaving behind and adds the student's grades for all the subjects that are taught in that standard. And at the end she clicks on “Promote student to the next Standard” button.
4.4.1.4 Graduate Graduate Students’ Report Report Scenarios Current Situation: Actor(s): Sarah (Vice principal) When the school year is finished the successful students of 12th standard are considered as graduates and the school needs to prepare a report of the graduated students’ information so that is sent to Department of Education. Sarah will write the names, grades and other information of the graduated students in a register book and send s end it to Department of Education. Future System: After logging in to the system Sarah will click on “Manage student Grades” then she clicks on “Create Graduate Report”, the system displays a page where Sarah can select a year and then she will click
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they need to be added into the system, system, but there is is a problem that all all th classes of 5 standard are full so the system adds a new class of fifth standard automatically and adds the new students to this this class but the number of all these students is 15 so Sarah thinks that it is a good idea to move some students of other 5 th standard's classes to this new 5th class. So she clicks on “Move students preserving their standard” link and then she selects the standard, then the classes of the selected standard appear, she selects the class from which she wants to move students and also the destination class, after that the students of source class appear in the list so she selects the names of the students and clicks on move to destination class.
4.4.1.7 Search Student Student Scenario Search Student by Name and Father’s Name
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Sarah finds out that a room number is entered wrong in the system so she clicks on Rooms button then she can edit or delete any room that she wants.
Add Class: Actor(s): Sarah (academic vice principal) When the new school year begins and new students are admitted to the school Sarah needs to add students s tudents to classes so Sarah logs in to the system and she clicks on Add Classes button and enters class names and saves the changes. Edit/Delete Edit/Delete Class: Actor(s): Sarah (academic vice principal) Sarah finds out that a class name is entered wrong in the system so
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Sarah needs to set a class teacher to every class, so she logs in to the system, then she clicks on “Set Resources” link and then a page appears where she can set classes to rooms, set teachers to classes and set subjects to teachers. She clicks on “Set Teacher to Class” link and a page appears where she can click on a drop down box to select a class and a teacher in another drop down box, and click on “Set” button.
Set Subject to Teacher: Actor(s): Sarah (academic vice principal) Before creating the timetables Sarah needs to set a subject to every teacher, so she logs in to the system, then she clicks on “Set Resources” link and then a page appears where she can set classes to rooms, set teachers to classes and set subjects to teachers. She clicks
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4.4.3 Detailed Usecases Use case name: Sign in Participating actors: adminVp, principal, acadVp Entry conditions: The user name exists in the system. system. Flow of events:
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Exit conditions: The password is successfully changed. OR An error has occurred. Special requirements:
Use case name: Change Editing Password Participating actors: principal Entry conditions: The user is logged in to the system. Flow of events:
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Participating actors: adminVp, principal, acadVp Entry conditions: The user is logged in to the system.
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Flow of events: The user clicks on “Timetable” link. link. The system displays the current current timetable
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OR The user selects class. The System displays the top three student student according to the selected category
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The system classes and The system OR The system
displays a page where the user can enter year and select then click on “Create” button. displays the timetable. timetable. gives an error error message.
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The system displays a page where the user can select daily timetables timetables or exam timetables of any year. The system asks the user if they want to delete delete the current timetable timetable and then click on “Confirm” button. The system removes the timetable. timetable.
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Trusted by over 1 million members
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Trusted by over 1 million members
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Trusted by over 1 million members
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