ONLINE STUDENT’S ATTENDANCE AND INTERNAL ASSESSMENT

MANAGEMENT SYSTEM FOR SAMLING PEAS KICHAMBA SECONDARY

SCHOOL

SOFT WARE REQUIREMENTS SPECIFICATION DOCUMENT FOR AN ONLINE

STUDENT’S ATTENDANCE AND INTERNAL ASSESSMENT MANAGEMENT
SYSTEM

BY NAMAKULA JULIET

2021/U/MMU/BSC.ED/014
 1. Problem Solved
The online student’s attendance and internal assessment Management system is built to
overcome the drawbacks of present system, proposed system has been evolved. This project
reduces the paperwork and saves the calculations and reports generation time. It also provide the
accuracy in reports generation. This system provides best user interface.

The existing system is the manual entry for the students. Here the attendance is carried out in
handwritten register format. It is a tedious job to maintain the record for the user. And at the end
of the session the reports are generated. The human effort is more.

So there is a need for a software which reduces the work. This software will have three types of
user administrator, teachers and students who interact with each other via this software system in
order to perform various activities like Attendance and internal assessment records.

2. INTRODUCTION

2.1 PURPOSE
The main aim purpose of this project is to make an online system which is provide quick and
easy way of managing student's attendance and assessment marks in Samling peas Kichwamba
secondary school. I am developing this project to provide an interactive communication bridge
and build a strong well managed online system to avoid miss management and dissatisfaction of
the attendance records.

2.2 PROJECT SCOPE

The main scope of the project is to totally eliminate the paper work in managing the student's
attendance records manually. With this project:-

1. Teachers can take student's attendance and internal assessment marks.

2. Teachers can monitor and handle large number of students with attendance and academic
performance report and leave status.

3. No need to give any training to teachers to access and use this easy application.

4. Addition or editing of any record in this application is very easy.

5. Teachers can generate all the necessary attendance related reports.

6. There is no need for the students to stand in a queue to fill the attendance shortage forms or
bonds in case of attendance shortage.
7. Students can keep a watch on the correctness of their attendance and assessment marks for any
day and if there is any fault, he/she can ensure its correctness.

2.2.1 OBJECTIVE OF THE PROPOSED SYSTEM

To overcome the challenges of present system, the proposed system has been evolved. This this
system reduces the paperwork and saves the calculations and reports generation time. This
system provides User-friendly system because retrieval and storing of the data is fast and data is
maintained efficiently. The reports are easily generated so user can generate the report as per the
requirement or in the middle of the session.

2.3 OVERVIEW
Attendance and internal assessment Management System basically has two main modules for
proper functioning:

First module is admin which has right for creating space for new batch. Any entry of new class,
Updating in subject if necessary, and sending notice.

Second module is handled by the user which can be a teacher or an operator. User has a right of
making daily attendance, generating report.

Attendance can be taken either on the basis of Class or subject.

3. PROJECT PERSPECTIVE
3.1 PRODUCT PERSPECTIVE
The students attendance and internal assessment management system is an independent product
and does not depend upon any other product or system. The system will automate various tasks
associated with handling student’s details, their marks and attendance reports and better
organizing stored information and better performance for wide range of user's use. So it will help
smaling pea’s kichwamba to ensure the smooth and better working of these features.

3.1.1 SYSTEM INTERFACE

The system is designed to be transparent to its users and hence all the complexity is hidden
from the user. The user will interact with system using the GUI along with meaning frames and
buttons. Reports are generated as per the requirements.

3.1.2 HARDWARE INTERFACE

Various interfaces for software include:-

1. Touch screen/ monitor

2. Continuous battery backup

3. Interface that connects the device to school portal.

3.1.3 COMMUNICATION INTERFACE
The machine will be the part of the school local area network to access the central database.

3.1.4 OPERATION
User can do multiple operation after visiting the portal. Some of them are:-

1. User get access to the school portal

2. He/ she can login as admin or teachers or student by giving their user ID and password.

3. Admin can add students and teachers detail and update the attendance and internal
assessment marks.

4. Teachers can upload attendance and internal assessment marks.

5. Students get access to the view their attendance or internal assessment marks and generate
PDF.

3.2 PRODUCT FEATURES

1. It provides quick integration to the existing operating system.

2. It is very easy to use and user friendly.

3. There is no need for some specific hardware requirements.

4. This application software can work on all devices such as mobiles phones, laptops, personal
desktop computers, etc.

5. It provides secured access to the data as no other person can access another person's
data/information because everyone is given his/her unique ID and password.

3.2.1 ADMINISTRATOR FUNCTIONALITIES

1. He/she is the main or super user of the system.

2. They enjoy all the privilege features.

3. They can add, update or delete the subject studied by the students.

4. Approvals of all the accounts, whether teacher or student is dependent on admin.

5. They by themselves add students and teachers account.

6. They can view attendance and internal assessment marks of each student.

7. They can view all the marks given on the basis of attendance, internals or any class test

8. Download attendance report as PDF

10. They can send any information to anyone or group of people.

11. They can also notify students about their below average percentage.

3.2.2 TEACHER FUNCTIONALITIES

1. First of all, teachers have to create account and then get approved by admin.

2. After approvals they can update the password.

3. They can get to know about which department's admin has assigned to them in which period.

4. They can easily mark the attendance and internal assessment marks.

5. They can view each student's attendance

6. They can also download the attendance report in the form of PDF.

3.2.3 STUDENT FUNCTIONALITIES

1. He/she needs to create an account.

2. Students can check the attendance of each lecture.

3. They can see in which of the classes they were absent or didn't attend.

4. They can see Attendance report and internal assessment marks reports from anywhere on the
globe, there is no need to go in admin and ask for the attendance status.

5. They can also generate and download there attendance report in the form of PDF.

6. They can also change, update their profile.

7. Students can able to see if there is any notification notice from admin or department about
the shortage of attendance or to attend any event.

3.3 USER CLASSES AND CHARACTERISTICS

3.3.1 USER CHARACTERISTICS
1. The students, administrator and teachers should have a basic idea to use the system.

2. They must have a work experience on the internet.

3. They must know basic language which is English.

3.3.2 CLASSES CHARACTERISTICS

 1. Administrator: - he/ she must be the employee of the school administration who has been
given access to the privileged operations to add details of students and teachers and update
student’s attendance and internal assessment marks. They have given a unique user I'd and
password. Only after login they can perform after mentioned functions. They don't required to
register themselves.

2. Teachers: - He/ she can also be employee of the school who is also given user id and
password by administration to login and perform the after mentioned functions. But they don't
get access to some specific privileged operations which the administrator get.

3. Students: - This class contains the functionalities that students can perform. They have given
user id (name, roll no) and password to login into the portal and perform only specified
(restricted) operations.

3.4 DESIGN AND IMPLEMENTATION CONSTRAINT

SOFTWARE CONSTRAINTS

Students attendance and internal assessment management system shall be designed for future
upgrade as per needed.

The system shall meet the general standards of online website portal.

HARDWARE CONSTRAINTS

Hardware environment processor:-Dual core 2nd generation

System configuration or hard disk:-RAM -500 MB

Operating system:-Windows XP /Vista /7/8/8.1/10 iOS

ACCEPTANCE CONSTRAINTS

To validate the system, the developers must complete the following:

Providing Demo of the working system and any features upon request.

All the significant functional requirements are met.

Sufficient test cases to show that the system is complete and correct.

4. . SPECIFIC REQUIREMENTS
4.1 EXTERNAL INTERFACE
The user can interact with the system by using graphical user interface.

4.2 FUNCTIONAL REQUIREMENTS

1. Login
Input: - user id and password by students, admin or teacher

Output: - if successful then the attendance portal will be opened for further activities to perform.

2. Add class details

Input: - department, term, subject, year, class code, subject code given by admin to add or
update teachers account

Output: - if successful the teacher’s details will be added or updated or deleted.

3. Add student details

Input: - term, class, year, roll number, subject, class code given by admin to add or update
students account

Output: - if successful the student’s details will be added or updated or deleted.

4. Upload attendance

Input: - roll number, term, subject, class code given by teacher to upload student’s attendance.

Output: - if successful Students attendance will be added and later on students and teachers can
view it.

5. Upload internal assessment marks

Input: - roll number, term, subject, class code given by teacher to upload student’s marks

Output: - if successful Students marks will be added and later on students and teachers can view
it.

6. Update attendance

Input: - roll number, term, subject, class code given by admin to updated students attendance.

Output: - if successful Students attendance will be added and later on students and teachers can
view it.

7. Update Internal assessment

Input: - roll number, semester, subject, faculty code given by admin to update student’s marks.

Output: - if successful Students marks will be added and later on students and teachers can view
it.

8. Leave exemption
 Input: - roll number, no of days.

Output: - Attendance and marks will be given according to that.

9. View

Input: - roll number, name, subject, class

Output: - attendance and marks report is displayed

3.4 DESIGN CONSTRAINTS

1. Students doesn't have any write to edit sync kind of data

2. Teachers can edit only restricted data / information.

3. None of the user is allowed to perform functionalities (except viewing the home page and
basic functionalities) without login into the portal.

3.5 SECURITY REQUIREMENTS

1. Data is kept secure on various systems so that if it is lost it can easily be retrieved

2. Only authenticated user can use the system to perform operations in order to keep the system
secure.

3.6 NON FUNCTIONAL REQUIREMENTS

3.6.1 RELIABILITY
The system will not be able to connect to the centralized database in the event that the school
LAN fails or in the event of the server being down due to a hardware or software failure.

3.6.2 AVAILABILITY
The system will be available only to the authorized users of the school like teachers to mark the
student’s attendance, student to view their attendance and internal assessment marks, admin to
add an update students records.

3.6.3 SECURITY
The security requirement deals with the primary security. The system should be handled only by
the administrator and authorized users using username and password.

3.6.4 MAINTAINABILITY
Backups for the database are available
3.6.5 PORTABILITY
The system is web based application and is built in php and MySQL so it is platform
independent of operating system.
3.7 USER REQUIREMENTS
1. User-Friendly Interface, The system should have a simple and intuitive interface that is easy to
navigate for both students’ teachers. Users should be able to access the system effortlessly, view
attendance records, submit assessments, and receive feedback without encountering any usability
issues.

2. Secure Login and Access Control, to ensure data security and privacy, the system must incorporate
secure login mechanisms such as username/password authentication or two-factor authentication.
Additionally, role-based access control should be implemented to restrict access to sensitive information
based on user roles (e.g., student, teacher, and administrator).

3. Attendance Tracking Capabilities, The system should allow users to mark attendance for classes or
events easily. It should support various methods of attendance tracking, such as manual entry.

4. Internal Assessment Management Features: The system should enable teachers to create
assessments, assign them to students, collect submissions electronically, and provide feedback
efficiently. It should support different types of assessments (e.g., quizzes, assignments, projects) and
allow for grading customization based on predefined criteria.

5. Reporting and Analytics Tools: Users should have access to comprehensive reporting and analytics
tools within the system. This includes generating attendance reports, assessment performance analysis,
student progress tracking, and other relevant data visualization features to help stakeholders make
informed decisions.

3.8 SYSTEM REGUIREMENTS

Browser Requirements, The system should be compatible with the latest versions of popular web
browsers such as Google Chrome, Mozilla Firefox, Apple Safari, and Microsoft Edge. These browsers
should have cookies and JavaScript enabled to ensure proper functionality of the system.

Device Compatibility, the system should be accessible on both desktop and mobile devices, including
laptops, desktops, tablets, and smartphones. It should support both iOS and Android operating systems.
It is essential to have a responsive design that automatically adjusts to the screen size of the device
being used.

Internet Connectivity, a stable and high-speed internet connection is necessary for accessing and using
the system. The system should be designed to minimize data usage while maintaining fast load times.

Hardware Requirements, for desktop and laptop devices, the system should be compatible with
computers that have at least 4GB of RAM and a dual-core processor. A webcam may be required for
attendance marking using facial recognition or video conferencing functionalities. A microphone may
also be necessary for voice-based interactions with the system.For mobile devices, the system should be
compatible with devices that have at least 2GB of RAM and a quad-core processor. A front-facing
camera is necessary for attendance marking using facial recognition or video conferencing
functionalities.

Software Requirements, the system should be compatible with the latest versions of popular operating
systems such as Windows, macOS, Linux, iOS, and Android. It should also support integration with other
software applications such as Learning Management Systems (LMS), Student Information Systems (SIS),
and Human Resource Management Systems (HRMS).

3.9 DOMAIN REQUIREMENTS

User Management, this includes the ability to create, modify, and delete user accounts for students,
teachers, and administrators. Additionally, user management should include features for managing user
roles, permissions, and authentication.

Attendance Tracking, this includes the ability to record attendance for individual classes, track
attendance over time, and generate attendance reports. The system should also support different
attendance modes, such as present, absent, tardy, or excused.

Internal Assessment Management, this includes the ability to create and manage assessments, assign
assessments to students, and track student progress. The system should also support different types of
assessments, such as quizzes, tests, or assignments.

Grading and Scoring, this includes the ability to assign grades or scores to assessments, calculate grade
point averages (GPA), and generate report cards. The system should also support different grading
scales, such as numerical or letter grades.

Data Analytics and Reporting, This includes the ability to generate reports on attendance, assessments,
grades, and student progress. The system should also support data visualization tools, such as charts or
graphs, to help administrators make informed decisions.