This document presents a college management system project for a 5th semester BCA course. The project aims to automate the manual paper-based processes currently used for student admission and administration. Key points: - The current system is slow and inefficient due to heavy paper usage. The project aims to develop a computerized system to speed up processes and reduce paperwork. - The system will have a graphical user interface and centralized database to streamline operations across departments like academics, accounts, exams, training/placement, hostels, and the library. - Modules will include features for admission, student/faculty profiles, scheduling, report generation, and transparent access to information for authorized users. - The system

1. COLLEGE
MANAGEMENT
SYSTEMBCA 5th semester project
Presented by –
• Mukti Kanta Dash (29701214009)
Guided by –
• Prof. Raj Mohan Goswami

2. Introduction
 Today all the work at the time of admission of the students is done manually by ink
and paper, which is very, slow and consuming much efforts and time.
 It is required to Design of Computerized Management System, to speed up and make
it easy to use system.
 It reduces the manpower needed to perform the entire admission and administration
task by reducing the paper works needed.
 The main goal of the system is to automate the process carried out in the
organization with improved performance and realize the vision of complete
paperless work.

3. Objectives
 The objective of this project is to develop a GUI (Graphical User Interface) based
software i.e. platform independent, user friendly and which can be fit into any
college system.
 It will remove data redundancy and will be fast in operation.
1. Purpose:
 Its purpose is to centralize the whole system of the department. We are attempting
to improve our existing system that basically runs on pen and papers or in a system
which is not centralized.
 The main goal of the system is to automate the process carried out in the
organization with improved performance and realize the vision of paperless works.

4. Objectives
2. Scope:
 It is more efficient and convenient for the colleges.
 It reduces the manpower needed to perform the entire administration task by
reducing the paper works needed.
 If all the work is done by the computer there will be no chance of errors.
 Moreover storing and retrieving of the information is easy, so work can be done
speedily and in time.

5. Objectives
3. Need for the proposed system:
 Automation for management system will use the centralized database of the whole
system of the department.
Features and Benefits:
 User friendly
 Report are easily generated
 Very less paper works
 Computer operator control

6. Overall Description
User interface: The application that will be developing will have a user friendly and
menu based interface.
The Following screens will be provided:
 A login screen for entering the username and passwords, so that the authorized user
can have an access without any problems.
 There will be a screen which will be displaying the major tasks that the system will be
performing e.g. add details, delete, view details of the students.
 All the major tasks mentioned above will have their separate forms and will perform
the desired actions.

7. Overall Description
 Minimum Hardware Requirement:
 Intel Pentium 4 or higher processor
 1.5Ghz
 512MB of RAM or More
 Software Interface:
 Operating system: Window XP,Vista,7,8,8.1 and higher
 Database: MySQL
 Language: Java

8. Modules

9. • A transparency in economic balance sheet is needed by every organization, so
that it will look like a open book to all users.
• This will need a well maintained and organized account system.
• This college management software has vast look upon this section. In the account
module we have worked on how the work can be performed in a more easy and
descent way.
The scenes of concern are:-
 Proper database management
 Regular report generation
 Transparency in data for all users
In addition to this, it includes all the records related to technical and non-
technical staff. As all the possible aspects are worked upon here, so this will
definitely help in fulfilling all the user needs.
Accounts

10.  Academics is the back bone of any college. The main point of concern for the college
management is the Academic Section, so a software developer has to keep in mind the
sub-modules according to the need of the users, which are mentioned below:
 Principal
 Faculty
 Students
 However, the above sub-modules have been categorized into different points but
actually, if we notice them in depth all the sub-modules may affect each other in one
or the other way.
 All the records have to be maintained and with different access privileges for students,
faculties & heads like view, view and update, update & managing facilities respectively
as it is concerned with student records or faculty records, etc.
 Apart from this, other privileges provided along with them are:
 The capability to manage schedules, meetings and other tasks which are not in the
tabular form but are very necessary to maintain.
Academics

11.  The Department of Training & Placement is the major concern of any institute. From the very
beginning the college lays greater emphasis on in-campus industrial training.
 Practical Training for Technical Students is an integral part of the curriculum and in-built into
the programs of study. The students are introduced to industrial practices through training in
the college workshops and in factories, installations, work etc.
 Of course, arranging for the Training and Placements of students is the primary function, the
department also takes initiative for developing right attitudes, soft skills-especially that of
verbal communication, motivating our students to have strong technical as well as analytical
capabilities, and exposing them to the nuances of economic and financial aspects related to
their professional careers.
 This college management software has covered all maintenance of record.
Training and Placement Cell

12.  The objective of these modules is to capture information with respect to various
parameters that required during setting unto of Examination management modules
and process the captured data to churn out requirement results.
 A technical college software’s examination module is mainly concerned upon:
 In-college examination including sessional and practical.
 External exams management :
 Admit card managing;
 External exams managing of colleges centered in the college
 Schedule management.
 This module will look upon all basic as well as advanced needs of an examination cell.
Examination Cell

13. Hostel is also a very important entity when college management is point of concern
since everyone in the college does not belong to the same town in which the college is so they
should be provided hostel facility so that they feel comfortable and do not feel any type of
inconvenience in the town which they would have to face if they stay very far from college.
College hostel should take care of its structure more than any other private hostel. So
hereby we are providing a system that manages the required data that a hostel management
system would require. Following are the sub-divisions that are to be given individual emphasis on:
 Mess
 Sports
 Committees
 Academics classes
 Extra curricular
This is all to manage and the created software will definitely help cover all these areas
of concern.
Hostel

14. A library is a collection of information, sources, resources, books,
and services, and the structure in which it is housed.
In this project we have given a good concern to the
corresponding field. As in this module we have emphasized on:
 Administrator privileges management;
 Book circulation;
 Advanced book search options;
 Proper regulation of special items like CD’s and journals.
In this software we have taken care of how the hectic store of
book and information material can be handled properly and
easily.
Library

15. Data Flow Diagram

16. Level 1 DFD

17. Thank You