Behavioural Aspect of ERP System for Organisation

Chapter 1
INTRODUCTION

1.1 BACKGROUND
Enterprise Resource Planning (ERP) college web application is the one kind of web
application which integrates all the modules and functionalities of college system on a
single system that can be handled by the administrative head and access by the students
and faculties with valid user id and password.
As we know that, a college consists of different departments, such as course
departments, fees management, library, event management etc. Nowadays applications
and uses of information technologies is increased as compared to before, each of these
individual departments has its own computer system to do their own functionalities. By
having one main system they can interact with each other from their respected system by
having valid user id and password.
The main goal of the entire system is to provide a user-friendly interface and powerful
data system which make this system more useful. The College ERP system computerizes
all the details of the college system which are updated by admin only can access by the
students and faculties. ERP on college management system reduces the most of the
human work that are done earlier to managing the college system. Once the details are
entered into the system by the authorized person then there is no need for other users to
deal with separate section. Only a person that is having an administrative authorization is
enough to maintain all the reports and records of the system. The security can also be
provided as per the requirements. The main thing is that our system reduces the human
works at a great effort.

It can be helpful such that

- Records are always updated.
- Manpower is decreased or reduced.
- Large amount of data regarding college and their modules can be stored.
- Accurate and perfect calculations are made.
- Maintenance of file is efficient and flexible

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1.2 PROBLEM DEFINITION

The manual calculations are taking much more time. Sharing internal information
between departments will some how complicated .Student Information system cant store
all the details of the students including their background information, educational
qualifications, personal details etc..The purpose is to design a college website which
contains up to date information of the college. That should improve efficiency of college
record management

1.3OBJECTIVE
 Providing the online interface for students, facultyetc.
 Increasing the efficiency of college recordmanagement.
 Decrease time required to access and deliver student records.
 To make the system more secure.Decrease time spent on non-value
added tasks.

1.4 SCOPE
 Different people, place from different departments can view the same
information about Student Information.
 To enable the head and technical supporting group to access the
system from anywhere.
 To enable the Student to view as well as raise suggestion from
anywhere.
 To enable the student evolution with giving online exam and get the
result on the spot.

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Chapter 2
LITERATURE SURVEY

1.1 WEB BASE SURVEY

 ONLINE COLLEGE MANAGEMENT SYSTEM
(IJCSMC, Vol. 5, Issue. 4, April 2016, pg.118 – 122)

Student Information Management System (SIMS) provides a simple interface for

maintenance of student information. It can be used by educational institutes or colleges
to maintain the records of students easily. The creation and management of accurate, up-
to-date information regarding a students’ academic career is critically important in the
university as well as colleges. Student information system deals with all kind of student
details, academic related reports, college details, course details, curriculum, batch details,
placement details and other resource related details too.

 ERP SYSTEM FOR COLLEGE

(International Journal of Computer Science Trends and Technology
(IJCST) – Volume 5 Issue 2, Mar – Apr 2017)

The paper discusses the method of the management information in higher education. On
the basis of a comprehensive investigation and analysis on the student management in
higher education, we establish the models of the college students’ management
information by adopting the advanced information technology, and construct the student
management information platform. Moreover, we analyze the characteristics of the
information management in higher education, and elaborate the methods to solve the
difficulties confronting in the students management of the higher education. Finally, the
key method and technology to carry out the information management platform are
presented.

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 COLLEGE ERP SYSTEM

(International Journal for Research in Engineering Application &
Management (IJREAM) Vol-01, Issue 02, May 2015.)

This paper uses the B/S structure to design the student information management system,
and explains the system design principle, system plan and structure, the function module
of information system according to current university student information management
needs. It provides an interactive students management platform for the information of a
large number of students and the management of students

 A STUDY OF STUDENT INFORMATION MANAGEMENT

SOFTWARE (FU Yue Chongqing Institute of Technology
E-mail: Chongqing, China)

This paper contain existing system is to provide a user-friendly interface. The College
ERP system now computerizes all the details that are maintained manually. Once the
details are fed into the system or computer there is no need for various persons to deal
with separate sections. Only a person is enough to maintain all the reports and records.
The security can also be given as per the user requirement

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PHYSICAL SURVEY:-

 Nikam Institute Of Technology (Polytechnic) Dhule

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 OPTICNET BRODBAND SERVICES, DHULE

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 Eureka Forbes (AquaSure) M.I.D.C

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Chapter 3
SYSTEM ANALYSIS
3.1 PROPOSED SYSTEM
The current ERP System deals with maintaining a physical contact with the academy
management dept. for filling all the details and the documentation work. The
management doesn’t needs to visit the academy management dept. and collect the
assignment and submitting his/her documents directly. According to the current system,
the management has to fill in the forms manually, go to the account management dept.,
and submit him the form. The applicant needs to visit the academy portal now and then
in order to get his work accomplished. The admin also has to manage all the users. He
needs to maintain records of all the users, their activity status, submission methods and
installation details on paper. The Manual process is more error prone and also slow.
Moreover Students in the academy can
interface his/her work area only. But if an online application is available then they can
communicate whole system. Thus a simulation of this entire process can be a boon to the
applicants as well as the admin.

3.2 FEASIBILITY STUDY

The aim of the feasibility study activity is to determine whether it would be financially
and technically feasible to develop the system or not. A feasibility study is carried out
from following different aspects:

3.2.1 ECONOMICAL

is one of the most important factors while evaluating the effectiveness of the system. If
the system would be too costly it would not be acceptable. The fully computerized will
reduce the man hours and overhead by simplifying by today activities. Thus the
computerized system is beneficial for anyone & so it is economical feasible. It can be
done with help of COCOMO Model known as constructive cost model.

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3.2.2 TECHNICAL

It determines if the system can be implementing using the current technology. This
system is develop using jsp-servlet as front end and MySQL Server as backend.

3.2.3 OPERATIONAL

We have to give a demo of our project and the users found the system friendly and easy
to use. The interoperability with the existing system is also check after uploading the
website. So they may face certain problems in using the user interface. So keeping this
consideration in mind we have provide field for each and every field on the forms. The
administrator also may be non-technical, so the user interface have to designed in such a
way that it gets comfortable for the non-technical person to operate easily.

3.3 COCOMO MODEL :

To calculate the effort applied, Dev time, People requirement for the software:

Effort Dev. Time People Req.

Oganic 2231 46.81 47

Semidetached 4609 47 98

Embedded 9341 47 198

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Chapter 4
SYSTEM REQUIREMENT SPECIFICATION
4.1 HARDWARE REQUIREMENT
1. Core 2 Duo or Above
2. 512 MB RAM
3. 15 GB Hard Disk
4. 1.33 MHz speed
5. 50 MB(for package itself)
6. Dot Matrix/HP Laser/HP Inkjet Printer

4.2 TECHNOLOGIES USE:-

HTML:
HTML is a hypertext markup language which is in reality a backbone of any
website. Every website can’t be structured without the knowledge of html. If we make
our web page only with the help of html, than we can’t add many of the effective features
in a web page, for making a web page more effective we use various platforms such as
CSS. So here we are using this language to make our web pages more effective as well
as efficient. And to make our web pages dynamic we are using Java script.

CSS:
CSS Stands for "Cascading Style Sheet." Cascading style sheets are used to
format the layout of Web pages. They can be used to define text styles, table sizes, and
other aspects of Web pages that previously could only be defined in a page's HTML. The
basic purpose of CSS is to separate the content of a web document (written in any
markup language) from its presentation (that is written using Cascading Style Sheets).
There are lots of benefits that one can extract through CSS like improved content
accessibility, better flexibility and moreover, CSS gives a level of control over various
presentation characteristics of the document. It also helps in reducing the complexity and
helps in saving overall presentation time. CSS gives the option of selecting various style
schemes and rules according to the requirements and it also allows the same HTML
document to be presented in more than one varying style

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PHP:
Precisely, PHP is a very powerful server-side scripting language for developing
dynamic web applications. Using PHP, one can build interactive and dynamic websites
with ease. PHP script can be embedded straight into the heart of html code. PHP is
compatible with various web servers like Apache and the Microsoft’s IIS as well. All the
PHP scripts are executed on the server and it supports various databases like MySQL,
Oracle, Solid, Generic ODBC etc; however, it is mostly used with MySQL.

SQL:
SQL stands for Structured Query Language. SQL lets us access and manipulate
databases. SQL is an ANSI (American National Standards Institute) standard. SQL can
execute queries against a database ,retrieve data from a database, insert records in a
database, update records in a database, delete records from a database, create new
databases , create new tables in a database , create stored procedures in a database,create
views in a database, set permissions on tables, procedures, and views.

4.3 FUNCTIONAL REQUIREMENTS

ERP system aims to improve the efficiency of college information management,
and the main function is managing and maintaining information . The administrator and
students are two major functional requirements in the system. The Administrator will be
given more powers (enable/disable/ update) than other users. It will be ensured that the
information entered is of the correct format.For example name cannot contain numbers.
In case if incorrect form of information is added, the user will be asked to fill the
information again. Students use the system to query and enter their information only

4.4 NON FUNCTIONAL REQUIREMENTS

 Performance Requirements:
The proposed system that we are going to develop will be used as the chief
performance system for helping the organization in managing the whole database of the
student studying in the organization. Therefore, it is expected that the database would
perform functionally all the requirements that are specified.

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 Safety Requirements:
The database may get crashed at any certain time due to virus or operating system
failure. Therefore, it is required to take the database backup.

 Security Requirements:
We are going to develop a secured database. There are various categories of
people namely Administrator, Student who will be viewing either all or some specific
information from the database. Depending upon the category of user the access rights are
decided. It means if the user is an administrator then he can be able to modify the data,
append etc. All other users only have the rights to retrieve the information about
database.

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Chapter 5
SYSTEM DESIGN
5.1 SYSTEM ARCHITECTURE
This deals with data flow diagram, detailed flow graph, requirement analysis, and
the design process of the front and back end design of the student information
management system.
A System Diagram (SD) in software engineering and systems engineering is a
diagram that represents the actors outside a system that could interact with that system.
This diagram is the high level view of a system. SDs shows a system, often software-
based, as a whole and its inputs and outputs from/to external factors. System Diagrams
are diagrams used in systems design to represent the more important external factors that
interact with the system at hand. This type of diagram according to Kossiakoff (2003)
usually "pictures the system at the center, with no details of its internal detail structure,
surrounded by all other interacting systems, environment and activities. The objective of
a System Diagram is to focus attention on external factors and events that should be
considered in developing a complete set of system requirements and constraints".

Fig System Structure

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5.2 DATA FLOW DIAGRAM

A Data Flow Diagram (DFD) is a graphical representation of the “flow” of Student
Information System. A data flow diagram can also be used for the visualization of Data
Processing [2].DFD shows the interaction between the system and outside entities. This
context-level DFD is then “exploded” to show more detail of the system being modelled.
A DFD represents flow of data through a system. Data flow diagrams are commonly
used during problem analysis. It views a system as function that transforms the given
input into required output. Movement of data through the different transformations or
processes in the system are shown in Data Flow Diagram of Fig

Fig. Data Flow Diagram

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5.2.1 DETAILED FLOW GRAPH

The design of the student information management system includes the design of the
home page which provides the way for all the students, staff and other user to access the
ERP. Every user of the SIMS has a unique username and password provided by the web
master of the college. The home page mainly contains a login form through which a new
user can register, or an existing user can login to the system by entering the username
and password provided by the web master.

STUDENT: The student is of center focus ,because in every college student plays the
very important role . Student can acess the information of the college, course details,
subject details, faculty details, training and placement cell information and exam section
information.The course details include information regarding branch he is studying, the
acadamic ciricuulam of the college, year wise subject offered by the branch, the subject
details include the syllabus of the subjects, information regarding the staff handling the
subjects, the subjects he presently registered for the semester he is presently studying,
attendance and internal marks of the subjects, he can also ask any queries to the staff
regarding the subjects. The placement details include the information about the
companies , the eligibility criteria for attending recuirtment of the companies, the process
of recuritment, the date and time of the recuirtment. The placement cell updates the
students information who got selected for a company. The exam section details include
the internals and external time tables, the room allocation for the exams, it also contains
the semester end results.

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FACULTY: The staff can update the information regarding the students attendance,
internal marks of the students and any information regarding the subjects they handle.
They can also view the student details for better understanding the student performance
and improving the efficiency of the student. The staff also gets the updates from the
college regarding any events occuring in the college. They can also get the notifications
from the placement cell and exam section

EXAM SECTION: The examination section is responsible for updating internal and
external examination time table. They are also responsible for the updating the
supervision list for the faculty and class room allocation for the students in the
examination. And they are responsible for the checking and approving the internal marks
details updated by the staff.

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PLACEMENT CELL: The placement officer is responsible for updating the placement
related information like eligible criteria for a particular company, arriving date for the
company which is coming for recruitment, the list of students who are eligible for
attending the recruitment process. the list of student who got placed in a company and
the placement officer can access the student information from the student database for
selecting the eligible candidates list for placements. he also can send notifications to
students regarding any information

ADMINISTRATOR: The administrator is responsible for entering the new student,

promoting the student from one class to another, from one semester to another and from
one year to another. Managing the student accounts like any changes regarding to the
name, address etc. The administrator also manages the faulty accounts like entering a
new faculty, assigning the faculty to the subjects. The administrator will check the all the
updates i.e. student updates, faculty updates, exam updates etc. The administrator has the
highest level of
power in the student
information system.

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5.3 UML DIAGRAMS

 USE CASE

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 CLASS DIAGRAM

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 SEQUENCE DIAGRAM

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 Activity Diagram

Student Activity Diagram

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 ACTIVITY DIAGRAM

Faculty Activity Diagram

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4.4 DATABSE DESIGN

In database management system file that defines the basic organization of a

database. A data dictionary contains a list of all files in the database, the number of
records in each file, and the names and types of each field. Most database management
systems keep the data dictionary hidden from users to prevent them from accidentally
destroying its contents. Data dictionaries do not contain any actual data from the
database, only book keeping information for managing it. Without a data dictionary,
however, a database management system cannot access data from the database.

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Chapter 6
IMPLEMENTATION
6.1 IMPLEMENTATION ENVIRONMENT
We have to use Iterative and Incremental Development model (IID) for our project
development. This development approach is also referred to as Iterative Waterfall
Development approach. Iterative and Incremental Development is a software
development process developed in response to the more traditional waterfall model

The basic idea behind iterative enhancement is to develop a software system

incrementally, allowing the developer to take advantage of what was being learned
during the development of earlier, incremental, deliverable versions of the system.
Learning comes from both the development and use of the system, where possible. Key
steps in the process were to start with a simple implementation of a subset of the
software requirements and iteratively enhance the evolving sequence of versions until the
full system is implemented. At each iteration, the procedure itself consists of the
Initialization step, the Iteration step, and the Project Control List. The initialization step
creates a base version of the system. The goal for this initial implementation is to create a
product to which the user can react. It should offer a sampling of the key aspects of the
problem and provide a solution that is simple enough to understand and implement easily

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6.2IMPLEMENTATION DETAILS
It involves deciding which tasks would be taken up when. In order to schedule the
project
activities, a software project guide needs to do the following:
 Identify all the tasks needed to complete the project.
 Break down large tasks into small activities.
 Determine the dependencies among different activities.
 Allocate resources to activities.
 Plan the starting and ending dates for various activities.
 Determine the critical path. A critical path is the chain of activities that
determines theduration of the project.

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Chapter 7
CONCLUSION
7.1 CONCLUSION:-
This is a paperless work. It can be monitored and controlled remotely. It reduces the man
power required. It provides accurate information always. Malpractice can be reduced. All
years together gathered information can be saved and can be accessed at any time. The
data which is stored in the repository helps in taking intelligent decisions by the
management. So it is better to have a Web Based Information Management system. All
the stakeholders, faculty and management can get the required information without
delay. This system is essential in the colleges/hostels and universities.

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BIBLIOGRAPHY

[1]online college management system (IJCSMC, Vol. 5, Issue. 4, April 2016,

pg.118 – 122)

[2]A study of student information management software (FU Yue Chongqing

Institute of Technology E-mail: Chongqing, China)

[3] ERP SYSTEM FOR COLLEGE(International Journal of Computer Science

Trends and Technology (IJCST) – Volume 5 Issue 2, Mar – Apr 2017)

[4] M.A. Norasiah and A. Norhayati. “Intelligent student information system”. 4th
International conference on telecommunication technology proceedings, Shah Alam,
Malaysia, 0-7803-7773-7/03 2003 IEEE.

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