1 INTRODUCTION

Student Registration system will bring a lot of impact to education sector or for the
organization. Online Student Registration System is software which is
helpful for students as well as the school authorities. In the current system
all the activities are done manually. It is very time consuming and costly. Our
Online Student Registration System Deals with the various activities related
to the Students registration system is manual that aims at automating the system of the
student admission. This system has different parts that includes: Background information: this
part of the system gives the history of the university and provides information of the activities
carried by the university during the admission of the students. Problem statement: this part of
system provides or gives the challenges faced by the university as a result of using the manual
system. Objective of the proposed system: it provides what the current system intense to
achieve. Proposed solution: provides solutions to the challenges of the manual system.
Feasibility study: contains factors that used to determine if the system is achievable. Budget:
this part of the system shows the total amount of money to be incurred. Schedule: this part of
system shows the duration taken to develop the system. The project includes background of the
registrar and also the systems performed in the office are described. In addition to these
conditions like the problems in the office and detailed design studies are clearly specified.
Finally, the tools and techniques we use and the schedule is summarized as much as possible to
finish the project in the given time by using our own methodologies.

1.1 Background information

The current system is a manual operated system where new student are registered manually in a
new student register where admission number student name and other details are recorded. After
the student is assigned his/her class another record is written down. Also the person in charge of
admission has to count the number of student manually. All this work become more tedious and
also wastage of time and also high cost of operation The person who will be in charge of the
system will be able to log into the system and able to register new students and also be able to
track student information. The school uses manual system in the process of administration and all its
data is stored on paper and maintained in files. The administration of this school collects information
from the student: student personal details like their names, admission, county of origin, medical
details and parent’s details are also kept e.g. name, phone number, address and marital status. During the
admission a student is issued with admission number, class and dorm. After the process, the student is
given a script bearing his name, admission number, dorm and his/her respective class.

Traditional Registration Challenges

 Manual, paper-based registration is time-consuming and error-prone.

 Students must wait in long queues and physically visit campus, leading to inconvenience
and delays.
 Administrators face difficulties in record-keeping, processing large volumes of
applications, and managing student data.

Modern of Online Registration

 Technological advancements and broader internet access have enabled schools and
universities to digitize registration.
 Online systems allow students to register from anywhere, at any time, significantly
increasing accessibility.
Benefits
 Speeds up and simplifies the registration process.
 Reduces human errors and paperwork.
 Enables secure data storage, easier retrieval, and reporting.
 Facilitates integration with academic management, finance, and student portals.
 Increases transparency and provides real-time updates to both students and
administrators.
Typical Features
o User authentication (for students/admins)
o Course selection and enrollment management
o Fee payment integration
o Real-time notification and confirmation
o Administrative dashboards for monitoring and reporting
o Secure database for storing student records
Impact
o Enhances student satisfaction and school reputation.
o Frees up administrative resources for other priorities.
o Supports scalability during peak admission periods.

1.2 Statement of the Problem

Currently the office is facing many problems due to the use of manual
handling system in its day to day activities.
The problems that can be facing in registrar office are: -
 Loss of document (currently the office uses manual system, the mechanism
of data handling is unsecured this leads to the loss of data or document),
 Shortage distribution of information (for students since the data can be
posted in the notice board by paper, stored in the cabinet by paper,
unavailable all time when needed),
 Difficulty of getting full information of the students,
 Difficult for searching and modifying students’ information
 Lack of accuracy (since the use of paper work in handling some of
processes this lead to human error,
 Lack of online registration system.
 The office consumes manpower, time and resources because of manual service of student
registration system
 Papers may end up in the wrong hands and not forgetting the fact that this
is time consuming),
 Difficult to announce timetable, registration dates, data manipulation
procedures,
 students also consume time and resources for registration
 Lack of organized data for screening student’s service documents and relevant information.
 Inaccuracy of information (loss of data)
 Reports are not processed on time.
 Redundant flow of student information.
 So that it is difficult to manage such huge data manually),
 There is a problem in procedures such as report generation, scheduling,
add/drop course, readmission, withdrawal (when a student is required to fill
the form which may take several weeks or months to be approved).
The procedure for registration of both new students and continuing students
has been
bureaucratic, hectic and time consuming because of the manual method of
registering
students that was being used. Because of this, a lot more time has been
consumed by
students making queues at the dean of faculty office to obtain registration
forms which
have to be handed back to the dean which eventually causes a workload to
the staff in
charge of collecting those forms and keeping the records intact.
Therefore, our team needs to solve these problems by changing the manual
system of the
organization into web-based system, so that the system will be automated.

1.3 Objective of the project

General objectives
The general objective of the online student registration system is to implement a comprehensive
and efficient system that automates the student registration process. The system aims to enhance
accessibility, streamline administrative workflow, and improve the overall registration
experience for students, faculty, and administrative staff
Specific Objectives:-
In addition to the general objective of the project it will also contains the following specific
Objective. These are:-
 Assigning department and registering for fresh students
 Enabling students to view their grade and CGPA secretly.
 Enabling all department heads to send students mark to registrar.
 Accelerating user requirement and benefits.
 Supplies timely information for the students.
 Minimizing data redundancy.
▪understand the current system
▪Identify problem of the system
 Minimizing loose of data.
 Secured means of storing files.
 Improved planning and management.
▪Analysis the existing system
▪Identify requirements of the new system
▪To maintain data consistency and integrity.
▪Automate the registration process without any physical human interaction
▪Updated data and better-quality data
▪Making the registration process accessible anywhere to the student.
▪Allowing faculty to acknowledge registration requests from anywhere.

1.4 Scope of the project

 Automate student registration system
 Giving detailed information about students.
 Detail information about subject, student and Department.
 Search information by inserting texts and then displays the desired
information.
 Generating reports about, passed and failed students, Withdrawals list,
 Transcripts, Temporary Certificates, Registration and graduate,
Admission,
 Readmission, Document Registration, Statistics, top point list, and so
on
 Handling of exceptional cases when rules change.
1. System Functionality:
 Develop a comprehensive online student registration system that enables students to
register for courses, view course offerings, and manage their registration process
efficiently.
 Implement features such as course search, course selection, prerequisite checking, class
scheduling, and registration confirmation.
 Provide administrative functionalities for managing student registrations, course
offerings, class capacities, and waitlist.
2. User Roles and Permissions:
 Define different user roles within the system, such as students, faculty members,
 administrative staff, and university officials.
  Ensure that users can only access and perform actions relevant to their role, maintaining
data privacy and system security.
3. Course Management:
 Enable faculty members and administrative staff to manage course offerings, including
adding, modifying, and deleting courses.
 Implement features for course updates, such as changing course descriptions,
prerequisites, class capacities, and instructors.
 Allow for the assignment of course restrictions, such as reserved seats for specific
student groups or prerequisites for enrollment.
4. Registration Workflow:
 Design a user-friendly registration workflow that guides students through the registration
process step-by-step.
 Incorporate features for students to search and select courses based on their academic
requirements and preferences.
 Automate course enrollment, taking into account prerequisites, class capacities, time
conflicts, and other registration constraints.
5. Security and Data Privacy:
 Implement robust security measures to protect student data, including encryption, access
controls, and user authentication.
 Ensure compliance with data privacy regulations and guidelines to safeguard sensitive
information.
 Regularly assess and update security measures to mitigate potential vulnerabilities and
threats

1.5 Methodology

When we are working on our project we use different Methodologies, or methods and
techniques. Before we used our techniques first, we have done reviewing the possible
requirements. Review was on available literature about the existing Student Registration
Systems, which will give the strategy for design. Questionnaires were used to verify the current
system, observation was used to elicit and specify requirements, sampling to select respondents
who provided the data. These methods help us to achieve the specific objectives of the study.
1.4.1 Data Collection Methods
To collect relevant information to understand the existing system and also to
identify the
new system requirements the project team will made excessive effort by
interviewing,
Observing and document revising, but the deepest takes brainstorming
(since it help to
make the part of the Solution)
Interview: This is one of data collection method that enables to gather
information from
the organization directly in the form of asking question and getting answers
for those
questions. So, we will use this method to gather information by asking
student and
employer some basic questions.
Observation: This is also another data collecting method. In fact, we will use
this observation method to gather data. During our observation student
records and another related data are paper based. Student registration,
reports, timetable scheduling and other tasks done inside registrar office are
done manually. This method will enable us observing and understanding how
the current student registration system is work.
Document Analysis
This technique provides information on how the existing system works. We
have revised
document that give the direction to how each activity can be sequentially
performed with
respective pre-requisites activity. Here, even though there are not enough
documents that
describe about existing system fully, we revised papers of registration,
letters of report,
posters of timetable, and other papers that are valuable for our proposed
system
1.4.2 System Development Methods
For this system we will use Object Oriented System Analysis and Development methodology
(OOSAD) which have two phases. To produce a model of the system which is correct, complete
and consistent we need to construct the analysis model which focuses on structuring and
formalizing the requirements of the system. Analysis model contains three models: functional,
object and dynamic models. During this phase we uses to model
the function of the system (use case modelling), find and identify the business objects,
organize the objects and identify the relationship between them and finally model the behavior of
the objects in detail. Object Oriented model improves software maintainability, faster
development, Lower cost development, Improved software development productivity and Higher
quality software. Due to these reasons we choose this model through this project development.
Object Oriented Analysis (OOA): During this phase the team will use to analyze the function
of the system, find and identify the business objects, organize them and identify the relationship
between them and finally has modeled the behavior of the objects.
Object Oriented Design (OOD): During this phase the team will use to refine the analyzed
object into design that reflects the implementation environment, model objectinteractions and
behaviors that support the analysis scenario and finally update object
models.
1.4.4 System Testing Methodology
To deliver this system as well operated system we will test this project at
implementation phase by using different types of testing methodologies.
Those testing methods are
I. Unit testing: -we are going to test the independent module using this
mechanism of testing.
II. Integration testing: - using this type of testing method we are going to test
the modules which are independent and dependent to each other.
III. System Testing: -using this method we will test the functionality of all
modules considering as a single system

1.6 Feasibility Study of the Project

Feasibility is the study of impact, which happens in the organization by the
development of a system. The impact can be either positive or negative.
When the positives nominate the negatives, then the system is considerably
feasible. Here the feasibility study can be performed in five ways such as
technical feasibility, Economical Feasibility and Operational/ Organizational
Feasibility
It analyses whether it is worth to commit the resources to the computerization of any area of the
school operations and whether it is worth doing operations with a computer system. The study
was aim at;
a) Measuring how beneficial or partial the development of the new system of the new
information management system w ill be to the organization.
b) To outline the present problem and summarize it in terms of cost.
c) To allow the organization management of the school to decide whether or not to commit
resources to the project by showing whether or not a fully system study appears to be justified.
During the feasibility study of the organization the following areas were looked into;
1.5.1 Operational/ Organizational Feasibility
Our proposed automated system may take time to be fully operational but
consistent
support from the development team and the training of users will surely
deliver a system
that will solve the current system problems and take benefit of different
prospect. It might
not be possible to see fully operational system within the given limit of time
for System
development.
1.5.2 Technical Feasibility
The new system doesn’t need any ideal technology in order to operate
properly. Such
systems have been tried and succeed in many national and international
organizations. We
can strongly say that it is technically feasible, since there will not be much
difficulty in
getting required resources for the development and maintaining the system
as well.
We can strongly say that it is technically feasible, since there will not be
much difficulty
in getting required resources for the development and maintaining the
system as well. All
the resources needed for the development of the system as well as the
maintenance of the
same is available in the organization here we are utilizing the resources
which are available
 already.
Therefore, we can be concluding that the system is technically feasible.
1.5.3 Economic Feasibility
Development of this application is highly economically feasible. The only
thing is to be
done is making an environment for the development with an effective
supervision. If we
are doing so, we can attain the maximum usability of the corresponding
resources. Even
after the development, the organization will not be in condition to invest
more in the
organization
The following will be considered when evaluating the candidate system.
a) System development cost
b) Hardware and software cost
c) Maintenance cost after installation
d) User time for testing and training

1.7 Schedule of the project

The project schedule outlines the major phases, activities, and estimated time required to complete the
Online Student Registration System. The schedule ensures systematic progression from requirement
collection to final deployment.
No Project Phase / Activity Description Duration
Project Initiation & Defining objectives, scope, resources, risks, and
1 1 week
Planning preparing the work plan.
Requirement Gathering & Collecting detailed information using interview,
2 2 weeks
Analysis observation, and document analysis.
Object-Oriented Analysis Identifying objects, actors, use cases, system
3 2 weeks
(OOA) requirements, and preparing analysis diagrams.
Designing architecture, database schema, UI layout,
4 System Design (OOD) 3 weeks
sequence diagrams, and class diagrams.
Creating MySQL database, ERD, tables,
5 Database Design & Setup 1 week
relationships, constraints, and optimization.
Developing user interfaces using HTML, CSS, and
6 Frontend Development 2 weeks
responsive design.
Backend Development Coding server-side logic, registration workflows,
7 3 weeks
(PHP) login system, validation, CRUD operations.
Integration & API Integrating frontend, backend, database, and
8 1 week
Configuration configuring Apache server.
Unit testing, integration testing, system testing, and
9 Testing Phase 2 weeks
bug fixing.
Installing system on deployment server, domain
10 Deployment 1 week
configuration, final setup.
11 Documentation & User Preparing full report, technical documentation, and 1 week
No Project Phase / Activity Description Duration
Manual user guide.
Creating PowerPoint slides and preparing
12 Presentation Preparation 1 week
defense/presentation.

1.8 Target groups and benefits of the project

Target Groups;
Students

 Prospective students applying for the first time

 Current students registering for courses or semesters

Administrative Staff

 Registrars managing admissions, records, and course enrollments

 IT support staff maintaining the system

Academic Staff (optional)

 Department coordinators overseeing student course loads or capacities

Institution/University Management

 Policy makers and decision-makers who require accurate enrollment data

Benefits of the Project

For Students:

 Convenient registration from anywhere, at any time—no need for in-person queues or
paperwork
 Instant confirmation of application and course registration
 Reduced risk of missing deadlines or making errors during the process
 Ability to check and update registration status online

For Administrative Staff:

 Streamlined workflow and reduced workload—less manual entry and paperwork

 Faster processing and approval of applications and registrations
 Easy access to student data for reporting and record-keeping
  Minimized errors and inconsistencies in records

For Institution Management:

 Accurate, real-time data for planning, decision-making, and resource allocation

 Enhanced institutional image and student satisfaction
 Greater transparency in admission and registration processes

For the Academic Process:

 Improved management of course capacities

 Easier communication with students regarding key deadlines or updates