UGANDA TECHNOLOGY AND MANAGEMENT UNIVERSITY

SCHOOL MANAGEMENT SYSTEM

By

WODEYA00 TONNY
MAY19/BCS/007U

DEPARTMENT OF COMPUTER SCIENCE

SCHOOL OF COMPUTING AND ENGINEERING

A Concept Paper submitted to the School of Computing and Engineering

For the Study Leading to a Project Proposal in Partial Fulfillment of the
Requirements for the Award of the Degree of Bachelor of Science in Computer Science
Of Uganda Technology and Management University

Supervisor
[Supervisor Name]

School of Computing and Engineering, UTAMU

[Supervisors Email Address],

[AUGUST, 2021]
1.0 Introduction
Now a day’s education plays a great role in development of any country. Many of education
organizations try to increase education quality. One of the aspects of this improvement is
managing of school resources.
Education Management System carried on by any individual or institution engaged in providing
a service to students, teachers, guardians and other persons are intermediary that performs one or
more of the following functionalities – Student Admission, Employee Registration, Student List,
Employee List, Student Attendance, Employee Attendance, Student Routine, Result
Management, Payroll & Accounts.
Education Management System (EMS) is such a service which provides all services for an
educational institute to make your life easier and faster by assuring its performance. Easy User
Management System, Easy Admission Process, Easy Attendance System.
EMS is a system that will provide you a bird’s eye view of the functioning of the entire
educational institution. It is a management information system helps to manage the different
processes in an educational institution like General Administration, Staff Management,
Academics, Student Management, and Accounts etc. The information is made using the latest
technologies and helps to make decision making a lot faster, effective and easier than ever
before. Also helps to improve the overall quality of education of the institution.

2.0 Background to the Problem

Education system forms the backbone of every nation. And hence it is important to provide a
strong educational foundation to the young generation to ensure the development of open-
minded global citizens securing the future for everyone. Advanced technology available today
can play a crucial role in streamlining education-related processes to promote solidarity among
students, teachers, parents and the school staff.
Education is central to development. It is one of the most powerful instruments for reducing
poverty and inequality and lays a foundation for sustained economic growth. With this aim
currently our government has given special emphasis to the educational sector and school
improvement activities such as continuous professional development for teachers, training and
upgrading teachers and capacitating schools with manpower and materials are among the major
actions which have been taken in both primary and secondary schools. In order to facilitate and
simplify these actions one of the major tools is to have automated school management system.
School Management System (SMS) consists of tasks such as registering students, attendance
record keeping to control absentees, producing report cards, producing official transcript,
preparing timetable and producing different reports for teachers, parents.

3.0 Problem Statement

To help promote students’ achievement and success, schools must have access to complete,
accurate, and timely information about students. One of the benefits of automated SMS is that
the student record system will simplify retrieval of required information and is a great instrument

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for school improvement by taking measures from the information acquired. Despite the use of
automated SMS, the government schools in Uganda are using paper-based documentation system
for performing various tasks and the school administrators apply their knowledge of hit and miss
approach in scheduling classes and courses (preparing the timetable) which wastes manpower
and much time unnecessarily that does not utilize the current technology.
Transcripts of students are prepared manually by the record officer and teachers. Report cards
are produced by the home-room teachers. Attendance of students is recorded by the home-room
teachers. In order to control absentees and know the number of days that a student has been
absent from the school during the school days the attendance officer has to collect the attendance
slips from the corresponding homeroom teachers and compile it which is also a time taking
process. In addition to that retrieving records of students who have graduated couple of years ago
has been a difficult task and the manual system also has difficulty of producing different reports
which are required by the stakeholders such as teachers, administrators.
Teachers may want to associate a student with his parent or emergency persons for disciplinary
measures which need searching of the students record in the record office. It has been difficult to
search a record from thousands of such records and observed that students can take any person
claiming that he/she is their parent or emergency person which creates problem in control of
students.
Due to the inefficiency of the current manual system, the need arises to automate SMS in order
to efficiently handle students’ attendance, to produce transcript, report cards and the various
reports satisfying users and customers and to produce timetable which can schedule courses for
teachers and classes of students.

4.0 Objectives
The general objective of the project is to automate the SMS.

Other Objective
To develop an offline registration system,
To facilitate attendance record keeping,
To facilitate various report generation,
To allow teachers, parents, school community and Education bureau officials to view
reports on students,
To produce a timetable

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5.0 Methodology
A Methodology consist of an approach to software development (e.g. object-orientation) a set of
techniques and notations (e.g. the Unified Modelling Language) that support the approach, a
lifecycle mode (e.g. spiral incremental) to structure the development process and a unifying set
of procedures and philosophy (Bennett et al., 2006). A methodology is a body of methods, rules,
and postulates employed by a discipline: a particular procedure or set of procedures (Webster,
2013).
Also, (Dennis et al., 2012), has explained methodology as a formalized approach to
implementing of the SDLC (i.e., it is a list of steps and deliverables). However, methodology can
also be said as a set of rules which define how a development project should generally be carried
out. Stevens, (2006) also says a good methodology must cover of project management, time, cost
project plan, procedures and rules in development of any system etc.
Prototyping Model has been used to develop this application. The Prototyping model is a
technique for quickly building a function but incomplete model of the information system. There
are several kinds of prototypes but they all intend to reduce risk by building a quick and dirty
replica or mockup of the intended system. It can be used to demonstrate technical feasibility
when the technical risk is high. It can also be used to better understand and elicit user
requirements. In either case, the goal is to reduce risk and limit costs by increasing understanding
of proposed solutions before committing more resources, as shown in figure 1.

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6.0 Outcomes
All effort in this project are geared towards the gathering of sufficient information’s that would
help in making useful suggestion for the alleviation of manual processing of student
registrations, results generation, school fee (paid and not paid) records and staff records as well.
Considering the processing speed, storage and retrieve of information facilities, the computer
becomes indispensable in all the processing. The use of School Management System has the
significance effect and this can be enumerated as follows:
1. Eradicate the frustration student undergo when one student is given another
student result or result miscalculation due to manual processes.
2. Reduced the length of time spent in trying to process student results.
3. To help the school management to know the pedigree of all the students admitted
into the school.
4. To create a storage of large volume of data on school records.
5. To assist the school management for easily identification of students.
6. To help the management in decision making.

7.0 References
[1]. E. Burke and W. Erben. Practice and Theory of Automated Timetabling, Third International
Conference, Germany, Springer Private Limited, August 2000
[2]. J. G. Hedberg et. al. (1992). Educational information systems: Problems of the small
educational organisation. Australian Journal of Educational Technology, 8(2), 132-160.
http://www.ascilite.org.au/ajet/ajet8/hedberg.html
[3]. M. Marte. Models and Algorithms for School Timetabling, A Constraint-Programming
Approach, Ph.D dissertation, an der Fakult¨at f¨ur Mathematik, Informatik und Statistik der
Ludwig-Maximilians-Universit ¨at M¨unchen, July, 2002