group_23 mini project report

8/13/2019 Group_23 Mini Project Report

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Mini Project Report

on

EXAM MANAGEMENT SYSTEM

FOR

SCHOOL OF ENGINEERING

CUSAT

Submi tted By

VIJAY PRATAP SINGH (12110083)

TRIPTI KUMARI (12110081)

UJJWAL KUMAR (12110082)

YASHWANT KUMAR SINGH (14110087)

I n partial ful fi lment for the award of the degree of

B. TECH DEGREE

in

COMPUTER SCIENCE & ENGINEERING

SCHOOL OF ENGINEERINGCOCHIN UNIVERSITY OF SCIENCE & TECHNOLOGY

KOCHI-682022

APRIL 2013


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Division of Computer EngineeringSchool of Engineering

Cochin University of Science &

TechnologyKochi-682022

CERTIFIC TECertified that this is a bonafide record of the project work titled

EXAM MANAGEMENT SYSTEM

FOR

SCHOOL OF ENGINEERING

CUSAT

Done by

VIJAY PRATAP SINGH (12110083)

TRIPTI KUMARI (12110081)

UJJWAL KUMAR (12110082)

YASHWANT KUMAR SINGH (14110087)

of VI semester Computer Science & Engineering in the year 2013 in partialfulfilment of the requirements for the award of Degree of

Bachelor of Technology in Computer Science & Engineering of Cochin Universityof Science & Technology

Mr VinodKumar P PDr Sudheep Elayidom M Mr Damodaran VHead of the Division Project Guide


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ACKNOWLEDGEMENT

We take this opportunity to express our profound gratitude and deepregards to our guide Mr. Vinod Kumar P.P for his exemplary guidance,

monitoring and constant encouragement throughout the course of this thesis.The blessing, help and guidance given by him, Mr. Damodaran V., our HODMr. Sudheep Elayidom M.and all other faculty members shall carry us along way in the journey of life on which we are about to embark.

We also take this opportunity to express a deep sense of gratitude toSection Officer of School of Enginnering, Mr. Rejil T.for his cordial support,valuable information and guidance, which helped us in completing this taskthrough various stages.

We are obliged to staff members of office of School of Enginnering, forthe valuable information provided by them in their respective fields. We aregrateful for their cooperation during the period of our project.

Lastly, we thank almighty, our parents, brother, sisters and friends fortheir constant encouragement without which this project would not bepossible.

VIJAY PRATAP SINGH

TRIPTI KUMARI

YASHWANT KUMAR

UJJWAL KUMAR


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i

ABSTRACT

This opportunistic project entitled Examination Management System

serves to fully automate the Examination pre-procedure System for SchoolOf Engineering, CUSAT. Basically the software contemplate and elucidate

to manage application form, submission of application forms printing

challan and submission of Fees to bank and automate the - validation of

the form of students who has filled the fees, DCB creation, seating

arrangement during University Examination and invigilation duty allotment

for faculty members.

The project is to entrust a more agreeable and conducive way to office

staff, students and teachers during University Examination. Fundamentally

there are two users, students and staffs.

Staff can effortlessly manage the acknowledged forms and verify fees.

They can handily generate DCB, manage seating arrangement and

invigilation duty for faculties.

Students can register for university exams and check their seating

arrangement for all papers, online. Students can access only the public

area.


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ii

LIST OF FIGURES

3.1 Structure of Challan 7

5.1 Interaction of staff with new system 145.2 Interaction of students with new system 15

5.3 DFDs 16

5.4 Level 1 DFD to Validate Student 17

5.5 Level 1 DFD for Fee Verification and bank interaction 18

5.6 DFD for DCB process 19

5.7 ER Diagram 20


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iii

LIST OF TABLES

3.1 Structure of DCB for regular students 93.2 Structure of DCB for supplementary students 10


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iv

LIST OF ABBREVIATIONS

1 DCB Demand Collection Balance

2 APPL Application3 ML Mark List

4 REGNO Registration Number

5 DEPT Department

6 ADM_NO Admission Number

7 DOB Date of Birth

8 NO_SEATS Number of Seats


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TABLE OF CONTENTS

Abstract (i)

List of Figures (ii)List of Tables (iii)

List of Abbreviations (iv)

1. Introduction 1

1.1 Examination Management in SOE, CUSAT 1

1.2 Phases of the Exam Management System 2

2. Existing System 4

2.1 Exam Registration 42.2 Form Verification 4

2.3 Office Work 4

2.4 DCB Creation 5

2.5 Hall Ticket 5

3. System Analysis 6

3.1 Exam Registration 8

3.2 Form Verification 8

3.3 Office Work 83.4 DCB Creation 8

3.5 Hall Ticket 11

4. System Performance 12

4.1 Ease to Students 13

4.2 Ease to Faculties 13

4.3 Ease to Office Staff 13

5. How New System Works 14

5.1 Interaction of staff with new system 14

5.2 Interaction of student with new system 15

5.3 Over View of the New System 16

5.4 Validation of student Using new system 17

5.5 Fee and Bank interaction 18


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5.6 DCB creation 19

5.7 ER Diagram 20

6. System Testing 216.1 Fees Challan 21

6.2 Exam Registration Form 22

6.3 Hall Ticket 22

6.4 DCB 22

7. Conclusion 23

References 24

Appendix ADB connection in PHP 25

Appendix B Security using encryption 27

Appendix C Sending Mail in PHP 28

Appendix D Screen Shots 29


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E x a m M a n a g e m e n t S y s t e m | 1

Division of Computer Science, SOE

CHAPTER 1

INTRODUCTION

Examination Management System elucidates to manage

application form, submission of application forms, printing challan and

submission of Fees to bank and automate the - validation of the form of

students who has filled the fees, DCB creation, seating arrangement

during University Examination and invigilation duty allotment for faculty

members. This chapter consists of two subsections. First section

introduces the proposed system. Second section elaborates the different

phases in which the project is divided.

1.1Examination Management in SOE, CUSAT

The main purpose of this system is to automate the examination

pre procedure so that the staff as well as student can efficiently utilizedthis system as far as possible.

This project is all about the management of SOE ExaminationSystem,

Managing application form, submission of application forms

Printing challan and submission of Fees to bank

Automatically Validates the form of students who has filled the fees

Automatic DCB creation Automatic seating arrangement during University exams

Automatic faculty Duty Allotment


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2 |E x a m M a n a g e m e n t S y s t e m


1.2Phases of the Exam Management System

Initial phase is the semester fee submission through auto challan filland bank collaboration. This system will automatically generate thechallan as per the category of the student .This challan would includethe fine also. Student need to login on the system and just click the typeof challan, he or she may require, they will get the challan.

Three types of challan is being generate by this system as per thecollege rule according to their reservation category.

1. Regular challan2. Supplementary challan

3. Improvement challan.

Phase 1:

Online Registration Form for the University Exam of SOE, CUSAT

Currently students submit hard copy of filled application form to theuniversity. Office staffs verify and maintain records manually.

Proposed online registration form for students will eliminate all themanual intervention and increase the speed of whole process, thusproviding fewer burdens to both students and staffs.

System will allow students to fill form online; form is available forboth regular and supplementary students with accommodation forchallan payment information. All this is maintained in a form of excel fileor tables for the office use.

System has inbuilt validation system to validate the entered data.After the successful submission, system will provide a page havingdetails of individual which can be printed and submitted as a hard copyto the department.


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Phase 2:

Automatic Seating Arrangement for all Students

The application will automatically generate the seatingarrangements to all the students for all exam papers automatically basedon the number of candidates registered for the exam. Students cancheck the seating arrangements online.

Phase 3:

Automatic Duty Arrangement for teachers during Exams

The application will provide the duties for all teachers during exambased on how many teachers are coordinating the exam and they canlook for the same online.


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CHAPTER 2

EXISTING SYSTEM

The system used by the University is manual and require a lot offile works. The University Examination registration form used to be filledby the students manually. Accordingly the form verification, DCB creationof each and every student is done by the staffs. The Administrative officeverifies each and every form and generates hall ticket respectively.

2.1 Exam Registration

Students collect their respective registration forms for UniversityExamination in the form of hard copy from office. Fill their form manually,attach the current fee receipt and submit it back to the office.

2.2 Form Verification

The forms are collected in the office. Official staffs picks up eachand every form, matches each and every field for its correctness,matches the fee receipt for valid key entries. Each and every work isdone manually.

2.3 Office work

The above form verification is done manually by the official staffsand accordingly DCB is created in the form of excel file and sent to the

Administrative Block.

Accordingly depending upon the number of students and theirbranches, student's seating arrangement for University exams is madewith the help of semi-automatic system.

Faculty Duty Allotment is also done manually which a very hectictask.


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2.4 DCB creation

After form verification, a DCB file is created by the official staffsdepending upon the demand, collection, and Balance (if any) of all

students in the form of excel files. And correspondingly remarks arefilled. The DCB is then sent to the Administrative Block for furtherverification.

2.5 Hall Ticket

The Administrative Office verifies DCB for each and every studentsmanually. And depending upon the null balance and respective remarks,hall ticket is prepared in the form of hard copy and is sent back to theoffice. Students collect their respective hall ticket from the office.


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CHAPTER 3

SYSTEM ANALYSIS

The proposed system automates the above existing system. Theregistration form is divided into two subsections, one for regular studentsand supplementary students. Form is verified automatically and report isgenerated. The Demand Collection Balance (DCB) is createdautomatically.

Facility for fee submission through automatic challan generation. Allthe challan entries are automatically filled.


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Figure 3.1 is showing the structure of challan generated by new

automated system.

Fig 3.1: Structure of Challan


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3.1 Exam Registration

An Online registration form is introduced. The form is divided intobasically two subsections:

a) For regular students

b) For supplementary students

The form is semi auto fill. Challan is also filled online withnecessary field values given by bank.

3.2 Form Verification

Automatic form verification is done based on the informationprovided in the form. The matching of all field value is done here also,but automatic. Automatic fee detail verification is also done.

3.3 Office work

All the verifications are done automatically and based on thatautomatic DCB file is created in form of excel file with no human

intervention. Student seating arrangement is also done automaticallyand student can check it online. Report is generated automatically.Faculty Duty allotment is also done automatically with all the necessaryalgorithms being implemented online.

3.4 DCB Creation

DCB is created automatically in form of excel files with all

verifications. This DCB is then forwarded to the administrative block andbased on that students get their hall ticket online in the printed format.


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Structure of DCB generated by New System for Regular Students.

Table 3.1: Structure of DCB for regular students


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Structure of DCB generated by New System for Supplementary

Students.

Table 3.2: Structure of DCB for supplementary students


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3.5 Hall Ticket

Generated automatically and is in printed form. Students can takethe printed copy of the above hall ticket.


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CHAPTER 4

SYSTEM PERFORMANCE

The advantage of this system is Student need not to have to moveanywhere else to fill the challan. This system will automatically generatethe challan as per the category of the student .This challan wouldinclude the fine also. Student need to login on the system and just clickthe type of challan, he or she may require, they will get the challan.

Three types of challan is being generate by this system as per thecollege rule according to their reservation category.

1. Regular challan

2. Supplementary challan

3. Improvement challan.

Regular challan:

This challan contain filled fee detail of the student. The student will printthe challan and according to it he will pay the fee to bank.

Supplementary challan:

This challan contain the filled fee detail of the no of supplementarypaper.

Improvement challan:

This challan contain the filled detail of the number of improvementpaper.

When the particular student had paid the fee, then he will be allowed tofill the examination form. The most of the examination form fields will beautomatically filled by the system according to their basic information inthe system as well as by the fee details.

After that student would print the form and submit it to office.

Analysis is very easy as it is an automated system.


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The proposed system is very secure and perform all functioning ofExisting System. Validation of exam form and the fee verification all areautomated thus reducing manual work. Basically we can divide theadvantages into three major subsections:

4.1 EASE TO STUDENTS

Students call fill the registration form online with an auto-fill facility,hence providing ease to students. They can see their hall ticket andseating arrangement online.

4.2 EASE TO FACULTIES

Faculties can see reports and their duty allotment online henceproviding comfort.

4.3 EASE TO OFFICE STAFF

Staffs has less burden as the proposed system is automated.Starting from form registration to form verification to DCB creation to hall

ticket to students seating arrangement to faculty duty, all are automated.This provide a great ease to the staffs and speeds up the process in avery secure manner. The hectic job for analyzing all the details manuallyfor thousands of Students is completely eliminated.


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CHAPTER 5

HOW NEW SYSTEM WORK

This section affirms the working of existing system depicting theinteraction of staff, faculty and students in the form of ER- diagrams andDFDs(Data Flow Diagrams) at various levels.

5.1 Interaction of staff with new system

This figure5.1 represents how staff utilizes the system.

Fig 5.1: Interaction of staff with new system


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5.2 Interaction of students with new system

This figure 5.2 represents how the student utilizes the system

Fig 5.2: Interaction of students with new system


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5.3 Level 0 DFD

LEVEL-0 DFD SHOWING HOW STUDENT AND SECTION OFFICER

INTERACT WITH THE SYSTEM

Fig 5.3: Level 0 DFD


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5.4 Level 1 DFD to Validate Student

Fig 5.4: Level 1 DFD to Validate Student


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5.5 Level 1 DFD for Fee Verification and bank interaction

Fig 5.5: Level 1 DFD for Fee Verification and bank interaction


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5.6 DFD for DCB process

Fig 5.6: DFD for DCB process


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5.7 ER Diagram

ER-DIAGRAM FOR THE SYSTEM SHOWING THE ATTRIBUTES OF

STUDENT, HALLS, EXAM AND FEES AND ALSO RELATIONSHIPBETWEEN THEM

Fig 5.7: ER Diagram


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CHAPTER 6

SYSTEM TESTING

All the information about the student is already stored in thedatabase. When student login to system through their username andpassword they are able to see their home page. They are able to see theoption like

1. Print challan.

2. Fill the exam form.

Print challan

When the student click the option for print challan, they are able tosee the three option for which type of challan they required which are as

Regular challan

Supplementary challanImprovement challan

6.1 Fees Challan

We tested the function using details of few students and verified thecorrect retrieval of values on the printed challan.

In case of regular challan they are not required to feed anyinformation. They will just click the option, all the information like name,registration number, semester, fee detail, date, fine etc. required forchallan will be automatically filled up. According to their reservation, theirsemester fee is checked. All these demand is also filled to database forthe verification of particular student has either has paid the fee or not.

In case of supplementary challan they will have option of subjectcode. They will have to mark on the subject code. According to theircategory, number of paper, as well as fine if required and number of time

they have attempted fee detail is automatically filled.


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In case of improvement they will have option of subject code. They willhave to mark on the subject code. According to their category, as well asfine if required and number of paper fee is automatically filled.

6.2 Exam Registration Form

We tested the exam form module using details of few students. Wefilled some dummy forms. Most of the values in the form areautomatically filled from the information in the student database. Thevalues are crossed checked for the correctness. Number of attempts isalso checked.

6.3 Hall Ticket

The hall ticket is automatically generated after successful formsubmission. With all the entries in it, like Registration number, studentinformation, centre of examination, and subjects applied for.

6.4 DCB

When staff login to system they are able see their home page. Theywill have option for enter the fee detail like semester fee, supplementaryfee, improvement fee, upload the file for fee verification, create DCB asper their requirement, as well as they can print the defaulter list.

Admin can add new user to the system and he can reset thepassword of any user.


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CHAPTER 7

CONCLUTION

The system will be very helpful in the management of universityexams for School of Engineering.

Options for NRI students is added.

Add and remove student provision is added.


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REFERENCES:

[1]: PHP, MySQL & JavaScript, by Robin Nixon, O'REILLY publication2009.

[2]: HTML & XHTML, by Thomas A. Powell, TMH publication 2008

[3]: PHP and MySQL Bible, by Tim Converse and Joyce Park, WileyPublishing, Inc. 2004


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APPENDIX A:

Mysql DB connection in PHP.


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//Using result from query

while($row = mysql_fetch_array($result))

{

//Rest of the code;

}

//Closing connection

Mysql_close($connection);

?>


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APPENDIX B:

Security System:

Password encryption:

Md5generate 32 character long encrypted string

SHA1generate 40 character long encrypted string


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APPENDIX C:

Sending Mail in PHP.


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APPENDIX D:

SCREEN SHOTS

Home Page (Public Website).

Students Login Page:


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Students Account:

Challan Options for Students:


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Exam Form Filling By Students:

Application Form for University Exam:


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Home Page (Staff Website):

Staff login Page;


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Staff Menu:

Fee Demand Interface:


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Fee Demand Supplementary:

Fee Demand Improvement:

group_23 mini project report

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